This document has been prepared in accordance with the provisions of the Health and Safety at Work etc. Act 1974 and the regulations made under it.
To all employees, voluntary helpers and contractors:
The success of this policy will depend on your co-operation. It is therefore important that you read this document carefully and understand your role and the overall arrangements for health and safety.
Our policy, so far as is reasonably practicable, is to provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees, casual labour and voluntary helpers, and to provide such information, training and supervision as they need for this purpose.
We will also endeavour to ensure, so far as is reasonably practicable, the health, safety and welfare of all members of Trans Pride Northern Ireland, contractors, visitors and others who may visit us.
The allocation of duties for safety matters and the particular arrangements that we will make to implement the policy are set out below.
The policy will be kept up to date, particularly in the light of any changes to our activities. To ensure this, the policy and the way in which it has operated will be reviewed regularly and the appropriate changes made.
In order to ensure that health and safety matters are kept constantly under review, employees and voluntary workers will be consulted on a regular basis in order to seek their views on health and safety matters.
Organisation and responsibilities
Overall responsibility for health and safety is that of the Finance Director (the Health and Safety Officer) who will ensure that arrangements are in place to satisfy health and safety regulations and appropriate Codes of Practice. Specific responsibilities may be delegated to Trans Pride Northern Ireland staff. As new projects emerge, the names of responsible persons will be notified and the list amended accordingly.
Responsibilities of the Health and Safety Officer
The Health and Safety Officer carries the responsibility for the day-to-day implementation of the arrangements outlined in this policy:
The responsibility of the health and safety officer shall be to:
1. be familiar with health and safety regulations as far as they concern the premises Trans Pride Northern Ireland is using.
2. be familiar with the health and safety policy and arrangements and ensure they are observed
3. ensure so far as is reasonably practicable, that safe systems of work are in place
4. ensure the Trans Pride Northern Ireland Meeting places are clean and tidy
5. ensure that safety equipment and clothing is provided and used by all personnel where this is required
6. ensure that all plant, equipment and tools are properly maintained and in good condition and that all operators have received the appropriate training
7. ensure that adequate access and egress is maintained
8. ensure adequate firefighting equipment is available and maintained
9. ensure that food hygiene regulations and procedures are observed.
Responsibility of employees and voluntary workers
All employees and voluntary workers have a responsibility to co-operate in the implementation of this health and safety policy and to take reasonable care of themselves and others whilst on Trans Pride Northern Ireland business or premises.
Employees and voluntary workers must therefore:
1. comply with safety rules, operating instructions and working procedures
2. use protective clothing and equipment when it is required
3. report any fault or defect in equipment immediately to the appropriate person
4. report all accidents (however minor), injuries, near misses or other potential safety hazards as soon as possible
5. not misuse anything provided in the interests of health and safety.
Arrangements (implementation of the policy)
This section sets out our arrangements to minimise as far as is reasonably practicable risks to the health and safety of employees, voluntary workers, members of Trans Pride Northern Ireland, visitors and contractors.
Accidents / First Aid
As Trans Pride Northern Ireland meets in different venues, the Health and Safety Officer will determine where the First Aid kits are before the start of each Meeting. The Health and Safety Officer will also bring an accident book, to each meeting.
Trained First Aiders should be available at each venue Trans Pride Northern Ireland uses for its Meetings.
All accidents and incidents will be entered in the accident book.
Accident books and accident records are regularly reviewed.
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) there is a statutory requirement to report certain types of accident, dangerous occurrences and disease to the enforcing authorities. Fatal accidents, major injuries and injuries which involve the injured person being absent from work or unable to perform their normal duties for more than seven days must be reported to the enforcing authorities. So must diseases and certain dangerous occurrences, as defined by the regulations.
For most types of incident the responsible person must notify the enforcing authority without delay, in accordance with the reporting procedure (Schedule 1 of the Regulations). A report must be received within 10 days of the incident.
1. serious injuries or dangerous occurrences (as defined by the regulations) must be reported immediately.
2. accidents involving the injured person losing more than seven consecutive days work (excluding the day of the accident but including any days which would not have been working days) but which do not fall into the above category, must be reported within fifteen days
3. accidents to members of the public or others who are not at work must be reported if they result in an injury and the person is taken directly from the scene of the accident to hospital for treatment to that injury. Examinations and diagnostic tests do not constitute ‘treatment’ in such circumstances.
4. reportable diseases, as defined by the regulations, must be reported to the enforcing authority. This will be required only if the employer receives a written diagnosis of the disease made by a doctor and the person concerned is involved with a work activity as specified in the regulations. Reportable diseases include certain poisonings, infections such as legionellosis and hepatitis, and other conditions such as certain musculoskeletal disorders.
Accidents will be reported online at http://www.hse.gov.uk/riddor by completing the appropriate online report form. The form will then be submitted directly to the RIDDOR database. Trans Pride Northern Ireland will receive a copy for their records.
All cases of fatal and specified injuries will be reported by telephone by calling the Incident Contact Centre on 0345 300 9923 (opening hours Monday to Friday 8.30 am to 5 pm).
Full details of all accidents, disease and dangerous occurrences should be recorded using the Data Protection compliant HSE Accident Book. This is necessary for monitoring purposes and is also a requirement of RIDDOR, as well as the Social Security (Claims and Payments) Regulations 1979 and Social Security Administration Act 1992.
Our policy is to fulfil our obligations under the Regulatory Reform (Fire Safety) Order 2005. In order to achieve this, we undertake the following:
1. An assessment of the fire risks in the buildings used by Trans Pride Northern Ireland. This is carried out out as part of our general health and safety risk assessments.
2. a check that a fire can be detected in a reasonable time and that people can be warned
3. a check that people who may be in the building can get out safely including, if necessary, the provision of emergency lighting and fire exit signage
4. That reasonable firefighting equipment is available.
5. A check that those in the building know what to do if there is a fire.
6. a check that firefighting equipment is in place and is serviceable, and that there is an annual maintenance contract in place with a reputable company.
1. All designated fire doors must be unlocked before a Trans Pride Northern Ireland event commences and be clearly marked as fire exits using the ‘Running Man’ symbol.
2. A check must be made that all doors can be opened
3. A steward will have responsibility for persons to evacuate the event.
4. Responsibility for using fire extinguishers will be allotted to stewards.
5. If emergency lighting is not available, torches must be available for each steward
6. In the event of an emergency (fire/bomb threat, etc.), an announcement to leave the building will be made by the Finance Director.
7. The emergency services will be contacted immediately by a nominated person using a mobile phone.
All employees and voluntary workers should ensure they are familiar with escape routes and ensure these are kept clear and unobstructed.
If you discover a fire (no matter how small)
1. Immediately raise the alarm
2. Telephone the emergency services
3. Check the building for occupants
4. Attack the fire if possible and within your capability, using the appliances provided, but without taking personal risk
5. If not possible to attack the fire or if you are unsure which fire extinguisher
to use, assist in the evacuation of the building, ensuring that all doors are closed behind you.
6. The general rule is people before property
7. Evacuate to the designated assembly point
8. Ensure clear access for the emergency vehicles
A list of all our portable electrical appliances is maintained by the responsible person
Every quarter, plugs, cables and sockets will be inspected by the responsible person to ensure that there are no loose connections, worn flexes or trailing leads. Any repairs needed will be reported to a qualified electrician for action.
Every year, all our portable electrical equipment will be tested by a competent person with an appropriate level of electrical knowledge and experience who has the correct equipment to complete the tests, knows how to use it and can correctly interpret the results. Any unsafe equipment will be safely disposed of.
Every quarter a visual inspection will be carried out of the fixed electrical installation by the responsible person. Any defects will be reported to a qualified electrician for action.
It is our policy not to sell any second-hand electrical goods unless they have been inspected and tested by a suitably qualified person and a register of such equipment is maintained.
Misuse and abuse of electricity is a significant cause of fires and injury. Faulty electrical equipment can kill. All employees and voluntary workers must observe the following:
(i) Visually check all electrical equipment before use
(ii) Report all faults immediately to the responsible person
(iii) Do not attempt to use or repair faulty equipment
(iv) No electrical equipment is to be brought onto the premises and used until it has been tested by the approved person and entered in the electrical equipment record
(v) Electrical equipment should be switched off and disconnected when not in use for long periods
(vi) Flexible cables should be positioned and protected so that they do not constitute a tripping hazard and are not subject to mechanical damage
Slips, trips and falls – condition of floors, steps and paths
In order to reduce as far as is reasonably practicable the risk of slips, trips and falls, an inspection will be made by a responsible person of all floors and stairs in the buildings used by Trans Pride Northern Ireland and all paths and steps into the building. Particular note will be made of moss, algae and leaves on paths. Any defects will be reported to the building’s owner who will arrange for repairs or remedial measures to be carried out.
In order to ensure that the buildings Trans Pride Northern Ireland use for their Meetings are adequately lit, an inspection will be made by the responsible person to ensure that all lights in the buildings are working. Any bulbs that require replacing will be reported to the building’s owners, who will ensure that the bulbs are replaced following appropriate safety procedures.
Preparation of food
1. We ensure that we follow the appropriate regulations governing the preparation and storage of foodstuffs.
2. We ensure that all food handlers have received adequate supervision, instruction and training.
3. We ensure that the appropriate assessment of risks is carried out for the foods to be prepared and stored including storage at the correct temperatures
4. Before any preparation commences, all surfaces coming into contact with food must be washed down and disinfected.
5. Food stuffs may only be prepared in the kitchens.
Manual handling – lifting, handling and moving loads
1. Our policy is to eliminate the need for manual handling as far as is reasonably practicable
2. Where it is not possible to avoid the need to move loads, we will carry out risk assessments and make use of lifting aids, including trolleys, lifts and hoists as far as possible.
3. The necessary training will be given to all those employees and voluntary workers who are required to undertake manual handling.
4. Only those persons who have received the appropriate training are authorised to undertake manual handling tasks.
Display Screen equipment
Our policy is to assess the risks to all habitual users of computer workstations and to reduce those risks to the lowest level possible.
The following factors will be considered when carrying out risk assessments:
1. stability and legibility of the screen
2. contrast and brightness of the screen
3. tilt and swivel of the screen
4. suitability of keyboards, desks and chairs in the work station environment
5. the user-friendliness of the software.
Daily work routines will involve periods away from the screen. Where necessary, risk assessments will be carried out by the responsible person.
Hazardous buildings / glazing
1 Our policy is to ensure that the buildings we use are safe and without risks to the health, safety and welfare of all who work in and use them. In order to achieve this, the buildings are inspected every quarter by the responsible person.
2 Any defects noted are immediately to the building owner and the procedures put in hand for repairs.
3 Where necessary, temporary measures can be taken to ensure that there is no risk of accident or injury until permanent repairs can be carried out
4 Trans Pride Northern Ireland will not use buildings that have asbestos for their Meetings.
5 A check is made of all glazing in the buildings to ensure that any glass in windows below waist height and in doors and beside doors below shoulder height is of a safety material or is protected against breakage.
Risk assessments / activities
Risk assessments will be carried out on all areas of the building’s that Trans Pride Northern Ireland uses for its events and all activities that carry a significant risk at regular intervals by a competent person in order to meet our obligations under The Management of Health and Safety at Work Regulations 1999.
Anyone entering Trans Pride Northern Ireland premises for the purposes of carrying out work, other than an employee or voluntary worker of Trans Pride Northern Ireland, will be regarded as a contractor.
All contractors, including the self-employed, must abide by the following:
1. have their own health and safety policy (where required by law) and be able to provide a copy of the same
2. produce evidence that they have appropriate Public and Employers’ Liability insurance in place. A record of this evidence will be maintained
3. comply with all the requirements of this health and safety policy and co-operate with the Trans Pride Northern Ireland officials in providing a safe place of work and a safe system of operation.
4. Contractors may only use other sub contractors or persons other than their own direct employees with the express permission of Trans Pride Northern Ireland officials. However, responsibility will remain with the contractors
5. all contractors will be given detailed instructions regarding the areas where they are permitted to work and the extent of the work they are authorised to undertake. This ‘permit to work’ will also specify any safety precautions they must undertake.
Information and enforcement
Environmental Health Service Information:
Address: Health and Safety
Cecil Ward Building
4-10 Linenhall Street
Phone: 02890 270428
Employment Medical Advisory Service
Address: 83 Ladas Drive
Health and Safety Executive Information Line: 0300 003 1747
HSE Books: 01787 881165
A copy of the HSE poster ‘Health and Safety Law – what you should know’ is displayed in
Innovation Factory, Forthriver Business Park, Springfield Road, Belfast, BT12 7DG
“Health and Safety Policy Template” partly modified by Ecclesiastical Insurance