Health and Safety

Health and Safety at Work etc. Act 1974

General Statement of Policy

It is the policy of Ross and Roberts Limited to comply with the terms of the Health and Safety at Work etc. Act 1974 and subsequent legislation and to provide and maintain a healthy and safe working environment.

The health and safety objective of Ross and Roberts is to minimise the number of instances of occupational accidents, injuries and illnesses and ultimately to achieve an accident-free workplace.

All employees will be provided with such equipment, information, training and supervision as is necessary to implement the policy and achieve the above stated objective.

Ross and Roberts recognise and accept the duty to protect the health and safety of all visitors to Ross and Roberts, including contractors and temporary workers, as well as any members of the public who might be affected by our operations.

While the management of Ross and Roberts will do all that is within its powers to ensure the health and safety of its employees, it is recognised that health and safety at work is the responsibility of each and every individual associated with Ross and Roberts. It is the duty of each employee to take reasonable care of their own and other people's welfare and to report any situation which may pose a threat to the well being of any other person.

The management of Ross and Roberts will provide every employee with the training necessary to carry out their tasks safely. However if an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job then it is the employee's duty to report this to their supervisor or the Director.

An effective health and safety programme requires continuous communication between workers at all levels. It is therefore every worker's responsibility to report immediately any situation, which could jeopardise the well being of himself or herself or any other person.

All injuries, however small, sustained by a person at work must be reported to the Director or a delegated representative. Accident records are crucial to the effective monitoring and revision of the policy and must therefore be accurate and comprehensive.

Ross and Roberts health and safety policy will be continually monitored and updated, particularly when changes in the scale and nature of our operations occur. The policy will be updated at least every 12 months. The specific arrangements for the implementation of the policy and the personnel responsible are detailed below.

Safety Personnel

The person with overall and final responsibility for health and safety in Ross and Roberts Limited is the Managing Director:

In addition to other titles, he will be referred to as the Director of Safety. The person responsible for overseeing, implementing and monitoring the policy is the Safety Manager,

The Safety Manager's Deputy will be responsible in case of the Safety Manager's absence.

The following personnel will be responsible for the supervision of health and safety in particular areas:

R. Jackson Operations Director

  • Inspection of Property and equipment
  • Accident investigation and Reporting
  • Setting Company Health & Safety objectives
  • Monitoring Company performance in Health & Safety
  • Safety Training (OFFICER)

Consultation

The management of Ross and Roberts see communication between workers at all levels as an essential part of effective health and safety management. Consultation will be facilitated by means of staff and management meetings every 3 weeks or as often as is deemed necessary. Team Meetings, Staff Training and normal day to day management/worker communications as necessary.

The purpose of Staff and Management meetings and team meetings is to provide a forum in which information may be conveyed and employees' questions on health and safety issues answered. In addition these meetings will provide an opportunity to assess the continuing effectiveness of the policy. This will then be enhanced via the day to day communications.

Communication

The management of Ross and Roberts will endeavour to communicate to employees their commitment to safety and to ensure that employees are familiar with the contents of Ross and Roberts health and safety policy and other related documentation. Ross and Roberts communicates with its employees orally, in the form of directions and statements from supervisors; in writing, in the form of directives and this policy statement and by example.

Co-operation and Care

If we are to build and maintain a healthy and safe working environment, co-operation between workers at all levels is essential. All employees are expected to co-operate with safety officers and to accept their duties under this policy. Disciplinary action may be taken against any employee who violates safety rules or who fails to perform his or her duties under this policy. Employees have a duty to take all reasonable steps to preserve and protect the health and safety of themselves and all other people affected by the operations of Ross and Roberts.

Safety Training

Safety training is regarded as an indispensable ingredient of an effective health and safety programme. It is essential that every worker in the organisation be trained to perform his or her job effectively and safely. It is the opinion of the management of Ross and Roberts that if a job is not done safely then it is not done effectively.

All workers will be trained in safe working practices and procedures prior to being allocated any new role. If necessary training will include advice on the use and maintenance of personal protective equipment appropriate to the task concerned and the formulation of emergency contingency plans. Training sessions will be held at regular intervals and will provide another opportunity for workers to express any fears or concerns they might have about their jobs.

The personnel with the responsibility for safety training are detailed below:

Job Title: R. Jackson Operations Director

Workplace Inspections

It is the policy of Ross and Roberts to comply with the Workplace (Health, Safety & Welfare) Regulations 1992.

The Safety Manager will conduct regular inspections of the workplace. In addition inspections will be conducted in the relevant areas whenever there are significant changes in the nature and/or scale of our operations. Workplace inspections will also provide an opportunity to review the continuing effectiveness of the policy and to identify areas where revision of the policy may be necessary.

All inspections will be carried out with the core aim of Ross and Roberts' work in mind. We are a specialist organisation that provides a range of services within our core service provision. The needs of our personnel shall remain paramount in everything we do whilst at the same time we must recognise and facilitate the rights and legitimate needs of all involved with Ross and Roberts.

It must be remembered that this is an organisational wide policy and it is not limited to any individual aspect of our functioning.

Risk Assessments

Risk assessments are required under the Management of Health and Safety at Work Regulations 1992, specifically regulation 3 where there is a legal requirement to carry out suitable and sufficient assessments of all significant hazards within the work place. The purpose of carrying out assessments is to identify potential problems, rate them as to how severe they could be and how they are to happen; and then to put in place control measures to prevent them. The purpose is therefore to self-manage risks in the work place.

It is the policy of Ross and Roberts to comply with the Management of Health and Safety at Work Regulations, 1992.

How to assess risks

Risks Assessments should be completed by following the Health and Safety guide "ING163 - 5 Steps to Risk Assessment" as follows:

  • Step 1 - Look for hazards
  • Step 2 - Decide who might be harmed and how
  • Step 3 - Evaluate the risks and decide whether the existing precautions are adequate or whether more should be done
  • Step 4 - Record your findings
  • Step 5 - Review your assessment and revise it if necessary

Definitions

Hazard - means anything that can cause harm (eg. chemicals, electricity, working from ladders)

Risk - is the chance, high or low, that somebody will be harmed by the hazard.

Work Equipment

It is the policy of Ross and Roberts to comply with the law as set out in the Provision and Use of Work Equipment Regulations 1992 and all other relevant legislation. Ross and Roberts will endeavour to ensure that all equipment used in the workplace is safe and suitable for the purpose for which it is used. When necessary all workers will be provided with adequate information and training to enable them to use work equipment safely.

The use of any work equipment, which could pose a risk to the well being of persons in or around the workplace, will be restricted to authorised persons.

All work equipment will be maintained in good working order and repair. All workers will be provided with such protection as is adequate to protect them from dangers occasioned by the use of work equipment. All work equipment will be clearly marked with health and safety warnings where appropriate. All equipment will be tested and inspected in line with statutory requirements or at least annually whichever is the shortest timescale.

Personal Protective Equipment

It is the policy of Ross and Roberts to comply with the law as set out in the Personal Protective Equipment at Work Regulations 1992.

All workers who may be exposed to a risk to their health and safety while at work will be provided with suitable, properly fitting and effective personal protective equipment

All personal protective equipment provided by Ross and Roberts will be properly assessed prior to its provision.

All personal protective equipment provided by Ross and Roberts will be maintained in good working order.

All workers provided with personal protective equipment by Ross and Roberts will receive comprehensive training and information on the use, maintenance and purpose of the equipment

Ross and Roberts will endeavour to ensure that all personal protective equipment provided by them is used and used properly by its employees.

Manual Handling Operations

It is the policy of Ross and Roberts to comply with the law as set out in the Manual Handling Operations Regulations 1992.

Manual handling operations will be avoided as far as is reasonably practicable where there is a risk of injury.

Where it is not possible to avoid manual handling operations an assessment of the operation will be made taking into account the task, the load, the working environment and the capability of the individual concerned. An assessment will be reviewed if there is any reason to suspect that it is no longer valid. All possible steps will be taken to reduce the risk of injury to the lowest level possible.

Display Screen Equipment

It is the policy of Ross and Roberts to comply with the law as set out in the Health and Safety (Display Screen Equipment) Regulations 1992. Ross and Roberts will conduct health and safety assessments of all workstations staffed by employees who use VDU screens as part of their usual work and will ensure that all workstations put into service after January 1st 1993 meet the requirements set out in the Schedule to the Regulations and that all workstations NOW meet these requirements.

The risks to users of VDU screens will be reduced to the lowest extent reasonably practicable. VDU screen users will be allowed periodic breaks in their work. Eyesight tests will be provided for VDU screen users on request. Where necessary VDU screen users will be provided with the basic necessary corrective equipment such as glasses or contact lenses. All VDU screen users will be given appropriate and adequate training on the health and safety aspects of this type of work and will be given further training and information whenever the organisation of the workstation is substantially modified.

Control of Hazardous Substances

It is the policy of Ross and Roberts to comply with the law as set out in the Control of Substances Hazardous to Health Regulations 1989. A risk assessment will be conducted of all work involving exposure to hazardous substances. The assessment will be based on manufacturers' and suppliers' health and safety guidance and our own knowledge of the work process.

Ross and Roberts will ensure that exposure of workers to hazardous substances is minimised and adequately controlled in all cases. All workers who will come into contact with hazardous substances will receive comprehensive and adequate training and information on the health and safety issues relating to that type of work. Assessments will be reviewed periodically, whenever there is a substantial modification to the work process and if there is any reason to suspect that the assessment may no longer be valid.

Fire Safety

Ross and Roberts' fire safety policy and procedures take account of special fire hazards in specific areas of the workplace and, where appropriate, have been compiled with the assistance of the local fire service. The local fire service inspection staff are responsible for ensuring compliance with fire safety and prevention codes, for reviewing Company practices and procedures, inspecting and testing fire fighting, prevention and protection equipment and for advising on safe practices and procedures.

The person with responsibility for the maintenance and testing of fire alarms and fire fighting equipment is the Operations Director.

All workers within the organisation have a duty to report immediately any fire, smoke or potential fire hazards to the fire service (dial 999).

All workers have a duty to conduct their operations in such a way as to minimise the risk of fire. This involves taking care when smoking; keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials. The Director of Safety is responsible for the provision and maintenance of fire prevention and detection equipment.

Supervisors are responsible for keeping their operating areas safe from fire, ensuring that their staffs are trained in proper fire prevention practices and emergency procedures.

Fire Detection equipment

Smoke detectors and manually operated fire alarms are located at strategic points throughout the workplace. If a smoke detector sounds it is the responsibility of any employee present to inform all others and evacuate the building.

Fire Fighting Equipment

Fire extinguishers are located at strategic points throughout the workplace. Employees are expected to tackle a fire themselves only if it would pose no threat to their personal safety or any one else to do so. If the situation is dangerous or potentially dangerous the employee evacuate the building immediately.

Fire Doors

Fire doors designed to slow the spread of fire and smoke throughout the workplace have been installed at strategic points. Fire doors are designed to close automatically after opening and must never be blocked, jammed or tied open.

Fire Exits

Fire exits are located at strategic points throughout the workplace. Exit doors and corridors must never be locked, blocked or used as storage space.

Smoking

Smoking is not allowed in any of Ross and Roberts' buildings or vehicles.

Emergency Evacuation Procedure

In the event of the Fire/Smoke alarm being activated, or in any other emergency situation (such as a bomb scare), all employees must leave the building by the nearest available exit and assemble at the designated assembly point. The designated assembly point is located at each placement.

Practice fire drills will be conducted at regular intervals to ensure employee familiarity with emergency evacuation procedures.

Accident/Injury Investigation

It is the policy of Ross and Roberts to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1985. Ross and Roberts see accident investigation as a valuable tool in the prevention of future incidents. In the event of an accident or event resulting in injury a report will be drawn up by the Director of Safety or a person appointed by the Director of Safety detailing:

  • The circumstances of the accident including photographs and diagrams wherever possible
  • The nature and severity of the injury sustained
  • The identity of any eyewitnesses
  • The time, date and location of the incident
  • The date of the report

All eyewitness accounts will be collected as near to the time of the accident or injury as is reasonably practicable. Any person required to give an official statement has the right to have a lawyer or trade union representative present at Ross and Roberts' expense. The completed report will then be submitted to and analysed by the Safety Committee who will attempt to discover why the accident occurred and what action should be taken to avoid a recurrence of the problem. All reports will be submitted to Ross and Roberts lawyers who will advise on liability, proceedings and quantum of damages. The lawyers will then submit the report to Ross and Roberts' insurance risk advisors for assessment. A follow up report will be completed after a reasonable period of time examining the effectiveness of any new measures adopted.

Accident Reporting (To Ross and Roberts Clients)

Ross and Roberts will comply with the specific Health and Safety Requirements of our clients where they are not in conflict with our statutory commitments. We will add any specific client Health and Safety Requirements to our "Client Specific Requirements" appendices to Ross and Roberts Process documents.

We will report any major breach of health and safety legislation, or major Health and Safety incident to the Client.

Accident Procedure

First aid stations are located in our offices and in suitable locations in other Ross and Roberts properties. All first aid stations are clearly marked and are easily accessible by employees during all working hours. One person holding a current first aid certificate is responsible for the proper use and maintenance of each first aid station (this will be the allocated Placement Co-ordinator for each property). A list of emergency telephone numbers of doctors and hospitals available to the work site is posted next to each first aid station.

The Safety Manager is responsible for reporting all cases of accident and disease to the Director of Safety. Accident records are compiled and stored by the Director of Safety. The Director of Safety is responsible for reporting cases of accident and disease to the relevant enforcing authority under the RIDDOR 95 regulations where applicable.

Safety Rules

The following safety rules are to obeyed by all employees of Ross and Roberts during all working hours. Failure to comply with these rules may result in disciplinary action.

General

  1. All employees should be aware of, respect and adhere to the rules and procedures contained in this policy statement.
  2. All employees shall immediately report any unsafe practices or conditions to their supervisor or the Safety Manager.
  3. Suitable clothing and footwear will be worn at all times. Personal protective equipment shall be worn wherever appropriate.
  4. All employees are expected to attend departmental safety meetings.
  5. Any person under the influence of alcohol or any other intoxicating drug, which might impair motor skills or judgement, whether prescribed or otherwise, shall not be allowed on the job.
  6. Horseplay, practical joking or any other acts which might jeopardise the health and safety of any other person are forbidden - NOTE: this does not forbid play and practical joking as they are normal within the spectrum of healthy human interaction. However, clear forethought must be given to the reasonableness of the risk/s involved.
  7. Work shall be well planned and supervised to avoid injuries in the handling of heavy materials and while using equipment.
  8. Any person whose levels of alertness and/or ability are reduced due to illness or fatigue will not be allowed on the job if this might jeopardise the health and safety of that person or any other person.
  9. Employees should take care to ensure that all protective guards and other safety devices are properly fitted and in good working order and shall immediately report any deficiencies to their supervisor or the Director of Safety.
  10. Employees shall not adjust, move or otherwise tamper with any electrical equipment machinery or air or water lines in a manner not within the scope of their duties, unless instructed to do so by a senior member of staff.
  11. All injuries must be reported to the Director of Safety or a delegated representative.
  12. All waste materials must be disposed of carefully and in such a way that they do not constitute a hazard to other workers.
  13. No worker should undertake a job, which appears to be unsafe unless appropriate prior risk assessment has been undertaken.
  14. No worker should undertake a job until he or she has received adequate safety instruction and is authorised to carry out the task.
  15. No employee should use chemicals without the knowledge required to work with those chemicals safely.

Walkways

  1. All aisles and passageways must be kept clear. Wet surfaces should be either clearly marked with warning signs or covered with non-slip material.
  2. Where a passageway is being used by forklifts, trucks or other moving machinery a separate passageway should be made available for use by pedestrians. If no such alternative is available, warning signs should be prominently displayed and machine operators and pedestrians should exercise extreme caution.
  3. Equipment must be properly stored so that sharp edges do not protrude into walkways. Changes in floor elevation and ceiling height must be clearly marked, as must passageways near dangerous operations such as welding, heavy materials lifting or machinery operation.
  4. Aisles and passageways must be kept clear of debris, floor storage and electrical cables.

Lifting and Moving

  1. Lifting and moving of objects must be done by mechanical devices rather than by manual effort wherever reasonably practicable. The equipment used must be appropriate for the lifting or moving task
  2. Lifting and moving devices must be operated only by personnel trained and authorised to operate them.
  3. Employees must not be required to lift heavy or bulky objects, which overtax their physical condition or capability.

Manual Lifting and Moving

  1. The load to be lifted or moved must be inspected for sharp edges, slivers and wet or greasy patches.
  2. When lifting or moving a load with sharp or splintered edges gloves must be worn. Gloves should be free from oil, grease or other agents, which might impair grip.
  3. The route over which the load is to be lifted or moved should be inspected to ensure that it is free of obstructions or spillage which could cause tripping or spillage.
  4. Employees should not attempt to lift or move a load, which is too heavy to manage comfortably.
  5. Where team lifting or moving is necessary one person should act as coordinator, giving commands to lift, lower etc.
  6. When lifting an object off the ground employees should assume a squatting position, keeping the back straight. The load should be lifted by straightening the knees, not the back. These steps should be reversed for lowering an object to the ground.

Driving Safety

It is the policy of Ross and Roberts that drivers will comply with the Highway Code and all laws of the road. All workers that are required to drive as part of their working responsibilities must drive in ways that both comply with the laws of the road and which maximise their personal safety and that of others on the road at all times. Failure to comply with this requirement may result in disciplinary action.

All vehicles will be maintained in a safe and roadworthy condition and drivers will be responsible that the vehicles they are using are safe at all times, and to check basic safety aspects (such as lights, brakes, tyres, seat belts, head restraints etc) prior to the use of the vehicle.

All journeys should be thoroughly planned before setting off to ensure that the safest routes are used (Motorways are statistically the safest roads). In the case of Bailiff "on the road" situations, Bailiffs should also consider whether their route takes them into or through known sensitive areas, and should take appropriate precautions accordingly (to minimise the part of the journey through such sensitive areas; to ensure that the Bailiff support team are aware of the journey and vehicle location; and/or consider whether specific vehicle tracking is necessary). Journeys should also be planned to ensure that the total journey time is not excessive or such that it is likely to result in tiredness or fatigue while driving, and should take into account the prevailing weather conditions.

Hostile Situations and Locations

Bailiffs or other staff may find themselves in hostile situations or sensitive areas (where racial or social tensions exist). They may also find themselves carrying money collected from debtors which might pose a risk in such locations.

It is the Policy of Ross and Roberts that all workers in these situations should be experienced in handling such risks.

The following guidelines are provided for all workers in these situations:

  • Bailiffs should always consider the potential hazards and risks BEFORE entering a (collection) situation and pre-plan appropriate precautions, such as escape routes, back-up or communications so as to minimise risk. They should consider:
    • The nature of the area (in relation to crime and/or racial sensitivity)
    • The communication coverage of mobile phones
    • The considerations of proximity to potentially violent individuals (ie. narrow corridors or walkways) and escape routes.
    • The risk from above (from windows or balconies)
    • The risk from groups of people in the vicinity (groups of individuals or others)
    • The risk from animals or dogs.
    • Risks of slippery surfaces and/or stairs.
    • The risk of being taken hostage
    • The risk of damage to cars, violence or assault
    • The theft of property or cash
    • Whether assistance from colleagues or tracking from the Bailiff support team, so that they know exactly where they are during the visit, is appropriate.
    • Whether joint visits with the Police are appropriate
  • Bailiffs should only attend areas they consider might be 'sensitive' or risky in pairs.
  • Bailiffs or workers in these situations should either be experienced in handling these situations or should attend the "Danger in Violent Situations" training eg.
    • Staff are encouraged to remain impartial and objective
    • Staff try to avoid confrontation
    • If someone becomes aggressive, staff are trained to keep at a safe distance and stand sideways so as to appear less threatening.
  • If threatened with violence or attacked, Bailiffs or workers should always back away, leave the address, use their mobile phones for assistance, and call the police.
  • Where locations are out of mobile phone coverage, Bailiffs or workers should ensure that journeys are scheduled and where possible tracked via the vehicle tracking system. Bailiffs should advise the Bailiff support team both before and after entering a potentially hostile situation.
  • Bailiffs should always maintain a 'safe-distance' (approximately 2 arm lengths) from any debtor or potentially hostile individual.
  • Protective clothing should be worn to protect against dog bites and syringe injuries where applicable.
  • Staff should avoid wearing ties or scarves which can be grabbed in potentially hazardous situations.
  • Staff should ensure there is a safe means of escape (eg. Parking their car facing outwards from a cul-de-sac, or leaving gates ajar.
  • When collecting cash staff should always keep vehicles locked (from the inside while in transit) at all times (even during transit) and should generally drive straight to a bank or to the office with the cash. Staff should take care that they are not being followed when carrying or collecting cash

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