Health & Safety Policy Estate Services

Transcription

1 Health & Safety Policy Estate Services Reference Number: NHSCT/09/193 Responsible Directorate: Planning, Performance Management and Support Services Replaces (if appropriate): Legacy Causeway Estates Health & Safety Policy Policy Author/Team: Mervyn McNeill, Head of Building, Estate Services Dominic Crilly Southern Sector Manager, Building, Estate Services Approved by: Alistair Donaldson Assistant Director Estate Services Type of document: Departmental Policy Date Policy disseminated by Equality Unit: 17 September 2009 Date Approved: 21 July 2009 NHSCT MISSION STATEMENT To provide for all the quality of services we would expect for our families and ourselves July 2009

2 ESTATE SERVICES DEPARTMENT Health and Safety Policy July 2009

3 POLICY STATEMENT It is the policy of Estate Services to provide the NHSCT (hereafter referred to as the Trust) with excellent, professional Estate Management to meet the needs of a modern Health and Social care organisation, in complying with the requirements of the Health and Safety at Work (Northern Ireland) Order 1978 and all other relevant legislation affecting health and safety related to its activities, by providing a safe, accessible, healthy working and living environment for patients, stakeholders, staff and visitors. Estate Services will pay particular attention to:- NOTE: All references to supervising Managers apply to all Managers and supervisors who are approved and authorised to carry out the intended task. [Assistant Director, Head of Estate Services, Departmental Heads, Sector Managers, Estates Officers, Supervisors, etc] The Estates Department Health and Safety Policy is intended to describe that which is reasonably practical to achieve the aims of the Trusts Health and Safety Policy, and ensure a safe and healthy working environment by the provision of advice, training, supervision and appropriate facilities. In pursuance of this policy it is intended to:- (a) (b) (c) (d) (e) (f) (g) (h) Provide and maintain working conditions so that they are fundamentally safe and healthy. Statutory requirements in these respects will be regarded as basic standards to be exceeded wherever possible. Regard safety matters as of paramount importance in the interests of the Trust and employees alike and in this spirit maintain a continuing concern about all aspects of safety. Foster and encourage staff to discuss safety and health problems with their immediate Supervisors and Managers. Ensure that safety representatives, together with the appropriate Managers make regular formal safety inspections, to identity action required to rectify any shortcomings noted during these inspections. Keep abreast of the latest techniques and procedures for ensuring health and safety at work and introduce these into the organisation where and when appropriate. Maintain, with posters and other information, a campaign against unsafe and foolish practices. Provide facilities for training employees in safety matters. Provide statutory safety devices and protective equipment and endeavour to ensure that these are properly used at all times. 1

4 (i) (j) Ensure that Contractors and providers of services to the Trust comply with the Health and Safety at Work (Northern Ireland) Order 1978 and all current and relevant legislation when undertaking or providing such services to the Trust and abide by the Health and Safety Policies of the Trust. Take all reasonable practicable steps to protect those persons, whether patients, stakeholders, staff and visitors affected by any part of its undertaking. GENERAL DUTIES OF EMPLOYERS TO THEIR EMPLOYEES The following are some extracts from the Health and Safety at Work (Northern Ireland) Order 1978 and the Management of Health and Safety Regulations (Northern Ireland) Article 4(2)(a) of the Health and Safety at Work (Northern Ireland) Order 1978 states that an employer must ensure "the provision and maintenance of plant and systems of work that are, so far as is reasonably practicable, safe and without risks to health". 2. Regulation 3(1) of the Management of Health and Safety Regulations (Northern Ireland) 2000 states that "every employer shall make a suitable and sufficient assessment of the risks to the health and safety of his employees to which they are exposed whilst they are at work..." 3. Article 4(3) of the Health and Safety at Work (Northern Ireland) Order 1978 states that "... it shall be the duty of every employer to prepare and as often as may be appropriate revise a written statement of his general policy with respect to the health and safety at work of his employees and the organisation and arrangements for the time being in force for carrying out that policy, and to bring the statement and any revision of it to the notice of all his employees". Estates Department Staff The health, safety and welfare at work of all employees, whether on Trust premises or carrying out Trust business elsewhere, is primarily the responsibility of the Trust. (Unless specifically excluded by the provisions of the Act, - e.g. whilst in domestic premises or whilst travelling on public roads). To achieve this, The Trust will provide, so far, as is reasonably practicable, a safe working environment. Risk Assessment The Estates Department will meet the requirements of the Management of Health and Safety at Work Regulations to carry out Risk Assessments in order to set health and safety objectives and consider the possible courses of action and evaluate alternative strategies. 2

5 APPOINTMENT OF AUTHORISED PERSONS Certain personnel are deemed Authorised Persons by virtue of their position in the Estates Department management structure. These personnel are those who, as part of their normal duties, manage the operation and maintenance of plant on Trust properties. The Assistant Director, Head of Estate Services or nominated Manager will issue confirmation of such authorisations. The appointment of persons as Authorised Persons will be made in writing and shall be at the discretion of the Assistant Director of Estate Services, or his nominated Manager who shall assess the relevant training and experience of the person appointed. The certificate of appointment shall state the class of work the person is authorised to carry out and the extent of this authority to issue and cancel Permits to Work. Duties of Authorised Persons An Authorised Person will check personally that: a) It is safe to isolate an item of plant or an installation before issuing a Permit to Work. b) An item of plant or an installation is safe to work on or test before issuing a Permit to Work or test. c) The plant or installation is in a safe operational condition when returned to normal working. d) The work situation is left in a safe and serviceable condition before cancelling the Permit to Work. These responsibilities apply irrespective of whether the Permit to Work is issued to staff directly employed or Contractors'staff. All Permits to Work for a particular job or related series of jobs shall only be issued and cancelled by one Authorised Person who shall remain responsible for the safety of the jobs until completion. The supervising Manager shall institute a procedure for cancelling a Permit to Work put into operation by an Authorised Person who subsequently becomes unavoidably absent (e.g. due to sudden illness or accident). 3

6 GENERAL DUTIES OF EMPLOYEES AT WORK Ref, The Health and Safety at Work (Northern Ireland) Order 1978 It shall be the duty of every employee while at work - a) to take reasonable care for the health and safety of himself and of other persons (including members of the public) who may be affected by his acts or omission at work; and b) as regards any duty or requirement imposed on his employer or any other person under any of the relevant statutory provisions, to co-operate with him so far as necessary to enable that duty or requirement to be performed or complied with. And As detailed in the Management of Health and Safety at Work Regulations (NI) 2000:- Employees duties under the Health and Safety at Work [NI] Act include cooperating with their employer to enable the employer to comply with statutory duties for health and safety. Under these regulations, employers or those whom they appoint to assist them with health and safety matters need to be informed without delay of any work situation, which might present a serious and imminent danger. Employees should also notify any shortcomings in the health & safety arrangements, even when no immediate danger exists, so that employers can take remedial action if needed. Objections When any person receives instructions regarding any work which he considers hazardous he shall report any objections that he may have to carrying out such instructions on the grounds of safety to the line manager who will have the matter investigated and if necessary refer it to higher authority. 4

7 TRAINING IN SAFE WORKING METHODS It is the department policy that all new employees shall, within a reasonable period of time, receive adequate training for the job they are employed to do. All training will be undertaken using safe working methods and these methods will be updated as required. Existing employees will be given further training as required and will receive instructions in the use of new working methods and machinery including the necessary safety precautions. Employees will also be advised of any changes in Legislation that affect the manner in which their work shall be carried out. All the training that is undertaken will be recorded on the employees training record. Refresher training will be undertaken as directed by the Supervising Manager. Safety Briefings It is the department policy that all persons who are unfamiliar with the site will receive a safety briefing before they are permitted to work unaccompanied. The supervising Manager will give the briefing. The extent of the briefing will vary according to the requirements of the individual visitor/employee but the following sections describe the guidelines to be followed for: (1) Estates Department new staff (2) Visitors (3) Contractors Safety Briefings for New Staff on First Day of Attendance All new staff employed within the Department will be required to attend a safety awareness briefing with their Supervising Manager. This briefing will take the form of an informal discussion where the new employee will be issued with a copy of the Safety Manual, be made aware of the general safety requirements for the site and also with these particular items that are specific to his work. It is intended that the briefing will prepare the employee for working safely on the site and give an introduction to the various systems and rules that are in place for ensuring their safety, the safety of others and the welfare of the plant. Further safety advice will then be available for the employee from his Supervisor. The topics that are to be discussed are listed in Appendix A and the Supervising Manager must ensure that they are all covered during the briefing. The checklist is to be signed by both parties and it will form part of the employees training record. 5

8 The Supervising Manager must list the courses that because of the briefing he considers would be beneficial to the new employee. This list is also to be filed with the training record and will be used to plan the future training programme. Safety Briefings for Visitors It is the responsibility of the Supervising Manager who has invited the visitor to site to ensure that he acts in a safe and appropriate manner. When the visitor is accompanied to various areas within the site, the Supervising Manager must personally ensure that the appropriate action is taken should a safety situation arise. However, should the visitor require to visit other parts of the site the Supervising Manager must ensure the visitor receives NHSCT Safety Instruction to Contractors, Appendix B. Safety Briefings for Contractors The safety information for Contractors applicable while working on Trust sites will be discussed as part of the pre-contract meeting and should be minuted. Standards of safety for Contractors are expected to be no less than that for department staff and it is the duty of the Contractor to ensure that these standards are maintained. The provision of safety material and the topics of safety instructions must be noted in the minutes of the pre-contract meeting and any objections or problems raised by the Contractor noted. The Contractor will be issued with appropriate safety information. 6

9 SAFETY PRECAUTIONS WHEN CARRYING OUT WORK The complexity of the work to be carried out and its location will dictate the safety precautions that are to be taken. A number of different methods will be employed to ensure the safety of both the employees and the plant during the course of work. These methods are basically as follows: - a) Risk Assessments - will be carried out to cover all work tasks, the risks determined will be broadly categorised into Low, Moderate or High. Details of risk assessment arrangements can be found in the Risk Management Policy. b) Permit to Work System - where an Authorised Person isolates the plant and a permit to work issued prior to the commencement of work. Situations requiring a permit will be indicated on the risk assessment. c) Local Isolations - where the plant is isolated and made safe by the person carrying out the work. In all situations, the requirements are detailed on the risk assessment or work docket. d) Written Procedures - where work is to be undertaken on hazardous tasks and areas, written procedures for the protection of all staff, visitors and patients are to be made available. 7

10 RECORDS Suitable and sufficient records are to be maintained such that information is available as detailed within the policy. 8

11 REVIEW The purpose of the policy review is to ensure that the policy and any procedures are up-to-date and relevant. This policy will be reviewed every three years or at a change in legislation whichever is sooner. 9

12 APPENDIX A NHSCT ESTATE SERVICES DEPARTMENT CHECKLIST FOR INDUCTION OF NEW STAFF GRADE: THIS ORIGINAL FORM TO BE SHARED AND COMPLETED BY THE UNDERNOTED - ESTATES OFFICER SUPERVISOR ADMIN & CLERICAL STAFF WHEN COMPLETED BY ALL PARTIES PLEASE RETURN THE FORM TO THE SENIOR ADMINISTRATIVE ASSISTANT AT ESTATES SERVICES DEPARTMENT, BUSH HOUSE, ANTRIM Details of new staff :- Name in full Grade/Title Staff Number Temporary / Permanent Work Base Full Time / Part-time Date of Commencement 10

13 PERSONNEL ISSUES TO BE DELIVERED DATE DELIVERED REFERENCE BY WITHIN Notice of Appointment A & C 1 Day 1 Form 2 National Insurance No. " 1 Day 3 P45 Form " 1 Day 4 Superannuation Form " 1 Day 5 Birth Certificate " 1 Day 6 Arrange for Personal Pass 7 Original Certificates Recd " 1 Day " 1 Day Per Job Desc 8 Apply for Leave Card " 1 Day 9 Arrange to meet Estate Officers 10 Smoking & Health Leaflet 11 Workplace Alcohol Leaflet 12 Health & Safety at Work Handbook Estate Services 13 Management Structure " 1 Week " 1 Day Handout " 1 Day Handout " 1 Day Handout " 1 Day Handout 11

14 INDUCTION SESSION TO BE DELIVERED DATE DELIVERED REFERENCE 1 Welcome new Employee BY Senior Manager WITHIN 1 Day 2 Quality of Service e.g. 1 Week Action Desk - Work " Request Procedure Communication Statutory Requirements 3 Gifts and Hospitality " 1 Week Policy 4 Visit to other Sectors " 1 Week 5 Confidentiality (to cover " 1 Week documentation, records,etc.) 6 Disciplinary Procedure " 1 Week Disciplinary 7 Business Code Conduct Procedure 1 week Policy 8 Flexible Working Policy and Procedure 9 Harassment or bullying within the workplace 10 Staff Development Performance Review Scheme 11 Attendance Management Policy and Procedure 12 Aggression and Violence 1 week Policy 1 week Policy 1 week Policy 1 week Policy 1 week Policy 12

15 CONDITIONS OF SERVICE 1 Hours of Work (e.g. start and stop times) 2 Tea/Canteen Break Times 3 Call-outs/Unsociable Hours TO BE DELIVERED DATE DELIVERED/ RECEIVED REFERENCE BY WITHIN Senior 1 Day Local Manager Arrangements " 1 Day " " 1 Week " 4 Reporting Procedures " 1 Day " (i.e. Line Manager) 5 Wages Procedures " 1 Week " (e.g. Point of Collection) 6 Notification of Annual " 1 Week " Leave Procedures 7 Control of Absence " 1 Week " Policy (notification etc.) 8 Location of Notices " 1 Week Local Arrangements 9 No Smoking Policy " 1 Day Smoking & Health Policy 10 Alcohol Policy " 1 Day Don't Mix Alcohol & Work 11 Private Vehicles - Travel Allowances, e.g. On a call out, Use of vehicles " 1 Week Staffs Joint Council - Terms and Conditions 12 Examination of Clean " 1 Day As per Job Driving Licence 13 Labour Management Scheme (LMS) Procedure 14 Standing Financial Instructions Description " 1 Week LMS Procedural Manual " 1 Week Policy 13

16 HEALTH & SAFETY TO BE DELIVERED DATE DELIVERED REFERENCE 1 Personal Hygiene Hand & Skin Care Policy Issue and Use of Protective Clothing 2 Responsibilities for Personal Safety and Safety of Others 3 Accidents - Action and Reporting 4 Health and Safety Policy 5 Fire Procedures - Reporting a fire and Evacuation Identify Deputy Nominated Officer Fire BY Senior Manager Senior Manager Senior Manager Senior Manager Fire Officer WITHIN 1 Day 1 Week 1 Week Local Arrangements 1 Week Health & Safety Policy 1 Week N/A 6 Issue of Hazard Notices, Safety Action Bulletins, Pharmaceutical Circulars & Chief Officer Letters: and Reporting Adverse Incidents Senior Manager 1 Week Procedures for Issue of Hazard Notices, etc. & Reporting Adverse Incidents 7 Management of Aggression & Violence Senior Manager 1 Week Management of Aggression & Violence Policy 14

17 PROTECTIVE CLOTHING (Receipt of Provision) [Delete as necessary) Shoes SIZE SIGNATURE OF EMPLOYEE DATE RECEIVED Helmet Anorak Wet Gear 15

18 APPENDIX B ESTATE SERVICES DIRECTORATE NORTHERN HEALTH AND SOCIAL CARE TRUST (NHSCT) SAFETY INSTRUCTIONS FOR CONTRACTORS WHILST ON SITE THE FOLLOWING MUST BE OBSERVED HEALTH & SAFETY You have a legal responsibility to take care of your own and other people s Health & Safety. In particular you are required to: Comply at all times with statutory Health & Safety rules and regulations as well as those specified in your work instructions Follow the Trust Health & Safety Policies and Guidance. A copy is available from your Point of Contact (either Supervising Officer or Estate Services reception). Carry out risk assessments for the proposed work activity Report all near misses and potential hazards even when no injury or property damage has resulted. Use the appropriate protective clothing and equipment. Provide your own plant, equipment and ladders which meet Statutory Regulations as these will NOT be provided by NHSCT. Cooperate in the investigation of incidents and accidents to staff, patients, visitors and other contractors and provide information on request. All contractors must have COSHH sheets available for any substances used on NHSCT premises ARRIVAL ON SITE Report to the Point of Contact specified on the Trust Order before any work is carried out. It is your responsibility to ensure you have with you a copy of the Trust Order, or a work instruction giving the Trust order number and the name of the person who placed the order. You will not be allowed to commence work without this information being available. Give the Point of Contact the order/work instruction and tell them how long you expect to be on site. Agree with them a method of letting them know when you leave site. This could be simply leaving the work order with them until leaving site, or some other mutually acceptable method. Ask the Point of Contact to explain to you the local fire procedure, the location of the assembly point and any other local safety/access procedures. 16

19 ON SITE Obtain permission from the Point of Contact before operating or working upon any Hospital equipment or installations. The Trust has a formalised Permit to Work (PTW), which you must comply with, for the following activities:- Excavation, Hot Work, Confined Space/Hazardous Area, Work on Piped Medical Gas, Low Voltage (Limitation of Access, Safe to Work, Live Working), High Voltage (Limitation of Access, Safe to Work, Sanction to Test). Ensure your work does not cause a hazard to others. Erect barriers to guard hazardous and remove on completion of work. Do not leave area in unsafe condition at any time. Do not make excessive noise (use of hammer drills, disc cutters, portable radios etc) without obtaining prior permission. Any alarm or protective system, including fire, must not be immobilised or inactivated without prior permission from the point of contact. WASTE DISPOSAL If generating waste from work carried out, you must take advice on disposal from the Point of Contact, to ensure the waste disposed of does not create a hazard to others or compromise the Trust s Policy for Handling and Transportation of Waste. Care must be taken not to dispose any material in such a way that could directly or indirectly harm the environment. ENVIRONMENTAL PROTECTION NHSCT operates an Environmental Management System. Contractors should make themselves aware of this by contacting the Energy & Environmental Manager on extension Contractors can be audited at anytime. All contractors should be aware of their environmental responsibilities at all times on NHSCT premises. FIRE PROCEDURE All persons should make themselves aware of the local fire procedures in whichever building/ department they are working. In all circumstances means of escape must be kept clear from obstructions. Notwithstanding the above, the procedure itemised below can be used as general guidance in the event of fire. ACTION TO TAKE IF YOU DISCOVER OR SUSPECT A FIRE Operate the nearest fire alarm call point or raise the alarm by whatever means is appropriate within the area you are working. Attack the fire with the correct extinguisher if you think it is safe to do so. If you are unable to extinguish the fire leave the area immediately. 17

20 ON HEARING A CONTINUOUS FIRE ALARM All persons should leave the building by the nearest available route, and make their way to the designated assembly point. DO NOT TAKE RISKS and DO NOT USE LIFTS in the event of a fire. It should be noted that in all large units within this Trust continuous sounding of the fire alarm indicates that there is a fire or suspected fire in your immediate area. An intermittent fire alarm indicates a fire is elsewhere within the building. If this sounds you should proceed to the Assembly Point for instructions. ASBESTOS You must confirm with the Point of Contact, who has access to the site Asbestos Register, if asbestos is present in the work area or immediate vicinity. If suspicious substances are found which might be asbestos then work in the area must be suspended immediately and the Point of Contact notified. He/she will arrange for the necessary tests to be undertaken. FIRST AID First aid can be obtained by contacting the Head of Department within which you are working or the Accident & Emergency (A&E) Department where available. REPORTING OF ACCIDENTS, UNTOWARD INCIDENTS AND NEAR MISSES All such incidents must be reported to the Point of Contact and a Trust accident/incident form completed. Forms are available from the Supervising Officer or from any A&E Department. SMOKING Smoking is not permitted on Trust Property MOBILE PHONES The use of mobile phones is banned in Trust Hospitals as they may interfere with medical electronic equipment. Switch phones off before entering the premises. AT THE END OF EVERY WORKING DAY This section applies whenever leaving site, not just on completion of job. Ensure the area is left in a clean safe and tidy condition with all rubbish removed. Under no circumstances shall any unlabelled containers be left on site. Ensure that the safety of the building is not compromised and that safety systems (such as fire alarms) are restored to normal operating condition or that alternative arrangements have been agreed with the Point of Contact. Return all keys, passes and safety documents to the issuer. Inform the Point of Contact that you are leaving site using the procedure previously agreed. 18