Health & Safety Policy

Health & Safety Policy

Policy Statement

It is Resolve Security’s intention to provide and maintain a healthy and safe working environment for all its employees and for others who work or visit Resolve Security premises and sites. As well as ensuring that all that is reasonable and practicable is done to prevent personal injury and to comply with the duties laid upon Resolve Security under the Health and Safety at Work etc. Act 1974 and any accompanying regulations.

Objectives

Resolve Security will ensure that all employees are aware of and accept their individual and collective responsibilities in the care of health and safety of themselves and others.

All employees are expected to co-operate in the carrying out of this policy and Resolve Security will encourage full participation of all employees and sub-contractors in matters concerning health & safety within Resolve Security.

Resolve Security will identify and eliminate or control any situations likely to be hazardous to health and safety or cause damage to persons and/or equipment.

Resolve Security is responsible for providing the necessary resources for the implementation of health and safety legislation and the objectives identified in this policy. Where reasonably practicable to do so Resolve Security will strive to go beyond the requirements of health and safety legislation.

Resolve Security also recognises the right of non-smokers to breathe smoke-free air and is conscious of its responsibilities to provide a clean, healthy, and safe working environment.

Resolve Security is committed to on-going monitoring and review processes, so that continual improvement in the management of health and safety can be achieved.

Responsibility for Health & Safety Matters

Managing Director

The overall accountability for the implementation of this policy in health & safety matters rest with Kevin Roberts MD of Resolve Security who will be required to do all that is reasonably practicable to meet the health & safety standards laid down in this policy and in legislation and to implement and carry out the policy and its aims set out in this document.

Kevin Roberts MD will identify any necessary preventative and protective measures and priorities the actions necessary to comply with relevant legislation and ensure that all staff are aware of the procedures relating to accident or sickness.

The additional responsibilities of the MD shall include:

Ensuring that all new members of staff and are aware of this policy and any rules.
Ensure that assessment of all risks to staff, visitors and others using Resolve Security premises and sites are carried out.
Ensure that training and re-training is provided where necessary for staff and sub-contractors on health & safety matters.
Ensure that all staff are fully trained to discharge their duties.
Investigate all accidents.
Liaise with the consultant and advise all managers on safety policies.
Oversee safety inspection by the Health and Safety Executive and ensure that Resolve Security premises and sites comply with the minimum requirements.
Co-operate with the local Fire Authority and take adequate steps for fire prevention.
Ensure that all staff and are made aware of the Safety Regulations in the event of a fire.
Ensure that there are regular fire drills and that alarm systems are checked on a regular basis.
Ensure that all staff are aware who the First Aiders are.
Ensure all records of accidents in the Accident Book are up to date.
Ensure that reporting procedures relating to Health and Safety as required by Statue and Health and Safety Executive and other authorities are completed.
Implement and enforce Resolve Security no smoking policy.
Implement recommendations or risk assessments identified within Resolve Security.

Office Manager

Whilst the accountability to ensure compliance with Health and Safety matters remains with the MD, the Office Manager is responsible for the health and safety of their fellow employees and visitors.

The additional responsibilities of the Office Manager shall include:

Carryout office risk assessments
Investigate all office accidents
Advise staff on safety policy changes
Co-operate with the Health and Safety Executive and ensure that Resolve Security premises comply with the minimum requirements.
Co-operate with the local Fire Authority and take adequate steps for fire prevention.
Carry out the duties of a Fire Officer, ensure all staff are aware of who the Fire Officer is.
Ensure that there are regular drills.
Become a trained First Aider and ensure that all staff are made aware of the First Aider
Ensure all records of office accidents are recorded in the accident book.
Ensure that reporting procedures as required by Statue and Health & Safety Executive and other authorities are completed.

Area Manager

Whilst the accountability to ensure compliance with Health & Safety matters remains with the MD, the Area Manager is responsible for the health & safety of their fellow employees and sub-contractors.

The additional responsibilities of the Area Manager shall include:

Ensure that all site risk assessments are carried out.
Provide health & Safety training.
Ensure that all staff are fully trained to discharge their duties.
Investigate all site accidents
Advise all staff on safety policy and legislation changes
Co-operate with the Health & Safety Executive and ensure that Resolve Security sites comply with the minimum requirements
Ensure that all site accidents are recorded in the accident book.
Ensure that reporting procedures relating to Health and Safety are required by Statue and Health & Safety Executive and other authorities are completed.
Provide emergency procedures training in the event of a major disaster.
Monitor the performance of sub-contractors to ensure that health & safety standards are maintained.

Employees

All members of staff are expected to observe all hazards and all accidents involving injury which should immediately be reported to the Area Manager.

Every member of staff must acquaint themselves with the rules governing health & safety within Resolve Security and in addition ensure the following:

Report and faulty or hazardous fixtures, fittings, furniture or equipment.
Do not attempt to repair faulty electrical equipment
Report all accidents involving injury to the Area Manager.
Keep all emergency exits, stairs and corridors free from obstruction
Ensure that all site rubbish is cleared on a regular basis and disposed of in accordance with site policy.
Observe all procedures relating to evacuation of premises or site during an emergency.
If you drive and are taking medication that makes you drowsy report this to the Area Manager.

Accident Reporting and Investigation

Resolve security’s policy is that every accident, injury, work-related disease, dangerous occurrence or near-miss must be reported to the Area Manager.

Investigated promptly in order to identify and remove the risk of further injury or damage.
Accurately recorded
Treated in a manner ensuring all legal requirements are met.

Reporting Procedures

When a person dies, suffers major injuries or over 7 day injuries, where there is a dangerous occurrence as a result of work activities the Office Manager/Area Manager must notify the Health & Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) by reporting and filling out the appropriate form, as well as the accident book.
Online at: http://wwwhse.gov.uk/riddor/report
By phone: 0845 3009923
Where a person suffers a minor injury on company premises or site a First Aider must be called immediately, and the Office Manager/Area Manager notified.
Accident book completed
Where a person encounters a near miss (an undesired event, under slightly different circumstances, could have resulted in injury to people, damage to property or loss of process) advise the Office Manager/Area Manager and complete the near-miss book.

Procedures and Responsibilities – Major Injuries

The responsibility of the nearest member of staff is to call the first aider and alert another member or staff to call an ambulance.

The responsibility of the first aider is to administer first aid until the arrival of the emergency services, at which point they will assume control.

If permitted accompany the injured person to hospital and remain until a family member arrives or further instructions arrive from Resolve Security.

The Office Manager/Area Manager will contact a member of the injured persons family as soon as possible. Make the accident area safe and do not permit anything to be moved or tampered with. Take the names and contact details of any witnesses and make as many detailed notes as possible, complete the accident book.

The Office Manager/Area Manager should carry out an accident investigation and the investigation should be completed as follows:

Information Gathering

Find out where and when the accident happened and who was involved, how it happened. This will involve gathering evidence, taking photos and witness statements, and looking at documents like risk assessments and operating procedures.

Analysis

Look at the information gathered to identify what happened and why. If the findings show that human error or deliberate violations were part of the cause, the Office Manager/Area Manager will need to discover whether someone forgot, did not know or deliberately ignored a rule. This will help when considering how to avoid it happening again.

Reviewing Risk Control Measures

At this stage the Office Manager/Area Manager will be able to identity where changes need to be made to risk control measures to prevent the accident/incident happening again. Evaluate the possible options carefully. Consider whether similar changes need to be made elsewhere.

Action Planning

This is about deciding what changes need to be made, by when and whom. The action plan will be put into place by the Office/Area Manager.

External Relations

External bodies – such as the enforcement authorities and media will be dealt with by the MD.

Procedures and Responsibilities – Minor Injuries

The first aider will administer first aid and complete the accident book. Where hospital treatment is considered by the first aider to be desirable but transport to hospital by ambulance inappropriate, accompany the injured person to hospital. Remain with the injured person for as long as necessary and make arrangements on behalf of Resolve Security for the return of the injured person to office/site or to their home.

The Office Manager/Area Manager will complete a detailed accident report summary taking statements from witnesses and photographs of the scene of the incident.

Procedures and Responsibilities – Near Misses

All near-misses must be reported by the individual staff member to the Office Manager/Area Manager and recorded in the near-miss book.

First Aid

All security staff holding an SIA Licence will have completed a First Aid course in accordance with the changes announced by the SIA in October 2021.

A first aid box is kept in the office, this is maintained and up dated annually or sooner if required.

Emergency Procedures

In the event of an emergency at the office during normal business hours all employees are to follow the procedures:

On the sounding of the alarm leave the building immediately by way of the designated access door/exit.
Do not risk your personal safety in recovering any personal items,
Meet at the designated meeting point
Stay together and report to the Fire Officer to await further instructions.
Do not re-enter the building until the alarm or warning has ceased and you have been advised that it is safe to return.

At all client sites ensure your follow Site Emergency Procedures.

Fire Precautions

Inspections relating to means of escape and testing of the fire alarm are to be carried out by the Landlord at the head office and site the responsibility is that of the client.

Office walkways, passages and staircases are to be kept clear at all times. Staff must avoid a build-up of rubbish under desks and work areas. Doors should not be wedged open.

Fire extinguishers are to remain on their hooks at all times, for use in the case of emergency, and not used as doorstops. All employees should be aware of the location of the nearest fire extinguisher and nearest alarm call point.

When on site all employees should familiarise themselves with the location of all fire/emergency equipment.

No smoking is permitted anywhere within the office building and there are designated areas for smoking outside. When on site all personnel should familiarise themselves with the designated smoking areas.

Alcohol & Drugs

UK trends have demonstrated an increasing dependency upon alcohol and drugs. The MD is acutely aware of the need to promote and maintain a safe working environment for all employees and have, in the interest of safety in the workplace, formulated this policy to ensure an acceptable level personal conduct whilst on company business.

Employees under the influence of alcohol and drugs cannot be allowed to continue working as they may put themselves and their colleagues or others at risk. The following requirements set out the policy in respect of all employees in the employ of Resolve Security whose proper performance of their duties is (or may be) impaired as a result of drinking alcohol or taking drugs.

It is Resolve Security’s policy that no one shall:

Report or try to report for work, having just consumed alcohol or being under the influence of drugs.
Report for work in an unfit state due to the use of alcohol or drugs.
Be in possession of alcohol or drugs of abuse in the workplace.
Consume alcohol or drugs whilst at work.
Consume alcohol in excess of the current legal limit above which it is an offence to drive a motor vehicle.
Consume or be under the influence of alcohol, drugs or other substances in any circumstances where proper performance might be impaired.

Stress in the Workplace

Resolve Security recognises and accepts its responsibility to alleviate any excessive pressure or demands placed on employees, which might cause them to suffer stress, which has detrimental effect on their health. This does not include normal and reasonable pressures associated with a job, which an employee should be able to manage appropriately.

Resolve Security will carry out regular risk assessments to identify, control or eliminate the risk of stress in the workplace.

Resolve Security will regularly review its risk assessments. This will include monitoring workloads, monitoring working hours and overtime, monitoring holidays taken to ensure staff are taking their full entitlement. Ensuring that bullying and harassment is not tolerated within the workplace, ensuring good communication between management and staff and providing additional support to employees by either referral to workplace councillors or specialist agencies.

In order for Resolve Security to monitor stress all employees are expected to do the following:

Raise and report issues of concern to the Office Manager or Operations Manager.
Inform their line manager of any concerns relating to excessive pressures and demands within the workplace.
Inform their line manager of any stress related illness associated either with the workplace or outside the workplace, (e.g. bereavement, separation etc.).
Accept opportunities for counselling when recommended.

Violence in the Workplace

Resolve Security is required to ensure the safety of all employees, particularly in potentially hazardous situations where violence in the workplace could be an issue. Any potential incident should be reported to your line manager, the Office Manager.

Resolve Security will ensure the following procedures are carried out:

Employees are canvassed to assess the level of threat and to encourage them to report incidents.
Detailed records will be kept, including those of verbal abuse and threats.
Any patterns of violence linked to certain work conditions or situations are recorded to assist in predicting potential trouble spots.
Employees will be informed of any significant findings and advised on how to deal with any early signs of aggression and the means to avoiding or coping with it.
If required employees will be provided with the appropriate support.

Risk Assessments

Office Risk Assessments

Office risk assessments are reviewed annually or sooner if required i.e. if there is new office equipment or changes within the office. These risk assessments are carried out by the Office Manager.

When risk assessments are actioned the following procedure is used:

Make a list of the work tasks that are to assessed.
Identify the risks – what are the hazards, who might be harmed and how?
Estimate the risk

Very unlikely
Unlikely
Possible
Likely
Very likely

Evaluate the risk

Acceptable – no further action but ensure controls are maintained
Adequate – look to improve at the next review
Tolerable – look to improve at the next review
Unacceptable – stop activity and make immediate improvements

Record the findings
Review the findings – annually or when changes happen whichever is sooner.

Site Risk Assessments

Site risk assessments are carried out by any employee that attends a site where risk assessments under a site policy do not exist or whereby comparison to Resolve Security’s own assessments the site assessments are seen as providing insufficient protection, the procedure in Office Risk Assessments section should be followed. Risk assessment templates are provided by the Operations Manager, these should be used wherever practicable.

All employees visiting sites or visiting buildings for work must be conversant with both general and site-specific health and safety risks relating to the property or site to be visited.

Once the risk assessment is completed a copy should be forwarded to the Operations Manager and a further copy held on the site file under health and safety.

Site risk assessments should be reviewed every six months or sooner whichever is appropriate.

Manual Handling

Manual handling training is provided by the Operations Manager at induction or when changes within the workplace require further training.

Resolve Security ensure that all large bulky/heavy items are moved by trained personnel that specialise in moving this type of equipment.

The office layout ensures that all heavy boxes are at waist level and that nothing is stored above head height.

Risk assessments are carried out by either the Office Manager or the Operations Manager and follow the procedures laid out in Risk Assessments.

The guidelines below should be followed by all employees, when manual handling:

Avoid lifting from floor level or above shoulder height, especially heavy loads.
Bend your knees and not your back when lifting.
Reduce the distance for carrying heavy loads if possible.
Avoid repetitive handling.
Push rather than pull.
Remove obstructions before moving heaving objects.
Avoid steps or ladders when dealing with heavy objects.
Wear PPE if suitable.
Ensure clothing and footwear are suitable for the task.
Do not lift any items if you suffer from physical weakness.

Display Screen Equipment

All employees using workstation equipment at Resolve Security offices will complete a display screen equipment risk assessment. The assessment will take place within the first week of starting employment. All display screen risk assessments are reviewed annually or sooner.

Once the employee has carried out the assessment the Office Manager will then review the details with the individual and identified risks are reduced to the lowest extent reasonably practicable.

The Office Manager will ensure the following:

That the employee adopts the correct posture when working at their computer workstation.
That the employee takes frequent short breaks if using a keyboard for a long time.
The adjustable chair is set to the correct position.
The position of the screen is correct i.e. no glare or reflection is at eye height and is neither too far away nor too near.
If the employee wears glasses or lenses, if they need them to see the screen clearly – they should wear them all the time they are using the screen.
Advise the employee that Resolve Security will provide regular eye site tests if they use a screen for most of their work.
Any defective equipment should be reported by the employee immediately to the Office Manager.

Electricity

All office appliances will be PAT tested and certified annually by a competent electrical contractor.

Resolve Security will only use equipment that is suitable for the working environment.

Employees should use the following guidelines:

Ensure equipment is safe before use.
Provide an accessible and clearly identified switch near each fixed machine to cut off power in an emergency.
For portable equipment, use socket outlets which are close by so that equipment can be easily disconnected in an emergency.
Where possible, tools and power socket-outlets are switched off before plugging in or unplugging.
Equipment is switched off and/or unplugged before cleaning or making adjustments.
Replace damage sections of cable completely. This should only be carried out by a competent person.
Protect light bulbs and other equipment which could easily be damaged in use. There is a risk of electric shock if broken.

All electrical equipment is maintained and inspected on a regular basis; this is dependent upon the type of equipment. Any faulty equipment is taken out of use and labelled “DO NO USE”.

All main electrical power supplies at the offices are the responsibility and maintained by the Landlord however, if an employee finds any electrical supply which is faulty this must be reported to the Office Manager immediately.

Any faulty power supplies on site must be reported immediately to the Operations Manager.

Personal Protective Equipment

All employees at induction training will be provided with person protective equipment (PPE) if required this is issued by the Operations Manager and the employee will sign to say they have received the correct protection. Training will be given by the Office Manager in the correct use of PPE. Each employee’s PPE is reviewed on an annual basis to check it still meets safety standards, if PPE needs to be renewed before the annual review, then it is the duty of the employee to advise the Operations Manager.

The following PPE is provided to all site staff depending on the individual site requirements:

Foot protection – safety footwear
Head protection – safety helmet
Hand skin protection – gloves
High visibility clothing – vests/jackets

If employees require any extra PPE then the request should be put in writing to the Operations Manager.

Control of Substances Hazardous to Health (COSHH)

COSHH risk assessments are reviewed annually by the Office Manager, and when new substances need to be added to the list the Office Manager will obtain safety data sheets from the manufacturers and suppliers.

Employees are given training on how to use and dispose of substances that are on the COSHH list.

Vulnerable Persons

Young People

Resolve Security will assess the risks to all young people under eighteen years old before they start work, ensuring they are not employed where the work:

Is beyond their physical or psychological capacity.
Involves the risk of accident which it may be reasonably assumed cannot be recognised by young persons, owing to their insufficient attention to safety or lack of experience or training.
Ensuring children below the MSLA (minimum school leaving age) are not employed unless they are on an approved work experience scheme.
Informing parents/guardians of any children still of compulsory school age of key findings or the risk assessment and the control measures to be introduced before the child starts work experience.
Ensuring anyone on an approved work experience scheme is regarded, in the context of health and safety law, as an employee and as such must be afforded the same rights and levels of health, safety and welfare protection.

New and Expectant Mothers

Carry out a specific risk assessment and in the event of the assessment flagging up any significant risks the following will be actioned:

Temporarily adjust the working conditions of the person and the hours of work.
Offer suitable alternative work where reasonably practicable.
Suspend the person from work on paid leave to protect her health and safety or that of her child.

Lone Working

Lone working is to be avoided wherever possible and is prohibited in safety critical areas.

All Security staff must log on to the site on arriving at each site.
When working on a mobile patrol route Security staff must follow the planned routes and attend all sites designated on the route in the order instructed by the Operations Manager or the appointed deputy.
Any deviation from the planned route must be at the instruction or with the approval of the Operations Manager or the appointed deputy.

Should a Security Officer fail to log on to a site or deviate from the planned route without good reason the following action could be taken.

An investigation will be instigated by the Operations Manager or the appointed deputy to determine the reason.
If the results of the investigation find that this procedure is not being complied with then this could result in disciplinary action up to and including summary dismissal, for failing to comply with the Health and Safety Work Act 1974 and Lone Workers Act 2012.

All office staff must inform their line manager if they intend to work in the offices out of hours. Upon leaving the premises they must inform their line manager by text. Failure to comply will result in the above actions.

Training

Health and safety training is given to all employees within the first week of joining Resolve Security. All health and safety training is carried out by the Office Manager and Operations Manager.

Induction training covers the following:

Health and Safety Policy
Reporting procedures
Emergency procedures
First aid arrangements
Security arrangements
Display screen equipment
Risk assessments
Personal protective equipment
H&S personnel
Manual handling
Lone working
Electricity
COSHH

Health and safety training is on-going and refresher training is given annually or sooner if required, to all employees.

All employees will be advised of any changes in relation to Health and Safety Legislation immediately this will either be forwarded in an email or a training session will be provided all staff will be required to sign to say they have attended the training or reply to the email advising they are aware of the content.