The Directors of the Company will ensure as far as is reasonably practicable, the health, safety and welfare of all its employees as required by the Health and Safety at Work Act 1974 and other relevant legislation. In addition, risk assessments for all work activities and employees will be undertaken in compliance with Regulation 3 of the Management of Health and Safety at Work Regulations 1992. In particular, the Company will provide for every employee, so far as is
reasonably practicable:
• Safe and healthy working conditions and systems of work, which when carried out, will not affect the health and safety of others not employed by the Company.
• Reasonable facilities for employer/employee consultation on health and safety matters and discussions with individual employees before giving them particular health and safety responsibilities.
• A commitment to the provision of relevant information, instruction and training in respect of their health and safety which may arise out of their work or workplace.
• Safe arrangements for the use, handling, storage and transport of articles and substances.
• Protective clothing and safety equipment to conform to statutory requirements. The Company further undertakes to ensure that adequate resources are available for the implementation of this policy and to include as necessary the retention of health and safety consultants to provide expert advice necessary to determine the risks to health and safety in the type of work carried out by the Company. On an annual basis, the Company’s Health and Safety Policy will be reviewed and, where required, amendments will be carried out as required to ensure continuing compliance with current legislation and good working practices. The Company recognises its obligations to visitors to its premises. In this regard, all visitors will be required to take reasonable steps to ensure their own health and safety, and that of all others at the Company’s premises.
Homeworkers The statutory obligation under the Health and Safety at Work Act 1974 to ensure health, safety and welfare at work of all employees includes those working from home. This places obligations on homeworkers themselves to do their work in such a way as to ensure that they will not be exposed to risks to their health and safety. To comply with this legislation, employees who work from home on a permanent basis will be required to certify, by means of self-assessments, that their working environment is safe and adequate for purpose.
The Health and Safety Officer is responsible for the preparation and maintenance of the Health and Safety Policy and the co-ordination of health and safety matters at Collabit Software. The day to day operation of the Health and Safety Policy will be monitored by the appointed company Health and Safety Co-ordinator. Monitoring will be conducted by the following means:
• Risk assessment;
• Investigations of accidents and dangerous occurrences;
• Regular workplace assessments; and Safety audits and inspections.
Policy rules and procedures will be reviewed as often as necessary in light of new legislation, technology or information and in any event, at least annually. All employees with management responsibility will be responsible for ensuring their own department’s compliance with this policy and all relevant legislation. All employees will be responsible for the following:
making themselves familiar and conform to the Health and Safety Policy and Procedures relevant to their occupation;
• Observing safety rules and procedures at all times;
• Wearing appropriate safety equipment and appropriate safety devices where necessary;
• Conforming to all instructions given by those responsible for health and safety;
• Reporting the Health and Safety Officers all accidents or near misses, whether persons are injured or not;
• Reporting to the Health and Safety Officers on methods of work that they believe create hazards; and
• Not willingly damaging or abusing any equipment provided in the interests of health and safety. Failure to comply with health and safety obligations may result in disciplinary action being taken against the employee including, in appropriate cases, dismissal. The Company’s Health and Safety Manual detailing policies and procedures relating to all aspects of health and safety are available for employees to read electronically and each office.
Fire and Fire Evacuation: All employees should be familiar with the Fire Evacuation Procedure, which is displayed clearly in al ofl the Collabit Software offices. Fire Wardens are appointed for each office. The duty of the Fire Warden is to ensure that all employees under his/her jurisdiction are evacuated from the building in the event of a fire or other emergencies to the designated assembly points. Upon hearing the fire alarm, the Receptionist or Office Secretary will call the emergency services 999. On hearing the fire alarm, employees should:
• Leave their place of work immediately by the main staircase or through the Fire Escape.
• DO NOT stop to collect personal belongings.
• On leaving the building, report to the nominated assembly point.
• Go straight to the Fire Assembly Point and report to the Fire Marshall.
• DO NOT re-enter the building until instructed to do so.
Upon discovering a fire employees must:
• Operate the nearest fire alarm point by breaking the glass and pressing the button.
• Tackle small fires with the fire extinguishers provided (if appropriate), but do not put themselves at risk.
• Evacuate the building promptly via the designated Fire Exit, following the guidelines above.
First Aid In the event of an injury at work taking place, employees must inform an Appointed Person.
Collabit Software has a number of Appointed Persons who have attended a course of instruction and have qualified in First Aid at Work. A list of Appointed Persons is posted on the Company’s notice boards. The First Aid box containing basic medical supplies are located in each office. It is the responsibility of the Appointed Persons to ensure the First Aid boxes are kept stocked. The First Aid Boxes are checked once a month.
Accident Reporting All accidents, near-misses and injuries to employees or anyone on the Company premises must be entered into an accident book. Accident books are held at all sites. The following accidents that take place must be reported immediately to the Health & Safety Officer who will report them to the enforcing authority:
• Death or serious injury to an employee, visitor or other people on the premises.
• An injury that is resulting in an employee being unable to perform usual work for more than 3 days. The Health & Safety Officer will inform the Head of People immediately following one of the above incidents. Employees on client site are to read, understand and abide by the client policy.