SSAFA, the Armed Forces charity, the Soldiers', Sailors', and Airmen's Families Association, is a UK charity that provides lifelong support to serving men and women and veterans from the British Armed Forces and their families or dependents. Anyone who is currently serving or has ever served in the Royal Navy, British Army or Royal Air Force and their families, both regulars and reserves, is eligible for their help. SSAFA operated from a central office in London with other premises across the United Kingdom and overseas. The SSAFA - Controller has ultimate responsibility for health and safety. Day to day management responsibilities are delegated to managers listed in the responsibility table included in this document. There are site managers in place at each of the operating sites.

The SSAFA - Controller has determined that we should operate without putting the health, safety or welfare of any employee, service user, volunteer or any other person at risk. To meet this objective, we have prepared a health and safety policy and put in place arrangements as set out in this document aimed at ensuring the continued health safety and welfare of those people as regards our activities.

Accepting that we cannot transfer our responsibility for managing health, safety and welfare within the workplace to others we have retained Peninsula to help us meet this objective. They provide information and guidance on the effective management of health and safety, conduct routine audits and act as a source of advice and information.

A declaration of our intent to provide and maintain, so far as is reasonably practicable, a safe and healthy working environment and to enlist the support of our employees in achieving these goals

The systems and procedures for controlling hazards at work that form the basis of our health and safety management system.

The systems and procedures for controlling hazards at work that form the basis of our health and safety management system.

The systems and procedures for controlling hazards at work that form the basis of our health and safety management system.

We also keep detailed safety records to demonstrate that we actively manage health and safety within our business. The records include-

• An Annual Review of our health and safety system and procedures. Periodic checklists created for individual roles and responsibilities.
• A comprehensive source of records relating to statutory examination periodic inspection and testing of the work equipment, installations, and health surveillance records for our staff.
• Records for Fire Safety Management.
• Risk assessments specific to our business operation.
• A system for keeping health and safety training records. Accident and incident records, reporting, and investigation.

Although the SSAFA - Controller has overall responsibility for the implementation of this policy day- to-day responsibility for specific issues has been delegated to key personnel.

Our health and safety management structure is shown here and the allocation of day-to-day responsibility for specific health and safety issues is shown later in a Responsibility Chart .

The SSAFA - Controller has recognised that they retain overall responsibility for health and safety matters. They also recognise that the business needs to take action in respect of the key points listed here. In managing these matters emphasis is placed on the Registered Manager and supervisors for recognising hazards and potential risks and then taking steps to minimise their effects on employees and others.

General

• Provide and resource an effective health and safety management system.
• Make arrangements to consult with employees and self-employed workers on health and safety matters.
• Arrange and maintain appropriate Employers’ Liability Insurance cover.
• Ensure that health and safety implications are considered when accepting new service users and when acquiring new equipment.
• Ensure that contractors (when used) are competent and monitored during work. Ensure that a process is in place to identify and report hazards.
• Ensure that all employees including young persons receive appropriate health and safety training.
• Provide measures to protect the health and safety of employees working alone.
• Provide young persons working in our business, supervision and mentoring, training and guidance on health and safety issues, particularly fire safety procedures.
• Monitor the health and safety performance of our business.

Occupational Health

• Ensure that adequate procedures are in place to identify and address occupational health risks.
• Ensure that we have an infection control policy and that it is followed day-to-day.
• Ensure that the measures required to reduce and control employees’ exposure to occupational health risks are in place and used.
• Provide occupational health surveillance where required. Implement measures to reduce stress within the workplace.

Accidents, Incidents and First Aid

• Record accidents, incidents and near misses.
• Complete accident and incident investigations identify causes and measures for prevention.
• Ensure that applicable injuries, diseases and dangerous occurrences are reported to the Enforcing Authority and where required to the CQC or CIW as appropriate.
• Ensure that adequate first aid arrangements are in place.

Fire and Emergency Arrangements

Ensure that

• Adequate arrangements are in place to deal with fire safety at our premises.
• Employees are aware of the fire and evacuation arrangements and other emergency procedures.
• Employees are trained to ensure the safety of our service users and visitors in the event of an emergency.
• Fire and emergency procedures are regularly practiced and are effective. Emergency equipment is provided, tested and maintained appropriately. Adequate Fire Risk Assessments are completed.

Risk Assessments

Ensure that;

• Risk assessments are complete and safe systems of work are produced for all activities that pose a significant risk of harm.
• Risk assessments and safe systems of work are recorded.
• The outcomes of risk assessments and safe systems of work are carefully explained to the workforce.

Premises

• Provide a suitable and safe working environment with adequate welfare facilities. Ensure that the fixed electrical installation is adequately installed and maintained. Introduce and maintain measures to control and manage the risks from asbestos.
• Ensure good housekeeping standards are instigated and maintained.
• Provide suitable and sufficient maintenance of the facilities provided within the workplace.

Equipment

Ensure that;

• All of the furniture and equipment that we provide is suitable and properly used.
• All work equipment is adequately maintained and safe.
• Portable electrical appliances are adequately maintained, inspected and tested.
• Appropriate hand tools are provided and maintained.
• Any Personal Protective Equipment (PPE) provided gives suitable protection, is used and that employees are given information, instruction and training on its use.

Substances

Ensure that;

• All hazardous and dangerous substances are used safely.
• All hazardous and dangerous substances are appropriately stored.
• Medical oxygen gas cylinders are appropriately stored, that warning signs are displayed and that suitable arrangements are in place for its use and administration.

Registered Manager, Managers and Supervisors

In addition to their general responsibilities for health and safety the Responsibility Table, shown later, delegates specific health and safety responsibilities to identified managers and supervisors. They should refer to the associated Safety Arrangements, set out later, for further detail about those responsibilities.

Employee Responsibilities

Our policy takes account of the specific statutory duties placed on people to take care for their own health and safety whilst at work and for that of others. Specifically we expect employees to;

• Ensure that our policies and procedures are read, understood and followed at all times. Follow booking on and off site procedures at all sites.
• Take reasonable care for their health and safety and the safety of others whilst at work. Follow their professional training at all times.
• Not intentionally or recklessly interfere with or misuse anything required by law or provided by the company in the interests of health and safety.
• Visually inspect PPE and work equipment prior to use.
• Ensure that PPE and work equipment is maintained, used and stored as advised by the maker.
• Follow all safety instructions and guidance when using equipment.
• Report any near misses, incidents, accidents and non-conformances to the practice manager.
• Contribute to the promotion of health and safety in the workplace.
• Follow all written safe systems of work (ssow) including method statements, risk assessments, chemical assessments, etc. and their requirements.
• Follow the safety instructions of senior management.
• Ensure that they do not use tools and equipment unless they have been formally trained and are competent to do so.
• Comply with legislation, Approved Codes of Practice and guidance notes.
• Consult on health and safety matters and investigations to ensure a safe working environment is established.
• Seek advice from management on any issues relating to health and safety at work.
• Obey all site safety signs, general site rules and arrangements.

Monitoring

The operation of this policy and arrangements is actively monitored through the periodic review of our completed Safety Record Forms and also by using Periodic Workplace Checklists. The SSAFA - Controller has overall responsibility for this, but some of the routine tasks may be delegated.

We also use an Annual Health and Safety Review form to determine whether our existing health and safety procedures and arrangements are adequate.

The Registered Manager and others with delegated responsibilities under this policy will also complete Periodic Checklists of compliance with the policy and procedures arranging for remedial actions to be taken where necessary. The outcomes of these periodic reviews will also be taken into account during the annual review.

Monitoring and review help us to check the effectiveness of our Safety Management System.

Responsibility Table

This Responsibility Table shows how we have allocated responsibility for the management of particular health and safety issues to named people or positions.

Key

• Control - SSAFA Controller
• HoSEF - Head of Services, Estates - Facilities
• DOSCO - Director of Social Care Operations
• DOCHS - Director of Community Healthcare Services (Overseas)

Note: People with delegated responsibilities for health and safety issues need to ensure that any necessary risk assessments and safety records are completed, and that the required control measures are in place and used.

Where more than one person has been assigned responsibility for a particular subject, each must fulfil their responsibilities in the areas under their control and complete the relevant records. Working together they need to check that between they have covered all aspects of safety management for the subject.

This short document lists for the record, details of the main statutes and regulations affecting health and safety at work that are currently in force.

In most cases Health and Safety legislation requires common sense to identify the reasonably practicable precautions necessary to avoid the risk of injury or ill-health at work. The Peninsula Health and Safety Management System does not quote specific legal references; giving instead the information and detail of what is required in practice to secure compliance. If the guidance and requirements explained in the system are adopted and followed in practice compliance with the legal obligations will be achieved.

Not every piece of the legislation listed will apply to every business on a day to day basis, but businesses need to be aware of them should circumstances change.

Further detail and access to the specific wording of each of these legal requirements is available from the Peninsula 24 Hour Advice Service on 0844 892 2785.

Note: Although the transition period for the UK exit from the EU has expired the European Regulations listed here have been continued in force, until replaced by domestic legislation, by the European Union (Withdrawal) Act 2018 and associated legislation.

• Building Regulations 2010 (as amended) Building Safety Act 2022
• European Regulation (EC) No 1272/2008 on classification, labelling and packaging of substances and mixtures
• European Regulation (EC) No 304/2003 concerning the export and import of dangerous chemicals, as amended
• The Chemicals (Health and Safety) and Genetically Modified Organisms (Contained Use) (Amendment etc.) (EU Exit) Regulations 2019
• Classification, Labelling and Packaging of Chemicals (Amendments to Secondary Legislation) Regulations 2015
• Confined Spaces Regulations 1997
• Construction (Design and Management) Regulations 2015 Control of Artificial Optical Radiation at Work Regulations 2010 Control of Asbestos Regulations 2012
• Control of Electromagnetic Fields at Work Regulations 2016 Control of Lead at Work Regulations 2002
• Control of Major Accident Hazard Regulations 2015 Control of Noise at Work Regulations 2005
• Control of Substances Hazardous to Health Regulations 2002 (as amended) Control of Vibration at Work Regulations 2005
• Corporate Manslaughter and Homicide Act 2007
• Dangerous Substances and Explosive Atmospheres Regulations 2002 Electricity at Work Regulations 1989
• Employers Liability (Compulsory Insurance) Regulations 1998 (as amended) Employment of Women, Young Persons and Children Act 1920.
• Equality Act 2010 Fire Safety Act 2021
• Fire Safety (England) Regulations 2022
• Furniture and Furnishings (Fire) (Safety) Regulations 1988 (as amended) Gas Appliances (Safety) Regulations 1995 (as amended)
• Gas Safety (Installation and Use) Regulations 1998 Gas Safety (Management) Regulations 1996 Hazardous Waste Regulations 2005 (as amended)
• Health and Safety (Amendment) (EU Exit) Regulations 2018 Health and Safety Offences Act 2008
• Health and Safety at Work etc. Act 1974
• Health and Safety (Consultation with Employees) Regulations 1996 Health and Safety (Display Screen Equipment) Regulations 1992 Health and Safety (First Aid) Regulations 1981 (as amended)
• Health and Safety Information for Employees Regulations 1989 (as amended) Health and Safety (Safety Signs and Signals) Regulations 1996 (as amended) Health and Safety (Sharp Instruments in Healthcare) Regulations 2013.
• Health and Safety (Training for Employment) Regulations 1990
• Health and Safety at Work etc. Act 1974 (General Duties of Self-Employed Persons) (Prescribed Undertakings) Regulations 2015
• Ionising Radiations Regulations 2017
• Lifting Operations and Lifting Equipment Regulations 1998 Lifts Regulations 1997
• Management of Health and Safety at Work Regulations 1999 (as amended) Manual Handling Operations Regulations 1992 (as amended)
• Notification of Cooling Towers and Evaporative Condensers Regulations 1992 Personal Protective Equipment at Work Regulations 1992 (as amended) Personal Protective Equipment at Work (Amendment) Regulations 2022 Regulation (EU) 2016/425 on Personal Protection Equipment
• Pressure Systems Safety Regulations 2000
• Provision and Use of Work Equipment Regulations 1998
• Radiation (Emergency Preparedness and Public Information) Regulations 2001
• The Registration, Evaluation, Authorisation and Restriction of Chemicals Regulations 2007 (REACH)
• Regulatory Reform Fire Safety Order 2005
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 Safety Representatives and Safety Committees Regulations 1977
• Work at Height Regulations 2005 (as amended) Workplace (Health, Safety and Welfare) Regulations 1992 Working Time Regulations 1998 (as amended)

Ref. number Title

SA1-1 Managing Safety And Health At Work

SA1-3 Accident, Incident, Ill-Health Reporting And Investigation

SA1-5 Workplace Health And Safety Consultation

SA1-6 Risk Assessment And Hazard Reporting

SA1-7 Occupational Health And Health Surveillance

SA1-8 Substance And Alcohol Abuse

SA1-9 Purchasing

SA1-11 New And Expectant Mothers

SA1-13 Lone Working

SA1-14 Health And Safety Training

SA1-20 Safe Systems Of Work

SA1-21 Action On Enforcing Authority Reports

SA1-22 Equality And Disability Discrimination Compliance

SA1-23 Health And Safety Information For Employees

SA2-1 Fire Safety - Arrangements And Procedures

SA3-1 First Aid

SA3-2 Welfare, Staff Amenities, Rest Rooms And The Working Environment

SA3-3 Housekeeping And Cleaning

SA3-4 Pest Control

SA3-5 Building Services

SA3-6 Control Of Hazardous And Non-Hazardous Waste

SA3-9 Access, Egress, Stairs And Floors

SA3-10 Windows, Glass And Glazing In The Workplace

SA3-11 Workplace Signs

SA3-15 Premises

SA3-18 The Control And Management Of Healthcare Waste

SA4-1 Electrical Safety

SA4-2 The Provision, Use And Maintenance Of Work Equipment SA4-4 Office Equipment

SA4-8 Slips, Trips And Falls

SA4-9 Special Events - Catering

SA4-31 Occupational Road Safety

SA4-32 Sharps And Needlestick Injuries

SA4-35 Safety In Food Preparation Environments

SA5-4 Infection Control

SA5-5 Working Time, Night Work And Shift Working

SA5-6 Wruld (Work Related Upper Limb Disorders)

SA5-9 Manual Handling

SA5-10 Manual Handling In The Care Sector

SA5-11 Display Screen Equipment

SA5-12 Legionella Control

SA5-13 Radon

SA5-16F Asbestos At Work - Survey, No Acms, No Off-Site Risk

SA6-2 Wheelchairs

SA6-3A Drugs And Medication (Healthcare)

SA7-2 Contractor Control And Management

SA7-4A Construction Design And Management Client

We recognise the business benefits that can accrue from the effective management of safety and health at work. To obtain these benefits for our company we have recognised the need for an effective management system and have taken steps to put such a system in place.

We have done this by;

• Nominating Registered Managers or senior staff to take responsibility for managing safety and health at work.
• Providing adequate resources
• Providing such health and safety information, instruction and training for all workers as is necessary for them to be able to work without risk to their health or safety so far as is reasonably practicable.
• Recording and analysing all reportable accidents, minor accidents, near-miss incidents and dangerous occurrences.
• Reporting reportable accidents within the statutory timescales (information is in our Guidance Notes).
• Providing and recording relevant training.
• Routinely reviewing the operation of our reporting system. Having access to competent health and safety advice.

The person nominated with responsibility for overseeing our arrangements for managing safety and health at work is identified in the Responsibility Table of our Health and Safety Policy.

Action Plan

In order to meet our legal obligations to manage safety and health at work we have;

1. Identified our Registered manager and other managers to take responsibility for managing health and safety in our business activities.
2. Ensured that they understand their duties and responsibilities.
3. Provided them with adequate training.
4. Given them the authority required and the resource necessary for them to fulfil their role.
5. Planned our management of health and safety at work, set up and maintain systems that will deliver a satisfactory health and safety performance.
6. Explained to our workers, supervisors and managers the nature of our arrangements for managing health and safety at work.
7. Ensured that all our workers are aware of the need to make concerns about health and safety at work known and report accidents, incidents and cases of work-related ill health to their managers.
8. Provided for review our arrangements from time to time to ensure that they are fully understood and are operating correctly.

Advice and guidance on the management of health and safety is in our safety management system at Guidance Note 1-1 - Managing Safety and Health at Work and available at Peninsula-online.

We encourage our employees to report all personal injury accidents, near miss incidents (dangerous occurrences) that happen at work and occupational ill-health so that we can investigate the causes, learn from experience and improve our management of health and safety. We also use the information to help us meet our obligations under the legislation requiring accidents to be reported to the Enforcing Authority.

We do this by;

• Nominating Registered Managers or senior staff to be responsible for investigating, recording and reporting accidents, incidents and cases of work-related ill-health.
• Having accident, incident and ill-health reporting procedures.
• Recording and analysing all reportable accidents, minor accidents, near-miss incidents (dangerous occurrences) and occupational ill-health.
• Reporting reportable accidents, ill-health and dangerous occurrences within the statutory timescales (see Guidance Note 3-1).
• Developing and implementing investigation protocols and policies. Providing and recording relevant training.
• Ensuring that those carrying out investigations are competent.
• Routinely reviewing the outcome of investigations and the operation of our reporting system.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To meet our legal obligations to effectively manage the health and safety at work and report accidents, dangerous occurrences and occupational ill-health to the Enforcing Authority we need to-

1. Identify people to be responsible for investigating the cause of injuries, incidents, dangerous occurrences and occupational ill-health and to manage our reporting arrangements.
2. Ensure that the people nominated with responsibility for these arrangements have the knowledge and experience to carry out investigations and operate the system effectively.
3. Provide suitable training for those who don’t.
4. Create the systems and make sure all members of our workforce, including managers and supervisors are aware of and understand them.
5. Provide an accident book, implement the procedures, and ensure that they are followed in practice.
6. When investigating consider-
   1. The time and date of the event, the prevailing weather conditions and local lighting.
   2. What was happening or what the injured person and any witnesses were doing.
   3. Risk assessments or safe systems of work for the task being carried out and details of relevant training given to the injured party and others involved.
   4. Obtaining witness statements, where possible.
   5. Making a sketch of the accident area, include accurate measurements, if appropriate. Taking photographs of the site; record any unusual or causal features present. Making observational notes on the potential causation, noting features, equipment defects or work practice that may have contributed to the eventual outcome.
   6. The underlying, as well as the immediate, causes of the event.
   7. Keep a written record of investigations.
   8. Review the causes of the events that have occurred to consider whether similar events could be prevented by the introduction of reasonably practicable control measures.
   9. Monitor and review the operation of this procedure from time to time to check that the investigation and reporting procedures are understood, are being followed in practice and that lessons learned are being put into practice.

For information and advice see Guidance Notes 1-3 Accident, Incident and Ill-Health Reporting and 1-4 Accident Investigation.

We have a duty to consult with our workforce on matters affecting their health, safety and welfare whilst at work. We have, therefore, set up a process for managers to consult with employees or their elected safety representatives about work-related health, safety and welfare issues. This system is also used to deliver simple safety messages and rules at short toolbox talks.

We do this by:

• Nominating a manager to organise and make arrangements for consultation meetings and toolbox talks.
• Recognising any representatives elected by the work force or appointed by trade union members and their statutory role.
• Arranging scheduled formal consultation meetings or toolbox talks between managers, elected representatives and employees as appropriate.
• Developing and implementing consultation procedures.
• Providing or allocating time for employees, employee elected safety representatives and trade union appointed safety representatives to undertake safety-related training.
• Taking and keeping minutes of consultation meetings and making them available to all staff. Being seen to listen and act on issues and concerns raised during consultation meetings.

The personnel responsible for implementing and operating this consultation process are set out in the Responsibility Table of our Health and Safety Policy.

Action Plan

To have effective consultation with our workforce on health and safety at work matters we need to-

1. Ensure that the people nominated with responsibility for these arrangements have the knowledge and experience to operate the system effectively.
2. Provide suitable training for those who don’t.
3. Create a formal system and make sure it is known to all members of our workforce.
4. Consider as part of the system-
   1. Recognising and involving representatives of the workforce from all levels.
   2. Recognising trade union safety representatives and those elected by non-union workers.
   3. Where there are no nominated representatives, appointing a worker(s) to act as spokesman for the others.
   4. Permitting employee representatives to have time off to attend relevant health and safety training.
   5. Providing training for employee representatives if necessary or beneficial to the process.
   6. Scheduling health and safety as an agenda item for staff meetings.
   7. Arranging to discuss safety concerns with Trade Union Safety Representatives where they have been appointed.
   8. Formally recording the outcomes of all consultation meetings and keeping these records.
   9. Making the outcomes of consultation meetings available to all those employees affected by them.
5. Explain these arrangements to our workforce. Ensure they are understood.
6. Implement the procedure and ensure that it is followed in practice.
7. Review the operation of this procedure from time to time to check that our workforce is consulted about health and safety matters that affect them whilst at work.

Advice and guidance on consultation arrangements and procedures can be found in Guidance Note 1-5 Workplace Health and Safety Consultation.

We have a duty to assess the significant risks arising out of our business activities and for specific areas of concern. We have a duty to implement the findings of these risk assessments to ensure the safety, health and welfare of our employees and others who may be affected by our work activity.

To support this process and our management of health and safety we encourage our employees to report all hazards observed in the course of their work, so that potential risks can be identified and the appropriate action taken.

We do this by:

• Nominating our Registered Manager or senior staff to oversee our risk assessment process and hazard reporting procedure.
• Ensuring that risk assessments are undertaken by competent, trained personnel. Developing risk assessments, safe systems of work, method statements and measures to effectively control those risks.
• Explaining the results of risk assessments to our workforce.
• Implementing the findings of the risk assessments, procedures, strategies, safe systems of work and control measures.
• Implementing hazard reporting procedures and explaining them to our workforce. Recording and analysing hazards when they occur and investigating corrective and preventive measures.
• Employees and others following our procedures, control measures and safe systems of work. Regular review of existing risk assessments and identifying the need for additional assessments.
• Providing and recording relevant training. Routinely reviewing the operation of our systems.
• Using experience to improve our safety, health and welfare management system.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

For our risk assessment process to be sufficiently robust to protect the health, safety and welfare of our employees and anyone else affected by our work activity we need to;

1. Assess our activities to identify where and when workers or others may be exposed to significant levels of risk.
2. Involve site managers and employees in identifying hazards and managing and co-ordinating risk assessment.
3. Appoint and train sufficient numbers of staff carry out risk assessments.
4. Systematically identify the hazards to which our workforce and others are exposed.
5. Provide a means for the workforce to identify and report hazards or potential hazards to their managers.
6. Consider the risks from those hazards, however recognised, identifying people at risk.
7. Evaluate the risks and decide if further precautions are required, record our findings and implement those findings.
8. Involve all persons involved in the activity in identifying hazards and carrying out risk assessments.
9. Explain the results of risk assessments to any affected staff and detail any new precautions or systems of work they need to follow.
10. Review risk assessments on a regular basis, at intervals appropriate to the risk.
11. Review our arrangements from time to time to ensure that they are fully understood and operating correctly.

For information and advice see Guidance Notes 1-6 Hazard Reporting and 1-10 Risk Assessment.

We have a duty to ensure the health and wellbeing of our employees who may be affected by the incidence of ill health arising from their work activities. We shall implement systematic, regular and appropriate procedures to detect early signs of work-related ill health among health care employees exposed to certain health risks; and acting on the results.

We do this by;

• Nominating Registered Managers or senior staff members to coordinate and manage health surveillance screening programmes.
• Developing and implementing strategies, procedures etc.
• Ensuring that the development of the strategies and procedures relating to health surveillance are undertaken by competent, trained personnel.
• Ensuring that Registered Managers and Supervisors, health care workers and others follow our procedures and rules.
• Providing and recording relevant training. Recording Health Surveillance.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we coordinate health surveillance.

The personnel responsible for the above measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To complete and set up our health surveillance system we will-

1. Identify where and when workers may be exposed to health risks.
2. Assess that work, identifying if any exposure is above the exposure limit value or the action value set by law and whether it could be further reduced.
3. Where exposure is above the exposure limit take immediate steps to reduce exposure to below the limit value.
4. Health surveillance is normally required for-
   1. Chemical hazards - dusts, fumes, solvents, liquids or gases.
   2. Biological hazards - bacteria, viruses, livestock, plants.
   3. Physical hazards - musculoskeletal injuries, noise, vibration.
   4. Stress - excessive workloads
5. The level of surveillance required.
   1. A 'responsible person' looking for a clear reaction where someone is working with something that could harm their health, e.g. checking for skin damage on hands where solvents are being used.
   2. A 'qualified' person asking employees about symptoms of ill health or inspecting or examining individuals for signs of ill health, e.g. conducting a hearing test, or a lung function test.
   3. Medical surveillance by a doctor, which can include clinical examinations to look for a reaction from exposure to some chemicals.
6. Are baseline health assessments required when a person starts work or changes job?
7. Keeping confidential individual health records where required.

Further information and advice on health surveillance can be found in Guidance Note 1-7.

We have a duty to protect the safety, health and welfare of our employees and others from the hazards that may arise because of alcohol and other substance abuse.

We do this by:

• Nominating the Registered Manager to coordinate and manage our substance and alcohol abuse policy and provision.
• Implementing strategies, policies and procedures. Explaining our policies and procedures to employees.
• Employees and others following our procedures and policies. Providing and recording relevant information and training.
• Providing competent accredited trained personnel to provide support and counselling services.
• Ensuring managers and supervisors know what to look for when employees or contractors arrive on site.
• Monitoring and reviewing our systems; using experience to improve the way we manage the risks from substance abuse.

The personnel responsible for these measures are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers and others from the risks of working with people who abuse substances and alcohol we will-

1. Use this policy for dealing with workers whose abuse of substances and alcohol put other people at work at risk.
2. Consider;
   1. The problem should be treated as an illness.
   2. The problem can be successfully treated.
   3. Disciplinary action is a last resort.
   4. Sufferers may find it difficult to admit to a problem.
   5. It is easier to take action in the early stages of the condition.
   6. Staff should be able to identify early signs of problems.
   7. Advice is available from many organisations
3. Review this procedure based on these considerations.
4. Explain these arrangements to our workforce. Ensure they are understood.
5. Provide training and information, where required, for staff nominated with responsibility so that they are able to identify workers with substance abuse problems.
6. Implement the procedure, identify who is to provide support and counselling services and ensure that it is followed in practice.
7. Ensure that staff, particularly managers and supervisors, remains aware of our procedure although we hope and expect it will not be required in practice.
8. Monitor and review the operation of this procedure whenever it has been used, making changes identified as necessary or beneficial.

Information and advice on this subject can be found in Guidance Note 1-8 Substance and Alcohol Abuse.

We have a duty to ensure the safety, health and welfare of our workers and others who come onto our premises. We have systems in place to protect these people from any adverse effects because of the plant, equipment, supplies and substances that we purchase to use in our business.

Our systems consist of:

• Nominating Registered Managers or senior staff members to identify and manage the organisation’s safe purchasing requirements.
• Implementing our purchasing policy and identifying the safest available options. Ensuring that this policy is managed by trained and competent staff.
• Ensuring that the equipment purchased is safe, adequate, suitable for its purpose, and that safety devices and other control measures are fitted.
• Providing adequate and sufficient personal protective equipment to workers.
• Providing relevant training for use of equipment and machinery.
• Ensure relevant qualifications are up to date and suitable.
• Monitoring and reviewing our systems; using experience to improve our purchasing policy.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure that we purchase work equipment and substances that will be safe, so far as is reasonably practicable, when used by our workers and others we will:

1. Identify the people authorised to purchase equipment, supplies and substances and consider whether they need specific training to specify health and safety requirements.
2. Consider where we buy equipment and substances.
3. Obtain the manufacturer’s Safety Data Sheets for the substances we purchase and consider the hazard and risk data provided.
4. When buying equipment specify in purchase orders that it complies with relevant European or National Standards.
5. On receipt of new equipment check that where relevant it bears compliance markings.
6. Involve workers in using this procedure based on these considerations.
7. Explain these arrangements to our workers. Ensure they are understood.
8. Provide training where required and information for workers nominated with responsibility.
9. Implement the procedure and ensure that it is followed in practice.
10. Monitor and review the operation of this procedure from time to time, making changes identified as necessary or beneficial.

Information and advice about health and safety on this subject can be found in Guidance Note 1-9 Purchasing.

We have a duty to protect the health of new and expectant mothers from hazards that might be present in the workplace. We also have a duty to assess the risks to women of child bearing age from our activities and inform them of any potential risks that might affect a pregnancy.

We do this by:

• Nominating Registered Managers or senior staff members to identify and assess the hazards which pose risk to new and expectant mothers.
• Developing and implementing systems and procedures that will protect all women of child bearing age from risks to unborn children.
• Developing and implementing systems and procedures that will protect new and expectant mothers and their children from hazards and risks in our workplace or risks from the work activity.
• Considering the personal needs of each new and expectant mother.
• Ensuring that the assessments are sensitively carried out by competent, trained personnel. Implementing the findings of each assessment.
• New and expectant mothers and other workers following agreed procedures and control measures.
• Recording our assessments and agreed plans.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage potential risks to new and expectant mothers.

The personnel responsible for the above measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health of new and expectant mothers and women of child bearing age we should;

1. Assess the risks that our business activities may have on women of child bearing age and any potential foetus.
2. Inform the workforce of those risks.
3. Reduce those risks so far as is reasonably practicable.
4. Assess the risks to any worker who notifies us that they are pregnant or are returning to work after having given birth.
5. Consider factors such as;
   1. Substances to which they might be exposed.
   2. The size and shape of their workstation.
   3. Posture.
   4. Vibrations.
   5. Environmental factors.
   6. Ability to stand or sit for long periods.
   7. Night working.
   8. Lifting and carrying.
   9. Noise levels.
   10. Welfare arrangements.
6. Discuss the results of the risk assessment with the worker.
7. Consider how to reduce risks.
8. Find alternative work for the worker if it is not possible to reduce risks in her current job to an acceptable level. Alternatively give her paid absence from work.
9. Implement our decisions.
10. Make sure our Registered Manager, supervisors and other employees are aware and understand the measures to be taken.
11. Review the risk assessment as pregnancy develops or as the pregnant worker makes any concerns or problems known.

Advice and guidance on managing the health and safety of new and expectant mothers can be found in Guidance Note 1-11.

Our company has a duty to ensure the safety, health and welfare of our workforce whilst at work. That duty extends to employees who work by themselves without close or direct supervision.

We do this by:

• Nominating senior staff members to consider the health, safety and welfare of lone workers. Identifying situations where lone working is required which affect our employees.
• Making an assessment of the risks to members of our workforce who are or may become lone workers.
• Developing and implementing control measures and procedures to ensure their health and safety whilst at work.
• Providing sufficient funding support to enable the development and implementation of procedures, risk assessments and control measures.
• Ensuring that procedures and control measures are in place for lone working situations. Ensuring that identified equipment needs are met and training on their use is given.
• Ensuring that the content of the procedures and risk assessments are made available to all staff.
• Providing and recording training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks from lone working.

The personnel responsible for the above measures are identified in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health, safety and welfare of our workers who work alone, whether it is because they are a mobile worker, because they work away from our core operating site or for other reasons, we will;

1. Identify who among our workforce is or is potentially a lone worker.
2. Assess the risks to those identified as lone workers.
3. Identify the control measures already in place and any additional measures that may be required.
4. Consider, as part of our assessment, issues such as;
   1. Where they work.
   2. Are they at risk because they are work at remote locations?
   3. Are they at greater risk in the winter months?
   4. Are they likely to cut corners because they are not under direct supervision?
   5. Are they at risk from a violent client or a member of the client’s family?
   6. Are they at risk because of health issues?
   7. Are they at risk because they work exceptional hours?
   8. Are they at risk because they do not have access to welfare or first aid facilities?
   9. Are they at risk because a significant part of their day is spent driving?
   10. Mobile phone signals.
5. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
6. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
7. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure from time to time and whenever an employee reports an accident or case of ill health attributable to working alone, make changes to the procedure identified as necessary or beneficial.

Advice on managing the risks from lone working can be found in Guidance Note 1-13.

We have a duty to protect the health, safety and welfare of our employees whilst at work, service users and others who might be affected by our work activities. Among other specific arrangements we need to be sure that our workforce is trained to recognise hazards and risks and what they need to do to eliminate, reduce and avoid those risks.

We do this by:

• Nominating our Registered Manager to oversee Health and Safety training.
• Assessing the risks to our workforce and others from an inadequately trained workforce. Developing and implementing training policies, programmes and arrangements.
• Ensuring that the policy, programmes and arrangements are managed by competent, trained personnel.
• Managing our activities to ensure that employees are adequately trained for the variety of tasks which they may asked to do.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage our Health and Safety training programmes.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

In developing and implementing training policies, programmes and arrangements we need to-

1. Assess our work activity to identify where and when workers or the public may be exposed to hazards and risks.
2. Where we identify hazards we need to consider the associated risks and the ability of staff to control them and then to identify whether their knowledge of and training about control measures is adequate.
3. Identify any jobs that require workers to have received specific health and safety training.
4. Identify the systems already in place to provide training and any additional measures that may be required.
5. Consider procedures and practices including-
   1. Infection Control
   2. Chemicals used to clean and disinfect
   3. Works transport.
   4. Working at height.
   5. Lifting equipment
   6. Manual handling.
   7. Electrical safety.
   8. Mundane work.
   9. Occasional work activities.
   10. Training needs analyses for individuals.
6. Involve the workforce in making these assessments of our needs.
7. Develop procedures, programmes and practices tailored to our workplace.
8. Explain these arrangements to the workforce, their managers and supervisors. Ensure they are understood and provide further training where necessary.
9. Implement the procedures and ensure that they are followed in practice.
10. Monitor and review this procedure from time to time making changes identified as necessary or beneficial.

Information, advice and guidance on the provision of Health and Safety Training can be found in Guidance Note 1-14.

We have a duty to ensure our workforce are provided with clear instructions and training when undertaking potentially hazardous tasks that pose significant risks.

We do this by:

• Nominating the Registered Manager or a senior staff members to oversee and implement safe systems of work.
• Identifying where safe systems of work are required.
• Developing safe systems of work to effectively control the work activities within our work premises or on site.
• Explaining the safe systems of work to applicable employees.
• Ensuring that safe systems of work are created by competent, trained personnel. Providing training on the safe system to managers, supervisors and the workforce. Regular checks to ensure that the systems are being followed.
• Reviewing our systems.

The personnel responsible for the above measures are identified within the Responsibility Table of our Health and Safety Policy.

We use operational experience to make improvements to our safety, health and welfare management system.

Action Plan

To ensure that adequate safe systems of work are in place for employees to follow we will;

1. Appoint and train sufficient numbers of staff in the creation of the safe system of work.
2. Systematically identify the areas where a safe system of work may be required.
3. Assess the task and identify the hazards.
4. Define the safe method of undertaking the task.
5. Document the safe system of work and ideally display it at the work site where the work takes place.
6. Implement the system and ensure employees understand it. Provide training where necessary.
7. When developing and implementing safe systems of work we should involve managers and workers in the task being assessed.
8. Review safe systems of work on a regular basis or when situations change.

Advice and guidance on safe systems of work can be found in our Guidance Note 1-20 Safe Systems of Work.

We recognise that we will need to take early action on receipt of reports from the Enforcement Authority and plan to deal with them as a high priority.

We have done this by-

• Nominating our most senior manager to coordinate the actions required. Providing adequate resources, financial and human, to meet these requirements. Routinely reviewing progress.
• Having access to competent health and safety advice.
• Using to guide and support us in meeting enforcing authority requirements.

The person responsible is shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To meet our legal obligations and act on enforcing authority reports we will-

1. Identify a responsible manager to coordinate the action required.
2. Ensure that the responsible person understands their duties and responsibilities.
3. Provide adequate training for that person.
4. Give that person the authority and resource necessary for them to fulfil their role.
5. Ensure that our workers are aware of the need to make concerns about health and safety known and report accidents, incidents and cases of work-related ill health to their managers.
6. Review our arrangements from time to time to ensure that they are fully understood and are working correctly.

Advice and guidance on this subject can be found in Guidance Note 1-21 Action on Enforcement Authority Reports.

We recognise the benefits that accrue from planned and carefully considered arrangements for the equal treatment of all people with regard to health, safety and welfare issues. To obtain these benefits we have taken steps that will help to avoid discrimination within our business.

We have done this by:

• Nominating an individual member of senior management to coordinate action to meet the needs of disadvantaged and vulnerable persons.
• Providing adequate resources, financial and human, to make reasonable adjustments to our workplace(s).
• Allowing employees to nominate safety representatives who will represent their colleagues in respect of health, safety and welfare matters.
• Providing such health and safety information, instruction, and training for all workers as is necessary for them to be able to work without risk to their health or safety or welfare so far as is reasonably practicable.
• Recording and analysing all reportable accidents, minor accidents, near miss incidents and dangerous occurrences.
• Providing and recording relevant training.
• Routinely reviewing the operation of our reporting system. Having access to competent health and safety advice.

The person responsible is shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To meet our legal obligations to avoid discrimination to employees we need to:

1. Have a manager to coordinate the actions required and enable us to treat all people equally.
2. Ensure that they understand their duties and responsibilities.
3. Provide adequate training for that person.
4. Give that person the authority and the resource necessary to fulfil their role.
5. Review our arrangements from time to time to ensure that they are fully understood and operating correctly.

Advice and guidance on this subject can be found in Guidance Note 122 Equality, Disability Discrimination and Compliance.

We recognise the benefits that accrue from the provision of effective information about health, safety and welfare activities to our employees. To obtain these benefits we need an effective management system and have taken steps to provide adequate information to employees and others.

We have done this by;

• Allowing employees to nominate safety representatives who will coordinate issues arising from their colleagues in respect of health, safety and welfare.
• Providing adequate resources.
• Providing health and safety information, instruction, training and supervision for all workers as necessary for them to be able to work without risk to their health or safety or welfare so far as is reasonably practicable.
• Recording and analysing all reportable accidents, minor accidents, near miss incidents and dangerous occurrences.
• Providing and recording relevant training.
• Routinely reviewing the operation of our reporting system. Having access to competent health and safety advice.

The person nominated with responsibility for overseeing this organisation’s arrangements for provision of information to employees is identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To meet our legal obligations to provide adequate health and safety information to employees we need to

1. Identify a person to take responsibility for ensuring that adequate information is provided to employees.
2. Ensure that the responsible person understands their duties and responsibilities.
3. Provide adequate training for that person.
4. Give that person the authority required and the resource necessary for them to fulfil their role.
5. Identify the most effective methods for providing information to employees.
6. Display the statutory health and safety ‘What you should know’ poster and complete the information on the poster
7. Provide information to our employees about their responsibilities and essential safety rules.
8. Explain to our workers, managers and Registered Manager the nature of our arrangements for managing health, safety and welfare.
9. Ensure that our workers are aware of the need to make concerns about health and safety known and report accidents, incidents and cases of work-related ill health to their managers.
10. Review our arrangements from time to time to ensure that they are fully understood and are operating correctly.

Advice and guidance on this subject can be found in our Guidance Note 1-23 Health and Safety Information for Employees.

We must implement and maintain a fire safety programme, to control the risk of fire, and to provide fire warning systems, firefighting equipment, emergency lighting, emergency signs, adequate means of escape and evacuation procedures for our workforce, service users and others. We have made arrangements to meet these responsibilities and to identify and reduce the risks associated with fire and emergency situations.

Our arrangements are:

• Nominating a ‘responsible person’ to coordinate fire and emergency arrangements and take responsibility for maintaining an up-to-date Fire Risk Assessment.
• Identifying fire risks on our premises, potential emergency situations and who may be affected.
• Assessing the level of risk and recording the information in the Fire Risk Assessment and emergency plan.
• Implementing procedures and control measures to mitigate the risks.
• Liaising with the emergency services, informing them of any workplace or process hazards that have the potential to create fire or emergency situations.
• Developing safe systems of work to reduce the potential for fire and emergency situations. Ensuring that staff on all shifts are aware of an fully trained in our fire and emergency arrangements.
• Adequate provision of tested and inspected firefighting and warning equipment. Practicing and recording fire evacuation procedures.
• Delivering training on the emergency plan, the fire risk assessment and on the use of firefighting equipment.
• Reviewing our system. We use experience to improve our fire safety management arrangements.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers and others from the risk of fire we need to-

1. Nominate and train a senior manager to be our competent and responsible person for fire safety matters.
2. Prepare and maintain an up-to-date fire risk assessment. If we have hazards which make our premises high risk we will need to get assistance from experts.
3. Provide and maintain (keep records) suitable fire alarm systems, means of escape, firefighting equipment, emergency lighting and emergency signs.
4. Develop procedures for the safe and speedy evacuation to a place of relative safety of workers, service users and others in a fire or other emergency.
5. Where appropriate consult with the Fire Service in making these provisions and in developing our site-specific arrangements and procedures.
6. Consider-
   1. Fire prevention. Storage of flammables, waste disposal, open flames etc.
   2. Potential sources of ignition including use of flammable substances and process related fire hazards.
   3. The use of flammable emollient creams and the risk of absorption onto clothing and bedding.
   4. Maintenance of fire alarms, smoke detectors, automatic door closers.
   5. Maintenance of fire doors and escape routes.
   6. Emergency procedures  fire wardens, fire and evacuation drills and safe assembly points.
   7. Fire procedures training for staff and explanation to service users supported by regular fire drills across all shifts.
   8. Enough trained staff available to support an evacuation during both daylight hours and hours of darkness.
   9. Maintenance of fire extinguishers and firefighting equipment.
   10. Liaison with fire service and assistance to the fire service in the event of a fire.
   11. Providing and maintaining fire safety signs and notices.
   12. Record keeping.
   13. Safe means of shutting down electric, gas and fuel supplies.
   14. Always purchasing robust equipment suitable for our intended use.
7. Explain the fire safety programme, arrangements and procedures to our managers, supervisors, workforce and any other people who need to know, including visitors, residents and other service users.
8. Implement the procedures and ensure they are followed in practice.
9. Ensure the procedures are understood at all levels, providing additional training and information where a need is identified.
10. Monitor and review the operation of all aspects of the Fire Safety Programme at least twice a year and whenever a fire related incident happens, making changes to the fire risk assessment, arrangements and procedures identified as necessary or beneficial.

Advice and guidance on the development of a Fire Safety Programme can be found in Guidance Note 2-1 Fire Safety - Arrangements and Procedures.

We have a duty to provide suitable first aid arrangements for our staff whilst at work, service users and visitors who may be affected by our activities. We have taken steps to provide first aid arrangements that meet this requirement.

We do this by:

• Nominating a Registered Managers or senior staff to identify our needs and ensure continuing arrangements for first aid provision.
• Assessing the reasonable level of first aid provision required for our business at our workplace and for travelling staff.
• Recruiting sufficient members of staff to undertake first aid training as a first aider or appointed person, as appropriate.
• Arranging approved training for those people and keeping records of their training.
• Providing adequate numbers of trained personnel to be available at all times during business hours.
• Providing and maintaining sufficient quantities of first aid equipment and consumables. Displaying names and locations of first aid trained personnel or appointed persons in prominent positions throughout the premises.
• Routinely reviewing our first aid arrangements for suitability and ensuring that where we have trained first aiders qualifications are up to date.

The personnel responsible for these measures are identified in the Responsibility Table of our Health and Safety Policy.

We have to make and maintain arrangements for welfare and the provision of a safe and healthy working environment. This includes a duty to provide restrooms where work is arduous or conducted in a hostile environment and portable facilities where there is a need.

We do this by-;

• Nominating the Registered Manager to oversee our provision and maintenance of welfare facilities and a safe working environment.
• Maintaining our workplace including buildings, sheds and fixtures in good order and according to required standards.
• Providing welfare facilities that are fit for purpose and include adequate hot, cold and drinking water, sanitary conveniences, hand washing facilities, facilities for meal breaks, sufficient light, heat and ventilation.
• Implementing housekeeping, cleaning and maintenance regimes. Providing and recording relevant instruction and training.
• Regular monitoring and review of our arrangements and facilities to ensure that they remain sufficient and are adequately maintained.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure that we make the proper and necessary arrangements for welfare and to provide a safe working environment we will-;

1. Consider the arrangements we have in place to provide for the welfare of our workforce whilst at work and to provide a safe working environment.
2. Assess the specific welfare arrangements, including rest rooms and catering areas that we have provided against both minimum legal requirements and what might reasonably be expected by law; particularly where work may be arduous or in a hostile environment.
3. Consider among other relevant issues-
   1. Our worksite, the condition of the buildings.
   2. Temperature, ventilation and lighting in the workplace.
   3. The use of chemical and biological and substances.
   4. The condition of floors, walls and ceilings.
   5. Traffic routes.
   6. Sanitary and washing facilities.
   7. Clothing accommodation, changing rooms and rest rooms.
   8. Drinking water and the means for making hot drinks and heating food.
   9. Arrangements to support workers away from fixed facilities, e.g. during in field pick and pack working.
   10. The needs of nursing mothers.
   11. The heating and cleaning of rest rooms and welfare facilities.
4. Involve workers in these considerations and in the development and maintenance of facilities and arrangements based on these considerations.
5. Keep a written record of significant assessments, actions identified and taken.
6. Provide information and any necessary training to employees, managers and any staff nominated with responsibility to ensure that our arrangements and provisions are understood.
7. Monitor welfare arrangements and facilities to ensure that they remain sufficient, are maintained in a good clean condition and are fit for purpose.

For further information and advice see Guidance Notes 3-2 Welfare and the Working Environment and 3-8 Staff Amenities and Rest Rooms.

We have a duty to ensure the safety, health and welfare of our employees and others who enter our premises by keeping it in a clean, tidy and sanitary condition.

We do this by:

• Nominating the Registered Manager to oversee the provision and management of housekeeping facilities and arrangements.
• Assessing the risks to our workforce and others from housekeeping activities. Developing and implementing cleaning procedures and associated safe systems of work where required.
• Ensuring that competent, trained personnel manage cleaning regimes and control measures. Carrying out regular housekeeping audits.
• Providing and using personal protective equipment where necessary.
• Managing our workforce to ensure that they use the control measures provided and follow policies and procedures.
• Providing instruction and where necessary training which is recorded.
• Regular monitoring and review of arrangements; to ensure that the workplace is kept clean and our cleaning arrangements are adequate.
• Employees and others following procedures and safe systems of work.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure that we keep our workplace tidy and in a clean, sanitary condition we need to-

1. Assess all areas of the workplace and work activities to determine the cleaning requirements for each area.
2. Devise and implement cleaning plans and schedules for each area, specifying and recording them.
3. In devising these plans consider issues including-
   1. Floors, stairs, toilets, rest and catering areas, outside paths, roadways and storage areas, etc.
   2. The contaminant and the most appropriate method for cleaning. Vacuum cleaning is always better than sweeping.
   3. Dry cleaning or wet cleaning. Wet cleaning may leave slippery floors.
   4. The source of the contaminant - can it be contained other than by cleaning?
   5. The frequency of and best time of day for cleaning.
   6. Waste handling and disposal  offensive, unhygienic, infected, chemical, process etc.
   7. Warning signs.
   8. Hazards associated with chemical cleaners.
   9. Cleaning around potentially hazardous equipment.
   10. Procedures for cleaning hazardous equipment.
4. Involve the workforce in making these assessments of our needs.
5. Explain these arrangements to the cleaning team, the workforce and their supervisors and managers. Ensure they are understood. Provide and record training where necessary.
6. Make sure managers understand the requirements.
7. Monitor the implementation and effectiveness of our procedures to ensure that the workplace is being cleaned properly and adequately.
8. Amend systems and procedures as necessary in the light of operational experience.

For advice and information on Housekeeping refer to Guidance Notes 3-3 Cleaning and 3-12 Housekeeping.

We have a duty to protect the safety, health and welfare of our employees, service users and others who enter our premises from the hazards and risks that arise because of pest infestations or pest control measures.

We do this by:

• Nominating the Registered Manager or senior staff members to control the incidence of pests within our work premises, to minimise the risk posed by pests.
• Identifying and implementing control measures, developing procedures and safe systems of work.
• Ensuring that pest control work is undertaken by competent, trained personnel, using the correct personal protective equipment.
• Ensuring that the safest option or substance is used to control pests.
• Ensuring that inspections carried out by competent accredited persons to determine the levels of pests affecting our premises and pest control work is subject to safe systems of work and suitable control measures.
• Requiring workers and others to follow procedures, control measures and safe systems of work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience we improve the way we manage risk from pest control.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health, safety and welfare of our workers from the risks that arise because of pest infestations and pest control measures we will-

1. Assess the specific hazards and risks to the health, safety and welfare of those at work.
2. Consider the arrangements we have made to protect the health, safety and welfare of workers exposed to pest infestations and involved in pest control measures.
3. Consider among other relevant issues-
   1. The nature of the pest problem.
   2. Hazards from the pest.
   3. Why there is a problem.
   4. Potential food sources.
   5. Potential sources of bedding and nesting material.
   6. Physical controls.
   7. Use of d-i-y pesticides.
   8. Pesticide contractors.
   9. Placement of pesticides.
4. Involve workers in developing a procedure based on these considerations.
5. Explain these arrangements to our workforce and ensure they are understood.
6. Provide training where required.
7. Provide information and any necessary training for workers nominated with responsibility.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review, from time-to-time, the operation of this procedure and after any report of an incident, injury or ill health due to pest infestations or pest control, making changes identified as necessary or beneficial.

Advice and guidance on pest control can be found in Guidance Note 3-4.

We have a duty to protect our employees, service users and others from the risks of injury if adequate controls are not in place and maintained for basic building services such as gas, electricity, oil, telecommunications, clean and wastewater.

We do this by:

• Nominating the Registered Manager or a senior manager to reduce the risks posed by the services.
• Assessing the risks from the services to our workforce and others.
• Developing and implementing sufficient control measures to identify all the major services in the workplace e.g., gas, electricity, water etc
• Ensuring that the management of the control measures relating to services are undertaken by competent, trained personnel.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks from building services.

The personnel responsible for above measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect building users from risks created by building services we should have-

1. Identified where and when workers, service users or the public may be exposed to the risks from building services.
2. Identified the control measures already in place and any additional measures that may be required.
3. Consider issues including-
   1. The identification of all major services.
   2. A suitable and sufficient safe system of isolation.
   3. The presentation of this information (a simple plan located alongside any emergency alarm evacuation control zone panel etc.).
   4. Ensuring the emergency services can be made aware of this information.
   5. Is all gas equipment routinely maintained and serviced by a Gas Safe registered engineer?
   6. Is all electrical equipment and the fixed electrical system routinely condition checked, serviced and maintained by a competent person, with membership of a recognised electrical trades association?
   7. Do all fittings comply with local Water Supply Regulations and Byelaws?
4. Develop systems to manage these services and ensure their safety.
5. Made sure managers and supervisors understand the procedures and arrangements.
6. Considered whether they need any training.
7. Explained our system and arrangements to the workforce. Ensured they are understood and provide further training where necessary.
8. Implemented the procedure and ensure that it is followed in practice.
9. Monitored and reviewed the operation of this procedure from time to time and made changes to the procedure identified as necessary or beneficial.

Information and advice on the control of building services can be found in Guidance Note 3-5 Building Services.

We have a duty to ensure that we effectively and safely dispose of waste materials and products and control the methods of disposal used so that our workforce, service users and any others who might be affected are not at risk to their health, safety or welfare

We do this by:

• Nominating the Registered Manager to control the disposal of waste, both hazardous and non-hazardous wastes, from our premises and to minimise risk.
• Assessing the risks to our workers from the handling and disposal of waste. Developing and implementing policies, procedures, safe systems of work and control measures relevant to the control of waste including any necessary to comply with environmental legislation.
• Ensuring that waste disposal is by competent, approved personnel, using the correct personal protective equipment.
• Ensuring that the safest means of disposal is used to protect the environment.
• Employees and others adhering to procedures, control measures and safe systems of work. Providing and recording relevant training.
• Regular monitoring and review of our arrangements and facilities to ensure that we continue to manage and dispose of waste, hazardous and non-hazardous, without risks to health or safety.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure our workforce and any other people who might be affected are not at risk to their health, safety or welfare from the way we dispose of hazardous and non-hazardous waste materials and products we will-

1. Identify where we create waste and rubbish.
2. Assess the hazards from the waste materials and the risks create.
3. Identify hazardous and controlled wastes.
4. Consider issues relevant to our workplace including-
   1. Is the waste particularly hazardous because it is a classified chemical substance?
   2. Is the waste hazardous because it is or contains biological agents?
   3. Whether the waste is hazardous because it is sharp, heavy or flammable.
   4. How is it stored on our premises or land?
   5. How is it moved around?
   6. If stored outside, is it secure? Can the public gain access?
   7. Is the way we store waste an invitation to an arsonist?
   8. How can we make the process easier and safer for our workers?
   9. Consider how environmental legislation and requirements might impact on procedures and the way waste is disposed of.
5. Involve workers in developing a procedure based on these considerations.
6. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
7. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
8. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
9. Implement the procedure and ensure that it is followed in practice.

Advice and guidance on the control of hazardous and non-hazardous waste can be found in Guidance Note 3-6.

We have a duty to protect the health, safety and welfare of our workforce, service users and others who come onto our premises from the risk of injury due to badly maintained access and exit routes, stairs and floors.

We do this by:

• Nominating the Registered Manager or senior staff to monitor and reduce incidents involving access and egress, including stairs and floors etc.
• occurring as a result of incidents involving access and egress facilities, including stairs and floors etc.
• Assessing the risks of incidents involving access and egress facilities, including stairs and floors etc.
• Developing and implementing control measures, policies and safe systems of work. Ensuring that the policy, procedures, safe systems of work and control measures relating to slips, trips and falls are managed by competent, trained personnel.
• Managing our activities to ensure that employees and others use the control measures provided and follow the procedures and safe systems of work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience we aim to improve the way we manage these risks.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health, safety and welfare of our workforce while at work, service users and others who come onto our premises from the risk of injury due to slips, trips and falls we need to-

1. Consider the nature of our premises and the way we work.
2. Identify areas where badly designed or maintained access and exit routes, stairs and floors could create access and egress problems or otherwise obstruct movement leading to employees and others slipping, tripping or falling.
3. Identify the control measures already in place and any additional measures that may be required.
4. Consider issues including-
   1. Steep stairs, handrails.
   2. Ramps.
   3. Changes in floor levels.
   4. Potholes in floors and yard areas.
   5. Blind corners.
   6. Wet and slippery floors.
   7. Highly polished floors.
   8. Trailing cables.
   9. Lighting and visibility
5. Keep a written record of significant risk assessments, control measures and systems of work adopted.
6. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
7. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure from time to time and after any incident involving access, egress, stairs or floors, making changes to the procedure identified as necessary or beneficial.

Advice and guidance on access, egress, stairs and floors can be found in Guidance Note 3-9.

We have a duty to ensure the safety, health and welfare of our employees, service users, visitors and others who enter our premises from the risks posed by glass and glazing.

We do this by:

• Nominating the Registered Managers or senior staff to reduce the risks from glass and glazing systems.
• Making an assessment of the risks from glass and glazing systems to our workforce and others.
• Developing and implementing control measures, policies and Safe Systems of Work. Ensuring that the management of the policy, procedures, Safe Systems of Work and control measures relating to glass and glazing systems are undertaken by competent, trained personnel.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and Safe Systems of Work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks from glass and glazing systems.

The personnel responsible for the above measures and training relating to glazing within our workplace are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure the safety, health and welfare of our employees, service users and and others who enter our premises from the risks to their safety from inappropriate glass or glazing systems we need to-

1. Identify glass and glazing which, because of its use and position, could present a risk to the safety of building users.
2. Assess the risks to our workforce and others from the glass or glazing systems at our workplace.
3. Identify the control measures already in place and any additional measures that may be required.
4. Consider-
   1. What type of glazing is installed?
   2. Is there a risk of contact with the glazing?
   3. Does the glass or glazing material meet current standards for that application?
   4. Is all the glazing obvious  will glass walls or doors always be noticed by a passer-by?
   5. Are window restrictors required?
5. Explain these arrangements to the workforce, their supervisors and managers.
6. Ensure they are understood and provide further training where necessary.
7. Implement the procedure and ensure that it is followed in practice.
8. Monitor and review the operation of this procedure from time to time and whenever there is an incident involving glass and glazing systems, making changes to the procedure identified as necessary or beneficial.

Advice and guidance on the control of windows, glass and glazing systems can be found in Guidance Note 3-10.

Where appropriate we have a legal duty to display safety signs to warn our workers, service users and others of hazards that may be present in our workplace.

We do this by:

• Nominating the Registered Manager to identify where safety signs are needed. Creating a procedure for the purchase and installation of signs.
• Ensuring that signs are adequate for their purpose and maintained. Ensuring that assessments are made by competent, trained personnel. Ensuring that workplace signs are observed.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience we will improve the way we manage and use of safety signs.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health, safety and welfare of our workforce, service users and others we need to use safety signs as a way of warning people where there are hazards. We need to-

1. Identify where there are hazards that need to be marked with warning signs.
2. Identify signs already in place and any additional signs that may be required.
3. Consider, as part of our assessment, issues such as-
   1. Where prohibition signs should be used.
   2. Where cautionary signs should be used.
   3. Where signs requiring positive action should be used.
   4. Where signs are required to indicate a mandatory action.
   5. Whether signs are made, coloured and displayed according to legal requirements.
   6. Replacement of damaged signs  now and in the future.
4. Involve our workforce in developing these arrangements and systems.
5. Keep a written record of assessments and decisions made.
6. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
7. Explain decisions to the workforce. Ensure they are understood and provide further training where necessary.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure and the provision of signs from time to time.

Advice on safety signs can be found in Guidance Note 3-11.

We have a duty to protect our workers and everyone else from risks present in our premises and to ensure that they are maintained.

We do this by:

• Nominating the Registered Manager to reduce the risks posed by work in or by use of our facilities.
• Assessing the risks arising from working on our premises to our workforce and others. Developing and implementing control measures, policies and safe systems of work.
• Ensuring that the management of the policy, procedures, safe systems of work and control measures relating to our premises are completed by competent, trained personnel.
• Managing our activities to ensure that workers and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks posed.

The personnel responsible for the above measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers and everyone else from the risks associated with our premises we must-

1. Complete a general risk assessment of the premises, identifying any hazards that are present
2. Consider-
   1. Workspace can people go about their tasks without obstruction?
   2. Sanitary conveniences and washing facilities  must be available and determined by the number of employees.
   3. Windows and doors  ensuring these do not create an obstruction or vision problem.
   4. Rest areas - provision for employees to be able to eat and drink away from working areas.
   5. The need for a fire risk assessment.
   6. Routine testing of the fire alarm system and emergency lighting; ensuring that this is recorded.
   7. Identification of any asbestos present in the premises. Maintain an asbestos register; seek remediation treatment where necessary.
   8. Whether all our insurance liability policies are current and suitable for the premises.
   9. Glazing in high-risk areas is of a safety material or protected against breakage.
   10. Pedestrian segregation from vehicles, with clearly identified walkways to ensure pedestrian safety.
   11. A suitable housekeeping regime that reduces the likelihood of slip, trip and fall hazards occurring on our premises.

Advice and guidance on the control of premises hazards can be found in Guidance Note 3-15.

We have a duty to ensure that we effectively and safely control and manage waste generated in our business. We must consider how the waste is created, handled and disposed of so that our workforce and any others who might be affected are not at risk to their health, safety or welfare.

We do this by:

• Nominating the Registered Manager to control the way healthcare waste is managed and handled on a day-to-day basis whilst on our premises.
• Nominating senior staff members to arrange for and control the disposal of healthcare and other waste from our premises to minimise risk and in accordance with environmental legislation.
• Assessing the risks to our workers from the handling and disposal of healthcare waste. Developing and implementing policies, procedures, safe systems of work and control measures relevant to the control of healthcare waste including measures necessary to ensure compliance with environmental legislation.
• Ensuring that healthcare waste disposal is done by competent approved personnel, using the correct personal protective equipment.
• Using that the safest means of disposal to protect the environment.
• Employees and others adhering to procedures, control measures and safe systems of work. Providing and recording relevant training.
• Regular monitoring and review of our arrangements and facilities to ensure that we continue to manage and dispose of healthcare waste without risks to health or safety.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure our workforce, service users and any others who might be affected are not at risk to their health, safety or welfare from the way we manage and dispose of healthcare waste we need to-

1. Identify where we create healthcare waste.
2. Assess the hazard that healthcare waste may present to people at work and others and the risks they face from it.
3. Consider relevant issues, including-
   1. Whether the waste is particularly hazardous because it contains chemical or pharmaceutical products.
   2. Whether the waste is hazardous because it is or contains infectious biological agents.
   3. Whether the waste contains sharps or is flammable.
   4. Can any of the waste be treated as offensive rather than healthcare waste?
   5. How is it stored in the workplace? Are containers colour coded appropriately?
   6. How is it moved about the workplace?
   7. How is it stored outside the premises? Is it secure? Can the public gain access?
   8. Is the way we store waste an invitation to trouble?
   9. Have we considered waste generated during community care?
   10. How can we make the process easier and safer for our workers?
   11. Whether any of our workers should be immunised?
4. Consider how environmental legislation and requirements might impact on health and safety procedures.
5. Involve workers in developing a healthcare waste control policy and procedures based on these considerations and around their professional training.
6. Keep a written record of policies, significant risk assessments, the control measures and systems of work adopted.
7. Make sure that the managers and supervisors understand the procedures and arrangements. Consider whether they need any specific instruction or training.
8. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
9. Implement procedures and ensure that they are followed in practice.
10. Monitor and review the operation of our procedures in consultation with the workforce from time to time, making changes identified as necessary or beneficial.

Guidance Note 3-18 contains information and advice on the control of healthcare waste.

We have a duty to protect our employees, service users and other people who use our premises from the risk of electrical injury caused by our electrical installations, our use of fixed equipment and our use of portable electrical appliances.

We do this by:

• Nominating the Registered Manager or a senior staff member to ensure the safety of our electrical installation equipment and portable appliances.
• Considering the status of service users' personal equipment.
• Assessing the risks from electrical installations, fixed equipment and portable appliances. Assessing the service users’ personal portable electrical items.
• Developing and implementing procedures, control measures, policies and safe systems of work.
• Ensuring that any work carried out on our electrical installation, equipment and appliances is carried out by competent, accredited electrical engineers.
• Providing and using personal protective equipment where appropriate. Regular inspection by competent accredited electrical engineers.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing relevant training and keeping training records.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage electrical safety.

The personnel responsible for the above measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers, service users and others from the risks from using fixed and portable electrical equipment we need to:

1. Consider our activities and identify where and when workers may be exposed to risks to their health and safety from fixed or portable electrical equipment.
2. Assess the risks from that exposure to fixed and portable electrical equipment, identifying control measures in place and any additional measure that may be required to avoid risk such as testing service users’ electrical equipment.
3. Consider relevant issues including:
   1. The competence of employees or contractors who install or maintain electrical equipment.
   2. Inspection of fixed electrical installations as prescribed by the IET Wiring Regulations (18th edition) BS 7671.
   3. The maintenance of electrical installations between inspections.
   4. The maintenance and inspection of portable electrical equipment.
   5. Using battery powered hand tools.
   6. Reducing the operating voltage.
   7. Residual current devices.
   8. Use of trailing cables.
4. Purchase robust equipment suitable for the environment in which it is to be used.
5. Arrange for the routine testing and inspection of portable electrical equipment.
6. Develop a procedure based on these considerations.
7. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
8. Make sure that the Registered Manager and senior staff understand the procedures and arrangements. Consider whether they need any training.
9. Explain our procedures and arrangements to our workforce. Ensure they are understood and provide training where necessary.
10. Implement the procedure and ensure that it is followed in practice.
11. Monitor and review the operation of this procedure from time to time and after any electrical incident, making changes identified as beneficial or necessary.

Information and advice on the use of fixed and portable electrical equipment can be found in Guidance Note 4-1 Electrical Safety.

We have a duty to protect our workers, service users and other people who use our premises from the health and safety risks associated with the provision and use of work equipment.

We do this by:

• Nominating the Registered manager to consider the health and safety issues of any new equipment that we obtain and equipment in use.
• Assessing the risks from work equipment when in use and during its maintenance. Developing and implementing procedures, control measures, policies and safe systems of work.
• Ensuring that any work carried out on work equipment is carried out by competent workers or competent contractors.
• Providing and using personal protective equipment where appropriate. Regular maintenance and servicing.
• Statutory inspections by competent accredited engineers and surveyors as required. Managing our employees and others to ensure that they use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing relevant training and keeping training records.
• Monitoring and reviewing our systems; using experience we will improve the way we manage the provision and use of work equipment.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers, service users and others from the hazards and risks of work equipment we need to:

1. Consider what we do and identify where and when workers may be exposed to risks to their health and safety from our use of work equipment.
2. Consider the implications for the health and safety of our workforce when buying or looking to purchase new equipment.
3. Assess the risks from exposure to work equipment, identifying control measures in place and any additional measures required to avoid risk.
4. Consider relevant issues including:
   1. What risks to health and safety might be created?
   2. Do any parts look dangerous?
   3. Do the guards protect against the risk? Do they conform to the current British
   4. Standard?
   5. Do fumes or dust escape from the equipment?
   6. Is it used in flammable or explosive areas or in wet and adverse conditions? Is it designed and protected for such use?
   7. Can you understand the controls? Are they in English?
   8. Is it excessively noisy or is there excessive vibration?
   9. Are there any special maintenance requirements?
   10. Are parts that need maintenance easily accessible?
   11. Does any part get very hot or cold?
   12. Are there any live electrical parts exposed?
   13. Are there clear and comprehensive manufacturer’s instructions?
5. Arrange for work equipment to be routinely serviced and maintained and for statutory inspections where required.
6. Keep a written record of significant risk assessments and the control measures and any systems of work or procedures adopted.
7. Implement the procedures and arrangements making sure that managers and supervisors understand them. Consider whether they need any training.
8. Explain our procedures and arrangements to our workforce. Ensure they are understood and followed in practice. Provide training where necessary.
9. Monitor and review the operation of this procedure from time to time and after any incident, making changes identified as beneficial or necessary.

Further information and advice can be found in Guidance Note 4-2 The Provision, Use and Maintenance of Work Equipment.

We have a duty to protect our staff and other people who use our premises from the risks associated with the use of office equipment.

We do this by:

• Nominating the Registered Manager to consider the safety implications in the use of office equipment.
• Assessing the risks from using office equipment.
• Developing and implementing procedures, control measures, policies and safe systems of work.
• Ensuring that office equipment is properly maintained.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing relevant training and keeping training records.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the safety of office equipment.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers and others from the risks of using office equipment we need to:

1. Consider our activities and identify where and when workers may be exposed to risks to their health and safety by using office equipment.
2. Assess the risks from the use of office equipment, identifying control measures already in place and any additional measures required to avoid risk.
3. Consider relevant issues including:
   1. The competence and training of workers who use office equipment.
   2. Who does what when the equipment goes wrong?
   3. Are any young workers likely to use office equipment? Are any special precautions needed?
   4. Are manufacturers’ instructions followed?
   5. The maintenance of office equipment.
   6. The location of office equipment.
4. Purchase robust equipment suitable for the work and environment in which it will be used.
5. Develop a procedure based on these considerations.
6. Keep a written record of any significant risk assessments and the control measures and systems of work adopted.
7. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
8. Explain our procedures and arrangements to our workforce. Ensure they are understood and provide training where necessary.
9. Implement the procedure and ensure that it is followed in practice.
10. Monitor and review the operation of this procedure from time to time and after any accident or incident, making changes identified as beneficial or necessary.

Further information and advice can be found in Guidance Note 4-4 Office Equipment.

We have a duty to protect our workforce, service users and other visitors to our premises from the risks of slipping, tripping and falling.

Slips, trips and falls are an important issue in the care sector. They are responsible for more fatal, serious injuries and absences from work. This safety arrangement is intended to reduce the risk of slip, trip and fall injuries.

We will manage the risk of sips, trips and falls by:

• Nominating the Registered Manager to monitor, improve and reduce the risk of slips, trips and falls.
• Identifying all the potential causes of slips, trips and falls and assessing the risk. Developing and implementing procedures and control measures.
• Ensuring that pedestrian routes are fit for purpose, that they are routinely maintained and checked.
• Ensuring that competent and trained personnel complete risk assessments and safety inspections.
• Providing wherever possible segregated traffic routes and adequate signage. Providing and recording relevant training.
• Regular monitoring and review of compliance with our arrangements to ensure that they are followed in practice and continue to control potential risks.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect our workforce, service users and others from the risk of accidents caused by slips, trips and falls we will:

1. Identify where there are potential areas for slips, trips or falls accidents on our premises.
2. Assess the hazards in each of those areas and the risks that people may face.
3. List existing controls and any other measures that we should be taking.
4. Consider issues including-
   1. Floor surfaces.
   2. The environment.
   3. Footwear
   4. Contamination
   5. Obstacles and obstructions.
   6. Cleaning regimes.
   7. People especially service users. Consider thier fitness, dexterity, eyesight,and awareness.
5. Involve workers and service users in developing a procedure or arrangements based on these considerations.
6. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
7. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
8. Explain our system and arrangements to our workforce. and as necessary to service users. Ensure they are understood and provide further training where necessary.
9. Implement the procedure and ensure that it is followed in practice.
10. Monitor and review the operation of this procedure from time to time making changes identified as necessary or beneficial. The arrangements will also be reviewed after any report of a dangerous incident or of a person suffering injury or due to slipping or tripping

Advice and guidance on slips, trips and falls can be found in Guidance Note 4-8.

When we organise functions we have a duty to protect our own workforce and others from the hazards and risks that are present; these will vary according to the type of function and its location.

We do this by:

• Nominating senior staff members to coordinate and be in overall control of health, safety and welfare at each function that we organise.
• Assessing the risks at and from each function that we organise.
• Developing and implementing control measures, policies and safe systems of work.
• Ensuring that competent, trained personnel develop and manage the policy, procedures, safe systems of work and control measures.
• Providing and using personal protective equipment.
• Managing the use of control measures, procedures and safe systems of work. Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience we will improve our management of risk at functions.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health, safety and welfare of both our own workforce and others from the hazards and risks that are present when a function is organised, we need to-

1. Identify where and when workers or the public may be exposed to risk at that function.
2. Consider the arrangements we should have to protect the health, safety and welfare of our workforce and others from the risks involved.
3. Identify the control measures already in place and any additional measures required.
4. Consider-
   1. Risks due to the location. Steep slopes, steps, water hazards etc.
   2. Electrical safety especially where temporary arrangements are made.
   3. Cleanliness procedures for both permanent and temporary workers.
   4. Equipment hazards to staff (cuts, electric shock etc.).
   5. Manual handling capabilities.
   6. Slips, trips and falls.
   7. Training of staff, permanent and temporary (use of machinery, first aid and fire procedures).
   8. Young and temporary workers
   9. Establishing a safe system of work for activities at each function.
5. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
6. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
7. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure from time to time and after any injury or incident, making changes to the procedure identified as necessary or beneficial.

Advice and guidance on Special Events can be found in Guidance Note 4-9.

We have a duty to continue to manage, so- far as we can, the health, safety and welfare of our workforce and others when they are away from our premises and travelling in the course of their work.

We do this by:

• Nominating the Registered Manager to manage the potential hazards facing our workforce and others from occupational road use.
• Assessing the risks to our workforce from driving for work Developing and implementing policies and procedures.
• Ensuring that the vehicles are suitable and sufficient for their intended use and that they are maintained.
• Ensuring that all vehicles are properly insured, taxed and Ministry of Transport tested, prior to road use.
• Ensuring that competent and trained personnel complete risk assessments. Employees and supervisors following our policies and procedures.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience to improve the way we manage risks associated with occupational road use.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy

Action Plan

To ensure the safety of our employees whilst travelling by road on business (and to protect others who might be affected) from the hazards and risks surrounding occupational road safety we need to-

1. Identify where and when workers may be exposed to hazards and risks on account of occupational road use.
2. Assess specific occupational road use risks to our workforce.
3. Involve the workforce in these assessments and in the identification of control measures.
4. Identify the control measures already in place and any other measures that may be needed. Refer to government and road safety organisations’ published guidance.
5. Consider among other issues-
   1. Working and driving time regulations.
   2. Statutory limitation of commercial vehicle drivers’ hours.
   3. The positioning and security of loads  in cars, vans and large goods vehicles
   4. The length of the working day when hours driving to and from a job, visit, training course etc. is added to the time spent on the task.
   5. Schedules that do not require excessive speed and allow time for rest breaks.
   6. Weather conditions.
   7. Allowance for rest breaks.
   8. Policy on overnight stays.
   9. Advanced driver training.
   10. Suitability of vehicles.
   11. Vehicle maintenance.
6. Develop procedures, programmes and practices tailored to our workplace.
7. Make sure that managers and supervisors understand the procedures and Consider whether they need any training.
8. Explain these arrangements to the workforce. Ensure they are understood and provide further training where necessary.
9. Implement the procedure and ensure that it is followed in practice.
10. Periodically monitor and review the operation of this procedure or after any incident or injury related to occupational road use, making changes to the procedure identified as necessary or beneficial.

Advice and guidance on occupational road safety can be found in Guidance Note 4-31.

We have a duty to protect our employees, service users and others from the hazards and risks posed by handling and disposing of sharps.

We do this by:

• Nominating the Registered Manager to reduce the risks associated with sharps.
• Assessing the risks of needlestick and other injuries from contact with sharps.
• Developing and implementing control measures, policies and Safe Systems of Work.
• Ensuring that policies, procedures, safe systems of work and control measures relating to working with sharps are managed by competent, trained personnel.
• Providing and recording relevant training.
• Providing and using personal protective equipment.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Monitoring and reviewing our systems; using experience to improve our management of sharps.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers, service users and others from the risks associated with sharps we need to:

1. Assess the risks to our workforce and others from "sharps‟ and the risk of needlestick injuries.
2. Involve our workforce in carrying out risk assessments.
3. Identify control measures already in place and any other measures required, referring to professional, Health Service, trade and official guidance.
4. Develop clear procedures on safe work practices.
5. Consider:
   1. Avoiding the unnecessary use of sharps.
   2. The use of "safer‟ sharps in place of "traditional‟
   3. Preventing the recapping of needles.
   4. Procedures to ensure that sharps are always disposed of immediately at the point of use, by the person who carried out the procedure.
   5. Providing puncture-proof sharps bins that conform to ISO 23907 standards.
   6. Locating sharps bins in convenient suitable places, i.e., at bench-top height or held in a wall bracket.
   7. Arrangements for the storage and disposal of full sharps bins.
   8. Immediate action to be taken in case of a stab wound caused by 'sharps' and subsequent follow-up action.
   9. Staff training.
6. Keep a written record of our risk assessment and the control measures and systems of work adopted.
7. Implement our procedure and ensure that it is followed in practice.
8. Train staff in our procedures and management arrangements to our workforce; ensuring that they are understood.
9. Supply further training where necessary.
10. Monitor and review the operation of this procedure periodically and after any incidents, making changes identified as necessary.

Guidance Note 4-32 has further information and advice on sharps and needlestick injuries.

We have a duty to protect our employees, service users and others from the hazards associated with the preparation of food.

We do this by:

• Nominating the Registered Manager to control and reduce the risks created by the food environment.
• Assessing the risks to our workforce and others.
• Developing and implementing control measures, policies and safe systems of work. Ensuring that the policies, procedures, safe systems of work and control measures for safety in food premises are managed by competent, trained personnel.
• Implementing housekeeping, cleaning and maintenance regimes.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience to improve our management of risks from working in food environments.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect our employees, service users and others from the hazards associated with the preparation of food we need to-

1. Assess the risks from all activities associated with the preparation of food and ensure that adequate control measures are put in place and communicated to our workforce.
2. Involve our workforce in making these assessments.
3. Identify controls already in place and any other necessary measures. Refer to official guidance and that published by trade bodies, manufacturers’ and in British and European Standards.
4. Consider among other issues-
   1. Slips, trips and falls.
   2. Manual handling - avoid workers carrying heavy materials.
   3. Lighting - provide adequate lighting.
   4. Ventilation - provide mechanical ventilation for ovens, grills and fryers.
   5. Boiling water. Hot oils.
   6. Risk assessments for all hazardous substances used - ensure they have been approved for use in food premises.
   7. Machinery guarding.
   8. Maintenance of gas and electrical equipment.
   9. Inspect and maintain knives, machinery, electrical equipment, and storage containers in good condition.
   10. Personal protective equipment.
5. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
6. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
7. Explain our system and arrangements to our workforce. Ensure they are understood and provide further training where necessary.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure periodically and after any incidents, making changes identified as necessary.

Advice and guidance on the development of food environment safety programmes can be found in Guidance Note 4-35.

We have a duty to protect the safety, health and welfare of our workforce, service users and others who enter our premises from the risk of acquired infections.

We do this by-

• Nominating Registered Managers or senior staff to manage the spread of infection and to reduce the risks posed.
• Assessing the risks to our workforce and visitors to our premises of acquiring a work-related infection.
• Developing and implementing control measures, procedures, policies and Safe Systems of Work.
• Ensuring that the management of the control measures, procedures and Safe Systems of Work relating to the control of work-related infection is carried out by competent, trained personnel.
• Providing and using personal protective equipment.
• Managing our activities to ensure that employees and others use the control measures provided and follow our procedures and Safe Systems of Work.
• Providing and recording relevant training.
• Undertaking Health Surveillance where this is necessary.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks of work-related infection.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy

Action Plan

To protect workers, service users and others from the risk of work acquired infection we need to-

1. Consider where and when workers and others may be exposed to infectious agents.
2. Assess those tasks and identifying who is at risk of a work-related infection.
3. Consider whether exposure can be eliminated or reduced by restricting access to certain areas to a limited number of people.
4. Identify any control measures already in place and any additional measures that may be required to avoid or reduce risk.
5. Consider issues including-
   1. Direct physical contact with infectious agents.
   2. Direct contact with people in ill-health.
   3. Contact with waste materials - direct, indirect and accidental contact.
   4. Activities involving skin piercing - intentional and unintentional.
   5. Contact with contaminated sharp objects.
   6. Work in areas contaminated with waste.
   7. Work in cleaning contaminated materials and equipment.
   8. Are any groups or individual workers at particular risk?
   9. Is health surveillance required? If yes, at what level?
   10. Could personal protective equipment give additional protection?
6. Keep a written record of our risk assessments and the control measures and systems of work we adopt.
7. Explain these arrangements to our workforce. Ensure they are understood.
8. Provide training where required and information for staff nominated with responsibility.
9. Implement the procedure and ensure that it is followed in practice.
10. Report cases of work-related infection which result in a worker being unfit for work and which are confirmed by a medical practitioner to the Enforcing Authority.
11. Monitor and review the operation of this procedure from time to time and after any identified case of infection or repeated pattern of absence from work, make changes identified as necessary or beneficial.

Advice on the control of Infection can be found in our Guidance Note 5-4 Infection Control.

We have a duty to protect our workforce from the risk of Work-Related Upper Limb Disorders (WRULD) which could arise from our work activities.

We do this by:

• Nominating senior staff members to coordinate the way we deal with the risk of WRULDs. Developing and implementing control measures, strategies and procedures etc.
• Ensuring that the development of our control measures, procedures and strategies is undertaken by competent, trained personnel.
• Providing and using mechanical aids where appropriate.
• Employees and others adhering to our procedures and arrangements and using any control measures provided.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating to these arrangements we aim to make improvements to the way we manage the risks of work-related upper limb disorders.

The personnel responsible for these measures are shown in the Responsibility Table.

Action Plan

To protect the health, safety and welfare of our workforce from the risk of work-related upper limb disorders we need to-

1. Consider the arrangements we have in place to protect the health, safety and welfare of workers who perform repetitive tasks.
2. Assess the specific hazards and risks to the health, safety and welfare of workers performing repetitive tasks.
3. Identify any workers with health issues that make them particularly susceptible to WRULD.
4. Identify any control measures in place and any other measures that may be needed.
5. Consider among other relevant issues-
   1. The job
   2. Mechanical aids that are readily available
   3. Repetitive bending, twisting, reaching movements, repetitive hand and wrist movements.
   4. Postural matters
   5. Temperature and drafts
   6. Workstation layout, tools and jigs, ergonomic design
   7. Physical attributes of the worker
   8. Seating
   9. Job rotation
   10. Rest breaks away from the workstation.
6. Involve workers in developing procedures based on these considerations.
7. Keep a written record of significant risk assessments, the control measures and systems of work adopted.
8. Make sure that managers and supervisors understand the procedures. Consider whether they need any training.
9. Explain these arrangements to our workforce. Ensure they are understood and provide training where necessary.
10. Implement the procedure and ensure that it is followed in practice.
11. Report any incidence of medically diagnosed work related upper limb disorder to the Enforcing Authority.
12. Monitor and review the operation of this procedure from time to time and after any report of a worker developing or suffering from a WRULD, making changes identified as necessary or beneficial.

Information and advice on the control of Work-Related Upper Limb Disorder can be found in Guidance Note 5-6.

We have a duty to ensure the safety, health and welfare of our workforce, service users and others who enter our premises from the risks present in manual handling activities.

We do this by-

• Nominating our Registered Manager to identify and manage heavy loads or lifting hazards. Assessing the risks from manual handing to our workforce.
• Developing and implementing procedures and systems of work to reduce the risks from manual handling operations.
• Ensuring that manual handling risk assessments are carried out by competent, trained personnel.
• Nominating senior staff members to manage and identify load or lifting hazards. Assessing the risks from manual handing to our workforce.
• Developing and implementing procedures and systems of work to reduce the risks from manual handling operations at work.
• Ensuring that any manual handling risk assessments are completed by competent, trained personnel.
• Eliminating the need for manual handling through the introduction of mechanical handling equipment or other alternatives where this is reasonably practicable.
• Regularly inspecting the premises to identify any new processes, personnel or changes to building structures which would trigger the need for reassessment.
• Providing and recording job-based training for workers with manual handling tasks. Employees and others adhering to the contents of procedures, control measures and Safe Systems of Work.
• Employees and others adhering to the contents of procedures, control measures and safe systems of work.
• Providing and recording job-based training for employees with manual handling tasks. Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks from manual handling.

The personnel responsible for the above measures are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect our workforce, service users and others from the risk of injury while manual handling loads we need to-

1. Assess the risks to our workforce from handling loads. This includes lifting and carrying as well as pushing and pulling loaded containers.
2. Have a nominated Registered Manager to lead the process.
3. Consider-
   1. What we need to move - its size and shape.
   2. The weight.
   3. The frequency.
   4. Who is involved? Do some handle loads more frequently than others?
   5. Can we reduce the need for movement? Are there mechanical aids we could use? Can we use them?
   6. Can we adapt our processes to reduce the risk?
   7. Has our workforce been trained in manual handling techniques for the products and goods that they handle in the course of their work?
   8. Where team lifting is employed have the workers been trained in the same system?
   9. Are the floors suitable and maintained for the work that goes on?
   10. Are there extremes of temperature?
   11. Are any groups or individual workers at particular risk?
   12. Is health surveillance required? If yes at what level?
4. Involve workers in developing a procedure based on these considerations.
5. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
6. Explain these arrangements to our workforce. Ensure they are understood and provide further training where necessary.
7. Monitor and review the operation of this procedure from time to time and after any ill health or back injury, making changes identified as necessary.
8. Where employees are injured in an accident involving manual handling or are diagnosed with ill-health due to manual handling at work report any that are reportable to the enforcing authorities.

Information and advice, including a template for Manual Handling Risk Assessments, can be found in Guidance Note 5-9 Manual Handling.

We have a duty to ensure the safety, health and welfare of our workforce and our service users when staff have to lift, move or position immobile, disabled or elderly patients or residents.

We do this by:

• Nominating Registered Managers or senior staff to identify and manage the hazards from lifting, moving and positioning residents or service users.
• Making an assessment of the risks from lifting, moving and positioning residents and service users.
• Developing and implementing procedures, safe systems of work and control measures.
• Ensuring that the management of the procedures, safe systems of work and control measures for lifting, moving and positioning residents and service users is undertaken by competent trained personnel.
• Ensuring that an individual assessment of the abilities of each resident or service user is made, recorded in their Care Plan and taken into account when they are lifted, moved or positioned.
• Reviewing Care Plans and these assessments on a regular basis. Providing mechanical aids wherever they are available and suitable. Providing and recording training for our workforce.
• Employees and others following procedures, control measures and safe systems of work.
• Monitoring and reviewing our systems we aim to make improvements to the way we manage the risks from lifting, moving or positioning residents and service users.

The personnel responsible for the above measures are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect our workforce from the risk of injury during the times when they have to lift, position or move immobile, disabled or elderly patients or residents we need to;

1. Assess the risks from lifting, positioning, moving service users or residents.
2. Identify a Registered Managers or senior staff who understands the hazards and risks, and is trained and competent to lead the process.
3. Consider issues including;
   1. Who we have to move
   2. When they have to be moved
   3. The purpose for which they have to be moved
   4. Which of our workforce is involved?
   5. Do some require more frequent assistance than others?
   6. Can we reduce the need for movement?
   7. Are there aids to help move patients or residents?
   8. Can we use them?
   9. Have our workforce been trained in the specific techniques for moving and assisting our service users? Are they competent to do so?
   10. Where team lifting is employed have the workers been trained in the same system?
4. Are any groups or individual workers at particular risk?
5. Is health surveillance required? If yes at what level?
6. Involve workers in developing arrangements and procedures based on these considerations.
7. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
8. Make sure that Registered Managers or senior staff understand the procedures and arrangements. Consider whether they need any training.
9. Explain these arrangements to our workforce. Ensure they are understood and provide further training where necessary.
10. Implement the procedure and ensure that it is followed in practice.
11. Monitor and review the operation of this procedure from time to time and after any report of a worker developing or suffering an injury as a result of lifting or moving a resident or service user, make changes identified as necessary or beneficial.
12. Where employees are injured in an accident when moving or assisting service users or are diagnosed with ill-health on account of such activities make a report to the enforcing authorities if they are in a reportable category. (Guidance Note 1-3 explains what is reportable).

Information and advice about health and safety on this subject can be found in our Guidance Note 5-10  Manual Handling in the Care Sector.

We have a duty to protect the safety, health and welfare of our workforce from the risk involved in the use of display screen equipment (DSE).

We do this by:

• Nominating senior staff members to identify and reduce risks from the use of display screen equipment.
• Assessing the risks from display screen equipment to each member of our workforce who uses them.
• Developing and implementing control measures, policies and safe systems of work. Ensuring that the management of the policy, procedures, safe systems of work and control measures relating to the use of display screen equipment are undertaken by competent, trained personnel.
• Providing and using personal protective equipment where appropriate.
• Managing our activities to ensure that employees and others use the control measures provided and follow our policies, procedures and safe systems of work.
• Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks from display screen equipment.

The personnel responsible for the above measures are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect workers from the risks from display screen equipment we need to:

1. Appoint a member or members of staff and train them to become a competent assessor for display screen equipment.
2. Assess our work activity to identify where and when workers use display screen equipment.
3. Ensure all display screen users complete a self-assessment questionnaire.
4. Identify any workers with health issues that make them particularly susceptible to problems in using display screen equipment.
5. Identify the control measures already in place and any additional measures that may be required.
6. Consider the issues, including-
   1. Furniture
   2. Screen size
   3. Lighting; reflections and glare
   4. Rest breaks; rotating work activity
   5. Eye-sight tests
   6. Home and off-site users of display screen equipment
   7. Self-assessments and follow-up
7. Keep a written record of all risk assessments, whether self-assessments or assessments by trained assessors and the control measures and systems of work adopted.
8. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
9. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
10. Implement the procedure and ensure that it is followed in practice.
11. Report any incidents of reportable ill health caused by display screen equipment to the Enforcing Authorities.
12. Monitor and review this procedure from time to time and whenever an employee develops a display screen equipment related illness. Make changes identified as necessary.

Advice and guidance on health, safety and welfare in the use of display screen equipment can be found in Guidance Note 5-11 Display Screen Equipment.

We have a duty to protect the health of our workforce, service users and others from the risk of infection by Legionella Pneumophilia from our hot water and cooling systems. We have to assess the risk of infection and attempt to eliminate the risk or implement suitable control measures.

We do this by:

• Nominating the Registered Manager or senior staff to oversee water systems and prevent a legionella outbreak.
• Assessing the risks from legionella to our workforce and others.
• Developing and implementing control measures, policies and safe systems of work. Ensuring that the management of the policy, procedures, safe systems of work and control measures relating to legionella are undertaken by competent, trained personnel.
• Ensuring that the correct testing and treatment plans are implemented and recorded. Providing and using personal protective equipment.
• Managing our activities to ensure that the control measures are adopted and met in practice. Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience to improve our management of legionella risks.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect the health of our workforce, service users and others from the risks of Legionella Pneumophilia from our hot water and cooling systems we need to-

1. Appoint a responsible person to coordinate our approach and take day-to-day responsibility for the control and identification of risks from legionella.
2. Ensure that they have sufficient information, training and competence for the task.
3. Identify where and when workers and others may be exposed to the risk of legionella infection.
4. Assess our hot water and cooling systems for risks to health.
5. Consider-
   1. Could exposure be eliminated?
   2. How to control and manage continuing risks.
   3. Identify control measures already in place and the additional measures needed to avoid or reduce risk.
   4. How extensive are our hot water systems?
   5. Do we store hot water above or below 60oC?
   6. Does the hot water system have any ‘dead legs’ or rarely used outlets?
   7. Have we tested for the presence of legionella? Who makes the tests, how often?
   8. Are the testers competent and the results valid?
   9. Do we treat the water systems to control legionella?
   10. Is cold water always stored at less than 20oC?
6. Keep a written record of significant risk assessments and the control measures and systems of work adopted.
7. Develop a procedure based on these considerations.
8. Make sure managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
9. Explain our system and arrangements to the workforce. Ensure they are understood and provide further training where necessary.
10. Implement the procedure and ensure that it is followed in practice.
11. Report any incidence of legionella to the Enforcing Authorities.
12. Monitor and review the operation of this procedure from time to time and whenever an employee develops legionella, making changes to the procedure as necessary or beneficial.

Advice and guidance on the control of legionella can be found in Guidance Note 5-12.

We have a duty to ensure the safety, health and welfare of our employees and others who enter our premises by protecting them from excessive exposure to naturally occurring radon in the workplace.

We do this by:

• Nominating senior staff members to identify the need for radon testing. Commissioning radon testing, where appropriate.
• Developing and implementing procedures, Safe Systems of Work and control measures. Recording the undertaking of the checking and testing procedures, to evidence the activities’ completion.
• Ensuring that testing is undertaken by competent, trained personnel.
• Employees and others adhering to procedures, control measures and Safe Systems of Work. Providing and recording relevant training.
• Monitoring and reviewing our systems; using our experience of operating these arrangements we aim to make improvements to the way we manage the risks from radon.

The personnel responsible for the measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To protect our workforce and others who visit our premises from the ill health effects of naturally occurring radon we need to-

1. Ascertain whether our premises are in an area there are naturally high levels of radon gas.
2. Identify a senior manager to ensure that we take the correct action to meet our responsibilities.
3. Arrange for radon measurements to be taken by an approved radon specialist.
4. Consider the results of radon measurements, taking action to reduce exposure where unacceptably high levels of radon are measured.
5. Control measures may include-
   1. Sealing soil gas routes into buildings.
   2. Sub-floor depressurisation sumps to draw soil gas away from the building before it can enter.
   3. Sub-floor pressurisation sumps to force soil gas away from the building before it can enter.
   4. Sub-structure ventilation.
   5. Ventilation and adjustment of the air pressure inside the building to reduce or reverse the driving force which assists the entry of soil gas.
   6. If normal control measures are unlikely to be effective take further advice from specialists and introduce radiation protection measures to reduce personal exposure.
6. Record details of measurements, results and any controls subsequently introduced.
7. Inform, instruct and train workers about the hazard of radon, the risks, exposure levels in the workplace and any control measures introduced. Record the details.
8. Ensure that those responsible for operating and maintaining control systems are competent and trained.
9. Maintain control measures in good working order.
10. From time-to-time check that the control measures are still working and that radon levels are being controlled below the exposure reference level.

There is advice on the detection and control of naturally occurring radon in Guidance Note 5-13.

We have a duty to ensure that the presence of Asbestos Containing Materials (ACMs) in our buildings is known and that they are managed so that users of the buildings and contractors working on the buildings are not exposed to the health risks associated with asbestos. We also need to be able to identify, manage and control exposure to ACMs when we work at customers’ worksites.

An asbestos survey carried out on our behalf has shown that ACMs are not present in the structure of our premises.

Due to the nature of our business our workforce is unlikely to come into contact with any asbestos or ACMs when working at customer sites.

We have therefore made no specific arrangements to manage exposure to asbestos or ACMs in the course of work.

We record this as a fact but have nominated a senior manager to consider, by annual review, that this remains the case. The person responsible is shown in the Responsibility Table of our Health and Safety Policy.

We have a duty to ensure the health, safety and welfare of our workforce and others from the risks associated with the use of wheelchairs.

We do this by-

• Nominating a senior manager to oversee the safe management and use of wheelchairs. Assessing the risk from the use of wheelchairs by each wheelchair user.
• Developing and implementing procedures, policies and control measures. Ensuring that risk assessments are made by competent, trained personnel. Ensuring that wheelchairs are maintained in good working order.
• Ensuring employees and others follow our policies and procedures. Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience we improve our management of risk from the use of wheelchairs.

The personnel responsible for the above measures are identified within the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure the safety of our employees and others where wheelchairs are used we need to-

1. Assess and record each case where wheelchairs are to be used.
2. Involve immediate carers in the assessment.
3. Consider any advice, guidance and incident reports from healthcare regulators and agencies.
4. Consider among other issues-
   1. Is the wheelchair suitable for the user?
   2. Maintenance of structure, seats, footrests etc.
   3. Hand or powered.
   4. Brakes effective? Could they be released unintentionally?
   5. Proximity of ramps, steps etc.
   6. Cleanliness.
   7. Restraints.
   8. Battery charging.
   9. Use off site.
   10. Use during transport.
   11. Maintenance records.
5. Develop procedures, and practices tailored to our workplace.
6. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
7. Explain the arrangements to the workforce. Ensure they are understood and provide further training where necessary.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure from time to time and following any incident, or injury involving a wheelchair, making necessary or beneficial changes.

Guidance Note 6-2 has information and advice on health and safety in the use of wheelchairs.

We have a duty to ensure the health and safety of our employees, service users and others from the way that we store and administer medicines and drugs.

We do this by-

• Nominating the Registered Manager to consider and manage the safe provision, use and storage of drugs.
• Assessing the risk to our workforce and others generally and more specifically to individual clients.
• Developing and implementing control measures, procedures and safe systems of work. Ensuring that the dispensing of drugs is adequately controlled and in accordance with any more specific legislation.
• Providing secure storage facilities for drugs and medication.
• Ensuring that risk assessments are undertaken by competent, trained personnel. Employees and others adhering to procedures, control measures and safe systems of work. Providing and recording relevant training.
• Monitoring and reviewing our systems; using experience to improve our management of the risks.

The personnel responsible are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure the safety of our employees, service users and others from the hazards and risks from administering and storing medication and drugs we need to-

1. Consider where and when workers or others may be exposed to the hazard.
2. Where hazards are identified carry out an assessment of the risks to our workers and others.
3. Involve the workforce in these assessments and the identification of appropriate control measures.
4. Identify control measures already in place and any other measures required. Refer to guidnace from healthcare regulators, and agencies and from professional bodies.
5. Consider amongst other issues-
   1. Procedures for the receipt, recording, storage, handling, administration and disposal of medicines,
   2. Storing medicines in a lockable cupboard, access restricted to designated employees.
   3. Medicines not in secure storage should not be left unattended.
   4. Maintaining records of all medicines received, dispensed and leaving the premises.
   5. Patient records.
   6. Medicines administered only by appropriately trained and qualified staff.
   7. Administration and disposal of Controlled Drugs recorded in a controlled drugs register.
6. Develop procedures, programmes and practices tailored to our workplace.
7. Make sure that managers, supervisors and staff fully understand the procedures and arrangements. Consider whether they need any training.
8. Implement the procedure and ensure that it is followed in practice.
9. Monitor and review the operation of this procedure from time to time and following any incident involving drugs or medication, making changes to the procedure identified as necessary or beneficial.

Guidance Note 6-3 provides health and safety information and advice about drugs and medication.

We need to ensure the safety of our workforce and others when we employ contractors to come onto our premises to repair buildings or equipment or to complete other work.

We do this by:

• Nominating a senior manager to coordinate and plan the selection of suitable, competent contractors or subcontractors.
• Requesting and reviewing the suitability and adequacy of the health and safety documentation submitted by the contractor or subcontractor.
• Checking the competence of contractors and subcontractors. Requesting a ‘method statement’ for the work.
• Ensuring that contractors and subcontractors adhere to their method statement and safety documentation.
• Ensuring that the contractors or subcontractors are aware of the procedures and risk assessments for any of our work processes that may affect them.
• Ensuring that contractors and subcontractors comply with our site-specific company rules). Ensuring that any equipment used is inspected and tested at frequencies defined within current legislation and evidence of this can be supplied.
• Reviewing our own and contractors’ systems.

The personnel responsible for overseeing contractors and subcontractors are shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

To ensure the safety of our employees and others when we have contractors working on our premises, we need to be sure of their ability to work safely and without creating health risks.

We need to-

1. Assess the hazards and risks to our workforce created by contractors working on our premises.
2. Assess the hazards and risks to the contractors from their presence on our premises.
3. Involve our workforce and the contractors and in the identification of appropriate control measures.
4. Identify the control measures already in place and any additional measures that may be required. Refer to manufacturers’ guidance, trade guidance, published standards, etc.
5. Consider among other issues-
   1. What will the contractor be doing? Where will they be doing it and when?
   2. Does this put any of our staff at risk? Will our processes put contractors at risk?
   3. Should the contractor work only when our workforce is not present?
   4. What knowledge do we have of the contractor’s ability to manage health and safety?
   5. Do we need them to complete a pre-contract questionnaire or method statements?
   6. Will they provide their own equipment - do they expect to use any of ours?
   7. Will any plant they bring on site create risk to our workforce?
   8. Does the place where the contractors will be working need to be fenced off to protect them from our work activities or vice versa?
   9. Are their workers trained and competent? How will they be managed on our site?
   10. Will the contractor’s workers understand our rules, instructions and signs?
6. Develop procedures, programmes and practices for when contractors are working on our premises.
7. Make sure that managers and supervisors understand the procedures and arrangements. Consider whether they need any training.
8. Explain these arrangements to the workforce. Ensure they are understood and provide further training where necessary.
9. Implement the procedure and ensure that it is followed in practice.
10. Monitor and review the operation of this procedure from time to time and following any incident, injury or case of ill health, making changes to the procedure identified as necessary or beneficial.

Advice and guidance on health and safety during contract work can be found in Guidance Note 7-2

We recognise that as a ‘client’ for construction work (including building maintenance, refurbishment and demolition to any of our buildings) we have specific responsibilities under the Construction Design and Management Regulations.

We have made arrangements to comply with our legal responsibilities by:

• Nominating a senior manager to take responsibility for managing each specific CDM project and notifying the enforcing authorities should a project meet the criteria.
• Providing them with sufficient training and resources.
• Ensuring the appointment, in writing, of competent Principal Designers and Principal Contractors where the contract requires it.
• Monitoring and reviewing compliance with the regulations and health and safety standards on site both during and on completion of each project.
• Ensuring that site welfare facilities are in place before construction work commences. Ensuring that principal designers and principal contractors develop and follow pre- construction and construction phase plans.
• Maintaining a project health and safety file.

The person nominated to oversee these arrangements is shown in the Responsibility Table of our Health and Safety Policy.

Action Plan

When we are a CDM client the person we have designated to manage our input needs to ensure that-

1. All relevant personnel are suitably trained and competent.
2. The principal designers, designers, principal contractors and contractors we employ on the work are competent for the work expected of them.
3. We co-operate and coordinate information, and work with other parties involved in the construction design and management process to ensure the health and safety of workers and others.
4. All identifiable hazards and risks are reported accordingly.
5. The general principles of prevention are considered and implemented for all aspects of the work.
6. A check on the competence and resources of all appointees is conducted.
7. There are suitable management arrangements for the project.
8. Suitable and adequate site welfare facilities are provided before work commences.
9. Sufficient time and resources are allocated for all stages of the project.
10. Designers and contractors are provided with pre-construction information.

When a project is notifiable under the regulations, we need to take the following additional measures-;

1. Appoint a principal designer.
2. Appoint a principal contractor.
3. Ensure that the construction phase does not start until a construction plan and welfare facilities are in place.
4. Provide any information we hold relating to the health and safety file to the principal designer and principal contractor.
5. Retain and provide access to the health and safety file.

Advice and guidance on the Construction (Design and Management) Regulations 2015 can be found in Guidance Note 7-4.