Policy and Procedures

Next Review Responsibility 

Table of Contents

1. Policy. 1

1.1 Policy Statement 1

1.2 Purpose. 1

1.3 Scope. 1

1.4 Responsibilities. 1

2. Procedures. 3

2.1 Training. 3

2.2 Consultation and Participation. 4

2.3 Risk Assessment and Control 5

2.4 Fire and Emergency Management 6

2.5 First Aid and Accidents. 7

2.6 Housekeeping. 8

2.7 Personal Safety. 9

3. Monitoring and Review.. 10

1. Policy   1.1 Policy StatementIt is the policy of Twilight Community Group in so far as is reasonably practicable, to ensure the safety, health and welfare at work of all employees and further to ensure that persons not in our employment, who may be affected by the work activities are not exposed to risks to their safety and health. To meet our commitments, we will: Comply with all relevant legislation, codes of practice, and other appropriate guidance. Provide and maintain premises and equipment that are, in so far as is reasonably practicable, without risks to safety, health and welfare, including safe access and exit. Provide systems of work that eliminate, so far as is reasonably practicable, risks to the safety, health and welfare of staff, volunteers and visitors.Prevent as far as is reasonably possible, any improper conduct or behaviour likely to put the safety, health and welfare of staff and volunteers at risk.Provide appropriate information, training and supervision to ensure the safety, health and welfare of staff and others that may be involved in organisational activities.Carry out risk assessment and provide staff with appropriate protective clothing and equipment where necessary.Provide as appropriate, adequate emergency procedures. Record and report accidents and dangerous occurrences to the prescribed individual or group.Secure the services of a competent person (Internal or External) to ensure safety, health and welfare issues are kept in the consciousness of the organisation.Consult with staff on all safety, health and welfare matters.  Keep the health and safety policy under review to ensure that it reflects current practice, that all relevant legislation, codes of practice and guidance are covered.
1.2 PurposeTo ensure a safe and healthy workplace and environment for staff and volunteers and that visitors are in a safe environment.
1.3 ScopeAll organisational activities involving staff and volunteers and those acting on behalf of the organisation.
1.4 ResponsibilitiesBoard/Steering Committee Ensure so far as is reasonably practicable that the organisation is complying with their obligations under the 2005 Safety, Health and Welfare at Work Act.  Delegating authorities and responsibilities. Approving the completed policy and procedures.Reviewing the ongoing effectiveness of the policy and procedures. Manager Ensuring that due regard is given to safety, health and welfare in all operational activities.Ensuring the board/steering committee have a clear understanding of the safety, health and welfare issues for the organisation and are kept appraised of any risks likely to arise.The day to day implementation of the policy and procedures.The allocation of resources to ensure that safety plans can be properly delivered and sustained.Providing information and opportunities for training. Staff Co-operate with management and/or any other designated person(s) in order to comply with the relevant statutory provisions.Report, to the relevant person, without any undue delay, any defects or hazards in the workplace they become aware of.Ensure that no person intentionally or recklessly interferes with, or misuses any appliance or item of equipment.Attend any training courses and comply with instructions necessary to ensure the health and safety of him/herself and other persons.Carry out their work in a safe and considerate manner. Co-operate with the organisation in maintaining a safe work place.Report any potential hazards to management and not work in any hazardous conditions should they; in the employee’s opinion exist.Be aware of the nearest emergency exits and fire/first aid equipment.Read the safety, health and welfare policy/statement and obey mandatory signsNot partake in any form of activity likely to lead to injury to you or others. Safety Officer Provide guidance and advice on all safety, health, & welfare issues in workplace.Ensure with all reasonable effort, that the organisation is fulfilling all the relevant statutory requirements in respect of the relevant legislation.Ensure that all appropriate safety training is coordinated and delivered to all personnel in the workplace.Undertake regular and appropriate auditing (including hazard and risk assessment), and where necessary revision of the safety procedures and methods of operation.Ensure that adequate fire protection measures are in place.Investigate all accidents /incidents that occur and ensure that appropriate statutory notifications are completed and as far as is reasonably practicable and where appropriate, ensure that remedial action be specified and carried out.Attend training to ensure that they are up to date on relevant legislation.

2. Procedures

2.1 Training

Doc. No.17.1Version No.1
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PurposeTo ensure that all those working for or on behalf of the organisation have sufficient information and skills to carry out their activities in a manner that protects their safety, health and welfare.
ResponsibilityBoard/Steering Committee, Manager, Safety Officer
ProcedureTraining/Information will be provided for all staff, internal volunteers and board/steering committee members:On recruitment – as part of the induction. In relation to the specific task they are performing and the measures to be taken in an emergency.In the event that they are transferred or is assigned different tasks. Whenever new work equipment, systems of work or changes to existing work equipment or systems of work are introduced. When new technology is introduced. As required for first aiders, safety officer(s) and anyone involved in the provision of internal training on safety, health and welfare matters.Training will be adapted, as required, to take account of any new or changed risks in the workplace. Training will be repeated periodically as appropriate.Training will be given in a form, manner and language which can be understood by the person being trained. Staff will be given time off work, without loss of pay, to attend any necessary training. The individual’s capabilities and experience will be taken into account when providing training on any specific tasks being assigned to them. Relevant information is displayed in the main office.Visitors and/or contractors will be given appropriate information related to their activities.
RecordsInduction Checklist, Staff Handbook, Record of Meetings, Training Attendance, Safety Notices, CPD Records




2.2 Consultation and Participation

Doc. No.17.2Version No.1
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PurposeTo ensure that staff are fully informed of safety, health and welfare issues through regular consultation and active participation.
ResponsibilityManager, All Staff
ProcedureStaff will be provided with the opportunity to consult and participate in safety, health and welfare issues at regularly scheduled meetings.Staff and/or the safety representative will be consulted on:Any proposed measure that is likely to affect their safety, health or welfare.The designation of employees having duties under the Act in relation to emergency, or serious and imminent danger planning and preparation,Any matters arising from measures related to the protection from and prevention of risks.Hazard identification and any risk assessment carried out.The preparation of safety statements.The information they are to be given.Information on reportable accidents and dangerous occurrences.The appointment of competent persons.The planning and organisation of training.The planning and introduction of new technologies and the implications for their safety, health and welfare.A safety representative may be appointed from staff members and will have the following rights and responsibilities:Access to information from the employer, necessary and relevant to the safety, health and welfare of the staff.To make reasonable representation to the employer regarding health, safety and welfare issues.May investigate accidents and incidents – provided such investigations do not interfere with the performance of any statutory functions.On informing the employer, who cannot reasonably withhold permission, may carry out inspections and investigate potential hazards.To be advised when an inspector is on the premises and to be allowed to accompany the inspector, except where the inspector is investigating an accident.May make written or oral representations to the inspector.May receive advice and information from the inspector.Is entitled to “reasonable “time off without loss of remuneration for the following purpose:To acquire knowledge /attend training sessions to enable him/her carry out functions of safety officer/representative.To carry out his/her function e.g., conducting inspections or investigations.The organisation will refrain from penalising any staff member for acting in accordance with safety, health and welfare law or for reporting complaints.
RecordsRecord of Meetings, Safety Representative Role and Responsibilities, Accident Reports, Risk Assessments, CPD Records,


2.3 Risk Assessment and Control

Doc. No.17.3Version No.1
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PurposeTo ensure that there is a written risk assessment of those risks as they apply to all those working for or on behalf of the organisation. 
ResponsibilityManager, Safety Representative
ProcedureThe safety representative is responsible for carrying out risk assessments. The risk assessment should: Address any significant hazards.Apply to all aspects of work, including those who work away from the main workplace.Cover non-routine as well as routine operations. When carrying out the risk assessment the following steps should be followed: Identify the hazards – Carry out a careful examination of what could cause harm in the workplace.A hazard is defined as something with the potential to cause harm.The risk is dependent on the likelihood of that harm occurring, the potential severity of that harm and the number of people who might be exposed.Some typical hazards include:Manual Handling, Slips, Trips and Falls, Fire and ExplosionNoise Levels, Electricity, Unsuitable Lighting, Working with ComputersHuman Factors i.e., stress, bullying, violence, harassment etc.    Assess the Risks – Assess the risks in terms of likelihood and impact using the following: Score the possible impactCalculate the risk level Note: refer to the Risk Management Policy and Procedures for further details. Control Measures – if as a result of the risk assessment hazards have been identified measures should be put in place to further reduce the possibility of harm. If something needs to be done the following questions should be asked:Can I get rid of the hazard altogether?Can the way the job is done be changed to make it safer?If not, what safety precautions are necessary to control the risk?Some common methods of controlling the risks are:Extraction or containment of the hazard at source.Replacement of dangerous articles, substances or systems of work.Ventilation.Provision of adequate training and supervision.Ensuring a clean and tidy workplace, Emergency planning and first aid.Adapting to technical developments.The provision of protective clothing and/or equipment.Accident and ill health investigation, Adequate welfare facilities Note: refer to the Risk Management Policy and Procedures for further details.
RecordsRecord of Meetings, Risk Register and Management Plan, Risk Management Policy and Procedures, Risk Assessments


2.4 Fire and Emergency Management

Doc. No.17.4Version No.1
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PurposeTo ensure that in the event of a fire or emergency all individuals have the knowledge to act in a safe and responsible manner.
ResponsibilityBoard/Steering Committee, Manager, Safety Representative, All staff, volunteers and visitors.
ProcedureEmergency exits are clearly signed and staff should be familiar with the exit routes.Each room is fitted with a fire/smoke alarm. All alarms are checked monthly by the safety representative. There are (IINSERT NUMBER) fire extinguishers located throughout the building. All staff should know the location and type of fire extinguishers in the office.It is the responsibility of the safety representative to ensure these are checked and maintained in accordance with the relevant legislation and guidelines.If you discover a fire you should:Activate the fire alarm. If you hear the alarm you should:Switch off any equipment under your control and leave the building by the nearest fire exit.Do not stop to collect personal belongings.Once outside, do not enter the building until you are told it is safe.The magnitude of the outbreak must dictate whether attacking the fire should take priority over reporting and evacuation.Providing there is no danger to the persons concerned every effort should be made to extinguish or contain the fire.Do not under any circumstances, expose yourself to danger. In the event that the fire cannot be extinguished report to the fire service. Leave the building by the nearest fire exit and proceed to your designated assembly point. (Assemble points are clearly marked and pointed out during induction).Management will on occasion perform fire drills to ensure that procedures are known and followed in the event of a real fireA Fire drill is carried out (INSERT TIMEFRAME)The safety representative is responsible for scheduling and coordinating fire drills. The fire drill schedule will be posted on notice boards throughout the building.Unannounced fire drills will also take place.  During the fire drill the staff, volunteers and any visitors follow the evacuation procedures outlined in the relevant handbooks and documentation. After the fire drill an analysis is carried out by the safety representative and notes are filed and corrective action put in place where required. Key personnel will attend training as required.
RecordsSafety Representative Role Description, Safety Reports, Risk Assessments.


2.5 First Aid and Accidents

Doc. No.17.5Version No.1
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PurposeTo ensure that adequate resources are in place which will provide appropriately trained personnel with the required equipment to deal with any accidents or incidents.
ResponsibilityManager, Administrator, First Aider(s)
ProcedureThere will be two staff trained in first aid to ensure the one is onsite at all times. It is the responsibility of the manager to ensure that the centre has an adequate number of trained first aiders. In the case of an emergency contact the first aider(s) on duty. The first aider will contact the emergency services if required. The first aider documents all incidents and records are kept on file. Maintenance of first aid supplies: All first aid kits are to be kept fully supplied. It is the responsibility of first aiders to notify management of any supplies needed. Administration will order required items. First Aid Boxes: First Aid boxes are provided to ensure that first aid supplies are easily accessible when required in an emergency. First Aid boxes are located in an accessible cupboard in the main office. Free access to first aid boxes must be maintained at all times.
RecordsAccident/Incident Report Form, CPD Records


2.6 Housekeeping

Doc. No.17.6Version No.1
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PurposeTo ensure that the workplace is fit for purpose and as far as is practicable free from any situation that could cause harm.
ResponsibilityManager, Volunteers, Staff
ProcedureWelfareWe make every effort to provide for the personal hygiene and general welfare of staff and volunteers, and endeavour to provide the following facilities: Adequate and suitable toiletsKitchen/canteen facilities. All staff and volunteers are obliged not to damage or misuse the facilities. Cleanliness and TidinessSpillages and similar incidents must be attended to at once by the person responsible. All waste must be disposed of safely and quickly. The office must be kept free of obstacles.Sufficient room for manoeuvre must be maintained at all times.SmokingSmoking is not permitted in the office or in the building at any time.Hazardous SubstancesAny substance which has the potential to cause a risk must be treated with due caution. Particular attention must be paid to:TonerCorrection FluidGlue Cleaning Materials. Further information of chemicals is available on the following website www.hsa.ie. LightingSufficient light must be provided for working in the office, including a good level of local lighting at workstations. Natural light is used wherever possible and the office must be arranged in such a way that glare is avoided. All electrical lighting units are operating between 300 and 500 lux in accordance with the Safety, Health & Welfare at Work (General Application) Regulations 2007.NoiseNoise from internal sources is strictly regulated, and noise from external sources is minimised wherever possible.Equipment, Furniture and FixturesAll equipment, furniture and fixtures must be in good working order and never present a danger to any user.  All equipment must be used appropriately, for the purpose it is intended. Filing cabinets must be loaded bottom drawer first and not more than one drawer must be left open at any one time, to prevent possible overbalancing. Electrical EquipmentElectrical equipment poses a particular risk and special care must be taken as a result. Sockets must not be overloaded, there must be no trailing wires and all fittings must be in a good condition. Anyone carrying out any electrical work must be competent to do so safely. Display Screen Equipment/Work StationsAs responsibilities of staff and volunteers can entail interface with display screen equipment for a significant portion of the day, daily work should be planned to ensure periodic breaks or changes in activity to reduce time spent at the display screen.
RecordsStaff Handbook, Policies and Procedures, Maintenance Records


2.7 Personal Safety

Doc. No.18.7Version No.1
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PurposeTo provide individuals with guidelines to ensure their personal safety in the workplace.
ResponsibilityBoard/Steering Committee, Manager, Staff
ProcedureViolenceAny incident in which an employee or volunteer is harassed, abused, threatened or assaulted in circumstances arising out of their employment is not tolerated, and is dealt with through the disciplinary policy and procedures. All incidents, however minor, must be recorded using an incident book, based in the main office.Working AloneSituations in which office users find themselves working alone in the building are minimised. Staff and volunteers are requested not to arrange meetings with visitors when they are alone in the office. If a staff member finds they are alone in the building, they should ensure that:The office door is locked.That they only open the door to those that they know.In the event of a concern or emergency, they call for assistance.If a staff member feels threatened in any way when working alone, they should call the police and report their concerns to the manager as soon as possible.Travelling for WorkThe manager should be made aware of any travel away from the office which a member of staff plans in the course of their work. All staff will ensure that relevant staff members are aware of the time and venue for their activity i.e., through logging their activities on the shared calendar.All staff members should make sure that their mode of transport is road legal and that they are insured to drive for work purposes.Staff will ensure they have a charged mobile phone with them when travelling to and from a location.When using public transport, staff should ensure that they have a return ticket.Handling CashLarge amounts of cash will not be handled by staff or volunteers, nor kept on the premises, to minimise the risk of robbery or attack.Stress in the WorkplaceWe recognise that workplace factors can be a significant contributor to employee’s stress and take measures to minimise the potential for workplace stress. These include:Effective communication structuresAppropriate support and supervisionPolicies and procedures, formally communicated – harassment and anti-bullying, disciplinary and grievance. 
RecordsJob Descriptions, Associated Policies and Procedures, Shared Calendar, Incident Log, Emails

3. Monitoring and Review

Monitoring and ReviewThe risk management policy and risk register and management plan will be systematically reviewed to ensure they are adequate, suitable and effective. The board/Steering committee will review this policy every three years or sooner if required. In additions they will review and sign off on the risk register and management plan and monitor the implementation of actions identified in it at regularly scheduled meetings. Should an unexpected incident or event associated with identified risks occur the risk register and management plan will be updated. The manager will have responsibility for monitoring activities on a day -to- day basis. The safety representative will provide management will updates at regularly scheduled meetings and provide written risk assessments and safety reports once complete. Regularly scheduled staff meetings will provide an opportunity for staff to highlight an issue. The manager will report to the Board/Steering committee at regularly scheduled meetings.
RecordsRecord of Meetings, Risk Register and Management Plan. Document Control Matrix.