Health & Safety
Management System
www.jtmadgeservicesltd.co.uk
CONTENTS
HEALTH AND SAFETY POLICY STATEMENT 7
ORGANISATION AND RESPONSIBILITIES 9
Accidents, Incidents and Near Misses 15
Communication and Consultation 23
Control of Substances Hazardous to Health 109
This Management System is based on nationally agreed principles, defined and developed to provide the necessary strength, flexibility and appropriate foundation for the development of a sustainable health and safety culture throughout the Company.
The practical recommendations of the procedures and guidance within this online document are intended for use by all those who have a responsibility for managing our health and safety activities.
We are accountable for and have a duty to organise, arrange and ensure that health and safety obligations are satisfied. The implementation of a Health and Safety Management System is a useful way of fulfilling this duty. This document is designed to be a practical tool to assist us in achieving continual improvement of our health and safety performance.
Introducing a Health and Safety Management System will provide a systematic approach to reducing hazards and risks within our organisation.
With the exception of the main health and safety policy statement, the system is primarily intended to be viewed online through our client area of the Mentor Services Website "MentorLive".
All pages (with the above exception) will bear a warning to this effect and that if downloaded will only be valid on the day of downloading. Mentor Services will ensure that the system is maintained and kept up to date both in respect of legislative changes and requirements and the needs of the Company.
JT MADGE SERVICES LTD aims to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work and of others who may be affected by our undertakings. This general policy statement provides a commitment and intent to comply with the Health and Safety at Work etc. Act 1974.
To ensure the principles of health and safety are clearly understood throughout the Company, we will be committed to:
Signature: Date:
Name: Mr James Madge Position: Proprietor
The following individual post(s) have been allocated overall health and safety responsibilities within the terms of our policy:
Mr James Madge, Proprietor
It is important that health and safety standards are maintained and improved. To ensure this, where necessary specific roles within the Company have been allocated additional responsibility for health and safety. Where this responsibility is specific to a subject area, the details of the responsible person are communicated to employees in writing or verbally as required.
These Responsible Persons will also be required to monitor their areas of control as well as the performance and activities of all persons under their control to ensure that acceptable standards are maintained. They will ensure:
To assist us in our undertaking we have appointed NatWest Mentor Services as Health and Safety Consultants to provide competent advice and guidance.
Accidents are an unfortunate occurrence of day to day life. Most are avoidable and if proper care and attention are given, prior to carrying out a task, the risks can be significantly reduced.
In 2010/11, according to the Health and Safety Executive (HSE), there were 171 fatalities, 144000 major or over 3-day injuries and an estimated 1.2 million people who worked reported suffering from a work-related illness, of which 495 000 were new cases which started in the year. 75% of the new work-related conditions in 2010/11 were either musculoskeletal disorders or stress, depression and anxiety. Other work-related illnesses included skin and respiratory diseases, hearing loss and vibration-related disorders.
The reporting of accidents is covered by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). These regulations place a requirement on employers to report certain incidents and accidents to the HSE. These include:
Details of any incidents that result in an over three-day absence from normal work duties must still be formally recorded in your accident book or on the MentorLive Incident and Accident Recording Toolkit.
Accidents can and will happen but with proper safety management techniques in place employers can considerably reduce their likely occurrence.
The aim of this policy is to establish a clear incident reporting and investigation procedure and to comply with all relevant legislation, including:
To ensure that any accidents, incidents and near misses are recorded, correctly investigated and, where appropriate, reported to the relevant authorities, we will:
To fulfil our responsibilities as outlined above, we will:
Accidents, Incident and Near Misses Occurrence Reporting Protocol Example Online Management Tools - Incident and Accident Recording
Accident, Incident and Near Miss Report Form Accident, Incident and Near Miss Report Example
Accidents, Incidents and Near Misses Investigation Form Accidents, Incidents and Near Misses Investigation Form Example Accidents, Incidents and Near Misses Reporting Tool Box Talk Witness Statement Form
Witness Statement Form Example
Accidents, Incident and Near Misses Guidance Note
How to Carry Out A Root Cause Analysis
Issue 2
14052012
This Guidance Note should be read in conjunction with Accidents, Incidents and Near Misses Policy.
Accidents are an unfortunate occurrence of day to day life. Most are avoidable and if proper care and attention are given, prior to carrying out a task, the risks can be significantly reduced.
In 2010/11, according to the Health and Safety Executive (HSE), there were 171 fatalities, 144000 major or over 3-day injuries and an estimated 1.2 million people who worked reported suffering from a work-related illness, of which 495 000 were new cases which started in the year. 75% of the new work-related conditions in 2010/11 were either musculoskeletal disorders or stress, depression and anxiety. Other work-related illnesses included skin and respiratory diseases, hearing loss and vibration-related disorders.
The reporting of accidents is covered by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). These regulations place a requirement on employers to report certain incidents and accidents to the HSE. These include:
Details of any incidents that result in an over three-day absence from normal work duties must still be formally recorded in your accident book or on the MentorLive Incident and Accident Recording Toolkit.
Accidents can and will happen but with proper safety management techniques in place employers can considerably reduce their likely occurrence.
The text in bold italics are the steps taken directly from Accidents, Incidents and Near Misses Policy and Procedures and the information below should be used as an aide memoire for compliance with the procedure.
Please see the "Additional Information" section of your "Accidents, Incidents and Near Misses Policy" for an Accidents, Incident and Near Misses Occurrence Reporting Protocol Example.
Please see the "Additional Information" section of your "Accidents, Incidents and Near Misses Policy" for an Accidents, Incident and Near Misses Report form and a worked example and a link to the Online Management Tools - Incident and Accident Recording toolkit.
Please see the "Additional Information" section of your "Accidents, Incidents and Near Misses Policy" for an Accidents, Incident and Near Misses Investigation and Witness Statement forms. There are worked examples of both forms, and a "How to Carry Out A Root Cause Analysis" guide to help with the investigation.
If it is established during the investigation that a contributing factor was an employee not following a safe system of work (SSOW) or breaching some in-house rules or our code of conduct, then the company's disciplinary procedure may be invoked.
If the circumstances of an incident cause concern for the welfare of employees, the company should make available suitable support facilities, for example, counselling.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Institution of Occupational Safety and Health (IOSH) Royal Society for the Prevention of Accidents (RoSPA)
Issue 2
14052012
Communication and consultation is a two-way process. It does not just mean telling workers about health and safety, it means discussing health and safety with them, allowing them to raise concerns and influence decisions.
There is a legal requirement for all employers to consult with their employees on health and safety matters. The Health and Safety (Consultation with Employees) Regulations and the Safety Representatives and Safety Committees Regulations both outline processes for enabling consultation to take place. Consultation usually takes place between the employer and trade union representatives, and it must still take place even if staff are not represented by a trade union.
Effective communication and consultation can motivate employees and make them more aware of health and safety issues. As a result, organisations can become more effective and, at the same time, the number of accidents and work-related illness may be reduced.
The aim of this communication and consultation policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, and to comply with all relevant legislation, including:
To comply with the legislation and ensure that this policy is clearly understood throughout the company and that all activities are undertaken safely, in accordance with the risk assessment process, we will:
To fulfil our responsibilities as outlined above, we will:
Employee Handbook Declaration Form Communication and Consultation Guidance Note Meeting Record Form
Meeting Record Form Example
Health and Safety Committee Terms of Reference Template Health and Safety Committee Terms of Reference Example Online Management Tools - To Do List
This Guidance Note should be read in conjunction with the Communication and Consultation Policy.
Communication and consultation is a two-way process. It does not just mean telling workers about health and safety, it means discussing health and safety with them, allowing them to raise concerns and influence decisions.
There is a legal requirement for all employers to consult with their employees on health and safety matters. The Health and Safety (Consultation with Employees) Regulations and the Safety Representatives and Safety Committees Regulations both outline processes for enabling consultation to take place. Consultation usually takes place between the employer and trade union representatives, and it must still take place even if staff are not represented by a trade union.
Effective communication and consultation can motivate employees and make them more aware of health and safety issues. As a result, organisations can become more effective and, at the same time, the number of accidents and work-related illness may be reduced.
The text in bold italics is the steps taken directly from the Communication and Consultation Policy and the information below should be used as an aide memoire for compliance with the procedure.
Health and safety programmes will be dependent on your operations, but examples might include advanced driver training for company car drivers, hazard spotting exercises by line managers or purchasing and displaying new health and safety awareness posters.
Please see the "Additional Information" section of your Communication and Consultation Policy for a Meeting Record Form, and a worked example.
The employer is to pay for this training; and
reasonable time off normal duties, with pay, to consult with employees and management
Elected Representatives do not have the right to undertake inspections of the premises or review relevant documentation.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Relevant trade unions
If employers are to make the maximum contribution to health and safety, there must be proper arrangements in place to ensure that they are competent. The Health and Safety Executive states: 'For a person to be competent, they need qualifications, experience, and qualities appropriate to their duties'. This means that, for the purposes of health and safety, competence can only be determined by assessing the individual against the activities being managed. It is something that employers can only do within their own organisations.
Competencies should be related to functions, jobs or processes undertaken in the workplace. Clear standards should be developed, as these will allow those carrying out the work, as well as those supervising it, to know conclusively whether they possess the necessary competence.
Training helps people acquire the skills, knowledge and attributes to make them competent in the health and safety aspects of their work. It includes:
The aim of this policy is to ensure, in relation to competence and training and so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work and to comply with all relevant legislation, including:
To ensure that this policy is clearly understood throughout the company and that all competence and training activities are undertaken safely, we will:
To fulfil our responsibilities as outlined above, we will:
Competence and Training Guidance Note Training Needs Analysis Form
Training Needs Analysis Form Example Induction Training Record
Induction Training Record Example Individual Training Record Form Individual Training Record Example Competency Record Form Competency Record Example
This Guidance Note should be read in conjunction with the Competence and Training Policy.
If employers are to make the maximum contribution to health and safety, there must be proper arrangements in place to ensure that they are competent. The Health and Safety Executive states: 'For a person to be competent, they need qualifications, experience, and qualities appropriate to their duties'. This means that, for the purposes of health and safety, competence can only be determined by assessing the individual against the activities being managed. It is something that employers can only do within their own organisations.
Competencies should be related to functions, jobs or processes undertaken in the workplace. Clear standards should be developed, as these will allow those carrying out the work, as well as those supervising it, to know conclusively whether they possess the necessary competence.
Training helps people acquire the skills, knowledge and attributes to make them competent in the health and safety aspects of their work. It includes:
The text in bold italics is the steps taken directly from the Competence and Training Policy and the information below should be used as an aide memoire for compliance with the procedure.
Carrying out a training needs analysis affords you the opportunity to create a 'quick glance' guide to the training requirements of your business. It also helps to identify training already carried out. As can be seen from the worked example, all employees and job titles are identified down the left hand side with available training courses listed across the top. By inputting information into the form, a matrix is created.
Please see the "Additional Information" section of your Competence and Training Policy for a Training Needs Analysis, and a worked example.
A number of people may be involved in delivering the specific areas of the induction but the line manager is responsible for signing off the form, once complete. Induction training often signifies the first transfer of information from the employer to the new employee. Having a systematic approach to the induction programme is essential to ensure that all areas are covered effectively.
Please see the "Additional Information" section of your Competence and Training Policy for an Induction Training Record Form and a worked example.
The line manager is to complete the Individual Training Record Form in conjunction with the employee. This details training already undertaken by the employee as well as any identified future training needs.
Please see the "Additional Information" section of your Competence and Training Policy for an Individual Training Record Form and a worked example.
Temporary workers are entitled to the same information, instruction and training as full- time employees. However, this can be abbreviated, taking into consideration the duration of the contract and the level of risk. For example, a temporary typist on secondment for two days may have a briefing session that outlines emergency procedures, welfare facilities, hazards, first aid and accident reporting. Alternatively, a fork lift driver on a six-month placement would be expected to be given full induction training and have their driving competency verified.
Contractors and visitors must be given adequate information about hazards and control measures on site, if appropriate. For example, if they are working unsupervised they should be shown the emergency procedures for the area where they are working.
When selecting individuals to deliver training programmes, ensure that they have suitable and sufficient knowledge, skills and experience.
Your training record enables you to demonstrate at any point that all your staff have been trained to appropriate levels for their roles and responsibilities. The line manager is to complete a Competency Record in conjunction with the employee.
Please see the "Additional Information" section of your Competence and Training Policy for a Competency Record Form and a worked example.
In some cases, for example, First Aid, refresher training is mandatory. In others, it is seen as good practice to remind staff of what they have already learned. Annual fire awareness training for all staff is an example.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Once engaged, contractors have obligations to plan, monitor and control their work to minimise risks to all persons who may be affected by their activities. The employer and the contractor must work together to ensure that the workplace remains safe and without risk to health at all times.
Work undertaken for a client by a contractor is usually covered by a civil contract. It is good practice for health and safety requirements to be written into such a contract. However, health and safety responsibilities are defined by criminal law and cannot be passed from one party to another by a contract. In any client and contractor relationship, both parties will have duties under health and safety law. Similarly, if the contractor employs sub-contractors to carry out some or all of the work, all parties will have some health and safety responsibilities. The extent of each party's responsibilities will depend on the circumstances.
The aim of this policy is to recognise our role as the client in our relationship with contractors and to ensure that all work involving contractors is planned, monitored and controlled, to minimise risks to all persons on our premises and to comply with all relevant legislation, including:
To ensure that any work involving the use of contractors will be undertaken safely and that our policy is clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Contractor Works Register Contractor Works Register Example Contractors Guidance Note
How to Choose a Competent Contractor Contractor Questionnaire and Approval Form
Contractor Questionnaire and Approval Form Example Approved Contractor List
Approved Contractor List Example
How to Provide Information to Contractors Site Health and Safety Induction Form
Site Health and Safety Induction Form Example Information for Contractors Form
Information for Contractors Example Meeting Record Form
Meeting Record Form Example
Managing and Monitoring Contractors Form Managing and Monitoring Contractors Form Example
Online Management Tools - Incident and Accident Recording Issue 2 14052012
This Guidance Note should be read in conjunction with the Contractors Policy.
Once engaged, contractors have obligations to plan, monitor and control their work to minimise risks to all persons who may be affected by their activities. The employer and the contractor must work together to ensure that the workplace remains safe and without risk to health at all times.
Work undertaken for a client by a contractor is usually covered by a civil contract. It is good practice for health and safety requirements to be written into such a contract. However, health and safety responsibilities are defined by criminal law and cannot be passed from one party to another by a contract. In any client and contractor relationship, both parties will have duties under health and safety law. Similarly, if the contractor employs sub-contractors to carry out some or all of the work, all parties will have some health and safety responsibilities. The extent of each party's responsibilities will depend on the circumstances.
The text in bold italics is the steps taken directly from the Contractors Policy and the information below should be used as an aide memoire for compliance with the procedure.
Identify all tasks carried out by contractors using the Contractor Works Register to record your findings.
Please see the "Additional Information" section of your Contractors Policy for the Contractor Works Register and a worked example.
Please see the "Additional Information" section of your Contractors Policy for How to Choose a Competent Contractor, a Contractor Questionnaire and Approval Form, an Approved Contractor List Form and worked examples of these documents.
Before any work commences, both parties must agree to the contents of the risk assessment. It is best practice for the contractor to assess the risks involved in the required work. However, if this is impractical, you can make the assessment in conjunction with the contractor.
Certain high risk activities, such as entry into confined spaces and hot works etc, can require a permit to work.
Please use the link above for further information on Permit to Work systems.
Carry out site health and safety induction for all contractor staff, prior to commencement of any work and, for longer running projects, provide appropriate refresher training.
Please see the "Additional Information" section of your Contractors Policy for a Site Health and Safety Induction Form and a worked example.
Please see the "Additional Information" section of your Contractors Policy for How to Provide Information to Contractors, an Information for Contractors Form and a worked example.
appropriate ways for making sure that this is done. Your contractors need to exchange clear information about the risks arising from their operations, including relevant safety rules and procedures, and procedures for dealing with emergencies. This exchange of information should include details of any risks that other parties could not reasonably be expected to know. The information must be specific to the work and work locations. It is good practice to record details of such meetings.
Please see the "Additional Information" section of your Contractors Policy for a Meeting Record Form and a worked example.
It is important to review the standard of the work that has been undertaken to ensure it has met your project objectives. Providing feedback to your Contractor can benefit both parties.
Please see the "Additional Information" section of your Contractors Policy for a Managing and Monitoring Contractors Form and a worked example.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Document control refers to the need to keep health and safety records in accordance with legislation and the requirements of your health and safety management system. You are required to hold records to provide evidence of, for example, employee training, competence, inspection regimes, maintenance records, licences, risk assessments, policies and procedures etc.
The aim of this document control policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, and to comply with all relevant legislation, including:
To ensure that all documents are controlled in accordance with the legal requirements and that this policy is clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Controlled Documents Register
Controlled Documents Register Example Legislation Register
Legislation Register Example Document Control Guidance Note Training Needs Analysis Form
Training Needs Analysis Form Example
This Guidance Note should be read in conjunction with the Document Control Policy.
Document control refers to the need to keep health and safety records in accordance with legislation and the requirements of your health and safety management system. You are required to hold records to provide evidence of, for example, employee training, competence, inspection regimes, maintenance records, licences, risk assessments, policies and procedures etc.
The text in bold italics is the steps taken directly from the Document Control Policy and the information below should be used as an aide-memoire for compliance with the procedure.
Please see the "Additional Information" section of your Document Control Policy for a Controlled Documents Register and a worked example.
A named individual (or post holder) should be made responsible for recording and maintaining the register and the relevant documents, or at least making sure that this is managed. This responsible person will need to have access to all relevant company documentation and sufficient time to be able to maintain the system. Following any changes, all records should be updated as soon as is reasonably practicable.
Please see the "Additional Information" section of your Document Control Policy for a Legislation Register and a worked example.
All records must be retained for at least three years. Certain documentation is required, by law, to be kept for longer periods, for example, lung function tests undertaken as part of a health surveillance programme.
The name of the appointed person should be added to the Training Needs Analysis Form along with any training identified as being necessary to ensure that the appointed person is competent.
Please see the "Additional Information" section of your Document Control Policy for a Training Needs Analysis Form, and a worked example.
The system should be continually monitored by the appointed person to ensure that it is functioning correctly. It should then be reviewed, more formally, to ensure that documents and records are added, amended, reviewed and deleted, as and when required, to keep the system current.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 British Standards Institute (BSI)
An event can be considered to be an emergency if it requires a rapid and variable response in order to minimise losses. Explosions, chemical spills, bomb threats, pandemics and flooding are just a few examples of emergencies. Fire is also an emergency but fire is not included here because it has its own policy.
Emergency planning is concerned with taking a proactive approach: the aim is to try to eliminate the majority of potential accidents through the risk assessment process. However, unexpected, rare or extreme incidents do still happen and it is important to be prepared. The objective of emergency planning is to help you to contain and control the unexpected, to safeguard employees and others who might be affected and to minimise the damage caused.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, in relation to emergency situations, and to comply with all relevant legislation, including:
To ensure that the risks from emergency situations are identified, any subsequent actions undertaken safely and safe systems of work are clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Potential Emergency Situations Register Potential Emergency Situations Register Example
Online Management Tools - Risk Assessment Register - Activity Online Management Tools - To Do List
Emergency Situation Risk Assessment Emergency Situation Risk Assessment Example How to Write an Emergency Response Plan Emergency Response Plan Template Emergency Response Plan Example Emergency Procedures Guidance Note
Training Needs Analysis Form
Training Needs Analysis Form Example Emergency Procedures Tool Box Talk
This Guidance Note should be read in conjunction with the Emergency Procedures Policy.
An event can be considered to be an emergency if it requires a rapid and variable response in order to minimise losses. Explosions, chemical spills, bomb threats, pandemics and flooding are just a few examples of emergencies. Fire is also an emergency but fire is not included here because it has its own policy.
Emergency planning is concerned with taking a proactive approach: the aim is to try to eliminate the majority of potential accidents through the risk assessment process. However, unexpected, rare or extreme incidents do still happen and it is important to be prepared. The objective of emergency planning is to help you to contain and control the unexpected, to safeguard employees and others who might be affected and to minimise the damage caused.
The text in bold italics are the steps taken directly from the Emergency Procedures Policy and the information below should be used as an aide memoire for compliance with the procedure.
Generally, these situations are the low likelihood, high consequence scenarios. However, it is important to plan for each of the identified situations
Other emergency situations can develop with, and without, warning, such as flood, chemical spillage, gas leak, electrical failure, security or terrorist threats etc
Outbreaks of local, national or international endemics and pandemics that could disrupt your business continuity
Consider how the failure of any of the services provided within your premises will affect the safety of your workers and any others using the site
In respect of flooding, the Environment Agency's website has a page on warnings during relevant seasons and on areas of known high risk.
Please see the "Additional information" section of your Emergency Procedures Policy for a link to the Potential Emergency Situations Register with a worked example.
The following are the specific emergency procedures issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed by the emergency situation: it will help you to identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, people working in high-rise buildings, local residents or service users.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur, for example, the release of toxic gases causing asphyxiation.
An emergency situation may impact on people, directly or indirectly, including:
If you share your workplace, you will need to think about how your emergency situations affect others present, as well as how their emergency situations affect your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, a well tested emergency procedure can be a low-cost precaution considering the risks. Failure to take simple precautions can cost you a lot more if an emergency situation does happen.
Involve all staff and, where necessary, others in emergency plan development and testing, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things, such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Emergency Procedures Policy for links to the Risk Assessment Register and the To Do List within the Online Management Tools and a worked example Emergency Situation Risk Assessment.
Please see the "Additional Information" section of your Emergency Procedures Policy for a link to the Emergency Response Plan Template with a worked example.
Please see the "Additional Information" section of your Emergency Procedures Policy for a Training Needs Analysis Form and a worked example.
Please see the "Additional Information" section of your Emergency Procedures Policy for an Emergency Procedures Tool Box Talk and a Training Needs Analysis Form with a worked example.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Cabinet Office Emergency Planning College
Health and Safety Executive (HSE)
Royal Society for the Prevention of Accidents (RoSPA) The Environment Agency (EA)
The Scottish Environmental Protection Agency (SEPA)
Performance monitoring is a proactive, as well as reactive, process that enables a business to monitor and measure its health and safety performance. Performance monitoring also measures the effectiveness of the safety management system which is important to the business for several reasons, among them, financial, moral and legal.
The working time that is lost through injuries costs businesses money. Where plant and equipment are damaged, additional costs are incurred. This can also have a knock-on effect on insurance premiums.
Good health and safety performance provides many benefits to the business because it helps to:
An employer has a duty of care to their employees and members of the public. In the event of a dispute it may be necessary to prove that this duty was properly and professionally discharged and to produce supporting evidence.
To accurately monitor performance you need to have systems which provide data on the following:
To have a successful health and safety management system, it is important to set measurable objectives in order to be able to gauge progress and compliance.
Objectives fall into two types, proactive and reactive:
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, by monitoring performance and taking all actions identified as necessary, and to comply with all relevant legislation, including:
To ensure that all our work activities are undertaken with due regard for the health, safety and welfare of all our employees, it is of paramount importance that our policy on performance monitoring is clearly understood throughout the company. Consequently, we will carry out:
To fulfil our responsibilities as outlined above, we will:
Online Management Tools - Incident and Accident Recording Universal Inspection Form Example
Training Needs Analysis Form
Training Needs Analysis Form Example Performance Monitoring Guidance Note
This Guidance Note should be read in conjunction with the Performance Monitoring Policy.
Performance monitoring is a proactive, as well as reactive, process that enables a business to monitor and measure its health and safety performance. Performance monitoring also measures the effectiveness of the safety management system which is important to the business for several reasons, among them, financial, moral and legal.
The working time that is lost through injuries costs businesses money. Where plant and equipment are damaged, additional costs are incurred. This can also have a knock-on effect on insurance premiums.
Good health and safety performance provides many benefits to the business because it helps to:
An employer has a duty of care to their employees and members of the public. In the event of a dispute it may be necessary to prove that this duty was properly and professionally discharged and to produce supporting evidence.
To accurately monitor performance you need to have systems which provide data on the following:
To have a successful health and safety management system, it is important to set measurable objectives in order to be able to gauge progress and compliance.
Objectives fall into two types, proactive and reactive.
The text in bold italics is the steps taken directly from the Performance Monitoring Policy and the information below should be used as an aide-memoire for compliance with the procedure.
Number of reportable injuries in a given time period (for example, 12 months) x 100,000 Average number of employees during that time period
For example:
2 reportable injuries x 100,000
50 employees = 4,000
This figure can then be compared to other departments but also to national industry incident rates which are collated by the HSE.
The importance of reporting near misses should not be underestimated. They are an important opportunity to learn about the performance of your safety management system before any harm has been caused. Employees should be encouraged to report all near misses and these should be investigated so that lessons can be learned.
Please see the "Additional Information" section of your Performance Monitoring Policy for a Universal Inspection Form with a worked example.
Please see the "Additional Information" section of your Performance Monitoring Policy for a Training Needs Analysis Form and a worked example.
You should also ensure that objectives are simple and cost effective to measure.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
A risk assessment is nothing more than a careful examination of what, in our work and environment, could cause harm to people. It enables us to weigh up whether we have taken enough precautions or should do more to prevent harm. It is an important step in protecting workers and our businesses, as well as complying with the law. Risk assessments help us focus on the risks that really matter in our workplaces: the ones with the potential to cause harm. In many instances, straightforward measures can readily control risks.
The law does not expect us to eliminate all risk, but we are required to protect people as far as is reasonably practicable. Accidents and ill health can ruin lives and affect our businesses if output is lost, machinery is damaged, insurance costs increase and/or we have to go to court.
There is a general legal requirement to carry out suitable and sufficient risk assessments of all activities undertaken by an organisation. If there are five or more employees and there is a significant risk to the health and safety of those employees, or any others, the risk assessment must be recorded.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, through the risk assessment process, and to comply with all relevant legislation, including:
To ensure that all activities are undertaken safely in accordance with the risk assessment process and that this policy is clearly understood throughout the Company, we will:
To fulfil our responsibilities as outlined above, we will:
Training Needs Analysis Form
Training Needs Analysis Form Example Workplace Activities/Equipment/Hazards Register
Workplace Activities/Equipment/Hazards Register Example Online Management Tools - Risk Assessment Register - Activity Risk Assessment Example
Risk Assessment Guidance Note
This Guidance Note should be read in conjunction with the Risk Assessment Policy.
A risk assessment is nothing more than a careful examination of what, in our work and environment, could cause harm to people. It enables us to weigh up whether we have taken enough precautions or should do more to prevent harm. It is an important step in protecting workers and our businesses, as well as complying with the law. Risk assessments help us focus on the risks that really matter in our workplaces: the ones with the potential to cause harm. In many instances, straightforward measures can readily control risks.
The law does not expect us to eliminate all risk, but we are required to protect people as far as is reasonably practicable. Accidents and ill health can ruin lives and affect our businesses if output is lost, machinery is damaged, insurance costs increase and/or we have to go to court.
There is a general legal requirement to carry out suitable and sufficient risk assessments of all activities undertaken by an organisation. If there are five or more employees and there is a significant risk to the health and safety of those employees, or any others, the risk assessment must be recorded.
The text in bold italics is the steps taken directly from the Risk Assessment Policy and the information below should be used as an aide-memoire for compliance with the procedure.
Please see the "Additional Information" section of your Risk Assessment Policy for a Risk Assessment Tool Box Talk and a Training Needs Analysis Form with a worked example.
Please see the "Additional Information" section of your Risk Assessment Policy for a Workplace Activities/Equipment/Hazards Register with a worked example.
The following are the specific policy issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed: it will help you to identify the best way of managing the risk. That doesn't mean listing everyone by name, but rather identifying groups of people, for example, people working in the storeroom or passers-by.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur: for example, shelf stackers may suffer back injuries from the repeated lifting of boxes.
Some workers have special requirements and may be at particular risk:
Extra thought will be needed for some hazards:
If you share your workplace, you will need to think about how your work affects others present, as well as how their work affects your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, placing a mirror on a dangerous blind corner to help prevent vehicle accidents is a low-cost precaution, considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Risk Assessment Policy for links to the Risk Assessment Register and the To Do List within the Online Management Tools and a worked example risk assessment.
Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 British Safety Council (BSC)
Health and Safety Executive (HSE) Institution of Safety and Health (IOSH)
Royal Society for the Prevention of Accidents (RoSPA)
Driving and road use are a significant element in many business activities and form part of many employees' job roles. Road traffic legislation imposes specific requirements on employers in respect of vehicle maintenance and use. And under health and safety legislation, employers also have a responsibility to ensure the health and safety of their employees whilst driving.
It has been estimated that up to a third of all road traffic accidents involve somebody who is at work at the time of the accident. This may account for more than 20 fatalities and 250 serious injuries every week of the year. Managing work-related road safety and reducing the number of road incidents should result in:
In order to achieve these benefits, and reduce risks to their lowest possible level, employers must ensure that employees are able to recognise the hazards associated with driving.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees in relation to driving at work and to comply with all relevant legislation, including:
To ensure that driving at work is undertaken safely and that safe systems of work are clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Driving Activities Register
Driving Activities Register Example
Online Management Tools - Risk Assessment Register - Activity Driving Risk Assessment Example
How to Write a Safe System of Work (including Standard Operating Procedure) Standard Operating Procedure
Driving at Work Standard Operating Procedure Example Drivers Handbook
Motor Vehicle Inspection Form
Motor Vehicle Inspection Form Example Defect Report Form
Defect Report Example Training Needs Analysis Form
Training Needs Analysis Form Example Driving Licence Record Form
Driving Licence Record Form Example Driving at Work Tool Box Talk
Driving at Work Guidance Note Health Monitoring Form
Online Management Tools - Incident and Accident Recording
This Guidance Note should be read in conjunction with the Driving at Work Policy.
Driving and road use are a significant element in many business activities and form part of many employees' job roles. Road traffic legislation imposes specific requirements on employers in respect of vehicle maintenance and use. And under health and safety legislation, employers also have a responsibility to ensure the health and safety of their employees whilst driving.
It has been estimated that up to a third of all road traffic accidents involve somebody who is at work at the time of the accident. This may account for more than 20 fatalities and 250 serious injuries every week of the year. Managing work-related road safety and reducing the number of road incidents should result in:
In order to achieve these benefits, and reduce risks to their lowest possible level, employers must ensure that employees are able to recognise the hazards associated with driving.
The text in bold italics is the steps taken directly from the Driving at Work Policy and the information below should be used as an aide-memoire for compliance with the procedure.
Many people, such as:
Please see the "Additional Information" section of your Driving at Work Policy for a Driving Activities Register and a worked example.
Driving at work can be avoided by considering, for example, the use of:
The following are the specific driving at work issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. It is a stark statistic that you are 10 times more likely to have an accident whilst driving than while you are in the workplace.
When you drive for work every day, it is easy to overlook some hazards. Here are some tips, covering three specific areas, to help you identify the ones that matter.
For each hazard you need to be clear about who might be harmed: it will help you to identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, sales representatives, delivery drivers and other high mileage drivers, pedestrians and other road users.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur.
Some workers have special requirements and may be at particular risk, for example:
Extra thought will be needed for some hazards:
You will need to think about how the journeys affect others, as well as how their journeys affect your drivers. Talk to them and ask your staff if they can think of anyone or anything you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Carry out visual, instrument and systems checks of the vehicle daily. The acronym POWER can be a useful prompt for the items to check:
Also, on a monthly basis check the Road Fund Licence is in date.
Improving health and safety need not cost a lot. For instance, daily POWER checks of your vehicles, to help prevent accidents and breakdowns, is a low-cost precaution considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things, such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Driving at Work Policy for links to the Risk Assessment Register and the To Do List within the Online Management Tools and for a worked example of a Driving Risk Assessment.
A Driving at Work safe system of work is one where consideration is given to each of the vehicle, journey and employee elements. Examples of Driving at Work safe systems or additional controls might include:
Please see the "Additional Information" section of your Driving at Work Policy for a link to the Motor Vehicle Inspection Form, and a worked example.
Please see the "Additional Information" section of your Driving at Work Policy for a Driving at Work Tool Box Talk, a Training Needs Analysis Form and a worked example.
Please see the "Additional Information" section of your Driving at Work Policy for a Defect Report Form and a worked example.
Please see the "Additional Information" section of your Driving at Work Policy for a Driving Licence Record Form and a worked example.
For information on accidents that are road, driver or vehicle related, regularly review accident books, computer-based accident records and your records on the Mentor Services Online Accident Reporting Toolkit.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Driver and Vehicle Licensing Agency (DVLA)
European New Car Assessment Programme data (NCAP)
Health and Safety Executive (HSE)
Royal Society for the Prevention of Accidents (RoSPA) Vehicle and Operator Services Agency (VOSA)
If an employee is injured or suddenly becomes ill, immediate assistance or a call to the emergency services may be needed. Appropriate training for first aiders or appointed persons should be provided, along with appropriate first aid equipment or facilities.
The aim of this policy is to ensure, so far as is reasonably practicable, that suitable first aid arrangements are established and communicated to employees, and to comply with all relevant legislation, including:
To ensure that first aid arrangements within the company are provided relative to the risk of injury or ill health at work, and that these are clearly communicated throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
First Aid Needs Risk Assessment Form
First Aid Needs Risk Assessment Example Training Needs Analysis Form
Training Needs Analysis Form Example Appointed First Aiders Record Form How To Choose A First Aid Kit
Online Management Tools - Incident and Accident Recording Online Management Tools - To Do List
First Aid Guidance Note First Aid Poster
Issue 2
14052012
This Guidance Note should be read in conjunction with the First Aid Policy.
If an employee is injured or suddenly becomes ill, immediate assistance or a call to the emergency services may be needed. Appropriate training for first aiders or appointed persons should be provided, along with appropriate first aid equipment or facilities.
The text in bold italics is the steps taken directly from the First Aid Policy and the information below should be used as an aide-memoire for compliance with the procedure.
The following are the specific first aid needs issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed: it will help you to identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, people working in the manufacturing area or others using machinery.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur. For example, shelf stackers may suffer back injuries from repeated lifting of boxes, and slips, trips or falls may cause broken ankles.
Some workers have particular requirements and specific first aid needs, for example, people with:
If you share your workplace, you will need to think about how your work affects others present, as well as how their work affects your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
The law requires you to do everything reasonably practicable to provide a sufficient first aid response to preserve life. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing. Think about what facilities and first aid personnel you have in place and how the first aid arrangements are organised. Then compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
Improving health and safety need not cost a lot. For instance, a travel first aid kit from a local supermarket for inclusion in vehicles is a low-cost precaution, considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now and include refresher training dates? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your First Aid Policy for a link to the To Do List within the Online Management Tools, a First Aid Needs Risk Assessment Form and a worked example.
Train sufficient employees in first aid at work (FAW). The following table should be used in conjunction with the risk assessment process above to determine the number of first aid personnel and the level of training required
From your risk assessment, what degree of hazard is associated with your work activities? | How many employees do you have? | What first aid personnel do you need? |
Low hazard For example, offices, shops, libraries | Fewer than 25 | At least one appointed person |
25-50 | At least one appointed person | |
More than 50 | At least one first aider trained in first aid at work (FAW) for every 100 employed (or part thereof) | |
Higher hazard For example, light engineering and assembly work, food processing, warehousing, extensive work with dangerous machinery or sharp instruments, construction, chemical manufacture | Fewer than 5 | At least one appointed person |
5-50 | At least one first aider trained in EFAW or FAW depending on the type of injuries that might occur |
More than 50 | At least one first aider trained in FAW for every 50 employed (or part thereof) |
Please see the "Additional Information" section of your First Aid Policy for an Appointed First Aiders form, a Training Needs Analysis Form, worked examples and a How To Choose A First Aid Kit guide.
Please see the "Additional Information" section of your First Aid Policy for a How To Choose A First Aid Kit guide which details the contents required for different sizes and types of first aid kit.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 British Red Cross
Health and Safety Executive (HSE) St John Ambulance
Issue 2
14052012
Lone workers are defined as employees who undertake work by themselves, without close or direct supervision, on behalf of a company.
The Management of Health and Safety at Work Regulations require employers to assess all risks to the health and safety of their employees. To do this, the company must identify hazards, complete risk assessments and devise and implement safe systems of work to ensure risks are either eliminated or adequately controlled, whilst company business is being undertaken.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our lone working employees while they are at work, and to comply with all relevant legislation, including:
To ensure that all lone working activities are undertaken safely and that safe systems of work are clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Lone Working Activities Register
Lone Working Activities Register Example Lone Working Questionnaire
Lone Working Questionnaire Example
Online Management Tools - Risk Assessment Register - Activity Online Management Tools - To Do List
Lone Working Risk Assessment Example Lone Working Guidance Note
How to Write a Safe System of Work (including Standard Operating Procedure) Standard Operating Procedure
Lone Working Standard Operating Procedure Example Lone Working Tool Box Talk
Training Needs Analysis Form
Training Needs Analysis Form Example Health Monitoring Form
Health Monitoring Form Example
Online Management Tools - Incident and Accident Recording
This Guidance Note should be read in conjunction with the Lone Working Policy.
Lone workers are defined as employees who undertake work by themselves, without close or direct supervision, on behalf of a company.
The Management of Health and Safety at Work Regulations require employers to assess all risks to the health and safety of their employees. To do this, the company must identify hazards, complete risk assessments and devise and implement safe systems of work to ensure risks are either eliminated or adequately controlled, whilst company business is being undertaken.
The text in bold italics are the steps taken directly from the Lone Working Policy and the information below should be used as an aide- memoire for compliance with the procedure.
Many people routinely work by themselves or at a location some distance away from direct supervision, such as those who:
Please see the "Additional Information" section of your Lone Working Policy for a Lone Working Activities Register with a worked example.
The employee's line manager should complete, sign and date a lone working questionnaire. This will assist you in determining whether your employee falls into the lone working category and will contain information to help you complete your risk assessments.
Please see the "Additional Information" section of your Lone Working Policy for a Lone Working Questionnaire with a worked example.
As defined in the hierarchy of controls, the avoidance of risk should always be the first choice where reasonably practicable, for example, working in pairs or altering the hours of work to ensure the safety of other people.
The following are the specific lone working issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed by reviewing all your operations to see what lone worker situations could reasonably be expected to cause harm, for example, assaults, violence and aggression, fire, ill health, road traffic collisions.
For example: petrol station attendants, shop workers, home workers, cleaners, security personnel, maintenance and repair engineers, vehicle recovery personnel, painters and decorators, agricultural, horticultural and forestry workers, rent collectors, postal and delivery workers, social workers, home helps, district nurses, pest control workers, drivers, engineers, architects, estate agents, sales representatives etc.
By or through: physical or verbal assault, falls, acute illness, Road Traffic Collisions (RTCs), electric shock, fires, injury from machinery, being stranded or otherwise unable to call for help.
Having identified the hazards, you then need to decide what, if anything you could do about them. The law requires you to do everything reasonably practicable to protect people from harm. The easiest way to do this is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the lone worker situation is managed. Then, compare this with the good practice and see if there's more you should be doing to protect your employees. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, placing a signing in and out board in the office with details of the address being visited and the expected return time is a low-cost precaution. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Implementing and maintaining the control measures identified in your risk assessment will make a positive difference to looking after people and your business.
Risk assessments should be written in simple language, avoiding jargon. They must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good action plan often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Lone Working Policy for links to the Risk Assessment Register and the To Do List within the Online Management Tools and a worked example of a Lone Working Risk Assessment.
Please see the "Additional Information" section of your Lone Working Policy for How to Write a Safe System of Work (including standard operating procedure), a Standard Operating Procedure and a worked example of a Lone Worker Standard Operating Procedure.
Make available and discuss the relevant risk assessment and train employees in the safe systems adopted.
Training may include the use of external providers for specialist areas, for example, use of panic alarms, break away techniques, de-escalation techniques, control and restraint, self defence etc.
Please see the "Additional Information" section of your Lone Working Policy for a Lone Working Tool Box Talk and a Training Needs Analysis Form with a worked example.
Please see the "Additional Information" section of your Lone Working Policy for a Health Monitoring Form and worked example.
For example, regularly review accident books, computer-based accident records and your records on the Mentor Services Online Accident Reporting Toolkit for information on any accidents that are lone worker related.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Foreign and Commonwealth Office
Health and Safety Executive (HSE) Suzy Lamplugh Trust
Asbestos is the largest single cause of work-related fatal disease and ill health in Great Britain. It is a carcinogen and is responsible for lung diseases such as Asbestosis and Mesothelioma. Almost all asbestos-related deaths and ill health are a result of exposure that happened decades ago.
Asbestos containing materials (ACMs) were used in the construction industry for many years, primarily to deter the spread of fire or for their insulation properties. Although the use of such materials is now prohibited by legislation, they may exist in many older premises. Their presence needs to be effectively managed to ensure that they do not create a risk to the health of our employees, customers, contractors or anybody else on the premises. But, if kept in good condition and undisturbed, they should not pose a health hazard.
The aim of this policy is to prevent exposure to asbestos or ACMs and, so far as is reasonably practicable, protect the health, safety and welfare of our employees, customers, contractors and any others who occupy, use, maintain or repair buildings and non-domestic property under our control, and to comply with all relevant legislation, including:
To ensure that exposure to asbestos or ACMs is controlled, where we have a contractual obligation for the control, maintenance and repair of buildings and non-domestic property, we will:
To fulfil our responsibilities as outlined above, we will:
How to Choose a Competent Contractor Approved Contractor List
Approved Contractor List Example Asbestos Guidance Note Asbestos Tool Box Talk
Online Management Tools - Risk Assessment Register Asbestos Exposure Risk Assessment Example
This Guidance Note should be read in conjunction with the Asbestos Policy.
Asbestos is the largest single cause of work-related fatal disease and ill health in Great Britain. It is a carcinogen and is responsible for lung diseases such as Asbestosis and Mesothelioma. Almost all asbestos-related deaths and ill health are a result of exposure that happened decades ago.
Asbestos containing materials (ACMs) were used in the construction industry for many years, primarily to deter the spread of fire or for their insulation properties. Although the use of such materials is now prohibited by legislation, they may exist in many older premises. Their presence needs to be effectively managed to ensure that they do not create a risk to the health of our employees, customers, contractors or anybody else on the premises. But, if kept in good condition and undisturbed, they should not pose a health hazard.
The text in bold italics is the steps taken directly from the Asbestos Policy and the information below should be used as an aide memoire for compliance with the procedure.
Please see the "Additional Information" section of your Asbestos Policy for a How to Choose a Competent Contractor, an Approved Contractor List Form and a worked example.
Following the survey undertaken by a competent contractor/surveyor, you will have been provided with an Asbestos Register. This will detail the location, types and condition of the ACM at the time of the survey. This may be evidenced with photographs, plans and the results of analysis of samples from a United Kingdom Accreditation Service (UKAS) accredited laboratory. An assessment of each ACM must also be recorded in the register.
Regularly review the plan and update the information with the results of monitoring or following any removal or other action carried out.
The purpose of asbestos labels is to show that asbestos is present. The labels come in various forms but they must all comply with the Health and Safety (Safety Signs and Signals) Regulations 1996.
Only licensed contractors may remove and dispose of ACMs.
Please see the "Additional Information" section of your Asbestos Policy for a How to Choose a Competent Contractor.
Include a clear statement in any contract to reinforce this.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Asbestos Building Inspectors Certification Scheme (ABICS) British Occupational Hygiene Society (BOHS)
Health and Safety Executive (HSE)
National Individual Asbestos Certification Scheme (NIACS) Royal Institution of Chartered Surveyors (RICS)
Some substances present, or used, in the workplace may be hazardous to health: these include chemicals, fumes, dusts and bacteria. Repeated exposure to hazardous substances can be linked to serious diseases that may take years to develop.
Exposure to substances hazardous to health may be from contact with the skin or eyes, breathing in or swallowing. Punctured skin may also be a route for the substance into the body. Ill health can be prevented by introducing control measures to limit exposure. These measures should be checked periodically, to ensure that they remain effective.
Control of substances hazardous to health (COSHH) does not cover lead, asbestos or radioactive substances because these have their own specific regulations. Labelling on medicines, pesticides and cosmetic products also has different legislation.
The aim of this policy is to ensure, so far as is reasonably practicable, that exposure, of employees while they are at work and other people on our premises, to substances hazardous to health is prevented or adequately controlled, and to comply with all relevant legislation, including:
To ensure that exposure to hazardous substances is prevented or adequately controlled, we will:
To fulfil our responsibilities as outlined above, we will:
Hazardous Substances Register Hazardous Substances Register Example COSHH Guidance Note
How to Use a Safety Data Sheet
Online Management Tools - Risk Assessment Register - COSHH COSHH Risk Assessment Example
Health Surveillance Information Sheet
Online Management Tools - Incident and Accident Recording COSHH Hazard Poster
Hazardous Substances Tool Box Talk
Issue 2
14052012
This Guidance Note should be read in conjunction with the COSHH Policy.
Some substances present, or used, in the workplace may be hazardous to health: these include chemicals, fumes, dusts and bacteria. Repeated exposure to hazardous substances can be linked to serious diseases that may take years to develop.
Exposure to substances hazardous to health may be from contact with the skin or eyes, breathing in or swallowing. Punctured skin may also be a route for the substance into the body. Ill health can be prevented by introducing control measures to limit exposure. These measures should be checked periodically, to ensure that they remain effective.
Control of substances hazardous to health (COSHH) does not cover lead, asbestos or radioactive substances because these have their own specific regulations. Labelling on medicines, pesticides and cosmetic products also has different legislation.
The text in bold italics is the steps taken directly from the COSHH Policy and the information below should be used as an aide memoire for compliance with the procedure.
Please see the "Additional Information" section of your Control of Substances Hazardous to Health (COSHH) Policy for a Hazardous Substances Register, with a worked example.
The following are the specific issues to be considered in each of the steps of a detailed hazardous substances risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
Please see the "Additional Information" section of your COSHH Policy for guidance on How to Use a Safety Data Sheet.
For each hazard you need to be clear about who might be harmed so you can identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, people working in the paint shop or colour technicians in hair salons.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur. For example, burns from a corrosive substance could result in an acute illness or dermatitis from cement could lead to an acute or chronic illness.
Some workers have special requirements and may be at particular risk:
Extra thought will be needed for some hazards:
If you share your workplace, you will need to think about how your work affects others present, as well as how their work affects your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
In relation to the task, look at how individuals may be exposed to the hazardous substance. Routes of entry may include:
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, use of barriers creams in motor vehicle maintenance etc is a low-cost precaution, considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple. For example, you might record:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things, such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your COSHH Policy for links to the Online Risk Assessment Toolkit, the To Do List within the Online Management Tools and a worked example of COSHH Risk Assessment.
Please see the "Additional Information" section of your COSHH Policy for a Health Surveillance Information Sheet.
Establish, and monitor adherence to, standard rules for the work area regarding eating and drinking. Provide separate areas for the preparation and consumption of food and drink.
Please see the "Additional Information" section of your COSHH Policy for a COSHH Hazard Poster, Hazardous Substances Tool Box Talk, a Training Needs Analysis Form and a worked example.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Chemical Industries Association (CIA)
Health and Safety Executive (HSE) Trade Associations
Issue 2
14052012
Electricity can kill. Even non-fatal shocks can cause severe and permanent injury. Shocks from faulty equipment may lead to falls from ladders, scaffolds or other work platforms.
Those using electricity may not be the only ones at risk. Poor electrical installations and faulty electrical appliances can lead to fires causing death or injury to others. Most of these accidents can be avoided by putting in place appropriate safety arrangements and simple controls.
Fixed electrical equipment is defined as any electrical equipment that is hardwired into the building and is therefore not portable.
The aim of this policy is to outline arrangements we have in place to reduce the risk of injury arising from electricity, to our employees and others who may be affected by the work that we do, and to comply with all relevant legislation, including:
To ensure that all electrical installations and fixed equipment are suitable for their purposes, we will:
To fulfil our responsibilities as outlined above, we will:
Work Equipment Register
Work Equipment Register Example
Online Management Tools - Risk Assessment Register Working with Electricity Risk Assessment Example Electrical Installations and Fixed Equipment Guidance Note Maintenance Schedule Form
Maintenance Schedule Example Online Management Tools - To Do List
How to Choose a Competent Contractor Approved Contractor List
Approved Contractor List Example Training Needs Analysis Form
Training Needs Analysis Form Example
Working with Electrical Equipment Tool Box Talk Defect Report Form
This Guidance Note should be read in conjunction with the Electrical Installations and Fixed Equipment Policy.
Electricity can kill. Even non-fatal shocks can cause severe and permanent injury. Shocks from faulty equipment may lead to falls from ladders, scaffolds or other work platforms.
Those using electricity may not be the only ones at risk. Poor electrical installations and faulty electrical appliances can lead to fires causing death or injury to others. Most of these accidents can be avoided by putting in place appropriate safety arrangements and simple controls.
Fixed electrical equipment is defined as any electrical equipment that is hardwired into the building and is therefore not portable.
The text in bold italics is the steps taken directly from the Electrical Installations and Fixed Equipment Policy and the information below should be used as an aide memoire for compliance with the procedure.
Please see the "Additional Information" section of your Electrical Installations and Fixed Equipment Policy for a Work Equipment Register and a worked example.
The following are the specific electrical installations and fixed equipment issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed: it will help you to identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, kitchen staff or cleaners.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur. For example, kitchen staff may suffer electrical burns from faulty equipment.
Some workers have special requirements and may be at particular risk, for example:
Extra thought will be needed for some hazards:
If you share your workplace, you will need to think about how your installations or fixed electrical equipment could affect others present, as well as how their work activities affect your installations or fixed electrical equipment. Ask your staff if they can think of anyone or anything you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider whether you can control the risks so that harm is unlikely.
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, visual checks on fixed equipment to ensure casings are properly secured or ensuring that cable conductors are not exposed are low-cost precautions, considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things, such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Electrical Installations and Fixed Equipment Policy for links to the Online Risk Assessment Toolkit (with a worked example) and the To Do List within the Online Management Tools.
Please see the "Additional Information" section of your Electrical Installations and Fixed Equipment Policy for the To Do List within the Online Management Tools, guidance on How to Choose a Competent Contractor, an Approved Contractors List Form with worked example and a Maintenance Schedule with a worked example.
Please see the "Additional Information" section of your Electrical Installations and Fixed Equipment Policy for How to Choose a Competent Contractor.
Please see the "Additional Information" section of your Electrical Installations and Fixed Equipment Policy for a Working with Electrical Equipment Tool Box Talk and a Training Needs Analysis Form with a worked example.
If, during the inspection process, a fault is identified it should be recorded and forwarded to the person responsible for the electrical equipment.
Have the defect rectified by a competent person.
Please see the "Additional Information" section of your Electrical Installations and Fixed Equipment Policy for the Defect Report Form and a worked example.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 British Standards Institute (BSI)
Health and Safety Executive (HSE) Institution of Electrical Engineers (IEE)
Manual handling operations mean any transporting or supporting of a load (including the lifting, putting down, pushing, pulling, carrying or moving of it) by hand or by bodily force. Many people hurt backs, arms, hands or feet lifting everyday loads, not just when the load is too heavy. More than a third of all over-three-day injuries reported each year to the Health and Safety Executive (HSE) and to local authorities are the result of manual handling activities.
Upper Limb Disorders (ULDs) can happen in almost any workplace where people do repetitive manual handling activities or work in awkward postures for prolonged periods of time or as a result of one-off incidents.
Early symptoms may be temporary muscular aches and pains, but if such work is not properly managed, they can develop into chronic and disabling disorders. Cumulative damage can build up over time causing pain and discomfort in necks, backs, shoulders, arms, hands or fingers.
Most cases could be avoided by the provision of suitable and regularly maintained mechanical aids together with relevant training on using the equipment safely and manual handling.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, in relation to manual handling activities, and to comply with all relevant legislation, including:
To ensure that manual handling activities are undertaken safely and that safe systems of work are clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Manual Handling Activities Register
Manual Handling Activities Register Example
Online Management Tools - Risk Assessment Register - Manual Handling Manual Handling Risk Assessment Example
How to Write a Safe System of Work (including Standard Operating Procedure) Standard Operating Procedure
Manual Handling Standard Operating Procedure Example Training Needs Analysis Form
Training Needs Analysis Form Example Manual Handling Tool Box Talk
Health Monitoring Form
Health Monitoring Form Example
Online Management Tools - Incident and Accident Recording Manual Handling Guidance Note
This Guidance Note should be read in conjunction with the Manual Handling Policy.
Manual handling operations mean any transporting or supporting of a load (including the lifting, putting down, pushing, pulling, carrying or moving of it) by hand or by bodily force. Many people hurt backs, arms, hands or feet lifting everyday loads, not just when the load is too heavy. More than a third of all over-three-day injuries reported each year to the Health and Safety Executive (HSE) and to local authorities are the result of manual handling activities.
Upper Limb Disorders (ULDs) can happen in almost any workplace where people do repetitive manual handling activities or work in awkward postures for prolonged periods of time or as a result of one-off incidents.
Early symptoms may be temporary muscular aches and pains, but if such work is not properly managed, they can develop into chronic and disabling disorders. Cumulative damage can build up over time causing pain and discomfort in necks, backs, shoulders, arms, hands or fingers.
Most cases could be avoided by the provision of suitable and regularly maintained mechanical aids together with relevant training on using the equipment safely and manual handling.
The text in bold italics is the steps taken directly from the Manual Handling Policy and the information below should be used as an aide memoire for compliance with the procedure.
Review all areas of your business to identify manual handling tasks and activities (see details above) that are undertaken and record these using the Manual Handling Activities Register.
Please see the "Additional Information" section of your Manual Handling Policy for a Manual Handling Activities Register and a worked example.
Consider the use of mechanical aids such as forklift trucks, pallet trucks or vacuum lifters to avoid manually handling loads.
The following are the specific manual handling issues to be considered for each of the steps of a detailed risk assessment.
When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter.
In looking at manual handling hazards we have a useful acronym to help you to identify each element of a manual handling task. The acronym is:
T = Task (the job to be done)
I = Individual (the person performing the task, and their capabilities)
L = Load (the physical attributes of the load e.g. hot, cold, weight, shape) E = Environment (the environment where the task is being performed)
For each manual handling hazard you need to be clear about who might be harmed: it will help you to identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, such as:
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur, for example:
Some workers have special requirements and may be at particular risk:
Extra thought will be needed for some hazards and, for manual handling risks, you will need to assess individual capabilities. You should:
Having spotted the hazards, you then have to decide what to do about the risk. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, team handling will only involve minimal costs but can make significant risk reductions. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Manual Handling Policy for How to Write a Safe System of Work (including Standard Operating Procedure), a Standard Operating Procedure and a worked example of a Standard Operating Procedure.
Training may include the use of external providers for safe manual handling techniques such as kinetic lifting.
Please see the "Additional information" section of your Manual Handling Policy for a Manual Handling Tool Box Talk and a Training Needs Analysis Form with a worked example.
Training may include the use of external providers for specialist areas, for example, training on the use of mechanical aids and any automated handling processes.
Please see the "Additional Information" section of your Manual Handling Policy for a Training Needs Analysis Form and a worked example.
Please see the "Additional Information" section of your Manual Handling Policy for a Health Monitoring Form and worked example.
For example, regularly review accident books, computer-based accident records and your records on the Mentor Services Online Management Tools - Incident and Accident Recording toolkit for information on any manual handling-related accidents.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Generally, appliances that have a lead or cable and a plug and which are normally moved around or are easily movable from place to place are classified as portable electrical appliances. This description also incorporates electrical equipment that could be moved, although remains static for the most part, such as photocopiers, desktop computers etc.
Nearly a quarter of all reportable electrical accidents involve portable equipment and the vast majority result in electric shock. By concentrating on a simple and inexpensive system that looks for visible signs of damage or faults, and puts them right, you can prevent most electrical accidents from happening.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, in relation to any work they undertake using any portable electrical appliances, and to comply with all relevant legislation, including:
To ensure that the use of portable electrical appliances will be undertaken safely and that our policy will be clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Portable Electrical Appliance Register
Portable Electrical Appliance Register Example
Online Management Tools - Risk Assessment Register - Activity Portable Electrical Appliance Risk Assessment Example
How to Write a Safe System of Work (including Standard Operating Procedure) Standard Operating Procedure
Portable Electrical Appliance Standard Operating Procedure Example Portable Electrical Appliance Guidance Note
Training Needs Analysis Form
Training Needs Analysis Form Example Portable Electrical Appliance Tool Box Talk Maintenance Schedule Form
Maintenance Schedule Example Online Management Tools - To Do List Defect Report Form
Online Management Tools - Incident and Accident Recording
This Guidance Note should be read in conjunction with the Portable Electrical Appliances Policy.
Generally, appliances that have a lead or cable and a plug and which are normally moved around or are easily movable from place to place are classified as portable electrical appliances. This description also incorporates electrical equipment that could be moved, although remains static for the most part, such as photocopiers, desktop computers etc.
Nearly a quarter of all reportable electrical accidents involve portable equipment and the vast majority result in electric shock. By concentrating on a simple and inexpensive system that looks for visible signs of damage or faults, and puts them right, you can prevent most electrical accidents from happening.
The text in bold italics are the steps taken directly from the Portable Electrical Appliances Policy and the information below should be used as an aide memoire for compliance with the procedure.
Identify all portable electrical appliances that are used or are available for use throughout the workplace, such as:
Record the location and type of equipment on the portable electrical appliance register.
Please see the "Additional Information" section of your Portable Electrical Appliances Policy for a Portable Electrical Appliances Register and a worked example.
The following are the specific portable electrical appliance issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed: it will help you to identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, people at nearby workstations or passers-by.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur: for example, electric shock from exposed live wires due to damaged casing or cable insulation.
Some workers, for example, new and young workers, have special requirements and may be at particular risk.
Extra thought will be needed for some hazards:
If you share your workplace, you will need to think about how your work affects others present, as well as how their work affects your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Portable Electrical Appliances Policy for links to the Risk Assessment Register with a worked example, and the To Do List within the Online Management Tools.
Please see the "Additional Information" section of your Portable Electrical Appliances Policy for How to Write a Safe System of Work (including standard operating procedure), and a Standard Operating Procedure with a worked example.
Please see the "Additional Information" section of your Portable Electrical Appliances Policy for a Portable Electrical Appliances Tool Box Talk and a Training Needs Analysis Form with a worked example.
Please see the "Additional Information" section of your Portable Electrical Appliance Policy for a Defect Report Form and a worked example.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 British Standards Institution (BSI)
Electrical Contractors' Association (ECA) Health and Safety Executive (HSE) Institution of Electrical Engineers (IEE)
National Association of Professional Inspectors and Testers (NAPIT) National Inspection Council for Electrical Installation Contracting (NICEIC)
Personal Protective Equipment (PPE) is all equipment (including clothing providing protection against the weather) which is intended to be worn or held by people at work and which protects them against one or more risks to their health or safety.
Examples include: safety helmets, gloves, eye protection, high-visibility clothing, safety footwear, water and weather proof safety harnesses and insulated clothing.
Items not classed as PPE under the current legislation include:
The main purpose of PPE is to protect employees from risk of injury. According to the hierarchy of controls, PPE should only be used as a last resort or in combination with other risk control measures. It is vital that PPE is issued in conjunction with adequate training.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, in relation to the provision and use of PPE, and to comply with all relevant legislation, including:
To ensure that the use of PPE will be undertaken safely and that our policy will be clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
PPE Requirement Register
PPE Requirement Register Example
Online Management Tools - Risk Assessment Register - Activity PPE Risk Assessment Example
Training Needs Analysis Form
Training Needs Analysis Form Example PPE Tool Box Talk
PPE Training Record
PPE Training Record Example PPE Issue Record Form
PPE Issue Record Example
PPE Training and Information Checklist
PPE Training and Information Checklist Example Defect Report Form
PPE Correct Use Monitoring Form
PPE Correct Use Monitoring Form Example
PPE Record of Maintenance, Cleaning or Repair Form
PPE Record of Maintenance, Cleaning or Repair Form Example
PPE Guidance Note
This Guidance Note should be read in conjunction with the Personal Protective Equipment Policy.
Personal Protective Equipment (PPE) is all equipment (including clothing providing protection against the weather) which is intended to be worn or held by people at work and which protects them against one or more risks to their health or safety.
Examples include: safety helmets, gloves, eye protection, high-visibility clothing, safety footwear, water and weather proof safety harnesses and insulated clothing.
Items not classed as PPE under the current legislation include:
The main purpose of PPE is to protect employees from risk of injury. According to the hierarchy of controls, PPE should only be used as a last resort or in combination with other risk control measures. It is vital that PPE is issued in conjunction with adequate training.
The text in bold italics is the steps taken directly from the PPE Policy and the information below should be used as an aide memoire for compliance with the procedure.
Please complete a register of all your activities that require PPE.
Please see the "Additional Information" section of your PPE Policy for a PPE Activities Register and a worked example.
Please see the "Additional Information" section of your PPE Policy for a Training Needs Analysis Form, a PPE Training Record, a PPE Issue Record Form and some worked examples.
Please see the "Additional Information" section of your PPE Policy for Defect Report Form and a worked example, and PPE Record of Maintenance, Cleaning or Repair Form an a worked example.
Ensure your Performance Monitoring systems take into account the PPE to be worn on each activity and measure the level of compliance.
Please see the "Additional Information" section of your PPE Policy for a PPE Correct Use of Monitoring Form and a worked example.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment that effect the issue, use and maintenance of PPE.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Work equipment includes any machinery, appliance, apparatus or tool and any assembly of components that, in order to achieve a common end, are arranged and controlled so that they function as a whole. Examples include: lifting equipment, machinery, hand tools, protective equipment and computer hardware.
The suitability of work equipment is controlled under the Provision and Use of Work Equipment Regulations (PUWER) 1998 which implement the requirements of the EC directive on the minimum health and safety requirements for the use of work equipment in the workplace. They set objectives, rather than establish prescriptive standards. The definition of work equipment is extremely wide but it may be accepted that almost any equipment used at work falls within the scope of the regulations.
As a business, it is important to comply with the regulations surrounding work equipment because:
Many operatives see checklists and inspection sheets as simply paperwork exercises but it is important to remember, and reinforce, that they are an integral part of safety management.
The aim of this policy is to ensure, so far as is reasonably practicable, the safe use, maintenance and inspection of our work equipment, and to comply with all relevant legislation, including:
To ensure that all work equipment provided is fit for purpose and that all necessary inspection and maintenance records are kept up to date, we will:
To fulfil our responsibilities as outlined above, we will:
Work Equipment Register
Work Equipment Register Example
Online Management Tools - Risk Assessment Register - Activity Work Equipment Risk Assessment Example
How to Write a Safe System of Work (including Standard Operating Procedure) Standard Operating Procedure
Work Equipment Standard Operating Procedure Example Work Equipment Guidance Note
Training Needs Analysis Form
Training Needs Analysis Form Example Work Equipment Tool Box Talk Maintenance Schedule Form Maintenance Schedule Example
Online Management Tools - To Do List
Work Equipment Inspection Form Work Equipment Inspection Example Defect Report Form
Defect Report Example
Online Management Tools - Incident and Accident Recording How to Choose a Competent Contractor
This Guidance Note should be read in conjunction with the Work Equipment Policy.
Work equipment includes any machinery, appliance, apparatus or tool and any assembly of components that, in order to achieve a common end, are arranged and controlled so that they function as a whole. Examples include: lifting equipment, machinery, hand tools, protective equipment and computer hardware.
The suitability of work equipment is controlled under the Provision and Use of Work Equipment Regulations (PUWER) 1998 which implement the requirements of the EC directive on the minimum health and safety requirements for the use of work equipment in the workplace. They set objectives, rather than establish prescriptive standards. The definition of work equipment is extremely wide but it may be accepted that almost any equipment used at work falls within the scope of the regulations.
As a business, it is important to comply with the regulations surrounding work equipment because:
Many operatives see checklists and inspection sheets as simply paperwork exercises but it is important to remember, and reinforce, that they are an integral part of safety management.
The text in bold italics are the steps taken directly from the Work Equipment Policy and the information below should be used as an aide-memoire for compliance with the procedure.
These are the 20 categories of equipment that require a CE mark to be applied:
Appliances Burning Gaseous Fuels (AppliGas) | Cableway Installations to Carry Persons |
Low Voltage Electrical Equipment | Construction Products |
Equipment and Protective Systems for use in Potentially Explosive Atmospheres (Atex) | Explosives for Civil Uses |
Hot Water Boilers | Lifting Equipment |
Machinery (as defined in the Machinery Directive (89/392/EEC)) | Measuring Instruments |
Medical Devices | Active Implantable Medical Devices |
In Vitro Diagnostic Medical Devices | Non-automatic Weighting Instruments |
Radio and Telecommunications Terminal Equipment (R&TTE) | Personal Protective Equipment (PPE) |
Simple Pressure Vessels | Pressure Equipment |
Recreational Craft | Toys |
The CE conformity marking shall consist of the initials CE in the form shown below:
Match the requirements of the work equipment to the location where it is to be situated, its method of use and the work that is conducted in the immediate vicinity. For example, where a woodworking machine is to be installed, ensure that its location provides for the wood to be stored and placed on the machine carrier without impeding the operator's access to the controls. In addition, where the equipment produces high noise levels an enclosure might be required.
Please see the "Additional Information" section of your Work Equipment Policy for a Work Equipment Register and a worked example.
The following are the specific work equipment issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed: it will help you identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, machine operators on the shop floor or people working near the equipment.
In each case, identify how they might be harmed, that is, what type of injury or ill health might occur. For example:
Extra thought will be needed for some hazards:
If you share your workplace, you will need to think about how your work affects others present, as well as how their work affects your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, early replacement or repair of mushroom headed tools to prevent fragmentation and eye injuries may be a low-cost precaution, considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Work Equipment Policy for links to the Risk Assessment Register and the To Do List within the Online Management Tools and a risk assessment worked example.
The procedure should include:
Please see the "Additional Information" section of your Work Equipment Policy for How to Write a Safe System of Work (including standard operating procedure), a Standard Operating Procedure and a worked example.
Please see the "Additional Information" section of your Work Equipment Policy for a Work Equipment Policy Tool Box Talk, a Training Needs Analysis Form and a worked example.
Ensure that all work equipment provided is regularly maintained and tested under statutory requirements or manufacturers' instructions, where applicable, using competent contractors where necessary
Please see the "Additional Information" section of your Work Equipment Policy for the To Do List within the Online Management Tools, guidance on How to Choose a Competent Contractor and a Work Equipment Inspection Form and Maintenance Schedule with worked examples of both.
Please see the "Additional Information" section of your Work Equipment Policy for the Defect Report Form and a worked example.
For example, regularly review accident books, computer-based accident records and your records on the Mentor Services' Online Management Tools - Incident and Accident Recording toolkit for information on any accidents that are related to the use of work equipment or associated activities.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Over a third of all major injuries reported each year are caused as a result of a slip or trip (the single most common cause of injuries at work). More than 10,000 workers suffered an injury as a result of a slip, trip or fall between March 2009 and April 2010. Reducing this unnecessary injury toll is a priority for the Health and Safety Executive. Slips, trips and falls also account for over half of all reported injuries to members of the public. Legal actions brought as a result of an injury can be extremely damaging to business, especially where the public are involved. Insurance covers only a small proportion of the costs. Anyone at work, but particularly employers, can help to reduce slip and trip hazards through good health and safety arrangements. Effective solutions are often simple, cheap and lead to other benefits.
Improvement of housekeeping regimes is a commonly cited intervention for targeting slips, trips and falls. Although this intervention seems straightforward, it is not. This is because it relies on human behaviour and attitudes, which can be highly unpredictable.
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work in relation to slips, trips and falls, and to comply with all relevant legislation, including;
To ensure that we have sufficient and suitable control measures in place to reduce to the lowest possible level the risk of slips, trips and falls in any of our activities or in any area of our premises, we will:
To fulfil our responsibilities as outlined above, we will:
Universal Inspection Form Universal Inspection Form Example
Online Management Tools - Risk Assessment Register Slips Trips and Falls Risk Assessment Example
Slips, Trips and Falls Tool Box Talk Training Needs Analysis Form
Training Needs Analysis Form Example
Online Management Tools - Incident and Accident Recording Online Management Tools - To Do List
This Guidance Note should be read in conjunction with the Slips, Trips and Falls Policy.
Over a third of all major injuries reported each year are caused as a result of a slip or trip (the single most common cause of injuries at work). More than 10,000 workers suffered an injury as a result of a slip, trip or fall between March 2009 and April 2010. Reducing this unnecessary injury toll is a priority for the Health and Safety Executive. Slips, trips and falls also account for over half of all reported injuries to members of the public. Legal actions brought as a result of an injury can be extremely damaging to business, especially where the public are involved. Insurance covers only a small proportion of the costs. Anyone at work, but particularly employers, can help to reduce slip and trip hazards through good health and safety arrangements. Effective solutions are often simple, cheap and lead to other benefits.
Improvement of housekeeping regimes is a commonly cited intervention for targeting slips, trips and falls. Although this intervention seems straightforward, it is not. This is because it relies on human behaviour and attitudes, which can be highly unpredictable.
The text in bold italics are the steps taken directly from the Slips, Trips and Falls Policy and the information below should be used as an aide memoir for compliance with the procedure.
Please see the "Additional Information" section of your Slips, Trips and Falls Policy for a Universal Inspection Form and a worked example.
The following are the specific issues to be considered within the workplace for Slips, Trips and Falls hazards for each of the steps of a detailed risk assessment:
First you need to work out how people could be harmed from slips trips and falls. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each slip, trip and fall hazard you need to be clear about who might be harmed; it will help you identify the best way of managing the risk. That doesn't mean listing everyone by name, but rather identifying groups of people (e.g. 'people working in the storeroom' or 'passers-by').
In each case, identify how they might be harmed, i.e. what type of injury might occur. For example, 'visitors walking across car park tripping over loose flag stone, suffering fractured arms/wrist when trying to break fall'.
Remember:
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything 'reasonably practicable' to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
So first, look at what you're already doing, think about what controls you have in place and how the work is organised. Then compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, implement a spills procedure to clear up leaks etc. immediately to reduce potential for Slips, Trips and Falls is a low-cost precaution considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example 'Tripping over rubbish: bins provided, staff instructed, weekly housekeeping checks'.
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment - until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your workplace risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learnt anything from accidents or near misses? Make sure your workplace risk assessment stays up to date.
Please see the "Additional Information" section of your Slips, Trips and Falls Policy for a link to the Risk Assessment Register and the To Do List within the Online Management Tools, a worked example risk assessment.
You must ensure that all staff are trained in the housekeeping and storage requirements established for the company.
Please see the "Additional Information" section of your Slips, Trips and Falls Policy for a Storage and Housekeeping Tool Box Talk, a training needs analysis form and a worked example.
For example, regularly review accident books, computer based accident records and/or your records on the Mentor Services Online Management Tools - Incident and Accident Recording, for information on any accidents that are related to Slips, Trips or Falls.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Stress is defined as "the adverse reaction people have to excessive pressure or other types of demand placed upon them". Stress is not an illness in itself, but if prolonged or particularly intense, it can lead to increased problems with ill heath, poor productivity and human error. There is a clear distinction between pressure, which can create a 'buzz' and be a motivational force, and stress, which can occur when this pressure becomes excessive. Workplace stress exists where people reasonably perceive that they cannot cope with what is being asked of them at work.
The aim of this policy is to ensure, so far as is reasonably practicable, that our employees are not subjected to levels of stress at work that have an adverse effect on their health and wellbeing and to comply with all relevant legislation, including;
To ensure that all our work activities are undertaken with due regard for the health, safety and welfare of all our employees so far as is reasonably practicable and that our policy concerning stress is clearly understood throughout the company, we will;
To fulfil our responsibilities as outlined above, we will:
Online Management Tools - Incident and Accident Recording Online Management Tools - Risk Assessment Register
HSE Stress Questionnaire
Work Related Stress Risk Assessment Example Stress Guidance Note
How to Choose a Counselling Service Referral Form for Counselling Template How to Choose a Competent Contractor Return to Work Interview Form
Return to Work Interview Example
This Guidance Note should be read in conjunction with the Stress Policy.
Stress is defined as "the adverse reaction people have to excessive pressure or other types of demand placed upon them". Stress is not an illness in itself, but if prolonged or particularly intense, it can lead to increased problems with ill heath, poor productivity and human error. There is a clear distinction between pressure, which can create a 'buzz' and be a motivational force, and stress, which can occur when this pressure becomes excessive. Workplace stress exists where people reasonably perceive that they cannot cope with what is being asked of them at work.
The text in bold italics are the steps taken directly from the Stress Policy and the information below should be used as an aide memoir for compliance with the procedure.
Taking a pro-active approach to stress management involves regularly reviewing productivity data, sickness absence records, staff turnover and where a negative trend in any of these is identified, this may indicate an underlying stress problem.
Please see the "Additional Information" section of your Stress Policy for a link to the Online Accident Reporting Toolkit.
The following are the specific issues to be considered for Stress for each of the steps of a detailed risk assessment:
First you need to work out how people could be harmed. Through the risk assessment process you will identify hazards that may lead to individuals exhibiting symptoms of stress. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
Any individual within the organisation can be affected by one or more of the stressors identified at Step 1
The symptoms of stress include but are not limited to:
Some symptoms must not be taken in isolation. Just because an individual yawns a lot may also mean they are just tired.
Remember:
Having identified the hazards, you then have to decide what to do about them. The law requires you to do everything 'reasonably practicable' to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
So first, look at what you're already doing, think about what controls you have in place and how the work is organised. Then compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below relevant to each stressor:
Improving health and safety need not cost a lot. For instance, many of the above controls have no or minimal cost implications such as enabling employees to support each other. Failure to take simple precautions can cost you a lot more in absenteeism, accidents or ill health.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new stressors.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example 'Lack of control over workload, pace and order in which work managed at employees discretion within reason.
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment - until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learnt anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Stress Policy for links to the Risk Assessment Register and the To Do List within the Online Management Tools and a work example risk assessment.
Please see the "Additional Information" section of your Stress Policy for a Health Surveillance Referral form.
Please see the "Additional Information" section of your Stress Policy for a Stress Tool Box Talk.
Please see the "Additional Information" section of your Stress Policy for information on "How to Choose a Counselling Service" and a Referral Form for Counselling.
The same advantages can be realised by offering managers and employees the same level of assistance when external factors may be causing stress related issues. Therefore, if you identify a manager or employee who is showing signs of stress or approaches you stating that they feel stressed as a result their life outside of work, then consider offering a confidential counselling service to the manager or employee.
Please see the "Additional Information" section of your Stress Policy for information on "How to Choose a Counselling Service" and a Referral Form for Counselling.
Please see the "Additional Information" section of your Stress Policy for How to Choose a Competent Contractor.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Hand-arm vibration (HAV) is vibration transmitted into the hands and arms when using hand- held, powered, work equipment. Excessive exposure to HAV can cause hand-arm vibration syndrome (HAVS) and carpal tunnel syndrome. HAVS affects nerves, blood vessels, muscles and the joints of the hand, wrist and arm: it includes vibration white finger which can cause severe pain in the affected fingers. If ignored, HAVS can become disabling.
The Control of Vibration at Work Regulations have laid down key limits to vibration exposure. They are as follows:
The aim of this policy is to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees while they are at work, in relation to activities that produce hand- arm vibration, and to comply with all relevant legislation, including:
To ensure that we prevent or reduce risks to health and safety from hand-arm vibration and that our policy will be clearly understood throughout the company, we will:
To fulfil our responsibilities as outlined above, we will:
Hand-Arm Vibration Activities Register
Hand-Arm Vibration Activities Register Example
Online Management Tools - Risk Assessment Register - Activity Hand-Arm Vibration Risk Assessment Example
How to Choose Low Vibration Tools and Equipment Maintenance Schedule Form
Maintenance Schedule Example Online Management Tools - To Do List Training Needs Analysis Form
Training Needs Analysis Form Example Hand-Arm Vibration Tool Box Talk Hand-Arm Vibration Guidance Note Health Surveillance Referral Form
Health Surveillance Referral Form Example Initial Hand-Arm Vibration Survey Form
Initial Hand-Arm Vibration Survey Form Example
How to Choose a Competent Contractor Approved Contractor List
Work Equipment Inspection Form
Work Equipment Inspection Form Example
This Guidance Note should be read in conjunction with the Hand-Arm Vibration Policy.
Hand-arm vibration (HAV) is vibration transmitted into the hands and arms when using hand- held, powered, work equipment. Excessive exposure to HAV can cause hand-arm vibration syndrome (HAVS) and carpal tunnel syndrome. HAVS affects nerves, blood vessels, muscles and the joints of the hand, wrist and arm: it includes vibration white finger which can cause severe pain in the affected fingers. If ignored, HAVS can become disabling.
The Control of Vibration at Work Regulations have laid down key limits to vibration exposure. They are as follows:
The text in bold italics are the steps taken directly from the Hand-Arm Vibration Policy and the information below should be used as an aide memoire for compliance with the procedure.
Many people are either routinely or sporadically exposed to hand-arm vibration at work by activities they are carrying out, such as those who:
Tool type | Lowest | Typical | Highest |
Road breakers | 5 m/s2 | 12 m/s2 | 20 m/s2 |
Demolition hammers | 8 m/s2 | 15 m/s2 | 25 m/s2 |
Hammer drills/combi hammers | 6 m/s2 | 9 m/s2 | 25 m/s2 |
Needle scalers | 5 m/s2 | - | 18 m/s2 |
Scabbler2s (hammer type) | - | - | 40 m/s2 |
Angle grinders | 4 m/s2 | - | 8 m/s2 |
Clay spades/jigger picks | 16 m/s2 | 16 m/s2 | - |
Chipping hammers (metal) | - | 18 m/s2 | - |
Stone-working hammers | 10 m/s2 | - | 30 m/s2 |
Chainsaws | - | 6 m/s2 | - |
Brushcutters | 2 m/s2 | 4 m/s2 | - |
Sanders (random orbital) | - | 7-10 m/s2 | - |
Complete a register of all activities, where vibration results, using the Hand-Arm Vibration Activities Register.
Please see the 'Additional Information' section of your Hand-Arm Vibration Policy for a Hand- Arm Vibration Activities Register and a worked example.
Prior to undertaking the time and cost of a full hand-arm vibration survey by a competent vibration assessor, you should complete an initial hand-arm vibration survey to determine the level of hand-arm vibration risk. This would include:
This initial hand-arm vibration survey should provide enough information on the hand-arm vibration risks for you to decide if a full hand-arm vibration assessment by a competent person is required.
Factors influencing this will include:
Please see the 'Additional Information' section of your Hand-Arm Vibration Policy for the To Do List within the Online Management Tools, guidance on How to Choose a Competent Contractor, a Work Equipment Inspection Form and a Maintenance Schedule with a worked example.
Please see the 'Additional Information' section of your Hand-Arm Vibration Policy for a Hand- Arm Vibration Tool Box Talk.
Mentor Services 24/7 Advice Line on 0800 634 7000 Option 2 Health and Safety Executive (HSE)
Workplace regulations cover a wide range of basic health, safety and welfare issues and apply to most workplaces. The exceptions are those workplaces involving construction work on construction sites, in or on a ship or below ground at a mine.
The regulations aim to ensure that workplaces meet the health, safety and welfare needs of all members of a workforce, including people with disabilities. All areas of the workplace including, in particular, doors, passageways, stairs, showers, washbasins, lavatories and workstations, should be made accessible for disabled people.
The aim of this policy is to ensure, so far as is reasonably practicable, that we provide and maintain a safe and healthy working environment for our employees, customers and contractors, we promote best practice and high standards in the management of our premises, we meet or exceed the minimum requirements and we comply with all relevant legislation, including:
To ensure that our workplaces meet the health, safety and welfare needs of all employees and any visitors and contractors who may visit our premises, we will:
To fulfil our responsibilities as outlined above, we will:
Workplace Register Workplace Register Example
Workplace Risk Assessment Form Workplace Risk Assessment Example Good Housekeeping Tool Box Talk Universal Inspection Form
Universal Inspection Form Example Defect Report Form
Defect Report Example Cleaning Schedule Cleaning Schedule Example
Maintenance Schedule Form Maintenance Schedule Example Online Management Tools - To Do List
How to Choose a Competent Contractor Approved Contractor List
Approved Contractor List Example
This Guidance Note should be read in conjunction with the Workplace Welfare Policy.
Workplace regulations cover a wide range of basic health, safety and welfare issues and apply to most workplaces. The exceptions are those workplaces involving construction work on construction sites, in or on a ship or below ground at a mine.
The regulations aim to ensure that workplaces meet the health, safety and welfare needs of all members of a workforce, including people with disabilities. All areas of the workplace including, in particular, doors, passageways, stairs, showers, washbasins, lavatories and workstations, should be made accessible for disabled people.
The text in bold italics are the steps taken directly from the Workplace Welfare Policy and the information below should be used as an aide memoire for compliance with the procedure.
Undertake a thorough review of the premises under your control and, where necessary, divide it into separate areas. For example, a manufacturing company is likely to have distinct workplace environments such as administration offices and the shop floor which will pose different levels of risk. A breakdown list might be:
Please see the "Additional Information" section of your Workplace Welfare Policy for a Workplace Register and a worked example.
The following are the specific workplace welfare issues to be considered for each of the steps of a detailed risk assessment.
First, you need to work out how people could be harmed. When you work in a place every day it is easy to overlook some hazards, so here are some tips to help you identify the ones that matter:
For each hazard you need to be clear about who might be harmed: it will help you identify the best way of managing the risk. This doesn't mean listing everyone by name, but rather identifying groups of people, for example, people working in the warehouse, maintenance staff for passenger lifts, visitors or pedestrians.
In each case, identify how they might be harmed, that is, what type of injury might occur. For example, a loose stair nosing could cause people to slip and fall, resulting in minor sprains to fractured limbs.
Some workers have special requirements and may be at particular risk:
Extra thought will be needed for some hazards:
If you share your workplace, you will need to think about how your work affects others present, as well as how their work affects your staff. Talk to them and ask your staff if they can think of anyone you may have missed.
Having spotted the hazards, you then have to decide what to do about them. The law requires you to do everything reasonably practicable to protect people from harm. You can work this out for yourself, but the easiest way is to compare what you are doing with good practice.
First, look at what you're already doing, think about what controls you have in place and how the work is organised. Then, compare this with the good practice and see if there's more you should be doing to bring yourself up to standard. In asking yourself this, consider:
When controlling risks, apply the principles below, if possible in the following order:
Improving health and safety need not cost a lot. For instance, cleaning windows with a hose and brush on a fixed pole rather than a ladder and bucket arrangement is a low-cost precaution, considering the risks. Failure to take simple precautions can cost you a lot more if an accident does happen.
Involve staff, so that you can be sure that what you propose to do will work in practice and won't introduce any new hazards.
Putting the results of your risk assessment into practice will make a difference when looking after people and your business.
Writing down the results of your risk assessment, and sharing them with your staff, encourages you to do this. If you have fewer than five employees you do not have to write anything down, though it is useful if you do so that you can review it at a later date if, for example, something changes.
When writing down your results, keep it simple, for example:
It is not expected that a risk assessment will be perfect, but it must be suitable and sufficient. You need to be able to show that you have:
If you have identified quite a lot of control measures that you could implement, don't try to do everything at once. Make an action plan to deal with the most important things first.
A good plan of action often includes a mixture of different things such as:
Remember, prioritise and tackle the most important things first. As you complete each action, tick it off your plan.
When you are running a business it's all too easy to forget about reviewing your risk assessment until something has gone wrong and it's too late. Why not set a review date for this risk assessment now? Write it down or enter it onto the To Do List within the Online Management Tools.
Few situations stay the same. It makes sense, therefore, to review what you are doing on an ongoing basis. Risk assessments should be reviewed at least annually and more often if there have been any changes to the premises, tasks, people, procedures or equipment.
Look at your risk assessment again. Have there been any changes? Are there improvements you still need to make? Have your workers spotted a problem? Have you learned anything from accidents or near misses? Make sure your risk assessment stays up to date.
Please see the "Additional Information" section of your Workplace Welfare Policy for a Workplace Risk Assessment Form with a worked example and a link to the To Do List within the Online Management Tools.
You must ensure that all staff who will be involved in inspections are trained in what to look for, and where, and the necessary records to keep.
Please see the "Additional Information" section of your Workplace Welfare Policy for a Training Needs Analysis Form with a worked example and Good Housekeeping and Workplace Inspection Tool Box Talks.
Please see the "Additional Information" section of your Workplace Welfare Policy for a Universal Inspection Form and a worked example.
Please see the "Additional Information" section of your Workplace Welfare Policy for a Defect Report Form with a worked example, How to Choose a Competent Contractor, an Approved Contractor List Form and a worked example.
Please see the "Additional Information" section of your Workplace Welfare Policy for a link to the To Do List within the Online Management Tools.
Please see the "Additional Information" section of your Workplace Welfare Policy for a Defect Report Form with a worked example, How to Choose a Competent Contractor and an Approved Contractor List.
Health and Safety Executive (HSE)
Signed:
