Health and Safety Policy
1. GENERAL STATEMENT
The Board of Directors, Chief Executive and members of the Management team of North Lanarkshire Leisure are committed to meeting their responsibilities under the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, Fire (Scotland) Act 2005, The Safety in Sports Grounds Act 1975 and associated protective legislation. To achieve these objectives, North Lanarkshire Leisure will appoint designated member(s) of staff to:
- Be responsible for health and safety.
- Keep workplace health, safety and welfare procedures under constant review.
- Liaise with the appointed external Health and Safety Consultant whenever necessary.
- Liaise with the Health and Safety Executive (HSE) wherever necessary.
- Keep the Board of Directors, The Chief Executive and the Senior Managers abreast of new legislation, EU Directives, Regulations, Industry Best Practice and British Standards in order to ensure ongoing compliance with the law.
Appendix 1 sets out the health and safety management structure for North Lanarkshire Leisure. North Lanarkshire Leisure takes the view that compliance with legislation will be the minimum standard to be achieved by its health and safety management system. It will continue to improve standards of health and safety as an integral part of responsible management.
Ultimate responsibility for all health and safety issues lies with the Board of Directors. Responsibility for the day-to-day decisions relating to health and safety issues will be delegated to the Chief Executive, Senior Managers, Section Managers, General Manager, Facilities Managers and Health & Safety Manager. The Health & Safety Manager will also be responsible for overseeing the operation of the Health and Safety Management System.
North Lanarkshire Leisure will comply with its duties towards employees under the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999, so far as is reasonably practicable, in order to
- Provide and maintain plant and systems of work that are safe and without risk to health, a safe place of work and a safe system of work
- Ensure the safety and absence of risks to health in connection with the use, handling, storage and transport of articles and substances
- Provide such information, instruction, training and supervision as may be necessary to ensure the health and safety at work of its employees
- Make Risk Assessments and Safe Systems of Work available to employees
- Take appropriate preventative/protective measures
- Provide employees with health surveillance where necessary
- Appoint competent personnel to secure compliance with statutory duties and to undertake reviews of the policy as necessary.
North Lanarkshire Leisure’s employees, agree as part of their contract of employment, to comply with their individual duties under the Health and Safety at Work etc. Act 1974 and other current Health & Safety legislation. Employees are therefore expected to co-operate with North Lanarkshire Leisure to enable it to carry out its health and safety duties and responsibilities. Failure to comply with health and safety duties and responsibilities, regulations, work rules and procedures regarding health and safety may be treated as a gross misconduct, and as such may be dealt with as outlined in the company’s disciplinary procedure.
This section outlines the distribution of Health and Safety responsibility throughout North Lanarkshire Leisure.
2.1 Board of Directors
The Board of Directors has ultimate responsibility for ensuring that:
- North Lanarkshire Leisure fulfils its legal responsibilities
- It will provide strong and effective health and safety leadership
- Effective resources are in place for the achievement of the policies concerned with health, safety, welfare and environmental protection
- the allocation of the resources necessary to maintain sound and efficient health and safety arrangements
- there is effective two way communication and engagement with employees to help improve health and safety
- appoint one of the Board as the Director for Health and Safety who will liaise with the Health and Safety Manager, Chief Executive and Sports Operations Manager to oversee the day to day management of health and safety.
2.2 Chief Executive
The Chief Executive has responsibility for ensuring that:
- Policy objectives are achieved
- Company policies are reviewed as appropriate in order to secure continuing compliance with existing policies and current legislation
- That health and safety is reported on within the annual report.
2.3 Sport Operations Manager
The Sports Operations Manager is responsible for overall Day to Day Leadership, direction and Management of Health and Safety and will ensure that all arrangements for the health and safety of customers, staff and those affected by North Lanarkshire Leisure activities, are made known, managed, controlled, monitored and reviewed.
2.4 Senior Managers, Area Managers, General Manager, Facilities Managers, Golf Courses Supervisor, Senior Sports Development Officer and Section Managers (Financial Controller, Business Development Manager, Maintenance Manager, Engineering Manager, Sports Development and Inclusion Manager, Health and Fitness Manager, Finance Manager, Catering Manager, Marketing and Membership Manager, Human Resources Manager, Training and Development Co-ordinator)
The Financial Controller, Business Development Manager, Area Managers, General Manager, Facilities Managers and Section Managers are accountable to their Senior Manager for implementing North Lanarkshire Leisure’s Health and Safety Policy, encouraging and assisting in developing safety procedures and ensuring that established rules and safe working practices are adhered to. They must also ensure that persons with supervisory responsibilities are properly trained and receive the support needed to meet their duties.
Area Managers, Facilities Managers, General Manager and Section Managers should ensure that necessary consideration is given to the requirements of the Safety Policy and, in particular, to the implementation of the following:
- Safe operating procedures are adopted and people are aware of what to do in the
- event of an emergency situation
- That risk assessments are undertaking and safe systems of work are
- implemented for their area of responsibility.
- That induction training includes health and safety matters
- That they know their own, and other persons’ responsibility for implementing the Safety Policy.
- That all accidents and dangerous occurrences are fully investigated and preventative actions are recommended in close liaison with the Health & Safety Manager.
- That all necessary arrangements are made and maintained in respect of Accident Reporting, First Aid, Fire precautions, etc.
- Ensuring that all activities carried out by North Lanarkshire Leisure’s employees will not create or risk hazard to customers, customers’ property, and/or their employees.
- Will maintain good housekeeping standards for their section/centres at all time.
- Ensuring that all employees are adequately trained and competent to carry out the work allocated to them without risk.
- Ensuring that, where health and safety training needs are identified, arrangements for training will be made as appropriate.
- Ensuring that all company procedures are adhered to at all times.
- Ensure that close liaison with any contractors is maintained in all matters regarding health and safety.
- Will ensure that any health and safety issues which can not be resolved by themselves are raised with the Health and Safety Manager and line manager.
2.5 Persons with Supervisory Responsibility
Persons with supervisory responsibilities are responsible to their line manager for the following:
- The day-to-day implementation of North Lanarkshire Leisure’s general Health and Safety Policy.
- The introduction of remedial measures to reduce or eliminate unsafe acts or conditions.
- Providing employees with information about hazardous substances and precautions in general.
- Providing employees with information, instruction, training and supervision in safe methods of work.
- Carrying out an initial investigation into accidents that occur in their area.
All employees will ensure that:
- They are fully conversant with this safety policy and co-operate with North Lanarkshire Leisure in meeting its statutory duties.
- They will take reasonable care of themselves and others who may be affected by their acts or omissions.
- No one intentionally or recklessly interferes with or misuses anything provided in the interests of health and safety, for example, fire extinguishers, fire alarms, etc.
- All accidents, dangerous occurrences and near misses are immediately reported to their line manager.
- They are fully conversant with all Safe Operating Procedures and Emergency Procedures applicable to the area in which they are working.
- That at all times make full use of the appropriate safe systems of work, equipment provided for personal safety shall be used and maintained in a condition fit for that use, and any defects immediately reported to line management.
- Will report to their line manager any unsafe systems of work which develop contrary to instructions, unsafe working conditions, damage to plant, machinery or equipment.
2.7 Health & Safety Manager/ Officer
- Will advise managers of their responsibilities for health, safety and welfare under any relevant legislation.
- Will investigate serious accidents, dangerous occurrences and similar incidents and prepare reports for submission to the Board, the Chief executive and the Health & Safety Executive, as necessary, and make recommendations to prevent recurrence.
- Will provide advice on industry best health and safety practice and will advise upon the health and safety content of all specifications and contract documents.
- Will advise on necessary personal protective equipment.
- Shall be consulted at the planning and subsequent stages of the construction of new property and the revitalisation, adaptation or extension of property and will provide advice in these areas.
- Will recommend appropriate training of employees and assist with its implementation in conjunction with the Training and Development Co-ordinator
- Will advise on the display of material and publicity regarding health and safety.
- Will monitor both employees and contractors in compliance with this policy
2.8 External Health and Safety Specialist Support
- To provide updates and guidance on legislation and sound practice in health and safety management.
- Attend specified health and safety team meetings.
- Provides guidance on documentation and systems related to the Health and Safety Management System.
This section describes the procedures that will be implemented by North Lanarkshire Leisure in order that the company’s aims and objectives for improving Health and Safety at Work can be achieved.
3.1 Statutory Obligations and New Legislation
- The Health and Safety Manager will be responsible for the provision and dissemination of advice and information to the Board of Directors, Chief Executive, Senior Managers and other staff.
- The Health and Safety Manager will maintain close contact with the Health and Safety Executive, and any Health and Safety Consultants appointed and other organisations from which information may be obtained regarding health and safety matters.
3.2 Measuring Performance
- The Health and Safety Manager will measure performance against agreed standards to identify when and where improvements are needed at or across all North Lanarkshire Leisure premises.
- The Health and Safety Manager/ Officer will actively monitor the effectiveness of the Health and Safety Management System, which includes premises, plant, substances, staff, procedures and systems.
- The Health and Safety Manager/ Officer will, if control measures fail carry out reactive investigation to discover why an incident occurred. This will determine the immediate causes of sub-standard performance and will identify the underlying causes and the implications of the design and operation of the Health and Safety Management System and implement the appropriate control measures to improve the Health and Safety Management System.
3.3 Reviewing Performance
- The Health and Safety Manager/Officer will systematically review the performance based on data from the Health and Safety Audits and Action Plans of the whole Health and Safety Management System
- The Health and Safety Manager/Officer will continuously improve the development of policies, systems and techniques of risk control
- The Health and Safety Manager/Officer will assess the overall performance by:
- Internal reference to key performance indicators, such as the monthly Health and Safety report and monthly and quarterly updates on outcomes from the monthly inspections and Action Plans.
- External comparison with the performance of other Leisure Trusts and Quest.
- Every twelve months North Lanarkshire Leisure conducts with the Health and Safety Manager and staff representatives a safety management review which includes: -
- Review of reports from health and safety improvement team.
- Review of major incidents.
- Summary of trend analysis of accident reports.
- Review of safety performance and achievement of safety and policy objectives and safety policy commitment.
- The health and safety working group meets at least four times a year and reviews all safety information provided and carries out its functions in accordance with the safety policy.
3.4 Audits and Inspections
- The Health and Safety Manager/Officer will – in conjunction with Facilities, General Manager and Section Managers - organise or carry out regular audits and monitor the effectiveness of the Health and Safety Policy, Safe Operating Procedures and practices in relation to North Lanarkshire Leisure premises.
- The Health and Safety Manager/Officer – in conjunction with the Area/ Engineering Manager/ General Manager/ Maintenance Manager - will arrange for the auditing of Sub-Contractors’ health and safety performance on North Lanarkshire Leisure’s premises. The results of such monitoring will be recorded and corrective action, if required, will be undertaken.
- The Health and Safety Manager/Officer and the Area/ Engineering Manager/ General Manager/ Maintenance Manager will monitor all statutory inspections.
- The Health and Safety Manager/Officer will monitor all Facilities Managers and Section Managers inspections.
3.5 Recruitment of Employees
- The Health and Safety Manager/Officer and the Training and Development Co-ordinator will assist Managers in providing advice relating to Health and Safety and induction training.
3.6 Buildings, Plant and Equipment
The Health and Safety Manager/Officer, in conjunction with Area/ Engineering Manager/ General Manager/ Maintenance Manager, will ensure that:
- All buildings, plant and equipment meet statutory requirements
- That any remedial action required is carried out without delay
- That any unsafe equipment is safely immobilised and labelled
- That all new equipment conforms to statutory requirements.
- The Planned Preventive Maintenance (PPM) programme is developed
- The Health and Safety Manager/Officer, in conjunction with the Area/ Engineering Manager/ General Manager/ Maintenance Manager and Facilities Managers, will ensure that all Sub-Contractors who are to work on, or in, any of North Lanarkshire Leisure’s premises will be made aware of all safety procedures and any hazards applicable to the areas in which they are to work.
3.8 Fire Precautions
The Health and Safety Manager/Officer, in conjunction with the Engineering Manager/ Maintenance Manager, General Manager and Facility Managers, will ensure that:
- All fire fighting appliances, detection systems, emergency lighting, alarms, fire doors and exits and other fire management systems are regularly inspected and tested in line with British Standards and the information is recorded within the Fire Log book
- The Fire Procedure is displayed and reviewed at frequent intervals
- There will be regular tests of the fire evacuation procedures and the information is recorded within the Fire Log Book
- Regular Fire Risk Assessments are being carried out and identified corrective action implemented as a matter of urgency
- Regular and ongoing fire warden training for designated staff and fire safety awareness training for other staff will be carried out
3.9 Control of Substances Hazardous to Health
- The Health and Safety Manager/Officer, General Manager, Facilities Managers, Engineering Manager/ Maintenance Manager will ensure that no new chemicals or substances will be purchased or brought into any of North Lanarkshire Leisure’s premises until their hazards have been assessed in accordance with the Control of Substances Hazardous to Health Regulations 2002 by the COSHH Working Group.
3.10 Risk Assessments and Safe Systems of Work
The Health and Safety Manager/Officer will ensure that:
- All premises and activities subject to Risk Assessments are assessed in accordance with the relevant legislation using North Lanarkshire Leisure documentation. Such assessments will be reviewed whenever any of the following factors occur:
- Change in legislation
- Change in control measures
- Significant change in work carried out (e.g. change in chemicals used)
- Transfer to new technology
- When original assessment is no longer valid
- Assessments will be completed by competent staff and records maintained by the Health and Safety Manager/Officer and Section/Facility Managers.
- The results of all such assessments will include a Safe System of Work and will be communicated to and be available for inspection of all employees
- All assessments will identify necessary protective and preventative measures
- Annual review of risk assessments is conducted at site.
Visitors to any location may not be aware of the risk associated within the site, therefore all visitors must:
- Sign in on arrival and will receive a Visitors Pass
- Where possible be accompanied by the person they are visiting, who in turn is responsible for the visitor’s safety and ensuring that visitors are aware of any hazardous process or situation they may be exposed to
- On leaving the premises, sign out at Reception
General Manager, Facilities Managers and Duty Officers/Supervisors will be responsible for ensuring that this procedure is observed
3.12 First Aid
- The Training and Development Co-ordinator will ensure that First Aiders are appointed for all North Lanarkshire Leisure’s premises in accordance with the Health and Safety (First Aid) Regulations 1981.
- The First Aiders will be responsible for the taking of prompt and appropriate action following any accident, whether to an employee or not.
- People with supervisory responsibilities will be responsible for the maintenance of the contents of all First Aid Kits and ensure that only items specified will be retained in the kits.
- The First Aiders will ensure that all accidents, no matter how minor, will be reported on North Lanarkshire Leisure’s Accident Report Form with the accident being reported on CIRIS, for final approval by the Health and Safety Manager/Officer.
- The First Aiders will ensure that where a contractor engaged by North Lanarkshire Leisure is involved in an accident, a copy of the Incident Report Form will be sent to his/her employer.
3.13 Reporting and Investigating Accidents and Dangerous Occurrences
- All accidents, dangerous occurrences and near misses will be reported immediately by the members of staff involved, to their line manager responsible for the facility or section as soon as possible after the event.
- All accidents, dangerous occurrences and near misses will be investigated within 24 hours by the relevant Duty Officer and Section Manager, and a report sent to the Health and Safety Manager/Officer in line with established protocols. The Chief Executive and senior management team will be informed immediately about all major accidents and dangerous occurrences.
- The Health and Safety Manager/Officer will notify HSE of all Reportable Incidents
- All incidents will be reported and recorded by Duty Officer and General Manager, Facilities Managers or Section Managers who will complete and sign off before sending the completed report to the Health and Safety Manager/Officer via the Council’s Incident Reporting and Information System (CIRIS)
- The Health and Safety Manager/Officer will analyse the incident statistics on a monthly basis and issue a report to all Managers identifying trends and common causes of accidents.
Training of employees is fundamental to the organisation’s approach to health and safety. The planned approach ensures:-
- Identification of training needs
- Training programme to ensure competence
- Effective training records
- Review and appraisal of employee performance.
- There is an active programme of staff consultation in line with the Safety Representatives and Safety Committee Regulations 1977 and the Health and Safety Consultation with Employee’s Regulations 1996. Staff are kept up to date on changes which may affect their health and safety and wellbeing and active communication takes place through team meetings. Where appropriate these meetings are minuted
3.16 Planning and Control
- It is the objective of North Lanarkshire Leisure to have a planned approach to health and safety management. This will be based upon having a clear safety policy and strategy, effective planning, good implementation and operation of safety procedures, comprehensive monitoring and measurement processes and a clear management review.
- The Chief Executive is ultimately responsible for health and safety within North Lanarkshire Leisure including the achievement of the safety objectives, provision of appropriate resources, competent appointments, training, systems of work, monitoring and review of safety performance.
- The nominated Health and Safety Director provides a link between the Board of Directors and those responsible for the day to day management of health and safety.
- General Manager, Facilities and Section Managers are responsible for the safe operation of the services under their control.
- There is an active programme of staff consultation in line with the Health and Safety Consultation with Employee’s Regulations 1996. Staff are kept up to date on changes which may affect their health and safety and active communication takes place through team meetings. Where appropriate these meetings are minuted.
- The documentation that forms the health and safety operating procedures is kept up to date by the Health & Safety Manager/Officer. Out of date copies of documentation are promptly removed by the General Manager, Facilities or Section Manager. Facilities or Section Managers will organise training on updates to North Lanarkshire Leisure requirements as detailed in the Health and Safety Operating Procedures.
- The Health and Safety Operating Procedure identifies the key safety procedures within North Lanarkshire Leisure that are required to be documented. They are supported by effective training programmes with appropriate training and inspection records
- Every twelve months the organisation conducts with the Health and Safety Manager/ Officer and staff representatives a safety management review, which includes:-
- Review of Health and Safety reports
- Review of major incidents and accidents
- Summary of trend analysis
- Review of safety performance and achievements in developing safety.