HEALTH & SAFETY POLICY

Transcription

1 HEALTH & SAFETY POLICY August 2014 (review)

2 1.0 INTRODUCTION AND AIM 1.1 This policy document ensures that Weaver Vale Housing Trust (WVHT) and Weaver Horizons Limited meet their obligations under Section 2(3) of the Health and Safety at Work Act 1974 and creates the framework for compliance with the remainder of the Act. Any reference to we, us, our, Weaver Vale Housing Trust or the Trust, WVHT in this policy shall be deemed to mean Weaver Vale Housing Trust and Weaver Horizons Limited. 1.2 The policy is in four sections:- A. Health and Safety Policy Statement B. Organisation of Health and Safety People, Responsibilities and Duties C. Health and Safety Arrangements Systems and Procedures D. Other matters Responsibilities, Consultation, Race & Diversity Impact Assessment and Appendices 2.0 SCOPE OF THE POLICY 2.1 This policy applies to all employees in the Trust, and to all activities undertaken by the Trust. It is a Group Policy, and therefore applies equally to Weaver Horizons Limited.

3 HEALTH & SAFETY POLICY DOCUMENT A STATEMENT OF INTENT Weaver Vale Housing Trust and Weaver Horizons Limited will ensure that all people employed in the business or affected by our business shall be protected against risks of illness or injury arising from our activities. We are committed to complying with all relevant regulations and delivering the highest standards of health and safety Our 2020 Vision and Corporate Plan recognise this commitment to resourcing and delivering the highest standards of health and safety. As an employer, we will provide safe systems of work, safe equipment, welfare facilities and safety training to minimise the risks to our people. We will consult with our employees representatives and ensure all employees are aware of their responsibilities. As a landlord, we will manage and maintain our property assets in order to eliminate Category 1 risks (as defined by the Housing Health and Safety Rating System), keep property in a good state of repair and regularly service and test mechanical and electrical equipment. As a construction client, we will ensure that construction activities are carried out safely, by employing competent contractors. As a service provider, we will ensure that our services are provided professionally and effectively, supporting the welfare of vulnerable clients. Our objective is to reduce the number of reportable and non-reportable accidents each year, whilst ensuring that all accidents and near misses are recorded. The Board will receive an Annual Health and Safety Report describing the health and safety performance, key activities and developments undertaken during the previous year. The allocation of duties and arrangements for health and safety are set out in Sections B and C respectively of the Health and Safety Policy. Signed: Steve Jennings, Chief Executive Date: 03 September 2014 (review)

4 HEALTH AND SAFETY POLICY - DOCUMENT B DUTIES AND RESPONSIBILITIES The duties and responsibilities of the following individuals, and groups of individuals are set out in this document. All employees Chief Executive Directors Enterprise Group Managers (all those managers and senior staff who report directly to a Director) Property Investment & Asset Manager (additional duties and responsibilities) Leadership Team Members (all other senior staff who undertake any supervisory functions) Health & Safety Adviser Health & Safety Forum Representatives Note: Where employees are line managed directly by the Chief Executive, a Director, or Enterprise Group Manager, these post holders must carry out the relevant health and safety functions of Director, Enterprise Group Manager and Leadership Team Member in respect of the particular employee s functions/duties. For example, the Chief Executive will be responsible for ensuring that his secretary has undertaken a display screen equipment (DSE) risk assessment and has the necessary workstation arrangements.

5 Personal Responsibilities Refers to All employees (permanent and temporary) regardless of whether or not they have managerial or supervisory responsibilities and Volunteers. Objectives To ensure that any work is carried out with full regard to personal and general health, safety and environmental considerations. Responsibilities The Health and Safety at Work Act states it is the duty of ALL employees while at work: To take reasonable care for the health and safety of themselves and of others who may be affected by their acts or omissions at work To co-operate with their employer or any other person as far as necessary to enable compliance with duties or requirements laid down in the relevant legislation To report unsafe acts or conditions to their immediate supervisors for remedial action To follow procedures and guidance issued by the employer The Trust requires that volunteers carrying out activities for and on behalf of the Trust adhere to the responsibilities as set out above. Function Actions expected of an employee in his/her normal job activity are:- To ensure that he/she has been trained as to how to use the appropriate controls for health and safety and safe systems of work. To follow any safe systems of work To follow any safe working practices To carry out a dynamic risk assessment before starting work (where work activities are carried out in different locations throughout the day/shift) to ensure there are no unusual or exceptional circumstances in the work content or the work environment, and to discuss and agree with the Leadership Team member or Enterprise Group Manager how to address these circumstances before starting work To report faults or weakness in any system, procedure or equipment and ensure corrective action is taken

6 Review Managers are required to review (or ensure that appropriate supervisors review) the employee s safety performance on a regular basis as follows:- Completion of training courses Participation in achieving team safety initiatives Compliance with safe systems of work Appraisals 1:1s Toolbox talks Following a significant absence from work on health grounds employees and their managers must discuss a return to work programme which is appropriate to the employee s rehabilitation.

7 Personal Responsibilities Position Chief Executive Objective To demonstrate leadership of health and safety through a total commitment to the aims and objectives of the Health and Safety Policy Statement of Intent. To ensure that the structure, processes, competency, leadership and resources required to deliver these aims and objectives, are in place. Responsibilities To ensure health and safety issues are considered and debated at Board and Director level To ensure that health and safety matters are fully considered, promoted and resourced through the Corporate Plan, Operational and Service Development Plan, and annual budget To delegate specific health and safety responsibilities to Directors To ensure appropriate finance is allocated to meet the company s commitments to health and safety To ensure Directors are trained in and are fully aware of their responsibilities towards health and safety To monitor health and safety and review performance at Board level and by Directors To ensure when necessary, independent health and safety reviews are instigated by the Directors Training The Chief Executive shall have formal training to ensure he/she is fully aware of his/her legal and moral responsibilities towards health, safety and environmental issues. Function Actions expected of the Chief Executive for his/her area of responsibility are:- To set an example and lead the organisation in its safety responsibilities To review safety performance by reference to monthly performance statistics To attend the Health and Safety Forum at least once per annum Review The Chief Executive has ultimate responsibility for the health and safety performance of the Trust as a whole. He/she is accountable in this respect to employees, the customers of the Trust, the Board and statutory authorities.

8 Personal Responsibilities Position Director of Resources, Director of Housing and Community Services, Director of Property, Director of Organisation and People Development Responsible to Chief Executive Objectives To ensure that appropriate and effective arrangements, policies, procedures, risk assessments, guidance notes and operational practice are in place to ensure the aims and objectives set out in the Health and Safety Policy Statement of Intent are delivered in respect of all of the Trust s business activities which are the director s responsibility. Responsibilities To ensure good health and safety practice and continual improvement in health and safety performance To set performance indicators and targets related to corporate objectives To ensure all Enterprise Group (EG) Managers are trained in and understand their health and safety responsibilities To be involved in training, planning and target setting with EG Managers. To allocate resources and finance to ensure safety targets can be met To monitor directorate safety by analysis of accidents, training and risk assessment statistics from teams they are responsible for To establish Health and Safety Forum membership which is adequate to ensure that monitoring and reporting of health and safety performance by the Forum covers all areas of the directorate s business activities To review the minutes of the Health and Safety Forum and direct resources as necessary to address issues and actions identified by the Forum To ensure all EG Managers and Leadership Team members hold regular Team Briefings at which Health and Safety is discussed including a review of the Health and Safety Forum minutes and relevant actions. To review performance against targets set, take corrective action as required To report safety performance to the Board and initiate action on their behalf (Director of Property Services only) To draft and review the health and safety policy (Director of Property Services only) Training All Directors must be conversant with and trained in his/her responsibilities and duties under appropriate health and safety legislation. Function Actions expected of the Directors for his/her area of responsibility are:-

9 To set an example and lead to Managers in their safety responsibilities Hold regular Departmental Team Briefings at which Health and Safety is discussed including a review of the Health and Safety Forum minutes and relevant actions To stimulate and encourage debate in all aspects of health and safety controls applicable To demand total commitment to safety at all levels To review safety performance by reference to monthly performance statistics The lead Director on Health and Safety (Director of Property) will carry out unplanned audits of safety standards during site and workplace visits, through workplace surveillance and discussion with employees To evaluate, review and authorise expenditure as necessary to ensure safety standards are achieved and maintained The Director of Property Services will chair the Health and Safety Forum Other Directors will attend the Health and Safety Forum at least once per annum Review Performance of Directors will be reviewed by the Chief Executive by reference to: Accident / incident statistics / trends Regulating authority reports Internal audit reports Independent audit reports

10 Personal Responsibilities Position Enterprise Group Manager Responsible to Director Objectives To ensure that the day to day operations of the team(s) for which he/she is responsible, are carried out with full regard to, and application of, good health and safety practice. To ensure that all activities are managed and organised in accordance with the Trust s detailed policies on health and safety matters Responsibilities To know and understand applicable legislation, best practice guidance, Trust policy and procedures covering health and safety at work which is applicable to all functions which are the Manager s responsibility To prepare (or have prepared by others), policy documents to set standards and outcomes with regard to health and safety in respect of the significant risks to employees and other people associated with the business activities which the manager is responsible for. To prepare risk assessments for all activities To devise activities of work, working practices and safe systems of work to meet the policy requirements and outcomes of risk assessments To ensure the Leadership Team members and other employees under his/her control and volunteers under his/her direction are:- o Aware of the appropriate safety standards applicable to their area of responsibility o Aware of emergency procedures and their responsibilities in this regard o Competent and suitably trained in health and safety matters appropriate to their job/activity o Encouraged to participate in safety considerations on the introduction of new equipment or operating procedures Training Managers are selected on the basis of their qualification, expertise and experience to carry out their particular function. Health and Safety training is essential to ensure that they are fully aware of their statutory responsibilities. Training in specific health and safety topics will be given as part of an ongoing training need.

11 Function Actions expected of the Manager in his/her normal job activity are: To set an example to all employees in good health and safety practice To ensure adequate training of employees, including compliance with induction procedures. To allocate specific safety responsibilities within the team. Ensure that no task is introduced without an adequate and documented risk assessment having been undertaken and that the appropriate control measures have been put in place Establish and document safe systems of work and ensure staff are trained in their use Ensure the safety of all work equipment, including vehicles, used by employees Identify needs and arrange health and safety training appropriate to the role of employees in the teams That all relevant specialist assessments have been carried out as detailed in policies and procedures To contribute to meeting safety standards To hold regular discussion with senior staff within the team on topical safety issues and initiate or recommend action where appropriate Initiate training or support action as necessary To seek advice on safety matters from Health and Safety Adviser or consultant safety services as necessary To consider all health and safety requirements for the manager s functions during the annual budget setting process, preparing justification notes for proposed expenditure to enable directors and the Board to make appropriate decisions on the allocation of resources To facilitate and evaluate investigations into accidents within his/her responsibility to ensure appropriate safe action is taken To monitor team safety performance on a regular on going basis and maintain performance in line with departmental programmes and corporate objectives To attend the Health and Safety Forum at least once per annum To manage a programme of health surveillance for relevant staff eyesight tests, hand arm vibration syndrome; asbestos and control of noise monitoring Review Managers safety performance will be reviewed by their Director on an ongoing basis by reference to:- Corporate objectives and team programmes Team accident / incident statistics Performance indicators linked to corporate objectives Safety awareness levels

12 Personal Responsibilities Position Property Investment and Asset Manager (in addition to Enterprise Group Manager Responsibilities) Responsible to Director of Property Services Objectives To co-ordinate and overview group efforts in health and safety To facilitate resourcing for health and safety To assist and support Managers achieve health and safety objectives. Responsibilities To act as line manager to the Health and Safety Adviser and carry out the following functions either personally, or through delegation to the Health and Safety Adviser: To communicate and publish the health and safety policy To communicate corporate objectives to achieve good health and safety practice and continual improvement in health and safety performance Prepare and complete a cyclical programme of policy reviews Prepare and deliver and monitor a continuous health and safety audit plan To monitor performance indicators and targets related to corporate objectives To overview the training needs of the Trust and monitor training programmes To be involved in training, planning and target setting with Managers To monitor safety monthly by analysis of accident, training and risk review statistics To report safety performance to the Executive Management Team and initiate action on their behalf To prepare the annual Health and Safety report to the Board To review performance against targets and take corrective action as required To ensure the Trust receives appropriate advice from internal or external technical advisors To establish health and safety audit programmes To manage and co-ordinate the quarterly ladder checks Co-ordinate and champion Health and Safety at the Enterprise Group level To ensure the Trust s compliance with the Regulatory Reform (Fire Safety) Order 2005

13 Training The Property Investment and Asset Manager will hold, or be working towards a minimum standard of NEBOSH General Certificate. Review Performance of the Property Investment & Asset Manager will be reviewed by the Directors by reference to:- Accident / incident statistics / trends Regulating authority reports Internal audit reports Independent audit reports Internal performance reports

14 Personal Responsibilities Position Leadership Team Members Responsible to Enterprise Group Manager Objectives To ensure that the day to day operations of the teams, business functions, buildings and other assets for which he/she is responsible are carried out with full regard to, and application of, good health and safety practice. To ensure that all actions fully meet the criteria set out in the Trust s Health and Safety Policy and supplementary policies. Responsibilities To know and understand applicable policy and procedures detailed within the Trust s Health and Safety Policy and relevant supplementary policies To ensure that all employees under his/her control are:- o Competent and suitably trained to carry out the work allocated to them o Aware of all safe working practices appropriate to their job o Supplied with suitable and appropriate work equipment and personal protective equipment for the function to be carried out o Trained in the use of equipment provided o Fully aware of and comply with requirements of the risk assessment appropriate to the task o Conversant with the requirement to carry out a dynamic risk assessment, and capable of carrying out such an assessment before starting work (where work activities are carried out in different locations throughout the day/shift) o Aware of relevant emergency procedures o Encouraged to participate and advise on the production of documentation of safe working practices and training appropriate to the function To ensure workplaces and equipment under his/her supervision are well maintained and safe Training Staff in these positions are selected on the basis of their competence to carry out their particular function. Health and Safety training in general and specific subjects must be given to allow the person the opportunity to meet the objectives. Additional support from training and safety practitioners will be made available on an ongoing basis.

15 Function Actions expected of the person in his/her normal job activity are:- To ensure that no task is undertaken for the first time unless a risk assessment has been undertaken and that appropriate controls are in place to minimise the risk and that relevant staff have been trained To ensure safe systems of work are operated at all times To instruct and guide employees in safe working practices To monitor employee performance to ensure safety standards are achieved To report faults or weakness in any protective device or system and ensure corrective action is taken To investigate each accident / incident, report findings and recommend corrective action where appropriate To assess risks and advise management of safety failures or weakness To enforce compliance with safe working procedures and initiate disciplinary action where safety instructions are ignored To undertake (or arrange others to undertake) relevant safety inspections of equipment and workplaces Review Managers are required to review the Leadership Team Members safety performance on a regular basis as follows:- Achievement of objectives above Participation in achievement of safety initiatives Team accident statistics Performance indicators linked to corporate objectives Safety awareness levels Site visits

16 Personal Responsibilities Position Health and Safety Adviser Responsible to Property Investment and Asset Manager Objectives To ensure all legal requirements are defined and complied with. To provide competent technical expertise with regards to the performance and coordination of the Trust s health and safety management. To act as the Competent Person for the Association as defined by the Management of Health and Safety at Work Regulations Responsibilities To communicate and promote health and safety To develop procedures and safe systems of work To communicate corporate objectives to achieve good health and safety practice and continual improvement in health and safety performance To collate information to monitor performance indicators and targets related to corporate objectives To prepare new policies, review policies and report as necessary to the Executive Management Team To establish the training needs of the Trust and monitor training programmes To be involved in training, planning and target setting with Managers To monitor monthly team safety by analysis of accident, training and risk review statistics To review performance against targets and advise on corrective action as required To provide technical assistance to Enterprise Group Managers and Leadership Team members as appropriate To review accident and incident reports and provide technical assistance for prevention of recurrences To carry out induction presentations to new employees To ensure the Trust receives appropriate advice from technical advisors To facilitate and conduct health and safety audits and to monitor progress against the health and safety audit plan To service the Health and Safety Forum To maintain a central file of current risk assessments To ensure maintenance of the Health and Safety area of the Trustnet Intranet site with all relevant policies, procedures, guidance notes, and forms

17 Training The Health and Safety Adviser will have a recognised professional health and safety qualification equivalent to the NEBOSH General Certificate. Review Performance of the health and Safety Adviser will be reviewed by the Property Investment & Asset Manager by reference to. Accident / incident statistics / trends Regulating authority reports Internal audit reports Independent audit reports Internal performance reports Levels of support to Managers and supervisors

18 Personal Responsibilities Position Health & Safety Forum Representatives (excluding Trade Union shop stewards who attend in their role as employee representatives) Responsible to Directors Objectives To oversee and challenge the Trust s health and safety framework and performance To encourage participation in good health and safety practices and support for the Trust s policies and objectives. To act as a communication channel for health and safety initiatives and information to managers and employees. Note: The Forum s activities do not supplant or bypass normal management channels but provide an opportunity to raise and discuss issues with a collective impact. Responsibilities To operate as a group member within the agreed constitution To make every effort to attend every meeting or send a suitable substitute To prepare beforehand materials and information for agenda items To ensure the views and decisions of the Group are known to the electing constituency and to report back to those he/she represents as fully as possible To contribute to Forum discussions to o help ensure consistency of approach between departments where similar issues exist o identify inter- department blockages / issues which could affect health and safety performance Training Group members should receive sufficient training to provide an overall understanding of health and safety and a good awareness of safety issues. Review Performance of the Forum will be reviewed in the annual Health & Safety Review report to the Board.

19 HEALTH & SAFETY POLICY DOCUMENT C HEALTH AND SAFETY ARRANGEMENTS General Arrangements This section of the Policy identifies the structures and documents which define the manner in which the Trust ensures that the aims and objectives of the Statement of Intent (Document A) are achieved. The following chart shows the elements involved in the Trust s Health and Safety Arrangements and how they are linked to provide assurance that all health and safety matters are controlled. Statement of Intent Identify all Business Activities (spreadsheet attached) Relevant Policies (spreadsheet attached) Monitoring and Review (attached) Specific Risk Assessments (SRA) Procedures (in addition to Safe Systems of Work incl. in Risk Assessments) Generic Risk Assessments (GRA) Guidance Notes, Management Action and Instructions Dynamic Risk Assessments (If Required) Work Activity Works Programmes and Activities & property for safety Training The documents referred to in the chart above, i.e. the policies detailed in the attached spreadsheet, the risk assessments, procedures, guidance notes and instructions, together form a suite of documentation which represents the arrangements for health and safety in the Trust. To avoid duplicity, no particular aspects of the documents are repeated here.

20 All policies, procedures and guidance notes are available through Trustnet, the Trust s Intranet service. All employees who do not have access to a computer will be provided with hard copies of procedures, guidance notes and instructions as are applicable to their work activity. A central file of all current risk assessments is held by the Health and Safety Adviser.

21 MONITORING AND REVIEW ARRANGEMENTS The following activities are undertaken to monitor and review health and safety performance. Annual Report to the Board 6 Health and Safety Forum meetings per annum with management and Trade Union representatives discussing all aspects of health and safety in the Trust. (Terms of Reference attached) Accident Reporting and Monitoring to Health & Safety Forum at each meeting. Health Surveillance, specifically eyesight tests, hand arm vibration syndrome; asbestos and control of noise monitoring. Performance indicators to monitor completion of all servicing, inspection and testing activities to property stock. Health and Safety audits, specifically construction site audits, health and safety adviser audit compliance checks. Portable electrical appliance testing. Internal audits general health and safety, gas servicing, other equipment servicing, water quality management / legionella control. Ladder safety checks (quarterly) to relevant managers. Fire safety risk assessment reviews, reported to Health & Safety Forum. Annual review of generic and specific risk assessments Communal area inspections (quarterly) and reported to Health & Safety Forum.

22 1. Responsibility HEALTH AND SAFETY POLICY DOCUMENT D OTHER MATTERS All employees have responsibilities as detailed in Document B of this Policy. The Director of Property Services is responsible for reviewing this policy. It is reviewed on an annual basis and/or whenever there is a major change in the business, and in any event, it will be formally reviewed in Consultation The Policy has been subject to consultation with the workforce and Trade Union shop stewards through the Health and Safety Forum. Author of Policy Date of Review Approved by i.e. EMT/ Board Graham Roberts August 2011 Board 2 August 2011 Review Date Appendices attached to this policy Race and Diversity Impact Assessment Health & Safety Forum Terms of Reference List of Relevant Policies

23 Race and Diversity Impact Assessment The term policy refers to any activity Weaver Vale does whether that is a policy or procedure we write or review, a service we provide, an OSDP project, or an initiative we run. Department: THE TRUST AS A WHOLE Officer responsible for the assessment: GRAHAM ROBERTS Name of Policy to be assessed: HEALTH & SAFETY POLICY Date of Assessment: Is this a new or existing policy? EXISTING 1. Briefly describe the aims, objectives and purpose of the policy. ELIMINATE / MINIMISE ILL HEALTH OR INJURY RESULTING FROM OUR BUSINESS 2. Who is intended to benefit from this policy, and in what way? EMPLOYEES, CUSTOMERS, AND THE PUBLIC AT LARGE When completing the section below consider whether the services made available through the policy are accessible to everyone with the community. Bear in mind any economic, social, environmental, physical, intellectual, cultural, linguistic, technological or other barriers. Are there concerns that the policy could have a 3. differential impact either positive or negative due to their age? Yes X No What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? HEALTH & SAFETY ISSUES IMPACT UPON OLDER PEOPLE DUE TO THE POTENTIAL FOR REDUCED ABILITY TO PERFORM DUE TO FAILING EYESIGHT, LESS ABILITY TO MOVE AS EASILY ETC. MEASURES IMPLEMENTED AND MANAGED TO REDUCE THE RISKS.

24 4. Are there concerns that the policy could have a differential impact either positive or negative due to disability? What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? 5. Are there concerns that the policy could have a differential impact either positive or negative on people with literacy issues? What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? 6. Are there concerns that the policy could have a differential impact either positive or negative due to gender? What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? 7. Are there concerns that the policy could have a differential impact either positive or negative on racial groups? What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? Yes X No IMPACT OF WORKPLACE IS ASSESSED AND MANAGED FOR STAFF WITH VISUAL IMPAIRMENTS. COMPLIANCE WITH NOISE AT WORK REGS FOR THOSE WITH HEARING DIFFICULTIES. AND FOR THOSE WITH PHYSICAL IMPAIRMENTS, IMPACT OF WORKPLACE IS ASSESSED AND MANAGED. CUSTOMERS HOMES ADAPTED TO REDUCE RISKS. PROVIDE HEALTH SURVEILLANCE FOR THOSE WHOSE WORK CAN IMPACT ON THEIR HEALTH E.G. RSI / HAVS SUFFERERS Yes X No ONGOING TRAINING, HEALTH & SAFETY POLICY AWARENESS TRAINING AND ABILITY TO HAVE THE POLICY READ TO THEM WILL HELP WITH LITERACY ISSUES. Yes X No EXPECTANT MOTHERS POLICY WILL ASSIST FOR FEMALES Yes No X HEALTH AND SAFETY AT THE TRUST DOES NOT DISCRIMINATE AGAINST RACE

25 8. Are there concerns that the policy could have a differential impact either positive or negative due to their faith or religious belief? Yes No X What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? 9. Are there concerns that the policy could have a differential impact either positive or negative due to any other equality issues? (e.g. people with dependents and or/ caring responsibilities or people with a criminal record) What existing evidence (either presumed or otherwise) do you have for this? Can any positive/negative impact be justified? HEALTH AND SAFETY AT THE TRUST DOES NOT DISCRIMINATE AGAINST RELIGIOUS BELIEF Yes No X HEALTH AND SAFETY AT THE TRUST DOES NOT DISCRIMINATE AGAINST ANY OTHER EQUALITY ISSUES IDENTIFIED. 10. Are there concerns that the policy could have a differential impact either positive or negative due to sexual orientation? Yes No X What existing evidence (either presumed or otherwise) do you have for this/ Can any positive/negative impact be justified? HEALTH AND SAFETY AT THE TRUST DOES NOT DISCRIMINATE AGAINST SEXUAL ORIENTATION 11. Could the differential impact identified in 3-10 amount to there being the potential for adverse impact in this policy? HIGH FOR THE DISABLED. OTHERWISE, GENERALLY LOW Can this adverse impact be justified on the grounds of promoting equality of opportunity for one group? Or any other reason? ALL EQUALITY AND DIVERSITY ISSUES SHOULD BE ADDRESSED TO GIVE EQUAL OPPORTUNITY TO ALL STAFF NO MATTER WHAT THEIR GIVEN CIRCUMSTANCES Should a full impact assessment to be carried out? Yes No X

26 Area of Negative Impact Action Target Date Responsible Outcomes for Customers Progress

27 Health & Safety Forum Terms of Reference 1. TITLE The name of the Committee shall be The Health & Safety Forum 2. PURPOSE To provide a consultative forum that can effectively address the Health and Safety matters arising in Weaver Vale Housing Trust with particular reference to the requirements of the Health and Safety At Work Act 1974 / their Policies and Procedures. 3. MEMBERSHIP 3.1 Teams must have equal or greater representation than the Management representatives. Management representatives will be appointed by the employer. The composition of management representation shall be: Director of Property Services (or another director in his absence) Team representatives shall be nominated from the following areas: One representative per operational Enterprise Group team in Property Services Independent Living Advisers Resources directorate Organisation and People Development directorate Neighbourhood Team Housing (including Tenancy, Rehousing and Customer Contact Teams) Supporting People Trades Unions (1 per recognised trade union) The Health and Safety Adviser attends meetings as an adviser to committee members. 3.2 A quorum of members must be present before a meeting can proceed. At least 4 team representatives and 1 management representative must be present for the meeting to proceed. 3.3 Internal or external persons may be invited to attend the meetings at the request of the Chairperson on behalf of the committee to provide advice and assistance where necessary. They have no voting rights and may be requested to leave the meeting at any time by the chairperson. 3.4 Decisions will be made by: The Health & Safety Forum will make decisions based upon the consensus of opinion of those members present at the meeting accordingly. 3.5 Committee members will cease to be a member of the Health & Safety Forum if they: resign from the committee fail to attend 3 consecutive meetings without providing apologies to the chairperson resign from their employment breach confidentiality 4. VACANT POSITIONS Any vacant positions will be filled on a casual basis until the term of office has expired.

28 5. CHAIRPERSON The Chairperson shall be the management representative and responsibilities include: 6. MINUTE TAKER Scheduling meetings and notifying committee members; Inviting specialists to attend meetings when required by the committee; Guiding the meeting according to the agenda and time available; Ensuring all discussion items end with a decision, action or definite outcome; and Review and approve the draft minutes before distribution; The role of the minute taker is to: 6.1 Prepare agendas and issuing notices for meetings, and ensuring all necessary documents requiring discussion or comment are attached to the agenda. 6.2 Distributing the Agenda one week prior to the meeting 6.3 Taking notes of proceedings and preparing minutes of meeting. 6.4 Distributing the minutes to all committee members one week after the meeting and be made available to all staff. 6.5 The minutes shall be checked by the chairperson and accepted by committee members as a true and accurate record at the commencement of the next meeting. 7. DURATION OF MEETINGS Meetings shall be held approximately bi-monthly, normally on a Wednesday afternoon, for a period of approximately 2 hours. A special or extraordinary meeting may be called by: 8. FUNCTIONS half the committee members; an elected health and safety representative; or the employer 8.1 Functions of the Health and Safety Forum 1. The functions of the Health and Safety Forum are: a) To facilitate co-operation between the employer and the employees of the employer in initiating, developing, carrying out and monitoring measures designed to ensure the health, safety and welfare at work of the employees, and of other persons whose health and safety may be affected by our work; b) To assist in the resolution of issues relating to occupational health, safety or welfare that arise at any relevant workplace; c) To assist in the development, review and distribution of occupational health, safety and welfare practices, procedures and policies to employees within the workplace; d) To enable employees to consult with the employer on any proposed changes to occupational health, safety or welfare practices, procedures or policies; e) To review accident and near miss statistics and share learning points from such incidents; f) To monitor the outcome of the programme of health and safety audits carried out by the health and safety adviser; g) To discuss and monitor corporate health and safety training initiatives; and

29 h) Such other functions as are prescribed or agreed upon by the employer and the Health and Safety Forum. 2. The Health and Safety Forum may establish such sub-committees to provide advice or to assist it in the performance of its functions. 3. The Health and Safety Forum may delegate any of its functions to a subcommittee established under subsection (2). 8.2 To assist in the formulation and dissemination of policies, procedures and guidance notes. 9. AMENDMENTS The terms of reference shall be reviewed concurrently with the Health and Safety Policy. They may be altered to meet the current needs of all committee members, by agreement of the majority of employer and management representatives. The above Terms of Reference for Weaver Vale Housing Trust have been agreed to: Chief Executive Chairperson of the Health & Safety Forum Health & Safety Adviser Date 30 th January 2013 Date 30 th January 2013 Date 30 th January 2013 Trade Union Representatives Trade Union Representatives Trade Union Representative UNISON Date 30 th January 2013 UCATT Date 30 th January 2013 UNITE Date 30 th January 2013

30 POLICIES RELEVANT TO ACHIEVING THE HEALTH & SAFETY STATEMENT OF INTENT Name of Employee:... Job Role:.... Please tick the relevant policies for the above job role and sign and date this from both by Manager and the New Employee. Please note Policies which affect all employees have been marked by a symbol. 35 Health & Safety Policy 2 Accident Investigation Policy 10 Bullying and Harassment Policy 1 Policy for Alcohol, Drugs and Other Substance Misuse 36 Risk Assessment Policy 49 Manual Handling Policy 48 Stress Management Policy 40 Lone Working Policy 71 Violence at Work Policy 29 Fire Safety Policy 21 Policy on the use of Display Screen Equipment 52 Policy on the use of Mobile Phone whilst Driving 63 Sharps Policy 70 Visiting Customers Homes Policy 75 Safety of Young People at Work Policy 15 Company Vehicle Fleet Policy Acquisition, Control & Management 7 Asbestos Policy 43 Personal Protective Equipment Policy (PPE Policy) 18 COSHH Policy 22 Electrical Safety Policy 32 Gas Safety Policy 34A Control of Vibration at Work Policy 42 Plant, Machinery and Equipment Policy 74 Working at Height Policy 34B 36A Hazardous Waste Policy Hot Work Policy 47 Water Treatment Policy 76 Control of Noise at Work Policy Manager signature: Print: Date: Employee signature: Print: Date:

31 The purpose of this exercise is to compile an agreed listing of health and safety policies which are relevant to individual posts. It is manager s responsibility to ensure that training has been given for all relevant policies. Please return a copy of this form to HR and Debbie Clements within 5 working days of new starter commencing employment.