Model Health & Safety Manual for Small/Medium Businesses

This health and safety manual must be read in conjunction with the companys (insert
your companys name here) health and safety policy statement. This can be found
(indicate here where the safety policy statement can be found).
Employers Responsibilities Under Health & Safety Law
Our Policy is to provide and maintain safe and healthy working conditions, equipment
and systems of work for all our employees, and to provide such information, training
and supervision as they need for this purpose. We also accept our responsibility for
the health and safety of other people who may be affected by our activities including
visitors, contractors and members of the public.
Employees Responsibilities Under Health and Safety Law
All employees have a duty under the Health and Safety at Work etc. Act 1974 (the
Act) and other relevant health and safety legislation, to take reasonable care for
their own health and safety and that of others who may be affected by their acts or
omissions whilst they are at work. They must also co-operate with their employers
to enable them to comply with their duties under relevant health and safety law.
It is an offence for any employee to recklessly interfere with or misuse anything
provided in the interests of their health, safety and welfare.
In order to work safely, employees must carry out their duties in line with the
information, instruction, training and supervision that they have been given.
Management must be informed immediately of any dangerous situations or
shortcomings in the Companys health and safety arrangements and systems.
Implementation
The allocation of duties for safety matters and the particular arrangements, which, we
will make to implement the policy, are set out below.
The policy and its associated manual, will be kept up to date, particularly as the
business changes in nature and size. To ensure this, the policy and its manual will be
reviewed every year so as to ensure that they fit the companys needs and obligations.
Allocation of Duties for Safety Matters
Ultimate Responsibility
Ultimate responsibility for health and safety at the company lies with the Board of
Directors. The company is liable for prosecution or civil claims arising from the acts
or omissions of any employee carried out in the course of company business.
Prosecution of the company, its CEO or Directors will not prevent any subsequent
prosecution of individual employees responsible for any incident or accident which
resulted in the initial prosecution or compensation claim against the company.

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The Company Officer in Charge of health and Safety
The company has appointed (name and title of person) to be responsible for health
and safety issues. This includes the overseeing of, and arrangements required for,
relevant risk assessments and liaison with the Health and Safety Executive (HSE)
and other relevant authorities.
He/she will ensure that Directors are made aware of any relevant legislation etc., so
that the company complies with health and safety law at all times.
The Companys Appointed Safety Consultants (if appointed)
The companys appointed safety consultants have a duty:

To provide advice to (person in charge of safetys name here) on health and safety
issues and relevant legislation.

To assist him/her in implementing the companys health and safety policy and
related systems.

To carry out relevant investigations, risk assessments and audits.

Company Health and Safety Group (form this from staff at your site)
This group will meet (set a period, at least quarterly) and consists of: Insert names here
The Group is responsible for:

Formulation, communication and monitoring of the companys health and safety

policy statement and manual.

Monitoring of the Companys health and safety management system.

Discussing any other health and safety-related issues arising within the company.

Managers and Supervisors

Managers and supervisors have a duty to ensure that:

Each person for whom they are responsible is aware of the contents of the
companys Health and safety policy Statement and Manual.

Any health and safety related issues reported to them by their staff are
immediately reported to the Companys appointed safety consultants.

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They set a personal example to employees so as to ensure that employees are

encouraged to observe health and safety procedures at all times.

Individual Employees
Employees are:

To co-operate with managers and supervisors to achieve a safe and healthy

workplace

To take reasonable care for the safety of themselves and others

To co-operate in the implementation of the companys Health and Safety systems

To use correctly all work equipment in accordance with instructions and training
received and not to interfere with or misuse such equipment

Not to intentionally interfere with or recklessly misuse anything provided in the

interests of health and safety

A health and safety organisational chart for the company is attached at Appendix 1.
(Create and add this in the space provided at the rear of the document)
General Arrangements
Fire Safety
Under The Regulatory Reform (Fire Safety) Order 2005 (note this will be effective
October 2006 but the current Fire Precautions (Workplace) Regulations state the same
conditions), all passageways, corridors, fire exit doors, pavements, roadways etc.
which have been designated as escape routes for use in the event of a fire must be
kept clear at all times. Failure to do so is an offence and disciplinary action will be
taken against those who disregard these instructions.
Fire emergency evacuation is specific to site location. It is therefore vital that
employees familiarise themselves with the evacuation procedure for the site(s) on
which they work.
Fire Marshals have been appointed in each area. A list of Fire Marshals is displayed
on Company Notice Boards at all sites. Fire Marshals are trained in fire evacuation
techniques, safe methods of fire fighting and use of fire fighting equipment. It is vital
that employees only attempt to fight a fire if they can do so without undue risk, the
personal safety of the employee takes precedence over all other considerations.
Fire audits and their associated assessments will be carried out by qualified staff or
appointed fire safety consultants annually at all sites.
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Fire fighting equipment and fire exit inspections will, in addition to regular scheduled
maintenance periods as per BS or other appropriate standards, take place every 6
months and will be conducted by Appointed safety consultants. Random spot checks
will also be made in between these inspections.
Fire drills must take place at least annually and will be co-ordinated by the Site
manager on each site along with the companys appointed safety consultants/s.
Any concerns with respect to fire safety in any building must be immediately brought
to the attention of the site manager on site and the companys appointed safety
consultants (if used).
Accidents/Injuries at Work
If an accident/injury occurs in the workplace or whilst carrying out company business,
it must be reported to the First Aider and departments manager and be recorded via
the Accident/Incident Reporting Form/Book. (This book can be purchased via HSE
books online.)
Reports on accidents should be completed by the first aider, in conjunction with the
injured party as soon as possible after the incident. Care should be taken when
completing the Accident/Incident Reporting Form/Book as the report could form the
basis of legal action at a later date. Full details must be recorded.
Off-site workers must report any accidents to their relevant manager via telephone as
soon as possible after the accident. The manager will complete the Accident/Incident
Form on behalf of the injured party and send the completed report to the companys
in-house safety manager (or appointed safety consultants) and the company director
responsible for safety.
All accidents must be reported to the victims immediate manager, company director
responsible for safety and (if applicable) companys appointed safety consultants, one
or all of which will undertake subsequent investigations where necessary.
Reporting Hazards and Dangerous Conditions or Incidents (Near Misses)
All employees have a duty to report these items/events immediately either in person,
by phone or by e-mail. They are to report it to their immediate line manager or
director responsible for safety (see also section on RIDDDOR further on in the
document). The criteria applicable to this section are as follows:

When a situation exists or could occur which could put the health, safety and/or
welfare of person(s) at risk (ie. near miss).
When a situation exists, which you feel your manager or the director responsible
for safety should be aware of in order to prevent an accident or ill health of
employees occurring.

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First Aid
In accordance with the Health and Safety (First Aid) Regulations 1981, the Company
provides First Aid facilities at all locations.
Qualified first aiders must be contacted in the event of accident or illness on site. A
current list of first aiders can be found on the companys notice boards at all sites.
All employees must familiarise themselves with the first aid facilities at their
site(s).
Training
Employees will receive all training necessary to ensure that they are able to do their
job safely. Training will be given via various media, which can include, paper-based
manuals, computerised training packages and presentations, on-the-job training etc.
All training will be evaluated and training requirements reviewed in accordance with
any changes in the tasks undertaken; changes in the workplaces conditions; changes
in types of work equipment used and level of experience/expertise of fellow
employees. Managers will review training requirements at appraisal, or in any case at
least annually.
Requests for training should be made, in the first instance, to line managers, who will
co-ordinate training with the relevant director responsible for safety. Managers are
ultimately responsible for ensuring that their staff receive suitable and sufficient
training to carry out their duties safely.
Records will be kept of all health and safety-related training undertaken by
employees.
Visitors
All visitors to the companys premises will be required to report to reception and/or
sign in, according to site rules. They will (where applicable) be given a security pass
(if applicable) and appropriate health and safety information re the site they are on by
suitably qualified staff. Any queries should be related, in the first instance to the
member of staff they are visiting who can then contact more qualified staff if they are
unable (or unqualified) to answer the questions asked.
Visitors must be escorted at all times whilst on Company premises. On leaving,
(where applicable) visitors will be required to sign out, and to return their security
pass to reception.

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Prior to the commencement of any meeting involving external visitors, the staff
member holding the meeting must advise visitors of local fire and any other type of
emergency (e.g. bomb threat) evacuation procedures.

Contractors and the Permit to Work System (contractors and company staff)
Contractors will only be afforded access on to the premises by prior arrangement with
the relevant site manager.
Contractors are required to sign in and out of the premises, and in addition may
depending on the works be to undertaken, be subject to the companys permit to work
system (as will the companys own employees, see Permit to Work further on in
manual), the permit for which must be issued by the relevant site manager. The
permit to work system ensures that the hazard and safety level of the work has been
assessed by appropriately qualified personnel and that permission has been given, in
writing, to the contractor. All relevant personnel and other contractors working on site
must be made aware of any works taking place (if any) and the extent to which these
works may affect them.
Contractors are to comply with the companys health and safety procedures and any
other house rules at all times. Contractors are to provide the site manager with the
following information prior to commencement of work:

Copy of their companys health and safety policy statement; and

Copy of their companys employers liability insurance certificate; and
Details of any dangerous substances to be used on the site(s) on which they are
working; and
Method statements for the work to be carried out on site; and
Copy of risk assessments if appropriate; and
Details of individuals specialist training if appropriate; and
Details of at least three other companies at which similar work has been
undertaken; and
Details of the numbers of accidents/near misses the contract company has
experienced in the past 12 months.

Site managers must before issuing a permit and allowing contractors on site, satisfy
themselves that the contracting company meets all relevant health and safety
requirements re the companys permit to work system.
If site managers are unsure as to the suitability of a contractor, they are to contact the
director responsible for safety and/or the appointed safety consultants (if engaged) for
advice prior to the contractor being permitted on site.
Note: It is an absolute requirement of this company that contractors strictly adhere to
the permit to work system, especially when carrying out of work involving: -

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Hot work
Live working on electrical installations
Confined spaces working
Working at heights
Use of hazardous substances
Use of compressed gases, highly flammable liquids or liquefied petroleum gases,
acetylene etc.

Contractors must comply with company health and safety rules and communicate, coordinate and co-operate with any other contractors working on site at that time.
Failure to do so may result in the contractor being required to leave the premises.
On completion of works that required a permit to work, the contractor must notify the
appropriately qualified site manager who will examine the site to ensure that it is now
safe. After satisfying himself that the work has been completed in a safe manner and
that the site is now safe to use, the site manager will open the site up for staff use and
officially cancel the permit. Should the contractor wish to resume works on the site
after the original permit is cancelled, a new permit to work must be obtained
following the above procedure.
Multi-tenanted Premises
Where work is to be carried out on a site that is multi-tenanted, the site manager in
charge must co-operate and co-ordinate the permit to work system with other
occupants of the building. Only one permit to work system must be in operation at
any one site at any one time. Local agreement must be made as to which companys
permit system will be used. In the event that another companys system is to be used,
the permit to work system for this company must first be approved by the director
responsible for safety and/or the companys appointed safety consultants (if engaged).
Control of Substances Hazardous to Health (COSHH)
Under the COSHH Regulations 2002, all substances considered to be hazardous to
health must be assessed and the risks to health adequately controlled. Qualified staff
or appointed safety consultants will assess all substances for use using a COSHH
assessment system. COSHH assessments will be reviewed every 5 years, providing
that no changes are made to the substance being used, its method of use etc.
It is the companys policy that datasheets must be provided for each substance used on
site detailing: The proper use for the substance;
An assessment of possible harmful effects arising from its use;
The suitable and practical control measures required to limit the harmful effects of
the substance and if necessary, how these control measures are to be maintained;
Fire safety and fire fighting information;
First aid action required ie. if substance is inhaled, ingested, absorbed etc.;

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Methods for dealing with spillages;
Personal Protective Equipment required in the handling and use of the substance.
Under no circumstances should employees or contractors introduce any substance into
the workplace without it first being approved for use by the companys site manager.

Site managers are to monitor the exposure levels of employees to COSHH related
substances and the effectiveness of the control measures used to limit exposure on a
regular basis, and ensure that controls do not fall below acceptable levels.
Datasheets for all COSHH related substances stored and used on site, will be kept by
the relevant site manager/s and must be regularly reviewed. All necessary
information, instruction and training on the use, storage and transportation of
hazardous substances will be given to employees who may come into contact with
them during the course of their work. Site managers should ensure that the
contractors levels of control match or exceed controls used for these substances by
the company.
Site managers are to monitor and review the substances in use on their sites. If in the
course of time another substance or process becomes available which is both cost
effective and suitable for the task and is less harmful, they should consider
substituting the original substance or process with this alternative. Use of this
alternative however must be approved by qualified staff or appointed safety
consultants before it is put onto use.
Any spillage must be reported to the manager in charge of the site immediately. Site
managers are to assess if the spillage is relevant to COSHH Regulations and ensure
that appropriate precautions are taken by domestic or contract staff called to clean up
the spill.
Personal Protective Equipment (PPE)
Personal Protective Equipment (PPE) will be provided, free of charge, to those
employees who require it in the course of their work.
PPE has serious limitations, as it does not eliminate a hazard at source. This means
that if the PPE fails or is not suitable, the risk of exposure may be greatly increased.
For this reason, PPE is used as the last resort of control measures for hazards at
work.
Before selecting PPE, a risk assessment must be undertaken considering the nature of
the hazard, performance data for the PPE including CE marks, compliance with
British Standards etc and the acceptable level of exposure to the hazard (the
workplace exposure limit, see COSHHH Regs).

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Where PPE is used, qualified staff or appointed safety consultants will ensure that
PPE is appropriately selected, its issue recorded, and its use and condition is
monitored.
Employees requiring PPE will be trained in its effective use.
Visual Display Units (VDUs)
Most staff are provided with/use a VDU to help them carry out their jobs. Some staff
however are required to use a VDU for the majority of their working day and must
ensure that they organise their work in such a way as to enable them to take breaks
regularly from their screen.
The company will assess all users of VDUs and their workstations in relation to
ergonomic hazards. It is the employees responsibility to report any problems with
their workstation to their manager, who should then report it to the director
responsible for safety and/or the companys appointed consultants for action.
Annual eyesight tests will be offered to all VDU users. For details re this staff should
see their line manager.
Manual Handling
Manual Handling can be defined as any transporting or supporting of a load
(including lifting, putting down, pushing, pulling, carrying or moving) by hand or
bodily force.
Under the Manual Handling Operations Regulations 1992 (as amended, the company
is required to, in the first instance, avoid the manual handling of loads altogether. If
this is not practicable, the company is under a duty to provide lifting equipment,
where appropriate. It must then assess any residual risks involved in each manual
handling operation, so as to reduce those risks to an acceptable level.
Training forms an integral part of safe lifting technique, therefore all employees will
be trained, in the principles of safe lifting and handling.
Staff at particular risk from manual handling-related injuries will be given on the job
training by qualified managers or appointed safety consultants.
Company Car
Company cars are provided to certain staff as required by their job.
The vehicle will be supplied to the employee in a safe and roadworthy condition. It is
then the duty of the employee to ensure that the vehicle is maintained to this standard.
Employees should make a quick inspection of their vehicle before undertaking any
journey so as to ensure that the vehicle has no obvious defects i.e. flat tyre, smashed
lights, loose/missing petrol cap, missing first aid kit/warning triangle.

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No company car shall be used if the driver finds it in any way defective or unsafe. It
is the employees responsibility to inform the companys manager responsible for
company vehicles of any defects with the vehicle. This manager will then arrange for
appropriate repairs/replacement if required.
The driver must ensure that any accidents/incidents are reported to their manager, who
will then advise the vehicle manager and appointed safety consultants or company
lawyer (if appropriate). First aid kits are supplied with each vehicle and the driver
must ensure that it theirs is adequately stocked and replenished after items are used.
In the event of a breakdown, the vehicles warning triangle is to be deployed in a safe
and correct manner (see the Highway Code and related web sites) so that the driver
remains safe at all times. The driver is to take appropriate special precautions if
involved in an accident or breakdown on the motorway, e.g. leave the vehicle, call the
police/ambulance service/fire brigade/breakdown services (whichever is appropriate)
and retreat behind the barrier of the motorways hard shoulder to a safe distance from
the vehicle and the carriageway (see DOT and other associated sites e.g. AA, RAC re
this).
The vehicle will also be fitted with a fire extinguisher for use in emergency situations.
If the extinguisher is used, it must be returned to the company vehicle manager who
will supply a new extinguisher. Fire extinguishers must be tested annually. The
companys vehicle manager will contact all drivers at the relevant time to ensure this
is carried out.
If you are required to drive as part of your job, it is your duty to inform your line
manager of any factors, which may affect your ability to drive e.g. epilepsy, legal
proceedings. Note that tiredness can kill, therefore it is the drivers responsibility to
take regular rest breaks whilst driving long distances or for prolonged periods.
The use of hand-held mobile phones whilst driving is an offence and is prohibited
by this company. If calls must be made/accepted whilst driving, this must be done
using legally acceptable, hands-free equipment and finished within as short a time
period is as possible. Should the call involve examination of documents or a
prolonged and detailed call, the driver must cease the call telling the caller they will
call back once they have parked up in a safe place. Once safely parked up with the
engine off, the call can be recommenced.
Should you have any queries with the above, contact your manager or the director
responsible for suitable safety for advice.
Off-site Workers
If you are required to work away from the company premises as part of your job, you
are to conduct yourself in such a way that your behaviour with regards health and
safety conforms to the rules and/or standards of the premises where the work is being
carried out or to this companys standards, whichever is the higher.

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You are to make yourself aware of local rules prior to commencement of your work
and if the standards prevailing are considered unsatisfactory or give cause for
concern, the matter should be reported to your manager or the companys appointed
safety consultants for advice before going on site.
See the section Accident/Incident Reporting above for procedure to follow if
accidents/incidents occur whilst off-site.

Home Workers
Employees who work at home are covered by the Health and Safety at Work etc. Act
1974 and other relevant legislation. It is therefore important that a risk assessment is
undertaken at their home (as it is in the workplace). Any problems associated with the
health and safety of both the employee and any other residents/visitors to the
household (eg. young children, elderly persons etc.) must be brought to the attention
of the employees manager, who may wish to refer to the director in charge of safety
and/or the companys appointed safety consultants for advice.
Travel
Any employees required to travel (both in the UK and abroad) as part of their job, can
be exposed to risks that are not easily quantifiable by the company. For this reason
the company has a duty to ensure that as far as is possible, all foreseeable risks are
reduced to the minimum level practicable.
Methods used to combat these risks include; provision for the ill effects of travel
(fatigue, jet lag etc.), adequate vaccination against all foreseeable diseases, which are
indigenous to the travel destination, up to date information on the travel destination
including personal security measures, or advice re political situations that may give
rise for concern etc.
In the event of a sudden outbreak of civil unrest, war etc. the employee must
immediately contact their manager for advice. If an employee cannot contact their
line manager or company officer for any reason, they should contact or make their
way by the safest means possible, to the appropriate embassy or legation to obtain
advice or protection. Up to date information on any country and its current risks to
visitors (if any) can be obtained via the Foreign & Commonwealth Office website: http://www.fco.gov.uk/servlet/Front?
pagename=OpenMarket/Xcelerate/ShowPage&c=Page&cid=1007029390572
For travel abroad, the Company will provide a travel pack of items relevant to the
country to be visited.
Records of all travel, medical provisions and advice supplied to you will be held on
your personal file by the appropriate department or company manager.
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Catering Staff
Any member of staff involved with workplace catering processes within the company
is to adhere to the practices laid out in the Food Safety Act 1990, the Food Safety
(General Food Hygiene) Regulations 1995 and the Food Safety (Temperature Control)
Regulations 1995, and any other relevant legislation. This legislation can be accessed
via the web, the company director responsible for safety and/or the companys
appointed safety consultants (if used).
Staff involved in corporate catering must hold relevant, up to date, food hygiene and
safety qualifications.
Any member of catering staff known or suspected to be suffering from any skin, nose,
throat, stomach, bowel, diarrhoea or vomiting problems or who has an infected wound
is to inform their manager immediately so as to ensure that any contagion is
controlled.
Managers must consult a medical practitioner or EHO for advice on the exclusion of
the staff member and on their suitability to return after illness.
Clean Air Policy/Smoking
The Company operates a clean air policy. No smoking is permitted on company
premises. We do not provide facilities for staff to smoke within any of the buildings
we occupy.
Failure to adhere to this policy will result in disciplinary action.
Noise at Work
The Company complies with The Control of Noise at Work Regulations 2005 for the
assessment of areas in which employees may be exposed to noise.
Any concerns regarding noise whilst at work should be reported to the your line
manager in the first instance, or the director responsible for safety and/or appointed
safety consultants (if used).
Electricity at Work
All items of electrical equipment and supply points will be used in a safe manner and
be tested for safety by competent persons as per The Electricity at Work regulations
1989, appropriate Institute of Electrical engineers checking procedures and schedules
and any other relevant safety regulations.
It is imperative, should you discover a faulty electrical item, that this is reported to
your line (or site manager if the line manager is unavailable) immediately for
repair/removal from service. DO NOT attempt to repair the item yourself.

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Under no circumstances should employees bring on site any personal or non-company
owned/managed electrical equipment. Electrical equipment must be requested,
ordered and supplied via the site manager so that it can be tested and entered in the
appliance log, which tracks equipment purchase testing, moves etc. (Have one of
these started at your site if there is none in place at present)
All contractors are to adhere to these standards with respect to electrical equipment
and no unsafe or untested equipment is to be brought on site. All equipment to be
used by contractors must be inspected by the site manager prior to its use on site.
Live Working
Any duties involving work on live electrical installations/equipment are to be carried
out using the appropriate permit to work system (see Contractors and the Permit to
Work System at the beginning of the manual and Permit to Work below)).
Health & Safety Information
Health and Safety related information will be disseminated to employees via their
directors and managers.
A Health and Safety file will be kept on each site at a specified location. It is
imperative that any and all health and safety-related correspondence etc. is copied
onto this file. In addition, Managers must ensure that relevant company directors,
managers and/or appointed safety consultants are copied in on any and all
correspondence relating to health and safety, so that they hold an identical file for
each site at the companys head office.
Corporate Contingency Pla
The Company operates a plan for the protection of life, data and property in the event
of a disaster, such as major incidents at or near any of our locations.
You are asked to assist in the success of this plan by leaving your desk clear at night
so as to protect your work. You are also asked to be alert and report any unusual
occurrences or persons seen within the work area to your manager immediately.
The Corporate Contingency Plan sets out steps to be taken in the event of a disaster or
other emergency. It is vital that managers are familiar with this document and with
their duties listed therein.
Copies of the Corporate Contingency Plans can be found in the director responsible
for safetys office. Duplicates are kept at his/her home and with our appointed safety
consultants.
(If you havent got one of these, please put together a simple one now that can be used
in the event of an emergency or disaster. Small/medium companys can literally
disappear if they have no plan whatsoever whilst larger ones usually make ample
provision for them. I will be covering this subject at some time in the future).
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Emergency Plannin
In the event of evacuation for reasons other than fire (eg. bomb, flood etc.), wardens
will be trained in safe evacuation techniques and search techniques, have knowledge
of the safe distances to move away from any affected building and have the location
of safe places of refuge for each site.

Record Keeping
Records pertaining to the health, safety and welfare of employees and premises will
be held at the companys head office. Data stored on individuals will be kept
confidential at all times.
Should any member of staff wish to see health and safety-related records relating
them, they should contact their manager to arrange this.
Waste Disposal
The company will dispose of waste properly and in an acceptable manner that
complies with current legislation re this.
The company mainly generates domestic waste i.e. paper, cardboard etc. (change
this if other substances are applicable) However, disposal of non-domestic, hazardous
waste should be referred to the director responsible for safety and or our appointed
safety consultants, who will advise on suitable collection and disposal.
Storage Areas
Safety in storage areas or storerooms must be maintained at all times. Items must be
stored safely and pose no risk to storage area users.
Hazardous items e.g. chemicals and flammable products should be stored in suitable
areas and containers and bear relevant warning labels. Suitably qualified staff or
appointed safety consultants should be consulted for advice on this.
Access Equipment
Access equipment (eg. ladders, kick-stools etc) will be assessed for safety by the
companys appointed safety consultants. However, before each use, such equipment
should be the subject of visual/functional checks by the user. Any problems identified
must be reported, in the first instance, to site managers, and the equipment should be
removed from service immediately.
Care should be taken when using access equipment in the workplace, and
consideration should be given as to whether the equipment used is suitable for the
task.

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Safe, sensible storage techniques should ensure that the use of access equipment is
kept to a minimum.
Suspended cradles used for window cleaning and outside maintenance may be used
by contractors. Under no circumstances should unauthorised personnel use this
access equipment. The contractor company in conjunction with a qualified company
manager or the companys appointed safety consultants will undertake a risk
assessment on any such access equipment before it is put into operation.
Codes of Practice
From time to time, codes of practice supplemental to this manual, may be issued to
explain and demonstrate safe systems of work. The company director responsible for
safety will disseminate these documents to all relevant staff. The code of practice will
then be included in this manual at its annual review.
Permit to Work
Permits to work will be issued to employees/contractors carrying out tasks where the
potential risk is high and so precautions are needed, and where multiple groups of
workers have to be co-ordinated to ensure safety.
Qualified site managers will be responsible for pre-assessing the work and the hazards
and risks involved and for issuing the appropriate permit to work allowing the work to
proceed under controlled conditions. They will also be responsible for ensuring that
the work area is returned to a safe state once the work is completed. Permits are
designed to cover work lasting up to 24 hours and require an authorised signature for
any time extensions.
On proper completion of the work, or when permit time has elapsed, the site manager
will cancel the permit to work and arrange for the issue of a new permit if required.
Appropriate managerial staff at each location must keep a log of permits issued.
Environmental Statement
The Company will ensure, to the best of its capability, that employees, visitors, and
contractors are not subject to harmful emissions (dusts, fumes, vapours, gases, smoke
etc) caused by any activity or process undertaken by the company or its agents.
Planned works that may generate harmful emissions must be pre-assessed by Site
managers/Appointed safety consultants and relevant control measures put in place to
eliminate/minimise the release of such emissions into the workplace atmosphere.
Concerns about harmful emissions should be raised with your manager or the
company director responsible for safety.

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Capability Assessments
The Management of Health and Safety at Work Regulations requires that the
Company undertake special capability assessments for new and expectant mothers,
young employees (eg. work experience students) and employees returning to work
after injury/illness. Findings from the assessment may lead to provisions being made
to accommodate the employee, which may include, but is not limited to, changes in
working hours or conditions, changes in tasks assigned until the employee is deemed
fit and/or capable of returning to normal duties.
Managers must inform the relevant director of the presence of any such person
working for them in order that the company director responsible for safety and/or the
appointed safety consultants can organise/conduct an assessment.
Employees who suffer in the course of their work duties with work-related illnesses
(e.g. back pain from manual handling activities or posture problems) should be
referred immediately to the director responsible for safety and/or the companys
appointed safety consultants for assessment.
It is essential in all cases that this procedure is actioned immediately in order to
minimise the employees pain/discomfort, give the employee maximum support, show
due diligence and ensure that the employee is given the best treatment in order to get
them back to full fitness as quickly as possible.
Appointed safety consultants consulted re these matters may refer more complex
assessments to an external agent (e.g. the company doctor, an osteopath etc.), who
will report to the appropriate director and/or the appointed safety consultants on the
outcome of the assessment and of recommendations made.
Awareness Training for Managers
Qualified company managers/directors and or the companys appointed safety
consultants will provide information and advice on the interpretation of this manual to
managers and others implicated in its execution. Managers should contact their
director/senior manager to arrange this.
Lifts and Lift Rescue
Lifts will be assessed for safety every six months by the lift operating company and
insurers.
A log must be kept by the relevant site manager of all faults reported and this must be
given to the lift operating company when they attend the site.
Any suspected problems with the lifts should be referred to the site manager to ensure
that appropriate steps are quickly taken. In urgent cases where any hazards may have
been created or are present, action should be taken immediately.

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Risk Assessment/Audit/Inspections
Qualified managers and/or the companys appointed safety consultants are responsible
for carrying out the following: Activity
Fire Audit
Safety Audit
Inspections
Risk Assessments
Investigations of accidents/
incidents

Frequency
Annual
Annual
Ad-hoc
On-going
Ad-hoc

A time scale will be set for any improvements required, where the result of any audits,
inspections and risk assessments states/indicates that these are necessary.
Fire Audits will be in the form of the approved Institute of Fire Engineers (IFE) audit
system or Local fire Authority model. Full audit reports will be made to the relevant
company director. Employees wishing to view the report may do so by contacting
their line manager.
Safety Audits will be undertaken using a HSE approved audit system. Audit reports
will be disseminated as above.
Spot checks/inspections, significant findings from risk assessments and accident/
incident investigations will be reported to the manager concerned. Areas of concern,
or matters unresolved after set time periods will be reported to the company director
in charge of safety.
Safety signs
Safety signs are required in the workplace where risks to health and safety have not
been avoided by other means e.g. labelling of a flammable liquids store, or signage
for a garage/car park.

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It is everyones duty to ensure that signage is visible and not obstructed and that it is
suitable and sufficient for its purpose. Concerns over safety signage should be
reported to your line manager.
Machinery/Work Equipment
Qualified company mangers and/or appointed safety consultants will perform risk
assessments on all machinery and work equipment as appropriate. This may take the
form of visual/functional checks, as well as electrical testing using a Portable

Appliance Tester (PAT). Equipment found to be faulty will be removed from service
immediately and suitable repair or its destruction arranged.
Reporting of Injuries, Diseases, and Dangerous Occurrences (RIDDOR
Regulations)
These regulations state that certain injuries, diseases and occurrences must be reported
to the HSE by a responsible person. The company director responsible for safety
and/or the companys appointed safety consultants have been appointed to undertake
this task and will, in most circumstances, obtain such information from the
Accident/Incident Report Forms/Book. RIDDOR criteria are listed in Appendix 2
RIDDOR Reportable Occurrences.
Consultation with Employees
Employees may, if they so wish, set up a consultation group with direct access to the
companys director responsible for safety. Applications for inclusion in such
consultation group should be made in the first instance to the employees line
manager, who will then forward the application to the appropriate director. Meetings
will be held at a frequency agreed by the company director responsible for safety.
Reports emanating from this consultation group will be presented to the companys
managing director for overview.
Gas Safety
The Company will ensure that gas fittings and flues are maintained in a safe condition
by ensuring annual checks are carried out on each gas appliance/flue. All installation,
maintenance and safety checks will be carried out by a CORGI-registered gas
engineer.
Records of safety checks will be kept by the director responsible for safety for a
minimum of two years.
Pest Control

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Problems experienced on site with pests e.g. rodents/insect infestation, should be
referred in the first instance to the sites manager, who will arrange for a registered
pest control agent to attend the premises.
Data sheets and method statements must be obtained from the pest control company
prior to commencement of any works, in order that risk assessments can be carried
out to minimise the effects of any harmful process/substance used during pest
extermination.
Transport Safety
Where vehicles are in operation on company premises, suitable risk assessments will
be carried out and control measures put in place, to ensure the safety of both drivers
and pedestrians. Wherever possible, vehicles and pedestrians will be separated by
means of road markings, warning signs, refuge areas etc.
Loading and unloading of vehicles, e.g. delivery vehicles, should take place in
designated areas without causing obstruction or danger to either pedestrians or other
vehicles.
Non-ionising Radiation
Non-ionising radiation emissions from eg. VDUs, scanners, microwaves etc. do not
cause the ionisation of matter. This is prevented due to the relatively low dose of
radiation the equipment emits and by the intrinsic control measures in place e.g.
machinery guarding or casing.
It is believed that mobile phones emit low doses of microwave radiation. Whilst there
is no conclusive research on the effects of such radiation, the company will provide
users of mobile phones (work-related) with protective shields for their telephone, if
requested. Users must utilise this shield and report any problems/discomfort to their
manager immediately.
Close scrutiny will be maintained on the outcome of research and any recommended
control measures will be introduced to combat the effects of radiation exposure.
Violence in Workplace
Incidents of violence or physical/verbal abuse in the workplace should be reported in
the first instance to the line manager (or other line manager if this is not practical),
who should then notify the appropriate company director.
Any form of violence/abuse will be fully investigated and relevant action will be
taken against the offender. Violent attack whilst at work is reportable under the
RIDDOR Regulations (see above) and as such must be reported immediately to the
appropriate director responsible for safety and/or the appointed safety consultants,
who will report to the HSE using the relevant forms.

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Depending on the circumstances any employee under attack or who feels themselves
to be in immediate danger should, in the absence of anyone nearby, contact site
security or the police to prevent further injury/harm to themselves or others and then
follow the above procedure at the earliest possible time. It should be remembered that
personal protection and safety is vital and escape from possible violence should be the
first option considered.
Note. In severe circumstances e.g. an assailant is attacking you and you cannot
escape, call for help, or reach a phone, consider activating the fire alarm, which
should result in help being summoned quickly. However this is only to be used in
sever/life-threatening circumstances and where the chances of aid getting to you are
negligible.

Lone Workers
Employees who work alone in any building must notify security (if present) of their
presence outside of normal working hours (9am 5pm, Monday to Friday). They
should call reception/security staff at regular, pre-arranged intervals in order that the
receptionist/security guard will be alerted in the case of illness/accident etc. Where a
business is of such a size that this facility does not exist, then another employee
should be allocated to act as a buddy who can be phoned to make the check calls
recommended above.
Highly Flammable Liquids/Liquid Petroleum Gases
Quantities of highly flammable liquids must be kept in suitable storage facilities
and/or containers i.e. in closed vessels stored in a fire-resisting structure, with
adequate labelling of the storage area.
The requirement for flammable liquids must be assessed by qualified company
managers and/or appointed safety consultants who will attempt, where appropriate, to
find a suitable alternative that is less hazardous. Where flammable liquids must be
used, the storage of them should be kept to an absolute minimum and under no
circumstances should containers of highly flammable liquids be kept out of suitable
storage whilst not in use.
Liquid Petroleum Gases are classified as commercial butane or commercial propane
or any mixture of the two.
Where any highly flammable liquids or liquid petroleum gases are present, a number
of appropriate fire extinguishing units should be deployed to meet the increased
hazards.
Transporting of Articles etc. Between Sites

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Articles being transported between sites for example, stationery items, or
building/cleaning materials, must be appropriately marked as to their content and any
relevant warnings marked clearly on the outer container.
It must also be ensured that vehicles used to transport articles between sites have the
correct equipment available to counteract any spillage, fire, injury etc., and that
operatives are trained in such procedures.
Food Hygiene
It should be noted that staff bringing food into work for their own consumption should
ensure that the container is tightly shut to prevent cross-contamination from other
foodstuffs, and that the food is stored appropriately e.g. in the refrigerator.

The company will not be held responsible for any failure of storage facilities and
equipment (e.g. fridges), leading to the degradation of foodstuffs stored in them. Staff
should not, under any circumstances, take personal foodstuffs in to any corporate food
preparation area. This is to ensure that no cross-contamination of company purchased
food supplies takes place. Catering department staff have been instructed to enforce
this procedure
Kitchen fat filters, refrigeration units and work surfaces must be cleaned and
maintained at regular intervals as per the manufacturers specification and food
safety legislation criteria so as to avoid risk of fire, flood or unhygienic
conditions. Site managers on the respective sites are to ensure that this is carried
out.

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Appendix 1 (attach your safety structure chart here)

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Appendix 2
RIDDOR Reportable Occurrences
Set out below are some examples of reportable occurrences. According to the
RIDDOR regulations such occurrences must arise out of or in connection with
work.

Fatality

Major Injury:

any fracture other than to the fingers, thumbs or toes;

any amputation;

dislocation of the shoulder, hip, knee or spine;

loss of sight (either temporary or permanent);

chemical or hot metal burn to the eye or any penetrating injury to the eye;

any injury resulting from electric shock or electrical burn leading to

unconsciousness or requiring resuscitation or admittance to hospital for more
than 24 hours;

any other injury:

leading to hypothermia or heat-induced illness or unconsciousness;

requiring resuscitation; or
requiring admittance to hospital for more than 24 hours

loss of consciousness caused by asphyxia or exposure to a harmful substance

or biological agent;

acute illness requiring medical treatment or loss of consciousness caused by

absorption of any substance by inhalation, ingestion, or through the skin

Dangerous Occurrences eg.

the collapse, overturning of or failure of any load bearing part of any:

lift or hoist;
access cradle or window-cleaning cradle;

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forklift truck.

any injury sustained from an explosion;

collapse of any scaffold which is more than 5 metres high;

any unintended collapse or partial collapse of any part of a building;

any explosion or fire, which results in work being interrupted for more
than 24 hours.

Over 3-day Injury any injury sustained that results in the person being away
from work for 3 days or more (including weekends).

Diseases such as:

cramp of the hand, forearm due to repetitive movements;

subcutaneous cellulitis of the hand;

carpal tunnel syndrome;

hand/arm vibration syndrome;

tuberculosis;

poisoning;

any form of cancer;

occupational dermatitis;

occupational asthma;

If there is any doubt as to whether an occurrence is reportable, contact your Line

Manager or Director Responsible for Safety for advice.

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