South Hams
District and West Devon
Borough Councils
HEALTH AND SAFETY STATEMENT AND POLICY
Revisions
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Version 1 |
September 2015 |
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Version 2 |
November 2016 |
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Version 3 |
July 2017 |
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Version 4 |
October 2018 |
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Version 5 |
November 2019 |
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Version 6 |
November 2020 |
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Version 7 |
November 2021 |
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Version 8 |
November 2022 |
South[DF1] Hams District Council and West Devon Borough Council are fully committed to ensuring a high standard of health and safety. The Councils recognise their statutory duties protect the health, safety and welfare of staff and others connected to our work activities. We recognise the potential strategic, operational and financial risks associated with failures in health and safety and the importance of maintaining a well-resourced internal health and safety service.
This year the Council have taken the waste collection services back in house in South Hams. This has required a significant investment of time and expertise to ensure a safe, efficient operation has been put in place.
To demonstrate our commitment to health and safety we annually update the health and safety policy statement and have developed a health and safety improvement programme to continue the cycle of continuous improvement by reviewing and updating the health and safety procedures related to the work that we do. This statement, and the associated management systems detail how South Hams District Council and West Devon Borough Council will manage our health and safety responsibilities and deal with any incidents that may occur.
It will be the responsibility of the Councils’ Senior Leadership team (SLT) to monitor the implementation of this policy and the councils’ overall risk management performance. This will be achieved through the use of regular reporting commissioned by SLT and annual audits.
The Risk Management Group will be responsible for ensuring the work programme is delivered. They will champion health and safety compliance within the Heads of Service business areas.
The organisations have identified that technical expertise for health and safety will be provided by the Environmental Health team. They provide advice and support to the organisation as necessary.
We expect all staff to take reasonable steps to be aware of the policy, risk assessments, and the controls identified. To support the Heads of Practice in assessing risks, implementing controls, and to actively engage in any training, exercises or workshops will arranged to test the organisation’s effectiveness.
Members are required to make themselves aware of the health and safety arrangements that are likely to affect them.
The Councils are committed to ensuring that the internal health and safety service is adequately resourced to enable the full implementation of this policy. This commitment includes the provision of sufficient financial resources, management and employee time, training and advisory support. The Councils have appointed a competent person to provide competent health and safety advice to the Councils.
This Health and Safety arrangements will be reviewed at least annually or more frequently where there have been significant changes to the Councils or factors affecting the Councils’ activities.
Signed:________________________________ Date: ________________
Andy Bates, Chief Executive
1. Statement of Intent
1.1 This is a statement of policy by South Hams District Council and West Devon Borough Council (the Councils) about their intentions, organisation and arrangements for ensuring the health, safety and welfare at work of their employees (including Elected Members), and the health and safety of any other person working in, visiting the Councils, or who may be affected by their activities.
1.2 It is the intention of the Councils to do all that is reasonably practicable to provide safe and healthy working conditions for its employees and to enlist their support in achieving this. The Councils also recognise their responsibilities to ensure the health and safety of elected members, members of the public, visitors and contractors when on their premises and others who may be affected by their activities.
2. Policy
2.1 It is the policy of the Councils as employers that they will comply so far as is reasonably practicable, with the requirements of the Health and Safety at Work etc. Act 1974 and all other relevant statutory provisions.
2.2 This policy is supported by Codes of Practice that apply throughout the Councils and will have the same status as this policy. The Codes of Practice will reflect:
• minimum legal requirements
• best practice.
2.3 The Councils will do all that is reasonably practicable to prevent personal injury and illness, loss and damage to premises, plant and equipment by:
• Appropriate assessment and management of risk for all activities and seeking to eliminate hazards and/or reduce risks;
• ensuring appropriate competence of all employees in health and safety by the provision of information, instruction, training, supervision, management support and performance appraisal;
• ensuring close co-operation and participation of management and staff through normal working relationships and consultation with employees.
2.4 The Councils will pursue the above aims by the implementation of the objectives at Appendix A.
2.5 The remainder of this document contains the following sections:
• Organisation and responsibilities
• Arrangements for implementation
• Objectives.
3. Policy Review
3.1 This policy will be reviewed annually, in consultation with the unions, by the
Internal Health and Safety Service who will advise the Senior Leadership Team (SLT) on possible amendments
3.2 The Codes of Practice will be reviewed by the Internal Health and Safety Service as and when legislation changes, best practice dictates or when otherwise necessary.
4. Organisation and responsibilities
4.1 This part of the policy describes the organisational arrangements within the Councils for ensuring health and safety at work. Health and Safety issues are line management responsibilities alongside and of equal importance to responsibilities for the provision of services and the management of resources.
4.2 Head of Paid Service
4.2.1 The Head of Paid Service has overall responsibility to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all the Councils’ employees and members, to ensure, so far as is reasonably practicable, the health and safety of others who work in and visit the Councils or may be affected by the Councils’ activities.
4.2.2 The Head of Paid Service will include Health and Safety in his/her annual report to Council.
4.3 Directors
4.3.1 Directors are responsible for the implementation of this policy in the areas over which they have control. Oversight of the function sits with the Director of Strategy and Governance
4.3.2 Head of Environmental Health and Licensing
The Head of Environmental Health and Licensing will be responsible for providing an internal health and safety service to the Councils which will be the competent assistance as required by the Management of Health and Safety at Work Regulations 1999. To avoid confusion this should be a named officer.
4.4 Heads of Service
Heads of Service are responsible for ensuring the implementation, coordination and monitoring of this policy and associated Codes of Practice, and the overall health and safety management of the staff within their control. In particular, they must:
• carry out risk assessments and ensure that safe working conditions are maintained;
• ensure that staff within their control are trained and instructed in safe methods and comply with them;
• ensure that all accidents, incidents and near misses are reported and investigated and steps taken wherever possible to prevent a recurrence.
4.5 Heads of Service may nominate officers with Day-to-Day Responsibility for Health and Safety in their respective services/departments and inform their staff and the Internal Health and Safety Service accordingly but this will not remove the Head of Services’s responsibilities.
4.6 Employees
Employees shall:
• take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions;
• co-operate with their manager in the implementation of this policy;
• follow safe working practices at all times;
• report accidents, incidents and near misses to their line manager;
• report unsafe working conditions and hazards to their line manager or other appropriate person.
4.7 Key staff with additional health and safety responsibilities
In addition to their responsibilities as managers the following Heads of Services will also have the responsibilities shown at Appendix B:
• Head of Environmental Health and Licensing
• Head of Maritime
• Head of Human Resources
• Members of the Internal Health & Safety group
4.8 Members of the Internal Health & Safety group
• Membership of the Internal Health and Safety Group will consist of Heads of Practice and Managers and other relevant persons
• The group will be a forum for discussion for Internal Health and Safety matters and responsible for developing and progressing health and safety awareness throughout the Councils.
• The group will identify and implement work programmes relating to internal health and safety, including a programme of auditing and review, and any other tasks arising to achieve compliance with regulatory requirements or best practice.
• A member of SLT will be in attendance. This will enable key decisions to be made or effectively escalated to SLT.
• This group will also be a point of contact for Union Representatives and Staff Forums.
4.9 Head of Environmental Health and Licensing (Internal Health and Safety)
The Head of Environmental Health and Licensing is responsible for the Internal Health and Safety service. The Internal Health and Safety service provides the competent advice to the Councils on matters relating to health, safety and welfare at work across the Councils. Their objectives include:
• providing specialist support and guidance to the Councils on the effective management of health and safety;
• to help promote and maintain a high standard of total health (physical and mental) for all persons working in the Councils;
• the safeguarding of all staff from health and safety hazards arising from their work or the environment by means of accident prevention, environmental control and prevention of injury and illness;
• to receive all Incident/Near Miss reports, maintain an Incident/Near Miss database and publish performance statistics.
5. Arrangements for implementation
5.1 This part of the policy describes the general arrangements for the implementation and monitoring of health and safety at work.
5.2 Strategic aims, objectives and three-year action plan
The aims, objectives and three-year safety plan set out the Councils’ commitment to provide a healthy and safe environment for all those who work in and visit the Councils. The plan reflects best practice and is based on the principles of loss control and quality management.
This approach is designed to:
a. address the health and safety implications of the various activities of the organisations;
b. identify the hazards and assess the level of risk;
c. apply the following general principles of prevention in the order shown:
• avoiding risks;
• evaluating the risks which cannot be avoided;
• combating the risks at source;
• adapting the work to the individual, especially as regards the design of workplaces, the choice of work equipment and the choice of working and production methods, with a view, in particular, to alleviating monotonous work and work at a predetermined work-rate and to reducing their effect on health;
• adapting to technical progress;
• replacing the dangerous by the non-dangerous or the less dangerous;
• developing a coherent overall prevention policy which covers technology, organisation of work, working conditions, social relationships and the influence of factors relating to the working environment;
• giving collective protective measures priority over individual protective measures; and
• giving appropriate training and instructions to employees.
5.3 Codes of Practice
5.3.1 Where a need is identified, through legislation, risk assessments, best practice, health and safety auditing, the proceedings of committees or other means, a Code of Practice will be established to set the standard of implementation and operation for the identified topic. These Codes of Practice will be reviewed as and when legislation changes or practice dictates.
5.3.2 The Codes of Practice shall have the same status as the main policy document and will outline how to implement the requirements of the main policy in specific risk areas.
5.4 Training
5.4.1 The Internal Health and Safety Service in conjunction with the training partnership and workplace managers and supervisors, will provide guidance on Health and Safety Training and general training needs, and identifying those key workers who should attend. The Internal Health and Safety Team will administer health and safety training across the organisations and develop a training competency matrix, which will establish key training for all staff.
5.4.2 Each Service will ensure that good working arrangements for health and safety training exist. This training will include attendance at corporate induction training and appropriate special to job induction training.
5.4.3 Each Service will ensure that health and safety is included as an integral part of their annual business plan.
5.4.4 Records of safety training provided will be maintained on Team Spirit and may also be maintained by service managers.
5.4.5 The identification of health and safety training needs is to be part of the annual appraisal process. Managers are responsible for identifying the training needs of individuals. The Internal Health and Safety Team needs in conjunction with Human Resources will be responsible for an analysis of the corporate training.
5.5 Risk assessment
5.5.1 Each manager/supervisor shall make a suitable and sufficient assessment of:
• the risks to the health and safety of his employees to which they are exposed whilst they are at work; and
• the risks to the health and safety of others who may be affected by their activities,
for the purpose of identifying the measures necessary to ensure a safe and healthy place of work.
5.5.2 In addition to the general risk assessment set out at paragraph 5.5.1 there may also be a need for a specific risk assessment and the need for that should be identified and if possible carried out at the same time. These specific assessments are shown in the appropriate Code of Practice on Assessment of Risk but include:
• manual handling ((including the lifting, putting down, pushing, pulling, carrying or moving of a load);
• display screen equipment (computing and word processing);
• hazardous substances etc;
• young people
• pregnancies.
5.5.3 Risk assessments will be reviewed:
• Periodically as recorded on the risk assessment;
• when an accident, incident or near miss occurs;
• when purchasing new equipment;
• changing work practices etc; or moving into a new work area.
5.5.4 Managers/supervisors are to monitor work activities to ensure that risk assessments and control measures are still suitable and sufficient and take appropriate action to review when necessary.
5.5.5 Where a need for a generic risk assessment is identified (e.g. work in offices, activities of a similar nature taking place in more than one service) the internal health and safety service will be responsible for carrying out the assessment and monitoring as required by paragraph 5.5.4
5.6 Health and safety standards, audit and inspection
5.6.1 A set of health and safety standards has been designed and each Service will make their own arrangements for reviewing their level of achievement annually which will be reported in their service plan. The standards are shown at Appendix C.
5.6.2 The Internal Health and Safety Team will develop a programme of audits and a standardised form to identify whether the management of risk has been carried out in each service area. The programme should be designed to reflect the needs of the Councils and the individual Service and will take into account the particular kinds of hazard or health and safety issues encountered. The timing of health and safety audits will appear in the annual safety plan and will be proportionate to the level and scope of the hazards and risks present.
5.6.3 The combination of the review of safety standards and the audit process is designed to ensure that we can demonstrate our level of health and safety management. The results will be analysed, considered, prioritised and shaped into an action programme.
5.7 Occupational health
5.7.1 Occupational health is concerned with work-related problems and health and safety in the workplace. An occupational health service for staff is provided under arrangements made by Human Resources. Further details may be obtained from the Human Resources Office.
5.8 Incidents
5.8.1 Any incident or injury occurring whilst at work or on the Council’s premises, however trivial it may appear at the time, must be reported to the Internal Health and Safety Service on the prescribed form.
5.8.2 Any report of an incident caused by defective fixtures and fittings, furniture, equipment etc. should make the cause clear so that steps can be taken to rectify the fault and avoid a recurrence.
5.9 First Aid Arrangements and Medical facilities
5.9.1 Details of first aid arrangements and medical facilities for the Councils are given in the appropriate Code of Practice and on the Health and Safety pages of the Intranet.
5.10 Eye tests for display screen equipment users
5.10.1 Members of staff or elected members who are users of display screen equipment (computers etc) are eligible for the refund of the cost of an eye test. If it is confirmed by the optician that they require spectacles specifically for display screen equipment use, a further refund may be provided for the cost of a basic pair of spectacles. Further details are available from the Internal Health and Safety Service and on the Health and Safety pages of the Intranet.
5.11 Smoking and vaping
5.11.1 Smoking or vaping is not permitted in any of the Councils’ premises. The text of the policy is set out in the appropriate Code of Practice and on the Health and Safety pages of the Intranet. This also extends to the use of E-Cigarettes.
5.12 Emergency Procedures
5.12.1 Fire
Details of the procedure in the case of fire are provided at each of the
Councils’ premises. Fire Safety training is also covered on the Induction Courses which is mandatory for all staff, in the health and safety training prospectus and periodically as a refresher.
5.12.2 Emergency procedures for staff with disabilities
On joining the Councils, any member of staff or elected member who has a disability that might impede their evacuation or the evacuation of anyone else should bring this to the attention of their manager. A personal evacuation plan will be drawn up by the responsible manager, in conjunction with the Internal Health & Safety Service, and this should be brought to the attention of colleagues working in the same locality. Staff who develop a disability during their employment in the Councils should also consult their manager.
5.12.3 Threats Against the Councils
On receipt of a threat against the Councils including those by letter or suspect package suspicious letter or parcel, staff should:
• make no attempt to open it;
• place the package carefully on the nearest firm surface; and
• telephone Follaton House Building Management (extension 1227) and Kilworthy Park Facilities (extension 3611/3609)
A more detailed risk assessment is available to staff working in the post room.
5.13 Security
Responsibility for security within the Councils’ premises rests with the manager of each site. Staff are however expected to exercise all reasonable vigilance and, in particular, are responsible for any visitors they may bring into the Councils’ premises.
5.14 Arrangements for Names badges and access cards and for Access Control
Where there is a need to provide staff and elected members with name badges and access cards or for access control the Facilities service will make the necessary arrangements.
5.15 Consultation With Employees
5.15.1 Consultation with employees on health and safety matters is essential and a statutory requirement.
5.15.2 Suitable arrangements are to be put in place for staff consultation and Terms of Reference agreed as appropriate.
………………………………………….
Andy Bates
Chief Executive
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…………………………………………. |
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Judy Pearce |
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Neil Jory |
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Leader of the Council
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Leader of the Council |
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South Hams District Council |
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West Devon Borough Council |
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Follaton House |
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Kilworthy Park |
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Totnes |
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Tavistock |
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TQ9 5NE |
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PL19 0BZ |
Date November 2022
Appendices
Appendix A Aims and Objectives
Appendix B Key Staff With Additional Health and Safety Responsibilities
Appendix C Standards Linked To Health and Safety Objectives
Appendix A Aims and Objectives
Aims
• To ensure that a robust safety management system is in place;
• To provide and maintain a work environment that is safe and without risk to health for all employees, contractors and others who may be affected by the activities of the council;
• To avoid all accidents and to ensure that no one suffers ill health as a result of working at South Hams District Council or West Devon Borough Council or by the activities of the Councils;
• To plan and manage activities so that hazards are assessed and risks eliminated or controlled in so far as is reasonably practicable by appropriate prevention and protection measures
Objectives
• Fully integrate health and safety into the management and decision-making processes within the Councils.
• Ensure appropriate systems are developed and maintained for the effective communication of health, safety and welfare matters throughout the Councils.
• Comply with all relevant Statutes, Regulations and Codes of Practice. The minimum standards that will be adopted by the Councils will be those required by law, although the Councils will always seek to exceed these where there is a demonstrable benefit.
• Devote appropriate resources in the form of finance, equipment, personnel and time to ensure the maintenance of health, safety and welfare standards.
• Provide necessary information, instruction and training to employees and others, including temporary staff, to ensure their competence with respect to health, safety and welfare.
• Ensure appropriate liaison with all necessary persons to ensure an appropriate standard of health, safety and welfare. The Councils will also ensure that adequate arrangements are also in place for ensuring the health and safety of non- employees who may be affected by the Councils’ activities.
• Ensure that all employees are aware of their responsibilities to take reasonable care of themselves and others who could be affected by their acts or omissions and to co-operate with management in achieving the standards required.
• Ensure that managers are aware of their specific duties and responsibilities to comply with the letter and spirit of the Councils’ policy and that the management of health, safety and welfare is an integral part of their function and their performance will be monitored along with their other duties.
• Carry out appropriate investigation of accidents, incidents and ‘near-misses’ and necessary action taken to reduce the likelihood of a recurrence.
• Establish procedures to ensure that safe equipment and plant are provided for employees and non-employees.
• Establish procedures for the appointing and monitoring of the competency of contractors.
Appendix B
Key Staff with Additional Health and Safety Responsibilities
1. Head of Environmental Health and Licensing, in addition to his enforcement responsibilities in the commercial sector, will:
a. to be appointed as the Councils statutory appointed competent person under the Health and Safety at Work etc Act 1974
b. Provide a health and safety advisory service to the Councils by means of the Internal Health and Safety Service;
c. Advise the Internal Health and Safety Service on matters of Environmental Health and Licensing, relating to activities carried out by the
Councils;
d. When necessary, monitor the atmosphere and assess noise levels in certain areas of work;
2. Head of Maritime will ensure that:
a. The Dartmouth Lower Ferry operates in accordance with the South Hams District Council’s approved Domestic Safety Management Code as required by the Merchant Shipping (Domestic Passenger Ships) (Safety Management Code) Regulations 2001) and that reviews of the Code take place when necessary and at not less than 3 yearly intervals.
b. The Salcombe Harbour Safety Management System as required by the Department for Transport Port Marine Safety Code is produced and reviewed at the prescribed intervals.
3. Head of Human Resources will have responsibility for:
a. Advising elected Members and Officers on the personnel implications of the Councils’ Health and Safety Policy;
b. Consultations and negotiations with representatives of the staff on those aspects of the Health and Safety policy which affect the staff and their conditions of employment;
c. In conjunction with the Internal Health and Safety Service provide suitable induction and other training for staff in health and safety matters, including the administration of the training programme and the organisation of training courses within the Councils;
d. Ensure that an appropriate paragraph concerning risk management and health and safety is included in each job description.
4. Internal Health & Safety group will have responsibility for:
a. identifying and implement work programmes relating to internal health and safety, including a programme of auditing and review, and any other tasks arising to achieve compliance with regulatory requirements or best practice.
b. the administration of health and safety training across the organisations and develop a training competency matrix.
APPENDIX C
Standards linked to Health and Safety Objectives
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Performance levels |
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1 |
2 |
3 |
4 |
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Communication and Consultation - Management will ensure that appropriate systems are developed and maintained for the effective communication of health, safety and welfare matters throughout the Councils. The Councils will liaise and work with all necessary persons to ensure an appropriate standard of health, safety and welfare. The Councils will also ensure that adequate arrangements are also in place for ensuring the health and safety of those who are not their employees |
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Health & safety is not discussed and changes are made without consulting with staff or managers . |
Health & Safety is a standard item on managers meetings, for all staff during first week induction and following any incident. Changes which may affect H&S are openly discussed with managers |
Health & Safety is a standard item on managers and team meetings, for all staff during first week induction and following any incident and as part of risk assessment. Changes which may affect H&S are openly discussed with managers and staff |
Health & Safety is a standard item on managers and team meetings for all staff during first week induction and following any incident and as part of risk assessment. Any matters arising are followed up to a conclusion Changes which may affect H&S are openly discussed with managers and staff and comments or arguments welcomed |
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Contractors - The Councils will ensure that procedures are established for appointing and monitoring the competency of contractors. |
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Contractors are selected without considering any health and safety implications |
Contractors are selected after checking their health and safety management and systems |
Contractors are selected after checking their health and safety management and systems and agreeing method statements and working processes. The Council’s Internal Health and Safety Service is involved.
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Contractors are not used
OR
Contractors are selected after checking their health and safety management and systems and agreeing method statements and working processes. The Council’s Internal Health and Safety Service is involved. Contractors are actively monitored during the contract works and a record is maintained. |
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Monitoring of health and safety including risk assessments and working practices |
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No monitoring of health and safety takes place |
When problems are brought to the attention of managers the matter is looked into
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Regular checks of some aspects of health and safety are made |
A programme of checks on health and safety is produced and followed |
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Planning including the effects of service changes and requirements on health and safety |
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There is no consideration of health and safety in my planning |
Health and safety is included in my Service Plan but not to any great extent |
Health and safety is included in my Service Plan and general planning for my service. Key hazards are identified together with targets for removing or mitigating the risks |
Health and safety is a feature of all planning in the service. My service plan identifies key hazards and shows targets for removing or mitigating the risks. Progress is actively monitored. |
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Risk assessment - The Councils’ approach to health, safety and welfare is based on the identification, management and control of risks. There are distinct benefits to be gained from providing a safe and healthy working environment, and appropriate levels of resources will be allocated to promoting, developing and maintaining the standards of health, safety and welfare within the Councils. |
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No risk assessments have been carried out |
Risk assessments have been carried out for all activities |
Risk assessments have been carried out for all activities, control measures put in place and communicated to those affected. Review of assessments is carried out |
Risk assessments have been carried out for all activities, control measures put in place and have been communicated to those affected and training has been provided. Monitoring and reviewing of assessments is carried out and recorded. |
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Training - The Councils will provide the necessary information, instruction and training to employees and others, including temporary staff, to ensure their competence with respect to health, safety and welfare. |
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Training is not provided. |
Health and safety training needs are identified during the annual appraisal process but not monitored |
Health and safety training needs are identified during the annual appraisal process, and when they arise during the year |
Health and safety training needs are identified during the annual appraisal process, and when they arise during the year and monitoring carried out to ensure that training takes place |
South Hams District Council and West Devon Borough Council aim to ensure equality of opportunity in the delivery of their policies, services and
employment practices. South Hams District Council and West Devon Borough Council will challenge discrimination, and encourages other organisations within South Hams and West Devon to act in accordance with Equality legislation.
This Policy is available in large print or Braille upon request.
If you require any help completing associated paperwork please contact the Internal Health and Safety Service extension 1475.