Health and Safety Policy Parts 3&4


Arrangement and Procedures

The Health and Safety Officer, nominated Building Manager, is responsible for ensuring that the safety policy is carried out and that responsibilities for safety, health and welfare are properly assigned and accepted at all levels. His/her details and contact number will be displayed ……………………………


3.1.1 First Aid

· The current First Aider(s) for the premises is/are displayed (on the Notice Board in the Reception Area).

· First Aid Boxes are provided in the following location(s):

i) Reception (example)

ii) Kitchen (example)


3.1.2 Accidents

· In the event of an injury or illness, call for a member of staff or ring for an ambulance directly. To call an ambulance – dial 999 and ask for “ambulance”;

· All accidents must be reported to the Health and Safety Officer or another member of staff on duty immediately or as soon as practicable;

· All accidents must be entered on an accident form, available from the reception desk. The procedures for “notifiable” accidents as shown in Appendix A below must be followed;

· The Health and Safety Officer will investigate incidents and accidents, writing a detailed report to consider the actions necessary to prevent recurrence.


3.2.1 Fire Drills

· All workers, volunteers and students must know the fire procedures, position of fire appliances and escape routes.

· The fire alarm points, fire exits and emergency lighting system will be tested by The Health and Safety Officer (appointed by the Premises Manager) in accordance with the Company’s policy and procedures.

· The Fire Officer will arrange for Fire Drills and Fire Prevention Checks (see Appendix C below) to be carried out at least once every three months and entered in the log book. In addition, these Drills will be carried out at different times and on different days, so that all users/hirers know the procedures.

· The last person securing the premises will ensure Fire Prevention Close down Checks are made of all parts of the premises at the end of a session (See Appendix C).


3.2.2 In the event of fire

· Persons discovering a fire should sound the nearest alarm;

· The first duty of all workers is to evacuate all people from the building by the nearest exit immediately the fire is discovered;

· All persons must evacuate the building and, where possible without personal risk, leave all doors and windows closed;

· The assembly point for the building is at the CAR PARK.

· No-one should leave the assembly point without the permission of a member of staff;

· If any fire occurs, however minor, the Fire Brigade must be called immediately by dialling 999 and asking for “Fire”;

· When the Fire Brigade arrives advise whether all persons are accounted for and location of fire.


3.2.3 Bomb Warnings

· If you receive a warning try to find out from the caller:

i) The approximate location of the bomb and likely time of detonation;

ii) Whether the police and fire brigade have been notified;


· Notify the Police immediately on 999;

· DO NOT SOUND THE FIRE ALARM but evacuate the building taking into consideration any information form the bomb warning;

· Assemble in the CAR PARK unless the bomb warning implies otherwise.


3.2.4 Cleaning Materials, General Machinery and High Risk Areas

· All portable machinery must be switched off and unplugged when not in use;

· Wandering cables are a hazard; use with caution and safety in mind;

· Slippery floors and dangerous; use warning signs;



· All thoroughfares, exits and gates must be left clear at all times;

· Corridors and fire exits must not be blocked by furniture or equipment;

· Vehicles must not be parked near to the building so as to cause any obstruction or hazard;

· Hazards or suspected hazards or other health and safety matters should be reported to the Health and Safety Officer or the staff member on duty immediately or as soon as practicable, so that action can be taken. If the hazard is of a serious nature, immediate action must be taken to protect or clear the area to prevent injury to staff or other users.


PART FOUR-Appendices




1. Accidents

All accidents which occur during work for the Organisation and/or for the User/Hirer, or on premises under the control of the Organisation must be recorded.


2. Accidents to Workers or Contractor’s Staff

For ALL Accidents

Complete Accident Form and give to Health & Safety Officer

If accident results in fatality, fracture, amputation or other specified injury (see section 4, below) then immediately notify:

Health & Safety Executive on HSE’s Infoline Tel: 0845 345 0055

Follow up within seven days with completed online form F2508.

If a reportable accident involves a contractor’s employee and the premises are under the control of someone other than the contractor then the person in control of the premises is responsible for reporting the accident.

If a contractor’s employee is at work on premises under the control of the contractor then it is the contractor or someone acting on his/her behalf who is responsible for reporting the accident.


3. Accidents to Members of the Public

For ALL Accidents

Complete Accident Form and give to Health & Safety Officer

For accidents reportable to the Health & Safety Executive

If an accident results in fatality, fracture, amputation or other specified injury (see section 4 below) then immediately notify:

Health & Safety Executive, Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83 3GG

Some injuries may not be fully identified until the casualty has been to hospital. It is therefore essential that, if it is known that an individual has gone to hospital as a result of an accident, follow up action is carried out.


4. Definition of Specified Major Injuries or Conditions

  • Fracture of the skull, spine or pelvis; any bone in the arm or wrist, but not a bone in the hand; any bone in the leg or ankles, but not a bone in the foot.
  • Amputation of; a hand or foot, a finger, thumb or toe; any part thereof if the joint or bone is completely severed
  • Other specified injuries and conditions:
  • The loss of sight of an eye; a penetrating injury to the eye, or a chemical or hot metal burn to an eye
  • Injury (including burns) either requiring immediate medical treatment, or involving loss of consciousness, resulting (in either case) from electric shock from any electrical circuit or equipment, whether or not due to direct contact
  • Loss of consciousness resulting from lack of oxygen
  • Either acute illness requiring treatment, or loss of consciousness, resulting (in either case) from absorption of any substance by inhalation, ingestion or through the skin
  • Acute illness requiring medical treatment where there is reason to believe that this resulted from exposure to a pathogen or infected material
  • Any other injury which results in the person injured being admitted immediately into hospital for more than 24 hours


5. Dangerous Occurrences

In the event of any of the following:

  • Collapse/Overturning of machinery
  • Explosion/collapse of closed vessel/boiler
  • Electrical explosion/fire

Notify the following immediately:

Health & Safety Executive, Incident Contact Centre, Caerphilly Business Park, Caerphilly, CF83 3GG HSE’s Infoline Tel: 0845 345 0055



6. Occupational Diseases

  • Poisoning
  • Skin Diseases
  • Lung Diseases
  • Infections

On receipt of a written diagnosis from a Doctor, report the disease using online form F2508A to:

Full details of Dangerous Occurrences and Occupational Diseases can be found in HSE RIDDOR Booklets 11 and 17.




1. Has the Fire brigade been consulted on (this is the responsibility of the Buildings Owner/s):

  • The number and width of escape routes so as to provide a ready means of escape from all parts of the premises?
  • Emergency lighting and its maintenance?
  • The most suitable way of raising an alarm in the event of fire?
  • The contents of fire instruction notices?
  • The numbers and types of fire extinguishers or other fire-fighting appliances which should be provided?
  • Precautions to be taken with any activities involving the use of flammable liquids, naked flames or heating processes?
  • The desirability of battening or clipping seats together in sets of four where moveable seats are used for large audiences?
  • The maximum number of people who should be allowed on the premises at any one time?
  • Are seating and gangways in the hall/rooms so arranged as to allow free and easy access direct to fire exits?
  • Are exit doors always unlocked before the start of any session and kept unlocked until the last person leaves?
  • Are escape routes and exit doors clearly sign-posted and marked so that anyone not familiar with the building can quickly see the ways out?
  • Are escape routes and exit doors never allowed to become obstructed or hidden by chairs?


2. Is Fire Equipment properly looked after (this is the responsibility of the Buildings owner).

  • Are fire extinguishers, hose reels and fire alarm systems (where provided) regularly maintained by specialist fire engineering firms?
  • Are staff/duty officers trained to use this equipment?
  • Is equipment kept in its proper position and always clearly visible and unobstructed?


3. Are thorough close-down checks made of all parts of the premises at the end of an evening or session (this is the responsibility of the Buildings owner/s)?

  • No smouldering fires or cigarettes left burning?
  • Heater and cookers turned off?
  • Televisions and other electrical apparatus turned off and unplugged?
  • Lights off?
  • Internal doors closed?
  • Outside doors and windows closed and secured?


4. Are all reasonable steps taken to prevent fires (this is the responsibility of the Buildings owner/s)?

  • Smoking not allowed in store rooms or classrooms?
  • Substantial ashtrays provided in areas where smoking is permitted?
  • Heating appliances fitted with adequate and secure fire guards?
  • If portable heaters have to be used, are they securely fixed and kept away from combustible materials?
  • Precautions to ensure that convector type heaters are not covered with clothes and curtains?
  • Temporary extensions or additions to the electrical installation carried out and checked by a competent electrician?
  • Sufficient socket outlets provided to obviate the need for long trailing flexes?
  • Damaged leads replaced regularly?
  • Cooking operations supervised by a reliable person?
  • All parts of the premises kept clear of waste and rubbish, particularly staircases, space under stairs, store rooms, attics and boiler rooms?




1. Inspection (responsibility of Buildings owner/s).

A Health and Safety inspection of the building should be undertaken at least every six months. One of these inspections may be undertaken at the same time as the annual building maintenance check.


2. Risk Assessment Risk assessments relate to activities within the premises or grounds

  • Risk assessments NEED to be carried out in relation to every activity undertaken, whether by groups or individuals and including the work of paid staff AND volunteers
  • Special attention should be paid to the circumstances of workers under the age of eighteen and to expectant mothers, women who have given birth within the past six months or who are breastfeeding
  • A risk assessment needs to be carried out whenever a new activity is envisaged
  • Assessments need to be repeated whenever circumstances change:
  • Changes in layout of equipment
  • Observing trends on the accident form
  • Changes in staff
  • Introduction of new procedures, processes or materials

We request that our Staff, Volunteers, Students and Visitors respect this Policy, a copy of which will be available on demand or on our website.


Signed………………............ Signed..............................................


(Directors of DS Counselling Training )




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