STATEMENT OF GENERAL POLICY
1.1. The Company fully accepts the obligations placed upon it by the various Acts of
Parliament covering health and safety. The Company requires its Chief Executive to
ensure that the following policy is implemented and to report annually on its
- MANAGEMENT ORGANISATION AND ARRANGEMENTS
2.1. This policy has been prepared and published under the requirements of Health &
Safety at Work legislation. The purpose of the policy is to establish general standards
for health and safety at work and to distribute responsibility for their achievement to
all managers, supervisors, and other employees through the normal line management
- MANAGEMENT RESPONSIBILITIES
3.1. The Chief Executive has overall responsibility for the implementation of the Company’s
policy. In particular, he is responsible for ensuring that the policy is widely
communicated and that its effectiveness is monitored.
Directors and Senior Managers
3.2. These managers are wholly accountable to the Chief Executive for the implementation
and monitoring of the policy within the area of their specified responsibility.
3.3. The Safety Officer is a nominated manager responsible for co-ordinating effective
health and safety policies and controls across the organisation.
3.4. The Safety Officer is responsible for:
• the production and maintenance of the Company’s policy and ensuring that
Department Guidelines are consistent with policy;
• its application;
• monitoring and reporting on the effectiveness of the policy;
• the provision of general advice about the implication of the law;
• the identification of health and safety training needs. The safety officer also acts
on behalf of the Chief Executive, as the Company’s formal link with the Health and
Safety Executive, Environment Health Departments and other external agencies;
• the production and maintenance of Health and Safety Codes of Practice for each
aspect of the services within the Company.
- HEALTH AND SAFETY MANAGEMENT PROCESS
4.1. The Company believes that consideration of the health, safety and welfare of staff is
an integral part of the management process. The provision of the Health and Safety
at Work etc Act, associated Codes of Practice and E.C. Directives will be adopted as
required standards within the Company. Responsibility for health and safety matters
shall be explicitly stated in management job descriptions.
4.2. The Company requires managers to approach health and safety in a systematic way,
by identifying hazards and problems, planning improvements, taking executive action
and monitoring results so that the majority of health and safety needs will be met from
locally held budgets as part of day-to-day management, although many health and
safety problems can be rectified at little additional cost.
4.3. For major additional expenditure, cases of need will be submitted by Directors to the
4.4. If unpredictable health and safety issues arise during the year, the Chief Executive
must assess the degree of risk, in deciding the necessary resources and actions to
commit to addressing these issues.
- HEALTH, SAFETY AND WELFARE GUIDELINES
5.1. It is the policy of the Company to require departmental managers to produce
appropriate health and safety policies or guidelines. These should embody the
minimum standards for health and safety for the department and the work organised
5.2. It shall be the responsibility of the manager to bring to the attention of all members of
his or her staff, the provisions of the guidelines, and to consult with appropriate Health
and Safety Representatives about the updating of these guidelines. The model
contents of a guideline are:
• a clear statement of the role of the department;
• regulations governing the work of the department;
• clear reference to safe methods of working, for example nursing procedures,
• information about immediate matters of health and safety concern, such as fire
drills, fire exits, first aid;
• training standards;
• the role and identity of the Health and Safety Representative;
• names of specialist advisers who can be approached about the work of the
• the manager responsible for organisation and control of work;
• accident reporting procedures;
• departmental safety rules;
• fire procedures;
• policies agreed by the Company.
- IDENTIFICATION OF HEALTH AND SAFETY HAZARDS
- ANNUAL AUDIT AND REGULAR RISK ASSESSMENTS
6.1. It is the policy of the Company to require a thorough examination of health and safety
performance against established standards in each department, at least annually. The
technique to be adopted for such examinations will be the ‘Safety Audit’. The Audit
requires review of:
• standards laid down in the policy;
• departmental guidelines;
• relevant regulations;
• environmental factors;
• staff attitudes;
• staff instructions;
• methods of work;
• contingency plans;
• recording and provision of information about accidents and hazards and
the assessment of risk.
6.2. The information obtained by the Audit will be used to form the basis of the plan for the
department for the following year. Audits must be completed by July of each year.
6.3. The responsibility for ensuring that audit activity is carried out as part of this policy
rests with the Chief Executive and will be carried out by the Safety Officer. Although
the Audit remains a management responsibility, managers are required as part of this
policy to seek the involvement of the appropriate Health and Safety Representative in
the conduct of the Audit.
6.4. It is the management’s responsibility to ensure that any deficiencies highlighted in the
Audit are dealt with as speedily as possible.
6.5. In addition to carrying out Safety Audits, it is the responsibility of the department
manager to check, at least quarterly, all portable equipment, including electrical
appliances, in their area, and to ensure that all problems are immediately dealt with.
6.6. Managers have a continual responsibility for the elimination of hazards in order to
maintain a safe working environment and will also be expected to carry out regular
risk assessments in line with the Health and Safety Executive Guidelines; that is
follow the 5 steps:
- Identify the hazards
- Decide who might be harmed and how
- Evaluate the Risks and decide on precautions
- Record the findings and implement the precautions
- Review the assessment and update when necessary
- SAFETY REPRESENTATIVES
7.1. The Company will support Safety Representatives in carrying out their role and give
all reasonable assistance. Safety Representatives will be encouraged to discuss
specific health and safety issues with the relevant Head of Department. They may also
formally report hazardous or unsafe circumstances to the Head of Department and will
be formally notified of the remedial action taken or be given a reason why the action
cannot be taken.
8.1. Health and Safety training shall be incorporated within annual training programmes,
as part of the development of a systematic training plan. Health and Safety training
needs will, therefore, be identified and planned for in the same manner as other
8.2. Four areas of need shall be given special priority:
• training for managers, to equip them with an understanding of the
manager’s responsibilities under this policy, and the role and purpose of
• training for safety representatives to enable them to discharge their
• training for all members of staff to acquaint them with the main provisions
of the law and its practical implication, the main features of this policy and
key safety rules;
• induction and in-service training for staff at all levels to acquaint them fully
with new requirements and hazards.
- RECORDS, STATISTICS AND MONITORING
9.1. The Company will operate systems for recording, analysis and presentation of
information about accidents, hazard situations and untoward occurrences Advice on
systems will be provided by the Safety Officer, in conjunction, where appropriate with
specialist advisory bodies for example local Environmental Health Departments, and
the responsibility for the operation of these systems rests with managers and
supervisors at all levels. Information obtained from the analysis of accident statistics
must be acted upon and, where necessary, bids for additional expenditure made to
the Chief Executive
- REPORTS TO THE HEALTH AND SAFETY EXECUTIVE
10.1. The responsibility for meeting the requirements of the Reporting of Injuries, Diseases
and Dangerous Occurrences Regulations 1985 to the Health and Safety Executive,
shall rest with the Chief Executive as delegated to the Safety Officer.
- SPECIALIST ADVISORY BODIES
11.1. Certain bodies and the individual members of those bodies, have always had a Health
and Safety role, most notably, the Health & Safety executive, or local Environmental
Health Departments. If further specialist advice is required, this may be obtained by
Managers from expert individuals or bodies outside the Company.
- THE OCCUPATIONAL HEALTH SERVICE
12.1. It is the policy of the Company to provide Occupational Health Services. Such
services are provided confidentially to the individual employee and include
counselling on health and associated matters, investigation of hazards and accidents,
environment studies, health interviews and employment medicals.
- FIRST AID
13.1. It is the policy of the Company to make provision for First Aid and the training of ‘First
Aiders’ in accordance with the First Aid Regulations (1982). The Safety Officer is
responsible for ensuring the Regulations are implemented and for identifying training
14.1. The Chief Executive is responsible for ensuring that the staff receive adequate fire
training, and that nominated fire officers are designated in all Company premises. The
Chief Executive delegates these responsibilities to the Directors.
14.2. In addition, the Company will nominate a Fire Officer (this may be the Safety Officer
or someone external to the Company)
• report and advise on the standard of fire safety in the Company’s premises and the
standard of fire training of its staff;
• undertake overall responsibility for fire training;
• assist in the investigation of all fires in the Company’s premises and to submit
reports of such incidents.
- CONDEMNATION AND DISPOSAL OF EQUIPMENT
15.1. Procedures for the, condemnation and disposal of equipment are set out in the
Company’s Standing Financial Instructions. Managers introducing new equipment
should have new equipment checked by the Safety Officer.
- FOOD HYGIENE
16.1. Those Managers who have responsibility for food acquisition, storage, processing
and serving, and staff induction and training, are responsible for ensuring that these
functions are undertaken to the necessary legal standards. Any suspected outbreak
of food poisoning or other unexplained and possibly food related incidents must be
reported to the Safety Officer
- LIFTING AND HANDLING
17.1. Managers are responsible for informing staff of safe lifting techniques. The Safety
Officer will identify specific training needs. The HR Office / Head Office will ensure
training in lifting and handling is provided to staff who require it.
- NON-SMOKING ON COMPANY PREMISES
18.1. The Company has agreed that there will be no smoking in its buildings. The overall
aim is to reduce smoking and so save life, reduce risk of fire, prevent unnecessary
illness and chronic disability. The rules relating to smoking on Company premises are
available from the HR Department / Head Office.
- CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH
19.1. The Control of Substances Hazardous to Health Regulations (COSHH) require the
Company to identify those substances which are in use and which are hazardous to
health (as legally defined) and to assess the risk of those substances. The Company
must also provide and use controls to prevent exposure to substances hazardous to
health; maintain controls by monitoring exposure, or by health surveillance of
employees; and provide information, instruction and training for employees on all
these matters. The Safety Officer is responsible for implementing these Regulations.
- COMPUTER INSTALLATIONS AND VISUAL DISPLAY UNITS
20.1. All new computer installations must adhere to the British Standard Specifications and
comply with the Health and Safety (Display Screen Equipment) Regulations 1992. All
new employees operating VDUs are issued with a copy of the Health and Safety
Executive Booklet entitled ‘Working with VDUs’. New employees who regularly use
VDUs will be required to undergo sight screening.
- CONTROL OF WORKING TIME
21.1. The Company is committed to the principles of the Working Time Regulations. No
member of staff is expected to work more than 48 hours per week (including overtime)
unless there are exceptional circumstances. Similarly, all other requirements of the
regulations e.g. in relation to breaks, night workers etc. will be complied with.
- HEALTH AND SAFETY AND THE INDIVIDUAL EMPLOYEE
22.1. The Health and Safety at Work Act requires each employee ‘to take reasonable care
for the Health and Safety of himself and of other persons who may be affected by
their acts and omissions’ and co-operate with management to enable management
to carry out their responsibilities under the Act. Employees have equal responsibility
with the Company for Health and Safety at Work.
22.2. The refusal of any employee to meet their obligations will be regarded as a matter to
be dealt with under the Disciplinary Procedure. In normal circumstances counselling
of the employee should be sufficient. With a continuing problem, or where an
employee leaves themselves or other employees open to risk or injury, it may be
necessary to implement the formal stages of the Disciplinary Procedure.
- PEOPLE WORKING ON COMPANY PREMISES NOT EMPLOYED BY THE COMPANY
23.1. Persons working in the Company premises who are employed by other organisations
are expected to follow Company Health and Safety Policies with regard to the safety
of Company employees, their own personal safety (and that of other parties such as
the general public if appropriate) and their method of work. This responsibility will be
included in contracts or working arrangements. Similarly, seconded Company
employees working in other host premises will be expected to follow the host
employers Health and Safety Policy.
- VISITORS AND MEMBERS OF THE PUBLIC
24.1. The Company wishes to ensure that as far as is reasonably practicable, the Health,
Safety and Welfare of visitors to Company establishments will be of the highest
24.2. Any member of staff who notices persons acting in a way which would endanger other staff should normally inform their Head of Department. If the danger is immediate,
common sense must be used to give warning, call for assistance or give aid as necessary. It is equally important not to over-react to a situation.
25.1. The Company wishes to ensure that as far as is reasonably practicable, the Health, Safety and Welfare of Contractors working in the Company’s establishments will be of the highest standards. In addition, Contractors and their employees have an obligation so far as is reasonably practicable to ensure all equipment, materials and premises under their control are safe and without risks to health.
25.2. Contractors must also observe the Company’s Fire Safety Procedures. These
obligations will be drawn to the attention of the Contractors in the contract document issued to them. In addition, a Company Manager will be identified in the contract as having authority to stop the work of Contractors who are placing themselves, other staff, or visitors at risk. Any member of staff who judges there is a risk where contractors are working, should inform their Manager immediately.
25.3. In tendering, Contractors will be asked to confirm they have a written Health, Safety and Welfare Policy. The Company’s Manager letting the Contract will be responsible for monitoring the Health and Safety performance of the Contractor and the Contractor’s performance will be a factor in deciding whether or not to invite the Contractor to tender again.