Welcome to Smiths News - Connect Group · Smiths News at a Glance Smiths News was formed on 1st September 2006 following the demerger of WHSmith plc. As an independent company, Smiths

Revised November 2019

Welcome to Smiths News

INDUCTION PACK

WAREHOUSE STAFF

Name – Department - Line Manager – 4wk review – 8wk review – 12wk review – 13wk review –

Please ensure that you read this booklet thoroughly as it contains basic information you need about Smiths News and your specific location. This

supplements the information you gain from completion of the of the My Learning Induction module and available on the Angle

Revised November 2019 2

Welcome to the Team! You have joined a fast moving company that works 24 hours a day 7 days a week to meet the needs of its customers, we look forward to you being a part of the team. Good luck in your new role. This booklet is designed to give you the information you need to understand how the business works, who the key people are in your location and how your role fits into the overall operation.

Smiths News History Our origins lie in 1792 when Henry William Smith started a newspaper round business. When Henry and his wife died, their two sons Henry Edward Smith and William Henry Smith took over. Later, William assumed control of the business and it became known as W.H. Smith. William set up the first newspaper distribution warehouse and used a fleet of small carts and fast horses to collect the daily papers and transport them to stagecoach stops. W.H. Smith could get the papers to readers 12 hours faster than the traditional overnight rail coach. As the railway network grew, and trains became speedier, it was more efficient to load newspapers on to trains at stations near the print centers so that they could be distributed as soon as the train reached its destination. When William realised the potential of providing retail to rail travelers, he set up bookstalls by the stations, which in turn diversified and resulted in widespread retail stores and the formation of the WHSmith Group.

Smiths News at a Glance

Smiths News was formed on 1st September 2006 following the demerger of WHSmith plc. As an independent company, Smiths News is ideally placed to meet the needs of its publisher and retailer customers. In 2014 Connect Group was formed and in December 2014 was joined by Tufffnells the parcel freight business.

The External Supply Process

Publisher Wholesaler Retailer Customer Mirror Group Smiths News Supermarkets Public Independent Newsagents Daily Mail Petrol Stations News International Grocery store Express Group Convenience Telegraph Travel outlets Guardian Observer Marketforce Comag

Produces the newspapers

and magazines

Allocates the number of copies to

the retailer and delivers the supply

Promotes, displays to the

customer

Buys the product and drives the demand


The Internal Supply Process (24 hours)

Publisher produces the magazines / newspapers and arranges distribution to Smiths News. Goods in Night / Day on both the Day and the Night shift deliveries from the Publishers are received, checked and booked into the SAP computer system. Any shortages are reported back to the Publisher. Day / Twilight Pack (in Magazine houses only) Magazines are packed during the day and evening using the TWI packing machine. Full bundles are labelled with a bar code and are kept ready for the drivers to deliver to the retailers. Odd copies are packed using the TWI packing machine in to Tote boxes and sealed using a strapping machine. Night Pack Newspapers are received and broken down from the pallets. Copies are then packed on a bench for individual retailer orders.

Customer Services

Goods In Day / Night. Book in the

quantity received

Publisher

Day / Twilight Magazine

Pack

Night Newspaper

Pack

Transport Deliver to Retailers and Bring Back

The Unsold Returns

Newspaper and Magazines are scanned back in giving credit

back to the

customer

Retailer sells the

newspaper and

magazines

Marketing allocate supply to the customers based on quantity sold

previously


Transport load the magazine bundles, Totes and newspapers on to the vans. Tracking labels are stuck to newspaper bundles so that all items can be tracked. The driver then delivers the product to the retailer, scanning the items to be delivered using a Dolphin tracking gun. The driver also collects any unsold magazines or newspaper from the customer and brings them back to the depot to be scanned. Retailer receives the product and contacts customer services if any problems i.e. shortages, missing titles or wishes to change the order they receive. Returns Newspaper Returns scan the returned newspapers from the previous day during the morning, using the hand held Dolphin scanning guns. Magazines are also scanned by the Magazine Returns Department who work through the day. Newspapers and magazines are scanned to give customers back their credit for any items unsold. Net sales are calculated from this procedure. Marketing the newspaper and magazine marketing teams re allocate copies to retailers from the amounts given by the publishers and the retailers net sales. Customer Services take phone calls from our retailer customers regarding their accounts. The main duties are to take any claims for missing items, changing retailers orders, resolving credit queries for returned items, ordering back issues, re sending paper work and assisting in product information. Stockroom is part of the magazine process. After the magazine pack has finished any left over magazines are booked into the Stockroom. Any claims for missing magazines are re sent from the Stockroom as well as any miscellaneous requests for magazines. Sales Based Replenishment (SBR) is part of the magazine process and works to send magazine supplies to customers on a just in time basis, from the sales information given to Smiths News by the retailer. Jargon List In order to help you understand some of the language used in the business. See below a list of jargon used and what it means.

Annual Publication produced once a year

ADT Actual Delivery Time

Box-out Increased Supply of papers – usually for a big News story

Bundle A delivered unit of a publication (a parcel of containing a set number of copies of the publication)

Cage A high sided trolley used to load vehicles with deliveries

Call Management System Telephone management system used by Customer Services

CARS Certified Audit Returns System – used to claim Credit from the Publishers

CCM Central Copy Management for the Marketing of Magazines

Claims Shortage reported by a retail customer

Contents Note Note sent to Retail Customers detailing delivery information


Contractor Driver with their own Van

Credits Refund given to retailers for goods returned or not received

CTN Confectioners, Tobacconists, Newsagent

Daily Newspaper produced Monday – Saturday (appx. 100 titles)

Dolphin Gun Hand-Held Bar-Code reader used by Drivers to Record Deliveries

Firm Sale Copies that cannot be returned to the Wholesaler

House Distribution location

Independent Small single retailer, usually family owned and run

Lost Parcel Where a number of items have been misdelivered or stolen

MTL Merchandising Team Leader

Multiple Group of retailers trading as one company e.g. Forbouys

NAC The National Accounting Centre at Bradford

Net Sale Supply minus Unsolds

NFRN National Federation of Retail Newsagents

NME News Management Executive – the Directors for News

One-shot One-off Publication e.g. World Cup, Royal Wedding, The Toon win the Premiership for the 3

rd time

Overpack Where a Customer has received too much of a Publication

Overstock Copies left after initial pack has been made

Packing Bench/Board Moveable benches used for the Packing of Newspapers

Part-Work Publication produced in a set number of parts or issues – building into a set or collection

RDT Recommended Delivery Time

Recall Note A Document informing the Customer of the titles to be returned for Credit

SAP Main Smiths News Computer System

Scanning The use of Bar-code readers to record information

SOR Sale or Return – Goods can be returned for Credit if the Customer has not sold them

Stock Cage A Secure area of the Warehouse

Supplement Separate item sent with a publication e.g. Colour Sunday Supplements

TM Territory Manager – Field based News Representative

Tote Re-usable, Sealable, Plastic Box used for Magazine deliveries

Turns The Quantity of product within layers of a Bundle

TWI Conveyor system used for Magazine packing

Unsolds Goods that have the retailer has not sold

Waste Product for which a sale or Credit cannot be made

Contract of Employment and Pay A contract of employment will be issued to you before your employment starts, which will give you the specific details regarding your hours, pay, holiday entitlement and role. Further information of terms and conditions can be found on the following:

Connect Me

The Angle

Offer letter

Notice boards

Any other document that states it is part of your contract of employment Weekly paid employees are paid in arrears on the Friday of each week, along with any additional hours, overtime, additional pay all pay is a week in arrears.


Monthly paid employees are paid on the 20th of each month, basic pay is for the current calendar month. Any additional hours, overtime, additional pay will be paid for the previous month

Probation Period There is a standard 13 week probation period when you start work with us. As part of this process you will receive both on the job training and one to one meetings to discuss your progress.

On the Job Training Your line manager will be responsible for providing you with training to carry out your role. Your training will be supported through your probation period and will be offered for any new processes or use of specific equipment or machinery.

Probation period reviews Your line manager will have regular discussions with you throughout your employment to discuss your performance in your role. Specific conversations will take place at 4 / 8 / 12 and finally at 13 weeks

Benefits

There are many benefits available to staff which include share save scheme, cycle to work, discounts on days out and many more, for full details and the latest offers available refer to notice boards and the Angle which you can access from your Connect Me account.

Holidays Smiths News recognises the importance of taking time off from work to relax. Your specific holiday entitlement on your Connect me account from where you can request to book dates, do not commit to a holiday until it has been authorised by your manager

Pensions Detail of current options will be communicated directly to you

Notifying Sickness Absence If you are unable to attend work you must inform your line manager by telephone before the start of your shift. Notification must be made in person unless this is not possible due to the nature of your illness. It is your responsibility to maintain regular communication with your line manager when absent from work. A Back to Work interview will be carried out following a period of sickness absent

Security Policy


The following rules and procedures relating to cash, stock, other Company property and the security of premises have been formulated to protect staff and the Company. Failure to observe these rules will lead to disciplinary action. Your attention is drawn to the fact that where an individual is found: 1 To be in possession of Company property in breach of the following rules or 2 To have misappropriated company property or 3 To have failed to account correctly for goods/and or monies received on behalf of the Company.

He or she must provide a valid explanation to management when requested to do so. In the event of the explanation being unsatisfactory, the Breach will be considered Gross Misconduct, irrespective of the quantity or value of goods and/or money involved. In this event, the individual will be dismissed. The Company reserve the right to prosecute in all cases for breaches of these rules. Company property is defined as anything owned by the Company or which it has responsibility whether or not it has any monetary value. Examples of items included are publications (which may be current, awaiting distribution or returned and wasted items), free gifts, either attached or unattached to publications; supplements; stationery requisites; vehicles; fuel and the use of telecommunications facilities. The Company reserves the right to carry out random searches of possessions at any time. These may be carried out by a member of Smiths News Security Services or by Management. Staff can request the presence of a colleague while a search is being carried out. Refusal to agree to a search without a justifiable reason may lead to dismissal. Stock Staff receiving goods into the house are responsible for checking the quantity received against the delivery or contents note according to Company policy. Any shortage must be reported to the Manager responsible, before signing for supplies. All goods carried on Company vehicles are deemed to be Company property. Sales staff and merchandisers are responsible for the product which they may carry on their vehicles which must be accounted for through the official system. Free Gifts and Supplements Free gifts and supplements attached to, inserted within or distributed separately from the publication they are part of are considered to part of that publication and thus Company property. At no time are staff permitted to remove gifts and supplements for their own, or others use either at work or elsewhere. This rule applies to all free gifts and supplements regardless as to whether the stock is current or not. Old and Waste Stock Staff are not allowed to remove old and wasted stock from the premises that has been put to waste by the Company either on its own behalf or on behalf of a publisher unless for reasons approved by management. Such stock is to be treated as though it belonged to the Company. Premises


Keys to premises are to be held only by the Manager and authorised members of staff. Access to the building is by your badge, you should not allow anyone else to use your badge, certain areas have restricted access, you may only aces these if accompanied and required by your manager. Company Vehicles Unauthorised use of Company transport for purposes other than Company business will be considered to be Gross Misconduct. Such use may, in certain circumstances, constitute a criminal offence. Confidential Information To protect the Company’s business interests, staff must not discuss any details concerning the Company’s affairs or methods of operating with non Smiths News employees. No member of staff may speak to the press or other companies representatives without prior authorisation from the Manager. Use of the Telephone The use of the telephone for personal calls, without permission of management, will be considered Gross Misconduct. Offsite Purchases All staff should obtain a receipt for any news product that is purchased externally which is brought onto News property. The receipt should obviously be current and relate to the day/item in question. Where it is not possible to obtain a receipt the member of staff should immediately report to their Supervisor or Line Manager and advise the item(s) begin brought into the building. This will be recorded so that details can subsequently be verified if required. Any member of staff who does not have a receipt for goods in their possession, or who has not reported details to their Supervisor or Manager, will be deemed to be in unauthorised possession of Company product and may be subject to dismissal for Gross Misconduct.

Electronic Mail and Internet Policy 1. Background 1.1 1.1 Electronic mail (E-mail) is now an essential business tool. It is a quick,

efficient and versatile method of communication, which is increasingly linked to open systems, such as the Internet, and has the capability of transmitting messages beyond the boundaries of our network to external organisations. It is important that employees take a professional approach whenever they send e-mail on behalf of the company and to be wary of e-mails received from external sources, which may contain illegal material, virus-carrying attachments, have un-associated business message headings or are not from a known or genuine source.

1.2 1.2 The appropriate use of the e-mail system within the company is encouraged, as it can facilitate communication and improve efficiency. Its inappropriate use, however, can cause problems from minor distractions to legal claims against the company. This policy sets out the company's view on the correct use of the e-mail system, and explains how this can be achieved, as well as the company's response to inappropriate use


1.3 2. Who is affected by this Policy? The rules set out in this Policy apply to all authorised electronic mail users – there are no exceptions.

2. 3. Principles of Electronic Mail Usage 2.1 3.1 Responsibility

The company is legally responsible for all material transmitted using the electronic mail system and could be liable if illegal, offensive or defamatory material is contained in electronic mail messages

2.2 3.2 Ownership All e-mail messages on the company’s e-mail system are the property of the company, whether they relate to business or personal matters. Consequently, all e-mails may be read as part of routine company monitoring to ensure compliance with the company’s policy. Employees should always, therefore, consider the nature of the use of the Company’s email system and not assume that their emails (whether sent or received) are private in the light of the Company’s discretion to monitor email use.

2.3 3.3 Security When an e-mail message is sent, the employees email identification (id) will be associated with the message, so the contents will always be attributed to the individual. You must not attempt to access e-mail folders that do not belong to you unless you have been given permission explicitly to do so. Any unauthorised attempt, successful or unsuccessful, to access another person’s e-mail folder will be seen as a breach of this policy. Under no circumstances should your personal passwords be disclosed to any other person. Whenever possible employees should never leave their PC unattended when logged on. Employees should never attempt to read or modify someone else’s e-mail without permission, or send mail, which purports to be from another sender.

2.4 3.4 Confidentiality E-mail Information, including details of senders and addressees and content of messages, is routinely recorded by the system. It is possible that messages may also be read en-route to their destination, and that they may be forwarded on once received. Even after employees have finished with email messages, they may be stored for long periods in back-up systems or on recipients’ drives. Therefore, the e-mail system should not be seen as a trusted method for the transmission of confidential material. You should consider sending such items in a sealed envelope instead.

2.5 3.5 Authorised Business Use The e-mail system is available for communication on matters directly concerned with the business of the company. Employees using the e-mail system should give particular attention to the following points:

i) i) Remember that Internet e-mail transmissions are not a fully secure form of communication, messages may end up going to someone other than the intended recipient, so think carefully before sending any particular business material e.g. extracts from the company’s records, personal information relating to salaries etc.

ii) ii) The standard of presentation. E-mail messages, whether for external or internal use, should be composed to the same standards as written communications. The contents should be factually correct and allow individuals to substantiate the facts from their personal knowledge, and not rely on hearsay.

iii) iii) The e-mail system is set up for business purposes, however the company will allow limited personal use, as long as it is out of working hours


and does not affect the work of the employee. Any personal material should be deleted as soon as possible and not stored indefinitely on the companies system. Use of any offensive or abusive material will not be tolerated. If an employee is found to be abusing the system then this will be treated as a disciplinary offence, which may result in dismissal. Personal e-mails should not be copied to more than 5 people.

iv) iv) Employees should retain an electronically filed or hard copy of all business external correspondence, as proof of exchange or in case of queries over the contents.

v) v) E-mail makes it easy to send the same message to a large numbers of people. Care should always be taken to avoid sending un-necessary messages to busy people. You should always carefully consider your audience.

vi) vi) If an e-mail message is confidential, the user must ensure that the necessary steps are taken to protect confidentiality.

vii) vii) The company and the sender will be liable for any defamatory information circulated either within the company or to external users of the system.

viii) viii) Offers or contracts transmitted via e-mail are legally binding. Those dealing with items covered by the Competition Act should be aware that e-mails can also infringe this Act

ix) ix) E-mail has the same legal standing as other correspondence and it is possible to enter into legally binding obligations using it. Employees must take care not to commit themselves or the company unintentionally.

x) 3.6 Unauthorised Use Any unauthorised usage of the e-mail system will be treated as a disciplinary offence which may result in dismissal. The company will not tolerate the use of the e-mail system for any of the following:

xi) i) E-mails that are abusive can be a source of stress and damage work relationships. Hasty messages, sent without proper consideration, can cause unnecessary misunderstandings.

xii) ii) Any message that could constitute bullying or harassment (e.g. on the grounds of sex, race, disability etc.).

xiii) iii) Limited personal use is allowed, however, any personal use, concerning, jokes, cartoons, chain letters or other attachments will not be tolerated. Although it may be difficult to control the receipt of these e-mails, employees must not forward or reply to them.

xiv) iv) It is particularly important that any attachments known to carry a virus are not opened, for risk of infecting the system. Care must be taken if a message is received from an unexpected source or showing an unassociated business heading (e.g. I Love you) with unidentified attachments. If you receive any e-mail that is suspicious report it immediately to the PC and LAN team via the News Helpdesk.

xv) v) On-line gambling or auctions.

xvi) vi) Accessing pornography or any other material likely to cause offence or bring the company into disrepute. Downloading or distributing copyright information and/or any software available to the user.

xvii) vii) Sending confidential information about other employees, the company or its customers or suppliers to unauthorised people


xviii) viii) Send company data to personal accounts

xix) ix) Employees must never transmit material that may be defamatory, abusive, intimidating, hostile, humiliating or likely to cause distress or offence. Under the Data Protection Act and Competition Act or in a legal situation, relevant e-mail messages may have to be disclosed and the content defended to the other party or in court. Once court proceedings have commenced, there is a duty to preserve all relevant documents and in these circumstances it is not permissible to delete e-mail messages because the contents have become embarrassing or inconvenient.

2.6 3.7 Housekeeping It is important when using e-mail is to carry out housekeeping and to regularly delete all unwanted messages to avoid the build up of junk mail. Likewise any messages that have been sent and that are held in the Sent Mail Folder should also be regularly deleted.

2.7 4. The Internet While it is recognised that not everyone has direct access to the Internet at work, it has become more and more popular in providing a quick and easy method to source information. As a Company we understand that many employees frequently use the Internet as part of their everyday job, there are restrictions as to personal usage. This policy sets out the company’s view on the correct use of the Internet, and explains how this can be achieved as well as the response to inappropriate use.

2.8 4.1 Authorised use

i) i) All employees whose role requires them to use the Internet as an essential part of their job should be able to use the Internet as required.

ii) ii) Employees who have access to the Internet are permitted to use it for personal use but only outside of their normal working hours and such use specifically excludes any usage detailed in this policy under the heading of unauthorised usage.

iii) iii) Misuse of the Internet will result in disciplinary action against the account holder and may result in their dismissal

2.9 4.2 Unauthorised use

i) i) The use of the Internet (sending, receiving or displaying) for accessing obscene or offensive material, such as Pornography, is forbidden.

ii) ii) The use of chat rooms, auction sites and gambling etc on line will not be tolerated nor will the use of the Internet for the playing of games.

iii) iii) The copying of materials and information accessed via the Internet that is protected by copyright laws is not allowed because of the legal position.

iv) iv) Comprehensive logs of all Internet use are retained at all times and reports are regularly reviewed.

v) v) Unauthorised use, as shown above, will result in disciplinary action being taken against the person responsible, which may result in their dismissal.

3. 5. Further information or clarification 3.1 5.1 For any further information on the rules outlined here and their interpretation

you should contact the Human Resources Department.


Smiths News Smoke Free Workplace Policy

1. Aims of the Policy

All Managers of enclosed workplaces and public places have a duty of care towards the Health & Safety of staff and Smiths News recognizes that breathing other people’s smoke is both a public health hazard and a welfare issue. This Policy recognises that secondhand smoke adversely affects the health of all employees. It is not concerned with whether anyone smokes but with where they smoke and the effect this has on staff and other members of the public.

The policy seeks to:

Provide a healthy working environment and protect the current and future health of employees and members of the public.

Recognize the right of everyone to breathe in air free from tobacco smoke.

Comply with Health and Safety Legislation and Employment Law.

Raise awareness of the dangers associated with exposure to tobacco smoke.

Take account of the needs of those who choose to smoke and to support those who wish to stop.

Introduction

Section 2(2) of the Health and Safety at Work Act 1974 places a duty on employers to:

‘…provide and maintain a safe working environment which is, so far as is reasonably practical, safe, without risks to health and adequate as regards facilities and arrangements for their welfare at work.’

Secondhand smoke – breathing other people’s tobacco smoke – and sidestream smoke has now been shown to cause lung cancer and heart disease in non-smokers, as well as many other illnesses and minor conditions.

Further to this, colleagues using Electronic Cigarettes are to abide by the same rules as smokers, using the smoking area as a ‘vaping area’ also.

The smoking area on site is adjacent to the yard and car park, it is clearly signposted and sheltered for use during rain / poor weather conditions

2. General Principles and Scope

The aim of this Policy is to:

Protect the health of staff.

Protect the health of visitors, contractors and users and/or clients of our services or products.

Inform staff and managers of their responsibilities in respect of the Policy.

Support smokers to help them cope with increased restrictions on their smoking during the working day.

Promote the culture of a smokefree organisation.

This Policy will apply to all staff, visitors, contractors and other persons who enter the premises of this workplace.

2.1 Restrictions on Smoking


Smoking is not permitted in any part of the premises or at entrances that are managed, leased or owned by the organisation at any time. The word premises means any building or substantially enclosed public or private area occupied by one or more members of the general public or a workspace whether used by one or more members of staff. Such spaces include lifts, corridors, stairways, lavatories, rest rooms, reception areas or entrances. (An enclosed area is one which has a permanent or semi permanent roof and has walls, including windows and doors, enclosing more than 50% of its perimeter.)

2.2 Visitors All visitors, contractors and deliverers are required to abide by the smoke/vape free policy. Staff members are expected to inform visitors of the policy. However they are not expected to enter into any confrontation that may put their personal safety at risk.

2.3 Staff Staff are only permitted to smoke/vape whilst off duty (in official break times only) and are only permitted to smoke in unenclosed designated areas. (Allocated by the House Manager)

2.4 Vehicles Smoking/vaping is not permitted in vehicles belonging to or leased by the employer, at any time. In addition, smoking is not permitted in staff private vehicles if ever used to carry members of staff or members of the public whilst carrying out the duties of an employee. Although we cannot prevent staff smoking in their ‘car allowance’ or ‘merchandiser purpose’ cars outside of working hours, they cannot smoke during working hours, as they may need to take passengers.

2.5 Support for Smokers Information on stopping smoking with support from local cessation services will be provided for smokers. The NHS Smoking Helpline number is 0800 169 0 169. The helpline can offer advice and support on stopping smoking along with a website at www.givingupsmoking.co.uk.

3. Introduction and Implementation of the Policy

All staff are personally responsible for complying with this Policy. Responsibility for implementing this Policy rests with the management. Day-to-day responsibility for implementation lies with managers. To ensure that everyone understands that smoking is only allowed in designated areas away from buildings, clear signs will be displayed.

Tenders and contracts will stipulate adherence to this Policy as a contractual condition.

3.1 Disciplinary Action Any member of staff failing to observe the policy by smoking in unauthorised areas will be liable to Disciplinary Action in accordance with the Company’s Disciplinary Policy. In the event of a breach of the policy by a visitor or staff member of other organisations, they should be asked to extinguish all smoking materials and be informed of the availability of external smoking areas. If they continue to smoke the matter should be referred to the appropriate manager. In the event that staff of other organisations continue to breach the Policy, the appropriate organisation should be advised in writing of the consequences of breaching these requirements.


1. Warehouse Safety

Safety signs Be aware of the safety signs in the warehouse which are coloured yellow warning if you of potential hazards such as plastic loops left on the floor

CCTV CCTV is in operation on Smiths News premises for the purposes of safety and security

Risk Assessments and Safe Working Practice Sheets Risk assessments are completed to assess the risk to injury to comply with the law and are displayed in the business. A copy of all risk assessments is kept in the corridor and accessible to staff should they want to review these documents. Please see your line manager if you would like further information about risk assessments. Safe Working Practice Sheets (SWPS) are guidance sheets on how to safely tasks. They are constantly being updated and can be found on the Smiths News Intranet under the health & safety page, in a folder hung in the corridor, or from your line manager. You must complete the relevant Safe Working Practice Sheets in order to be able to safely carry out your role. Please see your line manager if you have not received copies.

Health & Safety Representatives There are usually two Health and Safety Representatives appointed for each location, one for days and one for nights. Their role is to work with management on health & safety issues and help come to a solution. Please report any potential hazards to either your line manager or H&S Representative.

Housekeeping One fifth of all accidents in the business are caused by slips, trips and falls. Most of these caused by uncut strapping loops left on the floor. This can be avoided through good housekeeping. Ensure that your work areas are kept clear of rubbish. Report any potential hazards to your line manager.

Control of Substances Hazardous to Health (COSHH) These regulations relate to any substances used in the location e.g. cleaning materials. You must receive training before using any chemical.

Recycling Staff are required to ensure that all waste is segregates appropriately. Particularly strapping bagged separately to any other materials then baled, clear plastic and cardboard separate from all other materials and baled. Food, floor sweepings, coloured stretch wrap, paper/wax coffee cups and string should be separated from other materials and disposed of as general waste. All other waste should be bagged as dry mixed recycling.

2. Fork Lift Truck Safety

Please be aware that forklift trucks are operational on site at all times. They will only operate in the yard, and in the pallet racking to the rear of the warehouse. Forklifts complete almost all loading and unloading of vehicles and are a huge park of our


operation. Forklifts remove a significant amount of manual handling and so help relieve many staff of excessive lifting – therefore reducing the risk of harm caused by manual handling. Although forklift trucks and heavy mechanical equipment are a tremendous benefit in terms of materials handling and storage, they also increase the potential risk of a serious accident. We regularly brief our staff and management about the risks involved in using this equipment to ensure that the chance of an accident occurring is kept to a minimum. In a perfect world we would not want any of the many Customers and visitors to our News Houses to enter the warehouse, but the dynamics of the News Trade are such that a rule of this type may be impractical in some Houses. Some News Houses will have a strict policy which prohibits non Smiths News staff from entering the warehouse. It is, therefore, important that you do not enter the warehouse without permission. Therefore, listed below are a number of key points that highlight the risk involved in entering our warehouse area. It is important that you and regular visitors calling on your behalf are aware of these points:

1. Do not enter the warehouse area unless it is absolutely essential and you have permission from a member of management.

2. Visiting Customers are not permitted to enter the yard or warehouse – unless there is a planned visit in which case they will be accompanied by a member of management

3. If you have to enter the warehouse remove hats, hoods, earphones or anything that may restrict hearing or vision.

4. Be aware of the “Fork Lift Truck” operating signs.

5. Where marked, keep to the pedestrian walkways.

6. Keep alert for the Fork Lift Truck operating horn.

7. Visitors that need to visit the warehouse should ensure that they use the proper visitor’s entrance from the reception.

8. Never touch any equipment within the warehouse unless authorised, trained and confident in doing so.

ALWAYS REMEMBER THAT FORK LIFT TRUCKS WILL BE OPERATING BOTH IN THE WAREHOUSE AND YARD AREA.4. Protective Clothing

Protective clothing is provided by the company and must be worn at all times in the warehouse.


High Visibility Safety Vests

High visibility vests must be worn at all times by all staff entering or working in the warehouse. Please see your line manager who will issue you with a vest.

Safety footwear

Safety footwear must be worn whilst working in the warehouse. You have the option to pay extra for another style. Please see your line manager for further details.

Safety knives

For your safety and to reduce accidents, you will be issued with a Moving Edge Safety Knife by your line manager. These are the only knives you are allowed to use.

Safety Footwear Policy (Jan 2003) To comply with H&S legislation and in the interest of safety for all operational employees, protective footwear must be worn at all times in the same areas where the hi visibility vests are required. All visitors, contractors and office based staff must also wear safety footwear whilst in the warehouse – NO EXCEPTIONS If you see someone in the warehouse without the appropriate PPE you must report it to your manager immediately Safety footwear is provided to staff at no charge. If you do not have safety footwear when reporting to work, you will be asked to go home and get it. You will not be paid until you return to work and resume work. Any new employee starting without safety footwear will be placed to work in a designated safe area for a reasonable period (no more than 2 weeks) until safety footwear is obtained. It is important for the safety of all Employees, Contractors and Visitors that we follow these guidelines and minimise any potential hazards.


5. Reporting Accidents All accidents or injury’s are to be reported immediately to the manager and recorded in the accident book.

6. First Aid Provision In the event of an accident or injury you will find a first aid box in the location below. Make yourself aware of who the first aider is in your department.

7. Fire Safety Information Safe Working Practice Sheet 10.1 (issued by your line manager) outlines the guidance on what to do in the event of a fire. It is important that you read and understand the points and that a signed copy is placed on your staff file.

Fire Alarm Testing:

If the alarm sounds at any other time than stated test times, DO NOT assume it is a test - evacuate the building immediately.

Call alarm points:

To raise the alarm that there is a fire, break the glass on the call alarm point.

Fire Exits:

Are marked in green with a running person. Please make yourself aware of the fire exits in your location

Fire Assembly Points:

The fire assembly points should be communicated to you during your induction

Fire Marshalls Fire Marshalls will ensure that all persons have left the building. Fire Marshall information is available on the site notice boards

Revised November 2019 18 .

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