Health and Safety Management System Procedure

Transcription

1 Template v4 WILTSHIRE POLICE FORCE PROCEDURE Health and Safety Management System Procedure Effective from: Last Review Date: Version: 6.0 Next Review Date:

2 TABLE OF CONTENTS PROCEDURE OVERVIEW... 3 GLOSSARY OF TERMS... 3 RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS... 3 DATA PROTECTION ACT FREEDOM OF INFORMATION ACT MONITORING and REVIEW... 3 WHO TO CONTACT ABOUT THIS PROCEDURE... 3 Ownership:... 7 Revision History:... 7 Approvals:... 7 Distribution:... 7 Diversity Impact Assessment:... 7 Consultation:... 8 Implications of the Procedure:... 8 Training Requirements... 8 IT Infrastructure... 8 Version: Next Review Date: Page 2 of 8

3 PROCEDURE OVERVIEW The objective of this procedure is to clearly define Wiltshire Police s procedures with regards to the management of the Force s Health and Safety Management system. GLOSSARY OF TERMS Term HSE RIDDOR Meaning Health and Safety Executive Reporting of Injuries Diseases and Dangerous Occurrences Regulations RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS All other Wiltshire Police Health and Safety Policy s and Procedures Appendix A Control of the Health and Safety Management System Appendix B Health and Safety Supervision Appendix C Health and Safety Co-operation Appendix D Health and Safety Communication Appendix E Health and Safety Competence Appendix F Health and Safety Planning Appendix G Measuring Health and Safety Performance Procedure Appendix H Health and Safety Performance Review Procedure Appendix I Health and Safety Auditing Procedure AUTHORISED PROFESSIONAL PRACTICE AREAS ASSOCIATED WITH THIS PROCEDURE None. DATA PROTECTION Any information relating to an identified or identifiable living individual recorded as a consequence of this procedure will be processed in accordance with the Data Protection Act 2018, General Data Protection Regulations and the Force Data Protection Policy. FREEDOM OF INFORMATION ACT 2000 This document has been assessed as suitable for public release. MONITORING and REVIEW The Health and Safety Management System Procedure document will be monitored and reviewed every three years by the Force Health and Safety Manager. The procedure will also be reviewed in light of legislative change, change in technology or best practice. The Force Occupational Health and Safety Committee will be responsible for approval and monitoring the procedure document and its implementation on a regular basis. WHO TO CONTACT ABOUT THIS PROCEDURE Sarah Somers Head of Health and Safety David James Health and Safety Advisor Version: Next Review Date: Page 3 of 8

4 1. Legal Requirements The Health and Safety at Work Act 1974, Police (Health and Safety at Work) Act 1997 and the Management of (Health and Safety at Work) Regulations 1999 require Wiltshire Police to ensure, as far as is reasonably practicable, the health, safety and welfare of all their employees and others affected by out undertakings. The Management of Health and Safety at Work Regulations 1999 also requires the employer to make and give effect to such arrangements as are appropriate having regard to the nature of its activities and the size of its undertakings for the effective planning, organisation, control, monitoring and review of the preventative and protective measures. 2. Introduction The control and management of health and safety hazards and the health of the workforce plays a vital part in the core business of the Wiltshire Police. Through developing a positive health and safety culture, providing safe systems of work and appropriate and effective work equipment Wiltshire Police will improve operational effectiveness in support of its strategic aims. The strategic aims, in relation to occupational health and safety, are: To support and improve organisational performance through provision of effective occupational health and safety management, and To minimise risks to Police officers, Police staff, Special constables, and others affected by our business, through provision of a safe and healthy workplace and culture. All organisations should build an effective Health and Safety Management System. It is also a good way of demonstrating and gaining commitment to continuous improvement and promoting a positive health and safety culture. Wiltshire Police have adopted the Health and Safety Management System recommended by HSG65. The Health and Safety Executives Guide to Successful Health and Safety Management. This management system is supported by the ACPO Police Benchmarking document. Wiltshire Police s Health and Safety Management System (HSMS) is the basis for achieving the strategic occupational health and safety aims of the organisation. The Health and Safety Policy is an integral and essential part of the HSMS, and the system supports both the implementation of that policy and the achievement of the Occupational Health and Safety Strategic Aims through the Strategic Health and Safety Plan. This plan has been approved by the Force Occupational Health and Safety Committee and is available to all employees through the Health and Safety portal pages within Firstpoint. 3. Health and Safety Management System Overview Effective Health and Safety Management Systems comprises a number of core elements including; Setting Policy, Organisation, Planning & Setting Standards, Monitoring, Audit and Review. 4. Health and Safety Management 4.1 Setting Health and Safety Policy Wiltshire Police s Health and Safety Policy is a written statement of the organisation and arrangements for implementing and monitoring health and safety within the organisation. The statement is prepared by the Occupational Health and Safety Committee on behalf of the Chief Constable and Police Authority Chief Executive who have ultimate responsibility for health and safety provision within the organisation. The Health and Safety Policy statement is displayed in all workplaces and is available on the Force intranet and external internet sites. The Health and Safety Policy is reviewed annually by the Force Occupational Health and Safety Committee and approved and jointly signed by the Chief Constable and Police Authority Chief Executive 4.1 Organising for Health and Safety Control Securing health and safety commitment from managers and all employees is essential to developing and maintaining a positive health and safety culture. Key to health and safety control is demonstrating strategic Version: Next Review Date: Page 4 of 8

5 commitment to health and safety and ensuring documentation control of the Force health and safety management system. Further details outlining Wiltshire Police s procedures and arrangements for health and safety control can be found at Appendix A Control of the Health and Safety Management System to this document. Supervision Supervisors allocate work, provide instruction and monitor the work activities of employees. Adequate supervision complements the provision of health and safety information, instruction and training in ensuring that the health and safety control measures identified by risk assessment are adequate and correctly implemented. Supervisors need to know the limits of their personal responsibility and authority and receive adequate training to match their skills and competence to that required by their role. Further details outlining Wiltshire Police s procedures and arrangements for health and safety supervision can be found at Appendix B Health and Safety Supervision to this document. Co-operation In accordance with the general provisions of the Safety Representatives and Safety Committees Regulations 1977, as amended by the Management of Health and Safety at Work Regulations 1999, the Force is legally required to consult with its employees. This is achieved collectively through the Police Federation, Superintendents Association and Unison. Wiltshire Police are committed to actively encouraging and supporting effective health and safety consultation with staff associations beyond the legal requirements and appreciate the benefits of an open communication policy. Wiltshire Police also recognise the importance effective employee engagement in creating and sustaining a positive health and safety culture within the Force. Further details outlining Wiltshire Police s procedures and arrangements for health and safety co-operation can be found at Appendix C Health and Safety Co-operation to this document. Communication Effective communication of health and safety information is crucial to the success of Wiltshire Police s health and safety management system. Effective health and safety communication relies on information coming into, flowing within and going out of the organisation. It is essential that systems are in place to effectively gather and review the information, and act on it when required. Further details outlining Wiltshire Police s procedures and arrangements for health and safety communication can be found at Appendix D Health and Safety Communication to this document. Competence Wiltshire Police are committed to ensuring the health and safety competence of all its employees through effective recruitment, selection and appraisal processes, the identification and provision of effective health and safety training and access to competent health and safety assistance. Further details outlining Wiltshire Police s procedures and arrangements for health and safety competence can be found at Appendix E Health and Safety Competence to this document. 4.2 Health and Safety Planning Process Planning is fundamental in ensuring that health and safety is effectively managed and involves setting objectives, identifying hazards, implementing standards of performance and developing a positive safety culture. Corporate planning within Wiltshire Police is undertaken on an annual basis through the Force Strategic Assessment and Annual Plan. Health and safety planning forms an integral part of planning process and is delivered through the Health and Safety Strategy which is directly linked and referenced to the People Strategy which in turn feeds the Force Policing Plan and Strategic Assessment. Further details outlining Wiltshire Police s procedures and arrangements for health and safety planning can be found at Appendix F Health and Safety Planning to this document. Version: Next Review Date: Page 5 of 8

6 4.3 Measuring Health and Safety Performance Measuring is key to maintaining and improving the health and safety performance of Wiltshire Police. Effective measurement of health and safety performance will assess how effectively Wiltshire Police are controlling risks and how well the positive health and safety culture is developed. Two types of measuring systems are required; Active Monitoring Systems (before things go wrong) involves regular inspection and monitoring the achievement of health and safety plans and the extent of compliance to policies, procedures and workplace precautions. Further details outlining Wiltshire Police s procedures and arrangements for active monitoring of health and safety can be found at Appendix G Measuring Health and Safety Performance Procedure to this document. Reactive Monitoring Systems (after things go wrong) monitors accident, ill health, incident rates and other evidence of deficient health and safety performance in order to learn from mistakes. Further details outlining Wiltshire Police s procedures and arrangements for reactive monitoring of health and safety can be found at Appendix G Measuring Health and Safety Performance Procedure to this document. 4.4 Health and Safety Performance Review Health and safety performance review is the process of making judgements about the adequacy of health and safety performance and taking decisions about the nature and timing of the actions necessary to remedy deficiencies. This provides feedback to the Force whether the health and safety management system is working effectively. Further details outlining Wiltshire Police s procedures and arrangements for health and safety performance review can be found at Appendix H Health and Safety Performance Review Procedure to this document. 4.5 Health and Safety Auditing Health and Safety auditing is a core element of an effective health and safety management system and provides Wiltshire Police with the information to continually evaluate the reliability, efficiency and effectiveness of its management system and strive for continual improvement. This will allow both good practice to be collated and disseminated and areas for improvement identified. Further details outlining Wiltshire Police s procedures and arrangements for health and safety auditing review can be found at Appendix I Health and Safety Auditing Procedure to this document. Version: Next Review Date: Page 6 of 8

7 DOCUMENT ADMINISTRATION Ownership: Department Responsible: Procedure Owner/Author: Senior Officer/Manager Sponsor: Health and Safety, People Services Sarah Somers, Head of Health and Safety Deputy Chief Constable, Acpo H&S lead Revision History: Revision Date Version Summary of Changes Standard review Standard review Standard review Standard review review to include QSA requirements Standard review no significant changes Approvals: This document requires the following approvals: Name & Title Date of Approval Version Occupational Health and Safety Committee Senior Command Team/ACC/ACO (Delete as appropriate) N/a N/a JNCC (Not required for all procedures) N/a N/a Distribution: This document has been distributed via: Name & Title Date of Issue Version E-Brief N/a no change 6.0 to relevant affected Staff/Officers N/a no change 6.0 Other: (state method here) N/a no change 6.0 Diversity Impact Assessment: Has a DIA been completed? If no, please indicate the date by which it will be completed. If yes, please send a copy of the DIA with the procedure. Yes No Date: Version: Next Review Date: Page 7 of 8

8 Consultation: List below who you have consulted with on this procedure (incl. committees, groups, etc): Name & Title Date Consulted Version Occuptional Health and Safety Committee Not required no change 6.0 Implications of the Procedure: None None Training Requirements IT Infrastructure Version: Next Review Date: Page 8 of 8