Managing Risk

Under the Management of Health and Safety at Work Regulations 1999, the LGSCO must undertake risk assessments of all activities carried out and keep a record of the significant findings. In addition, other regulations require assessment of specific risks and these entail more detailed examination of the related activities.

The aims of risk assessment are to ensure the following.

• The hazards associated with work activities and workplaces are systematically identified.

• The risks presented by these hazards are assessed, and where applicable special assessments are carried out (e.g. display screen equipment, manual handling).

• Appropriate control measures are implemented to minimise the risks to health and safety of employees, and others who may be affected by work activities.

• The cost of precautions is kept in balance with the benefits that would arise.

• Information regarding hazards, risks and precautionary measures identified is effectively communicated to all relevant persons.

Definitions

‘Risk Assessment’ is the process of identifying the hazards, analysing the level of risk, considering those in danger, and evaluating whether hazards are adequately controlled, taking into account any measures already in place.

A ‘hazard’ is anything that has the potential to cause harm, for example, trailing cable, unguarded machinery, obstructed fire door.

A ‘risk’ is the likelihood that the hazard can cause harm. The extent of the risk depends on:

• the likelihood of the harm occurring;

• the potential severity of the harm; and

• the number and type of people who might be exposed.

Implementation and Operation

• The Executive Team will ensure that risk assessments are carried out and that effective risk control measures are introduced and maintained as required.

• Managers will focus on the activities undertaken in their areas of control and ensure that adequate risk assessments are carried out in line with the LGSCO forward programme of Risk Assessments. They will ensure that working procedures are developed and communicated and that workers receive the health and safety training they require.

• The Wellbeing and Health and Safety Committee will be consulted on the Forward Programme of Risk Assessments.

• The Operational Support Team are trained in Risk Assessment. They will formally record their significant findings. The level of detail required should be kept in proportion to the level of risk.

• The Operational Support Manager will keep a record of the risk assessments undertaken and advise managers when reviews are needed. Risk assessments should be reviewed following an accident or incident and when there is a significant change to the work activity or premises.

• The Executive Team will be advised of the timing of regular reviews, which will depend on the level of risk. In low risk office areas, reviews could be carried out at two-year intervals.

Assessment of Specific Risks

There is health and safety legislation covering specific risk areas.

Anyone undertaking specific risk assessments should receive the necessary information and instruction to cover the subject area.

Display Screen Equipment

Use of display screen equipment by all employees and workers is subject to assessment under the Display Screen Equipment Regulations. The use of such equipment may present a risk of injury or ill health as a result of repetitive movements and we are committed to reducing these risks through suitable control measures.

Eyesight Tests

All DSE ‘users’ are entitled to a free annual eyesight test under the Regulations. If ‘users’ require spectacles incorporating a correction specifically for display screen equipment work (i.e., middle distance viewing) then the employer must pay for the cost of a basic pair of spectacles. Staff must report if they are suffering aches, pains, headaches, or any other symptoms, which may be attributable to their use of display screen equipment at work.

Details of contribution rates are found: LGO Intranet | Working with Display Screen Equipment (DSE)

Hazardous Substances

LGSCO will ensure that no work is carried out which is liable to expose any staff or others to any product, chemical or substance hazardous to health unless a suitable and sufficient assessment of the risks created by that activity and of the steps needed to reduce the risks has been made.

Exposure to hazardous products, chemicals or substances will either be prevented or, where this is not reasonably practicable, adequately controlled.

Measures introduced to control exposure will be maintained, examined and tested to ensure their continued effectiveness. Personal protective equipment will be provided only as a last resort means of controlling exposure to hazardous substances. Information, instruction and training will be given to staff exposed to substances hazardous to health.

LGSCO will maintain a Control of Substances Hazardous to Health (COSHH) register to establish whether there are substances that are potentially hazardous to health at work, and if so then a written assessment will be required together with an in-depth study of the process/activity. The assessment must be suitable and sufficient and cover the risks created by the work and should identify the steps which need to be taken to control the risks.

Employees will be provided with all necessary, information, instruction and training to protect them from the risks associated with the hazardous substance in use.

Contractors and Sub-Contractors

LGSCO requires the prospective service provider to produce adequate and appropriate information to indicate their competence to perform the work safely and without risks to health. This may, for example, require the contractor or sub-contractor to provide a method statement, supporting risk assessment, certificates of competence of their staff and/or certifications of plant/equipment to be used during the contract.

Contractors and sub-contractors must be met by a designated member of LGSCO staff. This person is responsible for ensuring that the contractors are provided with the information and instruction necessary to protect them from the risks arising out of our activities.

Manual Handling and Lifting

Manual handling operations undertaken by employees are subject to assessment under the Manual Handling Operations Regulations. Employees who are required to carry out manual handling and lifting operations as a regular part of their work will be given basic training on correct lifting and handling techniques.

Manual handling risk assessments should also be reviewed regularly to make sure that the precautions are still working.

All staff suffering from an acute injury or long-term ill health condition, likely to be aggravated by manual handling or lifting, must report this condition immediately to their manager.

Vehicles and Occupational Road Risk

LGSCO operations occasionally involve the use of vehicles. We ensure that all employees who drive for work purposes hold a valid UK licence and have appropriate insurance.

Employees may be requested to provide (at periodic intervals) their current, valid UK driving licence, insurance that covers business use. Staff must inform their manager immediately following any change to driving licences including penalty points or disqualification.

Disciplinary action will be taken against any other person found to be driving without authorisation. Disciplinary action will be taken against any authorised driver who is driving a vehicle whilst under the influence of alcohol or drugs and/or driving in an unsafe manner.

There is specific Driving for work - Guidance and safety advice available for employees.

Young Persons

Under the Management of Health and safety at Work Regulations 1999, an assessment of the risks to young people must be carried out, before they start work/work experience. A young person is defined as a person under the age of 18. Young people must be appropriately informed of the risks and the controls in place for their safety.

Managers shall put in place measures to control the risks which will remove them altogether or reduce them to the lowest possible level; and let the parents/guardians of any students (and staff) below minimum school leaving age know the key findings of the risk assessment and the control measures.

It may be possible to use or adapt a general risk assessment for young people doing the same job or work experience. However, it is the responsibility of each manager to ensure that

any such adapted risk assessment is made specific to the individual young person in their area.

Managers must not allow the young person to do the work where you find that a significant risk remains despite your best efforts to take all reasonable steps to control it.

New and Expectant Mothers

LGSCO considers risks to female employees of childbearing age and risks to new and expectant mothers (for example, from working conditions, or the use of physical, chemical, or biological agents). Identified risks are included and managed as part of the general workplace risk assessment.

When notified that an employee is pregnant, breastfeeding or has given birth within the last six months, we will, as soon as is practical, review the general workplace risk assessment to see if any new risks have arisen. If that risk assessment has identified any risks that cannot be avoided, we will take appropriate, sensible action to reduce, remove or control them. To help us decide what action to take we will carry out a separate risk assessment for new and expectant mothers. Ideally this will be completed within two weeks of being notified.

Employees do not have to inform us that they are pregnant, have given birth in the last six months or are breastfeeding, but it is important (for her and her child’s health and safety) to notify us in writing as early as possible. Until LGSCO receives written notification from the employee, we are not required to take any further action, such as altering working conditions or hours of work.

Lone Working

LGSCO recognises the importance of including appropriate arrangements for dealing with lone working and violence in the workplace as an integral part of its Health and Safety Policy.

LGSCO will meet the duties placed on them under the Management of Health and safety at Work Regulations 1999 by ensuring that a system is in place to identify and assess the risks from violence in the workplace.

Where significant risks are identified, appropriate control measures will be implemented to reduce the risks to the lowest level reasonably practicable. Control measures will include training where it is deemed appropriate.

There is specific Safe working guidance for employees making external visits and lone working.

Staff are encouraged to report incidents of violent behaviour (verbal or physical) to which they have been subjected to their relevant manager who will discuss/investigate the incident and, where possible, take action to prevent a recurrence. The action taken or proposed action should be recorded.

Stress

LGSCO recognises that, whilst a degree of pressure can be a positive force at work, excessive pressure can have a negative effect on health and on performance at work. LGSCO is committed to promoting good health at work and to provide suitable support mechanisms for employees suffering from the negative effects of stress.

LGSCO will provide suitable information to employees and managers in relation to stress. The stress information provided might include, for example, guidance on:

• recognising the symptoms of stress;
• the effects of stress at work;
• effective communication;
• handling difficult situations;
• time management; and
• good staff relations.

Where members of staff are suffering from stress, we will provide the necessary mechanisms to promote a return to full health as quickly as possible. Employees are encouraged to speak to their manage or HR so the appropriate support can be put in place.

Stress at work guidance

Working from Home (Health and Safety)

LGSCO has a duty as an employer, under the Health and Safety at Work Act, to ensure the health and safety of employees while they are at work, so far as is reasonably practical. This duty applies to everything under the employer's control. It does not extend to a place of work that is outside the employer's control, such as the home. However, employers are required to perform a risk assessment of the activities carried out by home workers.

Employees who work at home have individual responsibilities under Health and Safety regulations. They are required to take reasonable care of their own health and safety and to co-operate as is necessary to comply with statutory obligations.

Guidance indicates that a risk assessment is generally not required unless home working is, or is likely to be, for more than one day a month on a regular basis. However, this depends on the circumstances of each case, including the duration and the nature of the work being undertaken, so LGSCO considers that it is good practice for the employee to carry out a risk assessment in advance of agreeing to home working in all cases.

For employees who are contractually home based a risk assessment will to be carried before commencing home-based working and reviewed periodically or when any significant changes are made to the home workspace. This must be agreed by the manager before employees will be allowed to work from home.

For employees choosing to work from home on an ad-hoc basis, employees must ensure they have suitable workspace with adequate security, storage, seating, space and screening from noise in the rest of the home. There must also be adequate ventilation and lighting.

Employees will provide this equipment at their own expense.

A Health and Safety Home Working Self-Assessment will need to be carried out before commencing agile working and reviewed periodically or when any significant changes are made to the home workspace. This must be agreed by the manager before employees will be allowed to work from home.

Employees who need to carry equipment and documents must ensure they use a suitable case or bag.

All employees working at home must follow LGSCO guidance on the use of display screen equipment, including the guidance on taking regular breaks.

Policy of flexible working – home-based working

Agile Working