NHS North Somerset Clinical Commissioning Group Health & Safety Policy Approved by: Quality & Assurance Group Ratification date: September 2015 Review date: September 2017 1
Contents 1 Policy statement... Error! Bookmark not defined. 2 Purpose and Scope... 4 3 Duties and Responsibilities... 4 4 General Arrangements... 6 5 Fire and Emergency Evacuation... 7 6 Manual Handling... 7 7 Mobile Telephones... 7 8 Lone Working... 8 9 General Safety and Equipment... 8 10 Environment and Waste... 9 11 Training Requirements... 9 12 Counter Fraud... 9 13 Associated Documents... 9 2
1 Policy Statement North Somerset Clinical Commissioning Group (NS CCG) recognises the importance of health and safety and is committed to ensuring compliance with its responsibilities and legal duties under the Health and Safety at Work etc. Act 1974 and associated legislation. This applies to employees of NS CCG, visitors and other persons who may be affected by the CCGs activities. NS CCG also recognised the importance of appropriate training, supervision and resources for employees and the need to provide a safe and healthy workplace in order for them to carry out their duties. Appropriate systems and procedures will be in place to ensure the above and this will include a robust risk management system. NS CCG will: Provide and maintain standards of health, safety and welfare, which comply fully with the Health and Safety at Work etc. Act 1974 and any other statutory provisions, or codes of practice relevant to the nature of the business Ensure that all processes and systems of work are designed to take account of health and safety and are managed and reviewed appropriately Ensure every employee will be given the necessary information, instruction and training to be able to work safely Appoint competent persons to assist in meeting statutory duties Co-operate and co-ordinate with other employers to ensure effective mutual health and safety arrangements Ensure every employee co-operates to enable all statutory duties to be complied with. The successful implementation of this policy requires total commitment from all employees. Each individual has a legal obligation to take reasonable care for his or her own health and safety and for that of other people who may be affected by what they do. Provide employees with health surveillance where this is appropriate Alongside other organisations as appropriate NS CCG will: Assess the health and safety risks connected with our premises and activities and ensure that appropriate measures are taken to manage residual risks Maintain appropriate arrangements and awareness for dealing with serious and imminent danger including incidents and fire conditions. Signed (Chief Accountable Officer) Signed (Chair of governing Body) Date...10 th November 2015 Date... 10 th November 2015 3
2 Purpose and Scope The purpose of this policy is to clearly describe how NS CCG will, as far as reasonably practicable, ensure the health, safety and welfare of its employees and others for which is holds a legal responsibility or who are affected by NS CCG actions. The policy details management responsibilities and is an acknowledgement of the moral and legal obligations to which NS CCG is obliged. This policy applies to direct employees for whom NS CCG has a legal responsibility. Further this policy applies within legal frameworks to other staff or visitors to NS CCG, including but not limited to, staff employed on a temporary basis or by third party contracts and those visiting NS CCG. 3 Duties and Responsibilities Organisational Accountability: The Governing Body of NS CCG will provide the leadership to ensure that exemplary health and safety practices are firmly embedded throughout the organisation to provide a secure and healthy environment in which to work. Reporting of Health and Safety is delegated to the Quality and Assurance Group with the exception of any significant issues which will additionally be reported directly to the Governing Body. Chief Accountable Officer: The Chief Accountable Officer has the ultimate responsibility to the Governing Body for all aspects of Health and Safety of all employees within NS CCG and also for ensuring the implementation of the Health and Safety Policy. The Chief Accountable Officer has delegated operational responsibility of Health and Safety to the Chief Operating Officer. Health & Safety Leads: Led by the Chief Operating Officer, the NS CCG Health & Safety Leads (Corporate Manager & Office Manager) will be kept informed and up to date on Health and Safety issues and are nominated to co-ordinate all matters of Health and Safety management. They will be responsible for: Keeping the Chief Accountable Officer and other Senior Officers informed of any arising issues as appropriate Ensuring the strategic planning and management of health and safety to ensure NS CCG complies with current and future legislation Maintaining regular communication with employees on health and safety matters Working with the Human Resources Department to ensure that a training programme is provided and monitored through appropriate systems Attending regular health and safety meetings and ensuring issues are addressed through appropriate routes 4
Working with equipment providers/owners to ensure all equipment used is regularly inspected and serviced at regular intervals as statutory provisions require, maintained in a safe condition, and that faults are reported immediately and recorded. Also removing faulty equipment from use and/or modifying work practices to ensure that equipment is safe Line managers All Managers have key responsibilities for ensuring that day to day operations within their area of responsibility are carried out with full regard to good Health and Safety practice, with regard to: Taking to Senior Managers any problems that cannot be resolved at a local level; Ensuring that all incidents are reported in accordance with the NS CCG Incident Reporting Process and that appropriate investigation is undertaken where appropriate Ensuring that they and all staff attend the training identified by NS CCG within the time periods stated and that this is recorded Ensuring that temporary and agency staff, volunteers, students and people on work experience including under 18 s along with direct employees are provided with adequate information to enable them to undertake their duties in a safe and competent manner and that this is documented. Risk Assessors Will have undertaken appropriate risk assessment training and will carry out risk assessments as appropriate to the needs of NS CCG, ensuring that these are reviewed as necessary and that they are accessible to staff. Risk assessors will inform managers of information that needs to be communicated to staff including that which arises as a significant outcome of a risk assessment; and will ensure the following health and safety detail identified by the assessment will be communicated as appropriate; How harm occurs; The preventative and protective measures; Safe working practices Reporting back Employees All employees are expected to support implementation of this policy in accordance with their roles and responsibilities in the organisation. In particular, employees are required to: Comply with NS CCG policies and procedures on Health and Safety including following Safe Systems of Work, training and advice given, and reporting any reasons for failure to comply to their line manager 5
Attend mandatory and other appropriate training sessions, identify to their manager any unmet training needs, and only undertake those tasks for which they have received training Conduct any activities whilst at work with due regard for the safety of themselves and others, and within the scope of their knowledge and training Co-operate with Risk Assessors to enable them to carry out their role Report all accidents, incidents, near misses or dangerous occurrences to line management in accordance with the NS CCG Incident Reporting Process Report any matters of concern regarding Health and Safety, such as workplace hazards and failures in safety arrangements to their line manager and/or identified Health and Safety Leads. 4 General Arrangements Good practices will be adopted to manage Health and Safety, and NS CCG will endeavour to secure the co-operation of all staff in matters of Health and Safety and encourage their active participation through consultation. Adequate safety training and necessary safety devices will be available as well as sufficient resources. NS CCG will make necessary provisions to ensure this Health and Safety Policy s related procedures are regularly monitored and reviewed. NS CCG will take all reasonable precautions to safeguard its staff from exposure to harm including stress at work, violence, harassment and bullying. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR); To ensure compliance with legal obligations, NS CCG will ensure that any injury, disease or dangerous occurrence that falls within the categories outlined in RIDDOR, is reported to within the time scales set out in the Regulations (RIDDOR 2013). Accidents Incidents and Near Misses; All incidents, including near misses, must be reported in accordance with NS CCGs process for Incident Reporting. A complete investigation will be carried out and action(s) taken as appropriate to reduce/eliminate the possibility of accidents/occurrences happening again. First aid; responsibility for First aid at NS CCG Office belongs to North Somerset Council in their capacity of landlords of the building. They will ensure HSE standards are met including the provision of qualified first aiders, and providing information about first aid to those using the building, for example where the first aid box is kept and who the first aiders are. Bullying and harassment; NS CCG as an employer is under a legal obligation of a duty of care to provide both a safe place and safe system of work. This is specifically covered in NS CCGs policy for Bullying and Harassment. Third party contractors; Third party contractors (not management contractors) will be required to submit a copy of their safety documentation such as, Safety Policy, liability insurance and risk assessments/method statements along with their tender, in order for NS 6
CCG to ensure the contract includes appropriate measures of Health and Safety management. Where possible, contractors who have recognised quality or accreditation systems in place will be chosen to carry out work. 5 Fire and Emergency Evacuation Responsibility for Fire Safety at NS CCG Office belongs to North Somerset Council in their capacity of landlords of the building. They will ensure there are adequately trained staff appointed to assist with evacuation procedures. That assembly points will be clearly identifiable and located in a suitable place away from any other dangers. Emergency evacuations prompted by bomb threats or other events will have the same essential principles for fire evacuation, although may not be signalled by an audible alarm, but via Fire Wardens as one or more escape routes could be impacted by any suspicious device or gas leak for example. Specific instructions will be issued to staff as the need arises. NS CCG will ensure its staff and visitors will be fully informed and trained in local evacuation procedures and will receive suitable refresher training as appropriate. NS CCG staff should read the appropriate evacuation process for any sites that they attend. 6 Manual Handling Manual handling risks assessments will be carried out for any task where there is a risk to a person who is required to move an object through pushing, pulling, carrying or lifting. The assessment will consider the task, load, the working environment and the physical capability of the individual. Assessments will be reviewed as appropriate. Training, supervision and information will be available to staff and will form part of the statutory/mandatory training programme. 7 Mobile Telephones Staff using mobile phones at work are required to operate them safely and without risk to themselves or others. It is the policy of NS CCG that mobile phones should not be used when driving and preference should be given to only using mobile phones when stationary. From 1 December 2003, the use of hand-held mobile phones by drivers has been unlawful under new regulations which amended the Road Vehicles (Construction and Use) Regulations 1986. It has become a criminal offence for anyone to drive a motor vehicle while using a hand-held telephone or a similar device (other than a two-way radio), which performs an interactive communication function by transmitting and receiving data. Those in breach face a 30 fixed penalty or a fine of up to 1,000 on conviction in court. In addition, drivers will continue to risk prosecution for the more serious offence of failure to have proper control of their vehicles if they use hand held phones whilst driving. In the future, the Department of Transport intends to increase the penalty by making those in breach subject to three penalty points and a 60 fixed penalty. 7
Consideration must be given to proper rest breaks and staff must not be contacted involuntarily outside normal working hours, mobile phone users are therefore entitled to switch off their phones during rest breaks, whilst driving and when they are not working. Mobile phones must not be used in any situation where their use is locally prohibited or where they may cause risk. 8 Lone Working The NS CCG office is of an open plan format and the CCG will avoid the need for employees to work alone where reasonably practicable. Although NS CCG staff may not be alone in the building due to the size and number of other tenants they may still be isolated to an extent and are advised if in this situation to follow a buddy system or other similar procedures. For example staff should consider arranging to call someone at regular intervals/when leaving the office, using the on-site security to walk them to their car in the dark. Staff working past 6pm should inform the facilities helpdesk. Other occasions NS CCG staff may find themselves lone working is when working from home and again should consider a phone call to check in with a colleague during the day. Lone Worker Guidelines are available for further guidance. 9 General Safety and Equipment Pedestrian/traffic routes in the immediate vicinity of NS CCG controlled sites which have direct access to the premises: NS CCG will work with landlords to ensure that: Measures are in place to ensure walkways are free from obstructions at all times; Measures to deal with ice and snow are in place Pedestrians use the path and pavement provided, All drivers will be expected to exercise caution whilst on CCG premises, particularly where pathways are not provided, and obey and displayed speed limits and warning notices. Roadways must not be obstructed and vehicles must only park in designated areas. Premises security: Appropriate security measures will be in place at the NS CCG office. These will be implemented, monitored and reviewed by North Somerset Council in their capacity as landlords of the building. In the event of an emergency at Castlewood there may be an embargo on vehicle movement until the situation has been resolved. Physical/environment risk assessment: Risk assessments will be carried out by appropriately trained persons to identify hazards within the workplace, the assessments will state what the hazards are, the risks associated with them, who might be harmed and how. Appropriate control measures will be put in place to reduce risks and regular reviews will be undertaken. Utilities: Responsibility and arrangements for utilities are made by North Somerset Council in their capacity as landlords of the building. 8
Statutory Building Services Compliance; North Somerset Council in their capacity as landlords of the building take responsibility for the maintenance of the physical building structure. 10 Environment and Waste Waste will be managed effectively. Thought will be given to waste materials to determine whether they can be reduced, reused or recycled in any way. Where this is not an option, all waste materials will be disposed of safely and suitable receptacles will be provided at all locations for storing waste until it is disposed of in a suitable manner. Arrangements for waste disposal are made through North Somerset Council in their capacity as landlords of the building. Working environment: NS CCG will ensure, so far as is reasonably practicable, that the working environment is a safe and healthy one. Provisions will be made in order to comply with the Workplace (Health, Safety and Welfare) Regulations 1992. Environment: The Environmental Protection Act 1990 has introduced specific guidance through regulations made by the Secretary of State, and deals with the control of industrial waste and pollution. These controls have brought to bear specific responsibilities on companies, the CCG aims to meet these standards and therefore, due diligence is necessary by all employees. Statutory nuisances and clean air; All due care will be taken by the CCG to prevent a statutory nuisance i.e. noise, smell or other effluvium caused by a process or any other matter so deemed to be of nuisance. 11 Training Requirements All staff will receive Statutory/Mandatory Health & Safety Training. This training will include Health and Safety induction, periodic health and safety refresher training and hazard specific training i.e. Display Screen Equipment (DSE) and Fire training. 12 Counter Fraud NS CCG is committed to the NHS Protect Counter Fraud Policy to reduce fraud in the NHS to a minimum, keep it at that level and put funds stolen by fraud back into patient care. 13 Associated Documents Lone Worker Guidelines Display Screen Equipment (DSE) Policy 9