POLICY 34 - LONE WORKER POLICY

Policy 34 – Lone Worker Policy

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1. GENERAL POLICY LD Training Services Ltd will ensure as far as is reasonably practicable, that employees and contractors who are required to work alone or unsupervised for significant periods of time are protected from risks to their health and safety. Measures will also be adopted to protect anyone else affected by lone working. Lone Working exposes employees and others to certain hazards. LD Training’s intention is to eliminate all risks from these hazards where possible, or where elimination is not possible to reduce risk to an acceptable level.

Employees are expected to take reasonable care and act in a manner so as not to endanger themselves or others by their acts or omissions.

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2. ARRANGEMENTS FOR SECURING HEALTH AND SAFETY Assessment of risks for the lone worker carried out under the Management of Health and Safety at Work Regulations 1992 will confirm whether the work can actually be done safely by one unaccompanied person. This will include the identification of hazards from, for example: safe means of access/egress; plant; machinery; goods; substance; environment; other people; animals etc.

Particular consideration will be given to:

1) Remoteness or isolation of workplaces.

2) Any problems with communication.

3) Possibility of interference, such as violence or criminal activity from other persons.

4) The possible nature of injury or damage to health - anticipated ‘worst case’ scenario.

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3. INFORMATION AND TRAINING Employees will be given the necessary information, instruction, training and supervision to enable them to recognise possible hazards and appreciate the risks to their safety whilst working alone. Where set procedures for lone working are laid out, employees will be required to follow them. First Aid kits and mobile telephones will be made available and should be used by staff. Personal awareness courses can be arranged and all lone workers are advised to attend these courses. Lone Worker Guidance documents and a copy of the risk register will be available in the main admin office.

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4. SAFE SYSTEMS OF WORK LD Training will develop appropriate “Safe Systems of Work” to cover lone working staff; the Director will monitor these systems. Instructions shall be in writing and consider the following points:

§ Required ability of employees, eg a) Professional Training b) Qualifications and Experience c) Medical Fitness § Suitability of Equipment eg a) Quality of hand tools etc. b) Level and suitability of any Personal protective Equipment (PPE) supplied to Employee: c) Safety of any electrical equipment - regular testing, waterproof etc. § Means of Communication a) Radio b) Telephone c) Manual or automatic alarm system d) Regular visits by Supervisor / line-manager § Emergency procedures a) First Aid Kits, and availability of trained help b) Availability of Fire Fighting equipment c) Means of summoning help d) Means of raising alarm e) Emergency plans

§ Training Training for use of special emergency equipment and procedures

§ Supervision New staff, young people, all staff new to lone working should have an introductory period if possible, where a supervisor or other trained person accompanies them for a short period of time. The person supervising should be able to make comments as to the suitability of the person for lone working tasks, not all staff are suitable for this type of work.

§ Defined Work Limits LD Training will establish clear procedures to set limits on what can or cannot be done whilst working alone. These may have to be worded in general terms, but in all cases employees should be instructed along the lines of - if in doubt always ask a supervisor/manager before proceeding.

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5. SUMMARY Working alone is not illegal, but it can bring additional risks to work activity. LD Training has produced procedures to protect workers who work alone - follow the procedures for your own health and safety.

If in doubt don’t proceed, ask for advice.

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6. CODE OF PRACTICE This Code of Practice forms part of LD Training’s Health and Safety Policy. Nothing in this Code of Practice shall prejudice any requirement imposed by or under any enactment relating to Health and Safety at Work, Public Health or Protection of the Environment. The purpose of this document is to highlight the hazards associated with lone working and to set out the procedures for managing the risks to staff.

This document should be read in conjunction with LD Training’s Conditions of Service.

1. Introduction Employers are responsible for the Health, Safety and Welfare of their employees. These responsibilities cannot be transferred to employees who work alone or without close supervision. The Management of Health and Safety at Work Regulations require employers to ‘assess the risks to staff’, to identify significant risks arising out of work, and to take suitable measures to remove or reduce risks as far as is reasonably practicable.

1.3

In addition to potentially violent situations, lone workers may be exposed to a number of other

hazards – such as incapacitating injury, accidents or sudden illness in isolated locations where no assistance is available.

1.4

LD Training has considered the safety of Lone Workers and the steps that it could reasonably

take to minimise the risks. Clearly, it is impossible to eliminate all hazardous situations by simply writing a Code of Practice and it will require the support and co-operation of all those involved.

1.5

This document provides direction and guidance on ways in which management and staff can

eliminate, or reduce to a manageable level, the risks associated with lone working and thereby meet their legal duties.

1.6

There is no general prohibition on working alone, but there are some situations where the law

stipulates that at least two people must be involved in the work and specifies the safe systems of work to be followed. In others the law stipulates the standard of supervision to be provided and limits the extent to which people may work on their own.

1.7

Risk assessments and safe systems of work supported by information, instruction, training and

supervision are the key elements to maintaining the safety of lone workers.

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1.8

Where it is known that staff will be involved in lone working situations where it is not

reasonably practicable to provide close supervision or contact, extra care should be taken when selecting staff to these positions, as their competence and reactions will be essential to their own safety.

2. Definitions Before going further it would be helpful to provide information as to the definition of some of the words and phrases in this document.

LONE WORKER

People who work by themselves without close or direct supervision, eg People who work in fixed establishments where: A. Only one person works on the premises B. People work separately from others C. People work outside normal hours Mobile workers working away from their fixed base, eg A. Project workers on site visits B. People visiting residents’ homes

HAZARD

Something with the potential to do harm.

RISK

The likelihood of a harm being realised.

RISK ASSESSMENT

The process of identifying hazards, evaluating the risk and devising safe systems of work.

BEST PRACTICE

The highest standard of safe working arrangements relevant to the task. These may be those provided by an appropriate professional body or association or from following guidance provided by the Health and Safety Executive.

COMPETENT PERSON

A competent person can be described as someone who has accrued sufficient theoretical and practical knowledge to be able to identify those matters significant to their health and safety and be able to take appropriate action to avoid or adequately manage the risks.

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3. Safe Working Arrangements for Lone Workers 3.1

Establishing safe working arrangements for lone workers is no different from organising the

safety of other employees. Where there is existing legislation or standards then these should be met.

Where none exists then working practice should be based on the results of any risk assessments made, or best practice.

3.2

Lone workers should not be exposed to significantly more risks than those who work with

others or in groups. If one person working on their own cannot adequately control the risks then more people will be required.

3.3

Lone workers face particular problems, some of which need special attention when planning

safe working arrangements. Precautions should take account of normal working conditions and foreseeable emergency situations. It is important for clear procedures to be established which set out what can and cannot be done whilst working alone. They should specify how to react to circumstances, which are new, unusual, or beyond the scope of the training given (eg when to stop work). If in doubt the worker should be advised to leave the situation and take further advice from a supervisor.

3.4

Managers should identify all situations where people may be required to work alone and

answer the following questions for each situation: §

Does the workplace present any special risks to the lone worker?

§

Is there safe access and exit at all places the lone worker is required to work?

§

If temporary access equipment is used, can one person use it in safety?

§

Are the emergency evacuation arrangements suitable for people working alone?

§

What are the consequences of equipment failure for the lone worker?

§

Can all equipment be operated safely by one competent person?

§

Can all substances and materials be handled safely by one competent person?

§

Are all manual handling tasks within the capacity of the individual?

§

Is the lone worker at risk from potentially violent situations?

§

Is the person medically fit and suitable to work alone?

§

What training is required to ensure their competence in safety matters?

§

How can the lone worker’s work and movements be adequately supervised?

§

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

§

Is there any relevant guidance available to assist me to provide safe working conditions and safe systems of work?

§

What must I do to ensure that this and all other relevant Codes of Practice are incorporated into the lone workers working arrangements?

§

Are there any specific regulations which affect whether any aspect of this work can be done unsupervised or by one person?

3.5

Where the manager has answered any of the above questions with a ‘no’ or ‘don’t know’ it will

be necessary for them to investigate the matter further.

3.6

Identification of, and safe working procedures for, employees who routinely work alone is far

easier to accomplish than accommodating those situations where employees infrequently undertake lone working or where the ‘one off’ emergencies arise. Managers must remain alert to the need to identify and undertake risk assessments for all lone working situations.

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4. Standard Requirements 4.1

It is possible to provide some basic rules that can be applied to all lone working situations.

These are set out below and managers must ensure they are incorporated into their working arrangements whenever staff are undertaking work alone.

4.2

Lone working away from fixed base: §

All employees working away from their fixed base alone must be ‘booked out’ by filling in the office diary in advance with details of place(s) and time(s) of visits and, if appropriate, estimated time of return must be recorded.

§

Where possible, lone workers must be ‘booked back’ at the end of their lone working, - on return to their fixed base or when finishing work for the day, by reporting to the office.

§

Those responsible for monitoring booking out, calling in and booking back arrangements must be identified and their duties clearly defined.

§

Procedures for dealing with a missed call, failure to book back and instances when lone working continues after normal working hours must be identified, known and obeyed by all lone workers and monitoring staff.

§

Any member of staff working out of normal office hours and out of the office must ensure that their manager is advised, and where possible ensure that their partner is aware of the estimated time of arrival at home.

§

No person is to work away from their fixed base alone, without the appropriate safeguards put in place, in the following circumstances: a) Where the location or environment presents particular risks to lone workers, eg dangerous structures, where there is the potential for serious injury as a result of a fall, working in the vicinity of water where there is a risk of drowning or where other natural features or elements are present which are potentially hazardous to Lone Workers. b) In circumstances where the purpose is to meet a person(s) who has been identified as having the potential for being abusive, aggressive or violent. c) Where the nature of the work has the potential to put the employee in conflict with the public. d) Where a Lone Worker suffers from a medical condition, which is known to the employer, that would put their health or safety at risk if not treated promptly and the availability of prompt treatment is not reasonably practicable e.g. a lone worker who is known to be allergic to bee stings exposed to a higher than normal risk of being stung. e) Before the manager has taken all reasonable steps to satisfy him/herself that the person concerned is competent to safely undertake work alone. f)

In circumstances where specific regulations require that more than one person undertakes the work or supervision of the worker.

4.3 Working alone on LD Training premises (normal working hours) 4.3.1 Some employees may be required to work at locations where they work separately from others or are the only person working on the site. In these situations the employee will require clear procedures defining the limits of what can and cannot be done and the actions to take in the event of an emergency. Training will be particularly important to control, guide and help the Lone Worker in unusual situations and to avoid panic reactions.

4.3.2 Managers will need to ensure the employee fully understands the risks involved in the work, the precautions to take and is sufficiently experienced.

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4.3.2 Depending upon the circumstances, it may be appropriate to arrange for regular contact to be made with the employee working alone. Contact arrangements should be monitored and a record kept.

4.4 Working alone on LD Training premises (outside normal working hours) 4.4.1 Before authorising work to be undertaken by Lone Workers outside normal working hours the manager must be satisfied that it is essential for the work to be done outside normal hours and that it is not reasonably practicable for the work to be done by more than one person.

4.4.2 Consideration should be given to the safety of staff leaving work late and when it is dark. The ability to park their cars in a safe area or the provision of transport home could improve their safety.

4.4.3 The following measures must be included in the arrangements for lone working on LD Training premises outside normal working hours: a. The presence of the Lone Worker on LD Training premises must be monitored. This can be achieved through agreed ‘Calling in’ arrangements. b. Arrangements for dealing with emergencies eg fire, unauthorised persons on the premises, illness, accidents, first aid etc should be checked for their adequacy and the lone worker informed. c. Following assessment, any restrictions regarding the use of equipment (lifts) or substances or access to areas which could present additional risks to the lone worker should be clearly identified to them. d. No interviews or meetings in connection with work with members of the public are to be undertaken by Lone Workers on LD Training premises without the express permission of the Chief Executive. Before granting permission, the Chief Executive must be satisfied that proposed meeting will not put the safety of the lone worker at risk. e. Anyone working alone in the offices must ensure that the doors are locked and must not open the door to any unscheduled visitor. Where possible, out-of-hours meetings at the offices should not be arranged if there are no other staff members in the building. f.

Where possible, the lone worker’s car should be positioned near the office if they will be leaving the building at night.

5. Communications 5.1

The provision of a means of communications to a lone worker e.g. fixed BT phone, mobile

phone or radio will improve contact with them. It will also enhance their ability to raise the alarm in the event of an emergency.

5.2

What it cannot do is to protect them from danger. This can only be done through the

employment of competent people working to safe working procedures.

5.3

A decision regarding appropriate communications to be provided to a lone worker for reasons

of safety should be based upon the results of a risk assessment and whether the risks can be reduced by the provision of communications equipment.

6. Personal Alarms 6.1

A personal alarm is designed to distract an aggressor and, hopefully provide their intended

victim with an opportunity to escape. It is unlikely to deter them for long or provide a means to summons assistance. Their ability to protect employees is very limited and should not be relied upon as sufficient to provide a safe working environment for Lone Workers.

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7. Personal Protective Equipment (PPE) 7.1

As with the provision of communications equipment, the provision of PPE should be considered

as part of an overall risk assessment of the work to be undertaken by the lone worker. High visibility clothing, protective hard hats, safety footwear, eye and hand protection are just some of the items which may be appropriate to issue to the Lone Worker.

8. First Aid First aid regulations require employers to provide first aid facilities for his/her employees. This includes Lone Workers. It is important to note that the regulations do not give employers an option of whether to provide first aid for employees. What they do give is flexibility as to what is provided.

8.1

Clearly, it will not be reasonably practicable to provide a fully stocked first aid kit and qualified

first aider for all employees who are Lone Workers. Likewise, the total absence of first aid for Lone Workers will be difficult to justify. As with all other aspects of safety at work, the arrangements for first aid must be decided following a risk assessment.

8.2

It is considered that the minimum first aid provision for Lone Workers would be a travelling first

aid kit and basic first aid training. For those employees undertaking work with the potential for injuries exceeding the scope of the equipment/training outlined above they will require an improved level of first aid.

8.3 It must be remembered that there will be a point where the potential for accident injury will justify more than one person doing the work.

9. Torches 9.1

The provision of a torch for employees who are required to go to locations at night and other

situations where there may be poor lighting conditions will reduce the risk of slips, trips and falls which form a large proportion of reported accidents.

10. Conclusions 10.1

Arrangements for the safety of Lone Workers cannot be left to the individual. Employers have

a legal duty to undertake risk assessments. In the event of an accident investigation by the enforcement agency the absence of evidence showing that a risk assessment had been carried out will put the employer and/or management at risk of prosecution.

10.2

It is essential that line managers who have lone working within their area of responsibility

recognise the need to assess, and keep under review, the risks to their staff. Where appropriate, they must provide safe systems of work (in writing if necessary) to cope with all foreseeable situations, which put staff at risk.

10.3

Risk assessments for Lone Workers must include an assessment of the competence of the lone

worker and the identification of the training, if appropriate, required to enable them to work alone in safety.

10.4

Any employee with a responsibility for lone working who feels they require assistance with

their assessment of the risks can refer to the Chief Executive.

10.5

Lone Working should not be allowed when the employee has a medical condition, which means

they are at greater risk, or could not cope with an emergency.

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7. GUIDELINES FOR EMPLOYEES – WORKING ALONE IN SAFETY These guidelines have been produced to reduce your chances of suffering ill health or injury whilst working alone. They are illustrative of some of the potential risks and precautions and you will need to take account of any additional ones identified by your manager/supervisor through their risk assessments. Remember NEVER put yourself at risk and only undertake work for which you have been trained. Always work within the limitations of your competence and the risk assessment(s) for your task(s).

1. Lone Workers away from their Fixed Base I.

Always follow arrangements for ‘booking out’, ‘calling in’ and ‘booking back’ when undertaking lone working.

II.

Always report changes to your planned itinerary or possible delays in calling in or booking out.

III.

Never undertake surveillance or investigation work without calling in arrangements.

IV.

Always check the Risk Register before undertaking lone visits to clients.

V.

Never visit anyone on the Risk Register alone.

VI.

Never agree to attend an outside meeting with an unknown caller without undertaking adequate checks. Be alert to the possibility of an ulterior motive.

VII.

Always check the identity and address of a caller. Call them back to confirm the arrangements.

If in doubt, report to your line manager.

VIII.

Always ensure you have the appropriate safety equipment eg High Visibility Clothing, Torch, First Aid Kit, Alarm etc.

IX.

Always ensure you have the appropriate communications equipment with you.

X.

Never use machinery/equipment you have not been trained to or which has been identified as being a risk to Lone Workers.

XI.

Never use potentially hazardous substances you have not been trained to use or have been identified as being a risk to Lone Workers.

XII.

Always be alert for deteriorating weather conditions, which could make travelling hazardous for the lone worker.

XIII.

Never work alone if you have a medical condition, which means you are at greater risk or could not cope with an emergency.

2. Lone Workers on LD Training Premises I.

Always check the emergency procedures for the location in which you are working alone eg Fire, Evacuation, First Aid.

II.

Never use machinery/equipment you have not been trained to use or has been identified as being a risk to Lone Workers.

III.

Never use potentially hazardous substances you have not been trained to use or have been identified as being a risk to Lone Workers.

IV.

Never use lifts in buildings where you are working alone and there are no means of raising the alarm in the event of a failure causing entrapment.

V.

Always be aware of the need to maintain security whilst working in buildings alone.

VI.

Never interfere with electrical equipment

VII.

Always follow ‘calling in’ arrangements for lone workers on LD Training premises.

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