Action Hampshire ACTION HAMPSHIRE HEALTH AND SAFETY POLICY

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1 ACTION HAMPSHIRE HEALTH AND SAFETY POLICY Policy statement Action Hampshire is committed to protecting the health and safety of its employees, volunteers and all others with whom our work brings us into contact. Our policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all those working for us, and to provide staff with such information, training and supervision as they need for this purpose. Action Hampshire recognises its responsibilities under the Health and Safety at Work Act and other related legislation and seeks to satisfy its obligations by the adoption of this Health and Safety policy. Action Hampshire appreciates that risk assessment is the cornerstone to successful health and safety management and will provide appropriate funding for reasonably practicable improvements. The policy will be reviewed every 3 years or more frequently if work practices change. The final overall responsibility for the safety and wellbeing of the staff rests with the Board of Trustees but the day-to-day management of the policy has been delegated to the Chief Executive and the Senior Management Team. This is achieved by keeping staff informed, involving them when changes are being considered and providing ongoing training. All staff are made aware of their individual responsibilities. The organisation believes that co-operation and consultation with all staff members is essential. The policy determines who has specific responsibilities for each area of concern and this is reflected in job descriptions. Action may be brought under our disciplinary procedure if there is neglect or abuse of the health and safety requirements. Employer Responsibilities The Board of Action Hampshire is responsible for ensuring that the Health and Safety Policy is carried out and that responsibilities for safety, health and welfare are properly assigned and accepted at all levels within the staff team and organisation. Senior members of staff are responsible for the implementation of the Health, Safety and Welfare policy and programme within their respective departments and for ensuring that responsibilities are properly assigned, accepted and fulfilled at all levels.

2 Practical responsibility for health and safety is that of the Chief Executive. She is responsible for: Ensuring that sufficient resources are allocated to meet Health and Safety requirements Ensuring that the policy is observed throughout the organisation, is communicated to all employees and that it is implemented and reviewed. Promoting a safety culture so that people integrate health and safety into their daily working practices. Day-to-day responsibility for ensuring this policy is put into practice is delegated to the Senior Administrator, reporting to the Chief Executive and the Senior Management Team. They are responsible for: Arranging for all employees to be told about the emergency procedures and other relevant safety information on their first /day of employment. Ensuring that employees are provided with sufficient training to allow them to undertake their tasks effectively. Ensuring that employees are made aware of relevant items from safety documents (e.g. reports, meeting minutes, etc.). Ensuring that there are sufficient numbers of Fire Marshals and First Aid Appointed Persons. Arranging an inspection and maintenance programme for plant and equipment. Organising competent contractors to undertake maintenance tasks. Liaising with the relevant authorities, e.g. Hampshire County Council and the Hampshire Fire and Rescue Service. Monitoring that accident reports are made and, if necessary to report these to the enforcing authority in compliance with the Reporting of Injuries Diseases and Dangerous Occurrences Regulations (RIDDOR). ensuring that the standards set out in this document are followed in other premises where we rent accommodation, including: - Liaison with the landlord regarding maintenance and emergency arrangements - Appropriate notices being clearly displayed in the office - Modifying the risk assessment where necessary - Inspection of the premises at least annually Employee Responsibilities Everyone has a legal duty to take care of the health and safety of themselves and others, and to co-operate with us to help us comply with the law. All employees must make themselves familiar with the organisation's Health and Safety policy and to this end must: take reasonable care of their own health and safety; and of their colleagues co-operate with other staff members and the organisation in the operation of

3 the health and safety policy; familiarise themselves with the evacuation procedure and their nearest emergency fire exits; use any protective equipment provided and follow safety instructions given; report all health and safety concerns to their supervisor be aware of all hazard warning signs and notices displayed on the premises; not obstruct any fire escape route, fire equipment or fire doors; report to their Line Manager any medical condition, which could affect the safety of themselves or others. Contractors Action Hampshire will only use competent contractors. They will assess competency using one or more of the following: Prior knowledge about the quality of their work and safe working methods Inclusion of the contractor on an approved assessment scheme, e.g. SSIP Registration of the contractor with an approved body, e.g. Gas Safe, Electrical Contractors Association, etc. Anyone working on Action Hampshire premises must: observe the Action Hampshire health and safety policy and instructions given to them; on arrival, sign in (see Appendix 22), confirming that they are aware of the emergency procedures and, if relevant, that they have checked the asbestos register; sign out of the premises, to confirm that they have completed their work and/or have left the site in a safe condition; inform Action Hampshire about any practices which may cause a hazard in the course of their work; provide all necessary plant and equipment to allow their activities to be undertaken safely; not practice anything that may be a hazard to themselves or other people; and not work without appropriate insurance Visitors & Children Visitors, including children, are the responsibility of the department and organisation that they are visiting, who must ensure the safety of their guests, especially in case of fire. All visitors should sign into the visitor s book.

4 Visitors must be made aware of the arrangements for the testing of fire alarms and the evacuation of the building, if this is necessary. Communication The Chief Executive consults on health and safety policy and implementation with the Senior Management Team who then discuss and agree practical measures to be implemented with employees. Health & Safety will be an agenda item on all Board and staff meetings. Risk Assessment Action Hampshire recognises that risk assessment is a fundamental principle of an effective health and safety management system. A risk assessment has been written and is included in Appendix 1. Accident reporting All accidents, however small, involving Action Hampshire staff, volunteers, members of the public or contractors must be reported in the accident and incident book kept in Reception. The completed form must be given to the Senior Administrator for review and safe keeping. Reports will be reviewed in order to identify any trends and so that the risk assessment may be amended if appropriate. Action Hampshire recognises its responsibilities under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) and will report relevant injuries to employees or other people on our premises. We will normally report using the HSE on-line system at If there is a fatal or major injury we will call the Incident Contact Centre on First Aid Our activities are mainly office based and hazards largely eliminated. The likelihood of an accident requiring First Aid is low. Therefore we have decided that the overall risk is low and that it is only necessary to provide a First Aid box and to appoint a person to: summon an ambulance or other professional; take charge when someone is injured or falls ill; and

5 look after the first aid equipment, including restocking the first aid box We will train enough staff, thus ensuring that at least one Appointed Person can be on site during office hours. If activities take place out of hours, those organising them are responsible for assessing the level of First Aid provision and organising it. There is a First Aid box in the first and second floor kitchens and in the unit by the visitors entrance in reception. The Senior Administrator is responsible for checking that there are sufficient contents at least quarterly. The nearest hospital to Action Hampshire with an accident and emergency department is Royal Hampshire County Hospital, Romsey Road, Winchester Tel Notices, identifying the names of people who have been trained as an Appointed Person are located throughout the offices. Fire Safety Everyone is responsible for maintaining good housekeeping standards. All staff are given advice in the document Housekeeping and Maintenance Arrangements (Appendix 2). The Senior Administrator has responsibility for checking arrangements and equipment for general fire safety including exits, signage and extinguishers. Fire Wardens have been appointed to assist with safe evacuation. Details of their duties are shown in Appendix 4 The Senior Administrator has overall responsibility for co-ordination of evacuation. In their absence this duty passes to Charlotte Gale (Administrator). If neither of these staff are on the premises then all staff present should leave the building calmly, closing doors behind them and go to the assembly point: The Man on the Horse statue Detailed emergency procedures are shown below and in Appendix 3 Emergency Service Isolation The location of the isolation points for the mains are: Water stopcock for the whole building (including Connells Estate Agents) is behind the panelling in the downstairs ladies toilet. Water isolators are in the gents toilets behind the panel on the first and second floors Mains electric fuse boxes in meter cupboard between gents and ladies toilets on ground floor BT junction box - in reception

6 Gas Shut off valve by gas meter, in outside cupboard next to bin store on Staple Gardens (key for gas meter kept on key board in Rosie s office) These locations are marked on the fire plans located near the fire panel by the staff entrance door Fire Evacuation Procedures The procedures are detailed below and a more detailed notice is in Appendix 3. All staff, other organisations renting space, contractors and visitors are informed about what to do. Meeting organisers are reminded that they must check whether visitors might need help during an emergency evacuation. Meeting organisers are responsible for their staff and visitors and in order to assist them, a notice is provided in each Meeting Room reminding meeting organisers about safe systems and how they can ensure safe evacuation. A copy of this notice is in Appendix 5 Evacuation drills are arranged by the Seniort Administrator at least every 6 months and the details recorded in the Fire Drill Record form (Appendix 6) that is kept with the Fire Log Book in the Administration Office. What to do if you discover a fire 1. Immediately operate the nearest fire alarm call point. On hearing the alarm: 1. The Senior Administrator or the Administrator will call the fire brigade and check the fire alarm panel 2. To call the fire brigade, lift the receiver and dial 9 then 999 Give the operator your telephone number and ask for FIRE When the fire brigade replies, say distinctly that there is fire at: Action Hampshire, Westgate Chambers, Staple Gardens, Winchester, SO23 8SR Do not replace the receiver until the address has been repeated by the Fire Brigade. 3. Leave the building by the nearest available fire exit. Do not stop to collect your belongings. Close the windows (if this does not put you at additional risk) and all doors when you leave.

7 Training a) The Senior Administrator must ensure that all new employees, placements and volunteers are given details of the safety policy. b) Managers are responsible for new employee induction, including a full tour of the building to show them the nearest emergency exits, location and use of fire fighting equipment and to discuss other safety aspects in the checklist, Appendix 17. c) Staff training needs will be identified through annual appraisals and appropriate training sessions will be organised. VDUs and Workstations Action Hampshire recognises that many of its employees regularly use display screen equipment as a significant part of their normal work. Action Hampshire will ask each user to complete a self assessment form (Appendix 7) for their work station. This will be reviewed with the employee so that any changes can be prioritised. Primarily, we seek to minimise or eliminate potential postural and visual problems as well as fatigue and stress. We encourage employees to have their eyes tested and ask them to complete an Eyesight Test form (Appendix 10). We will pay for the eye test and if they need glasses for middle vision problems we will make a contribution of 50 towards their glasses. Separate advice is available relating to the use of laptops (Appendix 8). Employees will be asked to review their workstation annually (Appendix 9) Lone Working Please see separate Lone Working Policy in Appendix 11. Home Working Please see separate Home Working Policy in Appendix 13. Manual Handling Consideration of manual handling activities has been included in our risk assessment Appendix 1 and we provide advice to employees about safe lifting technique, Appendix 20. Portable Electrical equipment Portable appliances are defined as those having a plug-top that has to be physically inserted into a supply socket. Some electrical equipment, such as computers, microwave ovens and other similar items will be defined as portable but will not be frequently moved. Others, such as desk lamps, extension cables, kettles and toasters

8 will also, in most circumstances be used infrequently and staff can be informed that they must visually check for defects prior to using them We use HSE guidance INDG236 and know that around 95% of faults in portable electrical appliances can be identified by visual inspection and this will normally be done by an employee using Appendix A14. Therefore, where there is limited use of portable appliances and they are only switched on whilst the premises are occupied, and employees are told that they must check for obvious defects before using, a formal visual inspection at least annually will manage the risk so far as reasonably practicable. Employees are informed, during induction, that before use they must visually inspect equipment and report any defects or faults to the manager. Also that they must avoid creating trip hazards when using portable equipment. Employees must never attempt to dismantle or repair any piece of electrical equipment themselves. Any faulty piece of equipment must be disconnected, if this can be done safely, clearly marked as unfit for use and reported at once Employees may not bring personal items of electrical equipment into the workplace without the prior approval of the Senior Administrator. If they are more than 12 months old, they must be PAT tested before being used. Formal inspection of portable appliances will be arranged by the Senior Administrator at a frequency related to the risk. Typically, this will be every three years but may be more frequent if the results of the visual inspections by the Senior Administrator show that damage is likely. Results and action will be documented, including the use of a competent contractor to undertake any remedial works. Appendix 14 is a visual inspection checklist that we use when the Senior Administrator formally inspects portable appliances and is also used as an aide memoire during induction training. Electrical Works All electrical works will be carried out by contractors who have satisfied Action Hampshire as to their competence to carry out such works. Contractors will be required to provide appropriate certificates, e.g. Installation, Periodic Inspection, etc. on completion of their work. Asbestos An asbestos survey was undertaken in May 2011 by Hampshire Constabulary. Contractors are reminded to check the Asbestos Register that is kept in Reception prior to starting any work.

9 Hazardous Substances You will not need to use any hazardous substances. Where in depth cleaning using, for example, bleach is necessary, contractors will be employed. Photocopier toner is supplied in cartridge form so there should not be any exposure as only nominated and trained employees will change the print units. Driving There is a separate Driving Policy (Appendix 15). Drugs and alcohol There is a separate Drugs and Alcohol Policy (Appendix 19). You must not:- attend or endeavour to attend the workplace having just consumed alcohol or under the influence of drugs. attend the workplace in an unfit state due to the use of alcohol or drugs. be in possession of drugs of abuse in the workplace. consume alcohol* or drugs whilst at the workplace. * There may be times when there is a social event or there is a celebration in the office. On those occasions, management may authorise limited alcohol consumption. Always remember that you must not drink and drive and that if you are seeing clients that they should not be able to smell alcohol on your breath. Health & Safety Monitoring We have taken independent professional advice about our systems and procedures and have a programme to implement the recommendations. In our low risk environment, ongoing monitoring can normally be done by employees and management talking about any concerns. Normally, the Senior Administrator will formally review systems and procedures at least annually, using the checklist in Appendix 16. However, if significant changes occur and/or if any employee has any concerns that cannot be resolved internally, we will seek additional competent health and safety advice.

10 Health and Safety Policy I have read and understood the above and agree to abide by this policy. Signed.. Dated.. Name in full Contact details..

11 APPENDICES TO HEALTH AND SAFETY MANUAL These documents are provided as separate files so that they can be more easily printed and circulated to relevant people. Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8 Appendix 9 Appendix 10 Appendix 11 Appendix 12 Appendix 13 Appendix 14 Appendix 15 Appendix 16 Appendix 17 Appendix 18 Appendix 19 Appendix 20 Appendix 21 Appendix 22 Appendix 23 Appendix 24 Policy Statement Housekeeping and Maintenance Arrangements Evacuation procedures Fire Warden duties and procedures Fire Safety Meeting Room notice Fire Drill Record Workstation self assessment form Laptop advice Workstation annual review Eyesight test form Lone Working Policy Home working risk assessment form Home Working Policy Portable appliances visual inspection checklist Driving Policy. Management monitoring programme Induction safety checklist Risk Assessment Drugs and Alcohol Policy Manual handling advice Fire risk assessment Contractor Information sheet Fire Safety Management Plan Fire safety awareness training topics