College Health and Safety Policy

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1 College Health and Safety Policy 25 th January 2018 Health & Safety Policy Index 1

2 Introductory Pages Page Manual Index (this page) 2 Amendments 3 Introduction 4 College Health & Safety Plans 4 Section 1: Health & Safety Policy Statement College Policy Statement 5 Section 2: Organisation & Responsibilities Introduction 7 Project Manager (Minerva) 7 Principal (TQ) 7 Vice Principal Pastoral (TQ) 8 Vice principal Academic (TQ) 8 Director of Operations (TQ) 8 General Manager (IDL) 8 Heads of Departments/Line Managers 9 Employees 9 Safety Advisor (TQ) 10 Safety Representatives (Union) &Representatives of Employee 10 Safety (Non Union) Organisational Chart 12 Section 3: General Arrangements for Health & Safety Health & Safety Policies & Procedures List 13 2

3 Amendments Record Suggestions for the amendment of this Policy or associated documentation should be made in the first instance to the Minerva Project Manager. Amendments will be recorded below and will be implemented on approval by the Minerva Project Manager. The College Health & Safety Policy will be reviewed annually by the Principal, the IDL General Manager and TQ Safety Advisor. Individual responsibilities for reviewing and updating individual policies & procedures are documented on the College Health & Safety Plans. Amendment No: Date Subject Amended By Approved by Annual Review G. Douglas G. Douglas Annual Review G. Douglas G. Douglas Changing or title wording G Douglas G. Douglas G Douglas G. Douglas Changing of title of College Business Manager to Director of Operations Minor changes to titles and hazard description Annual Review: Various changes implemented G Douglas Terry Dearn/ Garry Douglas Final for issue T Dearn K Kalar Annual Review: minor J O Halloran amendment Garry Douglas Minor change to Garry Douglas Organisation Section; reference to Lone Working Annual Review: minor amendment Annual review minor amendment J O Halloran Garry Douglas Penny Hurd Garry Douglas G. Douglas Kelly Kalar K Kalar K Kalar K. Gill J O Halloran Penny Hurd Annual Review Penny Hurd Garry Douglas Penny Hurd 3

4 Introduction The College Health and Safety Policy explains how the combined health, safety & environment policies and procedures of the various stakeholders interact to form the College Safety Management System. All documentation relating to the College Safety Management System is available on the College intranet system. This is accessed by clicking on the Health & Safety Staff section of the intranet home page. Your host will provide this information upon request. This is the focal point for all information relating to health, safety and welfare of all interested parties including: Students Staff Contractors Non employees Visitors Minerva has overall responsibility for health, safety and environmental matters within Welbeck College. The various roles and responsibilities of all stakeholders are documented in Section 2 of this Health, Safety & Environment Policy. The general arrangements for managing health, safety and environmental matters are listed in Section 3 of this policy. This Section provides a list of procedures and related forms and their location on the intranet system. College Health & Safety Plans The practical implementation of the College Safety Management System is documented on the individual health & safety plans operated by: Interserve Defence Ltd: Located in the QSHE file in the General Managers Office and electronic QSHE file on the Interserve network. TQ Education & Training Ltd: Located on the shared drive on the College Intranet. 4

5 College Health & Safety Policy Statement Section 1: Health & Safety Policy 1. As identified through the Minerva Policy Statement Minerva acknowledge all responsibility for all health, safety, welfare and environmental matters within Welbeck College. The day to day implementation of the health, safety and environmental management system is delegated by Minerva`s Project Manager to the designated subcontractors (TQ representative will be the College Principal & IDL representative will be the General Manager). This Policy Statement, which is to be observed throughout the College, reflects the importance attached to protecting the environment and to the health, safety and welfare of all students, civilian and military personnel who are employed at the College and other persons, who may be affected by the College s activities. This would include any visitors to the site and all third party activities undertaken within the College grounds and buildings. 2 It is the College s policy to carry out all measures reasonably practicable to meet, exceed or develop all necessary or desirable requirements and to continually improve occupational health, safety & environmental performance through the implementation of the following: a) Assess, action and regularly reassess the health & safety impacts of the College activities to meet the minimum required standards. b) Provide information, training and supervision to reduce health & safety risks of the College activities to the lowest level reasonably practicable. c) Maintaining working practices which make proper provision for health & safety. d) Provide a forum for health & safety discussion at Senior Management Team (SMT) level. e) Ensuring that health & safety is an integral part of the responsibility of each functional manager. f) Maintaining a system of joint consultation with employees and other interested parties to promote awareness and continued improvement in all aspects of health & safety. g) Make suitable provision to reduce the impact on the environment of the College activities to the lowest level practicable. h) The College will ensure that adequate resources are made available to implement this policy. 3 Staff are required to: a. Read, understand and comply with all standing instructions relating to health, safety, and the environment as contained in the College Safety Management System. b. Be familiar with the emergency procedures in the event of fire or security incident, and to follow these arrangements as instructed. c. Be proactive in all aspects of health and safety management, in particular the reporting of accidents, near-misses and dangerous occurrences. d. Undertake appropriate training, as identified by their line managers, to enable them to carry out effectively any function necessary to enable them to discharge their health and 5

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7 Section 2: Organisation & Responsibilities Introduction Everyone in any workplace has numerous responsibilities relating to health and safety. Some are legal duties, as defined by health and safety legislation and others may be responsibilities given to individuals to ensure the safety of all persons in a workplace. The outline organisation and responsibilities of persons employed at the College are detailed below. Throughout this part of the policy any reference to the workplace also applies to the teaching, training and living environment. A detailed organisation chart for the College is also provided for: SMT Organisation Health & Safety Organisation TQ Organisation IDL Organisation MGS Organisation This can be found on the Health & Safety Section of the Intranet. Project Manager (Minerva) The Minerva Board Health & Safety Representative has overall responsibility for the Health & Safety Management System at DSFC. These duties are delegated to the Minerva Project Manager who will:: Review the operation of the safety management system in January every year in conjunction with the Principal, the IDL General Manager, the TQ Safety Advisor and other stakeholders to ensure its continuing effectiveness. Ensure that sufficient resources (i.e. people, time & money) are made available for the successful implementation of the safety management system. Ensure that effective communication regarding health, safety and the environment is maintained throughout all stakeholders and areas of the College. Ensure that all stakeholders, directors, managers and staff are made fully aware of their health & safety responsibilities and that these are applied throughout their areas of responsibility. Receive monthly reports from the TQ Safety Advisor and the IDL General Manager on the implementation of this policy. Chair the Health & Safety Committee Principal (TQ) The Minerva Project Manager delegates to the Principal day to day responsibility for the implementation of the health & safety management system throughout the College. The principal will:: Receive monthly reports from the TQ Safety Advisor on the implementation of this policy. Ensure that all functional directors, managers, supervisors and staff are made fully aware of their individual health & safety responsibilities and these are applied throughout their areas of responsibilities. Maintain a safe place of work with safe access and egress. 7

8 Facilitate health & safety consultation between all stakeholders and employee representatives. Vice Principal Pastoral (TQ) Control of Pastoral Duty of Care at the DSFC is delegated to the Vice Principal Pastoral. Pastoral Duty of Care is to be conducted in line with the Independent School Inspectorate (ISI) standards and appropriate pastoral procedures are to be developed and published in the Staff Handbook. All staff working at the DSFC are to be DBS checked and a record of such recorded. Appropriate gender separation facilities are to be established in all accommodation areas and supported by regular audits which are to be documented. Vice Principal Academic (TQ) The Vice Principal Academic will regularly review health & safety procedures for academic, sporting and non-curricular activities (i.e. external trips and social activities etc). Director of Operations (TQ) The Director of Operations is responsible for receiving information regarding student accidents and MOD incident reports from the Medical Centre. The Director of Operations is responsible for the higher reporting of accidents and incidents to the relevant authorities (Defence Academy and Health & Safety Executive). General Manager (IDL) The General Manager has specific contractual responsibilities with regard to Health & Safety and shall ensure that suitable measures are in place to enable the College to operate within the rules and guidelines set out in JSP 375. The General Manager is the focal point for reporting of health & safety related key performance indicators as required under the contract (KPI ) The General Manager has sole responsibility for all Health & Safety aspects of the support services contract, currently carried out by Interserve Defence Ltd, at DSFC. This includes: Responsibility for works under the CDM 2015 Regulations as delegated to IDL in writing from the SPV, namely Principal Designer and Principal Contractor roles. Advise the Principal on IDL s health & safety programme. In conjunction with the College Health & Safety Advisor (TQ) review and advise on new health & safety legislation. Assist IDL s Senior Management Team in meeting their responsibilities regarding health & safety. To maintain an information service to all IDL departments. Investigate accidents and incidents with the relevant staff as required and advise on identified trends. Liaise with external agencies when required. The General Manager will ensure that all roles and responsibilities will be disseminated through all areas of the support services contract via the IDL Senior Management Team (Maintenance Manager, Catering Manager, Soft Services Manager Senior College Nurse and Logistics Manager). 8

9 The General Manager will carry out annual review/audit of all areas of the support services contract in line with Interserve Defence Ltd QSHE process and procedures. Heads of Departments & Line Managers Heads of Departments and Line Managers are responsible for the day to day safety management within their areas of responsibility and will: Ensure that staff, students and others who may be affected by their undertakings have received adequate training and are aware of the hazards within their work areas. Develop and maintain risk assessments and safe working procedures for all process and activities where hazards may occur within their areas of control. Ensure that all identified hazards are eliminated or reduced so far as is reasonably practicable. Ensure that all safety devices are properly fitted and adjusted. Ensure that safety rules are observed and PPE as identified in an appropriate risk assessment is worn and maintained when required. Inform staff of the whereabouts of the first aid facilities and designated first aid staff. Report any accidents and/or incidents in accordance with the College reporting procedure. Assist with the investigation of accidents and incidents as required to prevent reoccurrence. Develop and maintain a maintenance schedule for all machinery and equipment used within their areas of responsibility, taking into account manufacturers instructions and current legislation. Immediately stop any process or activity where there is an imminent risk of injury of illness. Employees (All) All employees must: Take reasonable care for their own health & safety and the safety of anyone else who may be affected by their activities. Work in accordance with the information, instruction and training provided. Refrain from intentionally misusing or recklessly interfering with anything that has been provided for health & safety reasons. Immediately report any hazards identified in their workplace, work process or work equipment to their Manager or Supervisor. Health & Safety Advisor (TQ) The Health & Safety Advisor is appointed to assist the Principal in undertaking his duties with regard to health & safety and will: Advise on the TQ s health & safety programme. 9

10 In conjunction with IDL`s General Manager review and advise on new health & safety legislation. Assist TQ s Department Heads, Managers and staff to meet their responsibilities regarding health & safety. To maintain an information service to all TQ departments. Assist Heads of Departments and Line Managers in investigating accidents and incidents as required and advise on identified trends. Liaise with external agencies when required. Safety Representatives (Union) and Representatives of Employee Safety (Non Union) Employee safety representatives will be appointed to act on behalf of all employees. Each department will be represented by a staff representative with the following responsibilities: To assist their respective Head of Department or Line Manager on all aspects of health & safety applicable to their areas or representation. To assist with ensuring that the College Safety Management System is complied with by all personnel, students, employees, visitors and contractors. To maintain an information service to all personnel and employees on health & safety matters. To attend Safety Committee Meetings where required. College Health & Safety Committee The College Health & Safety Committee shall be attended by: Minerva Project Manager (Chair) PA (Minute taker) Principal IDL General Manager Director of Operations Vice Principal Pastoral TQ Safety Advisor Representatives of Employee Safety Monitoring and Review Safety performance is monitored to ensure compliance with legislative requirements and the safety system is audited as detailed in the Project Agreement (Annually). Regular H&S Committee meetings are held involving key college personnel from all Faculties and Support Services. Minerva requires that all accidents injuries and near misses are reported, investigated and analysed to determine the measures required preventing recurrence. Reports are required monthly from the subcontractors (TQ & IDL) Records of all incidences relating to health, safety and security will be maintained. 10

11 Audits of the effectiveness of the safety management arrangements are carried out in order to monitor the objective of continual and sustained improvement in safety performance. An audit of these systems and all areas of the college will be carried out at least once a year. Minerva will carry out an annual review by the Directors of the Company to consider how well the previously set objectives are being met, to set new targets and objectives and to determine whether any changes are required to this Environment Policy. TQ will monitor and review their policies and procedures in line with their annual Health and Safety Plan initiated by the TQ H&S advisor. IDL will monitor and review their policies and procedures in line with annual QSHE objectives and Company policy. Organisational Chart The College Health & Safety Organisational Chart is documented below. 11

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13 Part 3: General Arrangements for Health & Safety Introduction This section of the health and safety manual provides a list of the specific policies and procedures which document the arrangements for implementing the College Safety Management System. The specific forms used are also documented. Policies, procedures and forms are located in the Health & Section of the College intranet system. The following list documents the subject nature of the policies and procedures and their location on the intranet system. Subject Document/s Location Comments Review Military TQ IDL Accident & Incident Reporting Accident & Incident Reporting Procedure Audits Health & Safety Auditing Policy Alcohol & Drugs Alcohol & Drug Policy Student Drug Policy N/A Student Handbook (college) Contractors Selection & Management of Contractors Consultation & Safety Committee Structure Communication Display Screen Display Screen Policy Equipment Electrical Safety Electricity at Work Fire & Emergency Fire Management Procedures Fire Risk Assessment Lone Working Lone Working Policy Hazardous Hazardous Substances Substances Manual Handling Manual Handling Procedure 13 N/A

14 New & Expectant Mothers New and Expectant Mothers Personal Protective Personal Protective Equipment Equipment Policy Stress Prevention & Stress Policy Management Training Training Policy Transport Vehicle Safety Work Equipment Safe Use of Work Equipment Procedure Visitors Visitors Policy 14