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Policies

Health and Safety Policy

February 2004

General statement of policy

It is the policy of Outsiders Trust to comply with the terms of the Health and Safety at Work Act and subsequent legislation, to provide and maintain safe and healthy working conditions, equipment and systems of work for all our Employees and Volunteers and to provide such information, training and supervision as they need for this purpose.

Outsiders Trust also recognises and accepts its responsibility to protect the health and safety of all visitors to the workplace (including contractors, temporary staff and volunteers and any members of the public) who might be affected by our activities.

Outsiders Trust will also co-operate on health and safety matters with other organisations accommodated within the building that the Outsiders Trust shares.

A copy of this policy will be issued to each member of staff and volunteers. The policy will be kept up to date and the way in which it has operated will be reviewed each year.

The specific arrangements for the implementation of the policy and the personnel responsible are set out below.

  1. Responsibilities and arrangements for health and safety the coordinator

    1. The Health and Safety at Work Act 1974 places a statutory duty on all employers to ensure, so far as is reasonably practicable, the safety, health and welfare of all its Employees and Volunteers at work and other people who may be affected by their activities, e.g. Users, volunteers, members of the public.
    2. The Board of Trustees, as the employer, has overall and final responsibility for health and safety matters at Outsiders Trust , and for ensuring that health and safety legislation is complied with.
    3. The Board of Trustees will review the operation of its health and safety policy annually.
    4. The Board of Trustees will ensure Employees and Volunteers receive sufficient information, training and supervision on health and safety matters.
    5. The Board of Trustees will ensure a risk assessment is undertaken and the results written up and made available to all Employees and Volunteers.
    6. Staff and volunteers will ensure accidents are investigated and reported to the Board of Trustees.

  2. Competent Person and Fire officer

    1. The Coordinator will be the 'competant person' as defined in the The coordinator of Health and Safety at Work Regulations 1993.
    2. The competent person will report to the Board of Trustees and will assist in assessing the health and safety risks to Outsiders Trust's Employees and Volunteers and devising and applying measures to improve health and safety.
    3. The Board of Trustees will ensure that the competent persons have adequate time, information, training and resources to undertake their task.
    4. The competent person must be aware of the fire drill, fire exits and fire fighting equipment in the office building.
    5. The competent person at the time of issuing this policy statement is .............................

  3. Employees and Volunteers and Volunteers

    1. Should the Board of Trustees recruit more Employees and Volunteers or volunteers, all Employees and Volunteers and volunteers have the responsibility to co-operate with the Board of Trustees to achieve a safe and healthy workplace and to take reasonable care of themselves and others.
    2. Employees and Volunteers must not intentionally or recklessly interfere with anything provided for their health, safety and welfare. Serious breaches of the Health and Safety Policy and rules (e.g. misusing equipment, deliberately putting someone else's safety in danger) will be dealt with through Outsiders Trust's Disciplinary Procedure.
    3. Whenever an employee, notices a health or safety problem which they are unable to put right, they must immediately inform their Board of Trustees or line manager.
    4. Health, safety and welfare matters may be raised by any employee at Outsiders Trustees meetings.
    5. At all times the Outsiders Trust should have a trained first aider, who will ensure that the first aid box is kept in the correct place, contains the items laid down in the Code of Practice and Guidance Notes published by the Health and Safety Executive (and nothing else) and is regularly restocked.

  4. Risk Assessment

    1. The Outsiders Trust will ensure that the competent person carries out a risk assessment in accordance with the The coordinator of Health and Safety at Work Regulations and the Approved Code of Practice (ACOP
    2. The written risk assessment will be reviewed and updated annually to ensure it covers all Employees and Volunteers against all risks, and to ensure that any action identified as needed in the risk assessment has been carried out. The risk assessment will also be updated every time that there is a major change in working practices. The risk assessment will cover all Outsiders Trust Employees and Volunteers, wherever they may be based, and will cover all aspects of their work.

  5. Training

    1. Outsiders Trust will ensure that new Employees and Volunteers and volunteers receive information on health and safety as part of their induction.
    2. Outsiders Trust will organise training for Employees and Volunteers and volunteers on health and safety matters as appropriate, including: general health and safety training, first aid, manual handling, fire safety, risk assessment. Outsiders Trust will also organise training for appropriate use of equipment, and any special training needed to ensure safe systems of work.
    3. If Employees and Volunteers and volunteers consider they have health and safety training needs they should inform their line manager.

  6. Workplace provisions and layout

    1. Aisles & gangways

      Gangways must be kept clear from obstructions and materials must be stored in safe areas. Under no circumstances must goods or materials be stacked immediately in front of or obstructing fire doors, fire exits, fire alarms or fire equipment.

    2. Overcrowding

      The general minimum space per person, recommended by the 1992 regulations is 11 cubic metres. Outsiders Trust will avoid unhealthy and overcrowded working conditions, and will consult staff and volunteers on any changes in office layout.

    3. Ventilation

      Outsiders Trust will endeavour to provide a well ventilated workplace in which staff and volunteers have control over their local level of ventilation.

    4. Temperature

      In office workplaces a minimum temperature of 16ºc must be maintained, efforts will be made so far as is reasonably practical to ensure the workplace temperature does not rise to an uncomfortable level. A thermometer will be provided in a conspicuous place and in such a position as to be easily seen. Outsiders Trust will do all in its power to ensure reasonable temperatures in the workplace at all times.

    5. Lighting

      Adequate lighting must be provided. If lights are found to be out of order, the fault must be corrected as soon as reasonably possible.

    6. Noise

      Outsiders Trust will endeavour to ensure that noise is kept to as low a level as is practicable.

    7. Office atmospheric pollutants

      Office equipment such as photocopiers and printers can emit pollutants into the atmosphere. Outsiders Trust will take reasonable precautions in ensuring that these levels are kept as low as is possible. Employees and Volunteers will not be expected to work in enclosed spaces with equipment that emit atmospheric pollutants. Spaces where these pollutants are present shall be kept well ventilated.

    8. Equipment storage and usage

      Equipment must not be left lying around but must be suitably stored.

    9. Electrical equipment

      All building maintenance such as electrical work, carpentry, painting etc should be carried out by skilled people. No staff and volunteers should endanger themselves or others by carrying out such work. Broken, ineffective or damaged electrical equipment must be reported to the Board of Trustees.

  7. Welfare Arrangements

    1. Toilets and washing facilities

      Outsiders Trust will ensure that toilets and washing facilities are provided for all staff and volunteers in accordance with the minimum requirements of health and safety legislation

      Each toilet will be in a separate, lockable room.

      Washing facilities will include a supply of clean hot and cold water, soap and suitable means of drying (e.g. paper towels)

    2. Drinking water

      An adequate supply of drinking water will be provided for all staff and volunteers.

    3. Rest Areas

      So far as is reasonably practicable Outsiders Trust will provide all staff and volunteers with seating in a rest area, where they may rest during normal work breaks.

    4. Pregnant women

      Suitable rest facilities will be provided for pregnant Employees and Volunteers.

    5. Hours of work

      Outsiders Trust Employees and Volunteers should not work excessively long hours, and should take adequate breaks for meals and rest as indicated within their statements of terms and conditions of employment.

  8. Personal Safety

    1. Staff and volunteers or volunteers who are working on their own should not allow access to casual visitors who have no appointment, such callers should be encouraged to make an appointment.
    2. Where staff and volunteers are dealing with an individual but feel uneasy about being alone with him or her they have the right to refuse to make an appointment or give access if it would put them in that position. In these situations Outsiders Board of Trustees will put their trust in the feelings of the worker.

  9. Employees and Volunteers away from normal workplace on Outsiders Trust business

    1. If in the course of a trip away from the office plans change significantly, this should be communicated back to the line manager.
    2. Staff and volunteers should make clear who they wish to be informed (outside of work) in the event of an emergency and how they can normally be contacted.

  10. Holding or carrying money or valuables for Outsiders Trust

    1. Staff and volunteers who carry money for Outsiders Trust have the right to be accompanied by another person.
    2. Large amounts of cash, over and above petty cash should not be kept on Outsiders Trust premises.
    3. Visits to the bank should not be at a regular time.
    4. Under no circumstances should staff and volunteers put themselves at risk on account of Outsiders Trust's property. If money is demanded with threats it should be handed over.

  11. Reporting and recording

    1. All incidents of aggression or violence should be reported to the coordinator and recorded in the accident book.
    2. Employers have a responsibility to provide a safe working environment. Staff and volunteers should report any current or potential situation at work which is a threat to personal safety. Talking about fear and other problems related to aggression or harassment are not marks of failure but good practice. A serious incident, even if it results in no physical harm, may cause feelings of fear, panic or despair which can carry on long afterwards. The coordinator of the Outsiders Trust recognises this and will be disposed to provide whatever support, counselling or time off work seems appropriate.

  12. Visual Display Equipment

    1. It is the policy of the Outsiders Trust to comply with the law as set out in the health and safety (display screen equipment) regulations.
    2. Outsiders Trust will conduct health and safety assessments of all workstations staff and volunteersed by Employees and Volunteers who use VDU screens as part of their usual work. All workstations must meet the requirements set out in the schedule to the regulations.
    3. Appropriate seating must be available to all users.
    4. Staff and volunteers will take regular breaks (at least 10 minutes away for every hour at the screen). Short frequent breaks are more satisfactory than occasional longer breaks.
    5. Resources will be sought by Outsiders Trust to:-
      • provide VDUs with a detachable and adjustable screen, i.e. In height, swivel etc. to allow for the individual preference of the operator.
      • provide computer cleaning supplies.
      • provide a wrist and foot rest sat each workstation
      • an anti-static mat at each workstation.
      • provide keyboards which are separate from screens.
      • provide anti glare screens, where direct light cannot be prevented from falling on the screen.

  13. WRULDS/RSI

    1. Work related upper limb disorders (also known as repetitive strain injury) are often associated with keyboard work. It is the intention of Outsiders Trust, by following best advice to provide VDU/keyboard equipment and furniture which help prevent the development of these musculoskeletal disorders. Staff and volunteers however should contribute to their own safety and welfare by:

      • Avoiding sitting in the same position for long periods
      • Adjusting equipment and furniture to appropriate/comfortable positions
      • Taking a rest break from VDU work (at least 10 minutes away every hour) by doing some other work.

  14. First Aid and Accident Reporting

    1. First Aid provision will be available at all times in an appropriate and accessible first aid box.
    2. The first aid box is kept in the Outsiders office.
    3. At least one employee will receive will receive appropriate first aid training.
    4. All new Employees and Volunteers will be told as part of their induction of the location of first aid equipment and the Employees and Volunteers who have received first aid training.
    5. A record of all first aid cases treated will be kept in the Accident Book, which will be kept with the First Aid box.

  15. Accidents and emergencies

    1. All Employees and Volunteers must report all incidents which did or nearly resulted in personal injury to themselves or others, to their line manager and make sure the accident is recorded in the Accident Book.
    2. It is the responsibility of the line manager to ensure that any necessary follow up action is taken to reduce the risk of the accident or near accident reoccurring.
    3. The Board of Trustees is responsible for reporting incidents which come within the Reporting of Injuries, Diseases & Dangerous Occurrences Regulations (RIDDOR), to the Council Environmental Health Department. RIDDOR) covers the following incidents:-
      • fatal accidents
      • major injury accidents\conditions
      • dangerous occurrences
      • accidents causing more than 3 days incapacity for work
      • certain work-related diseases.

  16. Manual handling

    1. Outsiders Trust Employees and Volunteers should avoid manual lifting where at all possible. However, Employees and Volunteers may occasionally be required to manually lift and handle loads. Correct manual lifting and handling reduces the effort required and prevents strain and risk of injury.
    2. All Employees and Volunteers should use aids which are available to reduce the risk of injury, e.g. Sack trolley, lifts.
    3. Employees and Volunteers should not put themselves at risk by attempting to lift heavy loads which could be divided into smaller quantities. The assistance of other Employees and Volunteers should always be sought for moving large quantities or for lifting heavy and awkward loads. When lifting in a team take instructions from one person only.
    4. Any employee feeling a strain should stop immediately and record the incident in the Accident Book. To continue may result in more serious injury.

  17. Stress the coordinator

    1. Stress is a workplace hazard that must be dealt with like any other. Thus the responsibility for reducing stress at work lies both with employer and employee.

      Outsiders Trust will do all it can to eradicate problems relating to stress at work. In particular Outsiders Trust will:

      • Ensure close employee involvement, particularly during periods of change.
      • Give opportunities for staff and volunteers to contribute in the planning and organisation of their own jobs.
      • Ensure staff and volunteers have work targets that are stretching, but reasonable.
      • Implement effective policies and procedures for dealing with bullying and any form of harassment.
      • Encourage good communications between staff and volunteers and the coordinator.
      • Promote the maintenance of a supportive culture in the workplace.
      • Where appropriate, take into consideration an Employees and Volunteers personal problems/problems at home.
      • Ensure Employees and Volunteers avoid working long and unsocial hours.
    2. Outsiders Trust will ensure that all policies, working practices, conditions of employment etc. Do not contradict with the above statement.
    3. Employees and Volunteers should become aware of the causes of stress, and ensure that they do not work in a way which could cause them to suffer an increase in stress, nor cause an increase in stress on others.
    4. Employees and Volunteers must respect other members of staff and volunteers, and ensure that interpersonal conflicts are avoided or dealt with sensibly.
    5. Employees and Volunteers should participate with Outsiders Trust's intention to maintain a co-operative, supportive workplace environment.
    6. If an employee is suffering from stress at work, they should discuss this with their line manager at the first opportunity. Where practicable and reasonable, Outsiders Trust will seek to provide assistance to the employee.
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