Health & Safety Policy HS0040a
Contents Contents... 2 Introduction... 3 General Statement of Intent... 4 Aims & Objectives... 5 Organisation of Health & Safety... 6 Arrangements... 8 Smoking Policy... 8 Risk Assessments... 8 Fire & Emergency Situations... 8 Information, Instruction, Training and Supervision... 9 Employee Consultation... 9 Incident Recording and Investigations... 9 First Aid Provision... 9 Statutory Inspections... 9 Inspections/Audits... 9 Policy Sign Off... 9 Page 2
Introduction Woodlands Health & Safety Policy has been created based on guidance provided by the Health and Safety Executive (HSE) website and through information obtained during NEBOSH National General Certificate in Occupational Health and Safety training. HSE s H&S policy example and template 1 were reviewed and the table template added to our policy. The policy document was expanded based on the H&S policy sub sections of Introduction to Health and Safety at Work 2 which details the three H&S policy sections Statement of Intent, Organisation and Arrangements. Our General Statement of Intent has been created as a separate document, as well as being included in this policy, for two reasons: 1. To aid compliance with OHSAS 18001:2007 for a H&S policy 2. To allow for a larger, more personal, General Statement of Intent than the HSE template provides Woodlands H&S aims and objectives section is outlined on page five with the applicable owner(s) and arrangements. However, organisation and arrangements are discussed in greater detail in their own sections. Woodlands H&S organisational structure is detailed on pages six and seven by providing the names, positions and responsibilities of those within the organisation that have a specific responsibility for health and safety. 3 Pages eight and nine detail the specific systems and procedures used to assist in the implementation of the policy statement. 4 This policy has been created by Dale Kirkwood (holder of NEBOSH National General Certificate in Occupational Health and Safety) and Brian McCloskey (Managing Director) and has been communicated to the Senior Management Team, Team Leaders and all other staff outlined within the Organisation section through meetings, emails, toolbox talks or information boards. The policy is reviewed annually, unless circumstances require an intermediate review, such as role restructuring, major incidents, legislative changes or following consultation with employees. The policy is also reviewed through internal H&S audits. 1 Hsegovuk. 2017. Hsegovuk. [Online]. [25 September 2017]. Available from: http://www.hse.gov.uk/simplehealth-safety/write.htm 2 Hughes mbe, P & Ferrett, E (2016). Introduction to Health and Safety at Work. (6th ed.). England: Routledge. 3 Hughes mbe, P & Ferrett, E (2016). Introduction to Health and Safety at Work. (6th ed.). England: Routledge. 4 Hughes mbe, P & Ferrett, E (2016). Introduction to Health and Safety at Work. (6th ed.). England: Routledge. Page 3
General Statement of Intent Woodland Kitchens (NI) Ltd are committed to acting as a good employer and to conduct business activities in a way which will achieve the highest possible standard of health and safety for our employees, contractors, visitors, customers and others who may be affected by the organisation s activities. The successful management of health and safety is regarded as the primary management objective. Fulfilling its compliance obligations and to continually improve its health & safety performance is a key focus of the Senior Management Team. Commitment The organisation is committed to the prevention of injury and ill health of all our stakeholders. This is achieved through a framework based on applicable legal compliance and internal OH&S hazards and risks to identify, manage and continually improve its OH&S performance. Policy Summary: The policy is documented and regularly reviewed through internal OH&S audits and is available to all stakeholders and interested parties through the company website, internal displays and Integrated Management System manual OH&S roles and responsibilities are developed based on the organisation s work patterns and scale, as well as the hazards arising from a wood working business. These roles and responsibilities are summarised in the form of a matrix within the policy All employees, contractors, visitors and customers have a duty to act responsibly, and to do everything they can to prevent injury to themselves and others and damage to plant/equipment through adhering to all OH&S guidance as part of their behaviour and work activities The Company s Managing Director accepts overall responsibility for OH&S within the Company. By signing this Health & Safety Policy he commits to the continual improvement of the organisation s OH&S performance by ensuring Key Performance Indicators are set, monitored and managed through the availability of all necessary resources. Page 4
Aims & Objectives This is the statement of general policy and arrangements for: Woodland Kitchens (NI) Ltd Brian McCloskey / Managing Director has overall and final responsibility for health and safety Senior Management Team has day-to-day responsibility for ensuring this policy is put into practice Dale Kirkwood / Process Improvement Engineer (PIE) has day-to-day responsibility for ensuring this policy is put into practice and responsibility for advising on improvements and compliance Statement of general policy Responsibility of: Name/Title Action/Arrangements (What are you going to do?) Aim for zero accidents and cases of work-related ill health each month by managing the health and safety risks Aim to have zero staff without the correct training and information to do the job they are undertaking Engage and consult with employees on day-to-day health and safety ideas or issues Implement emergency procedures for any reasonably foreseeable significant incident Maintain safe and healthy working conditions, provide and maintain plant, equipment and machinery, and ensure safe storage and use of substances Initial aim of all areas within the site achieving at least 60% in H&S audits (internal or external audits) Dale Kirkwood / PIE Martin O Hagan / Factory Manager Aimee King / HR Manager Martin O Hagan / Factory Manager Team Leaders All staff Dale Kirkwood / PIE Martin O Hagan / Factory Manager Dale Kirkwood / PIE Dale Kirkwood / PIE Martin O Hagan / Factory Manager Brian McCloskey / Managing Director Completing and reviewing risk assessments and implementing resulting actions. Carrying out root cause analysis investigations for all incidents and implementing short term containments and long term countermeasures. Ensuring staff and contractors have necessary health and safety induction and provided with appropriate training (e.g. working at height) and personal protective equipment. Recording and updating staff competencies through Skills Matrices with relevant Team Leader or Manager. Staff consulted on health and safety matters as they arise through reporting to Team Leaders, Management or Dale Kirkwood. Morning meetings analyse the previous day and plans are put in place for the current day - Incidents, Near Misses, ideas and issues are reported and managed here. Fire exits marked with illuminated exit signs. Evacuation plans are tested regularly and updated as necessary. Fire Risk Assessments carried out using the Northern Ireland Fire Rescue Service template and guidance documents for Factory & Warehouse and Offices and resulting actions implemented. Toilets, washing facilities and drinking water provided. System in place for routine inspections and testing of equipment and machinery and for ensuring that action is promptly taken to address any defects through statutory inspections, monitoring and maintenance. Internal audits carried out by Dale Kirkwood and external audits by an external H&S Consultant who also gives a percentage for the area/site. Resulting actions implemented. Page 5
Organisation of Health & Safety Brian McCloskey Managing Director Dale Kirkwood Process Improvement Engineer Martin O'Hagan Factory Manager Senior Management Team First Aiders Fire Wardens Team Leaders Middle Managers Staff Staff Role Brian McCloskey Dale Kirkwood First Aiders Fire Wardens Martin O Hagan Responsibilities Overall and final responsibility for H&S. Ensuring resources are in place for effective H&S and that aims and objectives are reached. Working with Dale Kirkwood and Martin O Hagan to implement improvement actions. Ensuring H&S Policy is implemented on a day to day basis main responsibilities are: Advising on improvements and compliance Carrying out internal audits and liaising with external auditors Reviewing and signing off all incident W3CP investigations Organising all inspections, monitoring and audits Liaising with relevant contractors Managing and testing fire system Liaising with relevant staff to implement appropriate actions To preserve life and minimise the consequences of injury and illness until medical help is obtained. To treat minor injuries which would otherwise receive no treatment or which do not need treatment by a medical practitioner or nurse. Ensuring First Aid boxes are appropriately stocked. Ensuring safe evacuation when necessary. Fire fighting when confident, when fire is able to be fought by one person with one extinguisher and only if they are not endangering themselves. Carrying out weekly fire checks on call points, alarms, extinguishers, exits, routes and any other arising fire related issues. Ensuring a high fire standard is kept during day to day practises. Ensuring H&S Policy is implemented on a day to day basis main responsibilities are: Ensuring staff receive effective information and training for the Page 6
job they are, or about to, conduct Ensuring an effective maintenance program is carried out and maintained and ensuring a safe standard of machinery and factory conditions Leading the daily morning meetings Working with Dale Kirkwood and Brian McCloskey to implement improvement actions Team Leaders Ensuring H&S Policy is implemented on a day to day basis. Ensuring there is First Aider and Fire Marshal coverage on all shifts. Carrying out incident investigations in their area. Staff To take reasonable care of themselves and others SFAIRP 5. Co-operate with Woodland over H&S duties SFAIRP. Duty to not interfere or misuse things provided for safety. Senior Team Management Middle Management Reporting all incidents and near misses to Team Leader, Manager or PIE. Day to day responsibility for ensuring this policy is put into place, including ensuring their Middle Management are implementing the H&S Policy on a day to day basis. Reviewing H&S performance with Managing Director on a monthly basis. Ensuring H&S Policy is implemented on a day to day basis. Ensuring there is First Aider and Fire Marshal coverage on all shifts where applicable. Carrying out incident investigations in their area. 5 So Far As Is Reasonably Practicable Page 7
Arrangements Outlined below are the main systems and procedures used to assist in the implementation of this policy statement. 6 Smoking Policy Woodland have implemented a Smoking Policy which is outlined in the Employee Handbook (distributed through induction process) and on posters throughout the site. This states that Woodland is a high fire risk site, that smoking is only permitted in the smoking shelter and only during breaks or before/after working hours. If these are not followed then this may lead to a disciplinary action. Risk Assessments Woodland carry out standard risk assessments as well as COSHH, fire, maternity and general risk assessments. A risk assessment process flow has been completed to document who assess the risks, when risk assessments are carried out, how they undertaken and recorded and when they are reviewed (HS0002a Risk Assessment Process). Risk assessments are reviewed annually unless a major change has affected the content of the risk assessment, such as a change of machinery, material or legislation, or an incident has occurred which has shown the associated risk assessment to be inaccurate. When developing actions for risk assessments, the Hierarchy of Risk Control is implemented. Personal Protective Equipment (PPE) is used either as a last resort, as a short term measure until the risk has been eliminated, guarded etc. or simply to help improve the employees comfort further. Risk Assessments are carried out by Dale Kirkwood (NEBOSH National General Certificate in Occupational Health and Safety) and the owners of the area where applicable, e.g. Team Leaders (Risk Assessment trained in CPD and IOSH approved course). During these risk assessments the experienced employees in the relevant area are consulted. Fire & Emergency Situations Fire Wardens have been trained throughout the various areas and shifts (roles and responsibilities outlined in the Organisation section). All areas throughout Woodland have a fire and intruder system which is maintained by FSP Alarms and monitored by an Alarm Receiving Company. FSP undertake planned inspections and maintenance on a 6 monthly basis where 50% of all call points, sounders etc. are inspected each time, with 100% being completed throughout the year. Weekly checks are carried out by Fire Wardens on call points (one a week), sounders, beacons, extinguishers, escape routes, escape exits and any other potential issue spotted. An emergency procedure is in place and tested regularly to ensure staff awareness and to improve the process e.g. staff evacuation times. 6 Hughes mbe, P & Ferrett, E (2016). Introduction to Health and Safety at Work. (6th ed.). England: Routledge. Page 8
Information, Instruction, Training and Supervision Staff are supervised either by Managers, Team Leaders or Charge-Hands. As outlined in the Organisation section, staff are not allowed to undertake a role unless the correct training has/is being provided. Skill matrices are recorded and maintained by HR and the relevant Team Leader or Manager. Employee Consultation Information on incidents, near misses and any general H&S ideas or issues are highlighted during the daily morning meeting by Team Leaders or Managers to the Factory Manager and Process Improvement Engineer. Incident Recording and Investigations All incidents are recorded through the company accident book (kept by Dale Kirkwood) and Incident Summary Database (IMS0029a Incident Summary Database). An investigation is carried out by the relevant Team Leader or Manager (signed off by Dale Kirkwood) using a root cause analysis tool (the Woodland 3C Process) to identify the root cause of the issue, implement a containment to stop the same incident happening again in the short term, and a long term countermeasure. Incidents are reported to Senior Management Team for monthly review. First Aid Provision Staff have been trained as first aiders through St. Johns Ambulance to provide coverage across the site and shifts. Posters showing the First Aider and Fire Warden names, working locations and images are located throughout the site. First Aid boxes are located in the office and factory buildings based on access areas and areas of risk. It is the responsibility of First Aiders to ensure the first aid boxes are appropriately stocked. Statutory Inspections Applicable statutory inspections are identified through legislation compliance monitoring and audits and monitored through the use of a Microsoft Outlook Reminders calendar and a register (HS0031a Statutory Inspection Schedule). Resulting actions are recorded and monitored through the Integrated Action List (IMS0024b IMS Action List). Inspections/Audits Internal audits are carried out during integrated management system audits, or as stand-alone audits when required. However, audits are also carried out by an external consultant when required. All audits are scored with actions resulting from them, which again are recorded and monitored through the Integrated Action List. Results are submitted to Senior Management Team for monthly review. Policy Sign Off Brian McCloskey (Managing Director) 28/09/2017 Date Page 9