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Health, Safety and Wellbeing Staff Reference Guide
Health, Safety and Wellbeing
Staff Reference Guide
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Contents
Emergency Action
About this Guide
Health and Safety Rules and Procedures:
1. Responsibilities
2. Accident, Near Miss and Hazard Reporting
3. New staff members
4. New and Expectant Mothers
5. Young People at Work
6. First Aid
7. Risk Assessment
8. Storage and Housekeeping
9. Work Equipment
10. Electricity and Electrical Equipment
11. Manual Handling
12. Hazardous Substances
13. Display Screen Equipment
14. Work at height
15. Vehicles in the Workplace
16. Driving at Work
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Emergency Action
Fire
Fire Evacuation Messages:
Fire Evacuation Messages are given by a voice alarm message, which provide instructions about any action which is to be taken.
When you hear the Fire Evacuation Message, you should follow the instructions immediately.
When you hear the Fire Alert Message, you should stay where you are and listen for further instructions.
IF YOU DISCOVER A FIRE:
Break the glass on the nearest Break Glass Fire Call Point (red box) and make your escape. Do not attempt to fight a fire unless you have been trained in the use of fire extinguishers.
IF IN DOUBT – GET OUT.
Medical Emergency
IF YOU SUSPECT SERIOUS INJURY OR ILLNESS:
FIRST- Dial 9 for an outside line, followed by 999. Ask for an ambulance and pass on the required information.
NEXT- Call Security on 85333 to request a first aider and inform the Security Team Manager that an ambulance has been called – ALWAYS describe the incident and the casualty’s location.
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About this Guide
This guide, for SPCB and agency staff members provides a quick and easy to use
reference point for safety rules, procedures and safe systems of work. It sets out the key
points you need to know, and should be read in conjunction with the health and safety
resources on the intranet, including the Health and Safety Policy Statement,
Responsibilities and Procedures.
The guide highlights legal requirements and safe working procedures, setting out the
action staff members and managers should take in different situations. It has been
structured so you can refer to the areas relevant to you, however please bear in mind
that there may be specific procedures for your office or business area – if in doubt, ask
your line manager or Office Head.
If you are a new staff member, remember to complete the Fire Safety Induction and
Health and Safety Induction e-courses on SPLearning. Existing staff members should
complete Health and Safety Refresher and Fire Safety training when reminders are
issued.
Health and safety is a priority for the Scottish Parliament – all staff members have their
part to play in making the Parliament a safe and secure place to visit and work.
Please familiarise yourself with this guide, and always speak your line manager if there
is anything you think is unsafe or you are not sure about.
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Responsibilities
Staff and managers’ responsibilities are set out in our Organisation and Responsibilities document.
The key points are:
Head of Office: has overall responsibility for implementing the H&S Policy and management system in his or her Office. S/he allocates duties to key personnel including the DSE assessor, Nominated Person and H&S Committee representative.
Nominated Person: carries out office specific risk assessments and reviews these annually, assesses manual handling tasks, carries out 6-monthly office inspections and produces a report of the inspection for the Head of Office to sign off.
H&S Committee Representative: monitors the implementation of H&S arrangements and procedures in his or her work area, raises any issues with the Office or Group Head, shares knowledge of H&S procedures with colleagues, consults staff on H&S issues and feeds back H&S information to colleagues.
Line Manager: ensures that the H&S procedures relevant to his/her area are implemented, ensure staff carry out induction training and job specific training, takes appropriate action to resolve safety issues.
Contract Manager: implements the contractor access -permit system and monitors contractor H&S performance to ensure safety standards are maintained.
All Staff Members: take care of themselves and others who may be affected by what they do, or fail to do, report accidents, near misses and hazards, follow safety rules and safe systems of work, and ensure they are familiar with emergency action in case of fire or medical emergency.
LEGAL REQUIREMENTS:
Take reasonable care for your own health and safety and those who you may affect by your act or omission
Co-operate with Parliament arrangements for H&S
Do not interfere with anything provided in the interests of health and safety
Follow safety training and instructions
Inform your employer of any serious and immediate danger to health
and safety or problem with the health and safety arrangements
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Accident, Near Miss and Hazard reporting
An accident is an unplanned event resulting in injury or property damage.
A near miss is an unplanned event which had the potential to result in injury or property damage, though none was caused.
A hazard is any undesired circumstance which could cause injury or property damage.
Accidents, near –misses and hazards should always be reported so that we can learn how to avoid them in the future.
Reporting an accident, near miss or hazard is
quick and easy. Just click the link: http://www.scottish.parliament.uk/intranet/16339.
aspx
LEGAL REQUIREMENTS:
Injury accidents must be reported as soon as possible (within 24
hours), due to legal reporting requirements.
Other incidents should be reported without delay.
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New Staff Members
Line managers must tell new staff members the action to take in case of fire or medical emergency, (see p3).
New staff members must complete the fire safety and health and safety awareness course on SPlearning as soon as possible after starting employment, and in any case, within three weeks. Completion of e-induction courses is monitored by the H&S Committee.
Staff who use Display Screen Equipment, Manual Handling Operations and other tasks which require specific training must complete the relevant training as soon as possible.
Line managers must familiarise new staff members with any special safety rules or procedures for their Office.
New and Expectant Mothers
New and expectant mothers may require adjustments to their workstation and working arrangements. Under the Management of Health and safety at Work Regulations 1999, employers must assess the risks from work, considering additional risk or increased risk to new and expectant mothers as part of this process.
The Scottish Parliament has decided to address this requirement by carrying out individual risk assessments for new or expectant mothers, to identify any aspects of their work which may require adjustment.
The law defines a new or expectant mother as someone who is pregnant; who has given birth within the previous six months or who is breastfeeding.
Workplace risks and issues
In an office or public facing environment, these can include:
Lifting or carrying
Standing or sitting for long periods
Stress, fatigue and long working hours
Night work
Work related travel
Workstation layout
Violence and aggression
Noise and heat
Lone work
Difficulty moving (fire evacuation)
Welfare, (toilets, breaks etc.)
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Arrangements for new and expectant mothers
Here are the main points for staff and managers to be aware of.
Staff:
You should notify your line manager if you are pregnant, although you are not obliged to do so. It may also be beneficial to tell your line manager that you have given birth in the previous 6 months or are breastfeeding.
You should make the notification in writing and forward the certificate you get from your GP or registered midwife (MAT B1) to HR.
You should tell your employer if you have received any specific advice from your doctor or midwife.
If you work at night and have had problems which could be caused by working hours, you should advise your line manager and seek medical advice, from a registered midwife or GP.
You can ask your line manager to arrange a referral to occupational health for any reason where medical assistance or advice is required during pregnancy or after giving birth.
A parenting room (TG.43) is available at all times for nursing, resting and storing expressed milk.
Line Manager:
Complete the pro-forma risk assessment promptly after notified of pregnancy, in consultation with the new or expectant mother.
You and the staff member should keep a copy. Send electronic copies to HR and the H&S Adviser.
Where you identify a risk which cannot be avoided or adequately controlled – contact HR.
You should review the risk assessment at least once during pregnancy, to account for changes in capability and needs which are likely to occur as the pregnancy progresses.
The H&S Adviser and Occupational Health Service can assist in carrying out the risk assessment and identifying the appropriate ways to control risks.
For more information, see the new and expectant mothers procedure.
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Young People at Work
The Management of Health and Safety at Work Regulations 1999 requires employers to protect young people at work from harm which could occur because of their lack of experience, awareness of risks or because they have not fully matured. These Regulations also place limits on the employment of children and young people where particular risks are present.
The requirements apply to children and young people whether they are on work experience, completing an apprenticeship or employed under any other arrangement.
A child is defined as someone who is under the minimum school leaving age (sixteen).
A young person is someone who is under eighteen.
Workplace risks and issues
Young people may be at additional risk of harm because their work:
Is beyond their physical or psychological capacity;
Involves risks that they may not be able to recognize or avoid because they lack experience, maturity or training.
Line managers must assess the risks that affect young people prior to them starting work.
Arrangements for young people at work
Line manager:
Young staff members must be given an induction and safety information when they start work. There must be a named supervisor - young people will need closer supervision than experienced workers because they are new to the world of work and may not recognize the risks.
Complete the pro-forma risk assessment before the young person starts work, taking advice from the office nominated person or H&S adviser as required;
Arrange suitable induction training, including a briefing on fire action, the action to take in a medical emergency, any risks, how they are controlled, rules and how to report safety concerns, as well as any work instructions they require. Check that they understand what they have been told.
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Inform parents or guardians of children on work experience on the outcome of the risk assessment
Seek assistance from the H&S adviser when completing questionnaires from schools, colleges and other placement organisers.
For more information, see the Young Persons at work procedure.
First Aid
Medical Emergency
IF YOU SUSPECT SERIOUS INJURY OR ILLNESS:
FIRST- Dial 9 for an outside line, followed by 999. Ask for an ambulance and pass on the required information.
NEXT- Call Security on 85333 to request a first aider and inform the Security Team Manager that an ambulance has been called – ALWAYS describe the incident and the casualty’s location.
Routine First Aid
Contact your nearest office based first aider, (see the first aider list on your office noticeboard).
Contact Security if no office based first aider is available – describe the incident and the casualty’s location.
Equipment and Supplies
There are two first aid rooms:
1. In the Garden Lobby behind the BIT and SPICe desks 2. In the Main Hall, behind the baggage drop off area
Make sure you know how to get to both first aid rooms. Anyone can take a casualty to a first aid room for assessment, first aid treatment or to await first aid or professional help, where appropriate.
An automatic defibrillator is provided at the Canongate entrance for use by the Parliament’s Defib. Team.
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First aid supplies are also held by Office based first aiders.
For further information, see the first aid procedure
Risk Assessment
Risk assessment is the process of finding out how work might cause harm to people to decide whether more needs to be done to eliminate or control the risks. The steps to risk assessment are:
1. Identify the hazards 2. Decide who may be harmed and how 3. Evaluate the risks and decide on control measures 4. Record the significant findings 5. Review and update the assessment
What does the law say?
Employers must assess and control risks caused by work by carrying out a risk assessment. Employers with five or more employees have to record the significant findings of their risk assessments. In addition, they must:
Apply safety measures using the principles of prevention in the Regulations;
Put in place arrangements to plan, organise, control, monitor and review the safety measures;
Give employees information about risks to their health and safety, the safety measures which have been identified, and any emergency procedures there may be;
Identify and address any special risks to young people and new or expectant mothers.
Working Safely
Managers
Think about any tasks specific to your work area which may cause a significant risk of harm. These tasks will require a risk assessment. See your local nominated person and the H&S Adviser for assistance in identifying relevant tasks and carrying out risk assessments.
Your nominated person will consult staff members during the risk assessment process. You must ensure staff read and understand the risk assessment and follow any task instructions.
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Your Office Head is ultimately responsible for ensuring that any control measures identified in the risk assessment are implemented; including training, task instructions etc. You must support your office Head by supervising and monitoring tasks to ensure they are done according to the rules.
Staff Members
Risk assessments give you important information about the risks involved in work tasks and the procedures that you should follow to complete tasks safely. You should read and ensure you understand the risk assessments relevant to your work. There are two types of risk assessment you should be aware of:
Generic Risk Assessments – these apply to tasks which many staff do in similar circumstances. These can be found here.
Specific Risk Assessments – these are completed for tasks which are specific to a particular area or office. Specific risk assessments are completed by the office nominated person and are available to view on SPshare.
Ask your line manager if there are specific risk assessments for your work area.
Follow any instructions and training you have been given.
Tell your line manager immediately if you think any aspect of work presents a serious risk.
Storage and Housekeeping
Good housekeeping and cleaning help reduce the risk of accidents and fire while maintaining a pleasant and productive working environment.
Always:
Put any waste in the appropriate bin daily – do not allow waste to build up
Store items and paper records tidily and clear your desk at night
Keep walkways and corridors clear
Clean up any spillages, or contact the FM Helpdesk in case of large spillages
Report damaged, slippery or dirty floor surfaces to the FM Helpdesk
Keep your tea point clean and discard any out of date food in the food waste bin
Store food properly, avoiding spillage
Remember furniture and work areas may need deep cleaning from time to time, especially shared workstations and heavily used areas
Use safe methods to access things stored at height (e.g. step ladders or step stools)
Check steps for signs of damage before use – if in doubt, don’t use them – tell colleagues and call the FM Helpdesk
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Check storage shelves and cabinets for any signs of damage, paying attention to safe working load signs
Report any building or equipment faults to your manager and the FM Helpdesk
Avoid:
Storing items where they could cause a tripping hazard
Storing items in corridors, stairways or on top of cupboards
Over -loading cupboards and shelves
Never:
Stand on chairs to access racking or climb racking
Work Equipment
Work equipment includes office equipment, mobile racking, ladders, photocopiers and shredders. There may be risks if the wrong equipment supplied, or if it is misused or allowed to deteriorate.
What can go wrong?
Here are some examples of things which can happen when work equipment is not used
correctly:
Falling when using a damaged ladder
Overloading storage shelves which collapse
Getting hair or clothing caught in a shredder
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What does the law say?
All work equipment has to meet specific health and safety requirements before it can be sold, however employers are responsible for ensuring that they supply work equipment that is suitable for the work it has to do, maintaining it and making sure that employees have the information, instructions and training they need to use it correctly and spot any faults. Employers should include work equipment in their task risk assessments.
How to use office equipment safely
Shredders – Shredders have safety features to ensure they only operate when the dangerous parts are safely covered. The slot for feeding in paper is designed so that fingers cannot reach the dangerous parts; however hair and loose clothing can still be drawn in, causing injury. Shredders operate by pressing a button, or more commonly by a sensor which starts the machine when paper or other items are inserted.
Always: keep hair and loose clothing away from the feeding slot, apply shredder oil occasionally according to instructions, (or request through the FM Helpdesk), report full shredder bags to the FM Helpdesk and ensure guards and warning signs are in place.
Never: use a shredder which is visibly damaged in any way.
Racking – Racking should only be used for storing goods and records. It must be kept in good condition, protected from damage and not overloaded. It is possible to accumulate a very heavy weight of material in a single bay of racking – up to 500kg in some cases. Overloaded or damaged racking can collapse without warning, causing serious injury.
Always: check the manufacturer’s safe working load written on the side of the racking bay – think about how much weight is stored in each bay. If you are not sure, tell your manager and contact the FM Helpdesk. Report any missing or damaged parts. If racking is damaged, remove all stored items from shelves above ground level and mark out of use.
Never: overload racking, climb on racking or use racking which is damaged.
Stepladders – see the work at height section
Photocopiers – Photocopiers may require minor maintenance by users, for example clearing minor paper jams.
Always: follow the on- screen instructions. Report any more serious or recurring problems to the FM helpdesk.
Never: attempt to change toner or carry out any repairs yourself – call the FM Helpdesk.
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General - only use equipment which is in good condition and free from any defects. Never try to fix broken equipment yourself – mark it as out of order and tell your colleagues and manager.
Selecting the right office equipment
Make sure any equipment you buy is CE marked – this is a declaration by the manufacturer that the equipment meets all essential H&S requirements.
Only buy from a contracted supplier or other reputable supplier.
Make sure any equipment is suitable for commercial use. Think carefully before buying domestic type equipment - it may not stand up to hard use.
For more complex equipment or anything you are not familiar with – contact the FM Helpdesk or H&S adviser for advice.
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Electricity and Electrical Equipment
Modern electrical appliances are designed and manufactured to strict standards; however they do need occasional inspection and maintenance to ensure they stay safe. Damaged appliances or wiring can cause electric shock or fire - generally the cable is the part most vulnerable to damage.
Always:
Report any obvious damage to electrical equipment to the FM Helpdesk – unplug the appliance and mark it ‘out of order’
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Always:
Ensure cables are kept away from walkways and places where they could be damaged or cause a tripping hazard.
Fully uncoil extension reels before use, or they could overheat.
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Always:
Avoid overloading electrical sockets and ‘daisy chaining’ extension leads. This could increase the risk of fire or affect the earth connection, which is a vital safety feature.
This thermal image shows how cables heat up in normal use. Overloaded cables heat up very quickly, which could start a fire before the fuse or circuit breaker has time to operate.
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Always:
Make sure the total load on any wall or floor socket is no more than 13 Amps / 3000 Watts. Every appliance has a sticker which shows the current or power rating. Check before you plug in more than one appliance.
The capacity of a desk socket is much lower – only 5 Amps. Only plug IT equipment into desk sockets.
Avoid bringing in any 240v appliances of your own
Portable appliance testing is carried out regularly by Facilities Management. Make device chargers and other items available for testing when asked.
This battery charger only uses 0.5 A, while a heater may use up to 13A.
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Manual Handling
Manual handling is when we support or move a load using our bodily strength. Some manual handling tasks have a risk of injury because:
the load is heavy, bulky, sharp or hot,
the task is challenging, (involves long distance carrying, lifting above shoulder level or below waist level),
the working environment creates a hazard, (because they are cramped, hot, windy or dark), or
People’s physical abilities vary, depending on their strength, height, state of health etc.
If not managed properly, manual handling can cause injury to the muscles, bones, joints and tendons. These are a major cause of absence which may be long-term.
What does the law say?
Manual handling tasks with a risk of injury must always be assessed. Office Heads are responsible for making sure the Nominated Person assesses tasks involving manual handling. The purpose of the assessment is to eliminate hazards or reduce the risk to an acceptable level. Each assessment generates recommendations and task instructions, for example, using a trolley, or completing training.
Good Manual Handling Technique:
Plan the lift before you start;
Try to keep the item close to your waist to reduce the load on your spine and back muscles;
Make sure you are steady, with feet apart and one leg slightly forward, pointing in the direction you are going;
Get a good grip of the item and test the weight / balance by moving it slightly before lifting;
Don’t bend or squat down fully – a slight bending of the back, hips and knees at the start of the lift is best;
Avoid twisting your trunk or bending sideways. Turn by moving your feet;
Keep your head up and look ahead;
Move smoothly – avoid jerking;
Don’t lift more than you can easily manage;
Put the item down to adjust your grip.
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Always:
Follow any written task instructions;
Think about things which might make you vulnerable to injury (e.g. an existing injury, illness or pregnancy) and tell your line manager;
Call the porters for jobs involving heavy lifting (moving furniture, bulk paper, heavy equipment, water cooler bottles);
Always plan the lift before you start;
Think about other people in your team – store items at a sensible height and don’t overload files and boxes.
Hazardous Substances
Some work in the Scottish Parliament uses or generates chemicals, materials and substances which are hazardous to health. Examples of hazardous substances which may be used or generated are:
Fumes from soldering
Cleaning products
Solvents and paints
Engine oil
What can go wrong?
Office based work does not normally involve significant exposure to hazardous substances, however some non-clerical work may require the use of chemicals or generate substances which staff are then exposed to. Hazardous substances enter the body by:
Being absorbed through the skin
Ingestion – by accidentally eating or drinking a substance or traces of a substance from dirty hands
Inhalation – by breathing in a gas, fume, dust, smoke or vapour If the hazardous properties of the substance are not understood, or, if the substance is used in the wrong way then it may cause harm, for example:
Occupational asthma from repeatedly breathing in solder fumes;
Dermatitis from repeated skin contact with solvents and cleaning products;
Headache or nausea from breathing the vapours from solvent based glues or paints;
Skin cancer from repeated skin contact with used engine oil;
Allergic reactions following use of latex rubber gloves.
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What does the law say?
The Control of Substances Hazardous to Health Regulations 2002 requires employers to:
assess the risk from substances used or generated during work,
prevent or control exposure to hazardous substances,
provide suitable control measures, ensure they are used and maintained, and
provide information, instruction and training to staff. Employees must co-operate with instructions given by the employer and any health and safety controls or arrangements the employer has put in place.
Working Safely
Managers:
1) Think about any work in your area which might expose staff to substances (e.g. chemicals used for work or fumes and mists created by a process). Any work like this will require a COSHH assessment. If in doubt speak to the H&S adviser.
2) Check whether any chemicals or substances you use have a hazard pictogram on the packaging. Hazard pictograms show a symbol within a red diamond, and indicate the hazard associated with the substance. Any substance with a hazard pictogram will need special precautions.
3) Chemicals or substances without hazard pictograms can still cause harm. Always ensure chemicals and substances are used according to the manufacturer’s instructions.
4) Ensure you have:
A material safety data sheet (MSDS) for each substance
A COSHH assessment form for each substance
5) You should check that staff members are following the instructions on the packaging and correctly using the control measures set out in the COSHH assessment.
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6) Think about whether staff members need training to do the task safely and
effectively. Simple tasks like using a surface cleaner will require very basic instructions. More complex or higher risk tasks will require more complex control measures.
7) If you are unsure about any aspect of work involving chemicals and substances, contact the H&S Adviser.
Display Screen Equipment
Display screen equipment, (DSE) includes desktop PCs, laptops, tablets and other portables. Many job roles require use of DSE, and overall our use of DSE at work and at home is increasing. There are some health risks which can arise from using DSE:
Poor posture
Disorders affecting the soft tissues in the arms, wrists and hands
Eye strain
Fatigue and stress
These may be significant and long term problems for people affected, however the risks are low if DSE work is managed appropriately, the workstation is set up right and some simple precautions are taken.
What does the law say?
The Health and Safety (Display Screen Equipment) Regulations 1992 requires employers to:
Analyse DSE workstations to assess risks and reduce risks identified
Plan DSE work to allow breaks and changes of activity
Cover the cost of eye and eyesight tests and special glasses for DSE use
Provide information and training to staff
Make sure workstations meet certain requirements
Working safely with DSE
Managers:
Confirm which staff members in your area are DSE users. A staff member who uses DSE as a daily part of their daily work routine will be considered a DSE user. If you are in any doubt, speak to your line manager or your local DSE Assessor.
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DSE Users:
Complete a DSE self-assessment form within 1-2 weeks of starting work, and thereafter annually as a minimum;
Complete DSE user training on SPLearning;
Read and follow the guidance on safe use of DSE;
Tell your line manager if you are suffering from any pain or discomfort you think may have been caused by using DSE, or if you think your workstation needs adjustment.
Here are the main points you should follow for safe and healthy work with DSE:
Adjust your chair, desk, screen, mouse and keyboard – refer to the seated posture guide
Take regular, short breaks and changes of activity (60 – 90 seconds every 30 minutes – 1 hour) – see the DSE tips and advice document
Stay active and change your posture regularly – see the movement and standing at work document
Have an eye and eyesight test every 2 years and tell the optician you are a DSE user
Keep yourself hydrated
Laptops and tablets in particular are best for short term use. If you need to use a portable for a longer period, you should try to replicate a full size DSE workstation. See the guidance on using portable DSE.
Address discomfort early – don’t ignore it. Discuss any problems with your line manager and see your doctor if you are concerned about aches, pains or other symptoms.
Work at Height
Work at height means work where people are positioned where they could fall a distance liable to cause personal injury. Office work often involves work at height, for example accessing storage racking and shelves. However, some specialized work such as exhibitions, maintenance and broadcasting involves higher risk work.
What can go wrong?
Falling from a height is an important cause of serious accidents in the workplace. Even falling a relatively short distance can cause life changing injury or death.
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What does the law say?
Work at height is covered by specific Regulations. Employers must:
Assess the risks from work at height
Plan and supervise work
Train staff
Working safely
Managers:
Avoid the need for staff to work at height wherever possible;
Ensure a risk assessment has been carried out for any task involving work at height – see your Office Nominated Person or contact the H&S Adviser;
Plan and supervise work at height, and make sure staff have received training, (straightforward low-risk jobs require only simple precautions and basic instruction and training);
Make sure staff are physically able to do the work safely and pay particular attention to lone work;
Use stepladders and step stools for short duration low risk work;
If work is longer or more complex, get assistance from the high level maintenance contract (call the FM Helpdesk);
If your office has ladders or any other access equipment, contact the Helpdesk to arrange for inspection. Inspections should be done at suitable intervals (normally 6 monthly) – equipment must be tagged and a record of inspections must be kept;
If in doubt – stop the work and discuss with the H&S Adviser.
Staff Members:
Don’t do any work at height unless you have been trained and you have seen the task instructions for the job;
Always follow the task instructions and training – use equipment correctly and report any hazards to your line manager;
Tell your line manager if there is any reason you may not be able to do the job safely, for example because of injury, illness or pregnancy;
Only use the stepladder or step stool provided;
Check the stepladder or step stool before use – make sure it is stable and in good condition. If in doubt – don’t use it. Tell your manager and call the helpdesk for assistance;
Don’t carry too much or overreach from a ladder;
Never stand on chairs or climb racking;
Check storage racking for damage and do not exceed the safe working load;
Do not store items on top of racks;
Don’t do any work you think is unsafe – stop and tell your manager.
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Vehicles in the workplace
The Scottish Parliament service yard is the access point for goods vehicles, cars and contractor vehicles. Additionally, a large number of staff members use the service yard when they dispose of waste, receive deliveries, and access plant rooms and the gatehouse.
What can go wrong?
Vehicles in the workplace are a hazard when they operate near pedestrians, who may be struck, run over or crushed, causing death or life changing injury. The risk is greater when people and vehicles share the same space, when the space is poorly designed and where safety arrangements are inadequate or not properly implemented. Reversing vehicles are particularly dangerous.
What does the law say?
Employers must assess the risks caused by vehicles in the workplace and introduce controls to eliminate or reduce the risk to an acceptable level. Controls include:
Segregating pedestrians from vehicles;
Providing safe reversing areas;
Providing information, supervision and training;
Introducing a traffic management plan.
Working safely
Here are the key safety rules for the service yard and car park:
Only authorised staff, contractors and visitors may access the service yard. ‘Authorised’ means you have essential business there;
Follow the instructions for your task;
The service yard is not a pedestrian access point or thoroughfare;
Keep to designated routes and crossing points (see the plan below) – never cross vehicle routes or reversing areas;
Wear a high visibility vest or coat at all times;
Take care at all times, particularly when using crossing points;
Never enter an area where a vehicle is reversing;
Cyclists can access the cycle store and building using the designated route, (see the guidance for cyclists);
The speed limit for vehicles is 5mph;
Obey all traffic signals, signs and instructions;
Only one vehicle at a time may pass through a traffic control point (traffic lights);
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Report any hazards, dangerous behavior or driving, litter or housekeeping problems to the FM Helpdesk.
See the Service Yard Policy and Procedure for more information.
Service Yard Plan
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Driving at Work
Driving at work includes any driving you do to fulfill your job role, but does not include commuting to and from a permanent workplace.
What can go wrong?
Driving is an everyday activity and therefore we may overlook the risks involved, however research suggests that more than a quarter of road traffic accidents involve someone at work. It is therefore crucial that we ensure we comply with the law, avoid driving wherever possible and minimize the risks when people have to drive for work.
What does the law say?
Driving at work is covered both by road traffic law and health and safety law.
Employers have a legal duty to ensure:
Driving risks are assessed and properly controlled
Vehicles (including employees’ vehicles) are suitable
Drivers have valid licences
The right insurance is in place
Drivers are fit and capable of driving safely
Work is managed so as to allow safe driving.
Safe Driving Arrangements
The Scottish Parliament has a Driving at Work Procedure which drivers and their managers must read and follow.
Managers:
1. Read the line managers’ guidance in the above procedure. 2. Identify drivers in your team. Drivers may change, so review your list of drivers
regularly. 3. Check whether your drivers actually need to drive – ensure they avoid driving by
using teleconferencing or public transport wherever possible. 4. Check whether each driver is an occasional driver or an essential driver. This will
depend on how often they drive and whether they need to drive to fulfil their role:
Occasional driver – someone who makes up to six car journeys per year.
Essential driver – someone who generally needs to drive to fulfil their role and does more than six car journeys per year.
V1.0 March 2017
5. Be aware that drivers should not normally use their own cars. If essential drivers use their own cars, this must be by prior arrangement with you and you must carry out the document checks set out in the procedure annually.
6. Ensure all drivers have read and understood the guidance for drivers in the above procedure.
7. If there are essential drivers in your team:
Check the validity of their driving licence online annually
Ensure they complete the driver questionnaire annually and send it to the H&S adviser. This provides the basis for a risk assessment, which must be reviewed regularly.
8. If a driver in your team reports an accident, driving endorsement or conviction, problems with their work schedule, health, fitness or private issues are affecting their ability to drive, you must respond appropriately. See the line managers’ guidance.
9. Always support drivers in your team to ensure they can follow the guidance and plan safe journeys
Drivers:
1. Read the drivers’ guidance in the Driving at Work Procedure and co-operate with the arrangements in place for safe driving
2. Ensure you are aware of and comply with all laws regarding driving and condition of motor vehicles. If in doubt, refer to the Highway Code.
3. Plan your journeys with safety in mind 4. Do what you can to avoid fatigue, take rest breaks and stop in a safe place if you
feel sleepy 5. Undertake recommended driver training 6. Do not drive if you have any symptoms which could affect your ability to drive
safely – talk to your GP as soon as possible and tell your line manager that you cannot drive.
7. Do not drive if you are on medication which might impair your driving – tell your line manager.
8. Never drink and drive 9. Do not use a handheld or hands-free mobile phone when driving. 10. Use sat -nav and driver aids safely.
Vehicle safety:
Vehicles must be maintained in a safe condition and must meet all legal requirements for road tax, MOT and business insurance.
Drivers should not normally use their own cars, except by prior arrangement with their line manager. Drivers using their own cars must ensure they are serviced, maintained, appropriately insured and have breakdown cover. Essential drivers must submit vehicle service records, MOT certificates and insurance policy schedules for inspection and copying annually. It is essential that drivers using their own vehicles carry out regular safety checks on their vehicles, using the vehicle inspection checklist.
