LEICESTERSHIRE COUNTY COUNCIL HEALTH, SAFETY & WELLBEING POLICY July 2011 To be reviewed: July 2014 Policy Prepared By: Colin Jones CMIOSH Corporate Health, Safety and Wellbeing Manager 1
CONTENTS 1. INTRODUCTION Page 3 2. GENERAL POLICY STATEMENT Page 4 3. ORGANISATION AND RESPONSIBILITIES Page 6 4. ARRANGEMENTS Page 14 5. MONITORING AND REVIEW Page 15 6. APPENDIX 1 Page 16 DIRECTORATE ARRANGEMENTS 2
1. INTRODUCTION This Policy outlines the framework developed by Leicestershire County Council to manage health, safety and wellbeing. The Policy is a declaration of the County Council s commitment to provide, so far as is reasonably practicable, safe and healthy conditions for employees and persons other than employees who use or visit the Council s premises, or who may be affected by its activities. Each department will develop more detailed and specific systems and procedures to ensure that health, safety and wellbeing on a day-to-day basis is adequately managed. The management systems required to manage health, safety and wellbeing should be proportionate to the level of risk within departments. Leicestershire County Council will establish and adopt procedures to ensure that the health, safety and wellbeing objectives and priorities are monitored and delivered to a high standard and that a pro-active culture to health, safety and wellbeing is maintained throughout. The policy has been produced as required by Section 2 (3) of the Health and Safety at Work etc. Act 1974 to clearly identify the responsibilities of Elected Members, Chief Executive, Directors, Heads of Service and Head Teachers. The purpose of the Policy is to demonstrate that the senior management of Leicestershire County Council are totally committed to the health, safety and wellbeing of all employees and persons other than employees that are affected by our activities. The Chief Executive may delegate many of the responsibilities to Directors, Heads of Service, and Line Managers. By delegating the responsibility the Chief Executive will still remain accountable and responsible. This Policy is set out in four parts: Policy Statement Organisation and Responsibilities Arrangements Monitoring and Review Chief Executive s corporate declaration of intent on behalf of Leicestershire County Council Management structure with the definition of roles and responsibilities within Leicestershire County Council Procedures and systems necessary for implementing the policy The system for measuring the effectiveness of the arrangements and for reviewing health and safety performance 3
2. GENERAL POLICY STATEMENT This Health, Safety and Wellbeing Policy is intended to provide a practical framework for the implementation of the Health and Safety at Work etc. Act 1974 and all relevant legislation, which will be the minimum standard acceptable. It is the policy of Leicestershire County Council that the health, safety and wellbeing of its employees at work shall be, so far as is reasonably practicable, a responsibility of Directors equal to that of any other function delegated to them by Leicestershire County Council. In the design, construction, operation, transportation and maintenance of all plant equipment and materials used and facilities provided, it is Leicestershire County Council s intention to prevent, so far as is reasonably practicable, injury to their employees and any other persons. Therefore the Directors will make available such information, instruction, training and supervision as is necessary to ensure the health, safety and wellbeing at work of all Leicestershire County Council s employees for whom they are responsible and provide the necessary safety devices and adequate controls for those at risk. In addition, safe systems of work through risk assessment will be adopted and promoted. Without detracting from the primary responsibilities of the Directors, Heads of Service, Head Teachers and Line Managers for ensuring safe conditions at work, Leicestershire County Council will provide competent technical advice and training on health, safety and wellbeing matters where necessary and make resources available to promote healthy and safe working conditions. Leicestershire County Council recognises that for a health, safety and wellbeing policy to be successful it should actively involve all employees. Leicestershire County Council will therefore co-operate fully in the appointment of employee safety representatives and include them in discussions and consultations in order to promote and develop measures to ensure adequate standards of health, safety and wellbeing at work are achieved and monitor the effectiveness of such measures. Equally, it is the duty of every employee to take reasonable care for the health, safety and wellbeing of themselves and their fellow employees or any third party who may be affected by their actions at work and to co-operate with management to enable Leicestershire County Council to carry out its own responsibilities for health, safety and wellbeing successfully. The general standards of health, safety and wellbeing, as defined in this statement, will be supplemented by departments arrangements and Directors will be responsible for implementing the policy commitment of Leicestershire County Council on health, safety and wellbeing within their departments. 4
This statement of policy will be kept under review and any amendments made to it will be brought to the notice of all Leicestershire County Council employees. John Sinnott Chief Executive Date: July 2011 5
3.ORGANISATION AND RESPONSIBILITIES Successful health, safety and wellbeing management depends on a systematic approach throughout the organisation, so that health, safety and wellbeing becomes fully integrated with all other aspects of business management. A proactive health, safety and wellbeing culture will require strategic leadership from the Chief Executive and Directors with support from the Corporate Health, Safety and Wellbeing Manager and Health, Safety and Wellbeing Advisors. Leicestershire County Council must ensure that adequate resources are available to implement the principles of its health, safety and wellbeing policy and conform to all relevant health and safety statutory regulations. Elected Members Elected members are responsible for applying health and safety legislation. As a corporate body the elected members have collective health, safety and wellbeing responsibilities; individually they should ensure that this corporate health, safety and wellbeing policy is applied effectively within any areas that they have particular responsibility for. The corporate body should ensure that adequate resources are made available to implement successful health, safety and wellbeing management and to conform to all relevant health and safety statutes. Chief Executive The Chief Executive has overall responsibility throughout Leicestershire County Council for implementing and achieving the objectives of the health, safety and wellbeing policy. Leicestershire County Council has delegated to the Chief Executive, the responsibility for ensuring that Directors comply with Leicestershire County Council s health, safety and wellbeing policy. The Chief Executive will delegate the day-to-day health, safety and wellbeing monitoring, reviewing and auditing to Directors. 6
Directors The Chief Executive has delegated collectively, to all Directors, the responsibility to: 1. Ensure that departments health, safety and wellbeing arrangements are developed and implemented and that they describe the procedures that have been made for ensuring that adequate health, safety and wellbeing standards are maintained. 2. Ensure that the objectives of Leicestershire County Council s health, safety and wellbeing policy are fully understood by Heads of Service. 3. Establish a pro-active health, safety and wellbeing culture: which sets objectives, targets and priorities for departments, establishing methods for monitoring and reviewing them and actively encouraging ownership and accountability at all levels to ensure continuous improvement. 4. Make recommendations to the Chief Executive to secure the provision of adequate resources, as may be required to successfully manage health, safety and wellbeing. 5. Ensure that at all levels of management know and accept their individual responsibilities regarding health, safety and wellbeing and are adequately trained to carry out those responsibilities. 6. Ensure the development and maintenance of an effective joint consultative process for department health and safety. 7. Establish, implement, and monitor an effective department health and safety training plan that must identify and provide information, instruction, training and supervision that is necessary to manage health and safety. 8. Ensure that procedures and mechanisms exist which evaluate, monitor and review health, safety and wellbeing performance. 9. Ensure compliance with corporately agreed targets, standards and objectives. 10. Ensure compliance with all current health and safety legislation. 11. Consult and seek advice where necessary. 12. Provide clear leadership on health, safety and wellbeing and set a personal example. 7
Heads of Service, Managers and Head Teachers Heads of Service, Managers and Head Teachers will make adequate provision for the effective management of health, safety and wellbeing within the area of their responsibility, ensuring that all managers of staff and others under their jurisdiction are aware of, and held accountable for, the specific application of their health, safety and wellbeing duties to employees and any other person. If Heads of Service, Managers and Head Teachers choose to delegate their operational activities to lower levels of management and staff they must ensure that those nominated are competent, understand and accept the responsibility being delegated to them; Heads of Service, Managers and Head Teachers will still remain accountable for those activities. Under the direction of their Director and in accordance with department action plan, Heads of Service will: 1. Ensure that satisfactory health, safety and wellbeing standards are maintained through effective management and risk assessment processes to: Eliminate the risk of accidents causing physical injury, health problems or damage to property so far as is reasonably practicable Risk assess and apply appropriate control measures, where hazards cannot be eliminated Record, monitor and review risk assessments at regular intervals 2. Ensure that adequate communication channels exist within their area of control for health, safety and wellbeing. 3. Ensure that staff are competent to undertake their tasks and duties. 4. Ensure that adequate resources are provided to maintain health, safety and wellbeing, and manage these resources on a risk priority basis. 5. Ensure that personal protective equipment is provided, used and maintained, where necessary. 6. Work pro-actively to promote and achieve a healthy work/life balance for staff. 7. Ensure that procedures exist and are effectively implemented to identify and provide the information, instruction, training and supervision needed to secure health, safety and wellbeing. 8. Seek to proactively develop and improve health, safety and wellbeing within their area of responsibility. 8
9. Ensure procedures are in place for the reporting and recording accidents and incidents, investigation and taking appropriate action to prevent recurrence within the statutory time scale. 10. Ensure that their employees understand and accept their individual responsibilities regarding health, safety and wellbeing and are adequately trained to carry out their responsibilities. 11. Monitor and review with their managers / health, safety and wellbeing advisors their department health and safety targets and priorities in line with the overall corporate objectives. 12. Ensure that health, safety and wellbeing arrangements and performance are formally evaluated, monitored and reviewed at least on an annual basis. 13. Ensure that the Health, Safety and Wellbeing Advisor s are consulted, along with employees representatives, prior to changes in accommodation and working practices. 14. Ensure that the Director and the Corporate Health, Safety and Wellbeing Manager are informed of any breach of health and safety statutory requirements. 15. Ensure that safe systems of work are fully discussed, recorded, implemented and reviewed with the appropriate employees concerning: Current work activities Planning new operations, methods of work etc. Design/acquisition of new buildings, plant and equipment 16. Ensure consultation takes place between managers from other directorates, organisations and appropriate employees safety representatives, when sharing premises. 17. Consult and seek advice where necessary. 18. Provide clear leadership on health, safety and wellbeing and set a personal example. 9
Corporate Health, Safety and Wellbeing Manager The Corporate Health, Safety and Wellbeing Manager will present a report to the Chief Executive annually on the health, safety and wellbeing performance of Leicestershire County Council. Maintain the Health, Safety and Wellbeing Advisors meetings, JCC Health and Safety Committee and all other Health and Safety sub groups. The Corporate Health, Safety and Wellbeing Manager will present all new corporate policies and legislative changes to the Corporate Management Team for their consideration and approval. The Corporate Health, Safety and Wellbeing Manager will ensure that arrangements are in place for: Policy Development Management of health and safety (HSG65), (BS8800) or (OHSAS18001) Accident statistics and reporting Setting performance related targets and objectives Measuring health and safety performance Provision of an effective Joint Consultative Committee process Corporate monitoring of departments: Auditing Inspection Accident recording and investigation Review of performance Training Advise Directors on health, safety and wellbeing matters Provide professional lead to the health, safety and wellbeing community Develop and establish corporate standards and targets Advise on forthcoming Health and Safety legislation which may affect service delivery 10
Health, Safety and Wellbeing Function The Senior Health, Safety and Wellbeing Advisors and their teams will support managers and staff and provide professional advice, guidance and assistance on all health, safety and wellbeing issues to ensure both legislative requirement and best practice. They will :- Develop and improve healthy, safe and supportive working environments and monitor and review the requirements of the policy. Ensure that a planned programme of audits and inspections are undertaken and report their findings to the responsible head of service/manager/head teacher. Consult with recognised trade unions and other departments on health and safety matters. Develop standards and targets for continuous improvement. Monitor and inspect the workplaces at pre determined intervals. Develop reports on the findings of the workplace inspections. Produce an action plan with the responsible manager to implement the recommendations of the reports. Provide health and safety training as and when required by their areas of responsibility. Produce a quarterly and annual report to the Corporate Health, Safety and Wellbeing Manager on the departments health, safety and wellbeing performance and detailing progress on standards and targets set. Produce Health, Safety and Wellbeing guidance and policy which will enable managers and staff to meet statutory requirements. 11
Employees Definition: All Leicestershire County Council employees will include, students, volunteers, agency workers and contract workers, for the terms and reference of this policy. If you are an employee with managerial responsibilities you must understand and undertake the responsibilities delegated by your Head of Service, and: All employees, including those with managerial responsibilities, have a responsibility to: Take reasonable care, while at work, to ensure that you do not endanger either yourself or anyone else who might be affected by your actions or omissions. Co-operate with your employer or other person in respect of your health and safety duties and follow all instructions (written and verbal) to protect your own and other people s health and safety. Not misuse or interfere with any safety equipment and/or protective clothing as may be provided and avoid improvisation in any form, which could create unnecessary risks to health and safety. Ensure that plant and equipment is in a safe condition, before use and acquaint yourself with all relevant processes, materials and substances and use as advised. Report any defects, loss or damage to your manager. Be aware of your capabilities and competence, both physically and mentally and inform a manager if you feel unable to continue with your duties. Behave in an orderly manner at all times in the workplace and not get involved in any horseplay. Avoid taking short cuts or changing work activities, which could create unnecessary risks to your health and safety. Use all safety equipment and/or personal protective equipment as may be provided. Report all accidents, incidents, and near misses and concerns about safety to a manager, even if an injury was not sustained. Be familiar with any health and safety policies, procedures, risk assessments or any other health and safety documentation, applicable to you. Be familiar with all relevant processes, materials and substances, before use and then use them as advised. 12
Be appropriately dressed for your working environment and activity. Be aware of your First Aid provision and understand the fire/emergency evacuation and fire prevention procedures, position of fire alarms and equipment and participate in drills as required. Take part in health, safety and wellbeing training and development courses. Take part in health surveillance programmes, as required. Set a good personal example. 13
4. ARRANGEMENTS These arrangements describe the systems and procedures necessary to ensure that the Chief Executive and Directors fulfil their roles and responsibilities and provide the foundation for securing the health and safety of Leicestershire County Council s employees and others affected. Corporate policies and procedures will be developed as required by legislation and placed on the Corporate Information Service (CIS). Further department procedures will be specifically developed as required by legislation and communicated to all staff. Health and Safety Standards and Targets Directors will review progress of the delivery of health and safety objectives set out in this policy annually. The Corporate Health, Safety and Wellbeing Manager and Health, Safety and Wellbeing Advisers will provide professional advice to ensure that the objectives being set are effective, achievable and appropriate to the risk levels within the directorates. Directors will require managers to submit progress reports on the achievements and outcomes of their respective health and safety action plans. The Chief Executive and Directors will use these reports together with the Corporate Health, Safety and Wellbeing Manager to assess how department s are meeting their devolved health and safety obligations. Effective Communication Channels Communication channels for the exchange of health and safety knowledge and information should be formalised and structured and delivered in a range of formats verbal, paper copy or electronic. These channels should include: Health and Safety committees Management team meetings Health and Safety training and development County wide health and safety policies and procedures All feedback on health and safety issues must be valued and staff should be given the opportunity to contribute to this process. Department Arrangements Each department has specific health and safety arrangements, which can be found in appendix 1 of this policy. 14
5. MONITORING & REVIEW The content of this policy and its effectiveness in terms of health, safety and wellbeing performance will be the subject of a three-year review unless significant changes occur. The achievements of departments will be assessed against their previously identified objectives and priorities. Monitoring will take place both corporately and within each directorate. At a corporate level the Corporate Health, Safety and Wellbeing Manager will report to the Chief Executive via the Head of Corporate Resources. Monitoring will be both pro-active and reactive, incorporating spot checks, comprehensive inspections, audits and accident investigations and statistical analysis. Monitoring the requirement s of this policy will be carried out by departmental managers and Health and Safety Officers to establish whether: Legal compliance is being achieved Health and safety responsibilities are being properly identified and discharged correctly Department management teams are accepting and dealing effectively with their devolved health, safety and wellbeing obligations Corporate health, safety and wellbeing arrangements, procedures and policies are being applied and adhered to Risk assessments are being developed, monitored and reviewed Employees are aware of, and comply with, health and safety requirements, and carry out their duties safely in line with best practice Accident trends are showing a continuous improvement Performance standards and targets are being monitored and are being achieved All employees and supervisors are receiving appropriate health and safety training and development All employees receive a health and safety induction 15