Employee Welfare and Wellbeing

Welfare

Policy

We will provide welfare facilities in accordance with the requirements of the Workplace (Health, Safety and Welfare) Regulations as a minimum. Suitable and sufficient facilities will be provided, taking into account the number of people and the tasks or work they will be undertaking. We will ensure that all facilities provided are effectively maintained in a clean and orderly condition at all times and that they are suitable for the purpose for which they are intended. We will repair any defects or damage to welfare facilities and will provide all employees with suitable information relating to welfare facilities.

Arrangements for Welfare Facilities

The Welfare Co-ordinator will ensure that:

1.1 There are provisions for wholesome drinking water and a means of consuming it (cups or drinking fountain).

1.2 Arrangements are in place for heating food and providing adequate facilities for making hot drinks.

1.3 Adequate numbers of tables and chairs are provided for persons to rest.

1.4 Arrangements are in place to ensure adequate heating and ventilation of the workplace.

1.5 Arrangements are in place for the adequate cleaning and maintenance of our premises including toilets, washing, changing and drying facilities.

1.6 Sufficient sanitary and washing facilities are provided for the number of employees likely to be permanently occupying the premises.

1.7 Separate changing facilities are available, where necessary, for men and women and adequate facilities for the storage of clothing is provided.

1.8 Arrangements are in place for the effective means of disposal of sanitary waste from female toilets.

1.9 Adequate lighting is provided and maintained throughout the premises.

1.10 There is sufficient room and space available for each employee to carry out their duties safely.

1.11 Workstations and seating are provided and arranged to allow tasks to be carried out safely and comfortably.

1.12 Suitable and effective arrangements are in place for the maintenance of the workplace and of equipment, devices and systems provided.

1.13 Adequate arrangements are in place for controlling the movement of vehicles and pedestrians such that both can circulate in a safe manner.

Guidance and Records

Welfare Provisions

When people are employed, however short the period of time, there is a requirement to provide adequate and appropriate welfare facilities for them while they are at work as far as is reasonably practicable.

This means facilities must be provided unless it is clearly unreasonable in terms of time, trouble, cost and physical difficulty.

Welfare facilities are those that are necessary for the well-being of employees, such as washing, toilet, rest and changing facilities, and somewhere clean to eat and drink during breaks as required by the Workplace (Health, Safety and Welfare) Regulations 1992.

The requirement is to provide adequate toilet and washing facilities for employees.

Adequate means providing:

Enough toilets and washbasins for those expected to use them, people should not have to queue for long periods to go to the toilet
Where possible, separate facilities for men and women, failing that, rooms with lockable doors
Clean facilities. To help achieve this, walls and floors should preferably be tiled (or covered in suitable waterproof material) to make them easier to clean
A supply of toilet paper and, for female employees, a means of disposing of sanitary dressings
Facilities that are well lit, ventilated and at a reasonable temperature
Facilities with hot and cold running water
Enough soap or other washing agents
A basin large enough to wash hands and forearms if necessary
A means for drying hands, e.g. paper towels or a hot air dryer
Showers where necessary, e.g. for particularly dirty work.

Consideration also must be given to the needs of those with disabilities.

Number of Facilities Required

Number of people at work	Number of water closets	Number of wash stations
1 to 5	1	1
6 to 25	2	2
26 to 50	3	3
51 to 75	4	4
76 to 100	5	5

In the case of sanitary accommodation used only by men, the following may be used if desired, as an alternative to column 2 of the above table. A urinal may either be an individual urinal or a section of urinal space which is at least 600 mm long.

Number of men at work	Number of water closets	Number of urinals
1 to 15	1	1
16 to 30	2	1
31 to 45	2	2
46 to 60	3	2
61 to 75	3	3
76 to 90	4	3
91 to 100	4	4

Arrangements for Meal Breaks

There should be a suitable seating area for workers to use during breaks, it needs to be clean and located where food will not get contaminated.

There should be washing facilities nearby, and a means of heating food or water for hot drinks. You must maintain good hygiene standards.

Water provision

There should be an adequate and readily accessible supply of drinking water for all employees. Such water can be taken from the main water supply or provided in bottles, which must be enclosed to prevent contamination and replenished as necessary. Cups or beakers should be provided unless water is provided via a drinking fountain.

Changing and Storing Clothing

If the work activity requires employees to change into and wear specialist clothing (overalls, a uniform, thermal clothing etc), then you must provide enough changing rooms for the number of people expected to use them.

Where a changing room is provided it should:

Be readily accessible
Contain, or lead directly to, clothing storage and washing facilities
Provide seating
Provide a means for hanging clothes - a hook or peg may be sufficient
Ensure the privacy of the user
At a reasonable temperature.

Separate use of changing facilities should be available to men and women.

Try to prevent employees’ own clothing coming into contact with work-soiled clothing or getting dirty or wet. Provide separate storage for clean and contaminated clothing which:

Allows wet clothing to be hung up to dry out during the course of the day
Is well ventilated.

Temperatures for inside work areas

The temperature in workrooms should normally be at least 16^oC unless much of the work involves severe physical effort in which case the temperature should be at least 13^oC. These temperatures may not, however, ensure reasonable comfort, depending on other factors such as air movement and relative humidity. These temperatures refer to readings taken using an ordinary dry bulb thermometer, close to workstations, at working height and away from windows. Thermometers should be provided in the workplace, to enable temperatures to be measured. They need not be provided in every workroom.

The above temperatures are provided to ensure that temperatures in workrooms are reasonable and negate the need for special clothing. There are rooms or areas where it is not practical to maintain those temperatures, for example warehouses that open to the outside, walk in fridges and freezers. In such cases efforts should be made to try and maintain temperatures as close to the minimum as possible. This could be done by pre chilling products, minimising chilled areas, enclosing/insulating the product etc.

Where room temperatures may be unreasonably high all reasonable action should be taken to achieve a comfortable temperature, for example by insulating pipes/plant, shading windows, siting workstations away from heat sources.

Where workrooms remain at unreasonable temperatures local heating or cooling should be provided e.g. fans in hot weather, insulating cold floors. If such measures are taken, yet workers are still exposed to unreasonable temperatures then suitable protective clothing and rest facilities should be provided. Rest facilities should be warm, with provision for heating food and making warm drinks. Systems of work should be introduced to minimise the time employees are exposed to uncomfortable temperatures e.g. task rotation.

Ventilation requirements

The air in workrooms should be fresh and at a suitable temperature and humidity level. In most situations, windows, doors etc. will provide sufficient ventilation, however there will be instances where mechanical ventilation systems are required. Any air that is introduced into workrooms should be free from any contaminants or pollutants that may be offensive or cause ill health.

If you do have mechanical ventilation systems you must ensure that they are properly maintained, including regular cleaning, testing and servicing. Filters, where fitted should also be subject to maintenance. You should also ensure that any recirculating of air is done safely, by introducing fresh air to the recirculating air.

Workers should not be subjected to drafts. This can be avoided by controlling the direction or speed of air flow with regards to mechanical ventilation, however rearranging or screening workstations is another way of avoiding this problem.

The above relates to ventilation provided for workplace welfare, not the local exhaust ventilation for controlling exposure to substances hazardous to health. This type of ventilation is covered in a specific section within the health and safety policy, where relevant.

Lighting Requirements

Lighting should be sufficient to enable people to work, use facilities and move from place to place safely and without experiencing eye-strain. Stairs should be well lit in such a way that shadows are not cast over the main part of the treads. Where necessary, local lighting should be provided at individual workstations, and at places of particular risk such as pedestrian crossing points on vehicular traffic routes. Outdoor traffic routes used by pedestrians should be adequately lit after dark.

Dazzling lights and glare should be avoided. Lights and light fittings should be of a type, and so positioned, that they do not cause a hazard (including electrical, fire, radiation or collision hazards). Light switches should be positioned so that they may be found and used easily and without risk.

Lights should not be allowed to become obscured, for example by stacked goods, in such a way that the level of light becomes insufficient. Lights should be replaced, repaired or cleaned, as necessary, before the level of lighting becomes insufficient. Fittings or lights should be replaced immediately if they become dangerous, electrically or otherwise.

Where possible, windows etc. should be cleaned regularly and kept free from obstructions, such as external vegetation, so that they admit as much daylight as possible.

Emergency lighting should be provided in rooms / areas where a sudden loss of light would present a serious risk. If provided, emergency lighting should be powered independently of normal lighting. Further guidance on this can be found in the fire and emergency evacuation policy.

Minimum Space

Workrooms should have enough free space to allow people to get to and from workstations and to move within the room, with ease. The number of people who may work in any particular room at any one time will depend not only on the size of the room, but on the space taken up by furniture, fittings, equipment, and on the layout of the room. Workrooms, except those where people only work for short periods, should be of sufficient height (from floor to ceiling) over most of the room to enable safe access to workstations.

The total volume of the room, when empty, divided by the number of people normally working in it should be at least 11 cubic metres. In making this calculation a room or part of a room which is more than 3.0 m high should be counted as 3.0 m high. The figure of 11 cubic metres per person is a minimum and may be insufficient if, for example, much of the room is taken up by furniture etc.

Provision of Workstations

Workstations should be arranged so that each task can be carried out safely and comfortably.

The worker should be at a suitable height in relation to the work surface. Work materials and frequently used equipment or controls should be within easy reach, without undue bending or stretching.

Workstations including seating, and access to workstations, should be suitable for any special needs of the individual worker, including workers with disabilities.

Each workstation should allow any person who is likely to work there adequate freedom of movement and the ability to stand upright. Spells of work which unavoidably have to be carried out in cramped conditions should be kept as short as possible and there should be sufficient space nearby to relieve discomfort.

There should be sufficient clear and unobstructed space at each workstation to enable the work to be done safely. This should allow for the manoeuvring and positioning of materials, for example lengths of timber.

Seating when provided should give adequate support for the lower back, and a footrest should be provided for any worker who cannot comfortably place his or her feet flat on the floor.

Workplace Equipment, Devices and Systems

Workplace, equipment and devices should be maintained in an efficient state, in efficient working order and in good repair.

‘Efficient’ means efficient from the view of health, safety and welfare (not productivity or economy).

If a potentially dangerous defect is discovered, the defect should be rectified immediately or steps should be taken to protect anyone who might be put at risk, for example by preventing access until the work can be carried out or the equipment replaced.

Where the defect does not pose a danger but makes the equipment unsuitable for use, for example a sanitary convenience with a defective flushing mechanism, it may be taken out of service until it is repaired or replaced, but if this would result in the number of facilities being less than that required by legislation, the defect should be rectified without delay.

Systems of maintenance where appropriate, for certain equipment and devices and for ventilation systems, are required.

A suitable system of maintenance involves ensuring that:

Regular maintenance (including, as necessary, inspection, testing, adjustment, lubrication and cleaning) is carried out at suitable intervals
Any potentially dangerous defects are remedied, and that access to defective equipment is prevented in the meantime
Regular maintenance and remedial work is carried out properly
A suitable record is kept to ensure that the system is properly implemented, to assist in validating maintenance programmes.

Examples of equipment and devices which require a system of maintenance include emergency lighting, fencing, fixed equipment used for window cleaning, anchorage points for safety harnesses, devices to limit the opening of windows, powered doors, escalators, moving walkways and lifts.

Organisation of Traffic Routes

‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

On traffic routes in existence before 1^st January 1993, obstructions such as limited headroom are acceptable provided they are indicated by, for example, the use of conspicuous tape. Consideration should be given to the safety of people with impaired or no sight.

In some situations people in wheelchairs may be at greater risk than people on foot, and special consideration should be given to their safety. Traffic routes used by people in wheelchairs should be wide enough to allow unimpeded access, and ramps should be provided where necessary.

Access between floors should not normally be by way of ladders or steep stairs. Fixed ladders or steep stairs may be used where a conventional staircase cannot be accommodated, provided they are only used by people who are capable of using them safely and any loads to be carried can be safely carried.

Routes should not be used by vehicles for which they are inadequate or unsuitable.

Any necessary restrictions should be clearly indicated. Uneven or soft ground should be made smooth and firm if vehicles might otherwise overturn or shed their loads. Sharp or blind bends on vehicle routes should be avoided as far as possible; where they are unavoidable, measures such as one-way systems or the use of mirrors to improve vision should be considered.

On vehicle routes, prominent warning should be given of any limited headroom, both in advance and at the obstruction itself. Any potentially dangerous obstructions such as overhead electric cables or pipes containing, for example, flammable or hazardous chemicals should be shielded.

Screens should be provided where necessary to protect people who have to work at a place where they would be at risk from exhaust fumes, or to protect people from materials that are likely to fall from vehicles.

Sensible speed limits should be set and clearly displayed on vehicle routes except those used only by slow vehicles.

Where necessary, suitable speed restricting devices such as road humps should be provided. These should always be preceded by a warning sign or a mark on the road. Arrangements should be made where necessary to avoid fork lift trucks having to pass over road humps unless the truck is of a type which can negotiate them safely.

Traffic routes used by vehicles should be wide enough to allow vehicles to pass on-coming or parked vehicles without leaving the route.

One-way systems or restrictions on parking should be introduced as necessary.

On traffic routes in existence before 1 January 1993, where it is not practical to make the route wide enough, passing places or traffic management systems should be provided as necessary.

Traffic routes used by vehicles should not pass close to any edge, or to anything that is likely to collapse or be left in a dangerous state if hit (such as hollow cast-iron columns and storage racking), unless the edge or structure is fenced or adequately protected.

The need for vehicles with poor rear visibility to reverse should be eliminated as far as possible, for example by the use of one-way systems.

Cleanliness and waste

The workplace and fixtures therein must be kept sufficiently clean. This will depend on the use of a workroom, for example a canteen would need to be kept cleaner than the workshop floor. It is expected that floors, indoor traffic routes, walls, ceilings etc. are cleaned as often as is necessary to maintain a reasonable standard of cleanliness or to keep the workplace free from pests and decaying matter.

As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk. Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

Condition of floors and traffic routes

Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances. If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc. If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail. A secure and substantial handrail should be provided and maintained on at least one side of every staircase. Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

Falls and Falling Objects

Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury. Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it. Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.

Windows, transparent doors, gates etc.

Where necessary for health and safety reasons, windows or other transparent. translucent surfaces in walls, partitions, doors or gates shall be of a safety material or protected against breakage and be appropriately marked so as to make it apparent.

Alternatively such materials can be protected against breakage, for example by the installation of a screen or barrier which will prevent a person coming into contact with the glass if they fall against it.

Doors and gates should be suitably constructed to prevent injury. For example swinging doors should have a viewing panel, sliding doors should have a device to prevent it coming off the track, automatic doors should have features to prevent it hitting or trapping persons etc.

Windows, skylights and ventilators

Windows, skylights and ventilators should be within reach, safe to open and closes. If necessary, poles etc. should be provided or safe means of access. Controls must be placed so that there is no risk of persons falling through or out of windows.

Where there is a danger of falling from a height, devices should be provided to prevent the window opening too far. The bottom edge of windows should be at least 800mm above floor level.

Provision should be made for windows and skylights, so that they can be cleaned safely.

Work Related Stress

Policy

Our personnel are our most valuable asset and where pressures at work could cause high and long-lasting levels of stress the risk will be assessed and appropriate measures taken to control, reduce or eliminate the causes. Tackling work-related stress at source requires a partnership approach with all employees and their representatives based on openness, honesty and trust. Systems will be in place locally to encourage managers to support their staff and colleagues. We recognise that non-work problems can make it difficult for people to cope with the pressures of work. Employees are encouraged to discuss any matters that may affect their work with their manager or senior staff with whom they feel comfortable. If we are aware that someone is particularly vulnerable because of their circumstances we may be able to find ways to relieve the pressures at work so that they do not become excessive.

Arrangements for Work Related Stress

The Work Related Stress Co-ordinator will ensure that:

1.1 The risks from stress are effectively controlled by the identification and assessment of all potential work related stressors.

1.2 Effective communication takes place between management and employees particularly where there are organisational and/or procedural changes.

1.3 Training and guidance is provided to all managers and employees in good management practice.

1.4 Employees are adequately trained, understand their roles and responsibilities and have sufficient information for the tasks they are to undertake.

1.5 Encourage employees to use their skills and initiative and where possible to develop new skills.

1.6 Employees are given adequate and achievable demands in relation to agreed hours of work.

1.7 Employees are consulted on work patterns, the work environment and on all proposed action relating to the prevention of work related stress.

1.8 Employees affected by stress are treated with understanding and confidentiality and are told what will happen with any information collected.

1.9 Individuals who have been absent with stress are supported and consulted on a planned return to work.

1.10 The source(s) of stress are addressed as far as is reasonably practicable and the effectiveness of measures to reduce stress is monitored.

1.11 Positive behaviours to avoid conflict and ensure fairness are promoted.

Guidance and Records

Identifying Causes of Stress

Employers have duties under the Management of Health and Safety at Work Regulations to assess the risk of stress-related ill health arising from work activities and under the Health and Safety at Work etc Act 1974, to take measures to control that risk.

Stress can be the result of an accumulation of minor irritations that cannot be resolved in the time scale we wish and/or with the desired outcome or can be a single event or set of circumstances that combine to create an overload.

The HSE’s definition of work related stress is ‘The adverse reaction people have to excessive pressures or other types of demand placed on them at work’.

There are some clear signs that people are experiencing stress at work. If detected early, action can be taken before the problem escalates and it will be easier to eliminate or at least try to reduce the causes.

Noticeable symptoms of stress include:

Changes in mood or behaviour, e.g. fidgeting, impatience or nervous habits
Increased sensitivity and tearfulness
Inability to cope, anger, frustration, aggression
Over-indulgence in drinking, smoking, eating or loss of appetite
Withdrawal behaviour, anxiety
Absenteeism or reduced performance
Poor time management
Susceptibility to accidents
Lack of confidence, indecisiveness
Disregard for personal appearance
General health complaints, e.g. headaches, palpitations, sleeplessness, nausea, etc.

The Health and Safety Executive have devised management standards. These standards define the culture or characteristics of an organisation, which is effectively managing or controlling the risks from work related stress. These standards cover six key areas of work design that are associated with lower productivity, poor health and well-being and increased sickness absence. The Health and Safety Executive have identified that the management standards approach is equally as applicable to Small and Medium Enterprises, that is those employing 5-250 people.

In other words, the six management standards cover the primary causes of stress at work, as detailed below.

Primary causes of stress:

The demands of the job e.g. workload, work patterns, work environment
The degree of control employees have over the work
The support received from managers and colleagues
Culture and relationships at work
Employee role in the organisation
Change and how it is managed.

The Management Standards will ensure the following:

Good practice through a step by step risk assessment approach
Assessment of the current situation using surveys and other techniques
Promote active discussion and working in partnership with employees to help decideon practical improvements that can be made
Help simplify risk assessment for work related stress by:
- identifying the main risk factors for work related stress
- helping employers focus on the underlying causes and their prevention
- providing a yardstick by which organisations can gauge their performance in tackling the key causes of stress.

Some suggested solutions for dealing with causes of stress are hereby listed for guidance but this is not an exhaustive list.

Demands of the Job and Work Environment

Issues include unreasonable deadlines or workloads, work patterns, inadequate training or being overly qualified, organisational change, poor promotion prospects, travelling, likes and dislikes, noise, temperature, over-crowding, humidity.

Solutions:

Adequate and achievable demands in relation to agreed hours of work
Skills and abilities matched to the job demands
Acceptable working environment and facilities
Jobs are designed to be within the capabilities of employees
Systems in place locally to respond to individual concerns.

Insufficient Control over the Work

Issues surround how much control a person has over their job and how they do their work.

Solutions:

Where possible, employees have control over their pace of work
Encourage employees to use existing skills and initiative to do their work
Encourage employees to develop skills to undertake new and challenging work
Employees have an influence over when breaks can be taken and are consulted over work patterns.

Lack of Support, Poor Culture and/or Relationships

Some issues included under this hearing would be a lack of encouragement and resources; a lack of communication and consultation; job dissatisfaction; harassment; racist or sexist remarks.

Solutions:

Promote positive behaviour to avoid conflict and ensure fairness and prevent or resolve unacceptable behaviour such as bullying or harassment
Policies and systems to enable and encourage managers to support employees
Systems to enable and encourage employees to support colleagues
Ensure employees know what support and resources are available to do their job and how to access them
Regular and constructive feedback to employees.

Role and Responsibilities

Confusion over roles and responsibilities can lead to conflict and stress.

Solutions:

Clear information, instruction and training to individuals and colleagues so that everyone understands their role within the organisation
The different requirements placed on employees are compatible and clear
Put systems in place to allow employees to raise concerns about any uncertainties or conflicts they have in their role and responsibilities

Organisational Change

Lack of consultation and information when change is being proposed or implemented can be stressful.

Solutions:

Information to help understanding of the need for proposed changes
Adequate consultation on changes and the opportunity for employees to influence the changes
Advise employees on the impact of changes to their jobs and provide any training to support changes in jobs, where necessary
Provide a clear timetable for changes
Provide support during changes, where relevant.

Further information and access to an indicator tool, which will enable employers to adopt a risk assessment approach to dealing with work related stress, can be found on the HSE website or via the following link: https://www.hse.gov.uk/stress/

Violence, Aggression and Challenging Behaviour at Work

Policy

We will identify all situations which may expose our employees to violence or challenging behaviour and also identify those employees who may be at greater risk of such circumstances occurring or developing. We will ensure arrangements are in place to protect our employees from violence or challenging behaviour whilst conducting their various tasks on behalf of the Company. We will implement procedures to ensure the safety of employees who are required to work alone or unsupervised for significant periods of time. Training, information and instruction will be given to all employees to ensure they fully understand the arrangements and procedures in place to protect them. Action will be taken immediately should a report of violence or challenging behaviour be reported. These arrangements and procedures will be maintained to ensure adequacy and suitability and will be amended or developed as necessary to ensure the wellbeing of our employees.

Arrangements for Violence & Aggression at Work

The Violence at Work Co-ordinator will ensure that:

1.1 All persons who may be at risk from violence or challenging behaviour are identified and receive appropriate training to deal with such situations.

1.2 All situations which may expose our employees to violence at work are assessed and appropriate measures to protect those employees are implemented.

1.3 Action on reports of violence at work is taken immediately.

1.4 Where appropriate, support/counselling is offered to any employee who is subjected to violence at work.

1.5 Procedures are in place to deal with emergency situations.

1.6 A formal system for reporting incidents is initiated and maintained.

1.7 All employees are aware of the procedure for reporting violent or potentially violent incidents.

Guidance and Records

Violence is: ‘Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work’.

This can include:

physical attacks – including kicking, spitting, hitting or pushing etc.
verbal abuse or threats – including shouting, swearing or insults, racial or sexual abuse, threats and intimidation.

Tackling the risk of violence is the same as dealing with any other possible cause of harm in the workplace, such as slips and trips and lifting heavy loads.

Who is at risk?

Employees whose job requires them to deal with the public can be at risk from violence. Most at risk are those who are engaged in:

public facing work
giving a service
caring
education
cash transactions
delivery/collection
controlling
representing authority.

Both employer and employees have an interest in reducing violence at work.

For employees, violence can cause distress, pain and possibly disability or death. Physical attacks are dangerous. However, it should be remembered that verbal abuse or threats can also damage employees’ health through anxiety or stress in the short and long term. Talking about fear and other problems related to aggression or harassment are not marks of failure but good practice.

For employers, violence can lead to a bad image and poor morale for the company, which can make it hard to recruit and retain staff. It can also mean extra financial cost, with higher insurance premiums, absenteeism and compensation payments.

Personal Safety in Dealing with Aggression

If employees find themselves in an aggressive situation, they are advised to:

Try to stay calm if someone is starting to get angry. Body language, voice and response can help to defuse a situation. Take a deep breath, keep voice on an even keel, and try to help.
Offer an angry person a range of options from which they can choose the one they prefer. They will find it difficult to stay angry.
Do not be aggressive back - this is how anger can escalate into violence.
Consider: Are they the best person to deal with this situation? Going to get someone else is often helpful, particularly if they can solve a problem that the other cannot.
Get on the same level as the aggressor. If they are standing so should the employee. It makes them feel less vulnerable and makes it easier for them to get away or fetch help if necessary.
Keep their balance and keep their distance.
Do not touch someone who is angry.
Do not let their escape route be blocked.
If the situation is dangerous, then get away as fast as they can. Never remain alone with an actively violent person.
Keep themselves between an escape route and an aggressor so they can still get away.

What the Law Requires

There are five main pieces of health and safety law which are relevant to violence at work. These are:

The Health and Safety at Work, etc. Act 1974 (HSW Act)
The Management of Health and Safety at Work Regulations 1999
The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
Corporate Manslaughter and Corporate Homicide Act 2007
Safety Representatives and Safety Committees Regulations 1977 (a)
The Health and Safety (Consultation with Employees) Regulations 1996 (b)

Effective Management of Violence

A straightforward four stage management process is advocated by the Health and Safety Executive, as outlined below:

Stage 1: Finding out if you have a problem

Identify the hazard as you would with any risk assessment. It is worth consulting your employees, as you may think or assume that violence is not a problem at your workplace but your employees may feel or know differently.

Ask your staff

This could be done informally by managers, supervisors or safety representatives or you could use a short questionnaire to find out whether your employees ever feel threatened. At this stage, employees should be reminded of the need to report incidents of this nature, both promptly and fully. Make sure you provide them with information about the results of your investigations so that they know that you recognise the problem.

Keep detailed records

All incidents, including verbal abuse and threats, should be reported to management and recorded so you have a clear picture of the problem. The following information should be recorded:

Details of the victim(s), the assailant(s) and any witnesses
The date, time and place of the incident
The location of the incident
An account of what happened
Potential severity/seriousness (see below)
Possible causes
The outcome, including working time lost to both the individual(s) and to the company as a whole.

You should examine each incident report to establish whether there could have been a more serious outcome and what can be done to prevent a reoccurrence.

The severity or seriousness of incidents should be classified using the following classification:

Fatal injury
Major injury
Injury or emotional shock requiring first aid, out-patient treatment, counselling
Absence from work (record number of days)
Feeling of being at risk or distressed.

You can use the details from your incident records to check for patterns, such as common causes, areas or times. You can then target areas where problems are more common or serious.

Try to predict what might happen

You know your business, so when carrying out your assessment consider incidents that have happened to employees in other businesses or situations similar to your own. For example, there may be a known pattern of violence linked to certain work situations.

In addition, relevant information can be obtained from trade and professional organisations, trade unions, the local, national and technical press, etc.

Stage 2: Deciding what action to take

If you have identified that violence could be a problem for your employees you need to decide what action you need to take. The following steps should be followed:

Decide who might be harmed and how

Identify who is at risk and, where appropriate, identify potentially violent people in advance so that the risks from them can be minimised.

Evaluate the risk

Check your current arrangements to make sure that the precautions that are already in place are adequate or should more be done.

In most violent situations there are usually several factors that have led to the situation coming to fruition, such as:

The environment – making waiting areas more comfortable and providing information about delays. Give consideration to additional security measures such as CCTV, security doors, alarms, wider counters, privacy screens, etc.
The level of training and information provided – make sure you have trained employees so they that can spot signs of aggression, avoid it or deal with it. Make sure that they understand all of the systems that are in place for their protection
The design of the job – avoid the handling or storage of money, e.g. use credit cards, debit cards, tokens, etc. If you must handle money make sure it is banked regularly, use security companies where possible and arrange for accompanied visits where necessary. Ensure risks to lone workers are minimised.

Record your findings

As with all risk assessments, maintain a record of the findings of your assessment. This can be done using the risk assessment template, which is contained in the Risk Assessment Library section of your online health & safety policy. This will provide a working document on which managers and supervisors can act.

Review and revise your assessment

Your risk assessment should be reviewed at timely intervals and when any operations change to ensure it reflects what is actually happening. If existing control measures are not adequate further control measures may be needed or the existing ones need to be improved. In particular, your assessment should be reviewed, evaluated and changed if a violent incident occurs.

Stage 3: Take action

Make sure your health and safety induction training and ongoing training covers your policy for dealing with violence, aggression and challenging behaviour. If your employees are aware of the policy they will be able to co-operate, follow procedures properly and report any further incidents.

Stage 4: Check what you have done

You should consult with employees, or their representatives, regularly to see how well your policy and arrangements are working, which could be done at staff meetings or by questionnaire. In addition, by reviewing your incident records you will get an idea of how things are going and what progress has been made. If violence is still a problem you may need to go back and evaluate the risk again.

What about the victims?

A violent incident can lead to long term distress for your employees, which could be avoided or minimised by dealing with the incident in a prompt manner. To facilitate this you should plan how you are going to offer support in advance. To that end, you should give consideration to debriefing victims/employees, allowing time off work, providing counselling and providing legal help. In addition, you should consider how other employees may have been affected by the incident.

Drugs and Alcohol

Policy

Substance abuse, or impairment due to drugs and/or alcohol, is a major factor in causing accidents at work and we aim to eliminate that factor, which can only be achieved with everyone’s co-operation. This need to work without impairment is equally important whether working within the Company's own premises or on a client's site, and includes travelling between the two.

No employee should consume alcohol or take drugs, other than on medical advice and in accordance with such advice, or use any other inhibiting substance during working hours. This will include any breaks that are allowed unless there are good business reasons or express permission has been granted by the managing director. Being apparently under the influence of drink or carrying, supplying or taking illegal drugs is classified as gross misconduct under the Company Disciplinary Policy. Such employees will be excluded from work until suspicion is cleared, during which time there will be no entitlement to pay.

If any type of drug - medication is used at work or prior to commencing work and it is believed that the negative effects of the drug - medication could still present themselves, employees must make a member of management aware of this fact.

We recognise that there are certain locations and work environments that can be considered as having a higher risk potential so stricter rules that go beyond those given in the subsequent sections of this policy may apply. Examples of such locations might be those where the work process involves the production or storage of highly volatile chemicals, liquids or gas.

In the event of our employees visiting or working at any location, including customer sites that has an established policy which exceeds this document, all persons there must comply with its requirements, in addition to those given here.

The taking of drugs and alcohol over an extended period can be habit forming and lead to dependence. Dependence is recognised as an illness by the Company and any employee who believes that he or she may have, or potentially have, such a problem, is encouraged to discuss it with a person in authority with whom the individual feels comfortable, who will provide support and advice on obtaining treatment. The employee is expected to meet the cost of any treatment but the Company will be supportive and understanding during treatment.

This Policy will be reviewed following any changes to working practices or applicable legislation, or at least annually.

Employees are provided with the necessary information and training with regards to this Policy, which includes their duty to notify management if they suspect that they or another employee has an alcohol or drugs problem.

Arrangements for Drugs and Alcohol

The Drugs and Alcohol Co-ordinator will ensure that:

1.1 Substance abuse or impairment is eliminated, whether at our premises, during travelling or at client sites and disciplinary action will be taken to ensure this, where necessary.

1.2 Higher risk locations and work environments will be identified and subject to risk assessment and/or the implementation of additional risk control measures, as necessary.

1.3 When employees visit any other location any established policy will be complied with, in addition to our own.

1.4 Employees will not consume alcohol or take drugs / abuse substances, other than on medical advice and in accordance with such advice during working hours.

1.5 Employees will advise management if they are taking any over the counter or prescribed drugs at work or prior to starting work and it is believed the negative effects of the drug could present themselves.

1.6 The Company will recognise drug or alcohol dependence; will encourage employees to discuss such issues in confidence and will provide advice and support on obtaining treatment.

1.7 Employees will be provided with the necessary information, instruction and training regarding the Company policy regarding drugs and alcohol including their duty to report any suspected problems.

1.8 Random drug and alcohol screening or random tests will be carried out as necessary. The Company’s disciplinary procedure will be adhered to so as to ensure this policy is enforced.

1.9 This policy will be subject to the necessary timely review.

Guidance and Records

Dependence on Drugs and Alcohol

Dependence is recognised as an illness by the Company and any employee who believes that he or she may have, or potentially have, such a problem, is encouraged to discuss it with a person in authority with whom the individual feels comfortable, who will provide support and advice on obtaining treatment.

Any discussions regarding a drug or alcohol related problem will be discussed in strict confidence. The Company will adopt a sympathetic approach and endeavour to assist the individual throughout, recommending types of help available such as counselling.

The employee will be expected to meet the cost of any treatment but the Company will be supportive and understanding during treatment.

Drugs

When prescribing drugs for some diagnosed conditions, a doctor will normally advise on whether or not to avoid driving vehicles or operating machinery during the period of treatment. Any advised restriction should be communicated to the employee's line manager.

Taking of over the counter drugs is acceptable, however employees must be aware that certain over the counter drugs and prescribed drugs have warnings on them which state that the consumption may cause drowsiness and warn against driving or operating machinery. Any dosage instructions must be followed to the letter. If any of this type of drug is used at work or prior to commencing work and it is believed that the effects of the drug could still present themselves or pose a risk to the safety of the taker or others, then the line manager must be advised as a matter of urgency.

As a very rough guideline you should expect the effects of drugs in the body to last for between four and six hours.

The use, sale, distribution or possession of illegal drugs or other such substances is prohibited. Such incidents will normally lead to dismissal and are considered a criminal offence. The company reserves the right to involve the police.

Substance abuse at work

Whilst most people that consume alcohol are social drinkers and do not have a perceived addiction to alcohol, there are occasions when alcohol consumption may overlap into the workplace. As an example consumption of excessive alcohol into the early hours on a day preceding a work day could result in alcohol still being present in the bloodstream at the time of work commencing.

Not only could this lead to prosecution from the Police, should an individual have driven a motor vehicle to work whilst under the influence of alcohol, but could also result in serious injury or death at work through lack of concentration/alertness etc. brought about by alcohol consumption.

It is therefore recommended that employees do not drink alcohol or take any drugs during the eight hours period before starting work or driving any company vehicle.

In addition, the Company will not permit any person to consume alcohol during normal working hours, this will include any breaks which are allowed unless there are exceptional circumstances and express permission has been granted by the Managing Director.

The type of exceptional circumstances that are envisaged are Company organised functions at which alcoholic beverages will be served. When employees are required to entertain or be entertained on company business, they are expected to use common sense and exercise discretion when offering or accepting alcohol.

When an employee is called out to work after normal working hours he should inform the supervisor calling him out if he has been drinking within the previous eight hours. The supervisor will decide whether or not another employee has to be called out.

In any event, no employee should report for work or drive a company vehicle if there is a chance that he or she might fail a breath test.

The company believes that any employee under the influence of alcohol and/or drugs during working hours is a danger to themselves, their colleagues and members of the public. If employees are suspected of being under the influence of alcohol or unfit to perform their duties when reporting for work they will not be allowed to remain at work until suspicion is cleared. During this time there will be no entitlement to pay. (As per comments noted beforehand).

If there are grounds to believe an employee has been carrying, supplying or taking illegal drugs or supplying drugs supplied for their own consumption to other persons, or found to be misusing solvents then this will be treated as gross misconduct and will be dealt with in accordance with the disciplinary procedure.

Where an employee is required to drive, operate equipment or carry out general duties on behalf of the company, they may be subject to drug and alcohol screening or random testing. Any employee refusing to provide a specimen for testing will be removed from site and their actions will be treated as potential gross misconduct in accordance with the disciplinary procedure. Any employee who submits a positive sample, or be considered to be under the influence of drugs or alcohol or alcoholic odour is detected, will be subject to the Company’s disciplinary procedures under the section entitled gross misconduct.

More information regarding alcohol and work, including what to look for and what to do about it can be found on the HSE website using the following link: https://www.hse.gov.uk/alcoholdrugs/index.htm

Customer Requirements

Some customers have their own policy on substance abuse. All our employees are required to co-operate with those requirements when on the customer’s site.

Should a customer complain that one of our employees "appears to be under the influence", that person will be asked to leave the customer’s premises as soon as possible and an alternative employee will be sent to the customer. An investigation will then be undertaken by a senior member of staff. Fairness will be of prime importance during any investigation.

This Policy will be reviewed following any changes to working practices or applicable legislation, or at least annually.

Control of Smoking at Work Policy (England)

Policy

The company recognises that it has both a moral and a legal duty to ensure, as far as is reasonably practicable, that employees, contractors, customers and visitors to the company have the right to work or visit without being exposed to tobacco smoke. Therefore smoking will be prohibited throughout the entire workplace. We will ensure that at least one legible no smoking sign is displayed. All employees and visitors to the site will be given relevant information regarding our smoking policy. Smoking will not be permitted in company vehicles, and we will ensure that at least one legible no smoking sign is displayed in each of the company vehicles. Procedures for dealing with those who do not comply with the smoking policy are in place within the normal disciplinary system. We will provide support and advice, on request, for smokers who wish to stop smoking.

Arrangements for the Control of Smoking at Work

The Control of Smoking at Work Co-ordinator will ensure that:

1.1 All existing employees are informed of the company smoking policy and where relevant their role in the implementation and monitoring of the policy.

1.2 Any prospective employee is made aware of the smoking policy before being offered a position within the company.

1.3 Any new employees receive a copy of the policy on recruitment/induction.

1.4 At least one legible no-smoking sign is displayed in the premises.

1.5 All company vehicles, other than company cars where express agreement has been given to permit smoking, have at least one legible no smoking sign within the vehicle.

1.6 Support and advice are provided for employees who wish to stop smoking.

1.7 Appropriate disciplinary procedures are in place to deal with persons who do not comply with this policy.

1.8 Employees are aware of the procedure to follow should a visitor to the site fail to comply with the policy.

Guidance and Records

Legislation

It is an offence to smoke or allow smoking in virtually all enclosed or substantially enclosed areas. To protect non-smokers from the dangers of passive smoking, it is illegal for employees, visitors, customers or others to smoke in premises which are wholly or substantially enclosed i.e. any public place (including workplaces) which has a roof and walls on more that 50% of its perimeter. This includes previously designated smoking rooms, even if they contain mechanical ventilation.

It is also an offence to smoke in vehicles used for business, including light and heavy goods vehicles and public transport, company cars or private cars used for business.

Vehicles which are for the sole use of one individual and are never used by any other person either as a driver or a passenger for work purposes may if the company desires be permitted to be smoked in.

Signage

All smokefree premises and vehicles must display legible no-smoking signs, which make it clear where smoking is not allowed and show that you are taking the steps needed to meet the requirements of the law.

In smokefree premises and vehicles at least one no-smoking sign must be displayed. Changes to the smoke free legislation in 2012 mean that there are no requirements as to the size, shape, content or location of no smoking signs in smoke free premises.

The effect of the 2012 regulations is deregulatory. No action is required if you already comply with the 2007 Regulations as you will already have adequate signage in place.

It is important that you understand the importance of continuing to have no smoking signs prominently and legibly displayed in order to support your staff and to ensure trouble free compliance by persons using your premises. To that end you should keep and maintain existing signs in place, particularly at entrances to premises.

Exemptions

There are some exemptions from the smokefree law, which are subject to strict conditions that the person in control of or managing the premises must ensure are met. Exemptions are usually for humanitarian reasons and are as follows:

Managers can designate specific guest bedrooms for smoking in hotels, hostels, guesthouses, inns and member’s clubs that provide accommodation
Care homes and hospices can designate either bedrooms or rooms to be used for smoking (only for those over the age of 18)
Offshore installations, e.g. oil rigs, may designate rooms to be used for smoking
Specialist tobacconist shops/Research and testing facilities (Please contact Alcumus SafeWorkforce for more information on these exemptions if they apply to you)

In the above instances, where a room is to designated for smoking you must ensure that the room is not allowed to be used for anything else e.g. television room.

Proprietors and managers of exempted premises are under no obligation to provide smoking areas if they do not wish to do so. If however, you do decide to designate a room as a room where smoking is allowed you must ensure the following requirements are met:

The room must be designated in writing by the person in charge of the premises
The room must have a ceiling and be fully enclosed on all sides by solid floor to ceiling walls (except for doors and windows).
The room must not ventilate into any other part of the premises.
The room must have mechanically closing doors.
The room must be clearly marked.

Offences

Failure to comply is a criminal offence and is enforced by Environmental Health Officers, Technical Officers and Licensing Officers who can fine individuals a fixed penalty of £50 for smoking on non-smoking premises.

The person in control of the premises can be fined a fixed penalty of £200 for either allowing persons to smoke or failure to display suitable warning notices on nonsmoking premises.

Refusal or failure to pay the fine may result in prosecution and could lead to a fine of up to £2,500. It is a legal requirement to display ‘No Smoking’ signs in non-smoking premises.

Smoking Shelters

Outdoor smoking areas for staff are allowed, providing they comply with the legislation. You do not have a legal duty to provide such a shelter. They can be open air areas, ideally with stubbing-out bins, or purpose built smoking shelters providing they are no more than 50% enclosed. Legal and local planning advice should be sought to ensure any proposed changes to the premises do not contravene local planning guidelines.

The safety of the persons using the facilities must be assessed e.g. if the area is poorly lit, isolated or otherwise unsafe. A risk assessment should take into account factors such as:

Segregation of pedestrians and moving vehicles
Adequate lighting
Fire hazards
The personal safety of persons smoking outside.

Second Hand Smoke

Second hand smoke is made of two types of smoke:

Mainstream smoke - is smoke breathed in and out by smokers

Side stream smoke - comes from the end of a burning cigarette or cigar, and makes up 85 per cent of the smoke in a smoky environment.

This type of smoke contains more toxins and nicotine than mainstream smoke.

Short-term effects

The effects you might notice straight away include:

Coughing
Headache
Eye irritation
Sore throat
Sneezing and runny nose
Feeling sick
Breathing problems (and possibly an asthma attack)
Irregular heartbeat (a particular problem for people with heart disease)

Long-term effects:

The effects you might notice in the long term include:

Worsening of chest problems and allergies like asthma, hay fever, bronchitis and emphysema
Increased risk of heart disease
Increased risk of lung cancer
Pregnant women exposed to second hand smoke can pass on the harmful gases and chemicals to their babies.

Help and advice

If your employees need advice and support on how to stop smoking, the following may be useful:

National Smokefree Helpline 0300 123 1044 Monday to Friday 9am to 8am, Saturday and Sunday 11am to 4pm to chat to an adviser.

Action on Smoking and Health (ASH) is a voluntary organisation which aims to raise awareness about tobacco and its effects on people’s lives.

Giving UP

'Cold turkey' - using willpower alone

What is willpower?

Willpower is - quite literally - using your "strength of will" to stop you from smoking a cigarette. With this technique you rely on your own ability to ignore the classic side-effects of nicotine withdrawal: for example irritability, insomnia and/or sweating.

How does it work?

Using willpower alone is the least complicated method of stopping smoking - you simply stop and decide not to start again. Willpower simply means that you choose to ignore any symptoms of nicotine withdrawal you may experience, and refuse to give in to any temptations you feel to have another cigarette.

How successful is willpower in stopping people smoking?

Whether you are able to give up smoking for good will depend on how motivated you are to stop. Nicotine is a highly addictive drug, and most smokers do not continue to smoke out of choice but because they are addicted to nicotine.

Nicotine patches to stop smoking

What are nicotine patches?

Nicotine patches look like oversized sticking plasters and are stuck onto the skin.

The patch contains nicotine, which is slowly released into the body through the skin. The nicotine delivered is "clean" - it does not contain the other harmful chemicals released by cigarettes.

How do nicotine patches work?

It is the nicotine in tobacco that makes people addicted to smoking, so when you stop smoking your body craves nicotine. It is this craving that makes you want to start smoking again. This craving is often coupled with nicotine withdrawal symptoms, which include:

cravings for tobacco
irritability & outbursts of anger
weight gain
depression
headaches
insomnia
anxiety
loss of concentration
tiredness
constipation
restlessness
dizziness

Nicotine patches help smokers to overcome any withdrawal effects from stopping smoking by slowly releasing nicotine into the body. However, you will still need to use willpower because nicotine replacement therapy will not completely remove the desire to smoke.

When you use nicotine patches to stop smoking, you start with patches that contain a higher level nicotine in the first few weeks, and then step down to patches containing less nicotine. Patches are available in forms that supply a constant dose of nicotine for 16 or 24 hours but there is no evidence that a 24-hour patch is more effective, or that tapering off patches is more effective than suddenly stopping them.

Facts about smoking

Rates of smoking are higher in some countries than in others. Up to 1 person in 3 in the EU smokes but rates are falling
Passive smoking occurs when someone inhales other people's tobacco smoke
Burning tobacco is the main cause of indoor pollution in the developed world
Tobacco smoke contains 4000 chemicals either in the form or particles or gases. 60 of these are known or suspected carcinogens. No chemical can be filtered effectively
People who smoke more than 20 cigarettes per day have twice as much time off work due to illness as non-smokers
Passive smokers suffer a 25% increased risk of respiratory diseases
One in two smokers is likely to die early from a disease related to tobacco use
Worldwide, one person dies every 10 seconds as a result of tobacco use – three million people per year
Out of 10 smokers would like to stop. Giving up smoking at whatever age reduces the risk of illness and death.