WELB Education Welfare Service Staff Safety Policy Aim Through a risk assessment process raise awareness with staff of the systems; procedures and equ...
WELB Education Welfare Service Staff Safety Policy Aim Through a risk assessment process raise awareness with staff of the systems; procedures and equipment that should be used to maximise their safety Scope This policy applies to all Education Welfare Staff (officers; administration staff and students) who in undertaking their role and function may encounter risks to personal safety.
Purpose
To raise awareness of personal safety with all staff To identify employer and employee responsibilities Through risk assessment identify potential risks to safety To identify strategies to manage risk To improve practice by providing guidance Outline reporting mechanisms Outline staff welfare systems Identify systems of monitoring and review
Responsibilities (All staff should refer to WELB Health and Safety Policy – 2007)
Employer Duties (Health & Safety at Work (NI) Order 1978) Where reasonably practicable, the WELB will pay particular attention to the provision and maintenance of: (i)
a safe place of work, safe access to it and safe egress from it;
(ii)
plant, equipment and systems of work that are safe;
(iii)
safe arrangements for the use, handling, storage and transport of articles and substances;
(iv)
sufficient information, instruction, training and supervision to enable all employees to avoid hazards and contribute positively to their own health and safety at work;
(v)
a healthy working environment; 1
(vi)
adequate welfare facilities.
Line Manager Duties Those staff who have supervisory responsibilities are responsible for the practical application of the Safety Policy and Safe Working Procedures. In the discharge of this responsibility supervisors shall: •
encourage staff under their control to employ safe working practices and pay particular attention to the Sectional Safety Procedures;
•
assist Board to develop safe working practices and arrange for their adoption;
•
instruct new employees in appropriate safety measures and the procedures laid down in the Sectional Safety Procedures or Safety Manuals;
•
ensure that all defects in equipment or protective clothing are corrected and reported accordingly to their respective Head of Section;
•
report all accidents and dangerous occurrences to their Senior Officer;
•
furnish information as required in the investigation of injuries, accidents and dangerous occurrences.
. Employee Duties The Board reminds its employees of their own duties under Article 8 of the Health and Safety at Work (NI) Order, 1978 to take reasonable care for their own safety and that of other persons and to co-operate with the Board so as to enable it to carry out its own responsibilities successfully. In the discharge of this responsibility employees shall: •
perform their duties in a safe manner and pay particular attention to the Sectional Safety Procedures;
•
report all accidents and injuries to their supervisor as soon as possible;
•
obtain adequate treatment for injuries as soon as practicable;
2
•
report all defects in equipment and protective clothing and potential hazards to their supervisor;
•
assist in the investigation of injuries and accident
Risk Assessment Risk assessment exercises were completed on 15th November 2011 and 30th January 2012. A representative from each team and level of the service were involved. Risk assessments were carried out on three key areas of work: 1. Home Visit 2. School Interview 3. Transporting children/adults in a car Risk assessments are attached – see appendix one.
Strategies for Managing Risk Strategies were identified both through the formal risk assessment process and in discussion about practice in each team. A list of general strategies is attached – see appendix two.
Staff Supervision & Training All staff receive supervision at regular intervals depending on their supervision contract with their line manager. Staff can use this forum to report, discuss and agree actions in relation to any personal safety issue that arise. Training is completed at induction and on a regular basis in line with the needs of staff.
Reporting and Recording Mechanisms All incidents should be reported through the line management structure and any appropriate steps taken to address any issue. A pro-forma is attached (see appendix 3) if a written report is deemed necessary. Officers should note any incident on a case file and place a marker (yellow dot) on the front which identifies it to other workers as a case were personal safety should be a consideration when planning an intervention. 3
Note: no officer should at any point feel alone in addressing an issue and should seek out advice and support from any member of management if their own immediate line manager is not available.
Staff Welfare If staff feel that they require additional support then it can be obtained through the ELBs independent support service - Carecall (a commercial subsidiary of Northern Ireland Association for Mental Health). Carecall will provide a 24/7, 365 days a year telephone counselling service, with referral to structured counselling if appropriate for all employees. The counselling service is solution-focused, responsive, confidential and totally independent. It is an invaluable additional resource for staff who need advice and support with problems that may arise in their work or personal life. Counsellors are accredited. The freephone telephone number is 0808 800 0002.
Monitoring Senior Education Welfare Officers should: 1. Ensure that EWOs record incidents as agreed in this policy 2. Monitor through formal and informal supervision the actions agreed following an incident 3. Keep a file of recorded incidents 4. Inform DCEWO/CEWO of any additional concerns DCEWO/CEWO should 1. 2. 3. 4.
Maintain a record of all incidents reported to them Provide training as required Consult with Health & Safety Department in ELB re specific concerns Review policy and working practice in line with needs of the service and changes in legislation/guidance
Review Date This policy will be reviewed every two years or sooner if required. Related Policies and Guidance WELB Health & Safety Policy Regional Supervision Policy WELB Use of Mobile Devices Policy Service Level Agreement documentation 4
APPENDIX 1 RISK ASSESSMENT PRO-FORMA Service Education Welfare Service
Date of Risk Assessment
Activity Lone Working Home Visit
Participants
What are the hazards? Threat to personal safety of officer either physically or verbally
Who might be harmed and how? EWO
15 November 2011
By Whom?
By When?
Date Completed
What are you already doing?
What further action is necessary?
Use signing in and signing out book.
Consider taking a colleague with you
At time of visit
Notify line manager if visit unplanned carry work mobile phone
Consider where you park Park facing exit.
At time of visit
Carry personal and safety alarm or dog alarm
Obtain dog alarms for each office.
Check case files for any relevant information Check with other professionals for any relevant information
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NT
ASAP
APPENDIX 1 RISK ASSESSMENT PRO-FORMA Service Education Welfare Service
Date of Risk Assessment
Activity Lone Working Home Visit
Participants
What are the hazards?
Who might be harmed and how? EWO
What are you already doing?
15 November 2011
What further action is necessary?
By Whom?
By When?
Agree an ‘In house’ strategy for when someone does not return to office. Agree with staff to hold a list of car details in each office.
NT + Group
ASAP
NT + Group
ASAP
Check accuracy of information for visit with referrer. ‘On the spot’ assessment – is it safe to go into the house? or if I am in the house – should I leave?
6
Date Completed
APPENDIX 1 RISK ASSESSMENT PRO-FORMA Service
Education Welfare Service
Date of Risk Assessment
Activity
School Interview with a child/young person
Participants
What are the hazards? Allegation made by the child
Who might be harmed and how? Child
EWO
What are you already doing?
What further action is necessary? If the room is unsuitable consider: - Change room - Interviews with a second person - Ask someone to pop in
30 January 2012
By Whom?
By When?
EWO
At each interview
EWO
At each interview
EWOs
At each interview
Inappropriate Room
Requesting a room with a telephone Never agree to use a storeroom As a venue for meeting with children
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Date Completed
APPENDIX 1 RISK ASSESSMENT PRO-FORMA Service Education Welfare Service
Date of Risk Assessment
Activity Transporting Children/Adults in car
Participants
What are the hazards?
Who might be harmed and how? Child/Parent EWO
EWO
What are you already doing?
What further action is necessary?
30 January 2012
By Whom?
By When?
Date Completed
EWO
As Each journey required
As far as possible client should not be transported but if it is necessary then the following steps should be considered: Ask parent and child to sit in the back seat Don’t transport children on your own If locking doors or car doors lock automatically, advise parent and Insist that passengers child wear their seatbelt Ensure individual car insurance is valid and appropriate for work use
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APPENDIX 2 Strategies Office Based Strategies
Home Visits
Alone in the office
Car Details for all officers are held in team office
Parking – face in the direction of travel
Ensure entrances and exits doors are not propped open
Signing in/Signing out book is used on a daily basis and records fully and accurately were the officer is going Read case files Discuss issues with other officers who have been involved with the case Contact other professionals who may know the family
Avoid parking in clients driveways Take only what you need into the house Do a door stop assessment of the situation ‘do I go in or leave’
Have work mobile phones charged and switched on
Do not let unauthorised personnel into the building Be aware of all emergency exits Have access to a telephone
Carry your mobile phone Ask for pets to be put out of the room Sit near the door
Identify potential personal safety risks on the case with a yellow dot
Use door entry systems
Take a colleague Consider the time of day you are visiting Consider alternative venues
Use personal alarms and dog alarms as necessary Know where you are going
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APPENDIX 3 EWS/HS1 CONFIDENTIAL
VIOLENT INCIDENT/DANGEROUS OCCURRENCE REPORT FORM To be used to report incidents which involve actual or threatened aggression to staff? REPORT BY EMPLOYEE
Employee Name Job Title Place of Employment:
Details of Incident: When did the incident occur? Date
Day
Time
Where did the incident occur?
Names, job titles, addresses of any witnesses.
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CONFIDENTIAL
Aggressor Name Address Age Other relevant information
Type of Incident: (E.g. Verbal threat; threatening posture; threat with a weapon; severe verbal abuse; Written threat; physical assault; other (specify)
Nature and extent of injuries: Physical
Emotional
Treatment received, if any
Damage to personal property, if any 11
CONFIDENTIAL
Immediate Action: Incident reported to: Police Line Manager Other
Yes/No Yes/No Yes/No Please specify: e.g. dog warden
When was incident reported? Who reported the incident?
Action taken:
Employee's comments on: What in your opinion caused the incident?
How could a recurrence be made less likely?
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CONFIDENTIAL
Signature of Officer involved in the incident: Signed
Job Title
Date
Job Title _________________
Date________
Counter Signature of Line Manager Signed _______________________
Please tick as appropriate: Copy of report sent to DCEWO – Operations Record made on case file Other officers made aware of potential risk Yellow dot placed on front of case file
