SITE OPERATIONAL HEALTH AND SAFETY PROCEDURES. Dome Consulting Limited

Transcription

1 SITE OPERATIONAL HEALTH AND SAFETY PROCEDURES MANUAL B MANAGEMENT MANUAL For Dome Consulting Limited 60 Doughty Street London, WC1N 2LS Ark Workplace Risk Ltd Floor 2, 15 Basinghall Street London EC2V 5BR Tel Fax

2 Manual B 6 th July 2010 Issue Number :1 Copyright Ark Health and Safety Ltd, September 1998 Whilst every care has been taken in the preparation of this Manual, personnel should be aware that only Acts of Parliament and Statutory Instruments have the force of Law and that they can only be authoritatively interpreted by a Court of Law. Copyright of the Appendices and records contained in this Manual is waived to the extent that they may be copied for use by the owners and/or tenants of 60 Doughty Street for the purpose of implementing the procedures within this Manual for the aforementioned property. Neither the Manual nor any part of it nor any copy of any part of it may be distributed to an establishment other than the above named whether by way of sale or otherwise. This publication may not be stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopied, recorded or otherwise save for the copying of this Manual for use at the above establishment which purchased the Manual, without the prior permission of the copyright holders. There may be cause to amend certain parts of this Manual in order that procedures are always up to date, again copyright is waived provided that it is for the above establishment only. Where amendments have taken place without the consultation of Ark Health and Safety Ltd, no responsibility can be taken by Ark Health and Safety Ltd of any description, indirectly or directly as a possible result of these amendments Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

3 6 th July 2010 Issue Number: 1 MANUAL B Site Operational Health And Safety Procedures Manual Contents 1.0 About Manual B 2.0 Health and Safety Responsibilities 3.0 Policies, Practices and Procedures for the Management of the Health and Safety Programme 4.0 Quality Control and Total Quality Management in Health and Safety 5.0 Training for Health and Safety 6.0 Health and Safety Management Control System 7.0 Other Reporting Documents 8.0 Procedures for Review 1998 Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

4 6 th July 2010 Issue Number: 1 Section 1.0 SECTION 1.0 About Manual B Manual B provides the Company with a system for planning, organising, auditing and reviewing their Health and Safety Management System at 60 Doughty Street. Manual B of the Site Operational Health and Safety Manual comprises the following:- Policy for Responsibilities:- Commences with a clearly defined section on the responsibilities at each level of management within the Company to ensure that Health and Safety duties and functions are carried out and appropriately managed. Policy Arrangements:- Sets out the Company s policies on arrangements to provide a healthy and safe working environment. Quality Control and Total Quality Management in Health and Safety:- Introduces the concept of Quality Control by setting performance standards through planning, organising and ensuring that, through quality control, those standards are being met. Moreover, Total Quality Management introduces to this the need for continuous improvement by reviewing the successful implementation of what has been planned and organised for and setting new standards based on the continuous questioning of what is being done in procedures versus what should be done in reviews. Competence and Training for Health and Safety:- Highlights the importance of competency and training in underpinning the Management of Health and Safety. Health and Safety Management Control System:- Highlights the means for control between the responsible designated persons. Other Reporting and Recording Documents:- Provides for reporting and recording of other documents and procedures to complete the Management System. Procedures for Review:- Facilitates the review process to be undertaken by the reviewer or Duty Holder Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

5 6 th July 2010 Issue Number: 1 Section 2.0 SECTION 2.0 Health and Safety Responsibilities Contents 2.1 Health and Safety Management Structure 2.2 Managing Director 2.3 Director with Responsibility for Health and Safety 2.3 Directors 2.4 Office Manager 2.5 Project Managers 2.6 Fire Wardens 2.7 All Employees, Consultants and Contractors 1998 Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

6 6 th July 2010 Issue Number: 1 Section Health and Safety Management Structure Neil Miller Managing Director Stephen Harvey Director with Responsibilities for Health and Safety Office Manager Dean Jelfs, Craig Eadie, Nick Hutchinson Directors Fire Wardens Project Managers All employees Consultants / Contractors 1998 Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

7 6 th July 2010 Issue Number: 1 Section Managing Director Has overall and final accountability for health and safety in the Company. responsibility to:- It is his 1. Support the Health and Safety Policy Statement by showing commitment to this policy. 2. Ensure that the policy is implemented fully throughout the Company. 3. Ensure that the policy is regularly reviewed and developed where appropriate. 4. Ensure that adequate resources are provided to implement the policy. 5. Ensure that the Management System to implement the policy is kept up to date. 6. Ensure that there is the means for continuous improvement of Health and Safety at the Company. 7. Ensure that there is adequate provision for the planning, organising, monitoring and reviewing of the Health and Safety Management Control System. 8. Ensure that there is the means for control, communication, co-operation and coordination within the Company for implementing the policy. 9. Ensure that budgets for finance and resources are made available as appropriate for Health and Safety to meet the performance standards set in the policy. 10. Ensure that adequate insurance is provided for Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

8 6 th July 2010 Issue Number: 1 Section Director with Responsibilities for Health and Safety It is his responsibility to:- 1. Support the Health and Safety Policy Statement by showing commitment to this policy. 2. Ensure that the policy is implemented fully throughout the Company. 3. Ensure that the policy is regularly reviewed and developed where appropriate. 4. Ensure that adequate resources are provided to implement the policy. 5. Ensure that the Management System to implement the policy is kept up to date. 6. Ensure that there is the means for continuous improvement of Health and Safety at the Company. 7. Ensure that there is adequate provision for the planning, organising, monitoring and reviewing of the Health and Safety Management Control System. 11. Ensure that there is the means for control, communication, co-operation and coordination within the Company for implementing the policy. 12. Ensure that budgets for finance and resources are made available as appropriate for Health and Safety to meet the performance standards set in the policy. 13. Ensure that adequate insurance is provided for. 14. Ensure that the policy is communicated to all employees and that any changes in the policy or associated documents are brought to the attention of all employees. 15. Commitment to health and safety flows downwards throughout the Company. 16. Systems and procedures are in place to ensure that all employees fully understand, observe and implement the Company s Health and Safety Policy and their delegated responsibilities. 17. The Company takes into account their employees capabilities, qualities and time when delegating tasks and activities. 18. The culture within the Company reflects the Company s commitment to providing a healthy and safe working environment. 19. Ensuring that the employees within the Company to whom duties have been delegated within the Site Operational Health and Safety Manual have been made aware of their duties, have accepted those duties and are competent to undertake them Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

9 6 th July 2010 Issue Number: 1 Section Directors All Directors have responsibility for Health and Safety especially for the development of safe systems of work and Health and Safety administration and their duties are as follows: 1. To assist the Managing Director and The Director with Health and Safety Responsibilities in the administration of Health and Safety for the company. 2. Ensure that risk assessments are undertaken. 3. To review the findings for previous risk assessments and to review the actions which have been taken on discovery of a new risk. 4. To ensure that records of all risk assessments are kept on the premises and that they are current. 5. To ensure that all accidents are recorded in the accident book. 6. To review accidents and injury records from the accident book and undertake accident investigations to identify underlying causes. 7. To ensure those accidents reportable under RIDDOR 1995 are reported to the HSE. 8. To ensure that adequate records are maintained on site giving details of fire drills, tests, equipment maintenance and repair and such other information as may be demanded by Dome Consulting Limited procedures. 9. To ensure that First Aiders are appointed, appropriately trained and re-certified every three years. 10. To liaise with the local Fire Brigade in all matters relating to fire precautions at head office. 11. Ensuring that, where review and or variations to the existing workplace environment take place, re-planning and re-organising will be implemented to provide for continuous improvement. 12. To ensure procedures are in place to assess contractors safe systems of work while on Dome Consulting Limited s work sites. 13. To compile and circulate a list of approved contractors and ensure that the company only employees contractors which have been approved. 14. To ensure that safe systems of work are used by staff and contractors for all activities undertaken on work sites. 15. To document and provide induction safety training to all new employees. 16. To identify further training needs of staff members and arrange for such training to be provided. 17. To ensure that adequate systems and records are implemented and maintained to facilities the reporting and recording of faults on plant and equipment Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

10 6 th July 2010 Issue Number: 1 Section To identify, in association with the appropriate contractors, those items of plan and equipment which are the subject of statutory or periodical tests. 19. To ensure that records of these tests are maintained and ensure that they are also available for inspection. 20. To ensure that any plant and equipment used in any premises or location under Dome Consulting Limited s control or influence is safe and without risks to health. 21. To ensure that all equipment purchased complies with Health and Safety legislation and is safe and without risk to health Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

11 6 th July 2010 Issue Number: 1 Section Office Manager Responsibility for:- 1. The day to day objectives of the Company take into account health and safety. 2. Implementing the Site Operational Health and Safety Management System. 3. The duties under his/her name in the Health and Safety Management Control System procedures as they relate to planning, organising, monitoring and reviewing. 4. Ensuring the Fire Wardens is undertaking his/her duties and adequately informing and reporting the Health and Safety Management Control System. 5. Ensuring that he/she complies with the policy of the Company. 6. Ensuring that Health and Safety documentation is complete and up to date. 7. Ensuring that records are kept for at least three years or more when statutory requirements demand it. 8. Ensuring the First Aiders undertake their duties and administrate the Site Operational Health and Safety Management System Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

12 6 th July 2010 Issue Number: 1 Section Project Managers Responsibility for ensuring that:- 1. All works undertaken on work sites are under their control are carried out in a safe manner and in accordance with agreed rules, procedures and associated systems of work. 2. In association with the Directors that suitable and sufficient risk assessments are undertaken for all tasks within their control. 3. All health and safety signs displayed at the work site comply with the Health and Safety (Safety Signs and Signals) Regulations Risk assessments for all work activities on site are undertaken and that actions are taken to minimise risks identified. 5. All work risk assessments are documented and that the results are readily available. 6. Fire procedures for the site are known. 7. The provision of first aid cover is known. 8. Portable electrical equipment is regularly inspected and a register is maintained. 9. All defects are reported. 10. The performance of contractors is monitored so as to ensure that all works are undertaken according to the Health and Safety Policy. 11. Contractors are adequately supervised. 12. Contractors report all accidents and incidents. 13. High risk activities are controlled via a permit to work system. 14. Equipment is maintained regularly and defects reported and remided as soon as possible Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

13 6 th July 2010 Issue Number: 1 Section Fire Wardens Fire Wardens are responsible for:- 1. Ensuring that all persons (including visitors and contractors) in their area evacuate by the nearest available escape route immediately. 2. Checking there are, including the toilets, to ensure that all personnel under their care have evacuated. 3. Ensuring they do not take personal risks through delay. 4. Encouraging personnel to proceed at good speed but without panicking to the assembly point. 5. Noting the size and location of the fire, who is tackling the fire and any potential hazardous situations or materials and informing security upon exiting from the building. 6. Ensuring that where possible doors and windows are closed. 7. Ensuring the appropriate measures are adopted for any disabled persons. 8. Reporting that their area is clear and any other relevant information. 9. Assisting in undertaking a role call should it be required Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

14 6 th July 2010 Issue Number: 1 Section All Employees, Consultants and Contractors All employees, consultant and contractors must comply with:- 1. The Company s procedures, instructions and rules directed at meeting the Company s Health and Safety Policy. 2. Report any safety hazard within their work area or malfunction of any item or plant and equipment to Management in accordance with Dome Consulting Limited s defect fault reporting procedure. 3. Fully conform to all written or verbal instructions given to them to ensure their personal safety and the safety of others. 4. Avoid any improvisations of any form which could create an unnecessary risk to their personal safety and to the safety of others. 5. Inspect and maintain all tools and equipment in good, safe, condition. 6. Use only those items of equipment or machinery they have been trained and authorised to use. 7. Report all accidents to management, whether injury is sustained or not. 8. Attend as requested any training course designed to further the needs of health and safety. 9. Familiarise themselves with the fire evacuation procedure and the position of all fire equipment and exit routes. 10. Familiarise themselves with the names and locations of first aid personnel and appointed persons as well as the position of first aid kits. 11. Inform management of any possible breaches in health and safety legislation In addition to these responsibilities, the Health and Safety at Work etc. Act 1974 places legal duties on all employees. These are:- Section 7 - Health and Safety at Work etc. Act 1974 (a) (b) to take reasonable care for the health and safety of himself and of other persons who may be affected by his acts or omissions at work; and to co-operate with their employer to enable him to comply with any duties or requirements imposed on him. Section 8 - Health and Safety at Work etc. Act 1974 No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare in pursuance of the relevant statutory provisions Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

15 6 th July 2010 Issue Number: 1 Section 2.0 The Management of Health and Safety at Work Regulations 1999 Places specific duties on employees to: (a) (b) (c) use any machinery, equipment, dangerous substances or safety devices provided to him by his employer in accordance with any training or instructions provided by the employer in compliance with any statutory provisions; and inform his employer of any work situation which may represent a serious and imminent danger to health and safety ; and inform his employer of any matter which may represent a shortcoming in the employers arrangements for health and safety Ark Workplace Risk Ltd 15 Basinghall Street, London, EC2V 5BR

16 6 th July 2010 Issue Number: 1 Section 3.0 SECTION 3.0 The Policies, Practices and Procedures for The Management of the Health and Safety Programme Contents 3.1 Introduction 3.2 Risk Management and Control 3.3 Training 3.4 First Aid and Accident Reporting 3.5 Fire Prevention and Emergency Procedures 3.6 Office and General Workplace Safety 3.7 Electrical Safety 3.8 Plant, Machinery and Equipment 3.9 Safe Methods of Work 3.10 Hazardous Substances 3.11 Contractors Procedures 3.12 Visits from Enforcement Officers

17 6 th July 2010 Issue Number: 1 Section Introduction The responsibilities at each level of management for the main elements of competency control of all aspects of Health and Safety and Environmental Health are given in the following sections. Each section outlines the specific requirements and is followed by a table of the procedures appropriate to each level of management, including supervisors and operators Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

18 6 th July 2010 Issue Number: 1 Section Risk Management and Control Contents Introduction/Policy Statement Managing Risk Risk Management and Control Procedures

19 6 th July 2010 Issue Number: 1 Section Introduction/Policy Statement The Management of Health and Safety at Work Regulations 1999 require all employers to make a suitable and sufficient assessment of the risks to health and safety of all employees whilst at work and any other persons not in his/her employment, but who may be affected by his/her work. It is the intention of the Company to undertake a risk assessment of the premises and update the assessment as often as is necessary. This may be, for example, if there is a change in the relevant legislation, or a change in working practices. The considerations to be made are that all hazards are identified and all control measures are implemented to reduce the risks. The control measures and risks are defined and suitable records kept to specify and enable control to be maintained of the risk assessment process. Risk assessments are required under the following Regulations: COSHH Regulations 1999 Health and Safety (Display Screen Equipment) Regulations 1992 Manual Handling Regulations 1992 MHSW Regulations 1992 Noise at Work Regulations 1989 PPEW Regulations 1992 some of which may not be appropriate in any given situation Managing Risk The Company has contracted the services of Ark Workplace Risk Ltdto assist in carrying out a risk assessment on the premises and the preparation of a SOHASP Manual. The N/A is responsible for implementing, assisting in the implementation and monitoring of any requirements arising out of the risk assessment. There are two types of monitoring ACTIVE and REACTIVE: Active monitoring provides essential feedback on performance before an accident, ill health or an incident. It involves checking compliance with performance standards and the achievement of specific objectives. Its primary purpose is to measure success and reinforce positive achievement by rewarding good work, not to penalise failure. An example of active monitoring is a risk assessment. Reactive systems monitor accidents, ill health and incidents that have actually happened. They require recognition and reporting. For this purpose you should refer to section 8 Procedures for Review. When the Company implements a general inspection, checks will be made to see if all accidents, ill health matters and incidents are being properly recognised and recorded. The N/A must be informed whenever there are any changes in an employee s working practices or in the equipment used, as the risk assessment may need updating.

20 6 th July 2010 Issue Number: 1 Section 3.2 The Company will discuss the analysis and assessments on the premises with an appointed competent person so that decisions on control measures can be made. The Company will take into account the relevant legal requirements which establish minimum levels of risk prevention or control. However, many requirements are qualified words so far as is reasonably practicable or so far as is practicable. Other duties require the use of best practicable means and these definitions are incorporated into the Risk Assessments carried out Risk Management and Control Procedures The following procedures are involved with the responsibilities shown. PROCEDURE RESPONSIBILITY FREQUENCY Operations Document Control Procedure (S2.RMAC2 - Manual B) Review Risk Assessments Records Review (S2.RMAC1 - Manual B) Audit Procedure (S2.RMAC3 - Manual B) Risk Management and Control Procedures Review (S2.RMAC4 - Manual B) N/A N/A N/A N/A As required Annually Annually Annually

21 6 th July 2010 Issue Number: 1 Section Training Contents Introduction/Policy Statement Training Induction Training Training Procedures 1998Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

22 6 th July 2010 Issue Number: 1 Section Introduction/Policy Statement The Health and Safety at Work etc. Act 1974 and The Management of Health and Safety at Work Regulations 1999 require employers to ensure that staff are adequately trained to do their job safely. It is the policy of the Company to give training to our employees, not only to comply with minimum statutory requirements, but to secure a continuing safe and healthy working environment for employees and all those who may be affected by the Company s activities. Training needs will be assessed during staff induction and the Company will continue to assess the health and safety training needs of employees and compile an annual training schedule from this assessment. Records of all health and safety training undertaken will be maintained by the N/A Training The Company has the responsibility for identifying safety training needs and making the appropriate resources available. The Company will provide induction training, specific job related training and review training. 1. The Company recognises that training of all personnel ranks highly in our priorities. 2. It will also include Management training in safety management strategies. A comprehensive list of training undertaken by each individual will be maintained by the N/A Induction Training Induction training will be carried out when a person commences employment. The objective is to ensure that new employees are familiar with all relevant aspects of health and safety that relate to their specific place of employment Training Procedures The following procedures are involved with the responsibilities shown. PROCEDURE RESPONSIBILITY FREQUENCY Operations Staff Training Procedure (S3.T1 - Manual C) Induction Training Procedure (S3.T2 - Manual C) Fire Instruction & Drill Procedure (S5.FPEP2 - Manual C) Review Training Procedures Review (S3.T3 - Manual B) N/A N/A N/A N/A As required Upon new employees commencing employment As required Annually 1998Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

23 6 th July 2010 Issue Number: 1 Section First Aid and Accident Reporting Contents Introduction/Policy Statement Occupational Health Provisions Reporting of Accidents First Aid and Accident Reporting Procedures 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

24 6 th July 2010 Issue Number: 1 Section Introduction/Policy Statement It is a requirement for all employers, under the Health and Safety (First Aid) Regulations 1981 to provide/or ensure the provision of any equipment and facilities are adequate and appropriate in the circumstances to enable to render First Aid to the employees if they are injured or become ill at work. It is a duty on all employers, under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 to notify the relevant authorities promptly in all cases when death or reportable injury results from an accident at work, or there has been a dangerous occurrence. The Company has appointed competent personnel to assist in dealing with injury resulting from accidents and emergencies. They are also aware of the requirements when they encounter suspected HIV Positive cases. All staff are made aware of the requirements for reporting accidents and dangerous occurrences. The Company recognises the need for staff awareness of how to react in case of an emergency or accident. To implement this policy adequate first-aid equipment is maintained and suitable notices posted throughout the premises which identify the location and responsibilities of the following people:- First Aider - Who is responsible for administering first aid treatment, maintaining first aid kits and facilities, summoning medical assistance and maintaining records. Appointed Persons - Who will not administer first aid, unless also a first aider, but will take charge of an emergency situation, summon medical assistance etc., in the absence of a first aider. First Aid Equipment - The First Aid kits can be found in Office Kitchen. All treatment needs are recorded, and the First Aid Treatment Book should be found in the N/A. The N/A is responsible for ensuring that the records are properly maintained. The N/A will receive appropriate training so that he can carry out the duties of an "Appointed Person" Occupational Health Provisions 1. General The Company has a policy of monitoring the health and safety of all of their staff. In doing this they need to pay particular attention to any disability that a member of staff may have, and any health and safety problems that may:- (a) (b) seriously affect him/her; cause his/her condition to deteriorate; 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

25 6 th July 2010 Issue Number: 1 Section 3.4 (c) affect his/her work or efficiency. 2. Health Screening In the interest of health, the Company may require their staff to do the following:- (a) (b) complete a confidential medical questionnaire; undertake a medical examination at any time, or have medical examinations for selected employment. 3. Advice The Company consults with:- (a) (b) (c) Health & Safety Consultants; the Company s medical advisors; the Employment Medical Advisory Service. 4. Provisions To help protect their staff and any visitors to the building, the Company will provide the following when deemed to be necessary:- (a) (b) (c) barrier creams; cleansing creams; welfare facilities - a first aid room - kitchen facilities - a rest room - a smoking area (d) protective equipment - goggles ) - respiratory protective devices ) as identified by risk assessment - plastic/rubber apron ) - protective footwear ) 5. Smoking Policy No smoking permitted in any part of the building 6. Drugs and Alcohol Policy No alcohol or illegal substance storage or consumption on the premises 7. Working Environment 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

26 6 th July 2010 Issue Number: 1 Section 3.4 As part of the Company s on-going policy of monitoring the working environment, they undertake to monitor the activities detailed in this document. All monitoring will be fully documented in the relevant records in the Log Book as described in the procedures (see Manual C) Reporting of Accidents The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations require certain types of injuries to be reported to the Enforcing Authority. The Company recognises the importance of reviewing the occurrence of accidents on the premises and, where necessary, reporting them to the Local Authority. Managers will ensure that all personnel are aware of the following:- 1. All accidents occurring in the workplace must be reported immediately to the N/A. All accidents will be investigated by the N/A and the information analysed to determine the initiating event and relevant contributory factors. The results of such accident investigations will be followed up with regard to:- (a) (b) (c) any hazardous equipment/task/process will be removed as a matter of urgency; systems of work changed if necessary; employees informed of any lessons learned. Such steps will be taken in order to prevent a reocurrence or similar incident occurring in the future. 2. The Accident Book must be, and where appropriate the First Aid Treatment Book, completed for injuries sustained. The N/A undertake to analyse the entries in the Accident Book regularly. 3. Where an accident, injury or occurrence is a Notifiable Injury or Dangerous Occurrence, as defined within the Regulations, the Enforcing Authority will be notified according to the Company s procedure (see Manual C, section 4 Reporting and Recording of Accidents Procedure) Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

27 6 th July 2010 Issue Number: 1 Section First Aid and Accident Reporting Procedures The following procedures are involved with the responsibilities shown. PROCEDURE RESPONSIBILITY FREQUENCY Operations Reporting and Recording of Accidents Procedure (S4.FAAR1 - Manual C) Accident Investigation Procedure (S4.FAAR2 - Manual C) Check of First Aid Boxes Contents Procedure (S4.FAAR3 - Manual C) Emergency Procedure (Guidelines) (S5.FPEP1 - Manual C) Review First Aid and Accident Reporting Procedures Review (S4.FAAR4 - Manual B) N/A N/A N/A N/A N/A As required As required Weekly/Monthly As required Annually 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

28 6 th July 2010 Issue Number: 1 Section Fire Prevention and Emergency Procedures Contents Introduction/Policy Statement Fire Instruction and Drills Fire Prevention and Emergency Procedures 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

29 6 th July 2010 Issue Number: 1 Section Introduction/Policy Statement All employers are required under the Management of Health and Safety at Work Regulations 1999, to ensure that they have adequate procedures to ensure the safety of all appropriate personnel in the event of serious or imminent danger to persons at work. The Company recognises that procedures for dealing with both the prevention and control of such situations are of vital importance. They recognise that emergencies are less likely to happen if proper Health and Safety procedures are in force. Appropriate staff have been nominated to be responsible for co-ordination in the case of emergencies. The Company has planned evacuation procedures which are rehearsed by suitable drills. The Company takes suitable precautions to prevent fire, including regular inspections of electrical systems and defining a No-Smoking policy. The following briefly notes the relevant procedures Fire Instruction and Drills 1. All employees will be instructed and trained to ensure that they understand the fire precautions and the action to be taken in the event of fire. This will include persons engaged on regular duties outside normal working hours, for example cleaners. The aim will be to ensure that all staff receive instruction and training appropriate to their responsibilities in the event of an emergency. 2. Instructions will be given frequently by a competent person preferably twice a year. 3. Instruction and training are described in section 5, Fire Emergency Procedure in Manual C. 4. In addition to the above, certain members of staff will be instructed and trained in any particular matters to their specific responsibilities at the time of a fire, for example Fire Warden. 5. Such details, necessary to show that training and instruction has been given, must be recorded. 6. One person will have overall responsibility for co-ordinating the actions of the staff in the event of fire. 7. In conspicuous positions in the premises, notices will be displayed stating, in concise terms, the essentials of the action to be taken upon discovering a fire and on hearing the fire alarm. 8. The building has a full fire alarm installed with call points at readily accessible locations throughout the premises. The alarm is tested weekly and records are kept. A full examination of the system is carried out at least annually by a competent person and details are recorded in the Fire Equipment Maintenance Record in the Log Book Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

30 6 th July 2010 Issue Number: 1 Section An emergency lighting system is installed in the premises and weekly checks are carried out and recorded. More thorough checks are carried out and recorded quarterly by maintenance contractors. 10. Fire extinguishers and other fire fighting equipment is provided in various, easily accessible locations. All equipment is serviced at least once a year and records are kept. Regular checks are carried out by staff to ensure that all fire extinguishers are wall mounted in their designated locations and are not obstructed in any way. 11. All means of escape are clearly marked and daily checks are carried out by staff to ensure all such signs are in place Fire Prevention and Emergency Procedures The following procedures are involved with the responsibilities shown. Operations PROCEDURE RESPONSIBILITY FREQUENCY Emergency Procedure (S5.FPEP1 - Manual C) Fire Instruction and Drill Procedure (S5.FPEP2 - Manual C) Fire Equipment and Escape Route Inspection Procedure (S5.FPEP3 - Manual C) Fire Emergency Procedure (S5.FPEP4 - Manual C) Natural Disasters and Dealing with Broken Glass Procedure (S5.FPEP5 - Manual C) Review Fire Prevention and Emergency Procedures Review (S5.FPEP6 - Manual B) N/A N/A N/A N/A N/A N/A As required As required Daily/weekly As necessary As necessary Annually 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

31 6 th July 2010 Issue Number: 1 Section Office and General Workplace Safety Contents Introduction/Policy Statement General Maintenance Ventilation Temperature Cleanliness and Waste Materials Workstations and Seating Floors and Stairs Risk of Falls and Falling Objects Windows Window Cleaning Smoking Signs Signage Facilities for Rest and to Eat Meals Drinking Water Sanitary Conveniences and Washing Facilities Changing Facilities Protection of Young People at Work Disability and Health and Safety Lone Working New, Nursing or Expectant Mothers General Workplace Safety Procedures 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

32 6 th July 2010 Issue Number: 1 Section Introduction/Policy Statement The Workplace (Health Safety and Welfare) Regulations 1992 require every employer to ensure that every workplace, modification or extension, complies with the requirements of the regulation. The Company recognises that these Regulations, together with the Office, Shops and Railway Premises Act 1963, set down minimum requirements which all workplaces must adhere to and undertake to comply with those requirements. The Company specifies both the inspection and maintenance work required to maintain safe working areas and the working procedures required for potentially hazardous work General Maintenance The Company will ensure that the work areas of the building and the whole of the workplace, and the equipment contained therein are maintained in efficient working order and in a good state of repair. A defect fault reporting procedure has been implemented. The majority of repair and maintenance work will be carried out by contractors from the Approved List of Contractors. A record of all maintenance and repair work will be held in the Action Record in the Log Book (see Manual C, section 14). Fire protection safety and provisions for the safety of building services and equipment contained and used therein will be recorded in the Log Book Ventilation It is a requirement that effective and suitable provision be made to ensure that every enclosed workplace is sufficiently ventilated. The type of ventilation used will vary between work areas, depending on the activities being undertaken there. The types include natural dilution, mechanical (exhaust) and air conditioning Temperature It is a requirement that the temperature in all office environments be reasonable during working hours. The temperature should be at least 16 0 C. Thermometers are available at convenient locations within the workplace so that the temperature can be checked Cleanliness and Waste Materials Every workplace and equipment therein must be kept clean and refuse must not be allowed to accumulate, except in suitable receptacles. Any spillage must be cleaned up immediately to avoid slip hazards and all refuse must be stored in the bins provided. A contract cleaning company is engaged to clean work areas of the premises on a daily basis. The premises will be inspected at the required frequency by the N/A and any accumulations removed by staff on the premises. Any accumulations that cannot be dealt with quickly must be reported to the N/A so that the necessary action can be taken Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

33 6 th July 2010 Issue Number: 1 Section Workstations and Seating All working areas must be arranged so that the person required to work there can do so safely and comfortably. Work materials, equipment and telephone should be within easy reach, without undue bending or stretching. Employees should only use comfortable seats which give full support to their backs and, if required, a foot rest or an arm rest should be provided. Any problem with any part of an employee s working area must be reported to the N/A as soon as possible Floors and Stairs Nearly 20% of all accidents reported to the HSE involve slips, trips or falls on a level. The costs are enormous and can result in serious injury to the victim. In order to reduce the risks of such accidents, the Company will attempt to identify any hazards which could result in falls. The N/A will carry out and record regular hazard inspections. All staff must endeavour to ensure that the workplace is maintained in a clean and tidy condition. Adequate lighting is also essential, as poor lighting can obscure slip or trip hazards. All floors within the workplace need to be suitable for the activity that is taking place, for example, they need to be strong enough to carry the loads placed on them. The floor surface, carpet, tiles etc. also need to be kept in good condition to prevent people tripping or falling. For this reason, any damaged areas, holes, rips, missing tiles, etc., need to be reported straight away to the N/A so that action can be taken as soon as possible. Similarly, stairs, stair coverings and handrails need to be kept in good condition. The following precautions must be taken to prevent slips: The floor will be regularly swept or vacuumed to remove any objects which could cause slips. Appropriate non-slip sealers, polishes, etc. will be used on the floor surface. Appropriate barriers, signs, notices etc. will be used to warn of spillage and to keep people off areas being washed or polished, until treatment is complete and the floor is dry. Prompt action will be taken to repair or replace damaged coverings or floor surfaces. Open sides of staircases will be securely fenced with a minimum of an upper rail at 900mm and a lower rail. The premises will be inspected at the required frequency by the N/A, and the necessary arrangements will be made such that any holes, bumps or uneven areas of floor resulting from damage by age or wear and tear, which may cause a person to trip or fall, will be repaired. Until they can be repaired, good adequate precautions, such as barriers or conspicuous marking, will be provided in order to prevent an accident. These will be put up by the N/A who will ensure that they are kept visible, and in the correct position. Any missing or insecure handrails will be replaced or repaired as necessary. Special care must be taken with stairs. The staircases within the premises are deemed to be satisfactory and must be maintained in that condition. All the steps are of uniform tread-depth and rise-height for safety and ease of climbing and non-slip nosings are provided. An easily gripped handrail is also provided to at least one side of each staircase depending on the staircase width Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

34 6 th July 2010 Issue Number: 1 Section Risk of Fall and Falling Objects Unprotected edges such as stairwells, storage areas or raised platforms present a danger to employees and others visiting the premises. Where there is a possibility that a person may fall 2 metres or more, secure railing should be provided. Railing should be at least 1100mm above the surface from which a person might fall. The railing needs to be suitably infilled so that nobody can fall under the guard rail. Where roof work is required, steps shall be taken to ensure that the roof maintenance contractors concerned take the required precautions. For further information see section 11 Roof Work Procedure in Manual C. Due to the particularities of the roof and the high number of levels, contractors should be vetted first on their safe systems of work Windows All windows need to be kept in good working order. It is important that they can be reached and open safely without the danger of falling out. Any damage to windows, such as broken stay restrictions, cracked or broken panes or broken catches, must be reported to the N/A as soon as possible so that corrective action can be taken Window Cleaning Window cleaning to the premises is co-ordinated by window cleaning contractors. The Company has undertaken to provide the best method by which the inside and outside of windows to all parts of the building can be cleaned. Eyebolts for harnesses have been provided at appropriate points throughout the building to enable the window cleaning contractors to carry out the cleaning operation safely. The eyebolts are checked and maintained regularly by maintenance contractors. Records of these visits are entered in the Anchor Point Inspection Record in the Log Book (see Manual C).Prior to each cleaning the Window Cleaning Checklist in the Log Book is filled in by the N/A. It is the responsibility of the window cleaning contractors to ensure that contract cleaners always use harnesses that have been identified as safe and use a safe system of work Smoking Signs Where appropriate, signs specifying the Company s smoking policy shall be erected at prominent locations throughout the premises. The N/A is responsible for having No Smoking Signs erected where appropriate, and ensuring that the no smoking policy is adhered to Signage Appropriate signage will be posted by the N/A to include the following: - Fire exits signs; 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

35 6 th July 2010 Issue Number: 1 Section Drinking water signage; - Health and Safety at Work law poster; - Abrasive wheels regulations abstract; - Signs prohibiting unauthorised entry to lift motor room, boiler room, water tank room Facilities for Rest and To Eat Meals Employers are required to provide suitable and sufficient facilities for employees to rest and to eat meals in the workplace. For workers in offices it is quite acceptable for work seats in the work area to be used. Employers are also required to provide rest facilities for pregnant women and nursing mothers. The N/A is responsible for identifying a suitable area should this situation arise Drinking Water A supply of drinking water is provided at labelled outlets on each floor for use by staff and visitors. Any water which is supplied via water storage tanks will be well covered, kept clean and tested and disinfected regularly. For further information on water treatment, refer to section 10 in Manual C. Any problems identified with the drinking water, whether it be discoloration, disconnection or insects should be reported to the N/A who will contact the appropriate body to deal with the problem Sanitary Conveniences and Washing Facilities A sufficient number of sanitary conveniences and washing facilities have been provided for male and female staff at the premises. All sanitary conveniences have wash hand basins in the immediate vicinity of the sanitary conveniences, with hot and cold water, soap, warm air hand dryers, paper disposable towels and bins for the disposal of sanitary dressings. All sanitary conveniences will be checked as required by the N/A who will ensure that they are in good working order and make arrangements for remedial if defects are found. Should employees notice any defects such as blockages, broken flush handle, leaking system, lack of paper towels, broken hand dryers, etc., the N/A should be notified as soon as possible so that the problem can be remedied Changing Facilities A changing room will be provided for those workers who change into special work clothing or whose clothes may become contaminated by a harmful substance. The facility will be readily accessible from workrooms and eating areas and will contain adequate seating Protection of Young People at Work 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

36 6 th July 2010 Issue Number: 1 Section 3.6 Young persons may be particularly vulnerable to unfamiliar risks which they may encounter in workplaces. The Company recognises the importance of protecting young persons at work and will ensure that risk assessments are undertaken on young persons and appropriate controls implemented Disability and Health and Safety The Company will endeavour to ensure that provision is made in the workplace for people with disabilities to ensure their health and safety. This will include access, egress, telecommunication, signage and workstation design. Special arrangements will be made for their evacuation during fire drills. To ensure your safety and the safety of others while at work ensure you report any disability to the N/A and the appropriate procedures will be implemented Lone Working The Company recognises that on occasions workers may be working in isolation which may increase their risk of accident/injury e.g. occupational violence. To minimise this risk the Company will ensure risk assessments are undertaken on those staff who are categorised as lone workers and will implement controls to ensure their safety New, Nursing or Expectant Mothers The Company recognises that new, nursing or expectant mothers may require special health and safety requirements and to meet these need will ensure risk assessments are undertaken to determine adequate control measures. To assist the Company, new, nursing or expectant mothers should ensure the N/A is notified of their condition so a risk assessment can be undertaken General Workplace Safety Procedures The following procedures are involved with the responsibilities shown. PROCEDURE RESPONSIBILITY FREQUENCY Operations Maintenance of Workplace Procedure (S6.OGWS1 - Manual C) Window Cleaning Procedure (S6.OGWS2 - Manual C) DSE Assessments Procedure (S6.OGWS3 - Manual C) Roof Access and Egress Procedure (S6.OGWS5 - Manual C) Hot Work Procedure (S6.OGWS7 - Manual C) Asbestos Discovery, Planned Removal and Refurbishments Procedure (S6.OGWS8 - Manual C) Lone Working Procedure (S6.OGWS9 - Manual C) N/A N/A N/A N/A N/A N/A N/A N/A Daily/Weekly As required As required As required As required As required As required 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

37 6 th July 2010 Issue Number: 1 Section 3.6 Disability and Health and Safety Procedure (S6.OGWS13 - Manual C) New, Nursing and Expectant Mothers Procedure (S6.OGWS14 - Manual C) Personnel Required to Work Abroad Procedure (S6.OGWS15 - Manual C) Non-ionizing Radiation Procedure (S6.OGWS16 - Manual C) Protection of Young People at Work Procedure (S6.OGWS17 - Manual C) Review Office and General Workplace Safety Procedures Review (S.6.OGWS18 - Manual B) N/A N/A N/A N/A N/A N/A As required As required As required As required As required Annually 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR

38 6 th July 2010 Issue Number: 1 Section Electrical Safety Contents Introduction/Policy Statement Portable Electrical Appliances The Electrical Installation Permits to Work Additions to The System Electrical Safety Procedures 1998 Ark Workplace Risk Ltd15 Basinghall Street, London, EC2V 5BR