MPA Health and Safety Policy and Plan

Report: 6
Date: 2 December 2004
By: Clerk

Summary

This report sets out the Metropolitan Police Authority policy on health and safety within the Authority and the plans to implement it.

A. Recommendation

That

1. members agree the Health and Safety Policy;
2. endorse the implementation plans; and
3. agree to periodically review health and safety performance within the Authority.

B. Supporting information

1. Attached at Appendix 1 is a draft of the MPA Health and Safety Policy. It proposes to safeguard the health and safety of all members, employees and visitors to the Authority through an approach based on a written Statement of Intent leading to: key accountabilities for individuals; safe systems of work; safe places of work; and, a monitoring regime to ensure a high level performance. The aim is for the Statement of Intent to be signed by the Clerk on 6 December 2004.

2. The policy will be put into practice through the Health and Safety Plan attached at Appendix 2. This plan details individual action points, codes of practice, training and various procedures, which will not only discharge the Authority’s statutory responsibilities but keep its staff healthy and safe.

3. Progress on the delivery of the above mentioned goals will be conducted by the MPS Health and Safety Branch, using the CHASE system, and findings will be reported to the Corporate Governance Committee. The CHASE system will enable a detailed, horizontal review of the MPA health and safety management system which will examine the implementation of Health and Safety Policy to ensure that an acceptable level of health and safety performance is in place and maintained. In addition, a series of vertical slices can be used to test whether specific areas of risk are being managed effectively.

C. Equality and diversity implications

The plan recognises and addresses the particular needs of specific groups of people, such as those who are disabled or who are unable to read signs written in English. All MPA staff have been consulted as part of the impact assessment process and no additional considerations have been identified.

D. Financial implications

There are no additional costs arising from the revision of the MPA Health and Safety Policy or Plan. Any extraordinary financial implications that arise will subject to a separate business case.

E. Background papers

None.

F. Contact details

Report author:  Keith Dickinson, Head of Policing Policy and Partnerships

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

Appendix 1: Health and Safety Policy

Contents

• Foreword
• Statement of intent
• Key responsibilities and accountabilities
• Staff consultation
• Communication
• Competence
• Safe systems of work
• Safe workplaces
• Monitoring performance

Foreword

1. Introduction

1.1 This health & safety policy was prepared by the Metropolitan Police Authority following consultation with all interested parties, as required by law. It seeks to meet our legal obligations and is, therefore, mandatory. It outlines the overall health & safety management system, including organisational structure, responsibilities, systems and procedures in place, to enable us to comply with the relevant legislation and guidance. Implementation of the health and safety policy will be monitored by the MPS Health and Safety Branch, the Senior Management Team and the Corporate Governance Committee. The policy document will be reviewed by the Clerk annually.

1.2 At the core of the new policy is the commitment to comply with the requirements of the Health and Safety at Work Act etc. 1974 and all other relevant statutory provisions and recognised codes of practice. The Authority supports continuous improvement with respect to health & safety, and to this end, the policy encourages open communication and any suggestions that could lead to improvements in the safety and quality of our work.

1.3 The MPA is responsible under health & safety legislation for all its buildings, [1] including visitors to those buildings and all employees under the direction and control of the Clerk.

2. Application

2.1 This policy will take effect from 6 December 2004. It will apply to all Authority members, staff, secondees and those attached to the MPA (hereinafter collectively referred to as employees). It does not apply to police staff under the direction and control of the Commissioner, who are subject to the health and safety arrangements of the Metropolitan Police Service (MPS).

2.2 The Clerk requires all employees and all contractors working on behalf of the MPA to co-operate fully in the achievement of the aims of this policy.

2.3 This policy focuses on and recognises the importance of achieving and maintaining healthy and safe working practices in a healthy and safe working environment.

3. Purpose

3.1 This policy sets out the overall management system for health & safety and provides an essential reference for all MPA employees in the planning and implementation of their work and activities. It is designed to ensure that the necessary processes are in place to allow the health & safety objectives of the Authority to be met. We have important obligations placed on us to ensure the safety of our employees and any others who may be affected by our operations. It is vital that everyone realises that they have a responsibility towards health & safety and ensuring compliance with the relevant statutory provisions and guidance.

4. Scope

4.1 Except for the police staff previously referred to, this health & safety policy covers the whole of the MPA and sets out the lines of accountability, responsibility and involvement with regard to health & safety.

5. Policy statement

5.1 The Authority accepts its responsibility for the health & safety of other people who may be affected by its activities and will strive to comply fully with the legislative requirements and statutory guidance.

5.2 In accordance with Section 7 of the Health and Safety at Work, etc Act 1974 it is the duty of all employees to take reasonable care of the health & safety of themselves and others who may be affected by their acts or omissions at work. All employees must cooperate with the Authority so that we may fulfil our statutory responsibilities.

5.3 This policy lays down the necessary commitment on the part of the Authority to provide resources, instruction, information, training and supervision to meet our specific legislative requirements.

5.4 This policy provides that the Clerk, so far as is reasonably practicable, will

1. Provide and maintain equipment and systems of work that are safe and without risk to health;
2. Make arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances;
3. Provide such information, instruction, training and supervision as is necessary to ensure the health and safety at work of employees;
4. Maintain buildings under MPA control in a condition that is safe and without risks to health and to provide and maintain means of access to and egress from it that are safe and without such risks;
5. Provide and maintain a working environment for employees that is safe and without risks to health and is adequate as regards facilities and arrangements for their welfare at work;
6. Provide such protective equipment as is necessary for the health and safety at work of employees;
7. Encourage staff to set high standards of health and safety by personal example, in order that all employees should adopt an attitude of mind which accepts good health and safety practice as normal;
8. Monitor the effectiveness of health and safety provisions in consultation with the appointed trade union safety representatives, if any; and,
9. Keep the health & safety policy under regular review and to duly publish any amendments.

5.5 This policy is accompanied a signed Statement of Intent by the Clerk at page 7.

6. Benefits

6.1 The health & safety of all our employees is a primary concern and integral to ensuring that the Authority delivers a first-class service to the public. By embracing fully all legislative requirements and incorporating them throughout the whole of the MPA and ensuring that health & safety encompasses everything we do, the Authority will endeavour to provide a healthy and safe working environment for its employees, visitors and all those who come into contact with the it.

7. Organisation

7.1 Whilst overall accountability rests with the Clerk, the practical elements of this policy implementation will be the responsibility of Heads of Units [2] together with the senior management team (SMT). SMT members have been allocated specific health and safety roles. The roles are in relation to buildings, health and safety monitoring, training and the delivery of corporate services.

7.2 The SMT is responsible for the effective integration of the health and safety management system. This will include the setting of objectives, improvements, targets and performance monitoring, as well as incorporating those issues which promote good working practices, including work life balance. There will also be occasions where liaison and action will be required, by the SMT, to develop integrated health and safety systems between all MPA Units and with other users and stakeholders in the building.

8. Management responsibility

8.1 All Heads of Units within the MPA are responsible for ensuring that this safety policy is implemented within their own area of responsibility through risk management control measures. The SMT must monitor workplaces and communal areas on a regular basis to ensure that safe conditions are maintained. Where hazards are identified, the appropriate manager must ensure that these are properly assessed and rectified, so far as reasonably practicable.

All Heads of Units must consult with safety representatives in regard to risk assessments, new systems of work and any other measures or plans, with health and safety implications, before implementation.

Statement of intent

I, Catherine Crawford, Clerk to the Metropolitan Police Authority (MPA) recognise my direct responsibility for the health, safety and welfare of the employees of the MPA whilst at work, and all other persons who may be affected by our business.

I believe that safety is an integral part of our business. The cost of unsafe practices or work conditions is the potential for harm and human suffering. My aim is to eliminate all foreseeable hazards in the workplace and I am committed to ensuring the safety and well being of everyone.

In fulfilling this commitment, I will provide and maintain a safe and healthy work environment, so far as is reasonably practicable, in accordance with recognised standards, legislative requirements and the provisions of the Health, Safety and Welfare etc, Act 1974.

I, on behalf of elected members, will manage health & safety within the MPA, subject to appropriate consultation. To help us achieve that we will incorporate the Authority into the system for health and safety which the Authority has already approved for the Metropolitan Police Service and will not only adhere to the MPA Health & Safety Policy but seek to improve it through annual review.

Catherine Crawford
Clerk

Date: 6 December 2004

Key responsibilities and accountabilities

9. The Corporate Governance Committee will

9.1 Approve the MPA health & safety policy.

9.2 Receive an annual report on health & safety performance in the Authority.

10. The Clerk must

10.1 Lead by example, provide clear leadership in the realm of health and safety and promote a culture in which all employees share the MPA commitment to health and safety.

10.2 Ensure that there is an annual health & safety plan which sets out short, medium and long-term goals, which address those issues facing the MPA, with the aim of achieving constant and consistent improvements in the Authority’s health & safety performance. Performance in pursuit of these goals will be judged objectively.

10.3 Ensure that the health & safety policy is reviewed on an annual basis.

10.4 Advise the Authority with regard to the financial and other implications of compliance with current and forthcoming legislation.

10.5. Consider and, if necessary, act upon any interim representations made or advice given on health & safety issues.

10.6 Set health & safety priorities and the measures appropriate to monitor them.

10.7 Require all managers to set in place robust measures to ensure continuous observance of the health & safety standards and procedures.

10.8 Promote and maintain effective working relations between the Authority and the statutory enforcing authorities.

10.9 Ensure that there is a policy of open communication and consultation on health & safety issues, and that it is regarded as a priority throughout the Authority.

10.10 Ensure that adequate resources are allocated to meet both present and future health & safety requirements, as well as ensuring that such resources are used appropriately and directed towards the maintenance and improvements of health & safety standards.

11 The Deputy Clerk must

11.1 Competently and efficiently manage the high level oversight of health & safety and ensure that the MPA complies with all relevant legislative and statutory requirements and meets the minimum standards and expectations, set by the Corporate Governance Committee.

11.2 Be the lead senior management team member for health & safety matters and work closely with the Corporate Governance Committee to ensure that the structure for the management of health & safety is embedded within the Authority.

11.3 Oversee implementation of the policy and annual plan.

11.4 Monitor performance by obtaining relevant information on all health & safety pro-active and reactive indicators, including near misses, accident and ill-health statistics.

11.5 Report the performance attained to the Senior Management Team meetings every four weeks and to the Corporate Governance Committee on an annual basis.

11.6 Ensure that the Head of Administration receives proper training so as to be able to discharge the day to day responsibility for health & safety.

11.7 Ensure that the Head of Administration and Heads of Units undertake risk assessments and develop, then implement, any associated control measures.

11.8 Ensure that risk assessments are reviewed at regular intervals with amendments communicated to those responsible for implementing the changes, in order that they may be brought to the attention of employees and Union representatives and ensure that, as far as reasonably practicable, safe systems of work are in place and regular workplace inspections are undertaken.

11.9 Chair the Health and Safety Committee, which encompasses representatives from all Units, [3] including the local safety representatives. Meetings will be not less than quarterly. Where, due to exceptional demands, the Deputy Clerk is unable to attend the meeting, it will be chaired another member of the senior management team but this arrangement may not be implemented for more than half the meetings in any year.

11.10 Initiate an investigation into any incident brought to notice under accident or near miss reporting procedures.

11.11 Include health and safety matters within the formal MPA staff communication model. Such communication will include health and safety as an agenda item at senior management meetings and quarterly health and safety committees, other consultations, briefings and notice boards.

11.12 Ensure that all employees are informed of any serious and imminent danger, and that they are fully conversant with emergency procedures.

11.13 Be the sole person responsible for providing health and safety information to external bodies and receiving, documenting and responding to relevant communications.

12. The Head of Administration must

12.1 Implement the health & safety policy.

12.2 Draft and maintain an annual health & safety plan based on HSG 65, “Successful Health and Safety Management”.

12.3 Ensure that all corporate or common work activity is risk assessed and the necessary protective, preventative and control measures identified by risk assessment procedures are implemented through safe systems of work. Specifically but not exclusively this will include corporate arrangements for risk assessments, reviews and compliance so far as they relate to buildings and furnishings, including their occupation and use by employees. For example, responsibilities relating to display screen equipment, manual handling, local fire arrangements and first aid provision.

12.4 Ensure that buildings comply with fire safety legislation, that contractors are managed, and that the fittings and fixtures provided in the building do not create hazards, are ergonomically correct and meet specific employee needs. In short, this manager will ensure that the building provides a safe working environment and will as necessary require liaison with Property Services Department and/or any other independent property maintenance company.

12.5 Advise and assist Heads of Units in conducting unit based risk assessments, and developing and implementing any resulting control measures.

12.6 Incorporate any unit based health & safety initiatives into the corporate health & safety plan.

12.7 Manage and supervise the work of contractors on MPA premises and be responsible for ensuring that any equipment purchased is suitable and safe for that purpose. All contractors will be appropriately selected before being awarded contracts. Contractors working on MPA premises will be supervised to ensure that the work does not create significant hazards which adversely affect staff members. Before work is commenced on any project, there must be liaison with the SMT to ensure an agreed safe system of work is put in place and monitored.

12.8 Competently manage the corporate accident reporting system and communicate relevant information to the Deputy Clerk. This includes the reactive monitoring of system failures, as evidenced by accidents, incidents and/or occupational sickness, which require reporting under the Reporting of Incidents, Diseases or Dangerous Occurrences Regulations 1995 (“RIDDOR”). Any death or major injury resulting from an accident arising out of or in connection with work must be reported immediately to the HSE, with a report within 10 days.

12.9 Induct all new employees and contractors in relation to all corporate health & safety procedures. The induction of employees joining the Authority is a fundamental requirement of this role.

12.10 Advise the Deputy Clerk on health & safety performance,

12.11 Champion health & safety within the Authority.

13 The Head of HR must

13.1 Be accountable to the Deputy Clerk for the co-ordination and instigation of the health & safety training, ensuring that all such training is appropriately logged and recorded. Employees must be trained to carry out their functions in a safe manner. A training needs analysis should be employed to define all Units’ operational and support activity, knowledge and skill requirements.

13.2 Deal with all issues relating to, and arising from, sickness reporting.

13.3 Ensure policies appropriate to the work / life balance.

14. The members of the Senior Management Team must

14.1 Consider and help formulate both the health & safety policy and plan.

14.2 Ensure that each of their Heads of Unit identifies any health & safety objectives unique to the work of that team.

14.3 Consult the Head of Administration before making a final decision about any matter with health & safety implications.

14.4 Keep up to date with their personal responsibilities and discharge their health and safety duties competently and in compliance with the regulations.

14.5 Be responsible for the implementation of the health & safety policy and plan throughout their span of command. It is also essential that the members of the SMT know, understand and appreciate the hazards and risks encountered by their personnel in their day-to-day activities. This means they will be able to ensure that

1. Heads of Units are trained in health & safety;
2. Heads of Units identify, draw up and contribute issues for inclusion in the health & safety plan;
3. Heads of Units allocate duties and responsibilities for health & safety matters;
4. the corporate and Unit based risk assessments are developed and implemented and any control measures identified and adhered to; and,
5. safe systems of work are in place and regular workplace inspections are undertaken.

14.6 Actively demonstrate visible leadership for health & safety. This will also provide evidence of the development of a health & safety culture within the Authority as well as identifying potential system failings before they occur.

14.7 On a monthly basis, review health & safety performance, using all relevant performance indicators, including accident, incident and near miss records, inspections and audit recommendations. Self-inspection, inspection tours and other interest measures will assist this.

14.8 Ensure that accredited safety representatives are given all necessary assistance to carry out their work and their inspections.

14.8 Ensure health & safety awareness training and attendance of all employees, not only to meet the health & safety requirements but also to promote and actively encourage measures that will raise the profile of health & safety awareness and reduce the costs associated with accidents and ill-health.

15. All Heads of Units must

15.1 Be accountable to their line managers for health and safety and have overall responsibility for the implementation of the health and safety policy in their Unit. This includes the protective and preventative measures identified by all agreed risk assessments.

15.2 Collectively and individually, promote and provide clear leadership and commitment to health & safety, and afford health & safety the same level of seriousness as any other issue.

15.3 Be responsible for risk assessing all Unit based work activity and implementing the necessary protective, preventative and control measures identified by the risk assessment procedures through safe systems of work. Specifically this includes all Unit based operational and/or support work undertaken by the staff in their Unit which has not been covered by corporate risk assessments. Such assessments and measures must be submitted to the Head of Administration for inclusion in the Health & Safety Plan. This includes ensuring that those employees who work outside their nominated work place, work to a safe system arising from a risk assessment of their work activity.

15.4 Ensure that the implementation of the health & safety policy is filtered down the managerial line and ensure that all staff embrace the health & safety policy.

15.5 Induct all new employees in relation to all Unit based health & safety procedures.

15.6 Competently and efficiently manage those areas for which they are responsible so that they meet the minimum standards and expectations relating to health & safety set by the Authority. They must also comply with all relevant legislative and statutory requirements.

15.7 Implement the MPA Health & Safety policy and plan which are based on the Health & Safety Executive (HSE) guidance HSG65, “Successful Health & Safety Management”.

15.8 Provide clear leadership in the realm of health & safety and promote a culture in which all employees share the MPA commitment to health & safety.

15.9 Actively seek to discover, understand and appreciate the hazards and risks encountered by their staff in the course of their day-to-day activities.

15.10 Consider critically, the potential consequences of their decisions on the health & safety of staff.

15.11 Ensure that the office space they occupy is kept safe through good housekeeping and general tidiness, and that the identification of hazards and suitable risk control is managed to a high standard. All employees within offices have a key role to play in keeping their work places safe.

16. The MPA Health and Safety Committee must

16.1 Comprise representatives from SMT, HR, each floor of the building occupied by MPA staff, the Head of Administration and the PCS union; [4] if required, health & safety advisers who can give specialist advice may be called upon to attend. This committee will convene at least quarterly, with comprehensive minutes of the meetings being recorded, any action necessary on health & safety matters documented and published with copies forwarded to all Units. Actions generated by meetings will be allocated to a specific person with the results made known to all relevant staff.

16.2 Allow safety representatives access to accident and incident records including relevant statistical data.

16.3 Ensure consultation with safety representatives, in relation to risk assessments, new systems of work and any other measures or plans, with health & safety implications, before they are implemented.

17. The MPS Health & Safety Branch will

17.1 Assist the MPA by providing policy guidance and advice on health & safety legislation.

17.2 Provide advice and guidance to all employees, and training to management regarding their health & safety responsibilities, including changes to the current law and all new legislation concerning health & safety.

17.3 Offer professional support to the Authority and may make visits, provide ad hoc advice, publish guidance and by the use of other forms of communication keep Units informed.

18. All staff will

18.1 Attend the health & safety induction process and receive training.

18.2 Be expected to be competent to perform the role required of them. Sufficient and relevant experience, including training, knowledge, communication and the application of these skills are vital ingredients that should be attained by all employees. This will also form part of the criteria in any selection process. All employees will be given suitable and appropriate training to ensure that they can safely perform the role. Training needs analyses will be employed to define the nature, type and frequency of training needed by individuals, at the various stages of their careers and in their various unit postings. The integration of health & safety in training courses is necessary for continual improvement and will be accorded a high priority.

18.3 Read the H&S policy and plan. Through the appropriate use of the risk assessment process and the integration of these procedures, the Authority can proceed to gain knowledge and use that information effectively, in order to keep our employees safe.

18.4 Make any request for the assistance of the MPS Health & Safety Branch to the Head of Administration.

18.5 Find manuals of guidance relating to the individual topics, and the actions necessary to ensure compliance with the relevant health & safety legislation, on the MPA intranet site. The retention of a hard copy is beneficial but it is important to ensure that the hard copy guidance is the latest version on the intranet site.

18.6 Co-operate in risk assessments and safety procedures. All activity will be the subject of a risk assessment, which will outline the minimum control requirements that must be in place, to keep those staff members safe. Unit based risk assessments will also apply to reflect processes that apply to individual units only. Employees subject to risk assessments will have these brought to notice and regularly updated. Risk assessments will be periodically reviewed, with those covering significant risks being reviewed at least annually, whenever circumstances change or they are no longer deemed appropriate.

18.7 Receive manual handling training where appropriate. However, it is incumbent on the SMT to look at alternative solutions such as mechanical aids or specialist contractors to avoid employees’ having to lift in the first instance.

18.8 Be issued with personal protective equipment, as identified by the risk assessment, to support the safe system of work.

18.9 Comply with the fire evacuation plan. Regular fire risk assessments will be conducted to ensure that arrangements are in place for safe evacuation in the event of a fire and to ensure that all employees, contractors and visitors are aware of those arrangements. The emphasis is one of proactive management of prevention, through removal of ignition sources and/or combustible materials, as a result of improved house keeping. All employees are expected to assist in this.

18.10 Be covered by suitable arrangements for First Aid, in accordance with the First Aid plan.

18.11 Will be subject of a risk assessment to ensure the workstation is correctly set up for their use.

Staff consultation

19 Safety representatives

19.1 The employees of the MPA are entitled to appoint safety representatives to consult with management in matters relating to health and safety.

19.2 Safety representatives will have access to METAIR or the provision of accident and incident records including relevant statistical data.

19.3 Safety representatives will be consulted with, in regard to risk assessments, new systems of work and any other measures or plans, with health and safety implications, before implementation.

Communication

20. Internal

20.1 Communication on health and safety issues flows from the Clerk.

20.2 The Clerk will include health and safety matters within the formal MPA staff communication model. Such communication will include health and safety as an agenda item at senior management meetings and quarterly health and safety committees, other consultations, briefings and notice boards

20.3 Strategic health and safety issues from individuals will be raised through the Health and Safety Committee for possible onward transmission to the Senior Management Team, with advice and monitoring provided by the Head of Administration, possibly supplemented by MPS Health and Safety Branch.

21 External

21.1 The Deputy Clerk will be responsible for providing health and safety information to external bodies and receiving, documenting and responding to relevant communications.

Competence

22 Competence

22.1 All job descriptions, in particular those for the critical roles described in this policy, will contain clear statements of the post holder’s health and safety responsibilities and of our expectations of their performance in those roles. All employees’ health and safety knowledge and performance, with respect to health and safety standards will be included within their Personal Development Review. We believe that good performance in health and safety is a crucial component of a satisfactory overall appraisal.

22.3 Through the appropriate use of the risk assessment process, the integration of these procedures, the Deputy Clerk can gain knowledge and use that information effectively, in order to keep employees safe.

Safe systems of work

23 General arrangements

23.1 The following arrangements support the Statement of Intent, relating to generating safe systems of work and safe work places. This planning is essential in order to establish and operate a health and safety management system, which controls the risks facing both our police officers and our extended police family, reacts positively to changing demands and sustains a positive health and safety culture.

23.2 Manuals of guidance relating to the individual topics, and the actions necessary to ensure compliance with the relevant health and safety legislation, can be found within the MPS Health and Safety Branch intranet site. It is beneficial to retain a hard copy. Amendments will be notified by Health and Safety Branch. It is important to ensure that the hard copy guidance is the latest version by reference to the Health and Safety Branch intranet site.

24. Employees’ responsibilities

24.1 All employees shall:

1. Take reasonable care for their own health and safety;
2. Consider the safety of other persons who may be affected by their acts or omissions;
3. Work in accordance with information and training provided and where necessary request further guidance;
4. Refrain from intentionally misusing or recklessly interfering with anything that has been provided for health and safety reasons;
5. Report any hazardous defects in plant and equipment or shortcomings in the existing safety arrangements to a responsible person without delay; and
6. Not undertake any task that presents danger and for which authorisation and/or training has not been given.

24.2 Additionally, all personnel agree under the terms of contract of employment to comply with their individual duties under s.7 of the Health and Safety at Work Act, Regulation 14 of the Management of Health and Safety at Work Regulations, 1999 and generally cooperate with their employer so as to enable the employer to carry out their health and safety duties towards them. Failure to comply with health and safety duties on the part of the employee can lead to disciplinary action.

25. Safe systems of work

25.1 Staff mostly work in controlled building environments but sometimes also in environments in the public domain. All managers must consider the exposure of staff to both building occupancy related hazards and potentially uncontrolled hazards and risks outside the building.

26. Risk assessment

26.1 All work activity is required to be risk assessed, in consultation with safety representatives, and that those significant risks which cannot be eliminated, are controlled. All corporate activity will be the subject of a corporate risk assessment, which will outline the minimum control requirements that must be in place, to keep those staff members safe. Unit based risk assessments must be conducted to reflect hazards peculiar to individual teams. Employees subject of risk assessments will have these brought to notice and regularly updated. Risk assessments will be periodically reviewed, with those covering significant risks being reviewed at least annually, whenever circumstances change or they are no longer deemed appropriate.

27. Control of contractors

27.1 All contractors will be appropriately selected before being awarded contracts. Contractors working on MPA premises will be supervised through the Head of Administration, Property Services Department (“PSD”), partner tenants or the building owners to ensure that the work does not create significant hazards, which affect staff members. The Head of Administration will be responsible for building issues to supervise the contractors. However, before work is commenced on any project, liaison with the Deputy Clerk must take place, so that an agreed safe system of work is put in place and monitored to ensure compliance.

28. Induction

28.1 All employees whether new to the organisation or new to the environment, will be subject of a health and safety induction process, established by the Head of HR but conducted by the Head of Administration. Such induction will cover arrangements for other employees who work in our buildings.

29. Manual handling

29.1 All employees will receive manual handling training as necessary. However, it is incumbent on those senior managers with responsibility for purchasing, to look at alternative solutions, to use mechanical aids or specialist contractors to avoid employees’ having to lift in the first instance.

30. Personal protective equipment

Where hazards cannot be eliminated or adequately controlled, employees’ will be issued with personal protective equipment, as identified by the risk assessment, to support the safe system of work.

Safe workplaces

31. Fire arrangements

31.1. The building holds a valid fire certificate. Regular fire risk assessments will be conducted in order to ensure that the necessary arrangements to cover the safe evacuation in the event of a fire are in place and employees’, contractors and visitors are aware of those arrangements. The emphasis is one of proactive management of prevention, through removal of ignition sources and/or combustible materials, as a result of improved house keeping. All employees and other persons within the building must comply with the fire evacuation plan.

32. First aid

32.1 There will be suitable arrangements for First Aid, in accordance with the First Aid policy.

33. Office safety

33.1 Heads of Units will ensure that the office they occupy is kept safe through good housekeeping, general tidiness and the identification of hazards and suitable risk control management to MPA standards.

34. Procedures for serious and imminent danger

34.1 The Clerk has a duty under the Management of Health and Safety at Work Regulations 1999, Regulation 8, to provide procedures for employees to cease their activities and move to a place of safety, if they feel they or their colleagues are in serious and imminent danger. The procedures will be agreed and published showing specific roles, responsibilities and all regular or known activities. The danger may be associated with the workplace, such as a dangerous machine being used by building workers or it may be an incident nothing to do with work such as a bomb threat. For this reason the Deputy Clerk will ensure that all personnel within the area are informed of, and are fully conversant with, emergency procedures. The occasions when this will be necessary may be very rare and management should be informed by the fastest means possible. Abuse of this requirement by an employee may be regarded as a disciplinary offence.

35. Smoking at work

35.1 The MPA smoking at work policy will be adhered to at all times. The building has been designated as a “no smoking” area.

36. Substance misuse

36.1 The Clerk does not approve of excessive or inappropriate use of alcohol or the misuse of drugs, whether illegal, prescribed or over-the counter. Misuse of alcohol and drugs is not appropriate in the workplace, and drug or solvent abuse is a disciplinary offence, as well as a serious risk to health and safety.

37. Electrical equipment

37.1 No electrical equipment that requires the use of an electrical socket outlet shall be brought into and used in the premises without prior testing by the appropriate company charged with this function.

38. People with disabilities

38.1 People with disabilities are an integral part of the workforce. This health and safety policy will fully incorporate their individual needs, in compliance with the Disability Discrimination Act 1995.

39. Visitors

39.1 The Clerk recognises the Authority’s responsibility to safeguard, as far as it can, the security, health and safety of all persons including contractors, consultants and members of the public who visit these premises. The three most important steps to take are to:

• Make sure that all visitors are made fully aware of all arrangements for security, health and safety that apply to them including emergency procedures;
• Take all reasonable steps to prevent visitors, including trespassers, from becoming exposed to hazards;
• Monitor the activities of contractors employed by the MPA.

Monitoring performance

40. Introduction

40.1 The MPA will monitor health and safety matters through the health and safety committee, monthly performance reports to SMT and annual reports to the Corporate Governance Committee.

41. Pro-active monitoring

41.1 Proactive measurement, apart from the opportunity for senior managers to show visible active leadership for health and safety, will also provide evidence of the development of a health and safety within the MPA, as well as identifying potential system failings before they occur. Such development will be assisted by self-inspection, inspection tours and other relevant tools.

42. Reactive monitoring

42.1 Reactive measurement will look to learning the lessons where safe systems of work have failed and/or risks are not being effectively controlled in order to prevent repetition. This will be assisted by the monitoring of accidents statistics, near misses, METAIR and other review mechanisms. Such monitoring will include the noting of any significant trends, any incidents which did, or could, have resulted in a major injury or serious ill-health problem and specify where the data or analysis indicate that remedial action should be taken. If such remedial action needs to be taken it is for SMT to integrate measures. If the monitoring has shown that corporate remedial action is necessary, then these measures will be presented to the Deputy Clerk for onward transmission to the SMT meeting for authority.

43. Quality assurance officer

43.1 The Head of Scrutiny and Review will perform the role of QAO and be responsible for delivering the assurances that the MPA is meeting its specific health and safety standards and requirements. The QAO’s role is to test the local health and safety system in place, to ensure that those with health and safety responsibilities are meeting their targets.

44. Audit

The SMT will make arrangements for Internal Audit to periodically assess MPA performance in relation to the execution of health and safety policy and plan.

Appendix 2: Health and Safety Plan 2004-05

Contents

• Part A: Introduction
• Part B: Aims and objectives
• Part C: Individual action points
• Part D: Codes of practice for safe systems of work
  • Part D1: Corporate Codes of Practice
  • Part D2: Unit Based Codes of Practice
• Part E: Accident procedures
• Part F: Contractors
• Part G: Emergency procedures
• Part H: First aid, welfare and training
• Part I: Violence towards staff
• Part J: Visitors
• Appendix A: Schedule of postholder actions
• Appendix B: Schedule of actions by impact

Part A: Introduction

This plan should be read in conjunction with the MPA Health and Safety Policy; a copy has been supplied to each Unit in the MPA and can also be found on the MPA Intranet.

The plan sets out the specific details of the arrangements that exist for the health and safety of staff and all others who may be affected by the Authority’s undertakings.

Implementation of the policy will be through the development of Codes of Practice following assessment of all significant hazards and risks.

The contents of this plan must be regarded as the minimum standards for health and safety within the MPA and will only succeed with the full co operation of all concerned.

Staff have been formally consulted on the Codes of Practice.

Should you be in any doubt about any of the arrangements set out in the policy or plan, your responsibilities or any aspect of health and safety you must seek the guidance of either your team leader or the head of administration.

It should be noted that a breach of safety procedures outlined within the policy, plan or the associated Codes of Practice could result in disciplinary action and / or action by the HSE under the Health and Safety at Work etc. Act 1974 for breach of statutory duties.

Part B: Aims and objectives

The purpose of the health and safety policy is to set out the overarching approach and systems that the authority has adopted in order to deliver its responsibilities in relation to health and safety.

The purpose of the health and safety plan is to outline the progressive aims of the Authority and to specify the objectives, actions, means and dates by which its aims will be delivered. The policy will be updated and amended annually but each year the plan will be re-written to reflect the immediate challenges to be delivered.

Short term aim

The immediate aims of the Health & Safety Plan is, by September 2005, to:

• implement an effective system of managing health and safety
• establish baseline performance levels
• identify areas for improvement

for the benefit of all employees and everyone else affected by the activities of the Metropolitan Police Authority.

Medium term aim

the medium term aim is by September 2006 to have a Health & Safety Plan which:

• sets stretching, measurable, achievable, relevant and time bound targets in areas identified for improvement
• refines and implements improved processes for managing health and safety

for the benefit of all employees and everyone else affected by the activities of the Metropolitan Police Authority.

Long term aim

The long term aim of the Health & Safety Plan is, by 2007, to:

• eliminate all avoidable risks
• manage safely any remaining risks
• ensure welfare

for the benefit of all employees and everyone else affected by the activities of the Metropolitan Police Authority.

Part C: Individual action points

Clerk, Deputy Clerk and Senior Management Team

The responsibilities of the Clerk, Deputy Clerk and Senior Management Team outlined below must be read in conjunction with the MPA health & safety policy and the arrangements contained in this Plan. All have ultimate responsibility for the health & safety of all the employees of the Authority.

Each is personally responsible for discharging the actions set out below on the basis and within the timescales set out below. However, these must be regarded as the minimum responsibilities and do not abate the general responsibility that everyone shares for the delivery of health and safety in the MPA and the need to respond to any risk to any employee howsoever it arises.

Clerk

Deputy clerk

Senior management team

Head of Administration

The responsibilities of the Head of Administration are outlined below must be read in conjunction with the MPA Health & Safety policy and the arrangements contained in this Plan.

As the central co-ordination point and lead for health and safety issues in the MPA, the Head of Administration has the authority to take executive action across a wide range of areas. However, whenever of the Head of Administration is uncertain, advice should be sought from the Deputy Clerk in respect of managerial issues and MPS Health and Safety Branch for professional or technical guidance. Where exceptions to this general rule exist, they will be specified and notified.

The post holder is personally responsible for discharging the actions set out below on the basis and within the timescales set out below. However, these must be regarded as the minimum responsibilities and do not abate the general responsibility that everyone shares for the delivery of health and safety in the MPA and the need to respond to any risk to any employee howsoever it arises.

Lead Tenant (Head of Administration & Landlord’s Managing Agent)

The responsibilities of the Head of Administration also include that as the lead tenant. In this capacity, the post holder is personally responsible for discharging the actions set out below on the basis and within the timescales set out below.

Head of HR

In addition to the day to day responsibilities as a Head of Unit the Head of HR is also personally responsible for discharging the actions set out below on the basis and within the timescales set out below.

Heads of Units

The responsibilities of the Heads of Policing Policy, Internal Audit, Communication, CLAMS, Scrutiny, Planning, IT, Administration, Treasury, Race & Diversity, Professional Standards and Community Engagement are outlined below must be read in conjunction with the MPA Health & Safety policy and the arrangements contained in a later part of this Plan.

The degree of responsibility of Heads of Units is determined by the extent to which they have authority to take executive action within the overall limits of their job. However, they are responsible for the health & safety of the employees within their span of control and for the immediate physical area in which they work insofar as it is within the extent of their authority. Where exceptions to this general rule exist, they will be specified and notified to all concerned. Should a Head of Unit notice any health & safety risk or problem which is outside their span of control or authority, they must immediately bring it to the notice of the Head of Administration.

All Unit Heads are personally responsible for discharging the actions set out below on the basis and within the timescales set out below. However, these must be regarded as the minimum responsibilities and do not abate the general responsibility that everyone shares for the delivery of health and safety in the MPA and the need to respond to any risk to any employee howsoever it arises.

Staff

The responsibilities of all members of staff are outlined below must be read in conjunction with the MPA Health & Safety policy and the arrangements contained in this Plan. The degree of responsibility of everyone is limited by the extent to which they have authority to take executive action within the overall limits of their job, however, they are responsible for the health & safety of the employees within their span of control and for the immediate physical area in which they work insofar as it is within the extent of their authority. Where exceptions to this general rule exist, they will be specified and notified to all concerned. Should any employee notice any health & safety risk or problem which is outside their span of control or authority, they must immediately bring it to the notice of the Head of Administration.

All staff are personally responsible for discharging the actions set out below on the basis and within the timescales set out below. However, these must be regarded as the minimum responsibilities and do not abate the general duty that everyone shares for the delivery of health and safety in the MPA and the need to respond to any risk to any employee howsoever it arises.

Part D: Codes of practice for safe systems of work

General arrangements

A safe system of work is a formal procedure, which results from a systematic examination of the task within the team to identify all the hazards, and assess the risks, which identifies safe methods of work to ensure that the hazards are eliminated or the remaining risks are minimised. This section outlines the procedures to be adopted for the safety, health and welfare of staff.

All procedures adopted in this plan will be monitored by the Head of Administration, Quality Assurance Officer and Heads of Unit and revised in the light of new legislation, technology or systems, in consultation with the SMT and staff representatives.

Assessment procedure

For corporate or common risk assessment, the Head of Administration will conduct an initial observation of all workplace activities; using the Corporate Risk Assessment form and all potential hazards and significant findings will be checked, listed and recorded. Activities will be prioritised against the likelihood of occurrence and a risk rating of high, medium or low will be given. From this risk assessment process, suitable and sufficient risk control measures will be drawn up for consultation with staff.

Heads of Units will scrutinise the work processes and work areas of all employees under their control and compare these to the corporate risk assessment and control measures set out in section D1. Where any employee faces a risk to their health and safety that is unique to that Unit, the Head of Unit will use the Corporate Risk Assessment form and check and record the potential hazard and any significant findings. Activities will be prioritised against the likelihood of occurrence and a risk rating of high, medium or low will be given. From this risk assessment process, suitable and sufficient risk control measures will be drawn up for consultation with staff. Heads of Unit may call upon the assistance of the Head of Administration to conduct risk assessments.

Health and Safety Committee

Arrangements will be made for all staff to be consulted with regards health and safety issues and safe systems of working in particular. This will be by elected representation through their Trade Unions or staff representatives. A Health & Safety Committee (HSC) will meet quarterly. The purpose of such meetings will be to consult on issues which affect staff and to resolve outstanding issues.

Copies of HSC minutes can be found on notice boards and the intranet.

Reporting Procedure

Any employee who has reason to believe that a health & safety hazard exists within their particular workplace must immediately inform their Head of Unit who will seek to resolve the issue without delay.

In the event that the matter cannot be resolved at this level it should be referred to the Health and Safety Committee through the workplace union or staff appointed safety representative, or if urgent, to the Head of Administration.

The advice of MPS Health and Safety Branch and the Head of Administration is available at any time.

Part D1: Corporate Codes of Practice

Code of Practice D1.1: Control of Substances Hazardous to Health (COSHH)

Arrangements will be made by management to effectively screen, through an assessment procedure, the potential risks to the health of all staff and others who may be affected, by MPA operations and substances used.

Substances known to be or suspected to be carcinogenic, mutagenic or otherwise having the potential to cause a long term health risk will not be used where a suitable and / or viable alternative exists.

Where substances subject to COSHH legislation must be used, the following instructions will be applied:

• The assessment procedure will identify the control measures that need to be employed for the safe and correct use of the product or procedure. These control measures will be recorded on the relevant COSHH assessment form. Each form will be given a distinctive registration number relating to the substance or process being assessed.
• A full list of relevant completed assessments will be held by the Human Resources department and copies of these assessments shall be available to staff. Assessments will be reviewed either when there are reasons to believe that they are no longer suitable i.e. through change in work method or as and when new information on a product, substance or operation becomes available.

Code of Practice D1.2: Display Screen Equipment (DSE)

A written assessment on all Display Screen Equipment (DSE) / workstations and users will be conducted so as to identify and reduce, so far as is reasonably practicable, any ill health risks.

Workstations shall be placed in such a position as to avoid, where possible, glare from lighting either natural or artificial. Where this is not possible, glare screens will be fitted.

Each station shall be equipped with a suitable chair that is adjustable in height and backrest, with desk and footrest where required.

Work operations at workstations shall be arranged so that the operator has suitable “screen breaks” away from the screen where necessary.

A Guide to Best Practice

The following is practical advice on the use of DSE in accordance with The Health & Safety (DSE) Regulations 1992 but in there are MPS Occupational Health Advisors and Occupational Health Nurses available to advise staff where problems are identified, to provide training and to offer best practice guidance

Firstly, it is very important that staff take responsibility for their own health & safety while they are at work and do whatever they can to reduce any potential problems they may have in relation to their workstation.

It is the team leader’s responsibility to ensure that all staff comply with best practice and the requirements of The Health & Safety (DSE) Regulations 1992. All staff have a responsibility to work with and assist managers in complying with these requirements.

All users of DSE should carry out an assessment of their workstation in conjunction with their team leader.

An assessment should be conducted whenever :

• A user prepares to work for the first time at a workstation
• A workstation is newly created
• There are major changes to software or hardware
• There is a significant increase in workstation usage
• When the workstation is moved
• A user experiences problems with the working conditions at the workstation.

If staff experience any physical or visual difficulty, which might be attributable to the use of DSE, they should tell their line manager as soon as it happens. If their manager has difficulty dealing with the problem, then they should contact the MPA Health & Safety Liaison Officer.

Organising work

• Firstly, try to maintain a constant level of work by identifying peaks and troughs. By planning and managing work effectively, staff may be able to even out the frequency, duration and intensity of DSE use. Planned rest breaks should be taken away from DSE throughout the working day.

Workspace & storage

• Consider the positioning of other equipment that is frequently used in conjunction with the computer. A hands free headset may be an option, depending on the frequency, duration and intensity of work. Staff should not have to overstretch for the telephone or regularly used reference material. Printers will not be positioned on a person’s desk. Ideally, printers, scanners and stand-alone machines etc should be housed together on a separate desk to enable team access. It is important that there should be no obstructions under desks to restrict legroom and prevent staff from adopting comfortable seating positions and changing posture.

Workstation

• A workstation should provide adequate length and width to accommodate source documents and permit the positioning of equipment to facilitate user comfort. The workstation should be non-reflective to prevent glare. There should also be sufficient legroom to allow for postural changes.
• The minimum length of a workstation should be 1200 mm and the minimum width should be 600mm. The work surface height for non-adjustable desks should be 720 mm and for adjustable desks should be 680–760 mm.

DSE workstation chairs

• A workstation chair should have a 5–star wheelbase, be adjustable in height, back rest, back height and tilt. It should have a stable base and allow the user freedom of movement and encourage a comfortable posture.
• Staff should periodically adjust the height, tilt and back angle of their chair, coupled with adjusting the angle of your screen. This will encourage postural changes, which should help prevent the tightening of neck, back and shoulder muscles.
• There are distinct positional differences in the way in which staff should work at their DSE workstation to those of conducting task-related functions at their desk.
• For DSE work, staff should adjust the seat height so that elbows are approximately level with the desk edge and forearms are horizontal; wrists and shoulders should be in a relaxed, neutral position.
• Staff should adjust the back and lumber support on their chair so that the spine is fully supported. The tilt angle of the chair should be positioned in such a manner as to give the user the slight sensation that they feel as though they are going to spill forward out of the chair. This will automatically cause the user to compensate, straightening their spine and shoulders, thus spreading the load throughout their back, lumber region, buttocks, thighs, legs and feet.
• If feet do not touch the floor, a footrest should be used to support them. Avoid undue pressure on bottom or thighs. Spread the load by not perching on the edge of the seat.
• For task related work, staff should adopt whatever position they feel comfortable in and that is safe for them to conduct the work they are undertaking. Staff may find that the best practice ergonomic positions for DSE work are of benefit when conducting task related work.
• The main difficulties with a chair are likely to be getting the right sitting position and using the adjustment functions. This can only be overcome by becoming familiar with the chair’s functions and through practice.
• All the standard chairs are designed to fit 95% of people. A very small proportion of staff may experience other difficulties, because they are very tall and the desk is too low for them (the desk may need to be raised), or they are overweight and would need a test weighted chair with larger seating base. Smaller people will probably need to use a footrest to achieve a correct sitting position.
• All chairs should be subject to a programme of maintenance. If staff experience any problems with the chair, the back adjustment, height adjustment, or slipping clutch mechanisms etc, advise the team leader who can arrange for a repair or replacement. (Operating instructions for dual control swivel chairs should be affixed to all chairs and if not team leaders should acquire copies).

Footrest

• An adjustable footrest, at least 450 mm long and 350 mm wide should be available to any user who cannot achieve a comfortable, ergonomic position. Users over six feet tall should not use a footrest as they will find it difficult to get their knees under the desk and maintain a safe, comfortable ergonomic position.

Display screen

• Staff should ensure that they avoid glare from reflections caused by lights or windows. Ideally it is found that positioning a monitor 90 degrees to a window will reduce the risk of glare, thus reducing the temptation to tilt the screen forward, causing staff to stoop or maintain a poor postural positioning. In situations where glare is unavoidable, anti-glare screens may be fitted, but these should be a “last resort” after other measures have failed.
• The display screen must have clear, legible characters to enable the information displayed to be easily read from the user’s normal position for using the equipment, that is from eye to screen between 57 and 77 cm (65 cm being the norm).
• The display screen should provide a stable image, with sufficient contrast between characters and background to ensure adequate legibility, and should be easily adjustable, with a tilt and swivel mechanism to suit the needs of the user and be at a comfortable level for reading.
• It is good practice to adjust your viewing distance and screen height throughout the day, as this encourages postural changes. Eyes should be about level with the top of the VDU with the screen slightly tilted so that it is square on to line of sight.
• It is also good practice to move eyes rather than head when reading information on the screen, the aim being to reduce the amount of excessive repetitive head movements.
• As staff use a computer, the number of times they blink will reduce so blinking more often will keep eyes lubricated and prevent them from drying out.
• The brightness and contrast can be adjusted, as can the tilt and swivel of the screen to suit the lighting conditions in the room and avoid reflections.
• Periodically clean the screen with the screen wipes that should be provided.
• Staff should not work at odd angles. Body position should be “squared up” to the table.
• Staff should also try to remove any light source causing glare through the use of blinds or curtains.
• If you are a copy typist, use a document holder and have it directly in front of you, only checking the monitor occasionally for accuracy. Even if you are not a copy typist but you frequently have to work from a hard copy, use a document holder whenever possible, placing the documents at the same viewing distance as the screen or at a distance which you find comfortable to read. The aim is to reduce the amount of repetitive head movements and focal changes for the eye. Take regular screen breaks to allow for postural changes and rest your eyes.

Software

• Staff should use easy-to-read fonts e.g. Arial, limit the number of colours used on the screen and avoid large areas of white if the screen appears to flicker. Pastel background colours should be used if reflections are a problem on the screen. Some staff that are dyslexic may find that using a lilac background and black or blue letters may help. Reduce clutter on the screen by removing unused toolbars.
• There is a requirement for staff to have received suitable and sufficient training in the use of the software packages. This removes the stress and frustration placed on users, as well as improving their effectiveness and productivity.

Keyboards

• The keyboard should be tiltable, adjustable and separate from the screen to allow the user to adopt a comfortable working position. It should have keys/legends which are legible, do not stick and are easy to use. It should also be non-reflective to prevent glare.
• The keyboard should be parallel with the front edge of the desk and there should be sufficient room to rest your arms in the space between the desk edge and the keyboard.
• Wrists should be kept in a horizontal, neutral position whilst keying so that staff do not bend or place excessive pressure on their wrists. If staff "glide" their hands over the keyboard, they will find this more comfortable, as opposed to placing the wrists in a fixed position and overextending the fingers to reach the keys. This poor positioning of the wrists in conjunction with excessive pressure from upper body weight, with long periods of intense keying can, if unchecked, lead to Work Related Upper Limb Disorders (Repetitive Strain Injury, Carpal Muscle Syndrome etc).
• The use of a foam or gel wrist rest between the edge of the desk will ensure sufficient space is left to provide a soft but supportive rest for the wrists. Ideally, the wrist mat should be used to rest the wrists between periods of keying. Problems may occur when a user places all of their upper body weight through their wrists, raising their shoulders and therefore adopting poor posture for DSE work.

Mouse

• Staff should relax the hand, use a light touch when holding and depressing the mouse button(s) and vary the finger with which they depress the mouse button. Staff should not bend hands up at the wrists while using the mouse, or stretch; place the mouse mat in a position which prevents over-reaching. Staff should tune the mouse response (the time delay between double clicks) where possible to suit their needs. It is possible to speed up the movement of the mouse pointer across the screen if there is a need to move the mouse long distances, or if staff have a large screen - or to slow the speed of the mouse pointer if it is difficult to keep track of or position it.

Effective use of rest breaks

The best advice states that staff should take short breaks before they become fatigued or experience discomfort. Frequent short breaks for 5 minutes or so every hour are better and less disruptive to concentration than longer less frequent breaks. There are a few things staff can do to help themselves even during the shortest of breaks. For example -

• Alter the back adjuster on the chair, lean back gently and carefully stretch muscles.
• Stand up, take a break away from the desk, walk around, do something that does not involve using the DSE.
• When staff do take a break they should not read a book or paper - the idea of a break is to rest the eyes and body.
• Gaze out of the window for a few seconds to rest the eyes and change your focal viewpoint.

Laptops

• If staff only use the laptop occasionally, they should consider how best to trade-off between placing the keyboard in the most comfortable position and locating the screen at a comfortable viewing distance.
• A member of staff can dramatically increase strain if they twist their body or try to operate a laptop within a cramped environment. Staff should plan where to set up the laptop for optimum compliance with ergonomics, in conjunction with the advice provided.
• When carrying a laptop staff should use a carrying case with a padded shoulder strap. (Remember, having the manufacturer logo on the carrying case can attract thieves and considering the value of the laptop, use of force to obtain it is not uncommon!)
• It is possible to reduce the amount of weight carried to a minimum. For example, have the battery charged-up to avoid the need to carry a spare.

Working environment

• During the summer months, closing blinds in the morning and opening them late afternoon/early evening will prevent solar gain. But remember to close them again before you go home if the office gets early morning sun.
• During the winter the facilities manager will try to maintain the office temperature at 20 degrees Celsius. An increase in the ambient room temperature above this level can cause the relative humidity in the office to drop dramatically. This drop in humidity can cause sore throats, dry eyes and dry skin (itchiness that can sometimes be mistaken as flea bites). With some heating/air conditioning systems the humidity level can be adjusted, but this is more difficult if the heating is by radiators. Increased ventilation, pot plants, regular drinks of water, appropriate clothing for the weather conditions and use of moisturising cream can help alleviate symptoms.
• Wiring must be kept clear from surrounding floor areas and work surfaces and not gathered into coils.
• Food and drinks must be kept clear of electrical equipment at all times.

Eyesight tests

• All staff using DSE and who are designated as “Users” are entitled to an eyesight test, paid for by the MPA. If a member of staff qualifies as a “user”, they should ask HR to obtain an authorisation form from: MPS Opticians Clerk, Clinic Office, Room G11, Regency Street, Ext 67359 or 020 7230 7359. The Clinic Office will need to know the following information –
  • name
  • date of birth
  • position
  • pay number
  • location (Branch, etc)
  • the nature of the duties the member of staff performs which qualify them as a “user” under the DSE regulations
• When the member of staff has obtained the authorisation, they will also receive a list of opticians participating in the scheme, so that they can select the most convenient. They must obtain the authorisation form before taking the eyesight test. If they have a test without the form, they will not normally be reimbursed for the costs.
• If, after having their eyes tested, it is found that they require corrective glasses for general use, that is non-DSE/VDU specific, they will be responsible for the cost of such glasses. If, however, it is found that they require corrective glasses solely for use with DSE/VDU, the cost of the vocational spectacles will be borne by the MPA.

Pregnant or nursing mothers

• Pregnant or nursing mothers are at no greater risk than other workers from optical radiation, and exposure to electric and magnetic fields within current recommendations is not known to cause harm to a foetus or mother.
• The levels of ionising and non-ionising electromagnetic radiation likely to be generated by DSE are well below those set out in international recommendations for limiting risk to human health.
• If staff have any concerns, please bring these to your line manager’s attention and advice can be provided by the MPS Occupational Health Advisor.

Disabilities

• A full and extensive work activity risk assessment should be conducted where individuals have a recognised disability. This risk assessment should be conducted in conjunction with the Occupational Health Advisor for the MPA.

Code of Practice D.1.4: Working alone in safety

Who are lone workers and what jobs do they do?

Lone workers work by themselves without close or direct supervision. They are found in a wide range of situations. Some examples are -

• People in fixed establishments
  • where only one person works on the premises, e.g. server room, forensic office, and also home workers
  • who work outside normal hours (9-5), e.g. cleaners, security officers
• Mobile workers working away from the office:
  • for example partnership support officers and others attending remote or late night meetings.

Can people legally work alone?

Assessing and controlling the risks

• Although there is no general legal prohibition on working alone, the broad duties of the Health and Safety at Work etc Act 1974 (HSW Act) and the Management of Health and Safety at Work (MHSW) Regulations 1999, still apply. These require the identification of hazards in the work environment, assessment of the risks involved, and measures to be put in place to avoid or control the risks.
• It is important for team leaders to talk to staff and their safety representatives before they start to work alone as they are a valuable source of information and advice. This will help to ensure that all relevant hazards have been identified and appropriate controls chosen; consultation with staff and their representatives on health and safety matters is a legal duty.
• Control measures may include instruction, training and supervision. Team leaders should take steps to check that control measures are being used and review the risk assessment from time to time to ensure it is still adequate.
• When a risk assessment shows that it is not possible for the work to be done safely by a lone worker, arrangements for the provision of help or back up should be put in place. Where a lone worker is working at another employer’s workplace, that employer should inform the lone worker’s employer of any risks and the control measures that should be taken. This helps the lone worker ’s employer to assess the risks.
• Risk assessment should help decide the right level of supervision. There are some high-risk activities where at least one other person may need to be present.

Safe working arrangements for lone workers

Establishing safe working practices for lone workers is no different from organising the safety of other staff. Team leaders need to know the law and standards which apply to their work activities and then assess whether the requirements can be met by people working alone.

Lone workers face particular problems. Some of the issues which need special attention when planning safe working arrangements are as follows -

Can the risks of the job be adequately controlled by one person?

Lone workers should not be at greater risk than other staff. This may require extra risk-control measures. Precautions should take account of normal work activities and possible foreseeable emergencies, e.g. fire, equipment failure, illness and accidents.

Team leaders should identify situations where people work alone and ask questions such as:

• Does the workplace present a special risk to the lone worker?
• Is there a safe way in and out for one person?
• Can all equipment and goods involved in the work be safely handled by one person?

Consider whether the work involves lifting objects too large for one person or whether more than one person is needed to operate essential controls for the safe running of the equipment.

• Is there a risk of violence?
• Are women especially at risk if they work alone?
• Are young workers especially at risk if they work alone?

Is the person medically fit and able to work alone?

Check that lone workers have no medical conditions which make them unsuitable for working alone. Seek medical advice if necessary. Consider both routine work and foreseeable emergencies which may impose additional physical and mental burdens on the individual.

What training is required to ensure competency in safety matters?

Training is particularly important where there is limited supervision to control, guide and help a lone worker in situations of uncertainty. Lone workers need to be sufficiently experienced and understand the risks and precautions fully. Team leaders should set the limits as to what can and cannot be done while working alone. They should ensure staff are able to deal with circumstances which are new, unusual or beyond the scope of training, e.g. when to stop work, when to seek advice from a team leader, how to handle lone worker aggression.

How will the person be managed?

Although lone workers cannot be subject to constant supervision, it is still an employer’s duty to ensure their health and safety at work. Supervision can help to ensure that staff understand the risks associated with their work and that the necessary safety precautions are taken. The extent of the supervision required depends on the risks involved and the ability of the lone worker to identify and handle health and safety issues. Staff who are new to a job, undergoing training, doing a job which presents special risks, or dealing with new situations may need to be accompanied initially. The level of supervision required is a management decision which should be based on the findings of a risk assessment. The higher the risk, the greater the level of supervision required. It should not be left to individuals to decide whether they require assistance.

Procedures will need to be put in place to monitor lone workers to see that they remain safe. These may include -

• Team leaders periodically visiting and observing people working alone.
• Regular contact between the lone worker and management using either a telephone or radio.
• Automatic warning devices which operate if specific signals are not received periodically from the lone worker.
• Other devices designed to raise the alarm in the event of an emergency and which are operated manually, or automatically by the absence of activity e.g. a panic button that activates if the wearer is in the horizontal position (i.e. unconscious).
• Checking that a lone worker has returned to their base or home on completion of a task.

What happens if a person becomes ill, has an accident, or there is an emergency?

Lone workers should be capable of responding correctly to emergencies. Risk assessment should identify foreseeable events. Emergency procedures should be established and employees trained in them. Information about emergency procedures and danger areas should be given to lone workers who visit your premises. Lone workers should have access to adequate first-aid facilities and mobile workers should carry a first-aid kit suitable for treating minor injuries. Occasionally risk assessment may indicate that lone workers need training in first aid.

Code of Practice D.1.5: Manual Handling Operations

Where the need to manually handle a load (pick up, put down, carry, pull or push) cannot be avoided, management will make arrangements, in conjunction with the Head of Administration where necessary, for an assessment of the operation to be conducted.

The assessment process will take account of the load to be handled, the task at hand, the working environment and the capability of the individual carrying out the operation. Assessments will identify the degree of risk and the necessary control measures, and will recommend remedial action. All such assessments shall be brought to the attention of all staff concerned.

Information, instruction and training where necessary shall be given to staff, who must make full and proper use of mechanical lifting aids provided.

Although the MPA accepts its responsibility in reducing manual handling through the use of mechanical aids, lifting and carrying cannot be totally eliminated. The following guidance will help to reduce the number of injuries that are sustained while handling loads.

Assessment procedure

• The team leader, in conjunction with the Head of Administration where necessary, will observe all manual handling operations and conduct a manual handling risk assessment.
• From the risk assessment, a safe systems of work will be developed which shall be brought to the attention of all staff involved with such operations with, if necessary, training being arranged.

Guidance on general lifting/handling techniques

• No person will be asked to manually handle a load which is too heavy or awkward, or is liable to cause them injury.
• Wherever and whenever possible, mechanical lifting and carrying aids such as trolleys and barrows should be used.
• No person should attempt to lift or carry a load which is too heavy or awkward. If it is not possible to use a mechanical aid then assistance should be sought.
• Manual handling should only be carried out in an environment which does not increase the risk of injury i.e. ensure that there is an unobstructed path of travel and that the area where it is intended to deposit the load is clear of obstructions.
• Before attempting to lift or move a load it should be examined for protruding objects or sharp edges, and if the package is split.
• If there is a need to stop while carrying a load then it should be rested at a convenient place until it is safe to carry on.
• Hand grips on a load should not be changed whilst carrying. The object should be rested in a convenient place in order to change grip.
• Women who are pregnant or who have recently given birth (within 12 weeks), young people and staff with specific health problems are especially at risk from manual handling work activities. Such members of staff will not be required to handle heavy loads.

Code of Practice D.1.6: Office safety

In general, an office environment presents few major hazards, providing good housekeeping practices are followed.

However, the incorrect use of certain types of office equipment could cause both short and long term ill health effects.

Environmental issues such as heating, poor lighting levels and ventilation may also have an impact on the well being of staff.

The following advice should be followed to avoid injury.

• Repairs to electrical equipment (fuses to plugs, loose or broken connections etc.) must only be undertaken by trained/competent persons.
• Broken, damaged and faulty equipment must be reported to the Head of Unit.
• Always ensure before using portable equipment that the flex/cable/lead and plug are checked for damage before use.
• Always switch off at the socket before removing a plug.
• Never remove a plug by pulling on the flex/cable/lead.
• Faulty equipment should be switched off, the plug removed from the socket and a notice, indicating that the equipment should not be used, attached to it.
• Do not allow electrical flexes/cables/leads or phone cables to be left in such a position so as to cause a hazard to other staff i.e. trailing across access routes.
• If a cable cannot be re routed then it must be protected with cable curbs/ducting secured to the floor.
• The use of electrical multi-socket adaptors should be avoided wherever possible – instead, staff should request for additional sockets to be installed. If their use is unavoidable no more than one adaptor should be connected to a socket and the adaptors rated capacity (RC) must not be exceeded.
• All electrical equipment must be switched off and the plug removed from the socket before attempting to remove or clear blockages from or clean equipment - e.g., photocopiers. Ensure that all guards, covers etc. are in place before switching equipment back on.
• Where practicable, all electrical equipment should be switched off after use and have plugs removed from the sockets at the end of the day.
• Under no circumstances must chairs, boxes etc. be used to gain height to reach files. Step-ladders or step-stools must be used.
• Furniture, such as desks and filing cabinets, should not be placed in positions that cause an obstruction to doors, windows or walkways.
• The positioning of desks should be considered to ensure that they are not placed in positions where draughts from windows or doors may cause a problem. A minimum working temperature of 16 degrees Celsius must be maintained throughout working hours. This temperature should be obtained within the first hour of work commencing. If this is not achieved, the Head of Unit and Head of Administration must be informed.
• Drawers to filing cabinets should only be opened one at a time to prevent overbalancing. Always close drawers and cabinet doors when finished.
• Files, boxes etc. should only be stored in designated areas within the office and must never be allowed to obstruct walkways or fire escape routes. Heavy items should be placed on the bottom shelves of storage cabinets etc.
• Damaged or broken furniture (including damaged floor coverings etc.) and other office equipment must not be used. It must be labelled and reported to the team leader.
• Broken glass must never be placed directly into waste bins. It should first be placed into a box or wrapped in several layers of paper and labelled before being placed into the waste bin.

Code of Practice D.1.7: Provision and use of work equipment

All equipment supplied for use by the MPA will be suitable for its intended purpose and shall be maintained in good working order with records of maintenance, whether as part of a planned program or due to defectiveness, being kept.

Full and adequate information, instruction, training and supervision will be provided to staff before being required to work with new or unfamiliar equipment.

All equipment used within the MPA shall be serviced/maintained on an annual basis or at such time periods as specified by the manufactures. Faulty equipment must not be used and the fault notified to the Head of Unit. Such equipment must have a sign attached to it indicating that it is out of service.

Code of Practice D.1.7: Protective clothing

• Suitable protective clothing and equipment will be made available to all staff engaged in activities that represent a risk of personal injury, where such risk cannot be eliminated by any other means.
• Where specialist clothing or equipment is required, its type and specification shall be determined through an assessment procedure, and they will be compatible with each other.
• All staff should ensure that where provided, all such protective clothing and equipment is worn, used and stored correctly, in accordance with the manufacturer’s instructions, and that damage or loss is reported.

Code of Practice D.1.8: pregnant women

• Under regulation 18 of the Management of Health and Safety at Work Regulation (MHSWR) 1999, employers do not need to take action unless the expectant mother has notified the employer in writing that she is either pregnant, or has given birth within the previous 6 months, or is breastfeeding.
• Once it has been established that an employee is pregnant, a risk assessment for new and expectant mothers is to be carried out by the team leader.
• Where necessary, working conditions and hours of work must be changed.

Part D2: Unit Based Codes of Practice

(These pages are available to members only, on request.)

Part E: Accident procedures

Reporting

All accidents sustained at work, however minor, must be reported to the Head of Unit by the person(s) involved, whether or not personal injury is sustained. This includes all dangerous occurrences and near misses, whether or not injury or property to damage results. If an injury is sustained and the injured person cannot report it himself or herself, then it should be done by a colleague or by the injured person as soon as it is reasonably practicable.

Where an incident results in an injury being sustained, an entry must be made into the accident book FORM BI 510, which is kept in the Administration Unit.

If the injured person fails to resume work the day after an incident or attends hospital as a result of the incident, then the Head of Unit must complete an MPA Internal Accident Report Form and send a copy to the Head of Administration.

Should the injured person fail to return to work after three days as a result of the incident, the Head of Unit must complete form F2508 and send it to the enforcing authority: the Health and Safety Executive (Tel. 0845 300 9923, www.riddor.gov.uk). A copy of form F2508 should be sent to the Head of Administration. If the injuries sustained fall into one of the following categories then the Head of Administration must be informed immediately by telephone, fax or e-mail.

1. A fatality
2. Any fracture, other than one to the fingers, thumbs or toes.
3. Any amputation
4. Dislocation of the shoulder, hip, knee or spine
5. Loss of sight whether temporary or permanent
6. A chemical or hot metal burn or any penetrating injury to the eye.
7. Any injury resulting from an electric shock or electrical burn (including one caused by arcing or arcing products) which leads to unconsciousness, requiring resuscitation or admittance to hospital for more than 24 hours.
8. Any other injury leading to hypothermia, heat induced illness or unconsciousness, requiring resuscitation or admittance to hospital for more than 24 hours.
9. Loss of consciousness caused by asphyxia, exposure to a harmful substance or a biological agent.
10. Acute illness requiring medical treatment, or loss of consciousness, as a result of the absorption of any substance by inhalation, ingestion or through the skin
11. Acute illness requiring medical treatment where there is reason to believe that this is the result of exposure to biological agents, their toxins or infected materials.

The following incidents, whether injury is sustained or not, must also be reported immediately to the enforcing authority (HSE), Corporate Health & Safety Services and the Head of Administration.

12. A person falling from a height of 1.8M or above.
13. The collapse of any part of a scaffold, ladder, steps, lift, or hoist.
14. Any incident involving a boiler, highly flammable liquid or a compressed gas cylinder.
15. Any incident involving a live electrical supply cable.

Items a) to o) are all reportable immediately to the enforcing authority. When reporting such incidents to the enforcing authority and the Head of Administration as much detail as possible should be given.

Accidents to persons other than staff, e.g. contractors, members of the public, etc. caused by works being undertaken, or whilst on premises controlled by the MPA, must also be reported to the Head of Administration as soon as possible.

Incidents involving members of the public, where it is known that they are taken to hospital, must also be reported to the enforcing authority and the Head of Administration, whenever such an incident is related to MPA premises or as a result of an activity undertaken by an MPA employee.

Investigation

Every effort must be made by the Head of Unit to determine the cause of all accidents or incidents involving a member of their staff whilst at work and, when necessary, in conjunction with the Head of Administration, to rectify such matters.

Where the accident is of a more serious nature, i.e. (Items a – p above) the Head of Unit shall immediately inform MPS Health and Safety Branch and the Head of Administration who will undertake a formal investigation of the incident. The formal investigation will conclude with a report, identifying the contributory causes and recommended corrective actions, being prepared for the Clerk.

Immediately after the incident

• Go to the scene and ensure the welfare of the victim.
• Ensure the victim gets prompt medical attention.
• Check no danger remains and ensure the scene is made safe.
• If safe to do so, preserve the scene.
• Inspect the scene to assess the degree of investigation required.
• Make sketches, take measurements and photographs, retain equipment, and obtain as much evidence as possible.

If the incident is so serious that it requires hospital treatment or is reportable to the Health & Safety Executive (HSE) as per the Reporting of Injuries, Diseases or Dangerous Occurrences Regulations 1995 (RIDDOR) -

• Report incident to the HSE, if appropriate.
• Contact the Head of Administration
• Notify the appropriate line manager.
• Notify the local trade union / staff representative, if known.

Investigating the accident

• Conduct the Accident Investigation using form BI510 and the Accident Investigation Checklist attached.
• Discover the details of the injured person.
• Details of the injury, damage or loss
• What was the worst that could have happened? Could it happen again?
• What happened? Where? When? Why? What was the direct cause?
• What was the underlying cause?
• What was meant to have happened and what were the plans? How were people organised?
• Could inspection have picked up the problem earlier?
• Had it happened before? If so, why weren’t the lessons learnt?
• Make recommendations to prevent re-occurrence allocating actions to work areas and named individuals.

NB. Most accidents have more than one cause so do not be too quick to blame the failings of an individual. Try to be objective and deal with the root causes.

Following up the investigation

• Ensure recommendations are allocated for action, recording the date, time, the time limit and completion of action, attaching any correspondence relating to the incident to the Accident / Dangerous Occurrence Investigation book BII50 or Form F2508.
• The original entry and a copy of the Accident / Dangerous Occurrence Investigation form must be filed in the local accident binder and retained by the Head of Administration for 3 years.

Accident checklist (working environment)

At the place of the accident / incident what was the state of:

• Lighting?
• Temperature / Humidity?
• Noise?
• Dust and fumes?
• Workplace layout?
• The flooring?
• General tidiness?

Machinery and equipment

• What was the condition of any machinery, plant or equipment in use at the accident site?
• Were machines properly guarded?
• Were safety devices, cut-out switches and stop controls adequate?
• Were safe working systems in use? These could include isolating machinery for activities such as setting and adjustment and using permits-to-work systems for maintenance activities.
• Were all plant and equipment maintained to standard?
• What do maintenance reports reveal about the state of any equipment?

Substances and materials

• Were any hazardous substances in use at the accident site?
• Had these been assessed under the Control of Substances Hazardous to Health Regulations (COSHH) and were adequate control measures implemented?
• Were heavy or awkward loads likely to cause injury whilst being handled? If so, had a manual handling assessment been carried out and training given?
• Could the handling of loads have been avoided, e.g. by using mechanical devices or lifting aids?

Protective clothing and equipment

• Should protective clothing or equipment have been provided? If so, was it?
• Had the injured person been properly trained in the use of any necessary protective clothing or equipment?
• If protective clothing was issued, was it suitable for the individual and the task and was it properly maintained?
• Did protective clothing contribute to the accident or hamper communications in any way?

The individual

• Were they trained to carry out the task and performing it in a safe manner?
• Was the injured person tired / fatigued, what time did the incident occur, how long had they been working for, had they had sufficient rest periods?
• Had the injured person any previous medical condition or injury that may have contributed to the accident / incident?
• If so were they taking medication, or any other substances, that could have affected them or contributed to the accident / incident?
• Was their vision impaired in any way?
• Was the injured person stressed? If so how? Is it as a result of work or is it possible external factors effecting their judgment or ability to perform work processes safely and effectively?
• Was the person hurrying the work process or taking shortcuts ignoring set safety procedures?
• Was the injured person wearing issued protective clothing, if job requires? If not, why?

Other persons

• Were other persons involved in the accident in any way? If so, how were they involved?
• Were there any witnesses to the accident?
• Can the witness provide you with useful evidence?

Legal standards

• At the time of the accident, were there any clear or possible breaches of legal standards? If so, list them.

Training, job experience and supervision

• How long had the injured person being doing the job?
• What safety training had the person received? Was it effective?
• What supervision was there?
• What safety training had the supervisor received?

Was information provided on

• Safe Use of Plant and Equipment?
• Safe Handling of Materials?
• Hazardous Substances?

Risk assessments

• Had management carried out risk assessments?
• Did it identify the risks likely to occur in the task or process involved in the accident?
• Were adequate control measures implemented to control the risk?
• Were all persons informed about the risks and control measures and given adequate training?

Other incidents

• Are there records of other accidents or dangerous occurrences in the same work area or job?
• If so, are there any common factors that could link them?
• Is there any evidence of previous unsafe practices being undertaken?
• Had there been any management actions taken as a result of previous incidents?

Levels of investigation

• Team leader
• Personnel manager
• Local trade union or staff representative
• MPA Health & Safety Liaison Officer
• Health & Safety Executive

The advice of MPS Health and Safety Branch and the Head of Administration is available at any stage of the procedure.

Part F: Contractors

In respect of work contractually undertaken with the MPA, every contractor will have full responsibility for complying with the relevant provisions of the Health & Safety at Work etc Act 1974 and associated legislation and regulations, as well as the MPA health and safety policy, plan and associated Codes of Practice.

The Head of Administration shall required every contractor to nominate, in writing, a representative who will be responsible for ensuring compliance with such rules and procedures. This nominated person will be held accountable for breaches of statutory requirements, with respect to their working methods and / or the behaviour of staff in their employment. Before any contractor is engaged, they will be required to submit their full Health & Safety Policy, Safety History, Method Statement, Risk Assessments, Safe Systems of Work and any other documentation relevant to statutory Health & Safety requirements.

The compatibility of the contractor’s policy and associated documents with that of the MPA will be scrutinised by the Head of Administration prior to any work commencing. It is also the responsibility of the Head of Administration to ensure the work of all contractors is compatible, co-ordinated and communicated to each party to avoid conflict.

Part G: Emergency procedures

(These pages are available to members only, on request.)

Part H: First aid, welfare and training

First aid

First Aid boxes are located at suitable and readily accessible points (where exactly?). All first aid officers (who are?) will have their own boxes. It shall be the responsibility of the Head of Administration to ensure that the contents of each box are maintained.

First aid boxes contain:

• Guidance card
• Individually wrapped sterile adhesive dressings
• Sterile eye pads with attachment
• Triangular bandages
• Sterile coverings for serious wounds (where applicable)
• Safety pins
• Medium size sterile un medicated dressings
• Large sterile un medicated dressings
• Extra large sterile unmedicated dressings

Welfare

• Suitably equipped toilets, wash basins, eating facilities and coat stands, complying with the requirements of the Work Place Health, Safety and Welfare Regulations 1992, will be provided for staff. The MPA currently provides free tea and coffee to staff. Vending machines and rest / first aid rooms are also available. Occupational health services are also available to MPA staff from the MPS, including nurses, advisors, welfare counsellors, physiotherapists and doctors.

Training

• Adequate arrangements and procedures exist to ensure that all levels of staff receive health and safety training that will enable them to carry out their responsibilities and work in a safe and efficient manner.
• Before being asked to carry out new/unfamiliar tasks or operations, or being required to use new equipment, training will be given.
• The identification of health and safety training needs will be undertaken by the Head of Unit in conjunction with the Head of Administration, including such training requirements identified in specific H&S legislation.
• All new staff will, on starting with the MPA, receive induction training into the general health and safety arrangements that exist within their area of work. Such training will be undertaken by the Head of Administration.

Part I: Violence towards staff

All of the following may be classed as an act of violence towards a member of staff. They will not be tolerated and disciplinary action will ensue.

• Physical abuse
• Verbal abuse
• Threatening behaviour
• Aggressive attitude
• Sexual, racial or other forms of harassment
• Vandalism of either personal or MPA property by a member, a colleague or a member of the public.

Should such incident occur the member of staff affected must report the matter to their Head of Unit as soon as possible.

The Head of Unit must

• Arrange for any medical needs that the individual may have. This may include anything from simple first aid to attending hospital.
• In consultation with the victim, decide if it is necessary to inform the police of the incident. If it is necessary to attend the police station, ensure that the individual is accompanied, either by the manager or a work colleague.
• Arrange for the incident to be fully reported to HR.

Part J: Visitors

• The MPA accepts, so far as is reasonably practicable, its responsibilities for the health, safety and welfare of all visitors to any and all premises under the control of the MPA. The induction of visitors to MPA premises will be dictated by whether it is intended they be escorted or not.
• Unless fully inducted to the MPA Health and Safety Policy, with knowledge of the building, its emergency evacuation procedures and incident reporting system, all other visitors, including contractors, will be escorted.
• They remain the responsibility of the member of staff dealing with their attendance.

Young persons in the workplace

With regards to young persons (under 18 years) either in the workplace or under the direct responsibility of the MPA, the Authority has a 'duty of care' for their health, safety and welfare. Under r19 of the Management of Health and Safety at Work Regulations 1999, every employer shall ensure that young persons employed by him are protected from any risks to their health or safety which are a consequence of their lack of experience, or absence of awareness of existing or potential risks or the fact that the young persons have not yet fully matured. Thus, any young person in our employment should have specific risk assessments conducted, with the particular needs and characteristics of young people being borne in mind. The parent, guardian or responsible adult (e.g. head teacher for work experience) must be aware of the content.

1. As a result team leaders are required to:
   • Be aware that persons under 18 years of age are classified as vulnerable persons.
   • Be aware that legislation requires 'loco parentis' to take legal responsibility for vulnerable persons whilst in your care.
   • Assess risks to young persons, under 18 years of age, before they start work or perform a specific activity.
   • Take into account their limited experience, lack of awareness of existing or potential risks, and immaturity.
   • Address specific factors in the risk assessment.
   • Provide information to parents of school-age children about the risks and control measures that are to be introduced.
   • Take account of the risk assessment in determining whether the young person should be prohibited from certain work or specific activities, except
     • where they are over minimum school leaving age (msla) and it is necessary for their training
     • where the risks have been reduced so far as is reasonably practicable,
     • where suitable supervision is provided by a competent person.
2. Team leaders must also take into account the following factors:
   • The fitting-out and layout of the planned activity, workplace or workstation
   • The nature, degree and duration of exposure to any physical, biological and chemical agents
   • The form, range and use of work or activity equipment and the way in which it is handled
   • The organisation of processes and activities
   • The extent of health and safety training provided, or to be provided to the young people concerned
   • Risks from agents, processes and work listed in the annex to the Health and Safety (Young Persons) Regulations 1997.
   • This is not an exhaustive list and other risks should be identified and considered according to the individual case.
3. The outcome of the risk assessment and the extent of the control measures introduced will determine whether significant risk or harm to the young person remains.
4. If significant risk remains despite best efforts to do what is reasonably practicable to control harmful exposure to substances at work, or significant risks to young persons undertaking particular work or activities, then the young person must NOT be allowed to undertake the activity or work practice.
5. Where an MPA or multi-agency activity in respect of youth diversion is planned, confirmation of who would have the primary “duty of care” must be clarified, recorded and communicated to all parties concerned.
6. The risk assessment form is aimed at gaining information from the parent, guardian or responsible adult and providing feedback to them as required in section 2 above, and to effectively consider risks and introduce control measures as required by paragraphs 3 to 5 above.
7. The form should be issued to the young persons with other application forms on recruitment or distributed by the HR Unit when organising work experience.
   • Once the risk assessment form is returned by the parent, guardian or responsible adult, it should be forwarded to be completed by the team leader in the relevant work area or the team leader responsible for the specific planned activity.
   • Two copies should be returned to HR, one for inclusion in the personnel files and one for dispatch to the parent, guardian or responsible adult.
   • With regards to work experience or an MPA or multi-agency activity in respect of youth diversion, a general file should be opened for that event and all assessments should be held within this. Once the event is finished, this file should be forwarded to the Head of Administration.
   • Finally, the young person must be made aware of the content of the risk assessment, as must the person who will supervise their activity.

Summary of assessment

Ref:
Date:

Young person:
Home address:
Parent/Guardian/Responsible Adult*:
Telephone no: Work Area:
Line Manager:
Supervisor:
Location:
Telephone no:

Type of work or activity

Permanent / Work Experience / Special Initiative i.e. Youth Diversion “Away Day Activity”, Bring your child to work day, visiting Youth groups to MPS buildings etc.

Section A - To be completed by Parent, Guardian or Responsible Adult

Q1. Does the Young Person have any special needs? Yes/No

Q2. Are there any other considerations that need to be addressed? Yes/No

If “Yes”, please complete section C. If ‘No’, sign below.

Signature……………………………
Name (print)………………………………
Date …………………………………

Section B – To be completed by the Employer (Team Leader, etc).

Q1. Are there any areas to which access is restricted? Yes/No

Q2. Is there any task, process or machinery, which is restricted? Yes/No

Q3. Are there any special considerations under The Control of Substances Hazardous to Health Regulations 1999? Yes/No

If you have answered 'Yes' to any of the above, please complete section D. If “No”, sign the declaration below.

Declaration of Team Leader 'Loco Parentis' taking legal responsibility for Young Person: -

I am aware that I have a responsibility to assess and reduce the risks associated with the work or activity that will be undertaken by:

…………………………………………………………………………
(Name of Young Person)

I am satisfied that the risks have been identified and that suitable and sufficient risk control measures have been implemented and that:

…………………………………………………………………………

will supervise all work or activities undertaken by the Young Person at all times.

Name:………………………………
Signature:………………………………
Date:………………

Once completed a copy must be sent to The Parent, Guardian or a Responsible Adult (Head Teacher for Work Experience).

• Questions to be considered: If the questions below need consideration tick the 'Yes' column and consider the risks and actions required to eliminate, remove, isolate or control these risks.
• Risk rating: High, Medium or Low
• Action required

Section C - To be completed by the Parent, Guardian or Responsible Adult

Section D - To be completed by Team Leader “Loco Parentis” taking legal responsibility for Young Person

Appendix A: Schedule of postholder actions

Lead by example and promote H&S culture.

Clerk

H&S policy and plan to be reviewed annually.

Clerk

Require all employees and contractors to co-operate.

Clerk

Ensure that there is an annual health & safety plan.

Clerk

Set health and safety priorities

Clerk

Advise the Authority with regard to the financial and other implications of compliance.

Clerk

Provide and maintain equipment and systems of work that are safe and without risk to health.

Clerk

Make arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances.

Clerk

Provide such information, instruction, training and supervision as is necessary to ensure the health and safety at work of employees.

Clerk

Maintain buildings under MPA control in a condition that is safe and without risks to health and to provide and maintain means of access to and egress from it that are safe and without such risks.

Clerk

Provide and maintain a working environment for employees that is safe and without risks to health and is adequate as regards facilities and arrangements for their welfare at work.

Clerk

Provide such protective equipment as is necessary for the health and safety at work of employees.

Clerk

Encourage staff to set high standards of health and safety by personal example, in order that all employees should adopt an attitude of mind which accepts good health and safety practice as normal.

Clerk

Monitor the effectiveness of health and safety provisions in consultation with the appointed trade union safety Representatives, if any.

Clerk

Set health & safety priorities and the measures appropriate to monitor them

Clerk

Require all managers to set in place robust measures to ensure continuous observance of the health & safety standards and procedures.

Clerk

Consider and, if necessary, act upon any interim representations made or advice given.

Clerk

Promote and maintain effective working relations between the Authority and the statutory enforcing authorities.

Clerk

Ensure that there is a policy of open communication and consultation on health & safety issues.

Clerk

Ensure that adequate resources are allocated to meet both present and future health & safety requirements.

Clerk

Keep the health & safety policy under regular review and to duly publish any amendments.

Clerk

Ensure appropriate contractors from H&S perspective before awarding contracts.

Clerk

Employ Internal Audit to review the system, operation and performance of H&S in the MPA.

Clerk

Chair the Health and Safety Committee, which encompasses representatives from all Units, including the local safety representatives. Meetings will be not less than quarterly.

Deputy Clerk

Agree safe systems of work and monitoring of building contractors.

Deputy Clerk

Manage the high level oversight of health & safety and ensure that the MPA complies with all relevant legislative and statutory requirements.

Deputy Clerk

Ensure that the Head of Administration is properly trained so as to be able to discharge day-to-day responsibilities.

Deputy Clerk

Ensure that the structure for the management of health & safety is embedded within the Authority.

Deputy Clerk

Consult staff / stakeholders on H&S policy and plan.

Deputy Clerk

Oversee implementation of the policy and plan.

Deputy Clerk

Annual review of H&S policy and report to Corporate Governance on plan performance.

Deputy Clerk

Monitor H&S performance.

Deputy Clerk

Ensure effective communication, consultation and implementation on health & safety matters.

Deputy Clerk

Ensure that the Head of Administration receives proper training.

Deputy Clerk

Ensure risk assessments and control measures are undertaken.

Deputy Clerk

Present to SMT on a monthly basis relevant information on all health & safety pro-active and reactive indicators, including near misses, accident and ill-health statistics.

Deputy Clerk

Ensure risk assessments are reviewed at regular intervals.

Deputy Clerk

Initiate an investigation into any incident.

Deputy Clerk

Include health and safety matters within the formal MPA staff communication model.

Deputy Clerk

Ensure that all employees within the area are informed of any serious and imminent danger.

Deputy Clerk

Ensure that all employees are fully conversant with emergency procedures.

Deputy Clerk

Lead on external communication.

Deputy Clerk

Mainstream the health and safety management system into MPA.

SMT

Setting of objectives, improvements, targets and performance monitoring

SMT

On a monthly basis, review health & safety performance, using all relevant performance indicators, including accident, incident and near miss records, inspections and audit recommendations.

SMT

Consider and help formulate both the health & safety policy and plan

SMT

Ensure that each Head of Unit identifies any unit based health & safety objectives.

SMT

Consult the Head of Administration before making a final decision about any matter with health & safety implications.

SMT

Be responsible for the implementation of the health & safety policy and plan throughout their span of command.

SMT

Ensure Heads of Units are trained in health & safety.

SMT

Ensure Heads of Units identify, draw up and contribute issues for inclusion in the health & safety plan.

SMT

Ensure Heads of Units allocate duties and responsibilities for health & safety matters.

SMT

Ensure corporate and Unit based risk assessments are developed and implemented.

SMT

Ensure safe systems of work are in place and regular workplace inspections are undertaken.

SMT

Demonstrate visible active leadership for health & safety.

SMT

Review health & safety performance on a monthly basis.

SMT

Ensure that accredited safety representatives are given all necessary assistance.

SMT

Ensure health & safety awareness training and attendance for all employees.

SMT

Proactively demonstrate visible active leadership for health & safety.

SMT

Implement the health & safety policy.

Head of Administration

Draft and maintain an annual health & safety plan.

Head of Administration

Devise and conduct a comprehensive health and safety inspection programme

Head of Administration

Receive, co ordinate and disseminate information from MPS Health and Safety Branch and other authoritative bodies.

Head of Administration

Conduct regular fire risk assessments and ensure that arrangements are in place for safe evacuation.

Head of Administration

Ensure all employees, contractors and visitors are aware of the fire and evacuation arrangements.

Head of Administration

Ensure regular fire drills.

Head of Administration

Liaise with other building occupiers to ensure sufficient numbers of fire marshals are appointed.

Head of Administration

Conduct and produce annual Health & Safety Assurance Certificate.

Head of Administration

Produce relevant data on MPA health & safety performance to the Deputy Clerk.

Head of Administration

Undertake an annual audit of health and safety.

Head of Administration

Make suitable arrangements for First Aid.

Head of Administration

Make the annual health & safety plan available in hard copy to all Units and through the intranet.

Head of Administration

Ensure all corporate activity is risk assessed and control measures implemented.

Head of Administration

Ensure that buildings comply with fire safety legislation and contractors are managed.

Head of Administration

Make arrangements for and ensure that portable fire fighting equipment.

Head of Administration

Assist Heads of Units with risk assessments and control measures.

Head of Administration

Incorporate unit based health & safety initiatives into the health & safety plan.

Head of Administration

Ensure the maintenance, and safe condition of all communal areas of the building.

Head of Administration

Establish and maintain suitable security measures within the building.

Head of Administration

Exchange information between multi occupancy tenants of the premises with regard to the meeting of their statutory obligations.

Head of Administration

Engage in effective communication with other health & safety liaison officers in the building/premises on matters of health and safety.

Head of Administration

Display and maintain all statutory posters/notifications.

Head of Administration

Arrange for statutory tests and examinations of lifts, gas fittings and appliances and the maintenance of records.

Head of Administration

Manage and supervise the work of contractors on MPA premises.

Head of Administration

Manage the corporate accident reporting system and communicate relevant information to the Deputy Clerk.

Head of Administration

Induct all new employees and contractors in relation to all corporate health & safety procedures.

Head of Administration

Advise the Deputy Clerk on health & safety performance.

Head of Administration

Champion health & safety within the Authority.

Head of Administration

Issue personal protective equipment as identified by risk assessments.

Head of Administration

Review H&S training and ensure that all staff are trained in H&S as appropriate to their role and responsibilities.

Head of HR

H&S in relation to sickness reporting.

Head of HR

Ensure policies appropriate to the work / life balance.

Head of HR

Include in all job descriptions clear statements of the post holder’s health and safety.

Head of HR

Include health and safety standards in the Personal Development Review of all staff.

Head of HR

Implementation of the health and safety policy/plan in their Unit.

Heads of Unit

Promote and provide clear leadership and commitment to health & safety.

Heads of Unit

Implement H&S within their own area of responsibility.

Heads of Unit

Consult with safety representatives in regard to risk assessments, new systems of work.

Heads of Unit

Conduct Unit based risk assessments and develop preventative measures.

Heads of Unit

Ensure that the implementation of the health & safety policy is filtered down the managerial line.

Heads of Unit

Induct all new employees in relation to all Unit based health & safety procedures.

Heads of Unit

Ensure their staff are aware of potential hazards that may be associated with their work and all the necessary precautions that would be required.

Heads of Unit

Ensure that all staff adopt and apply all the measures and safe systems of work emanating from the corporate risks assessments.

Heads of Unit

Ensure that all staff they are responsible for, comply with the relevant sections of the health & safety policy and plan.

Heads of Unit

Manage those areas for which they are responsible so they deliver health & safety

Heads of Unit

Conduct inspections of the work areas for which they have responsibility.

Heads of Unit

Take overall responsibility for the implementation of the health & safety policy and plan within their Unit.

Heads of Unit

Implement the MPA Health & Safety policy and plan.

Heads of UnitHeads of Unit

Provide clear leadership in the realm of health & safety.

Heads of Unit

Discover, understand and appreciate the hazards and risks encountered by their staff.

Heads of Unit

Consider the consequences of decisions on the health & safety of staff.

Heads of Unit

Ensure that the office space they accommodate is kept safe.

Heads of Unit

Attend the health & safety induction process and receive training.

All staff

Be competent to perform the role required of them.

All staff

Make any request for the assistance of the MPS H & S Branch to the Head of Administration.

All staff

Read the health & safety policy and plan, and certify their personal file to that effect.

All staff

Co-operate in risk assessments and safety procedures.

All staff

Comply with the fire evacuation plan.

All staff

Take reasonable care for their own health and safety.

All staff

Take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions.

All staff

Work in accordance with information and training provided and where necessary request further guidance.

All staff

Refrain from intentionally misusing or recklessly interfering with anything that has been provided for health and safety reasons.

All staff

Report any hazardous defects in plant and equipment or shortcomings in the existing safety arrangements to a responsible person without delay.

All staff

Not undertake any task that presents danger and for which authorisation and/or training has not been given.

All staff

Comply with their individual duties and generally cooperate so as to enable the employer to carry out their health and safety duties towards them.

All staff

Adhere to the MPA smoking at work policy.

All staff

Not misuse alcohol or drugs in the workplace.

All staff

Not use unapproved electrical equipment.

All staff

Make sure that all visitors are made fully aware of all arrangements for security, health and safety that apply to them including emergency procedures.

All staff

Take all reasonable steps to prevent visitors, including trespassers, from becoming exposed to hazards.

All staff

Monitor the activities of contractors employed by the MPA.

All staff

Advise their Head of Unit of any instance which prevents them from carrying out their responsibilities concerned with the health and safety policy or plan.

All staff

Not interfere with or misuse any equipment provided in the interests of health and safety.

All staff

Keep informed of this policy document, the health and safety plan, their personal responsibilities and the Codes of Practice.

All staff

Observe all safety procedures as they affect the work they are undertaking.

All staff

Wear such safety clothing and use such safety equipment as required, or as is necessary for the work being undertaken.

All staff

Report to the Head of Administration any accident, near miss or dangerous situation whether personal injury is caused or not.

All staff

Appendix B: Schedule of actions by impact

Instilling an H&S culture

Lead by example and promote H&S culture.

Clerk

Provide such information, instruction, training and supervision as is necessary to ensure the health and safety at work of employees.

Clerk

Encourage staff to set high standards of health and safety by personal example, in order that all employees should adopt an attitude of mind which accepts good health and safety practice as normal.

Clerk

Require all managers to set in place robust measures to ensure continuous observance of the health & safety standards and procedures.

Clerk

Require all employees and contractors to co-operate.

Clerk

Promote and maintain effective working relations between the Authority and the statutory enforcing authorities.

Clerk

Ensure that there is a policy of open communication and consultation on health & safety issues.

Clerk

Mainstream the health and safety management system into MPA.

SMT

Consult staff / stakeholders on H&S policy and plan.

Deputy Clerk

Ensure effective communication, consultation and implementation on health & safety matters.

Deputy Clerk

Include health and safety matters within the formal MPA staff communication model.

Deputy Clerk

Demonstrate visible active leadership for health & safety.

SMT

Champion health & safety within the Authority.

Head of Administration

Promote and provide clear leadership and commitment to health & safety.

Heads of Unit

Arranging health and safety

Ensure that there is an annual health & safety plan.

Clerk

Review H&S policy and plan annually.

Clerk

Set health & safety priorities and the measures appropriate to monitor them

Clerk

Ensure that adequate resources are allocated to meet both present and future health & safety requirements.

Clerk

Keep the health & safety policy under regular review and to duly publish any amendments.

Clerk

Advise the Authority with regard to the financial and other implications of compliance.

Clerk

Manage the high level oversight of health & safety and ensure that the MPA complies with all relevant legislative and statutory requirements.

Deputy Clerk

Ensure that the structure for the management of health & safety is embedded within the Authority.

Deputy Clerk

Ensure that the Head of Administration is properly trained so as to be able to discharge day-to-day responsibilities.

Deputy Clerk

Ensure risk assessments are reviewed at regular intervals.

Deputy Clerk

Ensure risk assessments and control measures are undertaken.

Deputy Clerk

Consider and help formulate both the health & safety policy and plan

SMT

Ensure that accredited safety representatives are given all necessary assistance.

SMT

Ensure health & safety awareness training and attendance for all employees.

SMT

Implement the health & safety policy

Head of Administration

Draft and maintain an annual health & safety plan.

Head of Administration

Review H&S training and ensure that all staff are trained in H&S as appropriate to their role and responsibilities.

Head of HR

H&S in relation to sickness reporting.

Head of HR

Ensure policies appropriate to the work / life balance.

Head of HR

Include in all job descriptions clear statements of the post holder’s health and safety.

Head of HR

Include health and safety standards in the Personal Development Review of all staff.

Head of HR

Consult with safety representatives in regard to risk assessments, new systems of work.

Heads of Unit

Conduct Unit based risk assessments and develop preventative measures

Heads of Unit

Ensure that the implementation of the health & safety policy is filtered down the managerial line.

Heads of Unit

Induct all new employees in relation to all Unit based health & safety procedures.

Heads of Unit

Ensure their staff are aware of potential hazards that may be associated with their work and all the necessary precautions that would be required.

Heads of Unit

Discover, understand and appreciate the hazards and risks encountered by their staff.

Heads of Unit

Consider the consequences of decisions on the health & safety of staff.

Heads of Unit

Delivering health and safety

Provide and maintain equipment and systems of work that are safe and without risk to health.

Clerk

Make arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances.

Clerk

Maintain buildings under MPA control in a condition that is safe and without risks to health and to provide and maintain means of access to and egress from it that are safe and without such risks.

Clerk

Provide and maintain a working environment for employees that is safe and without risks to health and is adequate as regards facilities and arrangements for their welfare at work.

Clerk

Ensure appropriate contractors from H&S perspective before awarding contracts.

Clerk

Provide such protective equipment as is necessary for the health and safety at work of employees.

Clerk

Agree safe systems of work and monitoring of building contractors.

Deputy Clerk

Oversee implementation of the policy and plan.

Deputy Clerk

Ensure that all employees within the area are informed of any serious and imminent danger.

Deputy Clerk

Ensure that all employees are fully conversant with emergency procedures.

Deputy Clerk

Ensure that each Head of Unit identifies any unit based health & safety objectives.

SMT

Consult the Head of Administration before making a final decision about any matter with health & safety implications.

SMT

Be responsible for the implementation of the health & safety policy and plan throughout their span of command.

SMT

Ensure Heads of Units are trained in health & safety.

SMT

Ensure Heads of Units identify, draw up and contribute issues for inclusion in the health & safety plan.

SMT

Ensure Heads of Units allocate duties and responsibilities for health & safety matters.

SMT

Ensure corporate and Unit based risk assessments are developed and implemented.

SMT

Ensure safe systems of work are in place and regular workplace inspections are undertaken.

SMT

Devise and conduct a comprehensive health and safety inspection programme

Head of Administration

Receive, co ordinate and disseminate information from MPS Health and Safety Branch and other authoritative bodies.

Head of Administration

Conduct regular fire risk assessments and ensure that arrangements are in place for safe evacuation.

Head of Administration

Ensure all employees, contractors and visitors are aware of the fire and evacuation arrangements.

Head of Administration

Ensure regular fire drills.

Head of Administration

Liaise with other building occupiers to ensure sufficient numbers of fire marshals are appointed.

Head of Administration

Conduct and produce annual Health & Safety Assurance Certificate.

Head of Administration

Produce relevant data on MPA health & safety performance to the Deputy Clerk.

Head of Administration

Undertake an annual audit of health and safety.

Head of Administration

Make suitable arrangements for First Aid.

Head of Administration

Make the annual health & safety plan available in hard copy to all Units and through the intranet.

Head of Administration

Ensure all corporate activity is risk assessed and control measures implemented.

Head of Administration

Ensure that buildings comply with fire safety legislation and contractors are managed.

Head of Administration

Make arrangements for and ensure that portable fire fighting equipment.

Head of Administration

Assist Heads of Units with risk assessments and control measures.

Head of Administration

Incorporate unit based health & safety initiatives into the health & safety plan.

Head of Administration

Ensure the maintenance, and safe condition of all communal areas of the building.

Head of Administration

Establish and maintain suitable security measures within the building.

Head of Administration

Exchange information between multi occupancy tenants of the premises with regard to the meeting of their statutory obligations.

Head of Administration

Engage in effective communication with other health & safety liaison officers in the building/premises on matters of health and safety.

Head of Administration

Display and maintain all statutory posters/notifications

Head of Administration

Arrange for statutory tests and examinations of lifts, gas fittings and appliances and the maintenance of records.

Head of Administration

Manage and supervise the work of contractors on MPA premises.

Head of Administration

Manage the corporate accident reporting system and communicate relevant information to the Deputy Clerk.

Head of Administration

Induct all new employees and contractors in relation to all corporate health & safety procedures.

Head of Administration

Advise the Deputy Clerk on health & safety performance.

Head of Administration

Issue personal protective equipment as identified by risk assessments.

Head of Administration

Implementation of the health and safety policy/plan in their Unit.

Heads of Unit

Ensure that all staff adopt and apply all the measures and safe systems of work emanating from the corporate risks assessments.

Heads of Unit

Ensure that all staff understand that they are responsible, for complying with the relevant sections of the health & safety policy and plan.

Heads of Unit

Manage those areas for which they are responsible so they deliver health & safety

Heads of Unit

Conduct inspections of the work areas for which they have responsibility.

Heads of Unit

Take overall responsibility for the implementation of the health & safety policy and plan within their Unit.

Heads of Unit

Implement the MPA Health & Safety policy and plan.

Heads of Unit

Ensure that the office space they accommodate is kept safe.

Heads of Unit

Attend the health & safety induction process and receive training.

All staff

Be competent to perform the role required of them.

All staff

Make any request for the assistance of the MPS Health & safety Branch to the Head of Administration.

All staff

Read the health & safety policy and plan, and certify their personal file to that effect.

All staff

Co-operate in risk assessments and safety procedures.

All staff

Comply with the fire evacuation plan.

All staff

Take reasonable care for their own health and safety.

All staff

Take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions.

All staff

Work in accordance with information and training provided and where necessary request further guidance.

All staff

Refrain from intentionally misusing or recklessly interfering with anything that has been provided for health and safety reasons.

All staff

Report any hazardous defects in plant and equipment or shortcomings in the existing safety arrangements to a responsible person without delay.

All staff

Not undertake any task that presents danger and for which authorisation and/or training has not been given.

All staff

Comply with their individual duties and generally cooperate so as to enable the employer to carry out their health and safety duties towards them.

All staff

Adhere to the MPA smoking at work policy.

All staff

Not misuse alcohol or drugs in the workplace.

All staff

Not use unapproved electrical equipment.

All staff

Make sure that all visitors are made fully aware of all arrangements for security, health and safety that apply to them including emergency procedures.

All staff

Take all reasonable steps to prevent visitors, including trespassers, from becoming exposed to hazards.

All staff

Monitor the activities of contractors employed by the MPA.

All staff

Advise their Head of Unit of any instance which prevents them from carrying out their responsibilities concerned with the health and safety policy or plan.

All staff

Not interfere with or misuse any equipment provided in the interests of health and safety.

All staff

Keep informed of this policy document, the health and safety plan, their personal responsibilities and the Codes of Practice.

All staff

Observe all safety procedures as they affect the work they are undertaking.

All staff

Wear such safety clothing and use such safety equipment as required, or as is necessary for the work being undertaken.

All staff

Report to the Head of Administration any accident, near miss or dangerous situation whether personal injury is caused or not.

All staff

Ensuring health and safety

Monitor the effectiveness of health and safety provisions in consultation with the appointed trade union safety Representatives, if any.

Clerk

Consider and, if necessary, act upon any interim representations made or advice given.

Clerk

Employ Internal Audit to review the system, operation and performance of H&S in the MPA.

Clerk

Chair the Health and Safety Committee, which encompasses representatives from all Units, including the local safety representatives. Meetings will be not less than quarterly.

Deputy Clerk

Annual review of H&S policy and report to Corporate Governance on plan performance.

Deputy Clerk

Monitor H&S performance.

Deputy Clerk

Present to SMT on a monthly basis relevant information on all health & safety pro-active and reactive indicators, including near misses, accident and ill-health statistics.

Deputy Clerk

Initiate an investigation into any incident.

Deputy Clerk

Lead on external communication.

Deputy Clerk

Setting of objectives, improvements, targets and performance monitoring.

SMT

On a monthly basis, review health & safety performance, using all relevant performance indicators, including accident, incident and near miss records, inspections and audit recommendations.

SMT

Review health & safety performance on a monthly basis.

SMT

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