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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Health and Safety Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} complies with the Health and Safety at Work etc. Act 1974 and all relevant UK legislation, regulations, and guidance. This policy sets out our commitment to providing a safe and healthy working environment for all employees, agency workers, contractors, visitors, and service users. The aim is to prevent workplace injuries, illnesses, and accidents by identifying risks and implementing robust safety measures.

2. Scope

This policy applies to all employees, agency workers, contractors, and visitors at any workplace operated or managed by {{org_field_name}}. It covers all aspects of workplace safety, including risk assessments, safe work procedures, emergency preparedness, and employee responsibilities.

3. Related Policies

• Working Time Regulations Policy
• Zero-Hours Contracts Policy
• Grievance and Disciplinary Policy
• Incident Reporting Policy
• Equal Opportunities Policy
• Fire Safety Policy
• Lone Working Policy

4. Legal Framework

This policy is in accordance with the following laws and regulations:

• Health and Safety at Work etc. Act 1974
• Management of Health and Safety at Work Regulations 1999
• Workplace (Health, Safety and Welfare) Regulations 1992
• Manual Handling Operations Regulations 1992
• Control of Substances Hazardous to Health Regulations 2002 (COSHH)
• Health and Safety (Display Screen Equipment) Regulations 1992
• Provision and Use of Work Equipment Regulations 1998 (PUWER)
• Electricity at Work Regulations 1989
• Personal Protective Equipment at Work Regulations 1992 (as amended, including the Personal Protective Equipment at Work (Amendment) Regulations 2022)
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
• Health and Safety (First-Aid) Regulations 1981
• Regulatory Reform (Fire Safety) Order 2005 and, where applicable, the Fire Safety (England) Regulations 2022
• Safety Representatives and Safety Committees Regulations 1977 and/or the Health and Safety (Consultation with Employees) Regulations 1996 (as applicable)

5. Responsibilities

Employer Responsibilities:

• Provide and maintain a safe working environment.
• Conduct regular risk assessments to identify and mitigate workplace hazards.
• Provide appropriate training and supervision to ensure employees can carry out their duties safely.
• Ensure that workplace equipment, tools, and facilities are maintained and safe to use.
• Provide appropriate personal protective equipment (PPE) where necessary.
• Implement emergency fire safety and first aid procedures.
• Ensure compliance with legal requirements for incident reporting and investigations.
• Regularly review and update health and safety procedures to reflect new risks or changes in legislation.

Additional responsibilities for agency / temporary assignments (client or third-party workplaces):

Where {{org_field_name}} supplies workers to a hirer/client and the hirer/client controls the day-to-day work and workplace, health and safety responsibilities are shared. {{org_field_name}} will:

• obtain adequate information from the hirer/client about the role, workplace hazards, control measures, required competencies, site rules and any mandatory training before confirming an assignment;
• confirm with the hirer/client that suitable and sufficient risk assessments and control measures are in place for the assignment and that the worker will receive a site induction (including fire safety arrangements, first aid arrangements, local incident/near-miss reporting procedures, and any task-specific training);
• provide workers with relevant safety information we hold about the assignment, including any required PPE and how to raise health and safety concerns; and
• take seriously any health and safety concerns raised by workers, investigate as appropriate, raise concerns with the hirer/client promptly, and where necessary take steps up to and including withdrawing a worker from an assignment if conditions appear unsafe.

Employee Responsibilities:

• Take reasonable care of their own health and safety and that of others who may be affected by their actions.
• Follow health and safety instructions, policies, and procedures.
• Use equipment, machinery, and PPE correctly and report any faults or issues.
• Report hazards, near misses, and accidents immediately to management.
• Participate in mandatory health and safety training.
• Cooperate with risk assessments and workplace safety inspections.
• Avoid horseplay or reckless behaviour that could endanger themselves or others.

6. Risk Assessments and Hazard Control

• Risk assessments will be conducted regularly to identify hazards and control measures.
• Control measures will be implemented to eliminate or reduce risks as much as possible.
• Employees must be made aware of risk assessment findings and comply with the identified control measures.
• A specific risk assessment will be conducted for vulnerable workers, including pregnant employees and those with disabilities.
• Dynamic risk assessments may be required for on-site or temporary work locations.

7. Workplace Safety Procedures

• All employees must be familiar with workplace safety procedures, including fire safety and evacuation protocols.

Where work is undertaken at a hirer/client site or other temporary location, workers must follow the site’s health and safety rules and induction requirements. Workers must stop work and report immediately if they believe there is serious and imminent danger, or if adequate controls (including required PPE) are not in place.

• Regular fire drills and emergency evacuation tests will be carried out.
• First aid provisions, including trained first aiders, must be available at all times.
• Electrical safety checks must be performed regularly on workplace equipment.
• Safe manual handling techniques must be used to prevent musculoskeletal injuries.
• Workers should avoid prolonged standing, repetitive strain, and poor ergonomic positioning.
• Lone workers must follow safety protocols, including regular check-ins.

8. Incident Reporting and Investigation

• All accidents, injuries, near misses, and dangerous occurrences must be reported immediately.
• Reports will be logged in the Accident Report Book and, where necessary, reported under RIDDOR.
• Investigations will be conducted to determine the cause of incidents and implement preventive measures.
• Employees are encouraged to report hazards and safety concerns without fear of retaliation.

9. Health and Well-Being

• Employees should not work under conditions that compromise their physical or mental well-being.
• Stress management support, counselling, and occupational health referrals will be available.
• The company will promote work-life balance, ensuring rest breaks and annual leave are properly taken.
• Drug and alcohol misuse is strictly prohibited in the workplace.

10. Fire Safety and Emergency Preparedness

Fire safety will be managed in line with the Regulatory Reform (Fire Safety) Order 2005, including completion, maintenance and periodic review of a suitable and sufficient fire risk assessment for our premises and activities where we are the responsible person. Fire alarms, extinguishers, emergency lighting (where fitted), and evacuation routes will be maintained and clearly marked. Employees and relevant workers will receive fire safety information and instruction, including evacuation arrangements and the identity of fire wardens (where appointed). Where the Fire Safety (England) Regulations 2022 apply to premises for which we are the responsible person, we will implement the additional required measures.

11. PPE and Equipment Safety

• Where PPE is required, employees and workers must be provided with the necessary equipment, such as gloves, masks, eye protection, or high-visibility clothing.
• Employees and workers must be given suitable information, instruction and training on how to use PPE correctly.
• Defective or damaged PPE must be reported and replaced immediately.
• Employees and workers must ensure that workplace machinery is used according to instructions and safety guidelines.

12. Lone Working Safety

• Employees who work alone must adhere to lone working procedures, including regular check-ins.
• Lone workers should always have access to emergency contact details.
• Risk assessments for lone working will be regularly updated.

13. Visitors and Contractors

• Visitors must follow all health and safety regulations while on the premises.
• Contractors must comply with health and safety regulations and provide relevant risk assessments before work commences.
• Induction procedures should be in place for new contractors and visitors where required.

14. Monitoring and Review

• Health and safety performance will be monitored through regular audits and inspections.
• Employee feedback will be considered in health and safety policy reviews.
• This policy will be reviewed annually or in response to significant legislative changes.

15. Policy Review

This policy will be reviewed at least once a year or in response to changes in legislation, industry best practices, or operational needs. Updates will be communicated to all employees, and any changes must be adhered to with immediate effect.

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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.