Health and safety policy statement of intent

Date Revised: 24/06/2024
Version 6.0


1. General statement of intent


International Workplace is committed to fulfilling its duties as an employer to protect the health, safety and welfare of its employees, visitors and others who may be affected by its undertaking, in so far as is reasonably practicable. Health and safety is seen as a fundamental managerial responsibility of equal importance to other management activities and objectives.

As such it is expected that health and safety will be managed to the same high standards as any other activity within our business. Success in this area is critical to achieving our corporate goals. International Workplace recognises the fact that health and safety has positive benefits to the organisation and commitment to a high level of safety makes good business sense.

It is International Workplace’s policy to establish and maintain systems of work, work equipment and working conditions that are safe and healthy. The proactive management of health and safety within the workplace is seen by International Workplace not only as a legal duty but also as good practice which will help prevent work related accidents and ill health, increase employee morale and motivation leading to a reduction in unnecessary financial loss.

We will protect employees and others from foreseeable work hazards and will enlist the active support of employees in achieving such conditions. Every employee, at whatever level must be concerned about safety and will be expected to act responsibly at all times, doing all that they can to avoid injury to themselves and others. It is their duty to read, understand and comply with the contents of this policy and to work in accordance with any training or information they have been provided with.

In recognition of our responsibilities under the Health and Safety at Work, etc Act 1974 (HSAW) and other legislation relevant to our operations, International Workplace commits itself to:

• Promote standards of health, safety and welfare that will, as a minimum, comply with the provisions and requirements of the HSWA and all other statutory provisions and codes of practice relevant to our undertaking as well as our own company standards;

• Make available such resources in the form of finance, equipment, personnel and time as are necessary to fulfil this policy;

• Provide and maintain appropriate systems to ensure a safe and healthy working environment and to protect employees and others from harm, in so far as is reasonably practicable;

• Provide all employees, including temporary staff, with sufficient information, instruction, training and supervision that they need to work safely and efficiently, and to develop safety awareness among our employees;

• Define individual responsibilities for health and safety matters;

• Provide and maintain a system to ensure that accidents and ‘near misses’ are fully investigated and appropriate action taken to reduce the likelihood of their reoccurrence.

• Encourage full and effective joint consultation on all health and safety matters; and,

• Conduct periodic reviews and revise the policy where necessary to ensure it remains relevant and effective, and to make policies easily available to all employees.

In deciding what is ‘reasonable’ we will take into account business, economic and work constraints but will not compromise on safety. We must continuously use our skills to make all of our facilities, new and old, as free as possible of hazards which could cause injury. This policy has the full support the Board.


2. Responsibilities


In order to ensure that health and safety is successfully managed within the organisation, the following responsibilities have been allocated:

• 2.1. Chief Executive Officer is ultimately responsible for the success of health and safety management within the organisation and as such gives his full support to the contents of this policy and will ensure that it is communicated and reviewed when deem necessary.
  
  The Chief Executive Officer will also promote health and safety guaranteeing communication and structure within the organisation and ensuring that each member of the company’s senior structure is fully understanding of and accepts their group and individual role in providing health and safety leadership within the organisation.

• 2.2. Board of Directors must provide leadership and take a proactive interest with respect to the implementation of the policy, also give their full support to the requirements of the policy to ensure that all practical measures are taken and appropriate resources are made available in respect of enhancing safety through effective risk identification and control. Set personal example by following health and safety guidelines and encourage others to do so.

• 2.3. Company Management and Supervisory Staff are expected to ensure there are systems in place to enable their departments to comply with the policy and guidelines. Managers are responsible for the day to day running of the health and safety within the company and to provide relevant information regarding the job to their staff prior commencement of any work, promoting health and safety within their respective departments at all time. Set personal example by following health and safety guidelines and encourage others to do so.

• 2.4. Chief Financial Officer is responsible for ensuring the risk assessments are developed, training employees in induction and involvement in the policy and implementing periodic health and safety campaigns.
  
  They are also responsible for ensuring that annual health and safety audits are undertaken and that the company complies with all health and safety legislation as well as reviewing accident reports and investigations and reporting to the HSE any incident that is reportable under the Reporting of Incidents, Diseases and Dangerous Occurrences Regulations 2013.
  
  They will ensure that procedures are in place to guarantee all staff and subcontractors are competent and experienced to carry out their jobs, and if it is required, ensure that inexperienced staff are well supervised by competent personnel at all times and provide support to all managers to ensure that they fulfil their health and safety duties.

• 2.5. Employees are expected to familiarise themselves with this policy and to take reasonable care for their own health and safety, together with that of colleagues and third parties who may be affected.
  
  All employees are required to help their managers in their fulfilment of their health and safety duty.

3. Health and safety arrangements


3.1 Consultation and communication with employees

The Health and Safety (Consultation with Employees) Regulations 1996 requires the employer to consult with all employees. International Workplace will consult directly with employees in good time on matters relating to their health and safety at work and in particular:

• The introduction of any measures at the workplace that would substantially affect the health and safety of those employees.

• The arrangements for appointing or nominating competent persons.

• Provision of health and safety to employees under any statutory requirement.

• The planning and organisation of health and safety training that the employer is required to provide.

• The health and safety consequences for employees with the introduction of new technologies into the workplace.

Workforce consultation will take the form of:

• Initial induction training will be supplemented by the provision of ad-hoc staff group briefings. As part of this process, the company will encourage employees to offer suggestions and recommendations to improve health and safety.
• Statutory and other supporting notices being prominently displayed and maintained in good order.
• The timely and accurate issue and circulation of relevant information about health and safety relating to consultation.
• Regular departmental meetings will offer all staff a forum for raising health and safety issues or concerns and discussing changes to legislation that may have an impact on local working practices.
• Staff receive periodic ebulletins regarding changes in health and safety legislation, case studies and best practice.

3.2 Health and safety training

International Workplace recognises that training is an important component in its measures to provide a safe working environment for its employees and others. Health and safety training will be incorporated in annual training programmes as well as induction training.

Also, all managers would ensure that all employees under their supervision are competent on carrying out their individual jobs in accordance to job descriptions and if further training is required to improve competence, this should be discussed directly with direct managers. Annual assessments take place at the commencement of every calendar year, during this assessment there is opportunity to discuss specific training requirements.

Training needs will therefore be identified through risk assessment and performance reviews, and be planned for in the same manner as other training.

The Finance and Administration department in conjunction with the health and safety team, will be responsible for ensuring that appropriate Induction Training will be given to all new employees on the commencement of their employment or as soon as is practicable. The training will include:

• Company emergency procedures (Fire, First Aid and the procedure for imminent danger).

• Risk assessment applicable to their working practices (including use of computers and workstations, manual handling, working at height and hazardous substances).

• Their safety responsibilities.

• Information and instruction on the risks involved in their employment.

• The Company Safety Policy.

• Accident Reporting.

Staff with specific health and safety responsibilities such as First Aiders and Fire Wardens will receive adequate training to ensure that they are able to carry out their tasks in an efficient and competent manner.

3.3 Reporting health and safety hazards

It is the responsibility of every employee to report any condition that may represent a hazard as soon as it is practicable to a member of the Board. Employees are required, in the first instance, to report hazards directly to their line manager.

By reporting hazards, the health and safety team and managers can implement controls measures before accidents, ill health or incident does happen.

3.4 Risk assessment

The Management of Health and Safety at Work Regulations 1999 (MHSWR) specifies the requirement for written suitable and sufficient risk assessment to be undertaken by a competent person where five or more persons are employed. International Workplace has employees that are professional Health and Safety Consultants who have the necessary skills, qualifications, and experience to deliver both general and specialist task specific risk assessments, which include, but are not limited to:

• Work equipment
• Working at height
• Manual handling
• Display Screen Equipment
• Substances Hazardous to Health
• Young Persons
• New and expectant Mothers

Where a risk assessment is required, the process will be undertaken in accordance with the MHSWR and its accompanying guidance which involves the following stages:

• Identifying hazards;
• Identifying who could be at risk;
• Evaluating the risk and deciding on precautions and controls;
• Recording your findings and implementing; and
• Reviewing the assessment and update accordingly.

Risk assessments are readily available in the system and the health and safety team encourage feedback from all members of staff to ensure that they are kept up to date and valid to the company’s activities.

3.5 Workplace and welfare

International Workplace will ensure that it establishes and complies with a suitable maintenance, cleaning and housekeeping regime in line with the standards of general workplace operation defined in the Workplace (Health, Safety and Welfare) Regulations 1992.

International Workplace recognises its duty to ensure that suitable welfare facilities are provided for everyone while at work. The essential facilities to be provided are as detailed below:

• Welfare facilities and work areas with adequate heating, lighting and ventilation.
• Welfare facilities readily accessible, separate toilets for female, male available and also separate facilities for disabled people, facilities are located by the main vestibule in the Quad at 9 Journey Campus.
• Clear arrangements have been made to ensure that all areas are kept clean and tidy.
• Facilities for taking breaks are provided.
• An adequate supply of drinking water provided in the kitchen.

3.6 First aid

It is International Workplace’s policy to make provisions for First Aid in accordance with the Health and Safety (First Aid) Regulations 1981. International Workplace are required to provide equipment, facilities and people adequate and appropriate for treating individuals (at least in the first instance) who are injured or who fall ill at work. What is adequate and appropriate is defined as being related to circumstances, and some of the things we are recommended to consider in determining this are as follows:

• The outcome of workplace risk assessments (in particular, details relating to any specific hazards that cannot be eliminated or adequately reduced by engineering controls).

• Our records relating to previous types of accident and ill health occurring at work.

• Those employees on site with disabilities and health problems.

• The number of trainees on site (those with less experience have been found to be more likely to injure themselves).

• The layout of our premises (for example, are some locations distant from others – outbuildings, etc. – and are work areas located on a number of different floors?).

• How easy it is for the ambulance service to reach us?

• Our pattern of hours (for instance, whether we work shifts).

Details of first aid personnel are displayed on notice boards around premises. First aid personnel will be provided with suitable training.

First aid and medical assistance should only be given by qualified persons; unless an employee is in possession of a valid first aid certificate (or he or she is a qualified and practising doctor or nurse), first aid and medical assistance should be limited to calling professional help as a priority and making the patient comfortable so far as is reasonably safe and practical to do so.

It is the responsibility of the first aider to call for an ambulance, or request that someone does this on their behalf, should they feel a situation requires the immediate presence of a paramedic team.

First Aid boxes are available in the reception at 9 Journey Campus.

First Aiders should enter details of all incidents that occur in the accident / first aid book. The details that should be recorded are as follows:

• The date and time at which an incident occurred
• Location of the incident
• The injured or ill person’s name
• The nature of the injury or illness
• The nature of the first aid assistance provided (if provided)
• The outcome immediately after the first aid was provided (if provided) (e.g. the person was taken to hospital and by whom)
• The name and signature of the person completing the record and the date on which the entry was made

Reassessments will be conducted at regular intervals to ensure the continuing adequacy of all first aid provisions.


3.7 Accident and incident reporting

It is important that all accidents and incidents or ‘near misses’ with the potential for injury (whether that injury actually occurred or not) are recorded in the accident book and reported to a member of the Board or management without delay. The Chief Financial Officer should be informed of the incident and they shall decide whether an accident investigation is necessary or if a report to the HSE is required under Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

Key arrangements to apply:

Reporting: It shall be the duty of all staff to report accidents to their manager as soon as possible after the incident. If the accident results in a serious injury to an employee or any injury to a non-employee, it should be reported immediately. The Chief Financial Officer should be informed of all incidents that occur in the workplace. This can be in our premises or at client’s premises.

Investigation: The Chief Financial Officer will decide whether an accident investigation is necessary, the decision shall be based on the potential consequences and the likelihood of reoccurrence and not just the injury itself. They will need to make a judgement on the seriousness of the incident and allocate the appropriate resources to the investigation. If practicable, the manager should seek the help of the health and safety team where the situation warrants it. An accident report form should be completed and include the findings of the investigation and any remedial action proposed.


A copy should be given to the Chief Financial Officer and the original should be given to the manager responsible for the area. Minor accidents should be reported no later than four days after the incident; more serious accidents should be reported immediately!


The area of accident should be left undisturbed until the Chief Financial Officer says otherwise, photographs shall be taken initially of the accident scene followed by ensuring all witnesses provide a witness statement, detailing the facts, in their own words which is signed and dated and attached to the accident investigation report. Witnesses should answer the following questions:

• What did the witness actually see or hear?

• What was the witness doing at the time?

• What was the proximity of the witness to the accident or occurrence?

• What action did the witness take?

• What actions did others take before and after the accident?

• What was the condition of the workplace at the time?

• What hazards or unsafe conditions existed and what unsafe acts were performed?

• What was the probable cause of the accident?

The investigation should produce an action plan for improvement, and should include any support that staff affected by the accident may require.

3.8 Fire and emergency arrangements

Under the terms of the Regulatory Reform (Fire Safety) Order 2005, International Workplace are required to undertake a risk assessment to determine all potential fire hazards related to our premises, our type of work and the way in which this work is performed. We are then required to take action to reduce all risks to a reasonable minimum and to ensure that all employees are protected from remaining hazards and the dangers associated with fire should one break out for some other reason. We will comply with the regulations by providing:

• An appropriate fire detection and warning system

• Safe means of escape

• Appropriate firefighting equipment.

A Fire Risk Assessment of our premises will be carried out annually by our health and safety team, actions will be dealt with in accordance to priority given and reviewed at regular intervals. Details of the Fire Wardens are displayed in each of the office locations.

Fire detection, warning systems and firefighting equipment will be maintained in accordance to manufacturing instructions and regulations. International Workplace will only appoint competent people to carry out these jobs.

Fire alarms will be tested at Westwick on a monthly basis by the Landlord’s agent. Records of maintenance and tests are available in the main vestibule in Westwick. They are held in the red Fire Safety Box.

The Regulations state that we must develop a plan of action to specify exactly what must happen should a fire occur. This plan of action should incorporate relevant details concerning the above points (for example, how the fire warning (alarm) system is activated, the location of emergency exits and what type of firefighting equipment is to be used for which types of fire). In addition, employees must receive training in respect of this plan, which must include a fire evacuation procedure to be practised at regular intervals (at the very least, once each year).

A fire drill will be carried out at least annually. Fire Wardens will take charge during emergencies and will produce a report highlighting how the drill went on, and if any improvements must be made.

The company’s emergency action plan is as follows:

SOUND	Activate the nearest fire alarm.
NOTIFY	Contact the Fire brigade (999) and direct and inform the address of the premises: 9 Journey Campus, Castle Park, Cambridge, CB3 0AX
CLOSE DOWN	ONLY IF SAFE TO DO SO
CLOSE DOORS	The last person to leave each room should close the door behind them in order to reduce the spread of smoke and flames
IF POSSIBLE	Use the appropriate fire extinguisher, only if you have been trained to do so and can do without personal risk

IF THE EMERGENCY EVACUATION SOUNDS (continuous alarm:)

LEAVE	the building by the nearest closest exit
DO NOT RETURN	to collect any personal belongings
REPORT	to the fire brigade at the assembly point: 9 Journey Campaus: Muster at the front of the building by the road.

This plan will be updated as required and brought to the attention of all employees before they start work.

3.9 Contractors management and non-employees on site

The safety and welfare of visitors to company premises is of equal concern to the organisation. It shall be the responsibility of each member of staff to look after the health and safety of their visitor and to ensure that they are aware of the steps that should be followed in the event of an emergency.

Subcontractors will be pre-selected by a senior manager and Accounts Department or a Facilities Manager and vetted to ensure that they have sound knowledge of health and safety and that are competent to carry out their job efficiently and safely. International Workplace will accept any certificate of an approved competence scheme approved by SSIP (Safety Schemes in Procurement) as evidence of Stage 1 competence leaving the International Workplace team to check on stage 2 of competence. If required, pre-questionnaires will be sent to subcontractors as part of the vetting programme.

All subcontractors and visitors will be given information regarding emergency safety, first aid provision and welfare arrangements by their International Workplace contact.

4.10 Electrical equipment

The Electricity at Work Regulations 1989 require that all electrical systems for use at work shall be of such construction as to prevent, so far as is reasonably practicable, danger.

The following checks should be undertaken prior to the use of electrical equipment each time it is used - these checks do not need a high level of technical understanding and can be carried out by the operator:

• Check cables, leads, sockets and plugs for wear or defects.

• Check the equipment for signs of damage, overheating or any other defect.

• When using an extension lead, ensure that it does not present a trip hazard or is not overloaded.

Other checks and requirements are:

• Periodically it may be necessary to have electrical equipment checked by a competent person for earth faults.

• Any repairs to faulty or worn equipment must be carried out by a competent person.

• When an item of equipment is found to be defective, it must be withdrawn from use immediately and not used until it has been repaired or replaced.

• When it becomes necessary to purchase or hire a new piece of electrical equipment, consideration must be given to its safety e.g. where it is to be used? (which environment, high risk of damage), who will be using it? (level of skill and training required) and how will it be maintained and by who? (level of skill and training).

Personal equipment of low amp such as mobile chargers are allowed in the office, however no heaters, radios or high amp equipment are allowed. If any electrical equipment is required by members of staff, a formal request can be pass to their line manager.

4.11 Manual handling

Many thousands of working people suffer injuries each year as a direct result of poor manual handling. Moreover, manual handling injuries have been found to build up slowly over time and can result in permanent damage later on in life to our backs, necks, shoulders, hands and arms.

Under the Manual Handling Operations Regulations 1992, International Workplace are required to assess the workplace and identify where manual handling takes place (or could take place) in the course of what we do.

Where reasonably practicable, that manual handling will be avoided – for example by changing work processes or by the introduction of mechanical aids. Where it is not reasonably practicable to make such changes, we are required to identify the risks associated with a manual handling task and make arrangements to reduce these. We will also provide our employees with instruction in the correct techniques to use when manually handling an object to ensure that, as far as possible, injuries are not sustained.

• Where it is not possible to avoid handling a weight manually, the following points are relevant:

• What can be handled by any particular individual will depend on his or her build, age, and physical condition.

• Always make sure the lifting route is clear of obstructions and trip hazards.

• Always reduce loads to more manageable, smaller and lighter ones if possible.

• Make sure no one person does all the lifting.

• Seek help if in doubt about your capacity to carry any load, especially one that is awkward in shape.

• Any person or persons assisting you should be similar in height and build to you to ensure the load does not become unbalanced during the lift.

• Where help is obtained, one member of the team alone should give instructions.

• When team handling, ensure good vision, good handholds for all, and that team members do not obstruct each other.

4.12 Control of Substances Hazardous to Health (COSHH)

Nobody wants to take their work home with them, let alone have it dominate their very existence, yet this is the risk that many people take as a result of the way they carry out their tasks at work.

Dermatitis is a condition that causes the skin to become red and itchy. As it becomes worse, blisters may start to appear and later the skin may crack and bleed. The vast majority of dermatitis is caused by skin coming into contact with certain substances at work.

In its worst form, dermatitis can be excruciatingly painful. Since it is the hands that come into contact with skin-irritating substances most often, it is only necessary to consider the range of things you do with your hands to realise how getting dermatitis could seriously affect your lifestyle.

Under the Control of Substances Hazardous to Health Regulations 2002, International Workplace is required to assess all substances kept at work to determine what risks there are to employees from their use.

Where possible, we are required to substitute all harmful substances for less harmful ones or, if this is not practicable, to change the way that things are done so that we no longer need to use the substance concerned.

An assessment of all substances used in the course of what we do at will be carried out. The following chart lists each of the substances identified by the assessment that relates to your work, as well as the current processes for which you use them.

Against each current process you will find details of all the risks involved in its continued use and precautions which must be taken to reduce these risks.

• When dealing with a substance, particularly a harmful one, the following general points are relevant.

• Never decant it into food or drink containers.

• Never store it in open containers.

• Never eat or drink in a substance-handling area.

• Read the label on its container regularly to remind yourself of its hazards.

• Seek first aid treatment for all cuts.

• Monitor your skin regularly and consult your GP should any rash appear. Inform the company at once should this happen.

4.13 Work equipment

Work equipment is generally any equipment used by a person at work, i.e. any machinery, appliance, apparatus, tool or installation for use at work (whether exclusively or not) for example using tools and machinery, or in an office environment using office equipment, e.g. photocopiers, computers, printers and lighting. International Workplace will ensure that:

• Work equipment will be purchased based on its suitability to carry out work safely and effectively, not on a cost only basis.
• All tools/equipment will be visually inspected each working day prior to use to determine that they are fit for purpose.
• Any item found to be faulty will not be used until either repaired by a competent person or replaced.
• Where specialised equipment is used, only sufficiently trained competent people shall operate such equipment.
• Employees are NOT permitted to bring in their own Work Equipment for business use, unless approval is given by their line manager.

It is a legal requirement for employers to train employees on how to operate any work equipment they will need to use in the course of their work. A person who operates a machine and has not been trained, or has been trained poorly, runs a high risk of injuring him- or herself or others.

International Workplace therefore puts great store in maintaining a safe working environment and sees the training of employees in the correct and safe way of doing their jobs as a key contributing factor.

As a consequence, the company proposes to draft working procedures that detail the correct manner in which all potentially harmful activities must be carried out.

Where a specific procedure is required, it will be drafted by a competent person with the assistance of one or more of those whose job involves carrying out the task concerned.

4.14 Working at height

Working at height is deemed to be any work-related activity carried out above ground level. A place is ‘at height’ if a person could be injured falling from it, even if it is at or below ground level.

The Work at Height Regulations 2005 apply to all work undertaken at height wherever there is the potential for a fall to occur which may cause personal injury. No height limits are specified in the Regulations in recognition that all work undertaken at height has the ability to result in injury.

Work at height will range from the routine use of a stepladder to retrieve files on shelving to potentially higher risk activities undertaken such as work on the roofs of buildings.

International Workplace will carry out specific risk assessment on all activities that require working at height and will if possible:

• Competent contractors will be use where who has the appropriate equipment for above waist height

• Avoid work at height wherever possible.

• Staff are only permitted to use low rise steps to waist height.

International Workplace will ensure that:

• All work at height is properly planned and organised;

• Where applicable, all work at height takes account of weather conditions that could endanger health and safety;

• Ensure the competence of those working at height, either by checking competence or providing suitable training;

• The place where work at height is undertaken is safe;

• Equipment used for work at height is appropriately selected, used, inspected and maintained;

• The risks from fragile surfaces are properly controlled; and

• The risks from falling objects are properly controlled.

4.15 Display screen equipment

Under the Regulations, display screens are defined to include any screen that provides information in a numbers, words or images format. Workplace display screens, therefore, include not only VDUs but also microfiche readers and machine control screens as well.

According to the Regulations, we are required to assess all workstations that include DSE, with the aim of reducing any health risks found.

In general, these health risks will fall into two categories.

Ergonomic risks - Risks associated with the posture of a member of staff when using the equipment in question. For instance, do they have to remain still for lengthy periods, and, are the controls of the equipment (for example a keyboard) in an awkward position in relation to where the employee sits or positions their hands? These kinds of risk can give rise to work-related upper limb disorders and are dealt with under that policy.

Eye strain - In this respect, any habitual user of DSE may request to have his or her eyes tested. Habitual users are considered to be those who use display screens for more than three-and-a-half hours each day. International Workplace will provide vouchers towards the test and a basic pair of glasses required for the use of display screen.

Further tests should be carried out at periodic intervals. It will be for the qualified person undertaking the first test to determine what these periodic intervals should be.

All staff will be required to carry out a Display Screen Equipment (DSE) assessment to ensure that they are working in an ergonomically sound way and to highlight any issues which may require further investigation. Members of the health and safety team will carry out the assessment and provide suitable training to users.


4. Policy monitoring and review


The health and safety team will monitor the success of the policy and will regularly review the safety inspection and accident reports. They will also report to the Board recommending actions in order to continue the development of the health and safety management plan.

The policy will be formally reviewed and updated every two years by the Managing Director, or sooner if deemed appropriate, or by reasonable request.

‘Successful Health and Safety Management’ [HSG65], outlines a model on how an organisation can manage its health and safety risks. The review also embraces the requirements of Regulation 5 of the Management of Health and Safety at Work Regulations 1999, which states:

“Every employer shall make and give effect to such arrangements as are appropriate, having regard to the nature of his activities and the size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventative and protective measures.”

In practical terms, organisations should develop a safety management system which contains appropriate policies and procedures

International Workplace will implement a management system based on the HSG 65 format.