4.01 St Anne's Health and Safety Policy Title of Policy: 4.01 St. Anne s Health and Safety Policy Issue date: July 2016 Version number: V5.0 Ratified by: H&S Committee 27 th July 2016 Expiry date: July 2017 Suggested earliest review date: June 2017 Author: John Baczkowski Date of previous versions and brief details of amendments made V5.0 July 2016 enhanced legal references section and responsibilities of competent person V4.0 July 2015 - Minor changes made to responsibilities V3.0 November 2014 Minor changes made to responsibilities. V2.0 October 2013 General review of policy. V1.0 October 2012 Equality Impact assessment completed: Yes 1. General Statement St Anne's Board and senior managers are completely committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of all St Anne's employees, clients and visitors. It is St Anne's policy to provide: a safe place of work and of access to the place of work safe systems of work safe working environment adequate materials competent fellow employees protection from unnecessary risk of injury protective equipment when required appropriate and up-to-date polices and procedures St Anne's will arrange for the implementation of this policy in consultation with nominated Safety Representatives and will provide adequate instruction and training to its employees. St Anne's will operate a Health and Safety Committee. The employees of St Anne's have duties to : take reasonable care of their own health and safety at work and of other persons who may be affected by their acts or omissions co-operate with St Anne's or any other approved person in ensuring that the requirements or duties imposed by relevant statutory provisions are complied with report potential or actual hazards to their manager as soon as practicable. St Anne's is committed to involving clients and tenants, as far as is reasonably practicable, in the planning, implementation and maintenance of the health and safety - 1
arrangements which affect them. Staff are there to advise clients about health and safety issues and ways to manage risks. The organisation is committed to maintaining a "safety first" culture which enables all employees, clients and visitors to be assured that their health and safety is of paramount importance to all concerned. This policy, through its associated procedures, identifies the following Health & Safety arrangements : Accident reporting; First Aid; Fire Safety Management; Moving & Handling; Infection Control; Administration of medicines; Electrical Appliances; Hazardous Substances; Violence at Work; Lone Working; Water & Surface Temperatures; Maintenance of a Safe Environment; Systems for recording Risk Assessments; Safety of Contractors. The following general and specific risk assessments are managed by this Policy through specific procedures : General Risk Assessment; Manual Handling Operations; Control of Substances Hazardous to Health; Lone Working; Fire. St Anne's health and safety policy and associated procedures are based on current Health and Safety legislation. This includes (but not to the exclusion of relevant others) the following : Health and Safety at Work Act (1974), Health and Safety (First Aid) Regulations (1981), Consumer Protection Act (1987), Furniture and Furnishings (Fire) (Safety) Regulations 1988 (amended 1993), Electricity at Work Regulations (1989), Management of Houses in Multiple Occupation Regulations 1990 (amended 2006) and local HMO Regulations, Health and Safety (Display Screen Equipment) Regulations 1992, Manual Handling Operations Regulations 1992 (amended 2002), Electrical Equipment (Safety) Regulations 1994, Plugs and Sockets etc. (Safety) Regulations 1994, Disability Discrimination Act 1995 (amended 2005), Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995, Food Safety (General Food Hygiene) Regulations 1995 (amended 2005 & 2006), Health and Safety (Consultation with Employees) Regulations 1996, Gas Safety (Installation and Use) Regulations 1998, Provision and Use of Work Equipment Regulations 1998, Employers Liability (Compulsory Insurance) Regulations 1998, Management of Health and Safety at Work - 2
Regulations 1999, Control of Substances Hazardous to Health 2002, Regulatory Reform (Fire Safety) Order 2005, Smoke-Free (Premises and Enforcement) Regulations 2006, Smoke-Free (Exemptions and Vehicles) Regulations 2007, Smoke-Free (Signs) Regulations 2007, Smoke-Free (Vehicle Operators and Penalty Notices) Regulations 2007, Construction (Design and Management) Regulations 2007. 2. Health and Safety Responsibilities St Anne's Board St Anne's Board (Council of Management) will : (a) approve St Anne's Health and Safety Policy (b) monitor organisational H&S performance and initiatives (c) receive and assess reports on major H&S incidents St Anne's Staff Each member of staff has responsibilities and duties under the terms of this policy. These are set out in detail below. 2.1 Chief Executive (a) Will be ultimately responsible for all matters relating to Health & Safety and will give the utmost importance to all matters concerning the Health and Safety of clients, employees, trainees and all other persons affected by St Anne's actions and undertakings. (b) Will ensure that there is an effective policy for Health, Safety and Welfare in operation for all St Anne's undertakings. (c) Will ensure that the policy is reviewed at regular intervals and check its continuing relevance to St Anne's activities and developments. (d) Will ensure that responsibility is properly assigned and accepted at all levels. (e) Will, so far as reasonably practicable, ensure the provision of such resources, facilities and technical support as may be required to enable all employees to carry out their responsibilities for Health, Safety and Welfare. (f) Will give full backing to the policy and fully support any person responsible for its implementation. (g) Will give regular reports on policy and performance to the Board. 2.2 Senior Management Team (a) Will ensure, so far as is reasonably practicable, that resources and staffing are maintained at the level required for the successful implementation of St Anne's policy for Health, Safety and Welfare. (b) Will periodically appraise the effectiveness of the Health and Safety Policy, codes of practice and guidance notes and ensure that any necessary changes are made and brought to the attention of all persons who need to know. (c) Will analyse and assess accident trends and review overall safety performance. - 3
(d) Will promote awareness of St Anne's health and safety culture through sharing information and encouraging discussion at all levels. (e) Will ensure that the necessary policies and procedures are in place to enable compliance with relevant Health and Safety legislation (f) Will set relevant H&S targets where necessary. (g) Will commission audits, as required, to check that safe systems of work are in place (h) Will monitor claims against St Anne s to ensure these are effectively managed. (i) Will ensure suitable and sufficient training structures are in place to enable staff to be appropriately trained to carry out their Health and Safety duties. (j) Will ensure effective systems of reporting (e.g. accidents and incidents) and notifications to statutory authorities are in place (k) Will review accidents and incident performance and statutory notifications (including RIDDOR) to check for potential adverse patterns. 2.3 Finance Director (a) Will ensure that all liability is covered by insurance and will advise the extent to which annual risk is acceptable. (b) Will ensure resources are released as soon as practicable if directed. (c) Will (through the Repairs and Compliance Manager) arrange the provision of maintenance by outside contractors of such facilities as fire fighting equipment, transport vehicles, power tools and any other requirements which is beyond the resource available within St Anne's and ensure that satisfactory standards are maintained, and written contracts are signed. (d) Will (through the Development Department manager) be responsible for the roadworthiness of all vehicles. (e) Will be responsible for maintaining statistical data relative to the implementation of Health and Safety Welfare Policies with respect to all staff and trainees. (f) Will ensure appropriate staff accidents and incidents records are maintained. (g) Will ensure that all appropriate managers and safety representatives, where appropriate, are made aware of accidents and incidents and notifiable diseases, and that the appropriate authorities are notified. (h) Will arrange a suitable Secretary to the Health and Safety Committee. 2.5 Chief Operating Officer a) Will ensure through discussion with Regional Operations Managers, so far as is reasonably practicable, that resources and staffing are maintained at the level required for the successful implementation of St Anne's policy for Health, Safety and Welfare. (b) Will ensure through Regional Operations Managers that services comply with relevant Health and Safety legislation and will ensure that targets to meet requirements are achieved within services. (c) Will ensure that the Regional Operations Managers apply all relevant procedures to ensure that any potential claims arising out of operational - 4
practices in the workplace are effectively logged and dealt with in a timely manner in liaison with relevant colleagues. (d) Will act as a focal point for liaison with external bodies on Health, Safety and Welfare matters. This will include the Health and Safety Executive, local Environmental Health Departments and others as may be appropriate. (e) Will ensure that learning from Serious Untoward Incidents and other significant health and safety issues arising from operations is cascaded through the services so that learning is applied to improve operational practice. 2.6 Health and Safety Advisor (Director of Corporate Affairs) (a) Will be deemed to be a competent person on behalf of St Anne s Community Services with responsibility for tasks and duties listed below. (b) Will maintain appropriate experience and qualifications (at least IOSH Managing Safely) as assessed through formal appraisals by the line manager (c) Will maintain Health and Safety knowledge. (d) Will advise the Senior Management Team on Health and Safety matters. (e) Will provide competent general health and safety advice to the business. (f) Will ensure accreditation with the Contractors Health and Safety (CHAS) Assessment Scheme (g) Will review legislation and make policy recommendations to the Senior Management Team. (h) Will plan regular audits of Health and Safety compliance. (i) Will advise the Health and Safety Committee. (j) Will be responsible for the appropriate distribution of information from outside bodies regarding Health and Safety at Work. (k) Will be responsible for ensuring all employees receive appropriate information with regard to their rights and responsibilities under the Health and Safety at Work Act and other Regulations under the Act. (l) Will be responsible for producing performance reports in relation to the implementation of Health and Safety Policies. 2.7 Regional Operations Managers (a) Will monitor sufficiently to ensure that services comply with relevant Health and Safety legislation and will ensure that targets to meet requirements are achieved within services. (b) Will monitor that safe systems of work are in place (c) Will monitor that managers and staff are competent and appropriately trained to carry out their Health and Safety duties. (d) Will ensure Area Managers report details of serious accidents and incidents to the risk management co-ordinator as they arise (e) Will liaise with Area Managers to ensure records and information regarding Health and Safety and Welfare are produced in an effective manner. (f) Will monitor that the organisation s systems of reporting and notifications (e.g. RIDDOR) are carried out according to current regulations - 5
2.8 Area Managers Area Managers will be regarded as competent officers under Health and Safety legislation and will have the following duties within their line management. (a) Will be directly responsible for ensuring, so far as is reasonably practicable, that the requirements of appropriate health and safety legislation and the company's health and safety policies are understood and complied with at all levels within their respective areas of control. (b) Will, in consultation with the Finance Director and Repairs and Compliance Manager establish and maintain an effective system for the maintenance of company premises and vehicles and plant, for the notification of defects and for taking remedial action on defects which may be the cause of injury to persons as soon as is reasonably practicable. (c) Will ensure, so far as is reasonable, that all plant and substances that are provided are maintained in a condition that is safe and without risk to health and that where appropriate, safe systems of work are developed and maintained. (d) Will arrange for the health and safety training needs of staff to be identified in consultation with Safety Representatives. (e) Will ensure that responsibility for health and safety is properly assigned and accepted at all levels within their particular areas of responsibility. (f) Will, in consultation with employees Safety Representatives, establish and maintain codes of practice for work activities specific to their particular areas of responsibility. (g) Will, in conjunction with the appropriate Regional Operations Manager, investigate all notifiable injuries, diseases and dangerous occurrences; make reports to statutory agencies/enforcing authorities as required e.g. RIDDOR; make reports with recommendations to their Regional Operations Manager as necessary to prevent recurrence. (h) Will check and ensure suitable and sufficient risk assessments are carried out. (i) Will check that Health and Safety training needs of staff, relevant to the services under management, have been addressed 2.9 Repairs and Compliance Manager (a) Will provide technical advice to senior management and the Health and Safety Committee. (b) Will complete repairs to all faults recorded in work sites and repair books as quickly as possible. Any fault that cannot be repaired within a reasonable period of time should be reported to the Regional Operations Manager - Housing/Facilities/Estates. (c) Will be responsible for ensuring that all electrical appliances and equipment is inspected, code numbered and recorded in line with Electricity at Work Regulations 1989. (d) Will monitor the systems and standards employed by sub contractors as St Anne's may employ from time to time to ensure compliance with the Health and Safety at Work Act. - 6
(e) Will be responsible for ensuring that all repairs required to property and fixtures and fittings are carried out in accordance with statutory guidelines. (f) Will ensure systems are in place which ensure contractors are aware of St Anne s health and safety standards and will complete any works subject to the requirements of existing health and safety regulations and statutes. 2.10 First Line Managers First Line Managers will be regarded as competent officers under Health and Safety legislation and will have the following duties: (a) Will fully familiarise themselves with the Health and Safety Policies and codes of practice of the company and ensure they are understood and applied at all levels within the manager's area of responsibility. (b) Will ensure suitable and sufficient risk assessments are completed and are readily available for services under management and communicate their contents to clients, staff, visitors and contractors as required in the most appropriate way. This will include risk assessments for the following key areas : fire, moving and handling, lone working, infection control, violence at work and maintaining a safe working environment. (c) Will ensure that health and safety problems which cannot be resolved locally are raised quickly with the Area Manager or Regional Operations Manager. (d) Will ensure that a high standard of housekeeping is maintained in all work areas and associated premises within their area of responsibility. (e) Will ensure, so far as reasonably practicable, that all persons who come within their areas of responsibility receive sufficient information, instruction or supervision necessary for them to avoid risks to their health or safety. (f) Will ensure that adequate, suitable protective clothing and equipment is provided and used within their areas of responsibility. (g) Will ensure that only safe working practices are applied by persons within their areas of responsibility. (h) Will be responsible for ensuring that any vehicle based in their work site shall be maintained in a roadworthy condition. (i) Will be responsible for a monthly Health & Safety premises check using the standard check list or will delegate the role to a suitably qualified person. (j) Will carry out risk assessments at their premises and in relation to clients on outings and holidays, and in respect of each pregnant employee. (k) Will ensure that the person in charge is familiar with all emergency procedures and is responsible for summoning first aid assistance where necessary. (l) Will establish and maintain good working relations with Health and Safety representatives. (m) Will be responsible for ensuring that equipment at the work site complies with the Health and Safety at Work Act. (n) Will ensure that reporting of accidents and incidents is carried out in accordance with St Anne s procedures and that potential notifications to statutory bodies are notified to the Area Manager without undue delay. - 7
(o) Will ensure reasonable supervision will be given to all visitors, including contractors, to the service so that St Anne s health and safety standards are maintained and that no unsafe practices take place, where these are visible. 2.11 All Employees (a) Will fully co-operate with St Anne's in implementing this policy for providing a healthy and safe place of work and will comply with all safety rules and regulations. (b) Will take reasonable care for their own and others Health and Safety and conduct themselves in a sensible and careful manner. (c) Will wear clothing and footwear that will enable them to work safely and effectively. (d) Will not interfere with or misuse anything provided in the interests of Health and Safety and will use equipment where required. (e) Will report to their supervisors any situation or action they consider may result in a hazard or risk. (f) Will fully acquaint themselves with any documentation information, codes of practice, safe rules or any other notifications made by St Anne's in the interests of Health, Safety and Welfare. (g) Will be responsible for the maintenance of any car used by them while working for St Anne's, be this their own car or a car leased under St Anne's scheme. 2.12 Trainees and Volunteers St Anne's affords trainees and volunteers the same health, safety and welfare protection, facilities and responsibilities as all other employees. 2.13 Clients, Visitors and Contractors St Anne's recognises that it has a responsibility for the safety of clients, visitors and contractors. It is essential therefore, that all activities are conducted with due regard to their health and safety. Management will ensure so far as it is reasonably practicable that whilst on St Anne's premises clients, visitors and contractors are not exposed to risk to their health and safety and will give to such people any information about St Anne's which may be necessary to ensure this e.g. details of risk assessments/control measures which affect them or the job they are doing. Clients, visitors and contractors should not be allowed into potentially dangerous areas, where they may be exposed to risks without being accompanied by a competent member of staff. All contractors and St Anne s Maintenance staff carrying out work on or inside St Anne's premises and all visitors are required to sign the visitor's book on arrival. Signature in the book will constitute acceptance of St Anne's health and safety procedures. - 8
Staff who witness contractors working in an unsafe or unacceptable manner should request the contractor to stop working and immediately refer the matter to the Repairs and Compliance Manager. Clients, visitors and contractors should be notified of St Anne's accident/incident reporting procedure, should the need arise. 3. Health and Safety Representatives Health and Safety representatives are appointed by the Unions. These representatives carry out the following functions: represent employees in consultation with the employer make representations on matters which affect their members and their workplace attend training courses carry out work place inspections and make recommendations for consideration by management attend safety committees where appointed as members investigate potential hazards and dangerous occurrences at the workplace investigations following notifiable occurrences After giving reasonable notice, safety representatives may inspect and take copies of any document relevant to the health and safety of the workplace or the employees that they represent. One exception to this right is any information on identifiable individuals, unless they give their consent. Other exceptions include information for use in legal proceedings; information which would breach national security; information which, if disclosed, would contravene a law; information which, if disclosed, would cause substantial injury to the person who supplied the information or the employer's business. 4. Health and Safety Committee The function of the Health and Safety Committee is to : review health safety and welfare policies arising out of health and safety legislation. discuss significant matters arising from safety inspections. review accident reports. monitor the effectiveness of safety policies, communication and training. make recommendations for improvements in safety practices. 4.1 Membership of Health and Safety Committee Management and Union representatives form the Health and Safety Committee. A list of the Health and Safety representatives appointed by UNISON and the RCN is notified to staff by a note from UNISON which is circulated to all work sites. Details may also - 9
appear in the minutes of Health and Safety Committee meetings which are posted to the Intranet following approval after every meeting. 4.2 Frequency of Meetings Health and Safety Committee meetings are held on a quarterly basis. 4.3 Communication with Staff Minutes of the Health and Safety Committee are circulated via St Anne's Intranet service to all staff teams as soon as possible following their approval. 5. Review of Policy St Anne's will review this Health and Safety Policy and its arrangements at least annually. 6. Notification of Risks The Health and Safety Section in St Anne s Staff Manual contains more detail on various aspects of health and safety risks and reporting procedures. Staff are required to familiarise themselves with these procedures and if in doubt seek further guidance from their manager. Regular monitoring and review of risks in the work place should take place to identify new risks and to ensure those risks are comprehensively managed. Signed Chief Executive Officer Date 26 July 2016-10