OCCUPATIONAL HEALTH AND SAFETY AT WORK POLICY 2010

Transcription

1 OCCUPATIONAL HEALTH AND SAFETY AT WORK POLICY 2010 Page 1 of 18Page 1 of 18

2 Health AND Safety AT WORK POLICY 2 Disclaimer The communication of information in this document is not intended for distribution to, or use by, any person or entity in any jurisdiction or country where such distribution or use would be contrary to local law or regulation. In particular, the contents and / or subject matter do not constitute an offer of information, products or services to US persons or in the United States, or in any other jurisdictions where such an offer may be unlawful. Furthermore, the attached communication does not represent a prospectus or invitation in connection with any solicitation of capital. Nor does it constitute an offer to sell securities or insurance, a solicitation of an offer to buy securities or insurance, or a distribution of securities in the United States or to a US person, or any other jurisdiction where it is contrary to local law. Such persons should inform themselves about and observe any applicable legal requirement. No responsibility of liability is accepted by the Society of Lloyd s, the Council, or any Committee of Board constituted by the Society of Lloyd s or the Council or any of their respective members, officers, or advisors for any loss occasioned to any person acting or refraining from action as a result of any statement, fact, figure or expression of belief contained in this document or communication. The views expressed in the paper are Lloyd s own. Lloyd s provides the material contained in this document for general information purposes only. Lloyd s accepts no responsibility, and shall not be liable for any loss which may arise from reliance upon the information provided Page 2 of 18

3 Contents Page Numbers Part 1 Statement of Intent 3 Part 2 Organisational Responsibilities 5 Introduction 5 The Executive Team 5 The Chief Executive Officer (CEO) 5 Health and Safety Co-ordination Group (HSCG) 6 Managers 6 Employees 8 Head of Property Services 9 Account Director 9 Risk Manager 10 Catering Manager 11 Tenants / Underwriters 12 Visitors/Contractors 12 Appendixes Appendix A Management Responsibilities Chart 13 Appendix B List of Main Health & Safety Subjects and 14 Responsible Persons Appendix C Health and Safety Co-ordination Group (HSCG) 15 Constitution and Terms of Reference Part 3 Health and Safety Arrangements (Separate Document) Part 4 Fire Safety in Buildings Policy and Procedures (Separate Document) Page 3 of 18

4 Part 1 STATEMENT OF INTENT 1.1 The Corporation of Lloyd s (Lloyd s) recognises and accepts its responsibility to provide as far as is reasonably practicable, a safe and healthy working environment for all its employees, tenants, contractors and visitors who use its premises, in accordance with the Health and Safety at Work etc Act 1974 and its associated regulations. 1.2 Lloyd s approach to Health and Safety is based on the HSE s document Successful Health and Safety Management (HSG 65) whereby emphasis is placed on the following key components: Policy; Organising; Planning and Implementing; Measuring Performance; Reviewing Performance; and Auditing. 1.3 Lloyd s recognises the importance of developing a positive health and safety culture, and to ensure this is achieved occupational health and safety is actively promoted and encouraged throughout the organisation through the provision of information, training, instruction and supervision. Lloyd s operates a low blame culture whereby employees are openly encouraged to report hazards, including near misses, without fear of reprisal to ensure the root causes of accidents are identified thus enabling measures to be put in place to eliminate recurrence. 1.4 Emphasis is placed on effective management ensuring a systematic approach to the identification of risks and the allocation of financial and physical resources to control them. In addition focus is placed on the total loss approach which is based on research into causes of accidents whereby effective prevention and loss control has to focus on the causes of incidents because it is recognised outcomes may be random and uncontrollable. 1.5 In order to deliver these responsibilities Lloyd s undertakes to: Provide plant, equipment and systems of work which are safe and without risks to health; Ensure safe arrangements for the use, handling, storage and transport of articles and substances; Provide sufficient information, instruction, training and supervision to enable employees to avoid hazards and to contribute positively to the health and safety of themselves and others whilst at work; Maintain a safe and healthy place of work with safe access and egress; Provide adequate welfare facilities; Ensure that all relevant safety legislation, regulations and codes of practice, associated with UK and overseas operations, are observed and the respective legal requirements met; Page 4 of 18

5 Ensure access to competent health and safety advice; Consult with employees on issues relating to occupational health and safety; Ensure that risk assessments are being carried out on an ongoing basis with employees participating in the risk assessment process. Assessments will cover Lloyd s undertakings and will assist in the identification of hazards and the setting of prioritised objectives for elimination and reduction of risk. Arrange for the effective planning, organisation, control, monitoring and review of preventative and protective measures, Commit to reporting occupational health and safety performance within its annual report. 1.6 The Chief Executive Officer (CEO) takes overall responsibility for Health and Safety including the formulation, development and implementation of the Health and Safety policy within Lloyd s and requires the co-operation and support of all managers, employees, tenants, contractors and visitors in its implementation. Dr Richard Ward Chief Executive Officer 1 September 2010 Page 5 of 18

6 Part 2 ORGANISATIONAL RESPONSIBILITIES 1. Introduction: 1.1 The CEO is committed to establishing a pro-active approach to Health and Safety across Lloyd s. An important part of this is the clear definition of responsibilities and relationships which promote a positive Health and Safety culture. In this way the implementation and continued development of the Health and Safety policy and support documentation will form an integral part of the management process. 1.2 Lloyd s aims to fulfil its obligations to meet all relevant Health and Safety legislation requirements and organise its activities to ensure full compliance. This applies to all Lloyd s offices and associated activities both within the UK and Overseas. 1.3 Responsibility for Health and Safety lies with management and staff at all levels. A table outlining management communication channels is shown in Appendix 1 and a summary of list of main health and safety subjects and lead persons is shown in Appendix The Executive Team: 2.1 The ultimate responsibility for the Health and Safety policy in Lloyd s rests with the Executive Team. 2.2 The CEO is nominated to undertake the lead role in overseeing Health and Safety governance within Lloyd s. 2.3 The Executive Team will receive a six monthly progress report and an annual report from the HSCG outlining how appropriate and effective the health and safety management systems is across Lloyd s premises and associated activities both within the UK and Overseas. Page 6 of 18

7 3. The Chief Executive Officer (CEO) On behalf of the Executive Team, the CEO will be responsible for the management of Health, Safety and Welfare, including fire safety, relating to Lloyd s business activities and the manner in which they are conducted. In his absence, his nominated deputy will assume responsibility. This includes: 3.1 Receiving reports, and where applicable, recommendations from designated managers and the Health and Safety Co-ordination Groups (HSCG) and ensuring that, through the delegation of authority, Lloyd s Policy is effectively implemented. 3.2 Reporting annually to the Executive Team on the effectiveness of the Lloyd s Health and Safety Policy and the specific arrangements for its implementation and monitoring. 3.3 Identifying managers and other competent persons to delegate certain specific duties to ensure the safety of employees and others who use Lloyd s premises. 4 Health and Safety Co-ordination Group (HSCG) The Property Services Group operates a Health and Safety Co-ordination Group for the co-ordination of health and safety matters and fire safety matters in the Corporation as a whole, including the formulation of general policy, arrangements for training and through managers, the dissemination of guidance and information, plus necessary monitoring and review. The Terms of Reference of the HSCG is contained in Appendix 3 5. Managers Managers are people with line management responsibility and/or overall responsibility for departments, as determined within their job description. Managers have a general duty of care for their staff to ensure that Lloyd s Health and Safety Policy and arrangements are implemented, so far as is reasonably practicable. This includes: 5.1 Making themselves familiar with any documentation and/or policy and/or instruction referring to the Health and Safety arrangements for employees and other persons carrying out work on behalf of Lloyd s. 5.2 Ensuring appropriate and adequate risk assessments are carried out within their sphere of work and areas of responsibility, for both operations and work practices, and ensuring that records of assessments are kept and made available to employees and their representatives. They will also ensure that, where hazards are identified, appropriate action and advice is taken to remove or minimise such hazard or risk to the health and safety of any person under their control, and that all plant and machinery under their control is regularly inspected and maintained, and records kept in accordance with relevant statutory provisions. They will also ensure that risk assessments are updated regularly. Page 7 of 18

8 5.3 Ensuring that health and safety matters are taken into account when new methods, equipment or change are being considered or planned; seeking and using safety advice, from the Risk Manager, identify competent persons to undertake suitable and sufficient workplace risk assessments, and ensure that such competent persons are provided with sufficient time, training and resources to enable them to undertake their duties effectively. 5.4 Ensuring that all managers and staff under their control are aware of first aid facilities, evacuation of premises and other emergency procedures, appointing and training Fire Wardens and ensuring that agreed procedures on the reporting of accidents, dangerous occurrences and accident investigation are followed. 5.5 Ensuring that all managers and staff under their control are fully aware of their health and safety responsibilities, support them in the carrying out of such associated duties and that workplaces are maintained in a tidy and safe condition. 5.6 Ensuring that suitable and adequate personal protective equipment, and storage facilities, where appropriate, are made available or obtained for identified staff, and ensuring that personal protective equipment is properly used; 5.7 Ensuring that all staff receive suitable training or are adequately trained in health and safety in relation to their duties, including offsite visits and activities and that new starters receive appropriate health and safety induction training on their first day of employment. 5.8 Encouraging consultation and staff input to health and safety and fire safety matters. In this context, the inclusion of health and safety in regular departmental and other meetings will do much to ensure that necessary communication is occurring and that health and safety information received from the HSCG is appropriately distributed. 5.9 Managers also have responsibilities towards third parties (i.e. visitors, tenants and contractors), who are in their area of working on their behalf. All such persons should be made aware of: Health and Safety Policy and relevant procedures The emergency procedures Any hazards which may arise from work they may be doing To summarise, the key health and safety responsibilities on Managers include: i) undertaking risk assessments relating to key tasks, which include the use of equipment, hazardous substances and methods of working, ii) establishing, maintaining and monitoring safe working practices iii) safety inspections of the premises, plant and work activities, and ensuring that workplaces, work equipment and the control and use of substances comply with relevant statutory standards; iv) identification and implementation of appropriate health and safety training programmes for staff; v) the provision of information to employees and others to ensure their health and safety; vi) ensuring that, where appropriate, health surveillance is provided and undertaken; vii) the recording, reporting and investigation of accidents and incidents in the workplace. viii) consultation with employees on health and safety issues. Page 8 of 18

9 6. Employees All Lloyd s employees must ensure that they undertake the work they are required to do with due regard for their safety and that of their colleagues, tenants, contractors and visitors, and will: 6.1 Take reasonable care for their own health and safety and that of other persons that may be affected by their acts and omissions at work. 6.2 Co-operate fully with Lloyd s in all matters, rules, advice and instructions on health and safety matters and comply with all relevant statutory provisions. Employees will be expected to either provide input into risk assessments or, having been provided with the appropriate training, conduct specific risk assessments relating to their work activities. 6.3 Ensure that, where appropriate, they use personal protective clothing and equipment. 6.4 Report any defect or hazard involving buildings, equipment, systems or procedures, or any accident or incident in accordance with Lloyd s established reporting procedure. 6.5 Be satisfied when using electrical equipment or other machinery that it is not defective and it is suitable for the task and where there is doubt, referring to a supervisory member of staff. 6.6 Notify the Health and Safety Co-ordination Group (HSCG) via line-management, or directly if they believe that health and safety or fire safety obligations have not been fulfilled. 6.7 Be familiar with fire safety procedures, including emergency evacuation, co-operate to ensure the workplace is safe from fire and its effects and not do anything to place themselves or other people at risk. 6.8 Ensure they access the DSE on-line training and risk assessment programme; complete the modules within one month of joining the organisation and conduct a review of their DSE risk assessment every 12 months. Any areas of concern should be reported immediately to their appointed DSE Risk Assessor or the Risk Manager. Page 9 of 18

10 SPECIFIC ROLES 7. Head of Property Services The Head of Property Services has overall responsibility for all Lloyd s sites. 7.1 In conjunction with the Risk Manager and Account Director receive reports of defects and hazards in the fabric of the premises or fixed installations, determine appropriate action and make arrangements for hazards and defects, so far as is reasonably practicable, to be eliminated; 7.2 Oversee, in consultation with the Risk Manager, Account Director, appropriate Senior Manager, and, where necessary, the relevant statutory authority, the siting and installation of new equipment, building and structures, and services, and will ensure compliance with applicable statutory provisions; 7.3 Chair the Health and Safety Co-ordination Group and ensure minutes of each meeting are circulated to the Executive Team and uploaded onto C-Net for access to all employees. 7.4 In accordance with the Fire Safety in Buildings Policy and Procedures, ensure the maintenance of all fire equipment throughout Lloyd s, and ensure that approved fire instructions and any other necessary safety signs are displayed in all appropriate Lloyd s locations; 7.5 Ensure that in all Premises, cleaning and associated operations, including the proper disposal of wastes are carried out in accordance with statutory requirements; 7.6 In conjunction with the Risk Manager and Account Director, be responsible for testing fire alarms and emergency lighting installations, and ensure that regular emergency evacuation drills are held and evaluated. 8. Account Director (Facility Management Provider): The Account Director will: 8.1 Ensure that the procedures for evacuation of premises and other emergency procedures are in place, and ensure that procedures for evacuation are disseminated to managers and staff on Lloyd s premises; 8.2 Ensure the effective planning, control, monitoring and reviewing of preventative and protective measures on Lloyd s premises. They shall also be responsible for the provision of information to employees and others to ensure their health and safety; Page 10 of 18

11 8.3 Ensure, in consultation with the Technical Services Manager, that defects and hazards observed or reported in the fabric of the premises or fixed installations are acknowledged and that appropriate action is determined and carried out; 8.4 Ensure that no building work is carried out on the premises without first consulting with the Technical Services Manager and receiving their approval for the proposed works. 9. Risk Manager (Facility Management Provider): The Risk Manager is deemed as the competent person as required under Regulation 7 of the Management of Health and Safety at Work Regulations He / she will provide advice and assistance to the CEO and where appropriate the Executive Team, to enable Lloyd s to fulfil its requirements imposed by the relevant statutory provisions. This appointment does not absolve those officers undertaking a management or supervisory function from their duties and responsibilities expressed by the Health and Safety at Work Etc. Act, 1974 and associated Regulations. The Risk Manager will: 9.1 Formulate, disseminate and monitor appropriate health and safety arrangements in relation to risk assessment, first aid, and other relevant health safety and welfare matters to enable Lloyd s to fulfil its requirements imposed by the relevant statutory provisions, and that such policies are revised as may be necessary from time to time; 9.2 Identify and implement appropriate health and safety training programmes for staff, including the keeping of training records; 9.3 Ensure that adequate first aid equipment and facilities, adequately trained personnel, including the training of personnel in first aid are provided and that such arrangements are published to all staff and suitably displayed on all sites; 9.4 Ensure that policies for the reporting of accidents, dangerous occurrences, accident investigation and the evacuation of premises and other emergency procedures are in place, and ensure that such procedures are disseminated to managers and staff; 9.5 Ensure, in liaison with senior managers, the effective planning, control, monitoring and reviewing of preventative and protective measures. The Risk Manager will also ensure that, where appropriate, health surveillance is provided and undertaken; 9.6 Provide safety advice to managers, employees and tenants, and will identify competent persons to undertake suitable and sufficient workplace risk assessments; 9.7 In liaison with the Account Director, obtain all relevant health and safety publications and ensure a health and safety reference section is maintained. Page 11 of 18

12 9.8 Liaise where necessary with the London Fire Brigade and keep fire precautions and procedures under review. 9.9 In liaison with the HSCG, draw up and monitor systems in respect of safety audits, inspections, accident investigation and other appropriate health, safety and welfare matters In liaison with the HSCG, produce a six monthly report and an annual report for the Executive Team outlining how appropriate and effective the health and safety management system is. 10. Catering Manager (Catering Contractor): The Catering Manager will: 10.1 As the Venue Licensee at Lloyd s Lime Street premises, ensure adherence to The Theatres Act 1968 & 1972, The Miscellaneous Provisions (Public Entertainments Licensing) Act 1982 and The Liquor Licensing Act 1964 in direct liaison with the Chief Executive and Lloyd s legal advisers; 10.2 Ensure that all the statutory requirements of the above Acts are implemented and disseminated to all personnel with direct or indirect involvement with the venue, either within a Lloyd s building or at a location off-site. This may include Property Services staff; 10.3 Implement reporting procedures and audit trails required by the Licensing Authority and nominate and train in a formal manner recorded with the authority Duty Managers and other legally required nominated persons for places of public entertainment; 10.4 Ensure that fire safety, emergency and disaster planning and evacuation training as required for places of public entertainment are carried out at the frequency defined by statute. In liaison with Property Services harmonise this with Lloyd s procedures where applicable; 10.5 Identify and report hazard and risk situations as and when they arise Ensure the inspection and certification of plant, equipment and infrastructure continues at the defined frequency, and that under health and safety and licensing legislation the certification is available for inspection by authorised officers; 10.7 Ensure that all users of the venue whether Lloyd s pass holders, professional visiting companies or community users, are aware of and comply with, all matters pertaining to any of the licences referred to above and that they are suitably inducted to safety awareness and emergency procedures, regardless of their period or frequency of use of the venue. Page 12 of 18

13 11. Tenants / Underwriters All tenants / underwriters will: 11.1 Obey all safety regulations and instructions and take reasonable care for their own health and safety and that of other persons who may be affected by their acts and omissions whilst on Lloyd s premises; 11.2 Report all accidents/incidents in accordance with Lloyd s Incident/Accident Reporting Procedure; 11.3 Ensure all their employees are familiar with the building s fire evacuation procedures and first aid arrangements. 12. Visitors / Contractors: 12.1 Lloyd s accepts responsibility towards members of the public and visitors and will ensure, in conjunction with any additional licensing regulations where applicable, that so far as is reasonably practicable, adequate provision is made for their health and safety when using or visiting Lloyd s premises; 12.2 Visitors and other persons working on Lloyd s premises must observe the health and safety rules and instructions laid down in Lloyd s Health and Safety Policy. Those intending to work will not be permitted to do so until they have accepted such relevant rules; 12.3 Any contractor or sub-contractor engaged to carry out work for Lloyd s will be required to operate to standards of health and safety, not less than those set out in this policy, and to supply copies of their company s health and safety policy with safe working procedures and appropriate risk assessment documentation, prior to commencing work; 12.4 It will be the responsibility of contractors when working for Lloyd s, on or about Lloyd s premises, to take all necessary steps to ensure not only the health, safety and welfare of his or her own employees and subcontractors, but also to protect other persons not in their employment who may be affected by any works under their control. Such persons may include the occupants of any premises including employees, tenants and all other visitors. They are required to discuss with the individual Project Manager any risks associated with the work and provide details of any assessments; 12.5 All visitors will be issued with a Visitor s Pass on signing in at Reception; this contains details regarding procedures to follow in the event of an emergency. Page 13 of 18

14 Appendix 1: Management Communication Channels Formal Informal Executive Team Head of Property Services Account Director Risk Manager Health and Safety Co-ordination Group LMT Catering Manager Employees All Managers Page 14 of 18

15 Appendix 2: List of Main Health and Safety Subjects and Lead Persons It is stressed that the information shown here does not supplant responsibilities specified in the main body of this document. There is an inevitable over-lap of responsibilities in certain areas, but in cases of doubt employees should contact one of the Responsible Persons, who will ensure that the problem/query is dealt with appropriately. IN AN EMERGENCY ASSISTANCE IS OBTAINABLE VIA SECURITY CONTROL ON EXTENSION THIS WILL ENSURE THE QUICKEST MOBILISATION OF THE EMERGENCY SERVICES. Subjects Lead Person Environmental and Health & Safety Matters ISS Facility Services (Includes Fire/Bomb First Aid DSE Training Risk Manager Incident/Accident Reporting Risk Assessment) Facilities ext 5098 Mobile: Security Arrangements Furniture Flooring Cleaning ISS Facility Services Security Manager Facilities ext 6340 Mobile: or Security Control ext 5905 ISS Facility Services Customer Services Manager Facilities ext 6379 Mobile: Via Facilities Helpdesk ext 6666 Food Hygiene Catering Matters Avenance General Catering Manager Ext 5046 Welfare Facilities Computer Equipment All Line Management HR Dept LONDON & CHATHAM ITG Helpdesk ext 5333 Page 15 of 18

16 Appendix 3: HEALTH AND SAFETY CO-ORDINATION GROUP (HSCG) CONSTITUTION AND TERMS OF REFERENCE 1. Title The Group is known as the Health and Safety Co-ordination Group (HSCG) and will adhere to the duties and guidelines as laid down in the Health and Safety at Work Act 1974 and the Corporation s Health and Safety Policy. The HSCG is committed to seeking continuous improvement in health and safety management across Lloyd s UK and Overseas premises and activities, and to ensure a regular review of health and safety performance. 2. Purpose The Executive Team believes that a safe and healthy working environment will only be fully achieved with the full and active participation of its managers, employees and their elected representatives in the workplace. Through the formal consultative Health and Safety Coordination Group, the Executive Team fully accepts the requirements of the Safety Representatives and Safety Committee Regulations 1977, and the Health and Safety Consultation with Employees Regulations The key purposes are to: Identify the need for risk reduction strategies and monitor their implementation; Set strategy health and safety strategy, discuss progress on implementation and review; Review Lloyd s health and safety strategy, objectives and plans; Ensure a positive health and safety culture is encouraged and developed across the Corporation. 3. Terms of Reference The HSCG s role is to: Advise the Chief Executive Officer on matters relating to health, safety and welfare in the Corporation and make recommendations as to amendments to the Corporation s Health and Safety Policy; Receive reports from Lloyd s site representatives and other competent persons with regard to risk assessment and other safety matters, and determine and recommend appropriate action. Keep under review the measures taken to ensure the health, safety and welfare at work of all employees, tenants, contractors and visitors including persons with disability; Page 16 of 18

17 Draw up and monitor systems in respect of safety audits, inspections, accident investigation and other appropriate health, safety and welfare matters; Advise the Risk Manager on appropriate library provision of health and safety publications, and oversee the dissemination of relevant legislation, Approved Codes of Practice and guidance to line managers; Identify strategic training needs and ensure that a training plan is drawn up and regularly monitored to reflect these needs; Promote and monitor the policies and procedures for: o o o identification, and management of hazards; analysis of all incident/accidents and near misses to identify trends and produce information for management review and action; production of codes for safe working. 4. Membership: 4.1 The Health and Safety Co-ordination Group (HSCG) shall contain management and staff representatives. Each representative is required to have a sound knowledge of health and safety considerations and take a proactive role in developing a positive Health and Safety culture across the Corporation. The HSCG shall be constituted as follows: Jack Kent Head of Property Services (Chair) Darren Cox Facilities Planning Manager Lorraine Weston Secretary (Property Services) Adrian Pennelli General Manager Catering (Avenance) Trevor Jennings Risk Manager (ISS Coflex) Louise Elliott Neal Employee Relations & Policy Advisor (HR) Daniel Scullion Senior Manager (ITG) Joanne Caller Market Services (Chatham Rep) Larayne Emmott Medsuite Nurse Jonathan May Head of Financial Control Henry Johnson Head MRC, & Lloyd's Actuary James Nygaard IT Systems Specialist (USA) Christalla Andrews Commercial Team Manager Kevin Reeves Head of Operations Minutes are also sent to: Tim Friday (Lloyd s Insurance) Renuka Fernando (Council Secretariat) Steve Robertson (Market Services) 4.2 Where members are unable to attend, they may appoint deputies to attend in their absence. 4.3 Where appropriate, other representatives may be invited to attend at the discretion of the Group. Page 17 of 18

18 4.4 A quorum of 6 people from the membership will be required in order that a meeting can take place. 4.5 The Personal Assistant to the Head of Property will take minutes of the meeting. 5. Meetings: 5.1 There will be quarterly meetings occurring in January, April, July and October. 5.2 Special meetings may also be called if issues arise within the Group s terms of reference, which require special attention. 6. Agenda: 6.1 Items, which must relate to the terms of reference, may be included on the agenda at the request of any members of the HSCG; these should be submitted one week before the date of a meeting. 7. Minutes: 7.1 Minutes, which shall include a record of all proceedings and resolutions, shall be kept and circulated to all members of the HSCG. 7.2 A copy of the minutes shall be circulated to the Executive Team, Management Team and posted on the Intranet (C-Net). 7.3 The minutes will be circulated to all members of the Group within two weeks of the meeting. Page 18 of 18