Finance Department - Health and Safety Policy. Policy Statement from the Chief Operating Officer

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1 Finance Department - Health and Safety Policy Policy Statement from the Chief Operating Officer This document should be read in conjunction with the University Health and Safety Information, found at the University website, link below: - The Chief Operating Officer and Line Managers have key responsibilities to ensure that safety and health risks for all staff within their areas of activity are managed effectively as to: Ensure the health, safety and welfare of employees. Protect all University staff, students, visitors and the general public within department. Provide adequate resourcing of health and safety requirements, so far as is reasonably practicable, in terms of support and facilities for employees to undertake their work in a safe, healthy and effective manner, in compliance with legislative and departmental procedures. Chris Reilly Chief Operating Officer September

2 Part 1 - Policy Aims and Objectives The Finance Department recognises its responsibilities under the Health and Safety at Work etc. Act 1974, with regard to ensuring the health safety and welfare of its employees, organisational management, students, visitors and members of the public. The Department will achieve this by fulfilling the roles and responsibilities highlighted in this policy and the University Health and Safety Policy and specifically by: Supporting and integrating a positive health and safety culture within the Department Ensuring health and safety is embedded into the Departments core activities Ensuring staff are aware of their responsibilities and are suitably competent, trained and have access to competent advice Ensuring working conditions are safely maintained Part 2 - Organisation and Management Responsibilities a. The Chief Operating Officer In line with the University Health and Safety Policy the Chief Operating Officer has overall responsibility for all matters relating to the health, safety and welfare of all staff, students, visitors and members of the general public within the Department. b. Senior Management Team The Senior Management Team will consider the health and safety issues and their impact on departmental objectives, and will manage its affairs in a way which can achieve compliance with its health and safety obligations. Ensuring that employees within their control have access to the Health and Safety Policy and other relevant health and safety documentation and that these are complied with and maintained; Ensuring general and specific risk assessments are undertaken, as applicable, and especially before implementing any change, and that their recommendations are acted upon so that the requirements of legislation, relevant standards and best practice can be achieved; Ensure regular discussions in terms of health and safety at meetings within the Department, enabling effective employee consultation on health and safety matters and the dissemination of relevant information. c. All Staff All staff (including those on a temporary or fixed term contracts), have responsibilities for their own and others health and safety, not to misuse anything provided for the purposes of health and safety, and to co-operate in enabling the Department s discharge of its health and safety obligations. Complying with the requirements of the University Health and Safety Policy, arrangements, and other relevant health and safety documentation, such as procedural documents; Participating in any instruction or training which has been provided for the purposes of health and 2

3 safety; Assisting in the completion of risk assessments, where required, and complying with risk assessment control measures (including specific assessments, e.g. manual handling, display screen equipment (DSE), etc.); Using equipment, facilities, etc., as per training/information provided and utilising any safety equipment, features, facilities, etc., as required by training/instructions received; including personal protective equipment; Reporting known hazards in the workplace which may have not been previously identified or assessed, including any defects to equipment which is used or which has been personally issued; Being aware of the emergency arrangements for your workplace and participating in any drills or exercises; Reporting accidents, incidents, occupational diseases, hazards and near misses in accordance with procedures; d. Management Meetings Meetings are held on a regular basis within all sections; Health and Safety is a standard item on the agenda. e. Communication A Communication workflow diagram is provided in Appendix 1 of this document. Part 3 - Health and Safety Summary 1. The University Code of Practice The University code of practice applies throughout the University and must be complied with by all staff. Standards of health and safety are laid upon the University by law and these must be enforced. Staff must take all reasonable care to avoid injury to themselves or others by their work activities. Staff should facilitate the evacuation of the buildings in an emergency. All lifts, corridors, doorways, stairways and other areas intended for movements must be kept free of obstructions. Care must be taken in lifting cumbersome articles. If there is a risk of injury as a result of unaided personal effort, assistance must be obtained or a suitable lifting machine used. All equipment and apparatus must be used only in compliance with statutory requirements and manufacturer s recommendations. Faulty equipment must not be used, must be switched off, unplugged and reported to a supervisor. 2. First Aid Summary In the event of first aid being required for injury or illness, please call Campus Services (Security on x 3999) In an extreme emergency please call Campus Services (Security on x 3200) First aid should only be given by a trained member of staff from Security, call x

4 First aid boxes are located at: - Sutherland Reception (behind the reception desk) ask the receptionist for the First Aid Box The Deputy Director s Office (006SB) in the cupboard under the coffee machine (ask Athene Jordan x 4654) Finance Staff room (012SB, ground floor) on the windowsill at the right hand corner of the room Reporting Incidents/Accidents What to do? If someone has an accident at work please print off and complete the Accident Report Form found Complete the form in as much detail as possible and forward in a sealed envelope to the Health and Safety Advisor, Health and Safety Office, Campus Services, 4 North Street, as soon as possible Please send a copy of the Accident Report Form to the Deputy Director s Office (006SB) If you require any further information call the Health and Safety Office on x 4100 Where a particularly serious incident occurs, even if no one has been injured, telephone the Health and Safety Advisor immediately on x Fire Safety Summary For further information and the University s Fire Policy look at the link below: - Action to be taken on discovering fire: Sound the fire alarm by breaking the red break glass alarm panel on the wall Dial x 3200 and report the location and extent of the fire to Security Office personnel who will Summon the Fire Brigade Any exceptions to these dialing arrangements will be given on local Fire Instruction notices Location of red break glass alarms: Outside of room 006 (Deputy Director s Office) next to the fire exit, ground floor Room 0001 (Credit Control/Procurement Services) top right hand corner, lower ground floor Cash Office (front of counter area) next to fire exit (lower ground floor) On the right hand wall of room 009 (Management Accounts/Information/Financial Accounts) next to the emergency exit Action to be taken on hearing the fire alarm: Immediately proceed to the nearest fire exit route to the assembly point Do not assume it is just a fire drill, always leave immediately Do not stop to collect personal belongings Do not use the lift Do not re-enter the building until authorised to do so Assembly Points Number 19 (out the back of Sutherland Building, near Trinity Building, grassy area) The far assembly area is number 7, located at the garden area at Northumberland Building (for bomb scare evacuations only) Location of Fire Extinguishers 4

5 Next to fire exit outside of room 006 (Deputy Director s Office) ground floor On the right hand wall of room 009 (Management Accounts/Information) next to emergency exit Next to fire exit outside at the top right hand corner of room 0001 (Credit Control) lower ground floor Next to fire exit at front of Cash Office (counter area) lower ground floor In room 0005 (Cash Office) lower ground floor The Staff room 012 (ground floor) the extinguisher and fire blanket are behind the door leading into the room Fire Evacuation Chair A Fire Evacuation Chair is for anyone with a mobility restriction who requires assistance to leave the building The Fire Evacuation Chair is located outside of the SAP Support/Financial Accounts Offices (Room 007/008) The chair must only be used by trained personnel Responsibilities: The University is responsible for ensuring that an Evacuation Co-ordinator and sufficient Evacuation Marshalls are nominated to cover all areas of the Sutherland building during normal working hours and for arranging fire drills each semester. Evacuation Co-ordinator (Athene Jordan x 4654) is responsible for: Taking reports from Evacuation Marshalls during an evacuation; Submitting an evacuation report following a drill or emergency; Co-ordinating the activities of Evacuation Marshalls. Evacuation Marshalls are responsible whenever the alarm is sounded for: Checking all rooms in their designated areas to ensure evacuation; Reporting to Evacuation Co-ordinator on evacuation status and location of anyone unable or Unwilling to leave the building during an alarm; Ensuring that people leaving the building during an alarm, go straight to the Assembly Point and leave access clear for emergency services. 4. Handling Suspect Mail IF YOU ARE IN ANY DOUBT ABOUT ANY PACKAGE, DO NOT TOUCH IT, MOVE IT OR OPEN IT AND CALL OUR SECURITY OFFICE BY RINGING x 3200 Items that arise suspicion: Excessive tape or string Unusual size or weight given size Lopsided or oddly-shaped envelope Postmark that does not match return address Restrictive endorsements such as Personal or Confidential Excessive postage Handwritten, block-printed or poorly-typed addresses Incorrect titles Title but no name Misspellings of common words No return address 5

6 Addressed to individual no longer with organisation If you believe you have received a contaminated package or if you find any suspect package outside a building: - Do not touch the package further or move it to another location Shut windows and doors in the room and leave the room, but keep yourself separate from others and available for medical examination Switch off any room air conditioning system Notify your manager who will contact Campus Services Security on x 3200 Do not touch it or move it Inform your manager clearly stating why you believe a biological/chemical material is involved 5. No Smoking Policy (Summary) The University operates a no smoking policy. Failure to comply with the law will expose the employer to penalties of up to 2,500 for failing to prevent smoking inside their buildings or premises, with individual smokers facing spot fines of up to 50. All University owned, leased and operated premises including student halls of residence are smoke-free. Smoking is not permitted at entrances to or in the immediate proximity of buildings or premises owned, leased or occupied by the University. Smoking is not permitted in vehicles owned or leased by the University. 6. Lone Worker Policy Summary (Personal Safety at Work) Definition of a lone worker: A lone worker, for the purpose of this guidance, is defined as a member of staff who, for significant periods of their working time, is engaged in activities which places them in a situation without direct contact with other staff, or without direct supervision. This includes: - Staff working outside normal office hours, including early mornings or late in the evening, in the office by themselves Staff Responsibilities: Staff working alone should advise their line manager and Campus Services if they are going to be alone in the office. Staff are required to sign the Campus Services register (near Sutherland Building main entrance) if working late in the evening outside of normal office hours, so that they are aware you are in the office alone. 7. VDU Procedures Please visit the link below The Health and Safety Regulations 1992 were introduced into UK law following a European Community Directive and are now fully in force. The requirements of the Regulations cover: Analysis of workstations/workstation layout/daily work routine 6

7 If users Provision of training/provision of information Eyes and eyesight tests In order to comply with legislative requirements in protecting the health of University VDU users the aim of the Northumbria policy is to reduce the risks to individuals of health problems associated with VDU work, these are: Upper limb disorders (including pains in the neck, arms, elbows, wrists, hands and fingers) Temporary eye 'strain' Fatigue and stress User Criteria It is the responsibility of Managers to identify 'users' within their department and offer advice. A VDU Self-Assessment is available for staff under the Related Links section. Please contact the Staff Occupational Health Centre for further advice. Analysis of workstations Workstations of VDU users should conform to a minimum standard for equipment, furniture and working environment. Work Place Assessments for staff should be requested by Line Managers via the Occupational Health Managers Referral form. Eyesight tests and spectacle costs Members of staff who are VDU 'users' are entitled to request an eye screening - the current policy is for screening to be carried out by the Occupational Health Team at the Health Centre prior to an appointment with an optician. Staff should contact the Health Centre direct to arrange a mutually convenient appointment for an eye screening. Where the screening indicates that a full optician s assessment is required the member of staff will be referred to the designated optician. The eye examination will be paid for by the University. If the optician reports that spectacles are required solely for VDU use, the University will pay for the provision of basic standard vision or standard bifocal spectacles, or will provide a contribution to more expensive spectacles, currently for single vision and 85 for bifocal spectacles. VDU users are advised to contact the Health Centre if they have any further visual problems when performing VDU work. 8. Stress Awareness d The Health and Safety Executive has defined work related stress as The adverse reaction people have to excessive pressures or other type of demand placed on them at work. If stress is thought to be work related staff should talk directly to their Line Manager who has a duty to take reasonable steps to resolve the problem. 9. Risk Assessment (Summary) Risk Assessment Strategy The Department s Management Team is responsible for undertaking risk assessments to prevent harm to all persons (as detailed in the University s Health and Safety Policy) but help and advice is available 7

8 from the University s Health, Safety and Environment Office to fulfill this obligation. The Health and Safety Adviser has developed a number of example risk assessments in order to assist with the risk assessment process which will be used as a framework by the Department when developing its own risk assessments. Generic Office Risk Assessment Who is at risk? All staff and visitors What are the hazards? Slips, trip, falls and collisions (Protective Measures) All floor defects should be reported immediately Offices should be kept tidy and uncluttered Files, waste of furniture must not be stored in walkways All cables should be out of the way and not trail across the floor All spills should be cleaned up immediately Electrical Hazards (Protective Measures) All portable electrical items should be PAT tested on a regular basis The outer casings of equipment, plugs or cables should not be broken, cracked, split or chipped. Personal electrical equipment should not be used at work Damaged equipment should not be used and should be labelled and reported Handling and storage of office chemicals, i.e. toners, correction fluids, screen cleaners etc. (Protective Measures) Risk of skin reaction or respiratory reaction or fumes (very low risk) areas should be well ventilated Fumes from photocopiers have very low risk if a photocopier is heavily used in a small office where staff work areas should be well ventilated. Use of Display Screen Equipment (Protective Measures) Frequent users may potentially suffer discomfort to eyes, neck, back, upper limbs and mental tiredness Employees should report any early symptoms of aches or pains to their line manager, who should ensure employees follow the guidance and apply training in the adjustment of workstations of VDU users should conform to a minimum standard for equipment, furniture and working environment. Work Place Assessments for staff should be requested by Line Managers via the Occupational Health Managers Referral form. Lifting and handling of bulk stationery and other loads (Protective Measures) Risk of strains and sprains, may be cumulative or one off incidents Storage areas should be arranged that heavy items are stored at waist height and are easy to reach Files and bulk stationery orders should be split to ensure that they are light enough to be handled safely Access to storage at height (Protective measures) Falls from height could result in a range of injuries including potential major injuries A step stool is available to use from the Director s office (006SB) Never use a desk, chair or shelf to access items at height The office should be arranged so that the least used and lightest items are stored at height Dealing with difficult situations involving member of the public (Protective Measures) Risk of staff suffering verbal abuse, threat of or actual physical violence Arrangements should be made to protect all front line staff, receptionists and cash handling staff Use of filing cabinets/storage racks (Protective Measures) Toppling of cabinets or collapse of racks leading to a range of potential injuries Report any damage or defects or cabinets or racks to the line manager 8

9 Filing cabinets can become unbalanced and topple over if they are not used properly, always fill The bottom drawer first and never open more than one at a time General working activities in offices (Risk from fire Protective Measures) All corridors and stairs must be kept free of combustible items or anything that could cause an obstruction Fire break doors must not be chocked open or be locked when the building is in use All staff must ensure that they are aware of where the alarm break glasses and fire extinguishers are in the building All staff must ensure that they are aware of the contents of the fire notice informing of what to do in the event of a fire and where to assemble following an evacuation PAT Testing (Portable Electrical Appliance) All staff should be aware that no portable electrical appliances should be used on the premises without a valid PAT Testing sticker, showing that it has recently been PAT Tested by a trained person; this includes desk fans and appliances, kitchen appliances etc. This information is a summary only, for further information and to view all of the University s Health and Safety Policies in more detail, please go to the link below: - Z/Finance/FMT Shared Information/Health and Safety/Health and Safety Policy/Finance Health and Safety Policy June 2012 updated

10 Appendix 1 Finance Department Health and Safety Communication Workflow 10

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