HEALTH AND SAFETY MANUAL

Transcription

1 HEALTH AND SAFETY MANUAL CONTENTS PAGE Introduction.. 2 Appointment Procedure Health and Safety Committees. 4 a. Health and Safety Policy 5-10 b. Health and Safety Committee Meeting Minutes.. 11 c. Report to Employer 12 Inspection check-lists a. Health and Safety Inspection Report Registers a. Fire extinguisher inspection register. 17 b. First aid box inspection. 18 c. Portable electric equipment inspection register... 19

2 1. Introduction The requirements of the Occupational Health and Safety Act are so vast that it would take time that no one can spare to wade through it. To make it easier for you to meet the requirements we have set up this manual so that you can keep track of all the documents. 2

3 2. Appointment Procedure DIRECTOR identified by signing Health and Safety Policy. DIRECTOR assigns health and safety duties to senior managers. Occupational Health and Safety Act Section 16(2). Section 16(2) Assignee (Branch/Depot Manager) in turn assigns health and safety duties to chairperson of the Health and Safety Committee. Section 8(2)(I). Branch/Depot Manager consults with employees before designating at least one Health and Safety Representative for every 50 employees; in offices one Health and Safety Representative must be designated for every 100 employees. Occupational Health and Safety Act Section 17. Branch/Depot Manager designates at least one First-Aider for every 50 employees at the workplace. General Safety Regulation 3 and 4. ONCE COMPLETED ORIGINAL TO BE SENT TO THE PAYROLL DEPARTMENT AND A COPY TO BE RETAINED AT BRANCH. 3

4 3. Health and Safety Committees Established where 2 or more Health and Safety Representative have been appointed Membership consists of Health and Safety Representative and designated representatives of the employer. The Committee may co-opt persons as advisory members, by reason of their particular knowledge of health and safety matters. The Committee must meet at least once every 3 months and confirmation to be forwarded to the Payroll Department. The Branch/Depot Manager must consult with the Committee at every meeting with a view to initiating, developing, promoting, maintaining and reviewing health and safety measures. Recommendations made by the committee must be recorded, so meetings should be minuted. Accidents/Incidents must also be discussed at the committee meeting. 4

5 PURPOSE OCCUPATIONAL HEALTH AND SAFETY Health and Safety Policy will adhere requirements of The Occupational Health and Safety Act, (hereinafter referred to as the Act) Section 8 thereof, by providing and maintaining a working environment that is safe and without risk to the health of its employees. The company will ensure, as far as reasonably practicable, persons other than those in its employment who may be directly affected by the company s activities are not exposed to hazards to their health and safety. The purpose of this policy will be to indicate the company s understanding and adherence to the requirements of the above Act. OBJECTIVES In fulfilling its responsibilities, will: provide and maintain safe equipment and systems of work; provide, monitor and maintain systems for the safe use, handling, storage and transportation of equipment and substances; maintain the workplace in a safe and healthy condition; provide adequate facilities to protect the welfare of all employees; 5

6 provide information, training and supervision for all employees, enabling them to work in a safe and healthy manner. ACCOUNTABILITY Although it will be in the first instance the company s responsibility to ensure a safe and risk free working environment, employees will also be held responsible. The Directors however, have the ultimate responsibility for the implementation and review of s Occupational Health and Safety policy, and delegation of Occupational Health and Safety management responsibilities. In fulfilling the objectives of this policy, management is committed to regular consultation with employees to ensure that the policy operates effectively and that health & safety issues are regularly reviewed. In this regard, Department Managers / Team Leaders are responsible for the day-to-day Occupational Health and Safety within their areas of responsibility. The Department Manager / Team Leader and Health and Safety Representative is available to advise regarding specific Occupational Health and Safety matters or to assist with the development and implementation of Occupational Health and Safety system procedures & programmes. However, the company will not be held accountable in terms of the provisions of this Act, unless: it was proved that there was no connivance between the employee and the company (employer), or that the employee acted without the permission of the employer, or that the employee acted outside the scope of his/her authority and that all reasonable steps were taken by the employer to prevent any act or omission of the kind in question. Occupational Health & Safety Notification The company undertakes to display the requirements of the Act on its premises and inform all those concerned of the hazards to their health and safety attached to any work, etc and inform the Occupational Health and Safety Representative as soon as reasonably practicable of an occurrence of an incident. DUTIES OF THOSE ACCOUNTABLE Department Managers: are responsible for the effective implementation and regular review of this Occupational Health and Safety policy; 6

7 must observe, implement and fulfill their responsibilities under the OHSA & Regulations which apply to Occupational Health and Safety within ; must ensure that the agreed procedures for regular consultation between management and those with designated and elected Occupational Health and Safety responsibilities are followed; are responsible for ensuring that the Occupational Health and Safety management system is implemented, effective and consistent with s objectives. Employees: are required to take reasonable care of themselves and others in the workplace; have a responsibility to co-operate with all health and safety provisions agreed to by management and staff with nominated or elected Occupational Health and Safety functions; have a responsibility to comply with relevant Occupational Health and Safety management system policies, procedures and programs, as appropriate; must not bypass or misuse systems or equipment provided for Occupational Health and Safety purposes; report any unhealthy or unsafe working condition or incident which affected his/her health or caused injury to him/herself, as soon as practicable to the Managing Director or the Occupational Health and Safety Representative, Health and Safety Representatives: The Occupational Health & Safety Act, 1993 requires an employer with more than 20 employees to ensure the election of Health & Safety Representatives. In compliance with the legislation, will appoint Health and Safety Representatives. They will also be all trained in First Aid procedures. Health and Safety Representatives will be responsible to: review the effectiveness of health and safety measures in the company, inspect the workplace and identify and report potential hazards to the Managing Director in writing (loose carpets, overloaded cabinets, poor lighting, defective machines, hygiene, noise, flooding, etc), examine, together with the Managing Director, the causes of incidents at work investigate relating complaints, and Participate in consultations with health and safety inspectors. The Occupational Health and Safety Representative must meet at least once every 3 months with the Managing Director to discuss and report on the above 7

8 S/he investigates complaints from staff about health and safety at work and submits a written report each month to the Directors. A Health and Safety Representative is appointed for one year. The company will ensure that s/he gets the necessary training for the carrying out of his/ her functions. First Aid and Emergencies o is supplied with a number of regulation first aid boxes. This is stored in defined strategic areas of the workplace. o Since employs more than 10 staff it is required to have a qualified First Aider. As mentioned all the Health and Safety Representatives will also be qualified as First Aiders. A Representative must be readily available during normal working hours for emergencies REVIEW This policy will be regularly reviewed in light of legislation and organisational changes. PROCEDURE FOR REPORTING INCIDENTS 1. Upon the happening of any incident, which results in injury or illness to any person, to such a degree that death or permanent physical defect may result, shall report such incident to the Provincial Director of the Department of Labour. 2. shall report such an incident immediately after it has occurred. Tray International shall report such incident telephonically. 3. Injuries itself, must be reported to the Workmen s Compensation Commissioner within 7 days after occurrence. 4. shall report such incident in the form WCL 2 as published in the Compensation for Occupational Injuries and Diseases Act, 130 of Upon the happening of any incident, other than those mentioned in paragraph 1 above, the company should give notice of the incident to the Provincial Director of the Department of Labour in the form WCL 2 within fourteen days of the incident having occurred. 5. When an injured person dies as a result of his/her injuries after notice of the incident in which he/she was injured has been given in terms of paragraph 4, shall notify the Provincial Director of the Department of Labour of his/her death. 6. will keep a record for a period of at least three years, which record shall be open for inspection by an Inspector, of all incidents which Go2Africa is required to report in terms of section 24 of the Occupational Health and Safety Act and also of any other incident which resulted in an employee or any other person having had to receive medical treatment other than first-aid. 8

9 7. shall cause every incident, which must be recorded in terms of section 24 of the Occupational Health and Safety Act to be investigated by a person designated by, who may be a member of a health and safety committee, within three months or within the contracted period in the case of contracted workers. 8. will ensure that the findings in terms of an investigation conducted under paragraph 3 above will be entered into such record. 10. will ensure that such record will be examined by the health and safety committee for that section of the workplace at its next meeting and shall ensure that the chairperson of the health and safety committee endorses the record to the effect that it has been seen and that the necessary actions have been implemented and followed up. PROCEDURE ON HANDLING WORKMEN S COMPENSATION/ OCCUPATIONAL INJURIES AND DISEASES Workmen s Compensation provides coverage for all employees who sustain injuries at work or during the course of work duties. Payment for injuries on duty will cover: 1. Medical expenses 2. Salary paid during absences (i.e. the employee will receive his/her normal salary from Tray International and the company will claim this back from Workmen s Compensation). 3. Compensation for temporary or permanent disablement and pensions or lump sum awards to dependants in the event of death. Note: Payment of the above will be according to a certain scale of benefits and the decision of the Workmen s Compensations Committee. Procedures 1. Upon incurring a work-related injury, the employee must immediately inform the HR Department who will record the matter on the relevant forms and send them off to Workmen s Compensation. The employee will be given the necessary documentation should he/she need to go to the Doctor. 2. When going to the Doctor, the Doctor must fill in a First Medical Report and send this together with the account to Workmen s Compensation. The employee may elect to pay 9

10 the Doctor up-front and claim later, or let the Doctor await payment from Workmen s Compensation. If the injury recurs, the same claim number must be used by the Company and the Doctor as Workmen s Compensation keep records of all accidents on duty. REPORT ON INFORMATION: FORBIDDEN VICTIMIZATION In terms of the Act, the company will not victimize the employee in any way (dismissal, reduced remuneration, altered terms and conditions of employment, etc) should that employee give lawfully required information on occupational health and safety to a lawful authority in terms of the Act. BUILDING EMERGENCY PROCEDURE (FIRE AND BOMB PROCEDURE) On discovering a fire: 1. Raise the alarm Alarm points to be found at each fire escape. 2. Tackle the fire, if possible. DO NOT TAKE RISKS. 3. Delegate a Team Member to contact the security company to notify the Fire department 4.. On being advised of a fire: 1. Do not panic. 2. Power down all equipment if it is safe to do so. 3. Leave the building at the nearest fire escape as quickly as possible. 4. Close all doors as you go. 5. Assemble at the designated safety area opposite the premises on the open field. Remain there. Do not return to the building for any reason until authorised to do so. On discovering a bomb or suspect package: 1. Advise your safety representative immediately. 2. Inform security immediately. On being made aware of a bomb alert: 10

11 1. Do not panic. 2. Power down all equipment if it is safe to do so. 3. Take your personal effects with you. 4. Leave the building at the nearest fire escape route as quickly as possible. LEAVE ALL DOORS OPEN. 5. Assemble at the appropriate assembly point. Remain there. Do not return to the building for any reason until authorised to do so. Health and Safety Committee Meeting Minutes In terms of Section 20 of the Occupational Health and Safety Act, 1983, the following minutes have been duly recorded for the Health and Safety Committee, (Branch) which met on: 11

12 Chairperson: Secretary: Health and Safety Representatives: Designated Committee Members: Co-opted persons: Apologies: Confirm minutes of meeting held on: Date of next meeting: 12

13 TRAY INTERNATIONAL SERVICES REPORT TO EMPLOYER BY DESIGNATED EMPLOYEE AS REQUIRED BY THE OCCUPATIONAL HEALTH AND SAFETY ACT CERTIFICATE NO. OF BRANCH COVERING THE THREE MONTH PERIOD TO BEING THE PERIOD IMMEDIATELY FOLLOWING THE THREE MONTH PERIOD COVERED BY CERTIFICATE NO. OF. 1. The Safety Committee met on the following dates: 2. Have regular inspections been carried out by Safety Representative/s during this period? YES/NO (Circle the appropriate word. If no inspections have been carried out explain the reason for this in a report which must be attached hereto). 3. Have all matters reported during this period been satisfactorily dealt with? YES/NO (Circle the appropriate word. If any of the matters has not been satisfactorily dealt with circle the word NO and give full details in a report which must be attached hereto). 4. Has this period been free of any accidents or incidents involving personal injury YES/NO (Circle the appropriate word and, if there has been such an accident or injury, give full details in a separate report and attach it hereto. Also confirm that the matter has been reported to the Department of Manpower and attach a copy of the report hereto). Any other comments? I HEREBY CERTIFY THAT THE ABOVE IS CORRECT BRANCH MANAGER: (name) (signature) (date) SAFETY COMMITTEE CHAIRMAN: (name) (signature) (date) SAFETY REPRESENTATIVE: (name) (signature) (date) 13

14 IMPORTANT: THESE REPORTS ARE TO BE SUBMITTED TO THE PAYROLL DEPARTMENT, TO BE THERE NO LATER THAN FOURTEEN DAYS AFTER THE END OF EACH OF THE THREE-MONTH PERIODS ENDING 31 JANUARY, 30 APRIL, 31 JULY, 31 OCTOBER. Health and Safety Committee Meeting Minutes Action to be taken Accidents/Incidents (Internal and Annexure 2 cases): By Date Action to be taken Recommendations made to Employer: By Date Action to be taken Matters General: By Date 14

15 Signature - Chairperson: Signature - Branch/Depot Manager: Signature - MD: Date: Date: Date: Health and Safety Committee Meeting Minutes Action to be taken Accidents/Incidents (Internal and Annexure 2 cases): By Date Action to be taken Recommendations made to Employer: By Date Action to be taken Matters General: By Date 15

16 Signature - Chairperson: Signature - Branch/Depot Manager: Signature - MD: Date: Date: Date: Health and Safety Inspection Report Name: Area: Date: Indicate with an [X] where faults are identified. 1. Housekeeping: 1. Work areas maintained in a clean and orderly condition? 2. Floors, aisles and work areas free of obstructions, slipping and tripping hazards? 3. Toilets and locker facilities clean and well maintained? 4. Tools, equipment and materials properly stored when not in use? 5. Waste materials stored in appropriate containers and disposed of in a safe manner? 6. Ventilation adequate, no excess fumes, smoke or gasses? First-Aid: 1. First-Aid boxes adequately equipped with at least the legal requirements? 2. Name of qualified First-Aider on duty displayed at the box? 3. First-Aid dressings register up-to-date? 4. Accidents investigated and reported to the appropriate authorities when necessary? Machinery and Equipment: 1. Machinery and equipment are in safe operating condition? 2. Safeguards provided and in place? 3. Operators adequately trained? 4. 16

17 Material Handling and Storage: 1. Machinery handling equipment in good condition? 2. Storage areas properly illuminated? 3. Stacks stable and not higher than 3x base width? 4. Racking in good condition and properly secured? Whenever you place an [X] next to an item, you must provide details on page 3 of this report 5. Portable Electric equipment: 1. Equipment, cords, switches and plugs free of damage? 2. Plug wiring correctly and securely fastened? 3. Equipment safely stored when not in use? Electrical Installations: 1. Equipment, cords, switches and plugs free of damage? 2. Plug wiring correctly and securely fastened? 3. Equipment safely stored when not in use? Personal Protective Equipment: 1. Equipment provided where required? 2. Equipment correctly worn? 17

18 3. Equipment maintained in a good and clean condition? 4. Lock-out procedure available and used where required? Fire Fighting Equipment: 1. Adequate number and correct type of equipment provided? 2. Correctly located and demarcated? 3. Not obstructed? 4. Serviced at least once a year? 5. Fire team appointed and performs regular drills? 6. Alarm system functional and tested? 7. Emergency escape routes clearly demarcated and kept clear? 8. Evacuation drill at least twice a year? 9. Whenever you place an [X] next to an item, you must provide details on page 3 of this report FIRE EXTINGUISHER INSPECTION Unit No: Location: Name of person performing inspection: Date inspection due: Date of inspection: DEFECTIVE OK Location marked Demarcation adequate Equipment not obstructed No visible defects on striker mechanism 18

19 Seal intact Discharge hose in good condition No signs of corrosion or damage Pressure gauge needle in green band Function of wheels on 50kg units Mounting bracket not damaged Any other observations or comments Inspected by and cleared for use Inspected by and tagged for repair. Repaired, re-inspected by and cleared for use. Competent person appointed in terms of General Machinery Regulation 2. Signature: Signature: Signature: Date: Signature: Date: FIRST AID BOX INSPECTION Name of person performing inspection: Date inspection due: Date of inspection: OK DEFECTIVE 1 roll elastic adhesive (25mmx3m) 19

20 1 Non-allergenic adhesive strip (25mmx3m) 1 packet of adhesive dressing strips (min 10) assorted sizes 4 First aid dressings (75mmx100mm) 4 First aid dressings (150mmx200mm) 2 Straight splints 2 Pairs large and 2 pairs medium disposable latex gloves 2 CPR mouth-pieces or similar devices Antiseptic (100ml) Swabs for cleaning wounds Cotton wool for padding (100g) Sterile gauze (min 10) 1 pair scissors (min size 100mm) 1 set of safety pins 4 triangular bandages 4 roller bandages (75mmx5m) 4 roller bandages (100mmx5m) Any other observations or comments Inspected by and cleared for use Inspected by and tagged for replenishment. Replenished, re-inspected by and cleared for use. Signature: Signature: Signature: Date: 20