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Contents Page Blank... 2 1. Purpose... 5 2. Scope... 5 3. Organisational Arrangements Responsibilities... 5 3. Key Personnel... 6 4. Employer s Duties... 6 5. Management Responsibility... 7 6. Employee Responsibility... 8 7. Golden Rules... 9 8. Health and Safety Assistance... 9 8. Safety Objectives... 10 9. Planning and Organisation... 10 10. Continual Improvement... 10 11. Control and Monitoring... 11 12. Information and Training... 11 13. Stakeholders and Interested Parties... 12 14. Communication... 12 15. Procedures... 12 16. Safety Representation... 13 17. Regional / Sector Health and Safety Committees... 13 18. National Health and Safety Committee... 14 19. Risk Assessment... 14 20. Personal Protective Equipment (PPE)... 15 21. Workplace Injury Reporting and Investigation... 15 22. Serious and Imminent Danger... 16 23. Ionising Radiations Regulations... 17 24. Statistical Analysis of Collected Data... 17 25. Data Protection... 17 26. Insurance... 17 27. Company Liability... 18 Document classification ISSUED Page 3 of 22
28. Use of the Company Discipline Code... 18 29. Safety Rules... 18 30. Suppliers and Contractors... 18 31. Approved Contractors... 19 32. Customers... 19 33. Visitors... 19 34. Management Review... 19 35. Review and Amendment of This Policy... 19 36. Summary... 20 37. Company Organisation for Health & Safety... 21 Document classification ISSUED Page 4 of 22
Health and Safety Policy 1. Purpose This document defines the policy of G4S Secure Solutions (UK) Ltd on matters relating to health and safety and details the responsibilities and the organisation for implementing and monitoring the policy. Because health and safety is fundamental to the effective and profitable running of the company and the consequential wellbeing of all its employees, this Policy applies to all employees; be they directors, managers, administrative staff or customer facing staff. All have duties and obligations in law and under this policy. Detailed statements reflecting legislation are contained in the following paragraphs. Instruction and guidance for employees, covering a range of activities can be found on the company s Intranet Link Up found at the url shown in the footnote 1. This site contains the G4S Secure Solutions (UK) s Safety Management System Manual, detailed procedures and processes, documents or policies specific to Site/Activity/Assignment which are issued to the relevant Manager and their subordinates and also in relevant Safety Instructions. The current version of any document within the company s health and safety management system is that which is currently located on Link Up. Existing arrangements will be utilised for the review of specific events, with a view to the development of corrective or preventative actions. This Policy can be found on Link up at: http://linkup/interact/pages/content/attachment.aspx?id=78 and it can also be obtained by all employees on ESS at: https://ess.myg4s.com/servlet/checksecurity/jsp/sse_g7/sse_g7_p3_det.jsp?id=112.00000000 2. Scope This policy is applicable to all businesses forming G4S Secure Solutions (UK), including the following legal entities: G4S Aviation Services (UK) Ltd Reg. No. 02837136 G4S Security Services (UK) Ltd Reg. No. 02380900 G4S Gurkha Services (UK) Ltd Reg No. 06304482 And G4S Fire and Security Systems, a trading name of G4S Secure Solutions (UK) Ltd. 3. Organisational Arrangements Responsibilities As a responsible company and employer, G4S recognises its health and safety responsibilities and duties as defined under the Health and Safety at Work etc. Act 1974 and 1 http://linkup/interact/pages/section/maintwocolumnsleft.aspx?homepage=0§ion=1980 Document classification ISSUED Page 5 of 22
subsequent Acts, Regulations, Approved Codes of Practice (ACOP s) and where applicable, relevant industry standards, such as BS 7499. To help attain and maintain appropriate standards of health, safety and welfare for its employees and workers, the company seeks to always work in accordance with the internationally recognised health and safety management standard OHSAS18001 for which the company was first certificated in 2009 [certificate number 16005]. 3. Key Personnel In recognition of these duties and responsibilities, the HR Director has been appointed the Executive Director with especial responsibility for Health & Safety and will be responsible for ensuring that health and safety is given due prominence within Board discussion and decisions and for ensuring that the company s Board allocates adequate resources for health and safety throughout the company. The HR Director will ensure that arrangements are in place to keep the Company s employees updated on changes in relevant legislation, Regulations and appropriate British Standards affecting them and to ensure compliance with same. The Company s nominated Health and Safety Advisor (The National Health, Safety & Environmental Advisor [NHSEA]) will be available to advise on such matters as changes in requirements of health and safety legislation, the performance and methods of compliance and the use of best practises within the industry. 4. Employer s Duties It will always be the company s intention to comply with all its legal obligations, in particular its duties under the Health and Safety at Work etc Act 1974 and the Management of Health and Safety at Work Regulations 1999. In particularly, so far as is reasonably practicable, it will eliminate significant risks to all employees at work and will also ensure that all necessary arrangements are in place to carry out this and other duties under the regulations, principally: - a. Procedures for planning, controlling and reviewing safety measures; b. Appointment of suitably qualified competent persons ; c. Evacuation procedures in cases of serious and imminent danger e.g. fire, explosion etc.; d. Information to employees regarding these arrangements and procedures; and e. Appropriate health and safety training of employees. To assist management in ensuring that it is both aware of what legislation is applicable and to what extent, the company s Health and Safety Advisor will ensure that systems are in place to alert the business to changes in applicable legislation and the issue of new legislation. To meet the above requirement, the company s NHSEA currently subscribes to the Health and Safety Executive s weekly e-mail update bulletin, available from hsegeneral- Document classification ISSUED Page 6 of 22
manager@bulletins.hse.gov.uk, the HAS s equivalent and other electronic and printed material. The NHSEA will also ensure that a register of Applicable Legislation is maintained. This may be produced internally or by external consultants. 5. Management Responsibility Managers are responsible for ensuring that this safety policy is implemented within their own departments or spheres of operation. Managers must monitor their workplace to ensure that safe conditions are maintained. Where risks are identified the manager must ensure that these are rectified, so far as is reasonably practicable. Management duties include the following: ensure appropriate levels of resource are allocated to H&S matters; provide and maintain a safe place of work, safe systems of work, safe equipment and machinery for work and a safe work environment; provide their staff with such information and instruction as may be necessary to ensure the health and safety at work of their employees and also ensure compliance with relevant legislation; ensure that where staff use equipment, they are suitably trained to use that equipment safely; ensure that where staff are provided with personal protective equipment [PPE], they are trained in how to use or wear it correctly and safely, how to care for their equipment and that staff are aware of how to request / order replacement equipment; understand and implement all company health and safety policies and procedures relevant to their area of responsibility; ensure new employees are given appropriate induction training to include relevant local (and where applicable), national emergency, first aid and accident reporting procedures; to allow their staff to join trade unions and become Union Safety Representatives. If they belong to a union with which the company has a Recognition Agreement, to then stand for election and attend Consultation Committee meetings; ensure safety and absence of health risks in connection with the use, handling, storage and transport of articles and substances; identify, manage and communicate, by means of the risk assessment process, hazards associated with their staff s working environment; carry out any health and safety assessments, audits and inspections as required; be responsible for good housekeeping and ensure that defects and unsafe conditions are promptly reported and rectified; Document classification ISSUED Page 7 of 22
appoint competent personnel to ensure compliance with statutory duties; provide employees with health surveillance, where necessary; and to promote awareness and understanding of health and safety throughout their workforce; 6. Employee Responsibility All employees of the Company must agree, as a term of their contract of employment, to comply with their individual duties under sections 7 and 8 of the Health and Safety at Work Act 1974 and Regulation 14 of the Management of Health and Safety at Work Regulations 1999 in that they will: Make themselves familiar with and conform to this Health and Safety Policy and relevant procedures at all times; take reasonable care of their own health and safety; consider the safety of other persons who may be affected by what they do or don t do; work in accordance with information and training provided; refrain from intentionally or recklessly interfering with anything that has been provided for health and safety purposes; immediately report any hazardous defects in plant and equipment, or shortcomings in existing safety arrangements to their manager or another responsible person; not to undertake any task for which authorisation and/or training has not been given; co-operate with G4S Secure Solutions to allow them to carry out their health and safety duties towards the employee; report all workplace injuries to company employees, to the company s Control Room(s). Wherever possible, this should be as soon after the incident as possible and by telephone; to report all serious threats of violent aggression or injury to themselves or other company employees; never put themselves in a situation that could cause injury to themselves or others; and inform any visitor / contractor under their control of emergency procedures and relevant hazards. Failure by an employee to comply with the Company s Health & Safety Policy or associated procedures may result in disciplinary action. Serious breaches of this Health and Safety Policy, company safety rules or safety procedures by an employee will be viewed as gross misconduct and may result in summary dismissal. Document classification ISSUED Page 8 of 22
7. Golden Rules The company has introduced 12 Golden Rules (see figure 6. below) which are applicable globally, across all activities and applicable to all employees and those who undertake services on our behalf. Breaching any of the Golden Rules will have consequence. Fig 1.0 G4S Golden rules of safety Golden Rule 1: Review all risks associated with each task before starting Golden Rule 3: Use appropriate Personal Protective Equipment (PPE) Golden Rule 2: Understand your safety responsibilities and report all unsafe acts and conditions Golden Rule 4: Obtain authorisation before entering a confined space Golden Rule 5: Treat every firearm as loaded Golden Rule 6: Check your vehicle before driving Golden Rule 7: Always wear a seat belt Golden Rule 8: Do not speed Golden Rule 9: Always wear a helmet and high visibility equipment when riding a motorcycle Golden Rule 11: Take a short break if required Golden Rule 10: Do not work or drive under the influence of alcohol or drugs Golden Rule 12: Never use a hand-held mobile telephone whilst driving 8. Health and Safety Assistance Competent person(s) have been appointed to assist the company in meeting its health and safety obligations. These people have sufficient knowledge and information to ensure that appropriate advice and guidance can be given to Directors, managers and staff; to give guidance on how statutory provisions are to be met and to monitor adherence to the safety policy. They are: - The National Health and Safety Advisor (NHSEA) Document classification ISSUED Page 9 of 22
The H&S Manager within G4S Fire & Security Systems The above competent people are supported by operational managers and staff with formal H&S qualifications, and individuals within specific higher risk contracts, that have a dedicated contract specific responsibility. 8. Safety Objectives In recognition of the company s declared Values and in particular Performance - we challenge ourselves to improve performance year-on-year and to create long-term sustainability and the Safety First value: Due to the nature of some of the services provided by the company, it must be appreciated that risk cannot be entirely removed, but the company will always endeavour to minimise those risks and to that end, a year on year reduction in RIDDOR Reportable injury frequency rates and in particular the most serious RIDDOR Specified (Major) Injury frequency rates will be the company s overarching H&S objective. The company s primary H&S targets are: To reduce the violent injury specified injury frequency rate by 10% per annum To reduce the slip/trip/fall specified injury frequency rate by 10% per annum Success against these targets will be published monthly in the Management Systems Review Group report which is issued to the Groups members and the EXCOM. The company will also publish leading and lagging indices, which are published to the management and EXCOM. The measurement period for H&S key performance indicators [KPI s] will be a rolling 12 month period. 9. Planning and Organisation The Company has established both a management structure and arrangements for the effective delivery of this Policy through its Operational and Non Operational Management structures. Managers will be provided with instruction training and information on the systematic approach to implementing the company s Safety Management System and this Policy. The company will have in place appropriate systems and procedures to assess and control risks to which employees and other people may be exposed to, due to the development or deployment of new or novel products and services, or through the deployment of services at new locations. 10. Continual Improvement The company will always strive to reduce and if possible eliminate adverse events which affect our employees, people who work for us or those who might be affected by our activities. To this end, all adverse events will be investigated and wherever reasonably practicable the identified potential improvements (designed to eliminate repetition) will be Document classification ISSUED Page 10 of 22
implemented locally and if appropriate, published to the wider business via the H&S Update process. This may include being published internationally via the Group Head of Safety. Also, where technological change may allow improvements in safety or health, they will be reviewed for suitability and if practicable implemented. 11. Control and Monitoring Standards will be established within this Policy, other policies or procedures for relevant environments and activities. Performance will be measured against those standards and if shortcomings are revealed, measures will be taken to ensure these are remedied and that the organisation learns from the experience and continues to improve its performance. Safety Representatives will be consulted as part of this process. To improve the accountability and awareness of H&S within operational units, performance indicators [both leading and lagging] will be developed and used within the company s normal operational / commercial review process the Monthly Business Review. 12. Information and Training All employees will be provided with comprehensible information on the health, safety and welfare matters that are relevant to their duties and place of work. Training will be provided for all employees to enable them to carry out their duties in a safe and responsible manner. The HR Director will ensure that processes are in place to ensure all personnel who would require information on the range of hazards identified are apprised of the necessary detail prior to the commencement of work with the Company. This will include contractors and any person who may lawfully enter onto Company premises. All employees will undertake appropriate induction training upon commencing employment with the company and such induction training will include relevant health and safety training. Assignment specific training requirements will be detailed within site specific training matrices as part of the Assignment Instructions. Operational Management Training All new operational managers on either joining the company or on taking up their first managerial position are required to successfully complete the company s mandatory Management Health & Safety Training course. New managers are also expected to undertake and where necessary, pass, any additional safety training identified as required in their Job Descriptions. This additional training will be required due to the nature of risks present at the sites they will be expected to manage and will be in line with the relevant syllabi of either the Institute of Safety and Health (IOSH), the British Safety Council (BSC) or the National Examination Board in Occupational Safety and Document classification ISSUED Page 11 of 22
Health (NEBOSH). The specific level of training required and the course provider will be determined by the company's NHSEA. Managers will also be required to undertake relevant H&S e-learning modules from the prevailing provider. The range of modules required will be defined for the specific managerial role, by the NHSEA. 13. Stakeholders and Interested Parties The company has procedures in place to allow this policy and other information or documentation to be made available to people or organisations requesting it. The principle route for requests for information will be via the company s Communications Department (see process SSHSE-PRO-019). Where the communication from an interested party is in the form of a complaint, the NHSEA will ensure that the complaint is resolved within a reasonable period of time [bearing in mind the severity of the issue], in line with the company Complaints Handling Procedure (Standard Company Procedure SSCAD-SCP-009). They will maintain a register of such complaints, detailing whether corrective or preventive action was required, if it was what was done and the date the issue was closed off. 14. Communication The principle route for communication and implementation of the Company s Health and Safety Policy will be through the Company s Health and Safety Committees. This Policy and the Company s Health and Safety Policy Statement will be available on the company s Intranet and the employee portal, ESS. The Policy Statement will be displayed in prominent positions in all Company offices. Further, it will either be included within site based Assignment Instructions or by other means brought to the attention of all employees working on client sites or property. 15. Procedures The current system for on-going formal communication and consultation in relation to health and safety matters between management and the employee, is via the company s Safety Committees, but health, safety or welfare issues of an urgent nature identified by employees should be raised directly with the employee s line manager. Staff side members of the company s Local or National Negotiating Committees, within which the H&S Committees meet, or any of their members will provide an avenue through which any health and safety concerns identified by employees may be raised for more formal discussion, whether they emanate from risk assessments or other routes. Whilst the normal communication channel will take place between senior and line management, the Company has detailed the NHSEA as the senior manager with special responsibility for the implementation and operation of the risk assessment process. Document classification ISSUED Page 12 of 22
The company s NHSEA will be provided with the necessary training and resources to ensure the proper operation of this process. 16. Safety Representation G4S Secure Solutions (UK) Ltd. has a recognition agreement with the GMB Union. When referring to Safety Representatives or Representatives of employee safety this policy refers to both Union appointed Safety Representatives and company appointed representative but the phrase Safety Representative will be used throughout this document, and will be construed to mean either. The Company undertakes to consult with safety representatives over issues relating to health, safety and welfare and to provide the information they require in order to carry out their functions. Safety representatives are required to make representation on potential hazards, dangerous occurrences and on general matters affecting the health and safety at work of the groups of employees they represent. They also represent these groups in consultation with health and safety inspectors. Safety representatives are required to give the Company reasonable notice of their intention to carry out inspections, to provide written reports following such inspections and to follow Company procedures when disputes over health and safety issues arise. Safety committees will meet regularly and will consist of both employer and employee representatives and will be chaired by a person with executive power who can act upon the decisions reached by the committee. 17. Regional / Sector Health and Safety Committees The aims of the health and safety committees are; to improve the company s health and safety performance, to reduce the number of injuries and accidents, reduce the number and severity of risks to which employees are exposed and to encourage and foster a positive safety culture with all staff committed to working safely. Issues with company wide implications raised at Local Negotiating Committees (LNC s) will be brought to the attention of appropriate line management via the NHSEA. LNC s will meet at their constituted frequency, but not less than twice per year and additional members may be co-opted as and when necessary. Minutes of meetings will be recorded and shall be made available to employees within the Region / Sector and a copy shall be sent to the NHSEA. The senior executive manager of the relevant health and safety committee will be charged with responsibility for implementing changes that the Health and Safety Committee collectively decides upon. Document classification ISSUED Page 13 of 22
18. National Health and Safety Committee G4S Secure Solutions (UK) The company s National Health and Safety Committee will be held as part of the National Negotiating Committee (NNC) and will meet in accordance with its constitution. The committee will meet at least once per year and additional members may be co-opted as and when necessary. The aims and objectives of the NNC are detailed in the formal recognition agreement reached between G4S and the GMB, a copy of which can be obtained on request. Minutes of meetings will be recorded and shall be made available to employees and a copy shall be sent to the NHSEA. 19. Risk Assessment The company will ensure risk assessments are carried out on the tasks and duties undertaken by its employees, workers and canine operatives. Where significant risks are identified, these are to be recorded. Where only trivial risks are identified, the act of assessment is to be recorded but the details of the assessment need not be. Risk assessments are to be carried out by competent persons who may be client staff, external consultants, company Supervisors, Managers or in some instances front line staff e.g. Plant Protection Officers carrying out dynamic risk assessments while tackling a fire but the primary responsibility for ensuring that assignments have both suitable and sufficient risk assessments rests with Operational Management who will ensure that their management teams undertake those assessments that are within their competence. The company will ensure that it has appropriate and adequate resources, procedures & processes in place to allow a suitable assessment of risk to be carried out; to ensure assessments are appropriately reviewed and when / where required, the identified controls are implemented. Where required or necessary, the company will co-operate with its customers, statutory duty holders or others in the assessment of risks to protect the safety of its own workers and others who may be effected by its activities. The company expects and requires customers to reciprocate and assist the company, when required to do so, to eliminate or reduce risk exposure. All controls identified by risk assessment for the elimination or reduction of risk will be implemented by the company (so far as it is reasonably practicable to do so) to maintain the health, safety and welfare of its workers and others. Generic risk assessments may be used for Patrol & Response (P&R) assignments, where significant site specific hazards have not been identified or reported. The standard operating methods of P&R are such that typically encountered significant hazards are managed and controlled by routine, so long as workers follow those methods at all times. Document classification ISSUED Page 14 of 22
Risk assessments applicable to the duties undertaken within some contracts may be based upon a generic template, but shall be modified within a reasonable period of time to include site specific information and significant hazards & risks. Where generic risk assessments are utilised they shall be reviewed for continuing applicability and suitability at least annually and all such reviews will be recorded. 20. Personal Protective Equipment (PPE) The company will provide PPE where it has been identified as required by company risk assessment, client rule or subordinate company policy. Prior to the issue of some types of PPE, the requesting manager must consult with the NHSEA (see risk assessment 09-05-01 PPE). Canine units will be supplied with PPE, where risks of harm exist which cannot be managed to a reasonable level by other means. 21. Workplace Injury Reporting and Investigation In recognition of its duties (in the UK) under the Reporting of Injuries, Diseases and Dangerous Occurrences (RIDDOR) Regulations, the Company has a system (see process SSHSE-PRO-005-006) for reporting incidents and injuries, both internally and to relevant enforcing authorities. The defined process requires the employee, their colleagues or Supervisor / Manager to report any injury to the Company s National Control Centre (NCC). Once provided with the required information, the NCC will escalate the incident to the necessary level of management, according to predefined Control Room Escalation Procedures. Failure by employees to report required incidents or for Control Room staff to incorrectly follow their escalation procedures may be viewed as a breach of this Policy and may result in disciplinary action. Serious breaches of this Policy may be viewed by the Company as gross misconduct and may result in summary dismissal. To comply with the Company s statutory duty to maintain an Accident Book (BI 510), the NCC will record workplace injury information in an appropriate format and make it available for inspection by Inspectors of the HSE or other enforcing authorities. The company will also maintain systems and procedures to allow employees to report near miss and threat of violence, incidents. It is the responsibility of line management to investigate injuries or near miss incidents to their staff. Dependent upon the severity / seriousness of an incident, an investigation team may be set up by the company s NHSEA, which will operate in accordance with the Incident Investigation Procedure (SSCHS-SOP-001-003). Document classification ISSUED Page 15 of 22
Loaned Staff In instances where staff are loaned between operating units or managers and are injured, it is the responsibility of the manager with the immediate day to day control of the loaned employee (at the time of injury) who will have prime responsibility for reporting and investigating the injury or near miss. Absent Managers When a manager is covering the duties of an absent colleague e.g. they are on leave, it is the responsibility of the manager covering the duty to report and investigate any injury to an employee of the absent manager. Fatalities & Life Threatening Injuries If a fatality were to occur, it is imperative that the company s escalation procedures are followed (see process SSHSE-PRO-018-001), to ensure that; Directors of the company are made aware of the incident at the earliest opportunity; the Company s crisis communications process is followed; that the Group General Executive Council (GEC) is advised of the incident within 24 hours (by the Regional MD) and as the investigation develops, the corrective and preventative measures put in place; appropriate and necessary support is provided promptly to those affected by the incident. The same shall apply to incidents that although not resulting in a fatality, result in life changing physical or psychiatric injury. These processes will apply equally to incidents which involve employees, workers and others, if potentially caused by G4S staff or actions. Failure to report and / or investigate incidents or injuries may result in the application of the company s discipline code. Canine Security Incidents which result in injury to any security dog working for the company (either owned or contracted) shall be fully investigated by the Canine Security Business and a copy of their report will be forwarded to the NHSEA. 22. Serious and Imminent Danger The Company recognises its responsibilities under Regulation 8 of the Management of Health and Safety at Work Regulations, in that it will have appropriate procedures established and in place to be followed in the event of serious and imminent danger, within premises where the Company is the duty holder. Document classification ISSUED Page 16 of 22
The Company expects and requires it s Customers and Clients, on whose premises and property our employees work, to also have appropriate procedures in place and (where applicable) to periodically test these. In situations where identified risks of serious or imminent danger remain unresolved, they will be escalated to successively higher levels of management (within the Company and its Customer) in an attempt to reach agreement on appropriate controls. Where this process does not result in agreement being reached, the issue will be raised at Executive Board level via the Company s National Health & Safety Advisor and the HR Director. Where necessary, the Board may decide to terminate contracts if the residual risks are found to be intolerable. 23. Ionising Radiations Regulations The Company recognises its obligations and duties under the Ionising Radiations Regulations. The Company has consulted a Radiological Protection Advisor, will appoint trained local Radiation Protection Supervisors and provide training and information for staff. 24. Statistical Analysis of Collected Data To assist the company in learning from adverse incidents, collected data will be analysed to identify trends, to assist management in making informed decisions, to support the general commercial activities of the company e.g. to answer health and safety questions within tenders, to provide information to enforcing authorities, stakeholders and other organisations or bodies for whom it would be beneficial for the company to cooperate with. The company currently classifies adverse incident severity in accordance with guidelines published by the HSE and is in line with RIDDOR reporting requirements. 25. Data Protection Where analytical data or information may be passed onto third parties, any personal data / information which would allow that party to identify individuals [from the information / data provided] will be deleted, removed or rendered unreadable in whatever format the analysis or data would be presented to the third party. The company will ensure that relevant sections of the Information Commissioner s publication Employment Practices Data Protection Code are followed. 26. Insurance In recognition of its statutory and common law duties, the Company has taken out insurance, with an approved insurer, against liability for death, injury and/or disease suffered by any of its employees and arising out of and in the course of employment, provided that it was caused by the negligence and/or breach of statutory duty on the part of the Company. Copies of the current Certificate of Employers Liability Insurance shall be prominently displayed within company offices so as to be available for inspection at all reasonable times Document classification ISSUED Page 17 of 22
by employees and Health and Safety Inspectors. The Certificate shall also be available on the Company s Intranet and also via the employee portal ESS. 27. Company Liability Prime responsibility for health and safety lies with the Regional Managing Director of the Company and the EXCOM and the Company regards itself bound by any acts and/or omissions of the Managing Director, any Executive Director or senior manager, giving rise to liability. A proviso must exist that such acts and/or omissions must arise out of or in the course of Company business, and that prosecution of any Director or senior manager shall not prevent further prosecution against the Company. 28. Use of the Company Discipline Code The Company s Discipline Code can and should be used to ensure enforcement of this Policy and the Company s other health and safety policies, Codes of Practice, risk assessments, method statements, guidance and instructions. Persistent breaches or a single serious breach of health and safety rules or instructions by an individual may result in their dismissal, in line with the company s Discipline Code. Use of the Discipline Code shall apply equally to executive, management and non management staff. 29. Safety Rules Company safety rules will be issued to all contractors and will be clearly stated in contractual arrangements together with any special health and safety requirements. In shared workplaces the Company will make arrangements for the exchange of all relevant information arising from risk assessments and emergency procedures, particularly steps required to protect contractors employees from other contractors and the occupier s undertakings in the workplace. 30. Suppliers and Contractors The HR Director, on advice from the NHSEA, shall ensure that suitable policies and procedures are in place to effectively manage the activities of suppliers and contractors. Local management will ensure that the provided polices are implemented and that the activities of contractors are carried out in a safe manner. The NHSEA will verify that the policies and procedures are sufficient to plan, co-ordinate, control and monitor the activities of contracted companies to effectively minimise the risks presented to; our employees and workers, other persons on site and (where applicable) the general public. Document classification ISSUED Page 18 of 22
31. Approved Contractors The Company will only use contractors who have proved themselves able to discharge their primary responsibility to safeguard both their employees and other persons who may be affected by their undertakings. The approval process may include formal assessment or audit of the contractors safety record, policies, procedures, method statements and other documentation as may be deemed appropriate at the time and may include formal audit. 32. Customers In recognition of the Company s duties under s.6 of the Health and Safety at Work Act the Company will supply services, machinery and / or parts which, so far as is reasonably practicable, are safe for normal operational use and free from foreseeable health and hygiene risks to customers. To that end the Company will provide customers on an on-going basis with all necessary information relating to new and existing health and safety risks. 33. Visitors In recognition of the Company s duties towards the general public and all lawful visitors to the Company s premises, the Company regards the extent of its duties as compatible with sections 2 and 5 of the Health and Safety at Work Act and the Occupiers Liability Act 1957 and 1984. In particular where visitors are under a statutory duty to wear personal protective equipment or otherwise take reasonable precautions for their own health and safety, failure to do so will be regarded as a breach of the Company Policy, entitling the Company to take such sanctions and measures as it considers appropriate, including requiring visitors to leave its premise s. 34. Management Review The Management Review function is undertaken by the Management Systems Review Group (MSRG), which is composed of the Company COO, the Head of Risk, Compliance & Assurance (HRCA), the Knowledge & Information Manager (KIM), the NHSEA, and other business Heads as is appropriate. The MSRG will meet biannually and a summary report is periodically published by the RCA Team and issued to the MSRG members and EXCOM. 35. Review and Amendment of This Policy This policy will be formally reviewed biennially by the NHSEA, the HRCA and HR Director. Any identified amendments will be brought to the MSRG, National H&S Committee meeting(s) and EXCOM for ratification and final approval by the Regional MD. At any other time, if an urgent alteration was required arising from changes to or amendments of; legislation, company policy or structural change, the approval of the Regional MD, HR Director, HRCA, the NHSEA and the chair of the NNC will be required. The amended policy would be brought to the next EXCOM and NNC meeting for formal ratification. Document classification ISSUED Page 19 of 22
36. Summary This policy has been prepared in furtherance of Section 2(3) of the Health and Safety at Work etc. Act 1974 and binds all managers and employees in the interests of themselves, other employees, visitors and customers. We request that our customers and visitors respect this policy, a copy of which can be obtained on demand. Doug Hewitson December 2015 UK&I Regional Managing Director G4S Secure Solutions (UK) Ltd Document classification ISSUED Page 20 of 22
37. Company Organisation for Health & Safety G4S Secure Solutions (UK) Regional Managing Director MD - Overall Responsibility for H&S w ithin the Company. Executive Committee Members H R Director (Director w ith special responsibility for H&S) HR Director - Director w ith especial responsibility for H&S. Executive Committee Members - responsible for ensuring implementation of H&S requirements w ithin their area of responsibility Management Systems Review Group Selected GMB Senior Safety Representatives & National Officers (National Consultative Committee) Head of Risk & Compliance (HS&E Advisors line manager) Management Systems Review Group - The body responsible for formally review ing the effectiveness of the company's management systems. Head of HR - Development of HR Policies National Health, Safety & Environmental Advisor Line Manager Senior GMB Safety Representative (Regional Consultative Committee) Compliance Manager G4S Fire & Security Systems Line Managers - Responsibility for ow n Staff. National HS&E Advisor - Company's designated Competent Person. Region / Area H&S Co-ordinators GMB Safety Representatives They w ill also act as a local point of contact on H&S issues. ALL EMPLOYEES Document classification ISSUED Page 21 of 22
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