Introduction

This Health and Safety policy has been prepared in accordance with the Health and Safety at Work etc Act 1974 and it defines the way we manage the health and safety hazards and risks associated with our business, premises and activities.
Stone Parish Council are committed to managing health and safety effectively to protect our employees and other persons with whom we interact because we recognise that we have not only a moral and legal duty but also that our employees are our greatest asset.
Our Health and Safety Policy Statement sets out our commitment and the objectives we aspire to in managing health and safety. It is signed by the most senior person in our organisation to demonstrate that our commitment is led from the top.
Our approach to managing health and safety will be pragmatic and proportionate and will be prioritised according to risk with the objective of maintaining continuous improvement. We accept that we cannot eliminate risk from everything we do but we can manage risk in such a way that exposure to hazards is controlled as far as is reasonably practical.
We recognise that improvement in health and safety will not happen by chance and that planning to manage using a systematic approach through risk assessment is a necessary first step and an ongoing process. In moving forwards we will wherever possible eliminate risk through selection and design of buildings, facilities, equipment and processes. Where risks cannot be eliminated they will be minimised by the use of physical controls or, as a last resort, through systems of work and personal protection.

POLICY STATEMENTS

Health & Safety Policy Statement

The management of Stone Parish Council recognises that it has a legal duty of care towards protecting the health and safety of its employees and others who may be affected by the company’s activities, and that managing health and safety is a business critical function.
In order to discharge its responsibilities the management will:

• bring this Policy Statement to the attention of all employees
• carry out and regularly review risk assessments to identify proportionate and pragmatic solutions to reducing risk
• communicate and consult with our employees on matters affecting their health and safety
• comply fully with all relevant legal requirements, codes of practice and regulations at International, National and Local levels
• eliminate risks to health and safety, where possible, through selection and design of materials, buildings, facilities, equipment and processes
• encourage staff to identify and report hazards so that we can all contribute towards improving safety
• ensure that emergency procedures are in place at all locations for dealing with health and safety issues
• maintain our premises, provide and maintain safe plant and equipment
• only engage contractors who are able to demonstrate due regard to health & safety matters
• provide adequate resources to control the health and safety risks arising from our work activities
• provide adequate training and ensure that all employees are competent to do their tasks
• provide an organisational structure that defines the responsibilities for health and safety
• provide information, instruction and supervision for employees
• regularly monitor performance and revise policies and procedures to pursue a programme of continuous improvement.

Enviromental Policy Statement

The management of Stone Parish Council recognises that the day-to-day operations can impact both directly and indirectly on the environment. We aim to protect and improve the environment through good management and by adopting best practice wherever possible. We will work to integrate environmental considerations into our business decisions and adopt greener alternatives wherever possible, throughout our operations.
In order to discharge its responsibilities the management will:

• bring this Environmental Policy Statement to the attention of all stakeholders
• comply fully with all relevant legal requirements, codes of practice and regulations at International, National and Local levels
• eliminate risks to the environment, where possible, through selection and design of materials, buildings, facilities, equipment and processes
• ensure that emergency procedures are in place at all locations for dealing with environmental issues
• identify and manage environmental risks and hazards
• improve the environmental efficiency of our transport and travel
• involve customers, partners, clients, suppliers and subcontractors in the implementation of our objectives
• minimise waste and increase recycling within the framework of our waste management procedures
• prevent pollution to land, air and water
• promote environmentally responsible purchasing
• provide adequate resources to control environmental risks arising from our work activities
• provide suitable training to enable employees to deal with their specific areas of environmental control
• reduce the use of water, energy and any other natural resources
• source materials from sustainable supply, when practicable.

ORGANISATION FOR HEALTH & SAFETY

The overall responsibility for health and safety rests at the highest management level. However, it is the responsibility of every employee to co-operate in providing and maintaining a safe place of work.
This part of our policy allocates responsibilities to line managers to provide a clear understanding of individuals’ areas of accountability in controlling factors that could lead to ill health, injury or loss. Managers are required to provide clear direction and accept responsibility to create a positive attitude and culture towards health and safety.

HEALTH AND SAFETY RESPONSIBILITIES

Clerk of the Council

The Clerk of the Council has overall responsibility for ensuring our compliance with Health and Safety legislation.
The Clerk of the Council will ensure that:

• our Health and Safety Policy is implemented, monitored, developed, communicated effectively, reviewed and amended as required
• a health and safety plan of continuous improvement is created and that senior management monitor progress against agreed targets
• suitable and sufficient funds, people, materials and equipment are provided to meet all health and safety requirements
• senior management designated with health and safety responsibilities are provided with support to enable health and safety objectives to be met
• a positive health and safety culture is promoted and that senior management develop a pro-active safety culture which will permeate into all activities undertaken and reach all personnel
• a system of communication and consultation with employees is established
• effective training programmes have been put in to place

Facilities Manager

The Facilities Manager is the designated person with overall responsibility for ensuring our compliance with Health and Safety legislation.
They will ensure that:

• our Health and Safety Policy is implemented, monitored, developed, communicated effectively, reviewed and amended as required
• a health and safety plan of continuous improvement is created and progress monitored
• suitable and sufficient funds, people, materials and equipment are provided to meet all health and safety requirements
• adequate insurance cover is provided and renewed
• competent persons are appointed to provide health and safety assistance and advice
• an adequate system of maintenance exists and operates to keep premises, plant and work equipment in a safe condition
• statutory examinations are planned, completed and recorded
• there is regular communication and consultation with staff on health and safety issues
• an effective training programme is established to ensure staff are competent to carry out their work in a safe manner
• safe systems of work are developed and implemented
• accidents, ill health and ‘near miss’ incidents at work are recorded, investigated and reported
• safety issues raised are thoroughly investigated and, when necessary, further effective controls implemented and communicated to staff
• contractors engaged are reputable, can demonstrate a good health and safety record and are made aware of relevant local health and safety rules and procedures
• effective contingency plans are in place with a designated competent person in charge of the planning and control measures for situations involving imminent danger
• health and safety objectives are set and their achievement is measured and reported in the annual report.

Health and Safety Co-ordinator
The Health & Safety Co-ordinator will ensure that:

• management are advised of relevant changes in health and safety legislation, codes of practice and industry standards
• risk assessment requirements are co-ordinated and the implementation of any action required is monitored
• risk assessments are reviewed regularly and any changes are brought to the attention of staff who may be affected
• regular meetings are held where health and safety issues can be discussed, progress made against objectives and plans monitored and actions decided
• provide advice on health and safety training requirements
• details of accidents, dangerous occurrences or diseases that are notifiable are reported to the Enforcing Authorities
• assist Managers in investigating and recording accident investigations
• contact with external organisations such as the emergency services is co-ordinated
• health assessment requirements are identified and advised to management
• the schedule of statutory examinations of plant and equipment is maintained and managers are made aware of impending examinations.

Fire Marshals / Fire Wardens
Fire Marshals / Fire Wardens will ensure that in their designated area of responsibility they:

• monitor the general fire safety of the area that they have been allocated to
• check corridors and walkways to ensure combustible materials are not stored there
• monitor escape routes to see they are kept free of obstructions
• check that fire doors are not tied, propped or wedged open
• check that final exit doors are not obstructed
• check that extinguishers are where they should be and no obvious misuse or defect has occurred.

When the fire alarm sounds, Fire Marshals / Fire Wardens must:

• without putting themselves at risk, sweep through their allocated area and verbally encourage staff to leave via the nearest fire escape route. Fire Marshals / Fire Wardens should be aim to finish their sweep at a fire exit and should not delay their own escape unduly
• check all accessible rooms including toilets and offices to make sure staff have evacuated the area or in case someone is waiting for assistance to evacuate. If there are signs of fire in a room (e.g. smoke coming out around the door), they should note the fact but should not enter or open the door
• if there is no immediate danger, ensure that all windows and doors are closed en-route to the fire exit
• report to the senior manager at the fire assembly point to report any signs of fire in their area, to report if anyone is at risk and to advise if their area is clear
• take part in any post-alarm de-briefing to identify any shortcomings in the fire evacuation procedures.

Employees
All employees must:

• take reasonable care of their own safety
• take reasonable care of the safety of others affected by their actions
• observe the safety rules
• comply with the Health and Safety Policy
• conform to all written or verbal instructions given to them to ensure their personal safety and the safety of others
• dress sensibly and safely for their particular working environment or occupation
• conduct themselves in an orderly manner in the work place and refrain from any antics or pranks
• use all safety equipment and/or protective clothing as directed
• avoid any improvisations of any form which could create an unnecessary risk to their personal safety and the safety of others
• maintain all equipment in good condition and report defects to their supervisor
• report any safety hazard or malfunction of any item of plant or equipment to their supervisor
• report all accidents to their supervisor whether an injury is sustained or not
• attend as requested any health and safety training course
• observe all laid down procedures for processes, materials and substances used
• observe the fire evacuation procedure and the position of all fire equipment and fire exit routes.

Contractors
All contractors must:

• take reasonable care of their own safety
• take reasonable care of the safety of others affected by their actions
• observe the safety rules
• submit their health and safety policy and relevant risk assessments to us for approval
• comply with and accept our health and safety policy, if they do not have one
• conform to all written or verbal instructions given to them to ensure their personal safety and the safety of others
• dress sensibly and safely for their particular working environment or occupation
• conduct themselves in an orderly manner in the work place and refrain from any antics or pranks
• use all safety equipment and/or protective clothing as directed
• avoid any improvisations of any form which could create an unnecessary risk to their personal safety and the safety of others
• maintain all equipment in good condition and report defects to their supervisor
• report any safety hazard or malfunction of any item of plant or equipment to their supervisor
• report all incidents to their supervisor and to us whether an injury is sustained or not
• attend as requested any health and safety training course
• observe all laid down procedures for processes, materials and substances used
• observe the fire evacuation procedure and the position of all fire equipment and fire exit routes.

Ellis Whittam

Ellis Whittam, in agreement with management, provides us with the following services:
• development of our documentation throughout the period of our contract and keeping it updated
for:
• changes in Health and Safety legislation relevant to us
• organisational changes which affect our management system
• a general risk assessment in the first part of the contract that forms the basis of our risk
management programme and helps us plan our future actions to reduce risk.
• a consultant visit to train senior managers and to support our implementation of this Policy by:
• assisting us to complete specific risk assessments
• providing further training, as agreed, on relevant agreed topics
• reviewing and auditing our health and safety procedures and legal compliance
• providing advice on implementing changes and system procedures.
Ellis Whittam is also contracted to:
• fulfil the role of ‘Competent Person’, providing advice and assistance on Health and Safety
issues
• provide for us a telephone advisory service – available 24 hours per day, 365 days of the year
• provide crisis help if we have a serious accident or incident involving the Enforcement
Authorities
• provide legal fees insurance, the terms of which are defined in our insurance policy document
• provide briefings to help keep us up to date with new and forthcoming legislation.

Health and Safety Committee

The Health and Safety Committee’s responsibility is to facilitate communication and consultation on
health and safety issues across the organisation.
They are responsible for ensuring that:
• there is regular communication and consultation with staff on health and safety issues
• health and safety issues raised by employees are discussed and considered for action
• health and safety standards within departments are monitored
• trends in accident statistics across the company are identified and making recommendations
for action
• health and safety is promoted and new initiatives are considered to progressively improve
standards in all areas
• employees are aware of significant changes to our health and safety policy documentation.

HEALTH AND SAFETY RULES

This section of our Health and Safety Policy specifies the rules laid down for the attention of all
employees. These rules are prepared in accordance with legal requirements and acknowledged safe
working practices. In addition to the legal duty imposed upon employees to comply with these rules,
failure to observe them will be considered to be a breach of the contract of employment and will result
in disciplinary action being taken.
Employees are reminded that a breach of health and safety legislation by an employee is a criminal
offence and action taken by an Enforcing Officer against an individual may result in heavy penalties.
Safety rules may vary depending upon the nature of work and the circumstances therefore the
overriding requirement is that employees are expected to act in a sensible manner and adhere to verbal
instructions given by Management.

General

• It is the duty of all employees to co-operate with management in fulfilling our legal obligations
in relation to health and safety.
• Employees must not intentionally or recklessly interfere with anything provided in the interests
of health, safety or welfare.
• Employees are required to notify to management of any unsafe activity, item or situation.

Working Practices

• Employees must not operate any item of plant or equipment unless they have been trained and
authorised.
• Employees must make full and proper use of all equipment guarding.
• Employees must not clean any moving item of plant or equipment.
• Employees under the age of 18 years must not operate any item of plant or equipment unless
they have received sufficient training or are under adequate supervision.
• Employees must not make any repairs or carry out maintenance work of any description unless
authorised to do so.
• Employees must use all substances, chemicals, liquids etc, in accordance with all written
instructions.
• Employees must not smoke except in prescribed areas.

Hazard / Warning Signs and Notices

• Employees must comply with all hazard/warning signs and notices displayed on the premises.

Working Conditions / Environment

• Employees must make proper use of all equipment and facilities provided to control working
conditions/ environment.
• Employees must keep stairways, passageways and work areas clear and in a clean and tidy
condition.
• Employees must dispose of all rubbish, scrap and waste materials within the working area,
using the facilities provided.
• Employees must clear up any spillage or liquids within the work area in the prescribed manner.
• Employees must deposit all waste materials and substances at the correct disposal points and
in the prescribed manner.

Protective Clothing and Equipment

• Employees must use all items of protective clothing/equipment provided as instructed.
• Employees must store and maintain protective clothing/equipment in the approved manner.
• Employees must report any damage, loss, fault or unsuitability of protective clothing/equipment
to their supervisor.
Fire Precautions
• Employees must comply with all laid down emergency procedures.
• Employees must not obstruct any fire escape route, fire equipment or fire doors.
• Employees must not misuse any fire fighting equipment provided.
• Employees must report any use of fire fighting equipment to their supervisor.
Accidents
• Employees must seek medical treatment for work related injuries they receive by contacting a
designated first aider. Upon returning from treatment they must report the incident to their
supervisor.
• Employees must ensure that any accident or injury treatment is properly recorded in the
Accident Book.
• Employees must notify management of any incident in which damage is caused to property.
Health
• Employees must report to management any medical condition or medication which could affect
the safety of themselves or others.
• Employees must co-operate with the management on the implementation of the medical and
occupational health provisions.
Employer’s Transport
• Employees must carry out prescribed checks of company vehicles prior to use and in
conjunction with the laid down checking procedure.
• Employees must not drive or operate any vehicles for which they do not hold the appropriate
driving licence or permit.
• Employees must not carry unauthorised passengers or unauthorised loads.
• Employees must not use vehicles for unauthorised purposes.
• Employees must not load vehicles above the stated capacity.
• Employees must not drive or operate vehicles whilst suffering from a medical condition or illness
that may affect their driving or operating ability.

Rules Covering Gross Misconduct
An employee will be liable to summary dismissal if they are found to have acted in any of the following
ways:
• A serious or wilful breach of Safety Rules.
• Unauthorised removal or interference with any guard or protective device.
• Unauthorised operation of any item of plant or equipment.
• Unauthorised removal of any item of first aid equipment.
• Wilful damage to, misuse of or interference with any item provided in the interests of Health and
Safety or welfare at work.
• Unauthorised removal or defacing or any label, sign or warning device.
• Horseplay or practical jokes which could cause accidents.
• Making false statements or in any way deliberately interfering with evidence following an
accident or dangerous occurrence.
• Misuse of any item of equipment, utensil, fitting/ fixture, vehicle or electrical equipment.
• Deliberately disobeying an authorised instruction.

ARRANGEMENTS

Accident, Incident and Ill-Health Recording, Reporting and Investigation

This policy sets out the procedures that are to be followed when any employee, visitor or contractor
has an accident, near miss or dangerous occurrence on the company’s premises during the course of
their employment.
This will also apply to visitors who are members of the public and are therefore not at work. In addition
employees who develop a work-related illness must also report via these procedures.
Definitions:
An accident is an unplanned event that causes injury to persons, damage to property or a combination
of both.
A near miss is an unplanned event that does not cause injury or damage but could do so.
A work-related illness is a prescribed illness that is obtained by an employee through the course of
work or from a non-employee as a result of activities carried out by the company.
The Accident Book
All accidents resulting in personal injury must be recorded in the company’s Accident Book.
The Accident Book will comply with the requirements of the Data Protection Act.
The Accident Book will be reviewed regularly by senior management to ascertain the nature of incidents
that have occurred in the workplace. This review will be in addition to any 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.
Employees must ensure that they are aware of the location of the accident book.

Reporting Requirements

Certain accidents causing injury, both fatal and non-fatal, certain occupational diseases and certain
dangerous occurrences are reportable to the Enforcing Authority under the Reporting of Injuries,
Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
The following events must be reported to the Health and Safety Executive:
• A death
• A specified injury to an employee as detailed in regulation 4
• An injury to a non-employee where that person is taken directly to hospital for treatment as a
result of their injury
• Any dangerous occurrence
• Any employee diagnosed by a qualified medical practitioner as suffering from a disease
specified in the Regulations
• Any employee diagnosed with a cancer caused by work-related exposure to a known
carcinogen or mutagen.

Injuries that lead to a worker being incapacitated for more than seven consecutive days as the result
of an occupational accident or injury (not counting the day of the accident but including weekends and
rest days) must also be reported within 15 working days using the Health and Safety Executive (HSE)
website.
You must also keep a record of an accident if the worker has been incapacitated for more than three
consecutive days. If you are an employer who must keep an accident book under the Social Security
(Claims and Payments) Regulations 1979, that record can be treated as a record for the purposes of
RIDDOR.
Contact details for the Health and Safety Executive are:
Tel: 0345 300 9923 (Monday to Friday 8:30am to 5:00pm)
Website: www.hse.gov.uk
For further advice on injuries, diseases or dangerous occurrences requiring notification please contact
the Ellis Whittam Advice Line. (Tel: 0845 226 8393)
The completed report form sent back by the HSE should be kept with the other accident records and
documents; this will confirm the notification has been made.
Accident report, completed notification form and investigation notes, witness statements and
photographs are to be kept on file to advise the insurers of a potential claim and to present to the
Enforcing Authority in the event of an investigation.
Records are to be kept for 3 years from the date of the incident.

Investigation

All injury related accidents that are either notified to the Enforcing Authority or where a serious injury
has occurred will be investigated:
• to ensure that all necessary information in respect of the accident or incident is collated
• to understand the sequence of events that led to the accident or incident
• to identify the unsafe acts and conditions that contributed to the cause of the accident or incident
• to identify the underlying causes that may have contributed to the accident or incident
• to ensure that effective remedial actions are taken to prevent any recurrence
• to enable a full and comprehensive report of the accident or incident to be prepared and
circulated to all interested parties
• to enable all statutory requirements to be adhered to.
The investigation will include obtaining signed witness statements, photographs and drawings as
appropriate.

Asbestos

The company will protect employees and other persons potentially exposed to asbestos as far as is
reasonably practicable. Everyone who needs to know about the presence of asbestos will be alerted.
No one will be allowed to start any work that could disturb asbestos unless the correct procedures are
to be employed.
This will be achieved by minimising exposure through:
• the management of asbestos-containing materials in the workplace premises by
• Assessment – The premises will be surveyed to determine whether asbestos-containing
materials are present. It will be presumed that materials contain asbestos unless there
is strong evidence to the contrary.
• The amount and condition of the asbestos-containing material will be assessed and
measures will be identified to ensure that airborne asbestos fibres are not present or
formed in the workplace.
• A Written Plan – A written plan or register that sets out the location of the asbestoscontaining
material and how the risk from this material will be managed will be prepared
and steps will be taken to put the plan into action. The plan or register will be made
available and the arrangements will be reviewed at regular intervals or when there has
been a significant change to the organisation or personnel.
• Access to Asbestos-containing Materials – Access to asbestos-containing materials
in the premises will be controlled so as to prevent inadvertent disturbance of the material
and the release of asbestos fibres. Systems will be put in place to ensure that anyone
liable to disturb asbestos-containing materials is made aware of their location.
• Monitoring and Maintenance – The condition of all asbestos-containing materials or
materials suspected of containing asbestos will be inspected at agreed intervals to
ascertain that there has been no damage or deterioration. Where damage or
deterioration is found the asbestos-containing material will be reassessed and repaired
or removed as appropriate.

Asbestos-related Emergencies

Procedures to deal with asbestos-related incidents will be in place (including the provision of
information and warning systems) unless there is only a slight risk to the health of employees.

Arrangements for Controlling Work on Asbestos

Any work on, or removal of, asbestos-containing materials will be controlled to ensure that adequate
precautions are taken to prevent the release of asbestos fibres.
Work with asbestos and asbestos-containing materials is to be carried out by a licensed contractor
(licensed by the HSE) unless the work is exempted from the requirement for licensing.
Selection and Control of Contractors to Work on Asbestos-containing Materials
When contractors are engaged to work on the premises, adequate steps will be taken to ensure the
contractors are competent and have sufficient skills and knowledge to do the job safely and without
risks to health.
Only contractors licensed by the HSE will be used for the removal of asbestos-containing materials,
unless the work involves the removal of materials in which:
• asbestos fibres are firmly linked in a matrix
• the exposure during the removal process is likely to be sporadic or of low intensity

Contractors hired to carry out building or allied trade work that will involve minor work with asbestos
must comply with the Control of Asbestos Regulations 2012.

Procedures for Dealing with Health and Safety Issues

Where an employee raises a health and safety problem related to work with asbestos, the company
will:
• take all necessary steps to investigate the circumstances
• take corrective measures where appropriate
• advise the employee of actions taken.
Where a problem arises relating to the condition of, or during work on, asbestos-containing material,
the employee must:
• inform a responsible person immediately, usually a supervisor or manager
• in the case of an accident or emergency, respond quickly to ensure effective treatment.

Communication and Consultation

It is a legal requirement for the company to establish arrangements to communicate and consult with
employees on issues affecting their health and safety and to take account of their views.
To achieve this objective we will:
• establish effective lines of communication
• involve and consult with employees through:
• individual conversations
• notice boards
• internal publications
• staff meetings
• health and safety meetings.
• display the ‘Health and Safety Law – What You Need To Know’ poster
• consult with employees when changes to processes, equipment, work methods etc. are to be
introduced that may affect their health and safety.
Where it is not practical to consult with all employees directly and it would be more appropriate to
communicate and consult through employee representatives, we will arrange for representatives of
employee safety to be elected.
The company will allow all representatives an appropriate amount of time away from their normal duties
in order to complete their duties as representatives. We will not hinder representatives in the execution
of their normal functions as defined by law.

Contractors

When working on our premises it is considered that contractors are joint occupiers for that period and
therefore we have both joint liabilities in “common areas”. In order to meet our legal obligations with
regard to contractors we will ensure, prior to engaging any contractor, that they are competent and
ensure during their period of employment that any works are carried out safely.
The following factors will be considered as part of our procedures for vetting contractors:
• sight of the contractor’s own safety policy, risk assessments, method statements, permits to
work, etc as applicable
• clarification of the responsibility for provision of first aid and fire extinguishing equipment
• details of articles and hazardous substances intended to be brought to site, including any
arrangements for safe transportation, handling, use, storage and disposal
• details of plant and equipment to be brought onto site, including arrangements for storage, use,
maintenance and inspection
• clarification for supervision and regular communication during work including arrangements for
reporting problems or stopping work in cases where there is a serious risk of personal injury
• confirmation that all workers are suitably qualified and competent for the work (including a
requirement for sight of evidence where relevant)
• evidence showing that appropriate Employers and Public Liability Insurance is in place.
Clearly, it will not be necessary to go to such elaborate lengths if the contract is very short and will not
create hazards of any significance. The complexity of the arrangements will be directly proportional to
the risks and consequences of failure.
Similarly we have a parallel duty to the contractor and must ensure that the contractor is not put at risk
by our own activities for the duration of the contract.
We will stop contractors working immediately if their work appears unsafe. Staff should report any
concerns to a manager immediately.

Construction work and the Construction (Design and Management) Regulations 2015

Where any construction work is carried out, to fulfil our legal duties as a “client” under the Construction
(Design and Management) Regulations 2015 we will:
• make suitable arrangements for the management of the project and review those arrangements
throughout the project to ensure that they are still relevant
• ensure that all dutyholders that we appoint have the necessary skills, knowledge and
experience to carry out their roles safely
• appoint in writing the Principal Designer and Principal Contractor sufficiently early in the project
to allow them to carry out their duties properly
• notify the HSE in writing for projects that require it
• ensure that relevant pre-construction information is passed to all designers and contractors
• ensure that the Principal Designer and Principal Contractor carry out their duties

• ensure that adequate welfare facilities are provided for the contractors
• ensure that no construction commences until an adequate health and safety plan and
construction phase plan covering the work has been prepared
• ensure that any health and safety file passed to us is kept securely and readily available for
inspection by anyone who requires it to fulfil their legal duties, and , if we choose to dispose of
the building, to pass the file to any person or company who acquires the building.
• cooperate fully with all other dutyholders and provide all relevant information and instruction
promptly and clearly.

Disabled Persons

The company will give full and proper consideration to the needs of disabled employees and visitors.
To achieve this, the company will:
• treat all disabled employees and visitors with respect and dignity, both in the provision of a safe
working environment and in equal access to the organisation’s facilities
• ensure that risk assessments are undertaken of the special needs of the disabled and carry out
reasonable adjustments to the premises and/or employment arrangements
• encourage employees with special needs to suggest any premises or task improvements to
their line managers
• discipline any employees found treating their disabled colleagues with less than the expected
standards of respect and dignity
• ensure suitable plans are in place which will assist disabled people to leave the premises swiftly
during an emergency evacuation.

Display Screen Equipment

All reasonable steps will be taken by the company to secure the health and safety of employees who
work with display screen equipment.
To achieve this objective the company will:
• carry out an assessment of each user’s workstation
• implement necessary measures to remedy any risks found as a result of the assessment
• provide adequate information and training to persons working with display screen equipment
• endeavour to incorporate changes of task within the working day, to prevent intensive periods
of on-screen activity
• review software to ensure that it is suitable for the task and is not unnecessarily complicated
• arrange for the provision of free eye tests when requested, at regular intervals thereafter and
where a visual problem is experienced
• arrange for the supply, at a subsidised cost, for any corrective appliances (glasses or contact
lenses) where these are required specifically for working with display screen equipment
• advise existing employees, and all persons applying for work with display screen equipment, of
the risks to health and how these are to be avoided
• investigate any discomfort or ill-health believed to be associated with the use of display screen
equipment and take appropriate remedial action
• make special arrangements for individuals with health conditions that could be adversely
affected by working with display screen equipment.

Employees must:

• comply with the instructions and training given regarding safe workstation set-up and use,
including the need for regular changes of activity or breaks and the use of the equipment
provided
• inform their departmental supervisor / line manager of any disability or health condition which
may affect their ability to work using display screen equipment or be affected by working with
DSE (this information will be treated confidentially)
• report to their departmental supervisor / line manager any discomfort or health concern believed
to be associated with the use of DSE (this information will be treated confidentially).

Driving for Work

Driving is an integral part to some roles within the company and as such requires driving on company
business. Driving has inherent risks associated with it which drivers should be made aware of.
The company is committed to reducing the risks its staff face or create when driving at work and
therefore will:
• ensure risk assessments are completed and that journeys are planned
• not put unreasonable time constraints on travel
• ensure those driving for business are competent (and where required, authorised) and fit
• provide any additional training that may be deemed necessary to reduce driving related
occupational risks
• provide sufficient information and guidance for managers and drivers to enable them to
understand the additional occupational risks involved in driving
• establish a travel plan which will limit the requirement for travel and make provisions for long
journeys
• require drivers to annually submit copies of their insurance, the MOT certificate or evidence of
the MOT exemption for their vehicle and their current driving licence.
When providing company vehicles the company will:
• maintain them to the required legal standard and ensure they are suitable for their purpose
• provide and maintain additional tools and equipment necessary for the purposes of the journey
• provide them with regard to safety and the environment i.e. higher ENCAP ratings, lower
emissions, better fuel consumption
• provide access to breakdown support and recovery
• provide no smoking signs for inside the vehicle.

Implementation

The company asks its entire staff to play their part, whether they use a company vehicle, their own or
a hire vehicle.
Drivers
Drivers will remain responsible for their safety and others and must comply with the Highway Code and
Road Traffic Act.
It is the responsibility of drivers to inform their manager of:
• anything that could affect their driving e.g. health conditions or injuries, use of prescribed
medication
• changes to licence such as; limitations, offences recorded, period bans
• vehicle defects that affect ability / safety to drive

• any accidents / incidents that occurred whilst driving on behalf of the company.
Before driving, drivers must:
• review the need to travel
• have a valid licence for the vehicle they are driving and for any overseas travel if required
• ensure valid insurance for business use
• carry out a pre-use vehicle check
• allow sufficient time to drive allowing for traffic, poor weather and rest breaks
• ensure sufficient rest
• be physically fit, with zero alcohol level and not under the influence of drugs that may affect
their ability to drive
• have had an eye test in last 2 years and be using any required corrective appliance
• adjust their driving position, head restraints and mirrors to ensure maximum comfort and safety.
Whilst driving, drivers must:
• drive in accordance with the applicable law and with consideration for the safety of passengers
and other road users
• take regular rest breaks every 2-3 hours or at first signs of tiredness
• remain in control of the vehicle at all times
• not smoke in a company vehicle
• never use any hand held electronic device e.g. mobile phone, satellite navigation, mp 3 player
• never receive or make calls.

Managers

Managers should ensure that the driving policy is brought to the attention of drivers and they will:
• lead by example, both in the way they drive and by not tolerating poor driving practices amongst
colleagues
• challenge unsafe attitudes and behaviours and encourage staff to drive safely
• monitor compliance with the driving policy at team meetings, staff appraisals and periodic
checks
• not expect staff to answer calls when they are driving.

Drugs and Alcohol

Alcohol
Employees must not drink alcohol on the company’s premises or the premises of its customers or clients
without express permission from a senior manager or director.
Any employee who is found consuming alcohol on the company’s premises or the premises of its
customers and clients without permission or is found to be intoxicated at work will normally face
disciplinary action on the ground of gross misconduct under the company’s disciplinary procedure.

Drugs and medication

The possession, use or distribution of drugs for non-medical purposes on the company’s premises is
strictly forbidden and a gross misconduct offence.
If you are prescribed drugs by your doctor which may affect your ability to perform your work you should
discuss the problem with your manager or supervisor.
If the company suspects there has been a breach of this policy or your work performance or conduct has
been impaired through substance abuse, the company reserves the right to require you to undergo a
medical examination to determine the cause of the problem.

Medical Examination

Existing and prospective employees may be asked to undergo a medical examination, which will seek to
determine whether he/she has taken a controlled drug or has an alcohol abuse problem.
A refusal to give consent to such an examination or a refusal to undergo the screening will result in the
immediate withdrawal of any offer made to prospective employees and will normally be treated as gross
misconduct for employees.
If, having undergone a medical examination, it is confirmed that you have been positively tested for a
controlled drug, or you admit there is a problem, the company reserves the right to suspend you from
your employment (with or without pay) to allow the company to decide whether to deal with the matter
under the terms of the company’s disciplinary procedure and/or to require you to undergo treatment and
rehabilitation.

Reasonable Grounds

The company reserves the right to search you or any of your property held on company premises at any
time if there are reasonable grounds to believe that this policy is being or has been infringed or for any
other reason. If you refuse to comply with these search procedures, your refusal will normally be treated
as gross misconduct.
The company reserves the right to inform the police of any suspicions it may have with regard to the use
of controlled drugs by its employees on the company’s premises.

Electricity
All reasonable steps will be taken to secure the health and safety of employees who use, operate or
maintain electrical equipment.
To ensure this objective the company will:
• ensure electrical installations and equipment are installed in accordance with the Wiring
Regulations (BS 7671) published by the Institution of Engineering and Technology (IET)
• maintain the fixed installation in a safe condition by carrying out routine safety tests
• inspect and test portable and transportable equipment as often as required to ensure safety
• promote and implement a safe system of work for maintenance, inspection and testing
• forbid live working unless absolutely necessary, in which case a permit to work system must be
used
• ensure employees who carry out electrical work are competent to do so
• maintain detailed records.

Employees must:

• visually check electrical equipment for damage before use
• report any defects found to their line manager / supervisor
• not use defective electrical equipment
• not carry out any repair to any electrical item unless qualified to do so
• switch off non-essential equipment from the mains when left unattended for long periods
• not bring any electrical item onto the company premises until it has been tested and a record of
such a test has been included in the appropriate record
• not leave electric cables in such a position that they will cause a tripping hazard or be subject
to mechanical damage.

Environment

All reasonable steps will be taken to protect the environment. In order to discharge its responsibilities
the management will:
• comply fully with all relevant legal requirements, codes of practice and regulations
• prevent pollution to land, air and water
• reduce water and energy use
• minimise waste and increase recycling within the framework of our waste management
procedures
• identify and manage environmental risks and hazards
• involve customers, partners, clients, suppliers and subcontractors in the implementation of our
objectives
• promote environmentally responsible purchasing
• provide suitable training to enable employees to deal with their specific areas of environmental
control
• improve the environmental efficiency of our transport and travel
• establish targets to measure the continuous improvement in our environmental performance
• eliminate risks to the environment through selection and design of buildings, facilities,
equipment and processes. Where risks cannot be eliminated they will be minimised by the use
of physical controls or, as a last resort, through systems of work and personal protection
• only engage contractors who are able to demonstrate due regard to environmental matters
• bring the Environmental Policy Statement to the attention of all employees.

Environmental complaints procedure

On receipt of a complaint about any environmental related matter the following procedure will be
implemented:
• the name, address and contact details will be taken from the complainant along with details of
the complaint including dates, times, frequency, impact and location
• full details of the complaint will be recorded and passed a Senior Manager or Director for an
investigation to be instigated
• investigations will be commenced at the earliest opportunity and at least within 24 hours
• where the complaint is found to be justified immediate measures will be taken to remedy the
problem as far as is reasonably practicable
• results of all investigations will be recorded and copied to the complainant, a Senior Manager
or Director
• the complainant will be kept advised of the results of any investigation and the measures being
taken to seek a solution; including details of the proposed timescales where immediate
resolution is not possible.
All employees are responsible for working towards the objectives contained within this policy.

Fire

All reasonable steps will be taken to prevent a fire occurring. In the event of fire, the safety of life will override all other considerations, such as saving property and extinguishing the fire.
In order to prevent fire and to minimise the likelihood of injury in the event of a fire the company will:
• assess the risk from fire at our premises and implement appropriate control measures
• ensure good housekeeping standards are maintained to minimise the risk of fire
• provide and maintain safe means of escape from the premises
• develop a fire evacuation procedure for all buildings
• provide and maintain appropriate fire-fighting equipment
• regularly stage fire evacuation drills, inspect the means of escape and test and inspect fire-fighting equipment, emergency lighting and any fire warning systems
• provide adequate fire safety training to employees, plus specialist training to those with special responsibilities
• make arrangements for the safe evacuation of deaf or otherwise disabled persons
• make arrangements for ensuring all visitors are made aware of the fire evacuation procedures
• display fire action notices
• keep fire safety records.
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.
Immediate evacuation of the building must take place as soon as the evacuate signal is given. All occupants, on evacuation, should report to the pre-determined assembly points.
Re-entry of the building is strictly prohibited until the fire brigade officer or a senior person present declares it is safe to do so.
Employees are encouraged to report any concerns regarding fire procedures so the organisation can investigate and take remedial action if necessary.

First Aid

The company is committed to providing sufficient provision for first aid to deal with accidents and injuries that arise at work.
To achieve this objective the company will:
1. appoint and train a suitable number of first aid personnel to cover all work patterns
2. display first aid notices with details of first aid provision
3. provide and maintain suitable and sufficient first aid facilities including first aid boxes
4. provide any additional first aid training that may be required to deal with specific first aid hazards.
The minimum first aid provision at all sites is an adequately stocked first aid box and an Appointed Person to take charge of the first aid arrangements.
Appointed Person
The Appointed Person duties include:
• taking charge when someone falls ill or is injured, including calling an ambulance if required
• looking after and maintaining the first aid box and contents.
The Appointed Person will not be required to provide treatment for which they have not been trained.

First Aiders

First aiders are qualified personnel who have received training and passed an examination in accordance with HSE requirements.
The numbers of first aid personnel at each location will be determined by individual circumstances, the level of risk and in line with current government guidance.
First aid personnel will be provided with refresher training at regular intervals to keep their skills up to date.

First Aid Boxes

First aid boxes will be provided within the workplace to ensure there are adequate supplies for the nature of the hazards involved. All boxes will contain at least the minimum supplies suggested by L74: First Aid at Work Approved Code of Practice. Only specified first aid supplies will be kept. No creams, lotions or drugs, however seemingly mild, will be kept.

Portable First Aid Kits

Portable first aid kits will be available for staff members required to work away from the normal workplace, where access to facilities may be restricted, such as:
• work with potentially dangerous tools and machinery away from base location
• staff travelling in vehicles on a regular basis
• staff whose work takes them to isolated or remote locations
• staff participating in sporting or social events arranged or supported by the organisation

Gas Installations and Appliances

The company will ensure that all work carried out on gas fittings and appliances are in accordance with the requirements of the regulations and the Safety in the Installation and Use of Gas Systems and Appliances Manual.
The company is committed to achieving high standards of health and safety for all staff, visitors, customers and others. For these reasons employing, training, and arranging the assessments of operatives that are competent to work on gas installations and appliances – servicing, repairing or installing, is highly significant to supporting these aims.
The company supports the aims of:
• reducing the waste of fuel and material
• increasing operational efficiency
• eliminating unnecessary emission of atmospheric pollutants
• reducing the risk to death, injury and distress to members of the public, staff and others who may be affected
• increasing confidence, amongst users, in the safe use of fossil fuels and fossil fuel burning appliances.
The Gas Safe Register (GSR) is the governing body approved by the Health and Safety Executive to register and monitor the activities of gas installation and use. Gas fitting operatives carrying out work on behalf of the company will be registered with the GSR.
No person shall interfere with any gas appliance or gas fitting or pipe work unless qualified and competent to do so.

Hazardous Substances (COSHH)

All reasonable steps will be taken to ensure all exposure of employees to substances hazardous to health is prevented or at least controlled to within statutory limits.
The company will implement the following:
• an inventory of all substances hazardous to health kept or present on site will be maintained and copies of relevant hazard data sheets retained
• competent persons will be appointed to carry out risk assessments of the exposure to substances hazardous to health and advise on their control
• all operations which involve, or may involve, exposure to substances hazardous to health will be assessed and appropriate control measures will be taken if elimination or substitution of the substance is not possible
• engineering controls will be properly maintained by planned preventive maintenance and annual performance monitoring to ensure continued effectiveness
• systems of work will be reviewed at suitable intervals and revised if necessary
• all employees and others who may work in the affected areas will be informed of the purpose and safe operation of all engineering controls
• personal protective equipment (PPE) will only be used as a last resort or as a back-up measure during testing or modification of other controls
• the type and use of PPE will be carefully assessed and maintained according to manufacturers’ instructions
• assessments will be reviewed periodically or if changes to the operation or any hazardous substances used
• qualified professionals, where necessary, will carry out health surveillance
• employee health records of all exposures to substances hazardous to health will be kept for a minimum of 40 years
• all employees will be provided with understandable information and appropriate training on the nature of the hazardous substances they work with. Employees will be informed about any monitoring and health surveillance results
• all changes to control measures and changes of PPE will be properly assessed and no new substances will be introduced into the workplace without prior assessment.
Information and Training
The company will give sufficient information and training to ensure full understanding of the hazards to health posed by substances in the workplace and the importance of the control measures provided. Information will also be given to others who may be affected such as contractors, temporary staff and visitors where appropriate.
Managers and supervisors of areas which use substances hazardous to health will be given additional training to ensure the proper management of the risks.

Health, Safety and Welfare

The company is committed to providing suitable health, safety and welfare facilities in line with current legislation, in particular the provision of:
• adequate maintenance of workplace and equipment
• appropriate ventilation, temperature control and lighting
• suitable cleanliness and housekeeping standards
• adequate workspace allocation
• properly designed workstations
• well maintained traffic routes and floors
• appropriate fall protection
• suitable glazing
• safe access and egress (well maintained exits and entrances)
• appropriate sanitary and washing facilities
• separate toilet facilities for men and women
• plentiful drinking water supply and cups
• seating with an incorporated back rest
• accommodation for keeping clothing clean and dry
• facilities for changing, rest periods, hot drinks and meals preparation
• showering facilities if the nature of an employees work requires this
• appropriate first aid provision
• appropriate emergency, fire and evacuation equipment and procedures.
The company recognises these responsibilities are required for any work whether on a remote work site, at their usual workplace or head office.

Health Surveillance

Health surveillance is the early detection of adverse health risks associated with a work activity. It allows staff at increased risk to be identified and additional precautions to be taken as necessary. It is also a means of checking the effectiveness of the existing control measures.
To ensure adequate health surveillance is implemented the company will:
• carry out risk assessments to identify those activities, processes or materials that are likely to give rise to a health risk
• ensure that adequate control measures are put in place to reduce risks as far as possible
• seek advice on risk reduction from our safety advisor, occupational hygienist or other relevant person as necessary
• seek the advice of relevant people on the need for health surveillance where it is thought that a residual health risk remains following the implementation of control measures
• advise employees of the health risks and the signs of ill health
• ensure employees co-operate with health surveillance procedures provided
• discuss with the relevant people any health concern brought to their attention by an employee.

Format of Health Surveillance

If a reliable test can be carried out, the format of health surveillance may include the use of questionnaires to determine symptoms and may also involve clinical examination or measurements, such as lung function testing, hearing tests or biological sampling.

Frequency of Health Surveillance

The level of risk will determine the frequency of health surveillance programmes. Where the risk is thought to be low, only baseline data will be required and staff should report to the team leader if any problems are experienced. Baseline data will usually be gathered at the employment interview.
If the risk is thought to be more significant, periodic health surveillance for all exposed staff will take place. In most cases this will be annual; however in some high-risk areas a more frequent programme may be agreed. More frequent surveillance may be required where a person’s medical history suggests a particular vulnerability. The responsible person or occupational health nurse will make this decision and manage the recall process.
If health problems are identified following health surveillance, control measures will be reviewed and where necessary enhanced.
The occupational health nurse or doctor will advise on any specific actions to take with regard to the affected employee, e.g.:
• reducing the length of exposure
• restricting work activities which cause exposure
• re-deploying the affected employee
• advising on additional personal protective equipment (PPE).

Record Keeping

The responsible person or occupational health nurse will, with the support of team leaders, ensure employees requiring health surveillance are identified and recalled at appropriate intervals.
Health records will be kept for a minimum of 40 years.
Employees will be allowed reasonable access to their health records and a copy offered to individuals when they leave the company.

Home Working

Home workers are subject to the same health and safety requirements as workers based on company premises and their health and safety will be managed accordingly.
To achieve this objective we will:
• ensure that appropriate risk assessments are completed
• ensure that risk assessments are reviewed annually
• ensure home workers are provided with suitable induction training on commencement of employment
• ensure appropriate equipment is provided for the home worker’s health, safety and welfare
• ensure all equipment that is provided for use in the employees’ homes is properly installed and tested
• arrange for the maintenance of all electrical equipment supplied for use in employees’ homes (The hard wired electrical sockets and ring mains supplies are the employee’s own responsibility)
• provide, where practicable, scope for varying work patterns and to allow employee input in how the work is carried out to ensure home workers take periodic breaks during the working day
• ensure that managers and home workers have the opportunity to be kept informed of what is going on within the company; recognising and satisfying the need for social interaction will reduce stress
• encourage home workers to ‘network’ with colleagues
• make the home worker aware of their duty to report any incidents or accidents that occur as a result of work related activities to the company using the company accident procedure
• ensure home workers are aware of the need to monitor their own working conditions and report any problems to their line manager.

Training

All home workers will be fully trained in the tasks that they are employed to do and the equipment they will be using.
Home workers will be trained in emergency procedures in case of an accident in the home.
Supervisors/management of home workers will be trained in how to deal with employees working off site e.g. prearranged regular contact, how to recognise signs of stress in home workers.

Infection Control

For some work activities, staff may be at risk of infection or of spreading infection. Exposure to infections may arise at work from a number of situations, including:
• contact with people (e.g. Diphtheria, TB, MRSA)
• injuries arising from needles / sharps (e.g. Tetanus, Hepatitis B or C, HIV)
The company aims to prevent the spread of infection through work-based activities by adopting suitable control measures.
The company will:
• undertake assessments to identify tasks or situations that may expose individuals or groups to potential infection
• identify, plan and implement controls and safe systems of work to prevent transmission of infection
• provided information, instruction and training to those identified at risk
• where required, provide personal protective equipment (PPE) and monitor its use and maintenance
• organise for the safe cleaning of equipment and where appropriate disinfection and thorough, cleaning of the premises
• arrange for safe disposal of any infected materials
• adopt good hygiene practices.

Vaccination

The risk assessment will also identify whether the staff involved in a particular task should be offered vaccinations against Hepatitis B and Tetanus.
Where this is identified, vaccinations shall be offered to individuals without charge.
Training and Information
Training and information will be provided to all employees who are identified from the risk assessment as being potentially exposed to infections.
Training will be given for any tasks they are employed to do, the equipment they will be using and any safe procedures to adopt.
Staff Illness and Reporting
It is important to remember that infection can also be passed onto people from staff. Staff should notify their manager if they develop any infectious disease that may affect work or people around them, for example:
• skin infections or exposed areas of infestation
• severe respiratory infection (e.g. pneumonia, TB)
• severe diarrhoea
• jaundice
• hepatitis
• Chicken Pox, Measles, Mumps, Rubella

Managers will need to discuss with the individual suitable controls. In some cases, employees may need to be referred to an Occupational Health Practitioner or their GP for advice.
Staff should also report any illness or disease which has been contracted through work. In some circumstances if a staff member contracts a disease whilst at work, this is reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations). Certain diseases including Leptospirosis, Hepatitis, TB, and Tetanus are specifically required to be reported.

Confidentiality

Confidentiality will be maintained at all times in relation to an employee who is known to have any infectious disease.
No health information will be disclosed without the written consent of the employee concerned and any breach of such confidentiality, either inside or outside the organisation, will be regarded as a disciplinary offence and may result in disciplinary action.

Legionnaires Disease

All reasonable steps will be taken to assess and identify potential legionellosis hazards and to prevent or minimise the risk of exposure.
At risk systems include the hot and cold water storage and distribution system.
To achieve control of legionella bacteria the company will implement the following:
• Avoidance of Conditions Favouring Growth of Organisms
As far as practicable, water systems will be operated at temperatures that do not favour the growth of legionella. The recommended temperature for hot water is 60°C and either above 50°C or below 20°C for distribution, as care must be taken to protect people from exposure to very hot water.
The use of materials that may provide nutrients for microbial growth will be avoided. Corrosion, scale deposition and build up of bio films and sediments will be controlled and tanks will be lidded.
• Avoidance of Stagnation
Dead-legs, which occur when water services leading from the main circulation water system to taps or appliances, are used only intermittently and other parts of systems which may provide a reservoir for infection will be identified and where possible eliminated.
• System Maintenance
Water systems will be disinfected by an effective means before being taken into service and after shut downs of five or more days. Plant will be regularly inspected and maintained (e.g. by monthly visits from a water treatment specialist). Plant will be disinfected periodically (normally twice yearly) by chlorination or by temporarily raising water temperatures. Biocides may be used to control microbial growth. Maintenance personnel must wear appropriate protective clothing.
• Sampling
Sampling for legionella will not normally be necessary, unless in the case of an outbreak or to monitor the effectiveness of precautionary measures. Weekly monitoring of chemical and microbiological water quality will be carried out to give a useful indication of the state of the system.
• Record Keeping
Records will be kept of all maintenance, temperature monitoring and sampling carried out.
Selection, Training and Competence of Staff
Persons carrying out control measures will receive appropriate training and supervision so they are able to perform their duties competently.
Action in the Event of an Outbreak
A contingency plan in case of an outbreak of legionellosis will be prepared. This will include the:
• identification of people who may have been exposed
• involvement of public health authorities
• dissemination of information to employees and other interested parties as to the nature of the risks.

Lone Working

The company will ensure, so far as is reasonably practicable, that employees and self-employed contractors who are required to work alone or unsupervised for significant periods of time are protected from risks to their health and safety.
The company will determine, by risk assessment, those activities where work can actually be done safely by one unaccompanied person. This will include the identification of hazards from means of access and/or egress, plant, machinery, goods, substances, environment and atmosphere, etc.
Particular consideration will be given to:
• the remoteness or isolation of workplaces
• any problems of communication
• the possibility of interference, such as violence or criminal activity from other persons
• the nature of injury or damage to health and anticipated “worst case” scenario.
Information and Training
Employees and others will be given all necessary information, instruction, training and supervision to enable them to recognise the hazards and appreciate the risks involved with working alone.
Employees will be required to follow the safe working procedures devised including:
• when working alone, e.g. in an isolated area of a building with all doors closed, ensure that someone is aware of your presence
• check that work being done has been subject to risk assessment and check the assessment yourself – some work may have been identified as requiring the assistance of a second person
• if possible and arranged beforehand, keep in regular contact with someone else, e.g. use a mobile phone to call into the office every couple of hours indicating your movements
• do not put yourself at risk; if you do not feel safe discuss the situation with your immediate manager
• report all accidents, injuries, near-misses and dangerous occurrences to your immediate manager.

Machinery Maintenance

The company will take all reasonable steps to ensure the safety of all employees maintaining the machinery as well as the safety of those affected by the maintenance work. The company will liaise with the suppliers of all new machinery to establish how that machinery should be maintained safely.
The company will seek to inform and train personnel to implement this policy.
To achieve this objective the company will, in consultation with the maintenance staff:
• carry out an assessment of how the machinery should be isolated for specific maintenance work
• carry out an assessment of how the machinery should be isolated to enable general maintenance work to be carried out safely
• carry out an assessment of the maintenance of the machine itself, including any heavy parts that have to be moved, any positions that have to be reached to achieve the necessary result and any risks of parts falling
• carry out an assessment of how the maintenance of the machine affects its environment
• carry out an assessment of all hazards that arise when guards have been removed
• take appropriate measures for the protection of any person carrying out maintenance operations which the assessment has shown to involve risk to health or safety
• provide any personal protective equipment that might be necessary to carry out the work safely
• ensure that employees are aware of the reporting procedures, so that a responsible person is informed of any problems as soon as they arise and remedial action can be taken.

Information and Training

The company will give sufficient information, instruction and training as is necessary to ensure the health and safety of all maintenance staff and any others affected by maintenance of the machinery. Managers responsible for supervising the maintenance of the machinery will be appropriately trained.

Manual Handling

To prevent injuries and long term ill-health from manual handling the company will ensure that operations which involve manual handling are eliminated, so far as is reasonably practicable. Where it is not practical the company will carry out an assessment to determine what control measures are required to reduce the risk to an acceptable level.
To implement this policy the organisation will ensure that:
• manual handling assessments are carried out where relevant and records are kept
• employees are properly supervised
• adequate information and training is provided to persons carrying out manual handling activities including details of the approximate weights of loads to be handled and objects with an uneven weight distribution
• any injuries or incidents relating to manual handling are investigated, with remedial action taken
• employees adhere to safe systems of work
• safety arrangements for manual handling operations are monitored and reviewed
• where relevant, employees undertaking manual handling activities are suitably screened for reasons of health and safety, before doing the work
• special arrangements are made for individuals with health conditions which could be adversely affected by manual handling operations.
Reducing the risk of injury
In considering the most appropriate controls, an ergonomic approach to designing the manual handling operation will optimise the health, safety and productivity associated with the task.
Techniques of risk reduction will include:
• mechanical assistance
• redesigning the task
• reducing risk factors arising from the load
• improvements in the work environment
• employee selection.
No employee will be required to lift any item that they do not feel confident of doing without risking personal injury.

New and Expectant Mothers

The company recognises that the general precautions taken to protect the health and safety of the workforce as a whole may not in all cases protect new and expectant mothers and there may be occasions when, due to their condition, different and/or additional measures will be necessary.
To implement effective measures for new and expectant mothers the company will ensure that:
• employees are instructed at induction to inform their relevant manager of their condition at the earliest possible opportunity and that the highest level of confidentiality is maintained at all times
• risk assessments are carried out for all work activities undertaken by new and expectant mothers and associated records and documentation maintained
• necessary control measures identified by the risk assessment are implemented, followed, monitored, reviewed and, if necessary, revised
• new and expectant mothers are informed of any risks to them and/or their child and the controls measures taken to protect them
• any adverse incidents are immediately reported and investigated
• appropriate training etc is provided where suitable alternative work is offered and accepted
• provision is made to support new and expectant mothers who need to take time off work for medical reasons associated with their condition
• where relevant a suitable rest area is provided to enable the new or expectant mother to rest in a degree of privacy and calm
• where risks cannot be eliminated or reduced to an acceptable level then consideration will be given to adjusting working conditions and/or hours or if necessary providing suitable alternative work or suspension with pay.

Personal Protective Equipment
The company provides personal protective equipment (PPE) when the risk presented by a work activity cannot be eliminated or adequately controlled by other means. When it is provided, it is because health and safety hazards have been identified that require the use of PPE and it is therefore necessary to use it in order to reduce risks to a minimum.
To effectively implement its arrangements for the use of PPE the company will:
• ensure that PPE requirements are identified when carrying out risk assessments
• use the most effective means of controlling risks without the need for PPE whenever possible and only provide PPE where it is necessary
• carry out an assessment to identify suitable PPE
• ensure that if two (or more) items of PPE are used simultaneously, they are compatible and are as effective used together as they are separately
• ensure that PPE is sourced appropriately and bears the “CE” certification mark
• ensure PPE is available to all staff who need to use it
• provide adequate accommodation for correct storage of PPE
• provide adequate maintenance, cleaning and repair of PPE
• inform staff of the risks their work involves and why PPE is required
• instruct and train staff in the safe use and maintenance of PPE
• make arrangements for replacing worn or defective PPE
• review assessments and reassess the need for PPE and its suitability whenever there are significant changes or at least annually.
Employees provided with PPE for their own personal use at work will be required to sign to confirm its receipt.

Risk Assessment

Risk assessment is a systematic examination of what within our business can cause harm to people and it helps us determine whether we are doing enough or further actions are required to reduce the likelihood of injury or ill health.
Our policy is to complete a general risk assessment of all our known and reasonably foreseeable health and safety hazards covering all our premises, equipment and activities in order to plan and prioritise the implementation of the identified control measures.
More detailed specific risk assessments will also be carried out as determined by the general assessment to address those premises, equipment, people or activities to comply with specific legislation or to proactively manage health and safety risks.
We will ensure that:
• assessments are carried out and records are kept
• control measures introduced as a result of assessments are implemented and followed
• employees are informed of the relevant results and provided with necessary training
• any injuries or incidents lead to a review of relevant assessments
• assessments are regularly monitored and reviewed
• suitable information, instruction and training will be provided to all persons involved in the risk assessment process.
We may be controlling risks in various ways, determining the effectiveness of those controls is part of our risk assessment process.

Smoking

Exposure to second-hand smoke, also known as passive smoking, increases the risk of lung cancer, heart disease and other illnesses. Ventilation or separating smokers and non-smokers within the same airspace does not stop potentially dangerous exposure.
It is the policy of the company that all of its workplaces are smoke-free and that all employees have a right to work in a smoke-free environment.
Smoking is prohibited throughout the entire workplace and this includes the use of all artificial smoking aids (electronic or otherwise) with no exceptions. This includes company vehicles that are used by more than one employee. If you have a company car that is designated for your sole use and that is never used by other employees then you can smoke in it if you wish – but the company recommends that you do not do so. This policy applies to all employees, customers and visitors.
Implementation
All staff are obliged to adhere to and facilitate the implementation of the policy.
The company will ensure that all employees and contractors are aware of the policy on smoking. They will also ensure that all new personnel are given a copy of the policy on recruitment or induction.
Appropriate ‘no smoking’ signs will be clearly displayed at or near the entrances to the premises. Signs will also be displayed in company vehicles that are covered by the law.

Stress

The Health and Safety Executive define stress as “the adverse reaction people have to excessive pressure or other types of demand placed on them”. This makes an important distinction between pressure, which can be a positive state if managed correctly, and stress which can be detrimental to health.
Stress at work can come about for a variety of reasons. It may be excessive workload, unreasonable expectations, or overly-demanding work colleagues. As a reasonable company, we try to ensure that you are in a pleasant working environment and that you are as free from stress as possible.
We have chosen to adhere to the Management Standards for stress as developed by the Health and Safety Executive. We will:
• work to identify all workplace stressors and conduct risk assessments to eliminate stress or control the risks from stress
• regularly review risk assessments
• consult with Safety Representatives on issues relating to the prevention of work-related stress
• provide access to confidential counselling for employees affected by stress caused either by work or external factors
• provide training for all managers and supervisory staff in good management practices
• provide adequate resources to enable managers to implement the company’s agreed stress management strategy.
Employees who experience unreasonable stress which they think may be caused by work should raise their concerns with their Manager or through the company’s grievance procedure.
Following action to reduce the risks, they shall be reassessed. If the risks remain unsustainable by the employee concerned, efforts shall be made to reassign that person to other work for which the risks are assessed as tolerable.

Temporary Employees

The company will take the necessary measures to ensure the health and safety of any temporary and casual staff in its employment.
To achieve this, the company will provide temporary employees with the following information prior to starting work:
• details of the qualifications and skills are required to do the work safely
• the health surveillance to be provided under statutory provisions
• any risks to health and safety identified by workplace risk assessments
• the preventive measures to be taken
• safe working procedures
• the action to be taken in the event of an emergency.
The competence of temporary workers will be assessed to ensure they are capable of working safely.

Training

Training in health and safety is a legal requirement and also helps create competent employees at all levels within the company to enable them make a far more effective contribution to health and safety, whether as individuals, teams or groups.
Competence of individuals through training helps individuals acquire the necessary skills, knowledge and attitude which will be promoted by managers and supervisors throughout the organisation.
Our training objectives will cover three areas, that of the organisation, the job and individuals.
All employees will need to know about:
• the health and safety policy
• the structure and system for delivering this policy.
Employees will need to know which parts of the system are relevant to them, to understand the major risks in our activities and how they are controlled.
Managers and supervisors training needs will include:
• leadership and communication skills
• safety management techniques
• skills on training and instruction
• risk assessment
• health and safety legislation
• knowledge of our planning, measuring, review and audit arrangements.
All our employees training needs will include:
• relevant health and safety hazards and risk
• the health and safety arrangements relevant to them
• communication lines to enable problem solving.
All employees will receive induction training. Such training will cover:
fire procedures, warning systems, actions to be taken on receiving warning, locations of exits/escape routes, evacuation and assembly procedures, first aid/injury reporting procedures, names of first aiders/appointed persons, instruction on any prohibition areas (i.e. no smoking), issue of protective clothing/equipment and its use, instruction under COSHH, mandatory protection areas, thorough instruction applicable to their particular duties at work etc.
Training needs will be reviewed as a result of job changes, promotion, new activities or new technology, following an accident/incident and performance appraisal.
Records of training will be kept for all employees.

Employees must:
• participate in the induction training activities they have been required to attend or carry out
• work according to the contents of any training they receive
• ask for clarification of any points they do not fully understand
• not operate hazardous plant or equipment, use hazardous chemicals or carry out any hazardous activity unless they have been appropriately trained and instructed.

Violence

The company recognises that in certain situations violent behaviour towards staff may occur and therefore will take all reasonable measures to protect staff from violence and aggression.
We define violence and aggression as:
• actual or threatened physical assaults on staff
• psychological abuse of staff
• verbal abuse which includes shouting, swearing and gestures
• threats against employees.
To achieve this objective we will:
• carry out risk assessments of potential conflict situations to determine the control measures necessary to protect staff
• ensure that premises are kept secure
• inform all employees of the procedure following a violent or challenging behaviour incident
• not tolerate violence or challenging behaviour towards our employees
• train our employees who may be exposed to violence or challenging behaviour situations
• support the employees involved in any incident
• support their decisions regarding the pressing of criminal charges
• provide any counselling or post-incident assistance required by the employees
• keep records of all incidents of violence and aggression and review the control measures with a view to continual improvement in employee safety.

Visitors

In the interest of safety and security, the company will take the necessary measures to protect staff and visitors from any accidents or incidents that may occur during visiting.
Employees hosting visitors must ensure that:
• they are authorised to enter the premises or accompanied
• they adhere to applicable health and safety instructions and rules during their visit
• adequate information is passed to ensure their safety including emergency information
• any protective clothing required is provided and worn
• any accidents / incidents involving visitors are reported through the accident reporting arrangements.
Employees aware of people on the premises who may be unauthorised should report these to their manager for action.
Emergency Action
In the event of the fire alarm sounding, all visitors should be escorted to the assembly point by their host. Visitors should not leave the area before notifying the senior person present.

Waste Management

The company will instigate a waste management plan for any work carried out and in order to do so will identify the:
• client
• Principal Contractor
• person with overall responsibility for the waste management plan
• location of the site where the work will be carried out
• estimated cost of the project.
In carrying out any site work the company will adhere to the following hierarchy for processing of waste materials:
• re-use (on or off site)
• recycle (on or off site)
• send off site for recovery
• send for incineration
• as a last resort send to land fill.
The waste management plan will:
• describe each type of expected to be produced
• estimate the quantities of each type of waste
• describe the waste management action for each type of waste (e.g. re-use, recycle).
The waste management plan will comply with the duty of care and ensure materials will be handled efficiently and waste managed appropriately. All waste materials which leave site will be processed through licensed contractors.
Additional duties:
• ensure co-operation between all contractors involved on the project during the construction phase
• discuss waste management with every site worker through induction, training and tool box talks
• ensure that waste is reused, recycled or recovered, where practicable to do so.

Work At Height

The company will take all reasonable steps to provide a safe working environment for all employees who may be affected by work at height activities.
The company will ensure that:
• all work activities that involve work at height are identified and assessed
• the need to undertake work at height will be eliminated whenever it is reasonably practicable to do so
• adequate and secure working platforms with guard rails and toe boards will be used in preference to ladders which will be used for light, short duration work only and secured to prevent displacement
• when necessary, only scaffolds and scaffold towers that have been erected by a competent person will be used
• roof lights and other fragile surfaces will be protected to prevent falls
• fall arrest equipment will be used if other means of prevention (safety nets, harnesses with running lines, etc.) are not practical or justified
• risks associated with those activities where work at height cannot be eliminated are evaluated and steps are taken to control them
• all the necessary equipment to allow safe access to and egress from the place of work is provided
• all the necessary equipment to ensure adequate lighting and protection from adverse weather conditions is provided
• suitable plant is provided to enable the materials used or created in the course of the work are safely lifted to and from the workplace and stored there if necessary
• any working platform and its supporting structures are selected and/or designed in accordance with current standards
• regular inspections of all equipment required for working at height are undertaken
• competent persons are appointed to be responsible for the supervision of all work at height and associated activities
• any contractors from whom they procure services comply with this policy.
Information and Training
The company shall provide any information, instruction and training required to work in a safe manner when working at height.

Work Equipment

The company will provide a safe working environment in relation to work equipment safety and ensure all employees receive appropriate safety information and training in their work equipment.
To achieve this objective the company will:
• provide work equipment that is suitable for the purpose and compliant with the requirements of the Provision and Use of Work Equipment Regulations
• retain and make available the manufacturer’s instruction manual for each item of equipment, where relevant
before using any item of work equipment, ensure that a risk assessment is carried out and brought to the attention of relevant employees
• inspect all equipment at installation and prior to first use
• regularly inspect work equipment in accordance with the manufacturer’s recommendations
• maintain work equipment in accordance with the manufacturer’s recommendations
• keep records of all inspections and maintenance
• provide adequate instruction, information and training to employees to enable the work equipment to be used and maintained safely
• provide refresher training as appropriate and as determined necessary by workplace inspections.

Working Time Regulations

The company will ensure that all workers under their control adhere to the working time regulations.
The working time regulations are designed to limit the number of hours individuals have to work. The company will NOT encourage workers to work over the 48 hours but workers can choose to work longer hours if they wish by opting out. Workers cannot be forced to opt out and can revoke their opt out, if they give a suitable notice period.
Individuals who are tired due to working excessive hours are more likely to suffer from mental health problems, general ill health and make mistakes leading to accidents.
A summary of the requirements for adult workers:
• a maximum of 48 hours per week, averaged out over a 17 week reference period (employees can opt out of this)
• entitlement to a minimum uninterrupted rest period of 11 hours in every 24-hour period with no opt out
• entitlement to 28 days paid holiday per year (including statutory holidays) for full time workers (pro-rata for part time workers)
• maximum of 8 hours per shift for night shift workers
• free health assessments for night shift workers
• 24 hour rest period at least once a week, can be 48 hours every fortnight with no opt out
• entitlement to a rest break, if working over six hours
• employees must not suffer any detriment if they choose not to opt out.
Travelling to and from the normal work place, break periods, rest periods, holidays and sickness do not count as working time.
The reference period of 17 weeks can be increased 26 weeks or 52 weeks by local collective agreements with recognised trade unions or official employee representatives.
A young person’s maximum hours are limited to 40 hours per week with no reference period.
Young persons are generally excluded from shift working.

Further information

All employees should refer to the Intranet for full details of the company’s policy on working times, holidays and other benefits.

Workplace Transport

The company will take all reasonable steps to control the risks associated with vehicles operating on its premises to ensure a safe site, safe vehicles and safe drivers.
Traffic routes
The company will provide safe traffic routes that:
• are suitable in design for the people and vehicles that use them
• allow both of the above to move around safely and not cause danger to others working near the traffic route
• are well-drained and free of obstructions and slip/trip hazards
• avoid steep slopes and sharp or blind bends where possible, and use appropriate measures to increase visibility where they are unavoidable.
• are of suitable construction so as to provide adequate grip and to be able to bear the loads that will pass along the route
• avoid passing close to:
•Any obstruction that could collapse or be left in a dangerous state if struck (such as racking) unless it is fenced off or adequately protected against being struck
•Any potentially dangerous items such as chemical storage, fuel tanks or pipes unless they are well protected.
• be adequately lit
• avoid slopes and uneven or slippery surfaces, and erect barriers to prevent vehicles from entering hazardous terrain (such as pits) to reduce the risk of vehicles overturning.
The company will ensure that the all vehicles adhere to the site speed limits when on site.
Where reasonably practicable, all new traffic routes will be wide enough to allow pedestrians and vehicles to circulate freely. The company will also ensure that all existing traffic routes which do not allow pedestrians and vehicles to circulate freely will include measures such as vehicle passing places or traffic management systems where reasonably practicable. One way systems will be clearly marked and flow clockwise wherever possible, as that is the direction that most drivers will expect.
Signage and signals will be provided wherever necessary to ensure that pedestrians and vehicle operators are warned of hazards before they encounter them and at the hazard itself. These will conform, wherever practicable, to the same standards of the signage used on public roads.

Traffic segregation

The company will keep vehicles and pedestrians separated on traffic routes wherever possible, and will provide pedestrian crossings where pedestrian and vehicle traffic routes cross each other. Pedestrians will be prevented from entering areas where vehicles operate unless they are required to do so as part of their job role. Vehicles and pedestrians must keep to their segregated areas at all times when sharing traffic routes OR Vehicles and pedestrians will be kept separated by physical barriers when using traffic routes.

Reversing

The company will seek to eliminate reversing on site wherever possible. Where this is not possible, the company will:
• establish clearly marked dedicated reversing areas that are visible to drivers and pedestrians
• where possible, enlarge reversing areas to improve visibility for drivers and pedestrians
• prevent non-essential personnel from entering reversing areas
• fit fixed mirrors and other visibility aids to increase visibility around vehicles
• install reversing aids on vehicles where possible
• use a trained banksman or signaller only where all other options have been exhausted.

Where vehicles must reverse up to structures or edges, the company will provide wheel stops or similar structures. If banksmen must be used, they will use standard European hand signals and any new signals that must be devised will be based on existing signalling practice. Banksmen and drivers must agree on the signals to be used before any manoeuvring takes place.

Parking

The company will provide safe and suitable parking areas for work-related vehicles, which will be separated from those of private vehicles wherever possible. Parking areas will
• be clearly signposted
• not impede traffic routes, and keep pedestrians and vehicles separated wherever possible
• allow drivers and pedestrians to see clearly
• be firm, level and well drained and, if possible, well lit
• be as close as possible to the intended destination of drivers and passengers.
No vehicle should be left unattended unless the parking brake has been applied, the engine has been switched off, the starter key has been removed from the ignition and any mounted equipment has been lowered to the ground or secured. Vehicles will not be permitted to park in no parking areas or where they will obstruct any entrance, exit door or emergency escape route.

Loading and unloading

Loading and unloading areas used for deliveries and collections will be:
• in designated places which are clear of passing traffic, pedestrians and other persons not involved in loading or unloading
• clear of overhead power cables or pipework
• on firm level ground, free from potholes and debris.
Vehicles will be prevented from moving during loading and unloaded, and the company will implement any systems or equipment necessary for this that are not included in as part of the delivery vehicle.

Company Vehicles

All vehicles provided by the company will meet all the relevant safety requirements specified for that type of vehicle. When a vehicle is found to be sub-standard it will be immediately taken out of service until the fault can be rectified. Vehicles will be regularly inspected, and the manufacturer’s guidelines will be followed when devising regular maintenance schedules and the content of the inspections.
The inspections will include:
• the braking system,
• the steering system,
• the tyres,
• the mirrors, windscreen, windscreen washers, wipers and any other visibility aids,
• any alarm systems, such as the horn or lights,
• lubricant and hydraulic fluid levels and pneumatic pressure levels,
• vehicle-mounted equipment,
• any specific safety systems such as control interlocks,
• any ladders, steps, walkways or similar equipment used to access parts of the vehicle or support persons using the vehicle.

Drivers
All drivers for company vehicles will be checked and assessed as competent before they may use any workplace vehicles. Where drivers will be operating company vehicles purely within the confines of the workplace, they will still be assessed to the standards necessary to drive on the public road. Drivers of vehicles with specialised attachments or carrying out tasks outside of the normal scope of driving on the public road (such as loading and unloading, trimming or sheeting) will be trained specifically for those tasks and equipment and must be authorised to use them. This authorisation will be separate from any authorisation that they have received to drive on the public road.
Competent drivers will:
• be capable to operate the vehicle and any associated equipment safely
• Receive comprehensive instruction and training for operating that vehicle
• Have a suitable level of fitness and a mature and responsible attitude.
The fitness levels of drivers will be taken into account when assigning drivers to vehicles. Reassessment and refresher training will be used to ensure that all drivers remain competent.

Young Persons
Whilst precautions taken to protect the health and safety of the workforce as a whole will, in many cases, also protect young persons, there are occasions when different and/or additional measures will be necessary due to their lack of experience, knowledge or absence of awareness of potential risks.
A ‘young person’ is defined as one who is below the age of 18 years.
To ensure the safety of young persons the organisation will:
• carry out risk assessments to cover the activities of young persons
• implement the actions determined by the risk assessment process
• inform the young persons of any risks associated with their work and the control measures taken to protect them
• provide a copy of the risk assessment to the parent/guardian of any young person below the school leaving age
• provide additional appropriate information, instruction, supervision and training, etc as determined by the risk assessment.