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 16oC unless much of the work involves severe physical effort in which case the temperature should be at least 13oC. 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 1st 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 StressIdentifying 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 decide on 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.
2.2 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.
2.3 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.
2.4 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.
2.5 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
2.6 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:
www.hse.gov.uk/stress