NHS Lewisham CCG Health & Safety Policy

NHS Lewisham CCG Health & Safety Policy

Document Information Category: Summary: Corporate The purpose of this policy is to outline the Health and Safety strategy in accordance with statutory requirements Approval Date: 22 May 2015 Date of Next Review: Accountable Officer: Policy Author: 22 May 2018 Martin Wilkinson Peter Medhurst Version: Version 1.0 Superseded documents: Equality Analysis Further Information: Related Documents: Primary Care Trust Health & Safety Policy This policy applies to all permanent and fixed term employees within the CCG. This document has been assessed for equality impact on the protected groups, as set out in the Equality Act 2010. This document demonstrates Lewisham CCG s commitment to create a positive culture of respect for all individuals, including staff, patients, their families and carers as well as community partners. The intention is, as required by the Equality Act 2010, to identify, remove or minimise discriminatory practice in the nine named protected characteristics of age, disability, sex, gender reassignment, pregnancy and maternity, race, sexual orientation, religion or belief, and marriage and civil partnership. It is also intended to use the Human Rights Act 1998 and to promote positive practice and value the diversity of all individuals and communities. Peter Medhurst (GIFireE) Fire, Health & Safety Advisor Fire Safety Policy Incident Reporting Policy 2

Contents Section Title Page No. 1 Statement of Intent 4 2 Purpose and Scope 5 3 Accountability Arrangements 6 4 Health and Safety Assistance 8 5 Health and Safety Management Arrangements 8 6 Incident Reporting 9 7 Health and Safety Training 9 8 Computer Users 9 9 Driving at Work 10 10 New and Expectant Mothers 10 11 Young Persons 10 12 Contractors 10 13 First Aid 10 14 Security 11 15 Fire Safety 11 16 Control of Substances Hazardous to Health 11 17 Lone Working 11 18 Health and Safety Information 12 19 Review 12 Appendix 1 Health and Safety Structure 13 Appendix 2 Line Managers specific Health and Safety Responsibilities 14 3

1. Statement of Intent NHS Lewisham Clinical Commissioning Group, known in this document as the CCG, recognises in full its responsibilities under the Health and Safety at Work Act 1972 (HASAWA) and attaches great importance to the health, safety and welfare of its employees, visitors and contractors. Continuity of business can be seriously affected by any significant incident or accident. The CCG strives to have business continuity arrangements in place to ensure that services & activities critical to our local population, Partners, Employees and the Stakeholders are maintained. The CCG regards the promotion of health, safety and welfare at work as a mutual objective for management and employees at all levels. Health and Safety management is seen as an integral part of that objective. It is, therefore, the CCG s policy to do all that is reasonable and practicable to prevent personal injury and damage to property. This is to protect everyone from foreseeable work hazards, including the public where they come into contact with its premises or services. 1.1 Aims and Objectives The CCG endorses the aims and objectives of the Health and Safety Executive (HSE) http://www.hse.gov.uk/aboutus/strategiesandplans/businessplans/plan1215.pdf. The CCG will ensure that suitable and sufficient resources are made available to meet the requirements of this policy. 1.2 Implementation Within Lewisham CCG the Corporate Director has oversight for Health & Safety arrangements. It will be the responsibility of line managers to ensure the Health and Safety Policy is available to all staff and implemented fully. Line managers will ensure specific health and safety duties/responsibilities with respect to implementing the policy are clearly outlined in job descriptions. It will be the responsibility of every employee of the CCG to co-operate with their employer and comply with the Health and Safety Policy. 4

2. Purpose and Scope 2.1 This policy details how the CCG discharges it s duties under the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999. The responsibilities of the CCG as an employer are to Conduct comprehensive workplace risk assessments and to review these risk assessments on a regular basis and immediately after any incident; Provide and maintain plant and systems of work which are safe and without risks to health; Make arrangements to ensure substances and articles can be used, handled, stored and transported safely; Provide information, instruction, training and supervision, to ensure the health, safety and welfare of employees and others; Maintain the place of work in a safe condition, without risk to health, so far as is reasonably practicable; Ensure safe means of access and egress in all workplaces; Provide and maintain a safe and healthy working environment with the provision of adequate welfare facilities. 2.2 The CCG also recognises its responsibilities to protect non-employed persons from being exposed to the risks of its activities, and its responsibility to other users of its premises. 2.3 The CCG aims to ensure that all employees are made aware of and understand their duties to take reasonable care of their own and others health and safety. 2.4 In addition to the Health and Safety at Work act 1974, the CCG recognises all statutory health and safety requirements that apply to its activities and the need for these to be met at all times. 2.5 The CCG s Health and Safety Policy applies to: All staff employed by the CCG, working on its premises; All staff employed by the CCG, working in people s homes, their own homes, in other CCG s premises or premises of other organisations; All visitors to its premises including Contractors; All employees travelling to and from work areas on CCG business activities. 5

3. Accountability Arrangements 3.1 Chief Officer The Chief Officer has a statutory responsibility for managing health and safety. In consultation with the Senior Management Team and informally with the Staff Engagement Group, the Accountable Officer has the responsibility for the development, introduction, co-ordination and monitoring of health and safety related policies and procedures designed to create and maintain a safe and healthy working environment and to meet the CCG s objectives. 3.2 Nominated Staff with responsibility for health and safety The CCG has nominated a Corporate Services Officer with specific responsibilities for health and safety. The Corporate Services Officer has specific responsibilities for health and safety standards. The Corporate Services Officer will ensure the Chief Officer, the Senior Management Team and Staff Engagement Group (informally) are kept fully up to date with current legislation and the consequence of non-compliance. 3.3 Competent Persons The nominated competent person to fulfil the requirements of Regulation 7 of the Management of Health and Safety at Work Regulations is the Health and Safety Coordinator (CSU). In effect these duties are discharged with the expert support and advice provided from NHS South East Commissioning Support Unit (SECSU). This service provision is described in a Service Level Agreement, setting out accountability arrangements, minimum service specifications and monitoring arrangements. 3.4 Line Managers All Line Managers have a responsibility for the day-to-day management of health and safety risks within their respective areas. Line Managers have a responsibility to report to their respective Managers significant health and safety risk issues. Further details are provided in Appendix 2. Line Managers shall also be responsible for reporting, investigating and addressing work-related incidents/accidents. Refer to the CCG s Incident 6

Reporting and Management Policy for further guidance on accident reporting. 3.5 Health and Safety Representatives The role of the accredited Health and Safety Union Representatives is to assist in the process of inspection and risk assessment and to assist in representing the views of staff on any issues associated with health and safety. The staff-side accredited Representatives also have the right to carry out independent inspections and to present their finding, on behalf of staff, to managers and informally to the Staff Engagement Group. 3.6 Estates and Facilities Health and Safety Management The CCG has staff working in other properties. These buildings are managed by the respective landlords; the CCG is responsible for its own staff within these buildings. It is recognised that some staff may work in a variety of workplaces and from home. It will be the responsibility of the line manager to ensure staff work from safe places and carry out their work safely. 3.7 All employed staff All employees have a duty to: Co-operate with the CCG on health and safety matters. Not recklessly interfere with/or misuse anything provided for health and safety Attend mandatory training Take reasonable care for their own safety, and others Report any Health and Safety concerns to their Line Manager and report any incidents, including near misses, in line with the Incident Reporting and management Policy. 3.8 Temporary Staff (including contracted staff) The CCG affords the same rights to temporary staff as they do to employed staff with respect to health, safety and welfare issues. Temporary staff will also receive its provided health and safety related training. Temporary workers have a duty to co-operate with the CCG on health and safety matters. 7

3.9 Contractors All contractors who work for the CCG will act in accordance with this policy with respect to the management of their health and safety. 4. Health and Safety Assistance The Management of Health and Safety at Work Regulations 1999, Regulation 7, requires every employer to appoint one or more competent persons to assist in undertaking the protective and preventive measures necessary. The CCG will ensure that it has suitable and sufficient access to competent persons. 5. Health and Safety Management Arrangements 5.1 Senior Management Team Has a collective role in providing health and safety leadership. Will ensure that all Governing Body decisions reflect the Health and Safety Policy. Will recognise its role in engaging the active participation of staff in improving health and safety. The team will ensure it is kept informed of and alerted to relevant health and safety risk management issues. The team will ensure appropriate resources are allocated for the management of health and safety risks within the CCG based on risk management principles. The team will receive an annual report on health and safety. 5.2 Co-operation with other employers/landlords In all sites which are shared with other employers, the CCG will ensure that staff will co-operate with these other CCGs in matters of health and safety and notify the CCGs of any activities which may affect their health and safety. 5.3 Risk Assessments Risk assessment is the key to effective and sensible health and safety risk management. The findings from risk assessment shall be used to identify, prioritise and control risks at all levels, in accordance with the CCG s risk management arrangements as set out in the Risk Management Policy. 5.4 Risk Registers 8

The CCG will use a register for the recording of risks. The Register is managed and updated by the designated lead for each business unit. It shall be accessible to the SMT in order for them to routinely monitor and review the completion of assessments, investigations and the implementation of action plans 6. Incident Reporting and Investigation The findings from incident/accident investigations provide a reactive assessment of the CCG s arrangements for managing health and safety risk. Managers shall ensure that all staff are aware of the incident/accident reporting procedure and have received instruction in the completion of incident reports. The SECSU Health and Safety Coordinator shall also be informed as well as the Landlord of the building. Managers shall review all reported incidents within their areas of responsibility and investigate where required. The findings from investigations shall be used to identify and implement suitable measures to reduce or eliminate recurrence. Accidents involving death or injury must also be reported to the Health & safety Executive under the Reporting of Injuries, Diseases & Dangerous Occurrences Regulations (RIDDOR) See the Incident Reporting and Management Policy for further information. 7. Training Guidance can be found in the Mandatory Training Policy. 8. Computer Users All computer workstations will comply with the Health and Safety (Display Screen Equipment) Regulations 1992. A self-assessment of workstations will be undertaken by members of staff that use computers for most of their working day. Managers will be responsible for ensuring appropriate chairs and workstations are provided. After the self-assessment, if significant risks are still present, further advice should be sought from the competent health and safety person. 9

9. Driving at work The CCG can request that staff members (who drive as part of their work) provide evidence to their line manager of a copy of their driving licence and business insurance certificate. Staff must ensure they are fit to drive and drive within the road traffic act requirements. Any road traffic offences (including speeding offences) incurred by staff in work time, must be declared to their line manager. Staff should ensure that any vehicle which is used on the CCG s business is roadworthy. Staff should take a break from driving at sensible frequencies. The use of handheld mobile phones whilst driving is prohibited. 10. New and Expectant Mothers Pregnant employees will need to inform their manager. Appropriate changes to workstations or working practices may need to be adopted. Managers will need to assess the risks of the individual and control them appropriately. Further guidance should be sought from Human Resources. 11. Young Persons Any person under the age of 18 is termed a young person. Special regard is to be given into the inexperience, lack of awareness of risks and immaturity of any young persons, working in the office workplace environment. No persons under the age of 18 will be allowed in the workplace unless they are suitably supervised. 12. Contractors All contractors working on the CCG sites will need to co-operate with any local health, safety, fire and security procedures. 13. First Aid An appropriate first aid kit is to be provided at all sites. Staff working form other sites must make themselves aware of the first aid facilities provided. The CCG is responsible for supplying suitably trained staff as first aiders. 10

14. Security Staff should wear their CCG s identification badge at work. All staff must ensure that they keep the property and assets secure. Staff who are first in or last out must adhere to any opening/closing local procedures for the building in which they work. 15. Fire Safety The CCG will ensure suitable and sufficient fire risk assessments are in place at all buildings occupied with their Staff. The risk assessments will comply with the Fire Safety (Regulatory Reform Order) 2005. The CCG will ensure the fire safety risks are appropriately managed. Fire wardens will be appointed at all sites who will have the responsibility to coordinate any evacuation required (whether for fire, security or other emergency situation) and liaise with the relevant emergency services. Managers will ensure members of staff are aware of fire procedures. Managers will ensure members of staff are made aware of fire safety procedures including how to raise the alarm, available exits, assembly points, roll call and return to building procedure. Further guidance can be found in the Fire Safety Policy. 16. Control of Substances Hazardous to Health The CCG will eliminate exposure to hazardous substance in the workplace. Where hazardous substances cannot be eliminated, a risk assessment and suitable controls will be implemented to ensure that the substance is appropriately controlled. The cleaning companies at all the buildings occupied with the CCG s staff will be responsible for assessing and the appropriate control of substances that fall under the COSHH Regulations 2002. 17. Lone working It will be the responsibility of managers to ensure appropriate lone working procedures are developed for their team. It will be the responsibility of all staff, who work alone or in isolated circumstances, to adhere to the team lone working procedures. As a minimum staff will ensure that they keep an electronic diary that 11

is accessible by at least two colleagues and ensure that if plans change at short notice that they inform an appropriate person. 18. Health and Safety Information/Communication The CCG will use the intranet for health and safety related information. Health and safety posters and notices are displayed prominently at all sites with contact details of the competent persons. The CCG will use the team briefing system to ensure that members of staff are briefed on relevant health and safety issues on a regular basis. 19. Review The Health and Safety Policy will be reviewed on an annual basis by the Health and Safety competent person. Amendment History Version Date Reviewer Name(s) Comments 12

Appendix 1 SECSU Health and Safety Structure Accountable Officer Senior Management Team Nominated Staff with H&S Responsibility Staff Engagement Meeting (Informally) Health & Safety Coordinator Line Managers Site Health & Safety Information 13

Appendix 2 Health and Safety Responsibilities for Line Managers To ensure, as far as is reasonably practicable, the health, safety and welfare of staff, visitors and contractors who may be affected by activity for which they are responsible in the workplace. Line Managers will conduct risk assessments and implement suitable and sufficient controls of the risk identified for their own area of responsibilities. This will be done by: Identification of hazards to health and safety in the workplace and work practices Ensure adequate resources are provided (including time allowance for staff taking on additional roles to comply with this policy) Reducing or removing hazards which are within their control. Drawing to the attention of Partners, shortcomings that are not within their control and recommending changes to be made together with acceptable priorities and placing insufficiently controlled health and safety risks on the risk register. Ensure that Safe Systems of work are developed are suitable and sufficient. Monitor changes in work practices and workplaces to assess the effect on safe working. Ensure that health and safety related policies, including the Health and Wellbeing Policy, are applied and routinely monitored. Investigate actual and potential unsafe practices. Maintain records of health and safety training provided for staff. 14