PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN

Health & Safety Guidance [February 2012]

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CONTENTS 1

INTRODUCTION

2

HEALTH & SAFETY POLICY

3

TRAINING AND AWARENESS

4

GOVERNANCE AND COMPLIANCE

5 5.1 5.2 5.3 5.4 5.5 5.6 5.7

RISK ASSESSMENT Work Station Assessment New & Expectant Mothers Risk Assessment Homeworker Risk Assessment Out of Office Risk Assessment Personal Emergency Evacuation Plan Young Persons or Children’s Risk Assessment Manual Handling Risk Assessment

6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.9.1 6.9.2 6.9.3 6.9.4 6.10 6.10.1 6.11 6.11.1 6.12

FIRE SAFETY Millbank Tower Evacuation Alarm The Exchange Evacuation Alarm Evacuation Drills Fire Exits Fire Alarm Activation Points Fire Extinguishers Smoke Detection Emergency Lighting Fire Wardens Number of Fire Wardens Recruitment & Training Equipment Record Keeping Millbank Tower Fire & Bomb Evacuation Plan Millbank Tower Evacuation Assembly Point The Exchange Fire & Bomb Evacuation Plan The Exchange Evacuation Assembly Point Health & Safety One Pager

7 7.1 7.1.1 7.1.2 7.1.3 7.1.4 7.2

FIRST AID First Aiders Number of First Aiders Recruitment & Training Equipment Record Keeping First Aid Room

8 8.1 8.2 8.3

ACCIDENT REPORTING Reporting an Accident or ‘Near Miss’ Accident or Near Miss Investigation Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

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9 9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8

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WELFARE ARRANGEMENTS Temperature Provision for Cyclists Showers Provision for Car Parking Smoking Alcohol Animals Employee Assistance Programme

1.

INTRODUCTION

1.1.

Purpose and Scope

This Guidance covers health & safety matters related to PHSO and should be read in conjunction with the Health & Safety Policy. The Guidance applies to our employees, visitors and contractors working at our sites. It also applies to our employees whilst off site on official business or working from home. 2.

HEALTH & SAFETY POLICY

Our Health & Safety Policy sets out the principles, objectives and outcomes from which all health & safety controls, guidance, advice and training are drawn. It also includes a Policy Statement from the Ombudsman, detailing our commitment to health & safety at PHSO. 3.

TRAINING AND AWARENESS

All employees receive initial information on health & safety, including fire and bomb evacuation procedures on their first day at PHSO. This is followed as soon as practicable after joining by a more detailed training session, given by Service Delivery. 4.

GOVERNANCE AND COMPLIANCE

Governance arrangements are set out in PHSO’s Health and Safety Policy. The assurance of health & safety is subject to independent review and falls within the internal audit programme within PHSO. This is to provide an independent and objective opinion to the Ombudsman on the risk management, control and governance of health & safety by measuring and evaluating its effectiveness in supporting the organisation achieving its objectives. 5.

RISK ASSESSMENT

It is important that we have systems in place to assess the risks associated with the work activities our employees, visitors and contractors undertake, that they are recorded and adequate controls are put into place. There are a series of risk assessments that are commonly used to achieve this. 5.1.

Workstation Assessment

The use and management of Display Screen Equipment (DSE) is covered by the Health & Safety (Display Screen Equipment) Regulations 1992. Display Screen Equipment means all equipment required for using a computer and includes such items as furniture. The regulations require employers (including PHSO) to minimise the risks in using DSE by ensuring that workplaces and jobs are well defined. It applies to all employees that spend a significant amount of their time using DSE.

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The regulations contain some general objectives for employers to follow to help them look at the workstation set up of their staff and assess and reduce risks by looking at:   

The whole workstation including furniture, equipment & the overall work environment. The job the member of staff is doing; and Any special requirements of the member of staff.

At PHSO this is achieved using a simple work station self assessment that staff should complete when they join PHSO or if there is a significant change to their working environment (such as a desk move). Service Desk staff can give assistance when completing the self assessment, if required. Once completed, the self assessment is reviewed by a member of Service Delivery (who will be a trained DSE Assessor) to ensure any issues are identified and that appropriate action is taken to resolve them. DSE Assessors can provide advice on how to set up workstations correctly and can carry out a full workstation assessment if a number of adjustments are identified in the self assessment. If the member of staff requires any major adjustments to their workstation for medical reasons or if the person has a disability then the case may be referred to Occupational Health to carry out a more specific assessment. If reasonable adjustments are required Line Management involvement is key to ensuring that issues are progressed and resolved as quickly as possible. Service Delivery will keep appropriate records. 5.2.

New & Expectant Mothers Risk Assessment

As an employer we are required to carry out a personalised risk assessment to identify, eliminate or mitigate any risks for an employee who has notified us that she is a new or expectant mother. A new or expectant mother is defined as:   

an employee who is pregnant; or has given birth within the previous six months; or is currently breastfeeding.

There are particular hazards that pregnant women and nursing mothers may be more vulnerable to in the workplace, such as:      

physical tasks including lifting, carrying or standing for lengthy periods; workstation design (ergonomics); viral and bacterial infections; exposure to hazardous substances; the effect of extremes of heat or cold; or tiredness (for example long working hours or travel).

As a consequence it is important that any issues are identified and adjustments to the working environment are made so far as is reasonably practicable.

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Employees are responsible for informing their line manager and HR Operations in writing as soon as possible after they know that they are pregnant, giving their expected week of childbirth. The line manager or the employee must contact the Service Desk to arrange for a New and Expectant Mothers Risk Assessment to be carried out. Service Delivery will arrange to see the new or expectant mother and carry out an assessment. A report of the assessment will be produced and monitored monthly by Service Delivery for any change to circumstances throughout the relevant period. As pregnancy progresses, the impact of any hazards may change. For this reason, line managers must continually monitor health and safety to ensure that any risks continue to be adequately controlled. Where significant changes are identified the line manager should request a further review to be carried out by Service Delivery. For example, when there are:   

significant changes in job role; changes in the pregnancy itself or; when a new mother returns to work

There may be exceptional occasions where Service Delivery is unable to recommend suitable and sufficient reasonable adjustments. In these circumstances the line manager with the new or expectant mother should discuss the options with HR Operations. 5.3.

Homeworking Risk Assessment

As part of the Flexible Working Application process, a simple Homeworking Self Assessment Form must be completed by all staff who wish to work from home on an ad-hoc or contractual basis. Once completed the form is reviewed by Service Delivery prior to any home working equipment being issued. 5.4.

Off Site visits Risk Assessment

Staff carrying out off site interviews with complainants and other third parties need to read the guidance and complete an Offsite Risk Assessment Form in order to assure health & safety during the visit. Service Delivery staff are available to provide line managers and members of staff with specialist support if necessary. 5.5.

Personal Emergency Evacuation Plan

Any member of staff who has a disability (such as mobility or visual impairment) that may affect their ability to leave the building in the event of an emergency may need a Personal Emergency Evacuation Plan (PEEP). The plan will take account of the assistance required to ensure that the member of staff is able to evacuate in a safe and timely manner and that the appropriate level of assistance is available. It is the responsibility of any member of staff with a disability and their line manager to inform Service Delivery if they require assistance of any sort to evacuate the building safely. If the member of staff is temporarily unable to exit the building on their own quickly, for example, if they are using crutches short term, must inform Service Delivery so that a

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temporary PEEP can be produced. The member of staff, the line manager and Service Delivery will work together to ensure that an agreed PEEP is put in place soon as possible. If a PEEP is required for a visitor, it is important that Service Delivery is informed of the visit as far in advance as possible in order to enable a temporary PEEP to be prepared. 5.6.

Young Persons or Children’s Risk Assessment

If we offer work experience to a young person or a child we have the same responsibilities for their health, safety and welfare as for all of our employees, visitors and contractors. PHSO will have to carry out a risk assessment in advance of any work experience opportunities being offered. If you are planning to offer work experience, and have discussed it with HR Operations, please contact Service Delivery in advance and arrange for the risk assessment to be completed. 5.7.

Manual Handling

In the course of your normal work you should not need to lift or carry loads that may cause you harm. You should not lift, move or carry heavy goods or materials unless you have received specialist training on how to do this safely. A risk assessment can be carried out by the Service Delivery for all activities that involve manual handling. Manual handling training is available for employees who are required to carry heavy loads as part of their job. Contact the Service Desk for more information. 6.

FIRE SAFETY

It is important that we have robust systems and procedures in place to deal with fire safety issues. Employees, contractors and visitors should ensure that they are familiar with our procedures and what to do in the event of an incident. 6.1.

Millbank Tower Evacuation Alarm

The evacuation alarm at Millbank Tower is a two stage system. An intermittent tone (known as the ALERT signal) indicates that the alarm system has been activated. The landlord’s security staff will carry out a series of predefined checks quickly to verify that there is a genuine incident. On hearing the ‘ALERT’ signal, employees contractors and visitors should prepare to evacuate but stay where they are. They should also lock away sensitive documents and save any work on their computer if possible. Once the checks have been carried out there will either be a tannoy message by the landlord’s security staff, notifying employees that it was a false alarm or the tone will change to a continuous tone (known as the EVACUATION alarm). On hearing the ‘EVACUATION’ alarm, employees, visitors and contractors must evacuate the building immediately in accordance with the Millbank Tower Fire Evacuation Plan.

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The EVACUATION ALARM is tested each Friday at 10:00am. A short tannoy message is made by the landlord’s security staff at the beginning and conclusion of the test. A sign is also displayed in the lift lobby on the ground floor in advance to remind employees, visitors and contractors. If you cannot hear the alarm or the announcements clearly during the test, please contact the Service Desk immediately. 6.2.

The Exchange Evacuation Alarm

The evacuation alarm at The Exchange is a single stage system. On activation of the alarm system a continuous tone (known as the ‘EVACUATION’ Alarm) sounds. On hearing the ‘EVACUATION’ alarm, employees, visitors and contractors must evacuate the building immediately in accordance with The Exchange Fire Evacuation Plan. The EVACUATION ALARM is tested each Wednesday at 11:10am. If you cannot clearly hear the alarm during the test, please contact the Service Desk immediately. 6.3.

Evacuation Drills

It is important to test our fire & bomb procedures for both sites to ensure they work. This is done periodically in conjunction with the landlord at both sites. A full evacuation drill is conducted at Millbank Tower twice a year, without any prior warning. Due to the size of Millbank Tower and its location within the Government Security Zone, one of the tests will involve a scenario, such as limited access to escape routes. This is to ensure that the site can be evacuated safely under different circumstances. A full evacuation drill is conducted at The Exchange once a year, without any prior warning. Following a drill or false alarm, the fire wardens and first aiders are asked by Service Delivery for their feedback. This is used to learn any lessons and consider improvements to our guidance. 6.4.

Fire Exits

The fire exits from our floors at Millbank Tower and The Exchange are located at both the front and rear stairwells. The routes to and locations of our fire exits are marked using the green signage. Floor plans are located at all exits. 6.5.

Fire Alarm Activation Points

The fire alarm activation points at Millbank Tower are located inside our floors next to the main and rear stairwells. They are also available in the common areas of the site such as by the goods lift. The fire alarm activation points at The Exchange are located inside our floors next to the main entrance, rear fire exit and the corridor by the toilets. It is important that staff familiarise themselves with the locations of the activation points.

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6.6.

Fire Extinguishers

Fire extinguishers are located on all floors at both sites. They can be found in tea points, copy points and next to fire exits. Our fire extinguishers are serviced annually and routinely checked by the Service Desk and fire wardens to ensure they have not been removed or damaged. Floor plans showing the locations of the fire exits, fire alarm call points and fire extinguishers: The Exchange 3rd Floor Plan The Exchange 4th Floor Plan Millbank Tower General Floor Plan 6.7.

Smoke Detection

Smoke detection forms a critical part of the fire detection system at both sites. In Millbank Tower, smoke detectors are located at intervals in the suspended ceiling across our floors, including cellular rooms. They have 2 small red LED lights that flash periodically to show that it is working correctly. If you notice that this does not happen, please contact the Service Desk. In The Exchange, smoke detectors are located at intervals on the concrete ceiling across our floors, including cellular rooms. Smoke detectors are regularly maintained by the landlord at both sites. 6.8.

Emergency Lighting

In the event of an incident that cuts power to our sites, we have emergency lighting installed. It is not designed to replicate normal office lighting, but provide sufficient lighting to allow our sites to be evacuated safely. The emergency lighting system is incorporated in our normal lighting system and is tested and maintained regularly at both sites. 6.9.

Fire Wardens

Our fire wardens are issued with a red PHSO branded high visibility vest. This enables them to be clearly identified in the event of an incident. A fire warden effectively has two roles: a day-to-day role and an ad-hoc role when the fire alarm sounds. Day to day Fire Wardens are required to:      

keep an eye on the general fire safety on their floor; ensure escape routes (such as corridors, walkways etc) are kept clear of obstructions; check that fire doors are not tied, propped or wedged open; check that fire extinguishers are where they are supposed to be; check that fire evacuation paddles are where they are supposed to be; and check that the fire alarm (and tannoy for Millbank Tower) can be heard during the weekly test.

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Any issues identified must be reported to the Service Desk straight away. When the fire alarm sounds Fire Wardens are required to:       

encourage employees, visitors and contractors to leave quickly and quietly by the nearest fire exit; check all work areas including toilets and cellular offices to make sure that all employees, visitors and contractors have evacuated. The fire warden should normally be the last person off the floor; actively encourage all employees, visitors and contractors to move quickly and quietly on the stairwells and out of the building, dealing with any issues as they arise; report to the landlord’s Security Officer or representative on leaving the building that their floor is clear; encourage employees, visitors and contractors to stand at the correct place at the assembly point ; play an active part in any post incident review; and keep a record of any actions taken during the incident.

6.9.1.

Number of Fire Wardens

Following a review of our response to the student demonstration in November 2010, we increased the number of fire wardens per floor in Millbank Tower to four. This is to ensure there is coverage for absences and leave. Due to the size and layout of the floors at The Exchange three fire wardens are required per floor to ensure there is coverage for absences and leave. Details of who the fire wardens are can be found in the copy and tea points on each floor. 6.9.2.

Recruitment & Training

The Facilities Manager has the day to day responsibility for ensuring we have adequately trained fire wardens at both sites. An employee will be asked to attend and pass a fire warden training course (normally half day duration) with a Health & Safety Executive approved training provider before they take up duty as a fire warden. This is followed by a site induction by Service Delivery. Our office accommodation is considered as low risk and all fire wardens attend refresher training every 2 years. This is in line with the recognised best practice recommended by the Health & Safety Executive and the Fire Service. All fire wardens attend a meeting twice a year to receive updates and information from the Facilities Manager and discuss feedback from previous evacuations. 6.10.

Millbank Tower Fire & Bomb Evacuation Plan

6.10.1.

Millbank Tower Evacuation Assembly Point

Millbank Tower has a single assembly point in the event of a fire or bomb evacuation. This is in Millbank Gardens. 6.11.

The Exchange Fire & Bomb Evacuation Plan

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6.11.1.

The Exchange Evacuation Assembly Points

The Exchange has separate evacuation assembly points in the event of a fire or bomb evacuation. In the event of an evacuation due to fire this is in Charlotte Street. In the event of an evacuation due to a bomb alarm this is in Sackville Gardens on Sackville Street. It is important that all employees, visitors and contractors familiarise themselves with the location of and routes to the fire and bomb evacuation assembly points. PHSO staff should ensure that their visitors are briefed. 6.12. Health & Safety One Pager A simple one page document covering all of the essential health & safety information for both Millbank Tower and The Exchange is issued to all staff at induction and is available on Ombudsnet. Alternatively paper copies are available from the Service Desk at both sites. Staff should take time to ensure that they are familiar with this information. 7.

FIRST AID

PHSO has a responsibility as an employer to provide adequate and appropriate equipment and facilities to enable first-aid to be given to our employees, visitors and contractors if they are injured or become ill on our sites. 7.1.

First Aiders

Our first aiders have a key role to play in both giving first aid for day to day office accidents and also in the event of a serious incident. For evacuations, first aiders should be one of the first to leave the building, so that they can address any incidents and injuries once at the assembly point. We have identified that we require 3 first aiders for Millbank Tower and 1 for The Exchange. To allow cover for absences, we have decided to appoint and train more than the minimum requirement. As a result, we aim to have 9 trained first aiders in Millbank Tower and 5 at The Exchange. Although we have more than enough trained first aiders we can not assume that there would be first aid assistance out of hours. Staff should contact the 24hr reception at Millbank Tower (London) or 24hr security at City Tower (Manchester) or dial 999 for emergency assistance. Details of who the first aiders are can be found in the copy and tea points on each floor. Staff should make themselves aware of where their nearest first aiders are located. 7.1.1.

Recruitment & Training

The Facilities Manager has the day to day responsibility for ensuring we have adequately trained first aiders at both sites. A member of staff must attend and pass a first aider training course (normally 3 days duration) with a Health & Safety Executive approved training provider to become a PHSO first aider. On successful completion of the training, they will receive a site induction by Service Delivery.

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As sites such as ours are considered low risk by the Health & Safety Executive, all first aiders attend refresher training before their first aid certificate expires, normally every 3 years. This is in line with the recognised best practice recommended by the Health & Safety Executive. 7.1.2.

Equipment

All first aiders are issued with a portable first aid kit, containing essential supplies for use in the event of injury or illness. The first aiders are responsible for maintaining the bags and for obtaining new stock from the Service Desk. In addition, the first aiders have been supplied with green hi-visibility PHSO branded vests to be worn in the event of an incident to allow the quick and easy identification during evacuations. 7.1.3.

Record Keeping

It is important that a record is kept of all treatment carried out by our first aiders. They are asked to send a report to the Service Desk, detailing    

date, time and place of the incident; name and job of the injured or ill person; details of injury / illness and what first aid was given; and what happened to the person immediately afterwards (for example, went back to work, went to hospital, went home).

This is used, in conjunction with the accident report, to review the incident to identify any areas of improvement in our health & safety provision. 7.2.

First Aid Room

In Millbank Tower, the first aid room is located on the 15 th floor by the Learning Resource Centre. This is kept locked when not in use and keys are held by all first aiders and the Service Desk. In The Exchange, there is a screened first aid area in the rear kitchen on the 3 rd floor. 8.

ACCIDENT REPORTING

As an employer, we are required to record and investigate accidents and near misses involving our employees, contractors and visitors when on our sites or carrying out our work away from the office (such as when visiting a complainant or working at home). These are defined as follows: •

Accident – any unplanned occurrence that leads to the injury of employee, contractor, visitor or other persons involved in our activities, including diseases or medical conditions contracted as a result of our activities.

•

Near miss – any unplanned occurrence that does not lead to injury of employee, contractor or visitor or damage to property, plant or equipment, but may have done in different circumstances.

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8.1.

Reporting an Accident or ‘Near Miss’

We require all employees, visitors and contractors to report all accidents or near misses which occur at work. The accident book is kept at the Service Desk at each site. It must be completed as soon as practical after an accident or near miss and include as much information as possible, but as a minimum must include;        8.2.

details of the person (s) involved; date and time; how the accident or near miss occurred; location of the accident or near miss; details of injury, damage or loss; details of treatment given and by whom; and details of witnesses Accident / Near Miss Investigation

All accidents and near misses recorded in the accident book are investigated. Informal investigation by the Facilities Manager will be sufficient for minor accidents or near misses. Major accidents and near misses, including those reportable to the Health & Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), may be formally investigated by the Facilities Manager. All accidents and near misses are discussed at the Health & Safety Committee. 8.3.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), place a legal duty on PHSO to report work-related deaths, major injuries or injuries that require over three days absence, work related diseases, and dangerous occurrences (near miss accidents) to the Health & Safety Executive. The information enables the Health and Safety Executive (HSE) and local authorities, to identify where and how risks arise, and to investigate serious accidents. This is used to help employers and provide advice on how to reduce injury, and ill health in the workplace. For most organisations such as PHSO, a reportable accident, dangerous occurrence, or case of disease is a comparatively rare event. The Facilities, Security & Business Continuity Manager, in conjunction with HR Operations, is responsible for ensuring all appropriate occurrences are reported. 9.

WELFARE ARRANGEMENTS

The guidance in this section is designed to highlight the welfare arrangements available to employees, visitors and contractors.

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9.1.

Temperature

Under health & safety legislation, the statutory minimum temperature for staff to work is 16C/60.85F, which should be achieved within one hour after the majority of staff attend for work. There is no statutory maximum temperature. However, the landlords aim to achieve a more reasonable temperature of between 21C and 23C. This is achieved by a combination of either heated or cooled air and fresh air. Temperature in our sites can be measured accurately by the Service Desk using a calibrated laser thermometer. If there are any problems, please contact the Service Desk. 9.2.

Provision for Cyclists

Bike racks are available at the rear of Millbank Tower. Staff are asked to only use the racks provided and not any railings or fences around Millbank Tower. Any bikes not left in racks may be removed without warning by the landlord’s security team. The bike racks are available 24 hours a day, but it is worth noting that there is a limited security presence during evenings and weekends. At The Exchange we have an agreement with the landlord for our staff to have access to bike racks at 5 New York Street between 6am and 10pm Monday to Friday. If you wish to use this facility, please contact the Service Desk to arrange access. Staff that use folding bikes to come to work are asked to leave them in the bike racks at their respective sites and not bring them into the building. Please note that bikes left at both sites are done so at the owner’s risk. Neither PHSO nor the respective landlords have any liability for damage or loss of bikes. 9.3.

Showers

Shower facilities are available at both sites. At Millbank Tower these are located on the 21st and 24th floors. Disabled access is available on the 24th floor. At The Exchange we have an agreement with the landlord for our staff to use showers at 5 New York Street between 6am and 10pm Monday to Friday. If you wish to use this facility, please contact the Service Desk to arrange access. 9.4.

Provision for Car Parking

There are limited car parking spaces available for staff to use at Millbank Tower. Please contact the Service Desk at least one day beforehand to arrange. There are no car parking spaces available at The Exchange. 9.5.

Smoking

We operate a non-smoking policy. There are designated smoking areas outside Millbank Tower and The Exchange.

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9.6.

Alcohol

Alcohol must not be brought into our sites unless it is in short-term transit (for example bought at lunchtime to take home that evening) or is part of an official function and then only with the prior permission from a member of the Senior Management Team. Further information about alcohol and substance misuse is found in the Healthy Workforce Policy Annex 4. 9.7.

Animals

With the exception of assistance animals (e.g. guide dog), you must not bring animals into the office. If you wish to bring an assistance animal into the office, please contact the Service Desk in advance who can ensure all of your requirements are met. 9.8.

Employee Assistance Programme

The PHSO Employee Assistance Programme (EAP), provided independently by Care first, gives help to you and your family members living at home 24 hours a day. Services offered by Care first are totally confidential and free. This service gives both practical information and counselling support for personal concerns such as financial, health or consumer related issues as well as work-related problems. PHSO staff (and family members living at their home) have access to help via the Care first website and via a Freephone number 0800 174319, 24Hrs a day 365 days of the year. Further information and log in details for the website can be found at Ombudsnet PHSO People- Employee Relations Page.

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