UK Skills Health & Safety Policy
1. General Statement
UK Skills Academy (UKSA) aims to provide a healthy and safe environment for all its staff, visitors, business associates and apprentices. In doing this, UKSA will endeavour to prevent accidents and cases of work-related ill health, ensuring that all equipment is safe and regularly maintained and that any substances are handled safely and in accordance with COSHH regulations. To achieve this, each member of staff will ensure the required standards are applied and met. Adequate and appropriate information and training will be provided to all staff ensuring that a
healthy and safe environment is continuously maintained for staff, apprentices, business associates, and visitors.
This policy is a continual working document and will be reviewed and revised as necessary (as a minimum it will be reviewed annually along with all other UKSA policies).
The scope of this policy encompasses all offices and training venues operated by UKSA. There are also procedures in place and guidelines for the Health and Safety of learning should this take place within environments provided by UKSA Partners. Furthermore, facilities offered by a third party should be used in accordance with their Health and Safety Policy.
Certain health and safety matters reside with the host landlord. These include:
• Fire instructions
• Evacuation procedures and assembly points
• Firefighting appliances
• Fire drills and tests
3. Applicable Legislation
General health and safety advice can be obtained from our Health and Safety Officer, Tony Bewley. Additional advice, online publications and information are available from the Health and Safety Executive web site (www.hse.gov.uk). Some of the specific legislation that applies to UKSA
• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1992
• Workplace (Health, Safety and Welfare) Regulations 1992
• Health and Safety (Display Screen Equipment) Regulations 1992
• Noise at Work Regulations 1989
• Manual Handling Operations Regulations 1992
• Control of Substances Hazardous to Health Regulations 1999
4. Responsible Persons
Overall responsibility for health and safety matters rests with Gemma Beech, Managing Director. Day-to-day responsibility for ensuring the policy is put into practice is delegated to the Health and Safety Officer who holds relevant Health and Safety qualifications and is detailed within the individuals job description. Issues brought to the attention of Health and Safety Officer are reported directly to the Managing Director.
UKSA employees have equal responsibility for ensuring that the organisations Health and Safety Policy is adhered to and of notifying the Health and Safety Officer of any actual / potential issues. Staff should consult with the Health and Safety Officer on any matters that affect this policy.
5. Statutory Notices
Statutory notices are displayed detailing our Health and Safety Officer and local authority contact. The Health and Safety Officer ensures that these notices are prominently displayed at our trading site, Preston New Road, Samlesbury, Preston PR5 0UP. Employers’ and Public Liability Insurance is required to cover our operations at all sites. This is arranged annually. The Health and Safety Officer ensures that adequate cover is maintained at all times and certificates of insurance are prominently displayed at each site.
6. Housekeeping and Premises
All staff are required to work in a safe way and this includes ensuring fire exits are kept clear, boxes are stored safely and desk areas are kept clean and tidy. All staff have a responsibility to ensure the kitchen area is kept clean and tidy and any leftover food is disposed of to avoid the potential for contamination and infestation. Staff should inform the Health and Safety Officer if any risks are identified that cannot be controlled
immediately e.g. tripping hazards, faulty equipment etc.
7. Risk Assessments
Risk Assessments for UKSA’s premises are undertaken annually by the Health and Safety Officer. The Health and Safety Officer collates this information to form a centralised assessment. This will also take place if the office environment significantly changes. Findings of these risk assessments are reported, along with recommended actions or controls, to the Managing Director for approval. The approved recommended actions are then identified on the Health and Safety Action Plan which is reviewed quarterly. The risk assessment report is made
available to all staff together with the plan of action to reduce / mitigate the risks identified. The Health and Safety Officer implements changes and review them accordingly. As part of the overall assessment, the Health and Safety Officer also carries out COSHH
Assessments and a separate Fire Risk Assessment; procedure for actions arising from this are as with the full premises risk assessment. In addition to a Fire Assessment, the Health and Safety Officer also ensures adequate controls are maintained including:
• Ensuring all escape routes are clear and accessible
• Fire extinguishers are accessible and adequately maintained and serviced annually by the Landlord
• Fire drill is carried out to be done annually with results and any required actions documented
In the event of a fire, sound the fire alarm and evacuate the building in line with the instructions displayed on the ‘In the event of a fire’ posters. The nominated Fire Marshal will check that the office is clear, doors and windows are shut (if possible) and that any persons unaccounted for are reported to the Health and Safety Officer or Senior Management Team member who is on-site. Annual testing of fire-fighting equipment and fire drills are undertaken by the Landlord.
8. Accidents, First Aid and Work-Related Ill-Health Reporting
Issues relating to health and safety can be reported by any member of staff directly to the Health and Safety Officer.
UKSA has an Accident Folder, which complies with the GDPR and HSE guidelines. All accidents and near misses are recorded and details stored accordingly; these are then reviewed regularly by the Health and Safety Officer to identify trends and any interventions required to reduce / eliminate reoccurrence. Where required, UKSA will report incidents reportable under RIDDOR to both the HSE and the ESFA. Where UKSA is a subcontractor, we will report to the Prime Contractor. For more information on RIDDOR go to http://www.hse.gov.uk/riddor/index.htm
Reports will be made using the following specified forms:
Reports to the ESFA will be made using either
Apprentice Incident Record (All reports other than diseases)
Apprentice Incident Record – Report of a Case of Disease (Diseases only)
Reports to HSE under RIDDOR will be made via the HSE online forms,
https://www.hse.gov.uk/forms/, using either
F2508 – Report of an injury
F2508A – Report of a case of disease
For serious incidents, the Health and Safety Officer is responsible for conducting an initial investigation and reporting the matter, together with recommendations, to the Senior Management Team. This report should be submitted within three working days, where practicable. Otherwise an
interim verbal report may be given pending the final report. Currently, as there are restricted numbers of staff on-site, UKSA have decided not to appoint a qualified First Aider. It has been agreed by the Senior Management Team that a senior member of staff will be on-site deal who has the capacity to call emergency services if required and make the necessary decisions. The Health and Safety Officer has been appointed to take responsibility in the event of an accident, to ensure that the first-aid box is kept up-to-date and has an adequate range of appropriate supplies and that the accident book is completed when required.
9. Display Screen Equipment
All staff will undertake a DSE risk assessment upon joining UKSA or when their desk is moved or significantly altered in order to prevent conditions such as repetitive strain injury (RSI) developing. Results of the assessment will determine if additional equipment needs to be provided, for example, wrist rest, foot rest, ergo-dynamic seating etc.
10. Skills Coach Risk Assessment
Skill Coaches undertaking any teaching and learning activities have responsibility for day-today health and safety issues when delivering learning and for ensuring that their apprentices are aware of UKSA’s Health and Safety Policy via their induction. If any learning takes place at either a UKSA site or external venues (including partner provided sites) this should only commence following completion of a risk assessment. This risk assessment provides a basis for a healthy and safe learning environment and any issues identified should be raised with the Health and Safety Officer.
11. Lone Working
Lone working means working in an environment where no other member of staff is available. Staff must complete a Lone Worker Risk Assessment when joining UKSA, changing job role significantly or if there are any changes to company working practices. Where it is necessary to work alone, every precaution should be taken to minimise the potential
• Ensure someone knows you are working alone and when you are expected to return home
• Ensure that someone knows what to do if you do not return home at your expected time
• Ensure you have access to a telephone for emergency calls or that your mobile phone is fully charged and has coverage for the area that you are working
• Try to ensure that public access to where you are working alone is restricted or barred completely
• Do not let strangers into the area you are working alone
• Have a personal alarm with you for use in an emergency
• Avoid activity that may be risky, or that should not be undertaken alone
• Consider asking for an additional person to be available.
12. Electrical Safety
UKSA’s office environments (all training is currently undertaken remotely online) present a low risk of electrical hazard. Staff should, however, report any electrical faults immediately to the Health and Safety Officer. Staff are encouraged to regularly review office appliances for any obvious faults such as loose wires etc.
All UKSA’s portable appliances are tested and maintained in accordance with the HSE PAT guidance. For more information go to http://www.hse.gov.uk/pubns/indg236.pdf. This is monitored by our Landlord and overseen by the Health and Safety Officer. All staff members have a responsibility to use electrical equipment safely, and by the instructions and training they have been given; they are also required to carry out visual checks and notify the Health & Safety Officer of any issues.
13. Manual Handling
Manual handling includes such tasks as moving office and room furniture, moving paper and archive boxes, moving equipment, unloading from cars etc. All staff must follow good practice for lifting. No member of staff must attempt to lift carry or manoeuvre any item if they are unsure how to do so safely.
14. Infectious Diseases and Infestations
Staff are encouraged to inform their Line Manager if they have an infectious disease to ensure other staff members or apprentices are not put at risk. Any member of staff identifying a cause for concern regarding anyone showing signs of an infectious disease, specifically COVID-19, or infestation should inform the Managing Director immediately.
15. Contractors and Other Visitors
All contractors must report to the Managing Director or other designated staff member and must ensure they have the appropriate insurance and safe methods of work etc. in place Staff members must ensure that all visitors report to reception and sign in an out the building.
16. Staff Involvement, Induction and Training
All UKSA’s employees’ job descriptions will include a statement of Health and Safety responsibility in line with their position within the organisation. As part of their staff induction, all new members of staff will receive a copy and explanation of UKSA’s Health and Safety Policy. Further training on specific health and safety issues will be given to staff throughout the year where required.
All new employees will receive a staff handbook that includes statements on Health and Safety within the organisation; this forms part of their terms and conditions of employment. The Health and Safety Officer is to receive appropriate formal training to perform these duties. Senior management should also undertake health and safety training appropriate for their duties. Training needs are reviewed regularly or as required by changes to legislation.