This policy is updated on at least an annual basis with more frequent amendments/additions based on legislative and process changes.
|Version||Description of amendments to previous version||Date of completion||Authoriser|
|1.0||Initial version of policy||22/12/2009||Steven Mitchell Head of CI|
|1.1||Small amendments to initial version to include embedded Health and Safety stencils||01/03/2010||Steven Mitchell Head of CI|
|1.2||Revised policy to include updated monitoring stencil and placement paperwork||20/05/2010||Steven Mitchell Head of CI|
|1.3||Revised policy to include new template for work placement/apprenticeship pre-vet||19/08/2010||Steven Mitchell Head of CI|
|1.4||Annual review of Health and Safety Policy; small amendments to process for accidents||01/03/2011||Steven Mitchell Head of CI|
|1.5||Annual review of Health and Safety Policy; additional guidance on RIDDOR reportable events||14/02/2012||Steven Mitchell Head of CI|
|1.6||Further reviews of templates used for recording pre-vet and centre risk assessments||26/09/2012||Steven Mitchell Head of CI|
|1.6.1||Annual review of Health and Safety Policy; no amendments||03/04/2013||Steven Mitchell Head of CI|
|2.0||New version of policy including additional guidance on training for those assessing risk within the centre||03/01/2014||Steven Mitchell Head of CI|
|2.1||Annual review of Health and Safety policy; no key amendments||14/02/2015||Steven Mitchell Director of CI|
|2.2||Annual review of Health and Safety policy; no key amendments||10/05/2015||Steven Mitchell Director of CI|
|2.3||Annual review of Health and Safety policy; no key amendments||14/05/2016||Steven Mitchell Director of CI|
|2.4||Update manual to confirm annual review and update||01/11/2016||Steven Mitchell Director of CI|
|2.5||Change of logo; review policy for accuracy and efficacy||02/05/2017||Steven Mitchell Director of CI|
|2.6||Review of policy for accuracy and efficacy||21/09/2018||Anthony Melia – Head of Quality/ Steven Mitchell Director of RI&D|
|2.7||Review of policy for accuracy and efficacy||22/01/2019||Anthony Melia – Head of Quality/ Steven Mitchell Director of RI&D|
|2.8||Review of responsibilities
Update policy in line with personnel changes
|02/05/2019||Anthony Melia – Head of Quality/ Steven Mitchell Director of RI&D|
|3.0||Amendments made in line with new enrolment process||21/05/2019||Anthony Melia – Head of Quality/ Steven Mitchell Director of RI&D|
|3.1||Annual Review of Policy. Reference to Covid -19 arrangement||12/06/2020||Steven Mitchell Director of RI&D|
|3.2||Annual Review of Policy. Update on Covid measures||30/07/2021||Steven Mitchell Director of RI&D|
This policy will apply to Skills Training UK Head Office and all locations across the UK and will include all sub- contracted provision across all contracts. For the avoidance of doubt delivery locations include employer premises where training is delivered, including apprenticeships.
Skills Training UK is committed to providing a safe and healthy work environment for its employees, learners, visitors, stakeholders and members of the public alike. Our company is dedicated to minimising the possibility of accidents and work-related injuries. To express that commitment, we continuously strive to implement effective control measures and monitor our industry for best practice. This policy document outlines how STUK’s Health & Safety arrangements will be implemented and monitored, and who will be responsible for each area of the implementation.
The policy will be reviewed on an annual basis. STUK’s commitment to providing a safe and healthy working environment means that it is always ready to adapt its policy and practices to meet new legislation as they are laid down.
Skills Training UK through all levels of management has implemented a Health and Safety Working Group. The role of this committee will be to hold Health and Safety forums, discuss centre issues and focus efforts on improving all round safe procedures. Any best practice outlined will be disseminated throughout the company and highlighted to Partners.
Skills Training will take the following proactive steps to ensure appropriate Health and Safety provisions
Skills Training UK recognises its duty of care under the Health and Safety at Work Act 1974 and other specific legislation and is fully committed to do all in its power to protect the safety, health and welfare of its apprentices and employees. We will endeavour to provide a safe and healthy working environment including premises, equipment and systems of work that are, so far as reasonably practicable, safe and without risk to health. The target of an injury free, healthy work force is all our responsibility for all learners and members of staff; including apprentices. We recognise the link between safety and efficiency and place a high priority on meeting safety objectives and the prevention of accidents and injuries.
All employees of Skills Training UK are responsible for the implementation of the policy. The support of every member of staff in the organisation is required to minimise the risk of accidents and health-related incidents which may create disruption to our organisation, other organisations within our supply chain or where apprenticeship delivery is undertake, and also each learner/apprentice. All employees are reminded of their obligations and responsibilities in law to protect themselves, their apprentices and other people from danger and injury.
Adequate resources, such as sufficient information, instruction and training employees is provided. Employees will comply with any training which is given and follow the arrangements and safe systems of work. This may include the use of any necessary personal protective equipment; including most recently social distancing and PPE measures as advised by Public Health England. Sufficient resources will be made available to ensure the implementation of this policy and procedures; to monitor and improve safety performance; and to ensure good compliance and co-operation.
Skills Training UK acknowledges and recognises the role of staff and the need for consultation on matters concerning the safety, health and welfare of its apprentices, learners and employees. We accept our responsibility for health, safety, and welfare of others (public contractors and visitors) that may be affected by our business. Health and Safety is included as part of the induction for all new staff and also new learners and apprentices.
The safety policy will be kept up to date by periodical reviews (at least annually) and will consider any new legislation, equipment, processes, or changes to work which affect Health and Safety. Employees will be involved in the Health and Safety Policy formulation and review. Specific role-led responsibilities are outlined below.
The Health and Safety Officer for Skills Training UK is the Director of Research Innovation and Development who sits on the Board. Health and Safety is included as part of the Quality and Compliance element of monthly Board Reports which is provided by the Head of Quality, Anthony Melia, who leads of the delivery of Health and Safety objectives.
Health and Safety staff should provide information, advice and guidance to staff to meet their obligations.
They should support in the development and updating of policies, procedures, forms and resources including investigation as required.
Skills Training UK apprentices are full-time employees of their employer and, in accordance with Health and Safety Regulations 1990, responsibility for the health and safety and welfare of the apprentice lies with the employer. Skills Training UK will work in partnership with the employer to ensure apprentices are safeguarded and protected and will undertake a workplace risk assessment for all apprentices prior to commencement of apprenticeship delivery. The remainder of this policy applies equally to Trainer Assessors who deliver apprenticeship training in the workplace as to Centre Managers who manage centre-based training. Employers for whom we deliver Apprenticeship Training are required to:
The following is a non-exhaustive list of further considerations in the workplace environment.
Appropriate tasks/workplace environment: All operations will be reviewed, and jobs and tasks designed in such a way as to minimise the likelihood of work-related problems. Environment Adequate arrangements should be made to provide the correct levels of temperature, lighting, ventilation, noise and hygiene facilities for health and safety. Should this not be possible, then personal protective equipment including hand gels will be provided to protect the individual concerned. It is the duty of all those in charge of work to create and then maintain safe working practices. Where specific safety issues apply, these must be developed into formal written safe systems of work. Staff are required to formulate local safety rules, which consider the hazards of the activities at the location where they work.
Safe systems at work: People slipping, tripping, falling, bumping into objects, or having something fall on them cause the most serious accidents. Contaminates on the floor such as water, wastepaper or trailing cables are the main cause of people falling. People running or hurrying, especially up or down stairs, are the main cause of slips and trips. Special care should be taken during inclement weather when water can be carried into the building on shoes or other footwear making walking conditions hazardous.
Use of Display Screen Equipment: Skills Training UK aims to reduce risks of using display screen equipment and so provides workstation assessments, training, and eyesight tests. Everyone who works with display screen equipment (DSE) should be issued with a copy of the booklet ‘Health and Safety Guidelines for DSE Users’, which contains information about ergonomics/environment, posture, eye tests and work patterns. If you work on DSE and have not received a personal copy of the booklet, ask your manager to obtain one for you. You must follow the guidance in the booklet. If you experience any symptoms relating to keyboard work, report it to your Line Manager immediately. An incident report form should be completed and distributed appropriately. If you operate display screen equipment you are entitled to request an eyesight test from a qualified optometrist.
Overview of Information, Instruction and Training
Training and ongoing advice and instruction are delivered through staff and customer induction programmes and refresher training, with other short courses where required.
Operations Managers, Apprenticeship Delivery Managers and Centre Managers will be responsible for more centre specific Health and Safety training. Managers will ensure that all new or relocated staff members are shown the locations of first-aid boxes, accident books, fire exits, and firefighting equipment. The evacuation and alarm procedures will also be explained. They will also ensure that all staff members in their centre/department are aware of the company’s Health and Safety Policy.
Where elements of risk are involved in a task each Managers will be responsible for training and then supervising new staff members until they are satisfied that the staff member can perform the task safely.
Health and Safety information will also be communicated to staff and all other individuals visiting STUK centres using relevant related posters (for example, manual handling posters) and displaying them prominently on the Health and Safety notice boards.
Overall responsibility for Health & Safety in Skills Training UK will be the Board of Directors, who will also be responsible for setting out the policy, and ensuring it is reviewed on at least an annual basis. Martin Dunford as Chief Executive has overall responsibility to ensure the Health & Safety Policy is implemented across Skills Training UK.
The Management of Health and Safety at Work Regulations 1999 (As amended) further require staff members to:
STUK expects all its staff members to keep their work areas clean, tidy and maintain a safe work environment at all times. All staff and customers should be aware that clutter, drawers left open, trailing wires, uneven floors, spillage, improperly stacked boxes and blocked or narrowed fire exits can pose very serious safety hazards. It should be recognised by all staff members that failure to abide by Health and Safety requirements can result in serious injury to themselves or others on the premises and could be regarded as a disciplinary offence. In particular, interference with or the misuse of equipment supplied by STUK in the interests of Health and Safety or welfare may be treated as an instance of misconduct, which could lead to dismissal.
It is the responsibility of every member of staff, customer or visitor to any STUK premises, not to use any equipment or machinery that he or she may consider to be unsafe or defective or has been indicated as such. No disciplinary action will be taken against any member of staff who refuses to use such equipment. The discovery of any defective or unsafe equipment or potential hazard will be reported to the relevant Manager or Team Leader immediately or as soon as possible. The potential hazards should also be brought to the attention of all staff and customers, and the equipment isolated from use until any defects have been rectified and made safe. Once any defects have been rectified or the piece of equipment is determined as being safe by a responsible and qualified person, staff and customers are expected to use the equipment.
Skills Training UK recognise the importance of regular and effective monitoring of Health & Safety and have put in place a framework to ensure that all staff can feel confident of their working environment, and that encourages safe learning among our customers and Sub-contractor base.
Summary of responsibilities
Risk Assessments for Delivery Sites
Risk Assessments will be carried out for all new delivery sites. For the avoidance of doubt, this includes any premises where education and training takes place which includes apprenticeship delivery and where work placements are undertaken (for example in Traineeship delivery). Each delivery site is expected to have a periodic (minimum annual) Health and Safety check to ensure that the site conforms to the Health & Safety policy as detailed above and below.
The Basic Health and Safety Checking form is to be used by the Team Leader or Centre Manager every three months for Health & Safety inspections to check that standards are being implemented and management controls are in place.
This will bring to the awareness any safety products dates, or when maintenance of items that will need to be renewed. The Monitoring Form provides the opportunity to check how the Health & Safety System is doing and to identify and resolve any problems before they escalate.
If there is a concern that cannot be rectified, please contact Health and Safety Officer.
Team Leader will complete this form every month for their centre, answering all questions regarding the building, staff, and general safety of the environment. The Monitoring form once complete should be filed in the centre, with a copy sent to Head Office for storing by the Health and Safety Officer. The Health and Safety Officer will periodically check that the Monitoring form is being submitted by all centres, and will ask the Quality team to periodically check to ensure that the monitoring form reflects the current conditions within each centre.
All employees will be given Health and Safety induction training when they start their employment with STUK. This covers the basic instructions of:
Annual refresher training will be made available for legislative changes, updates to the Health & Safety policy, or in the event of a specific occurrence that requires training to staff. Job specific training will be provided by Centre Manager; though suitable elements of training may be outsourced as appropriate to external provision.
Training records for all Health & Safety related training will be kept under the training section on our Breathe HR system and this is monitored by the Human Resources Department. It is expected that all members of staff will have completed as a minimum training in the below subject areas. Additional training and any refresher training requirements will be identified and arranged by Centre Manager/Team Leaders through the Quality team. Training advice and instruction are delivered through staff and customer induction programmes and presentation talks
The nature of STUK’s operations does not generally require the use of personal protective clothing or equipment. However, in some tasks such as cleaning and tidying of the centre, where chemicals may be used, STUK will endeavour to provide the necessary personal protective items. Steps are taken to ensure that contractors supplying manual services to the company comply fully with Health and Safety requirements, including the use of protective clothing and equipment. The responsibility for this and for ensuring that contractors meet Health and Safety regulations rests with the Manager or Director who agreed the contract. The Health and Safety Officer will also be available to offer further advice where required.
There are a small number of potentially hazardous substances with which STUK Staff and customers are likely to come into contact. It is important that all STUK staff members and customers are aware of these substances, and of the risks involved if they are misused. Issues relating to COSHH will be brought to the attention of all new staff by Centre Managers and Team Leaders in each centre.
All cleaning chemicals in Centre to be recorded in the COSHH File.
The cleaning company to carry through risk assessment of all cleaning chemicals in Centre. This will ordinarily already be provided in most serviced offices though a copy should be available in the centre
Review cleaning agents and COSHH Risk Assessment file every two months.
COSHH is not limited to cleaning products and includes any substance with the potential to cause harm. For instance, printer toner and dusts could be health hazards and therefore all staff should be made aware of the safe usage of these products before handling.
STUK members of staff will be trained in performing manual handling operations safely and will be supervised until their manager is satisfied that they can perform such tasks independently. STUK recognises that some members of staff will have to perform occasional manual handling tasks as part of everyday office activity. All staff will therefore be given basic manual handling training as a part of their induction programme.
The following information should be made available to all customers and staff within the centre; this also includes premises checks for apprenticeships and work experience activity. This will ordinarily be provided by a poster or information booklet as appropriate, and it is the Health and Safety representative (for the centres) responsibility to include this in their risk assessment.
An Accident Book is a log of all accidents and injuries sustained by customers while at the centre or participating on any provision offered by either Skills Training UK or Provider.
If any accident occurs while a Customer is on the programme, it is the responsibility of the Team Leader/ Manager to complete the Accident Book, outlining the nature of the accident, the time/date of when the accident occurred, and any additional pertinent information. If the accident required First Aid, it is the responsibility of the designated First Aid Representative to record in the Accident book all accident information and cases of work-related ill health. The accident book will be kept in a place where it is easily accessible to all employees at all reasonable times.
Data protection law requires that personal information will be kept confidential and secure. The Manager/Team Leader to be responsible for the safekeeping of completed accident records.
All employees who have an accident at work that results in personal injury or ill health will make an entry in the accident book or have someone else make the entry on their behalf.
An entry in the accident book will not be seen by anyone apart from those people who need to see it to investigate the accident and take the appropriate action. Completed accident records will be detached from the book and passed to the Manager, Team Leader and First Aider and stored securely in a lockable filing cabinet.
If first aid treatment is given by an authorised first aider it will be recorded in the Accident Book.
If unsure about any Health and Safety matter, please contact the Health and Safety Officer
A record of the incident will also be passed to the Quality representative responsible for collating Health and Safety data
First aid provision is available in all STUK Centres, and each centre is expected to have as a minimum, one individual who is qualified to administer basic first aid provision. A designated area will be assigned where First Aid provision will be made available and can be administered.
If an accident occurs which requires First Aid treatment, it is the responsibility of the First Aid representative to assess the suitability for First Aid provision, and to treat the individual within the limitations of their training. It is important that any treatment should be indicated in the accident book as indicated above.
The Centre Manager or Employer (for apprentices and work experience) is responsible for ensuring the fire risk assessment is undertaken and implemented. Each Centre will have a designated Fire Warden, who will ordinarily be either the Centre Administrator or Centre Manager. The key role of the Fire Warden will be to:
Fire Wardens are tasked with the weekly upkeep of the Fire Safety Log Book, which is used for recording all details of fire safety including fire alarm testing, evacuation, any false alarms, and periodic checking of equipment. Most Fire & Safety Log Books are self-explanatory with advice and instruction given. The Fire Warden will ensure that the fire book is kept up to date and monitored at all times and this will be checked by the Health and Safety representative on a biannual basis, with more regular checks being carried out by the Centre Manager or Employer.
While a number of Skills Training UK offices are serviced and therefore will already have a Fire Warden for the building, there will still be a designated Fire Warden for Skills Training UK offices. In the event of a fire or fire drill, it is the responsibility of the Fire Warden to:
In addition, the Fire Warden will:
In line with the requirements of the Workplace (Health, Safety and Welfare) Regulations 1992, Skills Training UK is committed to providing a safe place of work, with appropriate welfare facilities. This includes:
All employees have the responsibility to seek to ensure that such facilities are not abused or misused.
Skills Training UK requires the suppliers of new equipment such as printers, fax machines, photocopiers, etc. to ensure that they are safely installed and clear operating instructions given to staff. It is the responsibility of the Centre Manager to ensure that adequate equipment is installed and is being safely used at that location. The installation of equipment should not be carried out by unqualified members of staff, and therefore should be coordinated with the relevant parties to avoid staff having to assemble or set up equipment where at all avoidable. For apprentices where equipment is provided by Skills Training UK it is the responsibility of the Trainer Assessor to ensure that the equipment is safe to use.
Skills Training UK comply with Electricity at Work Regulations. We reduce the potential of an electrical hazard by:
Regular testing and inspections are carried out on electrical installations at least every five years. Portable appliance testing will take place at a frequency determined by the risks associated with their
use. All colleagues are informed that no personal equipment is permitted onsite unless presented for inspection, tested authorised.
Skills Training UK is responsible for ensuring, so far as is possible and practicable, the health, safety and welfare of staff and apprentices through the implementation of a stress management system. All staff and apprentices should be made aware of Skills Training UK’s approach to stress management. All managers are responsible for monitoring workloads of their team members. We will address areas of concerns through the following approaches:
This will be monitored by leaders, managers and HR staff.
The main reason for investigating an incident/accident is to identify the causes of the accident so that action can be taken to prevent a recurrence. Accident investigations should be carried out as soon as possible after the event, with the results of the investigation recorded in the Health & Safety folder. The report will give a full description of the accident and its causes.
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), place a legal duty on Skills Training UK to report any incidence where any of the following has occurred. Definitions for each of these is included on the Health & Safety Executive website, and the Health and Safety Officer will decide whether an accident or incident it RIDDOR reportable.
Definitions available at: http://www.hse.gov.uk/riddor/guidance.htm
Reporting accidents and ill health at work is a legal requirement. The information enables the Health and Safety Executive (HSE) and local authorities, to identify where and how risks arise, and to investigate serious accidents.
In addition to reporting accidents, it is also a requirement for Skills Training UK to report incidences where an accident did not occur, but potentially could have had serious consequences. This is usually termed a ‘near-miss’ and will also be reported to the Health and Safety Executive.
The process of Accident Investigation can be broken down into 5 steps which should be followed in all instances where an accident or ‘near-miss’ has occurred.
Step 1 – The Immediate Response: Make sure that treatment of any injured persons and processes have been made. Make safe or isolate any electronic device, machinery or process and where required contact the Emergency Services . Report all accidents to the Health and Safety Officer immediately, even if the incident did not result in an accident
Step 2 – Assemble the Facts: Gather evidence as soon as possible after the accident/incident. Any damaged work equipment should be labelled and kept in a safe place away from customers and staff. Witness statements should only be taken in the case of serious injury; this will be ascertained by the Health and Safety Officer who will advise how best to continue the investigation.
Step 3 – Determine the Causes: An unsafe act or condition may be the cause of the injury but will not necessarily be the root cause of the accident. The majority of accidents have causes relating back to the management of the activity. When searching for the causes of accidents it is useful to consider the following areas:
Step 4 – Post Accident Risk Assessments: The results of the investigation will show whether existing control measures are adequate or what remedial action is needed. Risk assessments should be reviewed and updated whenever the accident investigation indicates that the earlier assessment is no longer valid.
The Health and Safety will be responsible for reporting the incident/accident to RIDDOR as appropriate and will organise for a full risk assessment of the centre, with particular attention given to the location of the accident.
Step 5 -The Recommendations: A full report will be provided by the Health and Safety Officer covering what actions are necessary to eliminate the hazards or control the risks that the hazards pose
The Centre Manager (or Trainer Assessor in the workplace they are delivering training) is responsible for management control of the paperwork and storage. Each STUK Centre will have a comprehensive log of all Health and Safety related activity which is available to the Health and Safety Officer, HSE, Jobcentre Plus, or appropriate funding body. The simplest way of ensuring all Health and Safety information is kept in one location is to have a Health & Safety file in each centre. As a minimum, the Health and Safety file should contain:
In light of the Covid-19 pandemic, Skills Training UK implemented a number of measures that will continue as standard practice even after the rules and regulations relating to centres are or have been removed.
Due to the ongoing impact of the pandemic, measures are still in place to minimise risk to learners and staff. This includes: