Health and Safety Policy 

 

This section details the arrangements for the effective management of health and safety.

 

A copy of our current general statement of health and safety policy can be found in Part 1. This sets out our commitment to provide and maintain safe working conditions for our employees and others who may be affected by our activities. 

 

We will ensure that the objectives of this statement are communicated to our employees and volunteers, initially through our induction training and thereafter during our regular training updates. We will also monitor progress towards these objectives at trustee board level and we will review them annually in consultation with our employees and volunteers, and other interested parties. 

 

The policy is supported by our detailed policies and procedures on assessing risk and checking safety; our arrangements for emergencies, fire and first aid etc. 

 

We are aware that senior figures within the charity are individually and collectively responsible for health and safety. Therefore, specific responsibility for health and safety has been assigned to The Hub Manager, Katie Holmes (see Part 2), who is responsible for managing health and safety matters on a day-to-day basis. We have appointed the Chair of Trustees, Susannah Moffat, as the person with overall responsibility on the board of trustees for health and safety.  The Chair of Trustees may also be assisted by other trustees as delegated.

 

The Hub Manager will manage our health and safety programme, ensuring that all the essential elements of the system are implemented, monitored and reviewed. The Chair of Trustees will ensure that the Hub Manager is adequately supported in order to be able to effectively carry out their duties and will oversee the monitoring and reviewing of the health and safety programme.  

 

However, we are aware that we can only meet our objectives through the efforts of our employees and volunteers; therefore, we have established clear lines of communication and encourage our employees and volunteers to cooperate with us in achieving our objectives. 

 

We recognise that the key to successful health and safety management is to ensure each employee or volunteer is competent to carry out their responsibilities. Our training programme has been designed to support this, and employees’ / volunteers’ general responsibilities are detailed in the Staff Handbook and Volunteer Code of Conduct. Briefings before each youth session / activity and individual work instructions for specific tasks and processes are also provided to support good health and safety practice.

 

Susannah Moffat

Chair of Trustees

Claygate Youth & Community Hub

​


 

Part 1 – General statement of health and safety policy

 

Claygate Youth & Community Hub

 

It is our policy to ensure, so far as is reasonably practicable, the safety of all employees, volunteers, members and any other persons who may be directly affected by the activities of our charity. 

 

Claygate Youth & Community Hub will, so far as is reasonably practicable:
 

1. Aim to achieve compliance with legal requirements through good occupational health and safety performance.

 

1. Provide adequate resources to implement this policy.
    

2. Establish and maintain a safe and healthy working environment.
    

3. Ensure that significant risks arising from work activities under our control are eliminated or adequately controlled.
    

4. Develop and implement appropriate occupational health and safety procedures, and safe working practices.
    

5. Include the management of health and safety as a responsibility of managers / trustees at all levels.

 

1. Ensure this policy is understood and implemented throughout the organisation.
    

2. Involve employees and volunteers in health and safety decisions through consultation and cooperation.
    

3. Maintain workplaces under our control in a condition that is safe and without risk to health.
    

4. Regularly review compliance with the policy and the management system that supports it.

 

1. Provide sufficient information, instruction and supervision to enable all employees and volunteers to avoid hazards and contribute to their own health and safety at work.
    

2. Ensure that employees and volunteers receive appropriate training, and are competent to carry out their designated responsibilities.

 

Part 2 – Responsibilities for health and safety

 

The following responsibilities have been assigned to competent people to enable us to meet the objectives of our health and safety policy.

 

Chair of Trustees

 

The Chair of Trustees has overall responsibility for the formulation and implementation of the charity’s health and safety policy, and in particular for:

 

1. Ensuring that the necessary arrangements are in place for managing health and safety effectively, and that senior managers are accountable for health and safety.

 

1. Considering health and safety during the planning and implementation of the charity’s strategy.

 

1. Ensuring there are sufficient resources for meeting the objectives of the health and safety policy.

 

1. Ensuring arrangements are in place for consultation with employees and volunteers and that they are involved in decisions relating to health and safety, and that progress in relation to health and safety is communicated to them.

 

1. Including health and safety on the agenda of Board meetings.

 

1. Ensuring arrangements are in place to monitor and review health and safety performance across the charity, including accidents and incidents; and ensuring that the necessary amendments are made to relevant policies, procedures and processes.

 

1. Reviewing the objectives of the health and safety policy on an annual basis.

 

The Hub Manager

 

The Hub Manager is responsible for, in addition to any duties set out in this document or elsewhere, the day-to-day management of health and safety and ensuring that the objectives of the health and safety policy are implemented, and in particular:

 

1. Ensuring that health and safety is considered prior to the implementation of new processes or activities.

 

1. Ensuring that suitable policies and procedures are provided and implemented to meet the objectives of the health and safety policy.

 

1. Ensuring that there is a training programme in place so that employees and volunteers are competent for their respective roles and their health and safety responsibilities.

 

1. Ensuring that arrangements are in place for the elimination or control of risks in relation to health and safety.

 

1. Ensuring suitable emergency arrangements are in place in relation to fire, accidents and first aid.

 

1. Ensuring suitable controls are in place for the effective management of contractors.

 

1. Ensure that reports and recommendations provided by the landlord, enforcement bodies, external consultants and other such bodies are evaluated and actioned without delay.

 

1. Monitoring performance in relation to health and safety and reporting to the Chair of Trustees and the Board of progress against the objectives of the health and safety policy.

 

1. Reviewing accidents and other incidents in relation to health and safety and reporting to the Chair of Trustees and the Board on the outcome of these investigations.

 

1. Informing the Chair of Trustees of any situation which may affect or incur adverse publicity for the charity.
    

 

Employees and volunteers

It is the duty of all employees and volunteers to take all reasonable care for the health and safety of themselves, and any other persons who may be affected by their acts or omissions at work. They must also cooperate with managers, trustees and other employees in fulfilling our objectives and statutory duties. In particular, they must:

 

 

1. Comply with the training, information and instruction they have been given

 

1. Not attempt to carry out hazardous work or use hazardous machinery unless they have been trained and authorised to do so.

 

1. Comply with the ‘Code of Conduct for Staff and Volunteers’ regarding health and safety.
    

2. Carry out their work safely and without undue risk to themselves, colleagues and others who may be affected by their actions, and not intentionally interfere, misuse or ignore arrangements, controls and items provided for health and safety purposes.

 

1. Have read and comply with the general Youth Session Risk & Safety Checklist as well as any other specific Risk & Safety Checklist associated with a particular activity.
    

2. When working with young people, or representing the charity, be alert for hazards. Be aware of and promote young people’s safety at all times. Act as a role-model for safety, and encourage the young people to consider and promote safety between each other.
    

3. Check tools and equipment before using them, and not to use equipment which they know to be faulty. 

 

1. Ensure that any damaged equipment is reported immediately to The Hub manager/supervisor and removed from service until it is repaired.

 

1. Not bring any equipment, tools, radios, etc. onto charity premises without first obtaining permission from the Hub Manager / supervisor.

 

1. Comply with the arrangements for emergencies and fire as they have been instructed.

 

1. Use any personal protective equipment, clothing or safeguards provided and ensure that personal protective equipment is stored correctly and kept in good condition.

 

1. Cooperate with management, colleagues, trustees, safety representatives and advisors promoting safe working practices.

 

1. Keep their work areas tidy and clear of hazards.

 

1. Report accidents, incidents and hazards they observe to the Hub Manager/supervisor.

 

Fire Wardens

 

Fire Wardens are responsible for, in addition to any duties set out in this document or elsewhere, assisting in meeting the objectives of the health and safety policy.  The appointed Fire Warden is The Hub Manager. 

The Fire Warden is responsible for ensuring that for any youth session or youth activity, the appointed session or activity leader is trained for, and understands the Fire Safety and Evacuation Plan.
 

The Fire Warden will, in particular take responsibility for: 

 

1. Being familiar with the emergency procedures.

 

1. Taking appropriate and effective action if a fire occurs. 

 

1. Identifying hazards in the workplace and recording and reporting their observations.

 

1. Ensuring that escape routes and doors are kept clear and are available for use.

 

1. Ensuring fire doors are kept closed. 

 

1. Checking suitable and sufficient notices are displayed.

 

1. Ensuring fire alarms and emergency lighting is checked and serviced.
    

 

If a fire is discovered, the fire warden or the appointed session / activity leader should:

 

1. Ensure that the alarm has been raised.

 

1. Collect roll call registers.

 

1. Evacuate everyone from the building or area involved and check that any people with disabilities are assisted as planned.

 

1. Ensure the fire service has been called. 

 

1. Go to the designated assembly point.

 

1. Conduct a roll call.

 

1. Ensure all persons have been accounted for and remain in the roll call area until instructed otherwise.

 

1. Report to the The Hub Manager (and notify the Chair of Trustees) to confirm all persons are accounted for and report any persons missing.
   
    

 

FIRE WARDENS MUST NEVER PUT THEMSELVES AT RISK WHILE UNDERTAKING THEIR ROLE.
 

 

First Aiders

 

First Aiders are responsible for, in addition to any duties set out in this document or elsewhere, assisting in meeting the objectives of the health and safety policy, and in particular:

 

1. Being familiar with the emergency procedures and ensuring suitable and sufficient notices are displayed detailing the procedures.

 

1. Maintaining a valid first aid at work certificate issued by an HSE approved first aid training centre.

 

1. Attending appropriate additional courses to maintain their expertise as required remain up to date on the latest treatments.

 

1. Being aware of the various hazards likely to be the cause of injury and the appropriate first-aid treatment necessary.

 

1. Taking charge when someone is injured or falls ill, and providing treatment or advice within the limits of their training and experience and referring any cases of doubt to a hospital or doctor.

 

1. Checking that appropriate and sufficient first-aid boxes are sited about the premises and they are properly stocked and maintained.

 

1. Recording details of all accidents and treatments in the appropriate incident log.

 

1. Ensuring that the session / activity leader as well as The Hub Manager (if not the same person) is advised of all accidents and incidents to ensure the appropriate investigations can be completed.
    

2. Any serious accident or incident, particularly those which have necessitated calling emergency services, or relate to a hazard on site or involving a member of staff or volunteer, must immediately be notified to the Chair of Trustees. 

 

Statement of Health and Safety last reviewed and agreed by:
 

 

Signature:   Date:  08/05/2024

Katie Holmes

Hub Manager

Claygate Youth & Community Hub

 

Signature:  Date: 07/05/2024

Susannah Moffat

Chair of Trustees

Claygate Youth & Community Hub