Health and Safety Annual Report

Transcription

1 Health and Safety Annual Report

2 Introduction: 1.1 This annual report covers the period 1 st April 2015 to 31 st March 2016 for the five Clinical Commissioning Groups (CCGs) within the CWHHE Collaborative, providing an update as to where each site is with compliance with regards to Health and Safety including incidents and risk. Accountability for Health and Safety: 2.1 Each staff member has responsibility for supporting a safe and healthy working environment, and staff are encouraged to report issues in a variety of ways, including via formal reporting mechanisms, providing feedback at training as well as staff meetings. 2.2 The Health & Safety Committee is responsible for seeking assurance on delivery and for offering an opinion to SMT and CCG Governing Bodies on Health and safety compliance. A structured approach is to be taken at these meetings to ensure the correct assurance is being sought and that sufficient reporting measures are in place ensuring compliance across each of the three sites. 2.3 Health and Safety and BUG (Building User Group) terms of reference and agenda have both been re-visited with the aim to reconvene these meetings from the new financial year. The first standalone Health and Safety committee meeting is scheduled for 13 th April It has been suggested that more senior staff members attend. 2.4 A better use of this forum could be undertaken by ensuring the representatives from each site formally report and discuss all building, health, and safety, incidents and risks that have been identified. The Health and Safety Action plan will be monitored and reviewed taking this forward into 2016/2017. Health and safety policies: 3.1 There are a host of health and safety policies and a program is being developed to ensure regular review. 3.2 The following policies were approved in 2015/16: Safe use of Display Screen Equipment; CWHHE Building and H&S Incident & Accident Reporting form; Building and Facility Incident & Accident reporting; and Health & Safety. 3.3 The following policies have been reviewed and are ready for approval: The Personal Safety and Lone Working policy; and the Driving Policy (new policy). 3.4 The following are due for review during 2016/2017: Manual handling policy; Slips, trips and falls; Fire Safety Policy; and First Aid Policy 3.5 A security policy will also be drafted for approval during 2016/2017 2

3 Health and Safety Training Compliance: 4.1 The Human Resources (HR) team continues to monitor and review compliance with mandatory training against the organisations target of 100% compliance. 4.2 From the 1 October 2015 the NWL Collaboration of CCGs changed the medium through which staff access and complete the majority of our statutory and mandatory training through Oracle Learning Management system (OLM). 4.3 OLM is part of the Electronic Staff Record (ESR) which some staff already use to view online payslips and total reward statements. 4.4 The three areas of health and safety training that we require staff to carry out are fire safety, health safety and welfare, and moving and handling. There is a disparity in the compliance figures for uptake of such training between official figures obtained from the OLM system and locally held manually updated records. Poor data quality and, in some areas, poor uptake are due to: poor management of staff compliance; contractors and agency staff are failing to enrol on OLM and not completing the training - the OLM system automatically enrols staff that are on the payroll system, therefore it is imperative that managers ensure contractors and agency staff liaise with HR to log on to the system; and leavers or staff changing organisations within CWHHE are not being captured in a timely way. 4.5 Clearly, achieving acceptable levels of staff mandatory training compliance is a priority for 2016/2017 as is improving data quality. Other H&S Training: 5.1 Defibrillator training (where required), first aid and fire marshal training is up to date across CWHHE CCGs with sufficient staff trained for the CCGs assessed needs. 5.2 All three CWHHE sites are compliant with the recommended complements for the above training categories. All site leads will need to keep these areas of training under review to ensure on-going compliance. Fire Safety: 6.1 Fire risk assessments have been conducted at all three sites and actions have been carried out to address issues arising. Any outstanding risks or items are recorded in the relevant risk registers. 6.2 Take up of fire safety training has been a lot lower than expected and this will be addressed in 2016/2017. The number of fire marshals at each site has been reviewed and numbers are satisfactory and constantly being reviewed due to large turnover of staff particularly at Marylebone Road. 3

4 Risk Assessments: 7.1 Risk assessments have been conducted at all sites by NHS Property Services and the relevant Local Authority; however, there is a need for a coherent approach to risk assessment to ensure actions are captured on risk registers and addressed in a consistent way. A standard process and approach to reporting, investigating and addressing risk is required. A standard shared folder has been set up for each site to record and report risk. This is then escalated for review and comment. 7.2 Computer workstation assessments were carried out as and when requested. Health-related issues mostly related to musculoskeletal pain and discomfort in the lower back and/or neck and arms. A Display Screen Equipment (DSE) management system is required to ensure that health related workstation assessments are systematically conducted, logged and reviewed for all staff. 7.3 A DSE assessor attended Marylebone Road during the year and conducted some urgent DSE and chair assessments for staff with existing health issues. Office Services are assisting managers in procuring and special equipment, such as ergonomic chairs and screen stands. 7.4 DSE Trainer training was also delivered to a handful of staff at Marylebone Road, no delegates attended from Ealing or Hounslow CCGs. 7.5 The top three risks at year-end are: risk that staff are not aware of their obligations under the Health and Safety at Work etc. Act due to not having carried out the required level of training; risk of an electrical fault occurring at Marylebone Road due to some identified issues remaining unresolved; and risk that we are not aware of all risks and issues due to inconsistent data capture and reporting across the CCGs. Accidents and Incidents: 8.1 The number of accident and incidents reported across CWHHE remained relatively static and these were all low risk incidents. The figures indicate few incidents and accidents occur at the workplace but a contributor to the low figures could be due to the lack of awareness of the accident and incident reporting system (the system was updated and promoted mid-year). 8.2 Table 1 below shows Accidents and Incidents reported during 1 st April 31st March

5 Event Type CWHHE Number reported Marylebone Road Central London CCG West London CCG Hammersmith & Fulham CCG Perceval House Ealing CCG RIDDOR - Fatal Sovereign Court Hounslow CCG Accident Incident RIDDOR - Major injury (over 7day) Minor accident via accident report book/system. Possible dangerous exposure Near miss low risk Facility/Building Table 1: CWHHE Collaborative Accident and Incidents Reported during 2015/ There is a duty to report specified workplace incidents (RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) and no incidents were reported to the Health and Safety Executive (HSE) during 2015/ Health and Safety Audits. 9.1 Arinite, the CCGs appointed health and safety advisors, attended each of the three sites within CWHHE and conducted a Health and Safety Audit. Identified risks and issues were either resolved during the year or have been incorporated into plans for 2016/17. There were no red rated risks at year-end. The audits will be reviewed regularly to ensure the risks are managed and mitigated where possible. Updates on progress will be provided within the quarterly health and safety reports. Actions will need to be captured on risk registers and addressed. 10) Building and Landlord Statutory Assessments Requirement 10.1 A register is maintained of all compliance assessments such as electrical testing and asbestos checks. These assessments are conducted within each building providing assurance that risks are controlled. We have a good record of compliance. The only issue highlighted in these checks has been electrical systems at Marylebone Road. This has been escalated with NHS Property Services who are responsible for carrying out work required. 11) Other information: 11.1 Marylebone Road: the mice issue is under control and continues to be monitored; an increase in lone and late working has been reported and the Senior Management Team has considered a policy to help address the matter; and managers need to ensure building access cards are collected from staff leavers and for Office Services to be informed if staff leave before their contract ends as this could pose a security risk (and also has a financial consequence to replace lost or unreturned cards). 5

6 11.2 Ealing: cleaning has been an on-going issue as the Local Authority service was greatly reduced after a decision was made to move to an outside contractor Hounslow: on 14 December 2015, the London Borough of Hounslow became Hounslow CCG s landlord and the CCG is working with the Local Authority to provide health and safety assurances; lone and late working has been an issue at Hounslow CCG and systems are now in place and staff are encouraged to leave to avoid one person remaining in the office by themselves; local arrangements have been made with Local Authority Facilities team to allow the CCG Finance Team to work late on weekdays and over the weekend to meet year-end deadlines. 12) CWHHE, Priorities for 2016/17: 12.1 The health and safety leads in the five CCGs have agreed a Health & Safety Action plan for 2016/2017 to address the key Health and Safety priorities as follows: a) addressing the red risk relating to electrical systems at Marylebone Road; b) communication: to promote health and safety to ensure all staff understand their health and safety responsibilities - H&S statement from the Chief Officer to be approved and circulated; c) DSE (Display Screen Equipment assessments) - more awareness is needed to ensure staff are having assessments at their workstations and we need to secure the implementation of our DSE safety management system; d) training needs analysis is required across CWHHE CCGs this is scheduled to take place on 9 May 2016; e) H&S training for managers - introduce a short bespoke course after the results of the training needs analysis; f) Health and Safety Committee and meetings, first meeting scheduled for 13 April 2016, Health and Safety plan to be approved and action dates to be confirmed within the plan; g) Building User Group meeting - review of the terms of reference and re-convene meetings; h) H&S site leads - identify a site lead for each main site to ensure H&S issues, risks and items are captured, reported and escalated to relevant person and captured on the correct reporting mechanisms; i) policies - a program is required to log, review and manage all policies within CWHHE, and identify any new relevant policies; j) a building and access control policy to be introduced; k) mandatory training - all staff to be compliant with mandatory training requirements. The HR team will lead the development, implementation, monitoring and reporting for a robust and effective mandatory training system. This will be supported by a communications plan to ensure both managers and staff are aware of their responsibilities; l) accidents and incidents reporting needs to be strengthened, forms must be completed with evidence that all incidents and accidents have been investigated and that follow up action is taken; and m) an increased focus on staff Health in Health and Safety, working closely with the HR and OD team. 6

7 13) Conclusion 13.1 The year has seen an improved awareness of health and safety issues across the CCGs. Reporting of issues and the audits carried out at the three main sites have helped to raise awareness and have helped us to identified risks and issues that have either been addressed during the year or have been compiled into our plan for 2016/17. The establishment of a standalone Health and Safety Committee (as opposed to this work being carried out by the Quality and Safety Committee) will help to drive further improvements and help to improve assurance mechanisms. 7