Policy 29 - Risk Management

Policy 29 – Risk Management

Excellence in Learning, Development and Training

CONTENTS Page 3

Introduction

Page 3

Why is Risk Management Important?

Page 3

Vision

Page 4

Risk Management Objectives

Page 4

Risk Assessments

POLICY 29 – RISK MANAGEMENT 1

APPENDICES – RISK ASSESSMENT FORMS

A

Action Plan

B

COSHH Assessment

C

Display Screen Equipment Workstation Assessment

D

Display Screen Equipment Workstation Self Assessment Checklist

E

General Risk Assessment Form – Severity 1 – 10

F

Manual Handling Assessment

G

Risk Assessment Confirmation Checklist

H

Risk Assessment Form A1

I

Workstation Risk Assessment

2 POLICY 29 – RISK MANAGEMENT

INTRODUCTION This policy statement sets out LD Training Service’s approach to risk management – in accordance with national guidance.

888888888

WHY IS RISK MANAGEMENT IMPORTANT? All organisations, whether in the public service, private or voluntary sector, face risks to people, property and business continuity. Risk is the measure of likelihood of loss, damage or injury caused by an unwanted or uncertain action or event. Risk Management implies a planned and systematic approach to the identification, evaluation and control of risk.

Insurance has been the traditional means of protecting against financial loss. This has a major weakness in that it tends to obscure the real cost and effect of operational errors and organisational shortcomings. By reducing, or preventing the incidence of losses and poor decision-making, LD Training Services will benefit by stabilising its insurance costs and will avoid consequent disruption, time wasting and impact on quality services.

It must be recognised that, in addition to financial risk, reputational risk (adverse publicity) and the risk of failing to achieve objectives and targets are also key risk management motivators.

888888888

VISION LD Training Services will seek to identify, analyse and prioritise the risks it faces. Wherever possible, the organisation will adopt best practice in the identification, evaluation and cost-effective control of risks to ensure that they are either eliminated or reduced to an acceptable level.

Risk is a factor of ever-day life and can never be eliminated completely. All employees must understand the nature of risk and accept responsibility for risks associated with their area of authority. The necessary support, assistance and commitment of management will be provided.

888888888

POLICY 29 – RISK MANAGEMENT 3

RISK MANAGEMENT OBJECTIVES

LD Training Service’s risk management objectives are: • Integrate risk management into the culture of the organisation.

• Manage risk in accordance with best practice.

• Consider legal compliance as an absolute minimum.

• Anticipate and respond quickly to social, environmental and legislative change.

• Prevent injury and damage and reduce the cost of risk.

• Raise awareness of the need for risk management.

These objectives will be achieved by: - • Identifying a named contact to act in an advisory and guiding capacity and which is accessible to all employees.

• Include risk management as one of the implications to be considered in every report, funding bid and project brief.

• Adopt processes, which demonstrate that risk management principles are being applied across the whole organisation.

• Provide training in risk awareness.

• Maintain documented procedures for the control of risk and provision of suitable information, training and supervision.

• Maintain an appropriate system for recording incidents and carrying out post event checks to ascertain causes and identify preventive measures against re-occurrence.

• Devise and maintain contingency plans in key risk areas to secure business continuity where there is a potential for a major impact upon the organisation’s ability to function.

• Maintain effective communication and involvement of all staff and management.

• Monitor arrangements on an ongoing basis.

888888888

RISK ASSESSMENTS To inform risk management processes, risk assessments should be carried out for all areas of work – including manual handling, events, work screens etc. Please see the appendices listed below for examples of risk assessment forms.

Please note – employees and managers must complete the relevant forms for their area of authority and submit to the Chief Executive as far in advance of the activity as possible.

888888888

4 POLICY 29 – RISK MANAGEMENT

APPENDIX A – ACTION PLAN

Department:

Section:

Jan

Feb

Mar

Apr

May

Jun

Jul

Risks / Action Required:

High / Medium / Low Risk:

Anticipated Deadline for Action:

Action By:

Key Players:

Aug

Sep

Oct

Nov

Dec

POLICY 29 – RISK MANAGEMENT 5

APPENDIX 2 – COSHH ASSESSMENT

Area / Process Identification:

Area(s) Used:

Processes and Exposures:

Persons at Risk:

Substances Used:

Quantity:

Duration:

Route of Exposure:

Controls Used:

Maintenance, Examination and Testing of Controls:

Workplace Air Monitoring:

Health Surveillance:

Information, Instruction and Training:

Action Required:

Responsibility:

Signature:

Date:

Date for Next Assessment:

6 POLICY 29 – RISK MANAGEMENT

APPENDIX C - DISPLAY SCREEN EQUIPMENT WORKSTATION ASSESSMENT Location of Workstation:

PC User:

Tag No (PC Monitor):

ENVIRONMENT:

YES / NO

COMMENTS

Space

Is there sufficient space (legal minimum 3.7m2), with enough storage, to enable easy access to the workstation?

Does the space permit reasonable variation in the position of furniture and equipment?

Lighting

Is there adequate lighting for all tasks?

Is lighting variable to suit ambient conditions?

Is the lighting coordinated to avoid reflection and glare from falling upon the screen and other equipment?

Reflections and Glare

Are adjustable window blinds required to prevent reflections or glare?

Are wall surfaces designed to minimise reflections from falling upon the workstation?

Have other fixtures and fittings been positioned to avoid reflections upon the workstation?

Noise

Have noisy pieces of equipment (printers, etc.) been fitted with a sound attenuation hood, or been moved away from the workstation?

Have all other sources of noise been reduced to prevent distraction and interference with speech?

Temperature

Is the temperature maintained at a level that ensures operator comfort?

Have all sources of excess heat (i.e. those likely to cause injury or discomfort to operators) been eliminated or suitably controlled?

POLICY 29 – RISK MANAGEMENT 7

Humidity

Is an adequate level of relative humidity maintained?

Radiation

Is work equipment in a good state of repair? (Thus ensuring minimisation of radiation) DISPLAY SCREEN EQUIPMENT

YES / NO

COMMENTS

Display Screens Does the display screen have easily adjustable controls for brightness and contrast?

Is it possible to easily tilt and swivel the screen?

Does the screen stand upon an adjustable table, or is it possible to achieve the correct height by other means?

Is the screen free of reflections and glare?

Is the image on the screen stable and free from flicker?

Keyboard

Is the keyboard separate from the screen?

Is it possible to easily adjust the angle of tilt of the keyboard?

Are the key symbols adequately contrasted?

Does the keyboard have a matt surface?

Is there adequate space at the front of the keyboard to provide support for the hands and arms of the operator?

Is the keyboard style and the arrangement of keys designed to enable ease of use?

Other Equipment

Has a document holder been provided where necessary, and is it adjustable to suit the requirements of the operator?

Has all other equipment (egg mouse, central processing unit, modem, telephone) been assessed for suitability?

FURNITURE

YES / NO

COMMENTS

Work Surface Is the desk or work surface sufficiently large to allow a flexible and comfortable arrangement of all work equipment? (Min depth 80 cm) Does the surface have a matt finish to prevent reflections?

8 POLICY 29 – RISK MANAGEMENT

Is the height of the desk or work

surface suitable for use with display screen equipment?

Is there sufficient space below the work surface to enable the operator to achieve a comfortable position?

Chair Is the chair stable and does it allow easy freedom of movement?

Is it possible to easily adjust the height of the seat, the height of the backrest and the angle of the backrest?

Other Furniture

If display screen equipment or any peripheral equipment is placed upon shelves, cupboards, filing cabinets etc., are these secure and stable?

OPERATOR / COMPUTER INTERFACE Software Design

YES / NO

COMMENTS

Is the software suitable for the task?

Job Design

How much time will be spent using Display Screen Equipment on a typical day?

Will there be adequate opportunities for regular breaks from using display screen equipment?

ASSESSOR DETAILS

Signed:

Name:

Position:

Date:

POLICY 29 – RISK MANAGEMENT 9

APPENDIX D – DISPLAY SCREEN EQUIPMENT WORKSTATION SELF ASSESSMENT CHECKLIST Name:

Section:

Date:

The completion of this checklist will enable you to carry out a self-assessment of your own workstation.

Your views are essential in order to enable us to achieve our objective of ensuring your comfort and safety at work. Please circle the answer that best describes your opinion, for each of the questions listed. The form should be returned your Line Manager as soon as it has been completed.

ENVIRONMENT Lighting: Describe your usual workstation:

About right

Too bright

Too dark

Sometimes

Constantly

Some control

No control

Do you get distracting reflections on your screen?

Never What control do you have over local lighting?

Full control Temperature and Humidity At your workstation, is it usually:

Too warm

Too cold

Humid

Too dry

Occasionally

Constantly

Comfortable Is the air around your workstation: Comfortable Noise Are you distracted by noise from work equipment?

Never Space Describe the amount of space around your workstation: Adequate

Inadequate

Yes

No

FURNITURE Chair Can you adjust the height of the seat?

Can you adjust the height and angle of the backrest?

Yes

10 POLICY 29 – RISK MANAGEMENT

No

Is the chair stable?

Yes

No

Yes

No

Yes

No

Yes

No

Does it allow movement?

Is the chair in a good state of repair?

If your chair has arms, do they get in the way?

Desk Is the desk surface large enough to allow you to place all your equipment where you want it?

Yes

No

Yes

No

Is the height of the desk suitable?

Does the desk have a matte surface (non-reflective)?

No

Yes Footrest If you cannot place your feet flat on the floor whilst keying, has a footrest been supplied?

No

Yes Document Holder If it would be of benefit to use a document holder, has one been supplied?

No

Yes If you have a document holder, is it adjustable to suit your needs?

No

Yes DISPLAY SCREEN EQUIPMENT Display Screen Can you easily adjust the brightness and the contrast between the characters on the screen and the background?

Yes

No

Yes

No

Does the screen tilt and swivel freely?

POLICY 29 – RISK MANAGEMENT 11

Is the screen image stable and free from flicker?

Yes

No

Is the screen at a height which is comfortable you?

Yes

No

Yes

No

Yes

No

Yes

No

Keyboard Is the keyboard separate from the screen?

Can you raise and lower the keyboard height?

Can you easily see the symbols on the keys?

Is there enough space to rest your hands in front of the keyboard?

Yes

No

Yes

No

Software Do you understand how to use the software?

Training Have you been trained in the use of your workstation?

Yes

No

Have you been trained in the use of software>

No

If you were to have a problem relating to display screen work, would you know the correct procedures to follow?

Yes No

Do you understand the arrangements for eye and eyesight tests?

Yes

Yes Any other comments:

Signed:

12 POLICY 29 – RISK MANAGEMENT

No

APPENDIX E – GENERAL RISK ASSESSMENT FORM – SEVERITY 1 - 10 Date:

Assessed By:

Task/Premises:

Review Date:

Location:

Activity / Plant / Materials etc.

Hazard

Persons in Danger

Severity 1 – 10

Likelihood 1 – 10

Rate

Actions to Completed be taken / by Comments

Continued to next page

POLICY 29 – RISK MANAGEMENT 13

Activity / Plant / Materials etc.

Hazard

Persons in Danger

Severity 1 – 10

Likelihood 1 – 10

Rate

Actions to Completed be taken / by Comments

14 POLICY 29 – RISK MANAGEMENT

APPENDIX F – MANUAL HANDLING ASSESSMENT Name of Operation

Operation Type (single / generic)

Assessor

Date

Department

Section

Name of Handler(s)

Frequency of Operation

Description of Load

Description of Operation with Line Diagrams or Pictures

POLICY 29 – RISK MANAGEMENT 15

CHECKLISTS AND RECORD FORMS THE TASK Is the carrying load held at a distance from the

trunk?

If yes, provide an estimate of distance.

Can the load be held against the body?

Is the load held to the side of the body with one hand?

If yes, explain why this is necessary.

Is the weight of the body unevenly distributed?

Are the feet too close together?

If yes to either of the above questions, explain why.

Does the task involve twisting the trunk?

Does the task involve poor posture such as stooping?

Does the task involve bending backwards to reach objects on a high shelf?

Does the task require precision actions to manipulate the load into place?

Describe

Does the task involve excessive lifting or lowering distances?

Provide the height through which the load is lifted.

Does the task involve excessive carrying distance?

If the distance is greater than 10m, please provide the distance.

Does the task involve excessive pushing or pulling of the load?

Does the task involve risk of sudden movement of the load?

If so describe the problem.

16 POLICY 29 – RISK MANAGEMENT

Does the task involve dynamic handling of loads such as throwing?

If yes, describe them.

Does the task involve frequent or prolonged physical effort?

What is the total duration of work?

How frequently is the action performed?

Does the task involve insufficient rest or recovery periods?

Describe the current arrangements.

Does the task involve handling while seated?

Does the task involve team handling?

If so how many participate in the team?

Is the load heavy?

THE LOAD

Provide the weight (if lifting or holding) or force required to move the load (if pushing or pulling).

Describe the precise measurement conditions and equipment used.

Is the load bulky or unwieldy?

Provide the height of the load.

Provide the length of the load.

Provide the width of the load.

If the weight of the load is unevenly distributed, describe how.

Is the load difficult to grasp?

Describe the handholds, if any and the nature of them.

POLICY 29 – RISK MANAGEMENT 17

Is the load unstable, or are the contents likely to shift?

Describe the source of instability.

Is the load sharp, hot or otherwise potentially damaging?

Describe the features of the load concerned.

THE WORKING ENVIRONMENT Are there space constraints preventing good

posture?

Provide the dimensions of the workspace, together with the widths of passageways, etc. relative to the dimensions of worker and load combined (append a diagram or photograph if required).

Are there uneven, slippery or unstable floors?

If yes, describe.

Are there variations in level of floors or work surfaces?

Describe the extent of variations, their causes and locations.

Are there extremes of temperature, humidity or air movement?

Provide values for these if available, together with details of the equipment used.

Are there poor lighting conditions?

Do handlers move between areas with different levels of illumination?

18 POLICY 29 – RISK MANAGEMENT

Provide light levels and ratios of illumination between different working areas.

If the operation involves team handling, do noise

levels impair necessary communication?

What values were measured with what equipment, and what is the effective range for spoken communication?

Are there any potentially hazardous chemicals in the working area which will impair safe

performance of manual tasks?

Describe these and their concentrations.

INDIVIDUAL CAPABILITY Does the task require unusual strength, height,

etc.?

Describe the handler(s) (age ranges, sex and note any extremely large or small individuals.

Are any handlers pregnant?

Do any handlers have health problems?

Name any members of the workforce who may be at risk.

Is special knowledge or training required for safe task performance?

Specify the training required for this activity.

Is there any special protective equipment or are

there any items of clothing being worn by the workforce that may increase their risks of suffering an injury during a manual handling operation?

POLICY 29 – RISK MANAGEMENT 19

If yes describe them.

Any other comments?

Assessed by

Date

20 POLICY 29 – RISK MANAGEMENT

APPENDIX G - RISK ASSESSMENT CONFIRMATION CHECKLIST Once all risk assessments have been completed, please fill in the table below and then send this form, along with a copy of your action plans to the Chief Executive.

Risk Assessments

Number of Assessments Carried Out

Completed for all Staff (Yes / No)

Risk Assessment Review Date

Specific assessments

Workstation/Display Screen Equipment (DSE)

Staff Self Assessment for DSE

Manual Handling

Control of Substances Hazardous to Health (COSHH)

General Risk Assessments

Assessments for all identified work tasks

(These are assessments for those risks presented by the various work activities)

Name:

Signed:

Date:

POLICY 29 – RISK MANAGEMENT 21

APPENDIX H - RISK ASSESSMENT FORM A1 Department

Assessment Undertaken by

Area

Date of Assessment

Hazard(s)

Who might be harmed?

How is the risk controlled?

Risk Rating

Severity

Likelihood

Rating

What further action is necessary to control the risk?

Action

Date Actioned

Additional Comments

Assessor

Manager

22 POLICY 29 – RISK MANAGEMENT

Signature

APPENDIX I - WORKSTATION RISK ASSESSMENT Service / Unit

Employee

PC Used

Tag No.

Assessed by

Date

REASSESSMENT DATE DETAILS

YES

NO

ACTION REQUIRED

ACTION TAKEN

Environment Is there easy access to workstation?

Does workstation layout enable equipment to be easily operated without excessive reaching / stretching / twisting?

Is workstation at right angles to window?

Can employee at workstation look at distant objects to relax eyes?

Is there adequate storage space at workstation?

Is there adequate lighting for employee?

Has a desk lamp or local task lighting been supplied?

Is noisy equipment baffled?

Is ventilation adequate for comfort (hot or cold)?

POLICY 29 – RISK MANAGEMENT 23

DETAILS

YES

NO

ACTION REQUIRED

ACTION TAKEN

Display Screen Are brightness / contrast buttons easily adjustable?

Does screen easily tilt and swivel?

Is screen free from flicker and is image stable?

Is screen free from reflection and glare?

Is formation on screen easily readable and clearly defined?

Keyboard Is keyboard separate from screen & easily movable?

Is keyboard easy to adjust tilt?

Are the keys / symbols easily readable?

Does keyboard have a matte finish?

Is there adequate space in front of keyboard to support employees hands / arms?

Does the design enable ease of use?

24 POLICY 29 – RISK MANAGEMENT

DETAILS

YES

NO

ACTION REQUIRED

ACTION TAKEN

Desk Is height suitable for use with display screen (66 - 73 cm)?

Is there sufficient space below for employee to achieve comfortable position?

Is desk large enough to accommodate paperwork?

Is desk deep enough for screen to be positioned to allow reading distance of up to 60cm?

Has desk a matte finish to prevent reflections?

Is distance (screen to desk edge) between 40 - 70cm?

Is there a stable and adjustable document holder provided, if needed?

Chair Does chair have a stable fivepronged base?

Does chair have castors?

Does the seat swivel?

Do seat height and backrest height and angle easily adjusts?

Is chair comfortable?

Is there a footrest provided, if needed?

POLICY 29 – RISK MANAGEMENT 25

DETAILS Is layout appropriate to task (data entry / conversational)?

Is software generally suitable for task?

Is software easy to use and understand?

Can work be organised so as to ensure adequate screen breaks?

YES

NO

ACTION REQUIRED

Task Design / Software

ACTION TAKEN

Training / Awareness of Employee Has employee received adequate training in use of software?

Has employee had adequate training in adjusting, moving or lifting of furniture and equipment?

Is employee aware of possible risks arising from: a) use of the display screen? b) visual and postural problems? c) dangers of repetitive tasks? d) use of other equipment e.g. printers, copiers, staplers, and scalpels?

Is employee aware of cleaning (keeping dust free) & maintenance arrangements for equipment?

Does employee know procedures to follow in the event of a problem or a fault with

26 POLICY 29 – RISK MANAGEMENT

equipment?

DETAILS

YES

NO

ACTION REQUIRED

ACTION TAKEN

Training / Awareness of Employee Does employee know the emergency procedures?

Does employee know where to report any accidents, near misses?

Does employee know where to access the Trusts health and safety policy?

Is employee aware of the dangers of food/liquid or loose clothing near equipment?

Physical Well Being of Employee Does employee suffer discomfort in feet, legs or back?

Does employee suffer from discomfort or pain in lower arms or wrists?

Does employee suffer aches and pains in shoulders/ upper arms?

Does employee suffer from headaches or aches/ discomfort in the neck?

Does employee suffer from sore or dry eyes?

Does employee wear: a) contact lenses? b) glasses?

Is employee aware of availability of eye tests provision of glasses or

a) b)

a) b)

POLICY 29 – RISK MANAGEMENT 27

lenses?

DETAILS

YES

NO

ACTION REQUIRED

ACTION TAKEN

Physical Well Being of Employee Has employee had a recent eye test?

Give date:

Does employee have any special needs?

Other comments from employee:

Signed:

Date:

Other comments from assessor:

Signed:

28 POLICY 29 – RISK MANAGEMENT

Date: