Health and Safety Policy Public Sector Equality Duty Equality and diversity are at the heart of the NHS Strategy. Throughout the production of this document, due regard has been given to eliminate discrimination, harassment and victimisation, to advance equality of opportunity, and to foster good relations between people who share a relevant protected characteristic (as cited under the Equality Act 2010) and those who do not share it. This document therefore abides by the Equality Act 2010). Author(s) Carol Berry Version V3 Approval Date February 2016 Approving Body Greenwich Executive Group Review Date February 2019 Policy Category Corporate Policy Reference Number 004
Transcript
Health and Safety Policy
Public Sector Equality Duty
Equality and diversity are at the heart of the NHS Strategy. Throughout the
production of this document, due regard has been given to eliminate discrimination,
harassment and victimisation, to advance equality of opportunity, and to foster good
relations between people who share a relevant protected characteristic (as cited
under the Equality Act 2010) and those who do not share it. This document therefore
abides by the Equality Act 2010).
Author(s) Carol Berry
Version V3
Approval Date February 2016
Approving Body Greenwich Executive Group
Review Date February 2019
Policy Category Corporate
Policy Reference Number 004
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Version Control
Version Author Date Reason for review
V4 Carol Berry 31.01.16 Incorporate move to Woolwich Centre and RBG’s policy &
Appendix 3 – Suspicious letter or package procedure ....................................... 40
Appendix 4 - List of CCTV cameras ...................................................................... 42
Appendix 5 – Maps of CCTV .................................................................................. 48
1. Policy Statement NHS Greenwich CCG recognises in full its responsibility under the Health and Safety at Work etc. Act 1974 to ensure, as far as is reasonably practicable, the health,
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safety and welfare of its employees, clients and any other person who may foreseeably come into contact with the CCG or its services. We will take steps to ensure compliance with the relevant statutory provisions.
Each employee will be given such information, instruction, and training as is necessary to enable the safe performance of work activities. It is the duty of management to ensure that all processes and systems of work are designed to take account of health and safety and are properly supervised at all times. Adequate facilities and arrangements will be maintained to enable employees and their representatives to raise issues of health and safety.
Competent people will be appointed to assist us in meeting our statutory duties including where appropriate, specialists from outside the organisation. Each individual has a legal obligation to take reasonable care for his or her own health and safety, and for the safety of other people who may be affected by his or her acts or omissions (what they do or do not do).
Continuity of business can be seriously affected by significant accidents and incidents. The CCG will have business continuity measure in place to ensure services and activities are maintained.
2. Scope of Policy This Policy applies to all staff employed by the CCG, every employee must co-operate with us to enable all statutory duties to be complied with. The successful implementation of this policy requires total commitment from all levels of employees. Full details of the organisation and arrangements for health and safety will be set out in separate documents. Providers of services commissioned and contracted by the CCG must be able to provide the CCG with significant assurance that they have systems in place to ensure, as a minimum, compliance with Domain 1 (Safety) of Standards for Better Health (SFBH); and its successor standards under the Care Quality Commission (CQC). The CCG will monitor such compliance through its existing contract monitoring arrangements.
The CCG also recognises its responsibility to non-employed persons being exposed to the risks of its activities risk and other users if its premises.
3. Competent Person Regulation 7 of the Management of Health & Safety at Work 1999 (MHSW 1999) regulations requires an employer to have “Competent Persons”. A competent person may be defined as someone with “sufficient training and experience or knowledge and other qualities to enable him/her properly to assist in undertaking the measures referred to in paragraph (1)” under regulation 7 (5) of the Approved Code of Practice to the regulations. The MHSW 1999 also state that “(8) Where there is a competent person in the employer's employment, that person shall be appointed for the purposes of paragraph (1) in preference to a competent person not in his employment”.
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4. Risk Assessments Risk assessment is the fundamental underpinning method of demonstrating that all the risks to the health, safety and security of staff have been considered. The CCG follows the principles outlined in the Health and Safety Executive document INDG163 (rev2), revised 06/06 “Five Steps to Risk Assessment” in undertaking its general risk assessments. Task, Individual, Load and Environment (T.I.LE. assessment) is used when undertaking moving and handling risk assessments. The Management of Health & Safety at Work 1999 (MHSW 1999) Regulation 3 makes specific the requirement for risk assessment in that: every employer shall make a suitable and sufficient assessment of;
• The risks to the health and safety of his employees to which they are exposed whilst they are at work
• The risks to the health and safety of persons not in his employment arising out of or in connection with the conduct by him of his undertaking.
The MHSW 1999 also require specific risk assessments to be undertaken for certain other groups that due to either a naturally occurring condition or through inexperience may place that member of staff at a higher risk then others in their workplace. The MHSW regulations require specific risk assessments to be undertaken for pregnant and nursing mothers and for young workers. Generic risk assessments on a number of subjects are available either from the CCG Compliance Manager or the network drives for local adaption by CCG managers. The assessments must be held and owned locally by CCG managers. Risk assessments must be updated at least annually or when there has been any significant change to the environment, personnel or workload.
The CCG will use a risk register for the recording of risk. It shall be accessible by the SMT to routinely monitor and review the completion of assessments, investigations and the implementations of action plans.
5. Roles and Responsibilities
The Governing Body The Governing Body has overall corporate accountability for the organisation’s strategies, its policies and its actions and will monitor the management of health & safety
Chief Officer Is the “accountable officer”, and as such has responsibility for ensuring that appropriately resourced systems are in place for health & safety Management.
Director of Integrated Governance The role of the Director of Integrated Governance is to act as the first point of contact for any person wishing to comment on, or suggest amendments to the policy. They will through delegated responsibility to the Compliance Manager support the Safety Representatives with advice & support on health & safety matters.
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All other Directors Will appoint numbers of Safety Representatives with deputies within their directorate and will support and allow the Safety Representatives sufficient work time to train for their duties and undertake the tasks. They will support the health & safety efforts set out in this policy within their Directorates.
Associate Directors and Managers Associate Directors and managers are responsible for:
• ensuring that there are effective systems in place for managing health and safety within the Directorate and ensuring that arrangements in place are compliant with this Policy
• ensuring that suitable and sufficient assessments of risk to the health safety & security of their staff are made & that the written contents of those assessments are discussed with staff
• Will keep up to date written records of risk assessment & other health and safety activities
• ensuring that a safe system of work is in place for all of their staff including those classed as “lone workers”
• ensuring that there is a system in place which ensures that individuals working in the department are appropriately trained and understand their primary responsibility for health & safety.
Will ensure that all staffs are made aware of the correct procedure for incident/accident reporting.
Ensuring that staff complete statutory & mandatory health, & safety training including a local induction.
The Compliance Manager The Compliance Manager is the “competent person” for the CCG and will be responsible for assuring compliance with the Health and Safety at Work Act 1974 with in the office space occupied at the Woolwich Centre and for ensuring that any associated risks are recorded and seeks assurances that subsequent actions plans are implemented. They will plan, advise and monitor NHS Greenwich CCG's day to
day compliance with:
• The Health and Safety at Work etc. Act 1974 and the relevant statutory provisions;
• all relevant fire safety legislation; • This policy; and all Health and Safety procedures that comprise NHS
Greenwich CCG’s Integrated Risk Management Framework. • Shall manage and monitor the day-to-day compliance in NHS Greenwich
CCG with the above stated requirements.
• Shall, when requested, ensure that all employees of the CCG with responsibility for managing or monitoring health and safety are provided with such information as is necessary to allow them to comply with the duties imposed upon them by ensuring that:
• The effectiveness of all procedures that comprise the CCG’s Health and Safety policy are reviewed regularly and in the light of any failure of the of this and system and/or changes in statutory legislation;
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• any recommended actions and/or changes are recorded and reported to the Director responsible for Health & Safety; and
• All recommended actions and/or changes that are approved by the Director responsible for Health & Safety are implemented.
• Shall seek assurance that incidents, fires and unplanned evacuations/events that take place or occur within The Woolwich Centre that directly affect CCG staff are fully investigated, when appropriate in line with the Integrated Risk Management Framework, so as to determine the causes. A report shall be prepared in writing to the Director responsible for Health & Safety detailing any findings
• Obtain assurance of any recommended remedial actions that may be taken to prevent a recurrence.
The Health and Safety Co-ordinator Royal Borough of Greenwich (RBG) In consultation with the Compliance Manager shall monitor and audit the areas that
have been demised to them through terms of the Tenancy Agreement.
• The Health and Safety at Work Act 1974 and the statutory provisions • All relevant Fire Safety legislation
Safety Representatives Safety Representatives will receive appropriate training and will be responsible in their own areas for undertaking risk assessment and co-ordination of health and safety activities. They work with their Departmental managers, Risk Management Team & other staff to promote a safe & secure working environment in their own area, and will attend and participate in the Health and Safety, and Well-being at work Group. They will also keep Service & Departmental Managers aware of any new risks to health & safety within their remit, and will work closely with the Patient Safety Manager to ensure all Health and Safety risks are identified and managed.
Union Representative Will investigate potential hazards and dangerous occurrences and examine the causes of accidents at the workplace if and when required;
Will investigate complaints by any employee they represent if required;
Can make representations to the employer on matters arising out of the above;
Can make representations to the employer on general matters affecting health,
safety and welfare at work;
Has the authority to carry out inspections of the workplace in a variety of circumstances; and represent employees in consultations at the workplace with HSE inspectors and receive information from them.
All employees Employees are responsible for:-
• Taking reasonable care for the health and safety of themselves and others whilst at work
• Using Personal Protective Equipment when provided • Co-operating with the CCG on all health and safety matters
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• Adhering to rules, policies and procedures and use of equipment made available
• Reporting accidents, dangerous occurrences, near misses to the Compliance manager via Datix Incident form and/or the fastest available means as required the Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 1995
• Reporting any defects to their managers • Being aware of fire and evacuation procedures, (see Woolwich Centre
Emergency Evacuation Procedure & CCG Fire Policy)
• Being responsible for visitors in their areas
• Attending any necessary health and safety training.
Health Safety and Wellbeing at Work Group
• Will act as a forum for the review of this policy and make recommendations on Health, Safety policies procedures and issues.
• To manage and monitor the implementation of health, safety and wellbeing
requirements from inspections and other relevant areas.
• To provide assurance to the Greenwich Executive Group (GEG) on matters of
staff health, safety and wellbeing.
6. Computer User All computer workstations will comply with the Health and Safety (Display Screen Equipment) Regulations 1992. A self-assessment of workstations will be undertaken by members of staff that use computers for most of their working day. Managers will be responsible for ensuring appropriate chairs and workstations are provided. After the self-assessment, if significant risks are still present, further advice should be sought from the competent health and safety person.
7. Driving at work The CCG can request that staff members (who drive as part of their work) provide evidence to their line manager of a copy of their driving licence and business insurance certificate. Staff must ensure they are fit to drive and drive within the road traffic act requirements. Any road traffic offences (including speeding offences) incurred by staff in work time, must be declared to their line manager. Staff should ensure that any vehicle which is used on the CCG’s business is roadworthy. Staff should take a break from driving at sensible frequencies. The use of handheld mobile phones whilst driving is prohibited.
8. New and Expectant Mothers
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Pregnant employees will need to inform their manager. Appropriate changes to workstations or working practices may need to be adopted. Managers will need to assess the risks of the individual and control them appropriately. Further guidance should be sought from Human Resources.
9. Fire Safety
The CCG will ensure suitable and sufficient fire risk assessments are in place at all
buildings occupied with their Staff. The risk assessments will comply with the Fire
Safety (Regulatory Reform Order) 2005. The CCG will ensure the fire safety risks
are appropriately managed within the terms the Tenancy Agreement for the office space occupied at the Woolwich Centre with RBG.
Fire wardens will be appointed who will have the responsibility to co-ordinate any evacuation required (whether for fire, security or other emergency situation) and liaise with the RBG: • Fire Controller • Assembly point Fire Marshals • Exit door Fire Marshals • Floor Fire Marshals • Refuge Controller/s Managers will ensure members of staff are aware of fire procedures. Managers will ensure members of staff are made aware of fire safety procedures including how to raise the alarm, available exits, assembly points, roll call and return to building procedure. Further guidance can be found in the Fire Safety Policy and RBG’s Woolwich Centre Evacuation Procedure.
10. Control of Substances Hazardous to Health The CCG will eliminate exposure to hazardous substance in the workplace. Where hazardous substances cannot be eliminated, a risk assessment and suitable controls will be implemented to ensure that the substance is appropriately controlled. RBG retain contractual responsibility for all the cleaning within the building occupied by the CCG’s staff and it is those cleaning companies that will be responsible for assessing and the appropriate control of substances that fall under the COSHH Regulations 2002.
11. Alcohol & Drugs
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Employees must ensure they are fit for work and take reasonable care of themselves whilst at work. This is also a requirement under the Health and
Safety at Work Act.
Failure to comply could have serious consequences for the employee and may lead to dismissal where it is proven that there is an inability to perform work satisfactorily or safely. The recreational taking or involvement in controlled drugs is illegal and cases involving drugs may lead to police involvement. Where an employee is under the influence of alcohol or drugs to such a degree that the individual is a danger to themselves or to others, this may lead to dismissal as this is considered gross
misconduct.
Managers must be aware of their responsibilities in advising employees regarding the use of alcohol and drugs, either at work or outside, to not undertake any acts that may bring NHS Greenwich CCG into disrepute. Managers should therefore always set a good example while they are at work or at a work-related function.
12. Smoking
The CCG is committed to protect all employees, service users, customers and visitors from exposure to second hand smoke and to assist compliance with the
Health Act 2006.
Exposure to second hand smoke increases the risk of lung cancer, heart disease and other serious illnesses. Ventilation or separating smokers and non-smokers within the same airspace does not completely stop potentially
dangerous exposure.
It is the CCG policy that all our workplaces are smoke free, and all employees have a right to work in a smoke free environment. Smoking is prohibited in all enclosed and substantially enclosed premises in the workplace.
This applies to all employees, consultants, contractors, customers or members
and visitors.
All staffs are obliged to adhere to, and support the implementation of the policy. All managers shall inform all existing employees, consultants and contractors of the policy and their role in the implementation and monitoring of the policy. They
will also give all new personnel a copy of the policy on recruitment/induction.
Appropriate ‘no-smoking’ signs will be clearly displayed at the entrances to and
within the premises.
Local disciplinary procedures will be followed if a member of staff does not comply with this policy.
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13. Stress
The CCG has legal obligations to undertake the management of stress. Under the Health and Safety at Work etc. Act 1974 employers must take all reasonably practicable measures to protect the health, safety and welfare of employees at work. Additionally, the Management of Health and Safety at Work Regulations 1999 requires employers to assess health and safety risks, and to introduce
prevention and control measures based on those risk assessments.
The Health and safety Executive’s Stress Management Standards lists six main issues identified as the primary workplace factors with the potential to contribute to work-related stress, these being demands, control, support, relationships, role and change. When identifying hazards in relation to a risk assessment particular attention will be paid to these six factors and how they relate to the workplace and/or individuals in question in line with the CCG’s Mental Health and Wellbeing Policy
It is the intention of the CCG to create a working environment where the good mental health and well-being of its employees is paramount and where colleagues feel valued, protected. All staff will be supported through The Employee Assistance Programme (EAP) which is a professional, confidential resource available to all staff which provides counselling and consulting support 24 hours a day, 7 days a week. EAP is a work-based intervention programme aimed at the early identification and/or resolution of both work and personal problems that may adversely affect job performance. These problems may include, but are not limited to, health, legal, marital, relationships, family,
financial, substance abuse or emotional concerns.
14. Lone Working It will be the responsibility of managers to ensure appropriate lone working procedures are developed for their team in line with the CCG’s Lone Working Policy. It will be the responsibility of all staff, who work alone or in isolated circumstances, to adhere to the team lone working procedures. As a minimum staff will ensure that they keep an electronic diary that is accessible by at least two colleagues and ensure that if plans change at short notice that they inform an appropriate person. Any staff member working after hours should be aware and adhere to the RBG Access & Security Policy for the Woolwich Centre
Any person under the age of 18 is termed a ‘young person’. Special regard is to be given into the inexperience, lack of awareness of risks and immaturity of any young persons, working in the office workplace environment. No persons under the age of 18 will be allowed in the workplace unless they are suitably supervised.
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15. Contractors
All contractors working on the CCG sites will need to co-operate with any local health, safety, fire and security procedures.
16. First Aid
An appropriate first aid kit is to be provided strategically on all floors. Staff working at the Woolwich Centre must make themselves aware of the first aid facilities provided. The CCG is responsible for supplying suitably trained staff as first aiders and notify RBG of their contact details and location details of all first aiders within the building are displayed at first aid facility points.
17. Security Staff should wear their CCG’s identification badge at work. All staff must ensure that they keep the property and assets secure. Staff must adhere to the RBG Access & Security Policy and procedures for the building.
18. Health and Safety Information and Communication The CCG will use the intranet for health and safety related information. Health and safety posters and notices are displayed prominently on floors occupied by the CCG with contact details of the competent persons. The CCG will use the management and team briefing system to ensure that members of staff are briefed on relevant health and safety issues on a regular basis.
19. Cross Reference to other relevant policies/procedures
This policy should be read in conjunction with other CCG Policies, and all staff will be made aware of these policy and what training, if required, will be provided to ensure compliance. Training may be included in the CCG’s training programme or may be provided by specialists in the area concerned.
Lone Working Policy Manual Handling Working from Home First Aid at Work New and Expectant Mothers Driving at work Fire Safety Mental Health and Wellbeing Policy Violence and Aggression Mobile Telephones Lock down Policy
20. Review This policy will be reviewed in 3 years’ time. Earlier review may be required in
response to exceptional circumstances, organisational change or relevant changes in legislation or guidance.
21. Monitoring/Audit
Measurable Policy
Objective
Monitoring/Audit Frequency of
monitoring
Responsibility for
performing the monitoring
Monitoring reported to which
groups/committees, including responsibility for reviewing action plans
Compliance with Policy
Review of policy and associated documents (Equality Framework and Policy Submission Form)
Per submission to the Governing Body Policy Group
Compliance Manager
Greenwich Executive Group
Policies due for review are identified and disseminated
This is a checklist to ensure relevant equality and equity aspects of proposals have been addressed
either in the main body of the document or in a separate equality & equity impact assessment (EEIA)/
equality analysis. It is not a substitute for an EEIA which is required unless it can be shown that a
proposal has no capacity to influence equality. The checklist is to enable the policy lead and the
relevant committee to see whether an EEIA is required and to give assurance that the proposals will
be legal, fair and equitable.
The word proposal is a generic term for any policy, procedure or strategy that requires assessment.
Challenge questions Yes/No What positive or negative impact do you assess there may be?
1. Does the proposal affect one group more or less favourably than another on the basis of:
Race No
Pregnancy and Maternity No
Sex No
Gender and Gender Re-Assignment No
Marriage or Civil Partnership No
Religion or belief No
Sexual orientation (including lesbian, gay bisexual and transgender people)
No
Age No
Disability (including learning disabilities, physical disability, sensory impairment and mental health problems)
No
2. Will the proposal have an impact on lifestyle?
(e.g. diet and nutrition, exercise, physical activity, substance use, risk taking behaviour, education and learning)
No
3. Will the proposal have an impact on social environment?
(e.g. social status, employment (whether paid or not), social/family support, stress, income)
No
4. Will the proposal have an impact on physical environment?
(e.g. living conditions, working conditions, pollution or climate change, accidental injury, public safety, transmission of infectious disease)
No
5. Will the proposal affect access to or experience of services?
(e.g. Health Care, Transport, Social Services, Housing Services, Education)
No
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By using evidence and insight to assess and grade our equality performance, NHS Greenwich can generate much of the information we will require to demonstrate compliance with the PSED. The checklist is to enable the policy lead and the relevant committee to see if a particular policy or project will provide the relevant evidence to assist NHS Greenwich CCG meet the set out EDS goals to achieve better outcomes for patients and staff. Please assess your policy, project or service against the following:
The goals and outcomes of EDS2
Description of outcome Yes/
No
Better health outcomes
1.1 Services are commissioned, procured, designed and delivered to meet the health
needs of local communities
1.2 Individual people’s health needs are assessed and met in appropriate and
effective ways
1.3 Transitions from one service to another, for people on care pathways, are made
smoothly with everyone well-informed
1.4 When people use NHS services their safety is prioritised and they are free from
mistakes, mistreatment and abuse
Yes
1.5 Screening, vaccination and other health promotion services reach and benefit all
local communities
Improved patient
access and experience
2.1 People, carers and communities can readily access hospital, community health or
primary care services and should not be denied access on unreasonable grounds
2.2 People are informed and supported to be as involved as they wish to be in
decisions about their care
2.3 People report positive experiences of the NHS
2.4 People’s complaints about services are handled respectfully and efficiently
A representative and
supported workforce
3.1 Fair NHS recruitment and selection processes lead to a more representative
workforce at all levels
3.2 The NHS is committed to equal pay for work of equal value and expects
employers to use equal pay audits to help fulfil their legal obligations
3.3 Training and development opportunities are taken up and positively evaluated by
all staff
3.4 When at work, staff are free from abuse, harassment, bullying and violence from
any source
Yes
3.5 Flexible working options are available to all staff consistent with the needs of the
service and the way people lead their lives
3.6 Staff report positive experiences of their membership of the workforce
Inclusive leadership 4.1 Boards and senior leaders routinely demonstrate their commitment to promoting
equality within and beyond their organisations
4.2 Papers that come before the Board and other major Committees identify equality-
related impacts including risks, and say how these risks are to be managed
Yes
4.3 Middle managers and other line managers support their staff to work in culturally
competent ways within a work environment free from discrimination
Policy Author
Signature: Date:02.02.16
Equalities Lead
Signature: Date:02.02.16
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Appendix 2 - Woolwich Centre Emergency Evacuation Procedure
1. Information for all staff
If you discover a fire activate the nearest call point and evacuate the building using
the nearest staircase.
If you hear the fire alarm you must evacuate the building using the nearest staircase.
The building has two assembly points. The assembly point to use depends on
which exit is taken from the building.
If you exit at the lower end of the building (near the Tesco store entrance) cross
Thomas Street to General Gordon Square, either by going down Wellington
Street or down Love Lane.
If you exit at the top end of the building near to the Town Hall go up Wellington
Street, turning right at the top and go to Jim Bradley Close or cross Wellington
Street into Market Street and then along Market Street and turn left into Jim
Bradley Close.
Once at the assembly point wait for further instructions from the assembly controller.
There will be no roll call but if you are concerned that a member of staff may
be unaccounted for let the assembly point fire marshal know.
2. Information for staff with a Personal Emergency Evacuation Plan (PEEP)
If you are unable to get down the stairs unaided then make your way to the nearest
lift lobby and wait to be evacuated. This will normally be undertaken using one
of the two fire lifts that are at each end of the building. Once at the Refuge
area please “Buzz” using the call point to alert the Refuge Controller at main
Reception of your location and that you need assistance.
You will be attended by the security guards who will check every lift lobby. If you
have buddies and lifts are not working then you will need to use the Evac
Chairs located in refuge areas to evacuate.
Buddies should go down the stairs and meet you at the exit unless they are needed
to assist you in your evacuation in the lift or via the staircase.. This will reduce
the number of times that the lifts have to travel up and down the building and
speed up the evacuation. Only use the stairs to fully evacuate the building. Do
not use the stairs to go down to a lower floor as you might get missed. Always
let reception know if you are leaving the lobby to evacuate via the stairs.
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If you exit the building at the lower end make your way to the pavement on the Love
Lane side of General Gordon Square.
If you exit the building of the upper end make your way up Wellington Street towards
Artillery Place and wait in the small car park by the block of flats of Wellington
Street.
3. Roles
Fire Controller
Assembly point Fire Marshals
Exit door Fire Marshals
Floor Fire Marshals
Refuge Controller/s
All of the above will put on high visibility vests on hearing the fire alarm and before
starting their duties.
4. Fire Controller
The Fire Controller will be the GSP Facilities Manager with cover provided within the
GSP Team, and will have the following duties.
Attend the fire panel and meet the Fire Brigade on arrival.
Receive reports from the exit door Fire Marshals on whether the building is clear and
pass this onto the Fire Brigade.
Advise the Assembly Point Fire Marshals when staff can return to the building.
5. Assembly Point Fire Marshals
The Assembly Point Fire Marshals are nominated by their managers. The Assembly
Point Fire Marshals will head straight away to each of the Assembly Points.
They would then be advised by the Fire Controller when staff can return to the
building.
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6. Exit Door Fire Marshals
The fire Marshal at the rear core 1 exit door will go to those doors on hearing the
alarm, hold them open and guide staff out through them.
At each of these doors there will be a checklist for them to check off that each floor is
clear, that contractors have left the floor and the latest evacuation status of
staff with PEEP’s as reported to them by the Floor Fire Marshals and the
Security Guards. They will then report this to the Fire Controller and then
make their own way to the Assembly Points as advised by the Fire Controller.
All contractors have to sign in with FM to work in the building and to receive an
access card. They also sign out with FM on completion of their work. The
Love Lane exit door Fire Marshal will therefore have a list of all contractors in
the building and will communicate this by radio to the Fire Controller along
with the information on who has left. The Fire Controller will then coordinate
this with the information received from the “EDF” exit door.
7. Floor Fire Marshals
All remaining Floor Fire Marshals, depending upon leave or other absence would be
expected that there are at least four Floor Fire Marshals on each floor. They
will:
Check all floors are clear and then go down the stairs.
Advise the Exit Door Fire Marshal on leaving the building whether their
floor is clear, what contractors are in the building and the latest evacuation
status of staff with PEEP’s.
Assist with the evacuation of staff with a PEEP, where required.
Direct staff at exits and crossing points.
Direct staff to the assembly points.
In addition to the Fire Marshals on each floor, there are the following additional
arrangements:
Library staff will sweep the library to ensure that it is clear of staff and
public,
Service Centre staff will sweep the Service Centre to ensure that it is clear
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of staff and public,
Staff based in the post and scanning area on the Lower Ground have been
trained as Fire Marshals and will sweep their own work area and adjacent
toilets, showers, medical room and cycle store.
8. Reception staff
The fire alarm is linked to the ADT control centre that will ring corporate reception.
Corporate reception will also call 999 anyway.
There are three staff normally on reception.
One receptionist will go to the “EDF” exit door and act as the Exit Door Fire Marshal,
see above.
A second receptionist will remain at the reception desk to respond to calls from the
refuge points.
9. Refuge Controller/s
9.1 Refuge Controllers are Customer Services/Reception staff situated where the
main control panel is located. Their main duties are to communicate with the
PEEP’s staff on the above floors via the Refuge communication point/s.
9.2 Refuge Controller/s need to communicate back to the GSP Security Team if
PEEP’s had made contact and requested collection and states floors located.
9.3. Controller/s keep PEEP’s updated at times and informed them if they need to
move between cores if lift in their area is not working.
10. Communication
The main method of communication between staff will be by two way radio. Radios
will either be carried by staff or kept at the corporate reception, the FM office
and the 5th floor Building Management Team. These will be issued as follows:
BMT x 3
Fire Controller X 1
Helpdesk operator X 1
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Security X 2
Fire Marshals at fire exits X 2
Fire Marshals at assembly points X 2
11. Contractors on site
Contractors on site will sign in at reception and on hearing the alarm will evacuate
using the nearest staircase and make their way to the assembly point.
12. Gallery and 6th floor
Users of the Gallery and on the 7th floor are to go down the main stairs. Anyone who
is unable to go down the stairs will need to be taken down to the 6th floor by
evac chair. An evac chair is provided at the top of the stairs for this purpose.
Hirers of the gallery with an attendee who cannot use the stairs will need to
advise corporate reception and ensure that they have evac chair trained staff
in attendance.
The security guard from the ground floor will then come up to the 6th floor to collect
them.
13. Return to the building following a drill or an all clear
Fire Marshalls to check staff ID’s as they re-enter the building in the interests of
security.
14. Out of hours
Arrangements for the gallery will be as above; except that the assembly point will be
Market Street as smaller numbers can be accommodated there.
From 8 pm to 7 am Monday to Friday and over the weekend any staff working in the
building will be expected to work on the Upper Ground floor adjacent to the
out of hours service.
If a group of staff wish to work over the weekend on their normal floor then this will
have to be by prior arrangement and all staff names are to be emailed to GSP
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Helpdesk before 12pm on the Friday. The FM Manager will then email a copy
of the OHH Procedure to one person for distribution amongst those who are
weekend working.
The out of hours service will act as the Fire Marshals for the Upper Ground floor
during this time and ensure that all staff evacuate to the out of hours
assembly point at Market Street by the nearest available exit. If there is a
security guard in the building they will act as the Fire Controller and the out of
hour’s staff should inform the security guard that the building is clear. They
will remain in the reception area and meet the Fire Brigade on arrival. If there
is no security guard then the out of hours service will call 999, evacuate the
building and make contact with the Fire Brigade on their arrival.
Between 5.30 pm and 8 pm and 7 am and 9 am there will be reduced numbers of
staff on all the floors. It is not practical to have all the roles covered and
arrangements in place as detailed in this procedure for office hours. Staff
would evacuate to the usual assembly points and report to the security guard
on the way out that the building is clear. The reduced numbers mean that the
fuller arrangements are not required.
Staff with PEEP’s who need to work out of hours will have their PEEP extended to
cover out of hours arrangements, ensuring that they have appropriate buddies
working with them to enable an emergency evacuation as required. It cannot
be guaranteed that there would be sufficient security staff on duty to be able
to operate the fire lifts.
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Appendix 3 - Access and Security Policy V 14 Version Control
Configuration Management
Version Version Date Revised by Description
1 11 July 11 J Peters First draft
2 27 July 11 J Peters With comments from Denise Billey
3 29 July 11 R Craven Reference to ID Card Issuing protocol
4 11 Oct. 11 J Peters Issuing protocol added
5 20 Jan 12 J Peters Following reading of NaCTSO Counter Terrorism Protective Security Advice for Commercial Centres and attendance at Project Griffin 16 Jan 12.
6 27 Jan 12 J Peters Comments from John Andrews
7 1 Feb 12 J Peters Comments from Leon Yohai & Andrew Hutchinson
8 19 Mar 12 J Peters Additions from guide produced by Scott Adams
9 15 June 12 J Peters Amendments following meeting on the 8th June 2012 with the Counter Terrorism Security Adviser from SO20 Counter Terrorism Protective Security Command.
10 22 June 12 J Peters Amendments following meeting with Sue King 21 June 12
11 13 Nov 12 J Peters Additional information on CCTV and other updates
12 30 Jan 13 J Peters Amendments to S 2
Version No
Date of distribution
Distributed to
1 11 July 11 Denise Billey for comment on out of hours section
1 13 July 11 Leon Yohai, Kevin Gibbs
5 24 Jan 12 John Andrews (4.4 & 4.5)
6 31 Jan 12 John Andrews, Andrew Hutchinson, Karen Ward, Leon Yohai, Kevin Gibbs, Caroline Abrams for comment
Member of staff request to Business Support Manager
For lost cards, the first replacement will be free of charge. If a card is lost a second
time then the staff member will be required to pay a £10 replacement fee.
If a card has been stolen, the police should be notified, and the employee will receive
a crime reference number. The employee should contact FM as soon as
practicable so the card can be disabled, and there will be a fee required.
The system keeps a record of all card use for one month. This record would be
examined for safety or security reasons if there is an incident or issues with
misuse.
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Keys and alarm system
Keys for the building are held by the FM provider, GSP, in a locked cupboard in the
FM/Security room. A register is kept of all the keys. This register records
where copies have been made of keys and issued to staff, for example to the
cleaners to unlock the building in the morning.
GSP do not hold the keys to the cash office or the safe key, which are held by
Customer Services.
There are two grand master keys. One is held in the safe in the Woolwich Centre
and the other in the safe in the Town Hall.
CCTV
Staff and the building are protected by an extensive network of 32 cameras. These
are monitored from the corporate reception desk, the FM office. Footage is
kept for 31 days.
All images are recorded and the system is kept maintained.
A list of all cameras and their purpose is held and the system is registered with the
Data Commissioner.
Evacuations
In the event of a fire being discovered, the procedure is that whoever discovers the
fire sets off the fire alarm at the nearest alarm point and the building is
evacuated. Details of these arrangements are in the Fire Evacuation Policy.
This policy covers evacuations that might be required for other reasons. This could
be due to a bomb threat or discovery of a suspicious item in or immediately
outside the building. We might also be advised to evacuate the building by the
police due to an incident in the area, for example a gas leak.
The evacuation might be full or in part, may be done by floor walkers instructing staff
or by setting off the fire alarm and may require adjustments to the normal
evacuation procedure as set out in the Fire Evacuation Policy, for example by
using a different assembly point. This decision would be taken in consultation
with the police. An evacuation may also take place after or in conjunction with
a search.
The decision would normally be taken by the Facilities Manager or the or Building
Management Team, depending upon who is on site at the time of the incident.
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For staff that have a PEEP’s these arrangements would need to be followed as set
out in the Fire Evacuation Plan.
Suspicious items found in building
Precautions
Good housekeeping is maintained both inside the building and the immediate
external surroundings are kept clean and tidy to make it easier to spot
packages.
Floor plans for the building are not available to the public.
Access is controlled to non public areas.
External areas are kept clear with the exception of two salt bins which are locked.
There is a minimum of vegetation and trees around the building where items
can be concealed. The bins in the service centre and library are clear plastic
sacks in holders. Other fixtures, fittings and furniture are kept to a minimum.
GSP FM staff are trained in how to spot suspicious items and the procedure if they
do spot one.
Procedure
If an item is spotted by staff it should be reported to the GSP FM Security Guards. In
the meantime the item should not be touched or moved and all staff kept
away from the item.
The GSP Facilities Manager will attend and observe the item and come to a view on
whether it should be treated as suspicious or not. The “HOT” acronym to be
followed in this assessment.
Hidden – Does it appear to have been deliberately hidden.
Obvious – Is it obviously out of place
Typical – Is it typical of the environment
If it is viewed as suspicious the RGB Facilities Manager will advise GS Plus
Facilities Manager by radio, moving 15 m away from where the item is, that
the building or parts of the building may need to be evacuated and arrange for
999 to be called. This might be a full evacuation or just the area adjacent to
the item, two floors up or below. It may also be a movement of staff to another
Page 32 of 50
part of the building. This decision would normally be taken in conjunction with
the police.
The RBG Facilities Manager will then leave the item, leaving lights as they were,
either on or off, and then facilitating the emergency services being able to find
or approach the item. This would mean removing obstructions, wedging doors
open and leaving arrows on the floor pointing to it. Suitable arrow signs are
held in the Search folder.
If the item is on the means of escape then Fire Marshalls will be put in place before
the alarm is activated to direct staff to an alternative route to evacuate the
building. If this means that one of the staircases cannot be used then the
building will be evacuated floor by floor by Fire Marshalls rather than by
activating the fire alarm. Otherwise the building will then be evacuated by
setting off the fire alarm.
The RBG Facilities Manager will liaise with the first police officers on the scene.
Whoever found the item will remain on hand to be interviewed.
If there is any information that this is a Chemical, Biological or Radioactive device
then the building ventilation system will be shut down and staff kept in the
building.
Suspicious items delivered by courier or Royal Mail
Procedure
All Royal Mail post to be handled by post room.
Hand delivered parcels to be received by Service Centre Reception.
Post Room and FM staff to be trained in recognising suspicious deliveries.
Staff to open letters with letter openers and with minimum movement. They should
keep their hands away from their noses and mouth and should wash their
hands regularly.
If post room staff suspects an item then the procedure for finding suspicious items
above will be followed.
Notice for post room attached as Appendix 3
Indicators to Suspicious Deliveries/Mail
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There are a number of signs that may lead you to become suspicious of a letter or
parcel. By themselves these signs may be innocent, but perhaps a
combination of a few will need a cautious approach.
A simple mnemonic to remember is the 7S’s:
Size
Is the letter big enough to house a device without being obvious, e.g. Jiffy-bags, videotapes, etc.
Shape
Is the letter not uniform, e.g. denoting possibility of batteries or switch system
Sender
Do you recognise who sent it from the postmark, label or typeface? Do they match? Can you check with the recipient?
Stamps
Are there no stamps or is it over-stamped? Is the postmark blurred, smudged or missing altogether?
Seal
Has the letter been sealed more securely, denoting it contains something that must not fall out, use of tape, staples, etc?
Stain
Is there an oily stain showing through the envelope or oily fingerprints on the outside? Some explosives weep/sweat small amounts of liquid that will produce stains.
Smell
Explosives can smell particularly Nitro- glycerine and Nitro-toluene. A strange smell such as almonds or marzipan should therefore be treated with suspicion. Equally an overpowering smell, say of perfume, could be used to cover up or disguise other smells.
Bomb threats
The contact centre has a script in the event of a bomb threat, attached as Appendix
2. This is to enable them to capture as much information as possible on the
threat to help the police investigate and to come to an informed view on what
measures to take.
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Search arrangements
In the event of a bomb threat the building will be searched by the Council with the
support of the police. The police may also wish to search.
It is unlikely that a bomb would have been planted anywhere other than an area that
had general accessibility such as the service centre or library.
Searches are, generally, not likely to be possible outside of office hours, when there
is only one member of staff on duty.
A search kit is held behind reception. It includes:
Building plans
Gloves
High visibility vest
Flashlight with batteries
Searching would be done by staff working in pairs. There will be three search teams,
one GSP FM team and two BMT .
The GSP FM team will search the gallery, the 6th Floor, including the plant
room and roof and the Lower Ground Floor.
Service Centre Manager/Duty Manager will search the Upper Ground
Floor, 1st Floor and 2nd Floor.
Fire Marshals will search the 3rd Floor, 4th Floor and 5th Floor.
Search teams should look for an unidentified object.
That should not be there
That cannot be accounted for
That is out of place
The searcher should first stand still and look around the room. They should note the
contents of the room and make a quick assessment of those areas, which will
need special attention. They should follow the hidden, obvious, typical
principles as set out above.
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The search should be conducted methodically, moving in one direction around the
area to be searched. It should be carried out in three sweeps:
The first sweep is to work around the edges of the room, taking in the
walls from top to bottom and the floor area immediately beneath the wall.
Look inside bags and boxes etc, behind and beside furniture around the
edges of the room. The sweep should finish at the doorway where it
began.
The second sweep should take in the furniture and the floor. Furniture
should not be moved but drawers/cupboards should be opened and
searched and gaps in and under furniture should be explored. If the floor
covering/tiles shows signs of recent disturbance, it should be reported to
the CRT Leader as a potential threat area then await further instruction.
The third sweep should cover the ceiling, if of a kind in which objects
might be concealed. Start at one corner and systematically search the
whole surface.
Once an area has been searched it should be shaded out and initialled on the
building plans.
Hostile Reconnaissance
Third Party Hostile Intelligence Reconnaissance is when third parties visit a site to
either assess a site as a suitable target or to plan an attack. RBG Facilities
Manager and GS Plus Facilities Manager are briefed to notice Third Party to
report it to the confidential anti terrorist hot line 0800 789321. If there is
reason to believe that the HR represents an immediate threat then 999 will be
rung.
Indicators of HR are anyone taking photos, making notes or sketches, particularly of
entrances, rear doors and CCTV. Any other activity that appears to be out of
place should be reported, for example loitering by pedestrians or vehicles.
In the event of a high profile event the Woolwich Centre Manager would liaise with
the Police Security Coordinator (SECCO) and the Police Search Adviser
(POLSA) to undertake a risk assessment that might lead to additional
precautions being required.
Page 36 of 50
Appendix 1 - Roles
Kirstan Shiels Assistant Director
Capital Projects
and Property
Assistant Director, Directorate of
Regeneration, Enterprise and Skills
Decision taker on evacuations
Cami Gilani Maintenance Group
Manager
Decision taker on evacuations
Responsible for hard FM
Florence
Williams
Facilities Manager Manages Soft FM services on all
floors, who act as Fire Officer and
overs sees Fire Marshals.
Decision taker on evacuations
Sam Ettridge Facilities Manager Manages FM service: Initial response
a) Where is the bomb right now? b) When is it going to explode? c) What does it look like? d) What kind of bomb is it? e) What will cause it to explode? f) Did you place the bomb? g) Why? h) What is your name? i) What is your address? j) What is your telephone number?
RECORD TIME CALL COMPLETED
____________________________
WHERE AUTOMATIC NUMBER REVEAL EQUIPMENT IS AVAILABLE,
RECORD NUMBER SHOWN · USE THE ‘1471’ FACILITY IF AVAILABLE
_____________________________________________
INFORM THE LOCATION MANAGER (Primary) NOMINATED DEPUTY
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Name and telephone number of person informed. _____________________________________________________________________
CONTACT THE POLICE BY USING THE EMERGENCY TELEPHONE
NUMBER 999 Time informed ___________________________
THIS PART SHOULD BE COMPLETED ONCE THE CALLER HAS HUNG UP AND POLICE/SENIOR MANAGER/NOMINATED DEPUTY HAVE BEEN INFORMED
Time and date of call _________________________________________
Number at which call is received (that is your extension number)
_______________________________________ ABOUT THE CALLER Sex of caller? Male/Female? Nationality? Age? ___________________________________________________ THREAT LANGUAGE (circle) Well-spoken Irrational Taped Foul Incoherent Message read by threat-maker
If the voice sounded familiar, who did it sound like? ________________________________________________________________ What accent? ________________________________ BACKGROUND SOUNDS (circle)
Street noises House noises Animal noises Crockery
Motor Clear Voices Static P A system Music
Factory machinery Office machinery Others, thoughts and feelings no matter what (specify)
