Health and Safety at Work etc. Act 1974 - Transforming … & Safety Policy... · Web viewto provide adequate control of the health and safety risks arising out of our work activities

Health and Safety Policy/H&S

Inaura Health and Safety Policy

How Inaura manages health and safety risks to maximize the safety of our students and staff

Date of Previous Review

October 2012, October 2013, July 2014

Date of last review

July 2016

Date of next review

July 2017

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Health and Safety at Work etc. Act 1974 This is the Health and Safety Policy Statement of Inaura Services, Manor Farm Cottage, Godney, Somerset, BA5 1RZ. Our statement of general policy is:

• to provide adequate control of the health and safety risks arising out of our work activities

• to consult with our employees on matters affecting their health and safety • to provide and maintain safe plant and equipment • to ensure safe handling and use of substances • to provide information, instruction and supervision for employees • to ensure all employees are competent to do their tasks, and to give them adequate

training • to prevent accidents and cases of work-related ill health • to maintain safe and healthy working conditions • to review and revise this policy as necessary at regular intervals.

Signed: …………………………………………………………………………… Position:……………………………………………………………………………. Date: ……………………………………….. Review date:…………………..

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Introduction This policy falls naturally into two parts and appendices Part one Student Safety Part two General Safety This Policy is available in the following formats: Hard copy Documents • This policy • Files containing records relating to the administration of this policy such as PAT testing • Forms relating to Fire safety checks and Fire drills • Files containing o collated risk assessments (student risk assessments are also maintained on individual files) o third party risk assessments

o Consent forms (also on student files) • Staff competency certificates Online records • Current original versions of all risk assessments • Table of allowed activities for specific students • This Policy • Risk Management Flowchart • Guide to Inaura Risk Management System

PART ONE Student Safety This details the specific and unique arrangements Inaura has devised to manage the risks associated with the kinds of programmes we run for students with complex and significant special needs. Index to Part one: • Online risk assessment system • Staff Responsibility for student safety • Risk Management Administrator • Flow chart The online risk assessment system Our programmes take place on and off-site and are rich in vocational and high energy activities. Inaura use an online management system listing risks related to location, activities and students. There is a form for combining and associating particular students engaging in activities in specific

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locations with a particular member of staff and a further means of tracking these with the collection and collation of consent forms, third party risk assessments and staff competency certificates. It also provides a highly effective means of controlling the induction of new staff and ensuring that authorization to supervise students activities or locations, and evidence of the development of staff competencies to ensure they are able to guide the student purposefully. Within the system the process of risk management explicitly covers individual students, locations and activities. All antecedent risks are considered and assessed using the same processes. Students risk assessments are married to locations and activities and all students are specifically assessed with measured levels of concern for: Historical risks Running off Anti-social behaviour Bullying Group Work Behaviour in public Inappropriate sexual behaviour Lone working Medical Mental Health/SEN Offending behaviours Trips/Outings Physical violence Substance misuse Self-injurious behaviour Social activities Transport and travel

These assessments are reviewed termly and dynamically where there is change Staff responsibility for student safety Role: To Utilise and contribute to the online risk assessment system It is important that staff accountabilities are clear. We have devised a unique system to ensure this is understood to match the unusual nature of our programmes compiled into a simple table. Using this table, we are always clear who has overall group or centre responsibility when more than one member of staff is present. Risk Management Administrator Role : To Maintain the online risk assessment system Management of the various forms and records is a substantive task so our policy is to identify and assign the role of risk management administrator to a member of clerical staff and sufficient time for the administrator to carry out all the documentary tasks and maintain the system. Flow chart

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Index to the flowchart: SLT Senior Leadership Team RA Risk Assessment RMA Risk Management Administrator HSO Health and Safety Officer Flow chart (overview of system) Definitions: Senior Leadership Team: CEO, Pro CEO, Deputy Head Risk Management Administrator: Emma PollardHealth & Safety Officer: Grant Lewis Flow chart(overview of system)

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PART TWO General Safety Index to Part Two: Organisation

• Employer’s Responsibility • Employee Duties • Scope of Policy • Implementation • Statement of Purpose

Arrangements

• Accountabilities • CEO • Health & Safety Officer • Senior Management Team • All Staff • Contractors • Fire Instruction & Assessment • Reporting• Review

HEALTH AND SAFETY POLICY STATEMENT It is the Employers’ Policy to do all that is reasonable to prevent personal injury and damage to property and to protect everyone from foreseeable work hazards, including the public, in so far as they come into contact with the Company, its operations and buildings. Employer’s Responsibility:

• To provide and maintain safe and healthy working conditions taking account of any statutory requirements.

• To provide training and instruction to enable employees to perform their work safely and efficiently.

• To make available all necessary safety devices and protective equipment and to supervise their use.

• To maintain a constant and continuing interest in health and safety matters applicable to the Company's activities, in particular, by consulting and involving employees or their representatives wherever possible.

Employee’s Duty to co-operate in the operation of this policy:

• By working safely and efficiently. • By using the protective equipment provided and by meeting statutory obligations. • By reporting incidents that have led or may lead to injury to people or damage to property,

plant or equipment. • By adhering to the Company Procedures, for securing a safe workplace.

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• By assisting in the investigation of accidents with the objective of introducing new measures to prevent a recurrence.

A copy of this statement, together with procedures will be displayed in suitable areas. The Policy will be continually reviewed by the Management and amended or added to as appropriate. This must be a senior member of the organisation, the CEO for example. Scope and structure of Policy The Health and safety policy details the governance, legal requirements, responsibilities, accountabilities, and staff roles relating to the delivery of this policy. The Health and Safety Policy is an umbrella policy covering the following policies and protocols:

• Inaura Risk management system • Accident and incident policy • Manual handling policy • First aid and medication policy • Medical needs policy • Fire safety plan • Premises files • Drugs Education Policy • No Smoking policy • Inaura sites risk assessments • Lone working policy• Sound Equipment Policy and Procedure

The list is not exhaustive. IMPLEMENTATION OF H&S POLICY In the premises the Safety Policy will be implemented by:

• Providing and maintaining plant and systems of work, which are carefully designed and monitored.

• Ensuring that maximum safety standards are complied with when using, handling, storing and transporting articles and other substances.

• Ensuring that a high standard of instruction, training and supervision is given to all employees and all necessary information regarding health and safety at work is provided.

• Ensuring the place of work is maintained in a high standard of cleanliness and hygiene and housekeeping and there are safe and proper means of access to and from places of work.

• Ensuring that adequate protective equipment and clothing, bearing in mind the nature of work involved, is provided for all employees and used by them.

• Ensuring that there are specific arrangements entered into when sub-contracting work so that the policy is adhered to by sub-contractors.

• Ensuring that adequate facilities and arrangements are to be provided for welfare at work. • Ensuring that all employees must comply with the relevant laws and regulations and

cooperate with those responsible for enforcing them. A system will be maintained for the prompt reporting of accidents and their investigations together with preventative measures and statistical appraisals where necessary.

• Ensuring that the responsibilities of employees in connection with health and safety will be specified clearly in writing.

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Statement of purpose (H & S)

• All possible actions will be taken to ensure the maintenance of a safe and healthy working environment, and the health and safety of all people, and to prevent damage to Inaura property, by promoting awareness of legal, personal and economic responsibilities.

• It is the duty of all employees to conform to Inaura’s Policy and safe systems of work, and to accept and carry out their responsibilities; failure to do this will result in disciplinary action being taken against the employee.

• In this connection employees are reminded of their own duty under section 7 of the Health and Safety at Work Act, to take responsibility for their own safety and that of other workers, and to co-operate with Inaura so as to enable it to carry out its own responsibilities successfully.

• All employees who authorise work to be carried out at any time must ensure that sufficient information, instruction, supervision and welfare facilities are provided to enable employees to avoid hazards and contribute to their own safety and health at work. They must also carry out safety inspections of the working environment under their control to maintain standards.

• All employees should contribute towards making the work area, and access to it, as safe as possible.

• All working practices should be periodically appraised to ensure that the safest procedures are adopted.

• All sub-contractors employed by Inaura will be required to comply with, and adhere to Inaura’s Policy on Safety.

General health & safety arrangements

• FIRE - What to do IN CASE OF FIRE is covered by separate instructions posted throughout the premises.

• ACCIDENTS DANGEROUS OCCURRENCES & NEAR MISSES- Employees must report ALL INSTANCES on relevant forms. This will be followed by an investigation to determine cause so as to remedy any faults and prevent recurrence.

• FIRST AID - The location of first aid boxes and the names of first-aiders will be published on the notice board.

• INSTRUCTION of employees in safe working methods and the maintenance of these methods are amongst the duties of management/supervision, who also initiate any steps necessary to improve unsafe conditions.

• TRAINING - The TRAINING OF EMPLOYEES in health and safety matters necessary to their work and in the operation of emergency procedures is undertaken according to the school’s training and professional development plan.

• GOOD HOUSEKEEPING - is considered to be the foundation of our Safety Programme in which everyone must play a part. There are arrangements for: ¬

• The proper storage of clothing, tools and waste and the removal of waste. • The provision of adequate space for machinery and plant and working materials. • Maintaining clean teaching rooms, offices, washing, toilet and first aid facilities. • MAINTENANCE OF EQUIPMENT - on which personal safety depends, is the responsibility of

the Centre Managers at their premises. All defective equipment must and will be withdrawn from use until faults are rectified, and all work carried out will be by competent personnel.

• SAFETY INSPECTIONS – Regular SAFETY INSPECTIONS of all areas will be undertaken in accordance with a timetable agreed by Management. Safety inspections are carried out by the Health & Safety Officer. Remedial action as a result of the inspections to correct

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potentially harmful situations will be carried out if reasonably practicable to do so. Regular assessments with review process to be applied.

• RISK ASSESSMENTS will be carried out as required under the Management of Health and Safety Regulations, any changes or new production/maintenance requirements will be assessed.

• HANDLING CHEMICALS - Safe working methods, signage and safe storage practices are in place for people HANDLING CHEMICALS.

• COSHH listings are held with line managers, where appropriate.

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ELECTRICAL INSTALLATIONS - are tested by a qualified, competent, authorised person in compliance with safe working practices. Portable appliances are tested on a regular basis by a competent authorised person and reported i.e. PAT testing.

• WORK PLACE VIOLENCE - Risk assessments are carried out and every effort is made to avoid WORK PLACE VIOLENCE. Staff receive regular training to avoid, monitor and control violence. All significant events are recorded on relevant forms.

Accountabilities Overall Responsibility

• The CEO and Pro-CEO have overall and final responsibility for Health and Safety within the Company and its operations.

• They will ensure the Company has an overall effective policy for Health and Safety and will delegate specific responsibilities to ensure that all requirements of the current Health and Safety legislation are being satisfied.

Specific Management Responsibilities Responsibility Name

Training Senior Leadership Team First Aid Provision Senior Leadership Team Fire Equipment Senior Leadership Team Computer Equipment Senior Leadership Team Cleaning - Senior Leadership Team Collection/Delivery Procedures Senior Leadership Team Accident Investigation Senior Leadership Team Visitor (Including Sub-Contractors) Senior Leadership Team CEO Legal Responsibilities of the CEO: The CEO will take responsibility for ensuring Health and Safety of workers and for reducing risks to others affected by work activities, including members of the public (section 2 and 3 of the Health and Safety at Work Act 1974). The CEO will prepare, and make sure employees know about, a written statement of your Health and Safety policy and the arrangements in place to put it into effect. General Responsibilities of the CEO:

• Understanding the main requirements of the Health and Safety at Work etc. Act 1974. • Ensuring that competent people are employed to assist the employer in carrying out his

statutory responsibilities. • Setting company policy and direction. • Developing health and safety strategies and company objectives. • Reviewing company performance. • Ensuring that adequate resources are made available. • Ensuring that managers are adequately trained and capable. • Ensuring the effective implementation of company policy. • Reviewing the effectiveness of the policy. • Ensuring the Trustees are informed of progress and developments. • Ensuring that competent people are appointed to assist in the evacuation procedures.• Carrying out audits of their areas of responsibilities/organizing audits to be carried out.• Chair the Health and Safety Committee meetings.

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Health and Safety Officer Duties of the Health and Safety Officer:

• Understand the main requirements of the Health and Safety at Work etc. Act 1974 and legislation applicable to the company.

• Coordinate Fire Safety • Ensure that suitable and sufficient training is provided at all levels of the organization. • Advise Trustees and senior managers on the implementation of company policy. • Monitor accident trends. • Jointly investigate accidents with the managers and H&S team. • Assist in the preparation of safe systems of work. • Assist in the reviewing and revising of company policy. • Reviewing new legislation and guidance, advising senior managers and directors on their

impact. Senior Management Team The Senior Management Team are required to take all necessary and appropriate action to ensure that the requirements of all relevant legislation, codes of practice and guidelines are met in full at all times. In Particular:

• To be aware of the basic requirements of the Health and Safety at Work etc. Act 1974 and any other health and safety legislation and codes of practices relevant to the work of Inaura.

• To ensure, at all times, the health, safety and welfare of staff, young people and others using Inaura premises or facilities or services or attending or taking part in Inaura-sponsored activities.

• To ensure safe working practices and procedures throughout Inaura including those relating to the provision and use of machinery and other apparatus, so that each task is carried out to the required standards and so that all risks are controlled.

• To consult with members of staff, including the health and safety representatives, on health and safety issues.

• To arrange systems of risk assessment to allow the prompt identification of potential hazards.

• To carry out periodic reviews and safety audits on the findings of the risk assessment. • To identify the training needs of staff and young people and ensure, within the financial

resources available, that all members of staff and young people who have identified training needs receive adequate and appropriate training and instruction in health and safety matters.

• To encourage staff, young people and others to promote health and safety. • To ensure that any defects in the premises, its plant, equipment or facilities, which relate to

or may affect the health and safety of staff, young people and others are made safe without delay.

• To encourage all employees to suggest ways and means of reducing risks. • To collate accident and incident information and, when necessary, carry out accident and

incident investigations. • To monitor the standard of health and safety throughout Inaura, including all Inaura-based

activities, encourage staff, young people and others to achieve the highest possible standards - and discipline those who consistently fail to consider their own well-being or the health and safety of others.

• To monitor first aid and welfare provision.

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• To monitor the management structure, along with the Health and Safety Committee.

The Duties of All Members of Staff All staff will make themselves familiar with the requirements of the Health and Safety at Work etc. Act 1974, and any other health and safety legislation and codes of practice, which are relevant to the work of the department in which they work. They should: Take reasonable care of their own health and safety and any other people who may be affected by their acts or omissions at work. As regards any duty or requirements imposed on his or her employer or any other people, by or under any of the relevant statutory provisions, co-operate with him or her so far as necessary to enable that duty or requirement to be performed or complied with. All staff are expected to familiarise themselves with the health and safety aspects of their work and to avoid conduct, which would put them or anyone else at risk. In particular all Members of Staff will:

• Take an active interest in promoting health and safety and suggest ways of reducing risks • Be familiar with the Safety Policy and any and all safety regulations as laid down by the

Trustees. • Ensure health and safety regulations, rules, routines and procedures are being applied

effectively by both staff and young people. • See that all plant, machinery and equipment are adequately guarded. • See that all plant, machinery and equipment are in good and safe working order and report

defective equipment and dangerous situations. • Not make unauthorized or improper use of plant, machinery and equipment. • Use the correct equipment and tools for the job and any protective equipment or safety

devices, which may be supplied. • Ensure that toxic, hazardous and highly flammable substances are correctly used, stored and

labelled. • Avoid horseplay, which could result in injury. • Not undertake tasks that they are not trained for.

Contractors/Hirers/Other The CEO will seek to ensure that hirers, contractors and others who use Inaura premises conduct themselves and carry out their operations in such a manner that all statutory and advisory safety requirements are met at all times. When the Inaura premises or facilities are being used out of normal school hours for a school sponsored activity then, for the purposes of this policy, the organizer of that activity, even if an employee, will be treated as a hirer and will comply with the requirements of this section. When the premises are hired to people outside the employ of Inaura, it will be a condition for all hirers, contractors and others using Inaura premises or facilities that they are familiar with this policy, that they comply with all health and safety directives of Inaura and that they will not without the prior consent of Inaura:

• Introduce equipment for use on Inaura premises.

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• Alter fixed installations. • Remove fire and safety notices or equipment.• Take any action that may create hazards for people using the premises or the staff or

young people of Inaura.• Where specialist contractors are engaged, they must ensure all portable electrical appliances

utilized on the premises are checked and tested in accordance with the HSG 107 Maintaining Portable and Transportable Electrical Equipment.

All contractors must be appointed through a senior manager. They must provide evidence to ensure they are competent to carry out any work they have been asked to do. Ideally, prior to commencing work they should read, sign and date clause 31 in the ‘Contractors Code of Practice’ (See booklet in ‘Safe Working Procedures’). Copies must be forwarded to the Health & Safety Administrator along with a copy of their Public Liability Insurance and any relevant paperwork. Contractors who work on Inaura premises are required to ensure safe working practice by their own employees under the provisions of the Health and Safety at Work etc. Act 1974 and must pay due regard to the health and safety of all people using the premises in accordance with ss.3-4 of the Health and Safety at Work etc. Act 1974. The Trustees draw the attention of all users of Inaura premises (including hirers and contractors) to s.8 of the Health and Safety at Work etc. Act 1974, which states that no person shall intentionally or recklessly interfere with or misuse anything which is provided in the interests of health, safety or welfare in pursuance of any of the relevant statutory provisions. FIRE INSTRUCTION AND FIRE RISK ASSESSMENTS All persons employed should be instructed and trained – via induction – to ensure that they understand the fire precautions and the action to be taken in the event of fire. The aim should be to ensure that all staff receives instruction and training appropriate to their responsibilities in the event of an emergency. It should be based on written instructions. Instructions should be given frequently by a competent person, at such intervals as will ensure that all employed persons are instructed preferably at least twice and in all cases at least once, in each period of twelve months and recorded.

• Instruction and training generally should provide for: • The action to be taken upon discovering a fire.• The correct method of calling the Fire Brigade. • The location and the use of firefighting equipment. • Appreciation of the importance of fire doors and the need to close all doors at the time of a

fire and on hearing the fire alarm. • Isolating power supplies, where appropriate. • Evacuation of the building, (where members of the public are present this will include

reassuring them and escorting them to exits, etc.) At least once a year, (at more frequent intervals in large premises), a practice fire drill should be carried out simulating conditions in which one or more of the escape routes from the building are obstructed Such details, as are necessary to show the training and instruction given, should be recorded. The following are examples of matters, which may need to be included in such a record:

• Date of the instruction or exercise. • Duration. • Name of the person giving the instruction. • Names of people receiving instruction.

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• The nature of the instruction, training or drill. Fire Risk Assessments:

• Under the Regulatory Reform (Fire Safety) Order 2005, Inaura is responsible for the fire safety of any property of which it has control (either on its own or jointly). All properties are to have in place a fire risk assessment that needs to be completed by a competent person.

• The Risk Assessment should be thorough and take into account any possible sources of ignition, and any significant fire loading.

• The report to include control measures, and the report to be kept on the premises and updated when necessary.

• The Fire Risk Assessment is to be reviewed annually. Significant Events

• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) came into force on 1 April 1996.

• Reporting accidents and ill health at work is a legal requirement. The information enables the Health and Safety Executive (HSE) and local authorities (referred to as ‘the enforcing authorities’) to identify where and how risks arise and to investigate serious accidents.

• The Regulations apply to events, which arise out of or in connection with work activities covered by the Health and Safety at Work etc. Act 1974.

HEALTH & SAFETY - EVENTS WHICH MUST BE REPORTED

• Events arising ‘out of or in connection with work’, which must be reported to the enforcing authority in writing, with a record kept.

• The death of any person as a result of an accident, whether or not they are at work must be reported if it results from an accident arising out of or in connection with work. The enforcing authority must first be notified by the quickest possible means (e.g. by telephone).

• Someone who is not at work (e.g. a member of the public) suffers an injury as a result of an accident and is taken from the scene to a hospital or, if the accident happens at a hospital, suffers a major injury. The enforcing authority must first be notified by the quickest possible means (e.g. by telephone).

• Someone who is at work suffers a major injury as a result of an accident. The enforcing authority must first be notified by the quickest possible means (e.g. by telephone).

• One of a list of specified dangerous occurrences takes place. Dangerous occurrences are events, which do not necessarily result in a reportable injury, but have the potential to cause significant harm.

• Someone at work is unable to do the full range of his or her normal duties for more than seven days as a result of an injury caused by an accident at work.

• A person at work suffers one of a number of specified diseases, provided that a doctor diagnoses the disease and (except for certain communicable diseases reportable only offshore) the person’s job involves a specified work activity.

• Near misses. Information Needed by the Enforcing Authority: Brief details about Inaura, the injured person and the accident. Within ten days the HR Department will follow this up with a completed accident report form (F2508).

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‘Seven-Day’ Injuries A seven-day injury is one which is not major but results in the injured person being away from work or unable to do the full range of their normal duties for more than three days (including any days they wouldn’t normally be expected to work such as weekends, rest days or holidays) not counting the day of the injury itself. Such injuries must be reported to RIDDOR. From 6 April 2012 this will change to ‘Over-seven-day’ injuries.

Dangerous Occurrences • If something happens which does not result in a reportable

injury, but which clearly could have done, it may be a dangerous occurrence, which must be reported immediately (e.g. by telephone) to the enforcing authority.

Reportable dangerous occurrences include: • Electrical short circuit or overload causing fire or explosion;• Unintended collapse of a wall or floor in a place of work.

Accident Investigation Forms In the event of any significant staff injury, the Senior Manager is expected to complete an Accident Investigation Form and send it to the HR Department. The purpose of the form is to: Record relevant information. Determine the causes of the accident. Take corrective action to prevent future occurrence. Circulate results to relevant persons. Manager’s Role Inaura regards the promotion of Health and Safety measures as a mutual objective for Management and Employees at all levels. Section 2 & 3 of the Health and Safety at Work Act 1974. Reviewing this policy Individual policies mentioned in this document have their own cycle of review shown on the front of that policy. A review matrix will be collated for H&S which we will then implement through our business diary We will carry out a full policy review annually We will audit the school using the Somerset key questions (in previous safeguarding review).

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