Health and safety policy template

Overview

This policy sets out [Company]’s commitment on Health and Safety. It also outlines responsibilities and duties and explains arrangements for maintaining a safe working environment.

Scope

This policy is applicable to all employees of [company name].

General principles

Statement of Intent

[Company] has a legal obligation to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees at work. 

We have a duty to ensure the safety of any equipment in use and the safety of our premises and, so far as practicable, to ensure that neither staff nor the general public are exposed to risks to their health and safety. 

[Company] will comply with all current health and safety legislation, codes of practice and other authoritative guidance. 

[Company] requires its entire staff to co-operate in establishing and maintaining safe and healthy working conditions and to avoid any action which may adversely affect the health, safety and welfare of themselves or others. 

Ultimate responsibility for Health and Safety rests with the [CEO | Managing Director]. However each manager has a duty to take care of the health, safety and welfare of their staff and to report and investigate any accident or incident to prevent a recurrence. 

Equally all employees have a responsibility to take care of their own health and safety and that of the people they work with.

Organisation

Coordination of day to day health and safety is the responsibility of [name]. Anything likely to represent a hazard should be reported to [him/her] immediately.

Premises must be kept hazard free and maintained in good order with fire exits free from obstruction and with efficient fire extinguishers and fire alarms (tested at regular intervals). 

Consultation

The organisation recognises the importance of employee participation and engagement in matters related to health and safety. To ensure effective communication, collaboration, and the involvement of employees in health and safety decision-making, the following consultation process with Health and Safety Representatives or Trade Unions will be implemented:

Appointment of Health and Safety Representatives

The organisation will appoint Health and Safety Representatives from among its employees or in accordance with the recognised trade unions. These representatives will serve as the primary point of contact for health and safety matters and will act on behalf of employees in consultations with management.

Regular Consultation Meetings

Consultation meetings will be held at regular intervals to discuss health and safety issues, review policies and procedures, and exchange information between management and Health and Safety Representatives or trade unions. The frequency of these meetings will be determined based on the nature of the organisation's operations and the level of employee involvement required.

Training and Support

Health and Safety Representatives or trade unions will be provided with appropriate training, resources, and support to effectively carry out their roles and responsibilities. This may include training on health and safety legislation, risk assessment techniques, and effective communication and consultation practices.

Arrangements

Risk assessments

Regular risk assessments of the office including individual work stations will be carried out by [name]. Records will be kept of risk assessments and of actions taken.

Eyesight Tests

Those employees who use a computer screen on a regular basis for more than two hours per day are formally classed as “DSE Users”.  All “Users” have the right to request an eyesight test. [Company] will reimburse a reasonable amount for the cost of these tests. 

Visitors

All visitors must sign the Visitors’ Book.  Measures should be taken to ensure that visitors are also signed out.  In the event of the fire alarm sounding, staff who have invited visitors into the building will take responsibility for their safe evacuation being reported to the [name].

Electrical Equipment

All portable electrical equipment is tested annually.  All items carry identity labels and date of test.  The tests are carried out by a competent contractor to meet the requirements of the maintenance of portable electrical equipment, as required by law. 

First Aid

First Aid boxes are located as follows:

[details]

Accident Book

An accident book is located [details].

Gangways

All gangways, fire escape routes and fire exits must be kept clear at all times.

Fire Instructions

In the event of fire

Anyone discovering a fire should:

• Sound the alarms (all staff should know where alarms are located).
• Notify [name], who will call the Fire Brigade.  Notify other occupants of the building if possible.
• If the alarm goes off, remember that human life has priority over everything else and the main objective is to get everyone out of the building immediately. 
• Fire extinguishers are located in [details]. Please only use these if you are trained to do so. Serious fire fighting must be left to the Fire Brigade, and only the simplest problem, e.g. a wastepaper basket on fire, should be tackled by staff.
• On hearing fire alarms, staff should proceed in an orderly fashion to the nearest fire exit. Do not run. The building should not be re-entered until you have been advised it is safe to do so.

Fire Drills

Practice fire drills are carried out during the year; sometimes these will be announced beforehand.

Smoking

It is the policy of [Company] that our workplaces are smoke free, and all employees have the right to work in a smoke free environment. The policy has been developed to protect employees, customers and visitors from exposure to second-hand smoke and to assist in complying with relevant legislation.

Smoking is prohibited in all enclosed and substantially enclosed premises in the workplace, and any outside areas adjoining the entrance to the premises. This policy applies to all employees, consultants, contractors, customers and visitors to [Company] premises.

Any employee who smokes whilst on [Company] premises will be committing a criminal offence and liable to a fine as a result.  They may also be subject to disciplinary action.

[Company] acknowledges that some employees may wish to make use of electronic cigarettes ("e-cigarettes") in the workplace, particularly as an aid to giving up smoking. E-cigarettes are battery-powered products that release a visible vapour that contains liquid nicotine that is inhaled by the user.

[Although they fall outside the scope of smoke-free legislation, [Company] prohibits the use of e-cigarettes in the workplace.

Our rationale for a ban on e-cigarettes is that:

• although they do not produce smoke, e-cigarettes produce a vapour that could provide an annoyance or health risk to other employees;
• some e-cigarette models can, particularly from a distance, look like real cigarettes, making a smoking ban difficult to police, and creating an impression for [visitors/customers/other employees] that it is acceptable to smoke.]

[OR

As they fall outside the scope of smoke-free legislation, [Company] allows employees to use e-cigarettes in [the workplace/certain designated areas], [provided that they get the prior agreement from [name of individual/their manager.] ]]

Alcohol and drugs

Any employee who is found consuming or under the influence of, alcohol when reporting for duty or during the working day (including lunch and break times) may be subject to disciplinary action or even dismissal as [Company] deems this to be a gross misconduct offence under the Disciplinary Procedure.

Any employee who is found in possession of, taking or under the influence of drugs or other controlled substances including psychoactive substances (formally known as “legal highs”) when reporting for duty or during the working day including lunch and break times may be subject to disciplinary action or even dismissal as [Company] deems this to be a gross misconduct offence under the Disciplinary Procedure.

Dispensing, distributing, selling or offering to buy controlled substances at work is strictly prohibited and will lead to disciplinary action. Any such activity (or reasonable suspicion of it) on [Company] premises will be reported immediately to the police.

Working from home

While [Company] maintains overall responsibility for health and safety of employees regardless of their working location, those employees working from home have particular individual responsibility to ensure they are working in a safe environment.

If you work from home, you should conduct a risk assessment on your working area looking at the following:

• Space – do you have sufficient space around your workstation?
• Lighting – do you have sufficient lighting available?
• Chair – do you have a comfortable and supportive chair?
• Work surface – do you have a table or other working surface at a comfortable height?
• Screen – Is your screen at eye level?
• Electrical appliances – are they safe, tested and are cables suitably tucked away?

A risk assessment form for home working can be provided on request. Should you identify any risks that you are not able to remove, please let us know.