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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Safety and Abuse Prevention Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} takes appropriate and proportionate steps to protect staff from work-related violence, aggression, abuse, harassment and discrimination, while ensuring that individuals receiving care and support remain safe and are protected from abuse, neglect and improper treatment.

{{org_field_name}} recognises that incidents involving violence, aggression or abuse towards staff may also give rise to safeguarding, regulatory, employment, criminal or health and safety responsibilities. Such incidents will therefore be managed in accordance with the relevant statutory requirements and associated organisational policies.

This policy must be applied in accordance with:

• the Regulation and Inspection of Social Care (Wales) Act 2016;
• the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended;
• the Social Services and Well-being (Wales) Act 2014;
• the Wales Safeguarding Procedures;
• the Health and Safety at Work etc. Act 1974;
• the Management of Health and Safety at Work Regulations 1999;
• the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013, where applicable;
• the Equality Act 2010, including the statutory duty on employers to take reasonable steps to prevent sexual harassment of employees;
• the Worker Protection (Amendment of Equality Act 2010) Act 2023;
• the Safeguarding Vulnerable Groups Act 2006;
• applicable Care Inspectorate Wales requirements and statutory guidance; and
• applicable requirements and codes issued by Social Care Wales.

The aims of this policy are to:

• prevent and reduce reasonably foreseeable risks of violence, aggression, abuse, harassment and discrimination towards staff;
• ensure suitable and sufficient risk assessments and control measures are in place;
• ensure staff understand how to report incidents, safeguarding concerns and allegations;
• ensure safeguarding concerns involving individuals receiving care and support are referred and managed in accordance with the Wales Safeguarding Procedures;
• ensure relevant incidents and allegations are notified to Care Inspectorate Wales where required;
• ensure referrals are made to the Disclosure and Barring Service and relevant professional regulators where the applicable statutory threshold is met;
• ensure reportable workplace injuries and incidents are reported under RIDDOR where required;
• ensure staff affected by violence, aggression, abuse or harassment receive appropriate support; and
• ensure incidents are reviewed so that lessons are identified and appropriate action is taken to reduce the risk of recurrence.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, temporary, and agency staff.
• Volunteers, students, and contractors working at {{org_field_name}}.
• Visitors, including family members and external professionals interacting with staff.
• Incidents involving service users, ensuring safe working practices while respecting their rights.

This policy covers:

• Abuse prevention in the workplace.
• Risk assessments and safety measures.
• Procedures for reporting abuse or safety concerns.
• Support for affected employees.
• Legal and disciplinary actions in response to abuse.

3. Definitions of Workplace Abuse

For the purposes of this policy, work-related violence, aggression, abuse and harassment may include conduct occurring during work or arising out of or in connection with work.

Examples include:

• Physical violence or abuse – including hitting, kicking, pushing, biting, scratching, spitting, throwing objects, unwanted physical contact or any other physical assault.
• Verbal abuse or aggression – including threats, intimidating language, abusive shouting, insults or threatening behaviour.
• Psychological or emotional abuse – including intimidation, humiliation, coercion, bullying, threatening behaviour or deliberate conduct intended to cause fear or distress.
• Sexual harassment – unwanted conduct of a sexual nature which has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment.
• Harassment related to a protected characteristic – unwanted conduct related to a relevant protected characteristic which has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment.
• Discrimination – unlawful less favourable treatment or other unlawful discrimination connected with a protected characteristic under the Equality Act 2010. The protected characteristics are age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation.
• Financial abuse or exploitation – including theft, fraud, coercion or inappropriate pressure involving money or property.
• Online or electronic abuse – including threatening, abusive, discriminatory or harassing communications through telephone calls, messaging services, email, social media or other electronic means.

For the purposes of safeguarding individuals receiving care and support, the definitions of abuse, neglect and improper treatment contained in the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 and the Social Services and Well-being (Wales) Act 2014 apply.

A workplace complaint or conduct matter must not automatically be treated as a safeguarding allegation. However, where information indicates that a practitioner, member of staff, volunteer or other person in a position of trust may have harmed an adult at risk or child, committed a relevant criminal offence, behaved in a way indicating that they may pose a risk of harm, or behaved in their private life in a way indicating a potential safeguarding risk, the matter must be considered under the Wales Safeguarding Procedures in addition to any applicable internal employment procedure.

4. Abuse Prevention and Staff Safety Measures

4.1 Workplace Risk Assessments

{{org_field_name}} will undertake suitable and sufficient assessments of risks to the health and safety of staff arising from work-related violence, aggression, abuse and harassment.

Risk assessments will consider, where relevant:

• the needs, behaviours, known risks and communication requirements of individuals receiving care and support;
• previous incidents, near misses, threats and patterns of aggressive behaviour;
• staffing levels, skill mix and staff deployment;
• lone working;
• the layout and security of the premises;
• activities or situations in which staff may be at increased risk;
• the risk of violence or harassment from individuals, relatives, visitors, contractors or other persons;
• foreseeable emergency situations; and
• the effectiveness of existing control measures.

Where risks are identified, {{org_field_name}} will implement reasonably practicable control measures to eliminate the risk where possible or otherwise reduce the risk to the lowest reasonably practicable level.

Control measures may include appropriate staffing arrangements, environmental or security measures, communication systems, personal safety arrangements, training, individual behaviour-support strategies and emergency response procedures.

Risk assessments must be reviewed:

• when there is reason to believe that an assessment is no longer valid;
• following a significant incident or where incidents demonstrate that existing controls may be inadequate;
• when there is a significant change in the work, environment, staffing arrangements or needs of individuals receiving care and support; and
• at any additional frequency required by {{org_field_name}}’s health and safety management arrangements.

Relevant staff will be informed of the significant findings and the control measures that apply to their work.

4.2 Staff Training and Awareness

Staff will receive training appropriate to their roles and the risks associated with the service. This will include, where relevant:

• recognising, preventing and responding to work-related violence, aggression, abuse and harassment;
• recognising safeguarding concerns and understanding the duty to report suspected abuse, neglect or harm;
• the Wales Safeguarding Procedures and the organisation’s safeguarding arrangements;
• de-escalation and conflict-reduction techniques;
• person-centred positive behaviour support;
• lone-working and personal-safety procedures;
• emergency response and obtaining assistance;
• incident reporting and record keeping;
• whistleblowing procedures;
• equality, discrimination and prevention of sexual harassment; and
• the lawful and appropriate use of control, restraint or restrictive practice where this forms part of the staff member’s role.

Staff must not use restraint, restrictive practices or physical intervention unless this is lawful, necessary and proportionate and they have received appropriate training in the method being used.

Where control or restraint is used in the provision of care and support, the requirements of the organisation’s Control, Restraint and Restrictive Practice Policy must be followed. Any incident involving control or restraint must be recorded within 24 hours in accordance with regulation 29 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017.

Training will be provided at induction and refreshed or updated at appropriate intervals according to the member of staff’s role, assessed training need, changes in legislation or guidance and the needs of individuals using the service.

{{org_field_name}} will maintain records of training undertaken by staff and will monitor staff competence through supervision, appraisal and other appropriate management processes.

4.3 Creating a Safe Working Environment

To ensure staff safety, {{org_field_name}} implements:

• Secure access control – Restricting unauthorised entry to the premises.
• Personal safety devices – Staff are equipped with panic alarms in high-risk areas.
• Visible CCTV monitoring in communal and high-risk areas.
• Adequate staffing levels to reduce lone working risks.
• Clear emergency response procedures for violent incidents.

4.4 Lone Working Safeguards

If a staff member is required to work alone, the following precautions apply:

• A risk assessment is conducted to determine potential hazards.
• The staff member must carry a personal alarm.
• Regular check-ins via phone or radio communication.
• Access to immediate support if they feel unsafe.

4.5 Behaviour Support and the Safety of Staff and Individuals

{{org_field_name}} will manage behaviour which may place an individual, staff member or another person at risk through person-centred assessment, planning and positive behaviour support.

Where an individual’s assessed needs indicate a foreseeable risk of behaviour that may cause harm, the individual’s personal plan and relevant risk assessments will, where appropriate, identify:

• known triggers and early warning signs;
• communication needs;
• preventative strategies;
• person-centred de-escalation techniques;
• actions staff should take to reduce risk;
• arrangements for obtaining additional assistance; and
• any agreed and lawful restrictive intervention that may be required as a last resort.

Staff must use preventative and non-restrictive approaches wherever these are effective and appropriate.

Control, restraint or restrictive practice must not be used for punishment, staff convenience, coercion or as a substitute for appropriate staffing or care.

Where control or restraint is necessary, it may only be used where:

• it is necessary to prevent a risk of harm to the individual or another person;
• the intervention is proportionate to the risk and seriousness of the potential harm;
• the staff member is trained and competent in the method being used; and
• the intervention complies with the individual’s assessed needs, relevant legal authority and {{org_field_name}}’s Control, Restraint and Restrictive Practice Policy.

Any use of control or restraint must be recorded within 24 hours and reviewed to identify whether the individual’s assessment, personal plan, risk management arrangements or staff support need to be amended.

4.6 Prevention of Sexual Harassment

{{org_field_name}} will take reasonable steps to prevent sexual harassment of employees in the course of their employment.

This preventative duty applies in addition to the organisation’s responsibility to respond appropriately when an incident or complaint is reported.

{{org_field_name}} will:

• assess the circumstances in which sexual harassment could reasonably occur;
• consider risks arising from interactions between staff and from interactions with individuals receiving care and support, relatives, visitors, contractors and other third parties;
• put appropriate preventative measures in place;
• ensure staff know how to report sexual harassment;
• ensure reports are considered promptly, fairly and appropriately;
• take appropriate steps to protect a person who raises a concern from victimisation; and
• review preventative measures following incidents, complaints or other information indicating that existing arrangements may be inadequate.

Sexual harassment will not be tolerated regardless of whether the alleged perpetrator is an employee, manager, agency worker, contractor, individual receiving care and support, relative, visitor or another person.

Where the behaviour of an individual receiving care and support is connected with an assessed health condition, cognitive impairment or other care and support need, this will be considered when determining an appropriate response. This does not remove the requirement for {{org_field_name}} to assess and manage risks to staff.

5. Reporting and Responding to Abuse

5.1 Reporting Workplace Violence, Abuse, Harassment or Safety Concerns

Any staff member who experiences, witnesses or becomes aware of violence, aggression, abuse, harassment or another serious safety concern must:

1. Take reasonable steps to secure their immediate safety and the safety of others.
2. Obtain emergency assistance where required. The police must be contacted where there is an immediate danger, a serious assault, an alleged criminal offence requiring an immediate police response or another emergency requiring police attendance.
3. Report the incident as soon as practicable to the Registered Manager or other designated senior manager.
4. Where the concern involves the Registered Manager, the report must be made to the Responsible Individual, service provider or another senior person who is not implicated in the concern.
5. Where the concern involves the Responsible Individual or service provider, or the staff member reasonably believes that reporting internally would be inappropriate or unsafe, the staff member may raise the matter through the Whistleblowing Policy and/or directly with an appropriate external body.
6. Complete the required incident record as soon as reasonably practicable. The record must include, where relevant:
   • what occurred;
   • the date, time and location;
   • the people involved;
   • witnesses;
   • any injury or harm;
   • immediate action taken;
   • whether emergency services or the police were contacted;
   • whether the matter raises a safeguarding concern;
   • whether any control or restraint was used; and
   • any further action or referral made.
7. Seek first aid or medical attention where required.

Where the information indicates that an adult at risk or child may have been abused, neglected or harmed, or where an allegation or concern relates to a practitioner, member of staff, volunteer or other person in a position of trust, the matter must be considered under the organisation’s safeguarding procedures and the Wales Safeguarding Procedures without delay.

Staff must not delay reporting a safeguarding concern in order to obtain proof or complete an internal investigation. Suspicion or information meeting the safeguarding reporting threshold must be reported in accordance with the applicable safeguarding procedure.

5.2 Initial Response, Safeguarding and Investigation

On receiving a report, the Registered Manager or other authorised senior person will first consider what immediate action is necessary to protect staff, individuals receiving care and support and any other person from further harm.

The manager will determine whether the matter requires:

• management under the organisation’s internal incident procedure;
• referral under the safeguarding procedures;
• consideration under the Wales Safeguarding Procedures relating to practitioners and persons in positions of trust;
• referral to the police;
• notification to Care Inspectorate Wales;
• referral to the Disclosure and Barring Service;
• referral to Social Care Wales or another professional regulator;
• reporting under RIDDOR; and/or
• action under the organisation’s disciplinary, grievance, whistleblowing or other employment procedures.

Where a safeguarding or criminal investigation is required, {{org_field_name}} will liaise with the relevant local authority safeguarding service and/or police and will not undertake an internal investigation in a manner that could compromise or interfere with the statutory or criminal investigation.

Where an internal investigation is appropriate, it will be undertaken fairly and without unreasonable delay by a person with appropriate authority and competence who is not implicated in the allegation.

The service will keep an appropriate written record of:

• the allegation or concern;
• available evidence;
• immediate protective measures;
• referrals and notifications;
• advice received from external agencies;
• decisions made and the reasons for those decisions;
• investigation outcomes; and
• resulting actions.

Risk assessments, personal plans, staffing arrangements and other control measures will be reviewed where the incident indicates that existing arrangements may no longer be adequate.

5.3 Support for Affected Staff

Any staff member who has experienced workplace abuse will receive:

• Immediate emotional support, including access to a confidential counselling service.
• Adjustments to work duties or environment if required.
• Ongoing follow-up from management to ensure well-being.

5.4 Disciplinary, Employment and Other Action

Where an allegation concerns an employee, any employment action will be managed in accordance with {{org_field_name}}’s disciplinary procedure and applicable employment law.

Where necessary to protect individuals receiving care and support or others while an allegation is investigated, the service will consider appropriate interim measures. These may include suspension or measures short of suspension, such as temporary redeployment or changes to duties, depending on the circumstances and risk assessment.

Failure by an employee to report abuse or suspected abuse to an appropriate person may constitute a disciplinary matter.

Where an allegation concerns a volunteer, contractor or agency worker, {{org_field_name}} will take appropriate action under the arrangements applicable to that person’s engagement and will consider whether the person may continue to work at or have contact with the service while the concern is investigated.

Where violence, abuse or harassment is alleged to have been committed by an individual receiving care and support, the matter will not be managed through the employee disciplinary procedure. The response will be determined through the individual’s risk assessment, personal plan, safeguarding arrangements, positive behaviour support arrangements and, where appropriate, involvement of relevant health or social care professionals, commissioners, representatives or the police.

Where the alleged perpetrator is a relative, visitor or other third party, proportionate measures may be taken to protect staff and individuals, including risk-management arrangements, conditions on contact or visits where lawful and appropriate, and involvement of the police or other relevant agencies.

Nothing in this section prevents the service from taking immediate proportionate action where this is necessary to protect a person from harm.

5.5 Notifications to Care Inspectorate Wales

The Registered Manager, Responsible Individual and service provider will ensure that incidents arising under this policy are considered against the statutory notification requirements applicable to the service.

Where required under the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, Care Inspectorate Wales must be notified without delay and in the manner and form required by the service regulator.

Relevant events include, but are not limited to:

• any abuse or allegation of abuse in relation to an individual receiving care and support which involves the service provider, a member of staff or a volunteer;
• any allegation of misconduct by a member of staff;
• a serious accident or injury to an individual receiving care and support;
• any incident which is reported to the police; and
• any event which prevents, or could prevent, the provider from continuing to provide the service safely.

The Registered Manager must ensure that information about relevant incidents is passed promptly to the person responsible for making the notification.

A record must be maintained of:

• the event;
• whether it was considered notifiable;
• the notification made;
• the date of notification; and
• any subsequent correspondence or action required by Care Inspectorate Wales.

A notification to Care Inspectorate Wales does not replace any separate requirement to make a safeguarding referral, police report, RIDDOR report, DBS referral or referral to a professional regulator.

5.6 Disclosure and Barring Service and Professional Regulator Referrals

Where concerns about the conduct of a member of staff or volunteer indicate that the person may have harmed, caused a risk of harm to, or otherwise met the statutory referral criteria in relation to a child or vulnerable adult, {{org_field_name}} will consider its duties under the Safeguarding Vulnerable Groups Act 2006.

Where the statutory conditions for a Disclosure and Barring Service referral are met, the service provider will make the referral. A referral must not be avoided because the person resigns, leaves employment or volunteering, or otherwise ceases working for the service before the disciplinary or safeguarding process has concluded.

Where the person is registered with Social Care Wales, the Nursing and Midwifery Council or another professional regulator, {{org_field_name}} will consider whether the information must also be referred to that regulator in accordance with the applicable legislation, registration requirements and professional standards.

Decisions concerning referrals, including the reasons for making or not making a referral, must be recorded.

Making a referral to a professional regulator or the Disclosure and Barring Service does not replace any obligation to notify Care Inspectorate Wales, make a safeguarding report or contact the police.

5.7 Reporting under RIDDOR

{{org_field_name}} will assess workplace accidents and incidents arising from violence or aggression to determine whether they are reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

A work-related act of non-consensual physical violence may constitute an accident for the purposes of RIDDOR.

Where the statutory reporting criteria are met, the responsible person will make the required report to the Health and Safety Executive within the applicable statutory timescale.

This includes, where the statutory conditions are satisfied, work-related violence resulting in:

• death;
• a specified injury to a worker; or
• a physical injury resulting in the worker being unable to perform their normal work duties for more than seven consecutive days.

All incidents must still be recorded and reviewed in accordance with {{org_field_name}}’s internal procedures even where they do not meet the threshold for reporting under RIDDOR.

The Registered Manager must ensure that sufficiently serious incidents are referred promptly to the person responsible for health and safety so that the RIDDOR reporting requirement can be assessed.

6. Related Policies

This policy should be read in conjunction with:

• Safeguarding Adults from Abuse and Improper Treatment Policy​.
• Lone Working and Staff Safety Policy​.
• Whistleblowing (Speaking Up) Policy​.
• Health and Safety at Work Policy​.
• Equality, Diversity, and Inclusion Policy​.
• Disciplinary and Grievance Policy​.

7. Policy Monitoring and Review

The Responsible Individual will ensure that suitable arrangements are in place for this policy and its associated procedures to be kept up to date.

The policy will be formally reviewed at least annually and sooner where necessary, including following:

• a change in applicable legislation, statutory guidance, Wales Safeguarding Procedures or regulatory requirements;
• a serious or significant incident;
• an identified safeguarding concern or relevant regulatory finding;
• evidence that existing risk controls or procedures are ineffective; or
• a significant change to the service or the needs of individuals receiving care and support.

Incidents arising under this policy will be monitored to identify patterns, recurring risks and lessons for improvement.

Where applicable, information relating to incidents, notifiable incidents, safeguarding matters, whistleblowing, concerns and complaints will contribute to the service’s quality assurance and quality-of-care review arrangements.

Following an incident or identified trend, {{org_field_name}} will review relevant risk assessments, personal plans, staffing arrangements, training requirements and other control measures and will take appropriate action where improvements are required.

Changes to this policy will be communicated to relevant staff, and additional information, instruction or training will be provided where required.

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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.