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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Fire Safety and Emergency Evacuation Policy

1. Purpose

The purpose of this policy is to ensure that all staff supplied by {{org_field_name}} are aware of their responsibilities and are equipped to respond effectively to fire emergencies and evacuation procedures within client organisations. Fire safety is a critical aspect of health and safety legislation and the duty of care owed to service users, staff, visitors, and other stakeholders. Temporary healthcare staff working in care homes, nursing homes, and other health and social care environments must understand how to prevent fires and act safely during fire emergencies to protect vulnerable service users who may be dependent on staff for evacuation.

This policy supports compliance with the Regulatory Reform (Fire Safety) Order 2005, as amended, the Fire Safety Act 2021, the Building Safety Act 2022, the Fire Safety (England) Regulations 2022, where applicable, the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

{{org_field_name}} is a temporary staffing agency and does not itself provide or manage a regulated care service. Responsibility for the fire precautions, fire risk assessment, alarm systems, evacuation arrangements and emergency procedures at a client-controlled workplace will normally rest with the client organisation and its appointed Responsible Person. This does not remove {{org_field_name}}’s separate duties as an employer, employment business or supplier of temporary workers.

This policy must be read and applied together with the client organisation’s current fire risk assessment, emergency plan, evacuation strategy, Personal Emergency Evacuation Plans and other site-specific instructions.

2. Scope

This policy applies to:

• All registered nurses, healthcare assistants (HCAs), senior carers, and temporary workers employed or engaged by {{org_field_name}} on zero-hours or flexible contracts
• The Director and office-based staff responsible for governance, compliance, and staff training
• Any staff deployed to client organisations, including care homes, nursing homes, or similar regulated healthcare settings

• Agency workers supplied under contracts for services, contracts of employment, zero-hours arrangements or other temporary working arrangements
• Office-based employees and any visitors, contractors or workers attending premises controlled by {{org_field_name}}
• Work undertaken during day shifts, night shifts, sleep-in duties and waking-night duties
• Fire-safety arrangements affecting workers who are disabled, pregnant, temporarily injured or otherwise likely to require individual assistance during an evacuation

3. Related Policies

• Health and Safety Policy
• Incident and Accident Reporting Policy
• Safeguarding Adults and Children Policy
• Communication and Record-Keeping Policy
• Infection Prevention and Control Policy
• Training and Development Policy

4. Policy Statement

{{org_field_name}} is committed to protecting the health and safety of its employees, agency workers, clients, service users, visitors and any other person who may be affected by its activities.

Fire safety at a client-controlled workplace requires co-operation and co-ordination between {{org_field_name}}, the client organisation, the client’s Responsible Person and the workers supplied to the placement. The client normally controls the premises, fire risk assessment, alarm system, evacuation strategy and local emergency arrangements. {{org_field_name}} remains responsible for taking reasonably practicable steps to obtain relevant placement information, supply workers who are suitable for the assignment, provide appropriate general instruction and training, communicate known risks, and respond to concerns raised by workers or clients.

No worker will be knowingly placed or required to continue working in circumstances where {{org_field_name}} has reason to believe that there is a serious and uncontrolled risk to health or safety. Fire-safety concerns will be escalated promptly and, where necessary, the worker will be removed from the placement until satisfactory control measures are confirmed.

Agency workers must comply with the client’s site-specific fire instructions, participate in required briefings and drills, report hazards immediately and take reasonable care of themselves and others.

5. Responsibilities

Director

The Director will:

• Review and update this policy annually or sooner if required
• Ensure all agency staff receive fire safety and evacuation training during induction and via annual updates
• Promote fire safety awareness as part of ongoing training and supervision
• Investigate and address fire-related incidents involving agency staff
• Monitor staff compliance with this policy and client-specific requirements

• Ensure that suitable fire-safety information is requested from the client before a worker is supplied, proportionate to the nature and risk of the assignment
• Obtain confirmation that the client has suitable fire and emergency arrangements, including arrangements for temporary workers, night workers and persons requiring assistance
• Ensure that relevant fire risks and preventive measures notified by the client are communicated to the worker in a comprehensible form
• Confirm, so far as reasonably practicable, that the worker has the training, competence and physical capability required for the proposed duties
• Make appropriate enquiries where the assignment may involve assisting residents during evacuation, using evacuation equipment or working near oxygen, flammable substances or other significant fire risks
• Maintain an effective process for workers to report unsafe conditions and obtain assistance outside normal office hours
• Escalate unresolved or serious concerns to an appropriate senior representative of the client organisation
• Suspend or terminate a placement where a serious fire-safety risk is not adequately controlled
• Co-operate with the client when investigating an incident and determining whether a statutory report is required
• Maintain proportionate records of training, placement information, reported concerns, incident investigations and actions taken
• Ensure that the agency’s own office premises have an appropriate fire risk assessment, emergency plan, alarm arrangements, escape routes, fire-safety information and drills

All Agency Staff

All agency staff are responsible for:

• Adhering to the client organisation’s fire safety and evacuation procedures
• Acting immediately and appropriately during fire emergencies
• Reporting fire risks and hazards promptly to client management and to {{org_field_name}} if unresolved
• Participating fully in fire drills, briefings, and training
• Following instructions given by the designated fire warden or senior person on duty during emergencies

• Completing the client’s fire-safety induction or briefing before undertaking unsupervised duties
• Informing the client and {{org_field_name}} immediately if no fire-safety induction or adequate emergency information is provided
• Informing {{org_field_name}}, in confidence where appropriate, of any disability, health condition, pregnancy, temporary injury or other circumstance that may affect safe evacuation, so that suitable arrangements can be considered
• Taking reasonable care not to place themselves, service users or other persons at unnecessary risk
• Not obstructing fire doors, escape routes, alarm call points or firefighting equipment
• Not wedging open fire-resisting doors unless they are held open by an approved automatic device connected to the fire alarm system
• Not attempting to undertake a task, use evacuation equipment or fight a fire unless they have received suitable instruction and it is safe to do so
• Reporting missing, damaged or defective fire precautions immediately
• Leaving an area of serious and imminent danger and not returning until instructed that it is safe to do so

6. Pre-Placement Fire-Safety Information and Client Assurance

Before supplying a worker to a new client or materially different placement, {{org_field_name}} will obtain sufficient information to enable it to assess whether the assignment presents particular fire or evacuation risks.

The information requested from the client should, where relevant, include:

• the identity or role of the person responsible for local fire-safety arrangements;
• the method for raising the alarm and calling the fire and rescue service;
• the evacuation or stay-put strategy applicable to the premises;
• the location of escape routes and assembly points;
• arrangements for progressive horizontal evacuation, phased evacuation or compartment evacuation;
• the action expected from agency workers;
• arrangements for residents or workers requiring assistance;
• the availability and permitted use of evacuation equipment;
• significant hazards, including medical oxygen, smoking, charging of batteries, flammable products and faulty electrical equipment;
• any role-specific training or competence required;
• arrangements during night shifts or reduced staffing periods; and
• how temporary workers will receive site-specific fire-safety instruction.

{{org_field_name}} is not required to approve or certify the client’s fire risk assessment. However, where information is absent, inconsistent or indicates a potentially serious risk, the matter must be referred to the Director or designated policy lead before the worker is deployed.

The client must be asked to inform {{org_field_name}} of any material change to the premises, evacuation arrangements, worker’s duties or known fire risks that may affect the assignment.

7. Fire Safety Responsibilities in Client Premises

While working within client organisations, staff must:

• Receive and understand the client’s site-specific fire-safety information at the start of the placement and, where local arrangements differ by unit, building or shift, at the start of the relevant shift
• Identify the nearest available escape routes, alternative escape routes, alarm call points, relevant assembly point or safe area, fire doors and any evacuation equipment that the worker may be authorised and trained to use
• Know who the designated fire warden is or who is in charge during their shift
• Adhere to client procedures regarding service users who require assistance during evacuation (including Personal Emergency Evacuation Plans – PEEPs)
• Identify and report fire safety hazards (e.g., obstructed exits, faulty electrical equipment, or accumulation of flammable materials)

• Establish the method for summoning the fire and rescue service and confirm who is expected to make the emergency call
• Understand whether the premises use simultaneous evacuation, progressive horizontal evacuation, phased evacuation, a stay-put strategy or another agreed evacuation method
• Check whether any service users for whom the worker is responsible have an individual evacuation plan or require specific equipment or assistance
• Confirm the worker’s duties during night shifts, when staffing levels, access controls or management availability may differ
• Report immediately if evacuation information is unavailable, contradictory or cannot be safely followed

8. Fire Prevention

Agency staff play a crucial role in preventing fires. All staff must:

• Ensure that all electrical equipment is used safely and reported if faulty
• Follow safe kitchen practices when involved in food preparation
• Adhere to the client’s smoking policy
• Report unsafe storage of flammable liquids or materials
• Avoid overloading electrical sockets
• Keep escape routes, corridors, stairways, final exits, fire doors, alarm call points and access to firefighting equipment clear so far as this is within the worker’s control, and report any obstruction immediately
• Immediately challenge and report practices that may create a fire risk

• Follow all controls relating to medical oxygen and keep oxygen equipment away from naked flames, smoking materials, heat sources, oils and grease
• Follow the client’s procedures for charging mobility scooters, hoists, wheelchairs, electronic devices and other battery-powered equipment
• Ensure that fire doors are not wedged or propped open unless an approved automatic hold-open device is in use
• Observe the client’s arrangements for emollient creams, paraffin-containing products and contaminated clothing or bedding, which may increase fire intensity
• Follow safe arrangements for laundry, tumble dryers, kitchens, heaters and other heat-producing equipment
• Report damaged fire doors, defective self-closing devices, missing fire-stopping, faulty alarms or emergency lighting and any evidence of unsafe smoking
• Never disable, cover, silence or interfere with fire alarms, smoke detectors, door closers or other fire precautions unless specifically authorised as part of an approved procedure

9. Responding to a Fire Emergency

On discovering fire, smoke, a suspected fire or activation of the fire alarm, agency workers must follow the client’s current emergency procedure and, where safe and applicable:

• Remain calm and act quickly
• Raise the alarm immediately using the nearest appropriate alarm call point or the site’s specified method, unless the alarm has already been raised
• Notify the senior person on duty without delay
• Call 999 or ensure that the fire and rescue service has been called in accordance with the client’s emergency procedure; workers must not assume that an automatic alarm has notified the fire and rescue service

• Follow the client’s fire evacuation procedure
• Assist in the safe evacuation of service users, prioritising those with limited mobility, sensory impairments, or high dependency needs
• Assist service users only in accordance with the client’s evacuation strategy, the person’s evacuation plan, the worker’s training and the instructions of the person directing the emergency response
• Do not use lifts during evacuation unless specified as part of the client’s agreed evacuation plan
• Do not attempt to fight a fire unless the worker has received suitable training, the client’s procedure permits it, the worker has a clear escape route and it is safe to make a brief attempt without delaying evacuation or placing any person at additional risk; there is no expectation that an agency worker must fight a fire
• Move to the location specified in the client’s emergency plan, which may be an external assembly point, another fire compartment or another designated place of relative safety
• Assemble at the designated assembly point and participate in roll-call
• Do not re-enter an evacuated area or return to normal duties until the fire and rescue service or the person authorised under the client’s emergency plan confirms that it is safe to do so

Nothing in this policy requires a worker to enter or remain in an area where there is a serious and imminent danger that the worker cannot safely control. A worker who withdraws from such an area must move to a place of safety, raise the alarm, summon assistance and provide relevant information to the person directing the emergency response.

10. Assisting Service Users during Evacuation

Where evacuation is required:

• Workers must follow the client organisation’s emergency procedures and any applicable individual evacuation plan, sometimes described as a Personal Emergency Evacuation Plan or PEEP
• Service users who require assistance must be supported calmly and safely

• Workers must provide assistance that is reasonable, within their training and consistent with the client’s emergency plan, but must not enter or remain in conditions that present an uncontrolled serious and imminent danger
• Where a service user cannot be moved safely, the worker must raise the alarm, inform the person directing the evacuation and the fire and rescue service of the person’s location, and follow the client’s emergency procedure
• Workers must not improvise unsafe lifting or handling techniques during an evacuation
• Evacuation chairs, evacuation sheets, ski pads, hoists or other aids may be used only where the worker has been trained and the equipment forms part of the client’s approved evacuation arrangements

• Evacuation aids such as evacuation sheets or chairs should be used where available and trained for
• All staff must be aware of manual handling considerations during evacuations

11. Individual Evacuation Needs and Reasonable Adjustments

{{org_field_name}} will take reasonable steps to identify whether an employee or agency worker may require assistance, information in an alternative format or another adjustment to evacuate safely.

Workers are encouraged to inform {{org_field_name}} promptly and confidentially where a disability, health condition, pregnancy, temporary injury, sensory impairment, neurodivergence, medication or other circumstance may affect their ability to:

• hear or recognise an alarm;
• use stairs or move at the required speed;
• understand emergency instructions;
• assist another person;
• work alone or at night; or
• use particular evacuation equipment.

{{org_field_name}} will liaise with the client, with the worker’s consent where appropriate, to determine whether suitable arrangements can be made. Relevant information will be limited to what is necessary for safety and handled confidentially.

A worker must not be assigned an evacuation duty that is incompatible with an identified restriction or for which suitable adjustments, information, supervision or equipment have not been provided.

12. After the Emergency

Once the immediate emergency is managed:

• Agency staff must cooperate with client management, fire services, and emergency services
• Staff must report their actions and observations to the client manager and complete appropriate incident documentation
• Staff must notify {{org_field_name}} as soon as reasonably practicable and immediately where there has been an injury, exposure to smoke, emergency evacuation, hospital treatment, attendance by the fire and rescue service, significant failure of fire precautions, inability to evacuate a service user or any continuing risk; the written incident report must normally be completed within 24 hours
• Where applicable, participate in post-incident debriefings and reviews

• Seek first aid or medical assessment following smoke inhalation, burns or other injury, even where symptoms initially appear minor
• Preserve relevant evidence and avoid altering the scene, except where necessary to make the area safe or assist an injured person
• Provide a factual account and avoid speculation about the cause of the incident
• Inform {{org_field_name}} of any instruction to return to work where the worker believes that a serious fire-safety risk remains
• Participate in welfare support, investigation, debriefing or retraining where appropriate

13. Incident Reporting

All fire-related incidents, near misses, or hazards must be reported following:

• The client’s internal reporting procedures
• {{org_field_name}}’s Incident and Accident Reporting Policy

Reports must be factual, accurate, completed as soon as reasonably practicable and handled in accordance with the organisation’s incident-reporting and data-protection procedures.

The Director or designated policy lead will review each report, determine whether immediate protective action is required and liaise with the client concerning investigation, evidence preservation, worker welfare, lessons learnt and any statutory reporting responsibilities.

Where an incident may be reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, {{org_field_name}} and the client will promptly determine which organisation is the statutory responsible person for making the report. The outcome of that decision, including who will submit any report, must be recorded. Nothing in this policy permits either organisation to assume without confirmation that the other has made the required report.

14. Fire Drills and Training

Agency staff must:

• Participate in client fire drills when requested and when participation is compatible with the worker’s assigned duties and the safety and care needs of service users
• Attend fire safety and emergency evacuation training delivered by {{org_field_name}} at induction
• Complete fire-safety refresher training at least annually, or more frequently where required by the placement risk, the client, the worker’s role, identified competence needs, an incident, a change in procedure or a change in applicable legislation or guidance

Training will include:

• Understanding fire risks in care settings
• Fire prevention
• Correct use of fire-fighting equipment (theory)
• Evacuation procedures
• Roles and responsibilities during a fire emergency
• Assisting service users during evacuation
• Completing post-incident reports

• The difference between general agency training and mandatory site-specific instruction
• Fire doors, compartmentation and progressive horizontal evacuation
• Medical oxygen and other significant fire risks in care settings
• Workers’ actions in serious and imminent danger
• Limits on the use of firefighting and evacuation equipment
• Arrangements for disabled people and others requiring assistance
• Night-time evacuation risks
• Immediate incident escalation and RIDDOR awareness
• The requirement to call 999 or confirm that the emergency call has been made
• The importance of not assuming that an automatic alarm has contacted the fire and rescue service

Completion of online or classroom training does not by itself establish competence to carry out a client-specific evacuation role. Where a worker may be expected to use evacuation equipment, assist highly dependent service users or undertake another specialist role, {{org_field_name}} must obtain appropriate evidence of competence and the client must provide any necessary site-specific instruction, familiarisation and supervision.

15. Supervision and Support

The Director will:

• Monitor staff understanding of fire safety through supervision, appraisal, and training audits
• Support staff who have experienced distress following a fire emergency
• Provide reflective opportunities to learn from incidents and drills
• Offer additional support and training where required

• Review whether a worker’s placement remains suitable following an incident, evacuation difficulty or identified health restriction
• Ensure that a worker is not disadvantaged for raising a genuine fire-safety concern or leaving a situation of serious and imminent danger
• Arrange appropriate welfare support after a distressing incident, including referral to occupational health or another support service where available
• Record agreed actions and check that they have been completed

16. Liaison with Client Organisations

At client-controlled premises, the client organisation will normally have principal control over the premises, the fire risk assessment, fire precautions and site-specific emergency arrangements. The client or another person may be the statutory Responsible Person under the Regulatory Reform (Fire Safety) Order 2005. However, {{org_field_name}} retains its own applicable duties as an employer, employment business or supplier and will co-operate and co-ordinate with the client to protect temporary workers and others affected by the placement.

{{org_field_name}} and its agency workers will, as applicable:

• Follow all local fire safety arrangements as instructed
• Participate in client inductions specific to fire safety
• Work collaboratively with client staff during fire drills and emergencies
• Respect and follow service user-specific evacuation plans

• Exchange relevant information about known risks, emergency arrangements and worker competence
• Clarify the duties expected of temporary workers during an alarm or evacuation
• Ensure that temporary workers are included in site-specific briefings and relevant communications
• Clarify arrangements for reporting defects, incidents and near misses
• Agree how urgent concerns will be escalated outside normal office hours
• Co-operate in incident investigations and statutory reporting
• Review arrangements where there is a material change to the premises, evacuation strategy, staffing model or worker’s duties
• Seek confirmation that the client will not require an agency worker to undertake an evacuation role for which the worker has not been trained or assessed as competent

17. Agency-Controlled Premises

Where {{org_field_name}} controls an office or other workplace, it will identify the statutory Responsible Person and ensure that the requirements applicable to those premises are addressed. These arrangements will include, as appropriate:

• a suitable and sufficient fire risk assessment;
• a written record of the fire risk assessment and fire-safety arrangements;
• suitable fire-detection and warning systems;
• clear and adequately maintained escape routes and exits;
• emergency lighting, signs and firefighting equipment where required;
• procedures for calling the fire and rescue service;
• arrangements for employees, visitors and persons requiring assistance;
• appointment of competent persons where necessary;
• information, instruction and training;
• periodic drills and testing;
• maintenance and inspection records; and
• co-operation and exchange of information with the landlord, managing agent, other occupiers and any other Responsible Person with duties for the premises.

Where another party controls part of the premises, {{org_field_name}} will take reasonable steps to identify that party and co-operate and co-ordinate with them.

18. Governance and Quality Assurance

The Director will:

• Review all fire-related incident reports involving agency staff
• Monitor staff compliance with fire safety training
• Analyse trends and implement actions for improvement
• Maintain records of staff training and incident involvement
• Share lessons learnt across the agency to promote continuous improvement

• Audit a proportionate sample of client fire-safety information and placement records
• Monitor whether workers receive site-specific fire-safety briefings
• Monitor overdue training and prevent deployment where required training has expired
• Maintain an action log for reported fire-safety concerns and verify closure
• Review patterns involving particular clients, premises, shifts or categories of worker
• Review whether any incident or near miss indicates that the client’s placement information was incomplete or inaccurate
• Retain records in accordance with the organisation’s retention schedule and legal obligations
• Escalate repeated or serious non-compliance to the client’s senior management and, where necessary, reconsider the supply arrangement

19. Legal and Reference Framework

This policy has been prepared with reference to the following legislation and official guidance, as amended or replaced from time to time:

• Health and Safety at Work etc. Act 1974;
• Regulatory Reform (Fire Safety) Order 2005;
• Management of Health and Safety at Work Regulations 1999;
• Fire Safety Act 2021;
• Building Safety Act 2022, including section 156;
• Fire Safety (England) Regulations 2022;
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013;
• Equality Act 2010;
• Health and Safety Executive guidance concerning agency and temporary workers; and
• applicable Home Office fire-safety guidance.

The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 apply to registered providers carrying on regulated activities. {{org_field_name}} does not itself carry on a regulated activity or provide regulated care. Its workers must nevertheless comply with lawful, relevant and properly communicated fire-safety requirements operating at the registered client service where they are placed.

20. Policy Review

This policy will be formally reviewed at least annually and earlier where:

consultation with workers, clients or competent advisers identifies a need for revision.

legislation, statutory guidance or recognised fire-safety guidance changes;

the agency changes its business model, premises or services;

a fire, false alarm, evacuation, serious near miss or enforcement concern occurs;

monitoring identifies a recurring or significant weakness;

a client introduces a material change to evacuation arrangements or worker responsibilities; or

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.