Document History

Adopted by Council –

Reviewed & Adopted – 8 September 2021

Reviewed & Adopted – 13 November 2024

Reviewed & Adopted –

Foreword

Organisations which perform well and have high standards of safety and health are often the most successful.  It has been demonstrated time after time that high performing organisations are committed to the application of sound and effective management of health and safety which is fully integrated into their operations.

This policy clearly illustrates Gainsborough Town Council’s commitment to health and safety and welfare of all employees whilst at work. Our duty also extends to ensuring Council activities do not detrimentally affect others.

To this end the Council requires the support and co-operation of all employees. Indeed, working together, we can create an even safer place of work.

This policy covers, but is not limited to:

• Richmond House and Park
• Marshalls Pavilion and Sports Ground
• Gainsborough General and North Warren Cemeteries
• Sir Hickman Beckett Bacon Memorial Park Pavilion (Levellings) and Park
• Gainsborough Town Council owned/managed Allotments
• Gainsborough Town Council owned Parks and Play Areas

1. Section A – General Statement of Health & Safety Policy

Gainsborough Town Council regards health and safety as a matter of prime importance and will at all times ensure, so far as reasonably practicable, the health, safety and welfare of all employees. The Council shall also ensure so far as reasonably practicable that activities of the Council do not in any way cause detriment to the general public, contractors and other non-employees.

It is the policy of this Council that health and safety is and shall remain a management responsibility equal to that of any other function.

A positive health and safety culture can only exist with the full co-operation and commitment of staff. Management shall ensure that effective control of health and safety is achieved through ensuring co-operation and communication with all employees within the organisation and by ensuring competence of those employees.

Health and safety plays a vital role in achieving the commitments of the Council. The Council also acknowledges the significant benefits accruing from positive & pro-active health and safety management and the input such management can make into achieving “Best Value” and quality services.

This Council believes that accidents and occupational ill health incidents are preventable and to this end, using the risk assessment tool, shall endeavour to manage risks to prevent or at least minimise the occurrence of these incidents. Risks shall, where possible, be reduced to a reasonably practicable level.

It is equally the duty of all employees to exercise responsibility and to do all that is reasonable to prevent injury to themselves and to others that may be affected by their actions or omissions.

This Council will ensure that appropriate consultation with employees and/or their recognised trade unions will take place on matters affecting their safety and or health.

The Council acknowledges its legal responsibilities to appoint competent contractors. All reasonable steps shall be taken to ensure contractor’s competency and adequate steps taken to monitor their activities in consideration of health and safety requirements.

The policy shall be reviewed at least every 2 years or if there is significant change and any amendments shall be brought ot the attention of all Employees.

Rachel Allbones

Town Clerk

Date: 13 November 2024

2. Section B – Responsibilities and Organisation

B1 – Responsibilities of the Council

The Council, through its elected Members and Committees has responsibility for:

1. The health, safety & welfare of the Councillors, Council employees and volunteers.
2. The conduct of the Council’s undertakings to ensure the health, safety and welfare of the public and other persons who may be affected by our work.

To meet these responsibilities the Council shall ensure:

1. That there is an effective overall policy for the health, safety and welfare of all Councillors, Council employees and volunteers and appropriate resources are available to meet the requirements of that policy.
2. That any necessary changes are made to the health & safety policy arising from Biannual (every 2 years) reviews and alterations, amendments to organisational structures and operational arrangements.
3. That the general public are made aware of any situations that may arise which may affect their health, safety or welfare and that the Council shall take steps to eliminate such situations.
4. That the Council’s activities do not detrimentally affect the health, safety or welfare of the general public and/or other persons e.g., Contractors.
5. That the Council shall review the implementation of this policy Biannually and make such recommendations as are necessary.
6. Health and safety matters shall be under the remit of the Finance & General Purposes Committee.

Health and Safety Management Structure

B2 – Responsibilities – Town Clerk

The Town Clerk is responsible for giving overall effect to the Council’s health and safety policy and will, as necessary review the effectiveness of the policy and of the personnel under his/her control to whom various aspects of health and safety have been delegated.

The Town Clerk is nominated, as the “Safety Champion” and he/she shall, where possible, ensure health & safety issues are adequately represented & communicated at corporate level.

The Town Clerk willrecommend to the Council that at all times there are adequate resources to meet the health & safety requirements of the Council and will, as necessary, review the effectiveness of arrangements and the personnel under his/her control to whom various aspects of health & safety have been delegated.

The extent of various aspects of health & safety legislation, together with training, administration and the day to day working requirements justify the need for the Town Clerk to delegate to personnel under his/her control and to use the services of external competent assistance where necessary.

B3 – Operations Manager

The main responsibility for implementing the Council’s Health & Safety policy rests with the Operations Manager who is responsible for ensuring that the Council has appropriate safety systems in place to ensure compliance with legislation.

B4 – Appointment and Implementation

In accordance with the Management of Health and safety at Work Regulations 1999, and in view of the essential need for competent assistance to always be available to the Town Clerk the Council shall: Appoint competent persons to carry out all health and safety undertakings, arrange for appropriate information and training and implement all necessary measures to meet with current health and safety requirements.

B5 – Responsibilities – Officers of the Council who let or Control Contracts and Contractors

Such officers shall ensure that

1. Health & Safety competency considerations are an integral part of procurement decisions.
2. Suitable resources are allocated to ensure health and safety.
3. Reasonable enquiries are made to ensure the competency of potential Contractors.
4. Employees are adequately trained to be able to manage the contract safely.
5. The Contractor’s health and safety performance is suitably monitored.
6. Competent advice is sought when required.
7. All work is in accordance with this Council’s policies.

Also, such Officers shall ensure that procedures set out in section C13 of the Health and Safety Policy are strictly applied to all contracts.

The level and quantity of precautions taken must always be proportionate to the actual level of risk present.

B6 – Responsibilities – Team Leaders

Team Leaders shall ensure that instructions relevant to the Council and the Section concerning health and safety are practiced and that the necessary information, policy and codes of practice are disseminated to, and effected by, employees for whom they are responsible.

Specifically, Team Leaders / Supervisors shall ensure that:

1. Risk assessments are available and communicated to all relevant staff and reviewed to ensure they are suitable and sufficient.
2. All accidents are investigated and reported.
3. Frequent monitoring is carried out to ensure adherence to legislation, policy, codes of practice, risk assessments, work method statements or other relevant health & safety instructions.
4. Persons within their control use all safety devices/control measures provided in the interests of their safety.
5. Suitable first aid provision is available within their area.
6. Areas/buildings for which they have responsibility are kept in a safe condition.
7. Employees within their control are competent to carry out their tasks without putting themselves or others at risk.
8. Appropriate supervision is available where required.
9. Plant and equipment are suitable for the task that it is required for and is suitably maintained in accordance with the manufacturer’s recommendations and relevant legislation where appropriate.
10. Training identified to enable staff to carryout their tasks safely is provided. 
11. All health & safety shortcomings which are noted either by the Line Manager / Supervisor or notified by others are addressed and dealt with accordingly.
12. All activities that pose a risk of serious or imminent danger are stopped and dealt with accordingly.
13. Individual risk assessments are completed for all persons under the age of 18 years old.

B7 Responsibilities – All Employees

Employees shall:

1. Take reasonable care for their own safety and that of others who may be affected by their acts or omissions.
2. Inform their line manager, without delay, of any work situation which might present a serious and imminent danger
3. Inform management of any short comings in the Council’s health and safety arrangements.
4. Make themselves familiar with and conform to all safety rules applicable to their work.
5. Correctly use safety equipment, protective equipment/clothing and devices as necessary and follow instructions and advice regarding use of substances.
6. Report, to their line manager, all accidents and damage and adhere to the Council’s procedure for the reporting of accidents/violent incidents, regardless of whether persons are injured or not.
7. Report all hazards to their line manager immediately.
8. Comply with instructions given on health and safety matters and adhere to the Council’s codes of practice for securing safe working arrangements.
9. Risk Assessments must be read by all concerned and a report signed to this effect must be put on file.

3. Section C – Arrangements

C1 Risk Assessments

We have to deal with risk in every part of our lives, however the acceptability of risk relates to the standards adopted by each person, the Company, our stakeholders and the regulatory authorities. Essentially, risks that are acceptable are ones where no additional control measures may be necessary.  

It is important that we identify and deal with ‘significant risks’ rather than trivial issues and concentrate on those that might cause ‘foreseeable’ harm or damage. Remember, not everyone in the organisation will initially appreciate how they can be harmed, and everyone will have different opinions as to what constitutes ‘safe’ behaviour. It is therefore necessary for us to determine what is acceptable and what controls are required to be implemented to ensure a safe working environment and compliance with regulatory standards. 

A risk management programme forms the basis of our safety management system.

The Council will ensure that risk assessments are completed for significant activities within the business. Some employees will also have a significant part to play in the writing, communicating and reviewing of assessments and will be given suitable training to do this effectively.

Some examples of key assessments required include:

1. fire
2. hazardous substances (COSHH)
3. display screen equipment
4. machinery
5. manual handling

Others will be completed as and when required for example:

1. new and expectant mothers
2. lone working
3. back to work situations

Process of Risk Assessment

A risk assessment involves identifying the hazards present in the workplace or arising out of any work activity and evaluating the extent of the risk involved to employees and others, taking into account the number and type of people exposed the duration and frequency of the exposure and the effectiveness of existing precautions.

A hazard is something with a potential to cause harm and they also include methods of work and the work environment.

A risk is the likelihood of harm occurring from a hazard being identified. As noted, overall risk increases where more people are involved, those people are vulnerable, the frequency of the activity increases or the potential severity of harm is greater. 

Assessments can involve a quantitative evaluation of risk using numbers, e.g. 1-5 or 1-10, or a qualitative evaluation by using high, medium or low. Some situations simply record a hazard and a control measure. There is no one correct method as to how to document assessments.

The Management of Health and Safety Regulations require that risk assessments are ‘suitable and sufficient’ in that they should identify all the significant hazards present within the business and its activities and that they should be proportionate to the risk. The assessment should cover all risks that are reasonably foreseeable.

The key to completing an assessment is therefore to be thorough by:

1. ensuring that we are properly trained and experienced to understand the hazards and activity being assessed.
2. involve colleagues and people familiar with the task – we recognise this is the best way of understanding the perception of risk.
3. ensure employees familiarise themselves with our Safety Management System, legislation and guidance.
4. consider relevant inspections, audits and any historical accidents or incidents.
5. consider different times of the day and environmental conditions.
6. ensure that we consider all the potential hazards and all the ways that people might be harmed.
7. use the specified forms provided along with the preferred evaluation method for calculating risk.

          Completing the Assessment

This guidance follows the Health and Safety Executive’s own information outlined in INDG163. These are the instructions to follow when we complete an assessment:

STEP 1 – Identify the hazards:

Look for hazards by walking around the workplace. List the hazards that could reasonably be expected to cause harm. Ask for the opinion of employees as they may have noticed things that are not immediately obvious to you. Consider all the various tasks undertaken by the business and consider the different locations where they occur. The most significant hazardous activities may not be immediately identified – ask questions!

          STEP 2 – Identify who may be harmed and how:

          List groups of people and individuals who may be affected by the hazards e.g.:

1. employees
2. contractors on the premises
3. visitors
4. new and expectant mothers
5. unauthorised person

Pay particular attention to vulnerable persons, e.g. those with disabilities, female employees who are pregnant or who have recently returned to work after having a baby, inexperienced employees, young persons under 18 years and children.

Think about how they might be harmed, it is your duty to explain this to those exposed ‘in a way they can understand’. Consider different types of hazards:

1. mechanical
2. physical
3. ergonomic
4. physiological
5. transport
6. access
7. hazardous substances
8. fire, smoke and explosions
9. particles, fumes and dust
10. biological
11. lifting and handling
12. environmental factors; – lighting, temperature, etc
13. the individual
14. organisational factors
15. electrical

This list is not exhaustive but indicates the detail required.  The individual has a huge impact on the overall risk. You must consider their level of training, attitude, work rate and tendency to work in an unsafe manner.

STEP 3 – Evaluate risk and decide on precautions:

Evaluate the risks arising from the hazards and decide whether existing precautions are adequate or if more needs to be done. When evaluating the risk, consider the chance of harm occurring (i.e. the likelihood), the severity (or consequence), the number of people affected and if relevant, the frequency.

Even after all precautions have been taken a residual risk is likely to remain. Ensure the precautions in place meet regulatory requirements and best practice and that you have reduced the risk ‘as far as is reasonably practicable’.

Where additional controls or further action are necessary to reduce the risk, decide what more could reasonably be done by adopting a hierarchical approach along the following principles:

1. Eliminate the hazard.
2. Reduce the hazard.
3. Prevent contact with the hazard.
4. Introduce a safe system of work.
5. Increased supervision.
6. Provide personal protective equipment.

STEP 4 – Record your findings and implement them:

Once the level of risk has been determined and the controls have been agreed, an action plan should be drawn up with timescales for implementation of the control measures.

The assessment must be documented since these provide evidence that something has been done. Keep old assessments for future reference. We must communicate the findings to employees involved in activity and record this on a training matrix. Observe activities periodically to ensure that the control measures have been implemented and are being followed.

Remember that information on assessments may also be required to be given to contractors, new starters, to employees changing roles or as part of on-going or developmental training.  Records must be kept.

STEP 5 – Review the assessment and update it if necessary:

A review will be required following:

1. the results of monitoring (e.g. ill-health, accidents, audits) where results are adversely not as expected.
2. a change of process, work methods, shifts or materials.
3. a change of personnel.
4. changes in legislation or best practice.
5. introduction of new plant or machinery.
6. passage of time – as set out in the review schedule.

As in Step 4 – changes must be communicated and recorded.

Communication of Risk Assessments

Completion of risk assessments and the information collated as a result of this process can only be of benefit if communicated to the people who are likely to be affected by the hazards.

We will communicate the findings of risk assessments using the following methods:

1. induction – we will make employees aware of our hazards and control measures during the induction process.
2. availability of information – copies of risk assessments are readily available for all employees to read.
3. training – assessments and control measures to manage risk will be communicated as part of on-going training.
4. contractors and visitors – contractors and visitors will be made aware of any hazards they are likely to encounter whilst at our premises prior to commencing work.

Review

All risk assessments will be subject to periodic review, a formal review taking place at least annually. Any changes must be communicated to those affected. The Council and appropriate competent persons will be tasked with conducting the review.

C2 – Consultation  

The facility for joint consultation on health and safety matters shall be included within the regular staff meetings and toolbox talks. Notwithstanding this mechanism all employees shall be encouraged to bring to the attention of management any concerns or indeed suggestions regarding health and safety.  

C3 – Fire

The appointed person shall be responsible for the fire safety across all Council sites and facilities. 

The appointed person shall:

1. Ensure a suitable and sufficient fire risk assessment is made to evaluate the potential fire risks and adequate responsive action is taken to remove or reduce risk to a minimal and appropriate level.
2. Suitable instructions are posted in conspicuous areas informing all users of the building what action to take in case of a fire.
3. Ensure that all Council staff, volunteers and contractors have received appropriate fire safety information, instruction and/or training.  This shall be documented.
4. A suitable fire plan has been produced and where applicable Fire wardens are appointed to ensure a rapid and effective evacuation.
5. Fire drills are carried out at least once every 12 months.
6. Ensure that special areas of fire risk potential are suitably marked, and special procedures formulated.
7. All fire equipment is inspected and maintained in accordance with relevant current guidance. This shall be documented within the Fire Logbook.

C4 Accident & Dangerous Occurrences Reporting

Details of all accidents will be recorded in an accident book and investigated by the appointed person with support from the respective line manager. The requirements of RIDDOR will be followed in respect of any reportable accident or dangerous occurrence. Action considered necessary to prevent a recurrence will be taken, and a report submitted to the enforcing authority.

All incidents can be reported online but a telephone service is also provided for reporting fatal/specified incidents only. The Incident Contact Centre phone number: 0345 300 9923 (opening hours Monday to Friday 8.30 am to 5 pm).

Online report – https://www.hse.gov.uk/riddor/report.htm

There are a number of reasons why it is essential that all accidents/incidents (including near misses) be recorded and reported if required by RIDDOR. These include:

1. A legal requirement to report certain injuries, diseases, and dangerous occurrences.
2. Insurance Company requirements to notify them and keep details for possible future claims.
3. Department of Work and Pensions requirements to record details of all accidents in the workplace Accident Book.
4. To help the Council to monitor its’ health and safety performance.

The following procedure should be followed selectively in the event of an accident or near miss:

1. Without endangering yourself, ensure that the casualty is made as safe as possible from further harm.
2. Call the First Aider (if appropriate)
3. Make the area as safe as possible, without endangering yourself.
4. If practical, do not move any material or equipment involved; if this is not possible, take a note of quantities and location of tools, equipment etc. involved.
5. The person involved in the accident should ensure that details of the event are entered in the Accident Book; if this is not practical, the Nominated Person will record the details.
6. All accidents will be investigated in order to:
   1. Establish the cause
   1. Determine the extent of injuries and damage
   1. Decide on action necessary to prevent a reoccurrence

If any member of the public, visitor or uninvited visitor is involved in an accident or is injured, details must be entered in the Accident Book. Details of all accidents will be recorded. The requirements of RIDDOR will be followed in respect of any reportable accident or dangerous occurrence (see 2.5).

Where an accident or reportable incident occurs on a site controlled by our customer, a senior representative of our customer will be informed, involved in any investigation, and consulted on subsequent action taken to prevent a reoccurrence.

If any member of the public, visitor or uninvited visitor is involved in an accident or is injured, details must be entered in the Accident Book. Details of all accidents will be recorded. The requirements of RIDDOR will be followed in respect of any reportable accident, near miss or dangerous occurrence.

Where the Health & Safety Executive or other enforcement agency provides advice, information, or guidance in respect of our work activities and operations, this will be implemented as a matter of priority. accident frequency  will be closely monitored, and preventive action taken if required; this could include employee training, review of risk assessments, safe systems of work and method statement, use of alternative work equipment, PPE etc.

C5 First Aid

Suitable and appropriate first aid equipment and expertise, appropriate to the assessment of risk and need, is provided in accordance with legislation and codes of practice, to all employees regardless of their work situation.

The appointed person must ensure that used first aid equipment is replenished and training for staff is provided to ensure that adequate first aid cover is maintained at all times.

First Aiders shall keep records of all first aid administered.

Managers shall ensure that names of First Aiders are displayed in premises for the information of employees.

C6 Supervision & Instruction

Adequate supervision and instruction, appropriate to the level of risk present and the employee’s competency shall be provided to all work activities.

To be able to determine the necessary level of instruction and supervision the Operations Manager/Team Leader shall be competent as regards the identification and recognition of hazards within their work activities.

Managers/Team Leaders are required to instruct employees of all relevant policies and guidance, to monitor the effectiveness and initiate any steps necessary to improve safe working conditions or practices.

C7 Training

Training is essential to ensure staff acquire the necessary skills, knowledge, and attitudes to make them competent and therefore remove or reduce risk.

Training needs shall be identified by the Town Clerk and the Operations Manager. The need for health and safety training shall be identified within risk assessments and at staff appraisals. 

In addition, training needs shall be assessed at:

1. induction
2. on an annual basis (Staff appraisals)
3. following an accident
4. during a safety audit
5. when work activity/equipment change

Specific training requirements:

          The Operations Manager shall arrange for adequate training including:

1. First aid
2. Manual handling
3. Fire awareness   
4. COSHH
5. Working at heights
6. Other job related training

C8 Plant and Machinery

The Council recognises the risks during use of plant and machinery, and it will be the responsibility of the Operations Manager/Team Leader to ensure that there are proper arrangements for:

1. selecting appropriate plant and equipment at purchase stage, with considerations given to noise and vibration exposure.
2. regular examination and testing, by a competent person, of all plant and equipment in accordance with statutory provisions, codes of practice and risk assessments.
3. the recording of all such tests, examinations and remedial action taken.
4. training employees (including periodic refresher training).
5. Risk assessments and SSOW are documented, updated and reviewed.
6. the withdrawal and isolation of all defective plant, equipment and installations until remedial work is effective.

When operating plant and machinery, an employee is responsible for their own health and safety and ensuring they do not harm others through their actions or inactions:

1. only trained personnel may use machinery provided in the workplace.
2. employees will not be allowed to use/operate equipment until they have been trained and have the competence to do so.
3. prior to authorisation being given to operate machinery an assessment of your competence will be carried out and at this stage extra supervision and instruction may be provided.
4. if you have not received training to use/operate any items of equipment, then under no circumstances should you attempt to operate it.
5. any employee who is unsure of any piece of equipment, safety feature or controls should ask the a member of the Management team.
6. do not approach or distract any other employee operating machinery.
7. all machinery and equipment provided by the business will be correct and compliant to the current safety standards and/or legislation in force.
8. employees must visually check equipment before operating it.
9. all guards, safety devices and controls fitted to equipment and/or machinery must be used at all times by employees.
10. any fault or defect in a piece of equipment or equipment controls provided by the business or otherwise must be notified immediately to a member of the Management team.
11. the equipment must not be used until it has been repaired and safe to use again.
12. equipment provided by the business will be proactively maintained and it is the responsibility of the Management team to keep a record of equipment maintenance.

C9 Work Equipment (Including Lifting Equipment)

The term work equipment is used to describe machines, tools, installations or equipment used for completing work whether owned or on loan/hire. The term is broad and applies to any work equipment we use.

Equipment that lifts requires inspection and testing as work equipment and certification under the Lifting Operations and Lifting Equipment Regulations (LOLER) – including any accessories.

We acknowledge our duties as stipulated in the current edition of the Provision and Use of Work Equipment Regulations (PUWER) and intend to satisfy these duties by adopting the following procedures:

Selection

A needs analysis will be conducted before acquiring any work equipment taking into consideration many aspects including the task the equipment is required to perform, where it is to be used, anticipated volume of work, operators training needs, safety etc.

Equipment will only be sourced from reputable dealers. Safety devices fitted such as emergency stop buttons, guards etc. must comply with current European standards for like machinery. 

Assessment

A risk assessment will be conducted before use of any new work equipment commences. The outcome of the assessment will help determine if the equipment is safe for use or if additional control measures are required for user safety and for the safety of others.

Training

Training will be provided for employees and anyone else authorised to use our work equipment. Training and supervision will continue until such a time when a user is deemed competent, and supervision is no longer needed.

All training will be overseen by the Management Team and training records maintained.

Maintenance and Inspection

All work equipment is subject to wear and the possible occurrence of faults, it is therefore necessary we monitor and maintain equipment regularly. Manufacturer’s recommendations will be followed for maintenance and inspection frequencies unless the scope of our work dictates these need to be changed, we will, if necessary, introduce our own maintenance and inspection program and regime.

We will ensure any statutory inspections or examinations are completed on time.

We appreciate that preventative maintenance is better than equipment failure; consequently, we rely on users of our work equipment to follow the adopted maintenance and inspection regime we decide upon.

Some maintenance tasks will be beyond the capability of employees, the Council will identify such tasks and appoint suitable contractors to conduct or assist with tasks.

Contractors engaged by us to undertake site work must also be vetted for training, competency and maintenance of their own work equipment.

We expect all work equipment users to conduct a before use check to confirm equipment is safe for use. If problems are identified these must be reported to ensure a repair is arranged. All faulty or damaged equipment must not be used until a suitable repair has been completed.

Records

To help manage maintenance, inspection and repair of our equipment we will record all events and maintain documentation to support this. Any work conducted by contractors must be included.

Safety

You must not use work equipment if:

1. you have not received appropriate training.
2. you are unfamiliar with the operation.
3. the equipment is faulty, or you identify a fault.
4. there is insufficient room around the equipment to work safely.
5. safety devices such as guards are not in place or are damaged.
6. you need PPE and none is available.

C10 Good Housekeeping and the Workplace

This Council considers good housekeeping to be a key issue in accident prevention and an issue everyone must assist in.

There shall be proper arrangements for the storage of clothing, tools, supplies and waste.  There shall also be provided and properly maintained clean work areas, washing/toilet/mess rooms.

Managers/ Team Leaders shall ensure that all accesses and egresses in the workplace, including corridors, gangways, stairs, thoroughfares, etc. are maintained in a safe and clean manner.

All reasonable measures shall be taken to ensure suitable temperature, humidity, lighting, and space requirements within all working environments.

Risk assessments should include reference to the above.

C11 Hazardous Substances – COSHH

The appointed person, using the Council’s COSHH assessment tool, shall suitably assess all substances hazardous to health within the workplace.  Where possible hazardous materials shall be substituted by non-hazardous or less hazardous substances.  Health and safety data sheets shall be requested from the manufacturer or supplier of all substances.  All relevant details shall be made available for employees who shall be instructed to read the information prior to use.

The appointed person shall ensure that:

1. Exposure to all hazardous substances and associated risk shall be identified, assessed, and controlled within a COSHH risk assessment.
2. A data sheet along with the COSHH Assessment shall be kept on file for each substance. In addition, copies will be kept, and data sheets changed and updated as necessary by the relevant officer. The appointed person shall ensure that staff obtain an appropriate hazard data sheet from the suppliers of each substance.
3. All substances shall be used in accordance with the instructions and precautions as described in the product data and the COSHH Assessment.
4. All substances shall be stored in the appropriate containers which shall be kept in appropriate accommodation and disposed of safely and without risks to the environment.       
5. Suitable precautions shall be provided to inform and protect employees against the risks associated with relevant infectious diseases.

Gainsborough Town Council shall ensure that all Contractors and their Sub-contractors provide, suitable COSHH assessments and appropriate hazard data sheets.

C12 Personal Protective Equipment & Clothing

Suitable personal protective equipment and/or clothing (PPE & PPC) shall be supplied where a risk assessment has identified a need.  Where PPE/PPC is required the manager/ Team Leader shall ensure that an assessment has been carried out to ensure the correct equipment has been purchased and that it fits all employees correctly.

All reasonably practicable measures shall initially be taken to remove the risk.  Only if the risk remains after this shall PPE be issued.  PPE shall always be the last resort.

Managers/ Team Leaders shall ensure that PPE is worn where required.  Refusal by an employee to wear the correct PPE shall be treated seriously and disciplinary procedures may be considered.

Employees shall not be charged for the basic provision of PPE/PPC where this has been identified within risk assessments.  Employees may, however, be requested to supplement the cost of PPE/PPC where employees request PPE/PPC that incurs costs above the cost of the basic provision.  The line manager must ensure that all equipment provided meets full CE accreditation and is suitable for the risks present.

C13 Display Screen Equipment

Display screen equipment as defined within the Health & Safety (Display Screen) Regulations 1992 (as amended) and associated workstations shall be provided and maintained in accordance with current legislation.

The Council will ensure that all users of display screen equipment shall be assessed to determine whether they are habitual users as defined within the Health & Safety (Display Screen) Regulations 1992.  Where this assessment proves the employee to be a habitual user a full assessment of the equipment, workstation and environment shall be undertaken by the appointed person as soon as possible should be undertaken immediately.  Employees are entitled to an initial free eyesight test at the Councils nominated ophthalmic optician where the employee is identified as a habitual user

C14 Contractors & CDM Regulations

In accordance with the Construction (Design and Management) Regulations 2007, only suitable, competent, and appropriately qualified contractors shall be engaged.  Where a contractor is engaged the Officer/Manager responsible for the contract shall:

1. Ensure that all reasonably practicable steps have been taken to engage a competent contractor.  This will require the contractor to provide adequate evidence to demonstrate their suitability and competence, including:
   1. A current health and safety policy. 
   1. Relevant risk assessments.
   1. Details of relevant training received by their employees.
   1. Details of previous similar work/references.
   1. Details of previous enforcement action.
   1. Health and safety performance indicators.
2. Agree, prior to work commencing, Client, Contractor and sub-contractor responsibilities and duties, including work method statements.
3. All relevant health and safety information available and relevant to the contract is given to the Contractor/Sub-contractor.
4. Their work shall be monitored to ensure safe working methods in accordance with legislation, contract conditions and agreed work method statements.
5. Where hazardous substances are to be used the appointed person has ensured that the Contractor has produced a suitable COSHH assessment(s) and has the appropriate hazard data sheets on site.
6. The appointed person shall ensure that any area in which contractors have worked is safe prior to re-occupation.
7. That contractor has made suitable welfare arrangement. 

C15 Asbestos

No asbestos containing products shall be used or stored by the Council.

An asbestos register shall be maintained, and asbestos installations treated and/or competently removed according to risk.

The appointed person shall ensure any exposure details and medical records are maintained.

A competent contractor shall be appointed to carry out all removal, handling, and disposal of asbestos

C16 Infectious Diseases and Handling Sharps

Where it is identified by risk assessment that an activity includes an unacceptable risk of infectious disease then reference should be made to the significant findings.

Employees dealing with syringes and needles MUST follow the safe systems of work that is provided.

Dealing with contaminated syringes or other sharps

Staff may come across both used and unused hypodermic needles whilst carrying out their normal everyday duties.  This document sets out the precautions required and the safest method of work to handle and dispose of these needles safely.

Hazard

When dealing with hypodermic needles the greatest danger is that of a puncture wound and the possibility of a subsequent infection.

The greatest infection risk associated with a puncture wound is Hepatitis B virus.  However, this risk is considered low, as the virus will only survive outside of the body for a short period of time. At room temperature this may, however, be up to seven days.

The risk of a HIV infection from a needle stick injury is considerably less than Hepatitis B. The HIV virus is extremely fragile and cannot survive outside of the body. Once exposed to air the virus will not survive. Puncture wounds may also cause Thrombosis.

Precautions  

The appointed person shall consider the potential of employees unexpectedly encountering a needle and produce a suitable risk assessment where there is such a risk.

Only staff that has been given the correct equipment and training should handle hypodermic needles. This equipment should include a suitable pair of gloves, a sharps bin and a pair of tongs/tweezers.

Staff should always remain vigilant when working in “risk areas” exercising extreme caution during the handling of needles.

When carrying plastic sacks do not allow the bag to brush against the body as it may contain an undetected needle.

Handling sharps – Safe system of work

Should you be required to handle needles or other contaminated sharps, it is essential that you proceed with extreme caution:.

1. Gloves must always be worn during the handling of needles.
2. Only use litter pickers/tongs/tweezers to pick up syringes and needles.
3. The needle should then be placed directly into a sharp’s container.

Operatives should return their full sharps containers to their line manager who will replace it with a new one and suitably dispose of the full container unless there is a contracted service in place.

Should you receive any type of cut or puncture wound during this operation encourage the wound to bleed for a short period.  Where possible the wound should be held under cold running water for several minutes and then protected with a sterile dressing.  DO NOT suck the wound. The injured person and if possible, the offending item should immediately be taken to hospital.

All needle stick injuries must be reported to management immediately.

C17 Open spaces

The Council will ensure that all open spaces managed or owned by it are maintained to ensure so far as is reasonably practicable the safety of all users. This will include all open water, footpaths, trees and furniture play areas in these areas.

The appointed person shall implement provision and control measures for ensuring the above.

C18 Noise

Suitable and appropriate measures, in accordance with the Control of Noise at Work Regulations 2005 and codes of practice, shall be taken to protect the hearing of all employees and visitors.

The appointed person shall ensure that a suitable noise risk assessment is in place for all activities that produce or may develop noise levels that exceed the first action level 80d(B)A as defined within the Control of Noise at Work Regulations 2005.

Where this assessment proves the noise levels exceed the first action level, 80d(B)A, the appointed person will ensure that:

1. Hearing protection is made available,
2. Exposed employees are provided with appropriate training and information is provided.

Where the assessment exceeds the second action level, 85d(B)A the Operations Manager shall ensure that:

1. Hearing protection is provided and is worn.
2. Warning signs are posted within the noise area.
3. Exposed employees are provided with appropriate training and information is provided.
4. Exposed staff receive audiometric testing.

C19 Hand-Arm Vibration

The Council recognises that there is a need to reduce prolonged and regular use of high-level vibration hand-held tools and that effective controls are required to minimise the risk of injury to employees.  Whilst accepting the need to continue and improve delivery of services to the community, the Council agrees that all reasonably practicable steps be taken to achieve this minimisation.

As an employer we have a duty to assess the risks to health from exposure to continuous levels of vibration and determine the control measures needed. To manage vibration, we must ensure that:

1. daily Exposure Action Value of 2.5m/s2 A(8) is not exceeded.
2. daily Exposure Limit Value of 5m/s2 A(8) is not exceeded.
3. when equipment is purchased that we obtain the information on the vibration emission. To help us manage vibration emission we will keep an inventory of the equipment and its vibration emission.
4. we monitor exposure to HAVS through appropriate health surveillance, where levels indicate.
5. employees are informed, trained and instructed on the risks and precautions to be taken to protect themselves from developing HAVS.
6. we use the most appropriate equipment for the job.
7. maintain tools to the manufacturer’s specifications to avoid worsening vibration.
8. employees are aware not to use tools that would make the problem worse.
9. we introduce effective control measures to ensure level of exposure to HAVS are eliminated or reduced as far as is reasonably practicable.
10. when we buy new equipment that we assess their vibration level and take this into consideration when selecting equipment.
11. we provide the relevant Personal Protective Clothing.
12. all employees are aware of the symptoms of HAVS and CTS and to report to the Manager/Team Leader.

We recommend that if you use hand-held powered work equipment for long periods you break up the time spent working with it, by working away from the tool for 10 minutes.

C20 Young Persons – (under 18 years old)

The appointed person shall carry out a suitable risk assessment for all young persons when either employed by the Council or when carrying out work experience.   

The assessment must:

1. Take into account their inexperience, lack of awareness of existing or potential risks, and immaturity.
2. Address specific factors in the risk assessment.
3. Provide information to parents of school age children about the risk and the control measures introduced.
4. Take account of the risk assessment in determining whether the young person should be prohibited from certain activities.

C21 Use of Mobile Phones whilst driving

Staff who carry mobile phones must not answer any call or text whilst their vehicle is in motion, Prior to answering any call, they shall ensure that their vehicle is stationary and parked in a safe location. Under NO circumstances shall they make or receive any call, on either Council or privately owned mobile phones whilst driving. Employees are advised to ensure that when driving the phone’s messaging facility is activated. Calls should then be checked and returned only when it is deemed safe to do so.

C22 Work Transport

Workplace transport related accidents are a major cause of fatalities and a significant cause of serious injuries and we have a duty to protect our employees and others whilst on our premises.

Everyday a number of vehicles will visit our premises including cars, vans, and other vehicles which present a range of risks such as persons being struck by vehicles or where persons fall from vehicles.

All our company vehicles are subject to a maintenance programme and documented pre-use checks are carried out by all employees prior to them using the vehicles.

It is our policy:

1. review site arrangements and procedures to ensure pedestrian safety.
2. assess the risks created by workplace transport.
3. maintain traffic routes on our premises.
4. ensure arrangements are established for the safe reversing of vehicles.
5. review unloading and loading operations and have arrangements in place to prevent persons falling from vehicles or any other loading areas within our control.
6. it is the responsibility of the driver to check the load on the vehicle is secured prior to departure.

C23 Work on or Near Highways

The appointed person shall ensure that a suitable and sufficient risk assessment specific to working on or near highways has been completed if any work activity is to be on the highway or within 450mm of the highway. Staff may be required to be accredited with the New Roads and Street Works Act training (NRSWA) to carry out works on or near a highway.

All work on highways will be in accordance with the Department for Transport’s Traffic Signs Manual Chapter 8 – Traffic safety measures and signs for road works and temporary situations.

C24 Working at Heights

The Work at Height Regulations 2005 applies to all work at height where there is a risk of a fall liable to cause personal injury. They place duties on employers, the self-employed, and any person who controls the work of others (e.g., facilities managers or building owners who may contract others to work at height) to the extent they control the work.

The Regulations set out a simple hierarchy for managing and selecting equipment for work at height.

The Regulations require managers to ensure:

1. all work at height is properly planned and organised
2. all work at height takes account of weather conditions that could endanger health and safety
3. those involved in work at height are trained and competent
4. the place where work at height is done is safe
5. equipment for work at height is appropriately inspected
6. the risks from fragile surfaces are properly controlled
7. the risks from falling objects are properly controlled
8. where they cannot eliminate the risk of a fall, use work equipment or other measures to minimise the distance and consequences of a fall should one occur
9. use work equipment or other measures to prevent falls where they cannot avoid working at height; and
10. avoid work at height where they can.

The appointed person and/or persons controlling work at heights or contractors are responsible for ensuring the above duties are complied with.

C25 Manual Handling

Gainsborough Town Council shall ensure that all manual handling activities with a significant risk of injury are suitably assessed in accordance with the Manual Handling Operations Regulations 1992. This assessment shall be carried out, by the line manager, using competent assistance where necessary and control measures implemented.

Statistics show that manual handling is one of the most common causes of absence through injury in the workplace.  More than one third of lost time accidents are caused in this way.  These injuries may often have long-term effects.  This procedure is intended to reduce the risk of manual handling injuries and to provide guidance on the measures that should be taken to ensure safe lifting and carrying at the workplace.

We will ensure that operations which involve manual handling are eliminated, so far as is reasonably practicable. Measures to achieve this include ergonomic design of the workplace and activity and the provision of automated or mechanical aids such as trolleys, chutes and conveyors.

An assessment of manual handling activities will be carried out by competent persons. Risks which are identified will be reduced to the lowest level reasonably practicable. The following factors will be considered during the assessment.

Bending and stooping to lift a load significantly increases the risk of back injury.  Items should ideally be lifted from no lower than knee height to no higher than shoulder height. Outside this range, lifting capacity is reduced and the risk of injury is increased.  Where items are required to be lifted from above shoulder height, a stand or suitable means of access should be used. Items which are pushed or pulled should be as near to waist level as possible.  Pushing is preferable particularly where the back can rest against a fixed object to give leverage.

Carrying distances should be minimised, especially if the task is regularly repeated. Repetitive tasks should be avoided wherever possible. Tasks which involve lifting and carrying should be designed in such a way as to allow for sufficient rest breaks to avoid fatigue.  Avoid tasks which require twisting the body wherever possible.

The load should be kept as near as possible to the body trunk to reduce strain and should not be of such size as to obscure vision.  An indication of the weight of the load and the centre of gravity should be provided where appropriate.

Unstable loads should be handled with caution. The change in centre of gravity is likely to result in overbalancing.  Ensure that there is a secure handhold, using gloves where necessary to protect against sharp edges or splinters.

Consideration must be given to age, body weight and physical fitness.  Regard must be given to personal limitation; you must not attempt to handle loads that are beyond your individual capability.  Assistance must be sought where this is necessary.

Persons with genuine physical or clinical reasons for avoiding lifting should be made allowance for, as should pregnant women, who should not be required to undertake hazardous lifting or carrying tasks.

Sufficient knowledge and understanding of the work is an important factor in reducing the risk of injury.  Individuals undertaking lifting or carrying will be given suitable instruction, training and information to undertake the task with minimum risk.

There must be adequate space to enable the activity to be conducted in safety and the transportation route must be free from obstruction. Lighting, heating and weather conditions must be considered.  Floors and other working surfaces must be in a safe condition.

Use of personal protective equipment may be necessary whilst carrying out manual handling activities.  If the use of PPE restricts safe and easy movement, this should be reported.  Constant interruptions from other employees must be avoided, as this can reduce the concentration of an individual.

We will ensure that:

1. manual handling assessments are carried out where relevant and records are kept.
2. employees are properly supervised.
3. adequate information and training is provided to persons carrying out manual handling activities.
4. any injuries or incidents relating to manual handling are investigated, with remedial action taken.
5. employees adhere to safe systems of work.
6. safety arrangements for manual handling operations are regularly monitored and reviewed.
7. employees undertaking manual handling activities are suitably screened for reasons of health and safety, before undertaking the work.
8. Special arrangements are made, where necessary, for individuals with health conditions which could be adversely affected by manual handling operations.

You must ensure that:

1. you report to your Manager/Team Leader (in confidence) any personal conditions which may be detrimentally affected by the manual handling activity.
2. you comply with instruction and training which is provided in safe manual handling activities.
3. your own health and safety is not put at risk when carrying out manual handling activities.
4. you use equipment which has been provided to minimise manual handling activities.
5. Any problems relating to the activity are reported to a responsible person.

Information and Training

Suitable information and training will be provided to persons who are required to carry out manual handling activities.  Training needs will be identified and reviewed by a responsible person.  Refresher training will also be given at reasonable intervals.

Employees will be informed of approximate weights of loads that are handled and objects which have eccentric weight distribution.

Safe System of Work

Poor lifting and carrying techniques can result in discomfort and increase the risk of injury. In extreme circumstances, these injuries can have permanent effects. These risks can be reduced by adopting the following simple precautions:

1. ensure that formalised systems of work which have been designed for the work activity are complied with.
2. make full and proper use of aids to lifting and carrying, such as trolleys, chutes and access equipment.
3. store heavy items between shoulder and hip height. Where possible only store small, light items above shoulder or below knee height.
4. use the legs and knees to bend and lift — do not stoop or bend the back.
5. avoid tasks which require stretching or twisting.
6. ensure that regular rest breaks are taken where manual handling activities are repetitive or to prevent the onset of fatigue.
7. ensure that there are no sharp, hot or cold edges which could cause injury.
8. ensure that walkways are free from obstructions.
9. Make full and proper use of personal protective equipment.

Report any problems or concerns associated with manual handling operations to your Manager/Team Leader. 

C26 Electricity

Appropriate inspection and testing, in accordance with legislation and codes of practice, shall be carried out on all electrical installations and portable electrical equipment owned by the Council. The Council shall also ensure that only electrical equipment that carries a valid certificate of test is allowed to be brought into Council premises and is suitable for the environment in which it is to be used.

Management is responsible for ensuring the testing of all electrical equipment owned by the Council and for ensuring that all equipment brought on site by third parties has been suitably tested.

Management shall ensure that only competent persons shall be authorised to install, repair, and maintain electrical installations and/or equipment. Specific and detailed regard shall be had to the installation of temporary and/or external installations.

C27 Lone Working

Where lone working is required, the appointed person shall ensure that a suitable risk assessment is carried out to establish the hazards associated with the task and the necessary control measures required to eliminate the risk or reduce it to a reasonably practicable level.

The Council has a responsibility for protecting Lone Workers and needs to consider many factors. When putting the policy and risk assessment together pay particular consideration to:

1. the remoteness or isolation of workplaces.
2. any problems of communication.
3. the possibility of interference, such as violence or criminal activity from other persons.
4. the nature of injury or damage to health and anticipated “worst case” scenario.
5. vehicle and load hazards.
6. personal protective equipment required.
7. supervision and welfare.
8. portable first aid kits.
9. availability of first aider.
10. means of summoning help.
11. means of raising alarm.
12. firefighting equipment.
13. Training and supervision.

C28 Music and similar events

The Officer responsible shall ensure that where necessary the following are implemented for all indoor or outdoor events organised or managed by the Council:

1. Hazards are identified prior to the event and risks assessment produced to control/minimise them.
2. the Councils responsibilities are formally agreed.
3. Inspections take place prior to, during and directly after the event.
4. Liaison takes place with the appropriate enforcement bodies.
5. All events are managed in accordance with the Health & Safety Executive’s Guidance HSG 195 “The event safety guide – “a guide to health, safety and welfare at music and similar events”.

C29 Cemetery – Headstones and Monuments

The Council will ensure, so far as is reasonably practicable, the stability/safety of all headstones and monuments located within thecemeteries that are within its control. The British Register of Accredited Memorial Masons guidance is the standard followed.

Inspection and monitoring of headstones and monuments  will include:

1. Weekly informal observational checks by staff on site to ensure no obvious instability or vandalism.
2. Annual visual inspection/hand test on 20% of the headstones in the Cemetery All Memorials to be checked once every 5 years.
3. Unstable headstones reported to the owners of the burial rights for the appropriate remedial works to be carried out.
4. The Council will intervene if an immediate risk is identified.

C30 Cemetery – Graves

The Council will ensure a high standard of grave digging is maintained that provides both safety and dignity for all. This extends beyond the day of interment to the weeks and months afterwards when the soil is settling to ensure that all graves are maintained to the highest standard. The guidance issued by the Institute of Cemetery & Crematorium Management is the standard followed.

The Council will ensure that:

1. no grave or cremation plot can be dug in the Cemetery without the permission of the Council.
2. no full grave or cremation plot should be dug more than 48 hours before the interment, except by prior arrangement with the Council.
3. all grave diggers are to be employed or contracted by the Council.
4. all Funeral Directors are fully aware of their health & Safety responsibilities.

C31 Legionella

Legionellosis is a collective term for diseases caused by legionella bacteria including the most serious Legionnaires’ disease, as well as the similar but less serious conditions of Pontiac fever and Lochgoilhead fever. Legionnaires’ disease is a potentially fatal form of pneumonia, and everyone is susceptible to infection.

We are responsible for managing risks, we must understand our water systems, the equipment associated with the system such as pumps, heat exchangers, showers etc, and its constituent parts. Identify whether they are likely to create a risk from exposure to legionella, and whether:

1. the water temperature in all or some parts of the system is between 20–45 °C.
2. water is stored or re-circulated as part of your system.
3. there are sources of nutrients such as rust, sludge, scale, organic matter and biofilms.
4. the conditions are likely to encourage bacteria to multiply.
5. it is possible for water droplets to be produced and, if so, whether they can be dispersed over a wide area, e.g. showers and aerosols from cooling towers.
6. it is likely that any of your employees, residents, visitors etc are more susceptible to infection due to age, illness, a weakened immune system etc and whether they could be exposed to any contaminated water droplets.

C32 Joint Working Arrangements with other Organisations

The Council, when sharing a workplace (whether on a temporary or permanent basis) shall co-operate with the other employers (and the self employed) to ensure control of health and safety risks both on and off site. Coordination of arrangements and co-operation with other co-ordinators shall be provided as necessary.

This will require where necessary for management to:

1. Liaise with the other employer prior to commencement of work to identify and assess the likely hazards associated with the activity.
2. Ensure existing risk assessments are suitable and sufficient.
3. Produce joint safe systems of work.
4. Determine specific responsibilities and where required appoint a person to control the activity.
5. Ensure joint legal requirements are fulfilled – i.e., fire precautions.
6. Provide details to other employers prior to commencement of works of known hazards on site, and site specific rules and procedures.

C33 Health of the Workforce

The Council will provide adequate Occupational Health provision, in accordance with legislation and/or risk assessments, to identify and control occupational related health risks. 

Employees are required to notify their manager of any condition or illness that may affect their health and safety, or that of others, by their acts and or omissions whilst carrying out their duties.

On notification by the employee of a relevant ill health condition the appointed person shall produce an individual risk assessment which takes into account the individual’s health condition and if it is likely that it may affect their own health and safety or that of others. This assessment will identify the specific hazards relevant; the level of risk; who is at risk and what control measures are required to manage the risk at an acceptable level.  Consideration on whether the individual should be referred to Occupational Health must be given during this process. See section C1.

Following ill health, and prior to an employee returning to their full duties, the Town Clerk shall consider the need for a formal risk assessment during the back to work interview. This should consider whether the individual is suitable to resume full duties and if so, what additional controls are required until the individual is fully fit to resume their full duties. 

C34 Stress

It is the policy of the Council to ensure, so far as is reasonably practicable, that no employee is subjected to a level of stress due to work, which is detrimental to his or her health. The Council aims to create an environment where workplace stress can be dealt with openly and fairly and expects all managers/ Team Leader to apply this policy and guidance in a consistent and timely manner. The Council also commits itself to investigating all claims of ill health due to workplace stress to ensure appropriate action is taken to prevent any recurrence of the situation.

The Council will take seriously and investigate report(s) from employees about causes of workplace stress and will take preventative and protective measures to reduce the risk.

Workplace stress is recognised as a Health and Safety issue. The main legislation, which is relevant to this subject, is the Management of Health and Safety at Work Regulations 1999 and the Health and Safety at Work Act 1974, Sections 2 and 7.

C35 Pregnant workers

When advised of pregnancy, line managers/ Team Leaders shall immediately notify the Town Clerk who will arrange for a risk assessment of the pregnant worker’s post to be carried out as soon as possible. This risk assessment shall be carried out by the appointed person in conjunction with the pregnant worker and their immediate manager/ Team Leader.  

C36 Office Safety

Office areas do not contain the same hazards as other areas but there are issues to address to ensure everyone’s safety working in the office. Generally, office areas are considered to be a lower risk compared to other areas. Nevertheless, they still pose a risk of injury or ill-health to employees, and others using and accessing the office space. Risks include:

1. manual handling.
2. display screen equipment.
3. fire safety.
4. electrical safety.
5. Chemicals.
6. temperature, lighting and ventilation.
7. trips and falls.

Employees are responsible for ensuring that walkways are free from obstructions and that trailing cables are not creating trip hazards.

The office space has been designed to enable employees to work comfortably. If you have any concerns please inform your Manager. 

C37 Winter Conditions

Whilst we make every effort to ensure that temperatures within internal work areas are reasonable, it is foreseeable that heating systems may fail due to breakdown or power disruption.

In the event of snowfall within the commuting routes of employees, Management will monitor weather conditions and release employees early if necessary to avoid them being trapped at work.

Unless directed by management, employees are expected to make reasonable efforts to come to work without taking personal risks, travel warnings should be heeded. 

If due to low employee numbers, first aiders are not available, the most senior employee will take the role of appointed person i.e. for the purpose of managing any first aid incident and obtaining medical treatment.

Procedures will be implemented to control the additional slipping hazards presented by the weather. In particular all external walkways and steps on our premises will be regularly cleared of snow and gritted to reduce ice. We will follow the government’s snow code in our approach to clearing snow and ice.

We will also pay particular attention to building entrance areas to minimise the risks from wet floors. Employees will be encouraged to wear footwear with a good tread when walking outside.

C38 Work Related Violence

We accept the Health and Safety Executive’s definition of work-related violence i.e. a violent incident is:

“any incident in which a person is abused, threatened or assaulted in circumstances relating to work.”

We consider that work-related violence is unacceptable and our aim is to reduce it to the lowest reasonably practicable level, the likelihood of you being exposed to violence and aggression while at work.

We will identify all activities where there is the potential for work-related violence and will ensure that the risk assessments for these activities consider the hazards of violence and aggression. This will include activities involving direct contact with members of the public or involving the handling of money and/or desirable goods.

Where you may be exposed to risks of work-related violence, we will inform you of the findings of the relevant risk assessments and we will seek to reduce these risks to the lowest reasonably practicable levels by implementing engineered and procedural control measures. Where we identify that training and instruction will help to reduce risks, you will be provided with such training. This will include, but will not be limited to:

1. how to identify potential incidents of violence before they happen.
2. how to prevent incidents from developing.
3. appropriate behaviour for providing non-confrontational services to public.
4. actions to take in the event of a violent incident.

If you feel that you are losing control of a situation or that the other person is becoming aggressive, you should try to withdraw and obtain assistance. The type of assistance provided will depend on the situation.

If the management considers that it is the best way to calm a situation, an aggressive person will be asked to leave the premises.

If it is believed that an aggressor is in possession of an offensive weapon, then the police will be called immediately (preferably unknown to the aggressor). You should not attempt to disarm an assailant unless personal injury is imminent. You should not pick up an object to use as a weapon except in self-defence.

Your safety and that of members of the public are paramount and entirely outweigh the value of any money or property that could be stolen. You are not expected to foil a raid or to try to prevent theft, if doing so would put any person’s life in danger.

All incidents involving work-related violence or aggression must be recorded. This applies to incidents where there are no injuries as well as to those where injuries occur.

C39 Monitoring

Team Leaders, with the assistance of the appointed person, shall carry out adequate routine inspections of their workplace to ensure the health, safety and welfare of all employees and visitors.

C40 Review

A review of this policy shall be carried out biennially (at least every 2 years) and at other times when activities, staff structure and accidents/incidents occur or where there are significant changes to legislation.