Supplementary Occupational Health and Safety Policy Statement Page 1 of 26 Housing, Construction and Building Services Supplementary Occupational Health and Safety Policy Date Author Version Status Reason January 2008 Unknown 1 Expired Original April 2009 Unknown 2 Expired Amendment May 2011 Unknown 3 Expired Amendment August 2013 S Jones 4 Expired Conform to procurement procedures and asbestos regulations October 2013 S Jones 5 Expired Update of RIDDOR to 2013 regulations March 2015 S Jones 6 Approved (SMT and H&S) Annual review (removal of detail from CDM regulations and update Asbestos section). Insert performance structure section
Supplementary Occupational Health and Safety Policy Statement Page 2 of 26 Contents Part I... 4 Supplementary Health and Safety Policy Statement... 4 Part II... 6 Organisation... 6 Introduction... 6 Head of Service... 6 Senior Management Team... 7 Managers... 8 Employees... 9 Health and Safety Assistance... 10 Part III... 11 1. Arrangements... 11 2. Performance Structure... 11 3. Structure/Teams... 12 4. Safe Place of Work, safe access, egress and safe environment... 13 5. Safety Culture... 13 6. Planning... 13 7. Risk Assessments... 14 8. Risk Management... 14 9. Emergency Procedures... 14 10. Serious Incidents... 15 11. Incident Investigation and Reporting... 15 12. Occupational Health Arrangements... 15 13. Fire... 16 14. Electricity... 16 15. Handling, Use and Storage of Articles and Substances... 17 16. Information, Instruction, Training and Supervision... 17
Supplementary Occupational Health and Safety Policy Statement Page 3 of 26 17. Display Screen Equipment... 18 18. Welfare Facilities... 18 19. Personal Protective Equipment (PPE)... 18 20. Trade Union Safety Representatives/Representatives of Employee Safety... 18 21. First Aid... 19 22. Contractor Competency... 19 23. Construction (Design & Management) Regulations (CDM)... 20 24. Asbestos... 20 25. Work Related Road Safety... 21 26. Monitoring... 21 27. Representation and Review... 22 Appendix I Summary of Responsibilities... 23 HEAD OF SERVICE... 23 SENIOR MANAGEMENT TEAM within your areas of control... 23 MANAGERS within your areas of control... 24 TEAM LEADERS / COORDINATORS / SENIOR OPERATIVES Within your areas of control... 24 ALL EMPLOYEES... 25 Appendix 2 Performance Structure... 26
Supplementary Occupational Health and Safety Policy Statement Page 4 of 26 Part I Supplementary Health and Safety Policy Statement Housing, Construction and Building Services is part of West Lothian Council and operates to the council-wide Occupational Health and Safety Policy. The service is safety conscious and sets itself high standards for the wellbeing of its employees, customers, suppliers and the communities in which it operates. 1. Housing, Construction and Building Services recognises its responsibilities under the Health and Safety at Work etc Act 1974. It is the policy of Housing, Construction and Building Services that its operations are executed at all times in such a way as to ensure, so far as reasonably practicable, the health, safety and welfare of all its employees, and all other persons likely to be affected by its operations. 2. This policy requires the Head of Service and all levels of management/supervision to actively initiate and pursue ways and means of making the working environment as safe and healthy as possible by:- 2.1. Creating and maintaining a positive health and safety culture which secures the commitment and participation of all employees. 2.2. Planning for health and safety including deciding priorities, the setting of realistic short, mid and long term objectives and establishing adequate performance standards, which sets priorities. 2.3. Adopting a systematic approach to the implementation of the policy to ensure the provision and maintenance of:- 2.3.1.A working environment which is safe and without risks to health; 2.3.2.Sufficient resources; 2.3.3.Safe arrangements for the use, handling, storage, transportation and disposal of equipment, articles and substances; 2.3.4.Satisfactory information, instruction, training and supervision to enable all employees to identify, avoid and report hazards in order that they can contribute positively to their own health and safety at work, and; 2.3.5.Adequate welfare facilities. 2.4. Ensuring the identification and assessment of the risks associated with all activities of Housing, Construction and Building Services with the aim of eliminating or controlling the risks, so far as is reasonably practicable. 2.5. Ensuring that any supplying party is vetted and monitored to ensure their health and safety competence with the aim of minimising risk and ensuring compliance with Council standards.
Supplementary Occupational Health and Safety Policy Statement Page 5 of 26 2.6. Monitoring and reviewing the effectiveness of health and safety arrangements, in consultation with appointed trade union or other health and safety employee representatives, to ensure standards are maintained. 3. In accordance with Sections 7 and 8 of the Health and Safety at Work etc Act 1974, employees are required to co-operate in the implementation of this policy by:- 3.1. Acting with due care for their own safety and that of others who may be affected by their acts or omissions at work; 3.2. Co-operating, so far as is necessary, to enable the service to perform any duty or to comply with any requirements as a result of any health and safety legislation; 3.3. Using correctly all work items provided by the Council in accordance with the training and the instructions they receive to enable them to use the items safely. 4. All accidents, whether or not resulting in injury, will be accurately recorded and reported and steps taken to identify their cause and take effective preventative action. 5. Reviews of the policy and documentation produced under it will be undertaken from time to time and modifications made as required. 6. This policy and any revision will be brought to the attention of every employee in Housing, Construction and Building Services. 7. The Head of Service is ultimately responsible for the safe and healthy execution of operations within Housing, Construction and Building Services. Supporting the Head of Service in the implementation of this policy and keeping it under review is the service Health & Safety adviser and the Corporate Occupational Health & Safety Unit. Housing, Construction and Building Services recognises that legal requirements are the minimum standard and seeks to continuously improve its approaches to and performance in health and safety. We believe that the effective management of safety and health is a positive investment in our employees and the communities in which we work. The objective is clear - by managing occupational health and safety effectively, we aim to minimise harm to people, improve job satisfaction and contribute to the general wellbeing of our employees and society. 8. Signed: 9. Print Name: Alistair Shaw 10. Date:
Supplementary Occupational Health and Safety Policy Statement Page 6 of 26 Part II Organisation Introduction 1.1. Responsibility for the deployment of occupational health and safety systems has been delegated to Heads of Service through the West Lothian Council Occupational Health and Safety Policy. The Head of Service has been nominated by the Chief Executive to administer this policy and through the Occupational Health and Safety Manager to monitor the health and safety performance of all Services of the Council. 1.2. To ensure that the Housing, Construction & Building Services Supplementary Health and Safety Policy are effectively implemented, the health and safety responsibilities of senior management and other key personnel within the service are specified in this section. There are three levels of management responsibility for health and safety outlined in this supplementary policy statement. 1.3. A summary of responsibilities are contained in appendix 1. Head of Service The Head of Service, so far as is reasonably practicable, shall be responsible for: 1.4. Ensuring the health, safety and welfare at work of all Housing, Construction and Building Services employees in accordance with the Occupational Health and Safety Policy issued by West Lothian Council. 1.5. Preparing, publicising and revising supplementary occupational health and safety policy statements and safety arrangements booklets for the functions within their services. This will include the organisation and arrangements for implementation and will be consistent with the council s Occupational Health and Safety Policy and other occupational health & safety policies, procedures and guidance relevant to the service and contain sufficient detail in respect of the particular nature of the work activities of services provided. 1.6. Arranging for resources to be allocated to implement the supplementary policy. 1.7. Ensuring that health and safety is an integral part of the overall management culture and developing a positive attitude to health and safety by encouraging the participation and involvement of employees in health & safety matters by visibly demonstrating a commitment to the achievement of high standards of health and safety within Housing, Construction and Building Services. 1.8. Implementing a health and safety management system within Housing, Construction and Building Services, which will ensure the assessment of risk and the effective planning, organisation, control, monitoring and review of the preventative and protective measures necessary to eliminate or control the risks and prevent accidents and ill health. 1.9. Ensuring that a health & safety plan is developed for each service area, which has realistic short, mid and long-term objectives, establishes performance standards and sets priorities.
Supplementary Occupational Health and Safety Policy Statement Page 7 of 26 1.10. Nominating a competent person to have prime responsibility for ensuring the implementation of the supplementary policies and those arrangements are adequately monitored and reviewed. 1.11. Detailing arrangements for consultation between management, trade union safety representatives and/or representatives of employee s safety. 1.12. Shall submit to the Chief Executive copies of any prosecutions, prohibition notices, improvement notices and notice to serve improvement notices within 48 hours of their receipt. 1.13. Providing all employees with the necessary information, instruction, training and supervision necessary to enable them to discharge their individual safety responsibilities and to carry out their tasks in a safe and proper manner. 1.14. Use reports produced by the service health & safety adviser and the occupational health and safety unit to evaluate Housing, Construction and Building Services health and safety performance and make improvements. 1.15. Ensuring that during the recruitment process any health and safety responsibilities outlined for the post in the Service health and safety arrangements are considered. Senior Management Team The Senior Management Team will assume the responsibilities of the Head of Service in his/her absence. However, they will be responsible, as far as is reasonably practicable for: 1.16. Implementing this supplementary health & safety policy and safety arrangements booklet, within their areas of control and ensuring that all relevant statutory requirements are met. 1.17. Developing a positive attitude to health and safety among their staff by visibly demonstrating their commitment to improving the health and safety performance of their areas. 1.18. Assisting the Head of Service in preparing and achieving the objectives of the Housing, Construction & Building Services health and safety plan. 1.19. Ensuring that all employees in their area of control are made aware of the policy and procedures. 1.20. Detailing the organisation under their control through which the policy will be implemented and where necessary allocating specific health and safety responsibilities to key personnel. 1.21. Monitoring and reviewing the effectiveness of the policy within their area of control. 1.22. Arranging for: - 1.22.1. The assessment of risks identified within their area of control; 1.22.2. Action to be taken to eliminate or control the risks, so far as is reasonably practicable; and 1.22.3. The establishment of procedures, identified as required by risk assessment, to deal with situations presenting serious and imminent danger. Sufficient numbers of competent persons will be nominated to implement those procedures.
Supplementary Occupational Health and Safety Policy Statement Page 8 of 26 1.23. Providing plant & equipment that is safe and without risk to health and ensuring that all such equipment is properly maintained. 1.24. Ensuring that prompt and appropriate action is taken to remedy any defects and/or deficiencies reported to them or their staff. 1.25. Ensuring that systems of work operated in their area of control are safe and without risk to health. 1.26. Arranging the safe use, handling, storage, conveyance and disposal of articles and substances. 1.27. Ensuring that information on all relevant safety matters is supplied to employees under their control, in particular, information about hazards which may be encountered in the course of their duties and precautions which must be taken to avoid or control them. 1.28. Ensuring that employees under their control receive sufficient instruction and training to enable them to undertake their duties in a safe and competent manner. 1.29. Ensuring adequate supervision of employees by competent personnel. 1.30. Ensuring that workplaces under their control are safe, without risk to health and are regularly inspected to ensure that safe conditions are maintained. 1.31. Ensuring a working environment which is safe and without risk to health. 1.32. Providing adequate facilities and arrangements for welfare. 1.33. Ensuring adequate arrangements are made for the consultation and involvement of employees which meet or exceed the relevant statutory provisions and in particular: 1.33.1. Co-operating with safety representatives appointed by recognised trade unions and/or representatives of employee safety and providing such representatives with sufficient facilities to enable them to carry out their functions; 1.33.2. Co-operating fully in establishing a consultation forum in accordance with the general policy of the authority. 1.34. Ensuring where necessary the investigation of incidents to persons under their control, and reporting of all incidents in accordance with council procedures. 1.35. Ensuring all contractors are vetted with regard to health and safety competence to minimise the risks to all who may be affected by their activities or omissions. In addition continuous monitoring and assessment of their health and safety performance should be undertaken. Managers Managers will be responsible for the implementation of the Supplementary Policy within their area of control, so far as is practicable, for:- 1.36. Ensuring that all relevant statutory requirements are met.
Supplementary Occupational Health and Safety Policy Statement Page 9 of 26 1.37. Developing a positive attitude to health and safety among their staff by visibly demonstrating their commitment to improving the health and safety performance of their section. 1.38. Ensuring that the relevant objectives and time-scales of the service area s health and safety plan are met. 1.39. Monitoring the effectiveness of the policy within their area of control. 1.40. Identifying and assessing the risks within their area of control; 1.41. Taking action to eliminate or control the risks so far as is reasonably practicable; 1.42. Ensuring the implementation of procedures identified as required by risk assessment, to deal with situations presenting serious and imminent danger. Sufficient numbers of competent persons will be nominated to implement those procedures. 1.43. Ensuring plant & equipment is safe and without risk to health and is properly maintained. 1.44. Taking appropriate action to remedy any defects or deficiencies reported to them by their staff. 1.45. Arranging the safe use, handling, storage, conveyance and disposal of articles and substances. 1.46. Ensuring that information on all relevant safety matters is supplied to employees under their control, in particular, information about hazards which may be encountered in the course of their duties and precautions which must be taken to avoid or control them. 1.47. Ensuring that employees under their control receive sufficient instruction and training to enable them to undertake their duties in a safe and competent manner. 1.48. Ensuring adequate supervision of employees by competent personnel. 1.49. Ensuring that workplaces under their control are safe, without risk to health and are regularly inspected to ensure that safe conditions are maintained. 1.50. Ensuring a working environment which is safe and without risk to health. 1.51. Ensuring facilities and arrangements for welfare are adequate. 1.52. Co-operating with safety representatives appointed by recognised trade unions and/or representatives of employee safety. 1.53. Investigating all incidents to persons under their control and the reporting of such incidents in accordance with Council procedures. 1.54. Ensuring the implementation of procedures to demonstrate contractor competency with regard to legislation, policies and procedures laid down by the Council. Employees All employees and workers will be expected to co-operate in the implementation of the Occupational Health and Safety Policy and this Supplementary Policy by:
Supplementary Occupational Health and Safety Policy Statement Page 10 of 26 1.55. Acting in the course of the employment with due care for their own safety and that of others, who may be affected by their acts or omissions at work. 1.56. Co-operating, so far as is necessary, to enable the council to perform any duty or to comply with any requirements as a result of any health and Safety legislation which may be in force. 1.57. Using correctly all work items provided by the council in accordance with the training and the instructions they receive to enable them to use the items safely. Health and Safety Assistance The Health and Safety Manager will provide specialist advice and guidance throughout the council on matters relating to corporate health and safety policy, guidance and procedures and will develop corporate occupational health and safety strategies, prepare regular reports for senior management that inform and evaluate the council s health and safety performance. 1.58. Competent health and safety personnel directly engaged by that service, will provide advice, support and guidance to managers; 1.59. Advise on the interpretation and application of health and safety legislation and guidance; 1.60. Investigate the cause and circumstances of serious accidents and incidents; 1.61. Develop health and safety standards; 1.62. Develop training programmes; 1.63. Advise and support managers in the risk assessment process; 1.64. Liaise with external agencies; 1.65. Contribute to the development of occupational health and safety strategies and policies. 1.66. In addition, all Health and Safety personnel will monitor health and safety performance and will have the authority to enter council premises and work locations and take such action as may be deemed necessary to ensure compliance with this policy. NOTE: The appointment of competent safety personnel does not relieve any Director/Head of Service of their responsibilities regarding health and safety.
Supplementary Occupational Health and Safety Policy Statement Page 11 of 26 Part III 1. Arrangements 1.1. This section of the supplementary Policy contains the arrangements. They detail the means by which the aims listed in the Policy statement will be met. 1.2. Employees who are required to work in premises or sites under the control of other Council units may encounter different hazards. Such employees must familiarise themselves with the appropriate procedures for working in such locations and work in accordance with them. 2. Performance Structure 2.1. The structure of deployment is based on West Lothian Council Occupational Health and safety policy. In Housing, Construction and Building Services the arrangements are systematic in the design using a logic pyramid style. 2.2. A 3 year health and safety plan will be implemented to define the standards by which the services will approach their duties and evidence the controls and measures imbedded into the service. At each phase the involvement of employees is viewed as critical to the performance of the services and this must be reflected within the plan. 2.3. A overview of the performance structure is contained in appendix 2
Supplementary Occupational Health and Safety Policy Statement Page 12 of 26 3. Structure/Teams 3.1. Housing, Construction and Building Services Organisational Structure Head of Housing, Construction & Building Services Housing Operations and Neighbourhood Response Manager Housing Strategy & Development Manager Performance & Change Manager Housing Needs Service Manager Building Services Manager Construction Design Service Manager Housing Manager Housing Officer Quality Assurance Officer NRT Manager NRT Officer Quality Assurance Officer Policy and Performance Officer Clerical Assistant Development Team Service Development Officer Homeless Development Officer Quality Development Officer Service Development Officer OD Officer Service Development Officer Quality Development Officer Systems Administrator Project Manager Prevention Assessment and Support Manager Team Leaders Homeless Assistant Housing Support Homeless Assessment Officer Prevention Officer Emergency Accommodation Manager Team Leaders Tenancy Sustainment Officer Housing Officer Travelling Persons Officer Admin Allocations Manager Repairs Manager Team Leaders Team Coordinators Senior Operatives Operatives Contracts Manager Team Leaders Team Coordinators Senior Operatives Operatives Senior Admin Admin Team OD & QA Officers Estimating/ Surveying Team Leader Surveyors/ Tech. Performance Coordinator Projects Team Principal Design Team Leader Architects/ tech./grad Design Team Leader Architects/tech./Grad & Land Surveying Team Leader Quantity Surveyor/ Train Briefing & Liaison Off. Briefing & Liaison Off. Planned Improvement Team Principal Building Surveyor Arch. Technologist Service Team Principal Maintenance Inspectors Electrical Engineer Maintenance Team Principal Maintenance Inspectors Compliance Officer Fire Safety Officer CofW Team Principal Clerk of works
Supplementary Occupational Health and Safety Policy Statement Page 13 of 26 4. Safe Place of Work, safe access, egress and safe environment 4.1. Legal standards as required by the Health and Safety at Work etc Act 1974 and detailed in the Workplace (Health, Safety and Welfare) Regulations and any other relevant regulations made under the Health and Safety at Work etc Act 1974, will be the minimum requirement for all places of work. All workplaces will be assessed and the findings will be recorded and relevant information given to appropriate employees. 5. Safety Culture 5.1. The Senior Management Team will seek to develop a positive attitude to health and safety among staff by ensuring that health and safety is an integral part of the overall management culture. 6. Planning This will be achieved by: 5.1.1. Visibly demonstrating a clear commitment to improving the health and safety performance of their workplace/teams. 5.1.2. Promoting co-operation by recognising that all staff have an important contribution to make to effective health and safety management and providing opportunities for participation and involvement in health and safety activities, e.g. health and safety committees, risk assessments. 5.1.3. Ensuring the communication of relevant information throughout the workplace/team. 5.1.4. Securing the competence of employees by: 5.1.4.1. Including health and safety in recruitment and induction procedures; 5.1.4.2. Implementing systems that will identify health and safety training needs arising from recruitment or changes in procedures, systems of work or staff. 6.1. The Senior Management Team will devise a Health and Safety Plan, which will outline specific health and safety objectives with realistic time-scales for their accomplishment. These objectives will be developed in consultation with staff, their representatives and the service health and safety adviser. 6.2. These objectives will be set out following an initial review which will compare existing arrangements against: 6.2.1. Requirements of the relevant legislation dealing with health and safety management issues. 6.2.2. Current guidelines on health and safety management. 6.2.3. Best practise and performance. 6.2.4. Establish performance standards after a thorough analysis of the needs of the Service Areas and of existing and possible future risks (see also 7 Risk Management). 6.2.5. Assess the effectiveness of existing resources devoted to health and safety.
Supplementary Occupational Health and Safety Policy Statement Page 14 of 26 7. Risk Assessments 7.1. The most effective method of achieving high standards of health and safety is to anticipate the effect of work activities and service delivery on people and premises prior to commencement. There is a legal requirement for suitable risk assessments to be conducted and it is the responsibility of each Head of Service to ensure these assessments are carried out. Such assessments will identify significant risks, and then the assessment must be made in writing. 7.2. Notwithstanding the need for general risk assessment, specific regulations require assessment to be made. Example are given below: 7.2.1. Work environments, activities and equipment, Hazardous substances, First aid needs, Vibration, Manual handling, Display screen equipment, Use of personal protective equipment, Noise and Fire. 7.3. All assessments must be of a suitable and sufficient nature and therefore require to be conducted by competent persons, normally within the workplace, who are aware of the hazards involved in the tasks or workplaces and can call upon specialist advice when faced with unfamiliar risks. 7.4. Assessment will be reviewed annually and, where necessary, modified at planned regular intervals dependent on the nature of risks encountered. The assessments will also be reviewed and modified at other times: 7.4.1. Following changes in legislation; 7.4.2. Where significant changes are made to workplaces or tasks; 7.4.3. Following a serious accident or near miss. 8. Risk Management 8.1. In accordance with the Council s requirements the Senior Management Team will develop and implement a risk management strategy for health and safety. 8.2. Managers will carry out, risk assessments, on all activities to identify possible hazards, evaluate risks from these and implement control measures to minimise the risks. 8.3. Managers are responsible for carrying out all risk assessments in workplaces for which they are responsible. 8.4. Assessments will be reviewed annually. 9. Emergency Procedures 9.1. Procedures must be followed by any person at work if situations presenting serious and imminent danger arise. These will be established in accordance with Regulation 8 of the Management of Health and Safety at Work Regulations. The designations, roles and responsibilities of competent persons nominated to implement the detailed actions will be advised to employees. Where appropriate, they will also contain special action required for the evacuation of disabled persons.
Supplementary Occupational Health and Safety Policy Statement Page 15 of 26 10. Serious Incidents 10.1. The Health and Safety Manager will be responsible for coordinating all serious health and safety incidents in conjunction with the Service Health and Safety Adviser and will liaise with the HSE and the council s Risk and Insurance section and report directly to the Head of Corporate Services and the relevant Head of Service. 11. Incident Investigation and Reporting 11.1. Managers will ensure that all accidents, incidents, dangerous occurrences, occupational diseases and near misses are reported with a view to preventing a re-occurrence of similar incidents. 11.2. Incident reporting procedures will be held at each establishment (or site if necessary). These procedures, detailed in the incident report pad, describe the actions to be taken following an incident. 11.3. To ensure compliance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR 2013) the following action is required. 11.4. Appointment of responsible person(s) to notify the service health and safety adviser without delay of: 11.4.1. Fatalities or major injuries to our employees or self employed persons working on our premises or a member of the public taken to hospital; 11.4.2. Dangerous occurrences; 11.4.3. Reported work-related disease if notified regarding one of our employees. 11.5. Appointment of a responsible person(s) to submit incident report forms to the Occupational Health and Safety Unit as per procedures detailed in the incident report pad. 11.6. All employees will be advised of their duty to report personal injury at work by the end of the working day to the appropriate person. This includes near misses, minor injuries and violent incidents. 11.7. The service health and safety adviser will undertake further investigation of incidents and notify the Health and Safety Executive as necessary. 12. Occupational Health Arrangements 12.1. The aim of the council s Occupational Health Policy is to prevent ill health and to promote good health at work. The broad aims are to: 12.1.1. Develop employee health services by promoting health screening and surveillance and preventative medical services; and 12.1.2. Develop health promotion and education initiatives as appropriate. 12.2. The Occupational Health Service provided will depend on the nature of the work activity and design of perceived risk in each function. Specific arrangements for Housing, Construction and Building Service include: 12.2.1. Audiometric testing.
Supplementary Occupational Health and Safety Policy Statement Page 16 of 26 12.2.2. Hand-Arm Vibration testing. 12.3. All Service areas will have access to occupational health services, which will normally be coordinated by HR Shared Services. 12.4. Health and Safety will, when necessary, provide advice on matters relating to occupational health hazards. They will also provide information and guidance on other occupational health related subjects e.g. alcohol, smoking, personal safety and stress. 13. Fire 13.1. Legal standards are contained in the Fire (Scotland) Act. They are the minimum standard to be provided by the service area. 13.2. Managers will make local arrangements for: 13.2.1. An assessment of the fire precaution provisions will be made by the person in charge of any premises, unit or section to ensure that suitable arrangements are in place. 13.2.2. Arrangements should include procedures for the safe evacuation of all employees and visitors to the location. Personal Evacuation Plans will be necessary for the evacuation of persons with special needs eg disabled/temporarily incapacitated. If evac chairs are used to effect the evacuation of such persons there must be adequate numbers of persons trained in the use of these chairs and the chairs themselves must be maintained in accordance with manufacturer guidance. 13.2.3. The audibility of any fire alarm system will be tested weekly using, where appropriate, at a different call point. 13.2.4. An evacuation drill will be conducted at least twice annually. 13.2.5. Any fitted systems, e.g. fire alarms, emergency lighting, smoke detection and fire extinguishing equipment will be tested and examined by competent persons as per the recommended frequency. 13.2.6. The person in charge of the building or premises will conduct a regular inspection of fire evacuation signs and notices and the adequacy of means of escape from the premises. 13.2.7. Details of the fire precaution and evacuation arrangements should be brought to the attention of all staff and visitors. Fire action notices should be completed and posted at suitable locations. 13.3. A written record of all of the above must be retained on the premises for inspection by the Scottish Fire Service. 14. Electricity 14.1. To ensure compliance with legislation and prevent injury or danger from sources of electrical energy, Housing, Construction and Building Services will ensure it manages and employs competent persons to deal with electrical installations, electrical design, high voltage (exceeding 1000 volts), extra high voltage (exceeding 3000 volts) and complex electrical systems within council properties. Where necessary, managers will be responsible for the provision and development of procedures.
Supplementary Occupational Health and Safety Policy Statement Page 17 of 26 15. Handling, Use and Storage of Articles and Substances 15.1. Manual Handling Legal standards required by the Manual Handling Operations Regulations will be the minimum requirement of the service area. Where it is not reasonably practicable to avoid risk of injury manual handling activities will be assessed and measures implemented to eliminate or control the risk. 15.2. Substances Hazardous to Health Legal standards required by the Control of Substances Hazardous to Health Regulations will be the minimum requirement of the service area. Before any new substance is used, a material safety data sheet shall be obtained and used to develop the risk assessment prior to the introduction & use of the substance. All substances, which come under the Regulations, will be assessed and control measures implemented where necessary. The findings will be recorded in the risk assessment database and information given to relevant employees. 15.3. Storage Storage of all materials will be in accordance with relevant legislation. 16. Information, Instruction, Training and Supervision 16.1. Information Managers will ensure that necessary information is provided to all employees. The content and form of this information will be appropriate and will be reviewed in the light of experience, new guidance from the Health and Safety Executive or other relevant bodies. 16.2. Training Each employee of Housing, Construction and Building Services will be provided with adequate health and safety training: 16.2.1. On recruitment. 16.2.2. On their being exposed to new or increased risks as a result of transfer or alteration to the work activity, environment, work equipment or systems of work in use. 16.3. The training needs of each employee will be assessed regularly by their manager or supervisor and suitable arrangements made. Induction, refresher or specific training to deal with changes in technology, methods of work etc will be provided as necessary. Information and training will be provided in a format that is understandable and takes into account ethnic background and any disabilities. 16.4. Supervision The Manager, Team Leader/Coordinator and Senior Operatives, will: 16.4.1. Ensure that employees for whom they are responsible are competent to deal with the tasks that they are required to undertake. 16.4.2. Consider the hazards involved in the work and should communicate these and necessary precautions when giving instructions. The degree of supervision required will depend on the complexity of the task and the experience of the person carrying it out. 16.4.3. All employees on becoming aware of a hazard, which has not been previously identified, should immediately inform their Line Manager of the circumstances.
Supplementary Occupational Health and Safety Policy Statement Page 18 of 26 17. Display Screen Equipment 17.1. Legal standards required by the Health and Safety (Display Screen Equipment) Regulations will be the minimum requirement. Managers will ensure all workstations are assessed annually through the Cardinus system and relevant employees undertake the training section. The findings will be recorded within the Cardinus System and where necessary, any outstanding issues will be auctioned by the appropriate Manager, Team Leader / Coordinator or Senior operative. Employees will be given access to all relevant information. 17.2. Managers will ensure all employees have access to DSE Guidance and information. 18. Welfare Facilities 18.1. Legal standards as contained in the Health and Safety at Work Etc Act, 1974, the Workplace (Health, Safety and Welfare) Regulations and the CDM Regulations 2007 will be the minimum standards provided by the service area. All workplaces will be assessed and the findings will be recorded in the risk assessment database and information given to relevant employees. 19. Personal Protective Equipment (PPE) 19.1. Employees are provided with personal protective equipment. All employees are required to use such clothing and equipment in accordance with training and/or instructions. PPE will only be supplied where it is not reasonably practicable to control the risks by other means. 19.2. It will be supplied, maintained and stored in accordance with the Personal Protective Equipment at Work Regulations. All tasks will be assessed and the findings will be recorded in the risk assessment database and information given to relevant employees. 20. Trade Union Safety Representatives/Representatives of Employee Safety The Senior Management Team will make arrangements to consult the relevant trade union safety representatives and representatives of employee safety with regard to: 20.1. Introduction of measures, which may substantially affect the health and safety of employees. 20.2. Arrangements for appointing competent health and safety advice and persons to implement emergency procedures. 20.3. Provision of health and safety information required under the relevant statutory provisions. 20.4. Provision of health and safety training required under the relevant statutory provisions. 20.5. The health and safety consequences of new technologies introduced into the workplace. 20.6. The Workplace/Line Managers will provide such facilities and assistance as trade union representatives may reasonably require to carry out their functions. Representatives of employee safety must be provided with relevant facilities to carry out their duties. 20.6.1. Health and Safety Problems An employee with a complaint about a safety problem should initially refer the matter to their immediate Line Manager. If satisfaction is not reached at this level, the matter should be raised with the Senior Management Team then the service health
Supplementary Occupational Health and Safety Policy Statement Page 19 of 26 21. First Aid and safety adviser. However, the employee can also consult their trade union safety representative and or representative of employee safety. 20.6.2. Inspections Trade Union Safety Representatives are entitled to carry out inspections every 3 months or more frequently as circumstances dictate e.g. change of working method or introduction of a new machine. Managers must allow this if requested. 20.6.3. Access to Information Trade Union Safety Representatives appointed by recognised Trade Unions will be allowed to inspect any statutory document, which the Workplace/Line Manager is required to maintain and will also be given on request any information necessary to carry out their functions. 21.1. The standards laid down in the Health and Safety (First Aid) Regulations, associated Code of Practice and Guidance Note will be the minimum standard provided by the service area. 21.2. All employees will be informed of the arrangements for first aid at their place of work which will include the location and the name of the first aider or appointed persons and the location of the first aid box and associated equipment. 21.3. Peripatetic workers should have access to first aid facilities within their vehicle and or access to facilities within any WLC premises. 22. Contractor Competency 22.1. Housing, Construction & Building Services will set standards in compliance with the council-wide occupational health and safety policy and monitor the activities of contractors to minimise the risk presented to employees and other persons on site and to the public. 22.2. The Head of Service will ensure all contractors are properly vetted with regard to health and safety competence. Only contractors who can demonstrate their ability to discharge their primary responsibility to safeguard all who may be affected by their activities or omissions will be used. All contractors will be assessed for their competency in health & safety management. 22.3. In addition all contractors should be assessed for their: 22.3.1. Competency for the area of work they are tendering/appointed for, and; 22.3.2. Monitored during the construction phase for health & safety performance. 22.3.3. The health and safety performance of contractors will be continually monitored and assessed. 22.3.4. Contractors with poor health and safety performance will not be used for future work. 22.3.5. Contractors are required to work in accordance with relevant legislation and policies and procedures laid down by the council. When specified, contractors will be required to provide detailed risk assessments and health and safety method statements and furnish all relevant health and safety information appertaining to specified contracts.
Supplementary Occupational Health and Safety Policy Statement Page 20 of 26 22.3.6. Housing, Construction & Building Services management will provide adequate health and safety information to contractors to ensure the safety of those undertaking the work and those who may be affected by the work. 23. Construction (Design & Management) Regulations (CDM) CDM Regulations apply to all construction projects. 23.1. Legal standards required by the Construction (Design & Management) Regulations (CDM) Regulations will be the minimum requirement of the service area. Before any new construction works are undertaken the service will ensure the standards stated within the regulations will be met. All measures will be assessed and control measures implemented where necessary. The findings will be recorded in the Construction Phase Plan for each individual project and monitored to ensure compliance to the CDM auxiliary publications as provided by the HSE. 23.2. Managers will ensure all staff is informed of the procedures and processes involved with any project and necessary arrangements are achieved to engage safe work practises in line with the significant risks. 24. Asbestos 24.1. Housing, Construction and Building Services have a duty to ensure employees and other parties who use and have access to council premises and properties are not exposed to the harmful effects of asbestos. The service will take all necessary steps to discharge this duty under the Control of Asbestos Regulation 2012. 24.2. Managers will ensure staff are aware of the Council s Asbestos Policy, Management Plan and Procedures, and must apply the controls as specified in these documents. 24.3. All licensed work will be undertaken by a licensed contractor. 24.4. Non-licensed work will be undertaken by a licensed contractor; this is currently being reviewed and assessed. Subject to approval some minors may be undertaken within Building services. 24.5. The asbestos enquires must be referred to the Asbestos Management Team which is within the Construction Services. 24.6. Construction Services update the asbestos database with survey information for non domestic, common parts and 10% of the housing stock. This will include Management and refurbishment and Demolition surveys. 24.7. Managers will ensure that asbestos awareness training is delivered to those persons who are liable to disturb asbestos while carrying out their normal everyday work, or who may influence how work is carried out. 24.8. The asbestos register, for all non-domestic properties which is located within the Property and Compliance Log must be checked and signed prior to any works being carried out. 24.9. Additionally, Managers will ensure that all relevant asbestos survey information is passed to relevant persons, prior to any works being carried out.
Supplementary Occupational Health and Safety Policy Statement Page 21 of 26 25. Work Related Road Safety 25.1. All reasonable steps will be taken to reduce work related road safety risks to as low a level as is reasonably possible. 25.2. The council will take all reasonable steps to manage work related road safety risks to as low a level as is reasonably possible. This includes when employees drive or ride at work whether it is a council or hired vehicle or the employee s own vehicle. 25.3. The Head of Service of each Service Areas will ensure that: Drivers are: 25.3.1. competent and capable of doing their work in a way that is safe for them and others; 25.3.2. properly trained; 25.3.3. sufficiently fit and healthy to drive safely and not put themselves and others at risk; 25.3.4. provided with information that will help them reduce risk (eg recommended tyre pressures); 25.3.5. provided with appropriate advice on driving posture. Vehicles (council owned vehicles and employee vehicles used for business purposes) are: 25.3.6. fit for the purpose for which they are used; 25.3.7. maintained in a safe and fit condition; 25.3.8. appropriately insured (eg use of personal car for business, insurance required is for business use ) Journey planning: 25.3.9. takes account of appropriate routes; 25.3.10. incorporates realistic work schedules; 25.3.11. does not put drivers at risk from fatigue; 25.3.12. takes sufficient account of adverse weather conditions. 26. Monitoring 26.1. The effectiveness of the Housing, Construction and Building Services Supplementary Policy will be monitored in the following way: 26.1.1. Incident Analysis Reported incidents will be collated and analysed by both the occupational health and safety unit & the service health and safety adviser. Results will be obtained by the Head of Service for presentation and analysis at Housing, Construction and Building Services monthly performance monitoring meetings with a view to determining and eliminating their causes.
Supplementary Occupational Health and Safety Policy Statement Page 22 of 26 26.1.2. PRPD Process The employee s health & safety performance will be discussed during the PRPDP process and consideration given to the individual s development by reviewing their Health & Safety needs. 26.1.3. Legal Compliance Regular systematic audits will be carried out by management to ensure that the requirements of the Council s Health and Safety Policy are being met. 26.2. The council s occupational health & safety unit will carry out formal Audits. The results of these audits will be conveyed to the appropriate Head of Service and their Director. 27. Representation and Review 27.1. This Policy will be reviewed, added to or modified as required. The review shall consider the findings of audits, the individual performance of each Service and the council as a whole and identify any action necessary to remedy any deficiencies. 27.2. This policy and any revision of it will be drawn to the attention of every employee of Housing, Construction and Building Services. Employees will be informed of the contents of any relevant documents produced under this policy.
Supplementary Occupational Health and Safety Policy Statement Page 23 of 26 Appendix I Summary of Responsibilities HEAD OF SERVICE Ultimately responsible for the health, safety and welfare of everyone affected by the work activities of Housing, Construction and Building Services. Establish, maintain, monitor and review the supplementary health and safety policy. Ensure management programmes, plans and objectives are produced for the service. Ensuring that a health & safety plan is developed for each service area, which has realistic short and long-term objectives, establishes performance standards and sets priorities. Ensure adequate resources are allocated to implement the occupational health and safety policy. Ensure the implementation of a health and safety management system. Review and respond to health and safety reports and notices. Lead in the development of a positive health and safety culture. SENIOR MANAGEMENT TEAM within your areas of control Assume the Head of Service s responsibilities in his/her absence. Assist the Head of Service to achieve the objectives of Housing, Construction and Building Services health and safety plan. Implement, monitor and review the occupational health and safety policy. Develop a positive health and safety culture. Detail organisation and allocate responsibilities. Allocate adequate resources to allow the operation of safe systems of work. Provide and maintain safe equipment and working conditions. Provide and maintain suitable and sufficient welfare facilities. Provide adequate information, instruction, training and supervision. Regularly inspect workplaces to ensure safety. Develop and operate safe systems of work. Remedy defects/deficiencies. Consult with health and safety representatives and/or employee health and safety representatives. Ensure risk is identified and assessed, eliminated or controlled, and procedures are established.
Supplementary Occupational Health and Safety Policy Statement Page 24 of 26 Ensure the reporting of all incidents and the investigation of accidents where necessary. Vet, assess and monitor contractors and suppliers. Make sure all employees are aware of policy and procedures. MANAGERS within your areas of control Develop positive health and safety attitudes. Monitor the effectiveness of the occupational health and safety policy and ensure objectives of the health and safety plan are met. Inform employees of relevant safety matters. Regularly inspect workplaces to ensure safety. Inform, instruct and train, and adequately supervise employees. Provide a safe working environment. Provide welfare facilities. Risk identify and assess, eliminate or control, establish procedures. Co-operate with health and safety representatives and employee health and safety representatives. Ensure all incidents are reported and investigate all incidents and accidents. Remedy defects/deficiencies. Use, handle, store, convey and dispose of articles/substances safely. Vet, assess and monitor contractors and suppliers to ensure competency. Comply with legislation. TEAM LEADERS / COORDINATORS / SENIOR OPERATIVES Within your areas of control Develop positive health and safety attitudes. Monitor the effectiveness of the occupational health and safety policy and ensure objectives of the health and safety plan are met. Delivery of capital and revenue programmes ensuring all works are executed in a planned, safe effective manner. Identify and implement new working methods and practices taking advantage of technological developments. Ensure all changes in legislation / trade developments are co-ordinated and issued to all teams and provide guidance on changes/updates to working practices. Inform employees of relevant safety matters.
Supplementary Occupational Health and Safety Policy Statement Page 25 of 26 Regularly inspect workplaces to ensure safety. Inform, instruct and train, and adequately supervise employees. Provide a safe working environment. Provide welfare facilities. Creating and monitoring work programmes to ensure that prior to commencement work is properly resourced and equipped. Plan and oversee the projects/repairs/planned maintenance works from pre-construction to final completion on time, on budget and that safety targets are met. Ensure all statutory requirements are in place prior to commencing work including, Building warrant, planning permission, CDM, risk assessments and SSOW. Risk Identify and assess, eliminate or control establish procedure. Co-operate with health and safety representatives and employee health and safety representatives. Ensure all accidents and incidents are reported and investigated. Remedy defects and deficiencies. Use, handle, store. Convey and dispose of articles/substances safely. Vet, assess and monitor contractors and suppliers to ensure competency. Comply with legislation. ALL EMPLOYEES Co-operate in the implementation of the occupational & supplementary health and safety policies and to enable the service to perform any legal duties or comply with legal requirements. Behave with due care for own safety and that of others who may be affected by acts or omissions. Use correctly all equipment and materials provided by the council
Supplementary Occupational Health and Safety Policy Statement Page 26 of 26 Appendix 2 Performance Structure