File Location: Shared Drives/Documents/Policies
This Health and Safety Policy (the "Policy") is made between:
1. stack8s Ltd whose registered office is at Mappin House, 4 Winsley St, London, W1W 8HF ("the Employer"); and
2. The employees of the Employer as defined in this Policy.
3. Health and Safety Duties
3.1 The Employer recognises its duties under the Health and Safety at Work etc. Act 1974 to ensure, so far as is reasonably practicable, the health, safety and welfare of all its employees.
3.2 The Employer also recognises its responsibility for the health and safety of other persons affected by its business, including contractors and visitors.
3.3 The Employer attaches the highest priority to implementing arrangements and controls to eliminate or reduce work-related accidents, injuries and ill health. The primary purpose of this Policy is to provide a framework for delivering a safe and healthy working environment for all.
3.4 The Employer acknowledges that the health and safety of its employees contributes directly to effective business performance. It is committed to continuous improvement in health and safety standards and performance through consultation, training and regular review of this Policy.
4. Definitions
4.1 The headings in this Policy are for convenience only and shall not affect its interpretation.
4.2 "Employer" means stack8s Ltd.
4.3 "Employee" means any person employed by the Employer under a contract of employment.
4.4 "Workplace" means any premises or location where Employees are required to work and are under the direction of the Employer.
4.5 "Contractor" means any person, other than an Employee, who is hired or engaged by the Employer to carry out work on the Employer's behalf.
4.6 "PPE" means all equipment, including clothing, supplied by the Employer to protect Employees against safety or health hazards.
4.7 "RIDDOR" means the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.
4.8 "COSHH" means the Control of Substances Hazardous to Health Regulations 2002.
4.9 "Manual Handling" means any transporting or supporting of a load (including the lifting, putting down, pushing, pulling, carrying or moving thereof) by hand or bodily force.
5. Health and Safety Responsibilities
5.1 The Employer shall be responsible for:
5.1.1 Taking responsibility for all health and safety matters in the workplace.
5.1.2 Ensuring risk assessments are undertaken and reviewed regularly.
5.1.3 Providing such information, instruction, training and supervision as is necessary to ensure the health and safety of employees.
5.1.4 Consulting with employees on matters affecting their health and safety.
5.1.5 Preventing accidents and cases of work-related ill health.
5.1.6 Maintaining safe premises and work equipment.
5.1.7 Providing adequate welfare facilities.
5.2 Employees shall be responsible for:
5.2.1 Taking reasonable care of their own and others' health and safety.
5.2.2 Co-operating with the Employer to enable compliance with statutory duties.
5.2.3 Reporting defects in equipment and other health and safety concerns to the Employer without delay.
5.2.4 Using equipment correctly and following procedures laid down for their own and others' protection.
5.2.5 Attending any training required by the Employer.
5.2.6 Informing the Employer of any work situations representing serious and imminent danger to health and safety.
6. Accident and Incident Reporting
6.1 All accidents and injuries at work must be recorded in the Accident Book located at [SHARED DRIVE /Documents]. The record must include the date and time of the event, the nature of the event or injury, the location of the event and the name of any person(s) involved. This record must be made as soon as possible after the event.
6.2 Any accident or injury that results in a staff member being absent from work for more than 7 consecutive days must be reported to the Enforcing Authority. This must be undertaken by the HR Manager.
6.3 Any accident or injury that results in a person being taken directly to hospital for treatment must be reported to the Enforcing Authority. This must be undertaken by the HR Manager.
6.4 Any dangerous occurrence that does not result in a reportable injury but could have done, must be reported to the Enforcing Authority. This must be undertaken by the HR Manager.
6.5 All near misses must be reported as soon as possible to the line manager so they can be investigated and appropriate actions taken to minimise future risk.
6.6 The HR Manager will ensure that RIDDOR reports are completed for any notifiable accidents, injuries, diseases and dangerous occurrences.
6.7 An investigation will be carried out by a manager into all incidents resulting in staff being absent for more than 7 days or hospital visits to determine the cause of the incident and any remedial action required. Findings and actions taken will be recorded.
6.8 Accident records will be reviewed regularly by the HR Manager to identify any trends in the types of incidents occurring and remedial actions that could be taken to prevent recurrences.
7. Fire Safety
7.1 The Employer will complete fire risk assessments of all Workplaces to identify significant findings and required actions. Assessments will be reviewed annually or if anything changes significantly affecting fire safety.
7.2 The Employer will ensure all fire detection and alarm systems installed at the Workplaces are properly designed, installed, maintained and tested in accordance with relevant standards by a competent contractor.
7.3 The Employer will display emergency evacuation instructions at all Workplaces which are kept under regular review. All Employees will be trained on the evacuation procedures on induction which will be tested by drills at least annually.
7.4 The Employer will take reasonable steps to prevent fires from breaking out at Workplaces by controlling sources of ignition, ensuring waste materials do not accumulate and maintaining equipment in good working order.
7.5 The Employer will provide suitable firefighting equipment at Workplaces which is appropriately located and signed. Equipment will be checked and maintained annually by a competent contractor.
7.6 The Employer will ensure regular inspection, testing, and maintenance of all fire safety systems and equipment at Workplaces is undertaken by a competent contractor. Records of all tests will be properly kept.
8. First Aid and Medical Treatment
8.1 The Employer shall provide adequate and appropriate first aid facilities at the Workplace including suitably stocked first aid boxes located outside the office cabin on Floor 2 - Mappin House, 4 Winsley St, London, W1W 8HF. If unsure, contact the reception on Floor 1.
8.2 The following employees hold a valid certificate of competence in first aid at work issued by an organisation approved by the Health and Safety Executive:
Shabab Altaf - Floor 2
8.3 Notices will be displayed throughout the Workplace notifying employees of the arrangements for first aid, including the location of equipment and names of first aid personnel.
8.4 All accidents and injuries requiring first aid treatment will be recorded in the accident book located at SHARED DRIVE /Documents
8.5 Any accident or injury to an employee resulting in incapacity for normal work for more than seven consecutive days (excluding the day of the accident but including any days which would not have been working days) must be reported under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
8.6 Provision will be made for employees to access prompt medical assistance if required, including contacting the emergency services.
9. Equipment and Machinery
9.1 The Employer shall complete risk assessments of all machinery and equipment used at the Workplace and keep records of such assessments. The assessments shall identify all hazards, required safety devices and training.
9.2 All employees shall receive appropriate training and instruction in the safe use of any machinery they are required to use. Employees must follow manufacturer instructions at all times when using equipment.
9.3 The Employer shall ensure that all equipment is properly maintained and inspected according to manufacturer schedules. Records of all maintenance, inspection and repair work shall be kept by the Employer.
9.4 No new or second-hand machinery may be taken into use until it has been inspected and approved as safe by a competent person appointed by the Employer.
9.5 Risk assessments shall determine any personal protective equipment required for operating specific machinery. Such PPE shall be provided at no cost to employees and must be worn as instructed.
9.6 All employees are responsible for promptly reporting to the Employer any problem or defect with equipment which may endanger health and safety. Such equipment must be taken out of use if a fault poses a risk.
9.7 All dangerous moving parts of machinery shall be properly guarded and guards shall not be removed or tampered with other than for authorised maintenance work.
9.8 Before any cleaning, repair, maintenance or other work is carried out on equipment, it must first be properly isolated from all power sources and rendered immobile where required for safety.
10. Hazardous Substances
10.1 The Employer will complete COSHH assessments for all hazardous substances used in the workplace. Each assessment will identify hazards, risks, necessary control measures and PPE requirements.
10.2 The Employer will provide employees with information, instruction and training on hazardous substances used and precautions/control measures. This will be given during induction and when changes occur.
10.3 Hazardous substances will be stored securely in accordance with their Material Safety Data Sheet or product label. Quantities will be kept to a minimum. Employees will be trained in safe handling, use, storage, transport and disposal.
10.4 Where identified in COSHH assessments, the Employer will provide suitable PPE at no cost to employees. Employees must wear/use PPE as instructed and report any loss/damage.
10.5 Procedures will be displayed for dealing with hazardous substance spillages and emergencies. Suitable first aid and eye-wash facilities will be provided if splashes/injury are possible.
10.6 COSHH assessments will be reviewed regularly and also when any changes occur to substances, equipment or procedures. Employees will be informed of any changes to control measures or PPE requirements.
11. Manual Handling
11.1 The Employer will carry out manual handling risk assessments for any tasks that involve lifting, carrying, pushing, pulling or moving loads in accordance with the Manual Handling Operations Regulations 1992. The assessments will identify hazards and controls.
11.2 Employees will be trained in proper lifting techniques, such as keeping the back straight, lifting using leg muscles, avoiding twisting and ensuring good grips. Loads will be reduced where possible through mechanical aids or splitting into smaller loads.
11.3 Employees must follow any guidance, systems of work and use any mechanical aids provided for their protection. They must report any problems or health issues that could increase risk of manual handling injury.
11.4 Line managers will complete risk assessments, provide information and training to employees, ensure safe systems of work are followed and provide any mechanical aids identified as controls in the assessments.
11.5 Specific assessments will be carried out for pregnant employees or those who have given birth in the last 6 months and appropriate adjustments made to work.
11.6 Any manual handling injuries must be reported in accordance with the accident/incident reporting procedure.
11.7 The Employer will regularly monitor and review the manual handling risk assessments and safe systems of work, making changes where required to mitigate the risk of injury.
12. Workplace Health, Safety and Welfare
12.1 The Employer shall ensure that the workplace environment and all associated facilities provided are maintained to an adequate standard with respect to ventilation, temperature, lighting, cleanliness, room dimensions and space, and freedom from fall risks and falling objects so as not to endanger the health, safety or welfare of employees.
12.2 Workstations including furniture and equipment shall be suitable, of the correct dimensions and arrangement, and assessed to minimise the risks from repetitive or static postures, forceful exertions or other ergonomic hazards.
12.3 Suitable and sufficient toilets, hand basins with soap and hand drying facilities shall be provided in the immediate vicinity of every workplace.
12.4 Rest areas shall be equipped with suitable seating and means for making hot drinks.
12.5 Risk assessments shall consider any additional needs of pregnant workers or nursing mothers, who shall be provided with suitable rest facilities and the ability to take rest breaks for eating and breastfeeding as required.
12.6 The workplace and facilities shall be organised, laid out and lit to promote the effective and safe movement of employees and contractors.
13. Personal Protective Equipment (PPE)
13.1 The Employer shall conduct risk assessments to determine where health and safety risks cannot be adequately controlled by other means and personal protective equipment (PPE) is required.
13.2 The Employer shall provide employees with suitable PPE that effectively protects against risks identified by the risk assessments, at no cost to employees.
13.3 The Employer shall provide employees with comprehensive information, instruction and training on:
(a) the risk(s) that the PPE will avoid or limit;
(b) the purpose, manner and limitations of the PPE; and
(c) its proper fitting, use, maintenance, storage and replacement.
13.4 Employees must wear or use any PPE provided by the Employer as instructed.
13.5 Employees must report any loss, damage, fault or need to replace PPE.
13.6 The Employer shall adequately maintain, clean and replace PPE issued to employees as per manufacturer's instructions or additional risk assessments.
13.7 Failure by an employee to wear or use PPE as instructed may result in disciplinary action.
13.8 The Employer shall periodically review, and revise as necessary, risk assessments and PPE provision if working practices or conditions change.
14. Training
14.1 The Employer shall ensure that all new employees receive induction training on commencement of employment to familiarise themselves with basic health and safety issues and procedures. This includes fire safety, first aid, accident reporting and safe working practices.
14.2 The Employer shall identify any job-specific training needs for employees based on their roles and ensure such training is provided. This includes but is not limited to training on manual handling, use of machinery/equipment, working at heights, and chemical safety.
14.3 Records shall be kept of all health and safety training provided to employees. Employees are responsible for informing their line manager if they feel they have not received adequate training for their role.
14.4 Refresher training shall be provided periodically or where changes are made to systems of work, equipment or materials used.
14.5 The effectiveness of training shall be evaluated through monitoring of accident and near miss reporting along with feedback from employees. Re-training will be provided where deficiencies are found.
14.6 The Employer shall provide adequate resources and funding to ensure its legal obligations for training under the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999 are met.
15. Monitoring and Review
15.1 The Employer will carry out periodic workplace inspections to ensure this Policy is being implemented effectively. Responsibility will lie with Jeremy Murray who will conduct inspections annually and produce written records of findings and any required actions.
15.2 All accidents, incidents, near misses, and work-related causes of sickness absence will be investigated by Jeremy Murray to identify root causes and prevent recurrence. dependent on the severity of the event, investigations may be assisted by other staff. Findings and actions will be documented in writing.
15.3 Statistics on accidents, incidents, near misses, ill health and lost time will be reviewed regularly by Jeremy Murray to identify trends or significant issues. Progress on meeting health and safety objectives and key performance indicators will also be monitored.
15.4 Employees will be consulted on health and safety matters as required by legislation through their elected safety representative(s). This may include reviewing risk assessments, inspection records and other relevant documents.
15.5 All risk assessments will be reviewed regularly by the assessor and revised if working habits or conditions change. Assessments will be signed and dated to indicate the review date and will be reviewed in any case at intervals not exceeding 1 year.
15.6 The Employer will fully review this Policy annually and revise it as necessary or appropriate to introduce additional provisions in light of experience or legal change. Revisions will be communicated promptly to all employees.
15.7 All records of inspections, investigations and reviews will be kept for a minimum of 2 years.
15.8 The Employer will commission an independent audit of its health and safety systems at least once every 2 years to verify compliance and effectiveness of the Policy. Recommendations arising will be implemented promptly.