SAFETY STATEMENT IBEC LOWER BAGGOT STREET DUBLIN 2. Safety Statement Part 1 of 2 (Sections 1-5)

Transcription

1 SAFETY STATEMENT OF IBEC LOWER BAGGOT STREET DUBLIN 2 Safety Statement Part 1 of 2 (Sections 1-5) Prepared by: IBEC OHS Unit Date: December 2009

2 TABLE OF CONTENTS Page No 1.0 INTRODUCTION 1.1 Safety Legislation Safety Statement Safety Management Statement of Intent RESPONSIBILITIES FOR SAFETY, HEALTH, AND WELFARE 2.1 Board of Directors Director General Executive Management Team, and Team Leaders Safety Coordinator Safety Team Individual Employees MANAGEMENT OF SAFETY, HEALTH, AND WELFARE Consultation on Safety, Health & Welfare Engineering Hazards Out Hazard Identification / Risk Assessment Practical and Safe Systems of Work Safety Audits / Inspections Fire and Emergencies First Aid and Medical Treatment Information, Instruction, Training, and Competence Personal Protective Equipment Non-Irish Nationals (whose first language is not English) Co-operation with Other Employers Management of Contractors Safety, Health, and Welfare of Non-Employees Safety, Health, and Welfare Records POLICIES AND PROCEDURES FOR SAFETY, HEALTH, AND WELFARE 4.1 Pregnant, Post-Natal, and Breastfeeding Employee Policy Dignity at Work Charter Workplace Anti-Bullying Policies and Procedures Outline Policy on Workplace Stress Outline Policy on Alcohol and Drug Abuse Smoking Policy 35

3 TABLE OF CONTENTS Page No Policies & Procedures for Safety, Health, & Welfare contd 4.7 Accident and Near Miss Reporting & Investigation First Aid / Medical Treatment Welfare Facilities Employee General Health & Safety Rules Outline Contractor Procedures Visitor General Health & Safety Rules Disciplinary Action ARRANGEMENTS FOR DEALING WITH FIRE AND OTHER EMERGENCIES 5.1 Fire Safety Features of the Building Fire Detection / Alarm System Fire Doors Compartmentation Fire Wardens Fire Action Notices Fire Fighting Equipment Fire Training / Designated Persons Fire Audits / Inspections Emergency Lighting Emergency Exit Routes and Assembly Point Fire Drills Action in the Event of Fire Bomb Threats 47 Note: The workplace risk assessments are in Part 2, Section 6 of this Safety Statement a separate document.

4 APPENDICES Appendix 1: Appendix 2: Appendix 3: Appendix 4: Appendix 5: Appendix 6: Appendix 7: Appendix 8: Interpretation / Definitions General Principles of Prevention (Schedule 3, Section 8 of 2005 Act) Liability of Directors and Officers of Undertakings (Section 80 of 2005 Act) Management Structure for Safety, Health, and Welfare Safety Committees (Schedule 4, Section 26 of 2005 Act) First Aid Recommended Supplies Fire Wardens Safety Guidelines for DSE Users

5 PART 1 (Sections 1 5)

6 SECTION 1 INTRODUCTION

7 IBEC, Lower Baggot Street, Dublin 2 Safety Statement 1.0 INTRODUCTION 1.1 Legislation Safety, health and welfare in the workplace is governed by the Safety, Health, & Welfare at Work Act 2005 (SI ). Employers 1 must ensure, in so far as reasonably practicable 1, that the workplace is safe, that equipment provided is safe, that employees 1 are properly trained, and work under systems of work, which help ensure their safety, health and welfare. Employees and others must co-operate with systems / arrangements provided for health & safety reasons. The organisation must consult with employees on safety, health and welfare issues, and is entitled to their co-operation in developing safe systems / arrangements for the workplace. The Fire Services Acts 1981 (SI ), and 2003 (SI ), and the Building Regulations, set out the fire safety standards that must be met by occupiers of buildings. The Acts and the Regulations are concerned with the fabric of buildings, and the provisions for emergencies in the event of fire. The Safety, Health & Welfare at Work (General Application) Regulations, 2007 (SI ) set out some of the specific standards to be met by the workplace, including standards in relation to fire, electricity, manual handling, workplace design, and workplace equipment. Part X of the Safety, Health & Welfare at Work (General Application) Regulations, 1993 (SI ): Notification of Accidents and Dangerous Occurrences, sets out the statutory requirements in relation to the reporting of workplace accidents, and dangerous occurrences to the statutory authority, i.e., the Health & Safety Authority (HSA). It is IBEC s intention to apply, as our minimum standard, the statutory provisions of the Safety, Health, and Welfare at Work Act 2005 (SHWWA 2005), the Safety, Health, & Welfare at Work (General Application) Regulations 2007, Part X of the Safety, Health, & Welfare at Work (General Application) Regulations 1993, and other relevant legislation / regulations, as applicable. In providing for health and safety, IBEC applies the most appropriate technical standards available, including national standards, fire safety codes and guidelines of the Health and Safety Authority, as they apply. IBEC management is committed to co-operating with the local authorities such as the Fire and Emergency Services, and the Health and Safety Authority. 1 See Interpretation in Appendix 1 2

8 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Notes on Legislation: Significant duties for safety, health and welfare are assigned to employers and employees under the Safety Health & Welfare at Work Act, The general duties of employers under the Safety Health & Welfare at Work Act 2005 are provided in Part 2 of the Act, Chapter 1, Sections 8 to 12, General Duties of Employer. The general duties of employees under the Safety Health & Welfare at Work Act 2005 are provided in Part 2 of the Act, Chapter 2, Section 13, General Duties of Employee. In order to understand and appreciate the full scope of the 2005 Act, the Act itself should be referred to, and it can be downloaded from the Irish Statute Book website at: or obtained from internal HR Services. The Safety, Health, and Welfare at Work Act 2005, is abbreviated in the text to the 2005 Act, the Act, or SHWWA The Safety, Health, and Welfare at Work (General Application) Regulations 2007, are abbreviated in the text to the SHWWGAR The Safety, Health, and Welfare at Work (General Application) Regulations 2007 came into effect on 1 st November A copy of the Regulations, and HSA Guidance to the Regulations, can be downloaded from the HSA website, or obtained from internal HR Services. Extracts / quotations from the legislation, and regulations in the body of the safety statement, and in the risk assessments, are formatted in italics. Extracts / quotations from the legislation, and regulations in the appendices to the safety statement are formatted in plain text. Notes: The abbreviation IBEC is used in the text instead of Irish Business and Employers Confederation in order to facilitate a flow to the narrative. The term the organisation is used interchangeably with IBEC to reduce repetition. The terms staff, and staff member(s) are used in the safety statement from time-to-time, and these are intended to be synonymous with employee(s), as appropriate. 3

9 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Introduction contd 1.2 Safety Statement Section 20 (1) of the Safety Health & Welfare at Work Act 2005 requires that every employer shall prepare or cause to be prepared a written statement (to be known and referred to in this Act as a safety statement ), based on the identification of the hazards and the risk assessment carried out under section 19, specifying the manner in which the safety, health and welfare at work of his or her employees shall be secured and managed. Under Section 20 (2) of the Act, IBEC is required to ensure that the Safety Statement specifies the following: [The Section numbers in brackets refer to the relevant sections in this Safety Statement] Hazards identified and the risks assessed [Section 6] Protective and preventive measures taken and the resources provided for protecting safety, health and welfare at IBEC [Sections 3, 4, 5, and 6] Plans and procedures to be followed, and the measures to be taken, and arrangements in place, in the event of an emergency or serious and imminent danger, e.g., fire, bomb threat etc [Section 5] Responsibilities of employees for safety, health and welfare at work, including cooperation with the employer, and any persons who have responsibility under the relevant statutory provisions in matters relating to safety, health and welfare at work [Section 2.5] Names and, where applicable, the job title or position held of each person responsible for performing tasks assigned to him or her pursuant to the safety statement [Sections 2.1, 2.2, 2.3, and 2.4] Arrangements made regarding the appointment of safety representatives if any, and for consultation with and participation by, employees and safety representatives, including the names of safety representative(s), and members of a safety committee, if so appointed [Section 3] 4

10 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Safety Statement contd In order to comply with Section 20 (3) of the 2005 Act, IBEC management is required to, (3) bring the safety statement, in a form, manner and, as appropriate, language that is reasonably likely to be understood, to the attention of (a) his or her employees, at least annually and, at any other time, following its amendment in accordance with this section, (b) newly-recruited employees upon commencement of employment, and (c) other persons at the place of work who may be exposed to any specific risk to which the safety statement applies. With regard to reviewing the safety statement, Section 20 (5) of the Act specifies as follows: (5) Every employer shall, taking into account the risk assessment carried out under Section 19, review the safety statement where (a) there has been a significant change in the matters to which it refers, (b) there is another reason to believe that the safety statement is no longer valid, or (c) an inspector in the course of an inspection, investigation, examination, inquiry under section 64 or otherwise directs that the safety statement be amended within 30 days of the giving of that direction, and, following the review, the employer shall amend the safety statement as appropriate. IBEC management undertakes to comply with both these sections of the 2005 Act. This safety statement has been prepared to comply with the organisation s duty under this provision of the 2005 Act (Section 20), and is reviewed regularly. Part 1, Sections 1 to 5 of this safety statement documents the safety, health, and welfare arrangements, including policies, in place for the activities of personnel employed by IBEC, at Lower Baggot Street, Dublin 2. Part 2, Section 6 of this safety statement records the risk assessments for the activities of personnel employed by IBEC, at Lower Baggot Street, Dublin 2. This is a separate document. The safety statement and risk assessments are available from a member of the safety team or can be accessed via the intranet... Extracts are available in the workplace as appropriate. 5

11 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Safety Statement contd Note: Items followed or preceded by (Recommended) in this Safety Statement and measures documented under Recommended Additional Controls in the risk assessment section of this safety statement are not currently in place. It is the intention of IBEC management to implement them over time insofar as is reasonably practicable. Abbreviations BGU: DG: DSE: E-Exit: FOC: H&C: HR: HSA: IBEC: IS: MH: NIN: OHS: Pg: PPE: RA: RPII: SS: SHWW: SHWWA: SHWWGAR: VDU: WC: WHB: Break Glass Unit Director General Display Screen Equipment Emergency Exit Free of Charge Hot and Cold (water) Human Resource Health and Safety Authority Irish Business and Employers Confederation Irish Standard Manual Handling Non-Irish National (whose first language is not English) Occupational Health and Safety Page Personal Protective Equipment Risk Assessment(s) Radiological Protection Institute of Ireland Safety Statement Safety, Health, and Welfare at Work Safety, Health, and Welfare at Work Act Safety, Health, and Welfare at Work (General Application) Regulations Visual Display Unit (same as DSE) Water Closet Wash Hand Basin 6

12 IBEC, Lower Baggot Street, Dublin 2 Safety Statement 1.3 Safety Management A comprehensive range of pro-active safety management strategies are employed to assist in the management of safety, health, & welfare at IBEC, Lower Baggot Street, Dublin 2. These are summarised under the following headings: Consultation on Safety, Health & Welfare Engineering Hazards Out Hazard Identification & Risk Assessment Practical and Safe Systems of Work Safety Audits / Inspections Fire and Emergencies First Aid and Medical Treatment Information, Instruction, Training, and Competence Personal Protective Equipment Non-Irish Nationals (whose first language is not English) Co-operation with Other Employers Management of Contractors Safety, Health, and Welfare of Non-Employees Safety, Health, and Welfare Records Safety Team IBEC management also subscribe to the General Principles of Prevention, (as detailed in Schedule 3, Section 8 of the Act see Appendix 2), with regard to managing and securing safety, health, and welfare at the organisation. Further details are provided on these management strategies, and their implementation, in Section 3.0. See also Safety, Health, and Welfare at Work Act 2005, Part 7, Offences and Penalties, Section 80, Liability of Directors and Officers of Undertakings (see Appendix 3). 7

13 IBEC, Lower Baggot Street, Dublin 2 Safety Statement 1.4 STATEMENT OF INTENT FOR IBEC, LOWER BAGGOT STREET, DUBLIN 2 TO EACH EMPLOYEE, MEMBER, VISITOR, AND CONTRACTOR This document has been prepared to comply with our obligations under the Safety, Health, and Welfare at Work Act It sets out the safety, health, and welfare policy of the Irish Business and Employers Confederation (IBEC), and specifies the means provided to achieve that policy. Our objective is to manage and conduct our activities in such a way as to ensure, so far as is reasonably practicable, that we provide a safe and healthy work environment for all employees, and meet our obligations to members, visitors, contractors, and members of the public who may be affected by our activities. We also intend to manage and conduct our activities in such a way as to prevent, so far as is reasonably practicable, any improper conduct or behaviour likely to put the safety, health or welfare of our employees, members, visitors, contractors, or others at risk. The success of this policy will depend on your co-operation. It is therefore important that you read the document carefully and understand your role in the overall arrangements for safety, health, and welfare at IBEC. It is our intention to review this statement regularly, in the light of experience and developments at the organisation, especially if there has been a significant change in the matters to which this statement refers, and in line with statutory requirements. The safety statement will be brought to the attention of newly recruited employees upon commencement of employment, and all employees annually, and in the event of significant changes to it. The safety statement will be made available to contractors and others as appropriate. Employees and others are encouraged to put forward suggestions for improvements to this statement. Signed: Date: _8 December 2009 Danny McCoy Director General 8

14 SECTION 2 ASSIGNMENT OF RESPONSIBILITIES FOR SAFETY, HEALTH & WELFARE

15 IBEC, Lower Baggot Street, Dublin 2 Safety Statement 2.0 RESPONSIBILITIES FOR SAFETY, HEALTH, & WELFARE National Council 2.1 IBEC Board The IBEC Board, consisting of the president, deputy president, immediate past president, past presidents, director general, company secretary and up to 12 members of the national council have ultimate overall responsibility, for ensuring, in so far as reasonably practicable, the safety, health, and welfare of employees, and others affected by the work activities of IBEC, Lower Baggot Street, Dublin 2. Directors are responsible for ensuring compliance with the Safety, Health, and Welfare at Work Act 2005, and with the Safety, Health, and Welfare at Work (General Application) Regulations 2007, and other legislation / regulations as appropriate. Key Tasks The key tasks the Directors should carry out in ensuring that they accept collective responsibility, and meet their legal safety, health, and welfare obligations include: Reviewing and, where appropriate, endorsing the safety statement prepared on the organisation s behalf, and reviewed by relevant managers. Receiving regular reports on progress, performance and implementation of safety, health, and welfare plans. Ensuring sufficient resources are made available to achieve and implement these safety, health, and welfare plans, and the arrangements documented in the specific safety statement and risk assessments. Ensuring that IBEC managers and employees are actively involved in the management of safety, health, and welfare. Developing a communications plan to show the Directors commitment to its safety, health, and welfare policy. Making sure the necessary organisational structures exist to ensure that safety, health, and welfare is properly managed. Keeping aware of all matters in relation to safety, health, and welfare, especially major incidents and changes in legislation. Ensuring safety, health, and welfare audits are undertaken to monitor all aspects of safety, health, and welfare policy implementation. The Director General is responsible for appointing a competent person (Safety Coordinator) to help ensure safety, health, and welfare at IBEC. Adapted from: Guidance for Directors and Senior Managers on their Responsibilities for Workplace Safety and Health, Health & Safety Authority, 2007]. 10

16 IBEC, Lower Baggot Street, Dublin 2 Safety Statement 2.2 Director General The Director General (DG), Danny McCoy, is responsible for ensuring, in so far as reasonably practicable, the safety, health, and welfare of employees, and others affected by the work activities at IBEC, Lower Baggot Street, Dublin 2. An up-to-date safety statement, and risk assessments are requirements of the 2005 Act, and it is the Director General s responsibility to ensure that these are put in place. He is responsible for ensuring that personnel, planning and investment at IBEC are adequate to meet the commitments of the general safety policy (Statement of Intent) and detailed commitments on the control of hazards, physical and psychosocial, that are made later in this safety statement and risk assessments. The DG is also responsible for the on-going maintenance and development of safety, health, and welfare standards, and safety awareness at IBEC, in line with changing circumstances, and updates in safety, health, and welfare legislation. The DG has overall responsibility for ensuring that all employees are made aware of, and understand their responsibilities for safety, health, and welfare at IBEC. See also Section 2.5 of this safety statement. The DG must ensure that appropriate consultation mechanisms are in place and that appropriate action is taken arising from such consultation. The Director General is responsible for the annual review, with the Directors, of the occupational safety, health, and welfare performance of IBEC, Lower Baggot Street, Dublin 2. See also SHWWA 2005, Part 1, Preliminary and General, Section 2, Interpretation, for interpretation of the term, Employer (see also Appendix 1 of this safety statement). See also SHWWA 2005, Part 2, General Duties, Chapter 1, Sections 8 to 12 General Duties of Employer. See also SHWWA 2005, Part 7, Offences and Penalties, Section 80, Liability of Directors and Officers of Undertakings (see Appendix 3 of this safety statement). Note: See HSA publication: Guidance for Directors and Senior Managers on their Responsibilities for Workplace Safety and Health. This can be downloaded FOC from HSA website or may be obtained from internal HR Services. Detailed day-to-day safety, health, and welfare responsibilities are delegated via the management structure see below. 11

17 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Responsibilities for Safety, Health, & Welfare contd 2.3 Executive Management Team, and Managers. The responsibilities for safety, health, and welfare have been combined for all levels of management in IBEC Executive Director) and Sector/Regional Director/Unit Head; in some areas, Team Leader.). Depending on the division and particular circumstances these responsibilities are assigned and delegated as appropriate. See Appendix 4 for management structure for safety, health, and welfare (including names and titles of management personnel). The Directors and managers have overall day-to-day responsibility, as appropriate, for managing and conducting activities to ensure, in so far as is reasonably practicable, the safety, health, and welfare of their employees, and others affected by workplace activities. Examples of specific safety, health and welfare responsibilities are as follows: Participate in the development of strategies, policies, and procedures for safety, health, and welfare at IBEC. Implement and monitor the effectiveness of such strategies, policies, and procedures, and update and revise as appropriate. Participate in the development of policies and procedures to ensure, in so far as reasonably practicable, that the work environment is kept free of the psychosocial hazards, e.g., stress, bullying, and harassment. Implement and monitor the effectiveness of such policies and procedures, and update and revise as appropriate. Implement the arrangements for safety, health, and welfare documented in this safety statement and risk assessments. Ensure the various components of this safety statement and risk assessments are communicated to employees, and ensure that they have read and understood this safety statement, and the relevant risk assessments, and are aware how to gain access to them as required. Ensure employees are informed of their statutory obligations for safety, health, and welfare at work as set out in the Safety Health & Welfare at Work Act 2005, Part 2, Chapter 2, Section 13, General Duties of Employee. Monitor employee compliance with these obligations, and take action as appropriate. 12

18 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Executive Management Team, and Managers Responsibilities contd Ensure that safe systems of work, equipment, and facilities are provided and maintained to high standards for employees, and that they adhere to the safe systems of work provided, and report equipment and facilities for repair as necessary. Ensure that high standards of housekeeping are maintained, and that the workplace is kept safe, and free of physical hazards, as far as reasonably practicable. Ensure that adequate and appropriate fire and emergency equipment / arrangements are in place, up-to-date, and available at all times, including unobstructed emergency egress via emergency exit routes. Ensure fire and emergency plans are reviewed annually and updated as required. Ensure that adequate and appropriate information, instruction, training, and supervision is provided for employees, to help secure their safety, health, and welfare at work. Consult with employees, and their representatives as appropriate, on safety, health, and welfare concerns affecting them. Take appropriate action arising from such consultations. Ensure accidents, incidents, and near misses in the course of work are reported, and timely investigations conducted. Ensure notifiable accidents are reported to HSA. Ensure that adequate and appropriate provisions are made for non-irish employees whose first language is not English, to enable them to understand any health and safety information, instruction, and training provided to them, including this safety statement, and the relevant risk assessments. Provide appropriate feedback to the Head of Internal HR on the effectiveness of such provisions. Participate in budgetary and planning decisions to help ensure the on-going maintenance and development of safety standards, and safety awareness at IBEC. In consultation with the Head of Internal, implement disciplinary procedures for noncompliance with safety, health, and welfare rules and regulations, as appropriate. Review annually with the Director General, the occupational safety, health, and welfare performance in their respective division. Ensure adequate, appropriate, and up-to-date records are kept for all aspects of safety, health, and welfare in their respective division. See Appendix 4 for the management structure at IBEC. 13

19 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Executive Management Team, and Managers Responsibilities contd This is a non-exhaustive list of responsibilities, and the various statutory instruments should be referred to in order to obtain a comprehensive summation of employers (managers) responsibilities for safety, health, and welfare in the workplace. See also SHWWA 2005, Part 1, Preliminary and General, Section 2, Interpretation, for interpretation of the term, Employer (see also Appendix 1 of this safety statement). See also SHWWA 2005, Part 2, General Duties, Chapter 1, Sections 8 to 12 General Duties of Employer. See also SHWWA 2005, Part 7, Offences and Penalties, Section 80, Liability of Directors and Officers of Undertakings (see Appendix 3 of this safety statement). Note: See HSA publication: Guidance for Directors and Senior Managers on their Responsibilities for Workplace Safety and Health. This can be downloaded FOC from HSA website or may be obtained from internal HR Services. Responsibilities for Safety, Health, & Welfare contd 2.4 Safety Coordinator Maureen Brogan, Head of Internal HR, has been appointed Safety Coordinator for IBEC. She coordinates safety, health, and welfare activities, and assesses safety, health, and welfare requirements in consultation with Don O Higgins Director of Finance and Corporate Services, and the other members of the Executive Management Team, as appropriate. See Appendix 4 for management structure. She also provides advice on all workplace safety, health, and welfare related matters, as appropriate. The Safety Co-ordinator will utilise the expertise of the IBEC OHS unit in carrying out her duties. She has been provided with appropriate training to help ensure competence in her performance of the role. Examples of specific health and safety responsibilities are as follows: Ensure that systems of work at IBEC are regularly reviewed from a safety, health, and welfare viewpoint. Carry out safety audits / inspections as appropriate. Co-ordinate and prioritise for action, in consultation with the Director of Finance and Corporate Services, and the other members of the Executive Management Team, as appropriate, any safety, health, and welfare issues identified by safety audits / inspections, or raised by individual employees. 14

20 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Ensure, in consultation with the Premises Manager (John Barrett), that statutory and recommended safety inspections / certifications are recorded, e.g., for passenger lifts, fire extinguishers, fire alarm system, emergency lighting system etc. Ensure that other appropriate and up-to-date records are maintained for safety, health, and welfare, e.g., inspections / audits, accident investigations, risk assessments etc. Monitor safety, health, and welfare training needs, and advise the Director of Finance and Corporate Services, and the other members of the Executive Management Team accordingly. Record, investigate, report, and review accidents / incidents occurring to IBEC employees, and others, e.g., course attendees, or members of public, in the course of IBEC work. Complete IR1 forms (Health & Safety Authority accident forms see Section 4.7), and notify the HSA of accidents, and dangerous occurrences, as appropriate. Ensure that appropriate emergency evacuation procedures are in place, and that fire drills are carried out at the prescribed intervals. Liaise with regulatory bodies as appropriate, e.g., Health & Safety Authority. Communicate, consult, and liaise as appropriate, with employees, visitors, contractors, on safety, health, and welfare issues. Liaise with external health and safety consultants, as appropriate. Keep up-to-date on statutory requirements for safety, health, and welfare, and advise the Director of Finance and Corporate Services, and the other members of the Executive Management Team accordingly. Ensure the safety statement, and risk assessments are reviewed and updated at appropriate intervals. Note: This is a non-exhaustive list. It may also be added to from time-to-time, in light of ongoing statutory requirements, and experience in the workplace. 15

21 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Responsibilities for Safety, Health, & Welfare contd 2.5 Safety Team A Safety Team has been formed consisting of staff from HR, and Premises / Facilities. While each member of the team may have specific responsibilities with regard to health and safety management, Maureen Brogan is the competent person responsible for the co-ordination of activities by the team. The members of the safety team are as follows: Name Maureen Brogan Collette Dooge John Barrett Éadaoin Dunne Title Head of Internal HR HR Executive Premises Manager Facilities Administrator Regular meetings are held to discuss the main categories of safety, health, and welfare concerns to employees. The main functions of the Safety Team are as follows: Encourage staff to record safety, health, and welfare concerns on the computerised Health and Safety Log, or to report them to their immediate Line Manager, or to members of the Safety Team, as appropriate. Monitor safety, health, and welfare concerns on the computerised Health and Safety Log, and representations made to Line Managers, and directly by employees, and take action as appropriate. Provide feedback to employees who have reported safety, health, and welfare concerns by whatever means. Summarise and report, on an annual basis, on the main safety, health, and welfare concerns of employees. The Head of Internal HR/Safety Coordinator is responsible for effectively managing the Safety Team, and for the efficient operation of the computerised Health and Safety Log, and for reporting on an annual basis. 16

22 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Responsibilities for Safety, Health, & Welfare contd 2.6 Individual Employees Individual employees are required to adhere to safe systems of work as outlined in this safety statement, and risk assessments, and must comply with the instructions provided by IBEC management in relation to safety, health, and welfare. Examples of specific health and safety responsibilities are as follows: Each employee has a responsibility to act, behave, and conduct themselves in such a manner that his / her safety or the safety of colleagues, contractors, course attendees, visitors and others is not put at risk. Employees are required to co-operate with IBEC management, and anyone appointed by management, to enable them to comply with statutory provisions for safety, health, and welfare at the workplace, as appropriate. Where employees notice defects in equipment or in systems of doing work, which could cause danger to themselves or others, they must log the details in the computerised health and safety log, or report directly to the Premises Manager. In the event of serious defects, they must also inform their immediate Manager Each employee is responsible for using the equipment, and systems provided to protect their own safety, health, and welfare, and that of their colleagues, course attendees, visitors, contractors and others affected by their work. Employees are required to attend any safety, health, and welfare training organised by management, and to use such training appropriately to help ensure their safety, health, and welfare, and that of their colleagues, course attendees, visitors, contractors affected by their work. Employees must not present themselves for work under the influence of intoxicants (alcohol and / or drugs, and any combination of either or both) to such an extent that they are a danger to themselves, or others affected by their work. Employees must also make proper use of any articles and equipment, including personal protective equipment (PPE), or substances (chemicals) provided to them. Employees must not remove items from First Aid boxes without reporting it to the Facilities Administrator (Éadaoin Dunne). Removal of items from the First Aid box and not notified to the Facilities Administrator will be treated as a disciplinary offence. 17

23 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Individual Employee Responsibilities contd Accidents / incidents must be notified, without delay, to the employee s immediate Line Manager. In his / her absence, accidents must be reported to the Head of Internal HRHead of Internal HR / Safety Coordinator or other senior person. Report forms must be completed in co-operation with management as appropriate. See Section 4.7. If employees notice any work being carried on or likely to be carried on, in such a manner that it may endanger anyone in the workplace, they are obliged to report it to IBEC management. Employees are also obliged to report any contraventions of statutory requirements that they notice. Employees must comply with their statutory duties under current safety, health, and welfare legislation, and these are detailed in Safety Health & Welfare at Work Act 2005, Part 2, Chapter 2, Section 13, General Duties of Employee. These have been brought to the attention of each employee. Note: This is a non-exhaustive list. 18

24 SECTION 3 MANAGEMENT OF SAFETY, HEALTH, AND WELFARE

25 IBEC, Lower Baggot Street, Dublin 2 Safety Statement 3.0 MANAGEMENT OF SAFETY, HEALTH, AND WELFARE IBEC is committed to complying with its duties to manage safety, health and welfare in the workplace as specifically required under Section 8 (2) (a) and (b) of the SHWWA 2005, i.e., 8 (2) (a) Managing and conducting work activities in such a way as to ensure, so far as is reasonably practicable, the safety, health and welfare at work of his or her employees; (b) Managing and conducting work activities in such a way as to prevent, so far as is reasonably practicable, any improper conduct or behaviour likely to put the safety, health or welfare at work of his or her employees at risk; This safety statement and this section in particular, specify the manner in which the safety, health and welfare (at work) of IBEC employees will be secured and managed. The Executive Management Team, and Managers (where applicable) are responsible for the day-to-day management of safety, health and welfare at IBEC. The following strategies are employed to help management comply with the above duties (and others) under the Act, and specific responsibilities have been allocated, which are detailed below. Safety, health, and welfare arrangements are funded from the annual budget. 3.1 Consultation on Safety, Health & Welfare ( IBEC management recognises the legal rights of employees under Section 25 (1) of the SHWWA 2005 to select and appoint from amongst their number at their place of work a representative (in this Act referred to as a safety representative ) or, by agreement with their employer, more than one safety representative, to represent them at the place of work in consultation with their employer on matters related to safety, health and welfare at the place of work. A Safety Representative has not been elected or appointed within IBEC. However, management will facilitate any future elections to fulfil the role of Safety Representative, as required. Management will also co-operate with any Safety Representative selected and appointed by employees in the future, to ensure that they can carry out the audits and investigations permitted under the legislation. IBEC also commits to providing, for any future Safety Representatives, the training recommended in HSA publication Safety Representatives and Safety Consultation Guidelines. IBEC management is committed to meeting its obligations for consultation with employees under Section 26 of SHWWA

26 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Consultation on Safety, Health & Welfare contd This includes full and early consultation with employees on all matters, including alterations or changes, which could potentially affect their safety, health, and welfare, and that of course attendees, visitors, contractors, and members of the public. IBEC management is also aware of, and subscribes to the recommendations and guidelines for consultation detailed in the HSA publication Safety Representatives and Safety Consultation Guidelines. IBEC is also committed to meeting its obligations under Schedule 4, of Section 26 of the SHWWA 2005, where employees select and appoint from amongst their number members of a safety committee to perform the functions assigned to safety committees under this Act. Employees are also required to comply with the provisions of this Schedule to the Act. See Schedule 4, Section 26 of the SHWWA 2005 (provided in Appendix 5). A safety committee has not been appointed under this section of the Act. However, safety, health, and welfare are on the agenda, and discussed at quarterly staff meetings. Records are kept of safety, health, and welfare discussions, suggestions, concerns etc, and acted upon. Safety, health, and welfare topics for review at such meetings are a mixture of strategic and operational issues, and include the following items as appropriate: Policy development Current safety, health and welfare issues Items outstanding from audits and safety inspections Safety statement and risk assessments Safety training requirements Visitor and course attendee safety Accidents, and accident statistics Fire and emergency arrangements First Aid provision Employees are also encouraged to participate in the consultative process through direct contact with their Manager or with the Head of Internal/HR Safety Coordinator. The effectiveness of consultation arrangements will be reviewed from time-to-time. Head of Internal/HR Safety Coordinator is responsible for consultation arrangements. 21

27 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Management of Safety, Health, and Welfare contd 3.2 Engineering Hazards Out Where practicable, and where reasonably practicable, IBEC management commits to eliminating identified hazards by engineering means in the first instance, e.g., by the design of the place of work, workplace equipment, and access arrangements that are safe, and without risk to health. Management also examine proposals for the installation / provision of new equipment, maintenance of equipment, and the reduction of hazards, as appropriate. In this respect, IBEC complies with subsection (2) (c) (i iii) of the General Duties of Employer (Section 8) of the SHWWA The Premises Manager is responsible for engineering hazards out in consultation with relevant managers, staff, and other relevant competent personnel and safety team. 3.3 Hazard Identification / Risk Assessment IBEC is committed to complying with the requirements of Section 19 of the SHWWA 2005, with regard to hazard identification / risk assessment. IBEC management is also committed to implementing any improvements considered necessary, and reviewing the risk assessment when there has been a significant change in the matters to which it relates or there is another reason to believe that it is no longer valid. Following review, the risk assessment will be amended as appropriate. The hazard identification / risk assessment process addresses the specific hazards at IBEC. This process is considered to be the key proactive control strategy for the management of safety, health, and welfare at the company. The risk assessment comprises Part 2 (Section 6) of this safety statement, and it was carried out in consultation with the Head of Internal HR, Premises Manager, and employees as appropriate. The executive management team is responsible for allocating appropriate resources to ensure that risk assessments are carried out, and updated in accordance with statutory requirements. The Head of Internal HR is responsible for arranging for risk assessments to be carried out by competent personnel, as appropriate. IBEC Managers and staff are responsible for facilitating the risk assessment process. The Head of Internal HR in consultation with others as appropriate, is also responsible for reviewing risk assessments in compliance with Section 19 (3) of the Act, and bringing them to the attention of employees through their managers and relevant others in compliance with Section 20 (3). 22

28 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Management of Safety, Health, and Welfare contd 3.4 Practical and Safe Systems of Work IBEC management is committed to keeping a watching brief on all work activities and, where necessary it will alter or adjust systems of work to make them safe as reasonably practicable. Employees will be consulted on the design and implementation of new or altered safe systems of work, as appropriate. The reasons for new systems of work will be explained to all employees through line management, as appropriate, and they will be trained in new systems to help ensure their own safety, health and welfare, and that of their colleagues and others affected by their work. The effectiveness of practical and safe systems of work will be monitored and reviewed in all areas, and action taken as appropriate in consultation with affected employees. The Head of Internal HR, in consultation with relevant competent personnel, is responsible for the provision of practical and safe systems of work. 3.5 Safety Audits / Inspections In addition to ongoing monitoring of safety standards by management and employees, regular documented safety audits / inspections are carried out. Fire audits are also carried out and these audits include an inspection of fire points, emergency exit routes, and the operation of door closers on fire doors. Compliance with health and safety procedures and the maintenance of appropriate records, e.g., Fire Register, are also audited. The Head of Internal HR / Safety Coordinator prioritises actions required from the findings of safety audits / inspections and fire audits in consultation with the relevant managers, and relevant competent personnel. Safety audits / inspections also take account of the following: Fire safety Equipment safety Electrical safety Workstation safety Access / egress arrangements Housekeeping Storage arrangements / facilities First Aid / emergency arrangements Safety, health, and welfare records Persons responsible for carrying out safety audits / inspections include the Head of Internal HR / Safety Coordinator, Premises Manager,, and relevant managers and staff, as appropriate. 23

29 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Management of Safety, Health, and Welfare contd 3.6 Fire and Emergencies Fire and emergency arrangements cover such areas as, roles and responsibilities, implementation of emergency procedures, use of fire-fighting equipment, practising of fire drills, testing of fire and emergency equipment to appropriate Irish Standards etc. Emergency arrangements also cover bomb threats. Fire and emergency arrangements are reviewed at least annually, and are updated in the light of changing circumstances. Fire Wardens have been appointed to co-ordinate / manage activities in the event of fire or other emergency, and liaise with the emergency services, as appropriate. See also Section 5, Arrangements for Dealing with Fire and Other Emergencies. Fire Wardens are responsible for co-ordinating activities in the event of a fire or other emergency and during fire drills. 3.7 First Aid and Medical Treatment Access is provided to First Aid and medical treatment, as appropriate. IBEC provides the recommended stocks of First Aid supplies detailed in the statutory regulations on First Aid in the workplace. IBEC also complies with the requirement for certified First Aiders as specified in the statutory regulations on First Aid in the workplace. See also Section 4.8, First Aid / Medical Treatment for further details and names and locations of certified First Aiders. The Facilities Administrator is responsible for replenishing First Aid supplies. Any member of staff removing items from First Aid kits must notify the Facilities Administrator of the items removed. The Head of Internal HR is responsible for ensuring there is an adequate number of certified First Aiders appointed. 3.8 Information, Instruction, Training, and Competence IBEC management recognise the requirement under Section 8 (2) (l) of SHWWA 2005 to obtain, where necessary, the services of competent 1 personnel for the purpose of ensuring, so far as is reasonably practicable, the safety, health, and welfare at work of employees. Management also recognise the requirement for competent employees having regard for the tasks they are required to perform and / or significance of the workplace hazards. Furthermore, IBEC management is committed to complying with Section 10 (1) (6) of the SHWWA 2005 with regard to the provision of instruction, training and supervision of employees in relation to their safety, health and welfare at work. 1 See Interpretation in Appendix 1 24

30 IBEC, Lower Baggot Street, Dublin 2 Safety Statement Information, Instruction, Training, and Competence contd Safety, health, and welfare training commences at induction when new employees are provided with instruction in safety, health, and welfare rules and regulations, in fire and emergency procedures, and in safety procedures specific to their job. Appropriate induction materials are provided. The safety statement (and risk assessments), and how it relates to safety management at IBEC, is also brought to the attention of new employees during induction. Employees are required to read the safety statement and relevant risk assessments and sign-off to confirm that they have read and understood them. Where employees have not understood any element of either document, IBEC management will explain each element until the employee is satisfied. Ongoing safety, health, and welfare training (lectures, and on-the-job) is provided as appropriate, and safety training needs are assessed annually. Specific training in a number of topics will be provided during 2010 as appropriate, e.g., Legal responsibilities for health & safety Hazard identification & risk assessment Fire evacuation / use of fire-fighting equipment Emergency procedures (fire, bomb threat etc) Manual handling First Aid Accident reporting / investigation Bullying / harassment / stress / the use of intoxicants while at work Any other relevant policies relating to safety and health at work Employees are obliged to co-operate with safety training see Section 2.5 above. The Head of Internal HR, in consultation with relevant managers, is responsible for arranging for appropriate safety instruction and training, and keeping appropriate training records. 3.9 Personal Protective Equipment It is IBEC policy to provide employees with whatever Personal Protective Equipment (PPE) is appropriate to the work concerned, and to replace it as required. Hand and eye protection is provided for Premises / Facilities personnel, e.g., for using power and hand tools, and handling hazardous substances etc. Additional PPE is provided as appropriate. Hi-vis vests are provided for personnel who drive significantly in the course of work, especially country wide trips. Contractors working at IBEC must provide their own PPE appropriate to the work they carry out, and wear it accordingly. 25

31 IBEC, Lower Baggot Street, Dublin 2 Safety Statement The Head of Internal HRis responsible for ensuring the provision of appropriate PPE and keeping of relevant records Management of Safety, Health, and Welfare contd 3.10 Non-Irish Nationals (whose first language is not English) ( IBEC management is aware of the hazards associated with not having English as a first language with regard to safety, health, and welfare in the workplace, and take appropriate measures to secure the safety, health, & welfare of all employees, including non-irish employees whose first language is not English. The provision of appropriate information, instruction, training, and supervision to non-irish employees (whose first language is not English) will be kept under review and management will undertake to provide such information, instruction, training, and supervision to employees in a form, manner and, as appropriate, language that is reasonably likely to be understood. See also Section 3.8, Information, Instruction, Training, and Competence above. The Head of Internal HR / Safety Coordinator, is responsible for the provision of appropriate safety, health, and welfare arrangements for non-irish employees whose first language is not English. Note: Some contractor personnel whose first language is not English, e.g., Security personnel / Porters, Caterers, and Cleaners, work at IBEC on an ongoing basis. IBEC seeks assurances from the relevant contractors that their staff at IBEC receive appropriate information, instruction, training, and supervision in a form, manner and, as appropriate, language that is reasonably likely to be understood Co-operation with Other Employers IBEC management is committed to co-operating with other employers, e.g., contractors etc, who may share the place of work at the IBEC from time-to-time, in the following provisions of SHWWA 2005, detailed in Section 21 (a) (b) Duties of Employers to Co-operate : Complying with and implementing the relevant statutory provisions. Coordinating actions in matters relating to the protection from and prevention of risks to safety, health and welfare at work. Informing them and their respective employees, and safety representatives (if any), of any risks to their safety, health, and welfare arising from work activities, including by the exchange of safety statements or relevant extracts therefrom relating to hazards and risks to employees. 26