Heath and Safety Policy
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HEALTH AND SAFETY POLICY
CONTENTS
INTRODUCTION
This Health and Safety manual contains our Health and Safety Policy as required by the Health and
Safety at Work Act 1974 and it defines the way we manage the health and safety hazards and risks
associated with our business, premises and activities.
Hellesdon Parish Council is committed to managing health and safety effectively to protect our
employees and other persons with whom we interact because we recognise that we have not only a
moral and legal duty but also that our employees are our greatest asset.
Our Health and Safety Policy Statement sets out our commitment and the objectives we aspire to in
managing health and safety. It is signed by the most senior person in our organisation to
demonstrate that our commitment is led from the top.
Our approach to managing health and safety will be pragmatic and proportionate and will be
prioritised according to risk with the objective of maintaining continuous improvement. We accept
that we cannot eliminate risk from everything we do but we can manage risk in such a way that
exposure to hazards is controlled as far as is reasonably practical.
We recognise that improvement in health and safety will not happen by chance and that planning to
manage using a systematic approach through risk assessment is a necessary first step and an
ongoing process. In moving forwards we will wherever possible eliminate risk through selection and
design of buildings, facilities, equipment and processes. Where risks cannot be eliminated they will
be minimised by the use of physical controls or, as a last resort, through systems of work and
personal protection.
We will review our health and safety arrangements periodically and at least annually.
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Health and Safety Policy Statement
Hellesdon Parish Council recognises that it has a legal duty of care towards protecting the health and
safety of its employees and others who may be affected by the council’s activities, and that
managing health and safety is a business critical function.
In order to discharge its responsibilities the Parish Council will:
• bring this Policy Statement to the attention of all employees
• carry out and regularly review risk assessments to identify proportionate and pragmatic
solutions to reducing risk
• communicate and consult with our employees on matters affecting their health and safety
• comply fully with all relevant legal requirements, codes of practice and regulations at
International, National and Local levels
• eliminate risks to health and safety, where possible, through selection and design of
materials, buildings, facilities, equipment and processes
• encourage staff to identify and report hazards so that we can all contribute towards
improving safety
• ensure that emergency procedures are in place at all locations for dealing with health and
safety issues
• maintain our premises, provide and maintain safe plant and equipment
• only engage contractors who are able to demonstrate due regard to health & safety matters
• provide adequate resources to control the health and safety risks arising from our work
activities
• provide adequate training and ensure that all employees are competent to do their tasks
• provide an organisational structure that defines the responsibilities for health and safety
• provide information, instruction and supervision for employees
• regularly monitor performance and revise policies and procedures to pursue a programme
of continuous improvement.
This Health and Safety Policy will be reviewed at least annually and revised as necessary to reflect
changes to the business activities and any changes to legislation. Any changes to the Policy will be
brought to the attention of all employees.
Signed: Faye LeBon Dated:
Name: Faye LeBon Position: Parish Clerk
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Environmental Policy Statement
Hellesdon Parish Council recognises that the day-to-day operations can impact both directly and
indirectly on the environment. We aim to protect and improve the environment through good
management and by adopting best practice wherever possible. We will work to integrate
environmental considerations into our business decisions and adopt greener alternatives wherever
possible, throughout our operations. In order to discharge its responsibilities the Parish Council will:
• bring this Environmental Policy Statement to the attention of all stakeholders
• carry out regular audits of the environmental management system
• comply fully with all relevant legal requirements, codes of practice and regulations at
International, National and Local levels
• eliminate risks to the environment, where possible, through selection and design of
materials, buildings, facilities, equipment and processes
• ensure that emergency procedures are in place at all locations for dealing with
environmental issues
• establish targets to measure the continuous improvement in our environmental
performance
• identify and manage environmental risks and hazards
• improve the environmental efficiency of our transport and travel
• involve customers, partners, clients, suppliers and subcontractors in the implementation of
our objectives
• minimise waste and increase recycling within the framework of our waste management
procedures
• only engage contractors who are able to demonstrate due regard to environmental matters
• prevent pollution to land, air and water
• promote environmentally responsible purchasing
• provide adequate resources to control environmental risks arising from our work activities
• provide suitable training to enable employees to deal with their specific areas of
environmental control
• reduce the use of water, energy and any other natural resources
• source materials from sustainable supply, when practicable.
This Environmental Policy will be reviewed at least annually and revised as necessary to reflect
changes to the business activities and any changes to legislation. Any changes to the Policy will be
brought to the attention of all stakeholders.
Signed: Faye LeBon Dated:
Name: Faye LeBon Position: Parish Clerk
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Organisation for Health and Safety
The overall responsibility for health and safety rests at the highest management level. However, it is
the responsibility of every employee to co-operate in providing and maintaining a safe place of work.
This part of our policy allocates responsibilities to line managers to provide a clear understanding of
individuals’ areas of accountability in controlling factors that could lead to ill health, injury or loss.
Managers are required to provide clear direction and accept responsibility to create a positive
attitude and culture towards health and safety.
The following positions have been identified as having key responsibilities for the implementation of
our health and safety arrangements:
Parish Councillors
The Parish Clerk
The Facilities Manager
Fire Wardens
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Health and Safety Responsibilities
Parish Councillors
The Parish Council, as a corporate body, has the ultimate responsibility for the health and safety of
Hellesdon Parish Council but discharges this responsibility down to individual managers, supervisors
and employees.
Parish Councillors will ensure that:
• they provide a lead in developing a positive health and safety culture throughout the
organisation.
• all its decisions reflect its health and safety intentions.
• adequate resources are made available for the implementation of health and safety
• they will promote the active participation of employees in improving health and safety
performance
• they will review the health and safety performance of the council on an annual basis
The Parish Clerk and Facilities Manager
The Parish Clerk and Facilities Manager will, in their area of control, ensure that:
• they actively lead the implementation of our Health and Safety Policy.
• they supervise their staff to ensure that they work safely, providing increased supervision for
new and young workers.
• safe systems of work are developed and implemented.
• risk assessments are completed, recorded and regularly reviewed.
• accidents, ill health and 'near miss' incidents at work are investigated, recorded and
reported.
• they communicate and consult with staff on health and safety issues.
• they encourage staff to report hazards and raise health and safety concerns.
• safety training for staff is identified, undertaken and recorded to ensure staff are competent
to carry out their work in a safe manner.
• issues concerning safety raised by anyone are thoroughly investigated and, when necessary,
further effective controls implemented.
• premises, plant and work equipment are maintained in a safe condition.
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• statutory examinations are planned, completed and recorded.
• personal protective equipment is provided, staff instructed in its use and that records are
kept.
• adequate arrangements for fire and first aid are established.
• any safety issues that cannot be dealt with are referred to the Parish Council for action.
• welfare facilities provided are maintained in a satisfactory state.
• hazardous substances are stored, transported, handled and used in a safe manner according
to manufacturers' instructions and established rules and procedures.
• health surveillance is carried out and records are kept.
• contractors engaged are reputable, can demonstrate a good health and safety record and
are made aware of relevant local health and safety rules and procedures.
• health and safety notices are displayed.
• agreed safety standards are maintained particularly those relating to housekeeping.
• risk assessment requirements are co-ordinated and the implementation of any action
required is monitored.
• risk assessments are reviewed regularly and any changes are brought to the attention of
staff who may be affected.
• regular meetings are held where health and safety issues can be discussed, progress made
against objectives and plans monitored and actions decided.
• provide advice on health and safety training requirements.
• details of accidents, dangerous occurrences or diseases that are notifiable are reported to
the Enforcing Authorities.
• contact with external organisations such as the emergency services is co-ordinated.
• the schedule of statutory examinations of plant and equipment is maintained.
• health and safety rules are followed by all.
Fire Wardens
Fire Wardens will ensure that in their designated area of responsibility they:
• monitor the general fire safety of the area that they have been allocated to.
• check corridors and walkways to ensure combustible materials are not stored there.
• monitor escape routes to see they are kept free of obstructions.
• check that fire doors are not tied, propped or wedged open.
• check that final exit doors are not obstructed. check that extinguishers are where they
should be and no obvious misuse or defect has occurred.
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When the fire alarm sounds, Fire Wardens must:
• without putting themselves at risk, sweep through their allocated area and verbally
encourage staff to leave via the nearest fire escape route. Fire Wardens should aim to finish
their sweep at a fire exit and should not delay their own escape unduly.
• check all accessible rooms including toilets and offices to make sure staff have evacuated the
area or in case someone is waiting for assistance to evacuate. If there are signs of fire in a
room (e.g. smoke coming out around the door), they should note the fact but should not
enter or open the door.
• if there is no immediate danger, ensure that all windows and doors are closed en-route to
the fire exit.
• report to the senior manager at the fire assembly point to report any signs of fire in their
area, to report if anyone is at risk and to advise if their area is clear.
• take part in any post-alarm de-briefing to identify any shortcomings in the fire evacuation
procedures.
Fire Wardens are not expected to unnecessarily delay their own exit from the building or to
jeopardise their own safety at any time. Fire Wardens are not expected to fight a fire or to use a fire
extinguisher except to aid their own escape. However if the fire is in their area of responsibility and
they are trained and competent to do so, Fire Wardens may attempt to tackle a small fire if it is safe
to do so and using the appropriate extinguisher.
Employees
All employees must:
• take reasonable care of their own safety.
• take reasonable care of the safety of others affected by their actions.
• observe the safety rules.
• comply with the Health and Safety Policy.
• conform to all written or verbal instructions given to them to ensure their personal safety
and the safety of others.
• dress sensibly and safely for their particular working environment or occupation.
• conduct themselves in an orderly manner in the work place and refrain from any antics or
pranks.
• use all equipment, safety equipment, devices and protective clothing as directed.
• avoid any improvisations of any form which could create an unnecessary risk to their
personal safety and the safety of others.
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• maintain all equipment in good condition and report defects to their supervisor.
• report any safety hazard or malfunction of any item of plant or equipment to their
supervisor.
• report all accidents to their supervisor whether an injury is sustained or not.
• attend as requested any health and safety training course.
• observe all laid down procedures for processes, materials and substances used.
• observe the fire evacuation procedure and the position of all fire equipment and fire exit
routes.
Contractors
All contractors must:
• take reasonable care of their own safety.
• take reasonable care of the safety of others affected by their actions.
• observe the safety rules.
• submit their health and safety policy and relevant risk assessments to us for approval.
• comply with and accept our health and safety policy, if they do not have one.
• conform to all written or verbal instructions given to them to ensure their personal safety
and the safety of others.
• dress sensibly and safely for their particular working environment or occupation.
• conduct themselves in an orderly manner in the work place and refrain from any antics or
pranks.
• use all equipment, safety equipment, devices and protective clothing as directed.
• avoid any improvisations of any form which could create an unnecessary risk to their
personal safety and the safety of others
• maintain all equipment in good condition and report defects to their supervisor.
• report any safety hazard or malfunction of any item of plant or equipment to their
supervisor.
• report all incidents to their supervisor and to us whether an injury is sustained or not.
• attend as requested any health and safety training course.
• observe all laid down procedures for processes, materials and substances used.
• observe the fire evacuation procedure and the position of all fire equipment and fire exit
routes.
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Health and Safety Rules
This section of our Health and Safety Policy specifies the rules laid down for the attention of all
employees. These rules are prepared in accordance with legal requirements and acknowledged safe
working practices. In addition to the legal duty imposed upon employees to comply with these rules,
failure to observe them will be considered to be a breach of the contract of employment and will
result in disciplinary action being taken.
Employees are reminded that a breach of health and safety legislation by an employee is a criminal
offence and action taken by an Enforcing Officer against an individual may result in heavy penalties.
Safety rules may vary depending upon the nature of work and the circumstances therefore the
overriding requirement is that employees are expected to act in a sensible manner and adhere to
verbal instructions given by Management.
General
• It is the duty of all employees to co-operate with management in fulfilling our legal
obligations in relation to health and safety.
• Employees must not intentionally or recklessly interfere with anything provided in the
interests of health, safety or welfare.
• Employees are required to notify to management of any unsafe activity, item or situation.
Working Practices
• Employees must not operate any item of plant or equipment unless they have been trained
and authorised.
• Employees must make full and proper use of all equipment guarding.
• Employees must not clean any moving item of plant or equipment.
• Employees under the age of 18 years must not operate any item of plant or equipment
unless they have received sufficient training or are under adequate supervision.
• Employees must not make any repairs or carry out maintenance work of any description
unless authorised to do so.
• Employees must use all substances, chemicals, liquids etc, in accordance with all written
instructions.
• Employees must not smoke except in prescribed areas
Hazard / Warning Signs and Notices
• Employees must comply with all hazard/warning signs and notices displayed on the premises
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Working Conditions / Environment
• Employees must make proper use of all equipment and facilities provided to control working
conditions/ environment.
• Employees must keep stairways, passageways and work areas clear and in a clean and tidy
condition.
• Employees must dispose of all rubbish, scrap and waste materials within the working area,
using the facilities provided.
• Employees must clear up any spillage or liquids within the work area in the prescribed
manner.
• Employees must deposit all waste materials and substances at the correct disposal points
and in the prescribed manner.
Protective Clothing and Equipment
• Employees must use all items of protective clothing/equipment provided as instructed.
• Employees must store and maintain protective clothing/equipment in the approved manner.
• Employees must report any damage, loss, fault or unsuitability of protective
clothing/equipment to their supervisor.
Fire Precautions • Employees must comply with all laid down emergency procedures. • Employees must not obstruct any fire escape route, fire equipment or fire doors. • Employees must not misuse any fire fighting equipment provided. • Employees must report any use of fire fighting equipment to their supervisor.
Accidents
• Employees must seek medical treatment for work related injuries they receive by contacting
a designated first aider. Upon returning from treatment they must report the incident to
their supervisor.
• Employees must ensure that any accident or injury treatment is properly recorded in the
Accident Book.
• Employees must notify management of any incident in which damage is caused to property.
Health
• Employees must report to management any medical condition or medication which could
affect the safety of themselves or others.
• Employees must co-operate with the management on the implementation of the medical
and occupational health provisions.
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Employer’s Transport
• Employees must carry out prescribed checks of council vehicles prior to use and in
conjunction with the laid down checking procedure.
• Employees must not drive or operate any vehicles for which they do not hold the
appropriate driving licence or permit.
• Employees must not carry unauthorised passengers or unauthorised loads.
• Employees must not use vehicles for unauthorised purposes.
• Employees must not load vehicles above the stated capacity.
• Employees must not drive or operate vehicles whilst suffering from a medical condition or
illness that may affect their driving or operating ability.
Rules Covering Gross Misconduct
An employee will be liable to summary dismissal if they are found to have acted in any of the
following ways:
• a serious or wilful breach of Safety Rules
• unauthorised removal or interference with any guard or protective device
• unauthorised operation of any item of plant or equipment
• unauthorised removal of any item of first aid equipment
• wilful damage to, misuse of or interference with any item provided in the interests of Health
and Safety or welfare at work
• unauthorised removal or defacing or any label, sign or warning device
• horseplay or practical jokes which could cause accidents
• making false statements or in any way deliberately interfering with evidence following an
accident or dangerous occurrence
• misuse of any item of equipment, utensil, fitting/ fixture, vehicle or electrical equipment
deliberately disobeying an authorised instruction.
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Arrangements for Health and Safety
Accidents, Incident and Ill Health Recording, Reporting and Investigation
This policy sets out the procedures that are to be followed when any employee, visitor or contractor
has an accident, near miss or dangerous occurrence on the council’s premises during the course of
their employment.
This will also apply to visitors who are members of the public and are therefore not at work. In
addition employees who develop a work-related illness must also report via these procedures.
Definitions
An accident is an unplanned event that causes injury to persons, damage to property or a
combination of both.
A near miss/incident is an unplanned event that does not cause injury or damage but could do so.
A work-related illness is a prescribed illness that is obtained by an employee through the course of
work or from a non-employee as a result of activities carried out by the council.
The Accident Book
All accidents resulting in personal injury must be recorded in the council’s Accident Book.
The Accident Book will comply with the requirements of the Data Protection Act.
The Accident Book will be reviewed regularly by senior management to ascertain the nature of
incidents that have occurred in the workplace. This review will be in addition to any investigation of
the circumstances surrounding each incident.
All near misses must also be reported to management as soon as possible so that action can be
taken to investigate the causes and to prevent recurrence.
Employees must ensure that they are aware of the location of the accident book
Reporting Requirements
Certain accidents causing injury, both fatal and non-fatal, certain occupational diseases and certain
dangerous occurrences are reportable to the Enforcing Authority under the Reporting of Injuries,
Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
The following events must be reported to the Health and Safety Executive:
• A death.
• A specified injury to an employee as detailed in regulation 4.
• An injury to a non-employee where that person is taken directly to hospital for treatment as
a result of their injury.
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• Any dangerous occurrence.
• Any employee diagnosed by a qualified medical practitioner as suffering from a disease
specified in the Regulations.
• Any employee diagnosed with a cancer caused by work-related exposure to a known
carcinogen or mutagen.
Injuries that lead to a worker being incapacitated for more than seven consecutive days as the result
of an occupational accident or injury (not counting the day of the accident but including weekends
and rest days) must also be reported within 15 working days using the Health and Safety Executive
(HSE) website.
You must also keep a record of an accident if the worker has been incapacitated for more than three
consecutive days. If you are an employer, who must keep an accident book under the Social Security
(Claims and Payments) Regulations 1979, that record can be treated as a record for the purposes of
RIDDOR.
Contact details for the Health and Safety Executive are:
Tel: 0345 300 9923 (Monday to Friday 8:30am to 5:00pm)
Website: www.hse.gov.uk
The completed report form sent back by the HSE should be kept with the other accident records and
documents; this will confirm the notification has been made.
Accident report, completed notification form and investigation notes, witness statements and
photographs are to be kept on file to advise the insurers of a potential claim and to present to the
Enforcing Authority in the event of an investigation.
Records are to be kept for 3 years from the date of the incident.
Investigation
All injury related accidents that are either notified to the Enforcing Authority or where a serious
injury has occurred will be investigated:
• to ensure that all necessary information in respect of the accident or incident is collated.
• to understand the sequence of events that led to the accident or incident.
• to identify the unsafe acts and conditions that contributed to the cause of the accident or
incident.
• to identify the underlying causes that may have contributed to the accident or incident.
• to ensure that effective remedial actions are taken to prevent any recurrence.
• to enable a full and comprehensive report of the accident or incident to be prepared and
circulated to all interested parties.
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• to enable all statutory requirements to be adhered to.
The investigation will include obtaining signed witness statements, photographs and drawings as
appropriate.
Communication and Consultation
It is a legal requirement for the council to establish arrangements to communicate and consult with
employees on issues affecting their health and safety and to take account of their views.
To achieve this objective we will:
• establish effective lines of communication
• involve and consult with employees through:
o individual conversations
o notice boards
o internal publications
o staff meetings
o health and safety meetings.
• display the ‘Health and Safety Law – What You Need To Know’ poster
• consult with employees when changes to processes, equipment, work methods etc. are to
be introduced that may affect their health and safety.
Where it is not practical to consult with all employees directly and it would be more appropriate to
communicate and consult through employee representatives, we will arrange for representatives of
employee safety to be elected.
The council will allow all representatives an appropriate amount of time away from their normal
duties in order to complete their duties as representatives. We will not hinder representatives in the
execution of their normal functions as defined by law.
Contractors
When working on our premises it is considered that contractors are joint occupiers for that period
and therefore we have both joint liabilities in “common areas”. In order to meet our legal obligations
with regard to contractors we will ensure that prior to engaging any contractor they are competent
and that any works are carried out safely.
The following factors will be considered as part of our procedures for vetting contractors:
• sight of the contractor’s own safety policy, risk assessments, method statements, permits to
work, etc as applicable
• clarification of the responsibility for provision of first aid and fire extinguishing equipment
• details of articles and hazardous substances intended to be brought to site, including any
arrangements for safe transportation, handling, use, storage and disposal
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• details of plant and equipment to be brought onto site, including arrangements for storage,
use, maintenance and inspection
• clarification for supervision and regular communication during work including arrangements
for reporting problems or stopping work in cases where there is a serious risk of personal
injury
• confirmation that all workers are suitably qualified and competent for the work (including a
requirement for sight of evidence where relevant)
• evidence showing that appropriate Employers and Public Liability Insurance is in place.
Clearly, it will not be necessary to go to such elaborate lengths if the contract is very short and will
not create hazards of any significance. The complexity of the arrangements will be directly
proportional to the risks and consequences of failure.
Similarly we have a parallel duty to the contractor and must ensure that the contractor is not put at
risk by our own activities for the duration of the contract.
We will stop contractors working immediately if their work appears unsafe. Staff should report any
concerns to a manager immediately.
Construction work and the Construction (Design and Management) Regulations 2015
Where any construction work is carried out, to fulfil our legal duties as a “client” under the
Construction (Design and Management) Regulations 2015 we will:
• make suitable arrangements for the management of the project and review those
arrangements throughout the project to ensure that they are still relevant
• ensure that all dutyholders that we appoint have the necessary skills, knowledge, training
and experience to carry out their roles safely.
• appoint in writing the Principal Designer and Principal Contractor sufficiently early in the
project to allow them to carry out their duties properly.
• notify the HSE in writing for projects that require it
• ensure that relevant pre-construction information is passed to all designers and contractors
• ensure that the Principal Designer and Principal Contractor carry out their duties
• ensure that adequate welfare facilities are provided for the contractors
• ensure that no construction commences until an adequate health and safety plan and
construction phase plan covering the work has been prepared
• ensure that any health and safety file passed to us is kept securely and readily available for
inspection by anyone who requires it to fulfil their legal duties, and, if we choose to dispose
of the building, to pass the file to any person or council who acquires the building.
• cooperate fully with all other dutyholders and provide all relevant information and
instruction promptly and clearly.
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Disabled Persons
The council will give full and proper consideration to the needs of disabled employees and visitors.
To achieve this, the council will:
• treat all disabled employees and visitors with respect and dignity, both in the provision of a
safe working environment and in equal access to the organisation’s facilities
• ensure that risk assessments are undertaken of the special needs of the disabled and carry
out reasonable adjustments to the premises and/or employment arrangements
• encourage employees with special needs to suggest any premises or task improvements to
their line managers
• discipline any employees found treating their disabled colleagues with less than the
expected standards of respect and dignity
• in an emergency evacuation, ensure suitable plans are in place which will assist disabled
people to leave the premises swiftly.
Display Screen Equipment
All reasonable steps will be taken by the council to secure the health and safety of employees who
work with display screen equipment.
To achieve this objective the council will:
• carry out an assessment of each user’s workstation
• implement necessary measures to remedy any risks found as a result of the assessment
• provide adequate information and training to persons working with display screen
equipment
• endeavour to incorporate changes of task within the working day, to prevent intensive
periods of on-screen activity
• review software to ensure that it is suitable for the task and is not unnecessarily complicated
• arrange for the provision of free eye tests when requested, at regular intervals thereafter
and where a visual problem is experienced
• arrange for the supply, at a subsidised cost up to a maximum limit of £50, for any corrective
appliances (glasses or contact lenses) where these are required specifically for working with
display screen equipment
• advise existing employees, and all persons applying for work with display screen equipment,
of the risks to health and how these are to be avoided
• investigate any discomfort or ill-health believed to be associated with the use of display
screen equipment and take appropriate remedial action
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• make special arrangements for individuals with health conditions that could be adversely
affected by working with display screen equipment.
Employees must:
• comply with the instructions and training given regarding safe workstation set-up and use,
including the need for regular changes of activity or breaks and the use of the equipment
provided
• inform their departmental supervisor/line manager of any disability or health condition
which may affect their ability to work using display screen equipment or be affected by
working with DSE (this information will be treated confidentially)
• report to their departmental supervisor/line manager any discomfort or health concern
believed to be associated with the use of DSE (this information will be treated confidentially
Driving for Work
Driving is an integral part to some roles within the council and as such requires driving on council
business. Driving has inherent risks associated with it which drivers should be made aware of. The
council is committed to reducing the risks its staff face or create when driving at work and therefore
will:
• ensure risk assessments are completed and that journeys are planned
• not put unreasonable time constraints on travel
• ensure those driving for business are competent (and where required, authorised) and fit
• provide any additional training that may be deemed necessary to reduce driving related
occupational risks
• provide sufficient information and guidance for managers and drivers to enable them to
understand the additional occupational risks involved in driving
• establish a travel plan which will limit the requirement for travel and make provisions for
long journeys
• require drivers to annually submit copies of their insurance, the MOT certificate or evidence
of the MOT exemption for their vehicle and their current driving licence.
When providing council vehicles the council will:
• maintain them to the required legal standard and ensure they are suitable for their purpose
• provide and maintain additional tools and equipment necessary for the purposes of the
journey
• provide them with regard to safety and the environment i.e. higher ENCAP ratings, lower
emissions, better fuel consumption
• provide access to breakdown support and recovery
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• provide no smoking signs for inside the vehicle.
Implementation
The council asks its entire staff to play their part, whether they use a council vehicle, their own or a
hire vehicle.
Drivers
Drivers will remain responsible for their safety and others and must comply with the Highway Code
and Road Traffic Act.
It is the responsibility of drivers to inform their manager of:
• anything that could affect their driving e.g. health conditions or injuries, use of prescribed
medication
• changes to licence such as; limitations, offences recorded, period bans
• vehicle defects that affect ability / safety to drive
• any accidents / incidents that occurred whilst driving on behalf of the council.
Before driving, drivers must
• review the need to travel
• have a valid licence for the vehicle they are driving and for any overseas travel if required
• ensure valid insurance for business use
• carry out a pre-use vehicle check
• allow sufficient time to drive allowing for traffic, poor weather and rest breaks
• ensure sufficient rest
• be physically fit, with zero alcohol level and not under the influence of drugs that may affect
the ability to drive
• have had an eye test in last 2 years and be using any corrective appliance
• adjust their driving position, head restraints and mirrors to ensure maximum comfort and
safety.
Whilst driving, drivers must
• drive in accordance with the applicable law and with consideration for the safety of
passengers and other road users
• take regular rest breaks every 2-3 hours or at first signs of tiredness
• remain in control of the vehicle at all times
• not smoke in a council vehicle
• never use any hand held electronic device e.g. mobile phone, satellite navigation, mp3
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• never receive or make calls
Managers
Managers should ensure that the driving policy is brought to the attention of drivers and they will:
• lead by example, both in the way they drive and by not tolerating poor driving practices
amongst colleagues
• challenge unsafe attitudes and behaviours and encourage staff to drive safely
• monitor compliance with the driving policy at team meetings, staff appraisals and periodic
checks
• not expect staff to answer calls when they are driving
Drugs and Alcohol
Alcohol
Employees must not drink alcohol on the council’s premises or the premises of its customers or
clients without express permission from a senior manager or Councillor. Any employee who is found
consuming alcohol on the council’s premises or the premises of its customers and clients without
permission or is found to be intoxicated at work will normally face disciplinary action on the ground
of gross misconduct under the council’s disciplinary procedure.
Drugs and Medication
The possession, use or distribution of drugs for non-medical purposes on the council’s premises is
strictly forbidden and a gross misconduct offence. If you are prescribed drugs by your doctor which
may affect your ability to perform your work you should discuss the problem with your manager or
supervisor. If the council suspects there has been a breach of this policy or your work performance
or conduct has been impaired through substance abuse, the council reserves the right to require you
to undergo a medical examination to determine the cause of the problem.
Medical Examination
Existing and prospective employees may be asked to undergo a medical examination, which will seek
to determine whether he/she has taken a controlled drug or has an alcohol abuse problem. A refusal
to give consent to such an examination or a refusal to undergo the screening will result in the
immediate withdrawal of any offer made to prospective employees and will normally be treated as
gross misconduct for employees. If, having undergone a medical examination, it is confirmed that
you have been positively tested for a controlled drug, or you admit there is a problem, the council
reserves the right to suspend you from your employment (with or without pay) to allow the council
to decide whether to deal with the matter under the terms of the council’s disciplinary procedure
and/or to require you to undergo treatment and rehabilitation.
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Reasonable Grounds
The council reserves the right to search you or any of your property held on council premises at any
time if there are reasonable grounds to believe that this policy is being or has been infringed or for
any other reason. If you refuse to comply with these search procedures, your refusal will normally be
treated as gross misconduct. The council reserves the right to inform the police of any suspicions it
may have with regard to the use of controlled drugs by its employees on the council’s premises.
Electricity
All reasonable steps will be taken to secure the health and safety of employees who use, operate or
maintain electrical equipment.
To ensure this objective the council will:
• ensure electrical installations and equipment are installed in accordance with the Wiring
Regulations (BS 7671) published by the Institution of Engineering and Technology (IET)
• maintain the fixed installation in a safe condition by carrying out routine safety tests
• inspect and test portable and transportable equipment as often as required to ensure safety
• promote and implement a safe system of work for maintenance, inspection and testing
• forbid live working unless absolutely necessary, in which case a permit to work system must
be used
• ensure employees who carry out electrical work are competent to do so
• maintain detailed records.
Employees must:
• not use any defective electrical equipment
• visually check electrical equipment for damage before use
• report any defects found to their line manager/supervisor
• not carry out any repair to any electrical item unless qualified to do so
• switch off non-essential equipment from the mains when left unattended for long periods
• not bring any electrical item onto the council premises until it has been tested and a record
of such a test has been included in the appropriate record
• not leave electric cables in such a position that they will cause a tripping hazard or be
subject to mechanical damage
• not carry out any live working unless authorised to do so under a permit-to-work.
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Environment
All reasonable steps will be taken to protect the environment. In order to discharge its
responsibilities the management will:
• comply fully with all relevant legal requirements, codes of practice and regulations
• prevent pollution to land, air and water
• reduce water and energy use
• minimise waste and increase recycling within the framework of our waste management
procedures
• identify and manage environmental risks and hazards
• involve customers, partners, clients, suppliers and subcontractors in the implementation of
our objectives
• promote environmentally responsible purchasing
• provide suitable training to enable employees to deal with their specific areas of
environmental control
• improve the environmental efficiency of our transport and travel
• establish targets to measure the continuous improvement in our environmental
performance
• eliminate risks to the environment through selection and design of buildings, facilities,
equipment and processes. Where risks cannot be eliminated they will be minimised by the
use of physical controls or, as a last resort, through systems of work and personal protection
• only engage contractors who are able to demonstrate due regard to environmental matters
• bring the Environmental Policy Statement to the attention of all employees.
Environmental Complaints Procedure
On receipt of a complaint about any environmental related matter the following procedure will be
implemented:
• the name, address and contact details will be taken from the complainant along with details
of the complaint including dates, times, frequency, impact and location
• full details of the complaint will be recorded and passed a Senior Manager or Councillor for
an investigation to be instigated
• investigations will be commenced at the earliest opportunity and at least within 24 hours
• where the complaint is found to be justified immediate measures will be taken to remedy
the problem as far as is reasonably practicable
• results of all investigations will be recorded and copied to the complainant and a Senior
Manager or Councillor, subject to Freedom of Information restrictions.
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• the complainant will be kept advised of the results of any investigation and the measures
being taken to seek a solution; including details of the proposed timescales where
immediate resolution is not possible.
All employees are responsible for working towards the objectives contained within this policy.
Excavation, Ground and Floor Penetration
All reasonable steps will be taken to secure the health and safety of employees who are required to
carry out any excavation, ground and/or floor penetration work.
To ensure this objective the council will:
• ensure that a risk assessment is always carried out prior to undertaking excavation, ground
or floor penetration
• provide plans and site drawings that can be used to identify the approximate position of any
site services, pipelines or structures
• carry out scanning at regular depth intervals, using an appropriate device to identify the
actual position of any metal containing pipes or cables
• provide equipment and precautions needed such as trench sheets, props, baulks etc. on site
before work starts
• ensure that any possible ground contamination must be checked before work commences
by reviewing the results of soil tests or trial holes to provide useful data on conditions likely
to be found which can assist planning
• ensure that excavations which are supported to prevent any person being buried or trapped
by accidental collapse, fall or dislodgement of material are subject to formal inspection by a
competent person
• arrange for all excavations to be inspected at the start of every shift, and more frequently if
something happens to affect its strength or stability. A record of all inspections will be made
and retained
Before digging any trench, pit, tunnel or other excavation ensure that there is an appointed
supervisor with adequate training to supervise the work, determine what temporary support will be
required and other precautions necessary to prevent:
• collapse of the sides
• materials falling onto people working in the excavation
• people and vehicles falling into the excavation
• undermining nearby structures
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• damage to underground services
• ingress of water
• premature removal of support.
Equipment and precautions needed such as trench sheets, props, baulks etc. must be
available on site before work starts.
Any possible ground contamination must be checked beforehand by reviewing the results of
soil tests or trial holes since it will provide useful data on conditions likely to be found which
can assist planning.
Hand digging should be used as a precaution where any uncertainty exists as to the exact
location of services or where high risk services (such as High Voltage Cables) could be easily
severed. In addition to hand digging, it may be necessary to isolate these services if
accidental contact or severing is likely or could cause a serious injury.
Excavations which are supported to prevent any person being buried or trapped by
accidental collapse, fall or dislodgement of material must be subject to formal inspection by
a competent person. Although an excavation must be inspected at the start of every shift,
only one report is needed in any seven-day period, however, if something happens to affect
its strength or stability, and/ or an additional inspection is carried out, a further report must
be completed. A record of this inspection must be made and retained.
Fire
All reasonable steps will be taken to prevent a fire occurring. In the event of fire, the safety of life
will override all other considerations, such as saving property and extinguishing the fire.
In order to prevent fire and to minimise the likelihood of injury in the event of a fire the council will:
• assess the risk from fire at our premises and implement appropriate control measures
• ensure good housekeeping standards are maintained to minimise the risk of fire
• provide and maintain safe means of escape from the premises
• develop a fire evacuation procedure for all buildings
• provide and maintain appropriate fire-fighting equipment
• regularly stage fire evacuation drills, inspect the means of escape and test and inspect
firefighting equipment, emergency lighting and any fire warning systems
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• provide adequate fire safety training to employees, plus specialist training to those with
special responsibilities
• make arrangements for the safe evacuation of deaf or otherwise disabled persons
• make arrangements for ensuring all visitors are made aware of the fire evacuation
procedures
• display fire action notices
• keep fire safety records.
The council does not require persons to attempt to extinguish a fire but extinguishing action may be
taken if it is safe to do so.
Immediate evacuation of the building must take place as soon as the evacuate signal is given. All
occupants, on evacuation, should report to the pre-determined assembly points.
Re-entry of the building is strictly prohibited until the fire brigade officer or a senior person present
declares it is safe to do so.
Employees are encouraged to report any concerns regarding fire procedures so the organisation can
investigate and take remedial action if necessary.
First Aid
The council is committed to providing sufficient provision for first aid to deal with accidents and
injuries that arise at work. To achieve this objective the council will:
1. appoint and train a suitable number of first aid personnel to cover all work patterns
2. display first aid notices with details of first aid provision
3. provide and maintain suitable and sufficient first aid facilities including first aid boxes
4. provide any additional first aid training that may be required to deal with specific first aid
hazards.
The minimum first aid provision at all sites is an adequately stocked first aid box and an Appointed
Person to take charge of the first aid arrangements.
Appointed Person
The Appointed Person duties include:
• taking charge when someone falls ill or is injured, including calling an ambulance if required
• looking after and maintaining the first aid box and contents.
The Appointed Person will not be required to provide treatment for which they have not been
trained.
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First Aiders
First aiders are qualified personnel who have received training and passed an examination in
accordance with HSE requirements.
The numbers of first aid personnel at each location will be determined by individual circumstances,
the level of risk and in line with current government guidance.
First aid personnel will be provided with refresher training at regular intervals to keep their skills up
to date.
First Aid Boxes
First aid boxes will be provided within the workplace to ensure there are adequate supplies for the
nature of the hazards involved. All boxes will contain at least the minimum supplies suggested by
L74: First Aid at Work Approved Code of Practice. Only specified first aid supplies will be kept. No
creams, lotions or drugs, however seemingly mild, will be kept.
Portable First Aid Kits
Portable first aid kits will be available for staff members required to work away from the normal
workplace, where access to facilities may be restricted, such as:
• work with potentially dangerous tools and machinery away from base location, staff
travelling in vehicles on a regular basis staff whose work takes them to isolated or remote
locations or staff participating in sporting or social events arranged or supported by the
employer
Mental Health
The council takes the mental health of its employees as seriously as it takes physical health. If staff
have any concerns about their mental health, they are encouraged to seek medical assistance and
speak with their line manager to see if any adjustments can be made.
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Gas Installations and Appliances
The council will ensure that all work carried out on gas fittings and appliances are in accordance with
the requirements of the regulations and the Safety in the Installation and Use of Gas Systems and
Appliances Manual.
The council is committed to achieving high standards of health and safety for all staff, visitors,
customers and others. For these reasons employing, training, and arranging the assessments of
operatives that are competent to work on gas installations and appliances – servicing, repairing or
installing, is highly significant to supporting these aims.
The council supports the aims of:
• reducing the waste of fuel and material
• increasing operational efficiency
• eliminating unnecessary emission of atmospheric pollutants
• reducing the risk to death, injury and distress to members of the public, staff and others who
may be affected
• increasing confidence, amongst users, in the safe use of fossil fuels and fossil fuel burning
appliances.
The Gas Safe Register (GSR) is the governing body approved by the Health and Safety Executive to
register and monitor the activities of gas installation and use. Gas fitting operatives carrying out
work on behalf of the council will be registered with the GSR.
No person shall interfere with any gas appliance or gas fitting or pipe work unless qualified and
competent to do so
Hazardous Substances (COSHH)
All reasonable steps will be taken to ensure all exposure of employees to substances hazardous to
health is prevented or at least controlled to within statutory limits.
The council will implement the following:
• maintain an inventory of all substances hazardous to health kept or present on site and
retain copies of relevant hazard data sheets
• competent persons will be appointed to carry out risk assessments of the exposure to
substances hazardous to health and advise on their control
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• all operations which involve, or may involve, exposure to substances hazardous to health will
be assessed and appropriate control measures will be taken if elimination or substitution of
the substance is not possible
• engineering controls will be properly maintained by planned preventive maintenance and
annual performance monitoring to ensure continued effectiveness
• systems of work will be reviewed at suitable intervals and revised if necessary
• all employees and others who may work in the affected areas will be informed of the
purpose and safe operation of all engineering controls
• personal protective equipment (PPE) will only be used as a last resort or as a back-up
measure during testing or modification of other controls
• the type and use of PPE will be carefully assessed and maintained according to
manufacturers’ instructions
• assessments will be reviewed periodically or if changes to the operation or any hazardous
substances used
• qualified professionals, where necessary, will carry out health surveillance
• employee health records of all exposures to substances hazardous to health will be kept for
a minimum of 40 years
• all employees will be provided with understandable information and appropriate training on
the nature of the hazardous substances they work with. Employees will be informed about
any monitoring and health surveillance results
• all changes to control measures and changes of PPE will be properly assessed and no new
substances will be introduced into the workplace without prior assessment.
Employees should not use any hazardous substance unless they have received the information and
training for the safe use of that substance.
Information and Training
The council will give sufficient information and training to ensure full understanding of the hazards
to health posed by substances in the workplace and the importance of the control measures
provided.
Information will also be given to others who may be affected such as contractors, temporary staff
and visitors where appropriate.
Managers and supervisors of areas which use substances hazardous to health will be given
additional training to ensure the proper management of the risks.
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Health, Safety and Welfare
The council is committed to providing suitable health, safety and welfare facilities in line with
current legislation, in particular the provision of:
• adequate maintenance of workplace and equipment
• appropriate ventilation, temperature control and lighting
• suitable cleanliness and housekeeping standards
• adequate workspace allocation
• properly designed workstations
• well maintained traffic routes and floors
• appropriate fall protection
• suitable glazing
• safe access and egress (well maintained exits and entrances)
• appropriate sanitary and washing facilities
• separate toilet facilities for men and women
• plentiful drinking water supply and cups
• seating with an incorporated back rest
• accommodation for keeping clothing clean and dry
• facilities for changing, rest periods, hot drinks and meals preparation
• showering facilities if the nature of an employees work requires this
• appropriate first aid provision
• appropriate emergency, fire and evacuation equipment and procedures.
The council recognises these responsibilities are required for any work whether on a remote work
site or at their usual workplace.
Home Working
Home workers are subject to the same health and safety requirements as workers based on council
premises and their health and safety will be managed accordingly.
To achieve this objective, the council will:
• ensure that appropriate risk assessments are completed
• ensure that risk assessments are reviewed annually
• ensure home workers are provided with suitable induction training on commencement of
employment
• ensure appropriate equipment is provided for the home worker’s health, safety and welfare
• ensure all equipment that is provided for use in the employees’ homes is properly installed
and tested
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• arrange for the maintenance of all electrical equipment supplied for use in employees’
homes(The hard wired electrical sockets and ring mains supplies are the employee’s own
responsibility)
• provide, where practicable, scope for varying work patterns and to allow employee input in
how the work is carried out to ensure home workers take periodic breaks during the working
day
• ensure that managers and home workers have the opportunity to be kept informed of what
is going on within the council; recognising and satisfying the need for social interaction will
reduce stress
• encourage home workers to ‘network’ with colleagues
• make the home worker aware of their duty to report any incidents or accidents that occur as
a result of work related activities to the council using the council accident procedure
• ensure home workers are aware of the need to monitor their own working conditions and
report any problems to their line manager
Training
All home workers will be fully trained in the tasks that they are employed to do and the equipment
they will be using.
Supervisors/management of home workers will be trained in how to deal with employees working
off site e.g. prearranged regular contact, how to recognise signs of stress in home workers.
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Lifting Operations and Equipment
All reasonable steps will be taken to ensure lifting operations and equipment are suitably managed
with regards to health and safety.
Definition
Lifting equipment includes any equipment used at work for lifting or lowering loads, including
attachments used for anchoring, fixing or supporting it.
Implementation
The council will ensure that:
• lifting equipment is suitable for the intended use with adequate strength and stability,
including whatever guards are necessary to prevent:
o persons or equipment falling from the lift
o the lift falling from its restraints
o persons or equipment being trapped, crushed or struck by objects when using the
lifting equipment.
• an examination scheme is drawn up by a competent person
• lifting operations will be properly planned by a competent person, appropriately supervised
and carried out in a safe manner
• lifting equipment is maintained in a safe condition and examined/inspected by competent
persons annually (or every six months if lifting people) to ensure correct installation and safe
operation
• lifting equipment will be re-examined following relocation or conditions that may cause
deterioration
• safe working load (SWL) is clearly displayed on all lifting equipment
• suitable training, instruction and information is provided for operators and supervisors
Records
All thorough examination reports will be kept for as long as the equipment is being used except for
lifting accessories reports and reports carried out due to deterioration in condition, which must be
kept for 2 years.
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Lone Working
The council will ensure, so far as is reasonably practicable, that employees and self-employed
contractors who are required to work alone or unsupervised for significant periods of time are
protected from risks to their health and safety.
The council will determine, by risk assessment, those activities where work can actually be done
safely by one unaccompanied person. This will include the identification of hazards from means of
access and/or egress, plant, machinery, goods, substances, environment and atmosphere, etc.
Particular consideration will be given to:
• the remoteness or isolation of workplaces
• any problems of communication
• the possibility of interference, such as violence or criminal activity from other persons
• the nature of injury or damage to health and anticipated "worst case" scenario.
Information and Training
Employees and others will be given all necessary information, instruction, training and supervision to
enable them to recognise the hazards and appreciate the risks involved with working alone.
Employees will be required to follow the safe working procedures devised including:
• when working alone, e.g. in an isolated area of a building with all doors closed, ensure that
someone is aware of your presence
• check that work being done has been subject to risk assessment and check the assessment
yourself – some work may have been identified as requiring the assistance of a second
person
• if possible and arranged beforehand, keep in regular contact with someone else, e.g. use a
mobile phone to call into the office or a designated buddy/contact every couple of hours
indicating your movements
• do not put yourself at risk; if you do not feel safe discuss the situation with your immediate
manager
• report all accidents, injuries, near-misses and dangerous occurrences to your immediate
manager
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Machinery Maintenance
The council will take all reasonable steps to ensure the safety of all employees maintaining the
machinery as well as the safety of those affected by the maintenance work. The council will liaise
with the suppliers of all new machinery to establish how that machinery should be maintained safely
The council will inform and train personnel to implement this policy.
To achieve this objective the council will, in consultation with the maintenance staff:
• carry out an assessment of how the machinery should be isolated for specific maintenance
work
• carry out an assessment of how the machinery should be isolated to enable general
maintenance work to be carried out safely
• carry out an assessment of the maintenance of the machine itself, including any heavy parts
that have to be moved, any positions that have to be reached to achieve the necessary
result and any risks of parts falling
• carry out an assessment of how the maintenance of the machine affects its environment
• carry out an assessment of all hazards that arise when guards have been removed
• take appropriate measures for the protection of any person carrying out maintenance
operations which the assessment has shown to involve risk to health or safety
• provide any personal protective equipment that might be necessary to carry out the work
safely
• ensure that employees are aware of the reporting procedures, so that a responsible person
is informed of any problems as soon as they arise and remedial action can be taken.
Information and Training
The council will give sufficient information, instruction and training as is necessary to ensure the
health and safety of all maintenance staff and any others affected by maintenance of the machinery.
Managers responsible for supervising the maintenance of the machinery will be appropriately
trained.
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Manual Handling
To prevent injuries and long term ill-health from manual handling the council will ensure that
operations which involve manual handling are eliminated, so far as is reasonably practicable. Where
it is not practical the council will carry out an assessment to determine what control measures are
required to reduce the risk to an acceptable level.
To implement this policy the council will ensure that:
• manual handling risk assessments are carried out where relevant and records are kept
• employees are properly supervised
• adequate information and training is provided to persons carrying out manual handling
activities including details of the approximate weights of loads to be handled and objects
with an uneven weight distribution
• any injuries or incidents relating to manual handling are investigated, with remedial action
taken
• employees adhere to safe systems of work
• safety arrangements for manual handling operations are monitored and reviewed
• where relevant, employees undertaking manual handling activities are suitably screened for
reasons of health and safety, before doing the work special arrangements are made for
individuals with health conditions which could be adversely affected by manual handling
operations.
Reducing the Risk of Injury
In considering the most appropriate controls, an ergonomic approach to designing the manual
handling operation will optimise the health, safety and productivity associated with the task.
Techniques of risk reduction will include:
• mechanical assistance
• redesigning the task
• reducing risk factors arising from the load
• improvements in the work environment
• employee selection.
No employee will be required to lift any item that they do not feel confident of doing without risking
personal injury.
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New and Expectant Mothers
The council recognises that the general precautions taken to protect the health and safety of the
workforce as a whole may not in all cases protect new and expectant mothers and there may be
occasions when, due to their condition, different and/or additional measures will be necessary.
To implement effective measures for new and expectant mothers the council will ensure that:
• employees are instructed at induction to inform their relevant manager of their condition at
the earliest possible opportunity and that the highest level of confidentiality is maintained at
all times
• risk assessments are carried out for all work activities undertaken by new and expectant
mothers and associated records and documentation maintained
• necessary control measures identified by the risk assessment are implemented, followed,
monitored, reviewed and, if necessary, revised
• new and expectant mothers are informed of any risks to them and/or their child and the
controls measures taken to protect them
• any adverse incidents are immediately reported and investigated
• appropriate training etc is provided where suitable alternative work is offered and accepted
• provision is made to support new and expectant mothers who need to take time off work for
medical reasons associated with their condition
• where relevant a suitable rest area is provided to enable the new or expectant mother to
rest in a degree of privacy and calm
• where risks cannot be eliminated or reduced to an acceptable level then consideration will
be given to adjusting working conditions and/or hours or if necessary providing suitable
alternative work or suspension with pay
Noise
The council will take all reasonable steps necessary to ensure that the risk of hearing damage to
employees who work with noisy equipment or in a noisy environment is reduced to a minimum.
Noise Risk Assessments
The council will carry out regular noise exposure risk assessments of noisy areas, processes and/or
equipment as appropriate. Assessments will be used as the basis for formulating action plans for
remedial measures when necessary. Assessments will be recorded and updated regularly,
particularly when changes in work practice cause changes in noise exposure levels of employees.
Reduction of Noise Exposure Levels
The council will, as far as is reasonably practicable, take all steps to reduce noise exposure levels of
employees by means other than the use of personal protection. The council accepts that the use of
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ear protectors is a last resort, and is committed to continuing to seek and introduce alternative
methods for reducing noise exposure levels whenever possible in the future.
Provision of Ear Protectors
The council will provide suitable and effective ear protection to employees working in high noise
levels, as indicated as necessary by the results of noise exposure assessments. It will also provide for
the maintenance and repair or renewal of the protective equipment, provide training in the
selection and fitting of protectors and provide details of the circumstances in which they should be
used.
Hearing Protection Zones
The council will designate and mark out hearing protection zones, which may include particular
areas, operations or pieces of equipment. All personnel entering these zones will be required to
wear ear protectors.
Use and Maintenance of Noise Control Equipment and Procedures
The council will maintain all equipment and monitor all procedures introduced for the purpose of
reducing noise exposure of employees, including enclosures, silencers and machine covers.
All personnel will be required to
• use these procedures and equipment correctly
• promptly report any defects or deficiencies through the appropriate channels.
Provision of Training
The council will provide adequate training to employees as part of its hearing conservation and noise
control policy.
All employees who are subject to high levels of noise will be provided with:
• information, instruction and training about the harmful effects of noise
• information and training on what they must do in order to protect themselves and meet the
requirements of the law and of the organisation’s policy.
Managers and supervisors responsible for formulating and carrying out the organisation’s noise
policy will also be given appropriate training.
Where a problem arises as a result of noise in the workplace, the employee must inform a
responsible person immediately
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Audiometric Testing
Where employees are exposed to risk from high noise levels, the council will adopt a programme to
monitor the hearing of employees subject to high levels of noise ensuring the organisation’s noise
control policy is effective and that employees’ hearing is not being adversely affected. This will
involve regular audiometric tests carried out by properly trained personnel and pre-employment
audiometric tests for new employees.
Outdoor and Peripatetic Working
The council will ensure, so far as is reasonably practicable, that employees who work outdoors or
away from their normal base are not put at any additional risk to their health and safety.
The council will:
• where work is being undertaken on a site under the control of another party, review any risk
assessments and agree an appropriate safe system of work
• ensure outdoor activities are planned and risk assessed prior to undertaking the work. This
will include visiting of the site(s) to identify potential hazards
• establish safe systems of work from the risk assessments, and provide staff training and
instruction in these
• ensure suitable personal protective clothing is made available to staff either from the council
or from the third party in control of the site
• ensure suitable arrangements are in place for emergencies, including adequate first aid
Implementation
Staff working outdoors, or away from base, are responsible for ensuring that:
• if working on a third party site, they report to a responsible person to ensure familiarisation
with safety precautions relating to the particular site
• they report any problems or shortcomings to their manager or supervisor as soon as
possible. If, during work, the conditions change or any aspect of the task changes in such a
way to increase the risk, work should stop, unless doing so presents a greater risk
• the appropriate personal protective equipment provided is worn correctly and when
required to do so. Any defects must be reported to their manager or supervisor
• they are familiar with the emergency arrangements and that these are in place prior to
starting work
• all accidents and incidents are reported to their manager and in line with any local
arrangements for the site.
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Personal Protective Equipment
The council provides personal protective equipment (PPE) when the risk presented by a work activity
cannot be eliminated or adequately controlled by other means. When it is provided, it is because
health and safety hazards have been identified that require the use of PPE and it is therefore
necessary to use it in order to reduce risks to a minimum.
To effectively implement its arrangements for the use of PPE the council will:
• ensure that PPE requirements are identified when carrying out risk assessments
• use the most effective means of controlling risks without the need for PPE whenever
possible and only provide PPE where it is necessary
• carry out an assessment to identify suitable PPE
• ensure that if two (or more) items of PPE are used simultaneously, they are compatible and
are as effective used together as they are separately
• ensure that PPE is sourced appropriately and bears the “CE” certification mark
• ensure PPE is available to all staff who need to use it
• provide adequate accommodation for correct storage of PPE
• provide adequate maintenance, cleaning and repair of PPE
• inform staff of the risks their work involves and why PPE is required
• instruct and train staff in the safe use and maintenance of PPE
• make arrangements for replacing worn or defective PPE
• review assessments and reassess the need for PPE and its suitability whenever there are
significant changes or at least annually.
Employees provided with PPE for their own personal use at work will be required to sign to confirm
its receipt.
Risk Assessment
Risk assessment is a systematic examination of what within our business can cause harm to people
and it helps us determine whether we are doing enough or further actions are required to reduce
the likelihood of injury or ill health.
Our policy is to complete a general risk assessment of all our known and reasonably foreseeable
health and safety hazards covering all our premises, equipment and activities in order to plan and
prioritise the implementation of the identified control measures.
More detailed specific risk assessments will also be carried out as determined by the general
assessment to address those premises, equipment, people or activities to comply with specific
legislation or to proactively manage health and safety risks.
We will ensure that:
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• assessments are carried out and records are kept
• control measures introduced as a result of assessments are implemented and followed
• employees are informed of the relevant results and provided with necessary training
• any injuries or incidents lead to a review of relevant assessments
• assessments are regularly monitored and reviewed
• suitable information, instruction and training will be provided to all persons involved in the
risk assessment process.
We may be controlling risks in various ways, determining the effectiveness of those controls is part
of our risk assessment process
Smoking
Exposure to second-hand smoke, also known as passive smoking, increases the risk of lung cancer,
heart disease and other illnesses. Ventilation or separating smokers and non-smokers within the
same airspace does not stop potentially dangerous exposure.
It is the policy of the council that all of its workplaces are smoke-free and that all employees have a
right to work in a smoke-free environment.
Smoking is prohibited throughout the entire workplace and this includes the use of all artificial
smoking aids (electronic or otherwise) with no exceptions. This includes council vehicles that are
used by more than one employee.
This policy applies to all employees, customers and visitors.
Implementation
All staff are obliged to adhere to and facilitate the implementation of the policy.
The council will ensure that all employees and contractors are aware of the policy on smoking. They
will also ensure that all new personnel are given a copy of the policy on recruitment or induction.
Appropriate 'no smoking' signs will be clearly displayed at or near the entrances to the premises.
Signs will also be displayed in council vehicles that are covered by the law.
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Stress at Work
The Health and Safety Executive define stress as “the adverse reaction people have to excessive
pressure or other types of demand placed on them”. This makes an important distinction between
pressure, which can be a positive state if managed correctly, and stress which can be detrimental to
health.
Stress at work can come about for a variety of reasons. It may be excessive workload, unreasonable
expectations, or overly-demanding work colleagues. As a reasonable council, we try to ensure that
you are in a pleasant working environment and that you are as free from stress as possible.
We have chosen to adhere to the Management Standards for stress as developed by the Health and
Safety Executive. We will:
• work to identify all workplace stressors and conduct risk assessments to eliminate stress or
control the risks from stress
• regularly review risk assessments
• consult with Safety Representatives on issues relating to the prevention of work-related
stress
• provide access to confidential counselling for employees affected by stress caused either by
work or external factors
• provide training for all managers and supervisory staff in good management practices
• provide adequate resources to enable managers to implement the council’s agreed stress
management strategy.
Employees who experience unreasonable stress which they think may be caused by work should
raise their concerns with their Manager or through the council’s grievance procedure.
Following action to reduce the risks, they shall be reassessed. If the risks remain unsustainable by
the employee concerned, efforts shall be made to reassign that person to other work for which the
risks are assessed as tolerable.
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Training
Training in health and safety is a legal requirement and also helps create competent employees at all
levels within the council to enable them make a far more effective contribution to health and safety,
whether as individuals, teams or groups.
Competence of individuals through training helps individuals acquire the necessary skills, knowledge
and attitude which will be promoted by managers and supervisors throughout the organisation.
Our training objectives will cover three areas, that of the organisation, the job and individuals.
All employees will need to know about:
• the health and safety policy
• the structure and system for delivering this policy.
Employees will need to know which parts of the system are relevant to them, to understand the
major risks in our activities and how they are controlled. All employees will be provided with the
council Health and Safety Handbook.
Managers and supervisors training needs will include:
• leadership and communication skills
• safety management techniques
• skills on training and instruction
• risk assessment
• health and safety legislation
• knowledge of our planning, measuring, review and audit arrangements.
All our employees training needs will include:
• relevant health and safety hazards and risk
• the health and safety arrangements relevant to them
• communication lines to enable problem solving.
All employees will receive induction training.
Such training will cover:
fire procedures, warning systems, actions to be taken on receiving warning, locations of exits/escape
routes, evacuation and assembly procedures, first aid/injury reporting procedures, names of first
aiders/appointed persons, instruction on any prohibition areas (i.e. no smoking), issue of protective
clothing/equipment and its use, instruction under COSHH, mandatory protection areas, thorough
instruction applicable to their particular duties at work etc.
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Training needs will be reviewed as a result of job changes, promotion, new activities or new
technology, following an accident/incident and performance appraisal.
Records of training will be kept for all employees.
Employees must:
• participate in the induction training activities they have been required to attend or carry out
• work according to the contents of any training they receive
• ask for clarification of any points they do not fully understand
• not operate hazardous plant or equipment, use hazardous chemicals or carry out any
hazardous activity unless they have been appropriately trained and instructed.
Vibration
Regular exposure to continuous vibration from a work process has the potential to cause long term
ill health including a range of occupational diseases collectively known as hand-arm vibration
syndrome (HAVS) or whole body vibration (WBV).
To minimise the risk from vibration the organisation will:
• assess the risks to health from exposure to continuous levels of vibration and determine the
control measures needed
• introduce effective control measures to ensure levels of exposure to hand-arm vibration and
whole body vibration are eliminated or reduced as far as is reasonably practicable
• record the assessments and review them periodically or when changes occur
• ensure that the most appropriate equipment is used for the job, that the equipment is
sourced from appropriate suppliers and that it bears the “CE” certification mark
• ensure that those persons responsible for managing work likely to result in exposure to hand
arm vibration and whole body vibration are adequately trained and competent
• inform, instruct and train employees about the risks and the precautions to be taken to
protect themselves from the harmful effects of continuous exposure to vibration
• ensure no new equipment or processes are introduced into the work activities where there
is a foreseeable risk of hand-arm or whole body vibration without a risk assessment and
approval of a designated manager
• maintain an inventory of all vibration equipment used that is likely to cause hand-arm
vibration and whole body vibration
• monitor exposure of hand-arm vibration and whole body vibration and undertake
appropriate health surveillance, where necessary
• maintain tools to the manufacturer’s specifications to avoid worsening vibration
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Violence to Staff
The council recognises that in certain situations violent behaviour towards staff may occur and
therefore will take all reasonable measures to protect staff from violence and aggression.
We define violence and aggression as:
• actual or threatened physical assaults on staff
• psychological abuse of staff
• verbal abuse which includes shouting, swearing and gestures
• threats against employees.
To achieve this objective we will:
• carry out risk assessments of potential conflict situations to determine the control measures
necessary to protect staff
• ensure that premises are kept secure
• inform all employees of the procedure following a violent or challenging behaviour incident
• not tolerate violence or challenging behaviour towards our employees
• train our employees who may be exposed to violence or challenging behaviour situations
• support the employees involved in any incident
• support their decisions regarding the pressing of criminal charges
• provide any counselling or post-incident assistance required by the employees
• keep records of all incidents of violence and aggression and review the control measures
with a view to continual improvement in employee safety
Visitors
In the interest of safety and security, the council will take the necessary measures to protect staff
and visitors from any accidents or incidents that may occur during visiting.
Employees hosting visitors must ensure that:
• they are authorised to enter the premises or are accompanied
• they adhere to applicable health and safety instructions and rules during their visit
• adequate information is passed to ensure their safety including emergency information
• any protective clothing required is provided and worn
• any accidents / incidents involving visitors are reported through the accident reporting
arrangements.
Employees aware of people on the premises who may be unauthorised should report these to their
manager for action.
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Emergency Action
In the event of the fire alarm sounding, all visitors should be escorted to the assembly point by their
host. Visitors should not leave the area before notifying the senior person present.
Waste Management
The council will instigate a waste management plan for any work carried out when required to by
legislation and in order to do so will identify the:
• client
• Principal Contractor
• person with overall responsibility for the waste management plan
• location of the site where the work will be carried out
• estimated cost of the project.
In carrying out any site work the council will adhere to the following hierarchy for processing of
waste materials:
• re-use (on or off site)
• recycle (on or off site)
• send off site for recovery
• send for incineration
• as a last resort send to land fill.
The waste management plan will:
• describe each type of expected to be produced
• estimate the quantities of each type of waste
• describe the waste management action for each type of waste (e.g. re-use, recycle).
The waste management plan will comply with the duty of care and ensure materials will be handled
efficiently and waste managed appropriately. All waste materials which leave site will be processed
through licensed contractors.
Additional duties:
• ensure co-operation between all contractors involved on the project during the construction
phase
• discuss waste management with every site worker through induction, training and tool box
talks
• ensure that waste is reused, recycled or recovered, where practicable to do so).
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Work Equipment
The council will provide a safe working environment in relation to work equipment safety and
ensure all employees receive appropriate safety information and training in their work equipment.
To achieve this objective the council will:
• provide work equipment that is suitable for the purpose and compliant with the
requirements of the Provision and Use of Work Equipment Regulations
• retain and make available the manufacturer’s instruction manual for each item of
equipment, where relevant
• before using any item of work equipment, ensure that a risk assessment is carried out and
brought to the attention of relevant employees
• inspect all equipment at installation and prior to first use
• regularly inspect work equipment in accordance with the manufacturer’s recommendations
• maintain work equipment in accordance with the manufacturer’s recommendations
• keep records of all inspections and maintenance
• provide adequate instruction, information and training to employees to enable the work
equipment to be used and maintained safely
• provide refresher training as appropriate and as determined necessary by workplace
inspections
Workplace Transport
The council will take all reasonable steps to control and manage the risks from the use of workplace
transport. Pedestrians and vehicles will be prevented from coming into contact wherever possible,
and vehicles will be controlled on site so as to pose minimal risk to each other and to pedestrians.
When using council vehicles, employees must carry out any pre-use checks and report any damage
or defect to the vehicle promptly.
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