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Updated 2nd January 2024
Version 7.0
Key
CDG Concurrent Design Group
STATEMENT OF INTENT
A declaration of our intent to provide and maintain, so far as is reasonably practicable, a safe and healthy working environment and to enlist the support of our employees in achieving these goals.
CDG requires all Directors, Managers, Employees and people with whom we do business to secure a high standard of health and safety at work and show proper personal concern for their own and others safety, the safety of equipment, by exercising due care and attention and observing authorised methods of working and codes of practice, including those inherent in their professional or trade training.
All applicable health and safety standards and requirements established, under statute law or associated approved codes of practice will be met and adhered to, but the absence of statutory standards or requirements will not be regarded as grounds for failing to promote a desirable “best practice” standard.
CDG for its part will provide professional services, including a Health & Safety Advisory Service and will seek to ensure that:
General Policies for Health and Safety and Fire Safety Policy
HEALTH & SAFETY GENERAL POLICY STATEMENT
At CDG we recognise our duties under health and safety legislation and associated regulations. Our intention is to meet the requirements of this legislation. We aim to provide and maintain a safe and healthy working environment for our employees and to provide a safe and healthy environment for staff and visitors.
Staff are informed of their responsibilities to ensure they take all reasonable precautions, to ensure the safety, health and welfare of anyone likely to be affected by the operation of our business. We recognise our duty to regularly assess the hazards and risks created in the course of our business.
We also recognise our duty, so far as is reasonably practicable:
We recognise that we have a duty to co-operate and work with other employers and their employees, when their employees come onto our premises or sites to do work for us, to ensure the health and safety of everyone at work.
To help achieve our objectives and ensure our employees recognise their duties under health and safety legislation whilst at work, we will also inform them of their duty to take reasonable care for themselves and for others who might be affected by their activities. We achieve this by explaining their responsibilities and setting out our health and safety rules in the employee safety information which is made available to every worker employed by us. We have allocated responsibilities and detailed arrangements to support this policy.
Responsibilities
Everyone involved in the management of our business has their duties and responsibilities clearly defined. This is to ensure our Health and Safety General Policy is properly taken into account when designing and implementing systems and procedures. Whilst the Director & Company Secretary accepts that it has the overall responsibility for health and safety it has given specific management responsibilities and authority to Departmental Managers. A diagram of our management organisation and a list of responsible persons is detailed below. In preparing this policy and our health and safety procedures and arrangements we have taken account of the requirement for employees to take reasonable care for their own health and safety and to co-operate with their employer in managing health and safety risk.
General Safety Arrangements
Although every day is different there are a number of issues central to the way we manage health, safety and welfare. For these, we can plan in advance and develop arrangements for the control of the risks that arise. Our staff has been made aware of them at induction or during team and individual briefings. We will monitor and review the operation of these arrangements from time to time making changes to the procedures identified as necessary. This will support one of our key objectives – to work continuously to prevent work related injury and ill-health to our employees and other people. All our workers are required to follow documented safe working procedures (where these have been adopted) and to report hazards.
First Aid
We have taken action to provide suitable first aid arrangements for our employees whilst at work and visitors who may be affected by our activities. We have assessed the reasonable level of first aid provision required for our business and have made the appropriate arrangements. Two First Aid boxes are provided, one in the downstairs kitchen and one in the upstairs kitchen at the Alton office. The boxes are checked monthly by First Aid Advisor. Any items missing or used are to be reported immediately to the First Aid Advisor. All accidents must be reported to the Safety Officer who will complete the accident record book kept next to the first aid box in the upstairs kitchen. Notifiable accidents must be notified to the Health and Safety Inspectorate.
Emergency 999 or 112
NHS Direct 0300 3112233
Frimley Park Hospital 01276 604604
Hampshire Police 01865 846000
Security Alarm
Operating details and key holder lists are kept by Safety Officer.
This is the responsibility of all employees and particular attention will be given to the following on the weekly check by safety officers:
Any member of staff or guests must be aware of the following points and trained in the use of the equipment and materials. The training can only take place by a certified engineer or Director of the company. Please take note of and fully understand the following points:-
Risk Assessment
We undertake risk assessments of all identified hazards related to work undertaken by our workforce. We eliminate these risks wherever possible. Where we cannot achieve this we implement suitable and sufficient control measures, based on these assessments, to reduce and manage, so far as is reasonably practicable, the risks to our workers and others. Our risk assessments are reviewed periodically and new work activities are risk assessed, as above. We have listed the specific activities undertaken by our employees that are likely to carry significant risk. We have considered the risk from each of these activities and assessed whether the control measures are adequate or whether further action is necessary. The results of all significant and completed risk assessments have been made known to our employees and are available for their reference. Risk assessments are reviewed annually and updated as required. They are also reviewed whenever circumstances have changed and following the investigation of any accidents or incidents that may occur.
Consultation
We have a duty to consult with our workforce on matters affecting their health, safety and welfare whilst at work. To meet this obligation, we have established a process for Managers to consult with employees about work-related health, safety and welfare issues. We also use this system to deliver simple safety messages and rules through ‘one to one’ meetings and short training periods.
Defect Reporting
To ensure our workplace is maintained in a safe state, regular inspections are carried out. We encourage employees to let us know, through their managers or representatives, about their concerns for health and safety at work. We also maintain a system whereby defects which may cause an accident can be reported. This system is checked on a regular basis and defects corrected.
Display Screen Equipment (DSE)
We provide standard equipment and all users are given information about the correct adjustment of the workstation and the correct posture for using it. We recognise our obligation to provide employees with eye-sight tests and corrective spectacles for DSE work if necessary. Employees will be told about the risks of DSE work, and how to use them safely. Any problems, aches and pains that are thought to be associated with using a DSE should be reported to Safety Officer. Employees are responsible for taking appropriate breaks away from the DSE.
Cables
Electric cables should be routed away from gangways. Extension cables used temporarily must be removed immediately after use.
Lone Working
We employ people who may, as part of their duties, have to work alone for all or part of the working period. We identify the risks to which these employees are exposed with the aim of eliminating these risks wherever reasonably practicable and reducing lone working activities to a minimum. Where lone working does take place, we identify and implement systems to ensure that safe working and communication exists between the lone worker and their management. Affected workers have been notified of our arrangements for the management of lone working activities and that we require them to notify management of their concerns in this area so that we can improve our ability to make work operations and travel safer for them.
Manual Handling
From time to time some employees have to manually handle loads, in such cases we have assessed the risks to their health from this type of work. Where possible we have eliminated the need for manual handling, by providing mechanical handling equipment or by introducing alternative measures. Where we have been unable to do this we have provided work related training and instruction in manual handling techniques and have instructed employees not to attempt to lift items beyond their capabilities.
Work at Height
We have made arrangements to protect the health, safety and welfare of our employees and others against the risks involved in working at height. Wherever possible we avoid work at height. When it cannot be avoided, we consider the risk to our workforce ensuring that we train and instruct them to adequately plan, organise and carry out the work in a safe manner.
Young Persons
When we employ young people (under 18 years old) we assess and guide the measures we need to take to ensure their health and safety at work. We do not allow young people to operate dangerous machines unless as part of a formal training qualification and then only under close supervision. Young people are closely supervised whilst at work. Where children under 16 take part in work experience programmes we will prepare a specific risk assessment.
New and Expectant Mothers
Should any of our employees become a new or expectant mother we will take steps to ensure their continued health and safety at work. We use a checklist to assess and guide the measures we need to consider and undertake ‘one to one’ discussions and seek formal agreement, wherever possible, with the expectant or new mother to reduce their exposure to work related hazards.
Accidents, Accident Reporting and Investigation
Employees are instructed to report all personal injury accidents and near miss incidents that happen in the course of their work. All accidents are recorded and investigated, and where possible additional control measures or a safer system of work are implemented. We understand our duties to report incidents under statutory regulations within the appropriate timescales. Details are set out in the Accident Book.
Training
For our business to operate efficiently and effectively we need to have a trained and competent workforce. We recruit employees with the specific skills and qualifications appropriate for their job. On starting work they are given induction training, using the induction training pack which tells them about and how to recognise hazards and risks and what they need to do to eliminate, reduce and avoid identified risks. We also provide any additional training that may become necessary. All training is recorded.
Managing Temporary Employees and Volunteers
Temporary employees or volunteers are only taken on if they have the specific skills and qualifications appropriate for their job. They receive induction training, using the induction training pack, including health and safety information and instructions and details of emergency and first aid procedures.
Equipment
We try to ensure that all equipment used in the course of our business is maintained in good condition, serviced to manufacturer’s schedules and is safe to use. The workforce is provided with suitable and sufficient information and training to enable them to use work equipment safely. They must not use equipment unless they have been properly trained in its use, including any safety related devices and guarding. Employees have been given responsibility for ensuring that equipment issued to or used by them is maintained in good order. They have been told to report any defects or problems to their manager. All equipment used is logged and copies of inspections and maintenance records are held.
Purchasing
When we purchase or hire new work equipment and materials, we consider the health and safety implications of its use. We always obtain Safety Data Sheets for substances and similarly, technical data and instructions for work equipment. We consider the hazard and risk data that is provided, and inform and train our employees as necessary.
Occupational Road Safety
We ensure the safety of our employees whilst travelling by road in the course of our business (and to protect others who might be affected by their actions) from the hazards and risks surrounding occupational road safety. To do this we ensure only authorised and appropriately licenced drivers, use vehicles for work purposes. We also ensure that all vehicles are adequately insured, inspected and maintained.
Hazardous Substances and Occupational Health
No hazardous materials may be brought into the building, without authority. These instructions must be adhered to at all times, both in the interests of personal safety and that of your colleagues. It is also a legal requirement. In the course of business we may use a number of potentially hazardous substances. Some are used in such small quantities that they present no risk to health unless deliberately misused. Where there are potential risks we implement suitable control measures and provide clear instruction and information to the workforce.
Covid-19
Covid-19 is a new illness that can affect your lungs and airways> It is caused by a virus called Coronavirus. Symptoms can be mild, moderate, severe or fatal and begin with a high temperature, new persistent cough and a decline in your ability to smell and taste.
Covid-19
Hand Washing
Cleaning
Gloves
Drivers
Mental Health
Personal Protective Equipment (PPE)
Some of the work we undertake requires use of personal protective equipment. We provide appropriate PPE, with storage facilities and replacements free of charge. We instruct and expect our employees to use any PPE identified as necessary. Employees are responsible for the day to day care of the PPE issued to them, to report damage and to request replacements.
Contractors
Safety Officer is responsible for distributing this document to all new employees and subcontractors (working in the Alton offices) who should read and confirm this with a signature to be retained by the Safety Officer. A copy is provided in the company handbook.
All contractors must be given a copy of this document and sign to accept responsibility that all of their employees have seen this before they start working in the company offices.
From time to time we employ contractors to work for us or to do work on our behalf. We expect them to comply with our health and safety procedures and to have their own arrangements for safe and healthy working. Before a contractor is employed we ask them to provide copies of their health and safety policy, insurance and risk assessments and assess their ability to work safely and without risk to our staff and visitors. Contractors are made aware of and are expected to follow our site rules. When arriving on site all contractors sign in and whilst working on our premises their adherence to our rules is frequently monitored.
Stress
We recognise that we have a duty to take action to reduce and where reasonably practicable to eliminate ill health which is caused by work related stress. Where we believe an employee is showing signs of work related stress we have in place systems to discreetly monitor and assess individuals. Where appropriate we seek to provide the necessary occupational health assistance and counselling programmes where required.
Premises
We manage our premises to provide a safe place of work. We maintain the means of access and egress, the fabric of the building, ensure good house-keeping and provide suitable welfare arrangements that include adequate hot and cold water, drinking water, sanitary conveniences, hand washing facilities, facilities for eating and food preparation and heat, light and ventilation. The workplace is regularly cleaned, maintained, adequately lit and ventilated.
Electricity
The fixed electrical systems used in our premises have been inspected, tested and certificated by a competent electrical contractor. Our employees are instructed to make a visual safety check of portable electrical equipment each time that it is used. They report defects to us for repair or replacement. We have also implemented a formal system for the more thorough inspection and electrical test of portable electrical equipment. We keep an inventory of equipment and records of these inspections.
Gas
Gas appliances and supply pipes are subject to an annual safety check by a registered engineer. The main isolating controls are clearly marked and accessible so that the supply can be quickly isolated in an emergency.
Plant and Equipment
All plant and equipment within premises under our control such as HVAC, are inspected and maintained and records are kept. Legionella We have a duty to protect the health of our workforce and others affected by our activities from the risk of infection.
Legionella
Pneumophila from our hot water and cooling systems. We have to assess the risk of infection and attempt to eliminate that risk or implement suitable control measures. The control measures are reviewed at least every 12 months and the risk assessment every 2 years.
Waste
We have suitable arrangements in place for the collection and disposal of our waste.
The safety officer is the ‘Responsible Person’ for fire safety. Fire is a hazard that could affect all parts of our premises. The consequences of fire include the threat to the life or health and safety of people, damage to or loss of property and severe interruption to normal business activities and opportunities. Our fire safety measures include preventing outbreaks of fire and mitigating the direct and consequential damage by early detection, reducing the risk of fire spread by structural containment, providing escape routes, emergency evacuation procedures and means for fire fighting and detection. This policy expands on our general health and safety policy. Its primary objective is the creation of a fire safety management system, which together with the structure and maintenance of our buildings seek to protect human life as well as the assets and business opportunities of this organisation. The policy applies to all our buildings. Its requirements extend to everyone on the premises, legitimately or otherwise. The aim of this policy is to achieve a ‘fire safe’ environment for all employees and building occupants. To achieve this we will provide the time and resources necessary to formulate a fire safety strategy for our premises. We will ensure that we inform, instruct and train all the relevant people. Achievement of these objectives will demonstrate compliance with fire safety legislation and current good practice. We have allocated responsibilities and detailed arrangements to support this policy.
Fire Safety Arrangements
We have nominated the Safety Officer to take responsibility for coordinating fire and emergency arrangements and for the regular review of our fire risk assessment. We have appointed a competent person to identify fire risks, potential emergency situations and people who may be affected. We have completed action on all the issues raised in that assessment. The assessment remains current. We have provided fire-fighting equipment, emergency lighting, emergency signs, adequate means of escape and evacuation procedures in accordance with our Fire Risk Assessment. We review our fire procedures and precautions every year and make sure that our Fire Risk Assessment remains valid. Employees and students receive instruction in fire safety procedures as part of their induction. Fire drills are held regularly. Details of the action we take to maintain our fire safety equipment, arrangements and procedures are kept in our Fire Safety Log-book. Visitors receive information on fire safety on first coming to the college. Where a person may have difficulty in using the ordinary means of escape, either permanently or temporarily, a personal emergency evacuation plan is developed with their input and communicated to fire wardens and those that need to know. Any persons required to assist in their evacuation receive suitable training.
Overall responsibility
The following person(s) have overall responsibility for health and safety.
The following people are responsible for safety in these particular areas:-
Jo Cameron Safety Officer Alton office
Jo Cameron First Aid Advisor Alton office
Elliot Cameron First Aid Advisor Derby office
This section explains the systems and procedures that will be used to form the basis of our health and safety regime.
We are all responsible for our own safety and that of our colleagues. Although we have appointed safety officers, everyone must cooperate to ensure we have a safe working environment. All problems and causes for concern should be reported to a safety officer. Should an accident or dangerous incident occur, then a safety officer must be notified and the event documented in the Accident book.
This will take place on a weekly basis by one or more of the Safety Officer and takes the form of a checklist of items to be inspected. Please report any problems to the person responsible for your office.