INTRODUCTION:
Health and Safety is a fundamental consideration for all members of the Transform Training family. It should be part of everyday working both with activities inside the office and on every contract. There is both a legal and professional responsibility to ensure understanding and application of health and safety principles at all times.
This Health and Safety policy sets out the standards and principles for Transform Training. It is important that all staff familiarise themselves with the contents and ensure that they refer to it when appropriate. If staff are in any doubt over the application or requirements at any time, they must ensure that issues are discussed with management.
Overriding principles
Staff should:
• Ensure they understand the contents of this document and when to apply them.
• Look out for their own safety first and ensure they never put themselves at risk.
• Ensure that they understand what is required of them and compliance with Transform Training’s policies.

SECTION 1: POLICY STATEMENT
1.1 General Policy
1.1.1 To issue this Health and Safety Policy to all staff and to new staff members and to issue further or revised guidance from time to time on safety matters affecting Transform Training Staff are required to read the policy thoroughly and sign the relevant documentation confirming receipt of the issue/revision.
1.1.2 To consult with staff on matters affecting their health and safety and to provide the opportunity to raise health and safety matters at any time.
1.1.3 To receive proposals from staff, jointly or individually, for improving the effectiveness of these procedures and policies.
1.1.4 To regularly monitor and revise this policy and health & safety system annually and as necessary, particularly as the business changes in nature and size.

1.2 The Policy in relation to individual staff
1.2.1 To provide healthy and safe working conditions for staff and for the safety of clients or other members of the public who may visit the premises.
1.2.2 To operate this policy in conjunction with the safety policies of the landlord of any property occupied by Transform Training.
1.2.3 To give adequate information, instruction, training and supervision to staff on all aspects of their work to ensure, as far as reasonably practicable, their health and safety at work including the safe handling and use of any equipment and hazardous substances.
1.2.4 To record all accidents/injuries and notify any major accidents/injuries or work-related diseases to the enforcing authority in accordance with current regulations – Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR 95).

1.3 The Policy in relation to professional functions
1.3.1 To provide adequate control of the health and safety risks arising from Transform Training work activities.
1.3.2 To comply with the requirements of Section 6 of the Health and Safety at Work etc Act 1974 such that safe working conditions are possible for all during their daily work activities.
1.3.3 To obtain from Clients details of existing hazards or safety policies affecting their specific projects.
1.3.4 To encourage staff to report health and safety hazards to the Management (see 2.2- Duties and Responsibilities of the Management).
1.3.5 To require clients or contractors to discharge in full their duty of care under the Act to staff of Transform Training visiting or outposted to clients’ property or sites.

1.4 Health and Safety risk management
1.4.1 Transform Training, in accordance with the Management of Health and Safety at Work Regulations Version 1999 and using competent persons, will make suitable and sufficient assessment of all relevant risks or hazards affecting:
• The health and safety of its staff whilst they are working for Transform Training;
• The health and safety of other persons not in its employment arising out of or in connection with the conduct of its undertaking.
1.4.2 The assessment will be recorded, and any required changes will be made and recorded accordingly (see Section 7: Health and Safety risk assessment for details).

Signed

Lindsay Lavery

Zaheer Hussain
Director Director
29th May 2024 29th May 2024

SECTION 2: ORGANISATION AND RESPONSIBILITIES

2.1 Introduction

1. The Director with overall responsibility for the Health and Safety Policy for Transform Training is Lindsay Lavery, Director, for and on behalf of the Board of Directors.

2. The Board of Directors, Lindsay Lavery – Director, Zaheer Hussain – Director, Mark Ashton – Director, are responsible for implementation of the Health and Safety Policy.

It should be noted, however, that neither are personally responsible for the personal health and safety of staff.

Employers’ requirements under the Health and Safety at Work etc. Acts are covered under Section 2 and 3.

Section 2(1) of the Act states:

‘It shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all his employees.’

Section 3(1) of the Act states:

‘It shall be the duty of every employer to conduct his undertaking is such a way as to ensure, so far as is reasonably practicable, that persons not in his employment who may be affected thereby are not thereby exposed to risks to their health or safety.’

Members of staff also have responsibilities to co-operate in meeting statutory duties under the Health and Safety at Work etc. Act and to take reasonable care of their own health and safety and that of any other persons who may be affected by their acts and omissions.

Section 7 of the Act reads as follows:

‘It shall be the duty of every employee while at work:

1. To take reasonable care for the health and safety of himself and of other persons who may be affected by his acts or omissions at work; and

2. As regards any duty or requirement imposed on his employer or any other person by or under any of the relevant statutory provisions, to co-operate with him so far as is necessary to enable that duty or requirement to be performed or complied with.’

Section 8 places a duty on all persons whether they be employers, employees or self-employed and states:

‘No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare in pursuance of any of the relevant statutory provisions.’

2.2 Duties and responsibilities of the Board of Directors

These are to:

• Take overall responsibility for the health and safety of staff when carrying out their work. Ensure that sufficient resources are provided to meet Transform Trainings health and safety needs.
• Take executive responsibility for implementing and supervising Transform Training’s Health and Safety Policy and its procedures, including risk assessments.
• Ensure all members of Transform Training co-operate in meeting the aims of the policy.
• Ensure sufficient training is provided to all staff to enable them to fulfil their duties in accordance with the Policy.
• Appoint a First Aider and ensure that the First Aid Box and Accident record book are properly maintained.
• Maintain an Accident Record Book, record all known accidents and significant occurrences of work-related ill health.
• Investigate any accidents and work-related periods of sickness absences.
• Ensure fire risk assessment is undertaken and implemented and fire escape routes and equipment are regularly checked and tested.
• Take appropriate disciplinary action in the event of any breach of or refusal to comply with statutory (or Transform Training) safety regulations or the Policy of Practice.
• Ensure all staff are given adequate safety training.
• Ensure all staff is issued with a copy of the Policy and any subsequent revisions, and that a signed record copy of the Policy is retained for each member of staff.
• Set a personal example in all aspects of health and safety.

2.3 Responsibility of Staff

Transform Training as freeholders, leaseholders or tenants of its offices, will ensure:

• Take care of themselves and others who may be affected by their acts or omissions at work.
• Report any accident, however minor, to the Management.
• Set a personal example to their colleagues and clients in all aspects of health and safety.
• Ensure electrical plugs are safely and correctly wired and place telephone and electricity cables where they are not a potential hazard.
• Do not overload socket outlets with adaptors and multiple plugs.

• Report any loose connections/faults to the Management.
• Switch off electrical machines after use or at the end of the day unless otherwise instructed.
• Report faulty office equipment to the Management – untrained staff must not attempt repairs.
• Escape routes (in case of fire), stairways, passageways and space between desks must be kept free of all obstructions.
• Report potential hazards (such as fire escape obstructions) to the Management.
• Do not dispose of broken glass or scalpel blades in waste bins. These must be wrapped safely (i.e. blades wrapped in tape) and deposited in the designated bins.
• Always leave the kitchen/refreshment facilities hygienically clean and tidy.

2.4 Responsibility of Transform Training

Transform Training as freeholders, leaseholders or tenants of its offices, will ensure:

• Compliance with the Health and Safety at Work etc. Act 1974; Workplace (Health, Safety and Welfare) Regulations 1992; the Regulatory Reform (Fire Safety) Order 2005; and with this Policy’s Fire Precautions Section. Sufficient Fire Wardens and First Aiders are appointed, trained and their names and responsibilities published.
• Offices are space-planned, cleaned and kept in good repair to ensure safety of staff and visitors.
• Office machinery is safe, properly maintained, fitted with any necessary guards or safety devices and that staff required to use such machinery are trained in its use and are not permitted to carry out repairs without authority.
• A health and safety plan is prepared for all construction, maintenance and repair works at Transform Training offices, where CDM Regulations apply.
• Electrical equipment and systems in the premises are properly maintained.

SECTION 3: SITE VISITS

4.1 Introduction

When any member of staff is making an official visit to other premises or working away from the office (for instance, at the offices of a client, or other consultant or on a site) their health and safety is the responsibility of the person or firm or contractor controlling that place.

Nevertheless, Transform Training, as the employer, is not absolved from its responsibility but can only discharge its duty of care with the co-operation of the staff.

Everyone’s compliance with the following guidelines will help with the achievement of the principal aims of ensuring the safety of each staff member, and the safety of others.

4.2 Time and location of visit

Any staff member who intends to be out of the office for any reason must enter the precise details of time and location into the office diary and inform the office if these arrangements change.

4.3 Personal safety

All staff should take special care when visiting sites, delivering training unaccompanied, leaving offices or attending appointments after dark and should remain on guard when travelling on public transport late at night or in remote places. They should be wary of escorting strangers around premises by themselves. Be aware of advice on personal safety by the Police or Clients security advisors.

4.4 Permission to visit locations

Do not enter locations without permission.

If visiting occupied buildings, make prior arrangements with the person in charge and report on arrival to the responsible member of staff in the area or department being visited and on leaving.

Always seek assistance from others on the site when personal safety is at risk.

Establish an action plan in case of non-appearance after an agreed time.

Always take a mobile phone and preferably go accompanied especially to unoccupied sites.

4.5 Accidents

When any accidents occur on sites or buildings where Transform Training is carrying out professional services, proceed in accordance with the guidance in Section 5.

4.6 Hazardous activities

Report any apparent or potentially unsafe or hazardous procedures on location to the Contract Administrator (or Employer’s Agent), or if these are not available, to the site agent or person responsible for that place.

All such reports should be noted and reported back to Transform Training Management.

In the case of any dangerous, or potentially dangerous, site activity, the Client or person responsible must be advised to cease carrying out that particular activity which contravenes the Health and Safety at Work Act and to continue only in a manner which does accord with that Act.

Take steps to ensure these actions are confirmed by written notice by the Contract Administrator (or Employer’s Agent) to the contractor (or person responsible) as soon as possible.

It should be emphasised that failure to deal adequately with the danger will be notified to the HSE Inspectorate. If in doubt as to whether a situation is dangerous or not, err on the side of safety and contact the local HSE Inspector for advice.

4.7 Lone working and travel

All staff have responsibilities to take reasonable care of themselves and other people affected by their work activities and to co-operate with their employers in meeting their legal obligations.

Ideally employees should not work in the office or on location alone during or after work hours. In the event of this happening, a Director should be made aware of the risks and ensure that safety measures are in place. Provisions should be arranged to ensure a lone worker has returned to their base or home once their task is completed.

People who work from home in low-risk, office-type work; Transform Training are only responsible for the equipment that is supplied to that individual.

SECTION 5: MISCELLANEOUS PROCEDURES

5.1 Accident reporting

Any incident which results in injury to any person or damage to any equipment or property affecting or involving Transform Training and its staff and all accidents in Transform Training premises must be reported to the Management who will record the incident. On the spot collection of factual information (location, witnesses, measurement, parties involved, police and fire brigade services, hospital, photographs where possible) will be the responsibility of the Management or designated senior person concerned.

Any accident on location must be reported immediately to the relevant person in charge and to the Transform Training Management on return to the office.

5.2 First Aid

The appointed First Aider is trained in emergency first aid on the premises.

They must be notified immediately an accident occurs. The First Aid Box is situated in each office, you will be directed to it on induction, together with the Accident Record Book. The Office Manager is responsible for the contents of the First Aid Box and maintaining the relevant record book.

Emergency services (police, fire, ambulance) are contacted by telephoning ‘999’. If on location in another country, ensure to ascertain the relevant numbers before arrival.

5.3 Illness

Illness must be reported to the Office Manager on the first day, and progress updated if the illness is likely to be prolonged.

All members of staff should consult their GP before returning to work after a period of illness involving an infectious disease.

No person should return to work before the expiry of any certificate relating to any illness or injury without first consulting their GP.

Any person who contracts an infectious disease must report their condition to the Management so that any necessary precautions to protect others can be taken.

Certain infectious diseases and medical conditions must be reported to the HSE by Transform Training. These include various types of poisoning, various cancers and other conditions which can be caused through occupational hazards.

Staff should be aware that certain prescribed drugs and medicines can impair performance and judgement.

Staff equipped with heart pacemakers or similar medical equipment should observe any safety precautions of which they have been advised, in particular connection with electrical distribution equipment or equipment emitting or likely to emit radio waves.

5.4 Occupational Health

All members of staff are expected to have regard to the maintenance of their own physical and mental wellbeing in the conduct of their business and personal lives.

Excessive stress in personal or business life can impair performance and lead to illness. Any member of the firm who considers they are suffering from excessive stress, for whatever reason, should consult the Office Manager or a Director in the first instance, who will treat the matter confidentially.

Horseplay and practical jokes are dangerous. This can lead to injury or more serious consequences. Disciplinary action will be taken against any employee who partakes in this kind of behaviour.

5.5 Smoking

In the interests of fire safety, as well as general health and the working environment, the Practice operates a non-smoking policy on the premises.

5.6 Driving

All members of staff or other persons engaged by Transform Training on its business or at any time when using a vehicle supplied by Transform Training must conform to all requirements of the Road Traffic Acts, associated legislation and the Highway Code.

All personnel driving in the course of their employment or driving vehicles supplied by the Practice must:

• Ensure that the vehicle is serviced, maintained and operated in accordance with the manufacturer’s guidelines. If the condition of a Practice’s vehicle is in doubt, advice or a garage should be sought;
• Be in possession of a valid UK driving licence. This must be checked by the Practice every year and endorsements notified to the insurers (for Company vehicles);
• Ask staff’s GP if any prescribed medication will affect their driving ability and if so they must refrain from driving;
• Refrain from using telephones whilst driving
• Wear glasses or lenses if prescribed for this activity. Personnel must avoid over the counter medications such as antidepressants, antihistamines for hay fever, nettle rash, asthma, eczema, or travel sickness preparations or cough remedies which can adversely affect driving.

Personnel must not drive having consumed alcohol.

Staff are advised to consider the provision of a fire extinguisher (dry Powder) and a first aid kit for their vehicles.

Staff driving on business of the Practice, in a vehicle not supplied by the Transform Training, must have full comprehensive insurance cover to cover the driver and passengers in the course of their employment.

5.7 Hazardous Substances

When any potential hazardous substances are used at work, the Control of Substances Hazardous to Health Regulations (COSHH) require a register to be kept listing such risks and warning notices to be posted adjacent to store and equipment using hazardous materials or substances.

Basic precautions, as follows, must be adhered to:

• All chemicals must be stored bearing the approved safety signage and directions.
• Never ‘top up’ one bottle from another.
• Never mix chemicals as these may be incompatible and cause an adverse reaction. Ensure adequate ventilation when using glues, solvents, etc.

If an accident occurs:

• ventilate the area;
• evacuate staff;
• summon emergency services if necessary;
• ensure a full written report is prepared without delay and submitted to the manager responsible.

The most hazardous materials are likely to be cleaning chemicals. The basic precaution is to avoid mixing any two cleaners which are incompatible, such as powder and acid cleaners, liquid bleaches, and powder bleaches. In both cases, toxic gases can be produced. Protective gloves and in some cases, goggles must be worn when handling the chemicals.

Chemicals used by staff might include duplicating fluids, glues and solvents and reprographic chemicals. In all such cases, adequate ventilation needs to be available when these materials are used. The warning labels, if any, must be carefully studied and the precautions on them followed. Some of these materials may be flammable and the appropriate precautions, such as prohibition of smoking, should be taken.

5.8 Visual Display Units (VDU’s)

The Health and Safety (Display Screen Equipment) Regulations 1992 require the risks of VDU work to be assessed. The HSE publication Work with Display Screen Equipment L26 gives practical help on how to carry out the assessment.

The objectives of the assessment are to meet the following criteria for health and comfort.

• The VDU screen should be positioned to avoid unnecessary reflections on it.
• Brightness should be variable, image should be steady and characters should be clear.
• The chair should be correctly adjusted for height and back support and in good condition.
• The need for breaks depends on the nature and intensity of the work.

Regulations require breaks or changes of activity but do not specify their timing or length. Short, frequent intervals are more beneficial than infrequent ones. Work should be arranged so that it is interspersed with other tasks.

• VDU operators should have their eyes tested before operating a VDU and at yearly intervals. Spectacle wearers should consult their optician.
• People who suffer from epilepsy or associated illnesses should see their own medical adviser before operating VDUs.
• Discomfort or illness associated with VDUs must be reported to the Practice Manager.

5.9 Use of Office Equipment

Whilst no special training is needed on any practice equipment, care should be taken when for example:

Equipment & Machinery

• using the guillotine and binder machine;
• trimming with a scalpel blade – always use a cutting mat and steel edge;

• Store knives, blades and scissors away safely.
• using a ladder, which should only be undertaken when another member of staff is present to supervise/hold the ladder;
• Offices often have some powered equipment, from calculators and small fans to computing machinery, duplicators and photocopiers. All can cause serious accidents so know the dangers and treat machinery with respect and: • When using equipment, follow the instructions and never start a machine without knowing how to stop it, if in doubt about anything – ASK
• A lot of equipment is serviced regularly but if you suspect a fault or the cable is frayed, report the matter immediately to the Office Manager. Do not try to mend faults or carry out your own repairs and only use equipment which is fitted with a proper plug. ELECTRICITY CAN KILL.
• Switch off and, if possible, unplug all equipment at night and before cleaning.
• Keep your hands out of equipment and make sure loose clothing or hair cannot get caught. Use and guards provided.
• Electric kettles, where used, should be stood in a safe place near the electric socket. Never place kettles under desks – this can result to severe scalding.

Housekeeping

• Keep corridors, staircases and working areas clear of files, parcels, rubbish etc.
• Keep your desk as clear as possible to avoid unseen hazards.
• Keep sharp objects like pens, pencils and letter openers away from eyes; take care not to pierce you skin when using pins and staplers.
• Do not put dangerous articles in the waste bin.
• Take care when opening windows, if a window is difficult to open, tell the Office Manager Do not lean back on chairs.
• Close desk drawers, immediately after use.
• Keep wires and cables tidy and off the floor.
• Leave your desk and floor area tidy when you leave the office.
• Take care when carrying hot liquids like tea or coffee; wipe up any spills on the floor immediately.

Handling, Storage and Access

• Lifting and carrying heavy loads – the Manual Handling Operations Regulations 1992 apply.
• Try to arrange storage so that heavier items are at or below your waist height. Do not try to lift heavy things above your head if you need to reach something on a high shelf, do not stand on stools, chairs or boxes which could tip over.
• When picking things up from the floor, keep your back and arms straight and make your legs bend and take the weight; ensure you get a good grip.
• Open only one drawer of a filing cabinet at any time; do not overload upper drawers or pull them out quickly – the cabinet may tip forward on to you.
• Do not push door open violently or run in corridors. Take care on stairs and do not run up or down or climb two-at-a-time when carrying things; try to keep one hand free so that you can still use the handrail. When carrying a load, make sure that you can still see where you are walking.
• Always wear sensible footwear at work, whatever your job. Report dangerous surfaces such as loose stair treads or ragged carpet to your Office Manager.

Responsibility for ensuring the effective maintenance and guidance on the safe use of office equipment lies with your Office Manager.

SECTION 6: FIRE PRECAUTIONS

6.1 Fire Precautions Register and Risk Assessment

The Office Manager maintains, in the Health and Safety file, a Register of Fire Precautions giving details of checks on equipment, systems, fire drills and the Fire Warden(s).

In line with the Regulatory Reform (Fire Safety) Order 2005 an up-to-date Risk Assessment is held by the Office Manager and suitable action taken regarding identified risks.

6.2 Fire Regulations

Since 6 April 2013 compliance with the new Approved Document Part 8 Fire Safety 2013 is required, together with the 85 5588 series of standards, unless alternative fire engineering approaches are required when 859999 (2008) can be used or a Fire Engineer consulted. The Regulatory Reform (Fire Safety) Order 2005 will generally be complied with, from a design viewpoint, if the above procedures are followed in workplace design.

6.3 Means of Escape

A fire drill should be undertaken at least twice in every period of 12 months and training in evacuation will be given regularly by the fire system’s maintenance company.

In the event of a fire:

• Operate the nearest fire alarm point and call ‘999’ for assistance.
• Normally the Fire Warden(s) will be responsible for assessing firefighting but in their absence attack the fire, if possible (and if you have been trained), without taking personal risk, with the appliances provided.
• If an electrical appliance is involved, switch off the current before dealing with the fire and use the appropriate CO2 extinguisher located around the office, you will be shown on induction.
• Other sources of fire can be tackled by the other extinguisher(s), located around the office.
• Shut doors and, if possible, windows before leaving the room. Do not stop to collect personal belongings.
• Use the nearest available exit and leave the building.
• Report to the Office Manager at the assembly point. You will be made aware of the assembly point on induction.

The current Fire Warden(s) will be made aware to you on induction. Fire Wardens’ duties, in addition to the above, are as follows:

• to familiarise themselves with the location and operation of firefighting equipment in the office and the escape routes;
• to advise staff on fire precautions and equipment as necessary;
• to keep alert to any potential fire hazards within the office, e.g. build-up of waste, obstruction of escape routes, and to take necessary action to remove the hazard;
• in the event of an evacuation of the office to carry out a rapid but thorough check to ensure it is clear of people before they themselves leave, and to report the completion of the search to the Office Manager outside the building;

• to inform neighbouring occupants in order that their own procedures may be put into operation.

Generally, firefighting activities must be abandoned if:

• The means of escape is threatened;
• The fire is out of control;
• The extinguisher is exhausted.

6.5 Fire Protection Systems

6.5.1 System Records

Details of all maintenance, testing or alterations to fire protection systems should be recorded in the Fire Precautions Register by or on behalf of the Office Manager. In the case of fire alarms, details of the causes of all alarms (genuine, practice or test), faults which develop, periods of disconnection, and any further action required should also be recorded in the Register.

6.5.2 Fire Alarms

The fire warning system should be checked periodically, with different call points (following a set sequence) activated upon each occasion.

6.5.3 Emergency Lighting

The installation should be tested every six months, with a full discharge test once a year. Periodic visual checks of the system should be made by or on behalf of the Office Manager.

6.5.4 Fire Fighting Equipment

The purpose of portable firefighting equipment is as follows:

• to extinguish minor fires;
• to protect means of escape as a priority;
• to protect staff and visitors;
• to protect property

The list below identifies a variety of firefighting appliances. Note that all fire extinguishers are now Red (colour) and have a distinguishing label or band to denote the type of contents.

• Water Fire Extinguishers for use on Wood, Paper, Textiles.
• Foam Fire Extinguishers for use on Wood, Paper, Textiles, Petrol, Diesels and Oils. Powder Fire Extinguishers Highly versatile, for use on all above plus Electrical hazards, e.g. computers, switchgear.
• CO2 Fire Extinguishers Particularly effective for electrical fires, plus Petrol, Diesels, Oils.

6.6 Bombs and Bomb Warnings

6.6.1 Suspect Letter or Package

• Do not tamper with it
• Place it in a protective container if available, but otherwise leave it alone.
• Evacuate the immediate area and adjacent offices/areas and allow no one in other than specialist disposal personnel.
• Inform the Office Manager immediately, who will summon the Police and other assistance.

6.6.2 Bomb Warning on the Telephone

• Notify the Practice Manager without delay.
• As the same time, attempt to keep the caller talking and note down as much information as possible about both the suspect bomb and the caller, as follows:

a. location of the device
b. how long before it is due to go off
c. type of device and size
d. reason for the device
e. time the call was received
f. accent and approximate age of the caller.

On receipt of a bomb warning switch off all radios and disconnect batteries.

• Reception or Practice Manager should immediately inform the Fire Wardens.
• The Fire Wardens should institute and supervise searches within office, and service areas, common parts, exit routes and the Assembly Area.
• Everyone should stay within their office area and await instructions from their Fire Warden.

If the building must be fully or partially evacuated, instructions, including the exit routes and Assembly Area to be used, will be passed via Fire Wardens.

Everyone should then quickly but quietly make their way outside the building, along the exit routes to the Assembly Area given, to answer the roll call and await instructions.

Everyone should be warned to keep clear of large areas of glass and with this in mind, the Assembly Point will be made aware to you on induction.

6.7 Training

Fire Wardens

Evacuation of all staff and notification of the emergency services in the event of fire is the primary solution. However, waste bin or other small fires can cause considerable damage prior to fire brigade arrival. Fire Wardens training of responsible staff not only encourages good fire housekeeping practices and managed evacuations but also first aid firefighting action with extinguishers and blankets. This can considerably reduce losses to the company whilst not putting the Fire Wardens at undue risk.

SECTION 7: HEALTH AND SAFETY RISK ASSESSMENT

To be completed once an office is established.

Lindsay Lavery
Director
29th May 2024