1. Introduction
2. Philosophy
3. Background to the Haze & Safety Company
4. Safety at Work Technique Diagram
5. Shops and Commercial Premises
Introduction - Health and Safety at Work Act - Occupiers Liability Act - Workplace (Health, Safety and Welfare) Regulations - Duties of Employers and Landlords.
6. The Safety Policy
Introduction - Written Policy Statement - Safety Policy Contents - Statement of Health and Safety Policy - Organisation and Arrangements - Policy Monitoring and Revision.
7. Employee Induction Procedures
Introduction - Health and Safety at Work Regulations - Key Points
8. Fire Procedures
Introduction - Fire and Electrical Safety in Offices - Signs and Training
9. Visual Display Equipment Regulations
The Health and Safety (Display Screen Equipment) Regulations - Requirements of the Regulations
10. Accident Reporting and RIDDOR
Introduction - Policy - Employers Duties - Reporting - RIDDOR - Other Reportable Injuries and Deaths - Reportable Diseases.
11. Accident Investigation
Introduction - Accident Occurs - Receive Report - Determine what happened.
12. Health and Safety Inspections
Introduction
13. Summary of Legislation
Management of Health and Safety at Work Regulations - The Provision and Use of Work Equipment Regulations - The Personal Protective Equipment at Work Regulations.
14. Health and Safety Audits
What they are and why they must be carried out - Hazards in Offices - Slips Trips and Falls - Precautions necessary to avert danger - Safety Equipment Required - Training Requirements - Formulation of Safe Systems of Work and Working Procedures - Departmental Policies - Safety Monitoring - Safety Audits.
15. Training Seminars
Training - Training Programme - Mix and Match Health and Safety Agendas
16. Other Services
18. Assessments
Risk Assessments - COSHH Assessments - Method Statements - Etc.

1. Introduction

With the ability to combine its past and present experience Haze and Safety is able to offer our client advice and a service covering all aspects of legislation on Health and Safety.

The following information summarises the service that Haze and Safety would provide as Health and Safety Consultants to our clients.

[BACK TOP TOP OF PAGE]

2. Philosophy

Haze and Safety is committed to the provision of a service that will address the requirements of current health and safety legislation that is pertinent or applicable to the client's business or undertaking. By promoting a continued appreciation by all parties that Health and Safety in the work place is an essential part of good management, Haze and Safety believe that they are assisting their Clients to make a significant contribution to the ethos of developing a safe and healthy environment.

Haze and Safety are fully skilled in handling all the control requirements of health and safety and the wider concerns of developing and maintaining the environment.

Combining more than 35 yeas of experience in project management. Haze and Safety has progressively developed further specialisations to meet the increasing complexity of client requirements.

These include environmental consultancy, risk assessment, and health and safety.

We have developed a SAFETY AT WORK SYSTEM which provides a TOTAL CLIENT CARE SERVICE in Health and Safety.

A ONE STOP CONSULTANCY SERVICE which can assess a company's particular needs and responsibilities with respect to the requirements of ever changing legislation and provide the systems and training necessary to comply with the regulations and function in a safe and cost effective way.

The virtual spate of recent EU Directives has critically changed the emphasis of responsibility for Health and Safety making company management the first area of scrutiny in the event of an accident or dangerous occurrence. There is not broadly held a good perception of what is required in order to comply with Health and Safety legislation and, accordingly, an enormous number of companies and organisation are in need of expert assistance.

It is not enough to produce a health and safety policy, procedures must be developed and maintained that actively ensure on-going observation of, and commitment to, the requirements of the legislation.

Haze and Safety are sufficiently skilled and suitably qualified to deliver a professional service in the field of Health and Safety.

[BACK TOP TOP OF PAGE]

3. Background to Haze and Safety

Haze and Safety are a consultancy who specialise in the health and safety development of local companies.

Backed by over 35 years' experience in the UK, the Directors have established a reputation in health and safety management. The company has developed additional professional services to provide clients with comprehensive resources. These include safety lectures, fire procedures, fire extinguisher contracts, environmental services as well as health & safety.

The company employs consultants from their Braintree office and also draws on additional resources through its network of joint-venture partnerships and professional associations in key markets.

Through it's structure the company's services are delivered through focused project and professional persons.

This ensures the highest degree of personal involvement at senior level as well as the ability to respond to local clients' needs, no matter how large or small, with speed and professionalism.

The services offered by Haze and Safety have been developed over many years in response to client demand and market developments and is extremely innovative and entrepreneurial in its approach.

Our high degree of professionalism is matched by a friendly, personal attitude to business.

The Safety at Work System Technique relies upon Haze and Safety's ability to observe and understand the particular requirements of a Client with respect to Health and Safety and compliance with statutory regulations.

Through careful audit and review of a company's processes and procedures and detailed examination of current management systems and health and safety arrangements, Haze and Safeties Safety at Work System can design and create an effective management system of recording and reporting that will become a fully auditable management tool; a tool which, when properly employed, will ensure a safer and more cost-effective system of management as well as fully auditable compliance with all relevant health and safety regulations.

This report consist of a series of 'building blocks' which explain, in a user-friendly manner, the main elements of Company Health and Safety procedures that need to function on an on-going basis. When combined, they provide the framework of a comprehensive service which can be easily amended and tailored to the particular requirements of a Client.

The main elements are :-

• The company Health and Safety Policy
• Employee Induction Procedures
• Fire Procedures
• · Visual Display Equipment Regulations
• Reporting of Injuries, Diseases and Dangerous Occurrences
• Accident Reporting
• Accident Investigation
• Health and Safety Inspections
• Health and Safety Audits
• Training Seminars

[BACK TOP TOP OF PAGE]

[BACK TOP TOP OF PAGE]

5. SHOPS & COMMERCIAL PREMISES

INTRODUCTION

Although obviously not so hazardous and accident prone as factories and manufacturing establishments, shops should, by way of self-advertisement, maintain high health and safety standards in the interest of both employees and the general visiting and consuming public.

Nothing generates adverse publicity more for retailing organisations than the inevitable bad press coverage concerned with indifferent hygiene standards or breach of the offices and shops legislation.

Application of the general duties under the Health and Safety at Work Act

Every employer must ensure, so far as is reasonably practicable, the health, safety and welfare at work of all his employees. [HSWA 2(1)]. Various components of this general duty are specified in more detail in HSWA 2(2). These general duties apply to all employers, and therefore clearly extend to employees working in shops, hotels, restaurants, cafeterias and similar premises, to which the specific requirements of the Workplace (Health Safety and Welfare) Regulations 1992 also apply, as from 1st January 1996 (unless the workplace is new, that is, used for the first time, in which case the same requirements apply from 1st January 1993.

Application of Occupiers' Liability Act 1957

A shop, supermarket or hypermarket is 'premises' for the purposes of the Occupiers' Liability Act 1957 and customers who visit the shop are 'lawful visitors' and so entitled to the protection of that Act, unless they go or stray to placesor parts of the premises (e.g. staff room) to which they are not invited, or excluded.

Requirements under Workplace (Health, Safety and Welfare) Regulations 1992

(1) Every employer shall ensure that every workplace, modification, extension or conversion which is under his control and where any of his employees work complies with any requirements of these regulations which -

(a) applied to that workplace or, as the case may be, to the workplace which contains that modification, extension or conversion; and

(b) is in force in respect of the workplace, modification, extension or conversion

(2) Subject to paragraph (4) every person who has, to any extent, control of a workplace, modification, extension or conversion shall ensure that such workplace, modification, extension or conversion complies with any requirement of these regulations which -

(a) applies to that workplace or, as the case may be, to the workplace which contains that modification, extension or conversion.

(b) is in force in respect of the workplace, modification, extension, or conversion, and

(c) relates to matters within that person's control

(3) Any reference in this regulation to a person having control of any workplace, modification, extension or conversion is a reference to a person having control of a workplace, modification, extension or conversion in connection with the carrying on by him of a trade, business or other undertaking (whether for profit or not).

Duties of Employers and Landlords

Employers have a duty to ensure that workplaces under their control comply with these regulations. Tenant employers are responsible for ensuring that the workplace which they control complies with the regulations, and that the facilities required by the regulations are provided, for example that sanitary conveniences are sufficient and suitable, adequately ventilated and lit and kept in a clean and orderly condition. Facilities should be readily accessible.

People other than employers also have duties under these regulations if they have control, to any extent, of a workplace. For example, owners and landlords (of business premises) should ensure that common parts, common facilities, common services and means of access within their control, comply with the regulations. Their duties are limited to matters which are within their control. For example, an owner who is responsible for the general condition of a lobby, staircase and landings, for shared toilets provided for tenants use, and for maintaining ventilation plant, should ensure that those parts and plant comply with these regulations.

[BACK TOP TOP OF PAGE]

6. THE SAFETY POLICY

Introduction

Employers are under a statutory duty under the Health and Safety at Work etc. Act 1974 (HSWA) to prepare and keep revised a written statement of health and safety policy. To this end, the Management of Health and Safety at Work Regulations 1992, Regs 3 and 4 require that employers formally assess risks to their employees whilst at work (including a written assessment where there are five or more employees) and implement arrangements for protective/preventive measures. This includes making known to all employees, and first-aiders, procedures for dealing with AIDS and fire hazards. Moreover, executives are personally liable for the implementation of safety procedures, safe systems of work and the preparation and revision of safety policies.

Without active support, any attempt at organised accident prevention will be useless - or even worse than useless, since there may be an illusion that health and safety matters are under control, resulting in complacency.

Avoidance of accidents requires a sustained, integrated effort from all departments, managers, supervisors and workers in an organisation. Only management can provide the authority to ensure this activity is co-ordinated, directed and funded. Its influence will be seen in the policy made, the amount of scrutiny given to it and the ways in which violations are handled.

Requirement to prepare a written policy statement

Every employer must prepare, and if necessary revise, a written statement of his general policy regarding the health and safety of his employees. In particular, the policy statement should refer to the organisation, in terms of manpower, and the arrangements in terms of systems, for implementing the policy. The general policy statement and any revision of it, must be brought to the attention of all employees [HSWA s 2(3), e.g. by notification and posters throughout the workplace, backed up by training, briefing sessions and, in the case of new employees, induction.

The most effective means of demonstrating management commitment and support is by issuing a safety policy statement, signed and dated by the most senior member of the management team, and then ensuring that the requirements of the policy are actively carried out by managers, supervisors and workers. Firm management direction of this kind encourages the belief that safety is every employees concern.

Safety Policy Contents

The statement itself is an expression of management intention, and as such does not need to contain detail.

What is usually referred to as 'the safety policy' will contain this statement, together with the details of the organisation (responsibilities at each level within the operation) and the arrangements (how health and safety will be managed, in detail). It is important to distinguish between a safety policy and a safety manual - these are not the same, but are often found combined.

The safety policy will refer to the manual for details on technical points. The main problem is that the likelihood of a document being read is proportional to its length and complexity. Current opinion is that safety policies should be shorter rather than longer, and accompanied by explanatory manuals.

The safety policy should provide all concerned with concise details of the organisation's health and safety goals, objectives and the means of achieving them, including the assignment of responsibility and detailed arrangements for each workplace. Organisations with several workplaces in different locations find it convenient to express management philosophy in an overall statement, leaving a detailed statement and policy to be written and issued at local level.

The three essential elements of the policy are:-

1. A general statement of intent.
2. Organisation (people and their duties)
3. Arrangements (systems and procedures).

Statement of Health and Safety Policy

This should outline in broad terms the organisation's overall philosophy in relation to the management of health and safety. It should also include reference to the broad responsibilities of both management and workforce.

Organisation and Arrangements

The main headings of matters which should be detailed in the safety policy are:

• Responsibilities of management and supervisors at all levels
• Duties of works, including statutory and organisation rules
• Role and functions of health and safety professional staff
• Allocation of finance for health and safety
• Systems used to monitor safety performance (not just injury recording)
• Identification of main hazards likely to be encountered by the workforce
• Generic risk assessments - significant findings
• Any circumstances when specific risk assessments will be required
• Arrangements (or cross-references) for dealing with them
• Safety training policy, details of arrangements
• Design safety
• Fire arrangements
• Occupational health facilities, including first-aid
• Environmental monitoring policy and arrangements
• Purchasing policy (e.g. on safety, noise, chemicals)
• Methods of reporting accidents and incidents
• Methods used to investigate accidents and incidents

Policy Monitoring and Revision

Policy monitoring highlights four areas as follows:

• The accident and ill-health record.
• The standards of compliance with legal requirements and codes of practice.
• The extent to which organisation specify and achieve - within a given time scale - certain clearly defined objectives (of both short-term and long-term nature).
• The extent of compliance with the 'organisation' and 'arrangements' parts of the organisation's own policy statement (discussed earlier), including in particular the written safe systems of work that have been developed by the organisation to meet its individual needs.

Revision of safety policies should be done at regular intervals, to ensure that organisation and arrangements are still applicable to the organisation's needs. After changes in structure, senior personnel, work arrangements, processes or premises the hazards and risks may change. After incidents and accidents, one of the objectives of the investigation will be to check that the arrangements in force had anticipated the circumstances and foreseen the causes of the accident. If they had not, then a change to the policy will be required.

[BACK TOP TOP OF PAGE]

7. EMPLOYEE INDUCTION PROCEDURES

Introduction

Training for health and safety is not an end in itself, it is a means to an end. Talking in general terms to employees about the need to be safe is not training; workers and management alike need to be told what to do for their own health and safety and that of others, as well as what is required by statute. A knowledge of what constitutes safe behaviour in a variety of different occupational situations is not inherited but must be acquired, either by trial and error or from a reputable source of expertise. Trial and error methods are likely to extract too high a price in modern industry, where the consequences of forced and unforced errors may be very serious, even catastrophic.

New employees are known to be more likely to have accidents than those who have had time to recognise the hazards of the workplace. Formal health and safety training is now required by law to form part of the induction programme. Training must also take place when job conditions change and result in exposure to new or increased risks. It must be repeated periodically where appropriate, and be adapted to any new circumstances. By law, no health and safety training can take place outside working hours.

There may also be opportunities for self-instruction, perhaps using modern technology to assist, for example computer-based interactive learning programmes.

Management of Health & Safety at Work Regulations 1992

Regulation 11

Capabilities and training

1. Every employer shall, in entrusting tasks to his employees, take into account their capabilities as regards health and safety.

2. Every employer shall ensure that his employees are provided with adequate health and safety training:-

(a) on their being recruited into the employer's undertaking; and

(b) on their being exposed to new or increased risks because of:-

(1) their being transferred or given a change of responsibilities within the employer's undertaking,

(2) the introduction of new work equipment into or a change respecting work equipment already in use within the employer's undertaking,

(3) the introduction of new technology into the employer's undertaking, or

(4) the introduction of a new system of work into or a change respecting a system of work already in use within the employer's undertaking.

3. The training referred to in paragraph (2) shall -

(a) (b) (c) be repeated periodically where appropriate; be adapted to take account of any new or changed risks to the health and safety of the employees concerned; and take place during working hours

When allocating work to employees, employers should ensure that the demands of the job do not exceed the employee's ability to carry out the work without risk to themselves or others. Employer's should take account of the employee's capabilities and the level of their training, knowledge and experience. If additional training is needed, it should be provided.

The key points to be covered in induction training are:

• Review and discussion of the organisation's overall safety programme or policy, and the policy relating to the work activities of the newcomers.
• Safety philosophy: safety is as important as production or any other organisational activity, accidents have causes and can be prevented, prevention is the primary responsibility of management, each employee has a personal responsibility for his or her own safety and that of others.
• Local, national and organisational health and safety rules or regulations will be enforced, and those violating them may be subject to some form of discipline.
• The health and safety role of supervisors and other members of the management team includes taking action and giving advice about potential problems and they are to be consulted if there are any questions about the health and safety aspects of work.
• Where required the wearing or use of personal protective equipment is not a matter for individual choice or decision - its use is a condition of employment.
• In the event of any injury, no matter how trivial it may appear, workers must seek first-aid or medical treatment and notify their supervisor immediately. For any work involving repetitive, awkward, heavy physical or timed movements workers should be specifically instructed to report any adverse physical symptoms immediately. (These will need to be recorded, and investigated without delay).
• Fire and emergency procedure(s).
• Welfare and amenity provision.

• · Arrangements for joint consultation with workers and their representatives should be made known to all newcomers. A joint approach to health and safety problems, and the regular reviewing of work practices, procedures, systems and written documentation is an essential part of a good health and safety programme (but joint or balanced participation should not be used as a method of removing or passing off the prime responsibility of management at all levels to manage health and safety at least as efficiently as other aspects of the organisation).

[BACK TOP TOP OF PAGE]

8. FIRE PROCEDURES

Introduction

Major provisions are currently contained in the Fire Precautions Act 1971, as amended by the Fire Safety and Safety of Places of Sport Act 1987, and in detailed provisions concerning fire certification. It is anticipated that there will be many changes in the revision due to be made shortly as a result of the fire requirements of the EC Directive relating to health and safety requirements in the workplace.

The general duties of the Health and Safety at Work etc. Act 1974, amplified in detail by the Management of Health and Safety at Work Regulations 1992, apply to the taking of fire precautions in general terms. However, the latter Regulations require employers to identify circumstances or situations presenting serious and imminent danger to employees and others, in all workplaces. These must be identified in risk assessments, and the procedures written down. Details must be given to employees and others who may be exposed to those situations, and fire (and possibly bomb) risks need to be covered to comply with the requirement (Regulation 7). It is clear that virtually all employers must publish detailed emergency fire procedures.

Fire and electrical safety in offices

Risk of fire is probably the main hazard in offices. This may be simply associated with human carelessness, for example, smoking and inadvertent disposal of cigarette ends. Alternatively, a wide range of potentially flammable materials is used in offices: spirit-based cleaning fluids, floor polishes, paper of all types and many forms of packaging materials. All these substances are potential fire hazards if not controlled. Equally important in combating the risk of fire is the maintenance of high electrical safety standards, linked particularly to:

1. the provision of sufficient socket outlets and minimal use of adapters;
2. sockets not being overloaded;
3. regular testing of residual current devices;
4. the prohibition on taped joints for connecting cables or replacing damaged cables;
5. regular visual inspection of plugs and leads in order to identify damage to cables and signs of overheating;
6. switching off equipment before unplugging and cleaning;
7. identification of faulty switching or intermittent stopping; and
8. reporting malfunctioning of electrical equipment.

Moreover, recent advances in office technology, following introduction of computerised equipment and word processors, also disguise potential electrical hazards.

The fact is that many older offices were simply not designed for such an influx of electrically operated equipment, which has resulted in many offices being plagued by frequent use of multi-point adapters, extension leads and the wiring of more than one appliance into a 13 amp plug, resulting in overloading. In older offices this is also compounded by a lack of central heating, resulting in the use of free-standing electrical appliances for use during winter months, leading to further overloading. The risk of free-standing appliances falling or being knocked over, leading to the danger of fire on the premises is evident.

Signs and Training

Signs should be provided to identify courses of action to be taken, means of escape and location of fire fighting equipment. Training should be given in the use of systems and equipment provided, and to minimise undesirable or apparently illogical behaviour.

[BACK TOP TOP OF PAGE]

9. VISUAL DISPLAY EQUIPMENT REGULATIONS

The Health & Safety (Display Screen Equipment) Regulations 1992

Introduction of new technology, in the form of VDU's, has ushered in, over the last decade, a rash of complaints from operators, the principal complaint being eye strain or visual fatigue. Compellingly, one in three VDU operators suffers from eye strain, back pain or general lethargy, and one in four from headaches attributable to glare discomfort and terminal reflections. Moreover, incidence of ocular discomfort among VDU operators, such as secretaries, journalists, finance dealers and graphic designers, remains twice that of the rest of the national workforce.

Visual fatigue is common to many tasks requiring a high degree of concentration and visual perception. Common symptoms are eye irritation, aggravated by rubbing, redness and soreness, together with temporary blurring and visual confusion. Spot shapes in front of the eyes and chromatic effects (i.e. the sensation of coloured shapes in front of the eyes) surrounding viewed objects, also occur. Some people experience a fear or dislike of light or bright lights (photophobia), resulting in the need to wear dark glasses. Headaches are the most common symptom.

The objectives of the Regulations are to improve working conditions at display screen equipment by providing ergonomic solutions, to enable certain regular users of the equipment to obtain eye and eyesight tests and information about hazards, risks and control measures associated with their workstations.

Requirements of the Regulations

Regulation 2 requires every employer to perform a suitable and sufficient analysis of those workstations which are used by users or operators, to assess the health and safety risks to which they are exposed as a consequence. An assessment is to be reviewed by the employer if there has been a significant change in the matters to which it relates or if the employer suspects it is no longer valid. The employer is then required to reduce the risks so identified to the lowest extent which is reasonably practicable. "Significant change" includes a major change in the software used, the hardware, furniture, increase in time spent using the DSE, increase in task requirement such as speed and accuracy, relocation of the workstation and modification to the lighting.

Regulation 3 requires that new workstations used by users or operators must meet the requirements of the Schedule to the Regulations. Existing (pre-1993) workstations must comply by not later than 31st December 1996.

The Schedule to the Regulations lists minimum requirements for the workstation; the matters dealt with are:

• Display screen
• Keyboard
• Work desk/surface
• Work chair
• Space requirements
• Lighting
• Reflections and glare
• Noise
• Heat
• Radiation (but no action is necessary)
• Humidity
• Computer/user-operator interface

Regulation 4 requires the planning of activities of users by the employer so that daily work is periodically interrupted by breaks or activity changes. General guidance is given that these could be informal breaks away from the screen for a short period each hour.

Regulation 5 gives users or those about to become users the opportunity to have any appropriate eye and eyesight test as soon as practicable after request and at regular intervals. This entitlement also applies when a user experiences visual difficulties attributable to DSE work. Special corrective appliances are to be provided by the employer for users where normal ones cannot be used. ('Special' appliances will be those prescribed to meet vision defects at the viewing distance - anti-glare screens are not special corrective appliances). The costs of tests and special corrective appliances are to be met by the employer of the user.

Regulation 6 requires the user's employer to provide adequate health and safety training in the use of any workstation he may be required to work on, and further training whenever the organisation of any such workstation is substantially modified. The employer is to provide operators and users with information about risk assessments and control measures concerning the health and safety aspects of their workstations.

Regulation 7 users are to be given information about breaks and activity changes, eye and eyesight tests, and training both initially and when the workstation is modified.

[BACK TOP TOP OF PAGE]

10. ACCIDENT REPORTING AND RIDDOR

Introduction

There is a legal obligation to report, investigate and keep a record of accidents causing injury, dangerous occurrences and occurrences of disease or ill health. These processes are also of value to individual organisations, since accurate information about, and analysis of previous accidents helps to prevent them recurring.

It may be said there is no such thing as an "Accident". They are always someone's fault and it is by no means always the fault of the injured person. In fact, the HSE consider that a lack of safety management, or procedures, is a contributory factor in over 70% of cases.

The reporting of accidents following an incident is a legal requirement and failure to comply is a criminal offence. The reports that are made allow the HSE to identify accident trends, and to take remedial action in the production of additional Health and Safety legislation, if it is felt that it is needed.

The Accident Prevention Advisory Unit, part of the Health and Safety Executive (HSE), has investigated the reasons why some companies are more successful at accident prevention than others. In essence, these companies have as organised an approach to health and safety as they do to any other business discipline, such as quality, production control costs and human resources management. They also recognise that health and safety is an integral part of each of these disciplines and therefore of the business. In short they manage health and safety.

The term health and safety management incorporates prevention of unplanned losses to the organisation resulting from damage to people and property. Prevention of this damage can bring substantial savings to the organisation, and can lead to increased profits from improvements in efficiency brought about by better morale and motivation of the workforce.

If you are an employer or are in charge of work operations, you have duties under the law.

You generally have to report deaths, serious injuries and dangerous occurrences immediately, and less serious injuries within ten days.

If you are in an office, shop, warehouse, etc. you have to notify incidents to your Local Authority Environmental Health Department. All other types of premises require reports to be sent to the local office of the Health and Safety Executive.

Policy

The organisation of health and safety must start with the company's chief executive and the board of directors through the issuing and implementation of their policy aimed at controlling unplanned losses. Part of this policy must be aimed at identifying the sources of the losses and hence their underlying causes. Within the policy statement there should be a clearly defined objective that all accidents must be reported even if the resulting injury or damage was minor or non-existent. The important factor is the circumstances of the accident. It should also state that all accidents will be investigated without exception. It may be necessary to define the term accident to avoid misunderstanding and ensure commonality of purpose. A typical definition could read: "An accident is any unplanned event that results in, or may result in, personal injury or damage to property, plant or equipment".

The organisation section of the policy must identify the responsibilities at each level for the reporting, investigating and recording of accidents. This should include who is responsible for statutory notifications under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

Employers' Duties

• The specific regulations concerning accidents and first aid are made under the general duties of the employer "to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all his employees" (under s.2(1) of the Health and Safety at Work etc. Act 1974 (HSWA)).
• The requirements under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) are imposed on the "responsible person", who may be the employer, a self-employed person, or the controller of premises. These "responsible persons" are required to report fatal accidents, specified injuries, diseases and/or dangerous occurrences to the relevant enforcing authority both with an immediate notification and with a written report within 10 days of the occurrence.

In practice, the duty to report immediately means a report by telephone to the Health and Safety Executive (HSE). The written report must be completed on the approved form.

• The RIDDOR regulations, and others referred to above, require those same responsible persons to keep records of all accidental injuries, diseases, dangerous occurrences and near misses.

Reporting deaths, major injuries and dangerous occurrences

The procedure for reporting deaths, major injuries and dangerous occurrences will usually be set out in detail in company safety policies and associated documentation. A summary of the main requirements of the Regulations are set out below.

• death of any person as a result of an accident at work
• an accident to any person at work resulting in major injuries or serious conditions specified in the Regulations
• any one of the dangerous occurrences listed in the Regulations

Note
All fatal accidents must be reported to HM Coroner via your local Police Station. The Police have the right to investigate along with the Health and Safety Executive Inspectors.

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

These Regulations (RIDDOR) came into force on 1st April 1996, and replace previous reporting arrangements under The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985. Reports are made directly to the appropriate enforcing authority, either the nearest HSE office or the Local Authority.

Reporting procedure covers:

• fatalities and major injuries
• injuries resulting in incapacity for more than three days
• specified diseases
• dangerous occurrences

Persons covered by the Regulations include:

• employees
• Self-employed
• other persons injured on controlled premises

Other reportable injuries and deaths

The following must be reported to the enforcing authority within 10 days on an approved form.

• any accident at work where, because of an injury, a person is incapacitated for work of their usual kind for more than three consecutive days, not counting the day of the accident, but counting rest days, weekends, etc.
• the death of an employee, if it occurs within one year of the date of the reportable injury, even though the injury has been previously reported.

Reporting diseases

A disease must be reported where it has been diagnosed in a person doing a specified type of work. the Regulations list diseases against the type of work which makes them 'reportable'.

The report must be made when the disease has been diagnosed by a registered medical practitioner, who will notify the employer of it in writing.

[BACK TOP TOP OF PAGE]

11. ACCIDENT INVESTIGATION

Introduction

It is not usually possible to investigate every minor accident, but those involving major or serious injuries to persons and major damage to plant or equipment should be thoroughly investigated so that immediate action can be taken to prevent a recurrence.

The time and effort put into the investigation may vary considerably according to the potential severity of injury and/or damage. It is essential that the objectives of the investigation are clearly understood by everyone. The prime objectives should be:

1. to determine the sequence of events leading to the accident
2. to establish the immediate causes of the accident
3. to determine the human, organisational and/or job factors that gave rise to the unsafe acts and or conditions
4. to initiate short-term action to eliminate the immediate causes and establish a longer-term programme to correct and control the underlying human, organisational and job factors, and hence prevent a recurrence of the same or similar accidents.

The company safety policy should identify who is responsible for carrying out accident investigations. It is considered that the initial investigation should be carried out by the line supervisor with immediate responsibility for the area, process or people concerned. Depending on the circumstances and potential severity it may be necessary to involve others such as senior managers, engineers, safety offices/managers and safety representatives. In severe (or potentially severe) cases it may be necessary to set up an accident investigation team.

Accident Occurs

The following steps should be taken to deal with the accident, and initiate an early investigation into causes:

• attend to the injured person, call for assistance if necessary and arrange for first aid, doctor, ambulance, hospital etc.°]
• isolate machine, tools or equipment.
• do not disturb or move anything unless to release an injured person.
• inform manager or safety officer, safety representative and other appropriate persons such as fire officers, engineers or insurers.
• ensure any remaining hazard is guarded against.
• take notice of anything significant and make general observations at the scene of accident

Receive Report

Accident report details will vary, depending on who produces the report and whom the report is for. To help eliminate or reduce this variation, guidance in making reports and the use of a standard form is recommended.

Reports should be concise, unbiased and should summarise the essential information obtained during the investigation.

Determine what happened

Collect all of the information relevant to the incident. Examine the location of the incident and any equipment involved. Photographs, sketches and plans are a useful method of recording conditions at the location. Interview the injured person, any witnesses or any other person who may have relevant knowledge and/or information. These interviews need to be carried out as soon as possible after the incident to ensure accuracy.

[BACK TOP TOP OF PAGE]

12. THE SAFETY INSPECTION

Introduction

Employers and employees have a moral, social and legal duty to prevent accidents by every practicable means available to them. The costs to a firm, its employees and others affected may be great, and should supply an ample motivation to all involved to reduce the risks to health, safety and welfare. Motivation must, however, be translated into effective action, and this can only be achieved by the application of sound management principles to the environment in which accidents occur.

It is well-established and documented that accidents can be prevented by:

• identifying the hazards which employees face within the workplace
• understanding how accidents are caused by unsafe acts, unsafe systems of work and unsafe conditions
• taking steps to control the activity of the worker, the work method and the workplace.

Employers, managers, supervisors and Safety Representatives all have equally important roles to play. By obtaining and providing information through the inspection, investigation and examination of the workplace, they can help provide a basis for effective management action to promote safer and healthier workplaces, and induce a greater awareness of health, safety and welfare on the part of all concerned.

Formal inspections at reasonably regular intervals should augment the day-to-day checks, inspections and examinations which involve Safety Representatives using a properly designed safety checklist for a systematic inspection of the workplace.

The advantages of regular safety inspections are that they ensure that good housekeeping is maintained within the workplace and that an awareness is germinated, amongst employees at all levels, of the need to promote and maintain safety standards

Inspection for health and safety purposes often has a negative implication, associated with fault-finding. A positive approach based on fact-finding will produce better results, and co-operation from all those taking part in the process.

The objectives of inspections are:

• To identify hazardous conditions and start the corrective process
• To improve operations and conditions

There are a number of types of inspections:

• Statutory - for compliance with health and safety legislation
• External- by enforcement officials, insurers, consultants
• Executive - senior management tours
• Scheduled - planned at appropriate intervals, by supervisors
• Introductory - check on new or reconditioned equipment
• Continuous - by employees, supervisor, which can be formal and pre-planned, or informal.

For any inspection, knowledge of the plant, office or facility is required, also knowledge of applicable Regulations, standards and codes of practice. Some system must be followed to ensure that all relevant matters have been considered, and an adequate reporting system must be in place so that remedial actions necessary can be taken and that the results of the inspection are available to management.

Some experts believe that 'assurance' is a better description of the activity - there is a need to assure that the system is working properly (safely). To be effective, inspection of this type needs measurement of how good or bad things are, which can be compared with standards set either locally, corporately or nationally. Corrective action can then be taken.

[BACK TOP TOP OF PAGE]

13. SUMMARY OF LEGISLATION

The Management of Health and Safety at Work Regulations 1992, place a requirement on every employer to make a suitable and sufficient assessment of every work activity in order to detect and define any hazard that his employees might encounter during their work, or to any other person who might be affected by his operations.

Once those hazards have been identified, it is then his duty to put control measures into place, in order to remove or reduce those hazards as far as is reasonably practicable.

Where a hazard is identified that requires it, the employer must offer health surveillance to his employees, which must be appropriate taking into account the risks to their health and safety that have been identified.

The employer must provide his employees with comprehensible and relevant information on any risks that exist in the workplace and on any control measures that are in place to reduce those risks.

Employees, in turn, have a duty under these Regulations to tell their employer of any work situation which presents a risk to themselves or their work mates, or of any matters which affects the health and safety of themselves or their work mates.

The Provision and Use of Work Equipment Regulations 1992, require that an employer only supplies work equipment that is correct and suitable for the job and ensures that the equipment is maintained and kept in good working order.

Where the use of the equipment involves a specific risk to the health and safety of employees, the use of the equipment must be restricted to specified workers.

The Personal Protective Equipment at Work Regulations 1992, are somewhat more specific, in that they require an employer to make an assessment of the workplace in an attempt to decide which, if any, personal protective equipment should be issued.

In deciding which type to issue, the employer must take into account the risk that the PPE is being used for, and that the PPE will fit the wearer and allow him to work comfortably. If more than one task is to be performed, the employer should make sure that the PPE is compatible and of use for every task that is to be undertaken.

Whilst the employer must, as far as possible, ensure that any personal protective equipment supplied must be worn, the employee in turn must ensure that he wears the equipment provided and knows the procedures for reporting loss or defect to his employer.

All three sets of Regulations require that, additionally, the employer provides his employees with adequate information, instruction and training to be able to carry out any work task to the best of their ability and in complete safety.

[BACK TOP TOP OF PAGE]

14. SAFETY AUDITS

What they are and why they must be carried out

Section 2 of the Health and Safety at Work Act 1974 places general statutory duties on employers to ensure, so far as is reasonably practical, the health, safety and welfare at work of all his employees. This includes the provision and maintenance of buildings, services plant and work systems that are safe and without health risks. Section 3 places similar duties on employers (and the self-employed) towards people who are not their employees.

The Management of Health and Safety at Work Regulations 1992 impose, on all employers, additional specific duties, including:-

1. To make a formal assessment of risks so as to identify the protective measures necessary. In the case of five or more employees the risk assessments must be in writing.
2. To implement arrangements for effective planing, organisation, control, monitoring and review of preventive and protective measures required, taking account of the nature of activities carried out at the workplace and the size of undertaking.
3. Every employer shall ensure that his employees or any employees from an outside undertaking who are working in his undertaking are provided with comprehensive information on, the risks they can expect there and the measures he has taken to deal with them.

Hazards in offices

The average office would appear to be a relatively safe place compared, say, with a typical factory or workshop. Nevertheless, injuries do occur to office staff by way of slips, trips and falls, often when moving equipment or carrying loads or passing along blocked corridors or passageways.

Electricity transmission can also pose dangers as a result of defective plugs, sockets and loads; and , more topically, VDUs have attracted (and continue to do so) a considerable volume of litigation. In addition, photocopying equipment requires particular precautions and certain specified machines cannot be operated in offices unless the operator has been adequately trained and is under supervision.

Slips, trips and falls

Slips, trips and falls tend to happen to office workers when moving equipment about or carrying loads. In order to avoid the risk of such injuries, trailing leads should not be allowed to create tripping hazards; where necessary, torn floor coverings should be replaced; spillages should always be quickly cleaned up; passageways, doorways and corridors as well as entrances should not become or be left blocked; also handrails should be provided on stairways and stairs and stairwells well lit.

Precautions necessary to avert danger

Once the risks have been identified and quantified, the appropriate precautions necessary should be considered. Such precautions could include improving environmental conditions, introducing a better level of supervision, providing a more appropriate form of personal protection, improving the guarding system to a machine, replacing a potentially dangerous substance with a less dangerous one or improving fire protection measures in the area.

Safety equipment required

Certain tasks may require provision of specific safety equipment, such as emergency shower and eye wash stations, a certain form of lifting equipment or atmospheric monitoring devices.

Training requirements

Most new task will require some form of training input. Here it is essential that training needs are identified, training objectives established and a training programme devised. In high risk activities, it should be a condition of employment in the job that the individual has completed the appropriate training programme satisfactorily.

Formulation of safe systems of work/working procedures

The final stage is the formal documentation of the safe system of work or working procedure. This should be written on a stage-by-stage basis, with the various hazards and precautions necessary at each stage clearly identified. Individual responsibilities of managers, supervisors, operators and contractors (where appropriate) should also be clearly stated in the document. All persons should be trained in the system and its correct implementation monitored regularly.

During the risk assessment it is necessary constantly to bear in mind the safety objectives, to ensure that the final system accords with them.

When the analysis of all tasks has been completed, it will be found that decisions have been taken and standards adopted covering the complete range of the organisation's activities. In particular, detailed arrangements will have been promulgated regarding:

1. safe systems of work and working procedures;
2. induction and job training;
3. fire prevention;
4. emergency procedures;
5. control of hazardous substances;
6. environmental control;
7. maintenance of plant, buildings and equipment;
8. medical and health supervision requirements;
9. care of visitors and contractors; and
10. statutory records.

This position is secured by the interlocking of the various tasks within each area of the organisation. Care must be exercised to ensure that decisions taken regarding one task or area do not impinge adversely on others.

Departmental policies

In effect, the achievement of acceptable practices and standards creates a series of departmental safety policies detailing arrangements and responsibilities which have to be maintained at the agreed levels. This involves management in a further set of consultations to determine how best to ensure that agreed standards are kept. Systems will have to be developed covering such aspects as employee involvement and workplace inspections. The latter may be carried out by means of safety sampling or by the use of safety check lists. The former covers such matters as liaison with safety representatives, safety committees and the practical utilisation of employees in general safety activities.

Safety monitoring

The last stage of the operation is the introduction of a specific safety monitoring procedure as a continuing tool of management. This is frequently undertaken by use of safety audits, together with other forms of monitoring, such as safety surveys, inspections and sampling exercises.

Safety audits

Safety audits are required by the Management of Health and Safety at Work Regulations 1992 and should be carried out by accredited auditors with specified qualifications.

A safety audit is a detailed inspection of the workplace for the purposes of identifying actual and potential hazards to the workforce and the environment. It subjects each area of any organisation's activities to a systematic critical examination with the objective of minimising injury and loss.

It is fundamentally designed to measure management effectiveness in producing and maintaining a safe place of work. The safety audit is carried out on a department by department basis. Ideally, it should be conducted by the same individual to ensure uniformity of judgement.

Each component part of the audit should reflect the various aspects of safety arrangements and practices which the organisation has decided are important to the overall success of the safety programme.

There is no point in attempting to audit factors which have not been adopted by the organisation, although the evaluator might think them important. Consequently the number of areas of activities to be evaluated will vary from company to company.

[BACK TOP TOP OF PAGE]

15. TRAINING SEMINAR

Accidents are the direct result of unsafe activities and conditions, both of which are able to be controlled by management. Management is responsible for the creation and maintenance of the working environment and tasks, into which workers must fit and inter-react.

To this end, Health and Safety Policy and procedure needs to be communicated to the people responsible for implementing it. This can be achieved by direct instruction in the form of a seminar, which can be tailored to the particular requirements of the Client.

The seminar can take several forms and can be made up of specific areas to suit any industry. Some of the main headings are contained on the following sheets.

Training Programme

Combine any two of the 1.5 hour sessions to make one half day session to be held at the same venue on the same half day and the price reduces.

Combine any four of the 1.5 hour or any two of the half day sessions to make a one day session to be held at the same venue on the same day and the price reduces.

The above seminars are to be held "in house" at your company premises.

HEALTH AND SAFETY SEMINAR

MIX AND MATCH AGENDA HEADINGS TO SUIT YOUR BUSINESS

These headings are not exhaustive, others can be added.

[BACK TOP TOP OF PAGE]

16. Other Services

For your information this site includes a comprehensive, but not exhaustive, list of services and fees which we are pleased to offer. Click Here for Current Prices

Note: Our fee structure for training courses are a cost-effective way of training your workforce. We charge you for the hire of our Consultant rather than charge you per person attending the course. A maximum number of 15 delegates per seminar. Most subjects covered.

Health and Safety Inspection Visits

A Health and Safety Inspection of premises covers the complete inspection and a written report to ascertain whether the premises meet the requirements of legislation, where the shortcomings may be, and an itemised quote to bring you up to the required standards.

Standard site visit rates are based on the inspection taking up to two hours on site and two hours compiling the report. Our aim will be to keep the inspection within the two hours. If an inspection over-runs the time limit, i.e. due to safety matters/problems which you wish us to deal with, we will charge our normal rate. Click Here for Current Prices

Site Inspection fees are inclusive of all normal expenses i.e. travelling costs up to 30 mile radius, stationery, postage, telephone/fax charges and are based on inspection being carried out in normal working hours 0800 am to 1800 pm.

To provide site inspections cost effectively and reliably, we need one week minimum advance notice in writing where possible. Travelling time may be charged for immediate emergency requested to visit locations. This will be at our normal hourly rate.

Click Here for Current Prices including our charges for site inspections.

Mileage will be charged for all distances over 30 miles (60 miles return).

All the above prices are exclusive of VAT.

Terms: 30 days from date of invoice

[BACK TOP TOP OF PAGE]

18. ASSESSMENTS

RISK ASSESSMENTS

COSHH ASSESSMENTS

METHOD STATEMENTS

You name them - we do them.

Contact Us for A Quote

[BACK TOP TOP OF PAGE]