MANUAL HANDLING POLICY Reference : BSO-CS 8 Version: Version 1 Ratified by: BSO Board Date Ratified: August 2015 Date Equality Screened: 10/02/2015 Name of Originator/Author Bill Harvey Name of responsible Bill Harvey committee/individual Date of Created March 2015 Date Issued: Review date: March 2017 Target Audience: All BSO Staff Distributed Via: Intranet, Hard Copy Amended by: Date amendments approved:
Table of Contents 1. Introduction... 3 2. Scope... 3 3. Policy statement... 3 4. Definitions and explanation of terms... 4 5. Manual handling operations... 4 6. Equality impact assessment... 4 7. Duties (roles and responsibilities)... 4 7.1. Chief Executive Officer (CEO)... 4 7.2. Line Managers/Department Managers... 4 7.3. Health, Safety & Environmental Management Group... 5 7.4. Learning and Development Officer... 5 7.5. Employees Responsibilities... 5 7.6. Trade Union/Staff Side Representatives... 6 8. Manual Handling Risk Assessment... 6 9. Manual Handling Training... 7 Staff Members who undertake manual handling as part of their role... 7 Staff Members who do not undertake manual handling as part of their role... 7 10. Specialist Advice... 8 11. Stakeholders... 8 12. Review arrangements... 8 13. Training / support... 8 14. Approval... 8 References (as evidence base)... 9 Appendix 1... 10 Appendix 2... 19
1. Introduction The Manual Handling Operations Regulations 1992 (MHOR 2004) came into force in 1993 The Regulations promote the need for an ergonomic approach in assessing all hazardous manual handling operations to determine the risk of injury. The assessment should point the way to correct and safe manual handing The Standards make specific reference to manual handling risk assessments and training requirements. In order to achieve compliance to the standards the BSO must demonstrate that appropriate systems are in place, that the BSO monitors the effectiveness of the system and that appropriate changes are made following evaluation and review. 2. Scope 2.1 This policy covers everyone that is employed by the Business Services Organisation whilst in the course of their duties including temporary staff and any visitors to BSO/HSC sites 3. Policy statement 3.1 The BSO recognises the MHOR 1992(2004), and the need to provide a safe working environment, safe systems of work and safe and appropriate equipment for its employees, contractors and visitors as far as is reasonably practicable and it should be noted that this policy is subordinate to the Health & Safety Policy 3.2 BSO will ensure compliance with the standards laid down by the MHOR 1992 (2004) and that all manual handling is carried out safely by the use of correct manual handling assessment and manual handling techniques. 3.3 This policy takes into consideration the legal requirements of:- The Health and Safety at Work Act 1974 The Health & Safety at Work (NI) order 1978 Management of Health and Safety at Work Regulations 1992 Workplace (Health, Safety and Welfare) Regulations 1992 Manual Handling Operations Regulations 1992 (Amended 2004) Provision and Use of Work Equipment Regulations 1998 (PUWER 1998) Lifting Operations and Lifting Equipment Regulations 1998(LOLER 1998) Human Rights Act 1998 Disability Discrimination Act 1995 The Reporting of Injuries, Diseases and Dangerous Occurrence Regulations RIDDOR 1995
4. Definitions and explanation of terms For the purposes of this policy, the following terms are defined: Manual Handling: As per the Manual Handling Operations Regulations 1992, manual handling is defined as any transporting or supporting of a load (including the lifting, putting down, pushing, pulling, carrying or moving thereof) by hand or by bodily force. 5. Manual handling operations This means any transporting or supporting of a load by hand or by bodily force. This includes tasks that involve pushing, pulling, lifting, lowering and carrying (MHOR 1992 (2004)) 6. Equality impact assessment An initial screening equality impact assessment form has been completed for this policy, a copy of which can be found in Appendix 2. The outcome of the initial screening will determine whether a full equality impact assessment will be required. 7. Duties (roles and responsibilities) 7.1. Chief Executive Officer (CEO) Shall have overall responsible for the implementation of this policy Shall be overall accountability for the management of health & safety and will delegate responsibility to ensure that adequate and appropriate resources are made available to ensure that the BSO meets its statutory obligations. 7.2. Line Managers/Department Managers Shall be responsible for tasks performed by their staff. employee should be expected to manually handle animate or inanimate loads in circumstances likely to cause harm to themselves or colleagues Shall ensure that adequate control measures are in place to reduce or eliminate the risk of injury Shall ensure that, as far as is reasonably practicable, all manual handling operations that involve the risk of injury are eliminated, automated or mechanized
Shall ensure that generic equipment and inanimate load Risk Assessments have been completed accurately by competent persons. The assessments are to be documented and be available for inspection Shall ensure that all staff within their responsibility who undertake manual handling activities as part of their job attend manual handling training appropriate to the risk identified in Risk Assessment. Shall ensure that copies of the manual handling assessments are retained with the Health and Safety folders on site for staff to access Shall refer risks that cannot be addressed on site to their Senior Manager who will consult with the ASM Shall provide appropriate equipment for the safe handling of loads Shall investigate and report all manual handling accidents / incidents and investigated 7.3. Health, Safety & Environmental Management Group Shall receive reports and analysis of moving and handling incidents/accidents reported through RIDDOR and make further recommendations for action as necessary Shall ensure the development of any action plans in relation to raising awareness to staff of the process and systems in place for the reporting of incidents Shall monitor the implementation of any action plans developed 7.4. Learning and Development Officer Shall maintain electronic records of manual handling training for all staff who undertake manual handling as part of their role Shall maintain electronic records of manual handling training for all staff who do not undertake manual handling as part of their role which will be logged under the Health and Safety Overview session Shall alert individuals of when their refresher training is due 7.5. Employees Responsibilities Shall take reasonable care of their health and safety and that of others who may be affected by their acts or omissions at work
Shall co-operate with their employer and making full and proper use of any equipment provided for them to assist in the safe handling of loads, and agreed safe systems of work Shall report to their manager any health problems or conditions that may affect their manual handling capabilities Shall visually check all equipment before use, ensure that it is in a good state of repair and report any defects or problems to their manager Shall participate in and comply with the undertaking and review of both generic and specific manual handling assessments and for following instruction and guidance where specific risks have been identified Shall perform a personal risk assessment prior to a handling task undertaken by them and to alert their manager immediately regarding any area of doubt or concern Shall when sustaining an injury at work through manual handling to inform their manager and complete an incident report form (IRF) Shall wear suitable work clothing and footwear for manual handling (footwear that offers protection for toes should be worn) Shall adhere to the BSO s Manual Handling Policy 7.6. Trade Union/Staff Side Representatives Shall make representations to the employer on behalf of their members on any health, safety and welfare matter Shall investigate any potential hazards, complaints by their members to identify the causes of accidents, dangerous occurrences and diseases Shall participate in any risk assessment process related to the investigation Shall attend and maintain training appropriate to their role 8. Manual Handling Risk Assessment Staff are advised that manual handling should be avoided wherever possible and think about the process with a view to eliminating the activity completely, breaking it into smaller chunks or automating it. Manual handling risk assessments for hazardous moving and handling are to be carried out using the BSO Manual Handling Risk Assessment Form (See
Appendix 1) and a copy is to be retained with the Health and Safety Folder on sites. Risk assessments shall take the following format: Examination of the moving and handling operations currently undertaken, taking into account the task, load, environment, clothing and individual capability The completed risk assessment shall highlight any likely risks of injury that may be present Measures necessary to reduce the risk to the lowest reasonably practicable level shall be identified, with subsequent recommendations made regarding implementation within an action plan.the risk assessment will be reviewed whenever there is a significant change in the task, staff, load, environment or equipment. Risk assessments should be conducted and completed as quickly as is reasonably practicable 9. Manual Handling Training Staff Members who undertake manual handling as part of their role Manual Handling Training will provided to all employees who are required to undertake manual handling as part of their role The training will be provided by either an internal/external health or safety training provider who will provide awareness of the risks of manual handling as well as training on practical lifting using the Kinetic Method Any staff member expected to undertake manual handling after practical training is required to re-attend the training every three years An electronic record of this training will be maintained by the Learning and Development Team, who will alert individuals of when their refreshers training is due Staff Members who do not undertake manual handling as part of their role Those staff members who do not undertake manual handling will receive a brief awareness session during their induction to BSO, however it is stipulated that unless you have specific practical training, staff members are not permitted to undertake any manual handling of items of 5kg s and above or are not physically manual handle any loads based on a personal assessment An electronic record of training will be maintained by the Learning and Development Team, which falls under the Health and Safety Overview session
10. Specialist Advice Any staff member who is required to undertake manual handling as part of their role, but feels that even with training that the activity would pose an issue for them, should speak to their line manager, who will arrange a referral to BSO s Occupational Health Service for further assessment, advice and guidance 11. Stakeholders Whilst this policy applies to all staff within the BSO and has consulted on the key stakeholders in the development and approval of this policy are the: Health, Safety & Environment Group 12. Review arrangements Procedural documents will be reviewed by the procedural document owner within 2 years of approval. However, a review earlier than this may be prompted by factors including: Legislative or regulatory changes Structural or role changes Operational or technological changes Changes in the evidence-base Organisational learning Audits and reviews of the effectiveness of the policy 13. Training / support All staff will receive awareness of this policy through their Health and Safety induction and mandatory training updates, relevant training and support material will be provided by designated staff Should anyone require support, advice or guidance on any element outlines in this policy they should speak to their line manager, Administrative Services Manager or Trade Union Representative 14. Approval
Approved by the BSO Health, Safety and Environment Group References (as evidence base) Health and Safety at Work Act 1974 http://www.hse.gov.uk/legislation/hswa.htm Management of Health and Safety at Work regulations 1999 http://www.opsi.gov.uk/si/si1999/19993242.htm
Appendix 1 Assessment carried out by: Job Title: Call Centre: Manual Handling Activity: Date of Assessment: Review Date: Does the task involve? Stooping Strenuous pulling Large Vertical Movements Bending Repetitive Handling Frequent prolonged effort Twisting Little Rest/ Recovery Other: (list below) Long distance travel Work Pacing Holding away from the Reaching Upwards Strenuous pushing High initial effort Is/Does the individual..? Require unusual strength Need general information and training Other: (list below) Have a health problem Need particular information and training Pregnant(refer to New and Medical condition A young person 16-17 Restrictive Clothing and PPE Is the load..? Heavy Heavy at one end Other: (list below) Bulky Rough Surfaces Hot/ Cold Difficult to see over Contents liable to move/ Contain Hazardous substances Difficult to grasp Open container Unstable/ Unpredictable Is/ Does the environment.? Hot/ Humid Varying Floor Levels Other: (list below) Cold Floor in poor condition Windy Cramped Poor Lighting Slippery Floor Steps/ Stairs Obstructions Difficult Storage Conditions Make it difficult to adopt a good posture
Manual Handling Activity/Task Complete the relevant details of the activity being assessed Significant Handling Hazards All Hazards associated to the activity should be entered here: task, individual, load and environment Those at risk E.g staff, public and others Current Control Measures List current control measures With these controls the risk is (circle) Unacceptable Further Controls Required Adequately controlled Further Control Measures Required List further action needed to adequately control risks Action Required Date of Completion By Whom Assessor Name: Signature: Date:
Appendix 2 SCREENING TEMPLATE See Guidance tes for further information on the why what when, and who in relation to screening, for background information on the relevant legislation and for help in answering the questions on this template. (1) INFORMATION ABOUT THE POLICY OR DECISION 1.1 Title of policy or decision Incident Reporting Policy 1.2 Description of policy or decision What is it trying to achieve? How will this be achieved? What are the key constraints? To establish a policy document of the Business Services Organisation s responsibility for reporting all incidents/risks to ensure the safety and wellbeing of staff and to assist in the effective running of daily operations. 1.3 Main stakeholders affected (internal and external) Staff, Board Members, actual or potential service users, contractors other public organisations, voluntary and community groups, trade unions or professional organisations or private sector organisations or general public. Whilst this list is not exhaustive, it aims to capture the most applicable groups. It is recognised that there are those with specific needs and the organisation will take reasonable steps to assist those identified.
1.4 Other policies or decisions with a bearing on this policy or decision This policy takes into consideration the legal requirements of:- The Health and Safety at Work Act 1974 Management of Health and Safety at Work Regulations 1992 Management of Health and Safety at Work Regulations (rthern Ireland) 2000 Workplace (Health, Safety and Welfare) Regulations 1992 Workplace (Health, Safety and Welfare) Regulations (rthern Ireland) 1993 Manual Handling Operations Regulations 1992 (Amended 2004) Provision and Use of Work Equipment Regulations 1998 (PUWER 1998) Provision and Use of Work Equipment Regulations (rthern Ireland) 1999Lifting Operations and Lifting Equipment Regulations 1998(LOLER 1998) Lifting Operations and Lifting Equipment Regulations (rthern Ireland) 1999The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) Human Rights Act 1998 Disability Discrimination Act 1995 Discussions have also taken place with Staff, Equality Unit, Monitoring Data and Good practice
(2) CONSIDERATION OF EQUALITY AND GOOD RELATIONS ISSUES AND EVIDENCE USED 2.1 Data gathering What information did you use to inform this equality screening? For example previous consultations, statistics, research, Equality Impact Assessments (EQIAs), complaints. Provide details of how you involved stakeholders, views of colleagues, service users, staff side or other stakeholders. 2.2 Quantitative Data Who is affected by the policy or decision? Please provide a statistical profile. te if policy affects both staff and service users, please provide profile for both. Also give consideration to multiple identities. Category Gender Age What is the makeup of the affected group? ( %) Are there any issues or problems? For example, a lower uptake that needs to be addressed or greater involvement of a particular group? The proportion of females in 2011 is 51.00% (923, 540). The male population is 49.00% (887, 323) in 2011 The BSO presently 1103 employees of which there are 505 male and 598 female On Census day (27 March 2011) 1,810,900 people were resident in rthern Ireland. This equates to a 7% increase over the last 10 years. NISRA underlines that this is the highest ever recorded population in rthern Ireland. The age structure of the population has changed markedly since the 2001 Census. Overall, the share of 0-39 year olds has decreased whereas those of people aged 40 years and over has increased. The population of people aged 65 and over has grown by 18%. This increase is largely due to the increase of the most elderly population: the group of those aged 85 and over has grown by 35%. In marked contrast, the number of children has decreased by 5%. 0 15 20.95% (379, 378)
16 19 5.61% (101, 589) 20 24 6.96% (126, 036) 25 29 6.85% (124, 044) 30 44 20.65% (373, 943) 45 59 19.21% 347, 867) 60 64 5.21% (94, 346) 65 74 8.04% (145, 593) 75 84 4.79% (86, 740) 85 89 1.17% (21, 187) 90 and over - 0.56% (10, 141) Total 1,810,900. The BSO workforce comprises of Religion 24 and under 79 25-34 278 35-44 289 45-54 309 55-64 135 65 and over 5 Total 1095 Religion or Religion brought up in 45.14% (817, 424) of the population were either Catholic or brought up as Catholic. 48.36% (875, 733) stated that they were Protestant or brought up as Protestant. 0.92% (16, 660) of the population belonged to or had been brought up in other religions and Philosophies. 5.59% (101, 227) neither belonged to, nor had been brought up in a religion. Catholic 40.76% (738, 108) Presbyterian Church in Ireland 19.06% (345, 150) Church of Ireland 13.74% (248, 813) Methodist Church in Ireland 3% (54, 326) Other Christian(including Christian related) 5.76% (104, 308) Other religions 0.82% (14, 849)
religion 10.11% (183, 078) Did not state religion 6.75% (122, 233 recent specific data on minority religions is available The BSO workforce: Political Opinion Marital Status Protestant Community 486 Roman Catholic Community 610 t Known 7 Total 1103 Nationality British only 39.89% (722, 353) Irish only 25.26% (457, 424) rthern Irish only 20.94% (379, 195) British and rthern Irish only 6.17% (111, 730) Irish and rthern Irish only 1.06% (19, 195) British, Irish and rthern Irish 1.02% (1847) British and Irish only 0.66% (11, 952) Other 5.00% (90, 543) 47.56% (680, 840) of those aged 16 or over were married 36.14% (517, 359) were single 0.09% (1288) were registered in same-sex civil partnerships 9.43% (134, 994) were either divorced, separated or formerly in a same-sex partnership 6.78% (97, 058) were either widowed or a surviving partner BSO Workforce Married/CP 555 Divorced/Separated 34 Single 403 Unknown 90 Widow/er 8 Other 5 Total 1095 Dependent Status Based on the most recent information from Carers rthern 11.81% (213, 863) of the usually resident population provide unpaid care to family members, friends, neighbours or others because of long-term physical or mental ill health/disabilities or problems related to old age.
3.11% (56, 318) provided 50 hours care or more. 33.86% (238, 129) of households contained dependent children. 40.29% (283, 350) contained a least one person with a long term health problem or a disability (This information was accessed at info@carersni.org June 2011.) Disability Ethnicity 20.69% (374, 668) regard themselves as having a disability or long-term health problem, which has an impact on their day to day activities. 68.57% (1, 241709) of residents did not have long-term health condition. Deafness or partial hearing loss 5.14% (93, 078) Blindness or partial sight loss 1.7% (30, 785) Communication Difficulty 1.65% (29, 879) Mobility of Dexterity Difficulty 11.44% (207, 163) A learning, intellectual, social or behavioural difficulty. 2.22% (40, 201) An emotional, psychological - 5.83% (105, 573) or mental health condition Long term pain or discomfort 10.10% (182, 897) Shortness of breath or difficulty breathing 8.72% (157, 907) Frequent confusion or memory loss 1.97% (35, 674) A chronic illness (such as cancer, HIV, diabetes, heart disease or epilepsy) 6.55% (118, 612) Other condition 5.22% (94, 527) Condition 68.57% (1, 241, 709) 1.8% 32,596 of the usual resident population belonged to minority ethnic groups, White 98.21% (1, 778, 449) Chinese 0.35% (6, 338) Irish Traveller 0.07% (1, 268) Indian 0.34% (6, 157) Pakistani 0.06% (1, 087) Bangladeshi 0.03% (543) Other Asian 0.28% (5, 070) Black Caribbean 0.02% (362) Black African 0.13% (2354) Black Other 0.05% (905)
Mixed 0.33% (5976) Other 0.13% (2354) Language (Spoken by those aged 3 and over); English 96.86% (1, 681, 210) Polish 1.02%(17, 704) Lithuanian 0.36% (6, 249) Irish (Gaelic) 0.24% (4, 166) Portuguese 0.13% (2, 256) Slovak 0.13% (2, 256) Chinese 0.13% (2, 256) Tagalog/Filipino 0.11% (1, 909) Latvian 0.07% (1, 215) Russian 0.07% (1, 215) Hungarian 0.06% (1, 041) Other 0.75% (13, 018) Sexual Orientation Whilst there are no accurate statistics on sexual orientation in the community as a whole, it is estimated that between 5% and 10% of people are from lesbian, gay, bisexual or transgender groups.
2.3 Qualitative Data What are the different needs, experiences and priorities of each of the categories in relation to this policy or decision and what equality issues emerge from this? te if policy affects both staff and service users, please discuss issues for both. Also give consideration to multiple identities (such as single parents for example). Category Needs and Experiences The purpose of this policy is to ensure that the BSO meets its obligation in relation the reporting of incidents It recognised that there may be additional risks associated with those Gender employees are pregnant Age Universal application Religion Universal application Political Universal application Opinion Marital Universal application Status Dependent Universal application Status Universal application Although it is recognised that people with a disability (sensory, physical and neurological conditions) may have an issue completing Disability the form. It has also been recognised of the possibility that for some people with a disability additional risks in the workplace apply See 2.4 & 6.2 Universal application Although it is recognised that people from minority ethnic background (regarding language barriers) may have an issue Ethnicity completing the form, assistance will be given by line management. Local Risk assessments will have been carried out in the employees area of work in relation to risks associated with language barriers Sexual Universal application Orientation
2.4 Making Changes Based on the equality issues you identified in 2.2 and 2.3, what changes did you make or do you intend to make in relation to the policy or decision in order to promote equality of opportunity? In developing the policy or decision what did you do or change to address the equality issues you identified? ne What do you intend to do in future to address the equality issues you identified? Monitor the impact on S75 groups 2.5 Good Relations What changes to the policy or decision if any or what additional measures would you suggest to ensure that it promotes good relations? (refer to guidance notes for guidance on impact) Group Impact Suggestions Religion Political Opinion Ethnicity Nil Nil Nil
(3) SHOULD THE POLICY OR DECISION BE SUBJECT TO A FULL EQUALITY IMPACT ASSESSMENT? A full equality impact assessment (EQIA) is usually confined to those policies or decisions considered to have major implications for equality of opportunity. How would you categorise the impacts of this decision or policy? (Refer to guidance notes for guidance on impact). Please tick: Major impact Minor impact further impact X Do you consider that this policy or decision needs to be subjected to a full equality impact assessment? Please tick: Yes X Please give reasons for your decisions: I have considered that all issues identified will be addressed by the policy and associated actions
(4) CONSIDERATION OF DISABILITY DUTIES 4.1 In what ways does the policy or decision encourage disabled people to participate in public life and what else could you do to do so? How does the policy or decision currently encourage disabled people to participate in public life? It is recognised that that this would adversely affect those with a sensory or physical condition which may prohibit them from completing the form. What else could you do to encourage disabled people to participate in public life? It is recognised that there are those with specific needs and the organisation will take reasonable steps to assist those identified It is recognised that there are those with specific needs and the organisation will take reasonable steps to assist those identified and to assist them in completing the from where possible, such as enabling the visual aid settings on the PC. 4.2 In what ways does the policy or decision promote positive attitudes towards disabled people and what else could you do to do so? How does the policy or decision currently promote positive attitudes towards disabled people? What else could you do to promote positive attitudes towards disabled people? N/A (5) CONSIDERATION OF HUMAN RIGHTS 5.1 Does the policy or decision affect anyone s Human Rights? Please Complete for each of the articles
If Article 2 Right to life ARTICLE Article 3 Right to freedom from torture, inhuman or degrading treatment or punishment Article 4 Right to freedom from slavery, servitude & forced or compulsory labour Article 5 Right to liberty & security of person Article 6 Right to a fair & public trial within a reasonable time Article 7 Right to freedom from retrospective criminal law & no punishment without law Article 8 Right to respect for private & family life, home and correspondence. Article 9 Right to freedom of thought, conscience & religion Article 10 Right to freedom of expression Article 11 Right to freedom of assembly & association Article 12 Right to marry & found a family Article 14 Prohibition of discrimination in the enjoyment of the convention rights 1 st protocol Article 1 Right to a peaceful enjoyment of possessions & protection of property Yes/ 1 st protocol Article 2 Right of access to education you have answered to all of the above please proceed to Question 6 on monitoring. 5.2 If you have answered yes to any of the Articles in 5.1, does the policy or decision interfere with any of these rights? If so, what is the interference and who does it impact upon?
List the Article Number Interfered with? Yes/ What is the interference and who does it impact upon? Does this raise legal issues?* Yes/ N/A * It is important to speak to your line manager on this and if necessary seek legal opinion to clarify this 5.3 Outline any actions which could be taken to promote or raise awareness of human rights or to ensure compliance with the legislation in relation to the policy or decision. N/A
(6) MONITORING 6.1 What data will you collect in the future in order to monitor the effect of the policy or decision on any of the categories (for equality of opportunity and good relations, disability duties and human rights)? Equality & Good Relations Disability Duties Human Rights Whilst the 2011 Census information is the most current, the new HRPTS system will allow a more accurate workforce demographic figure and will be added as and when appropriate to this document Whilst the 2011 Census information is the most current, the new HRPTS system will allow a more accurate workforce demographic figure and will be added as and when appropriate to this document Nil Approved Lead Officer: Position: Date: Policy/Decision Screened by: Please note that having completed the screening you are required by statute to publish the completed screening template, as per your
organisation s equality scheme. If a consultee, including the Equality Commission, raises a concern about a screening decision based on supporting evidence, you will need to review the screening decision. Please forward completed template to: Equality.Unit@hscni.net Template produced vember 2011 If you require this document in an alternative format (such as large print, Braille, disk, audio file, audio cassette, Easy Read or in minority languages to meet the needs of those not fluent in English) please contact the Equality Unit: 2 Franklin Street; Belfast; BT2 8DQ; email: Equality.Unit@hscni.net; phone: 028 90535531 (for Text Relay prefix with 18001); fax: 028 9023 2304