health and safety - ramside event...
TRANSCRIPT
Health and Safety ManualHealth and Safety Policy
Safety Management Systems
Risk Assessments
(Managing Behaviours)Including:
Ramside Hall Hotel
Ramside Golf Club
Ramside Golf Course and Green Keeping
SPA at Ramside Hall
Hardwick Hall Hotel and Hardwick Gardens
Bowburn Hall Hotel
Lancastrian Suite and Events Catering
Alnwick Gardens
Bar Beyond - Opera
INDEX
RAMSIDE ESTATES
HEALTH & SAFETY MANUAL - SAFETY MANAGEMENT SYSTEMS (SMS)
INDEX
Section 1 Introduction
Introduction to Company Operations
Foreword
Health and Safety Manual Format
Health and Safety Management Systems
Section 2 Health and Safety Policy Statement
Company General Health & Safety Policy Statement (Signed and Dated)
Section 3 Organisations
Organisation Charts
Organisation Chart for Ramside Hall Hotel
Ramside Hall Golf Club
Ramside Hall Golf Course
Ramside Hall
Hardwick Hall Hotel
Hardwick Hall Gardens
Bowburn Hall Hotel
Lancastrian Suite and Events Catering
Alnwick Gardens
Bar Beyond – Opera
Responsibilities and Boundaries of Accountability
Departmental & Company Job Descriptions (to be added as required)
Health and Safety Advice
Section 4 Arrangements
Health and Safety Training - Line Managers
Health and Safety Training – Workforce
Safety Management Systems and Auditing
Risk Assessments and Control Measures
Safe Methods of Work
Permit to Work
Manual Handling
Personal Protective Equipment
Ergonomics and Work Related Upper Limb Disorders (WRULD)
Display Screen Equipment
Communications and Consultations
Fire Precautions
Accident and Incident Reporting
First Aid
Hazardous Substances
Electrical Safety
Gas Appliances
Safety Signs and Pipe Ranges and Valves and Vessels Colour Coding
Welfare facilities
Work Equipment (Including Hand Tools)
Contractors Controls
Asbestos Containing Materials
Human Factors - Managing Behaviours
Young Persons
Stress
Lone Workers
New and Expectant Mothers
Working at Heights
Noise at Work
Hand-arm and Whole Body Vibration
Legionella Controls
Swimming Pools and Spas
Sharps
Golf Clubs
Vehicular and Pedestrian Routes
Outdoor Play Areas
Section 5 Documentation (Records)
The following assessments and record documents may be held elsewhere with reference paid to where the files are held in order to ensure a flowing audit chase.
There will however be blank forms available within this manual for the various assessments of risk that are necessary to be addressed.
Documentation (Records) Include:
Risk Assessments
Manual Handling Assessments
Personal Protective Equipment (PPE) Assessments and issue (when required):
COSHH Assessment and Safety Data Sheets (SDS)
Display Screen Equipment (DSE) Assessments
New and Expectant Mother’s (NEM) Assessments
Fire Risk Assessment (FRA)
First Aid Assessment (guidance)
Further Action Plans (for all types of assessments of risk)
Cascading Controls from Risk Assessments to workforce (toolbox talks)
Training Records – Competence Based
Health and Safety Training, Information and Instruction Records
Departmental Health and Safety Internal Audits
Corporate / Company Health and Safety Audits and Reviews
Site and Equipment Inspections (as required)
Portable Electrical Appliance Testing (PAT)
Fixed Electrical Wiring Certificate (5 yearly certificate)
Control of Contractors Documentation
Lifting Equipment – Thorough Examination Records
Noise Measurements
Passenger / Goods Lifts (Dumb Waiters) – Thorough Examination Certification
Gas Safety Certificate (Gas Appliances)
Accident and Incident Investigation and Witness Statement Documents - Blank
Asbestos Records (where applicable)
SECTION 1
INTRODUCTION
INTRODUCTION to COMPANY OPERATIONS
The Ramsides Estates conduct their business from a number of outlets and under several stand-alone company names.
The following are an integral part of the Ramside Estates:
Ramside Hall Hotel
Ramside Golf Club
SPA at Ramside Hall
Hardwick Hall Hotel
Hardwick Gardens
Bowburn Hall Hotel
Lancastrian Suite
Alnwick Gardens
Bar Beyond – Opera
Events Catering
The company are a family owned and run organisation and pride themselves in conducting their business in the hotel and leisure business sector.
As the company deals in the customer focussed accommodation, leisure, food and drink sector there is a separate policy for food safety and hygiene available and needs to be readily available with this policy in the various workplaces.
FOREWORD
This manual was originally prepared by Paul Kelly CMIOSH; MNEIMME – OSHCR, a registered competent Health and Safety and Food Safety Consultant and Teacher in October 2013 for consultation, acceptance and implementation by the board of directors. It was prepared for and on behalf of the company known as Ramside Estates Limited.
Following a review of this policy and manual and after significant change in the company operations (specifically the SPA and pool leisure section) this was been amended and updated in June 2015 by the Paul Kelly, the Group Safety Advisor.
The manual and its contents have been fully accepted by the company owners, in particular the managing director and the key management personnel who have influence upon the behaviours of people and their activities at each of the operational sites.
A limited number of ‘generic’ risk assessment documents may be designed which will allow for site and task specific assessment to be conducted as required by the management at these premises.
Generic documents are no substitute for actual ‘suitable and sufficient’ risk assessments but may be used as a starting point when conducting and managing risk assessments.
All generic risk assessments will be addressed as site specific and ‘suitable and sufficient’ by those line managers who have control of the work required in advance of operations to be undertaken by the workforce.
Company arrangements, assessments and monitoring documentation may be freely photocopied or printed out from computer records in order to demonstrate the continuous health and safety management of this company.
The system is to be backed up by suitable behavioural management and it is their attitudes and behaviours that the company’s safe operations rely upon in order for the workforce to conduct their operations in a safe and secure environment.
HEALTH AND SAFETY MANUAL FORMAT
A Health and Safety Policy comprises of 3 main elements.
General Health and Safety Policy Statement.
Organisation.
Arrangements (normally referred to as Policies).
The format of this health and safety manual embraces this requirement of a health and safety policy in terms of the general health and safety policy statement, the organisation chart (organagram) and arrangements (policies).
Company arrangements can be found in Section 4 of this manual and additional site or personnel specific procedures may be added as required.
Section 5 of the manual allows for documented evidence of the company’s health and safety management systems (SMS). This includes risk assessments, inspections, audits, reviews, maintenance records and health and safety training records. Alternatively such records may be held elsewhere in separate clearly marked and readily available files.
HEALTH AND SAFETY MANAGEMENT SYSTEMS
Accountability
The document known as successful health and safety management (HS G 65) outline the requirements for a company to address strategic management systems for which they are accountable. This Safety Management System (SMS) closely follows the structure for corporate strategy as given in HS G 65.
The corporate strategy includes:
Policy;
Organising;
Planning and Implementing;
Measuring performance;
Review of performance and
Auditing
Line Management Responsibility
The management of Health and Safety at Work Regulations require the effective management of health and safety at work in relation to:
Planning;
Organising;
Control (Implementing);
Monitoring;
Reviewing and
Auditing
Effective Safety Management System (SMS)
This allows for company directors to effectively measure the performance of their managers and supervisors who are responsible for managing health and safety on their behalf. This is enforced under the Health and Safety at Work Act 1974 and associated legislation.
Implementation of the management systems within this health and safety manual will demonstrate the commitment and effective management of health and safety of the employer.
Audits, inspections and risk assessment ‘further action plans’ allow for further actions to be planned and implemented as required. In addition they determine a measurable level of compliance.
As risk assessments are the back bone of any SMS generic assessments will allow for site specific and suitable and sufficient risk assessments to be addressed and effectively managed by risk assessors / management who manage their areas and tasks undertaken within the control on a day to day basis.
SECTION 2
GENERALHEALTH & SAFETY
POLICY STATEMENT
RAMSIDE ESTATES
GENERAL HEALTH AND SAFETY POLICY STATEMENT
The company owners and directors are committed to providing a high standard of health, safety and welfare for the employees and all those who are affected by our undertakings. We are committed to the reduction of accidents, incidents, ill health and other unnecessary losses.
The primary responsibilities and accountabilities of implementing, monitoring, reviewing and effectively managing Ramside Estates health and safety management systems lies with the MD of the company.
Managing health and safety is an integral function of management and as such receives priority in achieving the employer’s objectives. To this end it is the responsibility of line and specialist management to implement and monitor the system on a day to day basis.
Proactive strategies, particularly risk assessments are critical in the planning, organising, implementation, monitoring and reviewing of our policy. Monitoring and auditing serve to measure our performance and allow for continuous improvement.
Staff will receive the requisite training, information, instruction and supervision in order to maintain competence and work in a safe manner.
Consultation and communication are necessary to achieve the company’s goals and will be ongoing.
The appropriate financial arrangements shall be in place by the company directors to address the requisite health and safety needs in accordance with what is reasonably practicable.
All employees have a duty to work in a safe manner and in accordance with company arrangements. They are to co-operate with their employer, report any deficiencies, carry out the work they are trained to do and use any equipment including personal protective equipment that may be provided by the employer for safe working practices. The policy will be brought to the attention of all of the Ramside Estates full and part time employees as required.
Signed: ............................................. (MD)
Name: John Adamson
Date: June 2015
SECTION 3
ORGANISATION
ORGANISATION CHART – RAMSIDE HALL HOTEL
Managing Director MD
Restaurant Supervisor
Head Chef
X3
Director
General Manager
Operations Manager
Duty Managers
X3
Housekeeping Manager
Reception Manager
Sous Chefs
Assistant Housekeeper
Executive Head Chef
Restaurant Manager
Night Porters Carvery Supervisor
Bar SupervisorRestaurant Supervisor
Deputy Reception
ORGANISATION CHART – RAMSIDE GOLF CLUB
Managing Director MD
Director
General Manager
Club House Manager
Head Reception
ORGANISATION CHART – RAMSIDE GOLF COURSE
Managing Director MD
Director
General Manager
Golf Course Manager
Deputy Managers x2
ORGANISATION CHART – SPA at RAMSIDE HALL
ORGANISATION CHART – HARDWICK HALL HOTEL
Restaurant Supervisor
Head Chef
General Manager
Deputy Manager
Duty Managers
X2
Housekeeping Manager
Reception Manager
Sous Chefs
Assistant Housekeeper
Executive Head Chef
Restaurant Manager
Night Porters
Deputy Reception
Managing Director MD
ORGANISATION CHART – HARDWICK GARDENS
Managing Director
Manager
ORGAN
ORGANISATION CHART – BOWBURN HALL HOTEL
Managing Director MD
2nd Chef
Director
General Manager
Assistant Manager
Reception and Sales Co-ordinator
Head ChefHousekeeping Manager
ORGANISATION CHART – LANCASTRIAN SUITE AND CATERING EVENTS
Managing Director MD
2nd Chef
Director
General Manager
Bar Manager Head Chef
ORGANISATION CHART – ALNWICK GARDENS
Managing Director MD
Sous Chef
Director
Food and Beverage Manager
Supervisors x2
Team Leaders
x4
Head Chef
ORGANISATION CHART – BAR BEYOND – OPERA
Managing Director MD
Director
General Manager
Duty Managers
X3
Head Chef
RESPONSIBILITIES AND BOUNDARIES OF ACCOUNTABILITY
Primary accountability lies with the employer. The MD has the ultimate responsibility to ensure that health and safety is managed effectively.
Line and specialist management has the overall responsibility for the effective management of health and safety.
The boundaries of accountability lie with the resources and controls afforded to the manager. First and second line management must ensure that health and safety is managed in a structured manner in terms of effective planning, organisation, control (implementation), monitoring and reviewing. Only when management have exercised all such afforded controls and resources in terms of shift patterns, times, manpower, costs and the like would the boundaries of accountability be likely to be exceeded. Interim but adequate control measures may need to be implemented and effectively managed.
Documented evidence (e.g. risk assessment action plan) and good line management communication methods must be in place when breaking through the boundaries of accountability.
The employer should conduct an annual audit and record their findings and proposed actions in section 5 or in records held elsewhere.
JOB DESCRIPTION
Job Descriptions - all
Job descriptions and / or job specifications should be developed by the company or and copies of are required below or held in separate records or personnel files.
Responsibilities of Tiers of Line and Specialist Management
All tiers of management have legal duties to effectively manage health and safety at work.
The organisational chart for each site and department identifies management posts and to whom they are reportable to.
All tiers of management must ensure that Risk Assessments have been conducted, the control measures in place, cascaded to relevant employees and effectively managed.
All tiers of management must ensure that any incident and accident are investigated and that all relevant documentation to include the accident book, investigation forms and was necessary the witness statement forms have been completed with clear actions to prevent a re-occurrence.
Employees Job Descriptions
All employees must receive health and safety awareness induction training, information and instruction to clarify their roles in relation to health and safety at work. A function and duty of each employee is to ensure that they comply with legislation and mandatory arrangements and requirements.
HEALTH AND SAFETY ADVICE
Enforcement Authorities
Ramside Estates Limited currently conduct their business at several static and mobile sites and as such the separate companies are subject to different but relevant enforcing authorities covering DH, DL, NE and TS post codes.
Corporate Advice
The company has contracted a ‘Group Safety Advisor’ (part time advisory) in a corporate roll to establish management systems, advise management and measure the performance of management who have specific responsibilities and duties and can influence the behaviours of employees.
In addition safety related training programmes are designed and delivered for employees and management.
The ‘Group Safety Advisor’ and consultant is currently:
Paul Kelly CMIOSH; MNEIMME - OSHCR
Company telephone: 0191 386 5282
Personal Mobile: 07976 602 719
Company E-mail: [email protected]
SECTION 4
COMPANY ARRANGEMENTS
(POLICIES)
HEALTH AND SAFETY TRAINING - LINE MANAGERS
Health and Safety Management Qualifications and Course Attendance
Line and specialist managers who manage health and safety on a day to day basis on behalf of the employer should have sufficient knowledge in health and safety at work to carry out their function.
A supervisory management or management course in health and safety at work in addition to their competence based and professional qualifications would be a pre-requisite to current and future employment for managerial positions within the company.
Ramside Estates have developed a ‘Safety Management for Managers’ course which primarily deals with the fundamental requirements of managing safety, behavioural management, accountabilities, up to date criminal and civil liabilities and their implications and effective pro-active and re-active means of managing safety at work.
They must be trained in the principles, practices and roles relating to risk assessments and the management thereof. The safety management for managers encompasses this and it is now a pre-requisite that all current and future personnel who are part of the management team or can influence other people’s behaviours will attend the course at the earliest opportunity.
Health & Safety Policy – Information, Instruction and Training
In addition to any health & safety management course the company will ensure that the following topics which are specific to the company operations are cascaded to all current and future management:
The health and safety manual – contents and principles Corporate health and safety policies Safety management systems (SMS) Mandatory documentation – records Audit and Review process Aspects of behavioural management Demonstration of commitment by the MD
Records
Records of such training and copies of qualifications and attendance documents must be kept readily available with the Health and Safety Manual or referenced file.
HEALTH AND SAFETY TRAINING - WORKFORCE
Health and Safety Awareness – Induction Training
At the earliest possible opportunity all employees must receive health and safety awareness information, instruction and training.
The company has designed and deliver a course entitled ‘Health and Safety Related Induction’ training and where necessary includes fundamental food safety and hygiene.
This health and safety awareness training may be cascaded by the company management.
Health and safety training will include the following:-
Principles of health and safety Health and Safety at Work Act 1974 Company policy arrangements and health and safety manual – Employees duties Manual Handling principles Applicable risk assessment “control measures”
Competence Based Training
Procedural arrangements, task, on-job and other competence based training are also required.
The management arranges for and ensures this training is conducted until they determine the competence of an employee for a given task.
Records of Competence Based Training & Health and Safety Awareness.
Records of both the competence based and health and safety awareness training must be kept readily available with the Health and Safety Manual or alternatively held in other training records files.
In addition each member may also be required to complete a health & safety awareness questionnaire and submit this to the manager for filing in the records as evidence of this taking place.
SAFETY MANAGEMENT SYSTEMS AND AUDITING
Safety Management
Health and safety is managed in a structured manner in relation to the normal management systems approach in terms of planning, organising, control (implementing), monitoring and reviewing and an auditing program.
There are 2 fundamental elements to the effective management of health and safety at work. The first is the pro-active approach and involves a suitable and sufficient risk assessment programme, competent persons and the implementation and managing of effective control measures. The second is the re-active approach where incidents and accidents are investigated with the view of recommendations to prevent a recurrence.
Auditing
Health and safety audits assist to monitor health and safety performance and levels of compliance. The structure of health and safety audits and who conducts them are given below:
Daily monitoring, supervision and implementation of safe working methods and specific control measures from site specific risk assessments are done by first line management.
Regular monitoring of the first line management performance is undertaken by their line manager and finally by the senior (general) manager
It shall be the duty of the directors of the company to ensure that an audit on the performance and documentation of their managers is conducted at least annually.
RISK ASSESSMENT AND CONTROL MEASURES
General Risk Assessment
A competent risk assessor may produce a generic assessment document as required.NB: A ‘generic’ risk assessment form is NOT to be confused with actual risk assessments they are merely starting points which may assist a risk assessor (line manager) in conducting their “suitable and sufficient” risk assessment.
Site Specific Risk Assessments and Methodology
Suitable and sufficient risk assessments (task and site specific) are to be conducted by competent personnel (risk assessors) who have successfully attended the safety courses complete with the integral risk assessor’s training using the official company risk assessment form. An Inventory of tasks may help plan and monitor actual assessments.
Where the generic risk assessments have been produced an assessor may use this to ensure all control measures are in place prior to the task commencing. For task or site specific assessments a blank risk assessment form may be used, as could a partially completed generic form;
Site specific hazards in addition to the generic list are to be added by the assessor and any other control measures could then be addressed;
The assessor then assesses whether the control measures are adequate and if so would enter “no” in the column marked ‘further action required’;
Should the assessor enter a ‘yes’ in the further action required column then they would complete the ‘risk assessment further action plan’ and where possible remedies and controls could be listed;
Interim controls should be implemented and effectively managed; The assessor would address the H-M-L column at the top of the risk assessment form
which is known as the ‘risk factor’ and place a tick in the appropriate box. If no further action were required then the ‘L’ (low) box would be ticked. Should the assessor tick the ‘H’ (high) risk box then this would give great cause for concern and would highlight this as a priority to be addressed immediately as no work can be undertaken where a high risk factor (after considering all control measures) still exist;.
Interim control measures are required where an ‘M’ has been identified. This is done by increased management supervision, variable interim control measures as deemed necessary and the completion of a further action plan;
The assessor then signs the risk assessment form and places the risk assessment in Section 5 of this manual;
All Risk assessments are to be signed and dated by the assessor and kept on site.
Corrective Action
Where an assessment shows the need of further action then the ‘assessor’ must enter details on a ‘risk assessment further action plan’ and forward this to the appropriate manager for corrective action as appropriate. Where the assessor and the manager are the same person then they should plan a course of action to rectify the situation. When considering the actions as indicated by the assessor the manager (or director) should view them under the hierarchy of controls and under the term of ‘reasonably practicable’.
Information and Instruction
The hazards and safeguards (control measures) from all relevant risk assessments must be relayed to the appropriate staff and a record of this must be kept. The management shall ensure that this takes place and is recorded accordingly.
‘Toolbox talks’ may be used to cascade the controls of all relevant Risk Assessments to the appropriate persons who are to be performing such tasks.
Re-Assessment and Post Accident Risk Assessments
These are to be conducted periodically where a change in equipment, location or job requires it, at a maximum period of 12 months and following an industrial accident or incident.
Management of Risk Assessments
It is the effective management of the Risk assessment that saves lives and reduces accidents and incidents. It is essential that the Risk assessments are made readily available to those carrying out the tasks and those who are supervising such activities.
Employees Duties
All employees must use any equipment or substance in accordance with the training and instruction given.
They must co-operate with the employer and inform of any serious situations imminent dangers or shortcomings in arrangements, as they consider appropriate.
Young Persons
Additional specific provisions shall be afforded to Young Persons where applicable.
SAFE METHODS OF WORK
Safe Methods of Work
Every task and operation needs to be carried out in a safe manner so as to protect those conducting the operations and anyone who may be harmed directly or indirectly from those operations being conducted.
Where a written ‘Safe Method of Work’ is not readily available then greater detail must be addressed in the written risk assessments of the tasks or operations to be conducted. A risk assessment may refer to a safe method of work as a specific means of operating safely and this may be entered in the ‘control measures’ section of the risk assessment form.
Safe Method of Work Format
The safe method of work company standard format is to be as follows:
In Advance of Operations (Develop Risk Assessments in accordance with the individual tasks identified)
Prior to Work Commencing Work Place – Site Inspection Equipment in Use Asbestos Containing Materials (as applicable) During Work Operations Upon Completion of Tasks
Safe Method of Work Format – Template
A template for any Safe Method of Work has been produced and can be found on the next pages.
Safe Method of Work - Template
In Advance of Operations
Establish what equipment is required.
Establish workforce Requirements.
Develop Risk Assessments in accordance with the individual tasks identified.
Prior to Work Commencing
Include: Pre-site visit / Site inspection / Workplace Assessment.
Establish the access and egress for operations.
Convert any outstanding Generic Risk Assessments into Site Specific Assessments.
Ensure familiarity of the Risk Assessments and associated Control Measures
Ensure the hazards and control measures of each task are cascaded to those conducting the operations
Work Place – Site Inspection
Conduct site inspection and ensure walkways are kept free from obstruction.
Establish safe area for tools and equipment.
Equipment in Use
Only suitable work equipment will be utilised on site during the operations and tasks and ensure they will be safe for use and well maintained and tested.
The items of work equipment to be used for this project will include (list if applicable):
Asbestos Containing Materials
If informed by the duty holder of the presence of ACM follow their rules and do not disturb or expose fibres.
If unavoidable then stop work operations and immediately and inform line manager.
During Work Operations
Ensure work is carried out in accordance with Risk Assessments.
Re-Assess where changes deem necessary and manage the change.
Adopt good housekeeping attitudes with a ‘clean as you go’ Policy.
Maintain contact with the principal contractor (or duty holder) throughout the project.
Upon Completion of Tasks
Remove equipment from site.
Make safe the area.
PERMITS TO WORK
Introduction to a Permit-to-Work System
Where work has been identified as potentially hazardous then a permit-to-work system which is a formal process used to control work may be utilised. Issuing a permit does not in itself make a job safe and this is to be achieved by those who are managing the operations.
Examples of activities where a permit-to-work system or isolation certificate may be required include: hot work; work near toxic, flammable or dangerous substances, explosives, radioactive substances or pressure systems; high voltage electrical work; confined space entry; work at heights and pressure testing.
Essentials of a Permit-to-Work System
The main sections of a permit-to-work system are as follows:
Display Suspension Permit Interaction Handover Hand-back Permit Authorisation and Supervision
Objectives and Functions of a Permit-to-Work System
A permit to work cannot be implemented without the senior management on site being aware of the intentions and reasons for issue.
The operations and objectives of such a system include: Ensuring proper authorisation of designated work Clearly identify to those conducting the work the nature, extent and identity Specifying precautions necessary – including specific isolation Ensure the senior manager on duty is fully aware Record of the nature of work and precautions taken Suitable display of permits Timescales – including suspension and completion Providing for any control of operations that may interact or effect one another Providing a formal hand-over procedure during long term permit use Formal hand-back procedure Process of change – reassign and the means of communication
Training and Competence
Permits-to-work may only be issued by those who are competent in the ‘management’ of the operations of the tasks in hand.
All persons who are involved in the permit-to-work process need to be trained in the operations and implementation of such a system.
MANUAL HANDLING
Hierarchy of Measures
Avoid manual handling operations where possible by redesigning the task or by automation or mechanising the process;
Suitable and sufficient assessments are to be conducted by assessors where hazardous manual handling operations cannot be avoided;
Reduce the risk of injury by considering mechanical assistance or improve the task, load or working environment.
Manual Handling Assessments
A manual handling assessment is to be conducted by an assessor when:
A risk assessment identifies manual handling operations as one of the hazards for a given task and the task itself is purely a manual handling operation where a significant degree of risk is involved.
The assessments are to be conducted using the official company documentation.
The factors covered in such an assessment are; task, individual, load and environmental (TILE) consideration and are highlighted on the blank generic forms.
Corrective Action
When an assessment shows the need for further action then the assessor must enter details on a ‘risk assessment action plan’ and (where the boundaries of accountability apply) forward this to the appropriate manager to plan and implement corrective action.
Information and Instruction
The hazards and safeguards from all relevant manual handling assessments must be relayed to the appropriate staff and a record must be kept.
Kinetic Handling – Manual Handling Training ‘Principles’
Where there is a need for manual handling operations that are potentially hazardous to be carried out, then there is a need for an assessment and basic ‘principles of manual handling’ and kinetic training of the employees. The management must identify the training need and arrange for and conduct appropriate manual handling training. A behavioural management and cognitive approach to the principles of manual handling are to be an integral part of this training. These ‘principles now form part of the company safety related induction training.
Employees Responsibilities
Every employee is to make full and proper use of any system of work provided for use by the employer and this could include trolleys. The employee must also inform their manager if they are medically incapable of manually handling loads, or if they are pregnant or a new mother.
Pregnant women and new mothers are ‘not’ permitted to handle awkward or heavy loads and the management must strictly enforce this policy.
PERSONAL PROTECTIVE EQUIPMENT
Training, Information and Instruction
The company may use personal protective equipment (PPE) for a variety of tasks as conducted by the workforce or for walking on site in the operational areas.
All personnel who are required to use PPE must receive the necessary information, instruction and / or training as required for that particular PPE. This must include:
The risks the PPE will avoid or limit;
The purpose of and manner in which PPE is used;
The employee’s actions in order to maintain PPE;
Records of training must be kept on site by management.
PPE Assessments
PPE assessments are required in order that the suitable and appropriate PPE can be obtained and used for a given task if required.
Selection, Issue, Maintenance, Replacement and Accommodation
Comfort and wearer acceptability are to be considered upon first issue of PPE. Manufacturer’s literature and the EC Standard must be cross-referenced to the residual risks are highlighted in the risk assessments already undertaken. Manufacturer’s booklets and leaflets assist with the training requirements above. Maintenance or replacement, along with accommodation of the PPE must be arranged by management. Accommodation for PPE must be provided.
Records of PPE issue need to be kept readily available.
Employees Duties
These include to:
‘Use’ the PPE where a task and / or risk assessment dictates;
‘Use’ the PPE as identified on any mandatory sign within a mandatory zone;
Report defects;
Return PPE to the appropriate accommodation after use (not applicable for disposable items).
ERGONOMICS & WORK RELATED UPPER LIMB DISORDERS
WRULD and Ergonomics
Reference should be paid to the display screen equipment (DSE) policy in the arrangements section of this safety manual and the requirement for all DSE users to attend an appropriate information, instruction and / or training programme.
Ergonomics is the interaction between people equipment and their environment. Essentially it is the task to ‘fit’ the individual. Examples include: The Cranfield man, DSE Chair and car / cab design.
Guidelines for potential WRULD’s
The company addresses this as part of the risk assessment program and the following is given as guidance for any potential activity that may give rise to WRULD. Work related upper limb disorders (WRULD) increased Risk has 3 general requirements being: Force, Frequency and Duration and thirdly Posture
W.R.U.L.D. Preventative Measures
WRULD preventative measures need to be implemented by line management and may manifest themselves in the following processors:
Risk Assessments Ergonomic Principles (examples as follows):
Work design: is concerned with incorporating ergonomics into design of tools, machines, workplace and work method
Organisation arrangements: is concerned with selection; training; matching individuals skills to job demands; job rotation; automation.
Reduction: Ref: x 3 increased general risk factors
1. Reduction of Force Levels – examples include:
Keep cutting edges sharp Spread forces over several fingers Alternate hands Better mechanical advantage
Consider hand protection Maintenance of tools Training
2. Reduce Highly Repetitive Movements – examples include:
Minimise repetitive motions: Analysis of the sequence of job elements; use alternative muscle groups.
Job Enlargements (mullet-disciplined): Restructuring jobs so that each employee has various tasks to perform (but only when trained and competent to do so).
Mechanisation: Special tools with ratchet devices or power tools. Automation: Automated robotic systems. Reduction of Machine Pace: Self-paced systems (fatigue).
3. Postural Change:
Redesign or modification of operation or product Altering the tool or controls (Bend tool or handle not wrist) Move the part (Rotate part keep wrist straight) Move operator (Change positions)
DISPLAY SCREEN EQUIPMENT (DSE)
Users and Operation
It is the duty of the manager to determine the ‘users’ of DSE by using the following guidelines:
They use DSE for a summated total of 2 hours or more per day; or They use DSE for prolonged spells of more than 1 hour; or They use DSE more or less continuous on most days.
DSE Assessments
Suitable and sufficient DSE assessments are to be conducted by competent staff on completion of the health and safety awareness information, instruction and training.
DSE assessments can be undertaken by the individual user, using the official company DSE assessment form. Completed assessment forms and any further action plans (where applicable) should be forwarded to the manager. Where the manager is also a designated user, then they will hold the assessments and these will be subject to periodic auditing.
The factors to be considered in such an assessment are: equipment, environment, and computer / user interface.
DSE User Training
This should be addressed during the health and safety awareness, information, instruction and training meetings with staff.
Corrective Action
Where a DSE assessment shows the need for further action, then the assessor must enter details on the ‘Risk Assessment Action Plan’ and forward this to their line manager to plan and implement corrective action.
Work Breaks
The company recognises that short, frequent breaks are necessary for the user’s health. A 5 or 10 minute break every 1 or 2 hours (maximum) should be built into the department’s working schedule by management.
The term break may be determined as a rest break or break time conducting other tasks.
Eye Sight Tests
DSE eye sight tests may be required and management shall arrange accordingly.
COMMUNICATIONS AND CONSULTATIONS
Cascading of Information and Consultation with Line Managers
Ramside Estates actively encourages their employees to attend regular meetings as part of their commitment to the consultation process.
Meetings should take place regularly and the results should be cascaded to all appropriate staff. Information may be offered verbally during toolbox talks (but confirmation must be in writing), written information by letter, memo, e-mail, notice boards etc. and during weekly briefings.
The work force must address any health & safety issue with their immediate line manager. Within the manager’s boundaries of accountability, they must attend to the raised issues and take steps to remedy the situation.
Consultation with staff
Where 2 or more employees request a health and safety committee then the company will make the provisions for such meetings to take place at intervals not exceeding 3 months.
Safety representatives (union) or representatives of safety (i.e.: not a recognised trade union) must be elected by the staff to speak on their behalf. Should this be required then management must be available to meet representatives and minutes of these meetings will be taken.
Terms of reference and committee meeting structure should be addressed to maximise the effectiveness of the committee.
Where safety committee meetings do not take place then management must take steps to ensure the entire workforce is consulted on health & safety matters.
FIRE PRECAUTIONS
Fire Risk Assessment
A fire risk assessment (FRA) should be carried out by a person competent to do so, e.g. fire appliance maintenance company or with assistance and guidance from a relevant and competent source and safeguards must be established and maintained and the assessment must be effectively managed.
Each building (or as applicable temporary structure) must be subject to such a FRA and the controls identified within the FRA must be implemented and adhered to by management.
Fire Instruction and Drills
Fire instruction shall be given to new staff as soon as possible and at least once in the first month of employment by fire wardens (management). Periodic refresher training is also required in respect of:- the action to be taken on discovering a fire; the action to be taken on hearing the alarm of fire; the action to be taken at the assembly point; the action to be taken to call the fire brigade; the action to be taken to make safe power supplies, machinery and processes; the purpose, location and operation of the fire safety equipment provided, such as fire extinguishers, fire alarms, isolation procedures, emergency arrangements; the purpose, location and operation of the means of escape provided, such as escape routes, fire resistant doors, door fastenings etc.; the purpose, location and operation of any other items provided for fire safety.
Fire drills shall be conducted every 12 months as follows: they should simulate conditions in which at least one of the escape routes from the buildings are obstructed; the fire alarm should be operated by a member of the staff on instructions received from the management and thereafter the fire procedure shall be rehearsed as fully as circumstances allow; information of a proposed fire drill should only be given to those members of the staff for whom, for purposes of safety, it is considered necessary.
Records can be kept in the ‘fire log book’ or similar document and shall include the following: date of instruction or drill; duration of instruction or drill, and in respect of a complete evacuation the time taken; name of instructor or person initiating a drill; names of persons receiving instruction; nature of instruction or drill; observations of instructor or person initiating a drill.
Maintaining Fire Fighting Equipment
All firefighting equipment must be maintained at regular intervals by a competent person or vetted company.
Portable fire extinguishers and blankets should be maintained at least annually.
All fire controls and detectors must be regularly inspected and adequately maintained and this includes automatic fire fighting systems associated with bunds around storage tanks.
Safety Signs
All signs posted above appliances and on escape routes must comply with current Safety Signs and Signals Regulations.
Specific fire notices (fire action plans) must be posted to remind personnel of the actions to take on discovering a fire, on hearing the alarm and where the nearest ‘muster’ point is positioned.
Fire Action Plan
A Fire Action Plan notice must be displayed at suitable locations at each site. Emergency evacuation procedures ‘may’ be enhanced by a plan layout of the site identifying egress routes and doors etc.
Employee Duties
All employees must follow the instructions as given by fire wardens and the fire action plans.
Should an employee discover a fire then they must immediately sound the alarm and leave the building.
Under no circumstances must an employee waste time and thus endanger occupant’s lives by attempting to extinguish a fire before an alarm has been raised. Likewise employees are not trained to fight fires and full consideration must be themselves and all other occupants of a building.
Should an employee here the fire alarm then they must immediately leave the building by the nearest available and safe egress route and head for their muster point.
Visitors
Although visitors must be briefed in relation to evacuation procedures it will be the responsibility of those who have control of the visitors whilst on site to ensure they evacuate the premises safely.
ACCIDENT AND INCIDENT REPORTING
Accident Recording (Data Protection Act Compliant)
All industrial accidents which lead to an injury no matter how slight must be recorded in the accident book. These include physical assaults on staff. The management must ensure that a full entry has been made. Completed accident book entries must be in accordance with the Data Protection Act whereby entries may not be left in the book for others to view and hence the perforations at the top of each entry page and records kept for at least 3 years.
Accident and Incident Investigation
All industrial accidents are to be investigated in order to prevent a recurrence on the same day and during the same shift as the accident. The degree of investigation is determined by either the severity of the accident (i.e. a ‘major’ accident or loss time accident) or where a near miss (no injury) has resulted then it is the potential consequences which may have occurred or could occur in the future without taking additional control measures.
Accident investigations may result in the completion of separate an accident and incident form or on additional paper with the requisite details.
Accident Investigation Forms and Witness Statement Forms
The manager or supervisor is to conduct such investigations and complete all parts of the internal accident report form. A blank accident investigation form may be found in this manual and a supply needs to be kept with each accident book at each site.
Where there are witnesses to an incident or accident then the witness statement form should be used. A blank witness statement form may be found in this manual and a supply needs to be kept with each accident book at each site.
Reportable Accident and Dangerous Occurrence Reporting
During 2011 changes were put in place to ensure that reportable accidents are reported to the relevant authority ‘on line.’
If an accident is ‘reportable’ (i.e. reportable to the relevant enforcing authority HSE) under the Reportable Diseases and Dangerous Occurrence Regulations (RIDDOR) then the relevant enforcing authority must be informed by phone initially. A list of such reportable accidents may be found in the new accident book.
It is the responsibility of the management to ensure that the RIDDOR reportable form (on-line - F2508) is fully completed and sent to HSE within 14 days of the major accident or listed dangerous occurrence. It is imperative that this information is in full, accurate and on time in order to remain inside legal timescales.
Listed Reportable Diseases (As listed in appropriate section of RIDDOR)
In cases of reportable diseases further investigation is required and an F2508A form completed if the relevant criteria is fulfilled in accordance with RIDDOR reportable diseases.
Listed Reportable Accidents
A list of reportable accidents may be found in the accident book, held on site.
Over 7 day-Accidents
In 2012 the ‘over 3 – day’ accident reporting requirement was abolished and changed to ‘over 7 – days’.
Site of Accident or Incident
The manager or the assistant on duty must visit the site of the accident where this is possible. Photographs or sketches of the site are often required in the preservation of evidence and for protocol under what was under the Woolf reform but since August 2013 is dealt with often under the ‘claims portal’.
Civil Liabilities and the Claims Portal
The management at each site or department where accident books are situated must ensure all relevant documentation, including accident book entry, accident investigation, witness statement and copies of assessments are sent to head office without delay. The claims portal offers only 24 hours from any civil claim being submitted to the company responding with appropriate ‘confirmation’ of an accident taking place.
Employees Duties
The employee must inform their immediate line manager of any incident or accident at work during the shift they are working and have had an accident. All accidents must be recorded in the accident book by line management.
Under no circumstances may an injured employee or visitor enter his / her details in an accident book. This is a management function and allows for management to investigate the incident or accident during the shift when it occurred.
Full co-operation with accident investigation may be required of either the injured party (where applicable) or a witness.
Where first aid items have been taken from the first aid box then the employee must inform their line manager who will arrange for the replenishing of that particular box.
These duties of ‘employees’ are made known to all attendees during the safety related induction training course for existing and new employees.
FIRST AID
HSE Role
In April 2013 HSE removed themselves from the requirement of ‘HSE approved’ first aid courses and as such a training provider no longer needs to pay HSE a fee to deliver their courses and an ‘approved’ course no longer exists.
First Aider and Appointed Person
Wherever possible, sufficient numbers of first aiders (fully qualified following a 3 / 4 day first aid at work certificate course) or appointed persons (attended x 1 day course emergency actions) as applicable should be available at all times whilst persons are at work.
First Aid Assessment
A ‘first aid assessment’ is required to establish the company’s training needs and equipment needs and this will be regularly reviewed.
First Aid Boxes
A new British Standard for work related first aid kits came out recently and is expected to be in greater use during 2013 and beyond.
Adequate numbers of complete first aid boxes must be available and all staff should be made aware of the location of each box. Each box is to contain a contents leaflet and an emergency first aid leaflet. Under no circumstances should items such as tablets, creams or sprays be stored in a first aid box. Where additional special risk items are identified necessary (such as sterile water bottle) then once opened they must be discarded and renewed. The shelf life shouldn’t be succeeded however it is the potential damaging of sterile dressing packaging that needs to be regularly checked.
Management need to be in a position where they are fully in control over the contents of each first aid kit and any items used will be subject to an accident book entry and investigation or where no accident occurred then this will be dealt with as theft from the company and appropriate action taken accordingly.
Roles of First Aiders and Appointed Persons
The roles of the first aider include in the case of a casualty; assessing the situation; diagnosis; treatment and transfer to medical assistance. An appointed persons roles include; taking charge of the situation; seeking medical assistance and resuscitation as required and if trained to do so.
It is the role of a first aiders and appointed persons to be familiar with the positioning of the first aid box. The manager must ensure there is a periodic check of the contents of the first aid box where deficiencies are found, which includes immediately after the use of any first aid item, the box must be replenished.
Records
Records should be kept and be readily available.
HAZARDOUS SUBSTANCES
Substitution
The company has adopted the preferred ‘substitution’ approach and has substituted many hazardous substances for less hazardous ones.
Aggressive products should be substituted for a less hazardous substance. Alternatively the process should be substituted to reduce or eliminate the risk to the user and others who may be harmed by its use of a hazardous substance.
Safety Data Sheets (SDS)
SDS’s should be made readily available for each hazardous substance in use. They are obtained from suppliers or manufacturers and must be held at the appropriate site.
A SDS is not a substitute for a COSHH Assessments.
COSHH Assessment
A COSHH (Control of Substances Hazardous to Health) assessment must be conducted and control measures established prior to use of a substance.
Particular attention should be given to any WEL (Working Exposure Limit) and advised safeguards (See ‘individual’ and ‘specific’ SDS).
Employees must be informed of applicable COSHH Assessments, relevant controls, data sheets and associated risks in use, storage and distribution. The toolbox talk documentation may be used to record this cascading of information.
Employee’s Duties
Where controls have been established which may include personal protective equipment then it is a duty of the employee to use them whilst performing the task. Management must monitor and ensure this occurs. Always read the label and never mix chemicals.
Employees are to report any perceived problem associated with adverse health effects from chemicals at work.
Records
Information, instruction and training records as well as COSHH Assessments need to be kept readily available.
ELECTRICAL SAFETY
Electrical Competence
All electrical equipment, whether static or portable, must be maintained and inspected and professionally repaired or renewed so as not to give rise to danger. Only electrically competent persons may carry out work on electrical equipment.
Visual Inspections Information, Instruction and Training
Management must ensure that any users of electrical equipment are made aware of the potential dangers, the control measures in place, the visual user checks and the need to report any defects for repair or replacement prior to use. Defective electrical equipment must not be used under any circumstances.
Typical Fundamental Electrical Control Measures
Control measures include: residual current devices (RCD); contractors control and equipment checks; safety extra low voltage (SELV); battery powered tools; reduced voltages (e.g. 110dc / ac centre tapped); correct fuse; maintenance and inspection; competent persons; user checks; double insulation; isolation; insulation; earth; earth bonding; permits to work and company procedures and assessments.
The company has addressed this in their risk assessments accordingly.
Maintenance – Fixed Electrical Wiring (Static Installation)
These can only be worked on (maintained or repaired) by a suitably qualified electrician or electrical engineer. New installations must satisfy the current Electrical Regulations / Qualifications. Residual current devices (RCD) etc. must be installed in the system.
Fixed electrical wiring must be undertaken at intervals not exceeding 5 years and a certificate shall be held in the appropriate ‘records.’
Maintenance - Portable Electrical Equipment
These must be inspected by a person competent to do so in a manner as not to give rise to danger. Existing timescales for an inspection and maintenance programme are to be adopted and documented. The visual user check alone is not normally sufficient.
A ‘Pass’ Tag or labelling system should be in force to recognise tested items. Under no circumstances may any apparatus that has failed its test or is outside of the re-test date be used.
The following are applicable:
Visual user checks prior to use; Formal visual inspections require a greater degree of electrical competence; Portable Appliance Testing (PAT) is an excellent method of detecting faults or confirming
that the appliance does not give rise to danger at the time of inspection.
Frequency of PAT testing
It is recommended that this is carried out annually although many items may need more or less regular testing regimes.
Where visitors or volunteers bring their own electrical apparatus on site then the management be satisfied that these items are safe for use and do not give rise to danger.
Records
Records of inspections and tests should be readily available to be viewed.
GAS APPLIANCES
Gas Appliance Maintenance
All gas appliances must be maintained and inspected annually by ‘Gas Safe’ Registered personnel only.
Under no circumstances will anyone be permitted to work on any gas appliance unless he / she can prove that they are ‘Gas Safe’ registered and competent. Documented evidence of approved persons must be kept by the management.
Upon completion of any work on gas appliances (e.g. boiler) then the approved Gas Safety engineer or company must leave the ‘Gas Safety Certificate’ on site. If an appliance has been condemned then no person shall use that appliance.
Records
The gas safety certificate should be readily available to be viewed.
SAFETY SIGNS AND PIPE RANGES, VALVES AND VESSELS COLOUR CODING
Information, Instruction and Training
Management should cascade the colour coding information and symbol instructions to their appropriate staff.
Zones and Signage
Where applicable management are to establish zones and arrange for appropriate signage where risk assessment and site surveys show the need. The symbols must be displayed but wording may accompany the symbols. Zones may be temporary or permanent and the suitable signage must be displayed.
Mandatory Signs
These are circular and are colour-coded blue and white. As indicated they are ‘must do’ signs and must be obeyed.
Warning Signs
These are triangular and are colour-coded yellow and black. They warn of a hazard.
Prohibition Signs
These are circular and are colour coded red and white with a red band across the circle. As indicated they are ‘do not’ signs and must be obeyed.
Safe Condition Signs
These are either square or rectangular and are colour-coded green and white. Egress routes and first aid facilities are included in this category.
Pipe Range and Valves and Vessels Colour Coding
Pipe ranges and vessels must be indicated with their appropriate standard colour coding so as to determine the contents of pipes and valves and vessels to ensure no error in storage, use or selection may manifest at any time.
WELFARE FACILITIES
Inspection
Welfare facilities provided by the employer for the comfort of staff, visitors and customers should be regularly inspected. In addition to a daily visual inspection, cleaning schedule and any maintenance programme a regular and recorded site inspection should take place.
These inspections are to be undertaken or arranged to undertaken by those who have the relevant zones of responsibility.
It is the manager of that zone of responsibility who must ensure that these have been carried out and any remedial action attended to in a safe manner.
Washing Facilities and Sanitary Conveniences
These facilities will be available for staff and for the visitors at all times whist the site is open for business. Equipment and personal hygiene must be maintained at all times.
Sanitary services may be required to be under a contractual arrangement.
The toilets should be separate for men and women but a particular toilet may be used by both providing there is an internal lock and means of hanging a clothing item on the inside of the door.
Drinking Water
An adequate supply of wholesome drinking water must be available at all times for employees.
Lighting
Adequate lighting is required internally throughout the building and externally for safe access and egress.
Temperature
The temperature should be reasonable during working hours and a thermometer should be displayed for indoor working. An office environment is deemed adequate where 16 degrees “C” is achieved after the 1st hour. Interim measures may be adopted should a temporary problem arise.
Ventilation
Natural ventilation and well-maintained mechanical / electrical ventilation systems should allow for sufficient of quantities fresh or purified air.
Where air ventilation systems are installed the need to be subject to an annual maintenance regime and records should be kept readily available to be viewed. In the interim a cleaning schedule is required to prevent the build-up of dust on the visible extraction units.
Disability Discrimination Act
Reasonable actions ought to be addressed in line with the Disability Discrimination Act. This includes appropriate rails and emergency pull cord in a clearly marked disabled toilet. The pull cord is a means of raising the alarm should a person become distressed or unable to leave the disabled toilet unaided. The external alarm indicator needs to be visible, audible and sited where staff can help when needed.
WORK EQUIPMENT
Maintenance and Inspections
All work equipment should have an inspection and or maintenance programme in place in order to ensure that the equipment is in an efficient working order and good repair. The type of maintenance and duration are determined by the management and dependent upon the potential risk it may offer. An additional visual inspection of site and other work equipment (e.g. Office furniture etc.) should take place regularly.
Suitability of work equipment should be addressed at the pre-ordering stage by persons ordering such items. Existing equipment should be checked for suitability.
Information, Instruction and Training
Staff must receive information, instruction and training for the work equipment that they are intended to use. The management ensures that this competence based training takes place and entries should be made on the appropriate Staff Training Record.
Conformity, Safeguarding, Markings and Warnings.
As applicable the conformity (CE marking) should be checked by management prior to purchase and where required all guards and safeguards should be fitted and operational.
Where markings and warnings are required then these should be fitted and maintained in a good working condition.
As a general purchasing policy standardisation of equipment is an accepted norm.
Pressure Vessels and Systems
Pressure vessels and systems are to be maintained in accordance with manufacturer’s literature in line with the appropriate legislation.
A written scheme is required.
A maintenance programme must be carried out by a competent person (other than an employee). It is the responsibility of the manager to ensure the relevant maintenance is undertaken.
Lifts and Lifting Equipment
Where lifting equipment (including attachments etc.) is in use and humans may be hoisted or supported etc. then a ‘thorough’ maintenance programme must be in operation at intervals not exceeding 6 months. The timescales may revert to a maximum ‘thorough’ inspection and maintenance regime at intervals not exceeding 12 months where humans are not being moved or transported.
Manufacturer’s Literature
Where applicable when purchasing or hiring any item of work equipment it is essential that the unit retain all supplied manufacturer’s literature. This will assist managers in developing their own departmental ‘safe systems of work’. It usually identifies how to use an item safely and the appropriate manufacturer’s recommended timescales for maintenance and inspection programmes.
Hand Tools
I t must be remembered that hand tools are also items of work equipment. As such they must be subject to an inspection and maintenance programme and documented evidence made available.
The correct hand tools must be used as identified in the safe systems of work and associated risk assessments.
Guarding and Safeguarding
All items of machinery and work equipment must be adequately guarded and as required safeguarded.
All guards and safeguards to include: fixed guards, interlocking guards, automatic guards, trip guards, protection devices (light or pressure sensitive), gauges, relieve valves, pressure and ventilating valves etc. must be in good working order and regularly tested, inspected and maintained.
Risk Assessments
All work equipment and the use thereof needs to be subject to a suitable and sufficient risk assessment programme and suitable for the job it is used for.
Employees Duties
All employees must use equipment and tools they are trained to use, report any defects and follow the control measures as identified in the appropriate risk assessments.
A visual inspection of all work equipment prior to use is a fundamental requirement of the employee whilst at work.
CONTRACTORS CONTROLS
Vetted List
The manager should establish a list of vetted contractors that may be used as required.
Where a company has been vetted and accepted for contract work in the past and providing they comply with relevant legislation and site rules then an annual EL / PL Insurance certificate will suffice unless there are any changes to that company’s practices.
To assist with the vetting process consideration should be given to the following:
Contractor’s general health and safety policy statement;
Employers / Public Liability Insurance (current year);
Confirmation of competent staff (they must state only trained persons on job);
Confirmation that equipment is maintained;
Examples of method statement;
Examples of risk assessments (initially generic) and then working site specific assessments;
Examples of COSHH assessments (if applicable);
Where sole traders are contractors then the management must satisfy themselves that the sole trader is competent. This may be done by requesting references; certification; professional body approval etc.
Contractors Control Checklist
A contractor’s control checklist may be used prior to the contractors arriving on site to do any work. No work can be undertaken until the line management who requested the contractors on site, conduct a full investigation to ensure that the contractors site specific risk assessments are complied with.
Contractors Risk Assessments
Contractors provide their risk assessments and the company’s management should check for contractor compliance. Where an assessment involves additional controls (e.g. permits to work, demarcation, access / egress etc.) then these must be attended to.
The main contractor is responsible for the control of any sub-contractors. Contractors and sub-contractors conduct and manage their risk assessments and safe methods of work.
CDM Projects
Should the company require certain construction work to be undertaken by contractors and where this falls under the CDM (Construction, Design and Management Regulations), and then the HSE must be notified on the appropriate document. Full CDM requirements would then be adopted.
Provisions for the Contractors whilst on site
Where there is a need for a contractor or potential contractor to conduct work on site then management must make provisions so that the contractor is shown the relevant areas; hazards and safeguards in the vicinity of the work to be carried out. Written evidence of such meetings is required to be kept on site.
Supervision / Policing of contractors
It is important that management allow for adequate supervision / policing whist contractors are on site. This may be done by requesting a contractor’s risk assessment (site / task specific) and simply checking that the work is being carried out in accordance with the contractor assessments. Bad practices should be brought to the attention of those who are managing a project (large or small) for corrective action.
ASBESTOS CONTAINING MATERIAL - ACM
New Buildings
The following information does not apply to new buildings and where recently constructed buildings have been constructed under the CDM (Construction, Design and Management) Regulations and a ‘Safety File’ confirms that Asbestos Containing Material (ACM) was not used in construction.
A general guide is where a building was constructed or renovated since 1945 and up to 1995 then ACM is highly likely to be used in construction or renovation. If artex (ceiling and walls covering) was used up until 1999 then a small amount of ACM probably still exists.
Although typical guide lines above may help to identify where ACM is suspected in a building it should not be used as confirmation of there being no ACM on the premises.
ACM – All other owned or managed or leased buildings
All of the following information applies where there is a possibility of ACM being present in an establishment.
Work on or with asbestos
No work on asbestos is permitted by any of the Ramside Estates Ltd personnel.
Work on asbestos can only be undertaken by a licensed company, and there are NO alternatives.
Duty at Premises
The duty to obtain an ACM survey lies with the owners of the site and they should make the relevant information available to the company (or companies) occupying the building. The site senior manager is responsible to obtain and effectively manage the ACM survey, assessment, register and records.
Management of Asbestos – Asbestos Containing Material Management Plan
There is a legal requirement to manage the risks from asbestos on all persons with responsibilities for repair and maintenance work at certain premises.
An ACM ‘management plan’ is required for the premises and must indicate where ACM may be and prevent any work being carried out at those locations.
A requirement exists for a suitable and sufficient assessment to be undertaken to establish whether asbestos containing materials (ACM) are or are likely to be present in those premises.
Guidelines for Information
The following information is available in advance of information received from any landlord (as applicable):
Action upon Identifying or Suspecting Asbestos in an Undisturbed Form – Non-domestic premises
Wherever asbestos is identified or suspected to be present in its undisturbed form (e.g. roof sheeting or panels) then the following course of action is required:
Arrange for products to be labelled with an official adhesive asbestos label; Ensure no work is permitted on the asbestos by any employee; Record the findings on the Asbestos register; Ensure personnel who work near the site are made aware of the presence of the
identified or suspected asbestos; Where the need for asbestos removal has been established then arrangements should be
made in the prescribed manner. Should these premises be leased from any landlord then this is a requirement of the landlord.
Action upon discovering or suspecting any release of airborne asbestos dust – Non-domestic premises
Any employee who is of the belief that work is to be undertaken on known or suspected asbestos must inform their manager immediately.
Where an employee believes that they may have been exposed to asbestos dust then following action is required:
The employee informs the manager immediately; Work is halted whilst the manager arranges for samples to be taken by a licensed
contractor to ascertain what type of asbestos is present in the air; The levels of dust present in the atmosphere, and where applicable if there is
residual asbestos dust which has settled and may give rise to danger if disturbed;
An Asbestos Exposure Register would then be completed and kept on record (if applicable);
Temporary warning notices and demarcation to be erected; Arrangements are to be made to rectify the situation in the short, medium and long
term.
Asbestos Risk Assessment
From 1999 the use of ACM’s in building materials was banned which means that any building prior to this is likely to contain such materials.
The landlords (building owners) must ensure an asbestos survey and assessment have been conducted and the findings recorded. The building occupiers should approach their landlord (as applicable) to obtain relevant information following their building asbestos assessment.
This assessment will establish the following: the exact location of all ACM’s (if any); quantity and product type e.g. board coating etc. of ACM’s; type of asbestos present (chrysotile / white, amosite / brown, and crocidolite / blue); condition; likelihood of disturbance or damage suspected; likelihood of exposure to airborne release and any area not accessible during any survey shall be assumed to have asbestos etc. unless strong evidence shows otherwise.
Plan of Work (Method Statement)
A ‘plan of work’ must be produced by the approved contractor and it must be made known to all who may be affected by any actions or controls and be made readily available to the Company prior to work commencing.
Building Asbestos Register
A register of buildings containing asbestos etc. must be maintained for 40 years. Asbestos markings (small stickers) should be attached to such materials.
Asbestos Exposure Register
Where an employee believes that they have been exposed to asbestos dust then they must inform their line manager who must maintain the asbestos exposure register. This ought to be kept for 40 years.
Health Surveillance
Anyone who has been exposed to asbestos dust may be requested to attend health surveillance medicals arranged by their company. Where the appropriate manager deems this necessary, then they shall arrange for such health surveillance in the normal personal confidential manner.
Employee Awareness
All employees should be made aware of this policy and their duty to report any suspected problem or exposure.
It must be stressed that the asbestos hazard does not constitute a risk in an undisturbed, coated, sound condition without any dust.
A single fibre may give rise to mesothelioma disease and as such even minor works (bore hole drilling etc.) is not permitted by any employee or non-competent contractor.
Management Training
Previous surveys and recommendations have determined that senior management at each site are required to attend a 1 day ACM awareness course. This continues to be current (as 2015) company policy.
Competence of ACM Survey and Assessment Contractors
An ACM survey and assessment may only be undertaken by competent contractors. The requisite knowledge, skills and experience must include personnel qualified to: BIOH P402 and S201 as a minimum.
Annual Inspections of Identified ACM at each site
The site ACM survey will identify areas where ACM is present or where it is assumed to be present.
Unless ACM has been removed from site by a competent and approved asbestos removal company under their full assessment control regime then the areas as identified in the ACM survey and ACM assessment must be inspected at least annually.
This annual inspection may only be conducted by a person deemed competent to do so. The guidelines for ACM competency are normally personnel who has attained the necessary specific ACM training in line with that mentioned under competent contractors as above.
ACM Documentation and Records
The ACM file complete with survey, assessment, further actions, register, inspections and records must be held and readily available at the site to which it refers.
It is the senior manager’s responsibility to ensure the ACM file is effectively managed and available for awareness information, contractor’s advice and audit purposes.
HUMAN FACTORS – MANAGING BEHAVIOURS
Behavioural Management
The company recognises the 4 areas to focus upon human factors in the workplace as being:
Human factors in risk assessments;
Analysing incidents, accidents and near misses;
Design and procurement;
Also in certain other aspects of health and safety management
The improvement of human performance is viewed through the design of jobs, equipment, procedures and warnings.
Four main areas requiring the active management and control of health and safety risks are:
Fatigue and shift work;
Communication;
Risk perception and the risk-taking behaviour of individuals;
Also the health and safety culture of the organisation.
The ‘C’s of modern effective management are all to be adopted by the company as an ongoing strategy for the effective management of health and safety at work. These are as follows:
Commitment (from MD and Directors);
Consultation;
Co-operation;
Control;
Competence;
Communication;
Which lead also to a Cultural Approach?
Supervising safety can best be acted upon by adopting the following 3 methods to influence behaviour
The 3 main methods a line manager has to influence behaviour are to:
Lead by example;
Correct bad practices (before they become near misses and or accidents);
Also to give praise with positive motivators when a person does good work
Training Needs
Training needs analysis will be on going and the management will actively and visually lead by example.
‘YOUNG PERSONS’ (WORK AND PLACEMENT)
Introduction
The term ‘young person’ is someone who has not reached the age of 18 years and the term ‘child’ is someone who has not attained normal school leaving age. The term ‘specific risk assessment of young persons’ differs from the normal term of a ‘suitable and sufficient’ assessment as conducted by a competent assessor (task and site) in so far as this type of assessment refers to the immaturity and inexperience, lack of awareness and unfamiliarity of the young persons.
Company Arrangements with local education establishments
When young persons (usually for work experience and placements) work at the site then a site suitable assessment is conducted by the local education authorities who then decide if the placement at these premises is appropriate.
Therefore the company risk assessments for ‘young persons’ would be done on their behalf.
Young Person’s (YP) – Specific Risk Assessments (Placement)
When arrangements are made to receive a ‘placement’ (young person) then the manager to who’s zone of responsibility must ensure that all tiers of management who will be directly involved are informed of the dates, times, tasks and absolute need for CPS (Close Personal Supervision) that must be in place 100% of the time during the young person’s placement.
A ‘Young Person’s (Placement)’ Risk Assessment form template must be completed by that appropriate department management. This must identify the tasks that the YP will be involved in during their placement at any Ramside Estates Ltd premises. The YP assessment form template allows for management to add the task titles onto the template.
Where tasks have been identified for the YP to perform then these Risk Assessments must be readily available and the hazards and control measures in position and need to be cascaded to the YP.
Close Personal Supervision (CPS)
Line management who have been nominated by senior management to ensure that CPS (100% of time) takes place must ensure that all control measures identified in all relevant Risk Assessments are in place and effectively managed.
STRESS
Definition of Stress
Stress has many definitions and includes an adverse reaction to external pressure which usually indicates that the workload etc. has not been effectively managed.
Detection of stress at work
The first line manager is best placed to identify or detect stress at work from his / her members of staff. This may be detected under the categories of: work performance; relationships at work; sickness absence; attitude and behaviour. The following are merely examples of detecting stress:
Reduced output / productivity; Increase in wastage and errors; Poor decision making; Deterioration in planning and control; Tension and conflict between work colleagues; Poor relationships with clients; Increase in industrial relations or disciplinary problems; Increase in overall sickness absence in particular recent short periods of absence; Loss of motivation; Loss of commitment; Erratic or poor timekeeping;
Health & Safety Stress Reduction Strategies
There are many stress reduction strategies available with several offering themselves under the human resources (HR) or personnel banner but all need to be managed.
A stress risk assessment may be required for applicable working staff.
The health and safety stress reduction strategies that are required of management include the following:
Management and Culture – Clear company and departmental objectives; good communication; close employee involvement, particularly during periods of organisational change;
Decision-making / planning – Opportunities for the workforce to contribute ideas; particularly in the organising and planning of their own jobs (listen to them!);
Employee’s role – Clearly defined objectives and responsibilities; Support for those with high level of responsibility;
Job design – Tasks defined; proper use of skills; training; Team building – Involve the workforce during the Risk assessment process; have regular
meetings with the workforce; toolbox talks to cascade new, relevant information and controls from other Risk assessments;
Access to Occupational Health, and confidential counselling where required on site
LONE WORKERS
Assessment of Risk
It is the legal duty of the employer to assess any risks that may arise for activities conducted by ‘lone workers’ and take steps to avoid or control risks as necessary.
The company has recognised that the site may hold substantial sums of money and other expensive items which may give rise to a ‘potential thieves’ future actions and potentially dangerous chemicals on site may give rise to unknown persons entering the site uninvited and thus increasing the risk of any lone worker.
The company has also made provisions so that the ‘lone working’ operations are held to an absolute minimum.
Where the remaining times allow for work operations to be under the ‘lone worker’ term then additional control measures will be addressed through the risk assessment process.
Provisions for Lone Workers
Provisions for lone workers are dependent upon the type of work they are doing or the location where activities are carried out.
{Generic Examples of lone working controls include: mobile phone or other communication devices; lone working monitors / alarms; break down cover for vehicles; travelling first aid kits; security CCTV; regular contact; periodic supervision (regular visits); adequate lighting and appropriate information, instruction and training}.
Training
Toolbox talks where information in relation to hazards and controls identified in risk assessments is cascaded to the lone worker by the assessor. In addition consideration must be given for other types of training such as methods to avoid panic reactions in unusual situations and the possibility of a handling aggression course from a source competent to deliver such a training need.
It is essential a lone worker is fully aware of any emergency procedures including those managed by any other company (as applicable) whilst on their premises.
NEW AND EXPECTANT MOTHERS
New and expectant mothers
It is recognised that new and expectant mothers may be particularly at risk at or in the workplace.
Pregnancy is not an illness or a disability, but it is a natural condition that can affect an individual in different ways.
It must be remembered that in the case of an expectant mother, both the mother and unborn child can be put at risk if specific safeguards are not identified and implemented.
Furthermore, new mothers may take time before they can perform certain tasks as undertaken prior to becoming pregnant.
Risk Assessment
The manager is responsible to ensure that a specific written risk assessment is addressed for each individual new or expectant mother.
The manager must conduct such a risk assessment and implement appropriate control measures as soon as they are aware of a member of staff becoming pregnant etc. The control measures are to be monitored and strictly enforced (e.g. no manual handling activities etc. – see manual handling section).
Employees Duties
It is the duty of any female member of staff with ‘child bearing capabilities’ to inform their line manager as soon as they aware that they are pregnant or have recently become a new mother.
WORKING AT HEIGHTS
Working at Heights
The legal requirement states: ‘where work is carried out at a height, every employer shall take suitable and sufficient measures to prevent so far as reasonably practicable, any person from falling a distance liable to cause personal injury.’
This definition includes access and egress and work at or below ground level but excludes stairwells or slips and trips on the same level.
The appropriate hierarchy of controls includes: avoidance; prevention; minimise and instruction, training and supervision.
Risk Assessment.
The actual ‘need’ to work at heights is the first consideration.
An assessment of risk may need to be undertaken and the following ought to be considered in the process:
Working conditions; access and egress; potential fall distance and consequences; risk of installation, use and dismantling work.
Maintenance
Where work equipment has been identified specifically for working at heights then the equipment must be included in any inspection and maintenance regime.
NOISE AT WORK
Noise Assessments
Where noise at work appears to be hazardous then an assessment in terms of decibels (A) - weighting and frequency ranges is required. This allows for mandatory ear protection zones to be established, noisy equipment, signage, use of ear protectors and future engineering controls.
Noise Zones
Where the first action level of 80 db (A) is noted then warning signs may be erected. Where the second action level of 85 db (A) is discovered then mandatory signs must be erected and ear protectors must be worn. Management should consider the ‘hierarchy of controls’ to implement additional safeguards.
Noise reduction
Positive purchasing policies in relation to noise attenuation are to be established when selecting new equipment and machinery.
Additional noise reduction techniques should be considered including absorption panels.
Ear protectors, plugs and muffs must be kept readily available for issue and management must enforce the wearing of them in noise zones or using noisy equipment.
Employees Duties
Employees have a legal duty to wear ear protectors in noise zones or during noisy tasks in accordance with the appropriate risk assessments.
The type of industry and levels of noise emitted does not give rise to the employees having to wear ear protectors during normal operations at these premises.
HAND ARM – WHOLE BODY VIBRATION
Hand Arm (HAV) & Whole Body (WBV) Vibration Potential Harm
Both HA and WB Vibration are not normally likely to inflict harm on the workforce within the Ramside Estates. However there may be occasions when basic control measures are required to prevent harm to certain employees holding specific roles.
Whole Body Vibration (WBV)
Generally speaking most people who drive road-going vehicles at work are not likely to experience significant levels of WBV.
WBV is the jolting or shaking of the body through a supporting surface which is usually a seat or via the floor. This could include driving or riding a vehicle on a make-shift road or operating earth moving machinery which at times may be undertaken by the ground staff at the golf courses and garden sites.
Selections of relevant tasks which may give rise to WBV are: tractors and mowers and these can give rise to aggravated back pain. There are other main operations that give rise to WBV but are not presently relevant to Ramside Estates operations but include: construction, use of site dumpers, forestry and in mines and quarries.
Exposure Action Value (EAV) for WBV
The EAV is the amount of daily exposure to WBV above which you are required to take action to reduce the risk. It is set at a daily exposure of 0.5 m/s squared A (8).
However simple controls will normally be required for this company.
Exposure Limit Value (ELV) for WBV
The ELV is the maximum amount of vibration an employee may be exposed to on any single day. It is set at a daily exposure of 1.15 m/s squared A(8). This will depend upon the task in hand, the vehicle speed, ground conditions, skill of the driver and duration or time spent operating the vehicle.
However simple control measures will normally be required for this company.
Risk Assessments and Basic Control Measures
Risk assessments are undertaken in the same manner as each other general risk assessment for a given task. In this case the collection of basic information is required to ascertain if a potential problem may exist.
Gather relevant information from manufacturer’s literature that will inform you of any risks to WBV; excessive duration; pot holes and uneven surfaces; being constantly or regularly jolted etc.
Relevant control measures could include: limit duration of operations; job rotation; multi-tasking during a shift; driving on good surfaces; maintenance of surfaces; operator training and sitting in the appropriate ergonomic and comfortable mode.
Hand Arm Vibration (HAV)
HAV is a vibration transmitted from work processes into workers’ hands and arms. It is usually caused by operating hand tools, such as (concrete) breakers, sanders, grinders, disc cutters, hammer drills, chipping hammers, chainsaws, brush cutters, hedge trimmers, hand guided equipment, such as powered lawn mowers, or holding materials being processed by machines such as pedestal grinders.
An HAV may give rise to a potential health problem and involve the use of hand-guided powered equipment and powered machines which process hand-held materials and particularly where operations involve frequent use of hand-held power tools.
Potential Health Effects of HAV
There are a number of health effects from HAV and these include: vibration white finger, tingling and numbness of fingers, not being able to hold items properly and loss of strength in the hands.
Risk Assessment Where the Potential Hazard of HAV has been identified by Management
Risk assessments are undertaken in the same manner as each other general risk assessment for a given task. In this case the collection of basic information is required to ascertain if a potential problem may exist.
An on-line HSE guide entitled ‘Hand Arm Vibration Exposure Calculator’ will help the appropriate and limited number of managers and supervisors ascertain if there is a particular problem. This calculator offers advice when the ‘summated’ total of HAV using equipment is used. An example may be as follows: an item may be used for 1 hour and another for 3 hours and no HAV tool for 4 hours (8 hour shift or 8 hour time weighted average).
Exposure Action Value (EAV) for HAV
This is given as the exposure time required for the individual tool or process, before the EAV of 2.5 m/s squared A (8) is reached. The HSE calculator equates this to 100 points.
Exposure Limit Value (ELV) for HAV
This is given as the total exposure time required for the individual tool or process, before the ELV of 5 m/s squared A (8) or 400 points is reached.
Basic Control Measures for HAV
Relevant control measures could include: limit duration of operations; job rotation; multi-tasking during a shift; alternating tool use; rest breaks; maintenance of equipment; noise reduction techniques; operator training; health surveillance; correct use of PPE ensuring cutting tools etc. are sharp for penetration and limiting vibration.
Other relevant control measures to be considered in the risk assessment process include: using suitable low-vibration tools; positive purchasing policy; using the correct tool for the job; inspection regime as well as the aforementioned maintenance thereof and ensuring the employees are aware of their duties and maximum time use of a given item.
Employee Duties
The relevant employee duties in relation to HAV and WBV include the following: Inform management of any relevant pain or discomfort; tingling or numbness in the fingers and hands; inability to sleep following extensive use of such equipment; loss of strength in the hands; cold and wet finger tips going white then red and being painful on recovery and having difficulty in picking up objects.
LEGIONELLA CONTROLS
Legionnaires Disease and Pontiac Fever
Pontiac fever is a less serious condition than Legionnaires disease and legionellosis is the collective name given caused by legionella bacteria.
Potential for Legionella Bacteria Growth
Any water system with the right environmental conditions could potentially be a source for legionella bacteria growth.
Legionella Risk Assessments
There is a requirement for specialist legionella risk assessments to be undertaken. This company utilises the expertise of external companies to conduct such assessments at each applicable outlet.
A water system needs to be designed, maintained and operated under conditions that prevent or adequately control the growth of legionella bacteria.
When a risk assessment has been conducted then the contractor should issue a certificate indicating that there is no risk of harm.
Should a company not be able to gain access to a tank or vessel or other awkward area which is a water source then they should be granted authority to take water samples to confirm if the site is legionella bacteria free.
Where a risk assessment shows the need for further actions to be required then these should be managed in and when a situation becomes extremely urgent then they need to be addressed immediately or close the affecting area down until remedial action has been taken.
Typical control measures
A list of typical control measures required includes the following:
Ensure the release of water spray is properly controlled; Avoid water temperatures between 20 and 45 degrees Celsius; Ensure water cannot stagnate anywhere in a system be removing redundant pipe
work and keep pipe lengths as short as reasonable possible; Avoid materials that encourage growth of legionella; Keep the system and the water clean; Treat water to kill or limit ability to grow; Flush and regularly clean shower heads;
Avoid containers from accumulating sources of nutrients such as rust, scale and organic matters which allow for favoured growth of such bacteria;
Follow manufacturer’s instructions for new installation to include pools and spa pool
Complicated Systems and Older Systems
When an external company has addressed a risk assessment they should do so under a given ‘scheme’ for implementation and to be effectively managed.
The scheme may include regular external assessments and reviews (possible every 2 years) and a deep clean or de-scale of tanks and vessels on a regular basis.
The scheme may also extend to tasks that must be addressed and managed on site to include: treatment, daily temperature control checks, shower head and tap flushing and cleaning.
Where an old tank which has not been subject of a regular cleaning and maintenance regime then the results from any assessment would identify the remedial action required which could mean the purchase and installation of a new holding tank.
Records
Records of tests, maintenance, assessments, remedial action and training arrangements must be kept readily available and up to date.
SWIMMING POOLS AND SPAS
Leisure Swimming Pools
The design of the leisure swimming pool includes the depth of the tank, the width, colour edging, angle of inclination for variable level pools, anti-slip flooring, location and access, changing room facilities, drainage, gullies, steps and ladders, ramps and separate deeper areas for diving. This is all included in the design stage that has strict controls as do the requirements relating to installation.
Risk Assessments
It is Ramside Estates duty to maintain the pool which includes cleaning and chemical control, adequate signage and safeguards along with the requirement to manage the site and ensure competent and specifically trained supervision is available whilst personnel are in the pool.
Risk assessments are required to highlight any potential hazards and implement and effectively manage the appropriate control measures to prevent harm to pool users and visitors.
Additional assessments will be developed where wave machines or diving boards or slides to include tube slides or movable floors have been incorporated into the design.
Normal Operating Plan (NOP)
The NOP sets out the way each pool operates on a daily basis. This includes details of the layout, equipment, the manner of use, user group characteristics and any hazards or activity-related risks.
Emergency Action Plan (EAP)
The EAP offers specific instructions on the action to be taken, by all staff, in the event of any emergency.
Pool Safety Operating Procedures (PSOP)
A written Pool Safety Operating Procedure (PSOP) is required and consists of a Normal Operating Plan (NOP) and an Emergency Action Plan (EAP) for the company’s pool.
Awareness of the PSOP
All relevant employees need to be aware of the PSOP, NOP and EAP and be instructed and trained to work in accordance with the provisions within.
When a pool is hired out to swimming clubs etc. then the group organisers also need to be made aware of the PSOP, NOP and EAP.
The senior manager at a hotel where such a pool is in use is responsible for the safe pool operation.
Spas
Spas are often operated as an add-on feature within the pool area. The inclusion of an alarm adjacent to the spa to quickly inform pool attendants if a problem occurs should be considered in the design stage.
Water and air flow inlets and suction outlets may potentially give rise to hair or parts of the body coming into contact these areas.
Pool Hoists for Disabled Personnel
Consideration must be given as regards the aided or unaided means disabled persons may gain access and egress into and out of the pool. Where hoists are included then they must be subject to a ‘thorough’ examination regime.
Supervision to Safeguard Pool Users
The level of supervision and extent thereof should be addressed in the risk assessment process.
The safe operation of a pool generally requires the deployment of lifeguards. The senior manager of the site where pools are in operation is responsible to ensure that adequate numbers of trained lifeguards are readily available when persons are using the pool.
A lifeguard has a specific meaning and a competent lifeguard must have as a minimum the requisite training qualifications for pool side supervision and life-saving activities. In addition the lifeguard needs to be fully familiar with the company PSOP.
The lifeguard will be equipped with a prominent uniform and a whistle.
General Maintenance of Plant and Equipment
A full inspection, examination and maintenance schedule should be made available to include daily visual inspections along with remedial actions taken and more detailed specific maintenance work on plant and equipment.
Pool Water Treatment System
A document entitled ‘Swimming Pool Water Treatment and Quality Standards’ as published by the Pool Water Treatment Advisory Group (PWTAG) offers excellent and detailed
guidance for pool water treatment and needs to be read and the contents of which closely followed.
Hazards and Hazardous Substances Used in Pool Water Treatment
Some hazards associated with the pool water treatment include:
Chemicals used in disinfecting systems;
Irritants;
Vapours (in eyes and respiratory system);
Oxidising agents;
Chlorine Gas (escape of);
Chemical mixing (incorrectly) – disinfectant with acids – fire or explosions or vapour release;
Inlets and outlets;
Restricted working areas at the pool plant and
Faecal Fouling (often by young children) – involving pool closure and cleaning schedules
The Disinfection System and Associated Hazards
Hypochlorite and Acid Systems for pool and water systems can be manual or automatic in operation with either calcium or sodium hypochlorite and acid. On occasion chlorine gas has been released into the atmosphere.
The Control of Substances Hazardous to Health (COSHH) Assessments need to be in operation and effectively managed.
Control Measures
Control measures for consideration include:
Disinfecting system with automatic chemical dosing;
Unless the system is negative pressure and the chlorine gas line has a vacuum operated regulator then additional safeguards need to be followed and include:
Interlocking the dosing system electrically;
Fail safe floe measuring;
Siting of pool circulation pumps below level of pool water;
Additional sampling points;
Cut-off systems;
Substance injection points;
Protected dosing lines;
Adequate notices;
Pressurised chemical pipeline systems and
Designed circulation feeder devices
Monitoring of Chemicals in the Pool Water
As most chemicals can be harmful to bathers it is important to frequently check the chemical levels. This can be done manually or more effectively automatically.
Filtration
Sand filters are commonly used in pool water filters and when they become dirty need cleaning by reversing the flow of the water through them to drain (backwashing).
The manufacturer’s literature must be followed and as a guide line backwashing should be undertaken on a weekly basis.
SHARPS - NEEDLES
Sharps Introduction
When needles are found in an establishment they are often referred to as ‘sharps’ and if there is a possibility of discovering sharps during normal working operations then ‘contingency plans’ need to be adopted and fully implemented upon when sharps are found.
Hotel bedrooms
The company has recognised that there is a potential for the finding of narcotics and needles in bedrooms when guests have vacated their room.
Risk assessments should identify during guest room clearing and cleaning operations and caution and care are necessary when conducting such activities in case a sharp needle is found.
A contingency plan is necessary in order that safe and effective action may be taken should a member of staff come across sharps during their normal clearing and cleaning operations.
Risk Assessment
This type of risk assessment for ‘discarding of sharps’ needs to be in place in advance of any person discovering a needle at work and is known as a contingency plan.
Contingency Plan
Management must ensure that there is an adequate supply of available and specific yellow ‘waste’ containers readily available at each hotel. This means at least 2 should be available at all times and consequently in case one is being used then at least 3 such containers are required.
Each container must be adequately and clearly labelled and no substitute container is permitted to be used.
The waste containers need to be of sturdy construction (not bags) and have the specific types of tweezers as part of the sharps kit. The tweezers are required so that any member of staff does not pick the needle up with their hands.
Another part of the kit should be a supply of disposable gloves but these are not for staff to handle the needles merely to handle the container and tweezers without further risk of personal contamination.
Any lid needs to be firmly closed so no further potential contact with the needle is possible.
Whenever a needle is used and placed within the correct waste container then this must be disposed of in the correct manner through an approved company who will collect the ‘closed’ container and arrange for incineration.
The management must ensure that all staff are aware of what actions must be taken should they discover any sharps during their work activities.
Employee Duties
Should an employee discover a needle during their activities then they must report this to their line manager immediately.
Employees must not handle the needle or attempt to move it from where they discovered it.
The contingency plan will then be put into operation.
GOLF COURSE MANAGEMENT
Health and Safety Management at Golf Courses
Golf courses are not only a place of sport and enjoyment by visitors and members they are also a place where people regularly work.
In addition to the actual golf course itself the workshops and maintenance areas in particular give rise to a number of activities that are fundamental to the effective management at any golf course.
The health and safety management at golf courses follows the same strategic principles as the effective management of health and safety at other work places. This includes compliance to appropriate legislation, policy, arrangements, competence persons and the production and management of suitable and sufficient risk assessments.
Risk Assessments – Task Based
There are many activities and potential hazards that become manifest to the golf course management profession and these must be dealt with by adopting the same principles for undertaking specific risk assessments.
Although the management of golf courses is unique in many ways the principles of effectively managed, suitable and sufficient risk assessments remains the same throughout the Ramside Estates and as such each tier of management needs to attend the company’s ‘Safety Management for Managers’ course as indicated earlier in the arrangements section of this health and safety policy.
The risk assessments required for all activities undertaken by employees are conducted in accordance with the risk assessments section of these arrangements on the standardised (2013 and qualitative) risk assessment forms.
Workplace Risk Assessments
The workplace assessments again follow the same principles and can be completed on the same risk assessment form as indicated above.
A golf course needs to be assessed and must take into consideration the activities taking place by employees, vehicles, the general public and environmental and ground conditions that become the subject of change through natural changes in the weather.
A site safety checklist helps to confirm the risk assessments are working or that they need to be reviewed, changed or as in extreme weather postponed until a more suitable time.
Up to date records need to be readily available to be viewed by employees, supervisors and others.
Additional Assessments of Risk
By the very nature of the golf course and associated activities there may be many more relevant pieces of legislation where specific risk assessments are legally required to be produced, managed and the controls of which cascaded to the appropriate workforce.
These additional assessments include: COSHH (Control of Substances Hazardous to Health); manual handling; work equipment to include machinery and adequately guarded and maintained vehicles; PPE (Personal Protective Equipment; Young Person and New and Expectant Mothers (as applicable).
Other additional but specific assessments include: Noise assessments; HAV and WBV (Hand Arm and Whole Body Vibration) and although mentioned in COSHH above there are very specific hazardous substances such as pesticides with environmental implications.
Health and Safety Policy – Arrangements
Although this section of the arrangements refers specifically to the golf course management the vast majority of the arrangements within this policy are wholly relevant to the effective management of golf courses and need to be implemented, effectively managed and monitored accordingly.
Golf Course Safety Inspection
Whilst all workplaces need to be inspected regularly and the results of issues and actions taken need to be documented the golf course poses its own unique problems and needs to be inspected at least daily and where there is sudden changes in the weather. An inspection checklist bespoke to the individual golf courses and their unique holes and designed ‘golf hazards’ needs to be adopted and utilised accordingly.
VEHICULAR AND PEDESTRIAN ROUTES
Stairwells
Where any stairwell exists and exceeds 2 steps or 2 stairs high then a fixed and firm hand rail must be positioned down at least one of the sides of the steps for the entire length of those steps or stairs.
Where the said steps or stairwell is wide then hand rails need to be secured down the entire length at both sides.
Access and Egress
The walkways are to be maintained and free of obstructions and pot holes. The public car park should be maintained for safe access into the premises.
A perimeter fence and additional fences where the general public are not permitted where applicable needs to be in position and well maintained.
Vehicular and Pedestrian Routes
Vehicular and pedestrian routes in a well-lit area are to be maintained so that vehicles cannot come into contact with pedestrians.
The first principle is to have clear physical demarcation (barriers and bollards etc.) and where not fully practical the delineation will be necessary with additional safeguards to include speed limit signs and restrictions.
Pedestrian crossings for persons to cross free flowing traffic are necessary and should be clearly marked and free of any obstruction.
Employee Duties
It is a requirement for employees to utilise the hand rails whilst going up or down the stairwells.
OUTDOOR PLAY AREAS
Outdoor Children’s Playgrounds
Prior to the design, purchase and installation of an outdoor play area it must first be decided as to what type of supervision is required.
Ramside Estates do not operate a child nursery or supervisory service and as such adults must supervise the children under their control at all times.
Playgrounds are to be installed in line with current ROSPA practices which state ‘Playgrounds should be as safe as necessary not as safe as possible’
Playground equipment which must be in line with current British and European Standards may only be purchased from and installed by competent companies.
The contractors who install the equipment must ensure that all equipment is handed over to the general managers at any particular site and left in a safe and ready to use condition.
Inspection Program
Daily inspections: Undertaken as a walk-around site visit prior to any child being allowed onto the play area. Under no circumstances may children be allowed on the play equipment if any defects are found and until all such defects are remedied to a safe and satisfactory condition for use.
Weekly inspections: Documented records must be kept of a weekly inspection regime. The site is to be visited and viewed and all attachments to include shackles and NY-lock nuts and bolts must be tried in order to establish that they are secure and safe to use.
Annual Maintenance Program
An annual maintenance program needs to be undertaken by an external and competent company and a written report produced and left with the general manager on that site.
Risk Assessment
A suitable and sufficient risk assessment must be addressed prior to allowing any supervised children onto the play equipment.
Typical control measures and any further actions need to be addressed and documented accordingly.
Adequate Signage
Adequate signage with clear instructions to the children’s carers / parents / guardians must be clearly displayed where it can be seen from the adult seating area near to the entrance of the playground. It must reflect the findings and control measures as identified in the site specific risk assessment.
Playground Surface
The general manager at any site where playground are provided must ensure that the minimum level of floor material (as recommended by the manufacturer and supplier) being bark chippings is always maintained
SECTION 5
DOCUMENTATION
RECORDS
RISK ASSESSMENTS
RA
MANUAL HANDLING ASSESSMENTS
MH
PERSONAL PROTECTIVE EQUIPMENT
ASSESSMENTS
PPE
CONTROL OF SUBSTANCES
HAZARDOUS TO HEALTH ASSESSMENTS
COSHH
&
SAFETY DATA SHEETS
SDS
DISPLAY SCREEN EQUIPMENT
ASSESSMENTS
DSE
NEW AND EXPECTANT MOTHERS
RISK ASSESSMENT FORM
FIRE RISK ASSESSMENT
FRA
FIRST AID ASSESSMENT
(GUIDANCE)
FURTHER
ACTION
PLANS
EMPLOYEE
INFORMATION
INSTRUCTION & TRAINING
RECORDS
INCLUDE:
CASCADE OF
RISK ASSESSMENT CONTROLS
AUDITS
REPORTS
REVIEWS
INSPECTIONS
RECORDS
WORK EQUIPMENT
INSPECTION AND MAINTENANCE
&
WORKPLACE
INSPECTIONS
ACCIDENT & INCIDENT
INVESTIGATION
FORM (BLANK)
&
WITNESS STATEMENT FORM (BLANK)