health, safety and wellbeing policy policy.pdf · work at height (amendment) regulations 2007 (s.i....

===================================ofadbProperty and Construction Consultants

Health, Safety and Wellbeing Policy

November 2013

This document is designed for double sided printing

Ridge Health, Safety and Wellbeing Policy

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Amendment Schedule

Change

No. Date Details By

1-21 Jan 2003 – Aug 2007

Regulation updates and Policy reviews various

22 Jan 2008 Review and amendment of policy and arrangements to include existing policies, inclusion of, relevant legislation, safety objectives working out of office and reformat sections.

CC

23 Apr 2008 New Organisation Chart to incorporate Southampton office AM

24 Jun 2008 Review and amendment of arrangements, update relevant legislation, safety objectives, inclusion of document retention times and update of office electrical safety

CC

25 Jul 2008 Inclusion of a communication process diagram CC

26 Jul 2008 Other legal compliance section and compliance policy statement added CC

27 Jul 2008 Document retention details amended CC

28 Aug 2008 New Organisation Chart to incorporate Edinburgh, Liverpool & Milton Keynes AM

29 Oct 2008 Amended Organisation chart to replace Jo Williamson with John Wrightson AM

30 Nov 2008 Amended Risk assessment section to include the “Five Steps To Risk Assessment” CC

31 Dec 2008 Legislation amended to Health and Safety (Offences) Act 2008. CC

32 Mar 2009 Update to H&S structure CC

33 Feb 2010 H&S Policy statement reviewed, objectives updated, legislation review carried out CC

34 Feb 2010 Link up Accreditation removed CC

35 Mar 2010 Milton Keynes office closed and removed from policy AM

36 Jul 2010 Organisation Chart amended following CJM retirement AM

37 Dec 2010 Organisation Chart amended following Worcester restructuring AM

38 Jan 2011 Organisation Chart amended London rep changed AM

39 Mar 2011 H&S Policy statement reviewed, objectives updated, legislation review carried out CC

40 Jun 2011 Organisation Chart amended following Edinburgh restructuring AM

41 Jun 2011 Safety Committee re-structured CC

42 Jun 2011 Key ACOPS included. CC

43 Jun 2011 Legal Register Reviewed against current and recently released legislation CC

44 Jul 2011 Safety objectives updated for 2011 CC

45 Jul 2011 CDM 2007 Section added CC


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Change

No. Date Details By

46 Jul 2011 Contractors Responsibility updated reflect Control of Contractors Policy CC

47 April 2012 Update to policy statement annual review CC

48 April 2012 Update to safety objectives to 2012 CC

49 April 2012 Update to safety organisation, training manager deleted CC

50 April 2012 Documentation retention periods revised for health and radiation CC

51 April 2012 RIDDOR Section updated and accident investigation flow chart deleted CC

52 May 2013 General review of policy contents ME/ MP/

GD/ DW

53 June 2013 Organisational update ME

54 Oct 2013 General review of content, ME

55 Nov 2013 Added overseas travel ME


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Relevant Legal Legislation and Other Requirements Consistent with its commitment to compliance Ridge has implemented a procedure for periodically evaluating compliance with legal and other requirements that are applicable to Ridge’s health and safety risks. Evaluation of Ridge compliance is carried out by a Ridge Health and Safety Consultant using the following internal and external resources:

Health & Safety Executive E-bulletin and website.

IHS (formerly Technical Indexes, tionestop.com) http://uk.ihs.com/.

Isurv http://www.isurv.com/site/index.aspx.

Professional membership meetings (IOSHH, APS, RICS, CIOB, RIBA, CIBSE).

Professional publications. A formal review of the compliance register is carried out by a Ridge Health and Safety Consultant as part of the 6 monthly policy review.

Relevant Legislation Health and Safety at Work etc Act 1974 (c 37).

Confined Spaces Regulations 1997 (S.I. 1997/1713).

Construction (Design and Management) Regulations 2007 (S.I. 2007/320).

Construction (Head Protection) Regulations 1989 (S.I. 1989/2209).

Control of Asbestos Regulations 2012.

Control of Lead at Work Regulations 2002 (S.I. 2002/2676).

Control of Noise at Work Regulations 2005 (S.I. 2005/1643).

Control of Substances Hazardous to Health (Amendment) Regulations 2004 (S.I. 2004/3386).

Control of Vibration at Work Regulations 2005 (S.I. 2005/1093).

Dangerous Substances and Explosive Atmospheres Regulations 2002 (S.I. 2002/2776).

Electricity at Work Regulations 1989 (S.I. 1989/635).

Health and Safety (Consultation with Employees) Regulations 1996 (S.I. 1996/1513).

Health and Safety (Display Screen Equipment) Regulations 1992 (S.I. 1992/2792).

Health and Safety (First-Aid) Regulations 1981 (S.I. 1981/917) (as amended).

Health and Safety (Training for Employment) Regulations 1990 (S.I. 1990/1380).

Health and Safety Information for Employees (Modifications and Repeals) Regulations 1995 (S.I. 1995/2923).

Ionising Radiations Regulations 1999 (S.I. 1999/3232).

Lifting Operations and Lifting Equipment Regulations 1998 (S.I. 1998/2307).

Management of Health and Safety at Work and Fire Precautions (Workplace) (Amendment) Regulations 2003 (S.I. 2003/2457).

Management of Health and Safety at Work Regulations 1999 (S.I. 1999/3242).


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Management of Health and Safety at Work (Amendment) Regulations 2006 (S.I. 2006/438).

Manual Handling Operations Regulations 1992 (S.I. 1992/2793).

New Roads and Street Works Act 1991.

Personal Protective Equipment Regulations 2002 (S.I. 2002/1144).

Provision and Use of Work Equipment Regulations 1998 (S.I. 1998/2306).

Regulatory Reform (fire Safety) Order 2005 (S.I. 2005/1541).

Reporting of Injuries, Diseases and Dangerous Occurrences (Amendment) Regulations 2012 (S.I. 2012/199).

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (S.I. 1995/3163).

Safety Representatives and Safety Committees Regulations 1977 (S.I. 1977/500).

Workplace (Health, Safety and Welfare) Regulations 1992 (S.I. 1992/3004).

Work at Height (Amendment) Regulations 2007 (S.I. 2007/114).

Corporate Manslaughter and Corporate Homicide Act 2007.

Health and Safety (Offences) Act 2008.

Key Approved Codes of Practice L 22 Safe Use of Work Equipment - Provision and Use of Work Equipment Regulations 1998.

L 127 The Management of Asbestos in Non-Domestic Premises, Regulation 4 of the Control of Asbestos Regulations 201.

L 5 Control of Substances Hazardous to Health - The Control of Substances Hazardous to Health Regulations 2002 (as Amended).

L 143 Work with Materials Containing Asbestos - Control of Asbestos Regulations 2006 - Approved Code of Practice and Guidance.

L 144 Managing Health and Safety in Construction - Construction (Design and Management) Regulations 2007 (CDM) - Approved Code of Practice.

L 74 First Aid at Work - The Health and Safety (First Aid) Regulations 1981 - Approved Code of Practice and Guidance.

L 21 Management of Health and Safety at Work - Management of Health and Safety at Work Regulations 1999.

L 146 Consulting Workers on Health and Safety - Safety Representatives and Safety Committees Regulations 1977 (as Amended) and Health and Safety (Consultation with Employees) Regulations 1996 (as Amended).

Specific codes of practice are referred to where appropriate with the policy document. Further guidance is available via IHS or from Martin Emery. There are various ACOPs and other HSE guidance documents stored on Workspace.


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Introduction to your Health, Safety & Wellbeing Policy The safety policy is designed as a living document and reflects how our business operates. It comprises three sections:

1. Policy Statement and Objectives This summarises the Ridge commitment to health, safety and wellbeing, details general responsibilities and gives information relating to arrangements for implementing the policy. The Policy Statement is signed by the Senior Partner, displayed prominently at all offices and is available via the intranet. The objectives are set by the Senior Partner and are reviewed annually as part of the management review process to measure continued improvement in the Health and Safety Management System.

2. The Organisation This describes the structure of the business in terms of health and safety responsibilities. There are sections relevant to everyone at Ridge. This section will summarise how external health and safety assistance will fit into the business structure. All staff require information from this section in so far as it relates to them.

3. The Arrangements Section This details and provides guidance on the specific day-to-day arrangements and responsibilities for eliminating, controlling and monitoring the procedures and control measures for the types of hazards to health and safety that may arise as part of the Partnership’s normal activities. All staff will require information in this section in as far as it relates to them and this should be included in:

Induction training.

Risk specific training and/or information.

Refresher training etc.

General safety information.


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Contents Section 1 Partnership Health and Safety Policy Statement ......................................... 8

Health & Safety Objectives and Targets 2013 ..................................................................... 10

Section 2 Organisation ........................................................................................ 12

Organisation ................................................................................................................... 13 Health, Safety and Wellbeing Management Structure Chart ................................................. 14 Health, Safety and Wellbeing Group .................................................................................. 15

Section 3 Arrangements ....................................................................................... 22

General Arrangements ..................................................................................................... 23 Management of Health and Safety at Work – Risk Assessment ............................................ 27 Design Risk Management ................................................................................................. 30 Ridge Designers .............................................................................................................. 34 Ridge CDM Co-ordinator ................................................................................................... 35 Contractors ..................................................................................................................... 36 Temporary Workers ......................................................................................................... 37 Training .......................................................................................................................... 38 Workplace Health, Safety and Welfare ............................................................................... 39 Work Equipment .............................................................................................................. 40 Display Screen Equipment ................................................................................................ 41 Working Away From The Office ......................................................................................... 42 Working Out-doors .......................................................................................................... 46 Work at Height ................................................................................................................ 47 Overseas Travel .............................................................................................................. 49 Driving Policy .................................................................................................................. 50 Protective Clothing and Equipment .................................................................................... 51 Asbestos Policy ................................................................................................................ 54 Control of Substances Hazardous to Health ........................................................................ 55 Manual Handling ............................................................................................................. 57 Stress in the Workplace ................................................................................................... 59 Noise at Work ................................................................................................................. 60 New and Expectant Mothers ............................................................................................. 61 Consultation with Employees ............................................................................................ 62 Health & Safety of Young People at Work .......................................................................... 63 Alcohol, Drugs and Medication .......................................................................................... 64 Ridge Office Safety .......................................................................................................... 65 Fire Precautions............................................................................................................... 68 Civil Unrest/ Terrorism/ Other Emergencies ....................................................................... 69 Accidents ........................................................................................................................ 70 Electricity in Offices ......................................................................................................... 71 Health and Safety Advice ................................................................................................. 72


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Section 1 Partnership Health and Safety Policy Statement


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Health and Safety Management - Ridge Policy Statement Ridge holds BSI accreditation in Occupational Health and Safety Management 18001:2007 (certificate number OSH522781), for all of its eight offices. Ridge was originally registered in September 2008. It is the Partners’ commitment that all Ridge work is carried out in accordance with the relevant statutory provisions and all reasonably practicable measures are taken to avoid risk, reducing injuries and ill health to its employees or others that may be affected. The Partners have the responsibility for implementing this Policy throughout the Partnership and will ensure that Health and Safety considerations are always given priority in planning and day-to-day supervision of work. The Partners will provide such information, training, supervision, plant and equipment as necessary, to identify, eliminate or control hazards and risks associated with the Partnership’s activities; adequate resources will be provided for this purpose. The overall objective is to achieve as far as reasonably possible a safe and healthy working environment for all Ridge employees and those affected by its activities. Ridge will fully comply with the duties placed upon it within the requirements of the Health and Safety at Work etc. Act 1974 and all other applicable legislation. Ridge will adhere to any Health and Safety Plan which Ridge instigated and will strive to ensure full compliance by all parties involved. All employees and sub-contractors are required to co-operate with the Partnership in carrying out this Policy and must ensure that their own work, so far as is reasonably practicable, is carried out without risk to themselves or all others that may be affected. The Partners have appointed Phil Jones as the Responsible Person for Health, Safety and Welfare. The Management and staff of the Partnership will monitor the operation of this Policy to encourage and strive for continued improvement in Health and Safety performance. This Policy is reviewed on an annual basis to reflect any changes in legislation. The Policy Statement is displayed prominently at all Ridge offices; a copy of this, the full Policy document and arrangements for implementing the Policy can be viewed on the Ridge Intranet by any employee as required and at http://www.ridge.co.uk. Signed: Position: Senior Partner

Date: 9th April 2013


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Health & Safety Objectives and Targets 2013

Ridge has set the following safety objectives and targets:

Objective Measurement Progress Target Date Owner

Maintain an accident frequency rate below industry average

Monthly accident reports and near miss reports

Nil reportable accidents

Dec 2013 Diana M

Maintain quarterly meeting of H&S policy group

Regular meetings held as per the meeting frequency

Meetings in progress

July 2013 David W

CDM-Coordinator Competence

Individual attainment of RMAPs for designated CDM-Cs

Staff undergoing training

July 2013 David W

Implement a health & wellbeing objective

Baseline KPI established Collation of information from other offices in progress

July 2013 Diana M


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Section 2 Organisation


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Organisation The effectiveness of the Safety Policy is dependent on the people who are responsible for making sure that all aspects of work, whether in the office or on site, are carried out with due consideration for safety and with minimum risk to health in accordance with the arrangements within this policy. Ultimate responsibility lies with Mr P.M. Jones, but specific duties are delegated to others according to their experience and training. All Partners, both individually and collectively will take all reasonable steps to ensure that this Policy is applied at all levels throughout the whole Partnership. Similarly, all Partners and Team Managers must take all reasonable steps to ensure that the objectives set out in this Policy are met within their discipline as well as in other teams with whom their work integrates. Each individual person has a duty of care to themselves as well as to all others that may be affected by their actions or omissions during any part of the working day. A Health and Safety Management structure flow chart can be viewed on the following page.


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Health, Safety and Wellbeing Management Structure Chart

Phil JonesSenior Partner

Carries overall responsibility for Health and Safety

Health, Safety and Wellbeing

Co-ordinator for all offices

Diana Meadowcroft

David Walker

Partner responsible for Ridge H&S Policy

Office Managing Partners responsible for Health & Safety:

Birmingham: David WalkerDeputy: Philip Smith

Bristol: Clive WoodfordDeputy: Greg Aston

Leicester: Matthew FrancisDeputy: Phil Welham

Liverpool: Adrian O’HickeyDeputy: Jason Howard

London: Murray FarrantDeputy: Adrian Spurrier

Oxford: Mark GordonDeputy: Martin Emery

Reading: Phil JonesDeputy: Steve Cooper

Southampton: Richard HandDeputy: Adrian Webb

Health and SafetyOffice representatives

BirminghamPhilip Smith

BristolJo Williams

LeicesterAndrew Daykin

LiverpoolGrant Davidson

LondonJacquie Wilmot

OxfordMartin Emery

ReadingDavid Fellows

SouthamptonSimon Hutton

Health & Safety Technical Group

David Walker (Chair)Martin Emery

Grant Davidson


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Health, Safety and Wellbeing Group Technical Group David Walker Chairman of Technical Group, and Partner responsible for Health, Safety and CDM Management Martin Emery Health & Safety Consultant Grant Davidson H&S Office Representative for Liverpool Office Support from: Alan Drodge Quality and Environmental Management Systems Diana Meadowcroft HR Co-ordinator Technical Group Meeting Frequency Senior Management Review 12 monthly Technical Group 3 monthly Office Safety Meeting Reported at Monthly Management Meeting Office Safety Representatives Birmingham: Philip Smith Bristol: Jo Williams Leicester: Andrew Daykin Liverpool: Grant Davidson London: Jacquie Wilmot Oxford: Martin Emery Reading: Steve Cooper Southampton: Simon Hutton

Partner Responsible for Health, Safety and Wellbeing The Partner responsible for implementation of the Ridge Health, Safety and Wellbeing Policy is David Walker. Responsibilities

Monitor the effectiveness of the Ridge Health and Safety Policy against the safety performance of Ridge. Initiate any changes, developments and amendments to the Policy as and when necessary.

Promote an interest and enthusiasm for health, safety and wellbeing matters throughout Ridge.

Make sure that the Partners, Team Managers and employees are aware of their responsibilities and that each administers the requirements of this Policy within their department and with due regard to all other departments.

Report to the Partners on all matters relating to health and safety, training, new safety directives and legislation and seek to establish the Partnership’s response. As a result instigate the necessary changes throughout Ridge.

Encourage, within Ridge, an understanding that injury prevention and occupational hygiene are an integral part of business and operational efficiency.


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Take all reasonable steps to ensure that where necessary sub-contractors who are employed by Ridge produce their own documented Health and Safety Policy, Method Statements and Risk Assessments and agree to conform with the Ridge Health and Safety Policy and Codes of Practice and Guidance for Contractors whist providing their services for Ridge.

Take all reasonable steps to make sure that all staff when visiting construction sites, or are working in any areas where they may be exposed to personal hazard wear the appropriate protective clothing including hi-visibility jacket, safety helmet and safety footwear.

Actively promote Health, Safety and Wellbeing issues by leading by example.

Health, Safety and Wellbeing Technical Group The purpose of the Technical Group is to:

Monitor and review the safety objectives of the Partnership’s Safety Management System.

Review changes in legislation that are relevant to the services provided by Ridge.

Discuss any accidents or incidents that have occurred since the last meeting and review preventative actions.

Consider amendments to the policy and arrangements in the light of changing methods, requirements and legislation.

Receive and consider any reasonable request, recommendation or report on matters of health and safety from any employee and advise on any decision made.

Report and communicate health and safety development to all personnel.

Discuss any non-conformances of regulations or Ridge policies and procedures and take steps to prevent re-occurrence.

Responsibilities

Assist the Partner responsible for health, safety and wellbeing in the management and implementation of the principles of health, safety and wellbeing throughout Ridge.

Receive and review information regarding new safety legislation or changes in existing legislation and liaise with others within Ridge regarding the interpretation of safety legislation and the action required to comply with the legislation.

Maintain a contact with official and professional bodies eg Health and Safety Executive (HSE), Local Authorities, Fire Authorities, Institution of Occupational Safety and Health (IOSH) Royal Society for the Prevention of Accidents (ROSPA), and the Association for Project Safety (APS) etc.

Assist in the investigation of notifiable accidents or dangerous occurrences and recommend means of preventing reoccurrence.

Assess accident trends and review overall safety performance.

Actively promote Health, Safety and Wellbeing issues by leading by example. Assist senior management and all levels of staff with implementation of safety legislation by:

Carrying out office audits in accordance with the annual health and safety plan.

Obtaining copies of the legislation and any codes of practice for issue to senior management.

Provision of Health and Safety training for all levels of employees in accordance with this policy.


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Obtain visual aids etc. to promote awareness of injury prevention and hazards to health.

Make sure that only safe and healthy methods of working are in operation and that all Regulations are being observed.

Office Health & Safety Representatives The purpose of an Office Safety representative is to:

Discuss any accidents, incidents or near misses with the Technical Group.

Receive and consider any reasonable safety and wellbeing improvements.

Review any non-conformances of raised during office audits and inspections.

Report and communicate with all staff in their office.

Health, Safety And Wellbeing Co-ordinator The Health, Safety and Wellbeing Co-ordinator is Diana Meadowcroft. Responsibilities

Assist the Partner responsible for health, safety and wellbeing in the management and implementation of the principles of health, safety and wellbeing throughout Ridge.

Receive information regarding new safety legislation or changes in existing legislation and liaise with the Ridge Health, Safety and Wellbeing Technical Group regarding the interpretation of safety legislation and the action required to comply with the legislation.

Maintain a contact with official and professional bodies.

Supervise the recording of information on injuries and ill health of all employees.

Inform the HSE, Partners and the Senior Health & Safety Consultant of all notifiable accidents or dangerous occurrences.

Assist in the investigation of notifiable accidents or dangerous occurrences.

Actively promote Health, Safety and Wellbeing issues by leading by example. Assist senior management and all levels of staff with implementation of safety legislation by:

Obtaining copies of the legislation and any codes of practice for issue to senior management.

Arranging training for all levels of employees in accordance with this policy.

Obtain visual aids etc. to promote awareness of injury prevention and hazards to health.

Take all reasonable steps so that only safe and healthy methods of working are in operation and that all Regulations are being observed.


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Human Resources Co-ordinator The Human Resources Co-ordinator is Diana Meadowcroft. Responsibilities

Take all reasonable steps to ensure that the procedure for new employees is carried out as required by Ridge Policy.

Arrange induction training for new staff as soon as possible after commencement date of staff member.

Maintain training records for all staff.

Read and understand Ridge Policy for Health and Safety and take all reasonable steps to ensure that it is brought to the attention of all employees.

Use best endeavours to ensure that the requirements of all relevant legislation are complied with.

Provide accident investigation reports to the insurers where appropriate.

Take all reasonable steps to make sure that first aid and the required welfare facilities are provided and maintained as outlined in this Policy.

Take all reasonable steps to make sure that all staff work safely and do not take any unnecessary risks. Actively promote Health, Safety and Wellbeing issues by leading by example.

Office Managing Partners Responsibilities

Facilitate regular inspections so that offices are laid out and maintained to provide for the safety of all staff and visitors.

Use best endeavours to make sure that all office work equipment is safe and is inspected and serviced as recommended by the manufacturer. Provide training for all staff required to use office work equipment.

Not allow any staff to carry out any repairs of office work equipment or fittings unless authorised.

Make arrangement for all electrical equipment to be visually inspected at regular intervals and take all reasonable steps to ensure that records of the inspection are maintained.

Arrange, in liaison with the Financial Controller, the necessary insurance and carry out any necessary reporting of incidents to insurers and accident investigation reports where appropriate.

Provide for offices under their control a suitable and sufficient fire risk assessment that is reviewed annually or after changes to office layout.

Arrange for all first aid fire fighting equipment and emergency lighting to be maintained, for fire exits to be kept clear, and for emergency evacuation drills to be carried out at least every 6 months.



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Partners and Team Managers Responsibilities

Read and understand the Ridge Health, Safety and Wellbeing Policy and make sure it is brought to the notice of any employees under their control.

Take all reasonable steps to make sure that all members of the team work safely and do not take unnecessary risks.

Take all reasonable steps to make sure that any accidents reported by staff are notified to the Human Resources Manager immediately after the incident. Following this an accident report form is to be completed and an investigation undertaken to identify the root cause and any remedial actions required to prevent any re-occurrence.

Encourage the team to keep working areas tidy and corridors and doorways free from obstruction.

Suggest to the Technical Group ways of improving safety at work and warn employees of known hazards.

Report to the Ridge Technical Group any hazards or unsafe working conditions or practices.

Set a personal example when visiting site by wearing the appropriate protective clothing including safety helmets and safety footwear.


Employees The attention of all employees is drawn to their responsibilities under The Health and Safety at Work Act 1974 and any other applicable legislation. This means that:

It shall be the duty of every employee while at work to take reasonable care for the health and safety of him/ herself and of other persons who may be affected by his acts or omissions at work.

Employees shall, as far as is reasonably practicable, co-operate with their employer to ensure that all relevant legislation is complied with.

No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare.

Employees are reminded that a breach of safety procedures could possibly result in disciplinary action being taken by Ridge, and that provision is made in Law for certain breaches to be actioned by the Health and Safety Executive or the Local Authority Enforcement Team. In simple terms this means, employees are required to:

Read and sign that they have understood the Ridge Policy for Health, Safety and Wellbeing and will carry out all work activities in accordance with its requirements.

Use the correct work equipment for the job.

Keep all work equipment in good condition.

When specified wear safety footwear and at all times wear foot wear that is suitable for the task being carried out and the environment the work is being carried out in.

Use, where necessary all protective clothing and safety equipment provided, eg safety helmets, respirators, etc.


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Work in a safe manner at all times and not take unnecessary risks that could endanger themselves or others. Within a Ridge office and if possible, remove site hazards personally (eg move objects blocking walkways, reposition and or store equipment that may pose a risk). If on site, hazards should be pointed out to contractors for their action.

Warn other employees, particularly new employees and young people, of particular known hazards and any relevant control measures.

Not use plant or equipment for work for which it was not intended, or if you are not trained or experienced and authorised to use it.

Report to the relevant Team Manager any damage to plant or work equipment.

Not play dangerous practical jokes or "horseplay" whilst at work.

Report to your Team Manager any person seen abusing any facilities or equipment provided for health, safety or welfare.

Report any injury to yourself that results from an accident at work, even if the injury does not stop you working. Near misses should be reported in the same manner.

Bring to the attention of the relevant Team Manager any concerns or shortcoming in the arrangements provided for staff Health & Safety; if applicable, suggest safer methods of working.


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Section 3 Arrangements


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General Arrangements Information The Office Managing Partner will make sure that a complete copy of the Rdige Policy Statement, the HSE Information Poster and relevant insurance certificates are displayed. Where appropriate information will made available on the Ridge Intranet, Workspace and by providing access to the 3rd Party information sources. Joint Consultation In accordance with The Consultation with Employees Regulations 1996 and The Safety Representatives and Safety Committee Regulations 1977 and the Codes of Practice and Guidance Notes relating to these regulations, all reasonable efforts will be afforded to facilitate adequate consultation of employees. This will be via the weekly Management meetings, team meetings, safety meeting, staff surveys and direct discussion. All Staff are encouraged to bring to the attention of their Team Manager areas that in their opinion this policy appears inadequate. All such comments will be passed to the Partners for their consideration and review. Ridge Safety Communication Process


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Audit Internal audits of the OH&S management systems are conducted annually. The purpose of these will be to:

1. Determine whether the OH&S management system:

Conforms to planned arrangements for OH&S management, including the requirements of the OH&S standard.

Has been properly implemented and maintained.

Is effective in meeting the organisation’s policy and objectives. 2. Provide information on the results of audits to management. Management Review This Policy and arrangements will be reviewed on at least an annual basis. Provision will also be made to undertake a review in the event of the introduction of new, or the amendment of existing legislation, codes of practice or guidance notes. The review agenda will be as follows:

1. Apologies

2. Report from Management Representative

Internal audit, findings and trends

New legislation and legal register

Communication and training

Non conformance and corrective and preventive action

3. Safety Management System Review

The policy and system

Evaluation

Objectives and targets

Management programme

4. External Assessment Results. 5. Significant new legislation changes 6. Methods of communicating significant safety hazards Retention of Documentation Ridge has determined the appropriate controls for records and have taken into account applicable legal requirements, confidentially issues, storage/ access/ disposal/ back-up requirements, and the use of electronic records. The procedure for retaining safety documentation is in accordance with the Ridge Best Practice Procedure Section 025 Archiving. The safety records are held electronically on a central server and backed up to another office.


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Accident and Medical Records: The HR Department manages all personal documentation. Medical and accident documentation is held either in a specific folder or in the individual personal file. The information is kept in a secure metal cupboard with restricted access key access. At set periods determined by the HR Department records are archived in accordance with the relevant QA procedure. As a general rule occupational health records are retained for 30 years. General Safety Records: All general safety documentation is stored electronically on the main server, this documentation is part of the general backing up and archiving procedure managed by the IT Department. As a general rule safety documents are retained for 6 years. Project Safety Records: All project safety documentation forms part of the main project documentation which is either stored electronically on the Project Document Management System (Work space) or hard copies in individual files. There is a specific Best Practice Procedure System (Section 025 Archiving) for the archiving and storing of closed project data.


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Retention Periods and Responsibility:

Document Title Retention Period Person/Responsible Department

F2508 Reports 6 years HR Manager/ HR Dept

Incident reports 6 years HR Manager/ HR Dept

Incident follow up reports 6 years HR Manager/ HR Dept

Accident Books 6 years HR Manager/ HR Dept

Asbestos Surveillance 30 years HR Manager/ HR Dept

Radiation Dosage Record 50 years HR Manager/ HR Dept

Health surveillance records 40 years HR Manager/ HR Dept

Records of the evaluation of legal compliance

As per Best Practice 025 Archiving Project Leader/Best Practice

Risk Assessments and risk controls As per Best Practice 025 Archiving Project Leader/Best Practice

Safety performance records As per Best Practice 025 Archiving Project Leader/Best Practice

Records of corrective action and preventive action

As per Best Practice 025 Archiving Project Leader/Best Practice

Safety inspection records As per Best Practice 025 Archiving Project Leader/Best Practice

Safety training records As per Best Practice 025 Archiving Project Leader/Best Practice

Safety management audit reports As per Best Practice 025 Archiving Project Leader/Best Practice

Safety meeting minutes As per Best Practice 025 Archiving Project Leader/Best Practice

Participation and consultation reports As per Best Practice 025 Archiving Project Leader/Best Practice

PPE records As per Best Practice 025 Archiving Project Leader/Best Practice

Reports of emergency response drills As per Best Practice 025 Archiving Project Leader/Best Practice

Project Related Safety Documentation As per Best Practice 025 archiving Project Leader/Best Practice


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Management of Health and Safety at Work – Risk Assessment Standards Required The Management of Health and Safety at Work Regulations 1999 (amended 2003) covers the outline requirements for the management of health and safety. Planning Procedures

Ridge will, in accordance with the above Regulations, carry out the following activities to provide adequate Health, Safety and Wellbeing for their employees.

By risk assessing the significant risks to the health and safety of each employee and of anyone else that may be affected by the work activity. The clear identification of all foreseeable risks will enable the necessary preventive and protective measures to be implemented.

Each assessment will outline the hazards and risks associated with each working activity and detail the controls to be employed to reduce the risks as identified.

This risk assessment will then be recorded and copies made available at the workplace. Where it is identified as being necessary, additional training, information and or supervision will be provided for anyone who may need it.

Review meetings at all levels of management will be held to consider Health, Safety and Wellbeing issues.

Supervision

The relevant Team Manager will bring to the attention of the staff all the necessary precautions detailed in the written risk assessment.

The relevant Team Manager or his/ her appointed representative will supervise operations to make sure that each employee is applying the required controls as defined within the risk assessment.

Safe System of Work

Ridge will make arrangements for putting into practice all the control measures that have been identified as being necessary in the risk assessment.

Health surveillance for employees will be provided where the risk assessment or statutory requirements deem it to be necessary.

Competent persons will be appointed to apply the measures that are necessary to comply with the duties under health and safety legislation.

Emergency procedures concerning health and safety matters will be documented and information provide to all employees and all others that may be affected.

Ridge will co-operate with other employers and or sub-contractors sharing the workplace and will make sure that all staff have adequate health and safety training and are competent to carry out their task.

Temporary workers will be given particular health and safety information to meet their requirements.

All employees have a legal duty to follow health and safety instructions and to report any dangerous aspects of their employment.


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Risk Management Flowchart (based on HS(G) 65)

Selected Task

Identify Hazards

Identify who can be harmed and how

Evaluate Risks and apply Principles of Prevention to

Identify Controls

Incorporate Controls into Plans or Method

Statements

Stop Work and Follow Identified Procedures

If Serious or Imminent Danger Identified

Eliminate Risk and ensure that changes to task

incorporated in Plans or Method Statements

Undertake task

Review is s ituation changes or assessment

no longer valid

Can Risk be eliminated?

YES

NO


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Risk Assessment Methodology Ridge applies the following quantitative assessment rating using the following guidelines: Likelihood 5. Almost Certain 4. Probable 3. Possible 2. Possible (under unfortunate circumstances) 1. Rare Severity (consequences) 5. Fatality 4. Major Injury - resulting in disability 3. Injury - requires a Doctor or Hospital attendance 2. Minor Injury - first aid required 1. Minor Injury - first aid not required Risk Rating is calculated by multiplying the likelihood against the severity, eg taking a likelihood of 4, which is classified as Probable, and multiplying this against a severity of 2, which is classified as a Minor Injury first aid required, would give you an overall risk rating of 8, which would be risk rated as a low risk.

High risk equals 16 to 25 High Risk activities should cease immediately until further control measures to mitigate the risk are introduced. Medium risk equals 9 to 15 Medium Risks should only be tolerated for the short-term and then only whilst further control measures to mitigate the risk are being planned and introduced, within a defined time period. Note: Medium risks can be an organisations greatest risk because they can be tolerated in the short-term. Low risk equals 1 to 8 Low Risks are largely acceptable, subject to reviews periodically, or after significant change, etc...

Risk Assessment Matrix

SEVERITY Risk

LIK

ELH

OO

D

5 5 10 15 20 25 High

4 4 8 12 16 20

3 3 6 9 12 15 Med

2 2 4 6 8 10

1 1 2 3 4 5 Low

1 2 3 4 5


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Design Risk Management Standards Required The implementation of the construction (design and management) regulations 2007 (CDM 2007) is geared towards added value and minimisation of bureaucracy. This procedure seeks to explain in simple terms what is required so that designers may add value to the project whilst carrying out their principal duty of eliminating hazards and mitigating risk in Designs. It is not a substitute for the Approved Code of Practice (ACOP) but guidance written from the perspective of those carrying out design. Wherever the design itself is prepared, CDM Design Risk Management applies if the construction work is to be carried out in Great Britain. In addition to the requirements of CDM 2007, designers must comply with their duties under the Health and Safety at Work etc. Act 1974 and other relevant legislation. CDM 2007 places some absolute duties on designers, such as the duty to check that clients are aware of their duties under the regulations. In other cases, designers are required to take a step ‘so far as is Reasonably practicable’ or to ‘take all reasonable steps’ to do something. In the first case, whether an absolute duty has been complied with will be a straightforward assessment – The designer either did or did not check. However, assessing whether a step has been taken ‘so far as is reasonably practicable’ or whether ‘all reasonable steps’ were taken is much more complex. The courts have considered what these phrases mean but those explanations do not always mean that a practical understanding is achieved. One purpose of the HSE ACOP, is to assist with that practical understanding. Further consideration of the detailed requirements are set out in the following guidance documents on the Ridge Intranet Safety Page:

APS Advice to Designers on the implementation of Construction Design & Management Regulations 2007.

The Construction Design & Management Regulations 2007 Industry Guidance To Designers.

CIREA 662 Work Sector Guidance for Designers.

CIREA 663 Workplace In-use Guidance for Designers.


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The aim of Design Risk Management

The process There are three components to the process, as shown in the figure below, these are hazard elimination and risk reduction (1), recording the process/outputs (2) and review (3). Hazard elimination and risk reduction is the principal requirement of Regulation 11 (so far as is reasonably practicable), and is considered in detail below:


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Hazard elimination and risk reduction Ridge carries out a sequence of actions by adopting the ERIC (an acronym for Eliminate, Reduce, Inform and Control) model because it is compatible with the need for a simple Qualitative technique. It will only be on rare occasions that a more sophisticated approach, such as quantitative analysis or risk ranking, will be required.

Eliminate Reduce Inform Control

The ERIC acronym indicates the required actions and the required sequence of the design risk assessment process. The separating line before the ‘C’ emphasises that once a Designer has passed on appropriate information (to the contractor, those undertaking the maintenance or to the user), then providing the design does not change (directly or through the impact of an adjacent influence, for example) the Control of the resulting risks then belongs to other duty holders. Only after having considered one ‘letter’ in the ERIC acronym does a Designer move on.


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Hierarchy of Control Measures When reducing risks, there is a hierarchy to be observed, which is known as the ‘General Principles of Prevention’ (these originate from the Management of Health and Safety at Work Regulations1999: Schedule 1 but are also mentioned in Regulations 7 & 11 (3) of CDM2007) An Example of the General Principles of Protection

Provide collective protective measures before those that only benefit individuals

An example of this is to provide edge protection before adopting fall restraint or arrest systems

Assume the use of PPE as the last resort No one likes wearing PPE; it gets lost, worn out, discarded. It should always be the last assumption or choice (although it will be the responsibility of those in charge of the work acitivity to determine exactly what is required


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Ridge Designers The Construction (Design and Management) Regulations 2007 (CDM Regulations) place certain legal duties on all parties involved in a construction project (Client, Designers, CDM Co-ordinator, Principal Contractor and Contractors) to ensure that health & safety issues are addressed throughout all stages of the project. The main designer duties are as follows:

Make sure that they are competent and adequately resourced to address the health and safety issues likely to be involved in the design.

Check that Clients are aware of their duties.

When carrying out design work, avoid foreseeable risks to those involved in the construction and future use of the structure, and in doing so, they should eliminate hazards (so far as is reasonably practicable, taking account of other design considerations) and reduce risk associated with those hazards which remain.

Provide adequate information about any significant risks associated with the design.

Co-ordinate their work with that of others in order to improve the way in which risks are managed and controlled.

In carrying out these duties, designers need to consider the hazards and risks to those who:

Carry out construction work including demolition.

Clean any window or transparent or translucent wall, ceiling or roof in or on a structure or maintain the permanent fixtures and fittings.

Use a structure designed as a place of work.

May be affected by such work, for example customers or the general public. In addition to the duties outlined above, when the project is notifiable, designers should:

Carry out due diligence to check that the Client has appointed a CDM Co-ordinator and notified the HSE.

Carry out due diligence so that they do not start design work other than initial design work unless a CDM Co-ordinator has been appointed.

Co-operate with the CDM Co-ordinator, principal contractor and with any other designers or contractors as necessary for each of them to comply with their duties. This includes providing any information needed for the pre-construction information pack or health and safety file.

For a notifiable project, designers need to ensure that a CDM Co-ordinator has been appointed and HSE has been notified about the project. If appointment and notification have been done, then designers can assume that the client is aware of their duties.


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Ridge CDM Co-ordinator The Construction (Design and Management) Regulations 2007 (CDM Regulations) place certain legal duties on all parties involved in a construction project (Client, Designers, CDM Co-ordinator, Principal Contractor and Contractors) to ensure that health & safety issues are addressed throughout all stages of the project. The main CDM Co-ordinator duties are as follows:

Give suitable and sufficient advice and assistance to clients in order to help them to comply with their duties, in particular:

The duty to appoint competent designers and contractors.

The duty to ensure that adequate arrangements are in place for managing the project;

Notify the HSE about the project.

Co-ordinate design work, planning and other preparation for construction where relevant to health and safety.

Identify and collect the pre-construction information and advise the client if surveys need to be commissioned to fill significant gaps.

Promptly provide in a convenient form to those involved with the design of the structure; and to every contractor (including principal contractor) who may be or has been appointed by the client, such parts of the pre-construction information which are relevant to each.

Manage the flow of health and safety information between clients, designers and contractors.

Advise the client on the suitability of the initial construction phase plan and the arrangements made to ensure that welfare facilities are on site from the start.

Produce or update a relevant, user friendly, health and safety file suitable for future use at the end of the construction phase.


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Contractors Control of Contractors When contractors are employed to undertake work at a Ridge office, written method statements will be required taking into account health, safety and wellbeing requirements, defining safe working procedures as necessary; these must be approved by a Ridge Health & Safety Consultant prior to their work commencing. It is the responsibility of the Office Managing Partner to take all reasonable steps to ensure that work carried out in and around their respective office by Ridge appointed contractors is carried out in accordance with current legislation and the Ridge Control of Contractors Policy. All contractors will receive a copy of the Ridge Health, Safety and Wellbeing Policy Statement, any relevant health and safety plans and a copy of the Contractors Code of Practice and Guidance. The following paragraph will be inserted in all contracts to sub contractors:

“Please see a copy of our Partnership Policy Statement for Health, Safety and Wellbeing and a copy of the Control of Contractors Policy. Your acceptance of this contract will be deemed to include acceptance of the requirements of our Partnership Policy. Please contact the writer should you require further information on any matter in connection with health, safety or welfare".

Where works carried out by the contractor are of a repeat activity, for example office cleaning, window cleaning and gardening then a single office specific risk assessment and method statement will be acceptable for a 12-month period. Such risk assessments and method statements must be reviewed whenever there are any significant changes, for example, introduction of different cleaning materials or equipment, or changes to the way the work will be carried out. Competence The contractors must ensure that all their employees and sub-contractors are competent to perform safely the work they have been contracted to undertake and that they have been trained in accordance with any relevant legislative requirements. Suppliers The following paragraph will be inserted on all orders to suppliers or hire companies providing any article or substance for use at work:

"In accordance with Section 6 of the Health and Safety at Work etc. Act 1974 we would be pleased to receive your confirmation that the article or substance to be supplied is safe and without risk to health when properly used. Also, in accordance with the above, please supply details of any tests or examinations carried out and full instructions for the safe use of the article or substance. Please also supply any manufactures data sheets applicable to any substances, chemicals and or materials supplied for use by the Partnership. Reference should also be made to the Provision and Use of Work Equipment Regulations 1998."

All information received from suppliers will be passed to the Office Managing Partner or for implementation or reference on site.


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Protection of the Public All necessary measures required for the protection of the public will be allowed for and planned, taking into account Section 3 of The Health and Safety at Work Act 1974 and the Occupiers Liability Acts 1957 & 1984, particularly attention is drawn to the recommendations contained in the Health and Safety Executive (HSE) Guidance Note; “HSG151 Protecting the Public – Your next move”. Consideration will be given at the planning stage of any operation for the protection of the public. Physical barriers, fencing, screens, signage etc. shall be erected to prevent access by the public or visitors unless accompanied by a responsible person.

Temporary Workers All temporary workers will prior to commencing work:

Be made aware of the emergency procedures for the site.

Be given a basic health and safety briefing relative to the job they will be undertaking.

Be given a copy of the DSE basic guidance information.

Issued with any personal protective equipment as may be required.

Sign to acknowledge that they have competed the above procedure and that they understand and agree to abide by Ridge policy.


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Training All staff shall receive training in their responsibilities as defined in this Policy. Training will be repeated at regular intervals and whenever changing legislation or working methods require. Whilst appropriate qualifications are required by Ridge before employment begins, it is not accepted that training will cease for that employee. This Policy requires all employees to continue training during the course of their employment. Ridge will provide such additional specialised courses or staff training as is appropriate and necessary for the requirements of their duties. All training will be mandatory with records of any training being kept. Employees are encouraged to enquire about suitable training where they feel it would be beneficial.


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Workplace Health, Safety and Welfare Standards Required The Workplace (Health, Safety and Welfare) Regulations 1992 cover the working environment, general safety, and facilities for washing, eating, changing and good housekeeping. The Technical Group can provide guidance and advice concerning these regulations. Planning Procedures

All work will take into account the requirements of the above regulations.

The Office Managing Partner, or person responsible for the offices, will make sure that the welfare and first aid requirements are provided.

Supervision The Office Managing Partner, or person responsible for the offices, will make sure that all the facilities and equipment are maintained to the required standards, through regular inspections. Safe System of Work Ridge will provide working conditions in accordance with the regulations, in particular:

Temperature:

The temperature in all work places should be reasonable at all times. Ventilation:

All workplaces will be effectively and suitably ventilated with sufficient fresh air, or purified air if natural ventilation is not available.

Lighting:

Suitable and sufficient lighting will be provided and where possible this will be natural light.

In situations where the failure of artificial lighting creates a danger, suitable and sufficient emergency lighting will be provided.

Working space:

Sufficient space will be provided in each workplace taking into account furniture, fittings, equipment and machinery.

Suitable workstations will be provided for each employee according to the nature of the work involved.

Floors and traffic routes will be kept free from obstructions at all times.

Effective measures will be taken to prevent persons being struck by falling objects etc.

Wherever possible, files, boxes etc. will not be stored at high level.

All windows and transparent areas in doors, gates, walls and partitions will be made of safety material and be suitably protected.


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Work Equipment Standards Required The following Regulations specifically cover the use of work equipment The Provision and use of Work Equipment Regulations 1998. These Regulations cover the use of all kinds of work equipment from a hand tool to complete plant and specifically include mobile work equipment. The use will include starting, stopping, repairing, modifying, and installing, dismantling, programming, setting, transporting, maintaining, servicing and cleaning. Planning Procedures Ridge will make sure that equipment is suitable for the use that will be made of it and will take into account the working conditions and hazards in the workplace when selecting the equipment. Supervision Ridge will provide adequate information, instruction and training for all staff. Ridge will provide equipment that conforms to EU product safety directives. Safe System of Work Ridge will take all reasonable steps to make sure that equipment is used only for which, and under conditions for which, it is suitable, and that the equipment is maintained in an efficient state, in efficient working order and in good repair.


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Display Screen Equipment Standards Required The safe use of Visual Display Units is covered in The Health and Safety (Display Screen Equipment) Regulations 1992 (As amended 2002). Planning Procedures

Plan display screen equipment work so that there are suitable and sufficient breaks or changes of activity.

Assess all display equipment workstations and reduce risks that are identified so that workstations satisfy the minimum requirements that are set in Appendix 1 to the ACoP L26.

Supervision

The HR Department will take all reasonable steps to ensure that the requirements will be adhered to. Safe System of Work

Ridge will provide all information and training necessary to comply with the relevant regulations

Ridge will provide appropriate eye and eyesight tests to "defined" users of display screen equipment and, where necessary, contribute to the cost of supply of special spectacles where normal ones cannot be used.


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Working Away From The Office As part of the general working requirements of Ridge, significant hazards have been identifed. Because of the wide scope and type of projects, sites and locations a specific risk assessment for each eventuallty is not feasable. It is therefore a requirement as part of the project review process that Project Leaders and Team Leaders undertake a safety review of each project and communicate any special considerations or hazards to their team(s). Lone Workers

There are some situations where there is a serious risk to a person if he or she is injured whilst working alone and is unable to summon help. Under The Health and Safety at Work etc Act 1974, there is a duty on every employer to make sure, so far as is reasonably practicable, the health safety and welfare at work of all his employees. This duty, therefore, applies to lone workers. It is necessary for the employer to consider in some depth the hazards and risks of the work involved and to take steps to minimise the hazards and so reduce those risks so far as is reasonably practicable. With any lone worker situation, the common-sense approach should be taken relative to the inherent risks involved. Consideration should be given to the suitability of the person in relation to any existing medical condition and emergency procedures and facilities. A system of regular telephone calls is one way of reducing the risks to lone workers. All employees who find themselves in such a situation should comply with Ridge regulations as detailed in the lone working policy. Within the office environment, it is essential that if working alone, no employee use the lift system due to the potential risk involved and the lack of emergency procedures. In addition to The Health and Safety at Work etc Act 1974 there are a number of specific legal provisions which specify systems of working which require more than one person. Specific to Ridge these include:

Control of Substances Hazardous to Health Regulations 2002 (As amended).

Electricity at Work Regulations 1989.

Confined Spaces Regulations 1997. Reference should be made to the HSE Books leaflet: INDG 73 “Working alone in safety” the CBI has also published a guidance document on the subject.


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Before visiting premises/ sites When you receive instructions to inspect a site or premises, make sure you get relevant information

about the property, identify likely hazards and carry out a risk assessment.

If the premises or site are a ‘construction site’, the Construction Design and Management regulations (CDM) will apply. In this case you must liaise with the contractor who is responsible for the site to ensure you comply with their health and safety rules.

You must make as full an assessment as reasonably possible, consulting with others as necessary. The sorts of factors you need to take into account include:

Travelling to and from site

Plan the journey to avoid driving too fast, for too long or when tired.

Be aware of where to park (clear, secure, easy to exit, well lit). Lone working

Is lone working a safe option and if so what provisions are made for communications in an emergency.

Does the office have a record of your mobile numbers?

Who has a record of where you’re going and when to expect them back in the office or at home?

Have procedures been made for regular ‘check-in’ calls?

How would access for rescue be achieved?

Do you suffer from any medical condition which could affect personal safety, i.e. epilepsy, diabetes, etc? Condition of site

If a construction site, what stage has been reached?

What are the site rules?

Are the premises known to be derelict or in poor condition, and if so what is the extent and nature of the damage?

Are areas to be defined as unsafe for access?

Are security measures in force and how is access to be gained?

Is protective clothing or special equipment needed (see later)? Occupation

Is the property occupied? If so, does the occupant know you are coming and have they made any special access arrangements?

Who are you likely to encounter on the building or site, eg children, squatters, vagrants, animals?

Are the occupants or neighbours likely to be aggressive or disaffected? Activity

If a building/site is occupied, what is the nature of that occupation, i.e. residential, manufacturing, warehousing, etc, and what might you encounter, eg noise, fumes, vehicle movements, electronic equipment etc?


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Site rules and welfare

Does the client/ premises manager have ‘house rules’?

Are there ‘Permit to work/enter’ procedures to be followed?

Is there a ‘Construction phase health and safety plan’ including induction procedures to be followed?

Might toilet, wash and first aid facilities be needed and how will these facilities be provided? High structures

If a scaffold exists, it is safe to use? When was it last inspected by a competent person?

Are any towers, masts or tall chimneys involved?

Are they to be inspected and if so how will they be accessed?

Is a ‘cherry picker’ or other special access equipment needed and who is to provide/manage it? Dangerous substances

Is the inspection likely to bring you into contact with hazardous substances such as chemicals, radiation, asbestos, and gas or other noxious atmosphere, explosives etc?

Are records such as a Register of Asbestos Containing Materials or environmental reports available? What do they reveal and what special precautions need to be taken?

Diseases

Is the nature of the site such that it could be contaminated with any form of clinical waste?

Are you likely to encounter used syringes/needles, condoms, razor blades etc?

Could the site be a source of anthrax which, for example, could be present in haired plaster?

Could Legionella be present in disused water storage systems?

What hazards might arise from vermin (e.g. Weil’s disease)? Special access

Will special access arrangements be required (e.g. underground) and who will provide it and manage it?

Is special training needed? Special risks

Is the nature of the building or site such that it presents special hazards, e.g. railway premises, security establishments, confined spaces, plant rooms, etc?


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Special equipment

In certain circumstances any of the following equipment may be necessary:

Gloves;

Respirator or face mask;

Safety helmet;

Ear defenders

Eye protection;

Boots;

Temporary lighting. Having considered the ‘physical hazards’ that might exist, you need to consider these in the light of personal and environmental issues: Environmental

Will weather conditions and/or light levels increase risk? (e.g. windy conditions and high structures)

Will temperature extremes present a hazard?

Personal

Does gender or level of fitness have any bearing on the hazards which have been identified?

Pregnant or nursing mothers need special consideration.

Would lack of fitness present a hazard in itself?

Are special skills needed and do you have those skills?

Do you have any phobias or suffer from vertigo or claustrophobia that would impair judgement with regard to personal safety?

The above lists are by no means exhaustive and the extent to which any of the items might be relevant in a particular circumstance will vary.

Arriving and during visits to premises/ sites Regardless of how a survey, inspection or visit is planned in advance, you need to be alert to matters that are unknown until arrival at the premises or site. This may arise simply through a general lack of information about the site, or because the condition of the property, its occupation or other factors have changed unexpectedly. Review the project safety considerations as necessary and be alert during the inspection to other hazards.


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Working Out-doors Standards Required The Provision of Personal Protective Equipment Regulations 1992 (as amended 2002) require that any protective equipment provided must be adequate and appropriate to the task, and allow the wearer freedom of movement. It also requires that persons are protected, so far as is reasonably practicable, from adverse weather. This is generally assumed to be poor weather conditions, although hot weather conditions should also be considered. Planning Procedure All work will be planned to take the above into account. This will include the provision of advice and guidance to those likely to be affected and will also include the following:

Provision of plenty of drinking water for hot conditions.

Provision of protective clothing suitable for extremes of temperature, either hot or cold.

Suitable shelter for extreme conditions.

Adequate heating and a means to heat food and drinks in cold weather.

Advice on the use of sun screens and if appropriate the provision of the same. Supervision

The Project Leader or Team Manager will advise their Staff to take more frequent breaks from work and wear the correct PPE.

All staff should be encouraged to check their skin regularly for unusual spots or moles that change shape, size or colour.

Medical advice should be sought if they have any concerns.


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Work at Height Standards Required

The Work at Height Regulations 2005 applies to all work at height activities.

The Workplace (Health, Safety and Welfare) Regulations 1992, in particular Regulations 13 – 16 may apply in part or completely.

Planning Procedure All work will be planned to take the above standards into account. The following arrangements will be planned for as appropriate:

To avoid or minimise Work at Height as far as reasonably possible.

Suitable means to prevent falling using guard-rails, barriers, working platforms etc.

Protection for the public, or others who may be at risk.

Safe means of access to the workplace.

Where necessary, suitable access equipment.

Protection of fragile surfaces.

Where falls cannot practically be prevented, a system of fall protection must be used. There are two basic types:

Those that provide a collective safeguard e.g. safety nets, air bags or bean bags.

Personal fall protection eg safety harnesses attached to a suitable anchorage point.

Both systems require appropriate training and supervision to fully provide effectiveness. Collective fall protection has the advantage over personal fall protection in that they do not rely on supervision for their effectiveness and they may also allow work to be carried out below with less danger from falling objects.

If a personal protection system is used, then a rescue procedure must be planned, communicated to the relevant persons and must be in place prior to work commencing.

Short duration work will also be carefully planned to identify hazards and arrange for the provision and securing of access equipment as necessary.

Project specific training will be provided for staff required to work at height. Supervision

The Project Leader or Team Manager must not permit work to commence at height until the planned safety precautions have been provided. Work at height must not be permitted if safety could be affected by high winds or gusty conditions.

Consideration must be made of conditions that could affect safety, such as extremes of temperature, wet weather or icy conditions.

Materials must not be dropped or thrown down from heights, other than by means of a chute, or suitable safe method.


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Safe System of Work The main hazards associated with work at height are:

Falls from unprotected edges.

Falls through incomplete or fragile surfaces.

Materials, tools falling from heights.

Contact with overhead electric cables (see separate section).

Falls from ladders. All persons required to work near or below any work at height must wear safety helmets. Access to the workplaces at height must be prevented to unauthorised persons, particularly children, after working hours. All work at height must adhere to the above standards.


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Overseas Travel There are occasions where Ridge staff will be required to travel overseas as part of their role. The Ridge duty of care standards in the UK will extend to wherever an employee travels on business, and Ridge will provide information, training, support and equipment to protect the employee’s health, safety and welfare at all times. Ridge has a comprehensive overseas travel insurance policy which covers the following:

Medical & emergency expenses

Rescue expenses

Assistance

Legal expenses

Personal liability

Personal property

Money

Hijack

Kidnap, ransom or hostage

Political evacuation.

Risk Assessment A general overseas travel risk assessment will be produced by Ridge. This should be viewed by any staff travelling overseas in advance of their visit. If staff are travelling to a country or an area which the FCO advise against travelling to, a specific risk assessment must be undertaken in advance. This is to include an assessment of health risks, political problems and the threat of violence. General Travel Advice Government information on all aspects of travelling, including potential danger areas, laws and customs abroad, and who to contact in case of trouble should be accessed on the Foreign and Commonwealth Office (FCO) website in advance of overseas travel.


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Driving Policy

The use of a company vehicle for company business is covered under The Provision and Use of Work Equipment Regulations 1998.

A check will be made to ensure that Company drivers have a current licence for the type of vehicle they are to drive.

If any Company driver is required to use their own vehicle for Company business, they must hold adequate and relevant insurance and must ensure their vehicle is road-worthy.

Company drivers will be given adequate information and resources to ensure they can carry out their role safely and effectively.

Company vehicles will be maintained and serviced in accordance with the manufacturers' recommendations.

All accidents occurring while driving for the Company will be reported to the relevant manager to ensure the accident is reported in the correct manner.

Seat belts must be worn when fitted in the vehicle.

Smoking is not allowed in any Company vehicle.

Mobile phones and In-car Technology Users of mobile telephones must not use a hand-held phone when driving. “Hands-free” devices are acceptable, providing that the phone does not have to be held in the hand when in use whilst driving. The user must exercise proper control of the vehicle at all times. Drivers must not:

Make calls without using a hands-free system when driving.

Email or text when driving.

Operate or adjust navigation systems or multi-media devices whilst driving


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Protective Clothing and Equipment

Standards Required The following regulations have specific requirements for the provision, maintenance and use of protective clothing and equipment:

The Personal Protective Equipment at Work (PPE) Regulations 1992 (as amended 2002).

The Control of Noise at Work Regulations 2005.

The Control of Substances Hazardous to Health Regulations 2006 (COSHH) (as amended).

The Control of Vibration at Work Regulations 2005. Other regulations may also apply and are referred to in other sections of this Policy. All safety equipment purchased for use by Ridge staff shall be in accordance with the appropriate British Standard. Information on provision, maintenance and use of protective clothing or equipment, in accordance with the regulations, Health and Safety Executive (HSE) recommendations and current good working practices, is available from a Ridge Health & Safety Consultant. Planning Procedures

All work will be planned to take the above standards into account.

As part of the induction procedures the HR Department will provide any special protective clothing, and or equipment as required for Staff to use.

Supervision

The Office Managing Partner, or their nominated person, will take all reasonable steps to make sure that adequate supplies of all necessary protective clothing, or equipment, are available within the office for issue, as required and that, when issued to employees, a record is kept.

Any staff observed not wearing protective clothing or not using equipment whilst carrying out any process which requires the wearing or use of such clothing or equipment, will be informed of the Ridge Policy requirements and instructed not to continue working until protective clothing, or equipment is obtained.

Prior to issuing protective clothing, or equipment, Ridge will take all reasonable steps to make sure that it is suitable for the specific process for which it is provided. A Ridge Health & Safety Consultant can provide information and advice on the correct equipment to be issued.

All staff will set a good example by wearing safety helmets, protective footwear, etc. and will use all protective clothing and equipment where required.


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Safe System of Work All staff are required to wear suitable Personal Protective Equipment (PPE) when carrying out work that could result in personal injury ie visiting constructions sites, etc. All PPE must be:

Of correct fit to the person required to use it.

Appropriate to the task and compatible with all other protective and or work equipment.

Properly stored in a well defined place.

Checked at suitable intervals.

Repaired or replaced if found to be defective.

If contaminated, removed on leaving the work area and kept apart from uncontaminated clothing and equipment. Equipment that is contaminated must be either decontaminated and cleaned or, if necessary, destroyed. Depending on the nature of the contamination, the correct decontamination or disposal procedures must be followed.

Any loss or defect of protective clothing, or equipment, must be reported immediately and replacement obtained.

Safety Helmets Standards Required Personal Protective Equipment (PPE) Regulations 1992 (as amended) require the provision and use of head protection where there is a risk of head injury due to being struck. Employers must provide safety helmets where a risk of head injury other than by falling exists. They must also issue instructions on the wearing of helmets and take action if helmets are not worn as required. Personnel issued with safety helmets must wear the helmets as instructed by their employer. Turban wearing Sikhs are the only exemption from these regulations.

Safety helmets provided must be to BS EN 397:1995

Bump Caps provided must be to BS EN 812: 1998 (although these are not usually suitable for use on construction sites).

Construction Information Leaflet 50 (HSE) contains more detailed information. Planning Procedure All work will be planned in accordance with the above standards. The Office Managing Partner will take all reasonable steps to make sure that employees are aware of Partnership Policy and the requirements of Personal Protective Equipment (PPE) Regulations 1992 (as amended) for the wearing of safety helmets before the commencement of each new site visit. Helmets will be provided to each employee that may require the equipment. Safety helmets that are damaged, have received a heavy blow, have parts missing, have been weakened by drilling holes or painting, or have been in use for more than five years, must be replaced.


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Safe System of Work Safety helmets will be worn by all employees at all times and in all areas when instructed or if there is a possibility of personal injury to the head. Helmets need not be worn in areas where construction operations are not taking place, eg:

Site office and welfare facilities.

Sales area.

Areas where residences are occupied.

Inside buildings after second fix is complete. Regardless of the above however, all staff must wear safety helmets as directed by the Contractor in control of a construction site. All persons working in such "exempt areas" will however be required to always have their safety helmets with them so that they can wear them immediately they exit such areas.


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Asbestos Policy Ridge recognises the importance of ensuring that asbestos is managed effectively, in accordance with all Legislation, Approved Codes of Practice (ACoP’s) and other good practice guides. The policy sets out the Ridge requirements for staff that may be or may become involved with asbestos containing materials (ACMs). It does not replace or intend to conflict with any Act, Regulation, ACoP, or best practice guide. The policy has been issued to each staff member and shall be given to each new staff member by the HR Manager as part of the induction process and will be included within the Staff Handbook. The Policy will be reviewed and updated on a periodic basis, the current version will be held on the Ridge Intranet.

Compliance with this policy is mandatory for all staff.


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Control of Substances Hazardous to Health Standards Required Regulations which cover the control and the safe use of all materials, chemicals and substances, are covered by The Control of Substances Hazardous to Health Regulations 2002 (COSHH) (as amended 2003 & 2004). General guidelines to be applied are covered in the Health and Safety Executive (HSE) Guidance Notes of which there are a great variety published. Additional information is contained in Information Sheets (Health and Safety Executive (HSE)) and manufacture safety data sheets. Planning Procedures


Ridge will provide written assessments for all those products that have been assessed as hazardous to health. (See separate COSHH register in each office)

Supervision

The Office Managing Partner will take all reasonable steps to make sure that staff are instructed, in accordance with written risk assessments, in the safe use of any product they are to use.

Account will also be taken of the circumstances and conditions in which the substance is being used and when instructing the staff, what if any, necessary protective clothing or equipment is provided for use.

Safe System of Work Managing hazardous substances, and complying with The Control of Substances Hazardous to Health Regulations COSHH), requires the Employer to risk asses any substances which are used by staff which may be harmful to health, considering the following:

The hazardous properties of the substance.

Health affects as identified by the supplier.

The level, type and duration of the exposure.

The circumstances of the work and amount of substance involved.

Limits on exposure from statutory guidance.

The effect of preventative and control measures.

The results of monitoring to exposure and results of any health surveillance.

Implement the chosen method of solving the problem.

Check that the method is being implemented properly and monitor the outcome.

If necessary develop procedures, provide information and establish warning systems to deal with emergencies involving hazardous substances.

Any other information relevant.


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Staff will be made aware of the hazards of any materials they will be asked to use. Hazard data sheets and COSHH assessments will be issued for each product and control methods will be devised. Ridge will keep records of all assessments, data sheets and medical surveillance as required in the Regulations. Ridge will review the safe systems of work at regular intervals in order to ensure that the systems are working and that they remain adequate.


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Manual Handling Standards Required The current Regulations require the following three steps:

Avoid hazardous manual handling operations where reasonably practicable. Staff should consider whether the load should be moved at all and, if it must, whether it can be moved mechanically, for example, by forklift truck.

Assess adequately any hazardous operations that cannot be avoided. Staff should consider the shape and size of the load in addition to its weight. Staff should also consider the way the task is carried out, for example, the handler's posture, the working environment, eg is it cramped or hot, and the individual's capability, eg is unusual strength required. Unless the assessment is very simple a written record will be needed.

The General Guidance will include some simple guidelines to help with the assessment and reduce the risk of injury as far as reasonably practicable.

A good assessment will not only show whether there is a problem but will also point to where the problem lies. Where necessary, specific additional training will be provided by Ridge. Supervision The Office Managing Partner will take all reasonable steps to make sure that all staff have been instructed in the correct handling and lifting of loads, as required. By nature of issuing appropriate safety footwear, Ridge ensures that all persons required to carry out manual handling duties on site, will wear appropriate footwear. Ridge does not require staff member, particularly a young person, to lift, without assistance, a load that is likely to cause injury. Safe System of Work The main injuries associated with manual handling and lifting are:

Back strain, prolapsed disc.

Hernias.

Lacerations, crushing of hands or fingers.

Bruised or broken toes or feet.

Various sprains, strains, etc. The selection of staff to carry out manual handling or lifting tasks must be based on the training given, age, physical build, etc. The training provided should be based on the physical structure of the body and the effect of attempting to handle loads in various positions.


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When contemplating Manual Handling tasks, staff may use the mnemonic below as an aid to risk assessment.

T Task (how often, how quickly, how far)

I Individual (how fit, how dressed, competent) L Load (how heavy, centre of gravity, dimensions) E Environment (stairs, well lit, dry, internal/ external)


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Stress in the Workplace Standards Required Ridge is committed to protecting the Health, Safety and Wellbeing of our employees. We recognise that workplace stress is a Health and Safety issue and we are committed to identifying and reducing workplace stressors. The Health and Safety at Work etc. Act 1974, The Management of Health and Safety at Work Regulations 1999 and The Workplace (Health, Safety and Welfare) Regulations 1992, with their approved Codes of Practice aim to protect people at work exposed to excessive pressure or demand placed upon them.

Planning Procedures All work will be planned to take the following standards into account:

Training will be provided in good management practices, to Partners and Team Managers, with regard to reducing stress in the workplace.

Confidential counselling will be provided either in-house or externally. Staff and their representatives will be consulted with respect to improving stress related work practices within the workplace. Changes to working practices will be monitored to make sure they do not cause additional stress. Supervision Partners and Team Managers will take responsibility for implementation of Ridge Policy and Ridge will take responsibility for providing the necessary resources. Partners and Team Managers will take all reasonable steps to provide good communication with staff if there are organisational and/or procedural changes. Ridge will offer support to staff who are experiencing stress outside work eg bereavement or separation.


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Noise at Work Standards Required Noise is covered by The Control of Noise At Work Regulations 2005 and also The Health and Safety At Work etc. Act 1974. The Control of Pollution Act 1974 requires contractors to use the best practical means of controlling construction and demolition noise. Planning Procedure All work will be planned to take the above standards into account. Where Staff are required to work in situations where high levels of noise are likely to be encountered (above 80dba), the Project Leader or Team Manager will check that a risk assessment has been carried out, before work commences, on the levels and frequencies of noise. Any measures to reduce noise levels to below levels considered to be safe must be planned or, if this course is not practicable, suitable hearing protection equipment must be identified and provided for use by Staff. Monitoring of noise levels and frequencies will be planned and carried out to establish levels of exposure. If required health surveillance and or hearing conservation programs will be established as required. Instruction and training will be provided to Team Managers and Staff who are required to work in areas which are likely to result in exposure to high noise levels.

Supervision The Office Managing Partner or their representative will make available supplies of ear defenders, or other hearing protection, where it is has not been practicable to reduce the noise level to a safe limit. Suitable hearing protection will be issued to staff as required and must be worn at all times when exposed to noise as identified within the relevant risk assessment. Safe System of Work

Project Leaders or Team Managers are to carry out a review to ascertain if there is a likelihood of staff being exposed to high levels and frequencies of noise for individual projects.

Regularly monitor possible exposure to high noise levels and frequencies.

Provide advice on noise control measures.


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New and Expectant Mothers In accordance with the Management of Health & Safety at Work Regulations (MHSAW) 1999, employers are charged with an extra duty of care to new or expectant mothers within our work force. This duty can be addressed through an expectant mother risk assessment which includes a review of work routines and tasks. Risk assessments and associated reviews will be carried out:

Once notified and certified by a doctor that a member staff is a new or expectant mother.

As required, taking into account possible risks that may occur at different stages of pregnancy.

On return to work within 6 months of the birth and or whilst still breast feeding. To comply with the requirements of Regulation 16 of the MHSAW 1999, the following risk assessments, safe systems of work and method statement will require review and amendment by the associated manager. The full policy and further information is available on the intranet or from the HR Department.


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Consultation with Employees The Health and Safety (Consultation with Employees) Regulation 1996 apply to all employers and employees who are not represented by an appointed Trade Union Safety Representative under The Safety Representatives and Safety Committees Regulations 1977, the aim being that they are consulted by their employers on matters relating to their health and safety at work. Procedure Ridge will consult with employees either directly or via representatives nominated by the employees. The consultation with employees will cover the following issues as a minimum:

Introduced measures that may affect employees health and safety.

Arrangements for nominating safety representatives.

Health and safety information required under this and other regulations.

Planning and organisation of health and safety training.

The health and safety consequences of introduced technology in the workplace.

Ridge will monitor and review all consultation with staff so that all staff have the necessary information resulting from the consultations that have taken place. For Further Information Refer To:

Ridge Safety Policy/ Arrangement/ Consultation/ Ridge Safety Communication Process.

Ridge Intranet/ Safety/ Safety Consultation.


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Health & Safety of Young People at Work Standards Required The Management of Health and Safety at Work Regulations 1999 regulates the health and safety of young people at work. These Regulations require employers to protect young people from any risks at work and they must undertake risk assessments under the above Regulations, which specifically address:

Their inexperience.

Their immaturity.

Their lack of awareness of existing risks in relation to the mental, physical and psychological demands of the task.

Employers may not employ young people where the work:

Is beyond their physical or psychological capacity.

Involves exposure to toxic or carcinogenic substances, or substances, which cause heritable genetic damage, harm to unborn children, or cause any other chronic health effect.

Involves harmful exposure to radiation.

Involves a risk of accidents which young persons may not reasonably recognise due to their insufficient attention to safety or lack of experience or training.

Involves a risk to health from extreme temperatures (hot or cold), noise and vibration. The Regulations also require certain information to be given to employees and to the parents/ guardians of children:

Where it is necessary for employment training.

Where the young person will be supervised by a competent person.

Where any risk will be reduced to the lowest level that is reasonably practical. Planning Procedures Ridge will assess the risks to the health and safety of every young person employed, in accordance with the Ridge Risk Assessment procedure. There is a legal obligation to provide information as to the controls formulated within the assessment to any under 18-year old and or their parent. Supervision The relevant Manager will bring to the attention of the young person, and anyone associated with their employment, all the necessary precautions and controls detailed in the written risk assessment. The relevant Manager will monitor the working practices to make sure that that each member of staff working with the young person is acting in accordance with the details outlined in the written assessment and that adequate supervision is provided.

Safe System of Work Ridge will make arrangements for putting into practice all the control measures, which have been identified as being necessary in the risk assessment.


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Alcohol, Drugs and Medication If an employee is prescribed medication, which may affect their performance at work, they must notify their Team Manager to make sure that no risks are imposed on the employee or any other member of staff. Any employee found under the influence of intoxicating drinks or drugs while at work may be liable for instant dismissal. Persons at work who are under the influence of drugs and alcohol are a hazard to themselves and all other persons who work alongside them.


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Ridge Office Safety All Ridge offices and office facilities will be provided and maintained in accordance with the Workplace (Health Safety and Welfare) Regulations 1992. Facilities All offices and office facilities will be provided and maintained in accordance with The Workplace (Health, Safety and Welfare) Regulations 1992. Office layouts will be planned to avoid trailing cables on floors to office equipment. All accesses, stairways, fire exits, etc. will be kept clear of materials and well lit and proper equipment will be provided to office staff required to reach items from high shelving Where work has to be undertaken in communal areas, such as hallways, passageways and staircases, provision will be made to provide for the safe access and egress of all staff and others:

The Office Managing Partner will make sure that all work in communal areas is planned in advance so as to cause the least disruption.

Where passageways or staircases cannot safely be used while work is in progress the Office Managing Partner will make arrangements for such work to be undertaken out of normal working hours.

All surplus materials and waste will be cleared from the site daily.

All materials for use in communal areas will be stored away from the place of work, or in the work area and not allowed to encroach into the area set aside for access and egress.

Contractor’s will make sure that all work areas are cordoned off or identified by warning signs at all times.

Where work in communal areas extends over a number of days, Contractors will make sure that cordons and barriers are positioned and maintained so as to prevent accidental access to the work area.

Equipment Ridge will make sure that all office machinery is installed, sited and maintained correctly and is serviced in accordance with the manufacturers' recommendations. All staff required to use office machinery will be given training and instruction in its use.

Housekeeping All offices and office facilities will be provided and maintained so far as is reasonably practicable in accordance with The Health and Safety at Work etc. Act 1974 Section 2 and the Workplace (Health Safety and Welfare) Regulations 1992. Employers and or persons in control of buildings have a duty to ensure so far as is reasonably practicable that their undertakings does not adversely affect others and to make sure that the premises are maintained in a safe condition, with safe means of access and egress, for all employees and non employees that are required to use the premises. In addition to the statutory requirements, some of which are outlined above, a tidy site and work place results in increased efficiency and better public relations, therefore, tidiness is to receive priority on Ridge Premises.


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Information on the requirements of the regulations and advice on current good working practices is available in the Code of Practice to the regulations (L24). The Office Managing Partner or Nominated Person will make sure that access and egress routes are kept clear, deliveries are programmed and that materials are not stored in passage ways and that storage areas are defined and tidy. Ridge will make sure that all staff are made aware of the need to maintain the office in a tidy condition. Every member of staff has a duty to make sure that his workspace and that of those around him is kept in a clean and tidy state. The employer will make all necessary arrangements to make sure that the workplace is kept at a reasonable temperature, with adequate ventilation and humidity.

Cleaning Operations Standards Required Although there are no specific regulations to cover cleaning operations particular attention needs to be paid to:

The Management of Health and Safety at Work Regulations 1999.

The Control of Substances Hazardous to Health Regulations 2002 (as amended).

The Provision and Use of Work Equipment Regulations 1998.

The Electricity at Work Regulations 1989.

Personal Protective Equipment at Work Regulations 1992 (as amended 2002).

The Work at Height Regulations 2005. Planning Procedure

All cleaning operations need to be planned in accordance with the above standards, all equipment, substances and methods of work will need to be planned to reduce risks to employees and others who may be affected by Ridge actions or omissions.

All equipment and substances will be properly selected, maintained and used by competent personnel only.

Ridge employs the services of contract cleaners. The competence of the contractor is reviewed and the contractor is given adequate information, instruction and training to enable them to understand any inherent risks present in the workplace and to undertake their activity safely.

Supervision The Office Managing Partner will take all reasonable steps to make sure that all persons are competent to carry out their works and that adequate supervision and resources are made available at all times.


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Safe System of Work Contract cleaners carry out their work in accordance with their own risk assessments and method statements which have been provided to Ridge.

Waste Removal Ridge employs competent waste contractors to remove waste from Ridge offices.


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Fire Precautions Standards Required Fire precautions shall be provided and maintained in accordance with the requirements of the Regulatory reform (Fire Safety) order 2005 (RRO). Planning Procedures

A suitable and sufficient Fire Risk Assessments must be undertaken to identify significant risks and necessary controls.

Fire extinguishers will be provided and located at strategic points throughout the workplace. Staff will be instructed in the use of office extinguishers in order that they may use them safely and effectively.

Ridge will enter into a contract service and inspection arrangement for that all portable extinguishers are inspected and maintained.

Clear signs (Health and Safety (Safety Signs and Signals) Regulations 1996) must be installed and maintained in prominent positions indicating the locations of fire access routes escape routes, dry riser inlets and fire extinguishers.

Written emergency Procedures must be displayed in prominent locations and brought to the attention of all persons within the workplace.

Safe System of Work

Ridge will draw up a procedure to be followed in the event of fire and ensure that key personnel are given training in the procedures and use of fire fighting equipment.

Fire drills will be organised at six monthly intervals, date of drill and comments to be recorded.

All fire extinguishers will be provided in accordance with the latest British Standard and will be serviced and maintained at regular intervals. All fire alarms will be checked monthly and test recorded.

The names, locations and actions to take in the event of an emergency will be displayed at appropriate areas within the workplace.

The nominated person will make sure that all office machinery is sited and maintained correctly and is serviced in accordance with the manufacturers' recommendations.

Office layouts will be planned to avoid trailing cables on floors to office equipment. All accesses, stairways, fire exits, etc. will be kept clear of materials and well lit.

The nominated person will check all fire exits at the start of each day.

Clear access to the site and buildings must be maintained at all times.

All fire alarms will be checked weekly and test recorded. Visiting Client Premises When visiting clients’ premises Ridge employees must follow all relevant safe system of work and safety rules as appropriate. Staff must:

Familiarise themselves with the procedures for the safe evacuation of the premises in the event of emergency.

Take all reasonable steps to follow instructions given and take all reasonable steps to ensure that they follow any signing in procedures.


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Civil Unrest/ Terrorism/ Other Emergencies Standards Required The requirements of The Health and Safety at Work etc. Act 1974 and The Management of Health and Safety at Work Regulations 1999 should be applied

Civil Unrest It is unlikely that this will occur during working hours, however in the event of civil unrest, rioting or other public violence taking place near to Ridge offices, staff should make alternative arrangements for working, such as:

Working from another office;

Working from home;

Making site visits. Staff should not attempt to make site visits or attend meetings in the vicinity of rioting or other civil unrest. The advice of the emergency services and local government will be followed and communicated to all staff as necessary.

The Threat of Terrorism An underlying threat of terrorism exists in major UK cities. In the event of staff being caught up in a terrorist attack the advice of the emergency services should be followed. In these circumstances staff should:

Avoid using public transport;

Contact the office to confirm their whereabouts. In the unlikely event of a terrorist attack, Ridge follows the advice of the emergency services with regard to

evacuation and medical aid. Our standard Fire Safety policy will be followed. Other Emergencies In the event of another major event affecting the health and safety of staff (e.g. major travel incident), the advice of the emergency services must be followed. Ridge will communicate this to all staff as necessary.


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Accidents All injuries resulting from accidents on site or in other workplaces, however minor, will be reported by the Office Managing Partner (or Team Manager as appropriate) on the Accident Report form and sent to the Oxford office for the attention of the Ridge HR Manager. This applies to injuries received by members of the public, visitors, etc, as well as Ridge employees.

Investigation Minor Injuries The Team Manager will investigate all minor injuries requiring first aid or GP attention health and forward a copy of the Investigation Report to the HR Manager with any photographs, statements or other relevant material for use by Ridge insurers and or legal advisers Major or ‘Over Seven Consecutive Day’ Injuries

Upon notification of an accident, the Partner Responsible for Safety will take overall control of the incident, communication and investigation. In the absence of the Partner Responsible for Safety the OMP will assume responsibility.

Following immediate medical assistance, under no circumstances should the incident scene be disturbed. The area must be cordoned off and any witnesses must remain available to provide statements.

A Ridge Health & Safety Consultant will investigate health and safety related accidents which result in staff being absent from work for more than seven consecutive days, and forward a copy of the Investigation Report to the Ridge HR Department, with any photographs, statements or other relevant material for use by Ridge insurers and or legal advisers.

Reporting In the event of a fatal or major injury to any person, or dangerous occurrence as defined by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 the Health & Safety Executive must be notified by telephone immediately by an Equity Partner (or Salaried Partner). Procedure

To make a report, go to www.hse.gov.uk/riddor (excluding fatal and major injuries, which must be reported by telephone).

To report fatal and major injuries call the Incident Contact Centre on 0845 300 9923.

Copies of all used notification forms will be kept for at least three years from the date of notification. Notifications with Ridge In the event of a fatal or major injury the following people must be notified without delay:

Senior Partner, Phil Jones.

Partner Responsible for Safety, David Walker.

Office Managing Partner.


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Electricity in Offices Standards Required In addition to the general duty of care every employer has to employees and members of the public outlined in Sections 2 and 3 of The Health and Safety at Work etc. Act 1974 specific responsibilities for electrical safety are covered by the Electricity at Work Regulations 1989. Further information is available from Health and Safety Executive (HSE) Guidance Notes: HS(G)107 Maintaining Portable and Transportable Electrical Equipment HS(G)85 Electricity at Work - Safe Working Practices GS38 Electrical Test Equipment for Use by Electricians HSR25 Memorandum of Guidance on Electricity at Work Regulations, 1989 INDG236 Maintaining portable electrical equipment in offices and other low-risk

environments. The Low Voltage Electrical Equipment Regulations 1989 Planning Procedures


All electrical work will be planned and carried out by qualified electricians.

The Office Managing Partner will take all reasonable steps to make sure that only bona-fide electrical contractors will be employed to install, construct and maintain electrical supplies. Proof of competence is required.

Supervision

Ridge will discipline any staff caught tampering with mains electricity supplies. Safe System of Work

Unqualified persons will not undertake any installation, maintenance or alteration work to any electrical equipment.

All electrical equipment used in the offices will be inspected as appropriate for the location and use in accordance with published guidelines.

Records of inspections carried out will be kept and maintained at the relevant Ridge office.

Any person who suspects that any equipment is faulty should remove it from use and make sure that it is marked up accordingly until repairs can be carried out.

Any electrical installation shall be to the requirements of IEE Regulations and other regulations, and shall be installed, tested, altered and maintained by qualified electricians only.


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Health and Safety Advice For your information the addresses of the Local Enforcing Authority and Employment Medical Advisory Services can be found detailed on Health & Safety Poster “What You Should Know” displayed on the main notice board at all Ridge Offices. Further advice is available from Martin Emery, Ridge Health & Safety Consultant.

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