This Health and Safety Policy document is made up as follows:-
Page No
(I)STATEMENT OF INTENT 2
(II)RESPONSIBILITIES FOR HEALTH AND SAFETY 5
(b) Section Heads 6
(c)Service Directors 7
(d)Health and Safety Management 8
(e)Management Board 9
(f)Chief Executive 10
(g)Elected Members 10
(h)Health and Safety Adviser 11
(i)Personnel Adviser 12
(j)Safety Co-ordinators 13-14
(k)Fire Wardens 15-16
(l)First Aiders 17-18
(III)DETAILED PROCEDURES
A.Corporate Implementation Arrangements 19
(i) / Emergency Evacuation of Buildings 20(ii) / Accident and Incident Reporting 21-24
(iii) / Risk Assessments 25-26
(iv) / First Aid 27-28
(v) / Dealing with Bomb Threats at Three Rivers House(TRH) 29-30
(vi) / Guidance to Safety Co-ordinators 31
(vii) / Violence to Staff 32-34
(viii) / Panic Alarm Procedure 35-37
(ix) / Procedure for Visitors to TRH 38
(x) / Procedure for Out of Hours emergency evacuation of TRH 39-42
(xii) / Policy for Managing Asbestos
(xiii) / Protecting Young People at Work
(xiv) / Home Visits
(xv) / General Office Environment
(xvi) / Health and Safety Management Reporting System
Process Monitoring Documents
(xvii) / Health and Safety Report Form A
(xviii) / Health and Safety Report Form B
(ixx) / Health and Safety Report Form C
(xx) / Form HS1 Health and Safety Contravention Notices
(xxi) / Form HS2 Fire Warden Monthly Inspection Sheet
WHY HAVE A HEALTH AND SAFETY POLICY?
The Health and Safety at Work Act 1974 and associated Regulations require the Council to provide, as far as is practicable, a safe and healthy workplace. The Act also requires the Council, as an employer of more than five people, to provide a written Health and Safety Policy to inform employees of the arrangements that have been made to ensure their health, safety and welfare whilst at work. The Health and Safety Executive are the enforcing authority for health and safety in local authorities. As such they will monitor the Council’s arrangements for health and safety.
The Health and Safety Policy includes the Statement of Intent, detailed responsibilities and detailed procedures which include implementation arrangements. In order to achieve this, the Council (in co-operation with employees) MUST:-
(i)maintain or improve standards of health, safety and welfare at work;
(ii)protect the general public against risks to health and safety arising out of work activities;
(iii)control the storage and use of dangerous substances;
(iv)ensure systems, procedures and training are in place for the management of health and safety;
(v)monitor, review and revise (as necessary) procedures;
(vi)provide a written statement of policy to each member of staff explaining in detail the arrangements and procedures for achieving the above;
(vii)formulate a plan to implement the Health and Safety Policy.
The above are both legal and moral requirements.
STATEMENT OF INTENT
1.The Three Rivers District Council recognises and accepts responsibility as an employer for providing a safe and healthy workplace and environment for all its employees; visitors and persons affected by the Council’s operations.
2.The Council will take all reasonably practicable steps and ensure adequate resources are provided to meet this responsibility, paying particular attention to:-
(i)The provision and maintenance of plant, equipment and systems of work that are safe.
(ii)Safe arrangements for the use, handling, storage and transportation of articles and substances used in connection with work.
(iii)Suitable and sufficient protective clothing and equipment where need is identified.
(iv)Sufficient information, training and supervision on health and safety matters to all staff.
(v)A safe access to and exit from the workplace.
(vi)Suitable and sufficient first aid and welfare facilities.
3.To support the primary responsibility of managers and supervisors for ensuring safe conditions of work, the Council will provide competent technical advice on health and safety matters.
4.No safety policy is likely to be successful unless it actively involves every member of staff. The Council will therefore co-operate fully in the appointment of safety representatives by recognised Trade Unions and will provide them, where necessary, with sufficient facilities and training to carry out this task. The Council will also co-operate by organising a Safety Committee, if requested by the Trade Union. Corporate compliance will be monitored at every level from team meetings to Management Board. In addition the corporate Risk Management Group will hold a watching brief on health and safety risk issues.
5.The Council will ensure that all employees are made aware of their obligations in relation to health and safety.
6.A copy of the current policy will be issued to all employees when they start their employment with the Council. Staff will be required to familiarise themselves with this Policy and bring to the attention of line managers any doubts they may have on its contents.
7.Every member of staff will have the opportunity to participate in the preparation of procedures, guidelines and ultimately this Policy.
8.There will be a continual monitoring and review of the Policy and its contents.
Signed:...... Signed:......
Chief Executive Chairman of the Council
May 2007
CHAIN OF RESPONSIBILITIES
ELECTED MEMBERSMANAGEMENT BOARD
- Policy
- Corporate Training
- Resources
/ REPORT FORM C
CORPORATE RISK MANAGEMENT GROUP
- / Advice to Management Board and Staff
- / Identification of Corporate Resources
HEALTH AND / -
SAFETY DUTIES / - / Corporate H&S Monitoring
-
- / Review of Compliance
-
/ REPORT FORM B
SECTION HEADS
- / Departmental Plans + Procedures
- / Departmental Training Requirements and resources
- / Departmental Accident Recording, Reporting and Investigation
- / Information, Support and Liaising with H&S Adviser
Risk assessments
/ REPORT FORM A
SECTION MEETINGS
- / Working Procedures and Plans
- / Monitoring Progress of Plans and Procedures
- / Competent Person Reports on Risk Assessment Etc
- / Liaison with H&S Adviser
- dealing with local health and safety issues
GENERAL / SPECIFIC / CONTRACTORS
Risk Assessment / Competent Persons / Section Procedures
Office Safety / Visitors / Control of Security / Violence to Staff / 6 - Pack / Monitoring of H&S Policy / Contractors H&S Policy, COSHH, Safe Systems of Work / Action Re Non-Compliance with TRDC Requirements
RESPONSIBILITY OF ALL EMPLOYEES
THE SUCCESS OR FAILURE OF THIS POLICY IS DEPENDENT ON YOUR WILLINGNESS TO ACCEPT RESPONSIBILITY FOR ASSISTING THE COUNCIL IN IMPLEMENTING THIS POLICY
YOU are responsible for:-
Working safely so as not to endanger yourself, your colleagues or the public. ‘Horseplay’ that comprises health and safety is a disciplinary offence.
Following the given safety procedures and using the protective clothing and safety equipment provided.
Reporting all accidents, near misses and hazards to your Section’s Line manager and Safety Co-ordinator.
Not intentionally or recklessly misusing any item provided in the interests of health, safety and welfare, e.g. first aid boxes, fire extinguishers etc
Co-operating with line managers in the assessment of working practices and conditions to enable written guidelines and procedures to be formulated.
Acquainting yourself with the requirements of this Policy and the guidance instructions contained in it.
The arrangements for resolving health and safety problems are through Section/Departmental line management reporting procedures. If you can resolve a problem yourself, do so - if not, notify your Section Head. In both incidences form HS1 must be used with a copy to the Council’s Health and Safety Adviser (for information). These forms are to be found in the Corporate Implementation Section of this Policy (page 58).
Non-compliance with any part of this policy is (i) a disciplinary matter and (ii) may also lead to the prosecution of the individual by the Health and Safety Executive.
RESPONSIBILITIES OF SECTION HEADS
(in addition to the responsibilities of all employees)
In liaison with the Director/Head of Service responsible for:-
Formulating and implementing the Section’s Plan for Health and Safety.
Using suitable risk assessment procedures identify hazards in working practices; to formulate, document and implement safe work procedures.
Identifying and arranging suitable health and safety training within the Section including training for new staff.
Ensuring that new members of staff fully understand the Council’s Health and Safety Policy and procedures
Arranging suitable monitoring and review procedures for the Section’s Health and Safety Plan.
Ensuring that health and safety is a standing item for discussion at regular Section meetings (it is suggested that this occurs at least once a month initially).
Ensuring that a sufficient number of trained Competent Persons, First Aiders and Fire Wardens are appointed to provide adequate cover for the Section.
Ensuring that health and safety issues identified at Section meetings are raised and discussed at Section Head meetings.
Ensuring that information regarding health and safety issues discussed at Section Head meetings are communicated to staff at Section meetings.
Liaising with the Health and Safety Adviser or other bodies to obtain expert advice relating to particular Section health and safety issues.
Section accident reporting, recording and investigation. Notifying the Health and Safety Executive of all reportable accidents, diseases and dangerous occurrences and recording all the necessary statistics, copying notifications to the Health and Safety Adviser.
Ensuring officers monitoring contracts keep accurate records of monitoring and advice.
RESPONSIBILITIES OF SERVICE DIRECTORS
Service Directors and Heads of Service are responsible (in liaison with their Section Heads) for ensuring the health, safety and welfare of staff under their control. These include:
The health and safety arrangements within his/her service.
Ensuring, as far as is practicable, that the nominated postholders in their area, carry out their duties. To notify any changes in the nominated postholders to the Health and Safety Adviser.
Ensuring that immediate steps are taken to cease any unsafe practices or use of dangerous or suspected machinery, substances, equipment or premises. In any case of doubt he will err on the side of safety and stop the practice or use until expert advice has been sought.
Authorising time for staff training in health and safety matters and the attendance of Union Safety Representatives at Health and Safety Committee meetings.
Ensuring that health and safety issues raised at monthly departmental meetings are reported to the Health and Safety Team on a monthly basis and vice versa.
Ensuring that contractors do not put themselves, staff or the public at risk. Ensuring that the departmental officer commissioning contractors to work has a suitable and effective monitoring programme in place based on risk.
Ensuring that adequate resources are identified and made available to support health and safety compliance.
RESPONSIBILITIES OF THE CORPORATE RISK MANAGEMENT GROUP
To monitor and review of the Health and Safety Policy and plan and compliance with actions to alleviate identified risks.
Identify the risk and resource implications of new legislation and recommend to Management Board amendments to policy.
On the instruction of Management Board to arrange and report on either specific or general safety audits to assess the effectiveness of the Policy and implementation plan.
RESPONSIBILITIES OF MANAGEMENT BOARD
To approve the Health and Safety Policy and implementation plan.
To monitor the progress of implementation.
To provide policy guidance in light of new legislation, Codes of Practice or good practice guidance from relevant professional bodies.
To consider the corporate training and resource requirements and to ensure that adequate funding is made available to support the implementation of the Health and Safety Policy.
RESPONSIBILITIES OF THE CHIEF EXECUTIVE
The Chief Executive will take overall responsibility for ensuring that the Council’s Health and Safety Strategy is carried out. He will act as liaison between Management Board and elected Members.
RESPONSIBILITIES OF ELECTED MEMBERS
The elected Members of the Council carry the ultimate responsibility as employers to ensure that this Policy is implemented. They will be advised by the Chief Executive as to their responsibilities and of the cost necessary to meet their obligations.
Annually, the Chairperson of the Council will be required to ratify the Health and Safety Policy to acknowledge the ongoing responsibilities of elected Members.
RESPONSIBILITIES OF HEALTH AND SAFETY ADVISER
To ensure that the Council’s current Health and Safety Policy is enacted, and to report to the Chief Executive on compliance every six months. To ensure that the Council’s Health and Safety Policy is reviewed to reflect all current legislative requirements and any amendments to procedures are updated to deliver day-to-day corporate compliance. To present the revised Policy to the Chief Executive and thence to annual Council for formal adoption and for signing by the incoming Chairman.
To attend Management Board at least quarterly and Local Liaison Committee (every two months) or as necessary to update and report on corporate compliance.
To review the current system of recording and investigation of accidents and incidents in relation to employees of the Council and visitors to Council premises. To monitor such information in order to identify trends or issues of special significance and to recommend appropriate course of action when necessary.
To audit existing risk based assessments of all Council establishments and activities and to identify a programme to address any deficiencies in assessments or procedures. To monitor the progress of any implementation programme with the relevant line managers. To give advice where necessary and to report progress to Management Board on a quarterly basis.
To investigate accidents/incidents and other safety matters when requested by a Director or management Board. To provide assistance and advice to line managers in any other case when requested.
To monitor the level of provision of Safety Co-ordinators, Fire Wardens and First Aiders to ensure adequate cover for Council buildings and to liaise with line managers and Directors to arrange for replacements as necessary.
To advise on the preparation and monitoring of contract documentation and implementation, excluding PFM contracts.
To be responsible for the notification of reportable accidents and incidents to the Health and Safety Executive under the Reporting of Incidents, Diseases and Dangerous Occurrence Regulations and to the Department of Social Security when an industrial claim has been made.
To review and identify health and safety training needs for the organisation. In conjunction with Personnel to assist in the development and commissioning of appropriate training programmes to be incorporated in the annual training programme. Deliver training where appropriate and advise on access to specialist training providers where necessary.
To develop an awareness raising programme for all staff and members and the appropriate methods for delivering such a programme. This could include the development and updating of the intranet site, writing articles in All Aboard or general e-mailing on a regular basis on topical issues.
To liaise with other local or national safety organisations, local authorities, fire and police services and to attend appropriate meetings and working parties in order to share and disseminate best practice in relation to the Council’s health and safety responsibilities.
RESPONSIBILITIES OF PERSONNEL SERVICES
The Personnel Adviser is responsible for:-
Ensuring that each member of staff receives a copy of the Council’s Health and Safety Policy including the appropriate Departmental Guidelines and any amendments.
Requiring as part of their condition of service, that all managers and supervisors carry out agreed procedures for accident control and other administrative functions related to health and safety that may be defined from time to time or delegated to the post by the Chief Officers.
Requiring as part of their Conditions of Service, that all employees report all accidents, unsafe conditions, and dangerous occurrences as soon as practicable to their immediate superior.
Monitoring health and safety related sickness, accident/incident records and advising the appropriate line manager as necessary.
Arranging medical examination of new staff and also of existing staff subject to consultation with the employee where the sickness record gives cause for concern.
Arranging for corporate health and safety training to be carried out at appropriate intervals for nominated first aiders within the Council.
RESPONSIBILITIES OF SAFETY CO-ORDINATORS
To be Section Liaison Officer for all health and safety matters.
To carry out risk assessments with appropriate officers on all identified Section activities.
In liaison with Section Management to provide:-
(a)Risk Assessments.
(b)Procedure (safe systems of work).
(c)Personal protective equipment/clothing.
(d)Reports to Section Heads meetings.
(e)Monitoring of identified training.
To provide information to the Health and Safety Adviser on request.
To distribute Health and Safety information provided by the H&S Adviser
To administer the accidental incident reporting procedures.
SAFETY CO-ORDINATORS
AREA / SAFETYCO-ORDINATOR
BUILDING & DEVELOPMENT CONTROL / TED O’NEILL
CORPORATE INITIATIVES / TIM COWLAND
CSC / OSS / HELEN FORD
DEMOCRATIC SERVICES / SARAH HAYTHORPE
ENVIRONMENTAL HEALTH / GLORIA GILLESPIE
ENVIRONMENTAL SERVICES / VICTOR KEMP
FINANCIAL ADMIN / LORNA HART
HOUSING POLICY / PETER STEVENS
HOUSING SERVICES
( & REP FOR SHELTERED HOUSING) / PETE BROWN
LAND & PROPERTY / STUART DUNCAN
LEISURE CENTRES - SJA / ROSIE WILLIAMS
LEISURE CENTRES – THE CENTRE / BILL SEAR
LEISURE SPORTS DEVELOPMENT / ALISON PHIN
RESIDENTIAL SERVICES / LAWRENCE DE JONGH
SUPPORT SERVICES / YVONNE PETAGINE
TRC / EILEEN SWIECH
WASTE SERVICES / GARY DRURY
HOWARD RINGLAND
RESPONSIBILITIES OF FIRE WARDENS
To assist in the efficient evacuation of the building on the fire alarm sounding.
To be responsible for taking the ‘attendance board/book’ in the event of evacuation to enable ‘staff count’ to be made and identification of unaccounted personnel.
To inform the Senior Fire Warden, (who will be stationed at the front entrance) of the staff count and any missing and unaccounted personnel.
Having secured the evacuation of the building to ensure no member of staff or the public reenters the building (as directed by the Senior Fire warden) until the ‘all clear’ has been given by the Fire Brigade.