Health & Safety Policies

HEALTH AND SAFETY POLICY
Purpose of Policy
1. Mk-Service & Maintenance Ltd (the Employer) takes health and safety issues seriously and is committed to
protecting the health and safety of its staff and all those affected by its business activities and attending its premises.
This Policy is intended to help the Employer achieve this by clarifying who is responsible for health and safety
matters and what their responsibilities are.
2. This is a statement of policy only and does not form part of your contract of employment. This Policy may be
amended at any time by the Employer at its absolute discretion. The Employer will review this Policy at regular
intervals to ensure that it is achieving its aims effectively.
Who is Responsible For Workplace Health and Safety?
3. Achieving a healthy and safe workplace is a collective task shared between the Employer and staff. This Policy and
the rules contained in it apply to all staff of the Employer, irrespective of seniority, tenure, and working hours,
including all employees, directors and officers, consultants and contractors, casual or agency staff, trainees,
homeworkers, fixed-term staff and any volunteers. Specific responsibilities of staff are set out in the section headed
"Responsibilities of all staff" below.
Employer Responsibilities
4. The Employer is responsible for:
Taking reasonable steps to safeguard the health and safety of staff, people affected by the Employer's business
activities, and people visiting its premises.
Identifying health and safety risks and finding ways to manage or overcome them.
Providing a safe and healthy place of work and safe entry and exit arrangements, including during an emergency
situation.
Providing and maintaining safe working areas, equipment and systems and, where necessary, appropriate
protective clothing.
Providing safe arrangements for the use, handling, storage and transport of articles and substances.
Providing adequate information, instruction, training and supervision to enable all staff to do their work safely, to
avoid hazards and to contribute positively to their own health and safety at work. The Employer will give you the
opportunity to ask questions and advise who best to contact in respect if you are unsure about how to safely carry
out your work.
Ensuring any health and safety representatives receive appropriate training to carry out their functions effectively.
Providing a health and safety induction and appropriate safety training to your role, including:
Manual handling.
Control of substances hazardous to health (COSHH).
Working at height.
Asbestos awareness.
Gas safety.
Electrical safety.
The use of personal protective equipment (PPE).
Training on reporting and handling infectious diseases
Training on correct use of specialist construction equipment
Promoting effective communication and consultation between the Employer and staff concerning health and
safety matters.
If an epidemic or pandemic alert is issued, providing instructions, arrangements and advice to staff as to the
organisation of business operations and steps to be taken to minimise the risk of infection.
Regularly monitoring and reviewing the management of health and safety at work, making any necessary
changes, and bringing those to the attention of all staff.
Supporting staff mental health by, as appropriate:
Implementing workplace modifications to protect staff mental health and improving conditions for all
staff.
Providing a less stressful work atmosphere by altering the workplace where necessary.
Allowing working from home where appropriate.
Providing emotional support to staff in or outside of the workplace (e.g. by arranging professional mental
health support).
5. Overall responsibility for health and safety lies with the Board of Directors of the Employer. They have appointed
Office Manager as the Health and Safety Officer with day-to-day responsibility for health and safety matters.
6. Any concerns about health and safety matters should be communicated to the Health and Safety Officer.
Responsibilities of All Staff
General Staff Responsibilities
7. All staff must:
Take reasonable care for their own health and safety and that of others who may be affected by their acts or
omissions.
Co-operate with the Health and Safety Officer and the Employer generally to enable compliance with health and
safety duties and requirements.
Comply with any health and safety instructions and rules, including instructions on the safe use of equipment.
Keep health and safety issues in the front of their minds and take personal responsibility for the health and safety
implications of their own acts and omissions.
Keep the workplace tidy and hazard-free.
Report all health and safety concerns to the Health and Safety Officer promptly, including any potential risks,
hazards or malfunctioning of equipment, however minor or trivial they may seem.
Co-operate in the Employer's investigation of any incident or accident which either has led to injury or which, in
the Employer's opinion, could have led to injury.
Staff Responsibilities Relating to Equipment
8. All staff must:
Use equipment as directed, following any instructions given by representatives of management or contained in
any written operating manual or instructions for use, and adhering to any relevant training.
Report any fault with, damage to, or concern about any equipment (including health and safety equipment) or its
use to the Health and Safety Officer, who is responsible for maintenance and safety of equipment.
Ensure that health and safety equipment is not interfered with.
Not attempt to repair equipment unless suitably trained and authorised.
Staff Responsibilities Relating to Accidents and First Aid
9. All staff must:
Promptly report any accident at work involving personal injury, however trivial, to the Health and Safety Officer
so that details can be recorded in the Accident Book. They must also cooperate with any associated investigation.
Familiarise themselves with the details of first aid facilities and trained first aiders, which are displayed on the
notice board located On the wall of the staff room and available from the Health and Safety Officer.
If an accident occurs, dial 01613922620 and ask for the duty first aider, giving name, location and brief details of
the problem.
The Health and Safety Officer is responsible for investigating any injuries or work-related illnesses, preparing
and keeping accident records, and for submitting reports under the Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations 2013 (RIDDOR), where required.
Staff Responsibilities Relating to Emergency Evacuation and Fire
10. All staff must:
Familiarise themselves with the instructions about what to do if there is a fire which are located on the notice
board displayed Staff room and are available from the Health and Safety Officer.
Ensure they are aware of the location of fire extinguishers, fire exits and alternative ways of leaving the building
in an emergency.
Comply with the instructions of firewardens if there is a fire, suspected fire or fire alarm (or a practice drill for
any of these scenarios).
Co-operate in fire drills and take them seriously (ensuring that any visitors to the building do the same). Fire
drills will be held at least once every 12 months.
Ensure that fire exits or fire notices or emergency exit signs are not obstructed or hidden at any time.
Notify the Health and Safety Officer immediately of any circumstances (for example, impaired mobility) which
might hinder or delay evacuation in a fire. This will allow the Health and Safety Officer to discuss a personal
evacuation plan for you, which will be shared with the fire wardens and colleagues working near to you.
11. On discovering a fire, all staff must:
Immediately trigger the nearest fire alarm and, if time permits, call reception and notify the location of the fire.
Attempt to tackle the fire ONLY if they have been trained or otherwise feel competent to do so. Nominated
members of staff will be trained in the use of fire extinguishers.
12. On hearing the fire alarm, all staff must:
Remain calm and immediately evacuate the building, walking quickly without running, and following any
instructions of the fire wardens.
Leave without stopping to collect personal belongings.
Stay out of any lifts.
Remain out of the building until notified by a fire warden that it is safe to re-enter.
13. The Health and Safety Officer is responsible for ensuring that fire risk assessments take place, that changes are made
where required, and for making sure there are regular checks of fire extinguishers, fire alarms, escape routes, signage
and emergency lighting.
Risk Assessments, Hazardous Substances and Manual Handling
14. Risk assessments are essentially a careful examination of what in the workplace could cause harm to people. The
Employer will assess any risks and consider measures to best minimise any risk. The Employer will carry out general
workplace risk assessments when required or as reasonably requested by staff. Managers must ensure that any
necessary risk assessments take place and the resulting recommendations are implemented. The Health and Safety
Officer is responsible for workplace risk assessments and any measures to control risks.
15. The use of hazardous substances at work will be avoided where possible and less hazardous alternatives will be used
where available. Training on the control of substances hazardous to health (COSHH) will be provided where required.
16. Personal Protective Equipment (PPE) is provided where risks cannot be otherwise effectively controlled.
17. Guidance on manual handling (for example, lifting and carrying heavy objects) can be obtained from the Health and
Safety Officer and where necessary training will be provided by the Employer, but the Employer will try to minimise
or avoid the need for manual handling where there is a risk of injury.
Display Screen Equipment (DSE)
18. The Employer is obliged to ensure that:
Risks to health and safety from DSE use (such as musculoskeletal disorders, visual fatigue and mental stress) are
controlled.
Staff are aware of the potential risks to their health and safety from DSE use and the actions they can take to
reduce these risks.
19. Further guidance on the use of display screen equipment can be obtained from the Health and Safety Officer and
online at www.hse.gov.uk/msd/dse/.
Employer Responsibilities
20. The Employer will:
Ensure DSE Assessments are carried out on each workstation and include the display screen equipment, furniture
and working environment.
Where health and safety issues have been highlighted in the DSE Assessment, ensure that appropriate remedial
action is taken to reduce any identified risks.
Maintain records of all DSE Assessments and risk assessments.
Encourage the early reporting by staff of any symptoms which may be related to visual display screen work.
In circumstances where an injury or ill health associated with DSE is identified, ensure that an incident or
accident report is completed.
Plan the activities of users of DSE so that short, frequent breaks are taken to prevent intensive periods of onscreen
activity.
Staff Responsibilities
21. Staff will:
Cooperate with the completion of the workstation DSE assessment and all measures/training given to promote
safe working practice.
Use equipment in the intended manner.
Adopt any advice given by the Employer to prevent intensive periods of on-screen activity.
Use any corrective glasses prescribed specifically for working with DSE.
Inform their line manager immediately if they experience any problems or ill-health which could affect their
ability to work with DSE.
Workstation Assessments
22. Workstation assessments must be carried out on each workstation. Responsibility for ensuring workstation
assessments are carried out lies with line managers.
23. As a first step, staff must complete a DSE self-assessment (www.hse.gov.uk/pubns/ck1.pdf).
24. DSE self-assessments should be carried out on:
New staff at induction.
Laptop users.
Homeworkers.
25. Staff should review their self-assessment annually, or when there are significant changes to their workstation.
Breaks
26. Staff are encouraged and will be expected to take opportunities for breaks in their work routine to prevent the onset of
fatigue. See guidance (https://www.hse.gov.uk/msd/dse/work-routine.htm) for more information, or speak with your
line manager.
Eye Tests
27. Staff are entitled to eye tests by a registered practitioner (Optician or Doctor) on the following occasions:
When they first become a user of DSE.
When requested by staff themselves.
At regular intervals thereafter on the recommendation of the practitioner (usually every 2 years).
When staff experience visual difficulties attributed to display screen use.
28. Staff are currently entitled to receive the following financial contributions towards eye tests and corrective appliances:
Up to £30.00 towards the cost of an eye test.
Up to £50.00 towards the cost of lenses and frames.
Staff will be responsible for the initial payment of their eye test and any costs incurred on lenses or frames.
29. Please note that glasses are solely and specifically for DSE use, and cannot be combined with lenses for other uses, eg
driving.
30. For more information, please contact your line manager.
Eye Testing Procedure
31. To claim for reimbursement of eye test costs and/or contributions to lenses/frames, you must complete a claim form,
which can be requested from the HR department.
32. We will arrange an appointment with a practitioner for you.
33. You should take the claim form along to your appointment for the practitioner to complete and authorise. Any
receipts for costs incurred should be retained and attached to the claim form.
34. You will be required to complete and sign the form and then forward it to the HR department for authorisation. Next,
the HR department will be required to confirm whether or not the claimant uses DSE as an essential part of their work
and for a significant part of their normal working hours.
35. Once the claim form is fully completed and signed by you, the practitioner and the HR department, it should be
forwarded to the accounts team, along with receipts of all costs incurred relating to the eye test, frames and lenses.
36. If the claim is approved, you will be reimbursed in accordance with the stipulated contribution limits. Once approved
claims have been processed, payment will be made via the accounts team along with a receipt detailing a breakdown
of the reimbursed claim.
Provision of Information and Training
37. Staff will be provided with adequate information and training on the following areas:
Risks from DSE and workstations.
Risk assessments and measures to reduce the risks.
Breaks and activity changes.
Eye tests.
Initial training.
Training when the workstation is modified, including in situations where the staff member is hot-desking.
Information on stretches for reducing back strain whilst working with DSE.
Non-Compliance With Health and Safety Rules
38. Any breach of health and safety rules or failure to comply with this Policy will be taken very seriously and is likely to
result in disciplinary action against the offender, in accordance with the Employer's Disciplinary Policy, up to and
including immediate dismissal.
Attribution
39. This Health and Safety Policy was created using a document from Rocket Lawyer (https://www.rocketlawyer.com/gb
/en).