Health & Safety Policy
Statement of General Policy
The Thanet Youth and Community Centre (The Thanet) fully accepts the obligations placed upon it by the various Acts of Parliament covering health and safety. The Thanet requires all directors, employees, and volunteers to ensure that the following policy is implemented and to report annually on its effectiveness.
Management Organisation and Arrangements
This policy has been prepared and published under the requirements of Health & Safety at Work legislation. The purpose of the policy is to establish general standards for health and safety at work and to distribute responsibility for their achievement to all directors and other employees and volunteers through the normal line management processes.
Management Responsibilities
The Board of Directors
The Directors have overall responsibility for the implementation of The Thanet’s policy. In particular, they are responsible for ensuring that the policy is widely communicated and that its effectiveness is monitored.
Safety Officer
The Safety Officer (Victoria Green, Coordinator) is responsible for co-ordinating effective health and safety policies and controls across the organisation. In her absence, Fiona Brown, Director, will assume responsibility.
The Safety Officer is responsible for:
the production and maintenance of The Thanet’s policy;
its application;
procuring the annual production of a health & safety risk assessment by external advisers and circulating the results of that assessment to the directors for action;
monitoring and reporting on the effectiveness of the policy;
the provision of general advice about the implication of the law;
the identification of health and safety training needs. The safety officer also acts on behalf of the Directors, as The Thanet’s formal link with the Health and Safety Executive, Environment Health Departments and other external agencies;
Health and Safety Management Process
The Thanet believes that consideration of the health, safety and welfare of staff is an integral part of the management process. The provision of the Health and Safety at Work etc Act, associated Codes of Practice and EU Directives will be adopted as required standards within The Thanet.
Responsibility for health and safety matters shall be explicitly stated in relevant individual job descriptions.
The Thanet requires staff to approach health and safety in a systematic way, by identifying hazards and problems, planning improvements, taking executive action and monitoring results to The Thanet’s Directors.
The Thanet’s directors will formally consider health and safety issues and overall compliance concerns and developments in a formal manner. This is best achieved by ensuring that Health and Safety is a formal mandatory item to report on at director meetings at least once a year.
Health, Safety and Welfare Guidelines
It is the policy of The Thanet to produce appropriate health and safety policies or guidelines relevant to the activities of The Thanet’s users. These should embody the minimum standards for health and safety for The Thanet and the work organised within it.
It shall be the responsibility of the Safety Officer to bring to the attention of all members of staff, and volunteers the provisions of the guidelines, and to consult with them as appropriate about the updating of these guidelines.
Identification of Health and Safety Hazards
It is the policy of The Thanet to require a thorough examination of health and safety performance against established standards, at least annually. The technique to be adopted for such examinations will be the ‘Safety Audit’. The Audit requires review of:
standards laid down in the policy;
relevant regulations;
environmental factors;
staff and volunteer attitudes;
staff and volunteer instructions;
methods of work; including lone working
contingency plans;
recording and provision of information about accidents and hazards and the assessment of risk.
The information obtained by the Audit will be used to form the basis of the plan for The Thanet for the following year.
The responsibility for ensuring that audit activity is carried out as part of this policy rests with the Board of Directors who will procure that it be carried out by the Safety Officer.
It is the management’s responsibility to ensure that any deficiencies highlighted in the Audit are dealt with as speedily as possible.
In addition to carrying out Safety Audits, it is the responsibility of the Safety Officer to check, at least quarterly, all portable equipment, including electrical appliances, in their area, and to ensure that all problems are immediately dealt with.
The Directors have a continual responsibility for the elimination of hazards in order to maintain a safe working environment and will also be expected to carry out regular risk assessments in line with the Health and Safety Executive Guidelines; that is follow the 5 steps:
Identify the hazards
Decide who might be harmed and how
Evaluate the Risks and decide on precautions
Record the findings and implement the precautions
Review the assessment and update when necessary
Safety Officer
The Thanet will support its Safety Officer in carrying out their role and give all reasonable assistance. The Safety Officer will be encouraged to discuss specific health and safety issues with the relevant Directors.
Training
Health and Safety training shall be incorporated within annual training programmes, as part of the development of a systematic training plan. Health and Safety training needs will, therefore, be identified and planned for in the same manner as other training needs.
Four areas of need shall be given special priority:
training for volunteers and staff, to equip them with an understanding of their responsibilities under this policy;
training for all members of staff to acquaint them with the main provisions of the law and its practical implication, the main features of this policy and key safety rules;
induction and in-service training for staff and volunteers to acquaint them fully with new requirements and hazards.
Records, Statistics and Monitoring
The Thanet will operate systems for recording, analysis and presentation of information about accidents, hazard situations and untoward occurrences Advice on systems will be provided by the Safety Officer, in conjunction, where appropriate with specialist advisory bodies for example local Environmental Health Departments, and the responsibility for the operation of these systems rests with the Directors. Information obtained from the analysis of accident statistics must be acted upon where necessary.
What is the difference between an accident and an incident? An accident is an unfortunate event or occurrence that happens unexpectedly and unintentionally, typically resulting in an injury, for example tripping over and hurting your knee. An incident is an event or occurrence that is related to another person, typically resulting in an injury, for example being pushed over and hurting your knee.
An accident/incident book is maintained in the office for the purposes of recording any accidents or incidents.
Accidents affecting to adults on site
The following is a list of the categories of accident which must be reported to the Health & Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985 (RIDDOR) provisions:
The death of any person
All deaths to workers and non-workers, with the exception of suicides, must be reported if they arise from a work-related accident, including an act of physical violence to a worker.
Specified injuries to workers
fractures, other than to fingers, thumbs and toes
amputations
any injury likely to lead to permanent loss of sight or reduction in sight
any crush injury to the head or torso causing damage to the brain or internal organs
serious burns (including scalding) which:
covers more than 10% of the body
causes significant damage to the eyes, respiratory system or other vital organs
any scalping requiring hospital treatment
any loss of consciousness caused by head injury or asphyxia
any other injury arising from working in an enclosed space which:
leads to hypothermia or heat-induced illness
requires resuscitation or admittance to hospital for more than 24 hours
Over-seven-day incapacitation of a worker
Accidents must be reported where they result in an employee or self-employed person being away from work, or unable to perform their normal work duties, for more than seven consecutive days as the result of their injury. This seven day period does not include the day of the accident, but does include weekends and rest days. The report must be made within 15 days of the accident.
Over-three-day incapacitation
Accidents must be recorded, but not reported where they result in a worker being incapacitated for more than three consecutive days.
Non fatal accidents to non-workers (eg members of the public)
Accidents to members of the public or others who are not at work must be reported if they result in an injury and the person is taken directly from the scene of the accident to hospital for treatment to that injury. Examinations and diagnostic tests do not constitute ‘treatment’ in such circumstances.
Occupational diseases
Employers and self-employed people must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work: These diseases include:
carpal tunnel syndrome;
severe cramp of the hand or forearm;
occupational dermatitis;
hand-arm vibration syndrome;
occupational asthma;
tendonitis or tenosynovitis of the hand or forearm;
any occupational cancer;
any disease attributed to an occupational exposure to a biological agent.
Accidents or incidents relating to children in our care
Child protection matters or behavioural incidents between children are not regarded as incidents for this purpose and there are separate procedures for these below.
We keep written records of all accidents, incidents or injuries to a child together with any first aid treatment given. Any event, however minor, is recorded by completion of an “Accident/ Incident Report” and the procedure is the same for both types of events as follows:
An Accident/ Incident Report is completed by the member of staff who witnessed the event.
Each new Accident/ Incident Report is to be placed on the desk of the Safety Officer.
The Accident/ Incident Report includes the child’s name, the date of the accident or incident, details of the accident or incident, the initials of the member of staff who completed the report and of the Safety Officer who also carries out the final checks on the report before filing it away in the Health & Safety File which is stored in the Office.
The following information is recorded on the Accident/ Incident Report:
Whether it is an accident or incident being reported
Full name of child
Date of accident or incident
Time of accident or incident
Name and signature of person who dealt with the accident or incident
Description of accident or incident
Description of care given
Name of person who gave care (and whether this is a Paediatric First Aid qualified member of staff)
Description of injury (if applicable)
Position of the injury illustrated on a body map if necessary
Witness signature (only if witnessed)
Signature of parent or carer
It is then that member of staff’s responsibility to ensure that the parent or carer is informed about the accident or incident and the report is signed by that parent or carer on the day that the accident occurred. (The name of any other child involved in an accident or incident must remain confidential). In the event of an Accident/ Incident Report not being signed by a parent or carer on the same day, the member of staff in charge of the session must be notified by the practitioner who dealt with the report. The staff member in charge of the session then has the overall responsibility to immediately inform the parent or carer by telephone of the accident or incident, making a note of the time and date of the call on the Accident/ Incident Report. The staff member in charge of the session must then ensure that the Accident/ Incident Report is signed by the parent or carer at the next possible opportunity. It is the responsibility of the member of staff in charge of the to check that all Accident/ Incident Reports have been accurately completed, signed appropriately on the day and then passed to the Safety Officer for filing or further action. x
We regularly review the Accident/ Incident File to ensure that any issues are addressed.
DEALING WITH ACCIDENTS TO CHILDREN THAT ARE NOT WITNESSED
The above procedure applies but with the following change: If the accident, incident or injury has not been witnessed by a member of staff or other adult, then the member of staff dealing with the accident must gain an account of what happened from the child, and any other children, if they are able to verbalise this or communicate in any other way. The member of staff must record the child’s account of events on the Accident/ Incident Report and clearly state that the accident was not witnessed. 3) Dealing with Prior Accidents or Incidents to Children A “Prior Accident or Incident” is an accident or incident that happened outside the setting that has caused and injury or the seeking of medical advice. A Prior Accident/ Incident Report is completed by the parent or carer each time they notify a member of staff about an accident or incident which has not happened in pre-school. The report is signed by the parent or carer and countersigned by a qualified practitioner.
The following information is recorded on the Prior Accident/ Incident Report:
Whether it is an accident or incident being reported
Full name of child
Child’s date of birth
Date of accident or incident
Time of accident or incident
Description of accident or incident
Description of care given
Description of injury (if applicable)
Position of the injury illustrated on the body map
Signature of parent or carer
Counter signature (must be a qualified practitioner) Prior Accident/ Incident Forms run on the same “Summary Index” system and are filed in the same way as “Accident/ Incident Forms”.
It is the responsibility of the member of staff in charge of the session (usually the Supervisor or the Deputy Supervisor, or a named NVQ3 practitioner in their absence) to check that all Prior Incident/ Accident Reports have been accurately completed, signed and filed appropriately.
DEALING WITH INJURIES TO CHILDREN THAT HAVE NOT BEEN NOTIFIED TO THE SETTING BY THE PARENT OR CARER AND THAT HAVE NOT HAPPENED IN THE SETTING
The above procedure applies but with the following change: If we have not been informed of a prior accident or incident by a parent or carer and an injury is noticed during a session, the parent or carer will be notified by a member of staff when they collect their child from the setting. The parent or carer will be asked to complete and sign a Prior Accident/ Incident Report by the member of staff who handed the child over.
Reports to the Board of Directors
The responsibility for meeting the requirements of RIDDOR to the Health and Safety Executive, shall rest with the Directors as delegated to the Safety Officer.
Specialist Advisory Bodies
Certain bodies and the individual members of those bodies, have always had a Health and Safety role, most notably, the Health & Safety executive, or local Environmental Health Departments. If further specialist advice is required, this may be obtained from expert individuals or bodies outside The Thanet.
First Aid
It is the policy of The Thanet to make provision for First Aid in accordance with the First Aid Regulations (1982). The Safety Officer is nominated for those Regulations’ purposes as the Responsible Officer whenever on site, and is responsible for ensuring the Regulations are implemented and ensuring that the first aid box is adequately stocked with supplies within their marked expiry dates.
Fire
The Directors are responsible for ensuring that the staff and volunteers receive adequate fire training.
In addition The Thanet will nominate a Fire Officer (this may be the Safety Officer)
report and advise on the standard of fire safety in The Thanet’s premises and the standard of fire training of its staff;
undertake overall responsibility for fire training;
assist in the investigation of all fires in The Thanet’s premises and to submit reports of such incidents.
A copy of “The Thanet’s Emergency Fire Plan for Thanet User Groups” is to be provided to all third party users who are to be given access to the building, and copies of the Emergency Fire Procedures are to be prominently displayed around the building, explaining the location of fire exits and actions to be taken in the event of a fire in the building.
Thanet staff will carry out a quarterly fire drill with youth club participants and maintain a log of when such drills are carried out.
When on site, Victoria Green is the designated Fire warden.
Fire wardens are responsible for:
Familiarising themselves with their areas of responsibility, the escape routes and any problem areas;
On hearing the fire alarm they are responsible for:
Ensuring the safe evacuation of everyone in their area(s) of responsibility
Checking all rooms in their area(s) of responsibility; including toilets, rest rooms and store rooms; to ensure that everyone has safely left the building.
Where possible, closing windows and doors as each room is checked;
Reporting to the Incident Manager to inform them that everyone has safely evacuated the building, or to report any problems;
Ensuring that nobody re-enters the building until the Incident Manager has stated it is safe to do so;
Ensuring they are available, after the evacuation, to attend a debrief meeting to discuss the evacuation, identify any problems and share information.
Monitoring to ensure that fire routes and exits are kept clear at all times.
Food Hygiene
The Directors are responsible for ensuring that any staff or volunteers who assume responsibility for food acquisition, storage, processing and serving, undertake these functions are undertaken to the necessary legal standards and have received the appropriate training.
Where The Thanet staff assist with the preparation or delivery of food to Service Users they must act in a way which keeps the Service User as safe as possible from food poisoning and related food associated illness by the adoption of high standards of food hygiene and food preparation. Poorly prepared, stored or contaminated food can be the source of potentially fatal infections such as salmonella and listeria.
Any suspected outbreak of food poisoning or other unexplained and possibly food related incidents must be reported to the Safety Officer. Staff or volunteers involved in food handling who become ill should see their GP and should only return to work when their GP states that they are safe to do so.
Lifting and Handling
More than a quarter of all accidents reported each year at work are associated with manual handling – the transporting or supporting of loads by hand or bodily force. The Manual Handling Operations Regulations were introduced to replace a number of old pieces of legislation to provide a comprehensive approach to reducing back problems at work.
The Directors are responsible for informing staff of safe lifting techniques. The Safety Officer will identify specific training needs.
Non-Smoking On Thanet Premises
Legislation now exist which makes it illegal to smoke in enclosed public spaces. Smoking is therefore strictly prohibited on all The Thanet premises (including entrances and exits).
Computer Installations and Visual Display Units
All new computer installations must adhere to the British Standard Specifications and comply with the Health and Safety (Display Screen Equipment) Regulations 1992. All new employees operating VDUs are issued with a copy of the Health and Safety Executive Booklet entitled ‘Working with VDUs’. New employees who regularly use VDUs will be required to undergo sight screening.
Control of Working Time
The Thanet is committed to the principles of the Working Time Regulations. No member of staff is expected to work more than 48 hours per week (including overtime) unless there are exceptional circumstances. Similarly all other requirements of the regulations e.g. in relation to breaks, night workers etc. will be complied with.
Health and Safety and the Individual Employee
The Health and Safety at Work Act requires each employee ‘to take reasonable care for the Health and Safety of himself and of other persons who may be affected by their acts and omissions’ and co-operate with management to enable management to carry out their responsibilities under the Act. Employees have equal responsibility with The Thanet for Health and Safety at Work.
People Working On Thanet Premises Not Employed By The Thanet
Persons working in The Thanet premises who are employed by other organisations are expected to follow Thanet Health and Safety Policies with regard to the safety of The Thanet employees and volunteers, their own personal safety (and that of other parties such as the general public if appropriate) and their method of work. This responsibility will be included in contracts or working arrangements. Similarly seconded The Thanet employees working in other host premises will be expected to follow the host employers Health and Safety Policy.
Visitors and Members of the Public
The Thanet wishes to ensure that as far as is reasonably practicable, the Health, Safety and Welfare of visitors The Thanet will be of the highest standard.
Any member of staff or volunteer who notices persons acting in a way which would endanger other staff or volunteers, should normally inform the Safety Officer or, if not present, a director. If the danger is immediate, common sense must be used to give warning, call for assistance or give aid as necessary. It is equally important not to over-react to a situation.
Contractors
The Thanet wishes to ensure that as far as is reasonably practicable, the Health, Safety and Welfare of Contractors working in The Thanet will be of the highest standards. In addition, Contractors and their employees have an obligation so far as is reasonably practicable to ensure all equipment, materials and premises under their control are safe and without risks to health.
Third party activities
Where The Thanet is providing activities to users which involves accessing services provided by third party suppliers, whether on or off site, we will request that that third party supplier provides us with a risk assessment for that aspect of the activity for any hazardous activity which is being delivered by them. This will be retained together with any risk assessment prepared by The Thanet relating to any aspect of the activity for which The Thanet bears responsibility (such as travel to the venue or provision of space for the activity).
CHILD ACCIDENT/INJURY REPORT FORM
This form is reporting an: accident/injury (delete as appropriate)
Full name of child Date of accident or incident
Time of accident or incident
Name and signature of person who dealt with the accident or incident
Description of accident or incident
Description of care given
Name of person who gave care
Is this individual a Paediatric First Aid qualified member of staff
Yes/No (Delete as appropriate)
Description of injury (if applicable)
Position of the injury illustrated on a body map if necessary
Witness signature (only if witnessed)
Signature of parent or carer