6.2 Sample Health & Safety Policies

Draft

HEALTH & SAFETY POLICY

INTRODUCTION

The trustees of (……………....................) recognises the fundamental importance of Health & Safety in the workplace and will endeavour to take whatever steps are necessary to ensure the health, safety and welfare of all employees, contractors, and visitors to the premises. The Committee recognise that effective occupational health and employee safety are integral to the good standards of performance and motivation of the workforce.

1. RESPONSIBILITIES :

The overall and final responsibility for the Health and Safety policy of ................... rests with the Chairman of the Trustees: …………………..

The responsibility for this policy being carried out at the premises of ………………………………………………………………………………………………………………………………………………………………………………….

The trustees & executive director undertakes to ensure that reasonable and adequate resources will be allocated towards health and safety management, ensuring that the lives and health of employees, members, visitors and others are not put at unnecessary risk.

2. DAY TO DAY IMPLEMENTATION :

Responsibility for day-to-day routine operational implementation within the ...................’s  office area lies with the buildings manager.

As the organisation is situated in a building of multi-occupancy, overall responsibility for monitoring the safety of the communal premises and facilities is delegated by the landlord to: ……………………………………………….

................... is also able to seek qualified, professional advice on more complex issues and occupational health concerns.

All employees, contractors and visitors have the responsibility to co-operate with health and safety requirements and the building’s manager in achieving a healthy and safe environment and to take reasonable care of themselves and others.

Visitors to the office must not enter the office/staff area unless accompanied by a member of staff.

If an employee or contractor identifies a health and safety problem, which they are unable to put right, they must tell the building’s manager.

It is the duty of the building’s manager to then assess the risk imposed by the reported situation and to advise on appropriate action and the potential consequences of not addressing the issue.

H&S matters and updates will be discussed at team meetings. Staff should not however wait until these meetings to communicate particular concerns but should contact the building’s manager.

The Public Interest Disclosure Act 1998 gives workers a right not to be victimised or dismissed for ‘blowing the whistle’ on employers, e.g. for covering up, or failing to comply with any areas addressed by the Act – this includes any danger to their health and safety.

3. ACCIDENT REPORTING:

Accidents should be immediately reported to the appropriate person as listed above and the accident form completed. The Accident Forms can be obtained from………………………………..

These forms must be completed fully and accurately as they may need to be scrutinised by the Environmental Health inspectors or any insurance company or legal representative acting on behalf of an injured employee or the organisation.

RIDDOR:

Any work-related injury or disease or disorder which results in three or more days absence from work must also be reported to the executive director immediately  – it is a legal requirement that the authorities are informed of all such absences within seven days. There are also certain other injuries, conditions, diseases must also be reported. RIDDOR forms are retained with the Accident Forms.

The First Aid box ……………………………………

Qualified First Aiders are as follows,

Appointed Person First Aiders: (basic training)

4. FIRE SAFETY

Responsibility for day to day (visual) checking of fire escape routes, alarms, detectors, lies with buildings manager

Fire Extinguishers are maintained by ……………………… and day to day visual checks carried out by the buildings manager as above.

Fire evacuation procedure notices are displayed on each floor and all staff should familiarise themselves with the contents. The building’s manager is responsible for bringing this information, plus the location  of fire exits and fire extinguishers, to the attention of all new employees/contractors on their first day.

5. SOURCES OF PROFESSIONAL ADVICE

Advice and information can be obtained from:

6. OCCUPATIONAL HEALTH

In the event that ................... require specialist occupational health advice then employees may be referred to a medical adviser with occupational health/industrial medicine expertise.

All prospective employees will be required to complete a confidential pre-employment medical screening questionnaire before appointment may be confirmed. ................... have the right to require a medical examination if the need for this indicated. Employees’ sickness records will also be closely monitored and may be referred for clinical advice  as necessary to ensure that all employees are fit to undertake their responsibilities and are not being adversely affected by hazards at work. This may include seeking reports from employees’ General Practitioners (ref: ...................’s Sickness Policy)

All new employees required to use DSE (Display Screen Equipment) will undertake a workstation assessment with their line manager during their first week to ensure satisfactory ergonomics. Completed forms should be discussed with the executive director and the original retained on the employee’s file. Such employees are entitled to an eye test, the cost of which will be refunded by ...................) and should single use VDU spectacles be required then payment will be made towards this. Employees are referred to the appropriate policy and any queries should be made to the executive director.

7. TRAINING

All employees and contractors will receive H&S training and advice appropriate to their duties - both on commencement of employment and as required on an ongoing basis. A record will be kept of such training.

8. HAZARDS

A ‘hazard’ means anything which can cause harm, i.e. chemicals, electricity, working from heights, manual handling operations.

Control of Substances Hazardous to Health: ................... will maintain a list of approved substances and where necessary will maintain a file of hazard sheets and control procedures for those substances. Hazard sheets will be updated by in the event of any new substances being introduced. Manufacturers guidance notes must be kept in the file with the hazard sheet and a note must be made outlining the work activity that utilises each substance. The EHO may require access to these records.

Safer substances,  should always be sought after and recommended control procedures adhered to.

Hygiene – Even though a part-time caretaker it is the responsibility of all employees to maintain the kitchens and toilets in a condition acceptable to others and conforming to standards of hygiene.

Electrical equipment. Visual checks should be made of all appliances before use – any employee spotting a potential fault is required to report it to an appropriate person and not to use it before it has been checked. Portable appliances should not be brought on site without being tested by a competent person –

Personal Protective Equipment: ................... will ensure that the correct PPE as required under H&S legislation is provided and maintained and is available for use where necessary to carry out or control a hazardous activity or substance. Employees must advise their manager if their PPE is damaged, defective or lost. In an office environment this may include footrests, ergonomic keyboards, screen filters etc.

Stress – any employee experiencing work related stress (or stress from events in their personal life which they consider may be affecting their ability to perform at work) should bring this to the attention of their line manager or to the Executive Director. Discussions will be confidential.

• RISK ASSESSMENTS

A ‘risk’ is the chance, high or low, that someone will be harmed by a hazard.

A risk assessment is a careful examination of the objects, substances, processes etc in the workplace, which could cause harm. The objective of doing risk assessments is to ensure that adequate precautions are in place to minimise risk of harm. 

Template risk assessment forms must be completed for each identified risk.

Completed forms are retained in the H&S File and reviewed annually by the Building’s Manager.

New forms will be completed if ................... brings in new equipment, substances or procedures.

• CONCLUSION
  
  ................... undertakes to keep this policy up to date as business operations, equipment, and numbers of staff change. The building’s manager and …………………………….. will therefore review the policy and its application annually.
  
  Concerns raised by staff will be given due concern, investigated and acted upon appropriately. In addition to possible serious injury/fatality, failure to protect the health and safety of employees and visitors can result in prosecution, adverse publicity and civil compensation claims.