General Policy Statement (Commitment to Health and Safety Declaration) 1.1 The Society is committed to taking all reasonable measures to ensure the health, safety and welfare of its staff while at work in accordance with all relevant health and safety legislation. The Society also undertakes not to put others such as customers and members of the public at risk whilst carrying out its activities. 1.2 To effectively develop and implement the Society's health and safety policy and procedures the Trustees will ensure that managers and staff are involved in devising a safety management system. 1.3 Each staff member will be given the necessary information, instruction and training to ensure that they can carry out their work in a safe way. 1.4 Management is responsible for devising safe systems of work and ensuring that these systems are put into practice and supervised as necessary. 1.5 Management will consult with staff on matters affecting their health and safety. Staff can raise issues of health and safety with the Safety Representatives and at staff meetings. 1.6 The wholehearted commitment of all staff is required if the Society's Health & Safety Policy and procedures are to be successful. Every staff member has a legal duty to:- take reasonable care of their own health & safety at work. to take reasonable care for the health and safety of others who might be affected by their actions and omissions in the work situation. to co-operate with management in pursuance of the Society's health and safety policies and procedures. 1.7 All documents relating to health & safety policy, procedures and systems will be contained within the Health & Safety Manual. These documents will be regularly reviewed and updated as necessary. These documents are available on the Society s website www.sussexpast.co.uk/membership/staffnet user name - staff, password - staff298. Any changes to these policies, procedures and systems will be brought to the attention of all staff. Signed J Manley Date January 5 th 2010 Chief Executive Officer In the context of the Society's Health & Safety Policy and Procedures, the term staff refers to both employees and those working voluntarily for the Society
HEALTH AND SAFETY STRUCTURE Health & Safety Structure and Communications Council -Trustees Finance & Administration Committee Meets four times per year, H&S standard agenda item, in attendance: Trustee with H&S knowledge and experience, Chief Executive, Senior staff member with H&S responsibilities Accounts & Personnel Officer, Health & Safety Committee Meets twice a year, in attendance: Chief Executive, (chairman) Trustee Representative, Safety Officer, Safety Representatives from major properties, (Lewes Properties), (Fishbourne), (Michelham) Senior staff representatives from each property Research Officer, Membership Secretary, Catering Manager. Accounts & Personnel Officer, Education Officer Staff Meetings Take place at least twice a year at main properties H&S standard agenda item fulfilling the requirement of consulting with employees on H&S matters at work; staff will have the opportunity to raise any H&S issues that they wish. Health & Safety is a standard agenda item for the following meetings: Finance & Administration Committee Executive Committee Staff meetings
HEALTH & SAFETY RESPONSIBILITIES OF KEY OFFICERS AND STAFF 1 Council of Trustees a) to ensure that the Society continuously develops an effective health & safety policy and procedures. b) to ensure that adequate resources exist to meet the health & safety requirements of the Society. 2 Chief Executive a) ensure that there is effective implementation of the Society's health & safety policy, procedures and system. b) facilitate adequate resourcing of health & safety requirements through the budgetary processes and committee structure (Finance & Administration Committee). c) chair Safety Committee Meetings held twice a year. d) produce an annual safety report for the spring committee cycle. 3 Safety Officer, Nebosh qualified and reporting directly to the Chief Executive. a) ensure that the various risk assessment processes (fire, property, coshh etc) are being correctly carried out across the Society, including identification of risks, documentation, process for reducing and eliminating risks, periodic review and updating. To provide a schedule of progress to date with risk assessments across the Society to the Safety Committee Meetings in February and September each year. b) liaise with health and safety representatives. c) advise as required other staff on health & safety matters in particular with respect to the introduction of any new plant, machinery, working process or substances and the selection and issue of PPE. d) ensure that all required standards are met with respect to fire precautions. e) liaise with the Health & Safety Inspectorate as required. In particular for reportable incidents under RIDDOR. f) maintain and update the Health and Safety manual as required. g) investigate and monitor all accidents involving staff h) monitor the health and safety performance of the Society i) attend Safety Representative and Safety Committee Meetings both held twice a year.
4 Safety Representatives, liaison role between properties, managers and safety officer. a) ensure that property risk assessments are carried out and reviewed. b) monitor activities at the main properties in a health and safety context. c) report to Safety Officer / Accounts & Personnel Officer on health and safety matters (incidents, RIDDOR reportable accidents, review of existing assessments). d) complete the monthly accident report schedules for the Accounts & Personnel Officer. e) attend Safety Representative and Safety Committee meetings both held twice a year. 5 Accounts & Personnel Officer a) ensure that new staff are issued with Health & Safety Policy and that induction training routinely encompasses health & safety matters - fire exits, fire drills, non smoking policies, first aid personnel and reporting of accidents etc. b) ensure that adequate numbers of trained first-aiders are available across the Society, that they are aware of their responsibilities and are remunerated for these. c) attend Safety Representative and Safety Committee Meetings both held twice a year. d) advise the Society on matters of general welfare affecting the well being of all employees. 5 Property Manager / Director To ensure that the Society's health & safety policy and procedures are effectively implemented at property level. This may involve delegating specific responsibilities to other staff e.g. department / section heads, Safety Representative a) bring the General Statement of Commitment to Health and Safety to the attention of all staff and seek their co-operation in supporting management in its efforts to establish a safe and healthy working environment. b) ensure that any organisation which is contracted to carry out work for the Society is able to demonstrate that it pays due regard to health and safety matters. c) ensure that staff are given adequate supervision, information, instruction and training for work to be carried out safely. d) ensure that there is safe access and egress from the property. e) provide and maintain safe plant and equipment. f) ensure the safe handling and use of hazardous substances g) ensure that site safety records are properly maintained to include risk assessments, accident book, accident investigation reports, issue of personal protective equipment. h) ensure that there are adequate numbers of trained first-aiders on site.
i) ensure that any accidents / incidents that come within the scope of the RIDDOR arrangements are reported to the appropriate authority. Informing the Safety Officer and Accounts & Personnel Officer of any incidents coming within the RIDDOR regulations. j) maintain safe systems of work and taking immediate steps to investigate and minimise any risks to health & safety arising from any work activity. k) select and issue appropriate personal protective equipment (PPE) to their staff. l) carry out regular risk assessments and ensure that the information gathered is correctly recorded and acted upon as required. m) liaise with Safety Officer at the start of any new projects, introduction of new machinery, equipment, substances or processes and on any other H&S issue requiring attention. n) ensure that provision is made for any necessary H&S training for their staff as part of the review process o) attend Safety Committee Meetings held twice a year. 6 Staff All staff have a responsibility to take reasonable care of themselves and others and to observe safety rules and to co-operate with management in the implementation of the Society s health and safety policy in order to achieve a healthy and safe workplace. Failure by a paid member of staff to comply with any aspect of the Society s health and safety procedures, rules or duties will be treated by the Society as serious or gross misconduct. Specific staff duties are:- a) take due care for their own health and safety. b) take due care for the health and safety of others who might be affected by their acts or omissions. c) comply with any safety instruction and direction issued by the Society. d) co-operate with management with respect to the information, training and guidance provided on health and safety matters. e) not misuse or interfere with anything that has been provided for health and safety reasons. f) report and co-operate in the investigation of all accidents or incidents that have led or may lead to injury g) immediately report to their line manager any hazardous defects in plant, machinery and equipment or any shortcomings in the existing safety arrangements. h) not undertake any task without the necessary prior authorisation and training. i) take action to prevent others from placing themselves in identified hazardous situations.