Health & Safety Policy

Ecowin Ltd

for Staff and Sub-contractors on site

V1.1   27.11.2014

CONTENTS:

Section A : Policy Statement Section B : Policy Arrangements Section C : Policy Responsibilities

Ecowin Ltd Scotland, Company No: SC 304031

Registered Address: 10c Ridgeway, Unit 1 & 2, Donibristle Industrial Estate KY11 9JN

Section  A

POLICY STATEMENT

A statement of Ecowin Ltd intention and commitment to Health, Safety and Welfare.

This general Policy Statement confirms the Ecowin Ltd.’s commitment to provide and maintain safe and healthy working conditions, and to comply with current Health and Safety legislation. ECOWIN LTD will ensure, so far as is reasonably practicable, the health, safety and welfare of our employees and sub-contractors at work. Adequate time, money and resources will be provided to achieve this aim.  In making this statement it is recognised that management and employees will all play a vital role in our health and safety programme. In addition we all have a legal duty to co-operate in safety related matters, not to endanger ourselves or others, or to misuse anything provided for safety.

It is our policy to reduce accidents, injuries and work-related ill health to the lowest level practicable. Where hazards exist we will evaluate, control and bring these to the attention of our employees, sub- contractors and others who may be affected by the activities of our undertaking. Risk assessments, will be undertaken at regular intervals and reviewed as appropriate, by those competent to do so.

Our employees and sub-contractors will be given adequate information and training as is necessary to ensure their safety, during routine, unscheduled and emergency situations, together with the appropriate facilities and equipment.

This policy covers the work carried by DPD staff and sub-contractors in behalf of ECOWIN LTD at various sites. For work at the office premises in Dalgety Bay a separate policy is in force.

Section B

POLICY ARRANGEMENTS

Sets out how specific aspects of health and safety will be managed

Ecowin Ltd. has set out following health and safety arrangements:

1     Accidents

2    First aid

3    Fire Precautions & Evacuation

4    Health & Safety Committee

6    Information, Instruction, Training & Supervision

8    Looking after your health

9    Display Screen Equipment

10  Manual Handling

11   Electrical Safety

12  COSHH Control of Substances Hazardous to Health

13  Security, General and Personal

14  Smoking

15  Working time

16  Stress

17  Bomb Threats

18  General Risk Assessments

19  Auditing

20 Personal Protective Equipment (PPE)

21  Young Persons

22 Mobile phones

23 Noise

24 Working outside of the UK

25 Housekeeping

26 Safety Signs and Notices

27 Driving and Vehicles used for work

28 Safe Systems of work / Work Permits

29 Machinery and Equipment

30 Ladders and Access Equipment

31  Visitors

32 Contractor Control

33 Temporary and casual staff

1   ACCIDENTS

ECOWIN LTD recognizes the  importance of gathering information on all  causes of work accidents and  near misses  to  assist  in  risk  assessment  and   future  accident  prevention.  There is also a statutory requirement to report serious accidents at work to the Enforcing Authorities.  Further information about serious accidents can be found at http://www.riddor.gov.uk/. Information on serious accidents will be reported to the directors of ECOWIN LTD. The accident books are held in the office at Dalgety Bay with the Health and Safety Officer.

Compliance

The Reporting of Injuries, Diseases and Dangerous Occurrence Regulations 1995 (RIDDOR). Health & Safety (First Aid at Work) Regulations 1981.

2  FIRST AID

ECOWIN LTD is working together with SIPs Industries to provide first aid personnel to deal with accidents or injuries occurring at work on the business premises. If a member of staff is not in the workplace or no trained personnel are present an ambulance should be called.

Compliance

Health & Safety (First Aid at Work) Regulations 1981

Management of Health & Safety at Work Regulations 1999

3   FIRE PRECAUTIONS AND EVACUATION PROCEDURES

The ECOWIN LTD policy is that in the event of fire the safety of life shall override all other considerations such as saving property and extinguishing the fire. If a fire is discovered, the alarm must be raised immediately by the appropriate method.

Compliance

Fire Precautions Workplace Regulations 1997

Management of Health & Safety at Work Regulations 1999

4        HEALTH & SAFETY COMMITTEES

ECOWIN LTD  recognises  its  employees  and  sub-contractors right  to  consultation  on  any  matters affecting their health and safety at work, under the Health & Safety (Consultation with Employees) Regulations

  1. 19 ECOWIN LTD employees have the right to establish a Health and Safety Committee to provide a forum

for communication and consultation on any Health and Safety matters and ECOWIN LTD are in discussion with the   University  of  Leeds  in  order  to  ascertain  where  an   existing  structure  can   be   utilised  by employees.

Compliance

Safety representatives and Safety Committee Regulations 1977

Health and Safety (Consultation with Employees) Regulations 1996

Management of Health & Safety at Work Regulations 1999

5        INFORMATION, INSTRUCTION, TRAINING AND SUPERVISION

Health and  safety  training is  an  essential  part of managing  risks  in the  workplace and  achieving a safe  and  healthy  environment.  ECOWIN LTD is committed to supporting health and safety in the workplace and managers must lead by example.

The organisation will endeavour to provide effective training to all staff, including managers, to ensure that  they  have  the  necessary skills and  knowledge to make them competent to carry out their work

Safely. Training and, where necessary, refresher training will be carried out on an on-going basis and records of this will be maintained. The training needs of employees are identified at induction. All employees need training to ensure they understand their responsibilities at work and how to deal with any shortcomings in health and safety.

ECOWIN LTD Staff are trained in

– Manual Handling

– Safe use of DSE

– Working at height

– COSHH (Care of Substances Hazardous to Health)

Compliance

Health and Safety at Work Act 1974

Management of Health and Safety  at Work Regulations 1999

LOOKING AFTER YOUR HEALTH

ECOWIN LTD has a general duty of care towards its employees, including encouraging them to take care of their

General health both at work and at home.

Any person who misuses alcohol or any other substance may commit a breach of the Health and

Safety at

Work etc  Act (1974) by not taking  reasonable care of themselves and  others who may be affected  by their acts or omissions  whilst at  work. ECOWIN LTD has a duty of care under the act not to knowingly  allow  an employee under the influence of excess alcohol to continue working at that  time.

Staff  should be  encouraged to  have  a  balance  between  working life  and  home life.  Hobbies and relaxation are an important part of achieving this balance. Supervisors should ensure that they do not make unreasonable demands on employees to such an extent that this balance is upset.  Managers and   supervisors should know   their staff well enough to recognise any changes in temperament or behaviour, which may indicate a health problem and be prepared to offer assistance.

Compliance

The Health & Safety at Work etc Act 1974

Workplace (Health, Safety and Welfare) Regulations 1992

DISPLAY SCREEN EQUIPMENT

Research suggests hazards associated with working with Display Screen Equipment (DSE) are minimal and ECOWIN LTD will manage any risks arising to the best of its ability. It is everybody’s responsibility to take  heed of the  advice  and  training  given  on  the  use of  DSE and  to  report any  problems they  are experiencing promptly.

Many symptoms can be successfully treated if early corrective action is taken. Ignoring symptoms can result in persistent problems.

DSE risk assessments are carried out on all users on a regular basis. ECOWIN LTD will aim to provide a structured DSE risk assessment every two years (assessments are under constant review) or for new staff. Details of these assessments are held on record together with follow up action required. ECOWIN LTD will provide eye and eyesight tests on request via the University

Compliance

The Health & Safety (Display Screen Equipment) Regulations 1992 as amended to include the

Miscellaneous Amendments Regulations 2002

MANUAL HANDLING

ECOWIN LTD will endeavour to eliminate or reduce manual handling hazards as far as reasonably practicable by ergonomic  design  of workplaces and  the  provisions  of appropriate  mechanical  aids  and  training  for all staff.

The  regulations  require  ECOWIN LTD  to  carry  out  a  suitable  and  sufficient assessment of all  activities,  which involve manual handling to determine the level  of risk.  The Regulations also require the Company to avoid the need for hazardous handling activities, as far as reasonably practicable.

Employees must report to management any   manual handling activity, which they consider to be potentially harmful. They must comply with instruction and training in manual handling activities and properly use any equipment,  which   has  been  provided  to  minimise  risks.  The Health and   Safety Officer will provide guidance on the weight limits recommended by the Health and Safety Executive.

Compliance

The Manual Handling Operations Regulations 1992

ELECTRICAL SAFETY

ECOWIN LTD understands its obligations to the Electricity at Work Regulations 1989. Staff are informed that  they must not tamper with or try to fix an electrical appliance. All electrical work required at our premises will be carried out by approved contractors. All applicable portable electrical equipment will be periodically tested at the appropriate frequency.

Compliance

The Electricity at Work Regulations 1989

CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH

ECOWIN LTD understands its obligations to employees under the Control of Substances Hazardous to Health Regulations 2002 (COSHH). These regulations are designed to protect workers against the risks arising from exposure to substances hazardous to health. A substance is hazardous if it has a potential cause of harm. ECOWIN LTD will ensure that exposure of employees to substances hazardous to health is either prevented or adequately controlled by carrying out risk assessments. The Health and Safety Officer will obtain and sign a COSHH assessment before the substance is to be used on the premises

Control has to be achieved by means other than provision of personal protective equipment (PPE).  PPE

Will only be issued as a ‘last resort’ when there is no other means of controlling the risk. ECOWIN LTD must provide employees with such information, instructions and training as is suitable for the employees to know the risks to health created by the risk of exposure and the precautions to be taken. Hazardous substances such as glass should be disposed of carefully.

Compliance

The Control of Substances Hazardous to Health Regulations 2002 (COSHH)

SECURITY, GENERAL AND PERSONAL

ECOWIN LTD will take all reasonable steps to reduce the likelihood of theft or malicious damage to both Company property and personal possessions by ensuring that high level of security is maintained in all ECOWIN LTD buildings.

All staff can play an important role in reducing the likelihood of theft of, or malicious damage to, their

personal possessions or ECOWIN LTD property whilst at work. Similarly all staff must take appropriate action to ensure their personal safety and that of their colleagues.

Compliance

Workplace (Health, Safety and Welfare) Regulations 1992

The Management of Health & Safety at Work Regulations 1999

SMOKING

Smoking is prohibited throughout all ECOWIN LTD office areas and areas used in common by more than  one dwelling  in ECOWIN LTD developments. Smoking is allowed in private dwellings managed and owned by ECOWIN LTD and staff should be aware that tenants may smoke when they are present at a property.

All visitors, temporary staff, contractors and clients will be required to adhere to this policy and employees should tell remind visitors of the policy if necessary.

Compliance

The Management of Health & Safety at Work Regulations 1999

The Health Act 2006 (and  associated Smoke-free Regulations in particular The Smoke-free (Exemptions and Vehicles) Regulations 2007) WORKING TIME

Due to the nature of the business all staff are subject to the Working Time Regulations which defines an

average of 48 hours a week  as reasonable.

All employees are entitled to 25 days annual holiday plus statutory holidays and days where the University of Leeds is closed, pro-rata for part time workers.

Compliance

The Management of Health & Safety at Work Regulations 1999

Workplace (Health, Safety and Welfare) Regulations 1992

The Working Time Regulations 1998

STRESS

ECOWIN LTD will take all reasonable steps to reduce work related stress.  Return to work interviews are carried out with all staff on their return to work as per the Sickness Absence Policy. Staff are encouraged to speak to their manager or the HR department regarding any stress related issues.

Compliance

The Management of Health & Safety at Work Regulations 1999

BOMB THREATS/RISK OF ARSON

ECOWIN LTD will ensure that its basic security and access control arrangements minimise the risk of attack. Security measures will be updated on a regular basis and will be amended /updated from information received from the Home Office or local police

Compliance

The Management of Health & Safety at Work Regulations 1999

RISK ASSESSMENT

ECOWIN LTD accepts that some of its operations may create risks to members of staff and others. ECOWIN LTD will take all reasonably practicable measures to either remove these risks completely or reduce them to an acceptable level.  Risk assessments will be carried out which will detail the range of hazards associated with work together with any necessary remedial action.  Records of all risk assessments are held with the Health & Safety Officer.

Any employee who discovers a hazard during working operations should report the hazard to management

so that  necessary remedial action  can  be  taken. The Health & Safety Officer is responsible for ensuring that risk assessments are undertaken for the premises, activities and people under their control.

A suitable and sufficient risk assessment will identify risks arising out of work. It should focus on risks liable to arise because of the work activity but it should not ignore trivial risk. Managers should take reasonable steps to know what hazards and risks are associated with their operations.

Compliance

Health & Safety at Work Act 1974

The Management of Health & Safety at Work Regulations 1999

AUDITING

ECOWIN LTD will ensure that  it is  maintaining  and  developing  its  ability  to manage risks  to the  fullest possible extent In practice, this means active monitoring to ensure standards are being  implemented and reactive monitoring.

Information  from active  and  reactive  monitoring will be  used to  identify  situations  that  create risks  to

Prioritise control measures. The results of monitoring performance will be combined with information from audits to improve health and safety management.

Compliance

The Management of Health & Safety at Work Regulations 1999

PERSONAL PROTECTIVE EQUIPMENT (PPE)

ECOWIN LTD will provide personal protective equipment (PPE) when the risk presented by a work activity cannot be adequately controlled by other means. All reasonable steps will be taken by the Company to secure the health and safety of employees, who work with PPE.

ECOWIN LTD acknowledges that health and safety hazards will have been identified if this equipment is used. It is the  intention  of the  Company  to  ensure through the  proper use of this  equipment,  that  any  risks  are reduced to a minimum.

The implementation of this policy requires the full co-operation of all members of management and staff. Compliance The Personal Protective Equipment at work Regulations 1992 YOUNG PERSONS

It is the ECOWIN LTD policy that no one under the age of 16 years shall be employed in any capacity throughout the organisation. Where children (under the age of 16) work within the Company (on unpaid work experience only) their activities shall be agreed in advance of commencement and be subject to a risk assessment and/or review of existing risk assessments. A summary statement of the work, any risks and appropriate precautions shall be completed and made available to parents, guardians, schools etc as appropriate. Compliance The Management of Health & Safety at Work Regulations 1999.

NEW AND EXPECTANT MOTHERS AT WORK

ECOWIN LTD will ensure that specific risk assessments are carried out for each new or expectant mother to avoid risk to the health and safety of mother and baby from any activities or processes at work, which may affect them.

These risk assessments will be recorded, together with control measures identified to minimise risk, and they will be explained to each new or expectant mother. In order to meet these obligations outlined above and undertake the necessary risk assessment it is essential that  staff covered by the regulations inform their Head of Department or Line Manager in writing as soon as possible.

Further information and advice can be found on the University HR and Safety Policy website (details on

P11).

Compliance

The Management of Health & Safety at Work Regulations 1999

The Sex Discrimination Act 1995

DISABLED PERSONS

ECOWIN LTD recognises the rights of disabled persons to equally high standards of health and safety as all other employees and that adjustments may be necessary according to individual circumstances to ensure that this happens.

It is the manager’s responsibility to ensure that any temporary disabilities are reported to the Health & Safety Officer so that any changes in procedures are made. Compliance The Health & Safety at Work Etc Act 1974 Disability Discrimination Act 1995

MOBILE PHONES

All ECOWIN LTD car drivers and pool car drivers are instructed not to use mobile phones whilst driving. Compliance The Management of Health & Safety at Work Regulations 1999

NOISE

The vast majority of staff will not be exposed to excessive noise levels during their working day. Where the daily personal noise exposure levels are 80dB (A) (Lower Exposure Level) and 85dB (A) (Upper Exposure Levels) or above, noise assessments will be carried out in order to comply with the Noise at Work Regulations 1989.

Management have the responsibility for controlling noise and where necessary requesting a Noise

Assessment to be carried out.

Compliance

The Control of Noise at Work Regulations 2005

SAFETY SIGNS AND NOTICES

The Senior Management Team  and Health & Safety Officer will ensure that  all relevant safety signs and notices are placed in all  buildings as applicable.  Wherever possible Staff Notice Boards will be erected

Within each office, upon which the following information will be displayed. Health & Safety Law poster – what you should know.

Policy Statement

Local Fire Evacuation Procedures

Employers Liability Insurance certificate

Details of First aider and location of First Aid box.

ECOWIN LTD will ensure that all requisite safety signage and notices are displayed in the correct locations throughout the workplace.

Compliance

The Health & Safety (Safety Signs and Signals) Regulations 1996

DRIVING AND VEHICLES USED FOR WORK

ECOWIN LTD recognises that  a number of staff require the use of vehicles to carry out their work, including pool cars, hired cars, vans and specialised vehicles, such as mini buses.

ECOWIN LTD will provide and maintain vehicles equipped to a high standard of safety, Employees must co-operate in achieving safety  by fulfilling  their responsibilities  for regular vehicle  checks, by driving  safely  at  all times and within the law and not misusing any vehicle  provided for their use.

Private car drivers who use their own vehicle for work purposes should ensure that  their car insurance includes the relevant level of business use cover.

Compliance

The Management of Health & Safety at Work Regulations 1999

Health & Safety at Work Act 1974

SAFE SYSTEMS OF WORK / WORK PERMITS

ECOWIN LTD recognises its duty to ensure that only approved contractors are used. In order to achieve this ECOWIN LTD has introduced an approved contractors list. Only contractors who have completed the questionnaire and provided us details regarding their insurance can be deemed an approved contractor

For contractors carrying out work on our premises a Work Permit must be completed. If the work involves hot work a Hot Work Permit must be completed.

All contractors must provide either a method statement or agree in person the nature, scope and intended method/safety provision relating to each contract task undertaken.

Compliance

The Management of Health & Safety at Work Regulations 1999

Health & Safety at Work Act 1974

MACHINERY AND EQUIPMENT

All ECOWIN LTD equipment is regularly serviced by agreement with the manufacturer or on site servicing is provided by competent persons. It is the duty of every employee to report any defective work equipment immediately to his/her manager. The manager must then  immediately notify the Senior Manager will take  appropriate action. Compliance

Provision and Use of Work Equipment Regulations (PUWER) 1998

The Management of Health & Safety at Work Regulations 1999

LADDERS AND ACCESS EQUIPMENT

ECOWIN LTD is aware of its duty to train all staff that use ladders or access equipment for their work purposes. A competent person should carry out any such training and records will be kept on employee’s personnel records. For any work involving the use of scaffolding/working platforms/cherry pickers these must only be hired by an approved contractor and should only be erected by a competent person. No employee should assist with the erection of any scaffolding or the like.

Compliance

Provision and Use of Work Equipment Regulations (PUWER) 1998

The Management of Health & Safety at Work Regulations 1999

Work at Height  Regulations 2005

VISITORS

ECOWIN LTD has a duty of care to visitors to the premises, and will take all reasonably practicable steps to ensure their safety. Where visitors may be exposed to risk, adequate information on the risk will be provided.

This policy applies to all staff that are responsible for inviting visitors onto the premises, escorting them at different times or of maintaining parts of the premises in order that visitors are safe. Compliance

The Management of Health & Safety at Work Regulations 1999

CONTRACTOR CONTROL

It is recognised that Contractors and their work will introduce new risks into the workplace, and their operations may not at times be compatible with the Company’s operations.

It is ECOWIN LTD policy that all contractors must provide  either a method statement or agree in person the nature, scope and intended method/safety provision relating to each contract task undertaken.

From this  a  Risk Assessment  may  be  made from which  specific requirements  will  be  placed on  the contractor to ensure both their own safety and that  of the Company’s employees and visitors.

Compliance

The Management of Health & Safety at Work Regulations 1999

Health & Safety at Work Act 1974

TEMPORARY AND CASUAL STAFF

ECOWIN LTD will take the necessary measures to ensure the health and safety of any temporary and casual staff in its employment.

Any problems connected with temporary or casual staff should be reported to a responsible person so that remedial action can be taken. Health & Safety Training will be provided to all temporary and casual staff.

Compliance

The Management of Health & Safety at Work Regulations 1999

Health & Safety at Work Act 1974

Section C RESPONSIBILITIES

A definition of the responsibilities and relationships, which will promote a positive health and safety culture and secure the successful implementation and continued development of the Policy.

RESPONSIBILITIES

Ultimate accountability for the health, safety and welfare of all members of staff at work rests with the

Chief Executive; however responsibilities for Health and Safety are devolved  to the Assistant Chief Executive  – Development & IT and through him to the Health and Safety Officer. All Senior Managers have a responsibility for the effective implementation of the Health and Safety policy and for proactive health and safety management and some other members of staff have specific responsibilities.

The Board of ECOWIN LTD is responsible for monitoring and approving any changes to this policy and  the  policy will be presented to the Board annually for reaffirmation. Health and Safety Responsibilities in Job Descriptions Relevant extracts of job descriptions Chief Executive

The Chief Executive of ECOWIN LTD has overall responsibility for the running and development of the whole organisation, which includes certain legal responsibilities under both Company and Charity law and the Articles and Memorandum of Association which governs the Charity.

The Chief Executive  is responsible to the Board for the entire day to day management of the Charity and is responsible  for  maintaining  accountability  to  the   trustees  in  policy  and   development  matters.  All members of staff at ECOWIN LTD are employed jointly by ECOWIN LTD and the University of Leeds and the Chief Executive has Head of Department status within the University structure and is directly responsible to the Chair of the Board. The Chief Executive shall ensure that the Charity operates within the relevant legislation and in particular the guidelines and  advice  offered by the  Charity Commissioners and  the Charities Act 1992 and  that  trustees are kept  up to date  as to their own obligations as trustees.

The Chief Executive shall have responsibility for all staff working within ECOWIN LTD and shall make recommendations concerning disciplinary matters, review, appraisal and promotions to the Group on Staff Review, as constituted with delegated powers by the Board. The Chair of the Board shall have line management responsibility for the Chief Executive’s own matters.

The Chief Executive shall consult on a regular basis with the two other staff in ECOWIN LTD who have their own first  line   responsibilities   (the   Operations Manager   and   the   Finance  Manager  [now  Assistant  Chief Executive  – Development  &  IT and   the   Financial  Controller  and   Company   Secretary  and  supplemented by  the Assistant Chief Executive  – Operations]) and shall oversee and co-ordinate these areas of responsibility and ensure that  these senior staff are acting within the authority given them.

The Chief Executive shall have overall responsibility for maintaining and developing Ecowin Ltd own property

portfolioand shall ensure that  maintenance procedures and development standards are properly adhered to.

Assistant Chief Executive – Development & IT health and Safety

The Senior Projects Officer will have first line responsibility for the establishment and future development of Ecowin Ltd health and safety policies and practices. [Note: post no longer in existence – some responsibilities taken on by Health and Safety Officer so first line responsibilities revert to Assistant Chief Executive – Development & IT]

The Assistant Chief Executive – Development & IT will ensure that such policies are being developed and shall report any shortcomings or organisational concerns to the Chief Executive. The Assistant Chief Executive – Development & IT shall take first line responsibility for liaison with the fire services.

The Assistant Chief Executive – Development & IT will ensure, in respect of new developments, that ECOWIN LTD receives the Health and Safety CDM information, on time after the development has been handed over and that CDM plans are readily accessible and filed for continuous use.

The Assistant Chief Executive – Development & IT shall work closely with the  Chief Executive  in this role and will bring  to them any information about any shortcomings identified, together with a plan  of action  for

rectification.

Health and Safety Officer

The Health and Safety Officer’s duties cover the following main  areas: Health and Safety Policy and Procedures

You will:

  • Play a co-ordinating role in the management of Ecowin Ltd health and safety in order to ensure compliance with both legislation and its own health and safety policies and procedures.
  • Maintain compliance with standards in respect of all statutory legislation for property, housing, health &

safety, fire, environment in order to achieve statutory compliance and due diligence in the management of risk across the ECOWIN LTD operational portfolio (taking  into account the ECOWIN LTD Risk Management Register).

  • Draw to the attention of the Assistant Chief Executive – Development and IT, any compliance issues that might arise respecting the interpretation of statutory requirements and any systems failures which might be resulting in non-compliance.
  • Maintain an awareness of all statutory compliance issues, and adopt and encourage change within

ECOWIN LTD as directed by the Assistant Chief Executive – Development and IT.

  • Maintain, develop and regularly review Ecowin Ltd Health and Safety Policy.
  • Be responsible for the implementation of Ecowin Ltd policies and procedures, which not only achieve compliance but also reflect good practice.
  • Monitor the operation of policies to ensure that these are being updated with sufficient regularity, drawing to the attention of the Assistant Chief Executive – Development and IT, any recommended changes that should be made in those policies.
  • Produce, maintain and distribution the ECOWIN LTD Health and Safety Handbook that details health and safety procedures and practices in the workplace. Support to ECOWIN LTD Management and Staff

You will in support of Ecowin Ltd health and safety policies and statutory compliance needs:

  • Advise and assist senior managers in fulfilling the health and safety responsibilities of the organisation.
  • Ensure that guidance in Ecowin Ltd health and safety policies are adhered to reporting to the Assistant

Chief Executive – Development and IT where this is not happening.

  • Meet with senior managers on a regular basis (at least three times per year or more often, if appropriate), to review health and safety performance issues.
  • Produce an annual report on health and safety policy performance and, in that report, address any issues arising from the policy or its operation.
  • Take prompt action to inform the Assistant Chief Executive – Development and IT, about any perceived unsafe situations, equipment or procedures, including recommending prohibition of actions where appropriate.

You will be a key source of monitoring and support to the housing management team and will work with the Housing Services Manager, the Housing Manager and individual Housing Management Officers to assist them in understanding and following health and safety policies and routines.

You have a responsibility to identify any actions being taken by housing management staff that might compromise statutory compliance or maintaining adherence to Ecowin Ltd health and safety polices and to draw that to the attention of both the Housing Services Manager and the Assistant Chief Executive – Development and IT.

You  will  update  all  instruction  manuals  provided  within   each  property  ensuring  that   these  reflect accurately health and safety procedures and that  safe instructions are given on how appliances and safety systems function.

Proactive Monitoring

You will:

  • Establish a programme of planned safety inspections (both general and specialist) in order to ensure that auditable records of these inspections exist and that any remedial action is identified and undertaken.
  • Carry out a representative number of joint safety inspections with housing management officers throughout the year. These inspections will also take into account Ecowin Ltd compliance with its own Code of Standards which sets an accreditation standard approved on and supported by the Local Authority as part of its support of voluntary compliance with regulatory housing standards.
  • Ensure that risk assessment of necessary activities, processes, and equipment (as directed by the Assistant Chief Executive – Development and IT), has been carried out and is readily accessible and current.
  • Ensure that the HHSRS and Health and Safety at Work Risk Register is updated in line with required practice.

Reactive Monitoring

You will, in respect of staff and the workplace:

  • Arrange for the prompt reporting of accidents, in accordance with ECOWIN LTD and the University of Leeds procedures.
  • Investigate accidents and in the case of any serious accidents to jointly investigate these with the

Assistant Chief Executive – Development & IT.

  • Investigate and report any “near miss” incidents.
  • Report all significant issues arising from accidents and incidents to the Assistant Chief Executive – Development & IT.
  • Ensure high standards of housekeeping within the offices buildings, including good practice in the storage of equipment and consumables, reporting to the Assistant Chief Executive – Development & IT where this is not happening.

You will, in respect of Ecowin Ltd property portfolio:

  • Work with the Projects Officer to ensure that all works are carried out within the building and planning regulatory framework meet with Ecowin Ltd Health and Safety policy for works completed and that ECOWIN LTD receives the relevant Health & Safety documentation and that this is filed away so that it is readily accessible.
  • Oversee the inspection and audit procedures in respect of external consultants carrying out Housing Health and Safety Ratings Assessments of properties not less than every five years and following up the results of those inspections to ensure that category 1 hazards identified are eradicated and that lesser hazards are considered and a “line to take” identified, taken and a record of that line is maintained and easily accessible.
  • ensure that ECOWIN LTD has all copies of relevant Health and Safety information, in particular that:

an up to date  CORGI gas certificate is held  for each property, where needed evidence of fired alarm servicing is held o evidence of fire alarm testing is held an up to date  Electrical Inspection Certificate is held  for each property, where needed evidence that  fire blankets and extinguishers have been serviced and replaced as required is held centrally.

Specific Health and Safety Routines within the Organisation

You will, in respect of staff and the workplace, be responsible under the direction of the Assistant Chief

Executive – Development & IT for:

  • the certification of gas and electrical appliances (including Portable Appliance Testing) and ensuring these are up to date and that the risk assessment of the office areas of ECOWIN LTD is undertaken, as frequently as is required by legalisation and copies are filed in an easily accessible manner.
  • maintaining and servicing all fire extinguishers in the offices. Ensure re-tests are arranged when appropriate.
  • all office based alarms are tests and ensure re-tests are arranged when appropriate.
  • Ensuring that new members of staff receive a short health and safety induction about health and safety issues in the workplace and that they receive any necessary documentation as part of their employment conditions in this regard.

ECOWIN LTD  has a  number of trained  “First  Aiders”  and  you  will  ensure that  all  first  aid  boxes are checked regularly and  supplies  kept  up  to  date   and  by “use by” dates” and  that  any  supplies  are ordered and  stocked properly. You will ensure that ECOWIN LTD has an adequate number of members of staff at relevant developments who have been trained in the operation of those lifts and that such training includes the release of members of staff who may be trapped inside a lift following malfunction.

You will ensure, where appropriate, that adequate and suitable protective clothing and equipment is available for use by staff and visitors.

You will, in respect of Ecowin Ltd portfolio (with the assistance of the Housing Management Team and the

Housing Services Manager), take responsibility for the maintenance of:

  • NICEIC inspection and certification and keeping certificates in a central Health and Safety file which is well ordered and readily accessible to all staff and tenants (on request)
  • All Ecowin Ltd gas appliances to ensure that they are serviced annually to CORGI standards and will assist the Housing Management Team in order to ensure that all tenants are given copies of Gas Safety Certificates on moving into a property and upon the renewal of the certificate and that certificates are kept in a central Health and Safety file which is well ordered and readily accessible to all staff.
  • All Ecowin Ltd fire extinguishers and alarms annually and that a file of relevant certificates is maintained providing proof of this which is well ordered and readily accessible to all staff.

Training and Information

You will (with the assistance of the Conferences and Visit Administrator):

  • Ensure that appropriate safety training (including refresher training) is undertaken by staff (including undertaking training needs analysis, receiving feedback from staff, and evaluating training against identified needs).
  • Develop and provide training in liaison with external resources (particularly the University of Leeds.)
  • Ensure line managers have received appropriate training in health and safety matters.
  • Disseminate information on health and safety issues within ECOWIN LTD.
  • Ensure that new members of ECOWIN LTD, including students, are made aware of Health and Safety policy and standards.
  • Maintain the health and safety related information and guidance on the Ecowin Ltd web pages and the intranet.

Housing Services Manager

Housing Management

The Housing Services Manager – will:

Follow safety monitoring systems and maintain verification documentation as required – In co-operation with the Projects Team  and external consultants dealing with HHSRS obligations, following health and safety routines, maintaining fire and utility obligations.

Housing Health and Safety Ratings System – working with the Assistant Chief Executive – Development

And IT, drawing up programmes of works and plans to ensure that  all of the portfolio meets the required standards of the Local Authority under Housing Licensing and the Housing Health and Safety Ratings System.

Housing Management and Procurement Officer

Health and Safety

The Housing Management and Procurement Officer will assist the Housing Manager in respect of a number of important health and safety matters and routines. The Housing Management and Procurement Officer will, under the direction of the Housing Manager, ensure:

– that  all Ecowin Ltd properties are NICEIC inspected and certificate, in line with Ecowin Ltd policies and that certificates are kept  in a central Health and  Safety  file which is well ordered and  readily accessible to all staff and tenants (on request) – that  all of Ecowin Ltd gas appliances are serviced annually to CORGI standards and will co-ordinate the Housing Management Team  in order to ensure that  all tenants are given copies of Gas Safety  Certificates on moving into a property and upon the renewal of the certificate and that  certificates are kept  in a central Health and Safety file which is well ordered and readily accessible to all staff – that  all Ecowin Ltd fire extinguishers and alarms annually and that  a file of relevant certificates is maintained providing  proof of this which is well ordered and readily accessible to all staff.

The Housing Management and Procurement Officer will liase with the Housing Manager in respect of any concerns or issues relating specifically to staff safety and to liase with the Project Officer in respect of any issues or concerns about safety or safety procedures within Ecowin Ltd own property portfolio.

Projects Officer

Health and Safety: Policy

Assist the Assistant Chief Executive  (Development & IT), working with consultants, in developing, maintaining and monitoring H & S Policies for properties and office premises and assist consultants undertaking HHSRS and Risk Assessment reviews.

Ensure that all works carried out are in accordance with Ecowin Ltd health and safety procedures and that all works to the portfolio comply with Ecowin Ltd Health and Safety Plan.

Monitor that the policies are being followed within the Housing Management area and shall satisfy him/herself that verifiable systems are being followed in respect of all health and safety monitoring. Implement, organise and record the ECOWIN LTD Office Health and Safety procedures. This will include the Lift, First Aid Kit and staff training, fire testing and fire evacuation routes.

The Projects Officer will also work with other consultants to maintain the ongoing health and safety risk

assessment   procedures  that    assess  all   portfolio   risks   and    respond  to   issues   raised,   making recommendation to the Assistant Chief Executive  (Development & IT), where necessary. Maintain a working knowledge of relevant legislation by reviewing the relevant resources available.

ALL STAFF All

staff are required to adhere and comply to the provisions of the Health and Safety at Work Act, related Regulations and in accordance to the University’s Policy on Health and Safety which can be accessed via http://www.leeds.ac.uk/safety/usp/uspindex.htm

In addition all staff are also required to cooperate with regard to the implementation of Health and Safety arrangements and  should not interfere with or misuse anything provided in the  interest of Health, Safety and welfare at work.

Health and Safety Rules

The following health and safety rules are intended to protect employees at work. Health and safety rules are mandatory to all levels of employees. All ECOWIN LTD employees must:

Report all accidents, regardless of their outcome, in the accident book and report these to the Health and

Safety Officer.  Deal with all hazards and report these to the Health and Safety Officer.

Wear/use the personal protective equipment provided in all designated areas or for all specified operations/tasks where the ECOWIN LTD has informed them, either by signage, written information or verbally that  it is necessary to protect health and safety.

Use any safety equipment provided properly at all times.

Maintain  good housekeeping throughout their working area.

Work in a safe and careful manner not creating risks to themselves and others.

Follow at all times any health and safety information, instruction and training, in particular:

  • permits to work
  • safe systems of work
  • safe manual handling techniques
  • safe working postures and use of display screen equipment

All ECOWIN LTD employees must not:

  • Create hazards to themselves and other people.
  • Interfere with, or misuse, items provided for their safety.
  • Obstruct fire exits, escape routes and other walkways.
  • Attend work under the influence of alcohol, non-prescription drugs or any other intoxicating/narcotic substance Any employees driving on behalf of ECOWIN LTD or operating machinery whilst adversely affected by drugs or after drinking alcohol will be subject to disciplinary action.
  • Smoke in any area of the premises, or permit smoking in those areas by clients, contractors or visitors.