Premises/Workplace Health and Safety Information and Responsibilities (Corporate Estate)

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1 V9 For: OCC Managers Trade Union Safety Representatives Property and Facilities (for information) Premises/Workplace Health and Safety Information and Responsibilities (Corporate Estate) Introduction Oxfordshire County Council (OCC) requires every premises/workplace to have locally agreed arrangements relating to health and safety. This document replaces the previous (Establishment) Model Part III Health and Safety Policy. Primary Applicable Legislation Health and Safety at Work Act 1974 The Workplace (Health, Safety and Welfare) Regulations 1992 Regulatory Reform (Fire Safety) Order 2005 Purpose This document must be tailored by the OCC responsible manager to meet the arrangements and local requirements of each premises/workplace. It records and provides OCC managers with key H&S information relating to the premises/workplace and where H&S responsibilities fall between OCC and. Scope This document is to be used in all premises/workplaces owned and under tenure by OCC or occupied by its employees. Lease arrangements will vary across the estate and this document should be amended to reflect the terms and condition of the lease. There are a number of responsibilities that are shared with. Deputy Directors will identify managers responsible for premises. The OCC responsible manager must ensure that this document is: Completed; kept up-to-date; in liaison with Corporate FM Team, H&S Team and ; Communicated to and available readily to all staff, volunteers and users of the premises. For further information and advice: General: Health, Safety & Wellbeing Team and web addresses web address: Telephone Issued by the Health & Safety Team, Customer Services, Unipart House, Garsington Road, OXFORD, OX4 2GQ Issue 1: May 2013 Review: May 2014 Oxfordshire County Council

2 CONTACTS Manager Responsible for the Premises Premises Contact Insert Name Title Service Insert Name Title Service Property & Facilities Helpdesk OCC Health & Safety Team H&S Representative (incl. Trade Union) Insert Name Union HEALTH & SAFETY INFORMATION Location OCC Responsible Person Health & Safety Law Poster (HSE) OCC Contractors Notice Visitors H&S Information Critical Incident Emergency Plan Fire Safety Folder Asbestos Management Folder Water Hygiene Folder COSHH Information Workplace Risk Assessments Workplace Inspections Equipment Test and Inspection Records

3 ISOLATION POINTS In an emergency it will be useful to know where services isolation points are located in case a service needs to be shut off. Water Isolation Point Location & Access Gas Isolation Point Oil Isolation Point Electricity Isolation Point In OCC controlled sites the above information must be entered on the A3 laminated site notice Notice to Contractors Working on this Site HAZARDS SPECIFIC TO THE PREMISES Detail any hazards specific to the premises and any control measures in place e.g. confined space, fragile roof, telecom mast etc. accessed via permit to work. Hazard Description of Risk and Control Measures

4 FIRE SAFETY The Regulatory Reform (Fire Safety) Order 2005 places the responsibility on individuals within an organisation to carry out risk assessments to identify, manage and reduce the risk of fire. Detailed guidance on fire safety procedure, the testing of alarms/equipment and fire risk assessments can be found in the Fire Safety Folder. To ensure successful fire evacuation the fire risk assessment may have indicated the need for fire wardens Fire Wardens Location Date of Training Fire evacuation information and procedures are displayed: Fire evacuation information for visitors is provided by: Assembly Point(s):

5 FIRST AIDERS & APPOINTED PERSONS The Health and Safety (First-Aid) Regulations 1981 require employers to provide adequate and appropriate equipment, facilities and personnel to ensure their employees receive immediate attention if they are injured or taken ill at work. Detailed guidance on first aid provision can be found in the Fire Aid Procedure on the H&S intranet page. Number and Level of First Aiders required: Number of First Aid Containers required: Person responsible for maintaining first aid containers Names of first aiders and appointed persons Location Date of Training First Aid information and procedures are displayed: First Aid Containers are located:

6 MANAGEMENT OF HEALTH AND SAFETY FOR THE PREMISES/WORKPLACE ROLES & RESPONSIBILITIES Generic H&S roles and responsibilities are stated in the Directorate Health and Safety Policy Part 2. Specific H&S roles and responsibilities for the management of premises and workplaces are detailed in this document. OCC Managers with Responsibility for Premises Managers are responsible for the safe day to day running of the workplace and activity including the health and safety of all employees, volunteers and users of the premises. Managers with specific responsibility for premises are required to: Promote a positive and pro-active health and safety culture; Ensure health and safety is given a high priority and is an integral part of the way we conduct our services; Undertake necessary health and safety training; Ensure all employees and volunteers under your control are competent and have received the necessary training to carry out their work activities safely; Comply and implement the requirements of the Council s health and safety policies and procedures; Ensure that site specific health and safety policies are, kept up-to-date and communicated to all staff based on the site; Ensure risk assessments in accordance with Council procedures are undertaken to reduce risks to a level that is as low as is reasonably practicable. This must consider hazards to both employees, clients and others who use our services; Develop and ensure local working arrangements, safe working practices, guidance etc. are in place to support the output of risk assessment. This embraces the planning of work as well as the assurance that staff are adequately informed, instructed, trained and supervised; Monitor the activities for which you have responsibility; Conduct monitoring and proactive inspections of the workplace for which you have responsibility; Monitor contractors working on your site; Ensure that health and safety issues are a standing item on team meeting agendas, and actions are monitored through these and through supervision; Ensure safety events (accidents, incidents and near misses) are reported and investigated; Ensure property defects are reported and co-operate with Property and Facilities and so as to ensure a safe place of work; Liaise with other building users where buildings are shared. The Council has entered into a contract with to deliver property and facilities services to support the implementation of the Council s corporate landlord approach., as the Council s person in charge, shall work in association with the Council to protect employees, visitors and members of the public on sites and for services covered by the Property and Facilities contract. The Property and Facilities contract requires to carry out specific duties in relation to managing and maintaining safe premises and workplaces. Many of these duties will require cooperating with OCC managers responsible for the day to day operation and running of a site. Co-operation To ensure the health and safety of premises and workplaces it is essential that there is open communications, co-operation and understanding of responsibilities between OCC management and. The following schedule shows where health and safety responsibility and duties fall between OCC Managers and.

7 ASBESTOS Asbestos and asbestos products may have been used in the construction of buildings pre Guidance on the management of asbestos materials in council sites and emergency procedures/contacts are included in the premises Asbestos Management Folder. The Asbestos Management Folder must be kept at each council controlled workplace and be available for inspection. Act as the Council s competent person in respect of asbestos management. Carry out Asbestos Management Surveys in accordance with legislation and for all the council s sites. Maintain and provide access to an up to date Asbestos Register. Produce & Implement Asbestos Management Plan including risk assessment. Monitor the condition of known asbestos through a regime of re-inspections. Provide premises with Asbestos Management. Folder containing above information and procedures for the safe management of asbestos. Label asbestos, where appropriate. Manage the removal of asbestos, where appropriate in accordance with legislation. As determined by the risk assessment or report carryout remedial works following the discovery of damaged asbestos. As determined by the risk assessment or report carryout planned preventative works to asbestos vulnerable to damage. Construction and Maintenance Work Ensure safety procedures are in place and followed in regard planned and reactive work affecting asbestos materials. Ensure all operatives undertaking work on premises have received asbestos awareness training. Ensure Asbestos Refurbishment and Demolition Surveys are carried out where appropriate. Ensure all asbestos information including surveys etc. is provided to anyone working on the site and to Manager responsible for the premises Ensure either the removal or protection of all asbestos during construction and maintenance work. Ensure that competent contractors carry out all work involving asbestos, in accordance with the Control of Asbestos Regulations Ensure the asbestos register and asbestos management plan is updated following completion of any work affecting asbestos. Complete asbestos awareness training. Ensure you have access to an up-to-date premises asbestos management plan and asbestos register/survey. Display and bring to the attention of any persons carrying out work at the premises the Notice to all Contractors working at this Site. Provide a copy as supplied by of the premises asbestos register/survey to any person carrying out work at the premises. Report damage of known or suspected asbestos to the Property & Facilities Helpdesk immediately Tel: and to the H&S Team on Make all asbestos information as supplied by available to employees and anyone else working on the premises. Construction and Maintenance Work Do not carry out any work that could potentially disturb asbestos material. Comply with asbestos related instructions issued by or the OCC responsible manager. Report damage of known or suspected asbestos to the manager responsible for the premises. Do not carry out any work on the premises. The Property and Facilities Helpdesk must be contacted for advice prior to any work taking place. All works should be undertaken by

8 FIRE In council controlled premises detailed guidance on fire safety procedures, the testing of alarms/equipment and fire risk assessments can be found in the Fire Safety Folder. In sites where council is the tenant there is a duty to co-operate and co-ordinate with the landlord s fire safety arrangements to ensure the safety of all employees. A Fire Safety Folder, or landlord s arrangements where the council is a tenant, must be kept at each workplace and available for inspection. Act as the Council s competent person in respect of fire safety in the premises and assist the Council in ensuring it complies with the Regulatory Reform (Fire Safety) Order 2005 (FSO). Carryout a Fire Risk Assessment in conjunction with the OCC responsible manager and complete the Fire Safety Action Plan Assess the presence of any dangerous substances. Identify and implement preventative and protective measures which have been or will be taken and any group or persons identified as being especially at risk from fire. Provide and keep up-to date the premises Fire Safety Folder containing information including the Fire Risk Assessment and procedures. Provide and communicate to the manager responsible for the premises and other occupier s clear and relevant information on the risks to them identified by the fire risk assessment including preventative and protective measures. Co-ordinate and co-operate with other responsible persons on shared premises in regard to fire safety arrangements. Provide contractors and other persons working in the premises with information on fire safety risks and comply with requirements e.g. hot work permit. Provide a suitable means of contacting the emergency services and that they are provided with any relevant information about dangerous substances. The location of dangerous substances and means of isolating gas, electricity etc. are recorded in the Fire Safety Folder. Provide appropriate information, instruction and training (including fire drills) to council employees about the fire precautions in the premises and advise workers of these arrangements The premises and any equipment provided in connection with fire fighting, fire detection and warning, or emergency routes and exits are covered by a suitable system of maintenance, and are maintained by a competent person in an efficient state, in efficient working order and in good repair. This includes, but not limited to,: o Fire Detection Systems incl. Control Panels o Call Points o Emergency Lighting o Fire Extinguishers o Sprinklers and suppression systems. The County Council is the responsible person and main duty holder for fire safety in the premises under the Regulatory Reform (Fire Safety) Order 2005 (FSO). under the FSO will extend to include every person who has, to any extent, control of those premises so far as the requirements relate to matters within their control, this includes managers with responsibility for premises. Provide information regarding the activities and use of the premises to assist in undertaking the Fire Risk Assessment. As advised by provide, display and communicate to all employees and visitors information on the fire safety procedures; emergency exit routes, details of routine fire testing of alarms and assembly points relevant information on the risks to them identified by the fire risk assessment including preventative and protective measures. Consult with employees (and their H&S representatives) about nominating people to carry out particular roles (e.g. Fire Wardens/Marshalls) in connection with fire safety and about proposals for improving the fire precautions. Non-employees (such as visitors, residents, temporary workers, volunteers, contractors and those with disabilities) are informed of the relevant risks to them, and any preventative and protective measures such as audio loops etc. This includes producing Personal (PEEP) and Generic (GEEP) Emergency Evacuation Plans. Co-ordinate and co-operate with other responsible persons and on shared premises in regard to fire safety arrangements. Assist and co-operate with in the carrying out fire drills for the premises. Co-operate with the council as their employer and as the responsible person to ensure the workplace is safe from fire and do not do anything that will place themselves or other people at risk. Remain vigilant to the risk of fire and report any defects in the fire safety arrangements to the manager responsible for the premises.

9 WATER HYGIENE (The control of the risk from Legionella and Scalding) In council premises, detailed guidance on water hygiene procedures, the testing of water and risk assessment records can be found in the Water Service Hygiene Manual. Information on water hygiene and precautions are also contained in the tenants Manual for domestic sites. The Water Service Hygiene Manual must be kept at each council controlled workplace and be available for inspection. Act as the Council s competent person in respect of water hygiene safety. Carry out biennial legionella and scalding risk assessments including updating schematic diagram of water supply. Make available Water Hygiene Risk Assessment documents to the site manager. Carry out annual cold water tank inspections as required. Carry out non-delegated remedial work as part of planned preventative maintenance or reactive maintenance, as appropriate in agreement with Contract Management team. Carry out regular maintenance checks in accordance with the Water Hygiene and Scalding logbook including: - Maintenance and servicing to Thermostatic Mixing Valves (TMVs) - Bacteriological sampling and testing - Temperature checks of hot and cold water outlets - Cleaning and descaling of fittings incl. shower heads Ensure the site Water hygiene log book is maintained and all checks have been carried out as required Ensure compliance with the Water services, Legionella band Scalding Policy. Ensure as supplied by you have access to an upto-date water hygiene risk assessment for the site. Ensure any water supply issues or deviations in temperature are reported to via the Property and Facilities Helpdesk. Carryout specific scalding risk assessments for vulnerable persons who have access to hot water e.g. young, elderly those with disability or sensory impairment. Report any problems with the water supply to the site manager. Comply with any procedures and control measures that have been agreed following a risk assessment e.g. safe bathing procedure and the risk of scalding.

10 PORTABLE APPLIANCE TESTING There is a legal duty to ensure the appropriate inspection and testing of all portable electrical equipment and adequate records maintained. New equipment must be added to any programme of inspection and testing. Carryout all associated inspection and testing of council portable appliances (PAT) used on the premises as identified by risk assessment. Carryout all associated inspection and testing of all 110v electrical equipment on Fire Service vehicles. Once tested, items shall be tagged and logged. Inform the Manager responsible for the premises of any equipment that fails inspection and testing. Do not permit non-council portable appliance equipment to be used on the premises unless evidence of a valid inspection and test can be evidenced e.g. hirers bringing their own electrical equipment. As advised by ensure any equipment that fails inspection and testing is taken out of use immediately and arrange for its safe repair/disposal. STATUTORY TESTING & INSPECTIONS Legislation requires that all assets receive the required statutory testing and inspection. Carryout all statutory inspection and testing of all assets included within the contract, including, but not limited to: LOLER & PUWER thorough examinations including Lifts and fixed hoists Electrical fixed wiring Gas appliances and heating systems Pressure vessels Emergency lighting Fire detection and warning systems Lightning conductors Arrange for the statutory inspection and testing of all equipment not included in the Property and Facilities contract, including: LOLER & PUWER thorough examinations including mobile hoists, slings, medical devices etc. If in doubt over responsibility then contact the Property and Facilities Helpdesk. PURCHASING WORK EQUIPMENT Legislation places duties on the council and anyone, who owns, operates or has control over work equipment. To purchase equipment consult the Procurement Manual and Toolkit. PUWER requires that equipment for use at work is: Compliant with current legislation and standards. Suitable for the intended use. Safe for use, maintained in a safe condition and inspected to ensure it is correctly installed. Used only by competent persons. Accompanied by suitable health and safety measures e.g. emergency stop devices.

11 FIRST AID Each work site MUST have adequate first aid provision as identified by the risk assessment. Provide and maintain suitable and sufficient first aid equipment e.g. first aid boxes, as defined by the risk assessment. Carryout First Aid Risk Assessment and Implement procedures for dealing with first aid. These procedures must be adequate and appropriate in the circumstances and cover all people, equipment and activities and out-ofhours. For all workplaces managers should ensure the presence of at least one Emergency First Aid person on site at all times during usual activities and appropriate refresher training of individuals to keep skills up to date. Consult with employees (and their H&S representatives) about nominating people to carry out particular roles in connection with First Aid. First Aiders Must be competent and follow the council procedure on First Aid. Refer to the Oxfordshire Skills & Learning Service for details and availability of first aid training. Report any accident requiring first aid using the council s online reporting tool available on the intranet. Be familiar with who the premises First Aiders are. Summon first aid assistance where required. REPORTING ACCIDENTS & INCIDENTS There is both a legal duty and council requirement to report any accidents; incidents of work related ill health (employee only) or violent incident/s involving an employee, member of the public, service user arising out of work activity. Report any accidents/incidents involving employees that happen on council premises to the manager responsible. Report any accidents/incidents involving any council employee, volunteer, service user and member of the public as a result of a work activity on the premises. Ensure any serious accident/incident report is escalated to senior managers within and the Council. Ensure accidents/incidents and near misses are reported using the council s online reporting tool on the intranet. Ensure any serious accident/incident report is escalated to senior managers in accordance with the council s protocol and service requirements. In the event of an employee, client, pupil, contractor, member of the public or visitor being injured, made ill, or witnessing an incident or dangerous occurrence on any council premises, or where any council duties are being undertaken, an accident/incident report will be completed and an investigation carried out by the line manager.

12 CRITICAL INCIDENT/EMERGENCY PLAN In the event of a serious or critical incident such as fire, flood/ severe weather situation; bomb threat, structural damage, loss of utilities/services; chemical release; intruders etc. each workplace needs to have in place effective arrangements to deal with the immediate response and aftermath of an emergency situation. Provide and maintain a 24/7 365 day a year emergency response service for property and facilities issues. staff based at OCC premises e.g. cleaning, caretakers and catering staff, to be familiar and comply with the premises Critical Incident/Emergency Plan. Produce and implement a Critical Incident Emergency Plan for dealing with critical incidents and emergencies. These procedures must be adequate and appropriate to suit the particular circumstances of the premises. Ensure the Critical Incident Emergency Plan is communicated to all employees. To undertake a test of the emergency plan. Be familiar and comply with Critical Incident Emergency Plan. VISITORS Arrangements must be put in place to ensure visitor safety and maintain security of the premises. Where provided visitor may only park in designated spaces. Ensure arrangements are in place so visitors report to the premises reception on arrival and sign-in/out. Ensure visitors are provided with Visitor ID badges and display these at all times. Ensure visitors are made aware and comply with site rules including security and safeguarding arrangements. Ensure visitors are made aware of any emergency procedures. OCC Employees Display ID badges at all times. Comply with all site rules including security and safeguarding arrangements. Report any suspicious activity to the Manager responsible for the premises.

13 CONTRACTORS ON SITE Arrangements must be in place to ensure contractors providing services or working on site do not put the safety or health of themselves or other site users at unnecessary risk. OCC Responsible manager All operatives and contractors report to the premises reception on arrival and sign-in/out. Display ID badges at all times. Comply with all site rules including security and safeguarding arrangements. Inform the manager responsible for the premises of any risks resulting from any work activity that could affect the health and safety of the premises occupants. Inform the Manager Responsible for the Premises of any restrictions resulting from any work activity that could affect the normal operation of the premises e.g. taking area out of use, turn off services etc. SHARED PREMISES Inform and implement any site rules for the premises including security and safeguarding arrangements. Ensure the Notice to Contractors and asbestos register is brought to the attention of any contractor working on the premises. Report any suspicious or dangerous activity to the Manager responsible for the premises. Good Cooperation and communication with other building users will reduce risk related to sharing premises Co-operate with other employers in a shared premises in respect of all matters relating to emergency arrangements, first aid and health, safety and welfare matters. Exchange of information on risks within the working environment and safe systems of work Safety monitoring procedures, including routine inspections of common parts of the facility LONE WORKING The council recognises that some staff are required or wish to work outside normal working hours. Wherever possible, lone working should be avoided All managers to undertake risk assessments for lone working activities e.g. working late, cleaning, maintenance and repair, When working outside normal working hours, consideration must be given to the reduced presence of staff in the vicinity where lone working is taking place thus making any hazardous activities inappropriate unless robust arrangements are in place to manage the risks. Access to premises and buildings is determined by local agreed arrangements. Check control measures are effective; review risk assessments, provide help/back up as appropriate All employees must follow local arrangements for lone working and ensure a risk assessment has been carried out and they are aware of all precautions to follow.

14 HAZARDOUS SUBSTANCES (COSHH) There is a legal duty to ensure the appropriate inspection and testing of all portable electrical equipment and adequate records maintained. New equipment must be added to any programme of inspection and testing. (e.g. cleaning chemicals, biocides, adhesives etc.) Obtain all necessary data sheets for hazardous substances and ensure users of substances have the necessary information, instruction and training Risk Assess any hazardous substance before using or storing on the premises. Ensure safe storage of any hazardous substance. Ensure the safe use of any hazardous substances on site likely to impact on the users and others in the vicinity Obtain all necessary data sheets for hazardous substances held on site not provided by Risk Assess any hazardous substance before using or storing on the premises. Ensure safe storage of any hazardous substance not supplied by. Follow all precautions and use any hazardous material in accordance with manufacturer s instructions. DISPLAY SCREEN EQUIPMENT (DSE) The council is committed to the provision of a healthy, safe and productive working environment for all its employees which includes minimising the risks associated with the use of Display Screen Equipment (DSE). All OCC Managers Managers are responsible for seeing that users of DSE complete their self-assessments and that any necessary adjustments to workstations are made. Requests for new and specialist equipment should be made to Line Managers and funded from Service budgets All employees must complete the self-assessment and report any work-related musculo-skeletal issues to their line manager in writing. OCCUPATIONAL HEALTH & STAFF CARE The Occupational Health Unit provides a confidential service for all staff. This service covers pre-employment health screening, advice on health issues for employees and management. A confidential Staff Care Service is also available to some staff and this includes a counselling service. Further details including online referral request can be found on the Occupational Health and Staff Care pages on the intranet. All OCC Managers & Employees Managers and employees are responsible for ensuring referrals and checks are made as required including: Pre-employment health checks Health Surveillance Management of sickness absence advice Work related vaccinations e.g. flu jab Health promotion Counselling and Mediation

15 RISK ASSESSMENT Managers with staff involvement will identify hazards and undertake risk assessments arising out of service activities and implement effective control measures. Undertake risk assessments for activities they are responsible for including undertaking construction or maintenance work on the premises. Records will be maintained and significant findings communicated to anyone affected by the activity including other premises occupiers. Review assessments to provide appropriate control strategies to reduce risks to an acceptable level. All OCC Managers All managers undertake risk assessments for activities they are responsible for including risks to employees, volunteers and service users. Records will be maintained and significant findings communicated to anyone affected by the activity including employees and contractors. Review assessments to provide appropriate controls to reduce risks to an acceptable level annually or as determined by the level of risk? H&S TRAINING Comply with all safety procedures and instructions. Managers and employees responsible for premises and workplace activities must be competent in the tasks expected of them. All OCC Managers & Employees All employees must undertake appropriate health and safety training. Training must be identified and forms part of the appraisals performance review. Consult the Oxfordshire Skills & Learning Service to discuss training need and identify suitable training programme. All employees can enrol for health and safety training via the e-booking on the intranet. All managers MUST complete the Health and Safety for Managers training - this is a minimum requirement. H&S POLICIES, PROCEDURES & GUIDANCE Policies, procedures and guidance covering various aspects of health and safety can be found on the Health and Safety Pages of the intranet. All OCC Managers & Employees Consult the Health and Safety A - Z of procedures, guidance and forms for all county council establishments. Comply with all corporate policies and procedures. Comply with any establishment/service specific procedures.

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