We will ensure that Health and Safety is an integral part of all business activities and accept responsibility for ensuring that the way in which we conduct our business activities does not result in harm to our staff, contractors, tenants, and members of the public or other visitors. The aim is for compliance in accordance with legislation and industry practice as a minimum criterion.

Responsibilities for ensuring implementation of this policy are delegated through each member of the management chain and their respective team management structures. In addition, each member of staff has a legal responsibility to ensure their own Health and Safety and that of others who may be affected by their acts or omissions at work or whilst employed on work related activities. Specific responsibilities are detailed in the appropriate sections of this document.

For each area of the organisation, we will ensure that the health and safety risks, impacts and responsibilities are assessed and that suitable Health and Safety management systems are developed, implemented and maintained. All staff must cooperate to ensure that statutory duties are complied with and our aim will be to ensure appropriate information, instruction and training is provided as necessary.

All Company employees have a part to play in the promotion of an active safety culture and are encouraged to participate in managed reviews of policies and procedures, via involvement, communication, consultation and feedback.

Company employees are encouraged at all times to raise any Health and Safety matters that might impact upon their ability to undertake their work safely to either their line manager in the first instance or related members of the management structure.

The companies Policies and arrangements will be made available to all staff and other interested parties as required and will be reviewed on a regular basis against the company’s health and safety objectives. Any review will take account of new legislation, current best practice and organisational changes within the company.

I have overall responsibility for health and safety within the Company, and I will ensure that suitable, competent resources are made available for effective health and safety management and the monitoring of performance. 

---

 

As a responsible company and employer, the company recognises its health and safety responsibilities and duties as defined under the Health and Safety at Work Act 1974 and subsequent Acts, Regulations, Approved Codes of Practice (ACOP’s) and where applicable, relevant industry standards. 

To help attain and maintain appropriate standards of health, safety and welfare for its employees and workers, the company seeks to always work in accordance with the internationally recognised health and safety management standard BS EN ISO45001 : 2018.

In order ensure the appropriate health & safety procedures are implemented, the Company Ltd has established clearly defined delegated responsibilities to line mangers and others concerned with the running of the organisation. The purpose of this document is to set out those responsibilities in clear and simple terms.

---

Part 3: Organisational Roles and Responsibilities

3.1 The Chief Executive Officer

Through the management structure has overall accountability for all aspects of health and safety throughout the company. They are also responsible for ensuring that an adequate policy and arrangements are in place at all times for the management of health and safety in compliance with all applicable legislation, and will be responsible for ensuring that the health and safety policy and arrangements are managed effectively throughout the business to ensure continuous improvement, including:

• To have overall responsibility for health safety welfare and compliance within the company.
• Ensuring that suitable competent resources are appointed and made available to meet the company’s health and safety requirements to enable support for all business groups. 
• Ensure Implementation of an effective health and safety management system.
• Ensuring that appropriate performance monitoring arrangements are in place to provide assurance that the policy and arrangements are effectively discharged throughout the business in accordance with business targets and objectives.
• Ensure an annual Management Review of health and safety performance is maintained to Review continuous improvement
• To set a personal example. 

 

3.2 The Health and Safety Adviser

Is accountable where appropriate to the Chief Executive Officer for all health and safety matters within his control.  In addition they will also provide the appropriate levels of support to Chief Executive Officers and operational teams, including: 

• The Provision of professional health and safety advice in the management and promotion of health and safety in support of business activities.  
• Advise on the implementation of an effective safety management system.
• Assisting the Chief Executive Officer to keep all health and safety policies and procedures kept up to date in accordance with current legislation and client requirements. 
• Advising the management board Chief Executive Officers on what they need to do to be sufficiently aware of their duties and responsibilities.

 

Is responsible, through line management, for all matters relating to long term sick absences and the provision of occupational health advice and services in response to work related illnesses/injuries, including: stress and suspected exposure to hazardous incidents.
 

3.4 Chief Operating Officer 

• The practical implementation of the Company Health, Safety and Welfare Policy and all associated procedures as applicable to the Company management team’s undertakings.  This will include but may not be limited to those items detailed within clause 3.5 of this Policy below.
• To set a personal example.

 

Will through their management teams have a direct personal responsibility for the health and safety of all their staff that may be affected by Company business activities, products and services.  He will also ensure:

• That the Company’s Health, Safety and Welfare Policy and arrangements are made available to staff and effectively implemented within their areas of control. 
• Advise the Chief Operating Officer of any significant health and safety issues that might result in adverse publicity (including visits by enforcement authorities).
• That all new joiners receive health and safety induction training and are competent to undertake their health and safety responsibilities, proportionate to the risk.
• The introduction of effective health and safety arrangements for all new business and joint ventures as required.
• Ensure that any contractors undertaking works on behalf of the Company have been selected and appointed in accordance with the company procedures.
• Ensure cooperation, where necessary, from their teams in audit and monitoring programmes.
• Any responsibilities for health and safety delegated to team members must be clear and understood by all parties’ accountability to be in line with company policy and statutory requirements. 
• That the operations under their control are, as far as is reasonably practicable, conducted without detriment to the health and safety of employees or others who may be affected by their activities.
• That a Safety Representative is nominated for the promotion of effective cooperation between management and employees for a safe working environment.
• To set a personal example.

 

All employees must take personal responsibility for their own health and safety and that of others who may be affected by the actions or omissions and will: 

• Familiarise themselves with and conform to the Companies Health, Safety and Welfare Policy at all times. 
• Demonstrate a positive attitude towards health and safety in the conduct of all work activities.
• Contribute to the continuous improvement of health and safety processes and standards within the Company.  
• Any suggestions should be made to your line manager or safety representative for discussion. 
• Ensure that any equipment issued to them to carry out their work activities or for which they are responsible, is correctly used, maintained, tested, calibrated, used and properly stored.
• Bring to the attention of line management any defects in work equipment. 
• Ensure all incidents, accidents near misses and property damage are reported to their line manager.
• Co-operate with their managers in implementing the requirements of all appropriate health and safety policies and procedures.
• To take reasonable care of themselves and others who may be affected by their acts or omissions.
• Stop any work activities/practices being undertaken by themselves or others, which they believe to be unsafe. They must then inform their line manager, who will obtain further advice as appropriate.
• Undertake H&S training as required. 
• To ensure their workplace is kept clean and tidy.

 

No visitor to the Company premises is permitted to be left unaccompanied.  All employees are responsible for ensuring the safety of visitors and making them aware of the Company Policy where or when applicable i.e. Fire Evacuation, Bomb Threat, Welfare facilities etc

 

Will be handled through the Company discipline procedures, in the same manner as any other breach of company rules.

 

The Company recognises that consultation at all levels on matters of health, safety and welfare is essential to ensure good working relations and the promotion of a positive safety culture within the organisation.

Whilst no recognised trade union representation exists within the Company, the views of all employees on matters relating to health and safety are always welcomed.

In order to facilitate such exchange, managers and supervisory staff shall solicit the views of those members of staff under their control and actively encourage suggestions for the improvement of safety standards and procedures, in line with the requirements of the Health and Safety (Consultation with Employees) Regulations 1996 and the Construction (Design and Management) Regulations 2015 as appropriate.

All members of staff shall be consulted with respect to changes in working practices etc. in as far as such changes may affect their health and safety, and their input shall be required when carrying out any risk assessments related to their tasks or duties.

The Chief Executive Officer & Management Team shall make their own arrangements for formal consultation through regular staff meetings, personal contact or other such means as appropriate.

The Chief Executive Officer & Management Team shall consult with management and supervisory through regular meetings. 

A hazard reporting scheme is in operation within the Company and all employees are encouraged to use this system, anonymously if desired, to bring any concerns over safety matters to the attention of management.

In addition, the Company Safety Adviser is available to provide such advice and assistance to all members of staff on request.

---

Part 4: Arrangements

The Safety Management System

The Company has implemented a robust Safety Management System to manage and control their health and safety risks effectively. The management system is maintained to meet the requirements of this policy and current requirements outlined in British Standards and related legislation including ISO45001.

The safety management system includes procedures and guidance on many key areas to assist all employees in complying with current health and safety legislation. 

Some of these key areas are as follows:

 

A management review of our safety management system (SMS) and performance will be conducted annually to ensure continuous improvement. Changes will be made to the company’s policy to reflect the review as required.  See also Clause 4.3 of this Policy.

 

On health, safety and welfare matters, received from external bodies and enforcing authorities or through other related media will be managed through the appropriate procedure within the safety management system via the company intranet and team haven. 

 

The appointed person will provide competent health and safety advice,and will interpret current health and safety legislation into clear procedures to ensure work is carried out in line with legal requirements. Where necessary external advice may be sought on topics which require a greater level of technical / specific knowledge. 

 

Good health and safety management starts with the identification and control of key risks. A clear risk assessment process is in place which requires all Managers to build on generic assessments to identify risks present within each and every workplace. It is the responsibility of line managers to then control this risk where possible bringing to the attention of all persons exposed to such risks the findings of the risk assessments.

The company will ensure risk assessments are carried out on the tasks and duties undertaken by its employees and workers. Where significant risks are identified, these are to be recorded. Where only trivial risks are identified, the act of assessment is to be recorded but the details of the assessment need not be. 

Risk assessments are to be carried out by competent persons who may be client staff, external consultants, company Supervisors, Managers or in some instances front line staff although the primary responsibility for ensuring that assignments have both suitable and sufficient risk assessments rests with Operational Management who will ensure that their management teams undertake those assessments that are within their competence. 

The company will ensure that it has appropriate and adequate resources, procedures & processes in place to allow a suitable assessment of risk to be carried out; to ensure assessments are appropriately reviewed and when / where required the identified controls are implemented. 

Where required or necessary, the company will co-operate with its customers, statutory duty holders or others in the assessment of risks to protect the safety of its own workers and others who may be affected by its activities. The company expects and requires customers to reciprocate and assist the company, when required to do so, to eliminate or reduce risk exposure.

Generic risk assessments may be used for assignments, where significant site specific hazards have not been identified or reported. The standard operating methods of same are such that typically encountered significant hazards are managed and controlled by routine, so long as workers follow those methods at all times. 

Risk assessments applicable to the duties undertaken within the company may be based upon a generic template, but shall be modified to include site specific information and significant hazards & risks. 

Where generic risk assessments are utilised they shall be reviewed for continuing applicability and suitability at least annually and all such reviews will be recorded.

All controls identified by risk assessment for the elimination or reduction of risk will be implemented by the company (so far as it is reasonably practicable to do so) to maintain the health, safety and welfare of its workers and others. 

 

Health & Safety legislation requires that work activities may only be undertaken by a competent person or under the supervision of a competent person and therefore the Company depend upon this being applied by persons with the appropriate competence.

All employees will be provided with comprehensible information on the health, safety and welfare matters that are relevant to their duties and place of work. Training will be provided for all employees to enable them to carry out their duties in a safe and responsible manner. 

Line managers are to ensure employees are adequately trained for the tasks they undertake. The Company is committed to providing all necessary training to meet the requirements of the Security Industry Authority’s accreditation scheme.

Training will be required for:

• New starters – e.g. Induction training 
• People exposed to new/increased risks – usually as an outcome of a risk assessment 

People requiring additional training/developing new skills – when job activities/expectations change, updated industry best practice, legal requirements, etc. 

Additional assignment specific training will be provided as required. Training requirements are to be reviewed annually by both line managers and employees to assist in their professional development.

 

The Company recognises its responsibilities under Regulation 8 of the Management of Health and Safety at Work Regulations, in that it will have appropriate procedures established and in place to be followed in the event of serious and imminent danger, within premises where the Company is the duty holder. These will be reviewed on a regular basis to ensure employees can safely leave the workplace in the event of an emergency. 

The Company expects and requires its Customers and Clients, on whose premises and property our employees work, to have appropriate procedures in place and to periodically test these. For every employee who occupies space in a third party or clients’ property we will ensure that suitable procedures are in place to ensure the safety of our staff. 

It is a condition of the Companies standard appointment that the host employer will share any information regarding risks which may affect the Company’s employees. The Company will gain details of each site’s emergency procedures and these will be included in the site Assignment Instructions.

In the event of any such information bringing to light significant foreseeable risks these will be taken into account in the Risk Assessment and the staff involved briefed as appropriate.

The company will ensure all data is suitably managed in line with the requirements of data protection legislation.  Where analytical data or information may be passed onto third parties, any personal data / information which would allow that party to identify individuals [from the information / data provided] will be deleted, removed or rendered unreadable in whatever format the analysis or data would be presented to the third party. 

The company will ensure that relevant sections of the Information Commissioner’s publication “Employment Practices Data Protection Code” are followed.

 

The company has an accident reporting system to help ensure that work-related incidents, including near misses, involving company staff, contractors and visitors are reported, investigated and analysed to prevent recurrence. Investigations will focus on root causes, lessons learned will be shared and recommendations implemented across the company. 

An accident book will be retained in the company office and Managers are responsible for ensuring that all accidents are properly recorded in the book.

Accidents at work or in connection with work 

Any accident at work or in connection with work (whether involving an Employee, Visitor or other person, whenever and wherever it occurs on the company’s’ premises) must be reported immediately and fully to the health and safety officer (first verbally and then in writing) who shall arrange for the accident to be investigated and for a written report to be prepared.

 

Safety officer responsibilities 

a)             It is the responsibility of the health and safety officer to report to the HSE’s Incident Contact Centre any accident (whether involving an Employee, Visitor or other person, whenever and wherever it occurs on the company’s premises) arising out of or in connection with work and resulting in death or major injury (e.g. amputations, most fractures and major dislocations; temporary or permanent loss of sight; serious injuries from electrical accidents; most injuries leading to loss of consciousness; acute illness which results from exposure to harmful substances or biological agents; injuries following an assault at work);  

b)             any accident (whether involving an Employee, Visitor or other person, whenever and wherever it occurs on the company’s premises) arising out of or in connection with work and resulting in injury requiring hospitalisation for more than 24 hours or any other injury which results in an Employee being absent from work for more than 3 days (including non-work days) after the day of the accident;  

c)                 Any dangerous occurrence (whether involving an Employee, Visitor or any other person, whenever and wherever it occurs on the company’s premises). Examples of dangerous occurrences include (but are not limited to) collapse, overturning or lift/lifting equipment failure; electrical short circuit or overload causing fire or explosion; unintended collapse of any building or structure under construction, a wall or floor in a work place; explosion or fire causing suspension of normal work for over 24 hours; accidental release of a substance which may damage health; 

d)                 Any reportable work-related disease which an Employee suffers (e.g. occupational dermatitis, skin cancer or acne; lung diseases such as occupational asthma and asbestosis; infections such as hepatitis, tuberculosis and tetanus; occupational cancer and hand-arm vibration syndrome). 

or the local authority’s environmental health department the incidents described below, in the manner prescribed by law: 

 

The Reporting of Injuries, Diseases and Dangerous Occurrences (RIDDOR) 2013

In addition to the Company Accident Reporting Procedures mentioned above, there are in force the Regulations known as RIDDOR.  These regulations come into effect when, as a result of work activities:

a)        A person dies or suffers any of the injuries or conditions specified in Schedule 1 of the Regulations or

b)        Major Injuries as specified in Schedule 1 of the Regulations or

c)        Where there is a “dangerous occurrence” as defined in Schedule 2 on the Form or

d)        Where the personal injury results in an absence from work for more than 7 days (not counting the day on which the accident happened).

e)        Some work-related diseases as specified in Schedule 3 of the Regulations.

f)         Injury to a member of the public or people not at work where they are taken from the scene of an accident to hospital.

 

It is the responsibility of the Company nominated “Responsible Person” to notify the Enforcing Authority by the quickest practicable means this could be one of the following:-

a)            Fatal and major injuries only - by phone: 0845 300 9923

b)            Online: HSE RIDDOR – Report online at: http://www.hse.gov.uk/riddor/report.htm

c)            By post: RIDDOR Reports, Health and Safety Executive, Redgrave Court, Merton Road, Bootle, Merseyside, L20 7HS.

A record of any reportable injury, diseases or dangerous occurrence must be kept. This must include the date and method of reporting. If the incident is reported by the telephone or through the website, then the ICC will send a copy of the report to be held as a record. Any additional information (photographs etc.) must be forwarded on within 15 days.  Copies of the form F2508 and F2508a can be obtained from HSE as above for postal reporting.

 

Enterprise & Regulatory Reform Act

Section 69 of the Enterprise & Regulatory Reform Act (E&RRA) is now in force for accidents occurring on or after 1^st October 2013.  Section 47 of the HSWA has been reversed to mean that any breach of regulations will not be civilly actionable except where specifically stated.  The HSWA (Civil Liberty) (Exceptions) Regulations 2013 only exclude certain provisions in the case of pregnant workers and new mothers (see also Section 4.14 of this Policy).

Post 1^st October 2013, an injured party cannot now solely base their claim on a breach of statutory duty resulting from post-1974 health & safety regulations (including the “six pack”).  Civil claims for breaches of health & safety can now only be brought for negligence, based upon the employer’s alleged breach of their common law duty of care.

The Company will obtain details of the toilet accommodation, rest room, eating areas etc. available to their staff on each site and include this information in the site Assignment Instructions.

When staff is required to work on client’s premises a risk assessment will be made to ensure:

• The safety of the staff on site
• there is an adequate provision on that site of heat, light, power, toilet/washing, cooking and drink making facilities depending on the time to be spent on site
• The nature of the works to be undertaken is achievable safely.

Asbestos

In the event of the discovery of asbestos or any substance that is suspected of being asbestos:

• Employees should contact their supervisor/line manager and an assessment will be carried out.
• The client will be informed
• If requested to do so by the client, a specialist sub-contractor will be called in to remove and make the area safe.

 

Within the Company occupied areas the following must be displayed:

• An up to date Health and Safety Law Poster showing current contact details 
• A copy of the Company Health and Safety Policy Statement 
• A copy of the site Emergency Procedures 
• A copy of the site First Aid arrangements 
• Location of the site Accident Book or site accident reporting arrangements (note that this may be incorporated with the First Aid arrangements notice).

The provision of First Aid for Company staff is the responsibility of Company Management. 

In many cases first aid provisions will be provided by the host employers for every employee who occupies space in a third party or clients’ property we will ensure that suitable procedures are in place to ensure the safety of our people. If any additional site-specific requirements are identified then a separate first aid assessment of needs will be made.

However, the company will be responsible for the training and refresher training for its own first aiders. All company offices are to be provided with first aid equipment. 

There is no legal responsibility to provide First Aid for members of the public; it is up to the discretion of each First Aider to determine whether they wish to take action. 

Designated emergency event Employee  

In the event of an emergency, the fire alarm will sound and a designated Employee (“the Designated Employee”) shall assume control, ensure the evacuation of all persons present to their assembly point(s), contact the emergency services when required and possible and ensure compliance with any relevant emergency procedure.  

 

Designated emergency Employee responsibility  

The paramount consideration in all cases of emergency is human safety. For the duration of any emergency, the Designated Employee has overall control. Employees and Visitors are required to co-operate with instructions given to them by the Designated Employee present in the scene and to use common sense. Employees and Visitors are advised not to rush or attempt to pass others when leaving the scene of an accident.  

 

Exit routes 

All exits and exit routes must be kept clear and must allow safe and free passage in the event of an emergency. Lifts should not be used in an emergency, except with the direction of a member of the emergency services.  

 

Safety officer responsibilities 

It is the responsibility of the health and safety officer to remind Employees of the correct emergency procedure at least once every calendar year. 

 

Disabled Employees and visitors 

It is the responsibility of the health and safety officer (for all work, work areas, Employees and Visitors of the business) to be aware of any disabled Employee or Visitor in his/her/their work area and in the event of an emergency, in addition to following the normal emergency procedure, to arrange for assistance for disabled Employees/Visitors and inform the Designated Employee of this. 

 

Disabled Employees/Visitors with impaired mobility 

Disabled Employees/Visitors with impaired mobility (i.e. anyone who cannot, without the assistance of another, use stairs to leave a building) who are on a ground floor should, in case of an emergency, wait until the initial rush is over and then evacuate the building.  If such an Employee/Visitor is on another floor, s/he must inform at least two persons of his/her location as soon as an emergency occurs and ask them to inform the Designated Employee /emergency services. The Employee/Visitor should then proceed to a designated protected escape area which will be separated from a fire by fire-resisting construction and await assistance (protection lasts at least 30 minutes).  The Employee/Visitor may ask someone to stay with him/her whilst waiting for assistance. Should a disabled Employee/Visitor have to be evacuated and this is safe, the power to the lift will be restored. Otherwise, the Employee/Visitor shall be evacuated through the building or by the stairs by the emergency services.  

 

Employees/Visitors with impaired hearing 

Employees/Visitors with impaired hearing who cannot hear the fire/emergency alarm must inform the health and safety officer about this and avoid working in isolated areas. If such an Employee/Visitor must work alone, s/he must ensure that someone knows where s/he is and will inform him/her in case of an emergency. 

 

Fire precautions and procedure 

Employees and Visitors requirements 

All Employees and Visitors are required to familiarise themselves with the position of fire alarms, telephones and fire extinguishers nearest to them and their place of work and of all exits and routes to emergency exits of the building(s) where they work or visit. 

 

Addition Employee requirements  

In addition, Employees are required to know the sound(s) of the company’s fire alarm system and understand its/their meaning. The fire alarm system shall be tested weekly and the results recorded in a designated book.  

 

Appraisals  

All areas have been and shall continue to be appraised periodically for risks from fire and all necessary preventive action shall be taken. 

 

Exit routes

All exits and exit routes must be kept clear and must allow safe and free passage in the event of fire. Corridors and staircases should not be used as working or storage areas. All exit doors should be able to be opened easily and immediately from within (in the direction of escape) and without the need for a key. Fire doors must be kept closed at all times, except when actually used or when large items have to be moved through them. 

 

Emergency routes 

Emergency routes and exits shall be indicated by clear signs and, where necessary, shall be illuminated. 

 

Fire alarms, detectors and extinguishers

Fire alarms, detectors and extinguishers shall be inspected, tested and maintained regularly as appropriate to ensure that they are in an efficient state and working order and in good repair.  

 

Fire evacuation procedure

The fire evacuation procedure will be exercised at least once every calendar year, in coordination and with the approval of the health and safety officer. The exercise will be reviewed by the health and safety officer and a report compiled. Employees and Visitors must comply with the fire evacuation procedure on hearing a fire alarm. Failure to do so may result in disciplinary action. 

 

In the event of fire 

Discovery of a fire

Any Employee/Visitor who discovers fire is required to shout “FIRE” and activate the nearest fire alarm. Fires should only be tackled if it is safe to do so; there is a clear escape route; there are fire extinguishers of the appropriate type; and the Employee/Visitor is trained and confident in use of fire extinguishers. Employees should not tackle fires larger than a burning wastepaper basket. If the Employee/Visitor considers it unsafe to tackle the fire, s/he should evacuate the premises immediately by the shortest possible route, go to his/her designated assembly point and report to the Designated Employee. 

 

Fire alarms and evacuation

An Employee/Visitor who hears the fire alarm should leave the building immediately and report at his/her assembly point. If there is time, Employees should close all doors and windows. Employees and Visitors must not stop to collect personal belongings. Employees/Visitors should not use lifts unless instructed to do so by the emergency services. An Employee/Visitor who is in a lift when the fire alarm sounds should stop at the next floor and get out.  

 

Assembly point

Employees and Visitors must remain in their assembly point (or move to any other area when directed by the Designate Employee or emergency services) until authorised to re-enter buildings. 

 

Evacuation

On completion of evacuation, the Designated Employee must be able to confirm that all Employees and Visitors evacuated the premises and/or whether there are any remaining Employees and Visitors within the premises and, if so, their identity.  

 

Reporting fires

Every event of fire shall be reported to and recorded in writing by the health and safety officer (immediately after the event) who shall report this to the Health and Safety Executive, as required by law. Any fire outbreak may be investigated and suitable procedures and/or arrangements put in place to prevent the future occurrence of similar incidents. 

 

Fire extinguishers 

Prompt and correct use of fire extinguishers can prevent fire from spreading. The correct type of fire extinguisher must be used to avoid increased risk and danger to the operator. Training in use of fire extinguishers may be arranged through the health and safety officer. Water and water-based extinguishers must never be used on electrical fires. 

A water type (silver, red or silver band or label on red) extinguisher should be used for all carbonaceous materials (e.g. wood, paper, fabrics etc.). A foam type (cream/cream band or label on red) extinguisher should be used on carbonaceous material and flammable liquids (e.g. petrol or oil). Carbon dioxide (black/black label or band on red) extinguisher or a fire blanket should be used on all electrical fires, flammable liquids and gasses, solvents, petrol, oil and similar materials. A dry powder (blue/blue band or label on red) or halon (green/green band or label on red) extinguisher can be used on all fires. 

 

It is not envisaged the company will engage a young person to undertake security duties. The company will maintain the requirements detailed within the Management of Health & Safety at Work Regulations 1999 whereby employers are required to assess the risk to young persons under the age of 18 years old, before they start work. In addition we will ensure that any particular responsibilities towards young person’s within the risk assessment takes into account their psychological or physical immaturity, inexperience, and lack of awareness of existing or potential risks and to introduce control measures to eliminate or minimise the risks, so far as is reasonably practicable. 

In addition, the company will: let the parents/carers of any children below the minimum school leaving age (MSLA) know the key findings of the risk assessment and the control measures introduced, before the child starts work or work experience. The company will also address all specified factors in the risk assessment, and take account these factors in deciding whether young people should be prohibited from certain work activities. 

All people receiving training or work experience from an employer in the workplace are deemed to be employees for the purposes of health and safety legislation. School pupils on work experience and college students on sandwich courses are also included.

 

In the first instance, a risk assessment is to be prepared which considers the possible risks which may be present in the workplace which can affect a pregnant worker.

If a member of staff notifies the company in writing that she is pregnant, has given birth within the last six months or is breastfeeding then the company will review her working arrangements and take appropriate actions to ensure that she is at no risk.

In the event that it is not possible to effectively eliminate any risks identified by the review then the company will offer her suitable alternative work and, if that is not feasible, suspend the her from work on full pay for as long as is necessary to avoid the risk.

It is the Company’s policy to avoid confrontation whenever possible and all staff instructed accordingly. Training in confrontation management will be delivered as standard to all employees who may come into potential risk situations. Any instances of violence towards staff members will be reported as a workplace accident and reported and investigated accordingly.

For incidents involving staff the incidents must also be reported to the enforcing authority via the accident reporting procedures

Where such an incident results in an employee suffering a major injury or results in absence of more than seven days this will fall under the RIDDOR regulations and will require reporting to the enforcing authority. 

It is Company policy to report incidents of over seven day absences to the reporting authority of staff suffering from stress as a result of witnessing a violent incident or having been the victim of verbal abuse. 

Examples of where violence would NOT need to be reported are:

• An act of violence by an employee on a member of the public 
• An act of violence between two members of the public 
• An act of violence between two staff relating to a personal matter 

Serious instances of threatening behaviour may also require reporting to the Police in order for legal action to be taken against an individual. 

The site risk assessment and assignment instructions and any associated site procedures are to be reviewed following any serious instance of violence. 

Many company activities are undertaken by people who are ‘lone’ workers. A lone worker is someone undertaking a task for which they are employed, unaccompanied by another person.

Lone workers are found in a variety of situations, including: 

• People working outside normal working hours 
• Undertaking inspections of remote unmanned sites 
• Visiting vacant premises 
• Travelling on remote roads 

The fact that someone is unaccompanied should not always be the cause for undue concern, although the company maintains its legal requirement to ensure that all work activities are assessed and therefore the fact that someone may be working alone is to be considered as part of the risk assessment. 

Consideration as part of the risk assessment is to be given to whether such tasks are suitable to be undertaken by a lone worker.

Line Managers must identify any members of their teams who may undertake lone working and consider lone working as part of the risk assessment process to consider the risks and precautions necessary to reduce the risk to lone workers. 

For periods of lone working a process has been developed to book in individuals and record periods of lone working via the company’s bespoke system. 

This allows individuals to book in with the relevant call desk and then confirm to the desk once the task has been completed successfully. All guards working alone are to carry out check calls every hour during their agreed shift e.g. 20:00 – 06:00.  

Should an individual not call within the require timescales then this will be followed up via the control office who will then escalate any problems to the emergency services and/or the mobile back up units as appropriate.

 

Good housekeeping contributes to personal safety and fire prevention in the workplace. Company people are encouraged to maintain a clean and tidy work area, and ensure that the area is kept clear of any waste and clear of obstructions. If a site is particularly hazardous in this respect (e.g. a service yard) then the Manager concerned will take the matter up with the host employer in order to control the perceived risk.

 

When a risk assessment has identified a workplace hazard the first task should be to eliminate it at source. Where this is not possible control measures would be introduced to minimise the risk. As a last resort, personal protective equipment (PPE) should be supplied to employees when it is the only viable protective measure or sometimes as an enhancement to existing control measures.

It is company policy to ensure that appropriate Personal Protective Equipment (PPE) is supplied and used at work wherever there are risks to health and safety that cannot be adequately controlled in other ways.

PPE may be necessary due to a legal requirement, as a condition of a contractor (or other party) or where an employee considers it is required to work safely in a particular environment.

All staff will be issued with standard uniform upon joining the Company. Additional kit will be issued as required by risk assessment conducted per assignment and may include wet weather gear, boots, hard hats etc. as appropriate.

The determination for appropriate site requirements and the issue of the equipment is the Business Manager’s responsibility, assisted by the support staff as appropriate.

Prior to use, Managers are responsible for ensuring that users of PPE under their direct report:

• Understand why PPE is needed, when it is to be used, repaired or replaced and its limitations
• Know how to use it properly, are appropriately trained and are competent in its use (as appropriate to the item)
• Wear it all the time they are exposed to the risk. Never allow exemptions for those jobs which only take a few ’minutes’
• Inspect the equipment prior to use in accordance with manufacturer’s instructions.

 

We are committed to reducing the risks staff face and create when driving at work. The importance of this is demonstrated by the issue of a specific Driving Policy document and Drivers Risk assessments and regular Line Management support.

• All Mobile Guards will be required to show their full driving licence upon commencement of employment, this will subsequently be checked at annual intervals.
• Users of company vehicles are to complete weekly reports detailing any damage, mileage and fuel information. Any accidents are to be reported immediately to the Manager.
• Driving whilst under the influence of alcohol or drugs (legal or otherwise) will be treated as a serious breach of discipline in all cases and may lead to suspension or dismissal from duty.
• All staff are required to obey the law at all times and in all respects, including the laws relating to driving. Again any breach of this requirement will be treated as a disciplinary matter.
• The use of mobile phones whilst driving is not permitted.

 

• In most cases little work equipment is required apart from communications equipment, hand lamps and the like all of which will be selected to be suitable for the application concerned.

• All Portable Electrical equipment is to be subject to a formal testing regime in accordance with the recommendations in the HSE’s guidance note INDG 236 (available via HSE web site).. Upon completion, the equipment is to be labelled as having had the test. Dates of test on these labels are to be kept current.

• Staff are not permitted to bring in personal electrical equipment for use unless has formed part of the above arrangements.

• In the event there may be the potential for employees coming into contact with work equipment under the control of host employers then it is a condition of the Companies standard appointment that the host employer will share any information regarding risks which may affect the Company’s employees. In the event of any such information bringing to light significant foreseeable risks these will be taken into account in the Risk Assessment and the staff involved briefed as appropriate.

All staff will be required to comply with the company smoking policy and that of the client company to which they are deployed.

 

Being under the influence of alcohol or drugs (legal or otherwise) whilst on duty will be treated as a serious breach of discipline in all cases and may lead to suspension or dismissal from the Company.

 

Manual handling operations include any task which involves lifting, moving and supporting loads through physical effort (e.g. moving files, desks, PCs etc.).  

 

Avoidance and redesign obligations 

As far as reasonably practicable, manual handling operations shall be avoided, e.g. by eliminating or redesigning the task or by using handling equipment (e.g. a trolley or castors). Where a manual handling operation has to be carried out, it ought to be assessed and risks of injury identified. All reasonably practicable safety measures must be taken, including informing the relevant Employee of the weight of the load to be carried; altering or splitting of the load; providing and using mechanical aid equipment; and changing the task layout or design. No Employee should be asked or attempt to lift a load that is too heavy. 

 

Manual handling requirements  

Any Employee who carries out a manual handling operation is required to: 

• Check that the area through which and to which the load is carried is clean and tidy;  
• Wear shoes which have a good grip and, if practicable, protective toecaps;  
• Not wear loose clothing;  
• Wear gloves (when necessary); 
• Use all other supplied and necessary protective and handling equipment;  
• Squat with bent knees, keeping his/her back straight and chin tucked in;  
• Grip the load firmly and stand up slowly with the load kept near the body - the load should not be lifted above chest height;  
• Use smooth movement; avoid jerking, twisting, jumping etc.;  
• Lower the load slowly by bending the knees and letting the legs take the strain; 
• Take extra care if suffering from a back problem;  
• Ask for help if necessary.  

This will not be a typical hazard for a security officer. However, the Company acknowledges the potential severity of falls form height and therefore a check will be made of all sites when the Risk Assessment is carried out and if any areas where there are risks arising out of the working at height are identified then suitable controls will be introduced as a matter of priority.

 

The company will put in place suitable measures to assess the competency of any third party contractors prior to work being undertaken. Only competent contractors are to be appointed. All reasonable steps must be taken to pass on such information about hazards within company properties to those who have a reason to carry out work on that property. 

 

The Company will establish systems for tracking our health and safety performance. We will regularly conduct internal and external audits of our risk control measures and safety management system. We will continuously monitor our behaviours at all levels to help ensure that we develop and maintain a successful health and safety culture.

 

Monitoring and auditing of the Health and Safety "system", as defined in this manual, will be conducted as follows:

• By continual management awareness during normal supervisory activities, any observations being reported to the Duty Holder as appropriate.

• By individual personal awareness during normal duties.

• As part of the Company's Management Control Programme, details of any Health & Safety related observations or discrepancies will be recorded on an Audit Report 

 

Management will also conduct a formal review of the Health and Safety system at least annually as stated. This will be undertaken at the Management Review Meeting and include Accident/Near Miss & Lost Time statistics, where appropriate. 

 

The Company will ensure that property under its control is maintained in a safe condition. 

 

Where Company staff are working in other employers’ premises, the responsibility for health and safety rests with the host. Our employees will comply with their arrangements for the site including matters across fire and bomb evacuation etc.   

 

Whenever Company staff are visiting, or accompanying site visitors they will take all reasonable steps to take care of their own health and safety and those under their supervision. 

 

In recognition of the Company’s duties towards the general public and all lawful visitors to the Company’s premises, the Company regards the extent of its duties as compatible with related sections of the Health and Safety at Work Act and the Occupiers’ Liability Act 1957 and 1984. 

To ensure security and personal safety; 

Visitors will be accompanied or supervised by an employee at all times whilst on the premises (they will sign ‘in’ and ‘out’).

In the event of an emergency evacuation, hosts will be responsible for escorting their visitors to the assembly point and ensuring that they are accounted for.

Visitors must observe the Company's Health and Safety notices and any instructions given by persons enforcing the Company Safety Policy.

Visitors must inform company management of any risks to their health, safety or welfare.

 

Contractors:

All contractors working on our premises are responsible for themselves, their employees and any sub-contractors employed by them for complying with all statute and common law requirements regarding health and safety and complying with all health, safety, fire, security and site instruction requirements. Contractors must comply with any reasonable instructions given to them regarding health, safety or welfare. 

In particular where visitors are under a statutory duty to wear personal protective equipment or otherwise take reasonable precautions for their own health and safety, failure to do so will be regarded as a breach of the Company Policy, entitling the Company to take such sanctions and measures as it considers appropriate, including requiring visitors to leave its premises.

 

These include a number of detailed procedures identifying legal requirements applicable to the business and interpreting them into guidance and instructions for employees to follow. Instruction and guidance for employees, covering a range of activities which contain the company’s codes of practice, other procedures, documents and policies specific to Site/Activity/Assignments which are issued to the relevant Manager and their subordinates.

In order to ensure continuous improvement a programme of monitoring will be undertaken. This includes monitoring carried out by operational staff and audits carried out by both the Appointed Person and other teams within the business. 

Such monitoring will help identify areas of noncompliance with the safety management system and areas in which the system could be improved. In addition to internal monitoring and auditing the safety management system will also be subject to regular external auditing to ensure compliance with the current industry standards and Health and safety legislation applicable to the company.

 

The company has procedures in place to allow this policy and other information or documentation to be made available to people or organisations requesting it. 

The principle route for requests for information would be via the company’s Communications Department, although both this policy and its associated Policy Statement are available from the company’s externally accessible Internet site.

 

The principle route for communication and implementation of the Company’s Health and Safety policy will be through the Company’s intranet and Health and Safety Committees. 

This Policy and the Company’s Health and Safety Policy Statement shall be available on the company’s Intranet and the Policy Statement shall be displayed in prominent positions in all Company offices. Further, it shall be either displayed or by other means brought to the attention of all employees working on client sites or property.

 

In further recognition of its statutory and common law duties, the Company has taken out insurance, with an approved insurer, against liability for death, injury and/or disease suffered by any of its employees and arising out of and in the course of employment, provided that it was caused by the negligence and/or breach of statutory duty on the part of the Company. 

Copies of the current Certificate of Employers Liability Insurance shall be prominently displayed within company offices so as to be available for inspection at all reasonable times by employees and Health and Safety Inspectors. The Certificate shall also be available on the Company’s Intranet. 

 

The company will hold regular review meetings covering the disciplines of, Health and Safety management, a common management review structure has been developed, with processes to identified improvements in the company's management systems & procedures. 

Their objective will be to review the functioning and effectiveness of the management system and to recommend improvements and enhancements to the system, for its more effective operation.

 

The Company’s primary operation is the provision of manned guarding services and as such it’s security officers are classified “Key Workers” whereas office staff within the operations are not.

In the case of a disease being classified as a pandemic, the policy will be to follow UK government and industry guidelines.  As the guidelines for each pandemic may be different, a separate Policy may be developed and implemented within the Company as deemed appropriate.  Refer to these Policies.

As from November 2021, the Company has implemented the following in order to minimise the transmission of pandemics and influenza amongst its own and its client’s personnel/visitors/residents although it is accepted that we cannot insist on this although our clients may prohibit entry to their premises if in individual cases we cannot demonstrate this:

1. The Company offers free influenza vaccinations annually to all personnel who are not normally eligible for these under the NHS. 
2. The Company encourages all personnel to be vaccinated against pandemics (currently Covid-19) and to keep these up to date with boosters as and when advised by the UK government/NHS. 

 

Under the COSHH Regulations, all companies are required to audit all substances they use on a regular or occasional basis to determine their effect on the user over the short and long term.  The safe disposal of these same substances must also be considered as must their safe use in the public environment.

All Company employees will be made aware of the products in use by the Company and what (if any) the effects of their use are.

On sites a short list would typically be:                                              

Lead Acid Batteries	See Note 1
Aerosols	See Notes 1&2
Adhesives, Misc. Cleaning Materials	See Notes 1&2
Asbestos	See Special Note 3

 

Note 1:Safe disposal in manner approved by supplier (see applicable Data Sheet or contact local council).

Note 2: Safe use can only be achieved by reading and understanding the instructions.  Remember, safe use does not only mean by the user, but also any other person who may come in contact with it.

Special Note 3:  Asbestos.  Under no circumstance is this material worked on by Company operatives.  If discovered or suspected, immediately report to the Operations Director and await instructions.  All works MUST be undertaken by an approved contractor.

For office based staff, such would typically be solvent cleaners for display screen equipment and cleaning products.

 

This policy will be formally reviewed annually by the company. Any identified amendments will be brought to the attention of the Chief Executive Officer for ratification. 

If at any other time alterations are required, arising from legislative or company policy or structural change, the approval of the appointed person will be required. The amended policy would be brought to the Chief Executive Officer for formal ratification. 

This policy has been prepared in furtherance of Section 2(3) of the Health and Safety at Work etc. Act 1974 and binds all managers and employees in the interests of themselves, other employees, visitors and customers. 

We request that our customers and visitors respect this policy, a copy of which can be obtained on demand.