Health & Safety Policy
Solvo Vir aims to provide a healthy and safe environment for all its staff, visitors, business associates and learners at all times. In doing this Solvo Vir will endeavour to prevent accidents and cases of work-related ill health, ensuring that all equipment is safe and regularly maintained, and that any substances are handled safely and in accordance with COSHH regulations.
To achieve this, each member of staff will ensure the required standards are applied and met. Adequate and appropriate information and training will be provided to all staff ensuring that a healthy and safe environment is continuously maintained for staff, partners, learners and visitors.
This policy is a continual working document and will be reviewed and revised as necessary (As a minimum it should be reviewed annually with all other Solvo Vir Policies).
The scope of this policy encompasses all offices and training venues operated by Solvo Vir. There are also procedures in place and guidelines for the Health and Safety of learning taking place within environments provided by Solvo Vir Partners. In addition, facilities offered by a third party should be used in accordance with their Health and Safety Policy. In all cases, existing local health and safety regulations should be considered when preparing procedures specific to Solvo Vir.
Certain health and safety matters reside with the host landlord. Normally these include:
- Fire instructions
- Evacuation procedures and assembly points
- Firefighting appliances
- Fire drills and tests
General health and safety advice can be obtained from a Health & Safety Officer. Additional advice, on-line publications and information are available from the Health and Safety Executive web site (www.hse.gov.uk). Some of the specific legislation that applies to this organisation includes:
- Health and Safety at Work Act 1974
- Management of Health and Safety at Work Regulations 1992
- Workplace (Health, Safety and Welfare) Regulations 1992
- Health and Safety (Display Screen Equipment) Regulations 1992
- Noise at Work Regulations 1989
- Manual Handling Operations Regulations 1992
- Control of Substances Hazardous to Health Regulations 1999
Overall responsibility for health and safety matters rests with Solvo Vir’s Head of Operations.
Day-to-Day responsibility for ensuring the policy is put into practice is delegated to Caroline Crawley, Supply Chain Manager who is the appointed Health and Safety Officer.
Solvo Vir Employees have an equal responsibility for ensuring that the Solvo Vir’s Health & Safety policy is adhered to and of notifying the Health and Safety Officer of any actual / potential issues. Staff should consult with the Health & Safety Officer on any matters that affect this policy.
Statutory notices are to be displayed detailing our Health & Safety Officer and local authority contact. The Health and Safety Officer is to ensure that these notices are prominently displayed at our site, Solvo Vir Ltd, Trinity House, 114 Northenden Road, Manchester, M33 3HD.
Employers’ and Public Liability Insurance is required to cover our operations at all sites. This is arranged annually with other forms of insurance. However, the Health & Safety Officer is to ensure that adequate cover is maintained at all times and certificates of insurance are prominently displayed at each site.
Housekeeping and Premises
All staff are required to work in a safe way and this includes ensuring fire exits are kept clear, boxes are stored safely and desk areas are kept clean and tidy.
All staff have a responsibility to ensure the kitchen area is kept clean and tidy, any food left on a Friday will be disposed of to avoid the potential for contamination and infestation, this is also the responsibility of the building landlord.
Staff should inform the Health and Safety Officer if any risks are identified that cannot be controlled immediately e.g. tripping hazards, faulty equipment etc.
Risk Assessments for both Solvo Vir’s premises will be undertaken by each SLT/SMG for their team and feedback to the Health and Safety Officer annually, the Health and Safety Officer will collate this information to form a centralised assessment. This will also take place if the office environment significantly changes.
Findings of these risk assessments will be reported with recommended actions or controls to the Head of Operations for approval. The approved recommended actions are then identified on the H&S Action Plan which is reviewed quarterly. The risk assessment report will be made available to all staff together with the plan of action to reduce the risks identified. The Health and Safety Officer will implement changes and review them accordingly.
As part of the overall assessment the Health and Safety Officer must also carry out COSHH Assessments and a separate Fire Risk Assessment; procedure for actions arising from this are as with the full premises risk assessment. In addition to a Fire Assessment the Health and Safety Officer must ensure adequate controls are maintained this includes:
- Ensuring all escape routes are clear and accessible
- Fire Extinguishers are accessible and adequately maintained (Serviced Annually by Landlord)
- Fire Drill is carried out (To be done bi-annually with results and any required actions documented)
To assist with Fire prevention and action in the case of emergency Solvo Vir’s Health and Safety Officer will also act as fire warden, or in the event of their absence, the Business Support Manager will act as the fire warden. In the event of a fire, sound the fire alarm and evacuate the building in line with the instructions displayed on the ‘In the event of a fire’ posters. Fire Warden will check that the office is clear, doors and windows are shut (if possible) and that any persons unaccounted for are reported to a Health & Safety Officer or Operations Manager.
Testing of fire equipment and fire drills are undertaken by the landlord (Trinity Group) in the main office.
Accidents, First Aid and Work-Related Ill-Health Reporting
Issues relating to health and safety can be reported by any member of staff directly to the Health & Safety Officer.
Solvo Vir holds an Accident Folder, which complies with The GDPR and HSE guidelines. All accidents and near misses are recorded and details stored accordingly; these are then reviewed on a regular basis by the H&S committee. If required Solvo Vir will report incidents reportable under RIDDOR to both the HSE and the ESFA. Where Solvo Vir is a sub-contractor we will report to the Prime Contractor. For more information on RIDDOR go to http://www.hse.gov.uk/riddor/index.htm
Reports will be made using the following specified forms:
- Reports to the ESFA will be made using either
- Learner Incident Record(All reports other than diseases)
- Learner Incident Record – Report of a Case of Disease(Diseases only)
- Reports to HSE under RIDDOR will be made via the HSE on line forms, https://www.hse.gov.uk/forms/, using either
- F2508 – Report of an injury
- F2508A – Report of a case of disease
For serious incidents, the Health & Safety Officer is responsible for conducting an initial investigation and reporting the matter, together with recommendations, to the Operations Manager. This report should be submitted within 3 working days, where practicable, otherwise an interim verbal report may be given pending the final report.
A First Aid Appointed Person, Nina Krawjec, has been appointed to take responsibility in the event of an accident, to ensure that the First Aid box is kept up to date and has an adequate range of appropriate supplies and that the Accident Book is completed when required.
Display Screen Equipment
All staff will undertake a DSE risk assessment to prevent conditions such as RSI developing, upon joining Solvo Vir, or when their desk is moved or significantly altered. Results of this assessment will determine if additional equipment needs to be provided such as a footrest.
Trainer Risk Assessment
Trainers undertaking any teaching and learning activities have responsibility for day-to-day health and safety issues within their learning venue and for ensuring that their learners are aware of Solvo Virs’s Health & Safety Policy via their induction. All learning taking place at either Solvo Vir Training Facilities or at external venues (including partner provided sites) should only commence following completion of a trainer checklist and risk assessment form – this risk assessment provides a basis for a healthy and safe learning environment and any issues identified should be raised with the Health and Safety Officer.
Lone working means working in an environment where no other member of staff is available. Staff must complete a Lone Worker Risk Assessment, when joining Solvo Vir, changing job role significantly or any changes to company working practices.
Where it is necessary to work alone every precaution should be taken to minimise the potential risks:
- Ensure someone knows you are working alone and when you are expected to return home.
- Ensure that someone knows what to do if you do not return home at your expected time.
- Ensure you have access to a telephone for emergency calls or that your mobile phone is fully charged and has coverage for the area that you are working.
- Try to ensure that public access to where you are working alone is restricted or barred completely.
- Do not let strangers into the area you are working alone.
- Have a personal alarm with you for use in an emergency
- Avoid activity that may be risky or that should not be undertaken alone.
- Consider asking for an additional person to be available.
Solvo Vir’s office/training environments present a low risk of electrical hazard. Staff, should however report any electrical faults immediately to the Health & Safety Officer. Staff are encouraged to regularly review office appliances for any obvious faults such as loose wires etc.
All of Solvo Vir’s portable appliances will be tested and maintained in accordance with the HSE PAT guidance. For more information go to http://www.hse.gov.uk/pubns/indg236.pdf. This is monitored by the Health & Safety Officer.
All staff members have a responsibility to use electrical equipment safely and in accordance with the instructions and training they have been given; they are also required to carry out visual checks and notify the Health & Safety Officer of any issues.
Manual handling includes such tasks as moving office and training room furniture, moving paper and archive boxes, moving equipment, unloading from cars etc.
All staff must follow good practice for lifting. No member of staff must attempt to lift carry or manoeuvre any item if they are unsure how to do so safely.
Infectious Diseases and Infestations
Staff are encouraged to inform the HR Manager if they have an infectious disease to ensure other staff members or learners are not put at risk.
Any member of staff identifying a cause for concern regarding anyone showing signs of an infectious disease or infestation should inform the HR Manager.
Contractors and Other Visitors
All contractors must report to the Operations Support Manager or other designated staff member and must ensure they have the appropriate insurance and safe methods of work etc. in place.
Staff members must ensure that all visitors report to reception and sign in an out the building.
Staff Involvement, Induction and Training
All Solvo Vir’s employees’ job descriptions will include a statement of Health and Safety responsibility in line with their position within the organisation. As part of their staff induction, all new members of staff will receive Health & Safety training within one month of starting employment with Solvo Vir. This training will be co-ordinated by the Health & Safety Officer. Further training on specific health & safety issues will be given to staff throughout the year and initial health & safety training given at induction will be revised annually.
All new employees will receive a staff handbook which includes statements on Health and Safety within the organisation, this forms part of their terms and conditions of employment.
The Health and Safety Officer is to receive appropriate formal training to perform these duties. Senior management should also undertake health and safety training appropriate with their duties. Training needs are to be reviewed on a regular basis or as required by changes to legislation.