Guidance for Managers and Employees: Lone Working

Lone Worker Safety Procedure and Guidelines

1. Application and Scope

2. Introduction

3. Definition of a Lone Worker

4. Hazards Associated with Lone Working

5. Dynamic Risk Assessment

6. Training

7. Manager Responsibilities

8. Employee Responsibilities

9. Monitoring & Review

10. Associated Documents

Guidelines

11. Supervision of Lone Workers

12. Actions to be taken by Managers or Coordinators of Lone Workers

13. Action to be taken by Employees Identified as Lone Workers

Appendix A - Summary flowchart for ensuring the safety of lone workers

Appendix B - Risk Assessment Checklist for Working Alone in Premises

Appendix D – Out of Hours Checks on Lone Workers

1.0 Application and Scope

1.1 These procedures and guidelines are for reference by all managers and employees of Six Town Housing

1.2 Lone working procedures apply to all staff engaged by Six Town Housing. Where contractors (or other third parties) are invited onto Six Town Housing controlled premises to work alone there is a need to view the lone working risk assessment of the supplying company / organisation

2.0 Introduction

2.1 Six Town Housing aims to ensure it meets its legal responsibilities detailed in the Health and Safety at Work etc Act 1974 for safeguarding the health, safety and welfare of employees and others affected by its work.

2.2 Lone working is an everyday occurrence within Six Town Housing and presents specific hazards to staff. Six Town Housing recognises lone workers face particular problems and must, therefore systematically assess the risks that lone workers may face taking action in so far as is reasonably practical to remove or reduce the risk to an acceptable level. Equally, all employees have responsibilities to take reasonable care in respect of their own safety and security.

3.0 Definition of a Lone Worker

3.1 Lone workers are those who work by themselves without close or direct supervision or support. Typical lone working situations include employees who work alone in a specific area or building, or may include mobile workers who work alone but in a number of locations, or those who visit other premises and organisations, sometimes out of normal hours. Typical examples of lone workers include members of the following teams:

Ø  Repairs and Maintenance

Ø  Neighbourhoods

Ø  Rents

Ø  Asset and Sustainability

Ø  Home Improvement Agency

Ø  Cleaning staff

Ø  Any other employee likely to undertake lone working activity

3.2 Some workers may be subject to increased risks from working alone. For example, an expectant mother may experience specific health problems associated with her condition, which require specialist emergency treatment. Disabled persons may be more at risk due to factors arising from the nature of their disabilities, such as restricted mobility in an emergency situation. Temporary or new workers may also be at an increased risk from lone working due to their lack of familiarity with the working environment or with the type of work undertaken.

4.0 Hazards Associated with Lone Working

4.1 Potential Hazards include:

·  Unpredictable behaviour of service users or members of the public (i.e. Verbal or Physical abuse if angry, frightened or under the influence of alcohol or drugs) when visiting members of the public/businesses on their own premises, or at the workplace.

·  Location – high rise block, remote area, walkways/alleyways

·  Violence or threat of violence from animals

·  Time of day

·  Lighting – internal or external

·  Intentional damage to the property of employees

·  Vehicle breakdown or accident

·  Accidental injury – particularly if visiting empty/remote premises/land or premises outside of Six Town Housing’s control.

5.0 Dynamic Risk Assessment

5.1 A dynamic risk assessment is the continuous process of identifying hazards and the risk of them causing harm, and taking steps to eliminate or reduce them. In consultation with staff and safety representatives, managers need to assess the risk to lone workers as follows:

·  Identify tasks or work activities based on observation, past experience, previous records and how they may occur. Some of the hazards that may be encountered are physical attack, verbal abuse, sudden illness, contact with hazardous substances or chemicals, falls from height, electrocution, attack from animals, road accident / breakdown or getting lost.

·  Assess the risk i.e. the probability of the hazard causing harm, the severity of the harm and who is at risk.

·  Once the hazards have been identified and the potential harm assessed then mangers should review the control measures that are or can be put in place to eliminate the risk involved as far as is reasonably practical. This may result in the risk reducing completely, or if this is not possible, reducing the risk to an acceptable level

·  Inform staff of hazards identified and share the risk assessment with them.

5.2 Lone workers should in addition:

·  Carry out an on-site visual assessment to ensure all risks are covered.

·  Withdraw from any situation that could be hazardous.

·  Inform management of any hazardous situations encountered e.g. by using an appropriate incident reporting form

·  Raise issues with management that are of concern and have not been covered in existing risk assessments, processes or procedures

6.0 Training

6.1 Six Town Housing will ensure that all staff will receive training in the recognition and management of challenging behaviour. The type and duration of training will be specific to the needs of the individual employee and relevant to the situations they are likely to encounter, and activities they are required to undertake. Lone Workers will be required to attend mandatory training which will include ensuring they are able to use appropriate Safety Devices issued. Managers of Lone Workers will attend training that covers understanding of the risks lone workers are faced with, and aid them to assist their staff to deal with matters effectively.

6.2 The key objectives of the training courses are:

·  Understand what defines a Lone Worker.

·  Know the potential risks faced by a Lone Worker.

·  Understand the term dynamic risk assessment and how it can be used effectively in the workplace.

·  Understand the benefits of having a proactive incident reporting system in place.

·  Recognise the signs of physical and verbal frustration.

6.3 Directorates should establish clear procedures and set the limits to what can and cannot be done while working alone. There should be agreement as to the circumstances in which it is correct to stop work and seek advice.

7.0 Manager Responsibilities

Responsibilities are as follows:

·  Identifying staff who meet the definition of a Lone Worker, ensure risk assessments are carried out and Lone Worker safety device is provided if identified as required.

·  Informing staff of their responsibilities under the Lone Worker Safety procedures.

·  Ensuring Lone Worker procedures for the team are read and understood at Induction, and periodically reviewed with staff

·  Ensuring risk assessments for Lone Workers are current and fit for purpose.

·  Assisting in the development of safe systems of working

·  Ensuring that staff have access to appropriate training related to Lone Working

·  Monitoring and checking the use of any Lone Worker protection devices issued

·  Reporting accidents, incidents and near misses arising from working alone and complete the relevant documentation.

·  Monitoring the effectiveness and safety of existing lone worker arrangements at least annually and amend the risk assessment in the light of any significant change.

8.0 Employee Responsibilities

Responsibilities are as follows:

·  Taking responsibility for their own Health and Safety and that of others that may be affected by their actions

·  Ensuring they read and understand the Lone Worker Safety Procedures and Guidance

·  Participating in the risk assessment process and following safe systems of work designed to reduce the risks associated with lone working.

·  Making full and proper use of any equipment provided to them in the interest of Health and Safety (e.g. Lone Worker Protection devices), and reporting any damage, faults or defects.

·  Informing their manager of any unsafe working practices that may increase risks to themselves or their colleagues

·  Informing their manager of any accidents, incidents or near misses arising from working alone and complete the relevant documentation.

·  Knowing the limits of their responsibility to know when to stop work and seek advice

9.0 Monitoring and Review

9.1 The Business Manager HR has overall responsibility for these procedures. The procedures will be formally reviewed every three years although they may be updated earlier to maintain compliance with legislation and best practice.

10.0 Associated Documents

·  Team Specific Lone Working arrangements

·  Procedure for the completion of Dynamic Risk Assessments

·  Mobile Working Protocol

·  Driving alone in safety leaflet

GUIDANCE FOR MANAGERS AND EMPLOYEES: LONE WORKING

11.0 Supervision of Lone Workers

11.1 Although lone working cannot be subject to constant supervision, there is still a duty on Six Town Housing to provide appropriate control of the work. Supervision complements the information, instruction and training provided to employees. It helps to ensure that employees and contract staff understand the risks associated with their work and that necessary safety precautions are carried out. It also provides guidance in situations of uncertainty.

11.2 The extent of supervision required depends on the risks involved and the ability of the lone worker to identify and handle health and safety issues. Those new to a task, undergoing training, doing a task which presents special risks, or dealing with new situations may need to be accompanied at first. The level of supervision required is a management decision, which should be based on the findings of the risk assessment. The higher the risk, the greater the level of supervision required. It should not be left to individuals to decide whether they require assistance.

12.0 Actions required by Managers or Co-ordinators of Lone Workers (This guidance should be read in conjunction with the Lone Worker Procedures) :

·  Ensure risk assessments are carried out and checked annually. Ensure any hazards associated with lone working are identified and actions implemented.

·  Ensure safe systems of work (written procedures) are developed for your team(s) to ensure as far as reasonably practicable the safety, security and well being of all staff, including those working alone, and should provide information, guidance and advice for all roles within the team.

·  Ensure all employees in your team(s) have been made aware of Lone Worker Procedure and Guidance, team arrangements for monitoring locations, visits, reporting and of risk assessments relevant to their work at Induction

·  Promote and encourage the use of Libra prior to any home visits or property/building inspection

·  Take reasonable precautions to satisfy themselves that there are no known medical problems with employees that would put the employee at risk when working alone.

·  Assess the need for employees to be aware of basic first aid techniques or whether any employee need to carry a simple first aid kit.

·  Implement and actively manage arrangements so that you, or a nominated person within the team, knows the whereabouts of lone workers

·  Maintain up to date employee contact details, including vehicle details.

·  Provide lone workers with appropriate safety devices

·  Ensure lone workers in your team(s) are adequately trained in the operation and use of Personal Safety Devices and for handling Aggression/Violence

·  Periodically visit and observe employees working alone

·  Discuss lone working arrangements in team meetings to ensure feedback from the team is acted upon in a timely manner

13.0 Actions required by employees who are identified as Lone Workers (This guidance should be read in conjunction with the Lone Worker Procedures.)

·  Employees will receive information, instruction, supervision, personal safety equipment and training in respect of lone working and personal safety.

·  Employees should explore control measures while working away from the office (e.g. is the visit necessary? Can the issue be dealt with by phone, letter or electronically? Can you meet at STH premises? Can someone accompany you?)

·  Employees have a responsibility to utilise any personal safety equipment provided by Six Town Housing, ensuring that operating instructions are followed.

·  Employees have a responsibility to test that personal safety equipment is in working order, and report any faulty equipment to their line manager or appropriate person.

·  Employees should carry a working, charged up PDA or company mobile phone and keep it switched on whilst working.

·  Employees should always check Libra before making any home visit (if the address or individual is listed, agree a course of action with your line manager prior to the visit).

·  Employees should ensure that their line manager (or nominated person) is aware of their intended locations or visits, and anticipated start/finish times. (Any changes to original plans should be confirmed by telephone prior to putting into action.

·  Employees should remain alert to risks from those who are under the influence of alcohol, drugs, are confused, or where animals may be present.

·  Employees who find themselves in a potentially hazardous situation, must not compromise their safety. Withdraw immediately – DO NOT proceed with the task or visit.

·  Agree working outside of normal hours in advance with their line manager. (see out of hours checks on mobile workers at Appendix X)

·  Report any accidents, incidents or near misses that occur whilst lone working (using HS1 form at Appendix X)

·  Report any incidents of violence or aggression so that Libra can be updated (and help to protect others).

APPENDIX A

Summary flowchart for ensuring the safety of lone workers