Health and Safety Consultants
It is essential for facilities managers to have a good understanding of the Health and Safety at Work Act and the Management of Health and Safety at Work Regulations particularly where they affect day to day usage of their building. A Safety Policy should be in place signed, preferably, by the Chief Executive and procedures should be documented and available to every member of staff. Organisations are also responsible for the safety of visitors and tradesmen whilst in their building. Duties are placed on everybody to take care but particular responsibilities lie at Board level and with those nominated by the Board to take responsibility for certain parts of the Act. A selection of the various responsibilities is listed below.
The Health and Safety at Work Act poster must be displayed in the premises as must a valid Employers Liability Insurance Certificate.
In terms of fire safety care must be taken to ensure that escape ways are clear, that fire notices and fire warden names are displayed, that all fire detection and fighting equipment is in good working order and that the fire certificate (where applicable) is adhered to. Bear in mind that there are changes taking place through the Fire Order Reform Regulations that will make Fire Certificates a thing of the past.
One particular part of the Act covers accidents at work. First aid boxes must be available and under the control of trained personnel. Certain accidents, incidents and near misses are reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations)
Any substance, in use or stored on the premises, that may be hazardous to health must be checked and logged (Control of Substances Hazardous to Health Regulations - COSHH ) with this record reviewed regularly to ensure it is up to date.
There are regulations appertaining to the individual working situation including the amount of space allowed for each person, the provision of equipment and furniture particularly chairs and display screen equipment. Individual training is necessary for users, free eye tests must be offered and records must be kept. All workstations must be reassessed after office moves and in any case annually. Organisations can be liable if workstation regulations are not adhered to particularly if a member of staff develops a Repetitive Strain Injury (RSI), often referred to more properly as an Upper Limb Disorder.
Consideration has to be given to non-smoking members of staff through the adoption of a smoking policy within buildings. Some organisations offer a room for smokers but some insist on no smoking anywhere in the building.
Staff using any machinery must be trained in its use and risk assessments made particularly if there are moving parts as in shredders, sack trolleys and hoists.
Any staff who, as part of their duties, are required to lift and / or carry any item must be trained in manual handling techniques in order to reduce the risk of injury.
Personal protective equipment and clothing must be supplied to any staff who undertake work that could be hazardous to themselves or others.
Portable electrical equipment must be tested by a competent person every twelve months and all new electrical equipment introduced into the building, whether corporately purchased or of a personal nature, must be tested before use. Any electrical item found to be defective must be put out of use and labelled ‘Defective' until repaired by a competent person.
Here are some questions that should be asked to establish whether your organisation is complying with its responsibilities adequately: -
Statutory Requirements |
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NO |
Does the internal layout comply with Health and Safety at Work Act? Remember that there is always a new EU Directive to consider |
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NO |
Is a copy of this Act / Factories Act / Insurance Certificate displayed on a notice board as required by law? |
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NO |
Do furniture and working conditions comply with EU requirements as interpreted into UK law? |
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NO |
Are COSHH records kept up to date? |
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NO |
Is there a maintenance system in place that ensures lifts, hoists and cradles are in safe condition? |
| YES |
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Are procedures in place to ensure that Legionella virus is not allowed to exist in water systems? |
YES |
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Are procedures in place to cope with infectious diseases? |
YES |
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Are workstations assessments checked after each and every office move and are records kept? |
YES |
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Is the six pack understood and complied with? |
YES |
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Is First Aid equipment in place and up to date? |
YES |
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Is there an effective and tested fire detection and prevention system in place? |