HEALTH AND SAFETY
POLICY AND HANDBOOK
Hughes Safety Showers Ltd Whitefield Road Bredbury Stockport Cheshire SK6 2SS
January 2024
Page 1 of 50
Amendment Record Sheet
Document
Issue
Date
Issued By
:
:
:
:
Health and Safety
7
2nd January 2024
David Forster
AMENDMENT RECORD
Issue 2.0
Date 15/02/2017
Amendment Description and Letter
Issued By Stephen Hudson
3.0
21/02/2017 Changes to Management
Daniel Nixon
Responsibilities Other minor updates
4.0
31/01/2018
Barbara Derecka
5.0
16/8/20
Policy update
Barbara Derecka
6.0
26/7/22
Policy update
Gary Kaill
02/01/2024 Policy updates and review
David Forster
7
January 2024
Page 2 of 50
POLICY DOCUMENT CONTENTS
Section 1
HEALTH AND SAFETY POLICY STATEMENT
Company Health and Safety Policy Statement
Section 2
ORGANISATION AND RESPONSIBILITIES
Organisation
Responsibilities: Managing Director All other Directors, Managers and Supervisors Health, Safety, Environment and Quality Mgr Production Manager Employees Representatives of Employee Safety
Section 3
COMPANY ARRANGEMENTS
Animals on Site Accident Reporting Aids and Hepatitis Asbestos Construction, Design & Management Regulations 2015 Contractors Disabled Persons Display Screen Equipment Regulations (DSE) Drugs and Alcohol Electricity at Work Emergency Procedures Fire Prevention and Procedures First Aid Gas Safety Hazardous Substances Housekeeping Induction Training Lift Trucks Lighting Lone Working Machinery Safety
January 2024
Page 3 of 50
Mobile Phones New and Expectant Mothers Noise at Work Personal Protective Equipment (PPE) Personal Visitors on site Risk Assessment Safety Representatives and Safety Committees Statutory Inspections Safety Signs and Signals Stress at Work Use of Hand Tools Use of Ladders Visitors Washroom and Toilet Facilities Waste Disposal Young Persons
Section 4
MONITORING AND MEASURING SAFETY PERFORMANCE
Accident Reporting Safety Audits Safety Plans Review of Safety Performance
o Management meetings o Health & Safety Committee meetings
Section 1
January 2024
Page 4 of 50
Reviewed Date: 19th April 2023
Section 2
January 2024
Page 5 of 50
ORGANISATION AND RESPONSIBILITIES
The Management of Health and Safety at Work Regulations 1999 (Regulation 5) requires the employer to have arrangements in place to cover health and safety. These arrangements should, where possible, be integrated within the management system that is already in place for the company
This health and safety policy includes a management structure and arrangements developed for the company to ensure compliance with the law and can be integrated within the present company management system. Including the factors mentioned above and using current health and safety principles and management practices, the system outlines clearly how to manage the requirements. Guidance is provided to show how this policy can be used as part of an effective health and safety management system to ensure compliance and control in a logical manner.
Latest revision of HSG65 (Managing for Health and Safety published 2013) moved managing of Health and Safety from POPMAR system (Policy, Organising, Planning, Measuring Performance, Auditing and Review) to PDCA approach (Plan, Do, Check, Act). The flow diagram below provides a pictorial representation of good management practices in health and safety. Each step is further described detailing how the company can in a logical process ensure that they implement all aspects of health and safety.
• Policy • Planning
• Risk profiling • Organising • Implementing
plan
PLAN
DO
ACT
CHECK
• Reviewing
performance
• Learning lessons
• Measuring
performance • Investigating accidents
The application of PDCA cycle should be processed according to the following principles:
Plan
January 2024
Page 6 of 50
• Think about where you are now and where you need to be. • Say what you want to achieve, who will be responsible for what, how you will achieve your aims, and
how you will measure your success.
• Decide how you will measure performance. Think about ways to do this that go beyond looking at
accident figures; look for leading indicators as well as lagging indicators.
• Consider fire and other emergencies. Co-operate with anyone who shares your workplace and co-
ordinate plans with them.
• Remember to plan for changes and identify any specific legal requirements that apply to you.
Planning stage shall include PDploy system and the available tools – Project Plans as well as Key Performance Indicators. Both tools have the capacity of assigning responsible persons as well as specific targets to achieve.
Do
•
Identify your risk profile
o Assess the risks, identify what could cause harm in the workplace, who it could harm and how,
and what you will do to manage the risk.
o Decide what the priorities are and identify the biggest risks.
• Organise your activities to deliver your plan, in particular aim to:
o
Involve workers and communicate, so that everyone is clear on what is needed and can discuss issues – develop positive attitudes and behaviours.
o Provide adequate resources, including competent advice where needed.
•
Implement your plan
o Decide on the preventive and protective measures needed and put them in place. o Provide the right tools and equipment to do the job and keep them maintained. o Train and instruct, to ensure everyone is competent to carry out their work. o Supervise to make sure that arrangements are followed.
Doing stage can be accomplished by following steps defined in Planning stage. If the Project plan has been raised the specific tasks can be organised, managed and closed in PDploy.
Check
• Measure your performance
o Make sure that your plan has been implemented – ‘paperwork’ on its own is not a good
performance measure.
o Assess how well the risks are being controlled and if you are achieving your aims. In some
circumstances formal audits may be useful. Investigate the causes of accidents, incidents or near misses
•
Checking stage shall be conducted by the following methods but not limited to:
• Utilising PDploy tools, • Health and Safety site Inspections, • Health and Safety site audits, • Health and Safety Committee meetings, • Health and Safety Management meetings.
Act
• Review your performance
January 2024
Page 7 of 50
o Learn from accidents and incidents, ill-health data, errors and relevant experience, including
from other organisations.
o Revisit plans, policy documents and risk assessments to see if they need updating.
• Take action on lessons learned, including from audit and inspection reports.
Acting stage shall utilize PDploy Countermeasure tools, putting additional action plans in place or changes the current structures to accomplish the goals.
The effectiveness of this Health and Safety Policy is dependent upon the people who are responsible for ensuring that all aspects of work, whether at our premises or at our clients premises, are carried out with due consideration for their safety with minimum risk to health. Ultimate responsibility lies with the Managing Director who will endeavor to ensure that this Policy is applied throughout the company. Specific duties are delegated to others according to their experience and training. Similarly, all managers and supervisors must endeavour to ensure that the objectives set out in this Policy are undertaken in their departments and adopted by all employees, contractors and visitors to the premises.
Each individual person has a duty of care to himself as well as to all those they come in contact with during any part of the working day.
ORGANISATION The effectiveness of the Safety Policy is dependent upon the people who are responsible for ensuring that all aspects of work, is carried out with due consideration for their safety with minimum risk to health.
MANAGING DIRECTOR’S RESPONSIBILITIES
The Managing Director shall, so far as is reasonably practical:
Initiate the company’s policy for Health & Safety to prevent injury, ill health, damage.
• • Monitor the effectiveness of the policy and initiate any changes, developments and amendments as and
when necessary.
• Review the policy on an annual basis. • Ensure that the management team is aware of their responsibilities and that each administers and
promotes the requirements of this Policy throughout the entire company.
• Appoint a ‘competent person’ to advise on all Health and Safety matters and thereby help ensure that
details of new legislation or codes of practice are conveyed to nominated managers.
• Allocate funds to meet the requirements of the company policy. • Set a personal example when on site by following the appropriate procedures. • Maintain contact with official and professional bodies e.g. HSE, Local Authorities, and Fire Authorities.
ALL OTHER DIRECTORS, MANAGERS AND SUPERVISORS
Other Directors, Managers and Supervisors shall, so far as is reasonably practicable, in areas under their direct control:
January 2024
Page 8 of 50
▪ Help to ensure that the objectives of the Company’s Health and Safety Policy are fully understood, and
observed by all personnel under their direct control.
▪ Appraise the effectiveness of the Policy’s operation and make recommendations for any changes. ▪
Set a personal example by following all health and safety procedures and by wearing the appropriate protective clothing. Ensure that only competent personnel are engaged, whether regular members of staff, temporary workers or others.
▪
▪ Assist with the development of formal risk assessments covering work activities and substances used or
▪
▪
▪
▪
▪
▪
stored, and that site records are maintained in evidence of this. Ensure all new staff who are DSE users complete a self-assessment questionnaire within one month of starting Effectively communicate with personnel under their direct control, to ensure that all relevant information concerning Health and Safety is made known to all the parties involved. Ensure that any matter concerning Health and Safety raised by an employee is recorded, and that appropriate action is taken. Ensure that all accidents and/or dangerous occurrences which take place at work are properly recorded as per Company procedure. Ensure that training, including induction training, is implemented and recorded throughout all areas under their direct control and that they adequately cover such Health and Safety training/instruction as is considered necessary for all levels of personnel. Stipulate safe systems of work, for all areas under their direct control, so that all work both on or off the Company premises is carried out in accordance with Statutory, Company and Client’s approved regulations, codes of practice and standard working procedures.
▪
▪ Assist and monitor all outside contractors in all areas under their direct control when working on Company premises to ensure their compliance with both Company and statutory requirements concerning health and safety in general, and in particular have the appropriate Personal Protective Equipment for the job they are to undertake and that this is worn as appropriate. Ensure that staff are made aware of what First Aid and Fire Equipment is provided by the Company, where it is kept, and are familiar with its use and what action to take in the event of a fire, accident or sudden illness/emergency. Take appropriate disciplinary action against any member of staff failing to follow safety procedures or failing to discharge satisfactorily their responsibilities for Health and Safety.
▪
▪ Assist to ensure as far as reasonably practicable, that access to and egress from all places of work are
maintained in a safe condition at all times.
In addition to the duties specified for all managers and supervisors, the following will have the additional responsibilities as indicated below:
HEALTH, SAFETY, ENVIRONMENT AND QUALITY (HSEQ) TECHNICIAN’S RESPONSIBILITIES
The Health, Safety, Environment and Quality Technician, so far as is reasonably practical, shall:
• Organise and undertake and record induction training for all new staff (including agency staff where appropriate) stressing the importance of the health and safety requirements, in accordance with the Company Policy.
January 2024
Page 9 of 50
• Maintain a list of potentially hazardous substances and ensure that Health and Safety Data Sheets are obtained from suppliers. Ensure that the site COSHH Register is kept up to date following changes in the use of hazardous substances or work processes, or the introduction of new substances to site.
• Ensure that employees, including janitorial staff, who have cause to use or come into contact with any substance or process as listed in the COSHH Register, are made aware of any hazardous properties, and correct methods of handling, storage or use. Investigate all accidents and/or dangerous occurrences, which occur at work. Make appropriate recommendations to the Managing Director on the action to be taken to avoid a recurrence.
•
• Ensure that all accidents and/or dangerous occurrences which take place at work are properly recorded as per Company procedure, and where relevant, assist with completion of notification documentation to the Health and Safety Executive or other external authorities.
• Regularly inspect the Accident Register so as to identify potential areas of risk and as an aid to introducing
measures with a view to preventing further accidents from occurring.
• Ensure that the Managing Director is advised of any serious accidents/incidents, if an employee is taken to hospital, or is off work following an accident for a period of 7 or more days (not including the day of the accident).
• Promote the liaison on Health & Safety matters between the Company and others working on company
premises.
• Ensure that First Aid equipment is available. Ensure that a system is in place to replace items which are
used.
• Ensure that sufficient persons are trained in First Aid and receive retraining as necessary. Maintain records of First Aiders and their training. Ensure that all employees are aware of current trained First Aiders. • Ensure all new staff who are DSE users complete a self-assessment questionnaire within one month of
starting.
• Check driving licenses annually of all those persons who drive on Company business. • Maintain contact with official and professional bodies e.g. HSE, Local Authorities, Fire Authorities, and
Insurers etc.
PRODUCTION MANAGER’S RESPONSIBILITIES
• Assist to ensure as far as reasonably practicable, that access to and egress from all places of work are
maintained in a safe condition at all times.
• To arrange for the servicing and repair of all service and utility installations, including electricity, gas, air-
conditioning equipment etc. and to ensure appropriate records are kept.
• To ensure that all fire protection equipment is available, serviced and inspected as required by law and
that supporting records are maintained.
• Ensure that all Portable Electrical Appliances on site are inspected when first brought on to site, and then
annually thereafter. Maintain a register of all such equipment and its testing.
• Ensure all fixed electrical installations are inspected and certificated at five yearly intervals, or after any
modification or incident and keep appropriate records
• Ensure all lifting equipment, including FLTs and pump trucks, are serviced in accordance with
manufacturers recommendations and keep appropriate records
• Ensure all lifting equipment is inspected regularly and keep records to demonstrate compliance with the
Lifting Equipment and Lifting Operations Regulations (LOLER)
• Assist with the development of formal risk assessments covering work activities and substances used or
stored, and that site records are maintained in evidence of this.
January 2024
Page 10 of 50
• Ensure all waste removed from site is disposed of in accordance with all current regulations and guidelines,
and that any necessary documentation is maintained.
• Monitor the performance of all maintenance contractors on site and ensure that the Company permit to
work system is observed at all times.
• Maintain a register of all repairs/improvements requested and progress actions required within an
appropriate timescale
• Carry out regular inspections of the site to identify hazards and take the necessary actions to remove
hazards identified.
REPRESENTATIVES OF EMPLOYEE SAFETY’S RESPONSIBILITIES
• Represent the site workforce on Health & Safety matters. • Effectively communicate with the workforce on all Health & Safety matters. • Contribute positively to the work of the Health & Safety Committee. • Attend training courses as required to assist them to carry out the role. • Represent employees when consulted by Health & Safety Executive inspectors.
EMPLOYEES’ RESPONSIBILITIES
The attention of all employees is drawn to their responsibilities under the Health & Safety at Work Act 1974:
“It shall be the duty of every employee while at work to take reasonable care of the Health & Safety of himself and of other persons who may be affected by his acts or omissions at work” “As regards to any duty or requirements imposed on his employer or any other person by or under any of the relevant statutory provisions, to co-operate with them so far as it is necessary to enable that duty or requirement to be performed or complied with” “ No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health & Safety & Welfare in pursuance of any of the relevant statutory provisions’’
Employees are reminded that a breach of safety regulations and procedures could possibly result in disciplinary action being taken by the Company and that provision is made in the Health & Safety at Work Act 1974 for certain breaches to be actioned by the Health & Safety Executive.
In simple terms this means, employees shall: -
• Read and understand the Company Health and Safety Policy and carry out work in accordance with its
requirements. Use the correct equipment for the job.
• Keep tools/equipment in good condition.
• Wear personal protective equipment as required at all times.
• Co-operate with the Company to undertake relevant training provided
• Work in a safe manner at all times, do not take unnecessary risks, which could endanger yourself or others.
Shoes with open toes are not allowed to be worn anywhere on site.
• Do not tamper with or remove any safety guards provided
•
If possible, remove site hazards yourself, e.g. potential trip/slip hazards, and report any defective or faulty
January 2024
Page 11 of 50
equipment etc.
• Warn other employees, particularly new employees and young people, of particular known hazards and
also advise your manager/supervisor.
• Do not use plant or equipment for work for which it was not intended, or if you are not trained or
experienced to use it.
• Report to your supervisor any damage to equipment.
• Do not play dangerous practical jokes or “horseplay” at work.
• Report to your supervisor any person seen abusing the welfare facilities provided.
• Suggest safer methods of working
• Report any injury to yourself resulting from an accident at work, even if the injury does not stop you
working and any near miss incidents.
Section 3
ARRANGEMENTS
ANIMALS ON SITE The only animals allowed in or on company premises are registered assistance dogs i.e. guide dogs.
ACCIDENT REPORTING
General Statement This policy outlines the procedures which are to be adopted when any employee, visitor or contractor experiences an accident, near miss or dangerous occurrence on the Company’s premises during the course of their employment. This will also apply to agency staff or visitors who are members of the public and therefore not at work.
Accident – an unplanned event that causes injury to persons, damage to property or a combination of both. Near miss – an unplanned event that does not cause injury or damage, but has the potential to do so.
This policy covers reporting and recording procedures for managers, employees and non-employees. Suitable information and training will be given to all personnel regarding accident reporting and the location and completion of the accident book.
The Accident Book All accidents resulting in personal injury must be recorded in the Company accident book. This is kept in the office of the HSEQ Technician and contains information that must be recorded under law. The accident book will be regularly reviewed to ascertain the nature of incidents which have occurred in the workplace. This review will be in addition to an individual investigation of the circumstances surrounding each incident.
All near misses must also be reported to management as soon as possible so that action can be taken to investigate the causes and to prevent recurrence. The accident book must be retained for at least three years from the last date of entry.
January 2024
Page 12 of 50
Reporting Procedures – Employees In addition to an entry in the accident book, any accident or dangerous occurrence must be reported to a responsible person. Injuries, which occur whilst carrying out work duties off-site, must be reported in the same way and the occupier of the site should be advised accordingly. If an injury renders an employee unable to make an entry in the accident book, a first aider or someone who is able to enter an account of the incident should complete this. The employee’s account must be entered as soon as possible after the event. Employees must ensure that they are aware of the location of the accident book. All accidents and near misses must be recorded, however minor. An injury may be dealt with by a first aider, or the situation taken under control by an appointed person. However, if an emergency requires medical assistance an ambulance must be called at the first opportunity. Any incident involving an emergency must be reported to senior management immediately. Where an accident results in absence from work, employees must tick the appropriate box on the self-certification form. Employees who are absent as a result of an accident at work must keep the Company informed of their progress up to and including a return to normal duties. Reporting Procedure – Managers If an injury, damage incident or near miss is reported to a member of management, that manager should ensure that appropriate records are maintained. If the incident results in over seven consecutive days of incapacity from work it is reportable under RIDDOR and the local enforcing authority must be informed online by the HSEQ technician at: www.hse.gov.uk/riddor within 10 days. Deaths and major incidents (as defined in RIDDOR 2013) must also be reported to the enforcing authority immediately by telephone and be followed within 10 days by a completed form 2508 (revised). A photocopy of the completed form should be kept with other Company records including documents relating to the accident investigation, and to advise the insurers of a potential claim. Reporting of all such incidents is the responsibility of the PA to the Directors. Managers must keep records of any developments to the injured person’s health up to and including a return to normal duties. The manager is responsible for assisting contractors and visitors in complying with Company policy regarding accident reporting whilst on Company premises.
Accident Reporting Procedure – Visitors/Contractors Any non-employee who is involved in an accident or near-miss incident whilst on Company premises must report the incident immediately to the person responsible for his or her presence on site. If the person responsible is not available, the visitor/contractor must obtain the assistance of a responsible person to ensure that Company procedure is adhered to. All injuries must be reported in the accident book, however minor. Visitors and contractors who are unable to enter their own account in the book must arrange for another person to make an entry on their behalf. Visitors and contractors should also notify their own employer where applicable.
Accident Procedure Reporting – Members of the Public If an injury occurs to a member of the public on Company premises which results in their removal from site for hospital treatment, then this is notifiable to the local enforcing authority immediately and a form F2508 revised must be sent within 10 days by the HSEQ technician.
Safe System of Work All accident and near misses must be reported, however minor. In order to achieve this, the following procedure should be adopted.
o Obtain treatment for the injury from a first aider.
January 2024
Page 13 of 50
o Make the area safe following the incident (e.g. using barriers, warning notices) to safeguard other personnel in the vicinity (except where the accident results in a major injury, in which case the scene should be left undisturbed until advised otherwise by the enforcing authority).
o Enter the details in the accident book. o o Keep the Company informed of the after effects of the incident, including periods of total or
Inform the injured person’s manager (or a responsible person) of the incident.
partial incapacity from work.
o Review existing workplace risk assessments and safe systems of work in light of the accident
investigation results.
o All accident statistics will be reviewed at senior management meetings and at Safety Committee
meetings.
For further details please refer to the procedure: HSP003 Rev00 First Aid, Accident and Incident Reporting and Investigation.
AIDS & HEPATITIS
General Statement The Company will encourage employees who have been diagnosed with Hepatitis or as HIV positive to obtain counselling, advice and support. Disclosure of such information will be treated in the utmost confidence and employment rights will not be affected. The Company will take all suitable precautions to secure the safety of such personnel whilst at work and of those working in close contact with the infected person. The Company recognises that although there is little if any risk of employees becoming infected through general contact, there is a residual risk from exposure to blood spillages arising from accidents or from exposure to contaminated syringes. It is the Company’s intention to ensure that such risks are kept to a minimum. Suitable information and training will be provided when necessary to personnel regarding measures to deal with the risks presented by Hepatitis, HIV and AIDS in the workplace.
Arrangements for Ensuring the Health and Safety of Employees The Company will:
• Prevent employees from coming into contact with blood spillages and make arrangements to isolate
the area until it has been cleaned.
• Ensure that spillages are cleared by a responsible and authorised person who should use suitable
personal protective clothing to prevent direct skin contact and splashes, etc.
• Provide first aiders with information about dealing with spillages of blood and used needless during first aid training and ensure that the first aid boxes contain disposable gloves to protect against contamination whilst handling an injured person.
• Allow the use of the syringes at the workplace for medical conditions only (employees using syringes at the workplace for other than treatment of a medical condition may be subject to disciplinary actions).
• Ensure privacy and safety of person undergoing injections and maintain confidentiality of medical
records and medical details at all times.
• Make suitable arrangements for storage and disposal of syringes before these devices are allowed on
site.
January 2024
Page 14 of 50
•
If an employee reports Hepatitis or an HIV condition, treat this information with the utmost confidentiality.
Safe System of Work
The following points will assist in ensuring that potential exposure to Hepatitis and HIV is reduced to the lowest possible practicable level: • Report any medical conditions requiring the use of syringes to a responsible person. • Discuss and agree safe arrangements for storage, use and disposal or syringes and similar medication
at the workplace.
• Remove immediately all persons from the vicinity of any blood spillage arising at the workplace.
Quarantine the area until spillages have been cleared away.
• Ensure that first aid boxes are regularly checked for supplies of equipment, including personal
protective equipment, for use when dealing with blood spillages.
• Allow only competent and authorised personnel to clear away spillages of blood. • Ensure that all cuts and abrasions are suitable protected by wound dressings whilst at work. • Arrange counseling and advice for any employee who requests this.
ASBESTOS
Any asbestos in the fabric of the building will be dealt with in accordance with the Control of Asbestos at Work Regulations 2002. The Asbestos Management Survey as well as the Asbestos Management Register is kept by Safety Department and is available to view.
CARS USED FOR BUSINESS PURPOSES
Company Vehicles All company vehicles will be regularly serviced to manufacturer’s standard. They will be tested in accordance with Ministry of Transport requirements as required and will possess a current valid test certificate as necessary. All vehicles will be adequately covered under the relevant insurance arrangements.
Private vehicles All employees who use their own vehicles on Company business must possess the appropriate insurance cover, and their vehicle must be maintained in a roadworthy condition.
Drivers of all vehicles shall undertake weekly routine checks of:
Brakes, Lights, Steering, Indicators, Horn, Wipers/Washers, Tyre Condition and Pressure, Water, Oil, and Seat
belts
Vehicle Safety Guidance:
• No unauthorized personnel may drive company vehicles. • All drivers must be vigilant towards pedestrians and other vehicular traffic at all times. • All speed limits, restrictions and instructions regarding vehicular movements must be adhered to. • Take care when reversing to ensure area is clear of obstructions and that no personnel are behind vehicle. • Do not leave vehicles unattended with engine running and always remove ignition keys when leaving the
vehicle.
• Ensure any loads carried are adequately secured and safe.
January 2024
Page 15 of 50
• Always use authorised parking areas. Do not obstruct access routes, fire exits etc. • Report any accident involving personnel, damage to property or vehicles to supervisor at once. • Do not attempt any vehicle maintenance tasks unless competent and authorised to do so. • Do not drive for excessive long periods or distances. Consider whether overnight stays are required when
planning a journey. Consider taking a break after driving for two hours.
• Using a hand-held mobile telephone while driving any vehicle is not permitted. Calls may only be made or answered while the vehicle is stationary (the only exception to this rule is the use of a hand-held phone for a genuine emergency call to the emergency services if it would be unsafe or impracticable for the driver to stop driving).
• Calls on your mobile telephone should only be made or taken using a hands-free phone positioned in a cradle. Even then. All calls should be kept to a minimum to ensure the driver can maintain maximum concentration on road conditions.
CONSTRUCTION, DESIGN AND MANAGEMENT REGULATIONS 2015
The Construction (Design and Management) Regulations (CDM Regulations) are intended to ensure that health and safety issues are properly considered during a project’s development so that the risk of harm to those who have to build, use and maintain structures is reduced. They were introduced in 1994 and revised in 2007. A further revision came into force on 6 April 2015. The 2015 CDM regulations include duties for:
▪ Clients ▪ Designers ▪ Principal contractors ▪ Contractors. ▪ Workers.
▪ Clients are ‘…organisations or individuals for whom a construction project is carried out’. Commercial clients, are not necessarily experts in construction and so they are not required to take an active role in managing work. However, they are required to make suitable arrangements for managing the project so that health, safety and welfare is secured. It is suggested that clients could prepare a clear client’s brief as a way of setting out these arrangements. Arrangements should focus on the needs of the particular project and should be proportionate to the size of, and risks arising from the work.
Very broadly, clients’ duties include:
Ensuring other duty holders are appointed, that is, designers (including a principal designer on projects involving more than one contractor) and contractors (including a principal contractor on projects involving more than one contractor)
▪ Ensuring the roles, functions and responsibilities of the project team are clear. ▪ Ensuring that the people and organisations they appoint have the necessary skills, knowledge, experience and
(if an organisation) the organisational capability to manage health and safety risks.
▪ Ensuring sufficient time and resources are allocated. ▪ Ensuring effective mechanisms are in place for members of the project team to communicate and cooperate
with each other and coordinate their activities.
▪ Ensuring relevant information is prepared and provided to other dutyholders.
January 2024
Page 16 of 50
▪ Ensuring the principal designer and principal contractor carry out their duties. This could be done by
arranging project progress meetings or via written updates.
▪ Ensuring welfare facilities are provided. ▪ Maintaining and reviewing arrangements to ensure they remain relevant.
Where one is required, the client should appoint the principal designer as early as possible in the design process, if practicable at the concept stage when they will be able to help prepare pre-construction information. Pre- construction information is relevant information already in the client’s possession (such as an existing health and safety file) or which it is reasonable to obtain for the designers and contractors. For projects involving more than one contractor, the client should expect the principal designer to help prepare pre-construction information and provide it to designers and contractors.
On projects involving more than one contractor the client must ensure that the principal designer prepares a health and safety file for their project. Its purpose is to ensure that, at the end of the project, the client has information about health and safety risks that anyone carrying out subsequent construction work will need to know.
Where one is required, the client should appoint the principal contractor early enough in the pre-construction phase to help the client meet their duty to ensure a construction phase plan is drawn up before the construction phase starts. The construction phase plan outlines the health and safety arrangements, site rules and specific measures concerning any work involving particular risks. For single-contractor projects, the contractor must ensure the construction phase plan is prepared.
If a client fails to appoint either the principal designer or principal contractor where they are required, then the client must carry out their duties.
The client has a duty to notify the relevant enforcing authority (generally the Health and Safety Executive) if construction work is scheduled to last longer than 30 working days and have more than 20 workers working simultaneously at any point in the project; or exceed 500 person days.
The client must submit the notice as soon as practicable before the construction phase begins, or arrange for someone else do this on their behalf. The client must ensure that an up-to-date copy of the notice is displayed in the construction site office so that it is accessible to anyone working on the site in a form that can be easily understood.
CONTRACTORS
Safety Rules and Procedures Site safety rules will be issued to all contractors and will be clearly stated in contractual arrangements together with any special health and safety requirements likely to affect cost or time-scales.
Equipment Plant and equipment such as temporary access platforms, ladders, PPE, lifting equipment, internal transport vehicles and electrical equipment will not be loaned to contractors unless exceptional circumstances prevent contractors from using or hiring their own equipment, and then only with written authority to do so for a specific task and period provided the equipment is in sound condition and the contractor is competent to use it.
January 2024
Page 17 of 50
Reporting All employees will be expected to report danger (within their capability to recognise unsafe practices) to their manager or supervisor, who will be expected to either: • Stop the work if serious or imminent danger to persons or property other than the contractor’s employees is
foreseen and/or
• Notify the department or individual responsible for co-coordinating the work by telephone or in writing
depending on the circumstances.
Safe System of Work Accountabilities will be clearly defined so that relevant parties know, agree and understand what they are responsible for. Clear contractual arrangements and specifications for the work to be done will provide the essential foundations for effective management of contractors. The Company will actively and visibly demonstrate commitment to achieving high standards of health and safety which are consistent with quality, output and timeliness demands that are placed on the contractors.
In certain cases contractor’s activities can be totally segregated from the rest of the undertakings, with control for part of the site formally handed over to a named organisation (provided it is physically segregated with effective barriers) and the arrangement can be contractually defined.
Key Elements of Contractor Assessment
The Company will look at the following details to evaluate the suitability of a contractor: • Safety policy document • Understanding of general site rules and communication to all employees • Reliability of application of permits to work and isolation procedures • Quality of information supplied on hazards, risk and controls • Application of national and European codes and standards • Standard of ‘method statements’ • Condition of plant and equipment • Competence and attitude of employees • • Effectiveness of contractor’s supervisory arrangements (this will depend on skills mix and complexity of the
Induction and training of temporary workers and subcontractors
task)
• Past health and safety performance
Key Elements of Company Site Rules Ensure the following are planned and in place: • Method statement • Communications at start, daily and with Company’s nominee • Hours of work • Access and vehicle restrictions • Permit to work procedures and other codes of safe working practice for activities such as entry to confined spaces, overhead working, electrical safety, excavations, rotating machinery and fragile roof access precautions, etc. • Emergency procedures • Accident and near miss reporting requirements
January 2024
Page 18 of 50
• Evaluations of risks presented by the Company’s or other contractors’ activities and appropriate control
measures.
DISABLED PERSONS
General Statement The Company aims to provide full and fair opportunity for employment for disabled applicants and to ensure, thorough training and practical assistance where required, their continued employment and promotion. Employees who become disabled will be accorded every possible opportunity for maintaining their position or for re-training if appropriate.
The person responsible for the implementation of this policy is the Financial Director and the total co-operation of all members of managements and staff is required. Arrangements for Securing Health and Safety of Disabled Members of Staff The Company will keep a record of all personnel who, by reason of disability, are thought to have particular requirements relating to the Company’s health and safety practices. The record will be regularly reviewed in terms of: • The nature of the disability and any limitations it places on either an individual’s physical and/or intellectual
function
• The extent to which the individual requires changes (if at all) in the work environment or workplace practices. • The nature of any routine practical assistance or supervision required of other people arising from the
disability
• Any implications that would arise on an emergency basis, either as a consequence of the disability (such as an
epileptic fit) or in the workplace (such as emergency evacuation of the premises)
• What action has been taken on the basis of the above factors?
Procedures for Dealing with Health and Safety Issues Employees should report any concerns regarding disability and health and safety to a responsible person (usually a manager or a supervisor). Where a disabled (or any other) employee raises a matter concerning health and safety related to his or her employment, the Company will • Make all necessary investigations so as to identify the relevant details • Proceed with all measures necessary to resolve the matter
Information and Training Newly appointed disabled employees and employees who become disabled will receive specific information and training on all relevant matters of health and safety. The Company will ensure that the information is presented in such a way as to be readily understood by each individual. Company health and safety bulletins will also be issued in such a way that disabled employees can readily access and understand them. As a matter of good practice, the Company will ensure that the workforce generally is advised of any relevant health and safety issue that affects an individual disabled employee.
DISPLAY SCREEN EQUIPMENT POLICY (DSE REGULATIONS)
The law relating to the use of DSE equipment, such as computers, is covered by the Health and Safety (Display Screen Equipment) Regulations 1992, as amended in 2002
The Company will identify those persons that are classed as a DSE ‘user’ under the regulations.
January 2024
Page 19 of 50
All DSE users will complete a self-assessment questionnaire. However, should a DSE user change workstation, job role or location, then another questionnaire should be completed. All new starters who are DSE users will be given a self-assessment to complete within one month of starting. It is the duty of the line manager or supervisor to provide this to all new starters. Whilst care has been taken to ensure that the questionnaire is self-explanatory, any queries should be referred to your manager or Line Manager. Where the questionnaire identifies problems, it is the responsibility of the manager or Line Manager to ensure that these are rectified.
All DSE ‘users’ are encouraged to rotate their job tasks to spend a few minutes away from the computer screen. This time should be spent in work duties such as telephone calls and general office administration. If any DSE user feels that their workload does not permit such breaks, then this should be brought to the attention of the manager/Line Manager. Where appropriate, staff will be provided with training and information in order to help them set up their workstation satisfactorily. Staff are required to follow the procedures laid down in this policy and to complete the self-assessment questionnaire in a timely manner and to set up and operate their workstations correctly. In the unlikely event that any difficulties are experienced with workstations, staff should bring this to the attention of their manager or Line Manager as soon as possible.
Any DSE user who believes that an eye test is required should first ask their Line Manager. Any eye test approved will be organized through an optician of the employer’s choice; however, it is the employee’s responsibility to make the necessary arrangements. Following this initial eye test, the frequency of any follow-up test will be decided by the optician.
Where the optician confirms in writing that (new) glasses are needed solely for DSE use, the Company will contribute an amount not exceeding £25. This amount reflects the cost of a basic pair of glasses and will be reviewed periodically. Should the employee wish to purchase a more expensive pair, then they will provide the balance.
Further details of how to obtain an eye test are available from the PA to the Directors.
DRUGS and ALCOHOL
Drugs The use, buying or selling of drugs or other toxic substances for recreational purposes is strictly forbidden and will be regarded as gross misconduct and treated as such in accordance with regulations laid out in the Company Employee Handbook.
Should drugs be required for medical reasons, the employee should inform his supervisor of the nature of the drugs and the condition for which they are prescribed. The supervisor will ensure that appropriate arrangements are made for the safe application of the drugs. If the individual operates any form of machinery, he should inform his supervisor of any side effects which may occur.
Alcohol
January 2024
Page 20 of 50
The consumption of alcohol on Company premises is strictly forbidden and will be regarded as gross misconduct and treated as such in accordance with regulations laid out in the Company Employee Handbook. Alcohol should not be brought onto Company premises without prior permission from management. Employees should ensure that they are not still under the influence of alcohol from the night before, but if so must not operate any machinery or drive cars. Attendance at work whilst still under the influence of alcohol is regarded as gross misconduct and shall be treated in accordance with the regulations laid down in the Company Employee Handbook.
Employees should use their own common sense and behave responsibly with regard to their alcohol consumption out of office hours during the working week, bearing in mind government guidelines of 21 units of alcohol per week for men and 14 units of alcohol per week for women.
ELECTRICITY AT WORK
General Statement All reasonable steps will be taken to secure the health and safety of employees who use, operate or maintain electrical equipment. The Company acknowledges that work on electrical equipment can be hazardous and it is therefore the Company’s intention to reduce the risk as far as possible. Arrangements for Securing the Health and Safety of Employees in order to comply with the Electricity at Work Regulations 1989:
The Company will • Ensure that electrical installations and equipment are installed in accordance with the IEE (Institute of
Electrical Engineers) Wiring Regulations.
• Maintain the fixed installation in a safe condition by carrying out routine safety testing. •
Inspect and test portable and transportable equipment as frequently as required (the frequency will depend on the environment in which the equipment is used and the conditions of usage, i.e., how carefully it is handled.
• Promote and implement a safe system of work for maintenance, inspection or testing • Forbid live working unless absolutely necessary, in which case a permit to work must be issued before work
begins.
• Ensure that employees who carry out electrical work are competent to do so. • Forbid all work by the Company’s staff on equipment or systems above 650 volts: such work will be carried out under contract by approved contractors who are required to be competent, trained and equipped for this work
• Exchange safety information with contractors, ensuring that they are fully aware of (and prepared to abide
by) the Company’s health and safety requirements
• Provide suitable personal protective equipment is required, maintaining it in good condition
Safe System of Work Most people are aware of the health and safety hazards associated with electricity. To avoid injury, or worse, it is essential to adopt the following precautions: • Report faults immediately. Do not use or continue to use faulty equipment. • Do not carry out repairs or even fit plugs unless you are authorised to do so. • Personal issue equipment should be visually inspected regularly by the user, and any faults advised to your
manager
• Equipment used out of doors should be 110 volts or be supplied via an RCD (residual current devices)
January 2024
Page 21 of 50
• Avoid using long extension leads wherever possible. If their use is unavoidable, ensure that the connector is
manufactured to BS EN 60309-2 (this replaces BS4343 which is still current)
• Testing of all Portable appliances will be undertaken by the company at regular intervals and appropriate
records kept.
• Temporary wiring must be as safe as a permanent installation and must be replaced by a permanent
installation as soon as is practicable if it is likely to be needed for a period of more than three months.
Electrical Work
All work on electrical equipment or systems which involve the exposure of conductors must be carried out with the supply switch off, isolated and secured against re-energisation. A proving test to ensure isolation must be completed before starting work and an approved test instrument must be used for this purpose.
Live Working
•
Live working must be avoided wherever possible. Work on or near live conductors is only permitted when essential for equipment fault diagnosis.
• Only competent persons can be authorised to carry out live working. • A permit to work is required before working live • All practicable precautions must be taken when working live to ensure the safety of persons including:
i) ii)
iii)
The use of special tools, rubber mats and gloves The presence of another authorised person who understands the activity and who is able to handle an emergency (e.g. remove the victim form further danger, administer first aid) The erection of safety barriers to keep unauthorised persons out of harm’s way.
EMERGENCY PROCEDURES
FIRE PREVENTION
Arrangements for Securing the Health and Safety of Employees Periodic inspections shall be carried out to identify fire risks and ensure that appropriate precautions are in place. • The Company will ensure that housekeeping standards are such as to minimise the risk and the development
of fire.
• Effective security precautions shall be taken to minimise the risk of arson both within buildings and on the
grounds of the site.
• The Company will also exercise suitable control over contractors’ operations and the fire risks associated with such operations – all contractors working on Company premises shall be bound under terms of their contract to comply with the Company’s conditions for contractors.
With the exception of the specific hazards of industrial processes, most fire in non-domestic premises are the result of electrical appliances or wiring, smokers’ materials or matches, or arson. Thus the Company’s fire prevention measure will focus on these three causes of fire. The Company will implement the following fire prevention measures.
Electrical Safety Much can be done to prevent fires of electrical origin simply by good maintenance and routine inspections of equipment.
January 2024
Page 22 of 50
Smoking Smoking is not allowed anywhere on the premises other than the one designated area.
Arson To prevent arson by outsiders, the Company will provide measures as far as reasonably practicable to ensure that only authorised people enter the premises.
Regular audits will be carried out to minimise the risks of potential causes of fire.
FIRE PROCEDURES
All employees should follow evacuation plan detailed in procedure - HSP001 Rev00 Fire Safety and Emergency Plan.
General Statement In the event of fire, the safety of life shall override all other considerations, such as saving property and extinguishing the fire. The Company does not require persons to attempt to extinguish a fire, but extinguishing action may be taken if it is safe to do so, by persons who have been trained in the use of extinguishers.
Arrangements for Securing the Health and Safety of Employees
The Company will:
a)
b)
c)
d)
the person responsible for summoning the fire brigade fire wardens those responsible for carrying out roll calls or supervising evacuation assembly points. fire incident controllers responsible for liaising with the fire brigade on arrival
Ensure that any deaf persons on the premises are aware of the activation of the fire alarm, and that disabled persons are given assistance to evacuate the building. Appoint persons to be responsible for specific procedures in the event of a fire, including: • • • • Regularly stage fire evacuation drills, inspect the means of escape and test and inspect fire-fighting equipment and fire warning systems Provide adequate fire safety training to employees, plus specialist training to those with special responsibilities.
FIRE INSTRUCTIONS
IF YOU DISCOVER A FIRE
Immediately operate the nearest fire alarm call point
Dial 999 to call the Fire Brigade
Attack the fire, if possible, with the appliances provided but without taking personal risk
ON HEARING THE FIRE ALARM
January 2024
Page 23 of 50
Call the Fire Brigade immediately Leave the building and assemble at YOUR FIRE ASSEMBLY POINT
At the time of the emergency, a Fire Marshal will liaise with the Fire Brigade and inform the officer in charge of
any member of staff, visitor and/or contractor unaccounted for at the roll call.
USE THE NEAREST AVALABLE EXIT
DO NOT STOP TO COLLECT PERSONAL BELONGINGS DO NO RE-ENTER THE BUILDING
WHEN DEALING WITH FIRE
•
If a person’s clothing is on fire, wrap a blanket, rug or similar article closely round them and lay them on the ground to prevent the flames reaching their head. • If electrical appliances are involved, switch off the current before dealing with the fire. • Shut the doors and, if possible, the windows of the room in which the fire is discovered.
IT IS IN YOUR OWN INTERESTS
• To study HSP001 Rev00 Fire Safety and Emergency Plan. • To know what to do in the event of a fire. • To know how to use the fire appliances. • To make yourself familiar with all the means of escape in the case of fire and to. • Avoid placing any obstructions on staircases, landings and other escape routes at all times.
FIRST AID
Arrangements for Securing the Health and Safety of Employees The Company will maintain adequate first aid equipment and facilities appropriate to the degree of risk, including those employees who work away from site and an onsite.
First Aid Personnel The Company will appoint trained first aiders to meet its legal requirements. First aid personnel are employees who have volunteered for the role and who have been assessed as being suitable.
Legal Indemnity of First Aiders In the unlikely event of a first aider being subject to legal action as a result of rendering assistance to a colleague, the Company provides indemnification through its insurance policies for any member of staff who assists a colleague who becomes ill or injured at work either on or off the premises.
First Aid Boxes First aid boxes will display the following information a) b) c) d)
The name of the person responsible for its upkeep The nearest location for further supplies The contents of the first aid box and arrangements for replenishing The location of the accident book
January 2024
Page 24 of 50
GAS SAFETY
Gas is a dangerous substance if allowed to escape to the atmosphere
If you suspect an escape of gas has occurred, either as a result of smelling gas or any other means, BUT NO FIRE IS PRESENT, carry out the following procedure in the vicinity of the escape:
DO NOT use matches or naked flame DO NOT operate electrical switches – either ON or OFF ISOLATE the main gas supply: TURN OFF the meter control valve or the Isolation valve VENTILATE the premises by opening windows and doors Keep all personnel away from the area
TELEPHONE IMMEDIATELY the National Grid (NTS) National Emergency Number: 0800 111 999
IF ESCAPING GAS HAS IGNITED, if possible BUT WITHOUT TAKING PERSONAL RISK, shut of the gas supply at the main isolation valve, then
HAZARDOUS SUBSTANCES
Follow the Emergency Fire Procedures
THE CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH)
The Control of Substances Hazardous to Health Regulations 2002 (COSHH) requires employers to carry out written assessments of the health risks to their employees, regarding the hazardous substances used or handled in their work activities.
Principles of the COSHH Regulations:
•
Identify all dangerous substances and establish an inventory of the substances (Liquids, vapours, powders, or dusts) Identify the necessary controls and storage arrangements
• • Record the assessments • • Reduce employee exposure where a substance has a Maximum Exposure Level (MEL) so far as
Implement monitoring control measures of employee exposure to the hazardous substances
reasonably practicable. Where an Occupational Exposure Standard (OES) exists the company has a duty to reduce that exposure to that standard
• Having identified where standards are exceeded the company will try to identify the reasons why and
take action to remedy the situation as soon as reasonably practicable.
• Having identified a hazardous substance, the company will try to eliminate the requirement for using the substance or replace it with a less hazardous substance where reasonably practicable to do so.
• Provide and maintain suitable Personnel Protective Equipment (PPE) or clothing to protect the
employee, where the hazard cannot be eliminated.
January 2024
Page 25 of 50
• All employees, contractors and other third parties, who may be at risk, must be advised about the
necessary precautions they must take to avoid the risks dangers of the substances they may be exposed to.
• All new substances must be assessed before being used by employees. • Medical Records where appropriate will be kept for 40 years if an employee is exposed to a specific
hazardous substance.
COSHH assessment flow chart:
Start
Inventory of Substances
Obtain Material Safety Data Sheets from Manufacturer
Undertake COSHH Assessment
January 2024
Page 26 of 50
Low Risk
High/Medium Risk
Ensure the employees are trained in the use of the substance and follow the Assessment and Data Sheets in relation to storage, disposal and use of the correct Personal Protective Equipment
Undertake in-depth Assessment
Ensure the employees are trained in the use of the substance and follow the Assessment and Data sheets in relation to storage, disposal and use of the correct Personal Protective Equipment
Identify if specialist PPE or RPE is required
Identify if personal or environmental monitoring required
Identify if health surveillance required
Identify if specialist equipment required i.e. extraction systems
Provide suitable and sufficient training for staff required to use equipment
CLP Hazard Pictograms:
Obtain advice
Hazard pictograms alert us to the presence of a hazardous chemical. The pictograms help us to know that the chemicals we are using might cause harm to people or the environment. The CLP hazard pictograms are very similar to those used in the old labelling system and appear in the shape of a diamond with a distinctive red border and white background. One or more pictograms might appear on the labelling of a single chemical.
January 2024
Page 27 of 50
HOUSEKEEPING
General Statement Poor standards of housekeeping are a common cause of injury and damage at work and can cause unnecessary fire hazards Workplace inspections will be carried out on a regular basis by designated personnel to identify areas where standards require improvement, which will be brought to the appropriate department’s attention.
January 2024
Page 28 of 50
Responsibilities Management Managers must ensure that the areas of responsibility maintain satisfactory standards of housekeeping at all times. The following duties apply: • Ensure that articles are not left in walkways or on the floor • Ensure that there are no trailing cables • Ensure that articles are stored in designated areas. • Regularly check the working area to ensure that satisfactory stands of housekeeping are maintained • Remove obsolete or unwanted articles or furniture Employees Employees are responsible for the following: • do not allow waste materials to accumulate in their working area and for keeping their work stations tidy • act in accordance with information and training relating to housekeeping in the workplace • report problems relating to storage or removal of articles to your manager or supervisor.
Safe Systems of Work
In order to ensure that satisfactory standards of housekeeping are achieved the following arrangements should be adhered to: • Check that the workplace is free from hazards at the beginning of each day • Always put articles away immediately after use • Clear up spillages etc immediately • Do not allow objects to protrude into walkways • Ensure that waste materials are properly stored and removed on a regular basis • Ensure that special arrangements are made for the removal of unusual or extra large objects of substances • Do not store articles or substances anywhere other than in designated area • Ensure that the workplace is tidy and articles and substances are put away at the end of the working day.
INDUCTION OF NEW EMPLOYEES
General Statement In order to secure the health and safety of all employees the Company will provide health and safety training to new employees which will be incorporated into general induction training. Induction training should commence on the first day of employment so that employees are familiar with basic procedures once they are at their place of work. Where it is not possible, induction training will take place as soon as possible after the employee has started work.
Training will contain the following:
• Company Health and Safety Policy • Accident reporting procedures/First Aid • Fire procedures and precautions • Safety legislation • Safety rules and procedures.
January 2024
Page 29 of 50
FORK LIFT TRUCKS (FLTs)
General Statement All reasonable steps will be taken by the Company to ensure the health and safety of employees engaged in or affected by fork lift truck operations.
Arrangements for Securing the Health and Safety of Employees
The Company will: • Carry out an assessment of all tasks involving fork lift trucks, taking into account the differing types and capacities of trucks, the continually changing working environment, the worker and the variety of substances transported or handled.
• Take necessary measures to remedy risks found as a result of assessment. • Review lift trucks in operation and ensure suitability for the task. • Arrange for the free supply of statutory personal protective equipment PPE) where specially required for lift
truck operators.
• Advise existing employees, visitors, general public and employees operating lift trucks of the risks to health
and safety and how these can be avoided.
Information and Training The Company will only use lift truck instructors validated and registered by either the Road Transport Industry Training Board (RTITB) or the Association of Industrial Truck Trainers (AITT). Safe Systems of Work The Company will provide, select and maintain the appropriate types of truck of the correct design, capacity and energy source to meet the safe activities of the business.
General Safety Measures Unnecessary risks and accidents can be avoided by adopting the following precautions, but of paramount importance is that:
THE KEYS MUST NEVER BE LEFT IN A FORK LIFT TRUCK
Only certified operators are allowed to use lift trucks Ensure that all lift trucks are given a pre-shift takeover check which should include
• a walk round visual inspection for damage • checking levels of fuel, hydraulics fluid, etc • checking operation of steering, pedals, operation of forks, horn, etc
• Report immediately any malfunctions, unsuitable loads or defective pallets to a responsible person –
operators should not carry out any maintenance repairs.
• Arrange for broken or damaged pallets to be replaced • Adjust seating to ensure comfort and clear vision • Check load stability before lift. Only lift loads within the truck’s capability • Only load vehicles when it is safe to do so, i.e. when no one is standing close to the vehicle • Stop people from walking underneath the load • Ensure forks are full engaged in the load
January 2024
Page 30 of 50
• Carry loads close to the ground with the forks tilted back • Always look in the direction of travel. • • Keep to level ground if possible. • On sloped surfaces travel with the load facing uphill (this entails reversing to travel down slopes).
If a bulky load restricts vision, slow down and travel in reverse (except where travelling up a slope).
Travel slowly when descending slopes. • Keep to the Company speed limits – 5 mph. • Sound the horn at blind corners and other potential danger spots to warn pedestrians. • Keep a safe distance from the vehicle in front. • Do not carry passengers on the lift truck. • Observe any traffic management systems e.g. one ways systems • Stack/de-stack with parking brake applied. • When leaving the truck even for a few seconds, ensure that it is in neutral with the parking brake on
and the forks lowered. Do not leave trucks unattended on a gradient.
• Report accidents and any symptoms of ill health as soon as possible. • • Mobile phones or personal stereo systems must not be used whilst driving.
Inform the employer of any training needs.
LIGHTING
General Statement All reasonable steps will be taken to ensure that lighting is adequate for the task at all times.
Safe System of Work Lighting is one of the more important environmental criteria that go to make up the safe and effective working environment. In order to ensure that it does not adversely affect working conditions, the following precautions should be taken.
• Report failures of lighting or any defects to a responsible person. • Do not attempt to fix defects yourself. • Request additional lighting if existing lighting is not sufficient for the task. • Do not place portable lighting equipment (such as lamps) in such a position that it will impede access
or hit persons or property.
• Use window blinds to control brightness or glare from sunlight. • Keep workplace tidy and do not let items accumulate on windowsills so that natural light is obscured.
LONE WORKING
A lone worker is defined as persons who work by themselves without close or direct supervision. Examples of lone workers would include mobile workers or employees who work in isolation in premises or who work outside normal working hours. The Company believes that there is generally no reason why workers should not work alone subject to the special risks being assessed and control being implemented.
January 2024
Page 31 of 50
All lone working activities or situations must be subject to an assessment regarding the special risks involved. Where an assessment reveals that a task or job is unsuitable for lone working measures must be taken to ensure that adequate supervision, help or back-up is provided. All lone working activities or situations must have suitable emergency procedures and first aid facilities. Safe working procedures in respect of lone working may include:
▪ Periodic visits by managers / supervisors; ▪ Regular voice contact with lone workers; Special alarm devices; ▪ ▪ Automatic warning devices; ▪ Return to base/home checks; ▪ Mobile first aid kits.
MACHINERY SAFETY
General Statement The Company will comply with the Provision and Use of Work Equipment Regulations 1998 . In particular, the Company shall ensure that:
• work equipment is maintained in an efficient state, in efficient working order and in good repair. • maintenance logs are kept up to date. • appropriate work equipment is provided with suitable means to isolate it from all sources of energy. Appropriate measures will be taken to ensure that reconnection to the energy source will not expose any person using or maintaining the work equipment to any risk to health. Where electrical power is involved in the machine to be maintained, it should always be checked that it is dead before work is started.
• all persons who maintain machinery and all persons who supervise or manage the maintenance of machinery shall have available to them adequate and comprehensible safety and health information and, where appropriate written instructions pertaining to the maintenance of the machinery. The information will include the conditions in which, and the methods by which, the machinery should be maintained, any foreseeable abnormal situations and the action to be taken when they occur, as well as any conclusions to be drawn from experience in maintaining the machinery.
• all persons who maintain or supervise or manage maintenance of work machinery shall have received
adequate training for the purposes of health and safety.
• measures are taken to prevent access to any dangerous part of machinery and to stop the movement
of any dangerous part of machinery before any person enters a danger zone.
• where necessary, a permit of work system should be rigorously adhered to. •
isolation of all equipment or machinery from all sources of energy should be possible, and should be carried out before maintenance work commences (unless running maintenance is being carried out). Re-connection and isolation procedures must avoid any risks.
MANUAL HANDLING
The Manual Handling Operations Regulations 1992 (as amended in 2002) require that employers ensure that their staff are not harmed by any operation involving the manual handling of a load at work.
What is manual handling? The movement of a load by human effort alone.
January 2024
Page 32 of 50
Manual handling may involve the transportation of the load or the direct support of the load including pushing, pulling, carrying, moving using bodily force including straight forward lifting.
Instruction on how to lift a load correctly Step 1
Think before handling/ lifting Plan the lift/ handling activity. Where is the load going to be placed? Use appropriate handling aids where possible. Will help be needed with the load? Remove obstructions, such as discarded wrapping materials. For long lifts, such as from floor to shoulder height, consider resting the load mid-way on a table or bench to change grip.
Step 2
Adopt a stable position The feet should be apart with one leg slightly forward to maintain balance (alongside the load if it is on the ground). The worker should be prepared to move their feet during the lift to maintain a stable posture. Wearing over-tight clothing or unsuitable footwear may make this difficult.
January 2024
Page 33 of 50
Ensure a good hold on the load Where possible hug the load as close as possible to the body. This may be better than gripping it tightly only with the hands.
Moderate flexion (slight bending) of the back, hips and knees at the start of the lift is preferable to either fully flexing the back (stopping) or fully flexing the hips and knees (full/ deep squatting).
This can happen if the legs begin to straighten before starting to raise the load.
Don’t flex the back any further while lifting.
Keep the load close to the waist. Keep the load close to the waist for as long as possible while lifting. The distance of the load from the of the load from the spine at waist height is an important factor n the overall load on the spine and back muscles, Keep the heaviest side of the load next to the body. If a close approach to the load is not possible, try to slide it towards the body before attempting to lift it.
Step 3
Step 4
Avoid twisting the back or leaning sideways especially while the back is bent. Keep shoulders level and facing in the same direction as the hips. Turning by moving the feet is better than twisting and lifting at the same time.
January 2024
Page 34 of 50
Step 5
Step 6
Keep the head up when handling. Look ahead, not down at the load once it has held securely.
Move smoothly. Do not jerk or snatch the load as this can make it harder to keep control and can increase the risk of injury.
Don’t lift or handle more than can be easily managed. There is a difference between what people can lift and what they can safely lift. If in doubt, seek advise or get help.
Pu down, then adjust. If precise positioning of the load is necessary, put it down first, then slide it into the desired position.
The Principles of Manual Handling
• Avoid hazardous manual handling where reasonably practicable.
• Assess hazardous manual handling that cannot be avoided.
• Reduce the risk of injury in so far as is reasonably practicable.
• A manual handling risk assessment will be carried out for each individual task as regards the load, the
individual, the environment and any other factors that may affect the safe lifting and carrying
General Statement This policy is intended to reduce the risk of manual handling injuries and to provide guidance on the measures that should be taken to ensure safe lifting and carrying at the workplace.
Arrangements for Securing the Health and Safety of Employees will comply with The Manual Handling Operations Regulations 1992 (as amended in 2002).
January 2024
Page 35 of 50
Elimination of Hazardous Manual Handling Activities The Company will ensure that operations which involve manual handling are eliminated, so far as is reasonable practicable.
Assessment of Risk An assessment of manual handling activities will be carried out by competent persons. Risks which are identified will be reduced to the lowest level reasonably practicable. The following factors will be considered during the assessment
• The task • The load • The individual • The working environment • Other factors
Safe System of Work Poor lifting and carrying techniques can result in discomfort and increase the risk of injury. In extreme circumstances, these injuries can have permanent effects. These risks can be reduced by adopting the following simple precautions:
• Ensure that formalised systems of work which have been designed for the work activity are complied
with.
• Make full and proper use of aids to lifting and carrying, such as trolleys, chutes and access equipment. • Store heavy items between shoulder and hip height where possible only store small, light items above
shoulder or below knee height.
• Use the legs and knees to bend and lift - do not stoop or bend the back. • Avoid tasks which require stretching or twisting. • Ensure that regular rest breaks are taken where manual handling activities are repetitive to prevent
the onset of fatigue.
• Ensure that there are no sharp, hot or cold edges which could cause injury. • Ensure that walkways are free from obstruction. • Make full and proper use of personal protective equipment. • Report any problems or concerns associated with manual handling operations to a responsible person
without delay.
MOBILE PHONES
General Statement The Company acknowledges the invaluable role mobile phones play in the modern business world.
Driving Using a hand-held mobile telephone whilst driving a vehicle is illegal. If the use of a mobile phone whilst driving leads to an accident, the driver risks prosecution. Given the concerns about the effect of intense conversation on a driver’s ability to concentrate on the road staff should pull over if they need to hold a conversation or leave the motorway at the next exit.
• hand-held mobile phones must not be used when driving. •
In Company vehicles, a hands free facility will be provided if staff should need to use mobile phones whilst driving
January 2024
Page 36 of 50
•
•
• •
staff should pull over if they need to make a phone call or hold a conversation when they have received a phone call; or a messaging system should be used so that the mobile phone is off whilst driving messages can be received if necessary alternatives to mobile phones are available e.g. landlines, pagers in areas where the use of mobile phones is prohibited or restricted the phone should be switched off, and must not be used where they may interfere with other equipment e.g. hospitals, aeroplanes, petrol stations
Should a member of staff be stopped by the police and fined for using a mobile phone whilst driving, the member of staff will bear that cost personally, even if the call was work related.
In the Office Calls should not be made on mobile phones during working hours unless it is an emergency. Calls may be received but should be kept short and the caller told that the individual will return their call out of working hours, unless there is an emergency. Text or WAP messages should not be sent during working hours unless there is an emergency.
In the Shop Floor Mobile phones should not be used whilst operating machinery. Due to the risks identified in the workplace (use of machinery, use of cranes, use of Fork Lift Trucks, Fire Evacuation Procedure) the use of headphones shall be prohibited.
NEW AND EXPECTANT MOTHERS
The Company recognises that it has a responsibility to deal with the risks to employees who are expectant mothers or those returning after maternity leave. The Company also recognises that pregnancy is not an illness and that the related health and safety implications can be adequately addressed by health and safety management procedures.
When carrying out all risk assessments account must therefore be taken of the hazards that could pose a health or safety risk to new and expectant mothers. Where hazards that could pose a risk to new or expectant mothers are identified the Company will take appropriate action to remove or reduce the risk, and will inform relevant female employees of childbearing age.
All expectant mothers must inform the Company in writing of their pregnancy. In order to protect the health and safety of an employee and her unborn child it is in the employees’ best interests that the Company is informed of the pregnancy as soon as is practicable.
The Company reserves the right to require expectant mothers to provide written medical evidence of the pregnancy from a qualified doctor. Upon receipt of notification from a new or expectant mother the Company will carry out a risk assessment specific to the employee, based on the initial assessment and any medical advice provided by the doctor.
Where there are jobs or tasks that are considered to be unsuitable for expectant mothers due to the serious risk of harm to the mother and/or child the Company will offer suitable alternative work or, where this is not possible, suspend the employee on full pay for as long as is necessary to protect her and her child s health. This action would only be contemplated in extreme circumstances and would be carried out with full and proper consultation.
January 2024
Page 37 of 50
For these purposes the Company defines a new or expectant mother as being someone who is pregnant, has given birth within the previous six months, or is breastfeeding.
Any employee who is pregnant and has any concern regarding health and safety at work, because of her pregnancy, must seek advice from her manager or supervisor before undertaking the task about which she has a concern.
NOISE CONTROL
General Statement
The Company will take all reasonable steps necessary to ensure that the risk of hearing damage to all employees who work with noise equipment or in a noise environment is reduced to a minimum. Noise surveys may be carried out from time to time as necessary. The Company also recognises that noise levels below those which cause hearing damage in offices for example, can still cause problems such as disturbance, interference with communications and stress, and will take all reasonable steps to reduce noise levels as far as possible. Where noise levels cannot be reduced by other means, ear defenders are made available to all employees and visitors. The following noise levels require all employees and visitors to use ear defenders as indicated:
80-85db 85-90db 90-100db
Protective earplugs recommended to be worn Company policy to wear ear protection Work should not be carried out with noise at this level
The Company will also take all reasonable steps to minimise the disturbance caused by noise from Company premises affecting people in the neighbourhood.
Safe Systems of Work
Working in high levels of noise without proper protection can cause irreversible damage to hearing. Even at lower levels noise can cause disturbance and stress. The risk of incurring these harmful and disturbing effects of noise can be minimised by taking the following precautions:
• Avoid making unnecessary noise. • Co-operate fully when noise assessments are being carried out so that estimates of noise exposure levels
are as accurate as possible.
• Correctly use all equipment and procedures designed to reduce noise exposure levels, e.g. noise enclosures, acoustic covers, silencers, etc. Do not interfere with or modify any such equipment without authorisation and co-operate to ensure that it is properly maintained.
• Always wear the ear protectors provided when required to do so, e.g. in designated and marked Ear Protection Zones. Make sure that the ear protectors are always fitted correctly and are properly looked after.
• Promptly report all situations which may lead to increases in noise levels, such as defects in equipment or
changes in work routine.
• Participate fully in training sessions which detail the procedures to follow to avoid the harmful effects of
noise. Inform the employer of any training needs in relation to noise at work.
• Advise management immediately of any problems caused by noise at work.
January 2024
Page 38 of 50
PERSONAL PROTECTIVE EQUIPMENT General Statement The Company will provide personal protective equipment (PPE) when the risk presented by the work activity cannot be adequately controlled by other means. All reasonable steps will be taken by the Company to secure the health and safety of employees who work with PPE.
Arrangements for Securing the Health and Safety of Employees as required by Regulation 4 of the Personal Protective Equipment at Work Regulations 1992
The Company will • Carry out as assessment of proposed PPE to determine whether it is suitable. • Take any necessary measures to remedy any risks found as a result of the assessment. • Ensure that where two or more items of PPE are used simultaneously, these are compatible and are as
effective used together as they are separately.
• Arrange for adequate accommodation for correct storage of the PPE • Implement steps for the maintenance, cleaning and repair of PPE. • Replace PPE which has been provided to meet a statutory obligation, as necessary and at no cost to the
employee. Inform every employee of the risks which exist.
• • Re-assess as necessary if substances used or work processes change.
Procedures for dealing with Health and Safety Issues Where an employee raises a matter related to health and safety in the use of PPE, the Company will: • Take all necessary steps to investigate the circumstances. • Take corrective measures where appropriate • Advise the employee of action taken.
Where a problem arises in the use of PPE the employee must: • •
Inform a responsible person immediately In the case of adverse health condition advise the Company and his or her own general practitioner.
Information and Training The Company will give sufficient information, instruction and training to ensure the health and safety of employees using PPE, which includes temporary staff, persons gaining work experience with the Company and contractors, as well as those in direct employment. Managers and supervisors who are responsible for users of PPE will also receive appropriate training.
Safe Systems of Work The use of PPE is an important means of controlling risks involved in various work activities. To ensure that it is effective, it is necessary to follow the manufacturer’s and employer’s instructions on its correct use. The following procedures should be observed when using PPE: • Ensure that protective clothing fits properly and adjust PPE so that it is comfortable when working. • Make sure that PPE is functioning correctly, if not report the defect. • When using two (or more) types of PPE together, ensure that items are compatible and that combined use
does not reduce their effectiveness.
• Report symptoms of discomfort of ill health immediately
January 2024
Page 39 of 50
Inform the employer of any training needs
• PERSONAL VISITORS ON SITE
It is the policy of the Company that staff are not allowed to invite family, friends or any other visitors unrelated to the business onto company premises. This also includes past members of staff. Should exceptional circumstances present, permission should be first sought from the departmental head.
The existing Health and Safety arrangements for visitors relating to the business must be followed.
RISK ASSESSMENT
General Statement Regulation 3 of the Management of Health and Safety at Work Regulations 2001 requires that a risk assessment is carried out to determine any risks associated with work processes or procedures.
Procedures for Dealing with Health and Safety Issues The current system for managerial interface with employees is via line managers. This provides an avenue through which any concerns raised by employees, emanating from the risk assessments, can be brought to the attention of senior management for more formal discussion.
Planning and Organisation The Company will make the necessary arrangements for a formalised approach to the assessment process. This will involve an initial discussion on a system for rating risks found during the assessments so that they can be classified and thus prioritised. The Company will look at what measures will be necessary to control the risks identified. The assessment process will be part of normal working for purposes of employee conditions.
Control and Monitoring The purpose of the risk assessment will be to formulate a system of control for hazards associated with daily working environment and working practices. To achieve this a proper system for the formulation of remedial actions to cater for the hazards identified has been developed. Senior management will discuss all items of concern arising from the completed risk assessment procedures. Any hazards arising from the assessments given the priority of urgent or high priority will be discussed by senior management within 24 hours, with work stopping if necessary.
Liaison with Non-employees The Company will ensure that all personnel who require information on the range of hazards identified are appraised of the necessary details prior to the commencement of work with the Company. This will include: • All direct and non-direct contractors. • Personnel from the relevant statutory authorities who require access to the Company’s working environment • Any person who may lawfully enter onto Company premises. • Liaison will also be maintained with neighbours to ensure that co-operation can be achieved in the event of
the need for a co-operative response to any hazard.
Safe System of Work A risk assessment must identify all hazards within the Company’s operations. These will occur in the following areas: • Both direct and non-direct employees (contractors, agency and part time operators)
January 2024
Page 40 of 50
• The current equipment and any equipment it is planned to hire or purchase in the future. • The materials used within the working environment (COSHH will only have covered the use of chemical
aspects).
• The working environment for personnel and others. • Current operation (i.e. whether they create a problem which could affect the quality of products and services. • Loss of process and any risk that could affect the process operations.
REPRESENTATIVES OF EMPLOYEE SAFETY AND SAFETY COMMITTEES
General Statement The Company acknowledges the importance of employee involvement in health and safety matters and the importance of the positive role played by representatives. As such it is the intention of the Company to provide the facilities and assistance that is reasonably required by representatives of employee safety in order to carry out their functions ( See Section 2 - Responsibilities of Representatives of Employee Safety)
STATUTORY INSPECTIONS
General Statement In order to safeguard employees using certain types of equipment in the course of their duties, the Company will arrange for regular examinations and tests to be carried out on such equipment at least as frequently as stipulated in the relevant statutory requirement. The Company will also ensure that these inspections are carried out by a competent person who is experienced in the use and examination of such equipment. Examples of equipment subject to such checks include:
• FLTs and other lifting equipment such as hoists, chains slings, shackles etc. • Air Receivers etc. • Gas boilers and gas installations •
Local Exhaust Ventilation (LEV) equipment
This is not an exhaustive list
SAFETY SIGNS AND SIGNALS
What is a safety and health sign?
A safety and/or health sign is a sign providing information or instruction about safety or health at work by means of a signboard, a colour, an illuminated sign or acoustic signal, a verbal communication or hand signal.
Below are pictures of the types of health and safety sign with details of what each sign represents:
January 2024
Page 41 of 50
Throughout the workplace there are many safety and/or health signs that require your attention and should be observed and complied with in-line with your legal duties as an employee.
STRESS AT WORK If a member of staff or other relevant person is placed in an unduly stressful situation arising from their work or working environment, the Company undertakes to implement any reasonably practicable measures to prevent recurrence and overcome the harmful effects of any work related stress.
Where work related stress is as a direct result of harassment, intimidation, abuse or violence the company will fully investigate the feasibility of taking legal and/or disciplinary proceedings against any perpetrators as appropriate.
Employees are required and encouraged to report to their line manager any incidents of work related stress regardless of the circumstances.
January 2024
Page 42 of 50
USE OF HAND TOOLS
General Statement The Company will, in accordance with its general duties, make a suitable and sufficient assessment of the risks to the health and safety of employees to which they may be exposed whilst working with hand tools.
Only trained persons in the proper use of the hand tools are allowed to use such equipment. Risks will be controlled so far as is reasonable practicable so that neither the Company’s employees, nor others who could also be exposed to them will be put at risk.
The Company will:
• Ensure that the correct tool for the job is provided. • Ensure that employees do not misuse tools which can lead to damage of materials, equipment and the tools
as well as possibly leading to injury. Implement a system for reporting defective tools in all work places. Inform users of their responsibility to maintain tools and report any defects to their immediate supervisor.
• • • Ensure that defective tools are taken out of use and returned to stores. •
Implement a system for the replacement of defective tools which will be made known to all relevant employees.
• Arrange for tools to be repaired by trained personnel only. • Arrange for regular inspection of electrically powered tools in accordance with EAWR; all such tools will be
tagged showing date of last test.
• Provide personal protective equipment if necessary. • Ensure that work areas are kept clear of debris and any items that may impede the safe and efficient use of
tools.
• Provide suitable storage facilities for tools. • Tools shall not be lent to any outside contractors
Safe System of Work To ensure the safe use of hand tools the following procedures should be followed:
• All portable appliances should be used in accordance with the safe system of work. • When using power tools that are designed to be fitted with guards, the guards will be correctly fitted prior to
the use of the tool.
• Power tools must be isolated from the power source before any routine adjustments are carried out (e.g.
when replacing bits or blades)>
• The correct fuse rating must be used for all electric tools. • When using compressed air tools:
- couplings should be securely attached before allowing air to flow.
- Air compressors should be located outside the building in which the work is being carried out.
- The user and supervisors should check all hoses and couplings regularly.
- Hoses should be routed so that they do not obstruct access, allow free movement of the tools and are not likely to become damaged whilst in use.
• Supervisors should ensure that equipment and tools are properly maintained and repaired, that correct
working methods are followed and that no unsafe practices are tolerated.
January 2024
Page 43 of 50
• Employees should use hand tools in the correct manner and for the correct job, using the safety devices and
equipment provided and report conditions they believe to be dangerous.
USE OF LADDERS
Each year an average of 14 people die and a further 1200 are seriously injured at work as a result of falling from a ladder or step-ladder. The following guidance will minimize the risk of accidents when working with ladders or step-ladders:
• All ladders must be suitable for the purpose for which they are provided and must conform to BS2037
(Class1 Industrial Use) or BSEN 31 (Class2 Trade Use)
• Always check that the ladder or step ladder is in good condition before use (include ladder feet) • Use only for short duration work (maximum 30 mins) • Use only for light work (maximum 10kgs) • Ground should be firm and level • Floors should be clean, not slippery • Do not overreach – make sure your belt buckle (navel) stays within the stiles and keep
both feet on the same rung or step throughout the task.
When using step ladders:
• Ensure there is space to fully open • Use any locking devices • Do not work off the top two steps (top three steps for swing-back/double sided stepladders) unless
you have a safe handhold on the steps.
• Avoid side on working.
When using leaning-ladders:
• Maximum safe ground side slope 16” (level the rungs with a suitable device) • Maximum safe ground back slope 6” • Secure it! • Have a strong upper resting point (e.g. not plastic guttering) • Ladder angle 75 degrees - 1 unit out for every 4 units up • Always grip the ladder when climbing. • Do not work off the top three rungs – this provides a handhold
VISITORS
General Statement The Company accepts its responsibility to ensure the health and safety of all personnel who come directly or indirectly into contact with this organisation, or the consequences of our activities.
Safe System of Work • Ascertain any special arrangements required by visitors before their arrival. This may include bringing vehicles, machinery or substances onto site or making arrangements to deal with personal needs.
• Upon arrival visitors must enter relevant details into the register or visitors book. • All visitors must be advised of the risks to which they may be exposed whilst on site and the emergency
arrangements, including the location of assembly points.
January 2024
Page 44 of 50
• All security arrangements must be adhered to when visitors enter the building. • The responsible person must ascertain from visitors any risks to themselves or others arising from their activities whilst on site. Visitors will be required to make full use of any personal protective equipment that is necessary to secure their health and safety.
• Where entry into areas of limited access is required, this must be authorised and monitored by a responsible
person.
• All visitors must be supervised whilst on Company premises. • Visitors must be accounted for during emergency and evacuation drills. • No children may enter the premises without prior knowledge and approval from an authorised person and
then be accompanied by a responsible person at all times.
• Visitors must sign out before leaving the premises. • All hazardous areas must be suitable locked, guarded and signed as necessary to prevent unauthorised personnel from exposure to risk. Particular consideration must be given to security when the premises are unoccupied.
WASHROOM AND TOILET FACILITIES
General Statement The Company recognises the need to provide a safe working environment and that includes the provision of sufficient washing and sanitary conveniences.
Arrangements for Ensuring the Health and Safety of Employees
Appropriate and sufficient sanitary conveniences will be provided throughout the workplace for both men and women. Appropriate facilities for disabled personnel will be provided where the need arises.
Management of Facilities Arrangements have been made to regularly clean and maintain sanitary and washing conveniences. Any reported defects will be remedied as soon as is reasonably practicable and where facilities are temporarily unavailable suitable alternative arrangements will be implemented. Regular testing and examination of ventilation and water systems will be undertaken to ensure that the required standard of health and safety are maintained. Water temperatures will be controlled to ensure the health and safety of users. Where adequate temperatures are not maintained a responsible person must be notified immediately.
Use of Facilities by Contractors and Visitors Visitors and contractors must ensure that the facilities are left in a clean and tidy order.
Reporting Problems Any defects in the washing and sanitary facilities must be reported immediately to a responsible person for investigation and action.
January 2024
Page 45 of 50
Safe System of Work In order to assist the Company in providing suitable washing and sanitary facilities the following procedures must be followed: • Hand basins should not be used for rinsing mops or soiled rags, etc. • Leave the facilities in clean and tidy condition after use. • Report defects to a responsible person • Ensure that spillages of water of other slip hazards are cleared up immediately. • Use sanitary disposal units for their intended purpose. • Do not leave spare toilet rolls or towels etc on the floor. • •
Inform management of any special needs in relation to provision or use of sanitary or washing facilities. Inform visitors and contractors of facilities that are available to them.
WASTE DISPOSAL
General Statement The Company policy is to arrange for the disposal of all waste products regularly, safely and in accordance with statutory requirements. The waste disposal arrangements will be regularly reviewed. Recycling initiatives will be taken where reasonably practical in order to help protect the environment and make better use of resources. The person responsible for the implementation of this policy is the HSEQ technician.
Waste Disposal Containers Suitable receptacles for the collection of waste are provided in strategic positions throughout the workplace. Each container clearly displays the type of waste that it is designed to hold.
Where it can be determined that certain waste is suitable for recycling, the appropriate containers will be supplied and clearly marked.
Disposal of Hazardous Waste Suitable arrangements will be made for the disposal of hazardous waste that is generated as a by-product of a work activity. The correct pre-notification and documentation procedures will be followed for Special Waste.
Safe System of Work This system of work has been designed to ensure that the disposal of waste at the workplace is carried out safely and in accordance with the law. • Only designated receptacles used for holding waste products. Take note of any segregation requirements,
e.g. for hazardous waste or recyclable materials.
• Do not discard waste carelessly into receptacles; place it properly inside the unit. • Do not overfill waste containers. Inform a responsible person when additional resources are likely to be
required.
• Report any leakage or overflow from a waste container to a responsible person. • Ensure that any spillage of substances at the workplace is cleared in the approved manner and that any
materials used for clearing are properly disposed of
• Make a note of any special arrangements or precautions that will have to be taken by the authorised waste
remover;
• Wear suitable protective equipment as required for the safe handling of waste.
January 2024
Page 46 of 50
YOUNG PERSONS
A young person is defined as a person who is not yet 18 years of age.
General Statement The Company is aware of the additional risks that may follow as a consequence of the employment of young persons and will take all measures necessary to minimise those risks so far as is reasonably practicable. The Company is aware of the statutory restrictions imposed upon work by young persons and will comply with these restrictions. Young persons will be given the raised level of information, instruction, training and supervision required to enable them to work safely. Employees’ concerns regarding young persons should be addressed to the Managing Director or his nominee and measures will then be taken to investigate the circumstances and provide a solution.
Arrangements for Ensuring the Health and Safety of Employees
Pupils and Young Persons on Work Experience/Placement All reasonable steps will be taken by the Company to secure the health and safety of young persons placed with the Company on work experience programmes. There will be thorough preparation before students/ pupils arrive enabling a risk assessment to be undertaken.
On arrival at the premises a thorough induction will be undertaken, to explain any health and safety rules, regulations and precautions that must be taken.
Staff at all levels who will be involved know exactly what their responsibilities are and have clear details as to the extent of the work which may be undertaken. The Company will determine whether it will be necessary to impose any limitations or special arrangements on medical grounds (e.g. asthma, defective colour vision or hearing impairment etc.).
Training and Supervision The Company recognises that training coupled with proper supervision is particularly important for young persons because of their relative immaturity and unfamiliarity with the working environment and will ensure that an assessment is made prior to training so that the training provided is appropriate.
Safe System of Work Young persons are to be made aware of the safe practices which are in place.
SECTION 4
MONITORING AND MEASURING SAFETY PERFORMANCE
Accident Prevention and Reporting
Safety Audits and Inspections Safety Plans Safety Reviews
January 2024
Page 47 of 50
ACCIDENT PREVENTION AND REPORTING The company will ensure that all major accidents and incidents are fully investigated and reported to the appropriate authority under the procedures laid down by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). RIDDOR Reportable Accident Types include deaths, major injuries, injuries to members of the public that require hospital treatment, work related diseases, dangerous occurrences that could have potentially resulted in a reportable injury and over 7 day injuries, where the worker has an accident resulting in them being off work or unable to do their work for more than 7 days. Deaths and specified incidents must be reported immediately by telephone – 0345 9923. Other injuries including over 7 lost day injuries must be reported on line at: www.hse.gov.uk/riddor
The company will provide a reporting and investigation system for minor injuries and “near miss” occurrences and record all accidents in the Accident Book. The company will provide and implement a positive Accident Prevention Policy designed to eliminate workplace accidents.
ACCIDENT REPORTING - SEQUENCE OF NOTIFICATION
Accidents / Incidents And Near Misses
Minor
Major
Supervisor / First Aider
First Aid Accident Book Accident Report
Company Accident Statistics and Records
SAFETY AUDITS / INSPECTIONS
Director / Supervisor
First Aid Book Accident Report RIDDOR Report
RIDOR Riddor Report Insurance Company And The HSE
A documented safety inspection of company premises will be conducted on a regular basis, the frequency will vary according to the level of risk (daily, weekly, monthly, annually). Any hazard notices received from government safety agencies will be actioned promptly by the company
January 2024
Page 48 of 50
SAFETY PLAN
The company is aware of the need to develop a safety action plan after having carried out risk assessments and having prioritised the risks in order of their level of importance.
The safety plan will set targets and goals for each objective, as well as dates by when they hope to achieve these targets and goals.
GOOD CATCH SYSTEM
The company has implemented Good Catch System to engage employees in Health and Safety and to prevent accidents and near misses. Good catches are logged into the register and actions to eliminate hazards are implemented based on the agreed timeframe.
REVIEW OF SAFETY PERFORMANCE
Safety performance is reviewed on a monthly basis during KPI meeting. All details are logged into Policy Dploy online system and if unsatisfactory the countermeasure is in place.
The company will carry out regular reviews of safety performance, including safe working procedures, management systems and policies, as indicated below:
Health and Safety Meetings General and Specific
The company aims to ensure that meetings are established and will be implemented and monitored to meet the standards required.
The company holds meetings which will meet regularly and review safety performance within the company. The meetings will consist of employer and employees representatives and will be chaired by a person who can act upon decisions reached at the meetings. At present the following groups meet regularly:
• Management meetings • Health and Safety Committee meetings
Management meetings Where meetings are not set up specifically for health and safety, all management meetings will have health and safety as a topic on the agenda.
Health and Safety Meetings Health and safety meetings are a critical part of involving all employees in the health and safety improvement process. Health and safety meetings will be held regularly and concentrate on one or two specific topics at a time.
Health and safety meetings are an opportunity for the Company to explain and demonstrate the correct and safe way work is to be carried out.
January 2024
Page 49 of 50
In a health and safety meeting, it is critical that:
• Health and safety meeting topic items are followed up on to make sure that they are completed
correctly
• Mistakes are corrected when they occur • Training is reinforced if procedure is not understood
Health and Safety Committee meetings will be held quarterly to:
• Discuss relevant health and safety topics • Report and review newly identified hazards • Communicate action plan for controlling identified hazards • Communicate controls to those affected by hazards • Review action plans for controlling hazards
Health and safety meeting topics will include:
• Accidents, near misses and unsafe acts that have occurred since the last meeting and any
control measures taken.
• New hazards - these may have just been noticed or may be due to a change in work method, location or new equipment. What actions can be taken to reduce the risk associated with the hazard?
• Progress on action items from previous meetings. • Results of risks assessments, audit reports etc. • Current health and safety concerns/issues. • New regulations, health and safety standards or operator requirements. • Refresher training or health and safety courses, regulations, health and safety standards,
operator rules.
• Minutes of Health & Safety Committee meetings reports will be kept and copies circulated to specified persons. Copies will be made available on representatives of employee safety, who will communicate within their work groups to help ensure that all employees are aware of current issues and have the opportunity to contribute to all H&S issues as appropriate.
GB/gb
January 2024
Page 50 of 50
Project: Q-21699 - Saipem COMP2 Folder: HSE TBE