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2 First Effective control of health, safety and welfare reaches to the core of a thriving business. This is particularly so in public bodies where high visibility in the community requires exemplary standards in this field. Wherever it has influence, West Dorset District Council will set and achieve high standards of work practices, leading to safe delivery of services and a healthy working environment for staff and the community. Document No: Issued to: 2

3 Pag Amend Page Amend Page Amend Page Amend e In paper form, this is a controlled document issued to specific persons. Additional copies can be obtained from Health and Safety Officer. Amendments will be issued. It is also available on the intranet. 3

4 Page Amend Page Amend Page Amend Page Amend

5 FIRST...2 Aims...9 Intention...10 Communication...11 Consultation...11 PART 2 - ORGANISATION AND RESPONSIBILITIES...12 Allocation of line management responsibilities...12 The Council...12 Chief Executive...13 Lead Director...14 Directors...14 Service Managers...15 Line Managers / Supervisors...17 Managers of stand alone locations...18 Managers at locations which are leased...18 Allocation of Functional Management Responsibilities...19 Lead Director for Health and Safety...19 Corporate Services Manager...19 Property Services Manager...20 Health & Housing Manager...21 Head of Building Control...21 Election and Registration Officer...21 Specialists functions...21 Health and Safety Officer...22 Health and Safety Co-ordinator...24 Employees...25 Employees responsibilities...25 Disciplinary action...26 Safety Committee and Safety Representatives...27 Employee Consultation...27 Information, Instruction, Training and Supervision...29 Management System HSG Policy...30 Organising...30 Planning...30 Measuring performance...31 Auditing and reviewing performance...31 NATIONAL JOINT COUNCIL FOR LOCAL GOVERNMENT SERVICES

6 Green Book Part Management of Health & Safety...33 Joint Consultation...33 Local Authorities should recognise that:...33 Part 3 - Arrangements Introduction Management of Health & Safety at Work...43 Summary...43 Suitable and Sufficient Risk Assessment...43 Planning...46 Organisation...46 Control...47 Monitoring...47 Review...47 Specific Requirements for Managing Risk...48 Information for Employees...50 Capabilities and Training...51 Employees duties...51 Temporary Workers...52 New or Expectant Mothers...52 Young Persons...53 Disabled staff...53 Responsibilities Risk Assessment...55 Summary...55 Procedures...55 Responsibilities Accidents, Incidents and Disease...63 Summary...63 Procedures...63 Responsibilities...66 Contacts...66 Accident Report Form Young People...71 Summary...71 Procedures...71 Responsibilities Display Screen Equipment...73 Summary...73 Procedures and practices...73 Definitions...74 Responsibilities Manual Handling...77 Summary...77 Procedures and practices...77 Responsibilities Confined Spaces

7 Summary...81 Responsibilities...83 Confined Space Entry Permit Appendix 3.8A PAT Testing of Electrical Equipment...87 Summary...87 Procedures...87 User Checks...87 Table 1: Portable Electrical Appliance - Inspection and Testing...88 Examples...89 Personal Items of Electrical Equipment...89 PAT Register Appendix 3.8B Fire Risk Management...93 Summary...93 Procedures...93 The Risk Assessment...93 Additional Considerations...98 Technical Guidance Notes Exit Routes Detectors/Alarms Classification of Fires Fire Fighting Equipment Structural items Maintenance Fire action notices Inflammable storage Provision and Use of Work Equipment - PUWER Summary Procedures Dangerous Parts of Machinery Responsibilities Lifting Operations and Lifting Equipment Summary Procedures Strength and Stability Lifting Operations Storage Responsibilities Appendix 3.12A Lone Workers - Violence, Threats and Abuse Summary Reasons Why Abuse May Occur General Measures to Reduce the Risk of Violence Responsibilities Further Information Asbestos Summary Procedures Licences Responsibilities Other Applicable Regulations

8 For Labelling and Transport of Asbestos Additional Information Control of Substances Hazardous to Health (COSHH) Summary Procedures - Practical Steps for a Good Risk Assessment Recording and reviewing the assessment Using the controls Maintain controls How to find out if chemicals are dangerous Read The Label Risk Phrases ROAD SAFETY Summary Responsibility Speed Training Documents Mobile phones Medication Tiredness Driving alone Winter driving Vehicle choice Breakdowns Minibus Highway Code Before the journey Road rage Safety Signs Summary Procedures Responsibilities Types and Use of Signs

9 Part 1 - Policy Statement Aims 1. West Dorset District Council aims to provide a safe and healthy working environment for all its employees. It will endeavour to: Ensure work carried out by its employees does not adversely affect the health and safety of anyone else in the vicinity; such as customers, suppliers, contractors or the public; Develop and implement a successful health and safety management system based on guidance by the Health and Safety Executive, which recognises that the principles of good health and safety management and good quality management are the same and are an integral part of the council s performance; Develop a no blame culture whereby all accidents, incidents of ill health, other loss events and near misses are investigated, the cause identified and new measures adopted to ensure, so far as is reasonably practicable, a safe and healthy working environment. Ensure all employees are able to work in a safe and healthy manner and make a maximum contribution to the health and safety of their workplace. Competence is key to this aim and will be achieved by effective recruitment and through training and experience gained in the workplace. Competent persons will be available to assist managers in fulfilling their obligations under this policy; Support periodic health promotion initiatives and encourage managers to release staff and allow their involvement; Meet its obligations under all relevant health, safety and welfare legislation, so far as it is reasonably practicable. 2. West Dorset District Council recognises injuries and ill health arise in the home, during leisure pursuits and whilst driving. The council will promote awareness of these issues and periodically provide guidance to help reduce such incidents. 9

10 Intention 3. The council places the management of occupational health and safety as a prime responsibility of line management from the Chief Executive to the first line supervisor and intends that: Managers and supervisors will be accountable for the health, safety and welfare of staff under their control and the areas they are responsible for, including common and shared areas. Where a number of divisions share the same premises, one manager will coordinate health and safety. All staff will play their part in the implementation of this policy and must comply with any safety procedures. They have an individual responsibility to take all reasonable care for the safety of themselves and others and to co-operate with management in matters of health, safety and welfare. The identification of hazards and the assessment of risks is a key part of our policy for health and safety. Suitable and sufficient risk assessments will be conducted, recorded and control measures will be implemented to reduce the risk to an acceptable level, on an on-going basis. Adequate funding and other resources will be provided to meet its health and safety obligations and will give priority to high-risk areas as determined by risk assessment. Where risk assessment identifies the need for personal protective equipment it will be provided at no charge to employees. Whenever West Dorset District Council requires a person to work from home, appropriate equipment will be provided but the fabric and condition of the home will remain the responsibility of the person working there. All other persons on West Dorset District Council premises will be required to observe our health and safety policy and procedures and other safety rules and instructions given by persons implementing the Council s Policy. Compliance with the policy will be monitored and regular audits will be conducted. Timely implementation of new legislation and good practice is expected. 10

11 Communication 4. This policy will be kept under review and regular amendments issued as appropriate. It will be widely circulated and: Managers will bring this policy to the attention of all their staff and others affected by it and ensure all their personnel are aware of amendments to the policy and effect they have on working practices. This policy document will be available at suitable locations and retained by managers for access by their staff. A summarised booklet will be available to all staff and the policy it will be available on the intranet. Consultation 5. West Dorset District Council will consult and co-operate with safety representatives appointed in accordance with the Health and Safety at Work etc. Act 1974 and will provide appropriate facilities to enable them to carry out their duties in accordance with the relevant Codes of Practice. Where there is no union representation West Dorset District Council will consult directly with the employees or their elected representative. 6. The Health and Safety Committee is an appropriate forum for consultation. 11

12 Part 2 - Organisation and Responsibilities Allocation of line management responsibilities The Council 1. The council through all its committees and forums accepts its collective role in providing exemplary health and safety leadership within the organisation. The council will contribute to the corporate risk control process and will, so far as is reasonably practicable: a. b. c. d. e. f. g. h. Provide and maintain a workplace and working environment for employees which is safe and without risks to health, including adequate facilities and arrangements for welfare and security at work; Provide adequate funds and other resources to meet the council s health and safety obligations and to actively participate in national initiatives to improve safety; Ensure that all relevant provisions of health and safety legislation, codes of safe working practices are observed through the application of an effective policy of health, safety and welfare thus protecting council employees and others who are affected by the council s undertaking; Councillors will consider the effects on health and safety of the decisions made in their committees and at least annually, appraise the effectiveness of the policy via a performance report of all the services to the relevant committee; Provide and maintain plant and systems of work that are safe and without risks to health; Make arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances; Provide information, instruction, training and supervision to ensure the health, safety and welfare at work of all council employees. This includes bringing to the attention of staff the statement of health and safety policy and its amendments; Maintain any place of work under the council s control in a condition that is safe and without risks to health and provide and maintain a safe means of access and egress, including suitable procedures for action in the event of emergency; 12

13 i. j. Incorporate appropriate health and safety clauses within all contracts. Acceptance of a tender based on cost is only to be considered after appropriate review of the health and safety implications within the tenders, as well as the contractors previous health and safety performance; Ensure competent persons are appointed to assist the council with measures to comply with the relevant statutory provisions. Chief Executive 2. In addition to the duties and responsibilities assigned to directors, the Chief Executive accepts the key role in ensuring systems are in place (and are being followed) to manage the significant risks faced by the organisation, and intends to: a. b. c. d. e. f. Provide advice, leadership and direction to ensure clear management of health and safety and give a clear message to all involved that risks to health and safety must be effectively controlled; Accept overall responsibility for implementation of the council s health safety and welfare policy and compliance with health and safety legislation, except for the duties and responsibilities which are placed on council committees; Ensure the Leader of Council, members of the executive committee and directors are informed and trained in respect of their collective and individual responsibilities and fulfil their duties in relation to this policy and provide appropriate training for this purpose; Ensure competent health and safety assistance is provided to management and staff and advise the council to allocate adequate resources to achieve compliance with health and safety policies; Support the health and safety committee. Support an audit process which monitors and reviews health and safety performance, culminating in an annual report to the appropriate committee. 3. The co-ordination of these responsibilities and the undertaking of the auditing and monitoring roles are delegated to the Corporate Services Manager. 13

14 Lead Director 4. The Chief Executive will appoint a lead director for health and safety to represent the management team and champion health and safety issues. This will not remove any of the health and safety responsibilities, which are inherent in the position of other directors. The lead director is the Director of Corporate Resources. Directors 5. The directors are responsible for overseeing the implementing of all relevant health and safety legislation within their span of control. In addition they will, so as far as is reasonably practicable: a. b. c. d. e. f. g. Collectively, via the management team, provide health and safety leadership within the council and ensure the intentions of the health and safety policy are considered during any decision making process. Be directly responsible to the Chief Executive for the effective implementation of the policy within their directorate; Ensure all responsibilities allocated to service managers are properly and effectively carried out and they have active support when implementing requirements of the policy and any relevant health and safety legislation; Monitor and report performance of their divisions by presenting an annual report to the Chief Executive and to the relevant committee covering aspects of health and safety and welfare and by any other means determined in the policy; Ensure all service managers attend relevant periodic safety training sessions; Take account of the advice of the Health and Safety Officer and other specialist advice to ensure the policy is implemented; Ensure the provision and maintenance of a safe and healthy working environment forms a key measure of performance of their managers during appraisal and that health and safety is on the agenda of management and directorate meetings. 14

15 Service Managers 6. Service managers and direct reporting officers (DROs) are responsible for safeguarding their staff and implementing the requirements of all relevant health and safety legislation within their division and/or spheres of control. The management system of policy; organising; planning; monitoring and review should be applied (see end of Part 2). They will, so far as is reasonably practicable: Policy Organising a. b. c. d. e. f. g. h. i. Be accountable to their director for the effective implementation of the council s health and safety policy and legal compliance within their Divisions; Ensure all responsibilities allocated to managers or other officers within their control are clearly communicated to them and are properly and effectively carried out; Ensure this policy is brought to the attention of, and is implemented by, all employees under their control and also that staff have their active support and encouragement when implementing health, safety and welfare requirements; Introduce safe systems of work for general and specialised activities within their span of control and incorporate them within the local Part 4 of the Policy as appropriate. Safe systems are to be developed by reference to codes of safe working practice and then documented within site-specific policies. Detailed method statements may be required; Take account of advice from the Health and Safety Officer and other specialists to ensure the policy is implemented; Provide an information dissemination system for health and safety matters within their divisions or spans of control and communicate the method to all staff affected by it. The system must be published as a local procedure in Part 4 of the policy; Carry out the functions of the Property Service Manager for property and land not controlled by Property Services, ensuring that it is safe and without risks to health. Ensure appropriate delegation of their responsibilities when they are absent; Facilitate the role of Trades Union in the health and safety process; 15

16 Planning j. k. l. m. Measuring n. o. Via any business plan, ensure adequate resources are available to meet the health and safety requirements of their divisions and to control risk via an on-going programme of risk assessments. The assessment of risk must be integrated into the normal management process to ensure the legal requirement is met and becomes a continual process; Provide such information, instruction, training and supervision, as is necessary, including induction, to ensure the health safety and welfare of employees under their control; Insist all staff within their control attend relevant safety training sessions to acquire the competence to carry out their duties; Ensure appropriate health and safety clauses are incorporated in all contracts; Actively monitor performance of their divisions against the requirements of the policy, and ensure all accidents, dangerous occurrences, near misses and incidents of ill health are reported and investigated and any failures of control remedied; Ensure health and safety is on the agenda at divisional and team meetings; Review p. q. Regularly review accident, incident and ill health figures to detect any unfavourable trends or risk management failure; Conduct an annual health and safety inspection of their divisions and provide a report to the director covering aspects of health and safety and welfare. 16

17 Line Managers / Supervisors 7. Line managers and supervisors, are responsible for the health and safety of their staff, including casual, volunteers and other persons who may be affected by any operations they control. Therefore they must develop, implement and regularly update safety procedures and safe systems of work. They must, so far as is reasonably practicable: a. b. c. d. e. f. g. h. Implement the health and safety policy and codes of safe working practice as applicable to them, particularly those in Part 3 and Part 4 of the policy; Conduct risk assessments of all areas and tasks and take any remedial actions necessary to eliminate risk and control residual risk. Where implementation of the control measure is not within their remit, pass the requirement to the appropriate manager for remedial action; Provide staff with all information, instruction, training and supervision to ensure their health and safety at work and, when entrusting tasks to employees, take into account their knowledge and capabilities. They are expected to inform all employees of the risks to their health and safety identified by risk assessment and the preventive and protective measures in place. This can be done during training sessions or via toolbox talks; Ensure full health and safety training is given to a new employee at induction, or to a re-deployed employee, and when new equipment or systems of work are introduced. Also record training details and courses attended on the individual s personal file, or provide the Personnel section with the details; Supervise staff (closely and/or periodically) to ensure all safety rules are observed and all defects to plant, equipment, fittings and fabric of buildings are reported. Monitor defect rectification to ensure completion; Prior to the use of all buildings, plant, equipment, layouts, processes or substances complete a risk assessment to ensure they are substantially free of risk. Where necessary obtain advice on aspects of health and safety from the Health and Safety Officer or other competent parties such as suppliers of equipment etc; Ensure emergency procedures for serious and imminent danger and for any danger areas are provided and ensure all procedures are followed in the event of any serious incident; Co-operate and co-ordinate with other employers who share any workplace or site, including self employed contractors, to enable both parties to comply with any relevant requirements. The relevant safety information must be provided and shared by both parties; 17

18 i. j. k. l. Conduct routine inspections of their workplaces and sites to assess and report on health and safety performance, as required by service managers. Also accompany the Health and Safety Officer and/or Safety Representative on any planned inspections; Consult and co-operate with appointed safety representatives on safety related issues in accordance with the relevant statutory provisions and consider any representation concerning health, safety and welfare from staff under their control, advising them of any remedial action (or otherwise) taken; Take care not to issue any instruction to employees which conflicts with the requirements of the policy or relevant codes of practice; Ensure appropriate delegation of their responsibilities when they are absent. Managers of stand alone locations 8. Managers who control premises owned by the council and not controlled by Property Services, have an additional responsibility to maintain the property and any associated systems. Procedures for these and any other issues associated with the building should be developed locally and incorporated in Part 4 of this policy. Both the Health and Safety Officer and Property Services division will be available for advice and guidance in these matters. Managers at locations which are leased 9. Managers at properties that are leased from an independent landlord have the responsibilities of service managers and line managers, as outlined above, for the areas they control. In addition they will have the following responsibilities: a. To check and comply with the terms and conditions of the lease. Seek Property Services advice when dealing with landlords and implementing any procedures which are normally the domain of Property Services. Items to be checked include: The maintenance of common areas within the building; Provision, maintenance and testing of fire detection and fire fighting equipment and emergency procedures; Maintenance of the fabric of the building; Security equipment and procedures. b. Liaise and co-operate with other occupiers and the landlord in establishing any building wide procedures that require joint action to implement. 18

19 Allocation of Functional Management Responsibilities Lead Director for Health and Safety 10. The Chief Executive appoints the Director of Corporate Resources as the lead director to co-ordinate the council s responsibilities towards health and safety. In addition to the normal line management responsibilities of a director, the lead director is expected to: a. b. Act as the point of contact for any collective responsibilities of the management team and make decisions on their behalf; Be the management team s driving force, to help ensure health and safety issues are addressed according to the policy. Corporate Services Manager 11. The Corporate Services Manager will have health and safety responsibilities delegated to him by the Chief Executive, including the management of the Health and Safety Officer. In addition to the normal responsibilities of a service manager, the Corporate Services Manager will also, so far as is reasonably practicable: a. b. c. d. e. f. Co-ordinate consultations involving trade unions and management on health, safety and welfare issues; Provide an occupational health service appropriate to risks faced by all employees and according to any requirement of any relevant statutory provisions; Co-ordinate measures throughout the council s services arising from implementation of health and safety legislation; Provide an advisory, consultancy, information and monitoring service on health, safety and welfare issues for all divisions of the council; Monitor and report any unsatisfactory health, safety and welfare standards to the appropriate director and/or service manager for rectification; Produce amendments to the health, safety and welfare policy. 19

20 Property Services Manager 12. In addition to the normal responsibilities of a service manager, the Property Services Manager will: a. b. c. d. e. f. g. h. i. When notified of a defect to buildings or services under the control of Property Services, which affects the health or safety of any person, ensure the quickest possible rectification of the defect and, in conjunction with local management, prevent people coming into contact with the hazard until it is removed; Routinely conduct property safety audits and implement control measures for dealing with any health and safety defects discovered. This could form part of any property audit conducted for other purposes; Provide planned preventative maintenance systems to meet the health and safety requirement for all premises and equipment etc under the control of Property Services; To act as landlord and comply with the Occupier s Liability Acts for premises or on land owned by the council but not occupied by any of its employees and managed by Property Services. Exercise control over common areas that are corporately shared and not controlled by other divisions ie basements, chambers, meeting and interview rooms, main corridors and cellars etc in properties owned and occupied by the Council, whether jointly or completely. Property Services will outline these areas and the level of control which will be delegated to other divisions; Conduct risk assessments of the common areas mentioned above and in conjunction with the Health and Safety Officer conduct fire risk assessments of the property owned by the council and controlled by Property Services; Install and maintain all the fire hardware (detection and emergency lighting systems, fire fighting equipment etc.) requirements of the fire certificates or fire risk assessments of the property owned by the council and managed by Property Services; Apply for Fire Certificates and amendments as required by fire legislation and co-ordinate any actions in conjunction with the Health and Safety Officer; Co-ordinate the provision of engineering inspections by insurance companies and notify appropriate service managers of any remedial actions required. Retain relevant documentation appertaining to the inspections, copying to local managers where appropriate. 20

21 Health & Housing Manager 13. On request or if considered appropriate, the Health & Housing Manager will provide any expert advice and guidance to the Corporate Services Manager relating to health and safety to enable the Corporate Services Manager and subsequently the Health and Safety Officer to effectively carry out their duties. Also provide support to Corporate Services Manager for any staff health promotion schemes being considered and implemented. The level of support will be dependent upon the scheme being implemented. Head of Building Control 14. On request or if considered appropriate, the Head of Building Control will provide any expert advice, support and guidance to the Corporate Services Manager relating to the issue of fire and building safety to enable the Corporate Services Manager and subsequently the Health and Safety Officer to effectively carry out their duties. Election and Registration Officer 15. In addition to the responsibilities of a line manager, the Electoral Registration Officer will, so far as is reasonably practicable ensure: a. b. There are clear responsibilities for the health and safety laid down for all the persons concerned in the preparation and conduct of elections and polls; That presiding officers and returning officers have sufficient training, advice and guidance to carry out their health and safety duties and responsibilities towards all paid staff, volunteers, the electorate and any other person who may be impacted when making preparations and conducting elections. Specialists functions 16. Other specialists not identified in this policy, who have authority by statute or agreed by the council, have the same duties as managers / supervisors / employees as appropriate as detailed in this policy. 17. Where any person has specialised knowledge on any subject which impacts on health and safety that person on request or if considered appropriate will be expected to give support, advice and guidance to the Corporate Services Manager and subsequently the Health and Safety Officer to enable them to effectively carry out their duties. 21

22 Health and Safety Officer 18. A Health and Safety Officer (HSO) will be appointed and report directly to the Corporate Services Manager. The Health and Safety Officer will have the necessary competence to be proficient in the provision of advice and guidance on the implementation of the policy, safety standards and procedures or safe system of work implemented by management, to all levels of management, supervisors and employees. The HSO will, so far as is reasonably practicable, be responsible for: a. b. c. d. e. f. g. h. Provision of information about the implications of relevant legislation to managers and employees and the actions they must take; Drafting amendments to the health and safety and welfare policy. For Parts 1 & 2 seek Chief Executive sign off and relevant committee approval and for Part 3 seek service managers input before publishing as part of the policy; Monitoring the establishment and maintenance of satisfactory standards across the council s range of activities, and report to the relevant service manager or director as appropriate if those standards are not being maintained; Interpreting European Union directives and subsequent legislation, codes of practice and guidance and where appropriate implement any actions arising; Maintaining accident, dangerous occurrence, and ill health etc statistics and provide management and the Health and Safety Executive (HSE) as required with reports and recommendations with a view to reducing these to the minimum; Developing performance standards and local performance indicators by which health and safety can be measured; Preparing documentation and co-ordinating responses from divisions to the management team and to the relevant committee on West Dorset District Council s health and safety performance at least annually; Devising, developing and delivering health and safety training as required by the policy; 22

23 i. j. k. l. m. n. o. p. q. Issuing a Notice to stop any job or process where the Health and Safety Officer considers it to present an immediate risk of injury to the persons involved, to any other person who may be affected by the activity or damage to plant, where the council has a responsibility under relevant legislation; Bringing to attention of local management any contravention of relevant statutory provisions, the policy, codes of safe working practice and any unsafe practices; Bringing to the attention of the relevant service manager or director as appropriate when advice given concerning the contravention above is ignored; Liaise with the HSE and other enforcing authorities to assist in the development of health and safety procedures; Making any reports concerning reportable injuries, diseases or dangerous occurrences to the HSE as required by legislation; Co-ordinating the provision of all first aid requirements throughout the Council; Administering the provision of eye and eyesight testing and any payments due according to the negotiated agreement and the relevant statutory provisions; Being the person responsible for providing fire and emergency procedures and any documentation required by the Fire Certificate administering the provision of fire wardens in conjunction with the health and safety coordinator, service manager or Property Service Manager as appropriate in all premises where the accommodation is owned by the council and shared by divisions. Also advising staff at other locations on procedures and documentation to be developed and implemented; Investigating any serious accident, dangerous occurrence, near miss, incident of ill health with a view to ascertaining and overcoming any shortcomings in the organisation and arrangements for dealing with health and safety at work. Right of access 19. The Health and Safety Officer has the right of access at all reasonable times to all the Council s premises without prior notice. Arrangements to visit sites where contractors have control, or premises that have been leased with no council occupation, will be made via the council s representative for the site or premises. 23

24 Health and Safety Co-ordinator 20. For buildings that are owned by the council and shared by a number of divisions eg Stratton House, The Old School House and Glyde Path House, or shared with other organisations, co-operation will be required to ensure implementation of health and safety measures. The senior manager/supervisor, or the manager/supervisor with most involvement in operations at that site, will carry out this co-ordinating role. The person appointed to this position will normally reside in that building, but not necessarily be expected to be present at all times, and be a point of contact for and co-ordinate any health and safety issues across normal reporting lines. This role will not remove any responsibilities from line management and staff for the areas or activities they are responsible for. 21. The health and safety co-ordinator will be appointed on the basis of agreement between the resident divisions and will have sufficient bearing to carry out the function. The Health and Safety Officer will undertake the role for Stratton House. All health and safety co-ordinators will have the following responsibilities, so far as reasonably practicable: a. b. c. d. e. f. g. Be the point of contact for any health and safety issue building wide; Hold copies of any statutory documents, certificates policies or procedures relating to the building and or associated equipment and be the point of contact for dissemination of information within the building; Responsible for the development and administration of the local fire and first aid procedures and documentation (support will be available from the Health and Safety Officer); Co-ordinate risk assessments, particularly any associated with the common areas of the premises and assist line managers in identifying and eliminating potential hazards and bring safety issues to the attention of line managers for their action; In consultation with the HSO, be the council s representative when dealing with any health and safety statutory bodies for the building; Periodically monitor and inspect the property to ensure compliance with health and safety standards, reporting any deficiencies to the appropriate person for rectification and ensure that all defects that come to their attention, within all areas of the property, are reported to the Property Services repair desk; Appoint a deputy for long periods of absence, such as holidays. 24

25 Employees Employees responsibilities 22. Every employee, without exception, is required to take reasonable care to ensure their own health and safety and that of others who may be affected by their acts or omissions at work. They are required to: a. b. c. d. e. f. g. h. i. Co-operate with management on all health and safety issues and to ensure the observance of the law and the effectiveness of this policy; Correctly use work items provided by the employer, including personal protective equipment, in accordance with training or instructions; Not interfere with, or misuse anything provided in the interests of health and safety or welfare; Read all relevant risk assessments and comply with the stated control measures; Report all accidents, incidents and dangerous occurrences, near misses, whether persons are injured or plant is damaged or not. An accident report form is provided for this purpose; Report all hazards through line management except where they have the responsibility for removing such hazard where it is safe and reasonable to do so, and must inform their manager accordingly; Use any machinery, equipment, substance, transport or safety device provided in accordance with any training given or instructions issued in compliance with any regulations or codes of practice; Inform line manager of any work situation which they would reasonably consider represents a serious and immediate danger to health and safety and any shortcomings in the employer s protective arrangements for health and safety; In common areas of buildings employees must also ensure permission has been granted from Property Services before moving any fixtures, furniture, equipment, and then only if competent to do so. 23. All employees are encouraged to make suggestions to their managers to improve health and safety in their workplace. 25

26 Disciplinary action 24. All staff should be aware that West Dorset District Council may take disciplinary action, as appropriate, against any staff who are wilfully negligent of their own safety or that of others, in carrying out their duties, or who wilfully disregard or disobey instructions or advice from their managers or safety advisers in regard to safe working practice. 26

27 Safety Committee and Safety Representatives 25. It is indicative of the positive approach to workplace health, safety and welfare that the council encourages the safety committee to support employees and promote the health, safety and welfare of employees by reference to best practice. The committee will foster development of a sense of corporate responsibility for health, safety and welfare, and will: Assist in the process of integrating health, safety and welfare; Receive and discuss accident reports and statistics; Consider audit reports; Be familiar with health, safety and welfare information from other agencies; Receive and consider reports from workplace representatives; Monitor our health, safety and welfare policy; Be familiar with health and safety training requirements; Promote internal publicity campaigns. 26. The Corporate Services Manager will chair the safety committee and a director will attend each meeting to provide the essential link to the management team. Councillor and Trades Union involvement is encouraged. Employee Consultation 27. Safety representatives nominated by the Trades Union will be recognised by the authority and afforded appropriate facilities in accordance with the relevant legislation. The council will consult safety representatives in good time when changes occur that have a significant effect on health and safety and in particular for the following: a. b. c. d. e. The introduction of any safety measure at the workplace; The arrangements for appointing or nominating competent persons; Any health and safety information the council is required to provide to employees; The planning of any health and safety training for employees; The health and safety consequences for the employees of the introduction of new technologies into the workplace. 27

28 28. Where there are employees who are not represented by safety representatives under the Safety Representatives and Safety Committee Regulations 1977, the appropriate manager will consult those employees directly, or with their elected representative, in good time on matters relating to their health and safety at work (as above). Consultations will be in accordance with the Health and Safety (Consultation with Employees) Regulations The council s representative for consultation with UNISON will be the Corporate Services Manager. This may be delegated to the Personnel Team Leader or the Health and Safety Officer. The West Dorset Services Manager will also have consultative responsibility with other recognised Trades Union at the depots. Appropriate local consultation may take place between managers and safety representatives where the issue is local, such as introduction of a new machine or a new safe system of work etc. 30. Where consultation is required, managers must ensure that persons engaged in the consultation have all the necessary information to competently participate in the process. 28

29 Information, Instruction, Training and Supervision 31. The council recognises the importance of giving the necessary information, instruction and training and providing appropriate supervision (IITS) to ensure, so far as is reasonably practicable, the health and safety at work of all employees. There are three general categories: i. ii. iii. Induction; Job specific; General health and safety awareness and responsibilities. 32. IITS will cover such areas as: All known hazards which might be encountered in the division, including those where the safety of the public may be affected; The measures which are employed to contain or minimise the hazards, including emergency procedures; The necessary information, instruction and training to ensure a competent work force and, where that has yet to be achieved, an appropriate level of supervision will be provided. 33. A training syllabus ought to be provided to ensure completeness and to aid corporate knowledge. Details of training received and courses should be recorded on the individual s personal file The council will provide adequate training for all its directors, managers and staff generally in implementation of legislation, this policy and codes of safe working practices. It is the responsibility of senior management to ensure staff are released and attend such training. Staff are encouraged to develop through the appraisal system. 29

30 Management System HSG65 Policy The management system which the council wishes to adopt to ensure successful health and safety management is set out in The Health and Safety Executive s publication Successful Health and Safety Management (HS(G)65) and is outlined below. High standards of health and safety are achieved by developing health and safety policies, which contribute to the performance of the organisation while meeting their responsibilities to people and the environment in a way, which fulfils both the letter and the spirit of the law. The policies are cost effective and aimed at achieving the preservation and development of physical and human resources and reductions in financial losses and liabilities. The health and safety policies influence all their activities and decisions, including those to do with the selection of resources and information, the design and operation of working systems, the design and delivery of services and the control and disposal of waste. Organising Organisations that achieve high health and safety standards are structured and operated so as to put their health and safety policies into effective practice. This is helped by the creation of a positive culture that secures involvement and participation at all levels. It is sustained by effective communications and the promotion of competence, which enables all employees to make a responsible and informed contribution to the health and safety effort. The visible and active leadership of senior managers is necessary to develop and maintain a culture supportive of health and safety management. Their aim is to motivate and empower people to work safely. The vision values and beliefs of leaders become the shared common knowledge of all. Planning Successful organisations adopt a planned and systematic approach to policy implementation. Their aim is to minimise risks created by work activities and services. They use risk assessment methods to decide priorities and set objectives for hazard elimination and risk reduction. Performance standards are established and performance measured against them. Specific actions needed to promote a positive health and safety culture and to eliminate and control risks are identified. Wherever possible, risks are eliminated by the careful selection and design of facilities, equipment and processes or minimised by the use of physical control measures. Where this is not possible systems of work and personal protective equipment are used to control risks. 30

31 Measuring performance Health and safety performance in organisations that manage health and safety successfully, is measured against pre-determined standards. This reveals when and where action is needed to improve performance. The success of action taken to control risks is assessed through active self monitoring involving a range of techniques which includes examination of both hardware (premises, plant and substances) and software (people, procedures and systems), including individual behaviour. Failures of control are assessed through reactive monitoring which requires the thorough investigation of any accidents, ill health or incidents with the potential to cause harm or loss. In both active and reactive monitoring the objectives are not only to determine the immediate causes of substandard performance but, more importantly, to identify the underlying causes and the implications for the design and operation of the health and safety management system. Auditing and reviewing performance Learning from all relevant experience and applying the lessons learned are important elements in effective health and safety management. This needs to be done systematically through regular reviews of performance based on data both from monitoring activities and from independent audits of the whole health and safety management system. These form the basis for self-regulation and for securing compliance with Sections 2 to 6 of the Health and Safety at Work etc. Act Commitment to continuous improvement involves the constant development of policies, approaches to implementation and techniques of risk control. Organisations, which achieve high standards of health and safety, assess their health and safety performance by internal reference to key performance indicators and by external comparison with the performance of like organisations. They often also record and account for their performance in their annual reports. 31

32 32

33 National Joint Council for Local Government Services Green Book Part Management of Health & Safety The National Joint Council included health & safety guidance in the Green Book part 4.7. The NJC recognises that effective health and safety management is vital to good employment. Proper planning, organising, controlling, monitoring and reviewing is vital and will lead to a reduction in losses and the improved delivery of services. The essential elements of the guidance are included below: (1.3) (1.4) (1.5) Local authorities are diverse in size, structure and services delivered and a wide variety of hazards exist. The risks posed are to be controlled proactively by the systematic application of preventive and protective measures within a risk assessment framework. Consultation with the workforce through trade union safety representatives is recognised as one of the key ways in which health and safety performance can be improved. The NJC promotes joint consultation on all matters relating to the health and safety of the workforce. Safety committees are recognised as an effective mechanism to assist in the management of health and safety. Authorities have a statutory duty under the Health & Safety at Work etc Act 1974 with regard to the health and safety of their employees and others who may be affected by their undertaking. This duty cannot be contracted out. Authorities should ensure that adequate resources are allocated to securing the health, safety and welfare of its employees and those affected by its undertaking. Joint Consultation (2.2) Full use must be made of safety representatives and safety committees. This will include the provision of information, opportunities for attendance at approved union/tuc training, arrangements to investigate health and safety matters and provision for joint safety committees to review the effectiveness of policies and procedures. Joint safety committees should deal not only with those matters required by regulation but also such other issues as may be agreed. Local Authorities should recognise that: a. The health and safety and well being of the workforce is crucial to the proper functioning of the authority and the provision of its services. b. Health and safety must be adequately considered in policy development and in the decision making process at all levels by both officers and elected members of the authority. 33

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