Site Operational Health and Safety Procedures – Manual B

60 Doughty Street, London, WC1N 2LS

6th July 2010 Issue Number :1

1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

Copyright Ark Health and Safety Ltd, September 1998

Whilst every care has been taken in the preparation of this Manual, personnel should be aware that only Acts of Parliament and Statutory Instruments have the force of Law and that they can only be authoritatively interpreted by a Court of Law.

Copyright of the Appendices and records contained in this Manual is waived to the extent that they may be copied for use by the owners and/or tenants of 60 Doughty Street for the purpose of implementing the procedures within this Manual for the aforementioned property.

Neither the Manual nor any part of it nor any copy of any part of it may be distributed to an establishment other than the above named whether by way of sale or otherwise.

This publication may not be stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopied, recorded or otherwise save for the copying of this Manual for use at the above establishment which purchased the Manual, without the prior permission of the copyright holders.

There may be cause to amend certain parts of this Manual in order that procedures are always up to date, again copyright is waived provided that it is for the above establishment only.

Where amendments have taken place without the consultation of Ark Health and Safety Ltd, no responsibility can be taken by Ark Health and Safety Ltd of any description, indirectly or directly as a possible result of these amendments.

Site Operational Health and Safety Procedures


6th July 2010 Issue Number: 1

1998 Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

MANUAL B

Site Operational Health And Safety Procedures Manual

Contents

1.0 About Manual B

2.0 Health and Safety Responsibilities

3.0 Policies, Practices and Procedures for the Management of the Health and Safety Programme

4.0 Quality Control and Total Quality Management in Health and Safety

5.0 Training for Health and Safety

6.0 Health and Safety Management Control System

7.0 Other Reporting Documents

8.0 Procedures for Review



6th July 2010 Issue Number: 1 Section 1.0


SECTION 1.0

About Manual B

Manual B provides the Company with a system for planning, organising, auditing and reviewing their Health and Safety Management System at 60 Doughty Street. Manual B of the Site Operational Health and Safety Manual comprises the following:-

Policy for Responsibilities:-

Commences with a clearly defined section on the responsibilities at each level of management within the Company to ensure that Health and Safety duties and functions are carried out and appropriately managed.

Policy Arrangements:-

Sets out the Company’s policies on arrangements to provide a healthy and safe working environment.

Quality Control and Total Quality Management in Health and Safety:-

Introduces the concept of Quality Control by setting performance standards through planning, organising and ensuring that, through quality control, those standards are being met. Moreover, Total Quality Management introduces to this the need for continuous improvement by reviewing the successful implementation of what has been planned and organised for and setting new standards based on the continuous questioning of what is being done in procedures versus what should be done in reviews.

Competence and Training for Health and Safety:-

Highlights the importance of competency and training in underpinning the Management of Health and Safety.

Health and Safety Management Control System:-

Highlights the means for control between the responsible designated persons.

Other Reporting and Recording Documents:-

Provides for reporting and recording of other documents and procedures to complete the Management System.

Procedures for Review:-

Facilitates the review process to be undertaken by the reviewer or Duty Holder.





SECTION 2.0

Health and Safety Responsibilities

Contents

2.1 Health and Safety Management Structure 2.2 Managing Director 2.3 Director with Responsibility for Health and Safety 2.3 Directors 2.4 Office Manager 2.5 Project Managers 2.6 Fire Wardens 2.7 All Employees, Consultants and Contractors





2.1 Health and Safety Management Structure

Neil Miller Managing Director

Stephen Harvey Director with

Responsibilities for Health and Safety

Office Manager Dean Jelfs, Craig Eadie, Nick Hutchinson

Directors

Fire Wardens Project Managers

All employees

Consultants / Contractors





2.2 Managing Director Has overall and final accountability for health and safety in the Company. It is his responsibility to:- 1. Support the Health and Safety Policy Statement by showing commitment to this policy. 2. Ensure that the policy is implemented fully throughout the Company. 3. Ensure that the policy is regularly reviewed and developed where appropriate. 4. Ensure that adequate resources are provided to implement the policy. 5. Ensure that the Management System to implement the policy is kept up to date. 6. Ensure that there is the means for continuous improvement of Health and Safety at the

Company. 7. Ensure that there is adequate provision for the planning, organising, monitoring and

reviewing of the Health and Safety Management Control System. 8. Ensure that there is the means for control, communication, co-operation and co-

ordination within the Company for implementing the policy. 9. Ensure that budgets for finance and resources are made available as appropriate for

Health and Safety to meet the performance standards set in the policy. 10. Ensure that adequate insurance is provided for.





2.3 Director with Responsibilities for Health and Safety It is his responsibility to:- 1. Support the Health and Safety Policy Statement by showing commitment to this policy. 2. Ensure that the policy is implemented fully throughout the Company. 3. Ensure that the policy is regularly reviewed and developed where appropriate. 4. Ensure that adequate resources are provided to implement the policy. 5. Ensure that the Management System to implement the policy is kept up to date. 6. Ensure that there is the means for continuous improvement of Health and Safety at the

Company. 7. Ensure that there is adequate provision for the planning, organising, monitoring and

reviewing of the Health and Safety Management Control System. 11. Ensure that there is the means for control, communication, co-operation and co-

ordination within the Company for implementing the policy. 12. Ensure that budgets for finance and resources are made available as appropriate for

Health and Safety to meet the performance standards set in the policy. 13. Ensure that adequate insurance is provided for. 14. Ensure that the policy is communicated to all employees and that any changes in the

policy or associated documents are brought to the attention of all employees. 15. Commitment to health and safety flows downwards throughout the Company. 16. Systems and procedures are in place to ensure that all employees fully understand,

observe and implement the Company’s Health and Safety Policy and their delegated responsibilities.

17. The Company takes into account their employees capabilities, qualities and time when

delegating tasks and activities. 18. The culture within the Company reflects the Company’s commitment to providing a

healthy and safe working environment. 19. Ensuring that the employees within the Company to whom duties have been delegated

within the Site Operational Health and Safety Manual have been made aware of their duties, have accepted those duties and are ‘competent’ to undertake them.





2.4 Directors All Directors have responsibility for Health and Safety especially for the development of safe systems of work and Health and Safety administration and their duties are as follows: 1. To assist the Managing Director and The Director with Health and Safety

Responsibilities in the administration of Health and Safety for the company. 2. Ensure that risk assessments are undertaken. 3. To review the findings for previous risk assessments and to review the actions which

have been taken on discovery of a new risk. 4. To ensure that records of all risk assessments are kept on the premises and that they

are current. 5. To ensure that all accidents are recorded in the accident book. 6. To review accidents and injury records from the accident book and undertake accident

investigations to identify underlying causes.

7. To ensure those accidents reportable under RIDDOR 1995 are reported to the HSE.

8. To ensure that adequate records are maintained on site giving details of fire drills, tests, equipment maintenance and repair and such other information as may be demanded by Dome Consulting Limited procedures.

9. To ensure that First Aiders are appointed, appropriately trained and re-certified every three years.

10. To liaise with the local Fire Brigade in all matters relating to fire precautions at head office.

11. Ensuring that, where review and or variations to the existing workplace environment take place, re-planning and re-organising will be implemented to provide for continuous improvement.

12. To ensure procedures are in place to assess contractors safe systems of work while on Dome Consulting Limited’s work sites.

13. To compile and circulate a list of approved contractors and ensure that the company only employees contractors which have been approved.

14. To ensure that safe systems of work are used by staff and contractors for all activities undertaken on work sites.

15. To document and provide induction safety training to all new employees.

16. To identify further training needs of staff members and arrange for such training to be provided.

17. To ensure that adequate systems and records are implemented and maintained to facilities the reporting and recording of faults on plant and equipment.





18. To identify, in association with the appropriate contractors, those items of plan and equipment which are the subject of statutory or periodical tests.

19. To ensure that records of these tests are maintained and ensure that they are also available for inspection.

20. To ensure that any plant and equipment used in any premises or location under Dome Consulting Limited’s control or influence is safe and without risks to health.

21. To ensure that all equipment purchased complies with Health and Safety legislation and is safe and without risk to health.





2.5 Office Manager Responsibility for:- 1. The day to day objectives of the Company take into account health and safety. 2. Implementing the Site Operational Health and Safety Management System. 3. The duties under his/her name in the Health and Safety Management Control System

procedures as they relate to planning, organising, monitoring and reviewing. 4. Ensuring the Fire Wardens is undertaking his/her duties and adequately informing and

reporting the Health and Safety Management Control System. 5. Ensuring that he/she complies with the policy of the Company. 6. Ensuring that Health and Safety documentation is complete and up to date. 7. Ensuring that records are kept for at least three years or more when statutory

requirements demand it. 8. Ensuring the First Aiders undertake their duties and administrate the Site Operational

Health and Safety Management System.





2.6 Project Managers Responsibility for ensuring that:- 1. All works undertaken on work sites are under their control are carried out in a safe

manner and in accordance with agreed rules, procedures and associated systems of work.

2. In association with the Directors that suitable and sufficient risk assessments are

undertaken for all tasks within their control. 3. All health and safety signs displayed at the work site comply with the Health and Safety

(Safety Signs and Signals) Regulations 1996. 4. Risk assessments for all work activities on site are undertaken and that actions are

taken to minimise risks identified. 5. All work risk assessments are documented and that the results are readily available. 6. Fire procedures for the site are known. 7. The provision of first aid cover is known. 8. Portable electrical equipment is regularly inspected and a register is maintained. 9. All defects are reported. 10. The performance of contractors is monitored so as to ensure that all works are

undertaken according to the Health and Safety Policy. 11. Contractors are adequately supervised. 12. Contractors report all accidents and incidents. 13. High risk activities are controlled via a permit to work system. 14. Equipment is maintained regularly and defects reported and remided as soon as

possible.





2.7 Fire Wardens Fire Wardens are responsible for:-

1. Ensuring that all persons (including visitors and contractors) in their area evacuate by the nearest available escape route immediately.

2. Checking there are, including the toilets, to ensure that all personnel under their care have evacuated.

3. Ensuring they do not take personal risks through delay.

4. Encouraging personnel to proceed at good speed but without panicking to the assembly point.

5. Noting the size and location of the fire, who is tackling the fire and any potential hazardous situations or materials and informing security upon exiting from the building.

6. Ensuring that where possible doors and windows are closed.

7. Ensuring the appropriate measures are adopted for any disabled persons.

8. Reporting that their area is clear and any other relevant information.

9. Assisting in undertaking a role call should it be required.





2.8 All Employees, Consultants and Contractors All employees, consultant and contractors must comply with:-

1. The Company‘s procedures, instructions and rules directed at meeting the Company‘s Health and Safety Policy.

2. Report any safety hazard within their work area or malfunction of any item or plant and equipment to Management in accordance with Dome Consulting Limited‘s defect fault reporting procedure.

3. Fully conform to all written or verbal instructions given to them to ensure their personal safety and the safety of others.

4. Avoid any improvisations of any form which could create an unnecessary risk to their personal safety and to the safety of others.

5. Inspect and maintain all tools and equipment in good, safe, condition.

6. Use only those items of equipment or machinery they have been trained and authorised to use.

7. Report all accidents to management, whether injury is sustained or not.

8. Attend as requested any training course designed to further the needs of health and safety.

9. Familiarise themselves with the fire evacuation procedure and the position of all fire equipment and exit routes.

10. Familiarise themselves with the names and locations of first aid personnel and appointed persons as well as the position of first aid kits.

11. Inform management of any possible breaches in health and safety legislation In addition to these responsibilities, the Health and Safety at Work etc. Act 1974 places legal duties on all employees. These are:- Section 7 - Health and Safety at Work etc. Act 1974 (a) to take reasonable care for the health and safety of himself and of other persons who

may be affected by his acts or omissions at work; and (b) to co-operate with their employer to enable him to comply with any duties or

requirements imposed on him. Section 8 - Health and Safety at Work etc. Act 1974 No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare in pursuance of the relevant statutory provisions.





The Management of Health and Safety at Work Regulations 1999 Places specific duties on employees to: (a) use any machinery, equipment, dangerous substances or safety devices provided to

him by his employer in accordance with any training or instructions provided by the employer in compliance with any statutory provisions; and

(b) inform his employer of any work situation which may represent a serious and imminent

danger to health and safety ; and (c) inform his employer of any matter which may represent a shortcoming in the employers

arrangements for health and safety.




SECTION 3.0

The Policies, Practices and Procedures for TheManagement of the Health and Safety Programme

Contents

3.1 Introduction

3.2 Risk Management and Control

3.3 Training

3.4 First Aid and Accident Reporting

3.5 Fire Prevention and Emergency Procedures

3.6 Office and General Workplace Safety

3.7 Electrical Safety

3.8 Plant, Machinery and Equipment

3.9 Safe Methods of Work

3.10 Hazardous Substances

3.11 Contractors Procedures

3.12 Visits from Enforcement Officers





3.1 Introduction

The responsibilities at each level of management for the main elements of competency control of all aspects of Health and Safety and Environmental Health are given in the following sections. Each section outlines the specific requirements and is followed by a table of the procedures appropriate to each level of management, including supervisors and operators.





3.2 Risk Management and Control

Contents

3.2.1 Introduction/Policy Statement

3.2.2 Managing Risk

3.2.3 Risk Management and Control Procedures






The Management of Health and Safety at Work Regulations 1999 require all employers to make a suitable and sufficient assessment of the risks to health and safety of all employees whilst at work and any other persons not in his/her employment, but who may be affected by his/her work.

It is the intention of the Company to undertake a risk assessment of the premises and update the assessment as often as is necessary. This may be, for example, if there is a change in the relevant legislation, or a change in working practices.

The considerations to be made are that all hazards are identified and all control measures are implemented to reduce the risks. The control measures and risks are defined and suitable records kept to specify and enable control to be maintained of the risk assessment process.

Risk assessments are required under the following Regulations:

COSHH Regulations 1999 Health and Safety (Display Screen Equipment) Regulations 1992 Manual Handling Regulations 1992 MHSW Regulations 1992 Noise at Work Regulations 1989 PPEW Regulations 1992

some of which may not be appropriate in any given situation.

3.2.2 Managing Risk

The Company has contracted the services of Ark Workplace Risk Ltdto assist in carrying out a risk assessment on the premises and the preparation of a SOHASP Manual.

The N/A is responsible for implementing, assisting in the implementation and monitoring of any requirements arising out of the risk assessment.

There are two types of monitoring ACTIVE and REACTIVE:

Active monitoring provides essential feedback on performance before an accident, ill health or an incident. It involves checking compliance with performance standards and the achievement of specific objectives. Its primary purpose is to measure success and reinforce positive achievement by rewarding good work, not to penalise failure. An example of active monitoring is a risk assessment.

Reactive systems monitor accidents, ill health and incidents that have actually happened. They require recognition and reporting. For this purpose you should refer to section 8 Procedures for Review. When the Company implements a general inspection, checks will be made to see if all accidents, ill health matters and incidents are being properly recognised and recorded.

The N/A must be informed whenever there are any changes in an employee’s working practices or in the equipment used, as the risk assessment may need updating.





The Company will discuss the analysis and assessments on the premises with an appointed ‘competent person’ so that decisions on control measures can be made.

The Company will take into account the relevant legal requirements which establish minimum levels of risk prevention or control. However, many requirements are qualified words ‘so far as is reasonably practicable’ or ‘so far as is practicable’. Other duties require the use of ‘best practicable means’ and these definitions are incorporated into the Risk Assessments carried out.

3.2.3 Risk Management and Control Procedures

The following procedures are involved with the responsibilities shown.

PROCEDURE RESPONSIBILITY FREQUENCYOperationsDocument Control Procedure(S2.RMAC2 - Manual B)

N/A As required

ReviewRisk Assessments Records Review(S2.RMAC1 - Manual B)

N/A Annually

Audit Procedure(S2.RMAC3 - Manual B)

N/A Annually

Risk Management and Control Procedures Review(S2.RMAC4 - Manual B)

N/A Annually




1998Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

3.3 Training

Contents


3.3.2 Training

3.3.3 Induction Training

3.3.4 Training Procedures




1998Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR


The Health and Safety at Work etc. Act 1974 and The Management of Health and Safety at Work Regulations 1999 require employers to ensure that staff are adequately trained to do their job safely.

It is the policy of the Company to give training to our employees, not only to comply with minimum statutory requirements, but to secure a continuing safe and healthy working environment for employees and all those who may be affected by the Company’s activities.

Training needs will be assessed during staff induction and the Company will continue to assess the health and safety training needs of employees and compile an annual training schedule from this assessment. Records of all health and safety training undertaken will be maintained by the N/A.

3.3.2 Training

The Company has the responsibility for identifying safety training needs and making the appropriate resources available. The Company will provide induction training, specific job related training and review training.

1. The Company recognises that training of all personnel ranks highly in our priorities.

2. It will also include Management training in safety management strategies.

A comprehensive list of training undertaken by each individual will be maintained by the N/A.

3.3.3 Induction Training

Induction training will be carried out when a person commences employment. The objective is to ensure that new employees are familiar with all relevant aspects of health and safety that relate to their specific place of employment.

3.3.4 Training Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsStaff Training Procedure(S3.T1 - Manual C)

N/A As required

Induction Training Procedure(S3.T2 - Manual C)

N/A Upon new employees commencing employment

Fire Instruction & Drill Procedure (S5.FPEP2 - Manual C)

N/A As required

ReviewTraining Procedures Review (S3.T3 - Manual B)

N/A Annually





3.4 First Aid and Accident Reporting

Contents


3.4.2 Occupational Health Provisions

3.4.3 Reporting of Accidents

3.4.4 First Aid and Accident Reporting Procedures






It is a requirement for all employers, under the Health and Safety (First Aid) Regulations 1981 to provide/or ensure the provision of any equipment and facilities are adequate and appropriate in the circumstances to enable to render First Aid to the employees if they are injured or become ill at work. It is a duty on all employers, under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 to notify the relevant authorities promptly in all cases when death or reportable injury results from an accident at work, or there has been a dangerous occurrence.

The Company has appointed competent personnel to assist in dealing with injury resulting from accidents and emergencies. They are also aware of the requirements when they encounter suspected HIV Positive cases. All staff are made aware of the requirements for reporting accidents and dangerous occurrences.

The Company recognises the need for staff awareness of how to react in case of an emergency or accident. To implement this policy adequate first-aid equipment is maintained and suitable notices posted throughout the premises which identify the location and responsibilities of the following people:-

First Aider

- Who is responsible for administering first aid treatment, maintaining first aid kits and facilities, summoning medical assistance and maintaining records.

Appointed Persons

- Who will not administer first aid, unless also a first aider, but will take charge of an emergency situation, summon medical assistance etc., in the absence of a first aider.

First Aid Equipment

- The First Aid kits can be found in Office Kitchen.

All treatment needs are recorded, and the First Aid Treatment Book should be found in the N/A. The N/A is responsible for ensuring that the records are properly maintained.

The N/A will receive appropriate training so that he can carry out the duties of an "Appointed Person".

3.4.2 Occupational Health Provisions

1. General

The Company has a policy of monitoring the health and safety of all of their staff. In doing this they need to pay particular attention to any disability that a member of staff may have, and any health and safety problems that may:-

(a) seriously affect him/her;(b) cause his/her condition to deteriorate;





(c) affect his/her work or efficiency.

2. Health Screening

In the interest of health, the Company may require their staff to do the following:-

(a) complete a confidential medical questionnaire;

(b) undertake a medical examination at any time, or have medical examinations for selected employment.

3. Advice

The Company consults with:-

(a) Health & Safety Consultants;

(b) the Company’s medical advisors;

(c) the Employment Medical Advisory Service.

4. Provisions

To help protect their staff and any visitors to the building, the Company will provide the following when deemed to be necessary:-

(a) barrier creams;

(b) cleansing creams;

(c) welfare facilities

- a first aid room- kitchen facilities- a rest room- a smoking area

(d) protective equipment- goggles )- respiratory protective devices ) as identified by risk assessment- plastic/rubber apron )- protective footwear )

5. Smoking Policy

No smoking permitted in any part of the building

6. Drugs and Alcohol Policy

No alcohol or illegal substance storage or consumption on the premises

7. Working Environment





As part of the Company’s on-going policy of monitoring the working environment, they undertake to monitor the activities detailed in this document.

All monitoring will be fully documented in the relevant records in the Log Book as described in the procedures (see Manual C).

3.4.3 Reporting of Accidents

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations require certain types of injuries to be reported to the Enforcing Authority. The Company recognises the importance of reviewing the occurrence of accidents on the premises and, where necessary, reporting them to the Local Authority.

Managers will ensure that all personnel are aware of the following:-

1. All accidents occurring in the workplace must be reported immediately to the N/A. All accidents will be investigated by the N/A and the information analysed to determine the initiating event and relevant contributory factors.

The results of such accident investigations will be followed up with regard to:-

(a) any hazardous equipment/task/process will be removed as a matter of urgency;

(b) systems of work changed if necessary;

(c) employees informed of any lessons learned.

Such steps will be taken in order to prevent a reocurrence or similar incident occurring in the future.

2. The Accident Book must be, and where appropriate the First Aid Treatment Book, completed for injuries sustained. The N/A undertake to analyse the entries in the Accident Book regularly.

3. Where an accident, injury or occurrence is a Notifiable Injury or Dangerous Occurrence, as defined within the Regulations, the Enforcing Authority will be notified according to the Company’s procedure (see Manual C, section 4 Reporting and Recording of Accidents Procedure).





3.4.4 First Aid and Accident Reporting Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsReporting and Recording of Accidents Procedure(S4.FAAR1 - Manual C)

N/A As required

Accident Investigation Procedure(S4.FAAR2 - Manual C)

N/A As required

Check of First Aid Boxes Contents Procedure(S4.FAAR3 - Manual C)

N/A Weekly/Monthly

Emergency Procedure (Guidelines)(S5.FPEP1 - Manual C)

N/A As required

ReviewFirst Aid and Accident Reporting Procedures Review(S4.FAAR4 - Manual B)

N/A Annually





3.5 Fire Prevention and Emergency Procedures

Contents


3.5.2 Fire Instruction and Drills

3.5.3 Fire Prevention and Emergency Procedures






All employers are required under the Management of Health and Safety at Work Regulations 1999, to ensure that they have adequate procedures to ensure the safety of all appropriate personnel in the event of serious or imminent danger to persons at work.

The Company recognises that procedures for dealing with both the prevention and control of such situations are of vital importance. They recognise that emergencies are less likely to happen if proper Health and Safety procedures are in force. Appropriate staff have been nominated to be responsible for co-ordination in the case of emergencies. The Company has planned evacuation procedures which are rehearsed by suitable drills.

The Company takes suitable precautions to prevent fire, including regular inspections of electrical systems and defining a ‘No-Smoking’ policy.

The following briefly notes the relevant procedures.

3.5.2 Fire Instruction and Drills

1. All employees will be instructed and trained to ensure that they understand the fire precautions and the action to be taken in the event of fire. This will include persons engaged on regular duties outside normal working hours, for example cleaners. The aim will be to ensure that all staff receive instruction and training appropriate to their responsibilities in the event of an emergency.

2. Instructions will be given frequently by a ‘competent person’ preferably twice a year.

3. Instruction and training are described in section 5, Fire Emergency Procedure in Manual C.

4. In addition to the above, certain members of staff will be instructed and trained in any particular matters to their specific responsibilities at the time of a fire, for example Fire Warden.

5. Such details, necessary to show that training and instruction has been given, must be recorded.

6. One person will have overall responsibility for co-ordinating the actions of the staff in the event of fire.

7. In conspicuous positions in the premises, notices will be displayed stating, in concise terms, the essentials of the action to be taken upon discovering a fire and on hearing the fire alarm.

8. The building has a full fire alarm installed with call points at readily accessible locations throughout the premises. The alarm is tested weekly and records are kept. A full examination of the system is carried out at least annually by a ‘competent person’ and details are recorded in the Fire Equipment Maintenance Record in the Log Book.





9. An emergency lighting system is installed in the premises and weekly checks are carried out and recorded. More thorough checks are carried out and recorded quarterly by maintenance contractors.

10. Fire extinguishers and other fire fighting equipment is provided in various, easily accessible locations. All equipment is serviced at least once a year and records are kept. Regular checks are carried out by staff to ensure that all fire extinguishers are wall mounted in their designated locations and are not obstructed in any way.

11. All means of escape are clearly marked and daily checks are carried out by staff to ensure all such signs are in place.

3.5.3 Fire Prevention and Emergency Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsEmergency Procedure(S5.FPEP1 - Manual C)

N/A As required

Fire Instruction and Drill Procedure(S5.FPEP2 - Manual C)

N/A As required

Fire Equipment and Escape Route Inspection Procedure(S5.FPEP3 - Manual C)

N/A Daily/weekly

Fire Emergency Procedure(S5.FPEP4 - Manual C)

N/A As necessary

Natural Disasters and Dealing with Broken Glass Procedure(S5.FPEP5 - Manual C)

N/A As necessary

ReviewFire Prevention and Emergency Procedures Review(S5.FPEP6 - Manual B)

N/A Annually





3.6 Office and General Workplace Safety

Contents


3.6.2 General Maintenance

3.6.3 Ventilation

3.6.4 Temperature

3.6.5 Cleanliness and Waste Materials

3.6.6 Workstations and Seating

3.6.7 Floors and Stairs

3.6.8 Risk of Falls and Falling Objects

3.6.9 Windows

3.6.10 Window Cleaning

3.6.11 Smoking Signs

3.6.12 Signage

3.6.13 Facilities for Rest and to Eat Meals

3.6.14 Drinking Water

3.6.15 Sanitary Conveniences and Washing Facilities

3.6.16 Changing Facilities

3.6.17 Protection of Young People at Work

3.6.18 Disability and Health and Safety

3.6.19 Lone Working

3.6.20 New, Nursing or Expectant Mothers

3.6.21 General Workplace Safety Procedures






The Workplace (Health Safety and Welfare) Regulations 1992 require every employer to ensure that every workplace, modification or extension, complies with the requirements of the regulation.

The Company recognises that these Regulations, together with the Office, Shops and Railway Premises Act 1963, set down minimum requirements which all workplaces must adhere to and undertake to comply with those requirements.

The Company specifies both the inspection and maintenance work required to maintain safe working areas and the working procedures required for potentially hazardous work.

3.6.2 General Maintenance

The Company will ensure that the work areas of the building and the whole of the workplace, and the equipment contained therein are maintained in efficient working order and in a good state of repair.

A defect fault reporting procedure has been implemented.

The majority of repair and maintenance work will be carried out by contractors from the Approved List of Contractors. A record of all maintenance and repair work will be held in the Action Record in the Log Book (see Manual C, section 14) .

Fire protection safety and provisions for the safety of building services and equipment contained and used therein will be recorded in the Log Book.

3.6.3 Ventilation

It is a requirement that effective and suitable provision be made to ensure that every enclosed workplace is sufficiently ventilated. The type of ventilation used will vary between work areas, depending on the activities being undertaken there. The types include natural dilution, mechanical (exhaust) and air conditioning.

3.6.4 Temperature

It is a requirement that the temperature in all office environments be reasonable during working hours. The temperature should be at least 160C. Thermometers are available at convenient locations within the workplace so that the temperature can be checked.

3.6.5 Cleanliness and Waste Materials

Every workplace and equipment therein must be kept clean and refuse must not be allowed to accumulate, except in suitable receptacles. Any spillage must be cleaned up immediately to avoid slip hazards and all refuse must be stored in the bins provided. A contract cleaning company is engaged to clean work areas of the premises on a daily basis. The premises will be inspected at the required frequency by the N/A and any accumulations removed by staff on the premises. Any accumulations that cannot be dealt with quickly must be reported to the N/A so that the necessary action can be taken.





3.6.6 Workstations and Seating

All working areas must be arranged so that the person required to work there can do so safely and comfortably. Work materials, equipment and telephone should be within easy reach, without undue bending or stretching.

Employees should only use comfortable seats which give full support to their backs and, if required, a foot rest or an arm rest should be provided.

Any problem with any part of an employee’s working area must be reported to the N/A as soon as possible.

3.6.7 Floors and Stairs

Nearly 20% of all accidents reported to the HSE involve slips, trips or falls on a level. The costs are enormous and can result in serious injury to the victim. In order to reduce the risks of such accidents, the Company will attempt to identify any hazards which could result in falls. The N/A will carry out and record regular hazard inspections. All staff must endeavour to ensure that the workplace is maintained in a clean and tidy condition. Adequate lighting is also essential, as poor lighting can obscure slip or trip hazards. All floors within the workplace need to be suitable for the activity that is taking place, for example, they need to be strong enough to carry the loads placed on them.

The floor surface, carpet, tiles etc. also need to be kept in good condition to prevent people tripping or falling. For this reason, any damaged areas, holes, rips, missing tiles, etc., need to be reported straight away to the N/A so that action can be taken as soon as possible. Similarly, stairs, stair coverings and handrails need to be kept in good condition.

The following precautions must be taken to prevent slips:

The floor will be regularly swept or vacuumed to remove any objects which could cause slips.

Appropriate non-slip sealers, polishes, etc. will be used on the floor surface.

Appropriate barriers, signs, notices etc. will be used to warn of spillage and to keep people off areas being washed or polished, until treatment is complete and the floor is dry.

Prompt action will be taken to repair or replace damaged coverings or floor surfaces.

Open sides of staircases will be securely fenced with a minimum of an upper rail at 900mm and a lower rail.

The premises will be inspected at the required frequency by the N/A, and the necessary arrangements will be made such that any holes, bumps or uneven areas of floor resulting from damage by age or wear and tear, which may cause a person to trip or fall, will be repaired. Until they can be repaired, good adequate precautions, such as barriers or conspicuous marking, will be provided in order to prevent an accident. These will be put up by the N/A who will ensure that they are kept visible, and in the correct position. Any missing or insecure handrails will be replaced or repaired as necessary.

Special care must be taken with stairs. The staircases within the premises are deemed to be satisfactory and must be maintained in that condition. All the steps are of uniform tread-depth and rise-height for safety and ease of climbing and non-slip nosings are provided. An easily gripped handrail is also provided to at least one side of each staircase depending on the staircase width.





3.6.8 Risk of Fall and Falling Objects

Unprotected edges such as stairwells, storage areas or raised platforms present a danger to employees and others visiting the premises.

Where there is a possibility that a person may fall 2 metres or more, secure railing should be provided. Railing should be at least 1100mm above the surface from which a person might fall. The railing needs to be suitably infilled so that nobody can fall under the guard rail.

Where roof work is required, steps shall be taken to ensure that the roof maintenance contractors concerned take the required precautions. For further information see section 11 Roof Work Procedure in Manual C.

Due to the particularities of the roof and the high number of levels, contractors should be vetted first on their safe systems of work.

3.6.9 Windows

All windows need to be kept in good working order. It is important that they can be reached and open safely without the danger of falling out.

Any damage to windows, such as broken stay restrictions, cracked or broken panes or broken catches, must be reported to the N/A as soon as possible so that corrective action can betaken.

3.6.10 Window Cleaning

Window cleaning to the premises is co-ordinated by window cleaning contractors. The Company has undertaken to provide the best method by which the inside and outside of windows to all parts of the building can be cleaned. Eyebolts for harnesses have been provided at appropriate points throughout the building to enable the window cleaning contractors to carry out the cleaning operation safely.

The eyebolts are checked and maintained regularly by maintenance contractors. Records of these visits are entered in the Anchor Point Inspection Record in the Log Book (see Manual C).Prior to each cleaning the Window Cleaning Checklist in the Log Book is filled in by the N/A.

It is the responsibility of the window cleaning contractors to ensure that contract cleaners always use harnesses that have been identified as safe and use a safe system of work.

3.6.11 Smoking Signs

Where appropriate, signs specifying the Company’s smoking policy shall be erected at prominent locations throughout the premises. The N/A is responsible for having ‘No Smoking Signs’ erected where appropriate, and ensuring that the ‘no smoking’ policy is adhered to.

3.6.12 Signage

Appropriate signage will be posted by the N/A to include the following:

- Fire exits signs;





- Drinking water signage;- Health and Safety at Work law poster;- Abrasive wheels regulations abstract; - Signs prohibiting unauthorised entry to lift motor room, boiler room, water tank

room.

3.6.13 Facilities for Rest and To Eat Meals

Employers are required to provide suitable and sufficient facilities for employees to rest and to eat meals in the workplace. For workers in offices it is quite acceptable for work seats in the work area to be used.

Employers are also required to provide rest facilities for pregnant women and nursing mothers. The N/A is responsible for identifying a suitable area should this situation arise.

3.6.14 Drinking Water

A supply of drinking water is provided at labelled outlets on each floor for use by staff and visitors. Any water which is supplied via water storage tanks will be well covered, kept clean and tested and disinfected regularly. For further information on water treatment, refer to section 10 in Manual C.

Any problems identified with the drinking water, whether it be discoloration, disconnection or insects should be reported to the N/A who will contact the appropriate body to deal with the problem.

3.6.15 Sanitary Conveniences and Washing Facilities

A sufficient number of sanitary conveniences and washing facilities have been provided for male and female staff at the premises.

All sanitary conveniences have wash hand basins in the immediate vicinity of the sanitary conveniences, with hot and cold water, soap, warm air hand dryers, paper disposable towels and bins for the disposal of sanitary dressings.

All sanitary conveniences will be checked as required by the N/A who will ensure that they are in good working order and make arrangements for remedial if defects are found.

Should employees notice any defects such as blockages, broken flush handle, leaking system, lack of paper towels, broken hand dryers, etc., the N/A should be notified as soon as possible so that the problem can be remedied.

3.6.16 Changing Facilities

A changing room will be provided for those workers who change into special work clothing or whose clothes may become contaminated by a harmful substance.

The facility will be readily accessible from workrooms and eating areas and will contain adequate seating.

3.6.17 Protection of Young People at Work





Young persons may be particularly vulnerable to unfamiliar risks which they may encounter in workplaces. The Company recognises the importance of protecting young persons at work and will ensure that risk assessments are undertaken on young persons and appropriate controls implemented.

3.6.18 Disability and Health and Safety

The Company will endeavour to ensure that provision is made in the workplace for people with disabilities to ensure their health and safety. This will include access, egress, telecommunication, signage and workstation design. Special arrangements will be made for their evacuation during fire drills. To ensure your safety and the safety of others while at work ensure you report any disability to the N/A and the appropriate procedures will be implemented.

3.6.19 Lone Working

The Company recognises that on occasions workers may be working in isolation which may increase their risk of accident/injury e.g. occupational violence. To minimise this risk the Company will ensure risk assessments are undertaken on those staff who are categorised as lone workers and will implement controls to ensure their safety.

3.6.20 New, Nursing or Expectant Mothers

The Company recognises that new, nursing or expectant mothers may require special health and safety requirements and to meet these need will ensure risk assessments are undertaken to determine adequate control measures. To assist the Company, new, nursing or expectant mothers should ensure the N/A is notified of their condition so a risk assessment can be undertaken.

3.6.21 General Workplace Safety Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsMaintenance of Workplace Procedure (S6.OGWS1 - Manual C)

N/A Daily/Weekly

Window Cleaning Procedure(S6.OGWS2 - Manual C)

N/A As required

DSE Assessments Procedure(S6.OGWS3 - Manual C)

N/A As required

Roof Access and Egress Procedure(S6.OGWS5 - Manual C)

N/A As required

Hot Work Procedure(S6.OGWS7 - Manual C)

N/A As required

Asbestos Discovery, Planned Removal and Refurbishments Procedure (S6.OGWS8 - Manual C)

N/AN/A

As required

Lone Working Procedure(S6.OGWS9 - Manual C)

N/A As required





Disability and Health and Safety Procedure (S6.OGWS13 - Manual C)

N/A As required

New, Nursing and Expectant Mothers Procedure(S6.OGWS14 - Manual C)

N/A As required

Personnel Required to Work Abroad Procedure(S6.OGWS15 - Manual C)

N/A As required

Non-ionizing Radiation Procedure(S6.OGWS16 - Manual C)

N/A As required

Protection of Young People at Work Procedure (S6.OGWS17 - Manual C)

N/A As required

ReviewOffice and General Workplace Safety Procedures Review(S.6.OGWS18 - Manual B)

N/A Annually





3.7 Electrical Safety

Contents


3.7.2 Portable Electrical Appliances

3.7.3 The Electrical Installation

3.7.4 Permits to Work

3.7.5 Additions to The System

3.7.6 Electrical Safety Procedures






The Electricity at Work Regulations 1989 require employers to ensure that all electrical systems and equipment are of such a construction, and maintained and used so as to prevent as far as reasonably practicable, any danger.

The main dangers presented by the use of electricity in the Company’s building arise from shock, fire and burning. Additional hazards arise from trips over trailing leads and the malfunction of equipment through electrical faults. It is the Company’s policy that all faulty and damaged equipment is reported and not used again until it has been repaired or replaced.

It is also the Company’s policy to ensure that electrical equipment and the electrical installation are serviced, maintained and inspected on a regular basis.

As appropriate, the Company specifies Permit to Work procedures, which are designed to ensure the safety of all staff when work is being carried out on hazardous operations.

The Company’s policy is to ensure all new or refurbished electrical installations are carried out by competent contractors and tested adequately before being commissioned.

Details of these arrangements are described in the procedures (see section 7, Electrical Safety in Manual C). Further details of who is responsible for ensuring all maintenance, servicing and inspections are undertaken are given in 3.7.6.

As an additional control measure, the Company will continue to ensure that the risk assessment is updated regularly, particularly if there is a change in the nature of the electrical equipment used.

3.7.2 Portable Electrical Appliances

Portable electrical equipment generally refers to any electrical equipment that can be moved. It may include items that would not normally be considered portable, such as photocopying machines or computer equipment.

All portable equipment needs to be serviced, maintained and inspected regularly, depending on the equipment concerned and how it is used.

Checks and inspection can be categorised into two types: visual inspection and electrical servicing.

Visual Inspections

Periodic visual inspections will be carried out by a suitable trained member of staff or Contractor..

The purpose of a visual inspection is to ensure that any equipment with obvious damage is identified and removed from use.

A simple visual inspection should follow a checklist. Each piece of portable equipment has been given a unique reference number so that it can be easily identified..

The N/A is responsible for ensuring that a checklist is filled in for each piece of equipment as often as specified and the Non-Portable Electrical Equipment Visual Inspection Record, Portable Appliance Inspection Record, Portable Appliance Register, Portable Appliance Testing Record, Excess Current Protection Device Service Record in the Log Book in Manual C are maintained as described in section 7, Manual C.





Electrical Servicing

Electrical servicing will be undertaken by a competent electrician to check the electrical integrity of the equipment.

The Company undertakes to ensure that the electrical contractors are competent and their methods of work fully comply with the requirements of the latest edition of the I.E.E. Regulations.

Records of all servicing undertaken will be entered in the Electrical Supply and Distribution System Service Record and Oil filled Switchgear Service Record in the Log Book as described in the Procedure.

3.7.3 The Electrical Installation

This generally refers to the electrical system that distributes electricity around the building and includes all fixed office equipment and sockets. Any fixed equipment plugged into the system may also be considered part of the installation.

The Company undertakes to ensure that the electrical installation will be serviced regularly by a competent electrician.

The date of the next inspection should given in the Electrical Supply and Distribution System Service Record and Oil filled Switchgear Service Record in the Log Book.

Copies of all the electrical inspections will be kept in the Log Book. The N/A will be responsible for ensuring that all records are entered and maintained.


The need for specialist safety control systems and Permits to Work will be identified, e.g. work on lifts, or on, or in the vicinity of the live electrical installation.

The Company has identified which situations will require contractors to obtain a permit before undertaking the work.

The N/A is responsible for ensuring that these works are only undertaken after a permit has been issued. A ‘competent person’ is responsible for issuing the permit. Signs will put up at the vicinity of the work area to inform all visitors to the building of the danger.

The ‘Competent Person’ is also responsible for signing off the permit, and the N/A for recording details of all work done in the Action Record in the Log Book (see Manual C).

3.7.5 Additions to The System

If there are any additions to the electrical system, e.g. following an extension to the building, the N/A is responsible for placing the commissioning certificate with the Log Book in Manual C, after it has been forwarded to him by the electrical contractors.





3.7.6 Electrical Safety Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsPortable Appliance Testing and Inspection Procedure (S7.ES1 - Manual C)

N/A Quarterly

Portable Appliance Register Procedure (S7.ES2 - Manual C)

N/A Quarterly

Visual Inspection of Non-Portable Electrical Equipment Procedure(S7.ES3 - Manual C)

N/A Monthly

Electrical Installation Servicing Procedure(S7.ES4 - Manual C)

N/A As indicated

Changing of Lightbulbs Procedure(S7.ES5 - Manual C)

N/A As required

Electricity at Work Safe Working Procedure (S7.ES6 - Manual C)

N/A When work is carried out

Permits to Work Procedure(S11.CP3 - Manual C)

N/A As required

ReviewElectrical Safety Procedures Review (S7.ES7 - Manual B)

N/A Annually





3.8 Plant, Machinery and Equipment Procedures

Contents


3.8.2 General

3.8.3 Work Equipment

3.8.4 Control of Personal Protective Equipment

3.8.5 Plant and Machinery Safety Procedures






The Provision and Use of Work Equipment Regulations 1998 require that all work equipment used on the premises and/or provided by the employer complies with the requirements of the regulation.

The Company has a duty to ensure that all items of work equipment provided to their employees and the self-employed comply with the above regulation. The Company also has a legal responsibility to ensure that items of plant such as lifts also comply with these Regulations.

The Company will endeavour to ensure that all work equipment is suitable by design, construction or adaptation for the purpose for which it is used or provided. The Company will also ensure that it is suitable for use in the place it was intended and in accordance with the manufacturer's instructions. New items of equipment must be requested and approved the Designated Person who will ensure that the correct choice of equipment is made.

The Company recognises and takes active steps in providing suitable training, safe work systems and a safe working environment to ensure compliance with the regulations. The procedures included in Manual C define the method of reporting any defects which are discovered on the work equipment.

3.8.2 General

The planned preventative maintenance of larger items of plant and equipment, such as the boiler and lifts, will be recorded by the Designated Person or a Contractor and monitored through the Health and Safety Management Control System.

Where the use of work equipment involves specific risks to health and safety, the use of that equipment will be restricted to only those persons given the task of using it. These persons are designated to repair, modify, maintain or service such equipment. The Company will also ensure that such persons have received adequate training to carry out the tasks they arerequired to perform.

3.8.3 Work Equipment

The Company will endeavour to ensure that all work equipment is maintained in an efficient working order and in good repair. An inventory of work equipment used by staff will be prepared and kept up to date by the Designated Person. Regular checks of all such equipment will be carried out by the Designated Person, and a record of such checks and any maintenance carried out will be kept in the Ladder and Stepladder Inspection Record, Rubbish Compactor Bin Maintenance Record, Fork Lift Truck Maintenance Record, Portable Scaffold Towers Inspection Record , record sheet in the Log Book. Any defects in equipment noted must be reported immediately to the Designated Person for appropriate action.





3.8.4 Control of Personal Protective Equipment (PPE)

The Company recognises that with some tasks PPE may be required to be used to assist in minimising exposure to risks. These tasks may include the handling of hazardous substance or the use of abrasive wheels.

The Designated Person will ensure that suitable PPE is supplied to those persons requiring it and ensure that persons are trained in their use.

Employees should ensure the PPE is well maintained and report any defects to the Designated Person who will ensure the PPE is repaired or replaced.

3.8.5 Plant and Machinery Safety Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsLift Servicing & Safety Procedure (S8.PME1 - Manual C)

N/AN/A

6 Monthly

Control of Personal Protective Equipment Procedure(S8.PME3 - Manual C)

N/A At regular intervals

ReviewPlant, Machinery and Equipment Procedures Review(S8.PME7 - Manual B)

N/A Annually





3.9 Safe Methods of Work

Contents


3.9.2 Safe Use of Ladders and Stepladders

3.9.3 Manual Handling


3.9.5 Safe Methods of Work Procedures






The Company recognises the need and has implemented procedures accordingly to ensure that staff are trained in the correct methods of work and that equipment is selected, stored and inspected correctly.

The Company’s procedures specify a system of reporting for defects in both equipment and systems.

3.9.2 Safe Use of Ladders and Stepladders

The Health and Safety at Work etc. Act 1974 requires all employers to establish safe systems of work for the use of items of plant and equipment used at work, including ladders and stepladders.

Every year many people are injured, some fatally, whilst using ladders and stepladders whilst at work. More than half of the accidents occur because ladders are not securely placed or fixed, and of these many happen when the work is of 30 minutes duration or less. Other causes of accidents include climbing with loads, overreaching or overbalancing which indicate that ladders are used when other equipment may be more suitable. Some accidents are caused by grease, oil or some other slippery substance transferred to ladder rungs on the soles of the user's boots. The Company recognises the seriousness of injuries that may be caused through unsafe systems of work and it is important that the relevant procedures in Manual C section 9 are read, understood and used by all personnel required to use ladders and/or stepladders.

3.9.3 Manual Handling

The Manual Handling Operations Regulations 1992 require all employers so far as reasonably practicable, to avoid the need for their employees to undertake any manual handling operation that involves a risk of their being injured.

The Company recognises the seriousness of injury caused through the use of poor manual handling techniques.

Over a third of all accidents reported each year to the HSE and local authorities arise from manual handling - the transporting or supporting of loads by hand or by bodily force. It is important that employees understand and use the relevant procedure for their safety (see section 9, Manual Handling Assessment Procedure in Manual C). Manual Handling Assessments within the Company will be carried out by the N/A.


From time to time contractors will be required to attend the premises to undertake maintenance work. Where this work is deemed to be hazardous the Company has implemented a Permit to Work System. A Permit to Work ensures the contractor is undertaking the work in a safe manner and minimising risks to themselves and others around them. A Permit to Work is generally required for such jobs as confined spaces, electrical work and roof work.





The N/A will issue Permits to Work to contractors.

3.9.5 Safe Methods of Work Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsCorrect Use of Ladders and Stepladders Procedure(S9.SMW1 - Manual C)

N/A As required

Maintenance, Marking & Inspection of Ladders and Stepladders Procedure(S9.SMW2 - Manual C)

N/A Weekly

Manual Handling Assessment Procedure (S9.SMW3 - Manual C)

N/A As required

Permits to Work Procedure(S9.SMW5 - Manual C)

N/A As required

ReviewSafe Methods of Work Procedures Review(S9.SMW6 - Manual B)

N/A Annually





3.10 Hazardous Substances (COSHH)

Contents


3.10.2 Assessment

3.10.3 Legionella and Water Quality

3.10.4 Hazardous Substances Procedures






The Control of Substances Hazardous to Health Regulations 2002 (COSHH) state that no work which may expose anyone to substances which are hazardous to health shall be carried out unless an assessment has been carried out, and the necessary controls implemented.

Hazardous substances are used at the premises and are to be used only by staff and contractors who have been correctly trained in how to use such substances. Hazardous substances include the control of Legionella.

The Company recognises that certain substances are hazardous and undertakes to ensure that only trained personnel use these substances.

Hazardous substances are identified in the risk assessment. Before using any hazardous substances the risk assessment should be checked to ensure that any necessary work has been carried out.

Any member of staff who has any doubts about using any hazardous substances, should consult the N/A so that appropriate action can be taken.

3.10.2 Assessment

There is a responsibility to ensure that assessments are carried out on new substances coming on the premises. The assessments will be carried out by a ‘competent person’ who has received appropriate training. However, when required, a qualified Health and Safety practitioner can make any overall assessment. COSHH assessments within the Company will be undertaken by the N/A.

The COSHH assessment involves reviewing the risks of using any substances which are hazardous to health while at work. These substances include all those which have a 'potential' to cause harm to people's health. They can be gases, vapours, liquids, fumes, dusts and solids and can be parts of a mixture of materials. They can also be micro-organisms.

An appointed ‘competent person’ will decide when monitoring might be necessary.

3.10.3 Legionella and Water Quality

The Company recognises that the COSHH Regulations cover the assessment and control of bacteria, such as Legionella, that can cause Legionellosis, including Legionnaires' disease. It is therefore important that any areas that may encourage the growth of Legionella are controlled. Legionella grows in water systems, such as storage tanks and shower heads, therefore random sampling of water systems and services may be required to monitor the efficiency of the water treatment. Sampling should be done in compliance with Health and Safety Guidance 70 [HS(G)70] and takes the form of dip slide tests at a frequency outlined in the guidance document.

Sampling will be carried out by N/A who is experienced in sampling and also interpreting the results.

The N/A is responsible for maintaining all records of visits to the premises and treatments undertaken by the Water Treatment Contractor and other contractors in the Water Quality Preventative Measures Inspection Record, Air Conditioning System Water Testing Record,





Calorifier(s) Inspection Record, Water Temperature Inspection Record, Water Systems Legionella Inspection Record in the Log Book (see Manual C).

For additional areas such as cleaning and maintenance, where a contractor is not specified, the N/A will be responsible for ensuring that the works are carried out, and details entered in the Maintenance of Workplace Checklist in the Log Book.

The Company undertakes to take precautions to control the growth of Legionella whenever:-1. the water systems incorporate a cooling tower;2. the water systems incorporate an evaporative condenser;3. the hot water services, except where the volume of hot water in the system does not

exceed 300 litres;4. the hot and cold water services where occupants are particularly susceptible, e.g.

location; 5. the humidifiers, shower heads and air washes which create a spray of water and

droplets and in which the water temperature is likely to exceed 20oC;6. the other plant and systems containing water which is likely to exceed 20oC and which

can release a spray or aerosol during operation or when being maintained or tested, e.g. sprinkler systems.

3.10.4 Hazardous Substances Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsLegionella Assessment Procedure(S10.HZS2 - Manual C)

N/A Quarterly

COSHH Control Arrangements/ Assessments Procedure(S10.HZS3 - Manual C)

N/A As required

Water Quality Control Measures Procedure (S11.CP3 - Manual C)

N/A As required by the Risk Assessment

ReviewHazardous Substances Procedures Review (S10.HZS4 - Manual B)

N/A Annually





3.11 Contractors

Contents


3.11.2 Choosing a Contractor

3.11.3 Contractor Procedures






Under the Management of Health and Safety at Work Regulations 1999, the Companyis responsible for the co-ordination of health and safety within the building. It is, therefore important that the Contractors used by the Company are co-ordinated and controlled in order to ensure that competent persons are used.

The Company will take suitable steps to choose, co-ordinate and monitor contractors to ensure their competence and their ability to follow good Health and Safety practices.

3.11.2 Choosing a Contractor

When compiling a list of Approved Contractors to be used on the premises, or when judging whether to invite a Contractor to tender, it is important that health and safety factors are considered.

Contractors or potential contractors should only be included in the list if they show competence in the management of health and safety matters. A pre-tender assessment should be carried out to ensure that a competitive price is not achieved at the expense of health and safety. Such an assessment should be applied to small as well as large contractors and should consider management attitude and policy.

A Contractor with the correct management attitude should be willing to provide information on past performance, policies, assessments and safe working procedures for the work to be carried out.

Contractors with five or more employees are required by law to have a written health and safety policy and a copy should be obtained. This should not only include the Company’s Statement of Intent, but detailed, well prepared arrangements. The policy should be a working document with provisions for monitoring its effectiveness and therefore subject to amendment and updating as appropriate. The document should be signed and dated by the Director or Partner having overall responsibility for health and safety. Should there be any doubt as to the suitability of a health and safety policy, then referral to a Health and Safety Consultant should be made.

The Choosing and Appropriate Contractor Procedure described in section 11 (see Manual C) details the Safety Rules for Contractors. The guidelines described in the procedure must be given to all Contractors prior to the commencement of work on the building. All Contractors are required to read this document carefully and sign the Declaration Form which states that they have read and understood the Safety Rules.

Where Contractors are required to visit the premises on a regular basis, this procedure needs only be carried out initially, but may be required to be repeated should there be any changes in the Company’s activities, etc.





3.11.3 Contractors Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperationsRoof Work Procedure(S11.CP1 - Manual C)

N/A As required

Choosing an Appropriate Contractor Procedure(S11.CP2 - Manual C)

N/A As required

Permits to Work Procedure(S11.CP3 - Manual C)

N/A As required

ReviewContractors Procedures Review(S11.CP4 - Manual B)

N/A Annually



27/05/2010 Issue Number: 1 Section 3.12


3.12 Tenants

Contents


3.12.2 Tenants Procedures



27/05/2010 Issue Number: 1 Section 3.12



The Management of Health and Safety at Work Regulations 1999 require persons in control of a place of work, and employers who share a building with another employer to co-operate as far as is necessary to enable them to comply with relevant statutory provisions.

As the Building consultancy has overall responsibility for managing the premises, a suitable method of liaising with tenants where necessary has been set up.

Tenants will be informed of all changes in the Building consultancy’s Policy where necessary, and emergency and first aid measures for the premises.

An appropriate method whereby tenants may report defects in the premises has also been devised.

For further information see Tenants Procedures in section 12 of Manual C.

3.12.2 Tenants Procedures


PROCEDURE RESPONSIBILITY FREQUENCYOperations





3.12 Visits From Enforcement Officers

Contents


3.13.2 Visits from Enforcement Officers Procedure






The Health and Safety at Work etc. Act 1974 conveys certain powers on Inspectors who are appointed by the relevant enforcing body, in order that they may ensure that the relevant statutory requirements are complied with.

It is the intention of the Company to comply fully with all enforcement officers who visit the premises. For this reason it is important that all required documentation, including this manual, be maintained and kept up to date.

Details of the power conferred on inspectors together with details of the penalties for failure to comply with the legislation are given in Manual A. The correct procedure to follow in the event of an Enforcement Officer visiting the building is given in Manual C (see section 13, Visits From Enforcement Officers Procedure).

3.13.2 Visits From Enforcement Officers Procedure

The following procedure is involved with the responsibilities shown.

PROCEDURE RESPONSIBILITY FREQUENCYOperationsVisits from Enforcement Officers including Visitation Sheets(S13.GEN1 - Manual C)

N/A As required





SECTION 4.0

Quality Control and Total Quality Management in Health and Safety

In all systems where companies have to describe the way they work and how people work together, it is necessary that the standards of work are checked and, where possible, improved upon. Only in this way can companies be certain that the working environment becomes progressively a safer place. To ensure that changes in the building layout, user arrangements or the Law are covered, the procedures explained in this manual must be amended accordingly.

Quality control is applied to the Health and Safety system to ensure that not only the present procedures are being carried out efficiently but are also being developed and improved.

Quality control and improvement is not someone else’s job, it is a responsibility of everyone to play their part.

The procedures have been written so that not only do they cover the operational things to do, for example checking fire escapes regularly or water systems for bacteria levels, but also to ensure that these checks are being done regularly and reviews are carried out by senior managers. The aim is to ensure that the Health and Safety Management Control System is still relevant to the Company’s needs.

The phrases below illustrate the connection between these aspects:-

Operational- Ensuring that things are working.

Checking - Ensuring that routine operations are carried out.

Reviewing - Ensuring that the right things are being checked.

The procedures required to carry this out are given in Manuals B and C. Each part being specifically written for people at each level in the Company.





SECTION 5.0

Competency Training For Health and Safety

The Management of Health and Safety at Work Regulations 1999 requires employers to appoint one or more competent persons to assist him in undertaking the measures he needs to take to comply with the relevant statutory provisions.

A person shall be regarded as ‘competent’ for the purposes of the above where he/she has sufficient training, experience, knowledge or other qualities that enable him/her to properly assist in undertaking the measures referred to in the above paragraph.

The Company has engaged Ark Workplace Risk Ltd, a consultancy who is competent within the scope to advise on Health and Safety at Work etc. Act 1974 and all related Health and Safety Legislation, Regulations and Associated Legislation, in the capacity of advising on the provisions of Health and Safety Law. It is important that the last Risk Assessment, including the Audit, is referred to and, where personnel are not designated as competent person(s) to carry out an activity, an ‘approved contractor’ will be employed.

The Company will ensure that Contracts of Employment for designated competent persons include all likely types of activities in addition to making a reference to the responsibilities outlined in the Procedures.

A very important part of the effective implementation of the Health and Safety Programme lies in the proper and up to date training of all those involved in the programme. To ensure that this is done, a systematic approach to training is taken: from the initial induction training for each new employee to the completion of a comprehensive training programme covering all the relevant health and safety aspects of working on the premises for ‘appointed personnel’. To allow for monitoring and recording, each employee has been issued with a staff training record card detailing each segment of training completed.

In this way the Company meets its legal requirements to ensure that its employees are able to carry out the requisite Health and Safety Procedures.

To implement this policy, a record is kept of the relevant skill and experience of everyone involved, together with a record of training given in all Health and Safety related aspects. In this way a complete dossier of the skill and training accomplishments of all staff is maintained. These records form the basis for an annual review of training needs to ensure that all the required skills and knowledge are available to ensure the efficient maintenance of the Company’s Health and Safety Procedures and that the Company’s management continue to meet their legal obligations.





SECTION 6.0

Health and Safety Management Control System

1. This is the System which prompts the Designated Person/Duty Holder to carry out a procedure and/or review it.

2. The Health and Safety Management Control System must be initiated by the Designated Person/Duty Holder to confirm that the procedure or review has been carried out. This will provide documented confirmation to the Manager responsible that the procedure’s requirements have been complied with.

3. Every month each Designated Person will send to the Line Manager responsible a copy of their Management System together with any outstanding Action Record sheets, Non-compliance and Variation Reports, Document Control Reviews, Work Requisition forms, Enforcement Officer’s Visiting sheets, or any other records which show details of the area of non-compliance, inspection failure or any other exceptional items related to Health and Safety.

4. As the information flows upwards through the Company, it covers all the relevant Health and Safety tasks required to be achieved at each level in the Company during the month. Each subsequent upward level adds the reports from the lower levels to his/her own so that at the top level a comprehensive report covering all levels in the Company is obtained.

5. The system has been designed to allow management to control Health and Safety matters and to demonstrate that all reasonable care has been taken in ensuring that the Health and Safety duties are properly delegated and carried out with appropriate action where required.

6. This is further demonstrated in the following information flow chart.



6th July 2010 Issue Number: Section 6.0


Health & Safety Management Control SystemInformation Flow Chart

Provides report on observations and reviews

Collects report on observations and reviews

FINANCIAL DIRECTOR

OFFICE MANAGERprepares a monthly summary of his Health & Safety Management Control System

Risk Management and Control Procedures Review

Annual Management Summary



27/05/2010 Issue Number: 1 6.0

KEY: D - Daily; W - Weekly; 2W - 2 Weekly; M - Monthly; Q - Quarterly; 6M - 6 Monthly; A - Annually, VAR - Variable (as required)


Health & Safety Management Control SystemManagement Summary

Responsibility of: Financial Director

Procedure Topic Frequency1st

Review Date

1 2 3 4 5 6 7 8 9 10 11 12

S2.RMAC1 Risk Assessments Records Review A A

S3.T3 Training Procedures Review A A

S4.FAAR4 First Aid & Accident reporting Procedures Review

A A

S5.FPEP6 Fire Prevention and Emergency Procedures Review

A A

S6.OGWS18 Office & General Workplace Safety Procedures Review

A A

S7.ES7 Electrical Safety Procedures Review A A

S8.PME7 Plant, Machinery and Equipment Procedures Review

A A

S9.SMW6 Safe Methods of Work Procedures Review

A A

S10.HZS4 Hazardous Substances Procedures Review

A A

S11.CP4 Contractors Procedures Review A A

S13.GEN2 Non-Compliance Procedure VAR

S13.GEN3 Action Record VAR



27/05/2010 Issue Number: 1 6.0




Review Date

1 2 3 4 5 6 7 8 9 10 11 12

S13.GEN4 Variation Procedure VAR



6th July 2010 Issue Number: 1 6.0




Responsibility of: Office Manager


Review Date

1 2 3 4 5 6 7 8 9 10 11 12

S2.RMAC2 Document Control Procedure VAR

S2.RMAC3 Audit Procedure A A

S3.T1 Staff Training Procedure VAR

S3.T2 Induction Training Procedure VAR

S4.FAAR1 Reporting & Recording of Accidents Procedure

VAR

S4.FAAR2 Accident Investigation Procedure VAR

S4.FAAR3 Check of First Aid Box Contents Procedure

W/M W/M W/M W/M W/M W/M W/M W/M W/M W/M W/M W/M W/M

S5.FPEP1 Emergency Procedure VAR

S5.FPEP2 Fire Instruction and Drill Procedure 6M 6M 6M

S5.FPEP3 Fire Equipment & Escape RouteInspection Procedure

D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W

S5.FPEP4 Fire Emergency Procedure VAR

S5.FPEP5 Natural Disasters, Dealing with Broken Glass, Flooding and Storm Damage Procedure

VAR

S6.OGWS1 Maintenance of Workplace Safety Procedure

D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W D/W







Review Date

1 2 3 4 5 6 7 8 9 10 11 12

S6.OGWS2 Window Cleaning Procedure VAR

S6.OGWS3 DSE Assessments Procedure VAR

S6.OGWS6 Working in Noisy Environments Procedure

VAR

S6.OGWS7 Hot Work Procedure VAR

S6.OGWS8 Asbestos Discovery, Planned Removal and Refurbishment Procedure

VAR

S6.OGWS9 Lone Working Procedure VAR

S6.OGWS13 Disability and Health & Safety Procedure VAR

S6.OGWS14 New, Nursing and Expectant Mothers Procedure

VAR

S6.OGWS15 Personnel Required to Work Abroad Procedure

VAR

S6.OGWS17 Protection of Young People at Work Procedure

VAR

S7.ES1 Portable Appliance Testing and Inspection Procedure

Q/6M Q/6M Q Q/6M Q

S7.ES2 Portable Appliance Register Procedure Q Q Q Q Q

S7.ES3 Visual Inspection of Non-Portable Electrical Equipment Procedure

M M M M M M M M M M M M M

S7.ES4 Electrical Installation Servicing Procedure VAR

S7.ES5 Changing of Lightbulbs Procedure VAR VAR







Review Date

1 2 3 4 5 6 7 8 9 10 11 12

S7.ES6 Electricity at Work Safe Working Procedure

VAR

S8.PME3 Control of Personal Protective Equipment Procedure

6M 6M 6M

S9.SMW1 Correct Use of Ladders and Stepladders Procedure

VAR

S9.SMW2 Maintenance, Marking and Inspection of Ladders and Stepladders Procedure

W W W W W W W W W W W W W

S9.SMW3 Manual Handling Assessments Procedure VAR

S9.SMW4 Use of Portable Scaffold Towers Procedure

VAR

S9.SMW5 Permits to Work Procedure VAR

S10.HZS2 Legionella Assessment Procedure Q Q Q Q Q

S10.HZS3 COSHH Control Arrangements/ Assessments Procedure

VAR

S11.CP2 Choosing an Appropriate Contractor Procedure

VAR

S11.CP3 Water Quality Control Measures Procedure

M/A M M M M M M M M M M M M

S13.GEN1 Visits from Enforcement Officers Procedure

VAR

S13.GEN2 Non-Compliance Procedure VAR

S13.GEN3 Action Record VAR







Review Date

1 2 3 4 5 6 7 8 9 10 11 12

S13.GEN4 Variation Procedure VAR

S13.GEN5 Works Requisition Form VAR







Responsibility of: All Employees


Review Date

1 2 3 4 5 6 7 8 9 10 11 12





SECTION 7.0

Other Reporting Documents

7.1 Risk Assessment

This Risk Assessment must be kept up to date and be reviewed if:

(a) there is reason to suspect that it is no longer valid; or

(b) there has been a significant change in the matters to which it relates.

The control measures identify the procedures and records required to assist in the preventative and protective measures.





SECTION 8.0

Procedures for Review

To ensure that the Health and Safety Management Programme is properly monitored, the Health and Safety Procedures included in the following sections have to be reviewed by the designated Duty Holder(s) at the time intervals shown (usually annually).

Each review covers a complete section and each procedure must have a separately documented review report. The reports can all be found in the Review Book in Section 15.



6th July 2010 Issue Number: 1 Section 1

Procedures For Review

Section 2 Risk Management & Control Procedures Review (S2.RMAC4)

Risk Assessment Records Review (S2.RMAC1)

Document Control Procedure (S2.RMAC2)

Audit Procedure (S2.RMAC3)

Section 3 Training Procedures Review (S3.T3)

Section 4 First Aid and Accident Reporting Procedures Review (S4.FAAR4)

Section 5 Fire Prevention and Emergency Procedures Review (S5.FPEP6)

Section 6 Office & General Workplace Safety Procedures Review (S6.OGWS18)

Section 7 Electrical Safety Procedures Review (S7.ES7)

Section 8 Plant, Machinery and Equipment Procedures Review (S8.PME7)

Section 9 Safe Methods of Work Procedures Review (S9.SMW6)

Section 10 Hazardous Substances Procedures Review (S10.HZS4)

Section 11 Contractors Procedures Review (S11.CP4)

Section 12 Tenants Procedures Review (S12.TEN3)

Section 13 Non-Compliance Procedure (S13.GEN2)

Action Record (S13.GEN3)

Variation Procedure (S13.GEN4)

60 Doughty Street Ref.: S.2 - Risk Management & Control 1

Risk Assessment Records Review

6th July 2010 Issue Number: 2 Page 1 of 2


RISK ASSESSMENT RECORDS REVIEW

Object of procedure: To review the findings of previous risk assessments, and to authorise new risk assessments to be carried out as appropriate. To ensure that no new risks are apparent and to review the actions which have been taken on discovery of a new risk.

To comply with Act/Regulation: Management of Health and Safety at Work Regulations 1999

Procedure carried out by: Financial Director(The Duty Holder)

Frequency: Annually

Statutory records required:

Other documents required: Risk Assessment Review Reports, Variation Report, Risk Assessment, Action Plan, Non-Compliance Report

The Duty Holder

Inspects/reviews the relevant records to ensure that:-

they have been completed at the required frequency.

they have been correctly signed off by the responsible person.

the records have been neatly and correctly kept.

deficiencies have been reported in the Action Record, the error corrected and acted upon and a Non-Compliance Report has been completed and filed in the Log Book section. Where deficiencies were found on the first inspection, further reviews will be carried out until the record is acceptable.

Completes and files in the Log Book section a Variation Report (see section 13) whenever there are changes that may affect the application of the procedure.

Ensures that any changes to the procedure’s documentation follow the guidelines set in the Document Control Procedure (see section 2).

Completes and signs off the Risk Assessments Records Review Report in the Review Book showing that the review has been conducted correctly.


Risk Assessment Records Review


1995 Ark Workplace Risk LtdSouthbank House Black Prince Road London SE1 7SJ

ACTION PLAN (Refer to Risk Assessment Report)

Revision Number: ............ Date: .................................

Hazardous Activity Action Required Recommended Target Date

ActualTarget Date Expenditure Action By Date

Completed

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

60 Doughty Street Ref: S.2 - Risk Management & Control 2

Document Control Procedure



DOCUMENT CONTROL PROCEDURE

Object of Procedure:- To ensure that all Health and Safety documents are kept up to date.


Procedure carried out by: Office Manager(The Designated Person)

Frequency: As required.

Statutory records required: Health and safety Policy, Risk Assessment Reports

Other documents required: Procedure Register and Receipt RecordDocument Receipt Form

Control of New Documents

The Designated Person

Identifies the need for a new procedure and/or working instruction and writes the document as appropriate.

Discusses with other members of staff who are involved, to ensure they all understand the new procedure. If necessary, formal training will be planned in accordance with training procedures (see Manual C, section 3).

Arranges preparation of new procedures at issue 1.

Creates new entries in the Document Register and Receipt Record to monitor new documents.

Checks and signs master documents.

Logs, copies and circulates documents.

Enters document details into the Document Register and Receipt Record.

Obtains signatures on the Document Receipt Form as new documents are received.

Control of Amended Documents


Arranges revision of procedures or manual selection (retaining copy of previous issue) ensuring issue number is amended.

Identifies the area of change by a suitable marking.





Makes appropriate amendments in the Document Register and Receipt Record and then proceeds as described in the previous section.

Withdraws superseded copies of documents and destroys them.

Retains the previous master copy of the changed documents.

Updating Controlled Documents Not of Company Origin


Annually checks with the HSE or appropriate Health and Safety Consultant and verifies on the Document Register and Receipt Record that the Company is in possession of the latest issue of each document.

Completes a Non-Compliance Report (see section 13) whenever there is a failure to operate to current procedures or failure to complete actions by the due dates.






Document Register and Receipt Record

Procedure/Instruction Issue 1 Copy No.Initial

Issue 2 Copy No.Initial

Issue 3 Copy No.Initial

Ref: Title 1 2 1 2 1 2





Document Receipt Form

To: ...................................................................

Ref. Procedure No.: ............................................ Copy No.: ..........................

Issued By: ........................................................ Date: ..........................

Please receive the following amended pages for the Site Operational Health and Safety Operational Procedure/Working Instruction in your possession.

Documents Supplied Area of Change

These page numbers replace the following pages which should be removed from your procedures and destroyed.

Documents to be Removed

Confirmed that the amendments described above have been made in my copy of the Site Operational Health and Safety Procedures/Working Instructions.

Signed: ...................................................................... Date: ....................................

Position: ..........................................................................


Audit Procedure



AUDIT PROCEDURE

Object of Procedure:- To ensure that the relevant Health and Safety procedures are being appropriately carried out.

To comply with Act/Regulation: Management of Health and Safety at Work Regulations 1999Workplace (Health, Safety and Welfare) Regulations 1992

Procedure carried out by: Office Manager(The Designated Person/Auditor)

Frequency: Annually

Statutory records required: Health and Safety Policy Risk Assessment Reports

Other documents required: Audit Report, Non-compliance Report, Bulletin RecordVariation Report, Action Record


Ensures that:-

prior to each annual Management Review meeting, a date is set for a Health and Safety Audit of the premises;

an appropriate auditor is nominated for each programmed audit;

the selected auditors receive guidance and training so that they are capable of conducting the audit competently;

reviews completed Non-compliance Reports and action records to ensure that required actions have been taken.



The Auditor

Ensures that:-

a suitable audit checklist is created using the given example for reference and audits all Health and Safety aspects of the building, including documentation and records;

the audit findings are reviewed with staff involved to clarify any misunderstanding. Full agreement on audit findings must be reached;


Audit Procedure



audit findings are entered on the Completed Audit Record, highlighting any non-compliances on a Non-compliance Report (see section 13), and the details of the non-compliance are entered on the Action Record. The Non-Compliance Report must be filed in the Log Book section in Part C Manual.

Reviews details of any action required with the appropriate manager and agrees a date to complete necessary actions. The Auditor and the Designated Person will sign off the Non-Compliance Report, at this stage and after completion of actions.

If necessary, returns as agreed to re-audit areas of non-compliance. Completes a Non-Compliance Report and signs off the actions as “completed”. This is repeated as necessary until the non-conformance is “closed”.


Audit Procedure



“Completed” Audits Record

Date Audit Initiated

Any Deficiencies Found Y/N

If Yes, Comment and record in Action Record

Recorded

Date Audit Satisfactorily Completed

Attested By


Audit Procedure



Audit Checklist and Report

Premises:......................................................................................................................

Audited By: ................................................................ Date: ........................................

Audit Questions:

1. Are the relevant Manuals and Documentation readily available, neat, tidy and up to date?

2. Select three examples of documents detailed in the manual for procedures being audited:-

(a) Are procedures carried out fully and effectively?(b) Is the relevant documentation adequately and correctly completed?(c) Are all inspection activities adequately and completely recorded?

3. Are all personnel fully instructed and trained in their individual duties?

4. Is there any evidence of outdated specifications, or other information in the area?

5. Are good housekeeping standards maintained?

ACTIONS Detail documents examined and remark against each of the above questions. If any deficiency is found, complete the Non-Compliance Report.

Report about areas examined.

Signed: .................................................. Auditor: ........................................

Closed Out By: ................................................................. Date: .............................


Risk Management & Control Procedures Review



RISK MANAGEMENT AND CONTROL PROCEDURES REVIEW

Object of Procedure:- To ensure that all Health and Safety Procedures remain effective and that appropriate action is taken to improve and update them.



Frequency : Annually

Quality assured by procedure:

Statutory records required: Management Review Meeting Agenda/MinutesRisk Assessment Reports, Health and Safety Policy

Other documents required: Action Records, Non-Compliance Reports, Log Book

The Duty Holder

Holds an annual meeting to conduct a Management Review of the Health and Safety System within the Company. The attendees are listed on the agenda calling each Review Meeting. Others may be seconded as required.

Circulates an agenda to all concerned and convenes meeting as planned.

Chairs the meeting, agrees necessary action and negotiates a date for the next meeting.

Prepares and circulates minutes of the meeting to all concerned. Copies of minutes approved shall be filed in the Log Book section.



Risk Management & Control Procedures Review



Appendix 1

Typical Management Review Agenda

The meeting Chairman, with the involvement of other appropriate personnel, will renew the subjects listed below and assess whether the results/trends are acceptable or need special corrective action. The results will be minuted and will indicate who is responsible to take the agreed actions.

Minutes of the meeting will be circulated to all personnel involved in the management of health and safety in the Company.

The agenda will include the following items, others may be added as appropriate:-

minutes of the last meeting and report of effectiveness of actions taken;

review of statutory inspections;

review of Risk Assessments carried out;

review of audits carried out;

review of the Company’s Health and Safety Policy and objectives;

review of Health and Safety Management Control System and Procedures;

review of staff and training requirements;

date of next meeting;

signature of Authorised Manager.

60 Doughty Street Ref.: S.3 - Training 3

Training Procedures Review



TRAINING PROCEDURES REVIEW

Object of procedure: To review the training procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.

To comply with: Management of Health and Safety at Work Regulations 1999



Statutory records required: Risk Assessment Reports

Other documents required: Staff training records, Training Review ReportsNon-Compliance ReportsVariation Reports

The Duty Holder

Reviews training procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-

Purpose: What type of training is being done?What else could be done instead of training?What other type of training should be undertaken?

Place: Where is training being held?Why there?Where else could it be done?Where should it be done?

Frequency: When is training being done?

Sequence: Why then?When else could it be done?When should it be done?

Person: Who provides the training?Why that person?Who else might do it?Who should do it?

60 Doughty Street Ref.: S.3 - Training 3

Training Procedures Review



Means: How is the training being done?Why that way?How else can it be done?How should it be done?

Documentation: How is the training documentation being kept up to date?Is that how it should be documented?








Completes and signs off the Training Review Report.

60 Doughty Street Ref.: S.4 - First Aid & Accident Reporting 4

First Aid & Accident Reporting Procedures Review



FIRST AID & ACCIDENT REPORTING PROCEDURES REVIEW

Object of procedure: To review the first aid and accident reportingprocedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.




Statutory records required: Accident Book

Other documents required: First Aid and Accident Reporting Review Report, Non-Compliance Reports, Variation Reports, Action Records

The Duty Holder

Reviews first aid and accident reporting procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-

Purpose: What does the procedure require to be done?Why is it being done?Why is this procedure still required?What else could be done?What should be done?

Place: Where is the procedure being carried out?Why there?Where else could it be carried out?Where should it be carried out?

Frequency: When is the procedure being carried out?

Sequence: Why then?When else could it be carried out?When should it be carried out?

Person: Who carries out the procedure?Why that person?Who else might do it?Who should do it?

Means: How are the procedure’s requirements being carried out?

60 Doughty Street Ref.: S.4 - First Aid & Accident Reporting 4

First Aid & Accident Reporting Procedures Review



Why that way?How else can it be done?How should it be done?

Documentation: How is the procedure’s documentation being kept up to date?Is that how the procedure should be documented?








Completes and signs off the First Aid & Accident Reporting Review Report.

60 Doughty Street Ref.: S.5 - Fire Prevention & Emergency Procedures 6

Fire Prevention and Emergency Procedures Review



FIRE PREVENTION AND EMERGENCY PROCEDURES REVIEW

Object of procedure: To review the fire prevention and emergency procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.





Other documents required: Fire/Emergency Equipment records of routine testingNon-Compliance Report, Variation Report, Fire Prevention & Emergency Procedures Review Report

The Duty Holder

Reviews the fire prevention and emergency procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-

Purpose: What does the procedure require to be done?Why is this procedure required?What else could be done?What should be done?





60 Doughty Street Ref.: S.5 - Fire Prevention & Emergency Procedures 6

Fire Prevention and Emergency Procedures Review



Means: How are the procedure’s requirements being done?Why that way?How else can it be done?How should it be done?









Completes and signs off the Fire Prevention and Emergency Procedures Review Report.

60 Doughty Street Ref.: S.6 - Office & General Workplace Safety 18

Office & General Workplace Safety Procedures Review



OFFICE & GENERAL WORKPLACE SAFETY PROCEDURES REVIEW

Object of procedure: To review the office and general workplace safety procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.




Statutory records required:

Other documents required:

The Duty Holder

Reviews the office and general workplace safety procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-






60 Doughty Street Ref.: S.6 - Office & General Workplace Safety 18

Office & General Workplace Safety Procedures Review



Means: How are the procedure’s requirements being carried out?Why that way?How else can it be done?How should it be done?









Completes and signs off the Office & General Workplace Safety Review Report.

60 Doughty Street Ref.: S.7 - Electrical Safety 7

Electrical Safety Procedures Review



ELECTRICAL SAFETY PROCEDURES REVIEW

Object of procedure: To review the electrical safety procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.




Statutory records required: Risk Assessment Reports, Safe Systems of Work

Other documents required: Non-Compliance Report, Variation Reports

The Duty Holder

Reviews the electrical safety procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-






60 Doughty Street Ref.: S.7 - Electrical Safety 7

Electrical Safety Procedures Review












Completes and signs off the Electrical Safety Review Report.

60 Doughty Street Ref.: S.8 - Plant, Machinery & Equipment 7

Plant, Machinery & Equipment Procedures Review



PLANT, MACHINERY AND EQUIPMENT PROCEDURES REVIEW

Object of procedure: To review the plant, machinery and equipment procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.





Other documents required: Non-Compliance Reports, Variation Reports

The Duty Holder

Reviews plant, machinery and equipment procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-

Purpose: What does the procedure require to do?Why is this procedure required?What else could be done?What should be done?





60 Doughty Street Ref.: S.8 - Plant, Machinery & Equipment 7

Plant, Machinery & Equipment Procedures Review












Completes and signs off the Plant, Machinery and Equipment Review Report.

60 Doughty Street Ref.: S.9 - Safe Methods of Work 6

Safe Methods of Work Procedures Review



SAFE METHODS OF WORK PROCEDURES REVIEW

Object of procedure: To review the safe methods of work procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.




Statutory records required: Risk Assessment Report, Safe System of Work

Other documents required: Non-Compliance Report Variation Report

The Duty Holder

Reviews the safe methods of work procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-






Means: How are the procedure’s requirements being done?

60 Doughty Street Ref.: S.9 - Safe Methods of Work 6

Safe Methods of Work Procedures Review



Why that way?How else can it be done?How should it be done?









Completes and signs off the Safe Methods of Work Review Report.

60 Doughty Street Ref.: S.10 - Hazardous Substances 4

Hazardous Substances Procedures Review



HAZARDOUS SUBSTANCES PROCEDURES REVIEW

Object of procedure: To review the hazardous substances procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.




Statutory records required: Risk Assessment ReportsManufacturers Hazards Data Sheets

Other documents required: Non-Conformance Reports, Variation Reports

The Duty Holder

Reviews the hazardous substances procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-






60 Doughty Street Ref.: S.10 - Hazardous Substances 4

Hazardous Substances Procedures Review












Completes and signs off the Hazardous Substances Review Report.

60 Doughty Street Ref.: S.11 - Contractors Procedures 4

Contractors Procedures Review



CONTRACTORS PROCEDURES REVIEW

Object of procedure: To review the contractors procedures at the stated frequencies in order to ensure that the procedures remain effective and appropriate action is taken to update or remove them.




Statutory records required: Contractors Risk Assessment Reports, Contractors Safe Systems of Work, Contractors Health and Safety Policy

Other documents required: Variation ReportNon-Compliance Report

The Duty Holder

Reviews the contractors procedures at the stated frequency, as part of the Company’s Health and Safety Management Control System. The reviewing process shall include a review of each procedure in respect of the following items (delete as appropriate):-






60 Doughty Street Ref.: S.11 - Contractors Procedures 4

Contractors Procedures Review












Completes and signs off the Contractors Procedures Review Report.

60 Doughty Street Ref: S.13 - General 2

Non-Compliance Report Procedure



NON-COMPLIANCE REPORT PROCEDURE

Object of Procedure: To ensure that any non-compliances identified on the premises are notified to the appropriate persons for remedy.

To comply with Act/Regulation: Health and Safety PolicyAll health and safety legislationBuilding procedures in place

Procedure carried out by: Financial Director(The Designated Person)

Frequency : As required

Statutory records required: None

Other documents required: Action Record, Variation Reports

Should staff on the building, contractors or tenants find any non-compliances in and around the premises (e.g. emergency exits locked or blocked, broken floor tiles, defective/missing equipment etc) a Non-Compliance Report must be completed and returned to theDesignated Person. A copy of the report should be retained by the person reporting the non-compliance.

Non-Compliance Report findings will be recorded in the Action Record and the appropriate action taken.


Reviews completed Non-compliance Reports and Action Records to ensure that any non-compliances reported are remedied.




Non-Compliance Report Procedure



Non-Compliance Report

Date: ......................................................

Raised By: ............................................. Company Name: ............................................

Description of Non-Compliance:

Signed: ................................................................

Action to be Taken:

Date to be Effective: .......................... Signed: ...................................................................

Action Taken:

Signed: ...................................................

Entered in Action Record Y/N Date: .................................................


Action Record



Action Record

Date Sheet Started: / / Date Sheet Ended: / / Sheet No.:

Date Problem Identified By Action Required Actioned By

Target Date

Date Completed Checked By

60 Doughty Street Ref.: S.13 - General 4

Variation Procedure



VARIATION PROCEDURE

Object of Procedure: To ensure that any factors likely to cause changes in the health and safety procedures are noted and the appropriate changes made and implemented.

To comply with Act/Regulation: Health and Safety Policy; All health and safety legislation; Building procedures in place

Procedure carried out by: Financial Director(The Designated Person)

Frequency: As required.

Statutory records required: None

Other documents required: As made necessary by changes e.g. fire certificateWork Requisition Forms





Variation Procedure



Review of Property and Activities Checklist

Item Areas of Action

1. Legislation a) Understand effect on property and action

2. Management/staff changes a) Amend organograms, responsibilities andprovide information

b) Is further training required?c) Has procedure circulation been changed?d) Are other staff informed of change?

3. Physical change in premises a) Is fire certificate still relevant?b) Are emergency procedures still relevant?c) Have new risks been introduced?d) Are staff aware of new risks and are

new/revised procedures required?e) Is signage still relevant?f) Do we need a risk assessment?

4. Premises change - change of use a) Is fire certificate still relevant?b) Are tenants aware of any new risks caused by

change of use?c) Do we need a risk assessment?

5. Plant/ equipment/ machinery a) Is training required? change b) Do we need to appoint a further “approved

user” for new or improved machinery?c) Are new risks/hazards created by changed/new

plant?d) Do we need a formal risk assessment?e) Is change in signage required?f) Is personal protective equipment required?g) Do we need a safe method of work?

6. Use of substances change a) Is training required?b) Do we need to appoint a further “approved

user” for new substances?c) Are new risks/hazards created by changed/new

substances?d) Do we need a formal risk assessment?e) Is change in signage required?f) Is personal protective equipment required?


Variation Procedure



g) Have any measures to reduce risks to acceptable levels been implemented?

7. Visits by Authorities a) Are all Improvement Notices/recommendations being actioned?

b) Are prohibition Notices resolved?

8. Use of contractors a) Have we seen and approved Health and Safety Policy of new contractors?

b) Have site rules been issued to new contractors and do we have a record of their receipt?

c) Have we taken adequate steps to check new contractors work in a safe manner?

d) Do we need revised Permit to Workprocedures?

9. Electrical system changes a) Do we have proper hand over certificates from contractors and permits to work?

b) Is staff training required?c) Have new risks been introduced?d) Is signage still relevant?

10. Tenancy change a) Have new tenants been given an “InductionPack”?

b) Have new unlet areas been created which devolve onto management body?

c) do we have a copy of their Health and Safety Policy?

11. Accidents reported a) Have reviews been completed oncircumstances of accident?

b) Are actions outstanding to improve health and safety measures?


Variation Procedure



Variation Report

Date: ..........................................................

Raised By: ................................................ Company Name: .........................................

Description of Change/Alteration (re: checklist)

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................

Date: .......................................................

SITE OPERATIONALHEALTH AND SAFETY PROCEDURES

REVIEW BOOK

For

Dome Consulting Limited60 Doughty Street

London, WC1N 2LS

Ark Workplace Risk Limitied2nd Floor, 15 Basinghall Street

London EC2V 5BR

Tel. 020 7397 1450 Fax. 020 7397 1451

60 Doughty Street Ref.: S.2 - Risk Management & Control

Review Book



Risk Assessment Records Review Report

Date: ...................................................... Procedure Ref: ........................................................

Reviewed By: ............................................. Procedure: ....................................................

Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.3 - Training

Review Book



Training Review Report

Date: ...................................................... Procedure Ref:................................................


Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.4 - First Aid and Accident ReportingReview Book



First Aid and Accident Reporting Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.5 - Fire Prevention and Emergency Procedures

Review Book



Fire Prevention and Emergency Procedures Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.6 - Office and General Workplace Safety

Review Book



Office and General Workplace Safety Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.7 - Electrical Safety

Review Book



Electrical Safety Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.8 - Plant, Machinery & Equipment

Review Book



Plant, Machinery and Equipment Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.9 - Safe Methods of Work

Review Book



Safe Methods of Work Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.10 - Hazardous Substances

Review Book



Hazardous Substances Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


60 Doughty Street Ref.: S.11 - Contractors Procedures

Review Book



Contractors Procedures Review Report



Comments:

Signed: ................................................................

Action to be Taken:


Action Taken:

Signed: ...................................................


site operational health and safety procedures

Documents