The Aurora Group Health and Safety Policyreynardcare.co.uk/.../06/AS6.-Health-Safety-Policy-v4.pdf · 2020. 6. 24. · POLICY OVERVIEW The Aurora Group is a provider of education

Version 4 © The Aurora Group 2019 Approved by: David Goodall

Review date: October 2020 October 2019

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Policy: AS6

The Aurora Group

Health and Safety Policy



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Policy: AS6

Table of Contents

Policy Overview

Health and Safety Policy Statement

The Management of Health & Safety Structure

Organisation Roles and Responsibilities

Health and Safety Consultancy

Health and Safety Arrangements and procedures

Risk Management Process

Employee Consultation

Health and Safety Training

Health & Safety Arrangements (Alphabetical)

A-Z Arrangements –

Accidents, assaults and near misses

Asbestos

Contractors

Display Screen Equipment (DSE)

Drugs and Medication

Electricity and Portable Electrical Equipment

Fire Precautions and Procedures and Emergencies

First Aid

Food Hygiene

Gas Safety

Glass Glazing Windows and Doors

Grounds – Safety & Security

Hazardous Substances – COSHH

Housekeeping

Lifting equipment

Lone Working

Manual Handling

New and Expectant Mothers

Noise

Occupational Health – Stress and Staff Well Being

Personal Protective Equipment (PPE)

Reporting Defects

Safety Signs and Signals

Shared Use of Company Premises and Lettings

Smoking

Transport – Vehicles Used for Business

Vermin Control



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Policy: AS6

Vibration

Violence To Staff and Challenging Behaviour

Visitors

Vulnerable People and Disability

Waste Management

Water Quality/ Temperature and Hygiene

Welfare

Working at Height

Work Equipment

Work Experience and Young People

Workplace Safety

POLICY OVERVIEW

The Aurora Group is a provider of education and care for children and young people with special needs, aiming

to unlock the potential within each individual by creating enabling learning environments so that children and

young people to have the opportunities to grow in their own unique and inspiring ways.

This document is the agreed Health and Safety policy of The Aurora Group, as required by the Health and

Safety at Work Act 1974 and associated Regulations. It is central to our positive Health and Safety

management system and highlights the commitment within Aurora Group to protect our employees and other

people affected by our work and/or locations, with the intention that all are provided with a safe and healthy

living or working environment.

The policy outlines the general structure of the group arrangements with regards to Health & Safety

Management, key roles within the structure and their associated responsibilities. The overall ownership and

responsibility for the implementation and enforcement of the policy lies with the Chief Executive and the

Executive Team as set out in the policy, then with the individual sites and management teams. The

responsibility for arrangements for implementing policies, reviews and audits lie also with the Executive Team

and will be supported by the Health & Safety teams across the company.

The policy should be read in conjunction with applicable Risk Assessments, policies and procedures, as well as

where appropriate reference materials, guides or rules applicable, such as safe systems of work, permits to

work, Induction or Specific training provided or other documentation or verbal instructions applicable to

specific areas or subjects.

Any standards listed in this policy continue to apply alongside and in addition to any others imposed by UK

regulatory bodies.



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Policy: AS6

HEALTH & SAFETY POLICY STATEMENT

The requirement to provide a safe and healthy working environment is acknowledged. The Executive Board

and the managers responsible for Health and Safety recognize and take responsibility for compliance with the

statutory duties under the Health and Safety at Work etc. Act 1974 in addition to any requirements of

Regulators to the Minimum Standards as they apply to the work of the Aurora Group.

This policy primarily covers staff, visitors, and children being placed in care or education responsibility with the

Group but also affects other persons that may be affected by work activity or company business operations. It

aims to show how the Group and the Executive Board aim to discharge their duties under the Health and

Safety at Work etc. Act 1974.

The Health & Safety Management Team are committed to ensuring the Health and Safety of everybody

involved in the development and implementation of our education and care services and strategies. We will:

Work to identify risks and ensure that all reasonably practicable steps are taken to protect the health, safety and welfare of staff and others affected by our work and services.

Establish and maintain safe working procedures for staff.

Provide and maintain safe buildings and safe equipment for use by staff along with appropriate guidance where required on the inspection and safe use of equipment.

Develop and promote safety awareness, by ensuring appropriate information training and supervision is provided to staff, supporters and others.

Formulate, implement, practice and refine effective procedures for use in the event of a fire or other emergency.

Investigate incidents and accidents, review the root causes and take steps to prevent them happening again or mitigating the possible effects.

Ensure that so far as is reasonably practicable that the health and safety of non-employees is also not adversely affected by the activities of the Group.

Consult with our staff openly and constructively upon health and safety matters

For the safety and welfare of children or young persons placed in our care and responsibility we will:-

Ensure that our premises are warm, adequately furnished and decorated, and maintained to a good standard.

Recognise that our visitors, children and young people may be more at risk than staff, especially until they are familiar with the premises, the support network and other general arrangements that may be unfamiliar to them when coming from other environments

Take into account that children and young persons may have specific needs that may mean that they are more vulnerable to incidents or accidents and that these may require additional levels of supervision, provisions of equipment or other support and accommodations at all times.

Complete Individual Risk Assessments, Support Plans and Personal Emergency Evacuation Plans for all prospective and approved children or young persons as part of a wider assessment and ongoing supervision and support plan.

Review support and supervision plans regularly and when circumstances and needs change. Take into account fire plans, site rules and premises limitations, insurance arrangements, statutory

requirements, the regular safety and testing of amenities (gas, electricity, scalding water for example) and the transportation or accommodation arrangements when preparing our policies and procedures.

This Policy will be reviewed periodically and at least annually by the Group Health & Safety Manager and the Director responsible for Health and Safety in advance of seeking the approval and acceptance of the other members of the Health & Safety Team.

Signed: Date 14th January 2020

Shay Ramalingam, Interim CEO and Chairman



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Policy: AS6

The Management of Health & Safety Structure.

The Group operates a number of sites, providing care and education to young people or children across

England. At a senior level of the Health & Safety leadership group consists of:

Chief Operating Officer

Aurora Executive Team

Aurora Central Team

Aurora Health & Safety Committees

The Group Health & Safety Manager

Site Health & Safety Supervisors

Reporting to the levels above, and working in conjunction with them in regions and divisions, the applicable

Estates Team Leader and Executive Principal for the region will direct and coordinate the local health & safety

management teams in each region.

These roles will carry responsibility for the exchange of information to and from affected staff groups, which

will typically consist of other additional key roles in the structure such as:

Site Principal

Registered Home Manager

Head of Care

Head of Education

Health and Safety Supervisors and Coordinators

Premises Manager

Housekeeping Team Leader

Kitchen Team Leader

Maintenance Team Leader

Site Health & Safety Committee members

All Other Staff

The Aurora group is committed to ensuring each person with a role and responsibility in health and safety

management and the implementation of controls and procedures is sufficiently trained and competent in their

role.



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Policy: AS6

Roles and Responsibilities

This section outlines the primary role and responsibility of the personnel managing health and safety at senior

management levels within the group.

Chief Operating Officer

Has ultimate responsibility for the Health of Safety of the Group

Will empower staff and business areas to ensure that safe premises, plant, machinery and equipment

are being used across the organisation.

Will ensure safe storage, handling, use and transportation of all articles and substances across the

organisation.

Will ensure that there is sufficient information, instruction, training and supervision to all employees

across the group.

Will provide reasonably safe access to, mobility within and egress from all sites

Will provide a safe working environment and set examples for others to follow.

Chief Finance Officer

Will ensure, through the business planning and management process that the Q ua l i ty and

Governance Manage ment , S i te Manager s and Department Heads have adequate

resources and assistance to properly discharge the duties allocated under this Policy

Ensure that financial control procedures are in place that, for example, require that tenders for

contract works are rejected where it is not determined that the contractors concerned are not

competent, or are inadequately resourced or managed to undertake the proposed works safely.

Estates Director

Ensuring, where appropriate by delegation to the Group Health and Safety Manager, that the

implementation of central health and safety initiatives is effectively managed and coordinated.

Make regular reports to the Board on health and safety matters. Ensure that the health and safety

performance of The Aurora Group is reviewed at the Health and Safety and Governance Committee,

covering health and safety issues and progress made against health and safety plans.

Oversee the fire risk assessment programme to ensure the premises related risks to the Group

a r e adequately managed by the local managers and overseen effectively by the Group Health and

Safety Manager.

Liaison with sites to ensure there are adequate arrangements for the maintenance of Aurora Group

facilities and buildings in a safe condition and, where relevant, that there is a programme of planned

preventative maintenance in operation

There are adequate arrangements for statutory inspections to be undertaken on plant and equipment

and for the retention of required inspection records.

When statutory insurance inspection reports are received by The Aurora Group, any corrective action

identified is completed in the time scale specified, or that the plant is taken out of service.

There is an adequate programme of maintaining up to date asbestos survey information for each

location which contains or is liable to contain asbestos, that this is undertaken by accredited

surveyors, and that an adequate plan for the effective management of asbestos identified is

implemented at each relevant location, in accordance with legislation.



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Policy: AS6

Director of People

Ensuring Human Resources management standards adequately reflect legal requirements for health

and safety and are consistent with The Aurora Group Health and Safety Standards and procedures/

Human Resources policies.

Liaise with the Head of Learning and Development for the assessment and implementation of

appropriate health and safety training of employees, both at induction and as regularly as required in

relation to specific job or work needs and that there are adequate arrangements for keeping health

and safety training records within the business.

Ensuring the effective provision of occupational health surveillance and management for employees

and, in particular, ensuring that there are suitable pre-employment medical assessment

arrangements and procedures in place.

Make arrangements for the implementation and maintenance of appropriate health surveillance

programmes, records and that these are maintained, including undertaking specific risk assessments

where appropriate.

Implement adjustments or modifications for groups that may require adaptations, such as young

people, inexperienced staff, those with existing health conditions, with disabilities or that may notify

the organisation of pregnancy.

Group Health and Safety Manager

The Health & Safety Manager has primary responsibility for the maintenance, development and

implementation of the Groups Health & Safety systems and procedures on behalf of the Executive Team. This

responsibility includes the following duties:-

To review and develop the Health and Safety Policy across the Group for the prevention and

management of injury and damage incidents, to set targets for reduction of accident and incident

rates.

To administer and implement this policy, Risk Assessments and any controls or policies developed to

minimize the number and impact of incidents and accidents

To keep up to date with the group’s legal duties and responsibilities under relevant legislation and to

promote, enforce and empower the adherence to the required standards across the group.

To ensure that all employees receive adequate and appropriate training to enable them to carry out

their work safely

To initiate proper reporting procedures in the event of injury, damage and near miss incidents.

To record, investigate, analyse and publicise accident/ incident trends

Where deemed appropriate following investigations, to instigate actions that may result in

disciplinary action against any employee (including sub-contractors) for failing to discharge

satisfactorily their responsibilities regarding health and safety

Promote action to avoid reoccurrence of incidents.

To encourage the distribution of relevant safety information to all persons affected or concerned and

to promote communication of such issues throughout the company.

To promote and maintain the Company's on-going determination to improve performance in Health,

Safety and Welfare.



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Policy: AS6

Ensure competent persons are in place to advise on H&S issues

To chair the Company's Health and Safety Management Meetings at Executive and regional levels.

To monitor adherence and performance against targets set by the Company or regulators to ensure

that these are met.

Is responsible and reportable to the CEO at all times.

To write, review and updates the Group’s Health and Safety Policy.

To review and updates group health and safety management documents and policies

To ensures that the group health and safety policy, other policies and risk assessments are in place at

each site.

To arrange and monitor monthly health, safety and welfare committee meetings at each site and

ensure that any actions identified are executed.

Arrange periodic interim Health and Safety management audits at each site operated or owned by the

group.

Produce statistical data for the Executive Team when required, using a RAG rating system.

Design, complete and publish a periodic health and safety review incorporating a development plan.

Provide support and guidance to all site managers and principals in the execution of their health and

safety duties.

Liaise with and manage the provision of information and evidence to any external investigating

authority or insurance representative

Liaise with the Groups auditors and insurance providers to improve working practices.

To review existing health and safety assessments, policies, documents and arrangements to ensure

their suitability.

All other Executive and Central Team Directors and Managers

All Directors/Executive Team are accountable to the Chief Operating Officer and Executive Team for

supervising the planning, control and monitoring processes required to implement the safety management

system in their areas of responsibility. This includes the promotion and support of the Health and Safety Policy

through strong leadership.

Central Team Managers are to inform their Director/Line Managers of any recognised or suspected

shortcomings in the Groups safety provisions and any conflicts between Health & Safety best practice and

Operational objectives or plans being developed or existing within the Group.

Site Leadership Teams and Business Managers

The Head/ Principal or most senior person at each site has ultimate responsibility for the implementation and

maintenance of health and safety across that site. All other members of the senior leadership team must assist

that person in:-

Delivering and maintaining the health and safety management system and ensuring all required

health and safety policies, assessments and controls are in place

Promote the adoption and acceptance of health and safety policies, procedures and agreed best

practises across the site.

Challenging, and where appropriate instigate disciplinary procedures, for breaches of the health and

safety policy.



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Policy: AS6

Health and Safety Supervisors and Coordinators

Reporting to the Site Principal, will implement and ensure that the site health and safety policies,

arrangements and procedures are in place and are followed.

Will record the recognition of risks, prepare risk assessments and review existing assessments,

Will provide guidance and support to employees as they carry out their activities and tasks and ensure

that they follow the risk assessment guidance and safe systems of work.

Will ensure all employees are using appropriate PPE where required and that they are using it in the

correct manner

Will monitor all work equipment for defects, inspecting them at regular intervals.

Actively look for risks and hazards, assess the risks and where required, put measures in place to

eliminate or control them

Ensure all health and safety noticeboards are clearly displayed and contain all relevant health and

safety documentation

Ensure weekly fire alarms test are completed in all buildings across the site and the results are

recorded.

Ensure regular fire drills take place and the results are recorded.

Undertake manage, monitor and record additional periodic maintenance inspections and tests as are

required by the site facilities and buildings, such as swimming pool tests, asbestos condition

inspections, electrical installation tests or legionella monitoring and prevention actions.

Will work with, challenge where required and support contractors on site, as they inspect and

maintain any health and safety provision in the workplace

Will conduct and manage regular site walkthroughs and inspection regimes, recording and reporting

the findings to the Group Health and Safety Manager, site leadership, local health & safety committee

and affected areas.

Will assist the Group Health and Safety Manager in auditing the health and safety management

system in the workplace

Will set an example for others to follow

House Managers/ House Team Leaders/ Kitchen Team Leaders

Will support the Principal/ Head teacher in delivering and managing the health and safety

management system.

Will ensure that there is a suitable and sufficient fire evacuation procedures in place, which are

regularly tested, practiced, refined and recorded.

Will ensure that there are effective fire detection and monitoring systems in place

That all health and safety procedures and arrangements are adhered to by all

That health and safety records, such as the fire register and visitors book, are kept up to date

That all employees under their supervision are suitably trained and competent to perform their duties

That there are suitable and sufficient health and safety procedures in place, for example cleaning,

COSHH use, walkways and traffic routes are kept clean and clear.

Will set an example for others to follow



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Policy: AS6

All Other Employees

Will read and acknowledge the group health and safety policy, other materials and rules, procedures

and instructions provided and will seek guidance if there are areas they do not understand or agree

with

Follow all procedures, risk assessments and safe systems of work set in place by the group.

Will not misuse any items or equipment supplied by the group for health and safety provision,

including inspecting the equipment before use and making sure that the equipment is appropriate,

that they are competent in its use and that they work safely in an approved manner.

Will always consider and monitor how other persons may be affected by their work.

Will report any defects, damage or areas of concern to the site manager, Principal or other senior

member of staff.

Will report any accidents, assaults or near misses using the correct reporting procedure.

Will challenge any inappropriate behaviour by fellow colleagues in regards to health and safety.

Will use any work equipment, supplied by the group, following the manufacturers guidance and

instructions.

Will follow any direction or advice given in training relating to health and safety.

Will set an example for colleagues to follow and will report misuse by colleagues.

Health and Safety Consultancy

In order to provide additional levels of independent audit and reviews, particularly in respect of specialised

issues such as Legionella, Fire Safety and Asbestos, the Aurora Group arranges for expert reviews by Health

and Safety Consultants.

The consultant firm will be chosen based on their experience, support provision, expertise and

professionalism.

The consultants are to provide The Group Health & Safety Manager, the Executive and Central Team, and local

staff with guidance and assistance in order to meet the objectives of this Policy and our obligations under The

Health and Safety at Work Act or other supporting legislation and regulations.

The consultancy arrangements and general provisions will be regularly reviewed, to ensure the Group receives

the best possible service, follows best practice, complies, meets and exceeds with the Group’s statutory

responsibilities and that the independence of the consultant is maintained.



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Policy: AS6

Health and Safety Arrangements and Procedures

The following section set out the general framework, arrangements and procedures for managing health and

safety across the group.

Some of the arrangements and procedures mentioned below, will have separate policies for clarity. This

arrangement is to provide our employees and other interested parties, with detailed information and

instruction in order to complete a specific activity or task in the safest way policy.

All policies will be regularly reviewed alongside the group health and safety policy as well as when

circumstances change. Their suitability and competence will be assessed and amended where necessary in

order to provide best advice and support to our employees.

The Risk Management Process

The risk identification, recording and management process is a key component of our group health and safety

management system. By assessing, controlling and managing the risks associated with hazards in the

workplace, we can reduce the number of accidents and near misses and increase trust and confidence

throughout our organisation.

In order to produce suitable and sufficient risk assessments in reproducible and logical formats the group will

arrange for trained risk assessors to be available or to work at each site. Where substantial or reoccurring risks

are identified written Risk Assessments will be completed, where there are significant hazards and risks

identified that are not immediately possible to remove completely. The nominated risk assessor will:

Carry out the initial risk assessment for the perceived hazard

Liaise and consult with affected persons or groups

Produce and share a risk assessment document recording the risks, controls or precautions to be

implemented and any associated documentation or regime required to minimise the risk.

Review the risk assessment and safe system of work. Should situations change and periodically,

appropriately review the frequency of the risk/ activity. In addition where an incident or near miss occurs;

where amendments have been made to existing legislation; where new legislation has been introduced

and when new equipment, working practices or a change in employees has occurred, the risk assessment

will be reviewed and amended as appropriate to manage the risks and reduce them effectively and to

reasonably practicable levels.

Risk assessments covering the Group and required by statute will be written and implemented by the Group

Health and Safety Manager. These would typically be assessments required under The Management of Health

and Safety at Work Regulations 1999; the Control of Substances Hazardous to Health Regulations 2004; the

Manual Handling Operations 1992; the Control of Asbestos Regulations 2012 and under the Regulatory Reform

(Fire Safety) Order 2015. Such risk assessments will identify the hazards, risks and control measures to be

implemented on site. It will be encouraged that each site use the general risk assessment to further enhance

or improve their own arrangements and precautions and controls, as each site will have different hazards and

risks.

All risk assessments will identify the significant risks identified, record the control measures that are to be

adopted to minimise, control or prevent the risk manifesting or reduce the impacts of a risk that cannot

reasonably be reduced further. The remaining risk will be evaluated and decisions taken as to whether the risk

is acceptable in all the circumstances, whether further investment is required and whether with the

precautions in place, the risk is reasonably controlled.



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Policy: AS6

Employee Consultation

The Health and Safety (Consultation with Employees) Regulations 1996 encourage employers to liaise, work

with and provide feedback to their employees on all health and safety issues. In order to meet these

regulations, the group will liaise and communicate with their employees in the areas below. Employee

feedback and recommendations will be noted, assessed and where appropriate included in any health and

safety arrangements or procedures:

The introduction into the workplace of any new technology

The introduction of any new process, procedure or arrangement

The provision of health and safety information

Provision of health and safety training and instruction.

The employment of competent health and safety assistance

The appointment of competent persons on site to manage emergency evacuation procedures

Workplace health & safety committee meetings will typically record consultation and form the basis of the

publication of employee concerns to the management structure.

Health and Safety Training

To promote and consistently produce an effective health and safety culture in the workplace, a programme of

health and safety training is in place. This will be refined and developed continuously under the supervision of

the Director of People and Learning and Training Manager in association with the Executive Team, the Group

Health and Safety Manager and the site leadership teams, working to assess what types and levels of health

and safety training are required and how often it requires to be refreshed. Assessments can take place when:-

New sites are acquired

New employees are brought into the company

When an employee is asked to perform a role which is new to them

When new hazards or risks are identified in the workplace

When new processes or procedures are created

When new technology or equipment is purchased

When new legislation is introduced

Any other occasion where specific training is identified as likely to be helpful and of benefit.

Mandatory Health and Safety Training will be provided for different roles and will typically include:

Induction Training

First Aid Training

Fire Safety Training

Manual Handling Training

Basic health and safety awareness training

When an employee first joins the group they will receive appropriate familiarisation and induction training.

Much of the training will be focussed upon or be related to the group’s health and safety management system.

This training will be provided directly or be appropriate deputies to the Group Learning and Development

Manager, assisted by the Group Health and Safety Manager and as part of a coordinated system of training

appropriate to the individual and the risks they may encounter in their placement or employment.

Employees are encouraged to suggest other health and safety training opportunities they may identify.



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Policy: AS6

Health & Safety Arrangements (Alphabetical)

Accidents, assaults and near misses

All sites have systems and procedures in place to encourage and enable employees to report accidents, injuries

or near misses. The entries will be reviewed, investigated and publicised or escalated as appropriate.

Where the incident is recognised as reportable, such as an injury that is notifiable under the RIDDOR

Regulations 2013, other serious incidents such as Fire, explosion, interference with any energy distribution

system, loss of energy to the site, any HSE or local authority inspector visit to the site or any incident where

any person’s personal safety has been put at risk or there is an unacceptable adverse risk to the environment,

this will be recorded and notified to supervisors and managers immediately.

All RIDDOR reportable incidents must be informed to the HSE by telephone or via the form found on the HSE

website, a copy must be saved before it is submitted, along with the acknowledgement. Further information

on this can be found in the accident, assault and near miss reporting policy. It is the responsibility of the senior

manager on site or location to complete this process. After the safety of persons involved have been secured

the incident location must be left undisturbed until the HSE have inspected the site or confirmed that they do

not wish to attend. The internal investigation will begin immediately.

All accidents, assaults and near misses will be assessed to ascertain what level of investigation is required by

the site health and safety coordinator and or the Group Health and Safety Manager. The investigation will

determine what the causes of the reported incident were and reviews will follow to reassess the risks and

control measures in place. All completed reports will be presented to the site health, safety and welfare

committee for discussion, implementation of control measures and the consideration of disciplinary

procedures if applicable.

Asbestos It is the policy of the company to comply with the Control of Asbestos Regulations and associated guidance

and ensure that adequate arrangements are in place to identify and manage any asbestos present.

Asbestos registers and associated monitoring including air quality tests and records for each property under

the control of the company are to be prepared are retained by the local site manager and are to be available

upon request.

The Site Manager will ensure that any contractors and others that require it, such as site supervisors etc. of

contractors working on our behalf, have sight of the plan and access to sufficient information about the

location and condition of asbestos containing materials, when planning projects and before they start work

any work on the premises.

Employees that are likely to be exposed to asbestos as part of their work activity e.g. maintenance team

members will be provided with appropriate information, instruction and training to understand the risks and

controls necessary and the actions to take should possible asbestos containing materials be discovered. This

training will be given by a suitably qualified person and repeated periodically as required to assure best

practise is followed.

Staff are not permitted to drill or affix items that are likely to penetrate walls etc. without first obtaining

approval from the responsible Facilities Manager, Site Manager or other persons responsible for the

management of the building and having first checked the plan for the whereabouts of asbestos.

Staff are to report damage to asbestos materials or where this has been detected without delay to the

appropriate Manager and make arrangements to isolate the area of detection until it has been authorised by

and deemed to be safe.



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Policy: AS6

Contractors

It is the policy of the company to ensure that where contractors are selected and appointed to carry out work

on its behalf, that those appointed can verify their competency to carry out their work safely, to comply with

current and relevant health and safety legislation. Ideally they should be a member of a Safety Scheme in

Procurement Scheme (SSIP) or a Contractor Health and Safety Assessment Scheme (CHAS) or equivalent.

Whenever appointed, arrangements for the Induction of contractors to the site, for the exchange of health and safety information and to agree safe working arrangements, risk assessments, frequency of liaison meetings, name of person responsible for monitoring contractors working methods, permits to Work, and the project manager are established and identified with the relevant building manager.

Projects and notifiable construction works fall under the Construction Design and Management Regulations and will be complied with. Staff should report contractor related concerns to the site manager who will contact the Estates Manager and The Group Health & Safety Manager as is appropriate.

Display Screen Equipment (DSE)

Display Screen Equipment training must be undertaken by all permanent and temporary employees via face to face training session or via an electronic training package. DSE self-assessments must be carried out only after a training session has been undertaken.

A link to the training and self-risk assessment is provided by email prior to or at the start of employment when a new starter joins the company. Completion of the training is to be monitored and to form part of the Induction.

Where there is significant change, permanent and temporary employees will be required to re-assess their workstation. DSE training and assessment records are held by the Human Resources and Training Managers. Both will evaluate the self-assessments, carry out personal assessments and implement any additional control measures or adjustments that are required.

All VDU users (i.e. those who regularly use a VDU continuously for an hour or more at any one time), are encouraged to have regular sight tests which the Group will fund or contribute to. On completion of an eye test the optometrist will typically issue a ’certificate of recommendation’ which will state whether or not a user requires spectacles for VDU use, or a prescription specifically for VDU use, and the date of the next recommended eye test. A copy of this certificate must be forwarded to HR.

Any areas of concern or discomfort regarding the use of DSE should be forwarded to the Senior Leadership Team and the Group Health and Safety Manager as appropriate.

Drugs and Medication

Employees using proprietary medicines with known side-effects such as drowsiness should inform the Site

Leadership Team especially where machinery is operated or their work performance may affect the level of

risk.

For children or young people attending our sites or in our care that take medication which is within our control

or custody, a specific policy is in place along with precautions and controls covering these scenarios.

Electricity and Portable Appliances

Any person coming into contact with the electricity supply could be injured. Whenever any work is being

carried out involving electricity, special care must be taken to avoid the risks of shock or electrocution. A visual

inspection of portable appliances must be carried out by the user prior to use.

Defective equipment must be removed from use and redeployment prevented (ie the plug might be cut off, it

could be disposed of or locked up and marked to not be used). Where this occurs the matter must be reported

to the site management for follow up, testing, repair or disposal.



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Policy: AS6

Inadequately designed, installed or maintained electrical systems can lead to fires and in some cases explosion,

particularly when incorrect electrical installations are installed in potentially flammable areas.

It is the policy of the company to ensure that:

All electrical systems and equipment are properly designed, installed, used and maintained.

all repairs, modifications and maintenance works are carried out by competent persons

A thorough visual inspection and testing regime has been established for electrical systems and equipment and overseen by the site manager who retains the records

Specialist equipment is subject to an inspection, test and maintenance programme by an appointed specialist approved contractor

Fire Safety

The group will comply with the Regulatory Reform (Fire Safety) Order 2005. To achieve this a Group Fire Safety

Policy will be written and publicised for adoption by the Group. In addition a regular independent, fire risk

assessment will be undertaken at each site.

The Group Health and Safety Manager has responsibility for arranging the regular assessment and

implementation of recommendations arising from the Fire Risk Assessments, ensuring that any action points

are recorded, reviewed and investigated as required and as soon as practicable and that the action points are

acted upon and safety maintained.

In order to achieve our aims of providing an independently vetted safe and healthy workplace, it is the current

practice of the Group to source expert review, assessment and reports from external experts.

For each site the Independent Fire Risk assessments will include:

An assessment of the fire risks on site

Checks and review of all fire detection systems and all fire evacuation procedures

Checks and review of PEEPS

Checks and review of fire-fighting equipment and fire safety signage

Checks and review of fire drills

The provision of fire safety training to all employees

Check and review of fire authority attendance and advice

Check and review of escape routes and evacuation points

Check and review of all fire escape routes, fire doors and fire escapes.

The site Principal or most senior member of staff on location will be the responsible person. All sites will have

nominated and trained fire wardens and marshals. Staff will be made aware of the Evacuation Assembly points

and have been trained in the evacuation procedure. Notices and reminders will be posted at Fire Action Points

and at appropriate places at each site. Some nominated staff and teaches will receive special training where

appropriate e.g. a staff or pupil personal emergency evacuation plan (PEEP) or closing down switching off gas,

plant or equipment. The Health & Safety Manager will also ensure:-

Fire exits and escape routes are to be suitably signed, kept clear and maintained

Smoking is not permitted on the premises

All heating and electrical appliances are to be positioned in a safe manner to avoid fire risks.

Good housekeeping is maintained in respect of rubbish and waste accumulation.

The supply and storage of flammable liquids and gases is in accordance with the Dangerous Substances and Explosive Atmospheres Regulations guidance.

For further information refer to the Specific Fire Safety Policy.



Page 16 of 30

Policy: AS6

First Aid

The Group will comply with the Health and Safety (First Aid) Regulations 1981. To achieve compliance a First

Aid needs and requirements assessment will be undertaken at each location, to identify the number of First

Aid trained personnel required, to allocate at least one person at each site (the appointed person) to manage

the first aid provision and to monitor the level of First Aid provision.

Where there is a specific need for special arrangements or provisions, such as science classrooms or

maintenance areas for further first aid provisions such as eye wash stations, blankets and stretchers, these will

be provided, kept fresh and well stocked.

All First Aid kits will be regularly inspected and missing items replaced as soon as possible. Employees will be

encouraged to inform the site management when items from the kit have been used and that items need

replacing. There will be immediate access to First Aid available across all sites.

Required First Aid training will be provided to all employees as required by their position and will be refreshed

at suitable intervals. Where medical rooms are provided on site, these will be kept clean, tidy and maintained.

Any on site nurses or doctors will ensure they have the correct tools and equipment required in order to

provide their service. First aiders will keep their training up to date and work with the HR staff to ensure the

First Aid Regulations requirements are met and maintained.

Food Hygiene The Food Hygiene (England) Regulations oblige ‘food business’ operators to notify the competent authority of

each establishment under its control and ensure that the competent authority has up to date information on

establishments.

Specific policies procedures and controls are in place in these respects and testing and audit regimes in order

to maintain standards. It is also recognised that there may be occasions where staff need to handle food

prepared for themselves or others.

Each kitchen manager has responsibilities to manage these occasions and maintain food safety standards

following best practise and aligned food preparation procedures, to the HACCP principles set out in the Food

Standards Agency ‘Safer Food Better Business’ pack or similar.

The documentation and records will be retained in the Group premises kitchen areas along with food hygiene

and storage risk assessments where appropriate.

The support plans and dietary requirements of children or young persons are to detail any requirements,

precautions and controls required for example in relation to allergies and these will be provided to the kitchen

manager and steps taken to ensure that these are strictly adhered to.

Staff members who may be required to handle low risk food will be trained to Food Hygiene Level 2 (City and

Guilds) or better and to regularly complete a Health Questionnaire identifying any illness history or conditions

that would prohibit the preparation of or contact with food.

Gas Safety

The site manager, under the direction and supervision of the Health & Safety Manager is responsible for

ensuring that an annual inspection and examination of gas boilers in the premises is carried out by a Gas Safe

Registered Engineer employed under contract and records are suitably retained and made available upon

request.

All work on gas systems must be subject to a suitable and sufficient risk assessment and supplied in advance of

works.



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Policy: AS6

Gas pipes or other installations will be marked to confirm their identity.

Gas meter cupboards and boiler rooms must be kept free of combustible materials and be subject to routine

inspection.

Glass, Glazing, Windows and Glass Door Panels All glass in areas where they might become foreseeably damaged, especially in doors or sight panels surrounding doors, should be reviewed and a register kept of the location and glass type if known. An assessment at each location of the risks of injury or breakage should be made. If replacement of glass with safety glass is appropriate this should be arranged.

Where old or non-safety glass is identified but it is not in danger of breakage or risk of injury, for example in a non-accessible area, there is no legal requirement to upgrade the glass however should it become broken or the risks change, consideration should be given to installing safety glass.

In high danger areas consideration should be given to installing safety glass as a reasonable precaution as part of the assessment.

Glass viewing panels in fire doors must not be obscured or covered over by staff, unless specifically authorised as a temporary measure to reduce other risks by the Health & Safety Manager and only following specific assessment.

Window restrictors that cannot be compromised must be fitted and maintained to all windows where there is a chance of a person falling any distance likely to cause injury.

Windows and doors are subject to monthly routine inspection and maintenance testing, overseen by the site manager, records are to be retained and to form part of the audit process. Any breakage, damage or faulty glazed doors or windows are to be recorded, reported and arrangements made immediately to protect people whilst the glass replacement is arranged.

Grounds – Safety and Security The exterior grounds are subject to routine inspections and a maintenance regimes planned and overseen by the site manager who retains records and risk assessments for works undertaken including handling and storage of flammable liquids, equipment used, play equipment, maintaining fire assembly areas and for works to trees and foliage. Grounds personnel receive special training and tools are inspected and maintained and secured (locked away) when they are not in use.

The grounds are generally maintained when the premises are not occupied by staff or young people or are coordinated if this is agreed to be safe and reasonable.

All staff are responsible for maintaining site security e.g. keeping doors shut, controlling visitor access, signing in at reception, carrying a fully charged mobile phone, identifying staff who are at risk of injury, wearing personal protective equipment required and supervising and keeping others and themselves safe.

Damaged and faulty equipment is to be removed from use and reported to the Facilities Manager.

Hazardous Substances (COSHH)

The group will comply with the Control of Substances Hazardous to Health Regulations (COSHH) 2002. We will

ensure that any exposure of workers to hazardous substances is minimized and controlled. All employees and

supervisors of others will be trained in COSHH and will receive information, instruction and supervision as

required when using or coming into contact with potentially hazardous substances.

A designated department COSHH manager on each site will control and coordinate all aspects of COSHH

management. They will ensure the group COSHH policy is publicised and provided to those at risk and its

guidance followed. They will assess all hazardous substances in the premises, collate and keep up to date

safety information and complete a COSHH risk assessment for each. They will ensure that the COSHH register

is up to date.

The company recognise the use of chemicals or other hazardous substances such as dust, fibres, silica etc are

associated with increased risks to health causing, aggravating or sensitizing individuals to conditions and

diseases including asthma, dermatitis or cancer. Where is the case protective controls such as local exhaust



Page 18 of 30

Policy: AS6

ventilation fitted to woodworking machinery, PPE and health surveillance will be put in place, where viewed as

required to limit or prevent the risks.

Homeworking Under the Health and Safety at Work etc. Act 1974 and supporting regulations, the Group has a legal

responsibility to protect the health, safety and welfare of their employees. This responsibility is extended to

employees that work at home on official business, either permanently or on occasions.

Although the home working environment is not under the direct control of an employer, the Group remains

responsible for ensuring that measures are taken to reduce the likelihood of an injury or ill health happening

to a home worker (or even damage to their property).

The Group will ensure that managers and home-workers fulfil their health and safety duties while working

from home. It is expected that most, if not all homework, is deemed to be ‘low risk’. It may involve using a

computer.

Computer work is subject to assessment (self-assessment)

Electrical equipment, where supplied, is subject to periodic PAT testing and is to be inspected by the user to ensure that it is safe before use.

Additional policies in respect of Lone Working, Data Protection and in respect of using Display Screen Equipment apply.

Housekeeping – Storage Cleaning and Waste Disposal It is the policy of the company to ensure that the company premises are kept sufficiently clean and that waste

is promptly removed to maintain a good standard of cleanliness. Cleaning, such as wet floor cleaning must only

be carried out when the risks of slipping is minimal such as outside of normal working hours in accordance

with a cleaning schedule overseen by the Facilities Manager and only with precautions in place such as wet

floor warning signs deployed.

Consideration to keeping doors locked to prevent access to the area and to minimise the risks of slips and falls

should be given. Floor cleaning materials and polishes should be chosen to produce the required finish but not

to introduce or heighten the risks of slipping or falling.

Risk assessments from externally appointed cleaning contractors where appointed covering areas such as work

equipment, cleaning chemicals, waste disposal and electrical services, as well as lone working should be

obtained.

Exterior bins are suitably sited within their own compound away from buildings with lockable lids that are inaccessible to unauthorised persons and others.

Sharp boxes are provided to dispose of items such as blades, knives, sharp tools, needles and the disposal of glass.

Suitable arrangements must be made for the provision, service of and removal of sanitary bins for soiled materials by a licenced contractor, limiting the risks of exposure to bodily fluids.

The company adheres to a waste recycling regime. Suitable arrangements are to be made for the safe storage and timely removal of unwanted or redundant IT equipment, electrical items, furniture and furnishings.

In adverse weather conditions plans for snow and ice clearing as well as the maintenance of stocks and

equipment such as shovels and grit boxes are supplied. These are to be suitably stocked up before the winter

months and maintained.

The facilities team are checking for adverse weather reports, attending in good time to access the site, make

areas safe for others, for clearing snow and ice and maintaining reasonably safe access or preventing this as is

appropriate. Such operatives are provided with personal protective equipment and manual handling training.



Page 19 of 30

Policy: AS6

Lone working There are occasions when company staff may work alone, for example working late at a location or when

undertaking one person tasks such as inspections or maintenance. Whether this is reasonable is to be

considered and if necessary specifically risk assessed and will depend upon the degree of risk posed by the

task, the hour and environment and the ability of the individual to limit or control his/her exposure to that risk.

The site manager, the reception desk and site security must be informed if a staff member intends to work

alone out of normal working hours at a Group location, including at weekends. The reception / security desk

must be formally notified of the intention to work alone, the date and the time and agreement sought.

Lone Working is subject to risk assessment where there is significant risk of to the staff member or contractor

to ensure those risks are suitably managed and contact arrangements are in place. The H&S Advisor may be

contacted to give input. Specific policies have been developed on this general subject, particularly relating to

the potential for violence at work and in relation to risks to the person, arising from interacting with others.

Manual Handling

The group will comply with the wording and intention of the Manual Handling Operations Regulations 1992.

Where there is an identified risk of injury to any person arising from a manual handling operation and the risk

cannot be avoided completely, an assessment of the risks and the controls or equipment available to limit the

risks will be undertaken. Where the operation is regular and repeated this will be recorded.

Where appropriate mechanical handling equipment will be provided. Where this is not appropriate or it

introduces additional comparable or greater risks a specific manual handling risk assessment will take place to

manage the manual handling operation. The assessment will take into account the task being undertaken, the

individual being asked to complete the task, the load being carried and the environment in which the activity is

taking place. All reasonably practicable steps will be taken to reduce the risk of injury to the individual being

asked to complete the task to the lowest level that is reasonably practicable.

General manual handling awareness training will be provided to all staff to raise awareness of the risks and

management of the dangers and how these are avoided. Where Manual Handling cannot be avoided then a

competent person will assess all activities and record them.

Where provided for their safety staff must use the manual handling aids, such as the hoist provided. Trollies

and other handlings aids are subject to inspection by a competent person and records retained by the Facilities

Manager

New and Expectant Mothers

It is the policy of the company to ensure that pregnant employees’, or any mother who is returning to work

after childbirth, is not exposed to risks to health, safety and welfare without assessment and controls in place.

Staff must notify the site manager and the Human Resources team, as soon as possible when they become

aware of their pregnancy. This notification should be followed by a written certificate from their medical

practitioner to confirm the pregnancy.

The site manager, with assistance from the H&S Manager, will carry out a risk assessment of the pregnant

employee’s activities with the employee to assess the risks of the role and agree any adaptations or

modifications that are appropriate. This may involve temporarily adjusting the employee’s working hours,

location and/or working conditions. If risks cannot be avoided by other means, suitable alternative work

should be explored.

Completed risk assessments are to be held on the staff personnel file. The risk assessment is to be kept under

review by the Registered Manager throughout the pregnancy.



Page 20 of 30

Policy: AS6

Noise in the workplace

The group will comply with the Control of Noise at Work Regulations 2005. Where there is a perceived high

level of noise experienced or anticipated, a Noise Assessment Investigation will be conducted to measure the

peak and average noise levels, the typical exposure periods and frequency, thereby beginning a formal risk

assessment process. Areas in which high levels of noise might be experienced would typically be limited to

kitchens, workshops, maintenance sheds or laundry rooms where equipment and machinery is used but may

be experienced elsewhere for example where maintenance work or projects are being conducted, power

cleaning is taking place or grounds maintenance tasks are being undertaken.

To reduce the risk of injury, work should be sequenced to reduce the number of machines working together at

any one time as well as the number of activities taking place and number of personnel involved.

All involved tools, plant and machinery should be selected to minimise noise exposure and where risks remain

and are unavoidable the exposure to injurious noise is to be measured, limited and controlled. All plant and

machinery should be regularly inspected and maintained to ensure they are working correctly.

Where an exposure to noise cannot be reduced to levels that are always below 75 dB, appropriate hearing

protection will be provided and its use enforced. If the exposure length is likely to be prolonged this must be

taken into account when calculating exposure levels.

Where noise levels may exceed 80 dB then wearing appropriate hearing protection is mandatory even if

exposure is only for short periods.

Supervisors/Managers must ensure that hearing protection is worn correctly. Where noise assessments

identify exposure to excessive noise levels the staff affected must inform their supervisor so that

arrangements for health surveillance including the use of audiometry tests with appropriate professionals, can

be instigated.

The Health & Safety Manager Facilities and the Registered Manager must identify any fixed or regular locations

where high noise levels are possible. This should be recorded and appropriate signage and rules placed to

confirm the wearing of hearing protection is mandatory, or other such controls as are appropriate. Typically

such areas would be where the environment or work activity is so noisy that people have to shout at each

other at normal speaking distance to make themselves heard. For areas where this occurs, a noise assessment

should be instigated and carried out by the Health & Safety Manager in accordance with the Noise at Work

Regulations.

There are several types of hearing protection i.e. ear muffs, ear plugs and canal caps. To be suitable hearing

protection must:

Conform to an appropriate standard [marked with the CE mark].

Be suitable for the wearer's work activity and where possible personal preferences. Different types

and grades of hearing protection are available, each with their own limitations. Those chosen should

be chosen specifically for the task and operations.

Be adjustable so that it provides a good fit.

Not hinder the users hearing of warning sirens or signals.

Ear plugs or canal caps must only be inserted when the user’s hands are clean.

Hearing protectors must be periodically checked for cleanliness and damage and replaced if damaged e.g.

Cracks or holes in muffs;

Ear muff seals are torn or hardened or the sound absorbent lining is exposed and damaged;

Ear plugs are not soft and resilient;

Headbands have lost their tension; or

At intervals recommended by the manufacturer.



Page 21 of 30

Policy: AS6

Cleaning facilities should be provided and used immediately after wearing the hearing protectors.

Ear defenders should be stored in a dry clean cool dark place out of direct sunlight [as excessive heat and UV

rays may weaken the plastic] away from chemicals, preferably in a locker. Plugs if not designed to be reusable

should be thrown away immediately after use.

Occupational Health – Stress and Staff Wellbeing

It is the policy of the company to take all such steps as are reasonable to identify and prevent staff suffering

from work related illnesses resulting from its activities.

Work related ill health, also known as occupational ill health, describes an illness that an employee may suffer

from as a result of or that is exacerbated by exposure to work hazards.

In the table below are some examples of health issues often associated with work environments and activities.

Health Risk Ill Health Effect

Handling heavy or awkward loads. Poor work posture,

repetitive or forceful movements

Musculoskeletal disorders, e.g. bad back, pains, strains

and sprains, RSI, upper limb disorders.

Breathing in or handling hazardous substances – e.g.

asbestos, solvents, dust, chemicals.

Cancer, asthma, bronchitis, fibrosis, poisoning,

dermatitis, burns.

Stress – e.g. excessive workloads or work pace,

conflicting priorities.

Mental health concerns and conditions, can contribute

to physical problems by association or as a result such

as high blood pressure, heart disease, anxiety or

depression.

The company is committed to identifying and controlling health risks to staff and visitors to the group. Listed

below are examples of areas of Occupational Health Management covered by the organisation. It is the

responsibility of an employer to manage its activities to avoid employees suffering occupational ill health and

to work with employees to encourage issues and concerns to be raised so that steps can be taken to prevent,

minimise or manage risks.

Risk assessment. The management of occupational health will be included as part of the organisational H&S risk assessment programme.

Employment assessment. Following appointment all new employees will complete a health questionnaire (maintained as confidential). This will form part of any periodic appraisal process.

Reporting of occupational ill health incidents. An important feature of occupational health management is identifying and investigating cases of work-related ill health.

Should an employee report any ill health or concern, which is believed to possibly be work related or work is a

factor, the line manager must carry out an investigation, with appropriate assistance if required, to

determine-

if the sickness is caused by work

if the sickness could have been made worse by work

If the sickness could have been caused by work and what the likely causes might be.

The line manager in conjunction with HR will:

make recommendations to remove or control the ill health risks and plan to implement

Improve awareness of occupational ill health issues.



Page 22 of 30

Policy: AS6

Sickness Absence

The Human Resources team and line manager will monitor sickness absence to:

provide positive encouragement for health improvements to relevant individuals

identify any occupational causes of ill health, and specify action to improve the situation

Facilitate a speedy return to work where appropriate.

An assessment to establish the capabilities of staff will be arranged by the Registered Manager for those staff

members returning to work after sickness absence in accordance with the Sickness Absence Policy to establish

adjustments to be made.

Health-records.

Records of staff absence due to ill health are kept by the Registered Manager and should be reported to

Governance and where required to the insurance company.

Personal Protective Equipment (PPE)

Any member of staff who may be exposed to a health and safety risk whilst at work may be provided with

suitable, correctly fitting and effective Personal Protective Equipment (PPE) where the risk has been

determined to be necessary. PPE is regarded as a “last resort” in control measures that can be put in place

to minimise risks that may be involved in carrying out a particular task.

All PPE provided by the company will be properly selected by as being suitable prior to being used by

staff. Any member of staff or staff will be provided with PPE free of change and will receive

comprehensive training, information and supervision on the proper use, maintenance and purpose of

the equipment.

All PPE provided by the company will be maintained in good working order and records of issue and

inspection kept.

Reporting Defects Significant hazards should be reported directly to team management and interim measures taken pending rectification and remedial works arranged.

Safety Signs and Signals

It is the policy of the company to ensure compliance with safety sign and signal legislation and ensure those

whose first language is not English are able to understand health and safety signage.

Where a potential hazard cannot be controlled by other means, safety signage will be provided to comply with

the Health and Safety (Safety Signs & Signals) Regulations.

Where the need for warning or safety signs has been identified by a risk assessment, or from an inspection,

signs will be provided which comply with appropriate standards and format.

Signs provided for safety purposes will display appropriate pictograms and be coloured according to

established convention. For example:



Page 23 of 30

Policy: AS6

Prohibition Signs

Prohibition signs are used to prohibit actions to prevent personal injury and the

risk of fire.

Mandatory Signs

Mandatory signs convey action that must be taken, e.g. procedures in case of

fire.

Warning Signs

Warning signs are to warn personnel of possible dangers in the work place.

Safe Condition Signs

These show directions to areas of safety and medical assistance and to indicate

a safe area

Fire Equipment Signs

These show the location of fire equipment and compliance with Fire

Precautions.

Shared Use of Company Premises or Facilities

The company does not share or let its premises to third parties other than in relation to specific education relation activities at some locations. Where such arrangements exist these are subject to specific risk assessments, agreed contractual arrangements and typically the following points amongst others as are appropriate will be applied:-

Restrictions on use of equipment and no go areas First aid Fire and emergency arrangements Lighting and refuse Risk assessments for activities undertaken Insurance liabilities Waste management

Smoking

Smoking presents a significant risk to health and safety through fire potential and exposure to passive

smoking. The Health Act 2006 prohibits smoking inside all public buildings and inside all workplace premises.

Smoking is therefore not permitted in any part of company premises except in designated areas or in any

vehicles used for business purposes.

Special smoking restrictions apply for young people or children in Care or education and these form part of the general safety assessment process at each location. Vaping is included in this category and is treated in the same way as smoking so far as restrictions and rules apply.

http://www.archersafetysigns.co.uk/prohibition_signs.asp

http://www.archersafetysigns.co.uk/mandatory_signs.asp

http://www.archersafetysigns.co.uk/warning_signs.asp

http://www.archersafetysigns.co.uk/safe_condition_signs.asp

http://www.archersafetysigns.co.uk/fire_equipment_signs.asp



Page 24 of 30

Policy: AS6

Transport and Vehicles used for business

The company will

comply with regulatory requirements;

provide standards not less than those set out in any relevant approved codes of practice;

take all reasonable steps to ensure as far as reasonably practicable that employees driving minibuses do so in a manner that reduces the risk to themselves, other employees, passengers or any other person who could be affected;

carry out disclosure and barring checks for authorised drivers.

Investigate and assess care needs and other risks associated with the transportation of children including checks upon Car Insurance, MOT certification, and driver licenses.

The site manager must ensure that authorised staff who drive in the course of their work duties have a valid driving licence (special licence requirements apply to mini bus drivers), are suitably trained for the vehicle, are medically fit and hold the appropriate business insurance.

Drivers (in conjunction with the Registered Manager) are responsible for ensuring that suitable and sufficient risk assessments are in place for driving activities and that these are adequately communicated to employees and control measures implemented.

Mileage records will be requested periodically and should be completed on a timely basis

Journeys will be planned and it is recognised that driving for extended periods e.g. after long days is both

tiring and stressful. The company will not make unreasonable demands in this regard and drivers

themselves will take reasonable rest periods to avoid excessive fatigue. Fatigue will be considered as a

foreseeable risk within the assessment for driving vehicles.

The company is developing a detailed Vehicle Transport Policy at present, which will be published when agreed. This will include the following aspects:-

Transport Risk Assessments

Risk assessments must be proportionate to the level of risk involved in the driving activity.

Aggravating risk factors include:

Transporting young people or children

Carrying items of equipment (particularly large/heavy; fragile or high value items);

Driving outside of normal working hours, or in adverse conditions (e.g. evening trips etc.)

Items secured properly

Moving and handling risks controlled

Length of journey

Fatigue Children in care or education may require additional considerations such as

distraction

behavioural traits

learning disabilities

medication requirements

medical needs and conditions

moving and handling requirements

wheelchairs or other mobility aids In these instances, the risk assessment will need to cover these risks. This may necessitate risk assessing both the individuals being transported and the driving activity itself. In some cases risk assessments for individuals may be included in pupil support plans and communicated.

The company must ensure that drivers know what to do in the event of an emergency whilst driving, e.g. the arrangements for contacting colleagues, the emergency services and breakdown organisations etc.



Page 25 of 30

Policy: AS6

Transport - Seatbelts

The law requires seatbelts to be worn where fitted. Passengers 14 years and over are responsible for ensuring

that they wear seatbelts. In the case of passengers under 14 the driver is responsible for ensuring that they

wear a seatbelt. Despite this the Group’s position is that responsibility for ensuring that seat belts are worn lies

with the driver and supervising carer in the vehicle regardless of the age of the pupil.

Drivers also owe a duty of care to all passengers by ensuring everyone keeps their seat belts on. The driver must issue a verbal instruction, prior to departure, and notices near all the seats should reinforce this. Drivers must be prepared to refuse to move until they are sure all seat belts are secured.

In passenger cars and children under 12 years of age or under 135cm in height require a child seat or booster seat as appropriate. It is the responsibility of the driver to ensure that these are correctly specified and fitted.

Transport - Vehicle Maintenance

Company vehicles must have:

Current valid business insurance

Regular MOT and servicing

Regular servicing and vehicle checks in accordance with manufacturer guidelines and the driver handbook

Transport - Vehicle Checks

All driving staff /those using their own transport must carry out checks on their vehicle before they travel. Checks should include proper inflation of tyres, clean windows, mirrors properly adjusted, all lights in working order, windscreen wipers and screen wash in working order.

Transport - Smoking

Smoking is not permitted in any vehicle used for business purposes

Vermin Control The Site Manager will provide suitable provision for the control and monitoring of all forms of pest control

within its demise(s) and monitor the premises through periodic inspections of all areas.

Any severe or abnormal outbreaks identified must be brought to the attention of the Senior Leadership Team

at each location and agreement sought as to the best course of action. This may be the engagement of the

services of a Pest Control Service as approved by the British Pest Control Association www.bpca.org.uk.

The Pest Control Service has the following key objectives to:

a) Provide the Group with a technical and fully operational Pest Control Service. The Service will be

comprehensive, covering all land and property within the Group premises and under its control.

b) Ensure that effective and economic pest control measures are implemented.

The Pest Control Service shall undertake all work in a safe and cost effective manner which maximises

availability of the Group’s resources and reduces to an absolute minimum the risk in terms of safety, food

hygiene, infection control, damage to land and buildings, loss of service activity etc. from pest infestation.

The co-ordinator as appointed by the Pest Control Service shall provide safe and efficient methods of catching,

destroying and safely disposing of pests (adopting safe and humane procedures in all instances). The Pest

Control Service shall ensure all insect and rodent control systems shall be tamper resistant.

The co-ordinator shall be expected to use chemical treatments only with the Group’s consent and where other

forms of prevention are ineffective in controlling pests.

http://www.bpca.org.uk/



Page 26 of 30

Policy: AS6

The Pest Control Service shall ensure the use of chemicals, including pesticides are strictly controlled and

monitored and fully comply with COSHH requirements – records of their use must be available for inspection

by the Facilities Manager / Manager and other authorised organisations/personnel and made.

If the Pest Control Service wishes to use any other form of chemical product which has not been authorised by

the company in writing, it must obtain written consent prior to use. In all cases no chemicals shall be used by

the Pest Control Service that may come into contact with site personnel or others directly or indirectly.

Where outbreaks are likely to be long lasting or require monitoring over a period, the co-ordinator shall supply

on an agreed date each month a service report giving a complete overview on pest control activity within the

company site during the previous month and identifying future action. The Pest Control Service shall measure,

record and report the following information:

a) Provide a signed and dated report detailing the locations and areas inspected and treated and the product

name and COSHH number of the pesticide used if applicable

b) Number, type and location of infestations reported

c) Any evidence of any pest and any belief that any infestation is associated with any other buildings whether

Group owned or otherwise that may affect the company estate

d) Recommend preventative measures to minimise re-infestation

Vermin - Pesticides

Fungicides, herbicides, insecticides, public hygiene pest control products, rodenticides and wood preservatives

are all classes as pesticides. Only pesticides that are approved for use in the UK should be used. There is

specific legislation that covers the storage and use of pesticides but the Control of Substances Hazardous to

Health Regulations also apply.

For more detailed information on the legislation and the storage of pesticides the site manager or local

manager should contact the local enforcing authority.

Where pesticides are applied by pest control operators, the site manager will liaise with them for advice on the

product(s) used, when the treated area can be used again, and the precautions to be taken.

Any employee who is asked to use pesticides should be competent and should have received sufficient

instruction, training and guidance to use pesticides safely and legally. Instructions on the label should be rigidly

adhered to. If labels have faded and are unreadable, the pesticide should be disposed of safely. The supplier

(or local waste regulation authorities) can give advice on disposal

Vibration

Facilities and staff must identify areas in which hand arm vibration is a risk to allow the company to put in place measures to protect staff from the risks of Hand Arm Vibration Syndrome (HAVS). HAVS or similar conditions can be caused by or aggravated by exposure to vibration for example when using hand held e.g. drills, breakers, sanders, chain saws, hedge trimmers and hand-guided tools machines such as pedestrian lawn mowers, buffers or materials held against a vibrating object e.g. use of a grinder, timber being guided through a band saw.

Measures to reduce exposure will include

Replacing tools and equipment with alternatives which produce lower magnitudes of vibration Ensuring work activities are designed to take into account ergonomic principles and encourage good

posture Ensuring all equipment is properly maintained – reducing time exposed to vibration e.g. regular

brakes, job rotation, providing suitable clothing to protect staff from cold and damp Providing suitable training and information for all those exposed to vibration Limiting the time spent using the equipment Health surveillance



Page 27 of 30

Policy: AS6

An investigation into the severity, extent and the duration of any vibration must be conducted and further information sought in order to formulate an adequate Risk Assessment and appropriate controls. Assistance and Guidance should be sought from the Group Health & Safety Manager in developing this assessment. In cases where potentially injurious vibration is still not adequately controlled by the provision of low vibration tools and PPE the risks may be limited by restricting the duration of exposure. In such circumstances the exposure periods are to be recorded and to form part of a continuing assessment and control process.

Violence and Challenging Behaviour

The Company has a Violence at Work Policy. Staff receive appropriate training and are given information and support recognise situations where violence might become a possibility, to limit or avoid that possibility and to deal with incidences of violence or challenging behaviour should they still occur despite efforts to avoid them. Staff are trained, where required for their role, in controlling violence in a safe manner including the development of skills to avoid escalation, including bullying. Staff are also offered support through counselling and additional methods to allow the safe management and conduct of such situations.

The company has a requirement for all staff to report all incidents of verbal & physical violence, which are recorded and investigated, reviewed and used as part of the continual assessment and management of behaviour.

Visitors Upon arrival all visitors and contractors must fill in the Visitors book at reception. All visitors must be

accompanied and escorted by a Group/company staff member at all times. If visitors are observed to breach

any of the Group/company H&S rules, they must be advised accordingly and may be escorted from the

premises at the discretion of group or site management. Reception employees must request that visitors read

the H&S statement at reception and will be notified of the Generic Standard Emergency Evacuation Plans

where they apply.

Vulnerable People and Disability

The Group is committed to making reasonable adjustments to enable all staff to carry out their work in a safe

and easily accessible environment. Alternative arrangements, e.g. home-working with regular contact from the

office, and arranging meetings in alternative offices would also be considered where physical constraints of

premises impair this freedom. Disabilities and Impairments will be considered on an individual basis and

Personal Emergency Evacuation Plans (PEEP) can be prepared and implemented.

The reception desk remains vigilant for Visitors or others with disabilities and will notify the site manager

where assistance or considerations are required. The reception team and site staff are to remain fully

conversant with the emergency response procedures and will respond accordingly in line with the emergency

procedures.

Information at reception, signage and Emergency Evacuation Plans are in use to provide visitors with

information about what steps to take in the event of an emergency. Those receiving a visitor will also have

responsibility for the safe evacuation of their Visitors in the event of an evacuation.

Waste Management

All general waste should be disposed of via the use of shredders, confidential waste bins, wet waste bins, dry recyclable waste bins and high volume bins. The site manager will arrange and supervise the disposal of larger waste items.

All general waste will be collected, stored and disposed of by the site Housekeeping Team and the Site manager or appointed contractor.



Page 28 of 30

Policy: AS6

Water Quality, Temperature and Hygiene Management / Legionella Control. Testing of water systems on the company premises that are susceptible to Legionella is arranged by the site manager who will arrange (usually by specialist contractors) the monitoring, testing and general safety maintenance of the water systems and the retention and update of records. These will include at least the following points:-

Periodic testing of the temperature of taps based on a rolling programme Quarterly testing on the Pasteurisation/Chlorinating of shower heads

Quarterly testing and sample analysis of domestic water systems

Regular inspection, clean and chlorination of water supply systems

Regular flushing of dead legs

The Site Manager will arrange for chlorination to be carried out after any significant modifications to systems.

Welfare

Each area of company occupied premises will:

i. have adequate ventilation ii. have a comfortable temperature

iii. be adequately illuminated iv. be adequately and regularly cleaned v. have adequate workspace

vi. have suitable and sufficient workstations vii. have safe access to and egress from the building

viii. have fresh water, ix. have shower and toilet facilities

The site management and housekeeping teams carry out regular cleaning, maintenance and inspections in company occupied premises. The inspections, servicing and modifications are recorded and retained.

Working at Height

Access to all areas which are considered to be high risk in relation to falls or falling objects are controlled by a Permit to Work System (PTWs). The site manager controls the issue of such permits.

Where practicable running guardrails, man-safe systems or other fall prevention equipment are installed to prevent falls from heights such as roof edges. Equipment of this type is to be thoroughly inspected and tested at least annually but also visually before use. Contractors intending to work at height shall provide their proposed Safe System of Work (SSW) which includes Method Statements, records of relevant training undertaken and specific Risk Assessments.

Safety signs and instructions are displayed indicating hazardous areas. Specific Risk Assessments will be carried out on working at height where there is a significant risk of injury.

Staff are not permitted to use steps and ladders without being trained and considered to be competent by the site manager.

All ladders supplied by the company are non-conductible and are not permitted to be loaned to or from contractors. The ladders are subject to regular detailed inspections and before each use by authorised competent staff and shall be monitored by use of a ladder register and recorded inspection system.

Any defective or damaged ladder is to be taken out of use and destroyed so that it cannot be accidentally used. No domestic ladders are to be allowed on site.

The site manager is to retain records of controls and inspections.



Page 29 of 30

Policy: AS6

Work Equipment The application of the Provision and Use of Work Equipment Regulations is recognised by the Group and adherence to the wording of the Regulations along with the associated guides and Approved Codes of Practise is the intention of the company.

At each location unless in relation to a specific piece of specialised equipment such as medical devices, the site manager is responsible for overseeing the company asset register and the implementation of the planned maintenance schedule for all equipment that requires periodic inspection, examination, testing and retaining records. For example

Play Equipment Fume equipment and local exhaust ventilation and other extraction systems Physical Education equipment Machinery – horticulture, workshop, tools Lifting equipment Boilers and heating systems Furnishings and furniture (internal and external) Fire alarm smoke detection emergency lighting Panic alarms where fitted Ladders and step ladders Air cooling Doors and windows including restrictors

When new equipment is required, the Facilitates Manager in conjunction with the Registered Manager selects this and defines whether it is suitable for the intended use. Once delivered/ obtained the site manager ensures that equipment is installed correctly and that this is recorded.

Lifting equipment

The group will comply with the Lifting Operations and Lifting Equipment Regulations 1998. The group will

ensure that any provided lifting equipment is suitable for the intended use and ensure that the safe working

load limits are displayed. All lifting equipment will be correctly installed and positioned to prevent or limit the

risks to any persons. All lifting equipment will be used safely and correctly, through the provision of

information, instruction and training. All lifting equipment will be regularly inspected and maintained.

Lifting equipment will be:

Mechanically sound and free from any defects

Regularly and sufficiently maintained

Inspected prior to each use

Inspected by a supervisor on a weekly basis and the results recorded.

Lifting equipment designed for the movement of people will be examined every 6 months by a competent

person. All other lifting equipment will be examined every 12 months by a competent person.

Where the equipment has been repaired, it shall be thoroughly tested and examined prior to returning to use.

Hired Equipment

Where there is a need to hire equipment, the group will ensure that it is specifically selected, fit for purpose

and meets the required health and safety standards. Equipment will be sourced from a competent and

reputable suppliers. No use of personal tools or equipment being brought into the

Workplace, where safety standards cannot be assessed, will be tolerated. Any concerns or defects of the hired

equipment should be reported immediately.



Page 30 of 30

Policy: AS6

Work Experience Arrangements - Young Employees. A young person is anyone under 18 years old. Where a young person is intended to be employed, the Human Resources team must ensure that the Group Health and Safety Manager is informed.

A Risk Assessment will be carried out taking into consideration the individual department and tasks to be undertaken prior to the young person’s arrival. Where the young person is on an educational work placement it is the responsibility of the staff organising the work placement to ensure a Work Experience Application form is completed and submitted to the Principal and the site management team so that arrangements can be made for persons to adequately and safely supervise them. A Risk Assessment can then be completed and guidance will be issued to ensure the young person remains healthy and safe whilst on company premises. The Risk Assessment will typically take into account the following:

that young persons might be inexperienced of such environments, unaware of Health and Safety risks

and may be physically or mentally immature

the layout and type of working environment will be unfamiliar

the level of supervision necessary will be considered

avoidance of Manual Handling tasks

avoidance of biological, chemical and physical agents including radiation

the avoidance of excess noise, vibration, extreme heat or cold

Records or findings will be held by the site manager.

Workplace Safety

The Group will comply with the law as set out in the Workplace (Health, Safety and Welfare) Regulations and

associated guidelines and Approved Codes of Practise applicable. This will be applied in relation to permanent

and temporary locations whether fully within the control and ownership of the Group or not, assessing all

foreseeable risks relating to that place of work or workplace.

To ensure that the site premises and its working environment are as safe as possible, systems of regular inspections, maintenance, cleaning and assessments will be carried out and checks shall be established along with the annual assessment audit carried out by the Group Health & Safety Manager, their deputies and internal and external auditors.

Specific arrangements for the publication and sharing of information in this area will be dependent upon the perceived needs and risks involved, each part of a wider risk assessment, management and control structure that intends to provide safe and healthy places and work activity for the staff, visitors and persons in the custody of the Group.

Monitor, Audit and Review

To provide and sustain a successful health and safety management system, a process of auditing and reviewing

our policies and procedures will take place. This will be done through monthly site inspections and regular

audits. There will also be external audits and reviews carried out by a health and safety consultancy firm at

least annually, to avoid complacency. There will be regular site visits by the Group Health and Safety Manager

to monitor compliance.

The four primary areas of monitoring will be on the premises, plant and substances, procedures and people.

The monthly site inspection will be carried out by the site manager, using a document generated by the Group

Health and Safety Manager. This inspection will be monitored against previous audits and may produce

improvement actions.

Documents

The Aurora Group Health and Safety Policyreynardcare.co.uk/.../06/AS6.-Health-Safety-Policy-v4.pdf · 2020. 6. 24. · POLICY OVERVIEW The Aurora Group is a provider of education