inspiration innovation integrity in touch · health and safety arrangements in partnership with...

Health and Safety Arrangements

In partnership with

Inspiration

Innovation

Integrity

In touch

Contents

1. Introduction

2. Primary Authority Partnership

3. Trading Safely & Legally team

4. Store roles

5. Health & Safety Management

6. Safety training

7. Safe work practices

8. Communication

9. Written policy

10. Risk assessment

11. Monitoring performance

12. Accident reporting

13. First aid

14. Occupational health

15. Environmental policy

16. Asbestos

17. Maintenance

All copyright and other intellectual property rights in this document are owned by Marks & Spencer. No third party may copy, use or distribute this document

(or any part of it) without express written permission from Marks & Spencer. © Marks and Spencer plc 2014

Page 1 of 17

1. Introduction

This document is a summary of the safety management systems and procedures

in place within Marks & Spencer PLC. It has been developed in partnership

with Birmingham City Council, our Primary Authority Partner for health &

safety, and will assist Local Authority Inspectors by giving them background

information that may be of use when visiting our stores or dealing with the

Company.

Established in 1884 we are one of the UK’s leading retailers, with over 21

million people visiting our stores each week. We offer stylish, high quality,

great value clothing and home products, as well as outstanding quality foods,

responsibly sourced from around 2,000 suppliers globally. We employ over

75,000 people in the UK and abroad, and have over 700 UK stores ranging

from large out-of-town and flagship stores of over 100,000 sq ft, to Simply

Food stores of around 7,000 sq ft.

Our registered office address is:

Marks and Spencer plc

Waterside House

35 North Wharf Road

London W2 1NW

Birmingham City Council is the most populated local authority in the UK

representing over one million people. It has a dedicated health and safety team

and regulates health, safety and welfare law in over 15,000 commercial

premises. The Primary Authority Partnership with Marks and Spencer is

legally recognised in England, Wales and Scotland. Birmingham City Council

will respond to M&S Primary Authority queries from other local authorities

within five working days. The Primary Authority Partnership Manager will

liaise directly with managers within M&S Trading Safely and Legally (TSL).



Page 2 of 17

Primary Authority Partnership

Marks and Spencer plc has a Primary Authority Partnership for Health &

Safety with Birmingham City Council. This legally recognised agreement

allows Birmingham City Council to issue assured advice which other health

and safety regulators must recognise. Representatives from both parties meet on

a regular basis to review policies and procedures and to generally update one

another.

Local Authority Enforcing Officers can view assured advice given by

Birmingham City Council and keep up to date on the progress of the

partnership by visiting the BRDO Primary Authority IT System.

If an enforcing officer wishes to discuss matters relating to our company wide

policies or procedures they should be directed to our Health & Safety Primary

Authority Partner, Birmingham City Council who can confirm if assured

advice has been given

If a local authority wishes to serve notices under the Health and Safety at Work

etc Act 1974 then they must notify Birmingham City Council using the

procedure on the BRDO IT System.

The Primary Authority contact at Birmingham can be reached by calling

0121 303 9902 and asking for the health and safety officer dealing with

Marks & Spencer PLC.

2. Trading Safely & Legally team

The Retail Trading Safely and Legally (TSL) team is responsible for

development of policy and measurement of its implementation. They act as the

main communication hub between stores and local authorities. The main TSL

functions are divided into Health and Safety, Fire Safety, Food Safety and

Trading Standards.

The Head of Trading Safely and Legally is responsible for overall strategy and

communication to the Retail Directors/Board members.

Within the team:

The Fire Health & Safety (FHS) Manager and Legal & Compliance (L&C)

Manager are responsible for:



Page 3 of 17

1. Development of policy and engagement with stores to ensure legal

compliance

2. Liaising with the respective Primary Authority Partners as registered on the

Better Regulation Delivery Office (BRDO) website

3. Working with the legal team on reactive work raised through local

authority inspections/visits and resulting correspondence

4. Consultation through Fire Health & Safety network groups and Fire Health

& Safety committee

5. Development of technical training for specialist roles

6. Liaising with subject matter stakeholders/experts as required

Trading Safely & Legally (TSL) Regional Manager is responsible for:

1. Line management of TSL inspectors

2. Delivery of the inspection plan

3. Regional engagement to support legal compliance

4. Collaboration with the central Head Office team for policy review

Regional TSL inspectors are responsible for:

1. Undertaking independent store inspections and revisits if required

2. Coaching store colleagues where required

3. Providing updates to the Head Office TSL team

4. Reporting findings

5. Supporting their nominated regional FHS network group/s

3. Store roles

The Store/Site Manager - is accountable and responsible for ensuring in

conjunction with their Fire, Health & Safety Officer that Company Health &

Safety Policy is implemented. This includes:

- Suitable Fire, Health & Safety induction and legal update training for

all employees

- The prevention, reporting, and investigation of accidents

- Proper completion of risk assessments and maintenance of known hazard

information



Page 4 of 17

The Fire, Health & Safety Officer (FHSO) – appointed in every store assists the

Store Manager in promoting and improving the FHS culture in stores, ensuring

a consistently safe, secure and healthy environment for all staff through

workplace assessment, training and monitoring.

Line Managers - All employees are assigned to a specific Line Manager who

must ensure their line reports understand the procedures and processes in

place to work safely in accordance with policy and risk assessment findings.

First Aid - Employees volunteer to become first aid trained. Training is

provided by an accredited training provider, in accordance with the Health

and Safety (First Aid) Regulations. First aiders are responsible for dealing with

accidents, accident reporting and maintaining first aid provisions.

Employees - All employees are trained to be aware of their own individual

responsibility for maintaining the health & safety of themselves and all those

affected by their actions at work.

4. Health & Safety Management

The systems in place for the management of health and safety are

based on the principles of HSG 65 ‘Managing for Health and Safety’.



Page 5 of 17

The Company Health and Safety Policy Statement outlines the

responsibilities of individuals and groups within the business.

The statement is signed by the Chief Executive and the Retail Director.

The statement is displayed on Fire, Health & Safety noticeboards.

(See appendix 1)

Audit Committee/Board report

An annual report is provided by M&S Retail on matters regarding Fire

Safety and Health and Safety to the Audit Committee/Board.

(Company H&S statement)

National Fire Health and Safety Committee

The FHS committee meets quarterly to discuss matters relating to Fire, Health &

Safety. The group is chaired by the Retail Director. Key stakeholders are

appointed to the committee and recorded within the terms of reference.

The Committee keeps under review the effective management of Fire, Health

and Safety (FHS) across the M&S Group with the object of promoting the well-

being and safety of the Group’s employees, customers and visitors. Property and

Merchandise protection is also reviewed. This includes all UK & Republic of

Ireland Retail Stores, Outlets, and all Office Premises in the United Kingdom &

Republic of Ireland. It however excludes Franchise, International Operations

and overseas offices. The Committee provides leadership on FHS policy across

the Group and ensures FHS policy is integrated into every aspect of the Group’s

products, operations and services.

FHS Committee Terms of Reference

- To focus and promote change, by agreeing FHS policies that comply with

the law and contribute to business and individual performance

- To anticipate the impact of new regulatory and legislative changes

within its recommendations

- To monitor action taken on risk assessments, maintenance and serious

accident investigation findings



Page 6 of 17

- To invite attendees as required to explain new initiatives, consider FHS

implications, and ensure appropriate communication and to require

compliance from any part of the Group

- To recommend sanction for FHS non-compliance within the Group

- To receive regular updates from the Group’s Primary/Lead Authority

Partners: Birmingham City Council (Health and Safety) and West

Midlands Fire Service (Fire) and reports from FHS / Legal department on

enforcement

- To receive the Group’s Liability Insurers reports on FHS risks

Engagement with Stakeholders and Benchmarking

The Committee will engage with Stakeholders and keep external benchmarking

under review via the British Retail Consortium, Health & Safety Executive

and our Primary/Lead Authority Partners.

Audit and Risk Management

To provide audit and risk management information the committee will meet as

required with Liability Insurers Inspectors, Internal Audit, and Primary/Lead

Authority Partners and Group management to discuss any matters raised either

by the FHS Committee or by those parties.

Communication and Reporting

The Committee communicates and reports to ensure that an annual summary

is included in the How We Do Business Report, an annual update is provided

to the Board and a written summary of FHS committee meetings are provided to

Group locations.

Resource

The Committee Chairman will ensure that the FHS Committee has the

necessary expertise and is adequately resourced to fulfil its responsibilities.

General



Page 7 of 17

The Committee reviews and updates its Terms of Reference on an annual basis,

recommending any changes to the Board and evaluates its own membership

and performance on a regular basis.

FHS Network Groups

There are 29 Fire, Health & Safety Officer Network Groups spread

geographically throughout the UK and Republic of Ireland which are attended

by all FHSOs. The Groups’ meet quarterly and provide

information/communication to the FHS committee through minutes of each

meeting. These minutes are displayed on FHS noticeboards.

Information from each location is exchanged with Fire, Health & Safety

Officers at Business Involvement Group (BIG) Meetings. Minutes are published

on My Store Workspace and are displayed on health & safety notice boards.

FHS Network Chairs

Each network group has an elected chair person and secretary. The chair

manages the meeting agendas and the secretary produces the minutes of the

meetings. The chairs attend a 6 monthly central meeting held by the Retail

FHS Manager and selected members of the TSL inspection team. This meeting

provides updates on policy and safety procedures and provides an opportunity

for the chairs to network with their colleagues. An elected chair represents

FHSO’s at the quarterly FHS committee meeting.

Business Involvement Groups (BIG)

BIG stands for our Business Involvement Groups – M&S’s network of elected

employee representatives.

Through the BIG network, M&S informs, involves and consults with its

employees on the matters that affect them. M&S’s commitment to BIG means

that M&S colleagues have the chance to voice their opinions and ideas, get

answers and have their views represented when the business considers changes

that affect them providing an opportunity to positively influence the business

they work in.



Page 8 of 17

Every store and every business area has BIG representatives, elected by their

colleagues to represent their views.

The National BIG is joined by elected colleagues from the Republic of Ireland

to make up our European Works Council.

5. Safety Training

Specialist Fire, Health & Safety training is provided as follows:

1. FHSO’s complete a 1 day prior learning workbook and attend a 3 day

residential health and safety accredited training course provided by

Highfield (Highfield Awarding Body for Compliance HABC). The candidate

is assessed during the course and undertakes a written examination at the

end of the course.

2. Manual handling training: Manual handling ‘train the trainer’ training is

provided by Highfield to all FHSO’s to undertake training for all employees

on their site. Training material is provided to assist with this training.

3. FHSO’s attend a 3 day residential fire risk assessment/fire marshal training

course provided by the West Midlands Fire Service Training Centre. The

candidate is assessed during the course and undertakes a written test at the

end of the course.

4. Workplace Transport safety awareness training is provided to all FHSO’s by

our logistics partners GIST & DHL. The 1 day workshop identifies the

hazards associated with vehicle movement and deliveries and top tips for

successful risk assessment.

5. Newly appointed Managers attend a one day ‘Duty Manager workshop’.

6. First Aid training is provided to all appointed first aiders as follows.

- 3 day qualifying course

- Half day intermittent refresher course every 18 months.

- 2 day refresher course every 3 years



Page 9 of 17

7. Upon appointment ALL employees receive a 2 day induction including

specific information and training regarding Health and Safety at work

including:

- Fire safety

- Evacuation procedures

- Key roles and responsibilities

- Accident reporting procedures

- Manual handling procedures

- General safety awareness e.g. Slips & trips, handling substances etc.

- Signing in/out procedures

- Asbestos awareness (If applicable)

- Employee handbook ‘Own your part in Fire, Health & Safety

8. Additional training for employees working in areas of higher risk is

provided including:

- Operating machinery/equipment e.g. Baling machines, scissor lifts

- Use of hazardous substances

- Working in areas where moving vehicles may be present

- Work at height e.g. safe use of step ladders

- Emergency team procedures e.g. appointed persons with specific roles in

the event of fire evacuation

- Asbestos awareness

- Hospitality area equipment operation

6. Safe working practices:

Safe working practices are available for all employees on My Store Workspace

(MSW) for key activities with supporting training aids available to ensure

consistency is achieved.



Page 10 of 17

(MSW training guidance)

Specific material is available for the following subjects including:

Working with hazardous substances

Machinery operating guidance

Manual handling

Emergency team

Working at height

Working with stepladders

Workplace transport procedures for guided assistance

Asbestos awareness



Page 11 of 17

7. Communication:

Effective communication with our employees is key to delivering a safe

working environment. The TSL team is responsible for the maintenance and

provision of information to stores through a variety of media options; via e

mail, the M&S intranet, video broadcasts, quarterly publications and

noticeboards.

Intranet – All employees have access to the internal

intranet site “My Store Workspace” (MSW) from any

IT terminal. This system holds all policy documents,

training information and general guidance. Within

the system there is a specific TSL page to allow easy

navigation to policies, guidance and information.

(TSL hub)

Mailbag – Daily communication with stores is achieved through the Mailbag

accessed via MSW. Selecting the relevant day of the week provides information

for that day in the following format;

Store action containing information/action to be taken

from all areas of the business including TSL information for

FHSO’s

Managers update containing information/action to be taken by

Store managers

Store team brief providing topical news and updates for all

employees

(Mailbag)

Notice boards – The FHS noticeboard contains the

HSE law poster, Company statement, Employer’s

Liability Certificate, consultation meeting

minutes and Health and Safety arrangements.

This is displayed in a high flow area within the

staff quarters.

(TSL page)



Page 12 of 17

Team Brief – Store ‘face to face’ communication between the management team

and staff prior to trade to deliver key messages from the communication

received.

Weekly safety meeting – Store Managers and FHSO’s are required to meet

formally once a week, on a Monday, to discuss safety matters affecting their

store, review risk assessment/inspection findings and accident reports. The

highlights of the meeting and agreed actions are recorded within the stores

opening and closing book. This book also contains the records of all fire

provisions tests in accordance with the store’s Fire Risk Assessment.

(Opening and

Closing book)

Compliance cabinet – A red compliance cabinet is

provided to all stores for storage of all TSL due

diligence documentation and employee training

Note: Recording of routine

tasks/tests are due to move to

an on-line platform

2014/15



Page 13 of 17

records. All stores are provided with a layout and content guide to ensure

consistency of use. This strategy is intended to provide a methodical filing

solution and to assist with local authority site inspections.

(Red compliance cabinet)



Page 14 of 17

8. Policies

Health & Safety policies available on the corporate internal intranet system

are:


2. Asbestos safety

3. Control of Substances Hazardous to Health (COSHH)

4. Display Screen equipment (DSE)

5. Electrical Safety at Work

6. First Aid

7. Health & Safety Risk Assessment

(H&S Policies)

8. Ill Health Return

9. Lone working

10. Manual handling

11. New & Expectant Mothers

12. Signing in

13. Slips, trips & falls

14. Stress

15. Work at Height

16. Work Equipment

17. Work related Violence

18. Workplace Transport

19. Young Persons

The FHS Manager is responsible for keeping policy up to date. A formal

review of all policy is undertaken annually. FHSO’s are made aware of all

updates/amendments through the Network Groups and store action

documents posted onto MSW. Our Primary Authority Partner for health and

safety, Birmingham City Council, has reviewed all of our H&S policies and



Page 15 of 17

is updated of any redrafting or amendments to current policies where

relevant.



Page 16 of 17

9. Risk Assessment

Risk assessment templates, developed by the FHS Manager, are available on the

corporate internal intranet system as follows:

1. Car Park Gritting (during inclement

weather)

2. Display Screen equipment user self

assessment

3. Ill Health Return

4. Lone working

5. Manual handling

6. New & Expectant Mothers (Risk assessment

template)

7. Slips, trips & falls

8. Work at Height

9. Work Equipment

10. Work related Violence

11. Workplace Transport

12. Young Persons

FHSOs are responsible for undertaking risk assessments as the competent person

within their store. The templates are used as a generic starting point. The

assessments must be reviewed by the FHSO’s

and to ensure they are suitable and

sufficient for their stores e.g. store specific.

If required, further support and assistance

is provided by the TSL inspection team for

more complex risk assessments/situations.

A FHSO year planner is provided on the

corporate internal intranet system to ensure

all risk assessments are reviewed by the FHSO and findings discussed with the

Store Manager on an annual basis or sooner if required.



Page 17 of 17

(FHSO Year

planner)



Page 18 of 17

10. Monitoring performance

Store routine - Stores perform opening and closing safety checks in accordance

with the opening and closing book. The Store Manager reviews the book with

the FHSO at their weekly meeting and any necessary remedial actions are

agreed.

Safety inspections - The TSL inspection team undertake store safety inspections

in every store twice per year. These are unannounced.

Each inspection can result in the following outcome:

Compliant

Some insufficient

compliance

Non compliant

The inspection is always closed with a debrief with the store management team

and store FHSO to explain the findings and any remedial actions required to

improve performance.

Inspection results are reported to the Retail Director and Leadership team on a

weekly basis and quarterly at the Fire, Health & Safety committee.

Stores are also able to undertake a ‘self assessment’ at any time using the same

system as the TSL inspection team to check their own performance. This tool is

used mainly for new stores to provide formal direction to ensure they can trade

safely and legally.



Page 19 of 17


All accidents are recorded on an FHS Accident

database, an internet based platform. User

access is restricted to employees as determined

by the FHSO and Store Manager.

The system provides a step by step process to

allow the user to record the appropriate

information regarding any accident.

(FHS

accident database)

Once the information has been entered the system is designed to identify if the

incident is reportable to the Local Authority in accordance with RIDDOR

legislation.

All incidents identified as reportable under RIDDOR are subject to regular

daily review/monitoring by the TSL inspection team. If an incident is

confirmed as being reportable the TSL inspector will submit the report to the

HSE.

The store FHSO will undertake an accident investigation to determine the root

cause in order to implement any further action that could mitigate a

recurrence.

Further investigation may be undertaken by the FHS Manager or Regional TSL

Inspector where appropriate.

12. First aid

All Marks & Spencer locations can be considered low hazard in respect of

determining the statutory requirements for first aid provision as per HSE

guidelines.

Employees trained to administer first aid are available throughout the

operating day (see Safety Training section).



Page 20 of 17

First aid bags and body fluid spillage kits are located in strategic positions

throughout buildings to allow easy access when required. A variety of means to

muster a first aider in the event of an accident are in place e.g. wireless

telephone, pager, tannoy system etc.

When a first aid trained person is not on site and there are less than 10

members of staff present the most senior person assumes control of the incident

and makes contact with the emergency services if required.



Page 21 of 17

13. Occupational Health

Employee health and wellbeing support is provided by the Health and

Wellbeing team.

Support/rehabilitation for employees returning to work following long term

illness/accident is provided predominately by the individual’s Line Manager

through provision of a return to work plan. The FHSO assists with specific risk

assessment completion to ensure hazardous activities are identified and

avoided where possible. These will be specific to

the individual and may be exaggerated due to

their condition. E.g. manual handling activity

due to a previous back injury.

Guidance is available for all employees and

their Line Managers via the corporate internal intranet system.

The information provided is modular to allow ease of navigation.

(Occupational

Health guidance)

(Well being website)

A web based employee well being

support system is also available for all

employees to promote ways to lead a

healthier life style.

Website address:

http://www.planahealth.com/Sign-

in.ice



Page 22 of 17



Page 23 of 17

14. Environmental policy

15. Asbestos

Asbestos surveys have been carried out at all relevant stores, distribution

centres & warehouses. The asbestos survey information is available online in

stores and online to contractors.

(Asbestos survey website)

We only use approved and accredited surveyors and analytical companies and

licensed contractors.

Contractors are made aware of the presence of asbestos through the

maintenance help desk when reactive maintenance visits are requested and

when logging into the maintenance IT system to register their attendance on

site.

Our asbestos management plan includes

periodic reviews to monitor condition of

asbestos containing material. This is

achieved through annual revisits to those

stores that contain asbestos.

Plan A is our comprehensive plan

to minimise the environmental

impact of the business. We aim to

be the world’s most sustainable

major retailer by 2015 committing

to change over 100 things over 5

years. Plan A is making a real

difference to the environment and

to our business. A Plan A

champion has been appointed in

all stores whose role is to promote

innovation and encourage change.

Information for all employees

regarding the business Plan A

strategy is available on the

corporate internal intranet site.



Page 24 of 17

We operate a strict contractor signing in policy for our stores. Colour coded

badges signify the presence of asbestos in the store at the point of signing in.

Red badges signify the presence or potential presence of higher risk asbestos

containing materials (built Pre1990).

Amber badges must be used to signify the store contains or has the potential to

contain low risk asbestos containing materials. (Built 1990-2000).

Green badges must be used to signify the store was built after the year 2000

and should not contain asbestos containing materials.

Any contractor working in an area containing asbestos where there is a risk or

damage is subject to a permit to work. Only appointed licensed contractors are

authorised to work with asbestos containing materials.

In the event of an accidental asbestos disturbance the maintenance help desk is

notified. The help desk team will request attendance of the appointed

contractor within a 1 hour service level agreement (SLA). Store Managers are

instructed to secure the area to prevent access until further notice.

16. Maintenance

The maintenance of stores is managed by our Facilities Management (Stores)

team which consists of a team of Head Office Managers and regionally based

Facilities Managers (RFM’s).

Roles

The Regional Facilities Managers are responsible for:

1. Managing the delivery of compliance, planned maintenance & reactive

repairs

2. Maximising availability of plant & equipment

3. Identify, prioritise & manage an asset replacement programme

The Compliance, Operations & Quality Manager is responsible for:



Page 25 of 17

1. Managing / auditing maintenance related legal compliance & related

failures

2. Managing the asset register & planned maintenance programme

3. Delivery of FM systems, management information and ensuring quality

processes

Statutory Inspections/Documentation

All statutory inspections are carried out by

appointed competent contractors and

consultants in accordance with the appropriate legal requirements. A

programme of compliance tasks is held within the Facilities Management IT

system.

All compliance documentation is held centrally within the Facilities

Management IT system’s document management facility. All certification is

verified by the FM Team prior to acceptance into the system and auditing of

documentation is carried out regularly.

(Electronic Certification Management System)

Planned Preventative Maintenance (PPM)

All planned maintenance tasks are carried

out by appointed competent contractors

including dedicated Store Maintenance

Engineers (SMEs) in accordance with the

appropriate technical specifications.

A detailed programme of maintenance tasks is

held within the Facilities Management IT system and managed by creation of

individual work orders providing visibility and tracking of each task.

Auditing of task completion is carried out to ensure delivery to plan.



Page 26 of 17

(Planned Maintenance Programme)

Reactive Maintenance/Repairs

All reactive maintenance visits/repairs are requested through a 24/7 dedicated

helpdesk or logged online and are carried out by appointed competent

contractors including dedicated Store Maintenance Engineers (SMEs).

Attendances are in accordance with pre-determined service level agreements

with call prioritisation based on health & safety, life safety systems, security &

detriment to trading.

Internal Maintenance help desk number: 185999

(Reactive call management system)

A store computer terminal enabling access to the

Facilities Management IT system is located within

each store providing the facility for contractors to

‘login/logout’ and updates each task.

Policies & Information

Facilities Management (Stores) policies and information available on the

internal intranet system (MSW) are:

1. Store FM - Statutory Maintenance Reference Guide

2. Regional Facilities Managers - Role of the RFM

3. Your Guide to Store Maintenance –Organisation chart for Aspect court and

contact no’s.

4. Planned Fabric & Planned Q&A’s.

5. Reference guide to SME’s – encompassing all of

the previous SME documentation

(MSW Maintenance hub)

inspiration innovation integrity in touch · health and safety arrangements in partnership with...

Documents