3.1 River Learning Trust Health and Safety Management System Manual

Transcription

1 HEALTH AND SAFETY MANAGEMENT HEALTH AND SAFETY MANUAL 1 AMENDMENT RECORD Date November 2015 Amendment First Issue 2 DEFINITIONS/ABBREVIATIONS Document Trust Manual Plan Procedure Instruction Guidance Note School Definition River Learning Trust A Manual detail, in general terms, how an organisation plans, organises, manages, monitors, audits and reviews its operations. (A manual may cover a specific function of organisations operations; Health and Safety Manual, Training Manual, Finance Manual etc.) A Plan describes the local organisation implemented to manage its responsibilities Procedures describe the processes by which an organisation implements legal requirements placed upon it (Carrying out Risk Assessments, First Aid etc.) and how it manages and controls other risks and processes (Driving Management, Reporting and Recording Accidents). An instruction is a step by step description of how to carry out a task. E.g. changing a toner cartridge, changing a needle in a sewing machine. Guidance Notes may support procedures or stand alone. Guidance notes provide details and information on the standards to be applied when carrying out an activity (Carrying out Home Visits, Having animals in an education setting) Where guidance is simple it may be included in procedures as appendices. School is an Academy, Free School, School Centred Initial Teacher Training provider or other organisation for which the Trust has responsibility. 3 INTRODUCTION 3.1 River Learning Trust Health and Safety Management System Manual The River Learning Trust Health and Safety Management System Manual is a top tier document that describes how health and safety is managed throughout the Trust. The Management System Manual is based on the British Standard OHSAS Occupational Health and Safety Management Systems. The model used to Copyright River Learning Trust All rights reserved. No part of this document may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written permission of River Learning Trust Company Number: River Learning Trust, Cherwell School, Marston Ferry Road, Oxford, OX2 7EE Tel: office@cherwell.oxon.sch.uk

2 HEALTH AND SAFETY MANUAL Page 2 of 17 represent the health and safety management system described in this manual is shown below: Figure 1 Flow diagram of the Management System Model 3.2 Health and Safety Management System The health and safety management system described in this document sets out a policy for continual improvement of health and safety performance. It sets a framework that can be adapted to present and future needs by: providing a basis for meeting present health and safety practices. providing a basis for adapting to future requirements (legal, stakeholder influences, Trust Growth etc). providing organisational arrangements which ensure clear governance, accountability and responsibility for health and safety matters 3.3 Management System Elements The main elements of the management system are illustrated in Figure 1 and are as follows: Policy including Scope(Section 3) Identifies the scope of the health and safety management system. Sets out the Trust s policy on Health and Safety. Planning (Section 4)

3 HEALTH AND SAFETY MANUAL Page 3 of 17 Outlines the arrangements that control the health and safety risks associated with the Trust and includes: Risk Management Risk Control Systems: o Manuals, Plans and Procedures. o Emergency Management. Implementation and Operation (Section 5) A section that describes, with respect to health and safety, the organisational structure and responsibilities of the various elements that make up the Trust and general management arrangements which include communication. Checking and Corrective Action (Section 6) Describes the system of monitoring health and safety performance. Also describes the Trust s approach to auditing. Management Review (Section7) Describes the Trust s approach to performance measurement, and management reviews of the health and safety management system. Continual Improvement (Section 8) Figure 1 indicates the feedback process within the management system, and in particular how the audit and review process links back to all other components of the system to improve performance based on lessons learned. 3.4 Hierarchy of Documentation The health and safety management system manual is integral to the Trust s approach to managing and controlling its hazards and risks. The organisation of which is shown below:

4 HEALTH AND SAFETY MANUAL Page 4 of 17 RLT Health and Safety Policy RLT H&S Management Manual RLT Guidance Notes RLT Procedures and Forms Risk Assessment Fire Safety First Aid COSHH Trust School Health and Safety Plan Local School Records Risk Assessments Fire safety arrangements First Aiders Safeguarding RLT Records of document control, audit and review Trust School Procedures and Instructions Figure 2 Health and Safety Document Hierarchy 4 TRUST HEALTH AND SAFETY POLICY 4.1 Scope of the Trust Safety Management System The scope of the Trust s health and safety management system is defined below: The provision of Teacher Training services The provision of education services for children aged 2 to 18 years old. The provision of a safe and secure environment for teaching and support staff to work and for pupils to learn. 4.2 Trust Health and Safety Policy The Trust believes that the Health, Safety and Welfare of its employees, pupils, contractors and the general public is fundamental in providing a safe and secure environment for all persons who enter its premises. The Trust recognises its moral and legal duty to protect the Health and Safety of its employees during the course of their employment, pupils whilst under the Trusts care, to protect employees of other employers, contractors and volunteers who may be affected by its activities.

5 HEALTH AND SAFETY MANUAL Page 5 of 17 The full policy is described in document number RLT/P/ PLANNING 5.1 Activity Planning The Trust plans all activities related to the management of health and safety risks. Procedures are followed that strive to eliminate hazards and risks at source and, where this is not possible, to control those hazards and risks Workplace Activities The management system describes how health and safety is implemented into all activities. Hazards and risks are eliminated or controlled at the operational level by a combination of the following: workplace precautions are provided and maintained to prevent harm at the point of risk. Examples are local exhaust ventilation, risk control systems are implemented to ensure that appropriate workplace precautions are provided and maintained, management arrangements are implemented to organise, implement, monitor and review the risk control systems. 5.2 Risk Management Risk management lies at the heart of the Trust s health and safety management system, and ensures that risks to employees, pupils, trainee teachers, contractors and the public are assessed and controlled. The risk management process is used to devise precautions and can be divided into two sub-processes: hazard identification; an exercise that involves a careful examination of an activity (or set of activities) in order to identify the hazards to health and safety associated with each activity, risk assessment; the process by which hazards are evaluated (typically in terms of consequence and likelihood) to gain an understanding of the risks. The systematic study of risk then allows risk control measures to be identified and implemented, adopting the following hierarchy: wherever possible risks are eliminated or substituted, engineering safeguards (designs/controls) are provided to combat risks where risk elimination is not practicable,

6 HEALTH AND SAFETY MANUAL Page 6 of 17 administrative safeguards are provided when it is not practicable to eliminate or design out risks. Typically either management control systems or the provision of personal protective equipment. 5.3 Risk Control Systems Manuals, Plans and Procedures Manuals, Plans and Procedures are in place to control activities throughout the Trust. These are: The Trust s health and safety manual (this manual) which sets out the organisation and arrangements within the Trust for the management of health and safety, including procedures describing the methodologies for carrying out risk assessments etc. School Health and Safety Plans. These are available for each school within the Trust group and describe or reference the local arrangements for the management of health and safety. They detail the key health and safety responsibilities and arrangements associated with the school. Trust and local school risk assessments and control measures. Activities are planned and implemented via the use of control measures identified in risk assessments. Where necessary local school procedures are written to cover specific school safety related issues or activities. Trust policies and Safety Procedures (SP s) can be found via the Trust s internet site Maintenance Control The Trust does not routinely maintain its own plant, the exception being for general cleaning and grounds maintenance. The majority of plant maintenance is subcontracted and subcontractors are managed in accordance with Trust procedures Safe Systems of Work All modifications to buildings, and non-routine work at schools within the Trust are controlled formally by the use of permits to work which authorises work to commence when the safe method of working has been identified and approved. Clear identification of the scope and boundaries of the work, and the precautions necessary to ensure a safe method of working, is detailed and agreed prior to work commencing. Permits are issued by the Trust Health and Safety Adviser in consultation with School Managers or their nominated representatives Control of Hazardous Substances Trust schools do not routinely use hazardous substances, however where they are used they are assessed for their use and controls established to reduce the potential for harm to occur.

7 HEALTH AND SAFETY MANUAL Page 7 of Emergency Arrangements Emergency arrangements may be incorporated within School Health and Safety Plans. The arrangements address, for example: fire safety, first aid, suspect package. Arrangements are also established for lone-working. These arrangements require, as a minimum, the completion of a risk assessment. Other arrangements for managing and recovering from critical incidents are detailed in: Trust Crisis Management Plan Trust Business Continuity Plan

8 HEALTH AND SAFETY MANUAL Page 8 of 17 6 IMPLEMENTATION AND OPERATION 6.1 Trust Health And Safety Organisation Arrangements Trust activities are carried out within premises leased to the Trust from the Local Authority. In planning its health and safety management system the Trust has organised itself in the manner illustrated in Figure 3 below: GOVERNANCE STRUCTURE TRUST MANAGEMENT Trust Trust Board Board (inc (Inc. Executive Chief Headteacher) Executive) Executive Chief Headteacher Executive (Chief Executive Officer) Joint Committee on Health, Safety and Wellbeing LGB Resources Governor Trust Resources Committee Operations Director Liaises with and reports to other committees as requested. Local School Governing Body School Headteachers Health and Safety Adviser Operates in accordance with Scheme of Delegation KEY: Governance/Management Advisory Secondary School or Premises Manager Primary School Manager Caretaker Figure 3 Health and Safety Management Structure Overall responsibility for safety within each school of the Trust rests with the Head teacher for each School.

9 HEALTH AND SAFETY MANUAL Page 9 of Board of Trustees The Trust Board is legally accountable for the implementation of the Health and Safety Policy and Procedures throughout the Trust. In carrying out this responsibility the Board ensures that: Trust decisions reflect the Trust s health and safety intentions, resources are made available within the Trust to maintain safe work places, approving the Trust s Health and Safety Policy and Management Manual, Setting appropriate health and safety objectives for the trust; a Competent Person is employed to provide assistance in helping the Trust meet its statutory obligations The Trust board has delegated the detailed responsibility for monitoring the implementation and effectiveness of the Trust s health and safety policy to the Trust Resources Committee; The board member nominated to take the health and safety portfolio sits on the Resources Committee and reports to the board on these issues Resources Committee The Resources Committee is responsible to the Board for ensuring: health and safety arrangements are prepared that meet the legal, moral and social obligations of the Trust, approval of health and safety procedures and guidance; arrangements are set in place to implement and monitor the effectiveness of the Trust s Health and Safety Policy and processes, arrangements are set in place to monitor and review the health and safety performance of the Trust, adequate emergency arrangements are in place, advising the Board on the resources necessary to fulfil its obligations, advising the Board on the arrangements set in place to monitor the effectiveness of Trust Health and Safety Policy and the results of that monitoring Local Governing Bodies Local Governing Bodies are responsible to the trust board for: Monitoring the implementation of trust policy in their school; Monitor the implementation of the school s Health and Safety Plan and associated procedures Monitoring the implementation of the responsibilities of the Headteacher, School Manager, Premises Manager

10 HEALTH AND SAFETY MANUAL Page 10 of 17 Nominating a governor to liaise with the Headteacher on school safety matters; Receiving reports from the Operations Director and Headteachers on any monitoring exercise carried out particularly on inspections and audits carried out on the school Local Governing Bodies may delegate these requirements to a School Committee Chief Executive The Chief Executive who is responsible for ensuring that systems are in place to: manage the health and safety risks of the Trust. monitor the health and safety performance of the Trust. And ensure that resources are made available to support safety management in Trust schools. In carrying out this responsibility the Chief Executive as a member of the Trust Resources Committee receives reports on the Trust s health and safety performance. The Chief Executive also reviews Trust management system documents of which he is a signatory Operations Director The Operations Director is responsible to the Chief Executive for: Line management of the Trust Health and Safety Adviser; Reporting on health and safety to the Trust Resources Committee; Advising the Chief Executive on setting targets; Ensuring that annual health and safety inspection audits are carried out in schools through the work of the Trust Health and Safety Advisor and other specialist contractors as required Monitoring health and safety action plans Ensuring that key safety maintenance inspections are carried out; typically: o 5 yearly Fixed electrical system inspections Arrangements for the safe management of Contractors Acting on behalf of the Trust as Client under the Construction (Design and Management) Regulations Health and Safety Adviser The Trust Health and Safety Advisor is the competent person appointed under the Management of Health and Safety at work regulations and is responsible to the Operations Director for: assisting in the development of the Trust s Health and Safety Policy, Organisation and Arrangements, providing Health and Safety advice to the Trust and its staff,

11 HEALTH AND SAFETY MANUAL Page 11 of 17 developing and implementing a health and safety inspection and audit programme covering all schools of the Trust, monitoring trends [internal and external (e.g. legislative developments)] to ensure standards are upheld and that legislative compliance is maintained, liaison with the Headteachers and School Managers on their particular health and safety issues, maintaining records of monitoring activities, providing advice on safety training and developing training courses where appropriate, disseminating lessons learnt from inspections, audits, investigations etc. to all schools, advising on the application of the Construction (Design and Management) Regulations to work carried out for the Trust, Headteachers Each Trust School Headteacher has overall responsibility for ensuring that health and safety management arrangements are implemented in the school they are responsible for. In meeting this they are responsible for: developing their school s health and safety management plan and organisation document as described in the Trust Safety Procedure RLT/SP/201;. Ensuring they implement and meet the requirements of the Trust Safety Management System, including requirements of Trust Safety Procedures and Guidance Notes. Ensuring safe workplaces, and for ensuring school activities are carried out in a safe manner School Managers/Premises Managers Each School Manager/Premises Manager is responsible to the school Headteacher or their Nominated Representative, for the execution and reporting, as appropriate, but not exclusively, on the following: premises status; o cleaning, o maintenance of portable electrical equipment. planned and unplanned maintenance of services; o fire safety management, o water systems management, o pressure systems, management of maintenance contractors,

12 HEALTH AND SAFETY MANUAL Page 12 of 17 Pressure systems inspection and maintenance, Specific responsibilities are described in each individual school Health and Safety Plan. 6.2 Authorities Where unsafe or unsatisfactory activities are identified then any member of the Trust Board, Operations Director, Headteachers, a Trust School Senior Team Member or Health and Safety Adviser has the authority to suspend the activity whilst the issues are addressed Employees Each employee is responsible for their own safety, and the safety of others working with them. The employee is responsible for: raising any concerns relating to safety with their line management, a Union Safety Representative or the Trust Health and Safety Advisor, following the school s Health and Safety Plan and associated Procedures and Guidance Notes following Trust Safety Procedures and Guidance Notes, stopping work and seeking advice from a Health and Safety Adviser or Senior Manager when they have any concerns about safety, not doing anything which could harm themselves or others. 6.3 Consultation and Governance Joint Committee on Health, Safety and Wellbeing The Trust holds a Joint Committee on Health, Safety and Wellbeing with Trust employees. This committee provides a forum for Trades Union Safety Representatives to discuss Health, Safety and Wellbeing matters with management that are associated with the Trust s activities. Employees may also bring safety concerns to the attention of Trades Union Safety Representatives, the Trust Health and Safety Advisor, independent of the line management chain School Facilities and Safety Management Each school has retained their Governing Body. Governing Bodies have the responsibility for implementing arrangements to oversee and monitor the implementation and effectiveness of health and safety arrangements in its school. Governing bodies may do this directly or delegate the responsibility to a School Governors Sub-Committee

13 HEALTH AND SAFETY MANUAL Page 13 of 17 In order to meet this responsibility the appropriate body/committee receives regular reports from the Headteacher or School Manager on premises safety issues and the Headteacher (or delegated representative) on all other non premises related health and safety issues Information and Participation In addition to the consultation process employees may attend various other meetings at which health and safety may be discussed. In addition the Trust schools may inform staff of particular issues as they arise, by: Tool box talks placing health and safety notices on noticeboards, issue of special health and safety cascades e.g. following particularly uncommon incidents or accidents, or lessons learnt from inspections and audits etc, Workforce information and participation is carried out through various forums, in particular through formal employee consultation at Trust level, Safety Representatives Safety representatives are elected in accordance with both the Safety Representatives and Safety Committee Regulations 1977 and the Safety (Consultation with Employees) Regulations The Trust encourages safety representatives to get involved in Trust health and safety 6.4 Health and Safety Reporting School Health and Safety Reporting As in above health and safety issues are reported to the appropriate school committee. Reports are made by the relevant persons to the meeting. The areas reported on are: staff, work equipment and work activities health and safety issues (Accidents and incidents, results of safety inspection and safety audits etc.), premises health and safety issues (including maintenance and inspection issues). 6.5 Training Induction training Health and Safety is a key feature of induction for all new starters. The Headteacher at each School (or delegated representative) is responsible for ensuring that health and safety inductions are undertaken. This Manual together with Local Schools

14 HEALTH AND SAFETY MANUAL Page 14 of 17 Health and Safety Plans form the basis for the induction which includes information relating to: health and safety policy and management arrangements, accident and emergency arrangements, including evacuation procedures, first aid arrangements, fire safety management, key risk assessments associated with the activities being carried out. The Trust Health and Safety Adviser advises on the content of the induction Skills Training and Competence The annual Performance Management Review (PMR) / Appraisal supports the needs of the staff of Trust schools and plans for the future to enable everyone the opportunity to reach their full potential, and thereby contribute to the Trust s success. In particular, it highlights any health and safety training and competency requirements. Faculty/Team/Department Leaders undertake annual performance reviews appraisals of their staff and agree what training and personal performance targets for the coming year are appropriate. These leaders are also responsible for ensuring refresher training is carried out. 6.6 Competence and Selection Personnel Selection The Trust has a rigorous selection process to ensure that those personnel employed by the Trust are competent to carry out the work. The process may include personal interviews, references from former colleagues and employers, and applicants making presentations Job Descriptions Job descriptions for all Trust employees include requirements for any particular health and safety training they may require. The preparation and review of job descriptions is the responsibility of line managers Contractor Selection All contractors who provide services to the Trust are assessed to ensure that they have effective health and safety management systems for work. Contractors are required to operate within the Trust s School site rules and are monitored and/or supervised to an appropriate extent by Trust staff. 6.7 Occupational Health

15 HEALTH AND SAFETY MANUAL Page 15 of Medical Facilities and First Aid Medical facilities are made available to all employees. This provision is made available via the PAM Group. This service provides access to occupational health support for: Health Screening. Health Surveillance. Counselling. First aid is made available to all employees, teacher trainees, pupils and the public, at each of the Trust Schools Health Surveillance and Promotion The Trust considers that maintaining a healthy workforce is essential to ensuring a prosperous future for the Trust and its employees. To meet this objective Line Managers are responsible for monitoring the wellbeing of their staff. Health promotion is promulgated through the issue of various policies on topics such as alcohol and drugs abuse, stress and providing information and access to counselling and other such services Occupational Health Related Policies The trust has a number of policies which provide a commitment to ensuring a healthy workforce. This commitment is detailed in the following policies: Drugs and Alcohol. Stress. These policies adopt an approach where any member of staff identified with a policy related issue the problem is supported through any necessary rehabilitation programmes. 7 CHECKING AND CORRECTIVE ACTION The Trust undertakes regular audits of its own activities to monitor internal compliance with its health and safety arrangements. 7.1 Audits A monitoring process is built into the health and safety management system, which provides management information on the effectiveness of implementation, and drives the continual improvement process. The following health and safety audits are included in the Trust s annual monitoring programme and are carried out to assess the implementation, effectiveness and adequacy of the Trust s health and safety management arrangements:

16 HEALTH AND SAFETY MANUAL Page 16 of 17 Internal Audits. These audits are pre-planned to cover all Trust activities, auditing individual school specific arrangements against the requirements of the Trust s health and safety management system, Supplier Audit. At the discretion of the Board or individual Headteachers an audit of a supplier may be commissioned to check the adequacy of the supplier s arrangements. 7.2 Safety Incident Report Monitoring Safety Incident Reports (SIRs) are recorded and investigated to determine their causes, and to implement measures to minimise the likelihood of a recurrence. A Safety Incident Report is interpreted to be any of the following: any event which causes, or could cause, injury or health effects to employees, trainee teachers, pupils, its contractors, visitors to its premises or the general public, any event that causes, or could cause, damage to plant and equipment, any other health and safety related event that resulted or could have resulted in loss to the Trust, circumstances when examination, maintenance, inspection or testing reveals that health and safety may be adversely affected, near-miss events. The Operations Director, working with the Trust Health and Safety Advisor, is responsible for monitoring the close out of actions from SIRs. 7.3 Health and Safety Inspections Workplace inspections are carried out periodically. Checklists are used to aid these activities with the results recorded and corrective actions identified. The frequency of inspections is agreed annually under advisement from the Operations Director. 8 MANAGEMENT REVIEW 8.1 Monitoring Performance Performance Indicators (KPIs) may be set annually for each school and subsequently monitored by each Schools Governing Body or Resources Committee. Example Key Performance Indicators include: actions arising from Safety Incident Report (SIR) and their close out, actions arising from safety inspections and audits and their close out.

17 HEALTH AND SAFETY MANUAL Page 17 of Management Review Continual Improvement is an ongoing activity within the Trust to constantly monitor, review and update the arrangements in place. Findings from SIRs Investigations, Safety Inspections, and Audits all have a very valuable input into the monitoring of the workplace. This information contributes to an Annual Report on health and safety which is reviewed by the Trust Board. 9 CONTINUAL IMPROVEMENT The audit and review process is one of the main mechanisms that drive Continual Improvement by ensuring that lessons learned are developed into the Health and Safety Management System. Other learning elements that provide the opportunity to develop and evolve the system include monitoring of SIRs and unsafe condition statistics. 10 APPENDICES None RLT/HSM/01 November 2015