Health & Safety Policy

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Revision: 3 Date: 30-07-11

HEALTH and SAFETY
POLICY

Optimum House, 9A Nobel Road, London, N18 3BH
Tel: 0845 600 3582 Fax: 0845 006 3583 Web: www.optimumsecurity.co.uk
Company Registration No. 03600741

Health and Safety Policy
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Contents
Section 1 Statement of Health and Safety Policy ................................................................. 3
Section 2 Organisation for Health and Safety ...................................................................... 4
2.1 Level of Responsibilities for Health and Safety .......................................................... 4
2.2 Executive and Senior Management level of Responsibilities. .................................... 5
2.3 Managing Directors level of Responsibilities. ............................................................. 5
2.4 Health and Safety Responsibilities of The Branch Manager ...................................... 6
2.5 Health and Safety Responsibilities of Branch Support Managers and Safety Co-
ordinators. ........................................................................................................................ 7
2.6 Health and Safety Training ......................................................................................... 8
2.7 Health and Safety Responsibilities of Employees. ..................................................... 8
2.8 Communication and Consultation............................................................................... 9
Section 3 Health and Safety Arrangements. ...................................................................... 10
3.1 Health & Safety Co-ordinators .................................................................................. 10
3.2 Health & Safety Co-ordinators Appointment and Training ........................................ 10
3.3 Health & Safety Co-ordinators Terms of Reference ................................................. 11
3.4 Health & Safety Co-ordinators Scope and Breadth of the Functions ........................ 11
3.5 Health & Safety Co-ordinators Liabilities .................................................................. 12
3.6 Manual Handling ...................................................................................................... 13
3.7 Accident Reporting and Investigation. ...................................................................... 15
3.8 Reporting Accidents and Incidents to the Health and Safety Executive. .................. 16
3.9 Semi-Formal Investigations. ..................................................................................... 17
3.10 Formal Investigations. ............................................................................................ 18
3.11 Reporting Of Injuries, Diseases And Dangerous Occurrences Regulations 1995
(RIDDOR 95) .................................................................................................................. 19
3.12 Violence at work ..................................................................................................... 20
3.13 Risk Assessments. ................................................................................................. 22
3.14 Risk Assessment - Analysis. .................................................................................. 23
3.15 Procedures For Danger Areas. .............................................................................. 24
3.16 Information For Employees. ................................................................................... 25
3.17 Information For Non-Employees In The Workplace................................................ 25
3.18 Employees Responsibilities. ................................................................................... 26
3.19 Temporary Workers................................................................................................ 26
3.20 Working Hours........................................................................................................ 26
3.21 Working Systems, Operating Instructions & Work Instructions. ............................. 27
3.22 Personal Protective Equipment (PPE).................................................................... 28
3.23 Equipment. ............................................................................................................. 28
3.24 Emergency Procedures. ......................................................................................... 29
APPENDIX A ..................................................................................................................... 31
APPENDIX B ..................................................................................................................... 32
APPENDIX C ..................................................................................................................... 33
APPENDIX D ..................................................................................................................... 34


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Section 1 Statement of Health and Safety Policy
Optimum Security Limited recognises its duty to comply with the Health and Safety at
Work etc. Act 1974 and will, as far as is reasonably practicable:

1 Provide adequate resources to maintain health and safety;
2 Carry out risk assessments and review them when necessary;
3 Provide and maintain systems of work, which are safe, and without risk to health;
4 Establish arrangements for the use, handling, storage and transport of articles
and substances provided for use at work, which are safe and without risk to
health;
5 Provide employees with such information, instruction, training and supervision as
is necessary to secure their safety and health at work and that of others who may
be affected by their actions;
6 Carry out health surveillance, where required;
7 Ensure that all machinery, plant and equipment is maintained in a safe condition;
8 Make adequate provision and arrangements for welfare facilities at work;
9 Keep the workplace safe and ensure that access and egress are safe and without
risk;
10 Monitor safety performance to maintain agreed standards;
The duties of employees are to:
a) Take reasonable care of their own health and safety, and that of others who
may be affected by their acts or omissions at work;
b) Co-operate with others in the company to fulfil our statutory duties;
c) Not interfere with, misuse or wilfully damage anything provided in the interest
of health and safety;
To ensure that this policy is effective, we will:
a) Review it annually, or on significant changes in our business;
b) Make any such changes known to employees;
c) Maintain procedures for communication and consultation between all levels
of staff on matters of health, safety and welfare;

Signed:

Position: Director

Dated: 01/08/2011


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HEALTH AND SAFETY PROCEDURE
Section 2 Organisation for Health and Safety
2.1 Level of Responsibilities for Health and Safety

The chart below shows Optimum Security Limited level of responsibilities with regards
to Health and Safety and company structure.

HEALTH & SAFETY LEVEL OF RESPONSIBILITIES

Ultimate Responsibility

MANAGING DIRECTOR

OPERATIONS MANAGER CONTROLLERS
(Company Health & Safety Manager)

PERSONNEL &
TRAINING MANAGER

Accountable For Matters That They Control

BRANCH MANAGER

BUSINESS
DEVELOPMENT CONTRACT
MANAGER MANAGER

CONTRACT SUPERVISORS

Accountable for themselves
ADMINISTRATION SECURITY
STAFF PERSONNEL


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2.2 Executive and Senior Management level of Responsibilities.

The chart below shows Optimum Security Limited Executive, Directorate and Senior
Management company structure with regards to Health And Safety.

MANAGING DIRECTOR

PERSONNEL & TRAINING
OPERATIONS MANAGER MANAGER

BRANCH MANAGER

The Managing Director of Optimum Security Limited is ultimately legally responsible for
all safety matters within the company's sphere of operations.

He will:

1 Ensure that the objectives of the policy are fully understood by all board
members;

2 Assign adequate resources (funds, materials, equipment, staff and time) as
required to manage health and safety;

3 Require the other board members and management to provide regular
information on the health and safety performance of the parts of the business
under their control;

4 Sign the policy and give it public support;

2.3 Managing Directors level of Responsibilities.

The chart below shows Optimum Security Limited Managing Directors management
lines of responsibilities.


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MANAGING DIRECTOR

OPERATIONS MANAGER CONTROL CENTRE

RECRUITMENT PERSONNEL & TRAINING INDUCTION &
& VETTING MANAGER PROMOTIONAL
TRAINING

BRANCH MANAGER

CONTRACT
SALES ADMINISTRATION MANAGEMENT

SECURITY PERSONNEL

The Managing Director:
1 Is responsible for the planned implementation of effective health and safety
standards within the company according to agreed objectives and for ensuring
that health and safety standards are taken into account in planning and
organising work generally;

2 Bears the ultimate responsibility for ensuring that all staff are given correct
information and training for employees to do their job safely;

3 Is responsible for ensuring that all employees are properly resourced and
supported, without financial constraint to enable them to reach the correct
decisions in respect of health and safety matters;

4 To monitor the performance of those to whom the implementation of the health
and safety policy has been delegated;

5 Is responsible for ensuring that appropriate statutory insurance cover is obtained
e.g.: Employers Liability, together with additional cover for other risks such as
third party liability;

2.4 Health and Safety Responsibilities of The Branch Manager
The Branch Manager:
1 Is responsible to the Managing Director for the implementation of the Optimum
Security Limited Health and Safety Policy and the provision and maintenance of
health and safety standards and procedures;

2 Will advise the Managing Director and other senior Managers of the


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effectiveness, organisation and arrangements of the Health and Safety Policy;

3 Will take responsibility for the arrangement of health and safety meetings and
ensure adequate minutes are produced; will advise the Main Board and
Managing Director of the outcome of Health and Safety meetings;

4 Will advise the Main Board and Managing Director of the outcome of Health and
Safety meetings;

4 Will regularly review safety management to ensure that the continuous
improvement in the health and safety policy is maintained;

5 Will communicate to Senior management any new legislative requirements
relating to health and safety and ensure that adequate training and instruction are
given;

6 Will ensure that those who have been delegated responsibility for health and
safety are adequately trained in order that they may carry out those duties
effectively;

7 Will ensure that any matters raised by the health and safety committee are
promptly and correctly addressed;

8 Will ensure that information regarding health and safety is communicated to
employees;

9 Will ensure that all relevant personnel are trained in risk assessment techniques;

10 Will ensure that suitable and sufficient risk assessments are carried out and any
management action needed is bought to the attention of the appropriate manager
for remedial action;

11 Will ensure that all accidents and dangerous occurrences are investigated and a
report made. To also ensure that appropriate action is taken to avoid a
re-occurrence;

12 Will advise management and employees of the need to use and update PPE;

13 Will encourage and take measures with Cort Service Executive and customers
Senior Management and Executive to ensure the co-operation and involvement
of all employers in achieving the highest possible standards of safety;

2.5 Health and Safety Responsibilities of Branch Support Managers and Safety
Co-ordinators.

These Managers and Co-ordinators will:
1 Study and analyse accident statistics and trends for reporting to the Health and
Safety Officer of unhealthy dangerous practices together with recommendations
for remedial action;


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2 To conduct and where necessary to update risk assessments on a similar basis
to above;

3 Consistently appraise the effectiveness of safety training;

4 Report to the Health and Safety Officer any inadequacy in health and safety
communications and publicity in the workplace;

5 Encourage and take measures to ensure the co-operation and involvement of all
employers in achieving a high standard of safety;

6 Encourage that all first aid boxes are checked on a regular basis and that they
are properly equipped and the accident book is in place;

2.6 Health and Safety Training

All employees will be given training appropriate to their responsibilities in accordance with
the Management of Health and Safety at Work Regulations. Training will be provided for the
following situations:

 Induction training for new employees (Introductions, Company History, Tour of
offices, First Aid Box, Entrances and Exits to be used, Eating arrangements, Notice
Boards Health and Safety awareness, Company Procedures and Policies)
 Site specific induction.
 Safety Hazards:
 Particular of work on construction site
 Protective Clothing, Safety Boots, etc (PPE).
 Housekeeping, tidiness
 Behaviour, conflict management
 Fire Awareness
 Location of Fire-fighting equipment
 Use of extinguishers
 Fire Drill and Fire Alarm
 First Aid Person (if applicable)
 Accident prevention
 Accident reporting

Training is also specifically provided for work with hazardous substances, use of PPE and
manual handling. Any training provided by the company will be formally recorded on training
check list and kept on personnel file.

A programme of refresher training will be undertaken as part of CPD to keep employees
up to date with legislation and industry best practice.

2.7 Health and Safety Responsibilities of Employees.

It is the duty of all Optimum Security Limited employees to know their responsibilities,
all employees will:


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1 Make themselves familiar with, and conform to Optimum Security Limited, Health
and Safety policy arrangements and organisation structure;

2 Take care of their own health and safety and that of others who may be affected
by their acts or omissions;

3 Co-operate with management to enable them to carry out their obligations;

4 Ensure that all accidents involving injury, however trivial should be notified to the
immediate supervisor/manager by or on behalf of the individual concerned;

5 Ensure details of all accidents are entered into the accident book;

6 Report to their immediate manager any hazards in the workplace, or any defects
or malfunction of equipment or machinery;

7 Wear or use safety equipment and personal protection equipment provided;

8 Avoid improvisation of any form, which could create unnecessary risks to their
personal safety, or that of others;

9 Not intentionally or recklessly interfere with or misuse any item of equipment or
machinery provided or act in any manner inappropriate to their place of work;

10 Be aware that employees who wilfully or by neglect fail to observe the health and
safety policy render themselves liable to disciplinary action under the Optimum
Security Limited disciplinary procedure;

11 Be aware that in the case of breaches of statutory requirements, employees may
be held personally liable under the law.

2.8 Communication and Consultation

Optimum Security will communicate and consult with all employees on the following
issues:

 The content of this policy
 Any rules specific to a site or job
 Changes in legislation or working best practice
 The planning of Health and Safety training
 The introduction or alteration of new work equipment or technology

This communication and consultation will take place directly with the employees via
regular safety meeting, tool-box talks, e-mails and memo’s posted on the staff notice board


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Section 3 Health and Safety Arrangements.
3.1 Health & Safety Co-ordinators

Introduction

On the 1st January 1993, the European community introduced legislation, which
has a significant effect on the obligations of the employers and employees
regarding Health and Safety at Work and other related matters.

In summary, these changes impose a grater obligation than previous UK
legislation and Optimum Security Limited must ensure that it fully complies with
the additional requirements.

To facilitate the task and to comply with the legislation it is necessary to appoint a
Safety Manager and Regional Safety Co-ordinators to assist in undertaking
protective and preventative measures to ensure the health and safety of all
employees.

1. Regional Safety Co-ordinators will be appointed for all operational regions of
Optimum Security Limited;

2. Regional Safety Co-ordinators will report to and liase with the Regional Managers
and the Health and Safety Manager to assist them to ensure that Optimum
Security Limited working practices comply with legislation;

3. The terms of Reference of the Regional Safety Co-ordinators including the outline
of his/her responsibilities is detailed in section 3.2 “Health & Safety Co-ordinators
Appointment and Training”;

4. N.B. The position of Regional Safety Co-ordinators may be annexed with the
Branch Contract Managers Appointment;

3.2 Health & Safety Co-ordinators Appointment and Training

1. The Operations Manager in conjunction with the Safety Manager shall appoint
Regional Safety Co-ordinators to cover all aspects of the obligations imposed by
the current legislation regarding health and safety work matters within their
operational areas;

2. Regardless of the organisation the Safety Co-ordinators should have a direct
reporting line to the company Safety Manager on all matters of Health and
Safety;

3. Regional Safety Co-ordinators shall be deemed to be competent persons under
the legislation when they have received appropriate training to carry out the
responsibilities detailed below;

4. They must be familiar with all working practices carried out in their area of


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responsibility and environment in which the work is carried out;

5. The Regional Safety Co-ordinators will need to be given sufficient time and
resources to fulfil their functions and must have access to all factors known by
the Operations Manager and information supplied to the employees;

3.3 Health & Safety Co-ordinators Terms of Reference

1. Regional Safety Co-ordinators must be appointed for all Regional Operational
areas of Optimum Security Limited;

2. All Regional Safety Co-ordinators geographical area of responsibility must be
clearly defined and no larger than can be reasonably managed given the resource
time, available to the Regional Safety Co-ordinator;

3. Each Regional Safety Co-ordinator must report and have easy access to the
Safety Manager and his/her Operations Manager so far as health and safety
responsibilities are concerned;

4. All Regional Safety Co-ordinators must be competent in their current job role, i.e.
they must possess sufficient knowledge, experience and skill to be able to
complete their job properly and understand the difficulties and challenges, which
may arise;

5. Regional Safety Co-ordinators health and safety competence will be gained over
time once knowledge, experience and skill have been gained;

6. If any Regional Safety Co-ordinator is in any doubt about their competence to
undertake a risk assessment or another task they should seek guidance from the
Health and Safety Manager;

7. The minimum scope and breadth of the Regional Safety Co-ordinators functions
are listed and explained in section 3.4;

3.4 Health & Safety Co-ordinators Scope and Breadth of the Functions

It remains the Safety Managers responsibility to broaden their Regional Safety
Co-ordinators role as appropriate in order to meet local needs, in keeping with Optimum
Security Limited guidelines

1. To support corporate compliance with the Management of Health and Safety at
Work Regulations 1999;

2. To support managers in undertaking the protective and preventive measures
necessary to achieve compliance with the health and safety legislation as applies
to them;

3. To co-ordinate the activities necessary to achieve compliance and assist with the
application of corporate policy and local procedures;


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4. Regional Safety Co-ordinators should liase with the Health and Safety Officer, and
discuss any matter, which they believe pertinent;

5. To undertake the training necessary to ensure a proper understanding of their
responsibilities and relevant corporate policy;

6. To participate with their Manager in safety audits and support the process in a
manner consistent with their competence;

To assist with the planning and management of the risk assessment programme;

In particular to:

a. Identify with the support of the manager those activities which involve “significant
risk” and for which a risk assessment is therefore required;

b. Co-ordinate the administration associated with risk assessment and ensures that
all “significant risk” assessments are properly recorded;

c. Review the risk assessment programme to ensure that risk assessment remain
current or are reviewed whenever there is reason to believe that they are no
longer valid;

d. Co-ordinate the local plan for ensuring compliance with the electricity at work
regulations;

e. To keep a register of portable electrical equipment, ensuring that it is updated
whenever additional equipment is used;

3.5 Health & Safety Co-ordinators Liabilities

1. The additional duties and responsibilities of the Safety Co-ordinator shall be
undertaken as part of his/her duties of employment;

2. He/she shall have no additional liability under the Health and Safety at Work Act
other than that associated with his/her normal work activities:

a. As prescribed in Section 2 of the Act in the case of Managers and Supervisors;

b. As prescribed in Section 7 of the Act in the case of Employees;

3. It is worth reminding Co-ordinators that they, like all staff are under legal obligation
to report any hazards or unacceptable risks in the workplace;

4. If at any time they feel compromised in the carrying out of this obligation, or their
responsibilities under “section 3.4 scope and breadth of functions, they should
immediately report this matter together with the surrounding circumstances to the
Safety Manager, and confirm in writing to the Regional Operations Manager.


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3.6 Manual Handling

General

Everyone who has to lift or carry, and that includes most employees should be trained in
the correct way to do it.
Every person should follow the guidance below when lifting or carrying.

1. Method

 Keep your back straight, bend the knees and lift using the strong muscles in the leg.
 Keep objects as close to your body as you can, ensuring that where possible, the
narrowest side is facing forward.
 When pushing or pulling keep your back and arms straight, tuck your chin in and
maintain an even balance.
 Wherever possible use mechanical means of lifting.
 Use trolleys, hoists etc. when lifting or moving.
 Remember when carrying large items ensure that you can see where you are walking.
Always check your route before starting.
 Keep the heaviest part of the load closest to the body when lifting or carrying.
 Wear suitable protective equipment but remember that gloves, which are too big, may
cause problems if your fingers do not reach the end. Never 'snatch' a load or drag it
off a surface when lifting. If it is too heavy, you will drop it or cause serious injury.

2. Remember:
 ‘Manual handling injuries can occur wherever people are at work’.
 ‘Manual handling injuries are the most common reason for absence from work’

3. Here are some practical tips for good handling technique for lifting:
 Think before lifting/handling. Plan the lift. Can handling aids be used? Where is the
load going to be placed? Will help be needed with the load? Remove obstructions on
the route to be travelled. For a long lift, consider resting the load midway on a table or
bench to change grip.
 Keep the load close to the waist. While lifting keep the load close to the body for as
long as possible. Keep the heaviest side of the load next to the body. If a close
approach to the load is not possible, try to slide it towards the body before attempting
to lift it.
 Adopt a stable position. The feet should be apart with one leg slightly forward to
maintain balance (alongside the load, if it is on the ground). You should be prepared
to move your feet during the lift to maintain your stability. Avoid tight clothing or
unsuitable footwear, which may make this difficult.
 Get a good hold. Where possible the load should be hugged as close as possible to
the body. This may be better than gripping it tightly with hands only.
 Start in a good posture. At the start of the lift, slight bending of the back, hips and
knees is preferable to fully flexing the back (stooping) or fully flexing the hips and
knees (squatting).
 Do not flex the back any further while lifting. This can happen if the legs begin to
straighten before starting to raise the load.


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 Avoid twisting the back or leaning sideways especially while the back is bent.
Shoulders should be kept level and facing in the same direction as the hips. Turning
by moving the feet is better than twisting and lifting at the same time.
 Keep the head up when handling. Look ahead, not down at the load, once it has been
held securely.
 Move smoothly. The load should not be jerked or snatched as this can make it harder
to keep control and can increase the risk of injury.
 Do not lift or handle more than can be easily managed. There is a difference between
what people can lift and what they can safely lift. If in doubt, seek advice or get help.
 Put down, and then adjust. If precise positioning of the load is necessary, put it down
first, and then slide it into the desired position.
15
4. Here are some practical points to remember when loads are pushed or pulled.
 Handling devices. Aids such as barrows and trolleys should have handle heights that
are between the shoulder and waist. Devices should be well maintained with wheels
that run smoothly.
 Force. As a rough guide, the amount of force that needs to be applied to move a load
over a flat, level surface using a well-maintained handling aid is at least 2% of the load
weight. You should try to push rather than pull when moving a load, provided you can
see over it and control steering and stopping.
 Slopes. You should enlist help from another worker whenever necessary if you have
to negotiate a slope or ramp, as pushing and pulling forces can be very high.
 Uneven surfaces. Moving an object over soft or uneven surfaces requires more force.
Again, you should enlist help from another worker whenever necessary.
 Stance and pace. You should keep your feet well away from the load and go no faster
than walking speed. This will stop you becoming too tired too quickly.

5. Guidelines for Lifting & Lowering


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Figures shown are indicative only. 25kg may not be attainable for some people, similarly,
25kg may easily within capabilities of others. The numbers themselves are therefore not
important in deciding what the maximum load a person can handle is. It also does not take
into account any associated twisting or stooping, which lessens capabilities even further

6. Handling while Seated

Lifting or lowering loads beyond the box zones, as in the case of an employee who leans
forward with outstretched arms to pick up a load, will reduce the weight that can be safely
handled.

3.7 Accident Reporting and Investigation.

1 Scope.

General procedure for the reporting and investigation of personal injury and accidents
in the workplace to permanent and temporary staff, customers, contractors and visitors.

2 Purpose.

To ensure that accidents in the workplace are properly reported in compliance with
contemporary policy and the Health and Safety at Work Act 1974.

For the Reporting of Injuries, Diseases and Dangerous Occurrences to satisfy the
Health and Safety (RIDDOR) requirements.

3 Responsibilities.

Managers are responsible for ensuring that all accidents in the workplace are reported
and investigated, as outlined in this procedure. The task may be delegated, but not the
responsibility for ensuring that this is carried out.

4 Documents.

4.1 Accident Book


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4.2 Accident and Dangerous Occurrence Report

4.3 Report of an injury or Dangerous Occurrence (Health and Safety Executive,
Incident Report (form F2508).

5 Method.

5.1 Reporting.
All accidents (no matter how minor) must be recorded in the Accident Book.

5.2 Reporting Accidents and Incidents to Optimum Security Limited.
A Optimum Security Limited Accident Report Form must be completed on
every occasion and distributed:

1st Copy - Originator

2nd Copy - Health and Safety Manager (Administration)

NB A photocopy of the accident report form should be forwarded to the
client/customer together with any other report/communication when
appropriate, or, when there is the likelihood of an insurance claim.

3.8 Reporting Accidents and Incidents to the Health and Safety Executive.

1. Method.

a. If an injury results in a staff member being away from work for more than three
days, the local Health and Safety Executive must be informed within ten days
of the 4th day of absence by receipt of a completed F2508 form.

b. Note: An "over three day injury' is one that is not major but results in the
injured person being away from work or unable to do their duties for more than
three days (including non work days).

c. In the event of an accident that results in major injury or fatality it must be
reported to the Health and Safety Executive by telephone or facsimile as soon
as practicably possible.

d. In addition to informing the Operations Manager, the Safety Manager must
also be informed who will be responsible for briefing the Managing Director.

e. On these occasions the Safety Manager will ensure that the completed HSE
F2508 form is sent to the Health and Safety Executive within 10 working days
of the accident.

NB Major injury is defined at length in “Appendix A” of this document and by
common examples in the Optimum Security Limited Security Procedure
document.

2. System of Reporting.


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The above system of reporting will apply irrespective of any other agency
involvement i.e. Police, Fire Brigade, Ambulance or Paramedics; These
agencies must be kept informed of events as appropriate and liaison
maintained where joint interests exist.

3. Accident Investigation.

All managers are responsible for ensuring that all accidents are investigated to
establish and understand the cause of the accident and thereafter to take
effective action to prevent recurrence.

4. Initial Action.

The Duty Manager/Supervisor should always initiate an investigation while any
witnesses are still available and evidence is fresh.

Whilst ensuring that appropriate medical treatment is received immediate
action should be taken to ensure the workplace is made safe.

3.9 Semi-Formal Investigations.

1. Method.

A semi-formal investigation should be carried out as necessary into:

a. The physical elements involved e.g.: machinery, tools, workplace conditions,
substances used etc;

b. Work method e.g. procedures, standards etc;

c. Personnel involved e.g. job experience, training etc only after eliminating the
possible involvement of all these elements should it be concluded that the
persons involved did not take sufficient care;

Actions taken to "Prevent Re-occurrence" should be specified on the Optimum
Security Limited Incident Report Form.

2. Serious Injury.

A serious injury is normally when:

a. An accident results in the injured person being incapacitated from his/her
normal work for more than three days

b. There is a dangerous occurrence that has potential for serious injury, damage
to property or the environment, (Examples of dangerous occurrences are
shown in Appendix C;

3. Serious Injury Investigation.


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1. The investigation of a serious injury should take the form of a report and
include witness statements and reports from outside agencies manufacturers
etc. However, the Manager responsible for the area may consider having an
investigation conducted independently.

4. Fatality or Major Injury

Managers are responsible for ensuring that a Formal investigation is carried
out when the accident results in a fatality or major injury or is a reportable
dangerous occurrence.

NB The definition of a major injury is shown in Appendix A, with common
examples given in company procedures???

3.10 Formal Investigations.

1. Method.
The Managing Director, Safety Manager, or, any other responsible Senior Manager
will formulate a formal investigation team. As a minimum, this team must consist of:

a. Safety Manager Who acts as Chair-Person;
b. Contract Manager An Independent Manager;
c. A Safety Officer An Independent Safety Co-ordinator;
d. Other Professionals as the circumstances deem necessary;

The Manager at the scene will:

1. Ensure that appropriate Emergency Services, e.g. Police, Fire Service are
advised.
2. Inform the Company Directors as soon as possible by telephone. If the
accident happens outside normal office hours they can be contacted on their
mobile telephones:
3. If practical, avoid disturbing the scene of the accident until a preliminary
investigation is carried out, Please Note: This is a legal obligation in the event
of a fatality.
4. If safe, enter the area where the accident took place to note any details, which
may assist the investigation; take photographs, make diagrams or write
descriptions.

2. Formal Report.
The Investigation Team will compile a report on the incident, which will compromise
of: -
1. Title Sheet;
2. Distribution List;
3. Background-System of work;


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4. Description of events;
5. Findings;
6. Conclusions;
7. Recommendations (to include time span for completion date and a person
to whom it has been assigned);
8. Copy of Accident Reports and official documents such as HSE’s F2508;
9. Statements from the injured persons and if possible photographs

3. Formal Reporting Records.
The formal report must be forwarded to the Personnel Manager for consideration
and action within 7 working days of the accident.

Records:

1. Copies of reports and completed forms: -

2. Accident Book Form;

3. Accident and Dangerous Occurrence Report Form;

4. Optimum Security Limited Incident Report Form;
(Must be retained for a period of 3 years)

3.11 Reporting Of Injuries, Diseases And Dangerous Occurrences Regulations
1995 (RIDDOR 95)

1. Scope

General procedure to ensure that Optimum Security Limited conforms to Health
and Safety Regulations requirements on reporting information of accidents and
other incidents indicated.

2. Purpose.

To ensure compliance with the Health and Safety Regulations under the
provisions of the Health and Safety at Work Act 1994;
Reporting of Injuries, Diseases and Dangerous Occurrences regulations 1995.

3. Responsibilities.

It is the responsibility of both the employer and employee to ensure that all
reportable incidents as described in the RIDDOR 95 regulations are properly
documented and the Health and Safety Executive informed when necessary.

4. Method.

1. The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations


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(RIDDOR) require that certain major injuries, diseases and dangerous
occurrences must be reported by telephone to the local safety enforcement
authority and reported on an incident report form within ten days.

2. Where a non-major accident to an employee requires them to be away from work
or unable to do their work for three days or more these should be reported on the
Incident Report Form, no telephone report is needed.

3. All accidents, which result in damage to property, vehicles, equipment or
structures, and all accidents involving personnel must be reported to Optimum
Security Limited Head Office as soon as they occur.

4. For examples of reportable injuries see Appendix A

5. For examples of reportable diseases see Appendix B

6. For examples of dangerous occurrences see Appendix C

3.12 Violence at work
People who deal directly with the public may have to face aggressive or violent behaviour
while at work. They may be sworn at, threatened or even attacked. An employer's
responsibilities under Section 2 of The Health and Safety at Work Act 1974 include
protecting staff from the risks associated with work-related violence so far as is reasonably
practicable.

The Health and Safety Executive’s definition of work-related violence is:

‘Any incident, in which a person is abused, threatened or assaulted in circumstances
relating to their work’. Verbal abuse and threats are the most common types of incident.
Physical attacks are comparatively rare.

Employees whose job requires them to deal with the public can be at risk of violence. Most
at risk are those who are engaged in the following types of activity:

 Cashiering/handling money or valuables
 Security
 Delivery/Collection
 Representing Authority
 Work with mentally ill/potentially violent/drugged or drunk persons
 Service Industries

Aggressive behaviour may be the result of (but is by no means limited to) one or more of
the following: Pain, worry, fear, alcohol, drugs, medical conditions, anxiety, frustration,
prejudices. Firstly, employees at risk should try to recognise when aggressive behaviour
may develop:

1. Signs that someone may be becoming aggressive:
 Exaggerated slow, very measured speech
 Loud excited speech
 Staring eyes


HS01 Page 21 of 35

 Sweating
 Fidgeting/wringing of the hands
 Sharp drawing in of breath
 Finger wagging/jabbing

2. Actions you can take to help to defuse the situation:
 Remain calm
 Use gentle, measured calm speech
 Listen attentively to what the person has to say and show compassion
 Do not argue and try not to respond until the person has got their frustration out of
their system
 Make eye contact but try not to stare
 Maintain an open posture – avoid crossed arms, finger wagging or hands on hips
 Give the person plenty of personal space – try not to crowd them and do not
attempt to touch a person who is angry
 Do not become aggressive yourself
 Do not turn your back on the person
 Try to position yourself suitably for an easy escape

3. Should you be threatened or physically assaulted:
 Try to escape
 Raise the alarm – by shouting if necessary
 Call the police – either yourself, or by getting someone to do it for you
 Report the matter to your manager as soon as possible

4. Make a note of what happened, including as much detail as possible include:
 Time and date
 Location of the incident
 Names and addresses of any witnesses
 What you were doing at the time of the incident
 What the outcome was – i.e. injury, verbal abuse, damage to property etc)

At all times you must avoid getting into situations where there is a potential risk of a violent
attack. You should remove themselves from the situation, call for support and make
detailed notes of what has and is occurring. Employees should never “have a go”.

Support for people who have experienced workplace violence:
The Home Office leaflet Victims of crime gives more advice. It should be available from
libraries, police stations, Citizens Advice Bureaux and victim support schemes.
Further help may be available from victim support schemes that operate in many
areas. Your local police station can direct you to your nearest one. Alternatively you
can contact them yourself at the addresses below:

In Scotland:
Victim Support Scotland, 15/23 Hardwell Close, Edinburgh EH8 9RX
Tel: 0131 668 4486
Fax: 0131 662 5400
www.victimsupportsco.demon.co.uk

In England and Wales:

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Victim Support, National Office, Cranmer House, 39 Brixton Road, London SW9 6DZ
Tel: 020 7735 9166
www.victimsupport.or

3.13 Risk Assessments.

1. Scope

Procedure to ensure that Risk Assessments are conducted within company and Health
& Safety guidelines.

2. Purpose.

To ensure compliance with the Management of the Health and Safety at Works
Regulations 1999 introduced under the provisions of the Health and Safety at Work etc
Act 1974, The assessment of risk is an essential element of operating the Optimum
Security Limited safety policy. The emphasis will be to carry out and record the result of
detailed assessments.


Managers, Safety Co-ordinators or other competent persons approved by the Safety
Manager, will carry out all Optimum Security Limited risk assessments.

4. Definitions.

Hazard is defined as anything, which has the potential to cause harm;

Risk is defined as the likelihood of the hazard causing harm of some kind;

5. Method.

a. A Manager, a Competent Person or a designated Safety Co-ordinator should carry
out the assessment.

b. The assessment should first identify the Job and then specific tasks associated
with that job. For example, assessing the job of Security Officer will involve
identifying many different tasks.

c. A competent person is usually an employee who has knowledge, experience and
understanding of the task or work involved.

NB If the Safety Co-ordinator possesses these skills, they can be considered the
competent person. If special technical knowledge is required, it may be
appropriate to involve more than one person.

d. In any case where there is doubt about the liability of the Risk Assessor to conduct
an assessment (technical or other reasons) contact should be made with the
company Safety Manager/ Safety Officer.


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The assessment should at all times:

1. Ensure that all-relevant risks or hazards are addressed;

2. Address what actually happens in the workplace or during the work activity;

3. Ensure that all groups of employees and others who might be affected are
considered;

4. Identify groups of workers who might be particularly at risk;

5. Take account of existing preventative or precautionary measures;

3.14 Risk Assessment - Analysis.

1. Risk Analysis Table.

Outcome

Fatal/Major Injury A A B

Serious Injury A B C

Minor Injury B C C

Risk of Accident Likely Possible Unlikely

2. Definitions for use of this table:

Type of Injury.

Fatal Self explanatory;

Major Leads to permanent disablement and / or amputation of part of the
body after which the individual will never be able to return to their
normal work;

Serious Injury that renders the individual unable to carry on normal work but
from which full recovery could be expected;

Minor Cuts/bruises etc. Where individual can continue normal working;

Risk of Accident.

Likely Will occur several times it will inevitably happen;

Possible Anticipate that it will occur sometime;


HS01 Page 24 of 35

Unlikely Extreme remote possibility but just conceivable could happen;

3. Action Levels
A Under normal circumstances, the task must cease immediately
pending elimination or reduction to exposure of the hazard and or
reduction of the risk to at least a category B action level.
B Action to eliminate or reduce the exposure to the hazard, or reduce
the risk to a category C action level, must be planned within a
reasonable period (between 7 and 21 days) and the action must be
implemented within an agreed period.

It is accepted that certain occupations and / or activities carry a higher
degree of risk than others as a result of which it may be that the
assessment will have identified all the measures that are either
required through statutory obligations or that are deemed reasonably
practical and the action level remains at B.

If this is the situation, the risk assessment process or this particular
hazard or activity should be repeated every 6 months to take into
account new technology, work practices or circumstances which were
not in place at the time of the original assessment.
C Action to eliminate or further reduce the exposure to the hazard, or
reduce the risk, must be planned with a reasonable period (4 to 6
weeks) and the action must be implemented within an agreed time
period.

Assuming that all statutory obligations are met, it is acceptable to
assess any further measures as not being reasonably practicable in
which case no further action need be taken; this conclusion must
however be recorded on the Assessment.

Review of the Risk Assessment

Not withstanding the action required in B above, a periodic review of the risk
assessment should be undertaken, this is essential if work practices change, new
processes are introduced or new technology becomes available.

This review can take the form of a complete new risk assessment or consultations at
Health and Safety Committees.

3.15 Procedures For Danger Areas.

1. Contract Managers must ensure that there are procedures to be followed by any
worker if situations presenting serious and imminent danger were to arise;

2. The aim has to set out clear guidance on when employees and others at work
should stop work and how they should move to a place of safety;


HS01 Page 25 of 35

3. In most cases fire risks are the only that needs to be covered but the risk
assessment should identify any other foreseeable events that need to be covered;

4. A competent person or persons should be nominated by the Operations Manager
to implement the detailed actions of the procedures and the procedures should set
out his role and responsibilities;

5. A person shall be regarded as competent where he or she has sufficient training
and experience or knowledge to enable him to properly take these actions;

6. The procedures should also ensure that employees know who the relevant
competent persons are and understand their role;

3.16 Information For Employees.

1. Managers shall ensure that employees are provided with comprehensive and
relevant information on:

a. The risks to their health and safety identified by the risk assessment;

b. The preventative and protective measures, which are to be taken;

c. The procedures for serious and imminent danger and the competent person
identified by them;

To be comprehensible, information must be capable of being understood by the
employees to whom it is addressed: this should take account of the level of
training, knowledge and experience.

2. Special consideration should be given to any employees with language difficulties
or disabilities, which may impede their receipt of information.

For employees with little or no understanding of English and who cannot read
English, Managers may need to make special arrangements, these could include
providing translation, using interpreters, or in some cases replacing written notices
with clearly understood symbols or diagrams.

Information can be provided whatever form is most suitable in the circumstances,
so long as it is comprehensible.

3.17 Information For Non-Employees In The Workplace.

Managers must take reasonable steps to ensure that non-employees in the
workplace, e.g. contractors, visitors, are supplied with appropriate instructions and
comprehensible information regarding any risks to that persons health and safety
which arise out of any of the activities in that workplace.


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3.18 Employees Responsibilities.

1. The legislation requires that employees use correctly all work items provided by
their employer, in accordance with their training and the instructions they receive
to enable them to use the items safely.

2. Employees must co-operate with their employer to enable the employer to comply
with statutory duties for health and safety, they should advise their management of
any shortcomings in the health and safety arrangements even when no immediate
danger exists.

3.19 Temporary Workers.

1. Temporary workers means those employed on fixed duration contracts and those
supplied on a short-term basis by an employment agency.

2. Section 3.13, "Information for employees", applies equally to temporary workers,
also, they must be informed of any special occupational qualifications or skills
required to carry out the work safely and whether the job is subject to statutory
health surveillance.

3. In the case of the workers supplied by an employment agency the Manager must
take the following provisions.

a. The employment agency must be informed of any special occupational
qualifications or skills required to carry out the work safely and the specific
features of the job, which might affect health and safety.

b. Carry out a check with the worker to ensure that he has received the necessary
information from the employment agency.

3.20 Working Hours.

1. Under Section 2 of the Health and Safety at Work etc. Act 1974; an employer has
a general duty to ensure, so far as reasonably predictable, the health, safety and
welfare at work of all of their employees. This means that the employer cannot
require employees to work excessive hours likely to lead to fatigue that could
endanger safety;

2. The 8-hour working day is often considered the "standard" working day, but in fact
a wide variety of working patterns and shift working exist across the world.

However there are major increases in the working day or week or where
inadequate rest breaks are taken, physical and mental fatigue can develop, often
insidiously.

As a result, loss of concentration and errors of judgement may occur and this can
increase the risk of accidents or near misses both in the workplace and away from
work.


HS01 Page 27 of 35

All Contract Managers are responsible for ensuring they have systems in place to
monitor and control the working hours of all their staff.

3. Records

All records of Risk Assessment will be held for a period of 3 years.

3.21 Working Systems, Operating Instructions & Work Instructions.

1. Scope.

To ensure that all work systems operate within safety guidelines;

2. Purpose.

To ensure compliance with the Health and Safety Regulations under the provisions of
the Health and Safety at Work etc Act 1974 and the European Directive 901270/EEC;


1. All Managers have a duty to enforce the use or wearing of PPE

2. Employees shall co-operate with the Optimum Security Limited in so far as,
whenever the company provides a safe system of work they shall always follow a
procedure designed to comply with legal obligations;

3. Employees shall not intentionally or recklessly interfere with or misuse systems or
equipment provided in the interests of health, safety or welfare by their acts or
omissions;

4. Documentation.

All Optimum Security Limited personnel will adhere to and utilise Company
documentation or that of the client provided at the Assignment;

5. Method.

A defect reporting system is an implicit requirement of section 2 of the Health and
Safety at Work etc Act 1974 and it is explicit requirement of the Management of the
Health and Safety at Works Regulations 1998 that; every employee shall inform his
employer, or a colleague who has specific responsibility for health and safety of fellow
employees, of any work situation which is reasonably considered to:

a. Represent a serious and immediate danger to health and safety or;

b. Represent a shortcoming in the employer's protection arrangements;

A serious work situation would include any obvious defect. The procedure for defect
reporting is included in the Optimum Security Limited Operating Procedures;


HS01 Page 28 of 35

3.22 Personal Protective Equipment (PPE)

The Management of the Health and Safety at Works Regulations 1999 require
employers to identify and assess the risks to health and safety present in the workplace
thereby, enabling the most appropriate means of reducing those risks to an acceptable
level to be determined.

The Personal Protective Equipment at Work Regulations 1992, explicitly states that:

Personal Protective Equipment should always be regarded as the last resort to protect
against risks to safety and health.

Users must be trained in the proper use of Personal Protective Equipment, how to:

1. Correctly fit and wear it;

2. Clean and store it;

3. Correct use and what its limitations are;

4. Report any damage or defects;

Full text of this information may be found in the Personal Protective Equipment at Work
Regulations 1992

3.23 Equipment.

1. Scope.

The procedure to ensure that Optimum Security Limited conforms to Health and Safety
Regulations requirements for the provision and use of work equipment.

2. Purpose.

To ensure compliance with the Health and Safety Regulations under the provisions of
the Health and Safety at Work etc Act 1974, the Provision and the use of Work
Equipment Regulation 1998 (PUWER98) and the European Directive 901270/EEC.

3. Introduction.

Employers have duties to ensure that items of work equipment provided to their
employees comply with these regulations.

The regulations cover not only the normal situation where employers provide equipment
for their employees, but also covers the situations where employers choose to allow
their employees to provide their own work equipment.

4. Definitions.


HS01 Page 29 of 35

4.1 Use:

The definition of “Use” is wide and includes all activities involving the work
equipment such as stopping or starting the equipment, repair, maintenance and
servicing In addition to operations normally considered as use, cleaning and
transport of the equipment are included.

4.2 Work Equipment:

Work equipment includes single machines such as a photocopier, tools such as a
portable drill or hammer, or a complete unit, for example: security-checking
systems.

Motor vehicles, which are not privately owned, fall within the scope of the
regulations; however, the more specific road legislation will take precedence when
these vehicles are used on public roads.

When such vehicles are used off the public highway these Regulations and the
Health and Safety at Work etc Act 1974 would normally take precedence.

3.24 Emergency Procedures.

1. Fire Evacuation.

a. The fire procedures as laid down in individual Company Assignment
Instructions will be followed without any deviation;
b. All procedures as dictated by individual client premises Fire Evacuation Plan
will be carded out following direction from nominated Fire Wardens;
c. Further detailed information is available in Company Assignment Instructions;

2. First Aid.

a. Fully trained and certificated First Aid Officers will only administer First Aid;
b. An updated and maintained list of all First Aid qualified Officers on any
Assignment will be posted in the security office / base;
c. Customer / Client emergency first aid instructions will be followed in
accordance with Assignment Instructions;

3. Control of Substances Hazardous to Health (COSHH).

1. All personnel will be fully appraised of any potential COSHH situations.
2 Identification of possible hazards will be documented and circulated, all personnel
will be aware of the following:
a. noxious or offensive substances
b. liquefied gases
c. chemicals


HS01 Page 30 of 35

d. explosives
e. highly flammable substances
f. sources of radiation (ionising & non-ionising)
g. eye hazards
h. noise hazards
i. furnaces
j. steam
k. corrosives
l. leaks/spillage
m. rough ground & excavations
NB Optimum Security Limited / Client documentation and procedures will be followed
and updated on a prearranged basis


HS01 Page 31 of 35

APPENDIX A

EXAMPLES OF REPORTABLE INJURIES (RIDDOR REGULATIONS)

1. Death arising out of or in connection with work

2. Any injury (including acts of physical violence) leading to:

 admittance to hospital for more than 24 hours
 unconsciousness
 hypothermia
 heat induced illness
 required resuscitation
 more than 3 consecutive days off work.

3. Any fracture except to fingers, thumbs or toes

4. Any amputation

5. Dislocation of the shoulder, hip, knee or spine.

6. Loss of sight (whether temporary or permanent)

7. Any injury resulting from an electric shock or electrical burn leading to
unconsciousness or requiring resuscitation or admittance to hospital for more than
24 hours.

8. Acute illness or loss of consciousness from any substance through inhalation,
ingestion or absorption.

9. Any member of the public is taken into hospital as a result of an injury arising out
of or in connection with work.

Note: For more detailed guidance refer to
“The Reporting of Injuries, Diseases and Dangerous Regulations 1995”.


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APPENDIX B

EXAMPLES OF REPORTABLE DISEASES (RIDDOR REGULATIONS)

1. Cramp of the hand or forearm due to repetitive movements;

2. Poisoning;

3. Mesothelioma;

4. Occupational dermatitis;

5. Occupational asthma;

6. Decompression illness;

7. Carpal Tunnel Syndrome;

8. Traumatic inflammation of the tendons of the hand or forearm or the associated
tendon sheaths;

9. Hand-arm vibration

10. Bursitis or subcutaneous census from physically demanding work causing severe
or prolonged friction or pressure at the elbow or knee.

11. Hepatitis

12. Legionallosis

13. Tuberculosis

14. Leptospirosis

15. Tetanus

16. Asbestosis

17. Skin cancer



HS01 Page 33 of 35

APPENDIX C

DANGEROUS OCCURRENCES (RIDDOR REGULATIONS)

1. The collapse or overturning, or failure of any load bearing part of any industrial
building, commercial /retail property, dwelling or any such place as utilised by
personnel.

2. Electrical short circuit or overload with fire or explosion which could have caused
death

3. Any unintended collapse or partial collapse of:

 any building or structure which involves a fall of more than 5 tons our;
 any floor or wall used as a place of work;
 any false-work;

4. The accidental release or escape of any substance in sufficient quantity to cause
damage to the health of any person

5. Any accident or incident causing or could have caused the release or escape of a
biological agent likely to cause severe infection or illness.



HS01 Page 34 of 35

APPENDIX D
TRAINING CHECK LIST
THIS FORM IS TO BE RETAINED IN THE PERSONNEL FILE OF THE EMPLOYEE NAMED BELOW. ANY ADDITIONAL SPECIALIST TRAINING
REQUIRED IS TO BE DOCUMENTED AND ADDED TO THIS FILE.

Name Induction Date Start Date Site

Subject (Tick when Initials
completed)
Reception and tour to be completed by the Operations Team/Supervisor:

1. Introductions
2. Company History
3. Tour of offices
4. Toilets
5. First Aid Box
6. Entrances and Exits to be used
7. Eating arrangements
8. Notice Boards
New Employee Section to be completed by the Operations Team/Supervisor:

(The Code of Conduct is outlined in the Security Officer Handbook)
1. Client’s role within Industry and description of products & services
2. Job role and responsibilities of the Individual and of the Security Officer
Team
3. Standards of work expected by Optimum Security Ltd and Client
4. Time-keeping
5. Company Policies Issued (signed to confirm receipt)
6. Customer Care & Social Skills
7. Equality & Diversity
8. Patrolling
9. Access Control
10. Searching
11. Security & Emergency Systems
12. The Law (Powers of Arrest, common Law and A/Offences, PACE/Scots
Law, Citizens Arrest, Weapons, Note taking, Scene Preservation)
13. Communications and Reporting
Training to be completed by the Operations Team/Supervisor:

1. Training requests to be made to:
2. Training Records Form completed
Safety & First Aid to be completed by the Operations Team/Supervisor:

1. Safety Hazards:
2. General:
3. Particular to site work
4. Protective Clothing, Safety Boots, etc.
5. Housekeeping, tidiness
6. Behaviour,
7. Fire Awareness
8. Location of Fire-fighting equipment
9. Use of extinguishers
10. Fire Drill and Alarm
11. First Aid Person
12. Accident prevention
13. Accident reporting
Employment items to be completed by the Operations Team/Supervisor:
1. Inform new starter that a Contract of Employment will be provided in the
first eight weeks of employment
2. Inform new starter that provisional employment is dependent on the
successful completion of screening


HS01 Page 35 of 35

Subject (Tick when Initials
completed)
Administration to be completed by the Finance Manager:

1.
Payroll details completed
2.
P45 Tax Return
3.
National Insurance Number
4.
Uniform Order complete and Deductions advised
5.
Welcome Pack issued:
a. Working Time Directive (to be signed)
b. Security Officer Handbook (to be signed)
c. Equipment to be ordered/issued (to be signed)
d. Ensure application form appropriately completed to enable
Screening and Vetting to be undertaken.
e. Photo to be taken for ID badge
f. ID Badge issued and signed for.
6. Vetting & Screening commenced
Company Confidentiality to be completed by the HR Manager:

Requirement from employees for confidentiality regarding company procedures
and techniques
Contract & Terms & Conditions issued
Agreement signed (see contract)

Notes on Induction to be completed by the Operations Team / Supervisor:
(Including immediate work plans)

This record certifies that the Employee named above received Induction Training :

SIGNED: (Employee) DATE:

SIGNED: (Operations Manager) DATE:


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