Health and Safety Induction
H&S in the workplace
Health and safety induction
When starting a new job, an induction (an introduction/instruction) is carried out on the job you have to do and the environment you will work on. A Health and Safety Induction is also a necessary introduction to the job and the environment. Health and safety is crucial within any business environment: it is important that you are aware of your responsibilities relating to health and safety, and the health and safety requirements of your job role.
A health and safety induction is likely to cover the following points:
•Fire and emergency procedures/fire exits/evacuation and assembly point
•What to do in the case of accident/reporting procedure/location of the Accident Book
•Location of First Aid box; First Aiders’ names (if appropriate)
•Hazardous areas and materials held on premises
•Security procedures regarding stock and personnel
•Domestic arrangements, toilets, canteen etc
•Safe lifting and carrying techniques
•Safe use of machinery/equipment
•Maintenance of machinery/equipment
•Risk assessments.
The reason that the above are likely to be included in an induction is as follows:
Fire and emergency procedures should be one of the first things you should learn about; as a fire could arise at any time you are in the building. If you don’t know how to get out you could find yourself trapped or in a panic because you are unaware of the nearest exit.
It is important to know the procedures so that you can easily leave in an emergency and find your way quickly to the assembly point. You will also know how to assist any visitors who may find themselves in the building when the alarm is raised.
Remember that not every alarm means there is a fire or other emergency. Alarms will be tested regularly and you will be told of the testing times in advance. When the alarm rings and it is not a test you should leave the building and know where the assembly point is, where you should report. You should never return to the workplace until you are told to do so.
You will also be made aware of the position of the fire extinguishers and when and how they will be used.
Accident procedure and reporting
It is important that you take care not to have an accident, but accidents can happen. You will be told of the procedure for reporting accidents and how they should be dealt with. You will also be told where the accident book is kept, as any accident you have should be reported in it. There is legislation that covers accident reporting so you must be aware of the procedure and follow it. Accident reporting is covered under RIDDOR – the Reporting of Injury, Disease or Dangerous Occurrences Regulations 1995.
Location of First Aid box; First Aiders’ names (if appropriate) – all workplaces must have a first aid box containing e.g. Elastoplast, bandages which must be kept filled at all times. It must never contain medicines of any sort and you must not expect anyone in your workplace to issue you with any medicines e.g. aspirin or similar. The first aid box must be pointed out to you as should the names of the first aiders if applicable. Depending on the size of the organisation you work with and the work carried out, your organisation may not need to have a first aider but have instead an appointed person who will not be able to carry out first aid, but only take responsibility for controlling an emergency and for ensuring the first aid box is filled.
Hazardous areas and materials held on the premises must be pointed out to you. There may be hazardous areas that you are not allowed into e.g. manufacturing areas within the workplace, and to do so would possibly endanger your life or that of others. You must know if an area is off limits and if you are told this, you must follow that instruction. Hazardous materials are in every workplace eg toner, cleaning materials and you must be aware of what these items are and how they should be used. Data sheets or other sources of information are available on all hazardous materials and you should be made aware of them. The data sheets will inform you of what to do if you e.g. spill the hazardous material on your skin.
Security
Security procedures regarding stock and personnel must be followed by you at all times. Security will be explained to you immediately. In many organisations you will receive a security pass which allows you access to certain areas. Security in organisations is very important nowadays and by wearing and using your pass, you are confirming that you are allowed in the areas concerned.
You may also be required to sign in and out and this is for Health and Safety reasons as well as for security purposes. Should there be a fire or other emergency where evacuation of the building is necessary, an allocated member of staff will take the signing in/out sheet and use it at the assembly point to make sure everyone has been evacuated.
There will also be procedures for the security of stock and these are explained to you to make sure you e.g. don’t leave stock/equipment vulnerable to theft.
Domestic arrangements
Domestic arrangements, toilets, canteen etc. will be pointed out and to you; they are possibly the most important items in the induction (apart from when and how you will be paid). You are likely to receive a tour of the premises on day one and all departments, exits, toilets, staff areas, canteens (if available) will be pointed out to you.
Manual Handling
Safe lifting and carrying techniques are important health and safety points. If you don’t lift and move items e.g. boxes of paper correctly you could cause damage to your back. Remember to bend your knees and keep your back straight, and ask for help to move any heavy items.
Use of Machinery and Equipment
Safe use of machinery/equipment is vital for your safety and the prolonged life of the item. Your employer needs to make sure that the equipment/machinery is suitable for the job you do and that it is properly maintained. You will be trained on its use and should therefore be aware of its safe use.
Maintenance of equipment/machinery will be carried out by your employer. Certain equipment/machinery will be under an annual maintenance contract and it is important that you are aware of this, to ensure that you point out if this is not carried out. You also need to know to whom you report problems with machinery/equipment, and what you can do yourself.
Risk assessments
Risk assessments are carried out in every organisation. Many hazards exist in organisations and a risk is the chance (low, medium or high risk) of the hazard causing someone to be harmed or injured. You will be told of the risks and the assessments carried out will be pointed out to you. You must be aware of the hazards that may exist and of the subsequent risks, and follow procedure.
Health and safety at work
Health and safety within the business environment is often ignored or not seen as important. Health and safety is crucial within any business environment whether it be an office or an oil rig. Health and safety needs to be considered in any task you carry out. By being aware of the personal responsibilities you have for health and safety, you can ensure that you and others remain healthy and safe, all of which contributes to a pleasant and productive working environment. You must recognise that you too have responsibilities for health and safety in the workplace and not just your employer.
Legislation
Legislation is in place to ensure that all working environments are healthy and safe for all who work in them or visit them. The main legislation in place is the Health and Safety at Work Act 1974 and it applies to all workplaces. The Act details what the responsibilities are of all concerned: employers, management, staff, visitors and external contractors.
All employers must:
•Ensure the health and safety and welfare at work of employees ‘so far as is reasonably practicable’
•Provide safe systems of work and equipment
•A safe working environment and adequate welfare facilities
•Safe means of entry and exit to and from work
•Have in place (and regularly update) a written statement on the health and safety policy of the organisation and this must be known to the employees of the organisation
•Provide information and instruction on health and safety and the safe use of equipment.
All employees must:
•Take reasonable care of their own health and safety
•Take reasonable care of the health and safety of others affected by what they do
•Cooperate with their employer in carrying out the health and safety requirements.
Therefore, employees have the right to:
•A healthy and safe working environment
•Safe systems of work in place
•Adequate welfare facilities
•Safe access to and from work
•Information and training on the systems and equipment in use to ensure they work in a healthy and safe way.
Organisations have the right to:
•Employees who work in a safe and healthy manner having due care for their own safety and that of others
•Employees who cooperate with them in ensuring health and safety requirements are met.
All organisations must display an up to date Health and Safety poster in a prominent position for all staff to read. This poster outlines the responsibilities of employers and employees, and details the people who can be contacted for information and advice and to whom any health and safety issues should be reported.
While the main legislation is the Health and Safety at Work Act 1974, there are other regulations that are passed to make sure that health and safety laws are kept up to date and improved. Examples of these are:
•Reporting of Injuries, Disease and Dangerous Occurrences Regulations (RIDDOR) 1992 – this covers the reporting of accidents/incidents which cause injury or disease. It covers what should be reported and how, and the investigation that should take place.
•The Management of Health and Safety at Work Regulations 1999 – this covers risk assessment and the monitoring of health and safety. Risk assessments analyse the hazards that exist in the workplace and assess the likely risks from them (low, medium or high) and details how the risks can be minimised or eradicated.
•Workplace (Health, Safety and Welfare) Regulations 1992 – this covers the condition of the workplace you are expected to work in, complementing the Health and Safety at Work Act and offering more detail.
•Control of Substances Hazardous to Health (COSHH) Regulations 2002 There is a legal requirement for your organisation to carry out assessments for every hazardous substance used or generated in the workplace.
•The Health and Safety (Display Screen Equipment) Regulations 1992 – this covers what is necessary to make the use of computers (recognised as VDUs – visual display units) and the workstation you work in safe and comfortable.
•The Provision and Use of Work Equipment Regulations 1998 – these regulations cover equipment in use in your organisation and require your employer to ensure that the equipment you use is suitable, safe and properly maintained and that you receive the required training on its use.
•Health and Safety (First Aid) Regulations 1981 requires that all organisations provide adequate and appropriate first aid equipment and facilities.
Accident reporting
There is a legal requirement for you and your organisation to report any accidents/incidents and ill health that occur within the workplace or that occur due to workplace activities. RIDDOR 95 is the legislation relating to this, standing for the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations.
This legislation requires that those responsible for the activities of anyone in the workplace, report:
•Fatal accidents
•Major injuries from accidents eg fractures other than fingers, thumbs or toes; injury from electric shock or electrical burn which lead to unconsciousness and, resuscitation or hospitalisation for more than 24 hours
•Dangerous occurrences e.g. electrical short circuit or overload which causes a fire
•Accidents which result in more than three days’ absence from work
•Certain work related diseases e.g. certain poisoning; skin diseases such as dermatitis.
These reports must be made to the relevant enforcing authority – usually either the Health and Safety Executive or the local authority environmental health department. A free leaflet Reporting an Injury or a Dangerous Occurrence is available from the HSE Area Offices.
Your organisation is likely to have a reporting procedure, which you should follow. Any accident you have should be entered into the accident book held by your employer. This accident book was previously recognised by its yellow cover but has now been replaced by a tear off pad. Should an accident/incident occur in the workplace the detail of it should be entered in the accident book and if it falls within the category of a reportable incident, the responsible person within the organisation must report it to either the HSE or the Environmental Health Department as appropriate. The type of organisation you work for and the work they are involved in will dictate whether they report the incident to the HSE or the Environmental Health.
Any records on the incident must be kept by the organisation for three years and should include:
•The date, time and place of the incident
•Personal details of the people involved and of the organisation
•A brief description of what happened
•A brief description of the injury.
The employer should investigate any accident/incident and the hazard removed or reduced to ensure a further accident does not occur. Incidents, which require a report to the HSE or Environmental Health, are likely to be investigated by these bodies and a report would be made, which the employer will have to act on.
Risk assessments exist to assist in the reduction of accidents/incidents and may require revision after accidents/incidents occur.
Risk assessment
It is important to recognise the hazards and risks within each environment and for employers to ensure they are dealt with accordingly. Whilst your employer will assess the hazards within your workplace and the risks they may present, you also have a responsibility to report any hazards you discover.
A hazard is anything that has the potential to cause you or others harm, while a risk is the likely chance (low, medium or high risk) that the hazard will cause harm.
There is a legal requirement under the Management of Health and Safety at Work Regulations 1999 for risk assessments to be carried out in all workplaces no matter the level of risk, and the risk assessment will indicate the hazard, likely risk, the precautions that should be taken and who could be harmed (all employees taking particular note of young persons, pregnant women, trainees also visitors, contractors and members of the public). It is your responsibility to report any hazard to eg a member of management or health and safety officer following your organisation’s procedures. Advice on risk assessment and other Health and Safety matters is available from the Health and Safety Executive or the Environmental Health department of your local authority.
Hazardous substances
Under COSHH a substance is considered hazardous if it is listed as toxic, harmful, corrosive or irritant. Bleach, wood, dust, oil and solvents are considered substances and are found in many workplaces but it is often the case that those in the workplace do not realise how harmful they can be. All hazardous substances need to be clearly labelled and any in your workplace will be clearly labelled with hazard warning signs and instruction labels on containers. Should you see these labels, it is important that you read them and the instructions for use before you use the substance, so that you know what to do if you spill it on your skin or clothes. You should also never be tempted to transfer liquids or substances into any container without the correct labelling.
Hazardous substances may need to be kept in a particular location eg under lock and key, in a cool place or away from naked flames. They may also require protective clothing eg protective gloves, goggles. All of the requirements for dealing with hazardous substances are likely to be detailed by your employer in a risk assessment of each hazardous substance used or generated in the workplace. Data sheets on the substances used may also be available from the manufacturer.
It is important to appreciate that in an administrative environment, there are unlikely to be many hazardous substances. However you must be aware that they do exist and you should follow all your organisation’s policies and procedures on their uses. HSE can offer advice on COSHH and a leaflet ‘A step by step guide to COSHH assessment’ is available.