Health & Safety Policy

Transcription

1 Health & Safety Policy

2 Contents Company Overview Health & Safety Policy Statement Roles & Responsibilities General Health & Safety Arrangements 1. Risk Assessments 2. Safe Systems of Work 3. Accident Reporting 4. Provision of Occupational Health Services 5. Competency for Tasks & Training 6. Employee Consultation 7. Information, Instruction & Supervision 8. Monitoring Topic Specific Health & Safety Arrangements 1. Asbestos 2. Contractors 3. Display Screen Equipment (DSE) 4. Emergency Procedures Fire & Evacuation 5. First Aid Arrangements 6. Manual Handling 7. Personal Protective Equipment (PPE) 8. Protection of the Public & Liaising with Customers 9. Provision & Use of Safe Plant & Equipment 10. Safe Handling & Use of Substances 11. Welfare Facilities

3 Company Overview BSS Industrial is the UK s market leading distributor of pipeline and heating solutions. Established over 110 years ago, the company is now a multi million pound, nationwide business. It became part of Travis Perkins plc in 2010, which has a turnover of over than 4billion across 18 businesses, employing around 24,000 people. BSS Industrial services a wide range of sectors and provides bespoke offerings to customers, including products, specifications, technical support and after sales care. BSS Industrial has a network of over 60 branches nationwide as well as two distribution centres. We employ over 1,300 colleagues and operate a mixed commercial vehicle fleet. Key safety risks relate to: Workplace transport safety Manual handling Driver safety

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5 Roles & Responsibilities This section details the key management roles within BSS with respect to Health and Safety. BSS Managing Director The Managing Director has ultimate ownership for BSS Health and Safety management, performance and culture. In line with other large organisations, part of this responsibility is delegated as detailed below; due to BSS being part of the Travis Perkins Group responsibilities are split between BSS and Group Functions to achieve a balance of accountability, use of expertise and efficiency. BSS Board The BSS Board is charged with ensuring: that adequate resources are available so that Health and Safety can be managed effectively within the business the Health and Safety of employees within their area of the business. Some of these responsibilities may be delegated through the organisation s management structure as described in this document they demonstrate exemplary behaviour in relation to Health and Safety Divisional Safety Director The Divisional Safety Director for Contract Merchanting is the Board member who is responsible for our Health and Safety policy; they are supported in their endeavours by a team of in house competent Health and Safety professionals. Divisional Safety Team The Divisional Safety Team will: provide competent Health and Safety advice, guidance and support to all parts of BSS ensure that reactive and proactive monitoring systems are in place to enable our Health and Safety performance and culture to be evaluated undertake regular reviews, in conjunction with the relevant stakeholders, of our Health and Safety policy, procedures, performance and culture, developing and implementing any corrective actions as necessary ensure that arrangements are in place for the auditing of this policy and that any corrective actions are implemented and continually improved

6 Sales and Operations / Distribution Centres The Sales and Operations Directo r is accountable to the Managing Director for the standard of Health and Safety in the branch network and, for employees, within their area of responsibility. The Supply Chain Director is accountable to the Managing Director for the standard of Health and Safety in the Distribution Centres (DCs) network and, for employees, within their area of responsibility. Each Regional Director / DC Manager is accountable to the Sales and Operations Director / Supply Chain Director for the standard of Health and Safety in their Branches / DCs and, for the employees, within their area of responsibility. Each Branch Manager / DC Operations Manager (and/or Assistant Branch Manager in the absence of the Branch Manager) is accountable to their Regional Director / DC Manager for the standard of Health and Safety in their Branch / DC and for the employees within their area of responsibility. Each Functional Director is accountable to the Managing Director for the day to day management of Health and Safety of their team. Employees Each employee is expected to: work in a safe manner, in accordance with their training and our safe systems of work not misuse or interfere with anything BSS provide in the interests of Health and Safety co operate with their Branch/Assistant Branch Manager / DC Operations Manager s on Health and Safety matters report unsafe conditions and behaviour to their Branch/Assistant Branch Manager / DC Operations Manager for their action report all accidents and incidents (including near misses) to their Branch/Assistant Branch Manager / DC Operations Manager irrespective of how trivial or insignificant they may appear

7 BSS Health and Safety Arrangements This section details BSS general arrangements for managing the Health and Safety risks arising from our work activities. 1. Risk Assessments BSS recognises that risk assessment is the key to safe working and as such it is our policy to: assess the risks to the Health and Safety of all our employees and others who may be affected by our undertaking eliminate, substitute or otherwise control the significant risks identified and record our findings review our risk assessments as necessary The Divisional Safety Team will ensure: that there is a process of risk assessment within the business that addresses the significant risks associated with our work activities that the findings of these risk assessments are passed to management for implementation within their part of the business as necessary Each Regional Director / DC Manager will ensure that each Branch within their control has a complete Risk Assessment Manual and that the generic risk assessments contained within have been made site specific (where applicable) and their findings implemented. Branch Manager / DC Operations Managers, will ensure: there is a complete Risk Assessment Manual for their Branch and the generic risk assessments contained within have been made site specific (where applicable) and their findings implemented that the Risk Assessment Manual, and its content, is brought to the attention of their employees and is on display where employees can make reference to it when necessary inform the Divisional Safety Team if they feel that there is a work activity which is not covered by our generic risk assessments

8 All employees will ensure they: follow the findings of all generic and site specific risk assessments and safe systems of work highlight to their Branch/Assistant Branch Manager / DC Operations Manager if they feel there is a significant Health and Safety risk that is unaddressed within their workplace 2. Safe Systems of Work We see the development and provision of safe systems of work as an output of our risk assessment process as they detail the safe way to do the job. The Divisional Safety Team will: liaise with the Regional Operations Managers to ensure that adequate safe systems of work are developed as determined from our risk assessments ensure that our safe systems of work are provided to the Branch Manager / DC Operations Managers for their implementation, these form part of our risk assessments Branch Manager / DC Operations Managers will: ensure that they have a complete and up to date Risk Assessment Manual at their Branch train all relevant employees at their Branch in the safe systems of work and record the training locally 3. Accident Reporting We accept that despite our best endeavours accidents can still happen. It is important that we learn from them so that we can take steps to prevent re occurrence. The Divisional Safety Team will ensure that: there is a process in place for accident and near miss reporting all necessary accidents, diseases and dangerous occurrences are reported to the relevant Enforcing Authority as described in the Reporting of Injuries, Diseases and Dangerous Occurrence Regulations All Branch Manager / DC Operations Managers will ensure that accidents, near miss incidents are reported as per the BSS Accident Reporting Procedure. All employees will ensure that they report all accidents, near miss incidents to the Branch Manager / DC Operations Manager, irrespective of how trivial or insignificant they may appear.

9 4. Provision of Occupational Health Services We acknowledge the important role Occupational Health plays in a sound Health and Safety management system and the positive benefits it offers. The Group Head of HR Shared Services is responsible for ensuring our Occupational Health service covers the following elements (and that there are arrangements in place to ensure the elements are implemented across BSS): the provision of health surveillance sickness absence management support Where elements of this service provision are outsourced the Group Head of HR Shared Services will ensure that the service providers hold the relevant competencies. The Divisional HR Director is responsible for ensuring the elements are implemented across BSS. 5. Competency for Tasks & Training In the industry in which we operate we know that having a competent workforce is critical. All Branch Manager / DC Operations Managers will ensure that their employees receive: BSS Induction Training all necessary job specific training including periodic refresher training They will also ensure that all training, including training delivered through the Safe Systems of Work, is recorded locally or via our online recording system. The Regional Operations Managers are responsible for ensuring that Branch Manager / DC Operations Managers receive adequate support to undertake training needs. 6. Employee Consultation We recognise the importance of consulting with our employees on matters of Health and Safety in order to ensure they are on board with our approach. BSS does not formally recognise any Trade Unions for the purposes of employee consultation therefore, we consult directly with our employees through branch based Quarterly Safety Meetings as well as through our National and Regional Safety Forum structures 7. Information, Instruction & Supervision We view the correct provision of information, instruction and supervision as critical elements of being a manager within BSS. We see these as integral to ensuring the

10 Health and Safety of our employees, customers and others who may be affected by our undertaking. All Line Managers within BSS are responsible for providing adequate information, instruction and supervision to their employees (including those under 18 years old, as well as expectant and new mothers) so as to ensure they can, and do, work safely. 8. Monitoring The Divisional Safety Team is responsible for ensuring that there are processes in place to: investigate all work related accidents undertake periodic inspections of our workplaces The Group Head of HR Shared Services is responsible for ensuring that there is a process in place to investigate work related causes of sickness absence. All Branch Manager / DC Operations Managers will ensure that the actions arising from the following are implemented: accident and sickness absence investigations our workplace inspections and audits

11 Topic Specific Health & Safety Arrangements This section details BSS s topic specific arrangements for managing the Health and Safety risks arising from our work activities. 1. Asbestos We understand the risks associated with the past use of asbestos. We will take all reasonable steps to reduce the risk to our employees, customers and contractors health, as a result of its past use within our property estate. The Group Facilities Management Director will provide support to BSS so that they can put in place effective systems to manage asbestos containing material across the BSS property estate. The Group Facilities Management Director will ensure that: all BSS buildings within the property portfolio have an Asbestos Survey Report containing a Duty Holders Action Plan (referred to herein as an Asbestos Survey) in relation to asbestos containing material and that a copy is available locally there is a process to enable all contractors undertaking work on the BSS property portfolio, where asbestos containing material may be present, are made aware of its likely location before work commences contractors working on, or near, asbestos containing material use safe working methods to prevent accidental exposure both to themselves and others The Group Facilities Management Director will ensure that there is a system in place so that, should the Service Desk be advised that asbestos containing material has been disturbed, the case is escalated appropriately. Branch Manager / DC Operations Managers will: ensure that they have an up to date copy of their Branches Asbestos Survey and that they have brought it to the attention of their employees bring the Branches Asbestos Survey to the attention of all contractors attending the Branch ensure that employees do not undertake any work on, or near, asbestos containing material advise the service desk immediately should any asbestos containing material be disturbed or otherwise damaged

12 2. Contractors Like many organisations we outsource construction, building and equipment maintenance type work and some business services. Although we do this, we realise that we cannot absolve ourselves of our Health and Safety duties as a consequence. Construction & Building Maintenance Type Activities This type of contracted work for BSS typically fall into two categories that which is covered by the Construction (Design & Management) Regulations (CDM) and that which is not. In the case of Property Maintenance related activities the Group Facilities Management Director is responsible for determining whether the work falls within the requirements of CDM. In the case of Property Construction projects the Head of Construction is responsible for doing the same. Contracted Work within the Scope of CDM The Group Facilities Management Director or Head of Construction (depending on the above) will ensure that BSS responsibilities as the Client, and/or the Designer are achieved, and have access to competent CDM advice. Contracted Work outside the Scope of CDM The Group Facilities Management Director or Head of Construction (depending on the above) will: ensure that there is a process for vetting contractors so as to make sure that they have the appropriate Health and Safety arrangements in place before they undertake any work for BSS provide to all contractors working for BSS a copy of our Health & Safety Rules for Contractors before they commence work make arrangements for contractors work activities to be monitored and audited from time to time ensure that a system is in place so that contractors are provided with adequate information about the work they are undertaking for BSS so that they can consider any Health and Safety implications in advance of the work commencing The above applies to plant and work equipment installation, removal and maintenance type activities as well, in such cases the Group Transport Director or Divisional Head of Fleet assumes the same responsibilities noted above as the Group Head of Facilities Management and Head of Construction. Before contractors commence work at their site, Branch Manager / DC Operations Managers and the Group Facilities Management Director or Head of Construction (depending on the above) will ensure:

13 that the branch is in receipt of a risk assessment and/or method statement for the work the contractors are to undertake that they have undertaken a risk assessment considering how the Branches work activities might affect the contractor and implement the necessary controls to safe guard our employees, customers and the contractor provide a site specific induction for the contractors explaining, amongst other things, the location of the welfare facilities, emergency arrangements and the Branches Accident Reporting Procedure During the contracted work at their site, Branch Manager / DC Operations Managers and the Group Facilities Management Director or the Head of Construction (depending on the above) will: monitor the contractors and stop the work should they appear to be doing anything which seems unsafe and refer the case to Service Desk in the first instance, escalating it to appropriate Property Manager or the Group Fleet Director, Divisional Head of Fleet (as appropriate) for their action if necessary ensure that if a contractor is involved in an accident whilst on site that it is reported to their employer as well as Divisional Safety Team using the Accident Reporting Procedure After the contracted work as been completed, Branch Manager / DC Operations Managers and the Group Facilities Management Director or Head of Construction (depending on the above)will ensure that they provide feedback, as necessary, to Service Desk on the contractor s performance. Contracted Business Services The relevant Functional Director is responsible for ensuring processes are in place to enable the Contract Managers to confirm providers of outsourced business services (including any subcontractors we use to help us deliver our core work activities) have adequate Health and Safety arrangements in place. Support for Contract Managers to fulfil these responsibilities is provided by the Divisional Safety Team and the Group s Legal Counsel when requested. 3. Display Screen Equipment (DSE) The use of DSE is common throughout BSS and we will, so far as is reasonably practical, manage the risks associated with its use. We take the term User to be that which is provided in the Health & Safety (Display Screen Equipment) Regulations. The Divisional Safety Team will provide: a DSE risk assessment framework for Line Managers to use guidance on Line Managers on how to manage the risks associated with DSE usage

14 All Line Managers will ensure that where employees are considered to be Users of DSE: an individual workstation risk assessment is undertaken for each User considering the ergonomic hazards associated with the use of DSE the findings of these risk assessments are implemented and, highlight to the Divisional Safety Team where there is any issue that cannot be easily resolved All employees will: advise their Line Manager of any problems they have with using DSE follow the findings of their individual DSE risk assessment setting up their workstation accordingly In line with the relevant Regulations we will pay for Users of DSE to have regular eyesight tests and help with the costs of any corrective eye wear for DSE use. 4. Emergency Procedures Fire & Evacuation Fire safety is an important issue to us and we will take all reasonable steps to prevent a fire starting at our premises. In the unlikely event of a fire starting (or any other emergency where people have to leave our premises quickly) we will ensure, so far as is reasonably practical, the safe and timely evacuation of our premises. The Group Fire Safety Manager will provide: a fire risk assessment framework for Branch Manager / DC Operations Managers to use within their branches to identify and manage fire hazards this may include the provision and use of external fire safety consultants to undertake the risk assessments guidance to Branch Manager / DC Operations Managers on how to undertake fire risk assessments and the necessary tests of the fire precautions The Group Facilities Management Director will ensure that a process is in place so that any fire hazards identified to the Service Desk by a Branch Manager / DC Operations Manager are resolved and that the actions taken are recorded. Branch Manager / DC Operations Managers will ensure that: their Branch has a valid fire risk assessment and its findings are implemented all employees at the Branch have been trained in the Branches Fire Evacuation procedure arrangements are in place to ensure that all contractors and visitors to the Branch are made aware of the Fire Evacuation procedure

15 all fire escape routes (including fire exits) both internally and externally are free of obstructions, safe for use and, when the Branch is occupied, unlocked they resolve any fire hazards in their Branch, advising Service Desk of any which they cannot resolve arrangements are in place for the Branch to maintain a Visitors signing in and out book they test all relevant fire precautions and that the tests are recorded in the Fire Alarm Log Book, as follows: Fire Precaution Test Fire Drill / Site Evacuation Emergency Lighting Fire Alarm System Fire Doors, Exits and Escape Routes Frequency Six monthly Monthly Weekly Daily The Group Fire Safety Manager will make arrangements for all fire extinguishers to be inspected at least annually and maintained as necessary by a competent person and for these activities to be recorded locally. All employees will: report all fire hazards to their Line Manager/Branch Manager / DC Operations Manager for them to be resolved, where they cannot be resolved locally they should be escalated to Service Desk not misuse fire fighting equipment not obstruct fire escape routes both internally or externally 5. First Aid Arrangements Although we will do everything that is reasonably practical to stop accidents from happening in the first place, we acknowledge that we have a duty to provide first aid to our employees in the event of an accident. The Divisional Safety Team will undertake a generic risk assessment covering the level of first aid provision at Branches. Branch Manager / DC Operations Managers are responsible for ensuring that they have: made site specific (where necessary) and implemented the generic first aid risk assessment

16 adequate numbers of fully stocked first aid kits and eye wash stations as described in the first aid risk assessment 6. Manual Handling Manual handling is a particular challenge for BSS. We will take all reasonable steps to manage the risks associated with these activities, so as to ensure the Health and Safety of our employees. The Divisional Safety Team will ensure that there is a: process in place for manual handling risk assessments to be undertaken manual handling training programme in place Branch Manager / DC Operations Managers will ensure that: the generic manual handling risk assessments are made site specific (where necessary) and their findings are fully implemented at their Branch all relevant employees receive manual handling training All employees are expected to follow their manual handling training when undertaking such work activities. 7. Personal Protective Equipment (PPE) Our risk assessments make reference to the necessary PPE required in order to undertake the work activity safely and, its use is recommended in line with the hierarchy of risk control. The Divisional Safety Team is responsible for ensuring that there is a process in place to make sure that all PPE purchased for use within BSS meets the requirements of our risk assessments. All Branch Manager / DC Operations Managers will ensure that: adequate PPE is provided to their employees in line with our risk assessments and safe systems of work arrangements are in place for its maintenance, storage and replacement employees receive training on when, and how, to wear the necessary PPE All employees will: wear their PPE as detailed in the relevant risk assessment and safe systems of work for the work activity they are undertaking report any defective PPE to their Branch Manager / DC Operations Manager

17 8. Protection of the Public & Liaising with Customers A percentage of our work is carried out away from our Branches, for example at customer sites. We apply the same standards of Health and Safety in these circumstances as we do within our branches. We will work with our customers to ensure everybody s continuing safety. The Divisional Safety Team will ensure that there are generic risk assessments and safe systems of work in place to manage the risks associated with the interaction between members of the public (and customers) and our work activities. Branch Manager / DC Operations Managers will: ensure that all generic risk assessments are made site specific (where necessary) and their findings fully implemented at their Branches as well as where employees undertake on customers premises advise their Regional Operations Manager/Regional Director / DC Manager and the Divisional Safety Team of customer site related Health and Safety issues not covered by the generic risk assessments provided 9. Provision & Use of Safe Plant & Equipment In order to carry out our work activities we use a large amount of plant and equipment, and we aim to do so in safe manner. The Group Transport Director or the Divisional Head of Fleet (dependent on circumstances) is responsible for ensuring: that all equipment and plant bought for, and used within, BSS is safe for use and fit for purpose the identification of all equipment and plant that needs maintenance, as well as drawing up maintenance plans for them arrangements are in place for the implementation of the maintenance plans that equipment and plant is subject to the relevant statutory inspections and examinations by an independent competent person so as to ensure its safe operation that inspection and examination certificates and maintenance records are available both centrally and locally Branch Manager / DC Operations Managers are responsible for: ensuring that their local plant (and/or asset) register is kept up to date and available for inspection at all times defective equipment and plant is taken out of service so that it can be repaired,

18 retaining all statutory inspection and examination certificates as well as maintenance records in the Branches Health & Safety Filing System ensuring that all relevant employees have been trained in the relevant equipment and plant s safe use All employees are expected to: only use equipment and plant for which they have been trained to do so and as described in the relevant safe systems of work follow the BSS defect reporting procedure when they identify a defective piece of equipment or plant 10. Safe Handling & Use of Substances We undertake to make sure that we only use those substances e.g. chemicals, where we can effectively control the risks associated with their use. The Divisional Safety Team is responsible for undertaking a Control of Substances Hazardous to Health (COSHH) Risk Assessment for substances used within BSS and ensuring that their findings are passed to management for their implementation. This must be done before the substance is added to the Approved Chemical List.

19 Branch Manager / DC Operations Managers will ensure that: Substance Risk Assessments are fully implemented at their Branches, which includes ensuring arrangements for the substances safe use, handling, storage and disposal only substances on the Approved Chemical List are used All employees are expected to only use the substances that are provided by BSS. 11. Welfare Facilities We believe that our employees are entitled to adequate welfare facilities like clean toilets, washing facilities and heated mess rooms. Branch Manager / DC Operations Managers are responsible for ensuring the provision, and hygiene arrangements, of welfare facilities at their Branches. 12. Other Locations Functional Directors are expected to ensure that where premises are shared and, they are not the main occupier, for example at Lodge Way House or BOSS Court, that the person responsible for the facilities has suitable arrangements in place for: Asbestos Management Fire Safety Contractors CDM Welfare Customers