Occupational Health and Safety Manual

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1 Occupational Health and Safety Manual OHSAS 18001:2007 Written/Updated: May 2014 Review: May 2016 Lead: Site Manager Via: Finance and Premises

2 Contents 1.0 Introduction 1.1 Organisation Description 1.2 Scope of Certification 1.3 Third Party Certification 1.4 Occupational Health & Safety Policy 2.0 Organisation 2.1 Roles and Responsibilities Responsibilities of the Governing Body Responsibilities of the Headteacher Responsibilities of all employees Responsibilities of Students Responsibilities of Visitors, Volunteers, Hirers or Contractors 3.0 General Requirements 3.1 Description 3.2 Implementation and Maintenance 4.0 Occupational Health and Safety Management System 4.1 General Requirements 4.2 Occupational Health and Safety Policy 4.3 OH&S Management System Elements 4.4 Planning Hazard Identification, Risk Assessment and Determining Controls Legal and Other Requirements Objectives and Programme 4.5 Implementation and Operation Resources, Roles, Responsibility, Accountability and Authority Competence, Training and Awareness Communications, Participation and Consultation Communication Participation and Consultation Documentation Control of Documents Operational Control Emergency Preparedness and Response 4.6 Checking Performance Measurement and Monitoring Evaluation of Compliance Incident Investigation, Nonconformity, Corrective Action and Preventive Action Incident Investigation Nonconformity, Corrective Action and Preventive Action Control of Records Internal Audit 4.7 Governors Committee Meetings / Management review Page 2 of 15

3 Appendices: Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Appendix J Appendix K Appendix L Appendix M Definitions OH&S Policy Statement Arrangements OH&S Management Process Index of Management Procedures Management Review Non-conformance Report Audit / Inspection Report Risk Assessment Form Defect Report Health and Safety Information for Visitors Information, Dissemination Procedure Finance and Premises Committee - Health and Safety Checklist Page 3 of 15

4 1.0 INTRODUCTION 1.1 Organisation Description 1.2 Scope of Certification Aylesford School meets the requirements of OHSAS 18001: 2007 at the following address:- Aylesford School and sixth Form College Tapping Way, Warwick CV34 6XR 1.3 Third Party Certification Conformance to OHSAS 18001: 2007 has not been verified by any third party. Page 4 of 15

5 1.4 Occupational Health and Safety Policy Occupational Health and Safety Policy Aylesford School and Sixth Form College is aware that operating its business has significant health and safety risks. It is therefore essential that all parties concerned with the operation of the school business take appropriate steps to protect the personnel from harm. To this end we at Aylesford School and Sixth Form College commit to the following statements: To operate our business with regard to the health and safety of all persons affected by our operations in order to prevent harm. To use appropriate safety equipment and work to approved systems when undertaking our work. To integrate health and safety issues into our decision making To continually look for ways to and improve our health and safety systems. To educate and train our employees and students in safe working practices. To ensure compliance with relevant health and safety legislation and other requirements related to our operations. To set and achieve our health and safety objectives and targets. 2.0 ORGANISATION The Health and Safety at Work etc. Act 1974 and accompanying legislation states that employers, persons in charge of premises and employees all have specific health and safety duties and responsibilities. This Section details these specific health and safety roles and responsibilities and assigns them to the appropriate posts and functions Allocation of Responsibilities Page 5 of 15

6 2.1.1 Responsibilities of the Governing Body The governing body accepts responsibility for the establishment, monitoring and review of school policy. In particular the governing body will: a) Ensure that health and safety considerations are taken into account in all resourcing decisions. b) Delegate to the Headteacher a buildings budget, within which there will be provision for contingencies in respect of health and safety. c) Ensure that specific responsibilities relating to health and safety are included in job descriptions of staff. d) Together with the Headteacher or designated person ensure that suitable health and safety provision is made for students with special needs, where appropriate. e) Receive regular reports on health and safety from the Headteacher, including information on accidents and defects. f) Together with the Headteacher ensure conformity to safety standards for goods and equipment purchased. g) Together with the Headteacher ensure that procedures exist for checking that items offered for sale by the school are safe. h) Together with the Headteacher ensure that approved school journeys are arranged and supervised in accordance with the school's policy Responsibilities of the Headteacher The Headteacher has overall responsibility throughout Aylesford School for implementing and achieving the objectives of the health and safety policy; and the preservation, development, promotion and maintenance of Aylesford School health and safety management system. Health and Safety matters will be considered within the organisational decision making process (as set out within Aylesford School policies and procedures, and any statutory provisions set out in legislation). The Headteacher will ensure that adequate resources are made available to implement successful health and safety management and to conform to all relevant health and safety statutes. Therefore, health and safety matters will be considered and accounted for when making organisational decisions. The responsibility for school safety organisation rests with the Headteacher. Identified areas may be delegated to the Site Manager for day to day management, but the Headteacher must ensure that the nominated persons are competent, understands and accepts the responsibility being delegated to them; however, the Headteacher will remain accountable for those activities. Page 6 of 15

7 Under the direction of the Headteacher, the Site Manager will:- a) Act as the school Health and Safety Officer. b) Be the reference point for safety advice. c) Co-ordinate the implementation of approved safety procedures in the school and ensure compliance from staff and students. d) Maintain contact with outside agencies. e) Ensure regular inspection of premises, equipment and procedures. f) Ensure appropriate recording and review of accidents. g) Establish an appropriate defect reporting system, remove dangerous or defective equipment from use and recommend necessary improvements or replacements to the governing body. h) Ensure adequate safety training of staff, including induction of new staff. i) Receive and disseminate safety information. j) Review from time to time: i. The emergency regulations ii. The provision of first aid in the school iii. Risk and COSHH assessments k) Recommend necessary changes and improvements in welfare facilities. l) Inform the governors from time to time of the safety procedures of the school and inform the governors of any proposed changes to procedures Responsibilities of all employees (Teaching staff¹, non-teaching staff², volunteers, agency workers, contract workers) The Health and Safety at Work Act 1974 states:- "It shall be the duty of every employee while at work: to take reasonable care for the health and safety of himself and of other persons who may be affected by his acts or omissions at work.. Employees must also co-operate with the employer and not misuse anything provided in the interests of health and safety. All employees are expected to: a) Take reasonable care, while at work, to ensure that they do not endanger either themselves or anyone else who might be affected by their actions or omissions. b) Co-operate with their employer or other person in respect of their health and safety duties and follow all instructions (written and verbal) to protect their own and other people s health and safety. Page 7 of 15

8 c) Not misuse or interfere with any safety equipment and/or protective clothing as may be provided and avoid improvisation in any form, which could create unnecessary risks to health and safety. d) Ensure that plant and equipment is in a safe condition before use and acquaint themselves with all relevant processes, materials and substances and use as advised. Report any defects, loss or damage to their manager. e) Be aware of their capabilities and competence, both physically and mentally and inform a manager if they feel unable to continue with their duties. f) Behave appropriately at all times in the workplace and not get involved in any horseplay. g) Avoid taking short cuts or changing work activities, which could create unnecessary risks to their health and safety. Use all safety equipment and/or personal protective equipment that are provided. h) Report all accidents, incidents (including incidents of violence, diseases and dangerous occurrence), near misses, as well as unsafe methods of work, unsafe conditions/tools/ plant/ equipment/ premises/ appliances/practices and concerns about health, safety or wellbeing to their manager, who then must immediately report to the Headteacher, even if an injury was not sustained. i) Be familiar with any health and safety policies, procedures, risk assessments or any other health and safety documentation, applicable to them and their work. Follow all instructions therein (whether verbal or written). j) Be appropriately dressed for their working environment and activity. k) Be aware of the First Aid provision at their workplace and understand the fire/emergency evacuation and fire prevention procedures, position of fire alarms and equipment and participate in drills as required. l) Take part in health and safety training and development as necessary. m) Take part in health surveillance programmes, as required. n) Set a good personal example in respect of health and safety. o) Make suggestions to improve health and safety Responsibilities of Teaching and Non-teaching Staff Holding Posts of Special Responsibility These have a coordinating and management functions similar to that of the Headteacher but in respect of the special area of responsibility to which they are attached Responsibilities of Teachers The safety of students within the school and its environs is the responsibility of all teachers. More specifically, class teachers are expected to:- a) Exercise effective supervision of the students. b) Give clear instructions and warnings as often as necessary. c) Follow safe working practices personally. Page 8 of 15

9 d) Ensure parents/volunteers are aware of safety procedures, as appropriate, within the school. e) Use or ask for protective clothing or guards to be provided where necessary. f) Make recommendations to the Headteacher/designated person regarding equipment or procedures Responsibilities of Students The students are expected to:- a) Exercise personal responsibility for the safety of themselves and other students. b) Observe standards of dress consistent with safety and hygiene. c) Observe safety rules of the school and the procedures required in event of emergency. d) Use and not willfully misuse or interfere with equipment provided for safety purposes Responsibilities of Visitors, Volunteers, Hirers or Contractors Visitors are required to observe the safety rules of the school and will be informed of relevant regulations as and when necessary by an appropriate member of staff. Aylesford School Terms and Conditions for the Hiring of School Premises and Grounds is provided for further advice and guidance. The Aylesford School Safe Management of Contractors Procedure is provided for related matters. 3.0 General Requirements 3.1 Description The OH&S management system is documented within this manual. The documented OH&S management procedures are listed in Appendix E. This manual shows the relationship between the OH&S Management System and OHSAS 18001: (The section 4.0 of this manual corresponds to OHSAS 18001: 2007 Section 4). 3.2 Implementation and Maintenance It is recognised that documenting the OH&S management system is only the first step towards fully implementing its requirements. For this reason the Headteacher will arrange for all new and existing personnel to be briefed on the requirements of the OH&S Management System and ensure full compliance. The effectiveness of the implementation is measured through on-going internal audits and inspection of the OH&S management system requirements. Where implementation is deemed inadequate then steps are taken to resolve the situation in a timely manner. The OH&S management system as a whole will be reviewed during regular management review meetings where the completeness and effectiveness of the system and any steps necessary to improve it are discussed and actioned. Whenever the OH&S management system is changed the Site Manager will make all relevant personnel aware of the new or revised systems and monitor them to ensure that they are implemented effectively. Page 9 of 15

10 4.0 Occupational Health and Safety Management System 4.1 General Requirements Aylesford School has established this OH&S Management Manual, integrated procedures and forms to enable the implementation of an OHSAS 18001:2007 compatible OH&S management system. As an organisation the following steps have been taken to ensure compliance:- a) All requirements of OHSAS 18001:2007 have been specified within this document to ensure that all personnel concerned with its operation are aware of the requirements. b) The Headteacher through the work of the Site Manager as a competent person shall ensure that the OH&S management system is fully implemented by all personnel. c) Regular management review meetings will be held to review the implementation of the requirements and identify any actions that are required to maintain and improve the system. The scope to which this OH&S management system will be applied is defined as all operations which it conducts at and from the address stated in section Occupational Health and Safety Policy The company s OH&S policy is documented in section 1.4 and is designed to reflect the health and safety needs and responsibilities of the School s activities. In particular the policy indicates the organisation s commitment to prevent harm (including injury and ill health) to all parties affected by the company s operations. The Headteacher ensures that the policy is made known to all personnel including persons working under the control of the company and is available to interested parties upon request. 4.3 OH&S Management System Elements Page 10 of 15

11 4.4 Planning Hazard Identification, Risk Assessment and Determining Controls The Headteacher shall ensure that all hazards associated with its activities are assessed for risk so that precautions can be identified and actioned before work commences. The Risk Assessment Form in Appendix I will be used for this purpose. Note: The following aspects will be considered for risk assessment form preparation:- a) Routine and non-routine activities b) Hazards originating externally to the workplace c) Work operations including contractor activities d) Use of infrastructure, equipment and materials e) Whenever change occurs to systems, processes equipment, personnel, materials etc. f) Changes in legislation g) Emergency situations and potential incidents e.g. fire, accidents h) Contractors and visitors to the workplace i) The capabilities of personnel Legal and Other Requirements The Headteacher determines all relevant health and safety legislation with reference to the HSE website (http://www.hse.gov.uk/legislation/index.htm) and any other service where required. New and updated legal requirements shall be recorded within the Health and Safety Legislation section of the management review meeting to ensure that they are reviewed regularly. The management review meeting minutes are communicated to the Full Governors Committee and other relevant parties requiring knowledge of the relevant legal requirements Objectives and Programme Aylesford School will set out and review its health and safety objectives and targets on a regular basis within the health and safety programme section of the management review meeting. Details of program dates and responsibilities will be defined. The health and safety objectives will be aimed at relevant functions and levels within the business. When setting objectives and targets, Aylesford School will ensure that they are consistent with the OH&S policy and take into account, financial, operational and business requirements as well as technological options. In order to determine whether or not the objectives and targets are being met they will be measured, where practical, to allow progress to be monitored. 4.5 Implementation and Operation Appendix D includes a flowchart showing the operation of the OH&S management system. Page 11 of 15

12 4.5.1 Resources, Roles, Responsibility, Accountability & Authority The Headteacher has overall responsibility for the OH&S management system and will assign personnel to the necessary duties outlined in this manual and make available all necessary resources to ensure that the management system is fully implemented. Roles and responsibilities are defined and communicated through this management manual and any other referenced documentation. The Headteacher will communicate with all designated personnel to ensure that they are fully aware of their roles and what is expected Competence, Training and Awareness The Headteacher ensures that only personnel with suitable qualification and experience are employed on work tasks which have the potential to cause harm. He will take action to ensure that training requirements are met and that the effectiveness of training to meet requirements is monitored. All personnel are appraised with respect to competence. The Headteacher will ensure that all persons understand the importance of their training and experience and how they can work effectively to ensure safe working. He will also ensure that personnel are aware of the health and safety consequences of their work activities and the benefits of following safe working practices. It is ensured that records of training, education, qualification and experience are maintained. Hardcopies of training certificates are held by Human Resources Communications, Participation and Consultation Communication The Headteacher will ensure through the Site Manager that all personnel including contractors are made aware of issues regarding health and safety. The Site Manager will also be the person responsible for receiving, recording and responding to any health and safety communications and liaise with the Headteacher as appropriate Participation and Consultation Professional representation regarding OH&S matters are the responsibility of the trade union organisations, they may or may not seek representation on these matters. The worker representative will be particularly involved in the following activities: incident investigation, review of OH&S policies, procedures and objectives as well as hazard identification, risk assessment and the appropriate precautions to be taken. Where necessary the Headteacher will discuss with relevant external parties and contractors any pertinent OH&S matters Documentation Documents that are necessary to meet the requirements of this OH&S management manual shall be maintained as evidence of compliance. Documentation specifically retained as evidence is: a) The OH&S policy included within Appendix B Page 12 of 15

13 b) The OH&S objectives recorded and maintained within the minutes of the Management Review Meeting c) The scope of the OH&S management system is defined within section 1.2 d) A description of the main elements of the OH&S management system is set out in Appendix D Control of Documents Documents required by this manual shall be updated and re-approved to ensure that they are current. Pertinent documents of the correct versions will be made available for use Operational Control The Headteacher through the designated competent person shall ensure that the controls and any necessary operating criteria are stipulated where the risk assessment process has identified precautionary measures to be implemented (see section 4.4.1). Where necessary to ensure compliance with safe working practices documented procedures will be prepared, implemented and maintained to define the working methods to be employed. Operational controls shall be specifically considered when considering the purchase of goods, equipment and services Emergency Preparedness and Response The school has identified the potential emergency situations and incidents pertaining to its business operations and undertaken appropriate risk assessments (see section 4.3.1). Where required they are regularly reviewed and tested. Where necessary documented procedures have been prepared, implemented and maintained to define the emergency response. 4.6 Checking Performance Measurement and Monitoring The Headteacher has appointed a School Site Manager to undertake routine inspections of the workplace and operational activities of the company. The School Site Manager will undertake regular inspections and report on performance and effectiveness of the controls using an Audit / Inspection Report (Appendix H). Any findings that warrant corrective action shall be recorded on a Non-conformance Report form (Appendix G) which is used to progress the corrective action to a conclusion. The School Site Manager will collect data related to the OH&S performance and report this to the Headteacher. Performance measures include accidents, incidents, near misses and other performance measures. These measures are monitored during the Management Review Meeting and recorded within the minutes of the meeting. Where calibrated equipment is used to measure performance it will be ensured that it has a current calibration certificate. Page 13 of 15

14 4.6.2 Evaluation of Compliance Conformance with legislation is reviewed in accordance with section and evidence of evaluation is maintained through the management review process Incident Investigation, Nonconformity, Corrective Action and Preventive Action Incident Investigation All personnel are required to record all incidents on the Aylesford School - Accident Incident Report Form (Appendix G) which shall be passed to the School Site Manager for processing. The School Site Manager will define a suitable corrective action and record on the form. The form will be used to monitor progress until the nonconformance report can be signed off as closed. The following (although not limited to) are to be considered incidents for the purposes of reporting:- Accident Near misses Any situation that may lead to harm which is not subject to a current risk assessment In order to achieve continual improvement, the causes of health and safety incidents that become known will be investigated and action taken to avoid recurrence completed in a timely manner Non-conformity, Corrective Action and Preventive Action All incidents, near misses, external party issues, results of inspections and results of audits are recorded on the Aylesford School - Accident Incident Report Form. The School Site Manager shall take responsibility for ensuring that any corrective action is added to the form and communicated to all relevant personnel. He will ensure that the corrective action takes account of the root cause of the nonconformance. The School Site Manager will progress the corrective action to a conclusion and ensure that the Non-conformance Report is effectively closed and review its effectiveness. Where necessary the School Site Manager will ensure that the issue is subjected to a revised risk assessment. Aylesford School understands that it is preferable and more effective to prevent health and safety problems occurring. Acting in a proactive way is preferable to acting reactively. The Headteacher in consultation with other parties will therefore take opportunities to reflect on situations and take preventive action wherever possible. All preventive action will be recorded on a Non-conformance Report for implementation of a corrective action Control of Records The School shall maintain records as evidence that the requirements of this OH&S management manual have been met. The records will be maintained so that they can be located and referred to easily. Page 14 of 15

15 These records include but are not limited to:- Governors Committee Meeting Minutes Audit / Inspection Report Non-conformance Reports (and related documentation) Risk Assessments Communication records Training records Internal Audit An internal audit programme is devised on an annual basis ensuring that all parts of the management systems (as defined within this OH&S management manual) are reviewed to ensure that they continue to meet the requirements of OHSAS 18001: The internal audits are undertaken by appropriately trained and / or capable auditors and recorded on an Audit / Inspection Form (Appendix H) together with any audit findings on a Non-conformance Report (Appendix G). Note: Internal Audits are supplemental to Inspections (section 4.6.1) and are directed towards ensuring that the systems defined in this manual are implemented correctly. 4.7 Governors Committee Meetings / Management review Governors are aware of the requirements of OHSAS 18001: 2007 and all pertinent aspects are reviewed and actions taken as required. Finance and Premises meetings of the Governing Body have a standing item on the agenda for a report in this respect. The meetings are undertaken six times a year in accordance with the agenda. The meeting is attended by the Headteacher and any other interested parties. The Governors Committee Meetings are used as the pivotal means of ensuring that the School s systems are fully implemented and effective. Consult the Finance and Premises Committee- Health and Safety Checklist (Appendix M). Page 15 of 15

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