|Document Title||Health and Safety Policy|
|Reviewed||Richard Jenkins CEO|
|Next Review||January 2022|
The policy has undergone an Equality Impact Assessment (EQIA) confirming that there are no negative consequences in the case of this policy
|1.3||Jan 2021||Remove||Reference to EU Legislation|
|Replace||General Manager with Senior Management Team|
|Replace||Centres with centre|
|Replace||All portable electrical equipment is to be at least tested annually With All portable electrical equipment is to be at least inspected annually|
Education + Training Skills (ETS) is committed to the principle of Health and Safety (H&S) in the Workplace; both in its employment practices and in the learning activities it delivers. As a government funded organisation ETS recognises that it needs to set an example for others in the field and for the businesses and organisations that it works with. ETS recognises that it must ensure that it is able to recruit, develop and retain a workforce that is able to maintain high standards of H&S compliance within the workplace. It also needs to ensure that the organisations that it works with also comply with H&SE standards. ETS intends to promote good H&S practice and to be sensitive to the specific needs of both its employees, learners, partners, stakeholders and their communities.
ETS promotes this policy by not tolerating any form of non-compliance towards its H&S commitments. ETS will promote H&S to all staff regardless of their role within the organisation, all employers, apprentice’s and other learners under ETS care and to inform staff and learners of their own responsibilities to keep themselves and others safe.
The policy is further promoted via staff appraisals, annual training, timely updates, through the publication of the policy on the ETS website and by briefing employers, apprentices and learners at program enrolment through the safe learner process.
Health and Safety Policy Statement
It is the policy of Education + Training Skills to conduct its operational activities in such a manner as to ensure the health, safety and welfare of all its employees, apprentices, other learners, others working on its premises and the general public. ETS will ensure, in so far as is reasonably practicable, that its equipment and premises provide a healthy and safe working environment for both staff, apprentices and other learners.
ETS is committed to implementing the Health & Safety at Work Act (1974) and all applicable regulations made under that act, and to any future national legislation.
The Health and Safety Policy will be kept under continual review. Formal review and amendment will be conducted annually or as necessary to reflect change in organisational policy or national law. A process of continual review and improvement will be fostered within the organisation.
The CEO, General Manager and Co-ordinators have the responsibility for implementing this policy throughout the organisation and will ensure that Health and Safety considerations are always given equal priority in planning and day-to-day supervision of work as well as other responsibilities. Individual responsibilities are laid out in the policy.
ETS’s principal objectives are to:
- Provide and maintain safe and healthy working conditions.
- Provide training and instructions to enable employees to perform their work safely and efficiently.
- Maintain a constant awareness of Health and Safety by all staff
- To provide adequate control of all Health and Safety risks as they may arise.
- To prevent accidents and cases of work related ill health.
ETS recognises that the achievement of safety is a partnership between the organisation and its employees. All ETS employees will be made aware that they have a duty to act responsibly and that they should take steps to minimise the risk of injury to themselves or others by:
- Working safely at all times
- Meeting their statutory duties
- Reporting incidents that have led to or may lead to injury or damage
- Following safety procedures and safe systems of work.
- By providing adequate control of the health and safety risks arising from our work activities;
- To consult with our employees on matters affecting their health and safety;
- To provide and maintain safe plant and equipment;
- To ensure safe handling and use of substances;
- To provide information, instruction and supervision for employees;
- To ensure all employees are competent to do their tasks, and to give them adequate training;
- To prevent accidents and cases of work-related ill health;
- To maintain safe and healthy working conditions; and
- To review and revise this policy as necessary at regular intervals.
ETS will review and audit the effective management of and adherence to the Policy and its safety arrangements. To assist them in this respect the organisation has a Health and Safety Advisor who will give advice on the requirement of the relevant statutory provisions and all other general safety matters.
ETS is committed to implementing the Health & Safety at Work Act etc. 1974 and will provide the resources and actively seek the cooperation of employees, learners, employer and external training personnel to meet this commitment.
Failure of any member of staff, employer, apprentice or other learner to commit and comply with the statutory requirements laid out in the policy will result in the potential disciplinary action for own staff and termination of any contracts or agreements in place and reporting of matters of concern to the appropriate authorities.
Management of Health and Safety
The responsibility for ensuring that the organisation carries out its statutory duties lies with the Chief Executive and Trustee Board supported by the General Manager, (the Health and Safety Advisor) and the external HR provider Crona Ltd.
As the employer, ETS has overall responsibility for health and safety. This is monitored and reviewed by the General Manager. ETS can delegate responsibility for day-to-day tasks to someone else, eg a manager or supervisor, ensuring that they keep ETS informed about health and safety matters: as they are still the organisations overall responsibility. Responsibilities are clearly set so that if there are any health and safety concerns, they can be reported to the Health and Safety Advisor.
The day-to-day responsibility for ensuring this policy is put into practice, is delegated to the Senior Management Team (SMT) within ETS;CEO, General Manager and Quality Improvement and Performance Manager. Keeping under review the organisations processes and procedures in relation to all matters affecting the health, safety and welfare of employees, learners and other persons who have a lawful entitlement to ETS’s protection in health and safety matters.
The SMT are:
- To propose and agree such Health and Safety Policy Statements as are necessary, to review these from time to time and propose amendments as required.
- To receive reports and recommendations from the Health and Safety Advisor on the following:
- Accident Records
- Potential and actual hazards to safety either reported or observed on ETS premises, at home worker premises or on premises which are used by ETS’s learners for work-based learning. Action taken or needing to be taken to eliminate these hazards.
- Suitability of safety training for employees and learners
- To be informed on health and safety matters (including safeguarding of learners) and to identify potential hazards to which ETS’s employees and leaners might be exposed as a consequence of the organisation’s activities.
- To keep under review, the Health and Safety statement in ETS employer and learner handbooks and agreements and recommend any changes needed.
- To keep under review, the content of ETS’s Health and Safety Checklist used by staff in their evaluation of health and safety standards at employer premises and propose changes as necessary.
Co-ordinators have the responsibility for maintaining the required standards of Health, Safety and Welfare in respect of apprentices and other learners. This is exercised by ensuring that all staff, apprentices and other learners are aware of their personal responsibilities and that they receive the necessary information and training to carry them out. These responsibilities include anyone affected by ETS’s activities including contractors, consultants, members of the public, visitors etc. They are to implement the policy by:
- Having adequate knowledge and observing the requirement of the Health and Safety at Work Act 1974, the Children’s Acts of 1989 and 2004 and the Vulnerable Groups Act 2006, Equality Act 2010, Counter Terrorism Act 2015, Codes of Practice and all other relevant legislation. This is done by attending the annual training and CDP activities provide by ETS.
- Ensuring adequate resources are made available to provide safe systems of work as a matter of priority. This is managed through requesting resources through the H&S Advisor
- Promoting greater Health and Safety awareness and understanding to subordinates by example and by ensuring that only experienced staff supervise training activities or vet employer premises. This is done via 1 to 1’s, reviews and workshops.
- Ensuring that all staff, apprentices and other learners observe safe working practices with particular reference to safety instructions. This is done by monitoring staff, apprentices and other learner’s activities.
- Monitoring Health and Safety standards and Safeguarding during routine visits to learner’s work premises and reviewing safety advisor’s reports where applicable.
- Ensuring coordination of all safety activities with external contractors within the centre. The H&S Advisor will brief visiting contractors on H&S matters.
- Liaising and exchanging information with the Health and Safety Advisor on all Health and Safety matters. This will be done at weekly team meetings.
Training Staff Responsibilities
Training Staff (including associates) Training Facilitators and Quality Assurers are responsible for the Health, Safety and Safeguarding and the implementation of this policy throughout their areas of responsibility. They achieve this by:
- Having adequate knowledge of the requirement of the Health and Safety at Work Act 1974, the Children’s Acts of 1989 and 2004 and the Vulnerable Groups Act 2006, Equality Act 2010, Codes of Practice and all other relevant legislation applicable to their areas of responsibility. This is done by attending the annual training and CDP activities provide by ETS
- Carrying out safety inspections of their areas of responsibility. For instance, for Training Facilitators this will include appropriate Health and Safety Checks of learners’ work environment or for Training Facilitators the inspection of training rooms to ensure that they are safe and fit for purpose.
- Assisting Health and Safety Advisor with Risk Assessment of their area of responsibility.
- Dealing with any Health and Safety or Safeguarding matters promptly and reporting those that they cannot resolve themselves (all Safeguarding and Prevent Duty issues to be reported to the Designated Officer – see Safeguarding and Prevent Policy).
- Reporting any injuries, accidents or dangerous occurrences requiring action under RIDDOR to the Health and Safety Advisor for further action, investigation and collation of evidence. The H&S Advisor will record the matter in the log and inform other authorities if deemed appropriate.
- Ensuring that all equipment in their area of responsibility is in good safe working condition, removing from use any equipment that is not and reporting suspected defects to the Health and Safety Advisor. Recording of periodic equipment checks is the responsibility of the administration team.
- Monitoring working practices and ensuring that they and their learners are fully aware of any hazards related to work in hand. This is best achieved at 1 to 1 or review visits.
- Ensuring that all apprentices, other learners, visitors and contractors in their area of responsibility are aware of and abide by ETS’s Health and Safety Policy and are made aware of likely hazards in their area of work.
- Ensuring that visitors and contractors in their areas of responsibility are supervised and advised as appropriate.
Health and Safety Advisor Responsibilities – General Manager
The Health and Safety Advisor is responsible for:
- Advising all staff of good practices, training requirements and the standards required to manage the implementation of Health and Safety efficiently.
- Liaising closely with all appropriate authorities to implement and maintain Health and Safety requirements.
- Investigating reportable injuries and incidents and advising on lessons to be learnt as well as liaising with authorities such as the HSE.
- Ensuring that COSHH and risk assessments, where relevant, are reviewed regularly and monitoring the effectiveness of safety management.
- Conducting safety inspections of company premises according to risk category.
- Advising staff, learners and visitors as to the appropriate action to be taken to comply with the relevant regulations including:
Manual handling, Good Housekeeping, Electricity at Work, Fire Prevention, First Aid at Work, Display Screen Equipment (DSE), Environmental (Working Conditions), Accident reporting in Accordance with RIDDOR, COSHH and Risk Assessments.
The Health and Safety Advisor will be responsible for ensuring that periodic Health and Safety tasks are undertaken in a timely manner and are recorded as having been completed. The tasks themselves, which will include regular inspections of premises; file audits; annual updates of policy; fire drill; maintenance of fire extinguishers and testing of portable electrical equipment, will be undertaken by a variety of staff/contractors according to experience. The master document for these tasks is the Health and Safety Register which is updated and held on O356.
Under the Health and Safety at Work etc Act 1974, section 2 and the Management of Health and Safety at Work Regulations 1999:
It is an offence under the Misuse of Drugs Act 1971 for any person knowingly to permit the production, supply or use of controlled substances on their premises except in specified circumstances (e.g. when they have been prescribed by a doctor). Training Facilitators/Assessors are responsible for the monitor this area and should report accordingly to either a Safeguarding Officer or to the nominated Health and Safety Advisor.
Alcohol, The legal position –
Training Facilitators/Assessors have a general duty under the Health and Safety at Work Act 1974 to ensure, as far as is reasonably practicable, the health, safety and welfare of staff, apprentices and other learners. If you knowingly allow staff, apprentices and other learners, under the influence of excess alcohol to continue working and this places the staff, apprentices and other learners or others at risk, you could be prosecuted. Similarly staff, apprentices and other learners are also required to take reasonable care of themselves and others who could be affected by what they do.
Non Training Staff Responsibilities:
The Business Development Team, Administration Team, Contractors.
All other staff have the following responsibilities:
- Reading and complying with the Company’s Health and Safety Policy.
- Attending mandated H&S training and CPD
- Using the correct aids and materials for the job in hand, making full use of any safety equipment, devices and procedures.
- Reporting to the Health and Safety Advisor any defects in machines, equipment or fittings.
- Not attempting to repair any equipment, especially mechanical or electrical devices, themselves.
- Developing a personal concern for the Health and Safety of themselves, and for others, in their acts and/or omissions.
- Informing their line manager if they have any doubt about their ability to carry out any work without any unnecessary risk.
- Conforming to all Health and Safety Regulations and seeking advice if the Regulations are not known to them.
- Reporting all accidents, dangerous occurrences or near misses to their line manager immediately (after first aid, if required, has been administered).
- Reporting to a designated officer any Safeguarding, including Prevent Duty, issues or concerns.
Apprentices and Learners – Responsibilities
ETS’s apprentices and other learners are to help implement the organisation’s Health and Safety Policy by:
- Reading and complying with the written Policy and any other Company procedures e.g. Fire and First Aid instructions.
- Complying with routine Health and Safety instructions given by their Assessor, Training Facilitator or other member of staff in verbal or written form.
- Working in a safe manner and avoiding placing themselves or others at unnecessary risk by only operating equipment for which they have received adequate training.
- Reporting to their assessor or Training Facilitator any suspected failings in respect of safety equipment or instructions.
- Knowing the location of the nearest first aider and the actions to be taken in the event of injury.
- Knowing the evacuation procedure and the actions to be taken in the event of fire or security alerts.
ETS will take all reasonable steps to ensure the Health and Safety of all apprentices’ and other learners whether receiving training off the job or on the job or carrying out their duties within their employment role. Young Person’s (YP) (under 18 years of age) emergency contact details MUST be collected at the sign up visit with the YP, and employer.
To ensure that this is the case ETS commits to the following:
- No apprentice will be placed with an employer through ETS’s vacancy service until an ETS representative has completed a Health and Safety Checklist to determine that they are satisfied that the employer’s premises conform with reasonable Health and Safety at Work Standards.
- If any doubt exists as to whether or not the required safety standards are being met the Health and Safety Advisor shall be consulted and the management team informed. Where an employer fails to meet the standards an action plan will be drawn up and no apprentice will be placed until the action plan is fulfilled.
- No apprentice will be placed with an employer until the ETS Employer Agreement has been signed.
- The Health and Safety Checklist also ensures that the employer has adequate Employer, and where necessary, Public Liability insurances in place.
ETS shall ensure that all accidents and occupational diseases suffered by apprentices and other learners on government funded training programmes are investigated by the H&S Advisor in the first instance, including those that occur while learners are under the immediate supervision and responsibility of the employer. Any non-accidental occurrence resulting in an injury to an apprentice or other learner will also be investigated.
ETS implements the policy by ensuring contractors:
- Sign the visitors register at reception and conform to the Health and Safety Policy and made themselves aware of likely hazards in any area where they might be working. The admin receptionist at the Centre should ensure that all contractors have access to a policy document.
- Informing the Health and Safety Advisor, in writing, of any working methods and any potential hazards that are being introduced into the centre (such as COSHH items).
ETS implements the policy by ensuring visitors:
- Comply with Health and Safety instructions displayed at reception.
- Behave in a manner so as to avoid placing themselves or others at unnecessary risk.
- Are aware of all first aid, fire or security procedures within the Centre.
Responsibility for Health and Safety and Safeguarding is written into all job descriptions as an individual responsibility as well as employer’s responsibility.
ETS will maintain an appropriate level of Employer and Public Liability insurance to its current business activities. In addition, insurance policies to cover Property Damage, Professional and Product Liability and other policies as considered necessary will be maintained.
Apprentices and other Learners Employer Health and Safety Policies
The Employer’s Health and Safety Policies should be made available to apprentices and other learners, be seen by the ETS member of staff or associate responsible for the sign-up visit and a copy supplied to ETS if and when required.
Risk Assessments (covering staff apprentices and other learners under ETS care)
In accordance with the Management of Health and Safety at Work Regulations 1999 and the Young Persons (Health and Safety) Regulations 1997 and to cover the safety of its own staff, apprentices and other learners, ETS Training Facilitators, Assessors and Health and Safety Advisor will undertake Risk Assessments of their workplaces taking into account the work activities and training environment. The assessment should identify particular groups at risk, and take specific account of the risks to staff, apprentices, other learners and those with special training needs. All Risk Assessments are recorded in writing and maintained by the Senior Management Team. This process ensures ETS is committed to and can identify and manage any health and safety concerns.
The Health and the Safety Advisor is to ensure that a review of Risk
Assessments is undertaken annually or before if required. Where there is a change of circumstances, i.e. change in working activity, identification of a new hazard, a further assessment is undertaken, and records amended.
All Employers are required to have undertaken a recorded Risk Assessment; where there are more than 5 employees a written assessment is required. The assessment must cover how apprentices / other learners are safeguarded. The ETS representative is to record on the H&S Checklist whether or not this has been undertaken. The effective management of Health and Safety at the employer’s premises is assessed by ETS’s representative through the use of the H&S Checklist and discussed with the employer.
Staff Training and Competencies
To ensure awareness commitment and promotion of good health and safety practice throughout ETS, all staff will undertake accredited H&S training and hold an in-date certificate in Basic Health and Safety at Work. For new members of staff, booking of the course is incorporated into the Company’s staff induction system. Training Facilitators and verifiers will also be expected to commit to and have partaken in additional external CPD Health & Safety awareness training and some hold relevant units of the Health & Safety NVQ level 3. This provides the staff with the relevant knowledge and skills to be able to implement the policy into their daily working activities. The next level of expertise within the Company resides with the Health and Safety Advisors who holds relevant health and safety qualifications (this can be an external advisory organisation such as Crona). Senior Management will also undertake suitable Health and Safety training.
Those members of staff who undertake first aid duties will hold a First Aid at Work certificate or an Emergency First Aid in the Workplace certificate. All certificates will be renewed every 3 years.
Employers should nominate a competent person to ensure the Health, Safety and
Welfare of apprentices / other learners on funded training programmes, ETS representatives will record the name on the H & S Checklist which is held in the companies file on Office 365.
The Working Environment
ETS does not have areas of work that require protective clothing or equipment. If an Employer’s business has such areas, they shall supply appropriate Personal Protective Equipment (PPE) free of charge where it is required in accordance with legislation or good working practice. Apprentices and other learners who are issued with PPE should ensure that they make full use of it and report to their supervisor any loss or defective equipment.
ETS will ensure that adequate ventilation is provided in all workplaces. Where extraction equipment is installed it must be maintained in a serviceable condition and records maintained. ETS representatives must ensure that the employer premises have adequate ventilation in the workplace and note that this is the case on the Health and Safety Checklist.
ETS will ensure that there is suitable and sufficient lighting to enable staff, apprentices and other learners to work, move from place to place safely, and not experience eyestrain. Supervisory staff are responsible for reporting defective lighting and ensuring that it is rectified as soon as possible. Emergency lighting should be serviced annually. ETS representatives must ensure that employers have adequate lighting in their workplaces to ensure safe movement and work of apprentices and other learners. The H&S Checklist will be used to record the information.
ETS will endeavour to maintain a temperature of at least 16 degrees Celsius in its Centre. ETS representatives should identify the arrangements that employers make to ensure that the premises are suitably heated for the type of work to be undertaken by apprentices and other work-based learners.
Washing and Sanitary Facilities
ETS will provide sufficient washing and sanitary facilities as required by the
Workplace (Health, Safety and Welfare) Regulation 1992. They will be cleaned regularly and contain soap, towels or other suitable means of drying, and toilet paper. ETS representatives will inspect Sub-contractors washing and sanitary facilities to ensure they are adequate for the number of people employed and ensure they are clean and hygienic. The observation is to be noted on the H&S Checklist.
Rectification of defects
Defects of premises or equipment must be reported to Line Managers immediately. Priority will be given to the rectification of serious hazardous defects to premises or equipment.
Smoking is only permitted in designated smoking areas.
Equipment, Materials and Safety Systems of Work
Staff are responsible for ensuring that all equipment used in their areas of responsibility is in a safe condition. All portable electrical equipment is to be at least inspected annually and records kept by the administration section. All other equipment is inspected monthly or as required. ETS representatives should identify that employer’s procedures will ensure that tools and equipment to be used by apprentices and other learners are in a safe condition and that a system for maintenance is in place. The H&S Checklist will be used to record the information.
Co-ords are responsible for ensuring that all materials are stored in a safe manner and in accordance with any codes of practice or guidance notes available. ETS representatives should observe the storage facilities and methods used by employers. These observations will be recorded on the H&S Checklist.
Training for Apprentices and Other Learners
All publically funded training programmes run by ETS are to contain a health and safety element.
Co-ordinators are responsible for ensuring that, where appropriate, this training is also being provided and recorded. Co-ordinators are also responsible for ensuring that details of all training materials to be issued by ETS to apprentices and other learners meet the required standards. A copy of such material is to be kept on file.
All apprentices and other learners joining publically funded training programmes will receive or should have received a period of induction training. Each apprentice and other learners will be issued with initial induction information and instruction to include:
- Learner Handbook
- Safe Learner questionnaire
The induction training will be recorded on the Learner Induction Checklist. The apprentices and other learners will receive information and instruction, which will provide a broad base and specific occupational awareness of their Health and Safety responsibilities. Training Facilitators/Assessors must agree with employers the Health and Safety training required by an apprentice or work-based learner. This will be recorded on the Apprentice/Learner’s Individual Learning Plan.
Accident and Ill Health Reporting and Investigation
All accidents or H&S related ill health involving an ETS employee occurring on ETS premises or in the field will be recorded in the accident book by the line manager responsible for the employee at the time. Should the accident/occurrence be considered reportable under RIDDOR 1995, the line manager will complete the Company accident report form and report the incident to the Health and Safety Advisor who will investigate the incident and report findings and follow up actions to the CEO and the appropriate authorities.
Any accident involving an apprentice or other learner occurring on ETS premises will be recorded in the accident book by the member of the training team who is responsible for the learner at the time of the accident.
Accidents involving apprentices and other learners on funded training programmes contracted with the Skills Funding Agency, which are reportable under RIDDOR, must be reported to the relevant organisation and the Health and Safety Executive by the Health and Safety Advisor. This includes deaths and major injuries, over three-day injuries, disease, dangerous occurrences (near misses) and gas incidents.
Employers should record all accidents relating to their apprentices or learners in their own accident book, they should also notify ETS of the incident. Should the accident/occurrence be considered reportable they will be responsible for:
- Notifying the enforcing authorities, i.e. H.S.E. or local authority.
- Notifying the appropriate ETS representative immediately of the accident. The ETS Health and Safety Advisor will investigate the incident and report to the CEO who will then report to the ESFA if deemed appropriate and in line with the ESFA’s reporting recommendations.
Fire Wardens: Centre Nominations
It is the responsibility of all members of staff to familiarise themselves with the Fire and Emergency Evacuation Procedure (FEEP). Instructions regarding evacuation drill in the event of fire are posted prominently in all ETS Centres. Verbal instructions on the drill are to be given at the commencement of each training course. The procedure for the emergency evacuation of people with disabilities is also detailed in the FEEP. The Fire Certificate and all relevant records are kept by the Administration Section.
All fire alarms are to be tested weekly in centre, fire drills must take place at least twice every year. The fire alarm will also be used to evacuate the premises in the case of other emergencies.
First aiders: Centre Nominations
A First Aid Kit, together with an accident book, is to be kept at the Centre. An appointed person shall be nominated and maintain a record of qualified First Aiders will be update this annually or as required. Training Facilitators/Assessors will record on the H&S Checklist Form the first aid and emergency arrangements employers have in place.
No Apprentice shall be placed with an employer until an Employer’s Agreement has been signed by ETS, and the employer is fully aware of their legal responsibilities to the Apprentice or other learner under the Health and Safety at Work Act, the Health and Safety (Training for Employment) Regulations 1990, and all other applicable legislation. Employers will also be made aware of their responsibilities in respect of Safeguarding learners.
Vetting and Monitoring
Visiting ETS representatives are responsible for ensuring that the standard of health and safety agreed with the employer is maintained. All apprentice teaching, learning and assessment plans and reviews should contain a reference to health and safety and safeguarding. Teaching, learning and assessment plans are completed every circa 5 weeks and reviews at least every 12 weeks. An annual review of health, safety and welfare and insurance policies at the employer premises will be undertaken.
With the authorisation of the CEO, the Health and Safety Advisor has the power to serve prohibition notices. The Advisor may order the immediate cessation of any activity on ETS or employer premises if the activity involves immediate risk of serious injury to an ETS apprentices or other learner and/or ETS staff. The prohibition notice will state the cause of the risk and its potential consequences, possible contravention of specified statutory provisions and recommendations for corrective action. A copy of the notice is given to the CEO and to the person responsible for the work or training area. The notice will stay in effect until the Health and Safety Advisor is satisfied that the corrective action specified has been completed.
Driving on ETS Business
The majority of staff will at some time drive for the purpose of ETS business, in their own private car. For a number of people, for instance Training Facilitators, this time spent driving could form a significant part of their day, for others it might only be an occasional trip each year. Whatever the amount of use, however, it is of vital importance that all staff driving on company business adhere to some simple procedures in order to abide by current legislation and also to ensure that they, and other road users, are not exposed to unnecessary risk.
Staff who drive on company business in their own vehicle will need to supply copies of the following documentation for file:
- Vehicle insurance policy
- Confirm renewal of Road Tax
- Confirm that MoT has been carried out (if required)
- Driving licence.
Staff should supply the Admin Team with copies of new documentation when they are renewed, for instance annual insurance. Staff should also inform the company if penalty points are added to their driving licence. Without valid documentation company mileage allowance will not be paid.
Unless cars driven on ETS business are fitted with a mobile phone hands free kit, mobile phones should not be used whilst driving. To make calls staff should stop and park their vehicle safely, with the engine switched off, before using their mobile phone (never park on motorway slip roads or the hard shoulder). In order to take received calls staff should dial their answer phone on reaching their destination and return any outstanding messages.
Taking a Break
Whatever the circumstances, staff should not drive whilst feeling tired. In normal circumstances most staff will not be required to drive for long distances, however, if they do it is most important that they take regular breaks. As a guideline, staff should not drive for more than two hours continuously without taking a break.
Stress is the adverse reaction people have to excessive pressure which, in certain circumstances, can lead to mental and physical ill health. It is the responsibility of all ETS staff to ensure that neither they, nor any of their colleagues, are made ill by their work through stress. To this end line managers should be constantly alert to work pressures that could cause high and long-lasting levels of stress, who might be harmed by these pressures and also what could be done to prevent the potential harm. Staff are also encouraged to be alert to the symptoms of stress in their colleagues (for instance, changes in a person’s mood or behaviour, irritability, indecisiveness or absenteeism) and to discuss this with their line manager.
It is the responsibility of the company to assess the risk to staff who work alone (lone workers) and to take steps to avoid or control risks where necessary. Lone workers have responsibilities to take reasonable care of themselves and other people affected by their work activities and to co-operate with the company in meeting its legal obligations. Lone workers are those members of staff who work by themselves without close or direct supervision, examples include: Training Facilitators and assessors in the field or who are based at home.
Assessing and Controlling the Risk
ETS SMT will:
- Involve staff when undertaking the risk assessment process
- Provide staff who regularly work alone with personal safety alarms and first aid kits
- Take steps to check control measures are in place
- Review risk assessments annually or when there has been a significant change in working practice
- When a risk assessment shows it is not possible for the work to be conducted safely by a lone worker, address that risk by, for example, making arrangements to provide help or back-up
- Where a lone worker is working at another employer’s workplace, that employer should inform ETS of any risks and the required control measures.
- Where a home worker is working from home, they must have conducted a risk assessment and provided a copy of it to the H&S Advisor who may wish to inspect the premises accordingly.
Lone workers should not be put at more risk than other members of staff and in order to achieve this, extra risk control measures may be necessary. Precautions should take account of normal work and foreseeable emergencies. ETS will identify situations where people work alone and will ask such questions as:
- Does the workplace present a special risk to the lone worker?
- Are there any chemicals or hazardous substances being used that may pose a risk to the worker?
- Does the work involve lifting objects too large for one person?
- Is there a risk of violence?
- Are young, pregnant or disabled workers particularly at risk if they work alone?
Lone workers should inform their line manager if they have medical conditions that may make them unsuitable for working alone.
Although lone workers cannot be subject to constant supervision, it can help to ensure that all staff understand the risks associated with their work and that the necessary health and safety precautions are carried out. Line managers of lone workers can also provide guidance in situations where there is uncertainty. Procedures to monitor lone workers to help keep them healthy and safe could include line managers periodically visiting and observing staff working alone or regular contact between the lone worker and their line manager, for instance by mobile telephone.
Illness, Accident or Emergency
Lone workers should be capable of responding correctly to emergencies. Risk assessments should identify foreseeable events and emergency procedures established. Lone workers should also have access to adequate first aid facilities.
Associated Policies include:
ETS Employee Handbook
ETS Learner Handbook
Lone Worker Policy
Single Equality Scheme Policy
Fire and Emergency Evacuation Procedure.
Emergency evacuation procedure for examinations
When dealing with emergencies you must be aware of any instructions from relevant local or national agencies.
Reference should also be made to the following document –
The invigilator must take the following action in an emergency such as a fire alarm or a bomb alert.
- Immediately stop the candidates from working.
- The attendance register is collected and presented for roll call by the Administration Team.
Note; You may be provided with a separate attendance register if so and If applicable collect the attendance register (in order to ensure all candidates are present).
- Evacuate the examination room in line with the ETS’ emergency evacuation procedure and in accordance with any additional instructions given by the appropriate on site and off site authority, such as the Fire Warden; the General Manager or a member of the Emergency Service.
- Advise candidates to leave all tests, question papers, scripts and supporting documentation in the examination room.
- Candidates should leave the room in silence.
- Make sure that the candidates are supervised as closely as possible while they are out of the examination room to make sure there is no discussion about the examination.
- Make a note of the time of the interruption and how long it lasted.
- Allow the candidates the full working time set for the examination.
- If there are only a few candidates, consider the possibility of taking the candidates (with question papers and scripts) to another place to finish the examination.
- Make a full report of the incident and of the action taken, and send to the relevant awarding body.