PART TWO

Organisation of Health and Safety

2.1 Health and Safety Sub-committee
The Management Committee will appoint a Health and Safety Sub-committee, including
representation both of themselves and of staff (both paid and volunteer):
• To have a broad overview of Health and Safety matters;
• To keep the Organisation’s Health and Safety policy and procedures under review;
• To conduct safety tours of the premises;
• To ensure that risk assessments are carried out, including assessments regarding
substances hazardous to health (COSSH Regulations);
• To take such action as may be required to ensure that the Organisation’s
responsibilities for Health and Safety are fulfilled;
• To report to the Management Committee on their performance of these
responsibilities.

Contractors working in the building should report any concerns relating to their own safety or
suspected unsafe working practices to the Duty representative of the Committee who will
investigate and report to the Organisation.

Safety Tours
The Health and Safety Committee shall carry out 6-monthly tours and inspections of the
premises and make a report to the next ordinary meeting of the Management Committee.
All necessary actions as a result of the tour shall, where reasonable and practicable, be
implemented. The tour shall include inspection of the Accident File.

2.2 Health and Safety Rules

All workers must exercise ordinary care to avoid accidents in their activities at work and
comply with the following general rules and with any further rules which the
Group/Organisation may publish from time to time.

Accident Forms and Book

The book must be kept in a locked drawer once completed.

Any injury suffered by a worker or visitor in the course of employment or otherwise on the
Groups/Organisation’s premises, however slight, must be recorded, together with such other
particulars as are required by statutory regulations, on an accident form maintained by the
Organisation.

Fire Precautions
All personnel must familiarise themselves with fire escape routes and procedures and follow
the directions of the Group/Organisation in relation to fire.

Equipment and Appliances

No equipment or appliance may be used other than as provided by or specifically authorised
by or on behalf of the Group/ Organisation and any directions for the use of such must be
followed precisely.
Safety Clearways
Corridors and doorways must be kept free of obstructions and properly lit.

Maintenance
Defective equipment, furniture and structures must be reported as such without delay.

Hygiene and Waste Disposal

Facilities for the disposal of waste materials must be kept in a clean and hygienic condition.
Waste must be disposed of in an appropriate manner and in accordance with any special
instructions relating to the material concerned.

Food Hygiene
When handling or preparing food there are specific hygiene requirements:
• Regularly wash hands before and during food preparation and especially after using
the lavatory;
• Tell your supervisor or representative of the Committee of any skin, nose, throat, or
bowel problem;
• Ensure cuts or sores are covered with correct waterproof dressings;
• Keep yourself clean and wear clean clothing;
• Remember that smoking in a food room is illegal;
• Never cough or sneeze over food;
• Clean as you go. Keep all equipment and surfaces clean;
• Prepare raw and cooked food in separate areas. Keep perishable food covered and
either refrigerated (less than 8”C) or piping hot (above 63”C);
• Ensure waste food is disposed of properly. Keep the lid on rubbish bin and wash
your hands after putting waste in it;
• Avoid handling food as far as possible;
• Tell your supervisor or representative of the Committee of any defects or concerns
regarding the facilities – eg uncleanness, refrigeration malfunction, cracked food
preparation surfaces.

Display Screen Equipment

The Group/Organisation recognises its responsibility to ensure the well-being of workers
who habitually use display screen equipment for a significant part of their normal work.
Volunteers/Workers are advised to ensure that they take a five minute break from the display
screen equipment at least once an hour and are advised that, if they experience vision
defects or other discomfort that they believe may be wholly or in part a consequence of their
use of such equipment, they have the right to an eye-test at the Organisation’s expense.

Alcohol, Drugs and Tobacco

Smoking within the premises and the use of Drugs (except under medical supervision) on
the premises are prohibited at all times. The use of intoxicants (alcohol) is prohibited during
working hours, and no employee/volunteer may undertake his/her duties if under the
influence of alcohol or drugs (except under medical supervision)
 PART THREE
Arrangement and Procedures
The Health and Safety Officer, nominated by the Management Committee, is responsible for
ensuring that the safety policy is carried out and that responsibilities for safety, health and
welfare are properly assigned and accepted at all levels. His/her details and contact number
will be displayed ……………………………

3.1 First Aid and Accident Reporting

3.2 Fire Drills and Evacuation Procedures
3.1.1 First Aid
• The current First Aider(s) for the premises is/are displayed (on the Notice
Board in the Reception Area).
• First Aid Boxes are provided in the following location(s):
i) Reception (example)
ii) Kitchen (example)

3.1.2 Accidents
• In the event of an injury or illness, call for a member of staff or ring for an
ambulance directly. To call an ambulance – dial 100 and ask for
“ambulance”;
• All accidents must be reported to the Health and Safety Officer or another
member of staff on duty immediately or as soon as practicable;
• All accidents must be entered on an accident form, available from the
reception desk. The procedures for “notifiable” accidents as shown in
Appendix A below must be followed;
• The Health and Safety Officer will investigate incidents and accidents, writing
a detailed report for the Organisation’s Management Committee to consider
the actions necessary to prevent recurrence.

3.3 Fire Drills and Evacuation Procedures

3.2.1 Fire Drills
• All workers and volunteers must know the fire procedures, position of fire
appliances and escape routes.
• The fire alarm points, fire exits and emergency lighting system will be tested
by The Fire Officer/Health and Safety Officer during the first week of each
month and entered in the log book provided.
• The Fire Officer will arrange for Fire Drills and Fire Prevention Checks (see
Appendix C below) to be carried out at least once every three months and
entered in the log book. In addition, these Drills will be carried out at different
times and on different days, so that all users/hirers know the procedures.
• The last person securing the premises will ensure Fire Prevention Close
Down Checks are made of all parts of the premises at the end of a session
(See Appendix C).

3.2.2 in the event of Fire

• Persons discovering a fire should sound the nearest alarm;
• The first duty of all workers is to evacuate all people from the building by the
nearest exit immediately the fire is discovered;
 • All persons must evacuate the building and, where possible without personal
risk, leave all doors and windows closed;
• The assembly point for the building is at the …………………………………
• No-one should leave the assembly point without the permission of a member
of staff;
• If any fire occurs, however minor, the Fire Brigade must be called
immediately by dialling 104and asking for “Fire”;
• When the Fire Brigade arrives advise whether all persons are accounted for
and location of fire.

3.2.3 Bomb Warnings

• If you receive a warning try to find out from the caller:
i) The approximate location of the bomb and likely time of detonation;
ii) Whether the police and fire brigade have been notified;
iii) Try to RECORD EXACTLY WHAT IS SAID:
• Notify the Police immediately on 100;
• DO NOT SOUND THE FIRE ALARM but evacuate the building taking into
consideration any information form the bomb warning;
• Assemble in the ..................................... unless the bomb warning implies
otherwise.

3.2.4 Theatre – and Public Entertainment – Licensed Events

In addition to the general conditions of the licence(s):
• Hirers/users must be aware of the Health and Safety Policy;
• Emergency lights in the areas used must be kept illuminated;
• Advise the representative of the Management Committee of any defects or
concerns regarding the facilities, eg uncleanness, refrigeration operation,
cracked food preparation surfaces.

3.2.5 Cleaning Materials, General Machinery and High Risk Areas

• All portable machinery must be switched off and unplugged when not in use;
• Wandering cables are a hazard; use with caution and safety in mind;
• Slippery floors and dangerous; use warning signs;
• Use protective clothing and equipment provided and as instructed on
machinery/equipment/material. It is the duty of a worker to report any loss of
or defect in protective clothing or equipment.

3.2.6 General
• All thoroughfares, exits and gates must be left clear at all times;
• Corridors and fire exits must not be blocked by furniture or equipment;
• Vehicles must not be parked near to the building so as to cause any
obstruction or hazard;
• Hazards or suspected hazards or other health and safety matters should be
reported to the Health and Safety Officer or the staff member on duty
immediately or as soon as practicable, so that action can be taken. If the
hazard is of a serious nature, immediate action must be taken to protect or
clear the area to prevent injury to staff or other users.
 PART FOUR
Appendices

APPENDIX A – ACCIDENT REPORTING

1. Accidents
All accidents which occur during work for the Group/Organisation and/or for the User/Hirer,
or on premises under the control of the Group/Organisation must be recorded.

2. Accidents to Workers or Contractor’s Staff

a) For ALL Accidents
Complete Accident Form and give to Health & Safety Officer
b) For accidents reportable to the Health & Safety Executive (for contractors
see c))
If accident results in incapacity for work for more than 3 calendar days then
complete the online form with copies to the Chair of the Management
Committee.

If accident results in fatality, fracture, amputation or other specified injury (see

section 4, below) then immediately notify:

Health & Safety Executive on HSE’s Infoline Tel: 9831928400

And the Chair of the Management Committee

Follow up within seven days with completed online form with copies tothe
Chair of the Management Committee

c) If a reportable accident involves a contractor’s employee and the premises are

under the control of someone other than the contractor then the person in control
of the premises is responsible for reporting the accident.

If a contractor’s employee is at work on premises under the control of the

contractor then it is the contractor or someone acting on his/her behalf who is
responsible for reporting the accident.

3. Accidents to Members of the Public

1. For ALL Accidents
Complete Accident Form and give to Health & Safety Officer

2. For accidents reportable to the Health & Safety Executive

If an accident results in fatality, fracture, amputation or other specified injury (see
section 4 below) then immediately notify:

Health & Safety Executive, Incident Contact Centre, Kolkata

And the Chair of the Management Committee