Occupational Health and Safety Policy
As a company, Efficio takes the responsibility of the safe and healthy working conditions for personnel and clients, as well as our duty of care and legal compliance, very seriously. Outlined in this Manual are the policies, practices and guidance to help keep all personnel safe during the occurrence of an emergency and throughout your day to day working life. Efficio recognises and accepts its responsibilities under the Health and Safety Act 1974.
This Occupational Health and Safety Policy (“Policy”) applies to all employees, contractors, interns and temporary staff whilst working with Efficio Limited (“the Company”).
1. Efficio Limited Policy Statement of Intent
1.1 Provide and maintain a safe and healthy working condition
1.2 Provide adequate information, instruction, training and supervision rolled out to all personnel to ensure employees are competent to do their work
1.3 Provide and maintain relevant equipment and safe systems of work
1.4 Implement emergency procedures, including evacuation in the case of a fire or other significant incident, thereby ensuring safe access to and from the place of work
1.5 Work to prevent accidents and work-related ill health
1.6 Manage health and safety risks in the workplace
1.7 Consult with our employees on matters affecting their health and safety
1.8 Review and revise the Policy at regular intervals
2. Responsibilities for Occupational Health and Safety
2.1 The overall responsibility for occupational health and safety within the Company sits with the Chief Executive Officer (“the CEO”), Jens Pedersen. The day to day responsibility for managing occupational health and safety of our personnel is with the Senior Operations Manager (“SOM”), Sandra Jackson, with support, advice and guidance from the HR Director (“the HR Director”), Ffion Griffith.
2.2 The management team (“We”) are committed to achieving the highest standards of health and safety throughout the Company.
2.3 We are also committed to complying with the requirements of the Management of Health and Safety at Work Regulations 1999 and other Regulations that apply to the Company’s work activities.
2.4 We will ensure that assessments of all areas of work activities are carried out regularly, in order to identify any hazards or risks, and work to prevent instances of injury, disease and dangerous occurrences arising.
2.5 We are also committed to ensuring that the work performed by the Company does not adversely affect the health and safety of any third parties or members of the public.
2.6 We are fully committed to providing safe and healthy working conditions and adequate welfare facilities for all employees.
2.7 We will strive to maintain excellence in health and safety matters and in this respect, employees and others are encouraged to co-operate with the Management in all safety matters, to identify hazards and reduce the risk which may exist during work activities, and to report any condition which may appear dangerous or unsatisfactory. The Company will always consult with the employees on these matters.
2.8 We will, so far as reasonably practicable, ensure that the Company provides adequate financial resources to meet these objectives.
2.9 Copies of this Policy are available to all Company employees and other interested parties and can be provided upon request. This Policy will be placed within the Company’s internal portals (ePeople and the intranet) and so be readily available to staff members.
3. Our Duties
3.1 The SOM will have adequate knowledge and understanding of the Health and Safety at Work etc Act 1974 and its associated Regulations and Approved Codes of Practice.
3.2 It will be the responsibility of the SOM to keep all employees advised as to their responsibilities in respect of health and safety matters.
3.3 In order to protect the safety and health of employees and others affected by the Company's operations, the SOM will:
3.3.1 Take reasonable steps to familiarise themselves with any hazards or risks associated with working at the Company and with the precautions which need to be taken to eliminate or control those risks.
3.3.2 Establish procedures to deal with any emergencies.
3.3.3 Appoint suitably trained and competent people to assist them in carrying out their health and safety duties including fire marshals and first aiders
3.3.4 Ensure that employees receive sufficient training and information to enable them to carry out their duties safely and competently. Ensure adequate funds and facilities are available for this purpose. Before entrusting work tasks to employees, consider their capabilities as regards health and safety and ensure that suitable Risk Assessments are carried out on any hazardous activity.
3.3.5 Initiate the timing and annual review of the Policy and ensure it is communicated to all employees and others working on behalf of the Company.
3.3.6 Ensure that all employees carry out the health and safety responsibilities allocated to them.
3.3.7 Ensure the safety performance of the Company is monitored and take action to remedy any identified deficiencies.
3.3.8 Ensure that adequate provision is made for welfare facilities and that adequate first aid provisions are made.
3.3.9 Ensure that all necessary PPE is provided to employees, and that instruction is given on its use.
4. Your Duties
4.1 All staff must also recognise that, as individuals, you share responsibility for achieving healthy and safe working conditions. To that end, you must comply with your statutory duty whilst in the workplace, to take reasonable care for your own health and safety and that of other people who may be affected by your acts or omissions at work.
4.2 You must comply with all safety instructions provided by line managers and/or the SOM report safety risks of which you have become aware of and assist in any investigation of incidents (if applicable). Failure to comply with safety regulations may be treated as misconduct and therefore disciplinary.
4.3 Report all health and safety concerns to an appropriate person (as detailed above).
5. Arrangements for Occupational Health and Safety
5.1 We will complete relevant risk assessments and take the appropriate action
5.2 Review risk assessments when working habits, conditions or any changes to legislation
5.3 Provide employees and contractors with the appropriate Health and Safety induction and training
5.4 Provide personal protective equipment, as and if, required to employees and contractors
5.5 Consult employees routinely on health and safety matters as and when they arise; on a formal basis when there is a review of this Policy
6 Fire Precautions
Fire instructions and procedures are displayed on notice boards in each of our offices. It is your responsibility to familiarise yourself with these instructions, particularly the evacuation procedures, the identity of fire marshals and the location of fire extinguishers and exits.
Regular fire drills will be arranged and held at intervals; the results of such fire drills will be monitored and maintained to ensure that the Company is keeping within the legal and statutory guidelines. Each office’s procedure will vary. The fire drill procedure for a business service office provider will differ from that of, say, a landlord and tenant lease arrangement.
In the event of a suspected fire or upon hearing the fire alarm bell, you should follow the fire marshal’s instructions to immediately evacuate the building in a calm and efficient manner. Do not stop to collect any personal possessions. You should not use the lifts but make your way down the stairs (if relevant). You should not re-enter the building until you are advised to do so by a fire marshal or a member of the Fire Brigade who have confirmed that the building is safe for your return.
In the case of impaired mobility, a separate evacuation plan will be drawn up and displayed in the usual manner.
Do not attempt, under any circumstance, to tackle a fire without proper training or competence. You should operate the nearest fire alarm and, if you have sufficient time, call reception and report the location of the fire.
A list of the Fire Marshals for the London and Fareham offices can be found on noticeboards placed throughout the office space.
7 Bomb Alert
In the event of a bomb or explosion affecting any of our offices, you must follow the same procedures for evacuation as apply in the event of a fire, as set out in section 6 of this Policy.
8 Accidents at Work and First Aid
All accidents resulting in injury, however minor, occurring on any of the Company’s premises, whether during or outside normal working hours, must be notified to the SOM in writing at the earliest opportunity. First-aid boxes can be found on each floor of the Company’s premises.
9 Office Machinery and Equipment
All machinery and equipment provided by the Company must be used in accordance with training and instructions.
You should report any fault with any machinery or equipment immediately to your line manager or the SOM. Under no circumstance should you attempt to repair it yourself or ask a colleague to do so.
10 Manual Handling
Whilst at work, you must not lift, carry or move any load where there is a risk of injury to yourself or others. Should it become necessary for any reason to lift, carry or move any such load or item, you are required to seek advice from the SOM or your local Operations Team Member (“OTM”).
11 Obstructions and Spillages
All staircases, landings, corridors, passageways and doors within the Company’s premises must at all times be kept free from obstructions, and from any substance likely to cause slippage or loss of balance. If you find any such obstruction or substance, you should report it immediately to the SOM. You must not attempt to remove it yourself except in the case of an emergency.
All areas of our buildings have been designated as a non-smoking.
13 Good Housekeeping
At the end of each working day, you are expected to leave your desk free of all paper, files and books. Workstations must be kept clean and tidy, and you must place all rubbish in the dustbins provided.
14 Computers and Display Screen Equipment
The majority of our people use a computer screen or other display screen equipment (“DSE”) as a significant part of your work. When you do:
you should try and organise your activity so that you take frequent short breaks from looking at the screen
you will be provided with information to enable you to carry out a workstation assessment but if you are concerned that your workstation is causing you discomfort or injury, you should report this to the SOM or to a member of the IT Team.
you are entitled have an eye and eyesight test carried out by an optician at our expense. We will reimburse the cost of eye test, with a valid receipt, up to the value of £30. In addition, the Company will contribute to the cost of basic frames and lenses, with a valid receipt, up to the value of £100.
This Policy will be reviewed bi-annually or when there is a change in circumstances, in work practices or the introduction of new legislation.