General Text

HEALTH AND SAFETY POLICY STATEMENT

CONTENTS:

  1. GENERAL STATEMENT
  2. THE ORGANISATION FOR CARRYING OUT THIS POLICY
  3. THE ARRANGEMENTS FOR HEALTH AND SAFETY
  4. REVISING THE HEALTH AND SAFETY POLICY
  5. MONITORING THE HEALTH AND SAFETY POLICY
  6. RESPONSIBILITY FOR THE HEALTH & SAFETY POLICY
  7. BRINGING THIS POLICY TO THE ATTENTION OF ALL STAFF
  • Documents to be attached to Master Copy:-

    • Distribution Record.
    • Policy Review Record.
    • HSE 01/08 Manage buildings? You must manage asbestos.
    • HSE  INDG36 (Revision 3) Working with VDUs.
    • HSE  INDG163 (Revision 2) 06/06 Five steps to risk assessment.
    • HSE  INDG174 (Revision 1) A short guide to the Personal Protective Equipment at Work Regulations 1992.
    • HSE  INDG258 Reprinted 09/06 Safe work in confined spaces.
    • HSE  INDG284 (Revision 1) 11/08 Working on roofs.
    • HSE INDG289 Reprinted 10/04 C350 Working with asbestos in buildings.
    • HSE Construction Information Sheet No 10 (Revision 4) 10/05 Tower Scaffolds.
    • HSE Construction Information Sheet No 49 (Revision 1) 02/03 General access scaffolds and ladders.
    • HSE ISBN 0-7176-1744-0 Reprinted 2002 Avoiding danger from underground services.
    • HSE Misc 769 06/07 Incident at Work.
    • HSE Construction Information Sheet No 8 (Revision 1) 10/97 Safety in excavations.

 

  • Documents in the Health and Safety File:-
    • HSE The Work at Height Regulations 2005.
    • HSE Safe Use of Ladders and stepladders.

 

  • Library File 11a (11.13):-
    • HSE Managing health and safety in construction
      Construction (Design and Management) Regulations 2015.
  1. GENERAL STATEMENT

Cornwall Planning Group intends to provide a healthy and safe working environment for all Staff, and to enlist the assistance of all Staff towards achieving this end.  Good communication between all Staff is essential to maintain an effective policy on health and safety, and neglect of safety and health requirements will be regarded as a disciplinary matter. It is important that all Staff work together to achieve the above stated intent.

 

  • Definitions
    • ‘Staff’ means any person carrying out work for the Practice.
    • ‘Master Copy’ means the copy of this policy that is kept in reception at the Practice’s office.

 

  1. THE ORGANISATION FOR CARRYING OUT THIS POLICY
  • Overall responsibility: Mr C Menear (Managing Director) – ‘the Co-ordinator’.

Responsible for seeing that this policy is implemented and for keeping it under review.  The Co-ordinator is also responsible for ensuring that legal requirements are met, for example, notifying accidents to the Health and Safety Inspector, carrying out safety inspections, fire precautions, fire drill, evacuation procedures and all training activities.

 

  • First aid coordination and building maintenance.

Secretary to the Practice.  Also responsible for keeping the work place in a safe and clean condition by organising cleaning, maintenance and repair.

 

  • Deputy first aiders: The Director.

 

  • All other members of Staff are responsible for the following activities:-
    • Being fully aware of this policy, confirming this awareness by signing the master copy Distribution Record and complying with this policy.
    • Notifying a Director of any safety hazards not included in this policy.
    • Reporting any accidents to one of the Directors.
  1. THE ARRANGEMENTS FOR HEALTH AND SAFETY
  • Risk Assessment

Risk assessments are produced to cater for all activities undertaken by Staff.  The risk assessment procedure is carried out using the method set out in the HSE document ‘Five steps to risk assessment’

 

This involves the following:-

  • Look for the hazards.
  • Decide who might be harmed and how.
  • Evaluate the risks arising from the hazards and decide whether existing precautions are adequate or whether more should be done.
  • Record findings.
  • Review assessment from time to time and revise it if necessary. Review office based risks every three years and site based risks every year.

All risk assessments are set out on Risk Assessment Forms, a sample of which is attached to this policy.

  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)

Refer to the document ‘Incident at Work’ a copy of which is placed with the Master Copy.

The reporting of accidents and ill health is a legal requirement.  A report has to be made if, in connection with work, any of the following events occur:-

  • Death or major injury of Staff or the public.
  • Over three day injury (where someone is unable to do the full range of their duties for more than three days).
  • Disease.  If a member of Staff suffers from a reportable work-related disease.  A list of such diseases is obtainable from HSE.
  • Dangerous occurrence.  If something happens that does not result in a reportable injury, but clearly could have done.  For example collapses, explosions or electrical accidents.  Refer to the RIDDOR Guide ‘RIDDOR explained’ details below.
  • RIDDOR Procedure

Report any reportable events to the Secretary or Directors immediately by telephone.  Take note of the date, time and place; personal details of those involved and a brief description of the event or disease.

The Secretary must notify a Director immediately.  The Director will notify the Local Council’s Environmental Health Department (by telephone in the event of a death, major injury or dangerous occurrence) and will complete and submit an accident report form (F2508 or F2508A in the case of a disease) within ten days.

 

  • Non –Reportable Accidents and First Aid

Non-reportable accidents and injuries.  In the event of injury, notify the Practice’s Secretary/Administrator or one of the Directors for basic first aid advice if required.

Report all accidents to a Director. They will be recorded in the accident book.  All accidents will be investigated by the Directors.

First aid kit is kept in the kitchen cupboard, be familiar with its precise location and contents.

 

  • Smoking

The Company operates a strict no smoking policy.  Smoking is only permitted outside the building.

 

  • Cleanliness 

Toilets and hand washing facilities are provided for all Staff.  Facilities for washing crockery are available in the kitchen.

 

  • Fire

If you become aware of a fire:

  • Raise the alarm.
  • Ensure if possible that all doors adjacent to the area on fire are closed.
  • Move quickly to the nearest exit and assemble in the car park.

Exits are located at ground floor level (main front door, rear door windows to front and rear).

The provision and maintenance of fire extinguishers is dealt with on an annual basis by a specialist company responsible to the Co-ordinator.

 

  • Equipment

Ensure all electrical equipment such as battery chargers; computers, calculators, etc are switched off before leaving the work place.

Ensure no flexes or leads are permitted to trail across areas where movement of personnel occurs.

Before using the Practice ladder or any machines such as computers or electrical equipment, examine for any signs of safety related deficiencies such as loose plugs, missing guards, faulty switches, etc.  If faulty, do not use.

Use video display units (VDUs) in accordance with the publication Working with VDUs, which is attached to the Master Copy.

 

  • The CDM Regulations

Be aware of and undertake the responsibilities of designers and planning supervisors when required.  These responsibilities are included in the book Managing health and safety in construction, Construction (Design and Management) Regulations 2015 stored in Library file 11a (11.13).

Utilise the CDM project management standard form to complete hazard identification, risk assessment, preparation of health and safety plans and preparation of health and safety file.

 

  • Visits to site

 Most of the Practice’s activities take place within the Practice’s office premises. However, occasionally visits to site are made, and all Staff should take all necessary steps to ensure that safety standards are maintained on site. Personal protective equipment supplied by Cornwall Planning Group must always be used.  In particular all Staff must adhere to the following rules:-

  • Always leave a note of where you are and the times that you will be there in the office diary kept in reception.
  • Before entering or leaving a building site always notify the Site Manager.
  • Discuss any unusual hazards on site with the Site Manager prior to walking around the site.
  • Always wear protective footwear and safety helmets on building sites.
  • Report any accidents on site to the Site Manager and to a director of Cornwall Planning Group. (Refer to the RIDDOR procedure section).
  • Be familiar with the following Health & Safety Executive publications (which are attached to the Master Copy):
    • HSE Construction Information Sheet No 8 (Revision 1) 10/97 Safety in excavations.
    • HSE Construction Information Sheet No 10 (Revision 4) 10/05 Tower Scaffolds.
    • HSE INDG258 Reprinted 09/06 Safe work in confined spaces.
    • HSE INDG174 (Revision 1) A short guide to the Personal Protective Equipment at Work Regulations 1992.
    • HSE Construction Information Sheet No 49 (Revision 1) 02/03 General access scaffolds and ladders.
    • HSE INDG284 (Revision 1) 11/08 Working on roofs.
    • HSE 01/08 Manage buildings? You must manage asbestos.
  • HSE ISBN 0-7176-1744-0 Reprinted 2002 Avoiding danger from underground services.
  • HSE INDG289 Reprinted 10/04 C350 Working with asbestos in buildings.
  • Avoid contact with any potentially hazardous materials (refer to Health & Safety Executive documentation above).
  • Do not visit sites in an individual capacity where an unacceptable risk of assault or physical injury exists. For example, surveys of houses in particular areas of Cornwall. If in doubt refer the matter to the Director.
  • In the event of emergencies on site such as explosion, collapse of scaffolding, collapse of excavation, etc:-

Immediately get help, and if possible notify Site Manager.

Do what you can to help those affected by the accident without putting yourself or others at risk.

Ensure that the emergency services are contacted if appropriate.

Take any additional steps necessary to prevent further injury to Staff and others.

Refer to the section of this policy on RIDDOR.

 

  • Excavations

If excavations are carried out under your direction, ensure the protection of others by, for example, preventing access to site, backfilling the hole immediately, or providing barriers around the excavation.

Before issuing instructions regarding any excavation, enquire regarding positions of any buried services, and take precautions to avoid these.

Do not permit excavations to undermine existing structures.

Do not enter unsupported excavations more than 1.0m deep, or any excavation in unstable ground.

 

  • Training

It is the responsibility of all Staff to be completely familiar with this document and the associated documents referred to herein.

Any member of the Practice who has been trained in the use of a particular piece of equipment may be called upon to provide training and guidance to other members of Staff who do not have the same knowledge. When such training is given, guidance in relation to health and safety must be given. This is particularly important in the instruction of young and new Staff.

If any doubts exist regarding the safe operation of any equipment or the safe use of any materials, refer to a Director for guidance.

When any new equipment, substances or processes are introduced, refer initially to the Co-ordinator for guidance on their safe operation/use.

Basic first aid training will be supplied to the Practice Secretary/Administrator and the Director.

The Director will give training in the use of new equipment and materials.

 

  1. REVISING THE HEALTH AND SAFETY POLICY

All Staff should be continually on the lookout for hazards not identified within this health and safety policy document. Any additional hazards noted should be reported to the Directors who will revise the safety policy as appropriate and issue new guidance.

In any case the health and safety policy will be reviewed on 1st May each year, and all members of Staff will be notified in writing of any amendments to the health and safety policy document.

If new Regulations, Codes of Practice or official guidance are published relevant to the activities of the Practice then the Co-ordinator will revise the health and safety policy accordingly.

Amendments or additions to the health and safety policy document will be issued with the arrival of new equipment and materials into the office.

With any revision, depending on the extent of the revision, an amendment slip, an amended page or a whole revised statement may be issued.

Any shortcomings noted in relation to the health and safety policy will be rectified by revision of the policy by the Co-ordinator.

 

  1. MONITORING THE HEALTH AND SAFETY POLICY

The policy will be monitored by the Directors during site visits and when other Staff members are using equipment, etc.

The fire drill will be monitored by carrying out a drill at least twice per year.

 

  1. RESPONSIBILITY FOR THE HEALTH & SAFETY POLICY
  • Overall and final responsibility for health & safety is that of Cornwall Planning Group Limited – Director who will review the health & safety policy annually.
  • Day to day responsibility for ensuring this policy is put into practise is delegated to Mr C Menear of Cornwall Planning Group Limited

To ensure health and safety standards are maintained/improved, the following people have responsibility in the following areas

  • Office Manager –           Work practices and co-ordinating the health & safety policy
  • Office Manager –           Updates in Health & Safety requirements, staff welfare
  • Office Manager –           Office Procedures

All employees have to

  • Co-operate with supervisors and managers on health and safety matters
  • Not interfere with anything provided to safeguard their health and safety
  • Take all health and safety concerns to an appropriate person (as detailed in the policy statement.)

Health and Safety Risks arising from our work activities

  • Risk assessments will be undertaken by
  • The findings of the risk assessments will be reported to Office Manager.
  • Action required to remove/control risks will be approved by Office Manager
  • Office Manager will be responsible for ensuring the action required is implemented.
  • Office Manager or allocated Staff member will check that the implemented actions have removed/reduced the risks.
  • Assessments will be reviewed every year or when the work activity changes, whichever is soonest.

 

Consultation with Employees

  • Employee representative is Managing Director and Office Manager
  • Consultation with employees is provided by Officer Manager.

 

Safe Plant and Equipment

  • Office Manager will be responsible for identifying all equipment/plant needing maintenance.
  • Office Manager will be responsible for ensuring effective maintenance procedures are drawn up.
  • Office Manager will be responsible for ensuring that all identified maintenance is implemented.
  • Any problems found with plant/equipment should be reported to Office Manager
  • Office Manager will check that new plant and equipment meets health and safety standards before it is purchased.

 

Safe Handling and use of Substances

  • Office Manager will be responsible for identifying all substances which need a COSHH assessment.
  • Office Manager will be responsible for undertaking COSHH assessments.
  • Office Manager will be responsible for ensuring that all actions identified in the assessments are implemented
  • Office Manager will be responsible for ensuring that all relevant employees are informed about the COSHH assessments.
  • Office Manager will check that new substances can be used safely before they are purchased.

Assessments will be reviewed on an annual basis or when the work activity changed, whichever is soonest.

 

Information, Instruction and Supervision

  • The Health and Safety Law poster is displayed in the Kitchen, Unit 4 Tolvaddon Energy Park.
  • Health and safety advice is available from Office Manager together with leaflets attached to the main Health and Safety Policy.
  • Supervision of young workers/trainees will be arranged/and monitored Office Manager.
  • Office Manager is responsible for ensuring that all our employees working at locations under the control of other employers are given relevant health and safety information. (see main H&S policy and attached leaflets)

Competency for tasks and training.

  • Induction training will be provided for all employees by Office Manager.
  • Job specific training will be provided by Office Manager as required.
  • Training records are kept in the office by Office Manager.
  •  and attached to the main health and safety policy document kept at the office.
  • Training will be identified, arranged and monitored by Office Manager, reviewed at least annually at employee’s annual review.

Accidents, first aid and work-related ill health

Health surveillance is required for employees doing the following jobs

  • Desk work – annual eye tests required
  • Health surveillance will be arranged by Office Manager.
  • Health surveillance records will be kept Office Manager.
  • The first aid box is kept by Office Manager.
  • The appointed first aiders are Office Manager.
  • All accidents and cases of work-related ill health are to be recorded in the accident book. The book is kept by Office Manager.
  • Office Manager is responsible for reporting accidents, diseases and dangerous occurrences to the enforcing authority.

 

Monitoring.

To check our working conditions and ensure our safe working practices are being followed, we will review our Health and Safety Policy Annually

  • Office Manager. is responsible for investigating accidents.
  • Office Manager.is responsible for investigating work-related causes of sickness absences.
  • Office Manager. is responsible for acting on investigations findings to prevent a recurrence.

Emergency Procedures – Fire and Evacuation

  • Office Manager. is responsible for ensuring the fire risk assessment is undertaken and implemented.
  • Escape routes are checked by Office Manager weekly.
  • Fire extinguishers are maintained and checked annually by a recognised fire safety company.
  • Alarms are tested weekly by Office Manager.
  • Emergency evacuation will be tested twice yearly. Records kept with the health and safety file by Office Manager.
  1. BRINGING THIS POLICY TO THE ATTENTION OF ALL STAFF

All Staff must read this document.  Any areas which are not understood must be discussed fully with a Director.  When the document has been read and fully understood each member of the Practice must acknowledge this fact by signing the distribution record accompanying this version of the policy.  This sheet is to be returned to the Coordinator.

When any revisions to the policy are made, the procedure described above also applies, and to the Documents attached to the Master Copy.