OPERATIONAL POLICY AND PROCEDURE

Transcription

1 OPERATIONAL POLICY AND PROCEDURE Overv iew Building & Environment Asbestos Policy Cleaning Policy Passenger and Goods Lifts Ladders and Access Equipment Policy Sanitary Bins Policy Waste Management Policy Window Cleaning Policy Building Inspection Door Inspection Drainage Inspection Fixtures & Fittings Inspection Glass Inspection Hot Water Inspection Ladder Inspection Locker Hygiene Inspection Pest Control Provision Toilet Checks Requesting Maintenance and Repairs

2 Asbestos Policy 1. Awareness of asbestos risks 2. Arrangements for ensuring the safety of the team Joules acknowledges the health hazards arising from exposure to asbestos and will protect those employees and other persons potentially exposed to asbestos as far as is reasonably practicable by: minimising exposure through strict adherence to permit to work schemes No work shall commence without assessment of the potential exposure of employees and others to asbestos as a result of that work and a statement of a suitable plan of work shall be made before the work commences the employment of specialist contractors, and The use of proper control measures and work methods supported by training of Employees This policy requires the full co-operation of management and all employees

3 Cleaning Policy 1. Implement a cleaning system 2. Ensure the team are aware of the system There is a requirement for Joules to maintain the workplace in a safe condition Slips, trips and falls account for the majority of injuries sustained in the workplace and most of these occur as a result of slippery floors A cleaning system should therefore be practised in all stores and premises that involves prompt action should there be a slippery floor as a result of a spillage, weather conditions outside or any other reason that makes the flooring unsafe for employees and/or customers It is the Store Manager's responsibility to make the necessary arrangements for the rapid and effective cleaning of the floors/stairs and walkways Measures may include oncall cleaning by employees, erection of notices, placement of matting near entrances, and a general understanding by employees that such instances must be reported and acted upon immediately

4 Passenger and Goods Lifts Policy 1. Taking a lift out of service 2. Contact the maintenance provider/ fire service If a passenger or goods lift within your store becomes defective you must immediately contact the maintenance contractor The defective lift must be taken out of service with immediate effect A temporary sign clearly indicating that the lift is out of use should be displayed outside the entrance of the lift at each floor level Under no circumstances are employees permitted to use any of the release equipment for the lifts, operate the lifts from the motor room, or attempt to release persons who may be shut inside In such cases it is essential that the local Fire and Rescue service are called Under no circumstances is any employee other than a qualified engineer/electrician to enter the lift or attempt to use it until it has been verified as having been restored to working order by the Duty Manager

5 Ladders and Access Equipment Policy 1. Inspect your ladders 2. Train and instruct team members in ladder usage The potential hazards that exist when using ladders and/ or access equipment include people/ items falling from height, team members twisting/ overreaching and ladders collapsing You must ensure that: Suitable equipment (to current British Standards) for the task is available for employees Ladders and stepladders inspected weekly, by a competent person for: damage stability intact rubber footings working locking mechanism records of the inspection are kept Ladders are secured away from sales floor when not in use Employees are instructed and supervised in the use of equipment including: visual check prior to use how to use safely how to lock into place stacking and removing stock from a ladder

6 Ladders and Access Equipment Policy 3. Contractor guidelines Contractors are not permitted to use any Joules equipment If contractors arrive without the appropriate equipment they will be required to return at a later date at no extra cost to the business Head Office are aware of this guideline and will reinforce it with contractors

7 Sanitary Services Policy 1. Sanitary bin rules Sanitary bin and nappy bin collections are set up on a schedule according to your stores requirements Under no circumstances should you attempt to open, or empty in to the general waste, any contents of sanitary or nappy bins This is considered special waste and has specific removal requirements

8 Waste Management Policy 1. Waste management requirements 2. Examples of controlled waste As a business and producer of waste Joules has a legal responsibility for ensuring that controlled waste: is not illegally managed does not escape from control is transferred only to an authorised person When we have waste we have a duty to stop it escaping by storing it safely and securely We must check that the person taking the waste away is legally authorised to do so Controlled waste would include: General Rubbish Cardboard Sanitary waste from ladies toilets First Aid waste Waste generated by a building contractor whilst working in a Joules store An authorised person would be a Council Waste Collector or a registered waste carrier

9 Window Cleaning Policy 1. The risks of third party window cleaners 2. Review the third window cleaning process Third party Contractor window cleaning presents potential hazards including falls from heights, objects falling from height, slips from water spillage You must ensure that: Internal/external windows & mirrors are cleaned by contractors using appropriate equipment The contractor clears any spillages promptly Customers are kept away from the area whilst cleaning is undertaken Pole cleaning is used (where available) to eliminate the risk of height hazards

10 Performing a Building Inspection 1. Inspect the building 2. Record your findings and take action Frequency - Weekly Print a blank copy of the Visit each area of the building Ensure that the roof drains and gulley's are clear of obstruction and blockages - only perform this check where safe to do so Perform a visual checks for leaks and blockages e.g. damp patches and internal puddles Perform a visual check from the ground to confirm that the roof lighting is operating Record your findings on the Weekly Health & Safety Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

11 Performing a Door Inspection 1. Inspect the door 2. Additional checks for manual doors Frequency - Weekly Print a blank copy of the Ensure that the opening and closing mechanism/ handle is operating correctly Visit each store door on a weekly basis Ensure that all external entrance doors are inspected for gaps in the frame upon closing Ensure that the entrance area is checked for slips or hazards Ensure that there are no signs of oil leaks from the door springs Ensure that door decal is in place on every door (unless a metal surround is present)

12 Performing a Door Inspection 3. Additional check for automatic doors 4. Record your findings and take action Ensure that the door opens in a timely manner Ensure that the door stays open for an appropriate period of time Ensure that the door closes smoothly and that debris is removed from the runners Ensure that plans are in place to man broken automatic doors in line with the Disability Discrimination Act Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

13 Performing a Drainage Inspection 1. Check the areas of drainage 2. Record your findings and take action Frequency - Weekly Print a blank copy of the Visit all areas of the store on a weekly basis Ensure that toilets are free of excess paper or other articles which may cause a blockage Ensure that all external drains are clear of rubbish and leaves Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

14 Performing a Fixtures and Fittings Inspection 1. Check the fixtures and fittings 2. Record your findings and take action! Frequency - Weekly Print a blank copy of the Visit all areas of the store Ensure that rails are positioned to avoid any potential trip hazard Ensure that fixtures are appropriate for the type and weight of stock Ensure that fixtures are positioned correctly leaving walkways free and clear access to displays Ensure that fixtures do not have sharp edges Ensure that wires and other trip hazards are positioned appropriately Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

15 Performing a Glass Inspection 1. Check the condition of plate glass 2. Record you findings and take action Frequency - Weekly Print a blank copy of the Visit each area of vulnerable plate glass Ensure that a glass decal is in place on every area and in good repair Ensure that cracks are not present Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

16 Performing a Hot Water Inspection 1. Check the hot water provision 2. Record your findings and take action Frequency - Weekly Print a blank copy of the Visit each area of hot water supply within the building Ensure that all taps are secure Ensure that no leaks are visible Ensure that appropriate warning signage is displayed if the temperature of the water is considered hot Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

17 Performing a Ladder Inspection 1. Check the ladders 2. Record your findings and take action Frequency - Weekly Print a blank copy of the Visit each set of ladders in the store Ensure that all bolts and rivets are present and secure Ensure that the ladder is free from corrosion Ensure that the steps or rungs are firmly fitted Ensure that the steps or rungs provide good slip resistance Ensure that all hinges are firmly fitted Ensure that legs spread effectively Ensure that the ladder stands firm and does not wobble Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

18 Performing a Locker Hygiene Check 1. Notify team members that a check will take place 2. Check the contents of the locker Frequency - Six Monthly NB. A member of staff of the same sex should be present whenever a locker check is performed Employees should be give one weeks notice that locker hygiene checks are to be conducted Visit each locker Notify the relevant members of staff that a locker check is to be performed Check the contents of the locker to ensure that none of the following effects are present: Joules property (merchandise or other) unless supported by a valid Till Receipt Slip Alcohol Narcotics Out of date foodstuffs High Value personal effects Unsuitable Materials The member of staff whose locker is to be checked should be present at all times Ask the member of staff to open their locker

19 Performing a Locker Hygiene Check 3. Complete the Search Log 4. Record your findings and take action Obtain a Search Log Record a Y in the locker check column Record the date that the locker check is taking place Record the time that the locker check is taking place Record the member of staffs name Record your name Record any comments/ observations Ask the member of staff to sign the Search Log Sign the Search Log Record your findings on the Six Monthly Health & Safety Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

20 Inspecting Pest Control Provision 1. Checking pest control 2. Record your findings and take action Frequency - Weekly Print a blank copy of the Visit all areas of the building Ensure that there is no sign of rodents being present (eg damaged boxes/ packaging or rodent droppings) Ensure that lids are being kept on bins - in particular those containing damp food waste Ensure that all waste food is being removed from the store at the end of each trading day Ensure that any waste pipes which have openings within the store are kept clean Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

21 Performing Daily Toilet Checks 1. Inspect the toilets daily/ record weekly 2. Record your findings and take action Frequency - Weekly Print a blank copy of the Visit each toilet on a daily basis Ensure that the toilet lighting is operational and clear of spills Ensure that there are no signs of leaks Ensure that there is no dampness present Ensure that there are no unusual smells Ensure that cubicle doors operate correctly Ensure that cubicle locks are present and operational Record your findings on the Record any actions that are required to address any issues that have been identified Record who is responsible for ensuring that the actions are completed Record the date by which the actions should be completed Enter the above information into the on the Resource Centre Contact the maintenance contractor to request that maintenance issues are addressed

22 Requesting Maintenance and Repairs 1. the maintenance contractor 2. SSS will attend to action maintenance/ repair Establish the repair or maintenance that is required Send an to detailing: the maintenance contractor will contact you to arrange a visit to your store to address the issue Store Number Store Name The nature of the repair or maintenance that is required Your first name and surname Any other relevant information