HEALTH & SAFETY MANUAL
CONTENTS 1
HEALTH AND SAFETY POLICY STATEMENT ............................................................................................ 3
2
ORGANISATION ................................................................................................................................... 4
2.1 ROLES AND RESPONSIBILITIES ................................................................................................................... 4 2.1.1 MANAGING DIRECTOR ...................................................................................................................... 4 2.1.2 WORKSHOP MANAGER ..................................................................................................................... 4 2.1.3 EMPLOYEES ....................................................................................................................................... 5 2.1.4 CONTRACTORS .................................................................................................................................. 5 2.1.5 ORGANISATION CHART...................................................................................................................... 6 3 HEALTH AND SAFETY ARRANGEMENTS................................................................................................. 7 3.1 ACCIDENT/INCIDENT REPORTING PROCEDURES ....................................................................................... 7 3.1.1 DEATHS.............................................................................................................................................. 7 3.1.2 MAJOR INJURIES ................................................................................................................................ 7 3.1.3 REPORTABLE OVER-SEVEN-DAY INJURIES.......................................................................................... 8 3.1.4 REPORTABLE DISEASES ...................................................................................................................... 8 3.1.5 REPORTABLE DANGEROUS OCCURRENCES (NEAR MISS)................................................................... 8 3.2 FIRE PRECAUTIONS AND EVACUATION PROCEDURE.................................................................................. 9 3.2.1 FIRE EVACUATION PROCEDURE ......................................................................................................... 9 3.3 RISK ASSESSMENTS .................................................................................................................................10 3.3.1 HAZARD IDENTIFICATION ................................................................................................................10 3.3.2 RISK ASSESSMENT............................................................................................................................10 3.3.3 RISK ANALYSIS MATRIX ....................................................................................................................11 3.3.4 DETERMINING CONTROLS...............................................................................................................12 3.4 INFORMATION, INSTRUCTION & TRAINING.............................................................................................13 3.4.1 PROVISION OF INFORMATION .........................................................................................................13 3.4.2 INDUCTION ......................................................................................................................................13 3.4.3 HEALTH AND SAFETY TRAINING ......................................................................................................13 3.4.4 ON-THE-JOB TRAINING ....................................................................................................................14 3.4.5 CONSULTATION AND COMMUNICATION ........................................................................................14 3.5 FIRST AID .................................................................................................................................................14 3.5.1 FIRST AIDERS ...................................................................................................................................14 3.5.2 FIRST AID EQUIPMENT ....................................................................................................................14 3.6 WORK EQUIPMENT .................................................................................................................................15 3.7 ELECTRICAL SAFETY .................................................................................................................................16 3.8 PERSONAL PROTECTIVE EQUIPMENT (PPE) .............................................................................................17 3.9 HAZARDOUS SUBSTANCES ......................................................................................................................17 3.10 ASBESTOS ................................................................................................................................................18 3.11 MANUAL HANDLING ...............................................................................................................................18 3.11.1 MANUAL HANDLING ASSESSMENTS ................................................................................................18 3.12 NOISE AND VIBRATION ............................................................................................................................20 3.12.1 NOISE...............................................................................................................................................20 3.12.2 VIBRATION.......................................................................................................................................20 3.13 DRUGS AND ALCOHOL POLICY.................................................................................................................21 3.14 COMPANY VEHICLES ...............................................................................................................................21 V1 JULY 2019 PAGE 1 OF 24
3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22
VIOLENCE AND AGGRESSION ..................................................................................................................22 OCCUPATIONAL HEALTH .........................................................................................................................22 DISPLAY SCREEN EQUIPMENT (DSE) ........................................................................................................22 STRESS.....................................................................................................................................................22 YOUNG WORKERS ...................................................................................................................................23 NEW AND EXPECTANT MOTHERS ............................................................................................................23 HEALTH AND SAFETY RECORDS ...............................................................................................................23 MONITORING AND REVIEW ....................................................................................................................24
V1 JULY 2019 PAGE 2 OF 24
1
HEALTH AND SAFETY POLICY STATEMENT
Trainload will ensure that all its activities are conducted with due regard to the health, safety and welfare of all employees and anybody else who may be affected by its activities, including customers, contractors, visitors and the public. Trainload will comply with the Health and Safety at Work Act 1974 and all other applicable health and safety legislation. Trainload employees have a personal duty to prevent injuries to themselves and others. Employees are also responsible for co-operating with management in complying with this policy and with all relevant health and safety legislation. Trainload is committed to the progressive improvement of health and safety standards in all aspects of its business. To achieve these health and safety improvements Trainload is committed to: •
Providing a safe environment for the health, safety and welfare of all our employees and other relevant persons who carry out work for the Company.
•
Providing arrangements for the health, safety and welfare of our employees, sub-contractors and visitors.
•
Taking reasonable steps to identify the hazards and associated risks within our premises and inherent in our activities and provide practical, sensible and proportionate means to control these.
•
Consulting with our employees on matters affecting their health and safety.
•
Providing information, instruction, training and supervision for our employees.
•
Ensuring that employees are competent to undertake the tasks expected of them.
•
Ensuring that all hazardous substances are handled and used safely.
•
Providing and maintaining safe plant and equipment
•
Maintaining a healthy and safe environment for all those who use our facilities.
•
Doing all that is reasonable to prevent accidents and work related ill health.
•
Monitoring health and safety continuously and reviewing this policy in the light of any changes.
Jason Dear Managing Director 1 July 2019 V1 JULY 2019 PAGE 3 OF 24
2
ORGANISATION
2.1
ROLES AND RESPONSIBILITIES
2.1.1
MANAGING DIRECTOR
The Managing Director is responsible for the implementation of the health and safety policy and for the health and safety arrangements across the company. The specific duties of the Managing Director are to: -
• • • • • • • • • • •
•
2.1.2
Have an awareness of the relevant health and safety legislation that affects the company. Ensure that the health and safety policy is implemented. Ensure that sufficient resources are made available for health and safety matters. Ensuring the health, safety and welfare of employees and others who may be affected by their activities at work. Ensure that all employees receive the adequate and appropriate training required to do their job safely. Provide safe systems of work for activities, and ensure that risk assessments are carried out for these activities. Ensure that all plant, vehicles, equipment and buildings are maintained to ensure their safety. Ensure that all accidents, incidents and near misses are investigated, and that corrective action is taken to prevent their re-occurrence. Ensure that employees are adequately trained for their duties and provided with appropriate resources to fulfil them in an adequate manner. Ensure that all employees are communicated and consulted with about health and safety issues. Ensure that adequate risk assessments are conducted, documented and regularly reviewed. Ensure that the health and safety policy is reviewed on a minimum annually or more frequent where deemed necessary. WORKSHOP MANAGER
The Workshop Manager will promote good health and safety practice to employees. The specific duties of the Workshop Manager are to ensure: •
That safe systems of work are established and maintained to control significant risks identified by risk assessment.
•
That all employees are adequately trained, informed and supervised so they can carry out their duties safely
•
That contractors working on site are competent and appropriately managed whilst on site.
•
That employees are consulted and informed on health and safety issues.
•
That Personal Protective Equipment (PPE) is provided for employees where required
•
Safe access to and egress from work areas are provided and maintained.
•
Machinery, equipment and tools are maintained and that records of inspection, maintenance and service of work equipment are kept and maintained.
V1 JULY 2019 PAGE 4 OF 24
2.1.3
EMPLOYEES
Employees have a duty to take reasonable care of the health and safety of themselves and of others who are affected by their acts and omissions. The responsibilities of employees are to: • • • • • • • • •
2.1.4
Carry out their duties in a safe manner with due regard for the safety of others. Co-operate with the company in following the health and safety policy. Use all safe systems of work provided and not interfere with anything provided to safeguard their health and safety. Report all accidents, incidents and near misses and defective plant or equipment and any health and safety concerns to their line manager. Use any Personal Protective Equipment (PPE) and any other equipment provided for their protection. Follow all reasonable health and safety instructions, including emergency procedures. Co-operate with any health and safety investigation which may be carried out. Co-operate with others to ensure the health and safety of everyone. Attend training courses as and when required.
CONTRACTORS
The duties of Contractors (including their employees) who undertake work on behalf of Trainload are to: •
Provide adequate risk assessments and method statements for the work they are undertaking Cooperate with Trainload on health and safety matters.
•
Ensure that their employees are adequately trained and qualified to undertake their duties in a competent and safe manner.
•
Not interfere with anything provided to safeguard their health and safety.
•
Report all Health and Safety concerns including accidents, incidents and near misses to Trainload management.
•
Follow all reasonable health and safety instructions, including emergency procedures.
•
Use any Personal Protective Equipment (PPE), Respiratory Protective Equipment (RPE) and any other equipment provided to them by their company for their protection.
•
Co-operate with any investigation, which may be undertaken with the objective of preventing a reoccurrence.
•
Follow all reasonable health and safety instructions, including emergency procedures.
•
Co-operate with any health and safety investigation which may be carried out.
•
Co-operate with others to ensure the health and safety of everyone.
V1 JULY 2019 PAGE 5 OF 24
2.1.5
ORGANISATION CHART
V1 JULY 2019 PAGE 6 OF 24
3
HEALTH AND SAFETY ARRANGEMENTS
3.1
ACCIDENT/INCIDENT REPORTING PROCEDURES
Accidents and incidents are events that either resulted in personal injury, damage to property, or have the potential to do so. All accidents and/or incidents that occur whilst at work, however minor, must be reported to management. The details of the accident must be recorded in the accident book as soon as possible after the event. This procedure applies to injuries received by both employees and non-employees e.g. sub-contractors, members of the public, visitors, etc. The Managing Director is responsible for ensuring that accidents and incidents are reported using the appropriate documents and an investigation is undertaken as necessary to determine the root cause. Suitable remedial actions are agreed and implemented so as to prevent reoccurrence. The nature and severity of the accident or incident will determine the level of investigation required. This may involve an independent investigator being appointed, so as to avoid the potential of any bias during an investigation. Employees will be adequately trained so as to ensure reporting procedures are understood and followed, including reporting to the relevant authorities. Certain accidents are required to be reported to the HSE under the Reporting of Injuries Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013: 3.1.1
DEATHS
If there is an accident connected with work and an employee, self-employed person working on the premises, or a member of the public is fatally injured, Trainload will contact the emergency services without delay and will notify the HSE immediately by the quickest available means i.e. by telephoning the Incident Contact Centre 0845 300 99 23 and completing the appropriate online form (F2508). 3.1.2
MAJOR INJURIES
If there is an accident connected with work and an employee, or self-employed person working on the premises sustains a specified injury, or a member of the public suffers an injury and is taken to hospital from the site of the accident, Trainload will notify the enforcing authority without delay by telephoning the number above and completing the appropriate online form (F2508). The following are classed as major injuries: • Fractures (other than to fingers, thumbs toes). • Amputation of an arm, hand, finger, leg, foot or toe. • Permanent loss of sight or reduction of site. • Crush injuries leading to internal organ damage. • Serious burns (covering more than 10% of the body, or damaging the eyes, respiratory system or other vital organs). • Scalpings which require hospital treatment. • Unconsciousness caused by head injury or asphyxia. • Any other injury arising from working in an enclosed space, which leads to hypothermia, heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours. V1 JULY 2019 PAGE 7 OF 24
3.1.3
REPORTABLE OVER-SEVEN-DAY INJURIES
If there is an accident connected with work (including an act of physical violence) and an employee, or a self-employed person working on the premises, suffers an over-seven-day injury (which is not “specified”), Trainload will report it to the enforcing authority within fifteen days by completing the appropriate online form (F2508). 3.1.4
REPORTABLE DISEASES
If a doctor notifies Trainload that an employee suffers from a reportable work-related disease, then Trainload will ensure it is reported to the enforcing authority by completing the appropriate online form (F2508A). Reportable diseases include: • Carpal tunnel syndrome. • Severe cramp of the hand or forearm. • Occupational dermatitis. • Hand-arm vibration syndrome. • Tendonitis or tenosynovitis of the hand or forearm. • Any occupational cancer. • Any disease attributed to an occupational exposure to a biological agent. 3.1.5
REPORTABLE DANGEROUS OCCURRENCES (NEAR MISS)
If something happens which does not result in a reportable injury, but which clearly could have done so, then it may be a dangerous occurrence which must be reported immediately to the Health and Safety Consultant who will in turn complete the appropriate online form. Reportable dangerous occurrences include: • Collapse, overturning or failure of load-bearing parts of lifts and lifting equipment. • Explosion, collapse or bursting of any closed vessel or associated pipe work. • Electrical short circuit or overload causing fire or explosion. • Collapse or partial collapse of a scaffold over five metres high. • Explosion or fire causing suspension of normal work for over 24 hours. • Accidental release of any substance which may damage health.
V1 JULY 2019 PAGE 8 OF 24
3.2
FIRE PRECAUTIONS AND EVACUATION PROCEDURE
The Regulatory Reform (Fire Safety) Order 2005 requires a suitable and sufficient fire risk assessment to be undertaken and clearly communicated to all persons that may be affected by such an event. The Managing Director is responsible for ensuring there is an adequate fire risk assessment in place at all times. Trainload will ensure that a suitable and sufficient fire risk assessment has been undertaken and are reviewed regularly, at least annually, or following an incident or in the case of significant change to the business or site layout. The fire safety arrangements will be communicated to all employees during induction and will be displayed on the notice boards and at various locations around the site. Fire safety arrangements include: • No smoking is permitted anywhere within the premises. • All fire points are clearly identified with suitable signage. • Suitable extinguishers, serviced and inspected at least annually, will be located at each fire point. • The fire alarm system will be tested weekly and records maintained. • A full fire drill and evacuation will be carried out at least bi-annually. • All fire exits and emergency escape routes will be kept clear of obstructions and clearly identified with suitable signage. • Fire exit doors will be kept unlocked during working hours. • A fire assembly point will be clearly signed external to each building. Visitors will be accompanied at all times and escorted to the assembly area in the event of an emergency evacuation. 3.2.1
FIRE EVACUATION PROCEDURE
In the event of a fire, the following action is to be taken: •
Raise the alarm by breaking the glass of the nearest call point.
•
Leave the building as quickly as possible via emergency exit routes and fire doors.
•
Proceed to the external assembly point and await further instructions.
•
Ensure emergency services have been contacted from a safe place.
•
Warn any neighbours in adjacent premises, if safe to do so.
•
Tackle the fire with appropriate extinguisher only if safe to do so or if neccesary to escape from the building.
•
Warn any neighbours in adjacent premises, if safe to do so.
V1 JULY 2019 PAGE 9 OF 24
3.3
RISK ASSESSMENTS
3.3.1
HAZARD IDENTIFICATION
Hazards will be identified with respect to Trainload’s work activities. Information to be reviewed for hazard identification shall include but not limited to the following: • • • • • • • • • 3.3.2
Procedures. Legal documents e.g. regulations, ACOPs, and guidance notes. Observations of work activities. Discussions with staff and managers. Work equipment manuals / instructions. Safety datasheets for chemicals. Records of accidents, incidents and near misses. Previous risk assessments. Monitoring records. RISK ASSESSMENT
All risk assessments will be documented and the risk assessment process will identify and record: • • • • • •
all the significant hazards. the people who may be harmed. how they may be harmed. an assessment of existing control measures. an assessment of the risk to those affected bearing in mind existing control measures. recommendations for further control measures which are necessary.
All risk assessments will be reviewed and revised when they become no longer valid e.g. when there is a significant change in the way the work is carried out. Appropriate information will be given to all appropriate personnel regarding the assessments and in particular the hazards, the risks and the workplace precautions. Assessments will be carried out for general workplace hazards and where appropriate, a number of specific hazards including manual handling, hazardous substances, display screen equipment, fire, personal protective equipment, noise, vibration, asbestos, and first aid.
V1 JULY 2019 PAGE 10 OF 24
3.3.3
RISK ANALYSIS MATRIX
RISK ANALYSIS MATRIX – THIS ANALYSIS IS TO BE DONE ASSUMING THAT THE SELECTED CONTROLS ARE IMPLANTED AND THE WORK DONE AS INTENDED
LIKELIHOOD
CONSEQUENCE INSIGNIFICANT(1)
MINOR (2)
SIGNIFICANT (3)
MAJOR (4)
CATASTROPHIC (5)
ALMOST CERTAIN (A)
MEDIUM
HIGH
EXTREME
EXTREME
EXTREME
LIKELY (B)
MEDIUM
HIGH
HIGH
EXTREME
EXTREME
POSSIBLE (C)
LOW
MEDIUM
HIGH
EXTREME
EXTREME
UNLIKELY (D)
LOW
LOW
MEDIUM
HIGH
EXTREME
RARE (E)
LOW
LOW
MEDIUM
HIGH
HIGH
RISK LEVEL
DESCRIPTION
L
LOW
Tolerable, employee to monitor, manage and carry out activity in accordance with identified controls as per risk assessment
M
MEDIUM
Implement control measures reduce hazard. Management must determine the appropriate level of control.
H
HIGH
Activity must not commence without RA being completed and approved by management. Identified high risk activities only completed under supervision.
E
EXTREME
Do not proceed. STOP. Unless risk can be reduced it is not safe to proceed
V1 JULY 2019 PAGE 11 OF 24
3.3.4
DETERMINING CONTROLS
When deciding on a method of control for individual hazards, Trainload will choose one of these following five options. Option 1 will be considered first. If this method of control is not “reasonably practicable”, then option 2 will be considered and so on. HIERARCHY OF CONTROLS: OPTION 1.
ELIMINATION.
Example - remove the need for using a machine or hazardous substance, lifting a heavy load, working at height etc. OPTION 2.
SUBSTITUTION.
Example -replace a noisy machine with a quieter machine, use a less hazardous substance etc. OPTION 3.
ENGINEERING CONTROLS.
Example - guards on machines, emergency stops etc. OPTION 4.
SIGNAGE / WARNINGS AND / OR ADMINISTRATIVE CONTROLS.
Example - safety signs and written procedures OPTION 5.
PERSONAL PROTECTIVE EQUIPMENT (PPE).
Example -gloves, goggles for substances, ear defenders for noise.
V1 JULY 2019 PAGE 12 OF 24
3.4
INFORMATION, INSTRUCTION & TRAINING
3.4.1
PROVISION OF INFORMATION
Trainload recognises that competent employees can make a more effective contribution to health and safety, whether as individuals, teams or groups, by participating actively in improving safety standards, problem solving and hazard identification. Training helps individuals acquire the necessary skills, knowledge and attitude i.e. competence, to undertake their work safely. All employees are given training appropriate to the risks associated with their job that includes: • Techniques for safe manual handling. • Safe operation of forklift trucks. • Correct use and care of Personal Protective Equipment. • Fire precautions and use of fire extinguishers. • Safe handling and storage of hazardous substances. • Good housekeeping and prevention of slip, trips and falls. • Emergency procedures and evacuation. • Correct use and maintenance of engineering controls (e.g. machine guarding). • Reporting of accidents, incidents and near misses. • Personal hygiene. 3.4.2
INDUCTION
All employees are provided with induction training on the first day of work Trainload. Induction training includes: • Awareness of the health and safety policy. • Understanding of employee duties re. health and safety. • Findings from risk assessments. • How to raise the alarm and location of fire-fighting equipment. • Emergency evacuation routes, exit doors and assembly points. • Location of welfare facilities. • First aid arrangements. 3.4.3
HEALTH AND SAFETY TRAINING
Job specific health and safety training requirements will be identified by the Managing Director, the Workshop Manager and the relevant employee. All staff will be given training on manual handling and fire and emergency procedures. If an employee has had training with a previous employer, copies of relevant certificates can be obtained and a consideration given to re-training requirements.
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3.4.4
ON-THE-JOB TRAINING
All employees are given on the job training under supervision before being considered competent and allowed to work unsupervised. This includes the practicalities of the work and health and safety issues associated with the work. Changes to risk assessments and control procedures can require further training for employees; this will be monitored by the Workshop Manager and Managing Director. 3.4.5
CONSULTATION AND COMMUNICATION
Trainload recognises its obligation to communicate and consult with all employees on matters of health and safety. Methods for consulting and communicating with staff about health and safety issues include staff meetings, toolbox talks, notices displayed on notice boards, and written instructions.
3.5
FIRST AID
Trainload is required to provide adequate first aid provision so that appropriate first aid can be given to any employees who are injured or become ill at work. 3.5.1
FIRST AIDERS
Trainload will ensure that there is always a competent trained first aider on the premises during working hours. The names of the first aiders are displayed on the first aid notice posters, which are posted in the workplace. If there is not a first aider on site (e.g. through absence due to sickness, holidays etc), then an appointed person will be nominated by the Managing Director. The appointed person will be responsible for controlling emergencies, e.g. calling an ambulance, making sure the injured person is comfortable, and directing the emergency services on arrival. Any employee should contact a first aider in relation to any accident or injury on site, even for minor injuries. 3.5.2
FIRST AID EQUIPMENT
Trainload will ensure that adequate first aid equipment and eye wash available in the workplace. The first aiders are responsible for ensuring that first aid boxes are fully stocked and that any provisions are available and within the use by date, unopened and clean of dust and contamination. First aiders are also responsible for checking eye wash is available and in date. Anyone removing and using provisions from the first aid kits should ensure that the trained first aiders are made aware in order that the provisions can be replaced.
V1 JULY 2019 PAGE 14 OF 24
3.6
WORK EQUIPMENT
Trainload will ensure that all work equipment it uses (including any hired work equipment) will comply with the Provision and Use of Work Equipment Regulations (PUWER) Regulations 1998, and that the equipment: •
Complies with relevant UK and European standards
•
Is suitable for its intended purpose
•
Is properly installed, maintained and inspected by competent persons
•
Has clear instruction and information that is communicated to employees
•
Has adequate physical guarding in place
•
Is equipped with emergency stop buttons that are readily located
Before new work equipment is used, an assessment will be made in order to check that the work equipment is suitable for its intended use. No employee will use work equipment for which they have not received appropriate training. No employee will knowingly misuse work equipment or remove any guards that are in place to minimise a specified risk. All work equipment will be maintained and inspected at suitable intervals either internally by a competent person or by specialist external companies. Any maintenance / inspections undertaken on company equipment will be formally recorded with a hard copy left on file. If any faults or damage are found on any equipment, stop using the work equipment and report the fault to your line manager or the responsible person. Operators of mobile plant will be appointed to ensure that they are fully instructed in the safe operation of the equipment and competent in its use. Drivers and operators will inspect vehicles and machines and report any defects to management. Vehicles and machinery will be used as recommended by the manufacturer instructions. All guards and covers must be in place and secure during operation. Vehicles or machines considered in any way to be unsafe must not be used until rectified.
V1 JULY 2019 PAGE 15 OF 24
3.7
ELECTRICAL SAFETY
All electrical work will only be undertaken by a suitably qualified electrician. All portable electrical equipment will be examined by a person qualified to undertake portable appliance testing at regular intervals. A register of all portable electrical appliances will be kept by the Workshop Manager and the results of the examination and test of each appliance recorded. Visual confirmation of the examination and test of each appliance will also be affixed to the appliance in the form of a label. PAT testing is undertaken annually on all equipment in the premises that includes: •
Office equipment (printers, copiers, laptops etc.)
•
Canteen equipment (toasters, kettles etc.)
•
Portable fans for ventilation
•
Electrically powered machinery
•
Hand-held electrical equipment
Employees own electrical equipment such as radios and mobile phone chargers will not be permitted to be brought onto the premises until it has been examined and certificated as being safe for use. If the equipment remains on site permanently it must be entered into the register and subject to the required PAT test programme. Trainload will ensure that any employee using electrically-powered equipment is competent in its use and carries out a brief visual inspection at the start of each shift prior to check for conditions of leads, terminals and electrical cables. The employee should report any concerns to the Workshop Manager who will ensure that any unsafe equipment is taken out of use until being certified as safe to use by an electrician. Trainload recognises the need to provide additional protection to electrical equipment that is more frequently used or is exposed to the elements and as such ensures that 30mA Residual Circuit Devises(RCDs) are fitted to the following where 240V supply: •
Portable power tools
•
Extension leads in production areas and offices
•
Portable vacuum cleaners
The fixed electrical distribution systems will be inspected at regular intervals not exceeding 5 years by a suitably competent electrician.
V1 JULY 2019 PAGE 16 OF 24
3.8
PERSONAL PROTECTIVE EQUIPMENT (PPE)
In accordance with the Personal Protective Equipment Regulations 1992(amended), appropriate personal protective equipment will be issued to employees free of charge as and when necessary for work activities as identified in relevant risk assessments and COSHH assessments. Training will be provided for employees on the safe use, storage and maintenance of the relevant PPE before issue and a written record detailing what PPE has been issued will be signed by the employees on receipt of the equipment and the hard copy kept on file. Employees are responsible for looking after any PPE issued to them and keeping in a clean and safe condition and are required to report any defects or malfunction to the Workshop Manager. Trainload will replace PPE as and when required through normal wear and tear. Trainload issues the following PPE to cover its normal work activities: • Safety footwear • Overalls / protective workwear • Hearing protection(ear plugs/ear defenders)(where required) • Safety glasses/safety goggles (where required) • Gloves (disposable light plastic/cotton/PVC) (where required)
3.9
HAZARDOUS SUBSTANCES
The Control of Substances Hazardous to Health (COSHH) Regulations 2004 requires employers to assess the hazards related to the use of hazardous substances in the workplace. Hazardous substances are those substances that have the potential to cause harm to an individual Harm can be initiated by: • contact with the skin and / or eyes • entering the body through cuts in the skin • entering the body through inhalation of the substance • entering the body through the mouth e.g. swallowing of the substances or contamination on hands touching the mouth. Trainload will identify all hazardous substances used within the premises and will carry out COSHH risk assessments using the safety data sheet provided by the supplier. The findings of COSHH assessments and related control measures will be communicated to the relevant employees. Any local exhaust ventilation systems (LEVs) must be thoroughly examined and tested at least once every 14 months. LEV examinations are statutory requirements required by the COSHH Regulations. These examinations must be done by competent external examiners and a record of the inspection is kept on file.
V1 JULY 2019 PAGE 17 OF 24
3.10
ASBESTOS
All employees that could come into contact with asbestos will be given suitable asbestos awareness training that is refreshed annually. If any asbestos or asbestos like materials is found, all works in that area are to stop immediately and the finding reported to Trainload management. No further works will be undertaken until at specialist contractor has sampled and given the all clear or the specialist contractor has cleared the material. 3.11
MANUAL HANDLING
Manual handling includes lifting, lowering, pushing, pulling, carrying or moving of loads. The Manual Handling Operations Regulations 1992 regulate manual handling operations at work. They require employers to avoid the need for hazardous manual handling operations altogether. When a hazardous manual operation cannot be avoided, a manual handling assessment must be undertaken to reduce the injury to the lowest level that is reasonably practicable. Manual handling risks can be reduced by: • • • • • •
Avoiding the manual handling task altogether Avoiding secondary handling Automating a process Mechanisation e.g. use of lifting equipment such as FLTs. Reducing load sizes or distances of travel Provision of information, instruction, and training
3.11.1
MANUAL HANDLING ASSESSMENTS
The Managing Director is responsible ensuring that manual handling assessments are undertaken. The Workshop Manager is responsible for implementing the measures recommended from manual handling assessments. The following factors are considered during manual handling assessments: •
THE TASK
Bending and stooping to lift a load significantly increases the risk of back injury. Items should ideally be lifted from no lower than knee height to any higher than shoulder height. Outside this range, lifting capacity is reduced and injuries are more likely to occur. Where items are lifted above shoulder height, a stand or suitable means of access should be used. Items that are pushed or pulled should be as near to waist level as possible. Pushing is preferable, particularly when the back can rest against a fixed object to give leverage. Carrying distances should be minimised, especially if the task is repetitive . Workers that carry out manual handling tasks should be allowed sufficient rest breaks to avoid fatigue. V1 JULY 2019 PAGE 18 OF 24
Actions that require twisting should be avoided where possible. •
THE LOAD
The load should be kept as near to the body trunk as possible to reduce strain. The load should also not be of such size as to obscure vision. An indication of the weight of the load and the centre of gravity should be provided where appropriate. Unstable loads should be handled with caution. The change in the centre of gravity is likely to result in overbalancing. Ensure that the load has a secure handhold, using gloves if necessary to protect against sharp edges or splinters. •
THE WORKING ENVIRONMENT
There must be adequate space to enable the activity to be conducted in safety and the transportation route must be clear of obstructions. Floors and other working surfaces must be in good condition. Lighting, heating and weather conditions must be taken into consideration, and there must be adequate ventilation. •
INDIVIDUAL CAPABILITY
Consideration must be given to age, size, and fitness. Regard must be given to personal limitations, and people should not be expected to handle loads beyond their personal capability. Assistance should be sought where necessary. Persons with physical or clinical reasons for avoiding manual handling tasks should be protected (including pregnant women). Sufficient knowledge and understanding of the work is an important factor in reducing the risk of injury, and any individual undertaking manual handling tasks is given suitable training. All operational staff should be given general manual handling training. Risks identified during manual handling assessments are reduced to the lowest level reasonably practicable. Manual handling assessments should be reviewed as required e.g. when a task or process changes, when a load changes, if the working environment changes, or if an individual capability changes (e.g. if an employee is ill or had an injury, or if a new employee with different capability is performing a task).
V1 JULY 2019 PAGE 19 OF 24
3.12
NOISE AND VIBRATION
3.12.1
NOISE
Trainload acknowledges that excessive noise can damage hearing and will carry out appropriate assessments of noise where it is considered there is a risk. These results of these assessments will be communicated to relevant employees and controls put in place to minimise exposure to harmful levels of noise. Trainload will ensure assessments of all equipment/machinery and operations likely to exceed noise exposure values as stated in the Noise at Work Regulations 2005 are carried out. Where necessary, advice and assistance will be sought externally. Where the Lower Exposure Action Value of 80 dB(A) is exceeded, Trainload will: •
Inform and educate employees of risk to hearing
•
Provide adequate hearing protection on request
•
Inform employees of their duty to report defects in hearing protection
Where the Upper Exposure Action Value of 85dB (A) is exceeded, Trainload will: •
Inform and educate employees of risk to hearing.
•
Mark ear protection zones where applicable with notices and ensure all who enter wear adequate ear protection
•
Provide all exposed employees with adequate hearing protection which will reduce protected level to below the Exposure Limit Value
•
Maintain and repair/replace all such protection
•
Enforce use of protection within ‘ear protection zones’
•
Inform employees of their duty to co-operate in full in order to fulfil their duties, i.e. to use protection and report any defects to their line manager
3.12.2
VIBRATION
Under the Control of Vibration at Work Regulations 2005 Trainload will ensure risk assessments are carried out to identify any potential risk of exposure to vibration, if necessary, with assistance from Trainload’s Health and Safety Consultant. Trainload will ensure that risks from exposure to vibration are either eliminated at source, or where this is not reasonably practicable, reduced to as low a level as is reasonably practicable. Health Surveillance will be carried out if the assessment indicates that there may be a risk to the health of employees who are liable to be exposed to vibration or, employees are likely to be exposed to vibration above an exposure action value. Trainload will ensure that employees are placed under suitable health surveillance which will prevent or diagnose any health effect linked with exposure to vibration. Trainload will provide those employees who may be exposed to vibration with suitable and sufficient information, instruction and training, where the assessment indicates that it is necessary.
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3.13
DRUGS AND ALCOHOL POLICY
Trainload recognises the potential dangers of alcohol, drugs and solvent abuse, to both the individual and Trainload. Trainload aims to prevent where possible, alcohol drugs and solvent abuse amongst employees and to detect at an early stage employees with problems. Trainload will offer assistance such as leave of absence from work if employees require treatment for drugs and alcohol problems. There may be however some instances when the offer may not be appropriate and the Managing Director will assess each case individually. 3.14
COMPANY VEHICLES
The use of company vehicles is an occasional part of Trainload’s activities, and Trainload recognizes its responsibility to the health and safety of both employees and members of the public resulting from the necessary driving on company business. It is the responsibility of all employees to inform Trainload of any health/illness reasons which may affect their safety whilst driving on Trainload business. Employees must also ensure that actions carried out (or neglect to be carried out) by them do not affect the health safety or wellbeing of others. Anyone driving on behalf of Trainload is expected to be courteous and abide the ‘Highway code’ and road traffic laws in place. It is Trainload responsibility to ensure that the vehicles are:• Regularly serviced and hold a valid MOT certificate • Insured for the relevant use and drivers using the vehicle • Hold a valid road tax. • Trainload will also investigate and correct any fault or defect reported. Employees using a company vehicle must: • Hold a valid appropriate licence • Provide their licence prior to using the vehicle, a copy of the licence will be held on file as a record of authorisation • Provide their licence on a minimum of six monthly basis for inspection • Inform the Managing Director immediately should they receive any endorsements or have their licence revoked • Carry out checks of the vehicle prior to use • Not smoke within a vehicle • Report any accident/incident immediately to the Workshop Manager or Managing Director • Ensure that the vehicle has been secured when they are away from it and valuables are not left visible. • Not use a mobile phone whilst driving All drivers are reminded that the wearing of seat belts whist driving is mandatory. This includes passengers. Drivers may be held responsible for their passengers and receive points on their licence for failing to do so. V1 JULY 2019 PAGE 21 OF 24
3.15
VIOLENCE AND AGGRESSION
Where an employee feels threatened, for example, through verbal abuse, threatening behaviour or physical violence, they should remain polite at all times, and remove themselves from the situation. Any such instances should be reported immediately to management who will investigate and deal with the incident appropriately. 3.16
OCCUPATIONAL HEALTH
As part of the overall management of health risks to employees, Trainload will consider the provision of health surveillance where all the following criteria are met: • the work is known to damage health; • there are valid ways to detect any potential disease/condition; • it is reasonably likely that damage to health may occur under the particular conditions at work, including the potential failure of personal protective equipment; and • the provision of health surveillance is likely to benefit the employee. 3.17
DISPLAY SCREEN EQUIPMENT (DSE)
In accordance with the Display Screen Equipment Regulations 1992, Trainload recognises its responsibility to ensure the health and safety of employees required to use DSE at work. Risk assessments will be undertaken for all employees who are required to use DSE. Trainload aims to help users work with DSE safely by: • Ensuring suitable adjustable chairs with foot rests are provided • Ensuring VDU screens are fully adjustable • Ensuring keyboards can be adjusted • Providing suitable task and general lighting • Ensuring staff are able to take rest breaks when using DSE • Providing free eye tests and specially corrective glasses (where required) for DSE users • Providing sufficient information, instruction and training about the safe use of DSE.
3.18
STRESS
Stress is the reaction some people have to excessive work pressures or other demands imposed upon them. And stress may be seen as the impairment of physical and behavioural performance from real or perceived challenges. It is our policy to take stress within the workplace seriously and to help those employees who admit to feeling stressed. Management are encouraged to watch for signs of stress and to listen to employees’ views regarding the pressures of their work. As an organisation, we operate under an equal opportunities policy and will ensure all employees are treated fairly and consistently and any accusations of bullying and harassment made by employees will be taken seriously and will be investigated.
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The Managing Director and Workshop Manager are responsible for monitoring employees’ workloads to ensure they are not overstretched. Employees are encouraged to contact the Managing Director about measures they feel can be taken to reduce levels of work pressure. 3.19
YOUNG WORKERS
Young workers are workers who are under 18 years of age. Young workers are seen as being particularly at risk because of their possible lack of awareness of existing or potential risks, immaturity and inexperience. A risk assessment on younger workers must be carried out in compliance with current Management of Health & Safety at Work Regulations 1999. Trainload will take the following measures to protect the health and safety of young workers: • Assess the risks to young workers • Take into account their inexperience, lack of awareness and immaturity • Prohibit certain activities where higher risks are identified • Not allow the young person to operate any machinery or equipment without proper supervision and training • Provide training to ensure competence before allowing any unsupervised activity to be undertaken • Provide suitable supervision at all times • Not employ any person under the age of 14 years for any paid or non-paid employment 3.20
NEW AND EXPECTANT MOTHERS
Trainload recognises that new and expectant mothers are more vulnerable to injury and as such will carry out specific risk assessments when an employee notifies them of a pregnancy. Such assessments will consider the workers duties, working conditions and hours, where it is deemed that a risk to the mother or baby is present, suitable controls will be introduced and monitored throughout the pregnancy. 3.21
HEALTH AND SAFETY RECORDS
It is the responsibility of the Managing Director to ensure that health and safety records are stored securely for the correct length of time. Health and safety records will be retained as follows: • Accident Book – 3 years after last entry • RIDDOR reports – 3 years • Risk assessments – 5 years • H&S training records – 7 years • PUWER inspections – until the next inspection • LOLER inspections – thorough inspection before first use, until the employer ceases using the equipment (lifting equipment), two years (lifting accessories) • LOLER in service thorough examination (6 monthly, 12 monthly, or examination scheme) – until the next report or 2 years, whichever is later • LOLER in service inspections / tests – until the next report is made
V1 JULY 2019 PAGE 23 OF 24
• Pressure equipment examinations – until the next examination. Other reports that could assist in assessing the safety of the system, particularly in relation to repairs and modifications must also be retained. • COSHH Exposure Monitoring – 5 years • LEV examinations – 5 years • Noise records – 40 years • Health surveillance records – 40 years
3.22
MONITORING AND REVIEW
Trainload is committed to regularly monitoring and reviewing its health and safety performance. This will be done systematically through regular reviews of performance based on data (e.g. accident statistics) and from monitoring activities of the health and safety management system. This data will form the basis for our selfregulation and our compliance with Sections 2 to 6 of the Health and Safety at Work etc. Act 1974. Commitment to continuous improvement will involve the constant development of policies, systems, procedures and approaches in the implementation and techniques of risk control.
V1 JULY 2019 PAGE 24 OF 24