The Trust for Developing Communities Lone Working Policy Policy number 3.1 Effective date April 2013 Key contact The Administrator Number of pages 8 Review date October 2015 Expiry date April 2016 1. Definition and Aims The Trust for Developing Communities acknowledges that the way it currently provides its services may result in staff working on their own in isolation from their base or their colleagues. The Trust recognises the health and safety risks to staff who work on their own and is committed to the reduction of such risks as far as is reasonably practicable. This document sets out the policy for managing lone worker risks and offers advice and guidance on their reduction. The Trust accepts that personal safety is an important issue in the workplace and recognises that it has a duty to ensure that safe systems of work are in place. This policy and its attendant good practice guidelines provide the framework for the Trust, its managers and staff to address the health and safety risks of staff working on their own. 2. Legal Responsibilities The Health and Safety at Work etc. Act 1974: Section 2 sets out a duty of care on employers to ensure the health, safety and welfare of their employees whilst they are at work. The Management of Health and Safety at work Regulations 1999: Regulation 3 states that every employer shall make a suitable and sufficient assessment of - the risks to the health and safety of their employees to which they are exposed whilst they are at work; and the risks to the health and safety of persons not in their employment arising out of or in connection with the conduct by them of their undertaking 1
The HSE have produced the following publication: Working Alone in Safety - free leaflet Therefore, there is no general legal prohibition on working alone; the broad duties of the Health & Safety at Work Act and the Management of Health & Safety at Work Regulations apply. These require identifying hazards, assessing the risks and putting measures in place to avoid or control the risks. 3. Risk Assessment Staff working alone face the same hazards in their daily work as other workers. However, for lone workers the risk of harm is often greater. Hazards facing lone workers include: fire - it may be more difficult for an isolated worker to vacate a building when the fire alarm activates violence and personal safety hazards - may be directly proportional to the proximity of other staff manual handling - lifting and handling tasks may pose more risks to an individual member of staff. A risk assessment will be carried out to identify; the risk to the health & safety of the employer s staff the risk to others who may be affected the preventive and protective measures needed to mitigate identified risks. Risk reduction measures will include instruction, supervision and formally set procedures. 4. Roles & Responsibilities a) The Trustees of the Trust will ensure that the Trust meets its legal duties and that lone working is addressed through this policy and the Health & Safety policy. b) The Chief Executive has overall operational responsibility for ensuring that arrangements are in place to manage Health & Safety throughout the Trust, including lone working risks. c) All staff with supervisory responsibilities must ensure that all staff (including students, trainees and volunteers) comply with lone working protocols. d) All staff must be aware of their individual responsibility to comply with Trust policy and follow procedures governing lone working. 2
5. Health & Safety Audits and Inspections Control of lone worker risks will be monitored through the programme of health and safety audits established under the Trust s Health & Safety Policy. 6. Incident and Accident Reporting In order to manage lone worker risks it is important that incidents accidents and concerns are reported to line managers and recorded in the office Health & Safety record book. The incident report system also allows concerns to be raised without a member of staff being physically involved or injured. 7. Review This policy is subject to regular review at least every 3 years or in light of any legislative changes that may come into force. 3
APPENDIX 1: Questions to consider for Risk Assessment: 1. Workplace Risks Does the workplace itself present risks to a lone worker? Is the office space isolated from the rest of the building? Is there a safe way in/out for one person? Has the staff member unrestricted access to a phone? Has the staff member unrestricted access to first aid facilities? Is the staff member contactable? If there are any alarm systems has the staff member been advised how to activate them? Can the building be secured to prevent entry but still maintain sufficient emergency exits? If there were an emergency building/service situation is the lone worker aware of how to notify organisations with responsibility? 2. Equipment Risks Can the equipment provided be safely used by one person? Is there a manual handling task that will put undue stress on an individual worker? 3. Violence Risks Is there a risk of violence? If so from whom - known or unknown? 4. Other Risks Are women especially at risk if they work alone? Are young workers especially at risk if they work alone? Is the individual medically fit and suitable to work alone? Have home working risks been assessed? 4
APPENDIX 2: Risk Control Measures - Issues 1. Instruction / Induction Training If someone is working alone what training have they received to reduce lone worker risks? Is this information updated? Have staff been instructed on relevant procedures? 2. Supervision How are staff supervised if they are working alone? Is there the facility for regular contact between lone workers and their supervisors? Are there any checks that a lone worker has returned to their base or home on completion of their work? How easy is the lone worker to contact? How easy is the supervisor to contact? 3. Traceability How can lone workers be contacted? Are contact details for lone workers regularly updated, including details of car used etc? 5
APPENDIX 3: Personal Safety Checklist & Guidance 1. Travel consider time of day plan your route in and out if travelling by car: lock your car while travelling, don t leave any items on view, don t run out of petrol, in cases of road rage do not make eye contact or gestures and drive to a place of safety If on public transport: don t carry too much, try to sit where there is another person, if possible women should sit near other women. consider places of safety on your route, e.g.; garages, shops, pubs and police stations. 2. Walking avoid waste ground, subways or other places where people may loiter keep to well-lit routes and paths avoid shortcuts be alert and look confident don t cut yourself off by using an MP3 or music player wear shoes and clothing that don t restrict movement walk facing oncoming traffic never accept lifts from strangers if you must carry a handbag, wear it diagonally across your shoulder and make sure it contains little of value don t walk with your hands in your pockets continually assess the situation, if in doubt, leave 3. Guidelines for preparation around home visits / outreach work / *door knocking always carry your mobile phone if you have one. Ensure that it is fully charged, has credit and is switched on. It is advisable to save emergency phone numbers in your phone so that they are easily accessible. be vigilant of all information about the client / local person check with colleagues if possible wherever possible make appointments; is the time of day or day of the week significant? inform the client / local person or group about your role and the planned appointment do you have to visit the home? can you use another venue, e.g. community centre or office space? check the address consider the geographical area know exactly where you are going who knows where you are going and when you are due back? 6
don t forget to leave your itinerary on the white board or timetable in Wavertree House (name / address of visit) and notify colleagues of any changes brief anyone covering your visits *wherever possible door-knocking should not be undertaken alone 4. The visit remember you have a choice to visit or withdraw, if in doubt, don t go in does anyone else in the house give cause for concern? note locks and access try to dissuade the person you are visiting from locking you in note the layout of the house, in particular the exit if violence is threatened, leave immediately show your identity card/badge (but avoid this whilst travelling) recognise the limits of your own ability to deal with a situation and the time when it becomes prudent to leave; trust your instincts. 5. High rise flats always use the door entry system so the person you are visiting knows you are on your way up be confident and know what floor you want before you get in a lift do not get into a lift if you are unsure about its condition e.g. doors not closing properly or the lift or lights aren t working trust your instincts, do not get into a lift with a person you feel unsure about if someone gets into a lift and you do not feel safe get out even if it s the wrong floor always try to stand near the doors close to the control panel / alarm button (or intercom) in the lift. 7
APPENDIX 4: Action following an incident Contact the police, if appropriate seek proper medical attention for any physical injuries contact your line manager / supervisor return to base if practical report all incidents share information with others who work in the particular area be prepared for natural post trauma reactions. Even after very minor incidents, feelings may be difficult to control and may affect your ability to deal with any further problems that arise. This is a perfectly natural reaction - if in doubt - take time out ask for de-briefing and further counselling if post trauma reactions persist. 8