Health & Safety Policy

Purpose

The Health and Safety at Work Act 1974 requires the employer to prepare, and as often as may be appropriate revise, a written statement of the general policy with respect to the health and safety at work of employees.

Scope

This policy applies to all Premier Fleet Solutions Ltd’s employees, temporary and permanent, full and part time, contractors and sub-contractors, clients and visitors.

Any employee that disregards this policy will likely face disciplinary action, up to, and including, termination of employment.

Any contractors to Premier Fleet Solutions Ltdor collaborating company found in violation of these policies may be subject to penalties, cancellation of contract, or other legal actions.

Company Statement

At Premier Fleet Solutions Ltd we are committed to ensuring the health, safety and wellbeing of all of our employees, sub contractors, clients, learners and visitors and anyone else who may be affected by our operations. We recognise that a safe and healthy working environment is crucial to the success of our business and the protection of people.

This policy will support us to prevent injury and ill health, in accordance with the Health and Safety at Work etc. Act 1974, its associated regulations and other requirements applicable to the organisation (eg. Contractual). Any revisions or new legislation / regulations will be effectively communicated to all relevant persons.

Our Objectives

• To provide and maintain a safe working environment, including the safe use of  vehicles, equipment, machinery and materials
• To eliminate or control risks to health and safety that may arise from our activities
• To ensure compliance with all relevant health and safety legislation, regulations, and best practices
• To promote a culture of safety within our organisation through training, communication and active participation
• To continuously review and improve our health and safety practices and performances

The Company Directors are ultimately responsible for the health and safety of all employees.  With Sarah Martin named as internal representative.

The Company will take steps, so far as is reasonably practicable, to meet its statutory health and safety responsibilities, including commitments to:

• The provision and maintenance of all buildings, vehicles, plant and work equipment.
• Monitoring all legal requirements and their updates and ensure the company’s Management System reflects current legislation.
• The provision of adequate facilities to enable the safe handling, storage and transportation of articles and substances related to our work activities.
• The provision of sufficient information, instruction, training and supervision to enable the Company’s employees to avoid hazardous situations and contribute positively to their own health and safety at work.
• The provision of sufficient information, instruction, training and supervision to enable clients to avoid hazardous situations when driving or operating vehicles and contribute positively to their health and safety during their training.
• The provision of safe access and egress to and from the workplace.
• The provision and maintenance of a healthy working environment including the adequacy of welfare facilitates.
• The inclusion of health and safety into the planning, organisation, controlling, monitoring and review arrangements of our management systems with a view for continual improvement.
• The use of suitable and sufficient risk assessment techniques to assess the health and safety risks applicable to our employees, clients and others who may be affected by our work activities to eliminate hazards and reduce H&S risks.

A Health and Safety Policy is unlikely to be successful unless it actively involves the people who work within the Company. The Company will therefore seek to ensure effective Consultation and Communication through the Management Team responsible for Health and Safety, the Company’s Health and Safety Consultant and the Company Employees.

Equally, it is the duty of every employee and sub contractor to take reasonable care for the Health and Safety of him/her self and his/her fellow workers, or other persons who may be affected by their actions at work. In addition to this, employees must co-operate with the Company to enable our statutory duties to be addressed. To achieve this, our employees must correctly use all resources provided by the Company in accordance with their instruction and training and must immediately report any defective items or unsafe conditions to their Line Manager.

1. Arrangement, Health, Safey and Welfare

1.1        Introduction to Health and Safety

This section is based upon the Management of Health and Safety at Work Regulations 1999 and details specific arrangements the Company has in place in order to meet its legal responsibilities.  Each employee will be expected to familiarise themselves with the following arrangements which detail how the policy will actually be carried out.

1.2        Health and Safety Arrangements

Under Regulation 5 of the Management of Health and Safety at Work Regulations 1999 every employer must make and give effect to Health and Safety arrangements.  These arrangements must be appropriate having regard for the nature of the company’s activities and the size of the business.  The arrangements are designed to allow the effective planning, organisation, control, monitoring and review of the preventative and protective measures.

1.3        Planning

Premier Fleet Solutions Ltd has set up an effective Health and Safety management system to implement their Health and Safety policy which is proportionate to the hazards and risks.  The company policy on planning is to establish priorities and develop performance standards both for the completion of the risk assessment(s) and the implementation of preventive and protective measures, which at each stage minimises the risk of harm to people. Wherever possible, risks are eliminated through selection and design of facilities, equipment and processes.

1.4        Audits

The Health and Safety Consultant will carry out an annual Health and Safety audit and determine the actions required as a result of that audit through issue of Non-Conformance records/Observation records. The records will be provided to company management, and in particular the company director responsible for health & safety for action and comment.

1.5        Inspections

The internal H&S representative – Sarah Martin will carry out periodic Health and Safety inspections of the company premises and determine an action plan which will prioritise as High, Medium or low the actions required as a result of those inspections. The inspections will be provided to company directors.

1.6        Organisation

The company will ensure that all levels of the organisation are involved in the Health and Safety process by:

• Involving employees and sub contractors in carrying out risk assessments, deciding on preventive and protective measures and implementing those requirements in the workplace.
• Establishing effective means of communication and consultation in which a positive approach to Health and Safety is visible and clear. Premier Fleet Solutions Ltd will provide adequate Health and Safety information and make sure it is communicated to employees and sub contractors. Effective communication will ensure that employees and subcontractors are provided with sufficient information so that control measures can be implemented effectively.  This will be communicated through:
• Annual reading and signing of policies and Procedures
• The Health and Safety Notice board in office
• Signs

• Risk Assessment awareness sessions
• Securing competence by the provision of adequate information, instruction and training and its evaluation.

1.7        Control

Premier Fleet Solutions Ltd will establish control by:

• Clarifying Health and Safety responsibilities as stated in this Policy and ensuring that the activities of everyone are well co-ordinated.
• Ensuring everyone with responsibilities understands clearly what they have to do to discharge their responsibilities, and ensure they have the time and resources to discharge them effectively;
• Setting standards to judge the performance of those with responsibilities and ensure they meet them. It is important to reward good performance as well as to take action to improve poor performance; and
• Ensuring adequate and appropriate supervision, particularly for those who are learning and who are new to a job.

1.8        Monitoring

Premier Fleet Solutions Ltd will measure the implementation of the Health and Safety policy, to assess how effectively we are controlling risks, and how we are developing a positive Health and Safety culture.  We will do this by:

• Planning and making adequate routine inspections and checks to ensure that preventive and protective measures are in place and effective.
• Adequately investigating the immediate and underlying causes of incidents and accidents to ensure that remedial action is taken, lessons are learnt and longer term objectives are introduced.

1.9        Review

Company will review their risk control measures by:

• Establishing priorities for necessary remedial action that were discovered as a result of monitoring to ensure that suitable action is taken in good time and is completed – this will be done by allotting each action arising from an inspection, and audit or a risk assessment with a priority of high medium or low;
• periodically reviewing the whole of the Health and Safety management system including the elements of planning, organisation, control and monitoring to ensure that the whole system remains effective.

1.10      Consultation

Premier Fleet Solutions Ltd will also consult employees and subcontractors about matters to do with their Health and Safety.  Employees and subcontractors are a valuable source of information and can provide feedback about the effectiveness of Health and Safety management arrangements and control measures.

1.10.1   Consultation with Employees

Applicable legislation: Health and Safety (Consultation with Employees) Regulations (1996)

Health and Safety Information for Employees Regulations (1989)

Safety Representatives and Safety Committees Regulations (1979)

Health and Safety at Work Act (1974)

Management of Health and Safety at Work Regulations (1999)

The Equality Act (2010)

Employers are placed under a legal duty to consult employees and sub contractors “in good time” about any matters affecting their health and safety at work, including, in particular:

• Any changes (affecting procedures, equipment, methods of working etc.) which could affect health and safety;
• How Premier Fleet Solutions Ltd uses competent people to help meet its health and safety obligations;
• Information about risks and steps to be taken by the company;
• The planning and organisation of health and safety training;
• The health and safety implications of the introduction of new technology.

Communication and consultation is a two-way process. It does not just mean telling workers about health and safety, it means discussing health and safety with them, allowing them to raise concerns and influence decisions.

Employees and subcontractors play a vital role in providing feedback on actual performance and identifying hazards that have previously been missed. Therefore, in all situations, employees and subcontractors are encouraged to assist the Company in maintaining a safe and healthy workplace.

Premier Fleet Solutions Ltd recognises the Consultation with Employees Regulations, and will discuss any issues, which affect the Health and Safety of its employees prior to implementation.   Employees or Subcontractors who wish to discuss any Health and Safety issue should initially consult Sarah Martin.

1.11      Fire

Applicable legislation:   

The Regulatory Reform (Fire Safety) Order (2005)

Construction (Design and Management) Regulations (2015)

Dangerous Substances Explosive Atmosphere Regulations (2002)

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

Management of Health and Safety at Work Regulations (1999)

Many people die every year through smoke inhalation, which emanates from burning materials.  Vigilance is a key factor in controlling fire risks; every person has a duty to ensure the best possible fire prevention within the Company.   Guidelines shown below will sustain the Company’s efforts in minimising the risk of fire.

1.11.1   Fire Safety “Responsible Person”

Sarah Martin is the ‘Responsible Person’ for the Company. They have the responsibility of ensuring that all systems are effective, compatible, and rigorously tested at frequent intervals. 

1.12      Smoking

It is the policy of Premier Fleet Solutions Ltd and a legal requirement that our workplace is smoke free and that all employees have the right to work in a smoke free environment. Smoking is therefore prohibited in all enclosed and substantially enclosed premises in our workplace. This also includes company vehicles. This Policy applies to all employees, sub contractors, consultants, clients and visitors.  All staff are obliged to adhere to and support the implementation of this policy in accordance with The Health Act (2006). The appropriate ‘No Smoking’ signs should be displayed clearly at both the entrance to the premises and throughout. They should also be displayed in all company vehicles.

1.12.1   Fire Risk Assessment

Applicable legislation: The Regulatory Reform (Fire Safety) Order (2005)

The legislation requires a fire risk assessment of all premises.  The business is located within a shared building managed by the landlord who hold responsibility for carrying out the fire risk assessment.

1.12.2     Fire Fighting Equipment

All firefighting equipment is managed by the property owners who are responsible for the maintenance and servicing of all fire fighting equipment.

1.12.3     Contractors

Any works carried out on site are managed by the landlords , who would arrange for the works to be completed in consultation with Premier Fleet Solutions Ltd. Where there is contractual work involving welding, cutting, brazing or soldering on the Company premises, the Contractor’s Supervisor shall ensure that all combustible materials are removed from the vicinity, a suitable fire extinguisher is close to hand, the area is screened off if necessary and access by any unauthorised person is prohibited. 

1.13      First Aid

Applicable legislation:   

Health and Safety (First Aid) Regulations (1981)

First aid boxes should be clearly marked and their whereabouts made known to everyone. Trainers / Office staff are responsible for informing Management when items are removed from the first aid kits in vehicles or in the office.  Management will review First Aid box contents annually.

Employees should familiarise themselves with basic first aid procedures.

Current first aiders are:  Sarah Martin

Nearest Hospital: Barnsley Hospital, Gawber Rd, Barnsley S75 2EP

1.14      Manual Handling

Applicable legislation:   

Manual Handling Operations Regulations (1992)

More than a third of lost time injuries at work are caused by manual handling activities. Assessments of manual handling activities will be carried out by competent persons in line with the Manual Handling Operations Regulations 1992.

Assessments of manual handling activities will be carried out by Paul Martin in line with the Manual Handling Operations Regulations 1992. Poor lifting and carrying techniques can result in discomfort and increase the risk of injury. In extreme circumstances, these injuries can have permanent effects. These risks can be reduced by adopting the following simple precautions:

1. Ensure that formalised systems of work, which have been designed for the work activity, are complied with.
2. Make full and proper use of aids to lifting and carrying, such as trolleys, chutes, and access equipment.
3. Store heavy items between shoulder and hip height. Where possible only store small, light items above shoulder or below knee height.

1. Use the legs and knees to bend and lift — do not stoop or bend the back.
2. Avoid tasks which require stretching or twisting.
3. Ensure that regular rest breaks are taken where manual handling activities are repetitive or to prevent the onset of fatigue.
4. Ensure that there are no sharp, hot or cold edges which could cause injury.
5. Follow BLACK procedure for Coupling and Uncoupling and ensure a trained person is responsible for the coupling at all times.
6. Ensure that walkways are free from obstructions.
7. Make full and proper use of personal protective equipment.
8. Report any problems or concerns associated with manual handling operations to a responsible person without delay.

Poor lifting and carrying techniques can result in discomfort and increase the risk of injury. In extreme circumstances, these injuries can have permanent effects. These risks can be reduced by adopting the following simple precautions:

Risk assessments will be carried out using the TILE methodology:

1.     Task

2.     Individual

3.     Load

4.     Environment

1.     Task

• Check items for hazards such as sharp edges

• Check items are safe to move, containers are fit for purpose

• Rehearse the lift if necessary

• Risk assess loose parts, irregular objects, bulky or difficult to handle items

2.     Individual

• Before using any mechanical aids check training has been conducted and is up to date

• Ensure correct PPE is available and being worn

• Ensure correct posture throughout the task:- Keep back straight, keep arms close to the

   body, tuck the chin in, stand facing the direction you intend to go with feet slightly

   apart one slightly in front of the other, bend the knees and grip the load with the palm

   of your hand not just your fingers

• Lift straightening the legs, keeping the load close to your body, turn by moving your feet,

   not twisting your back

Manual handling weight limits

The Regulations do not establish absolute limits on the maximum weights that can be lifted but do provide guidelines; these are 25kg for men and 16kg for women, where the load is at waist height. At any position other than waist height these limits are reduced progressively to 10kg for men and 7kg for women, at head or ankle height.

Under no circumstances will an employee exceed the upper limit of 25kg.

3.   Load

•   Ensure Manual Handling Assessment has been carried out taking into consideration weight and size of load and frequency of operation

•   Check the condition of the load for hazards such as loose parts, irregular objects, bulky or difficult to handle (sacks, non-rigid, unpredictable loads)

•   Where practicable use mechanical aids. Get assistance if required

4.  Environment

•   Ensure that adequate room is available to carry out and complete the task, ensure destination route is unobstructed both width & height

•   Check the floor surface is in good condition, consider weather conditions for outdoor works, ensure lighting is adequate

The company will not ask an employee to undertake any manual-handling task, which is beyond their capability, i.e. based upon reasonable grounds, the employee has the right to refuse.

1.15 Personal Protective Equipment

Applicable legislation:     

Personal Protective Equipment at Work Regulations (2022)

Noise at Work Regulations (2005)

Control of Substances Hazardous to Health Regulations (2002) Premier Fleet Solutions Ltd will provide personal protective equipment when the risk presented by a work activity cannot be adequately controlled by other means. All reasonable steps will be taken by Premier Fleet Solutions Ltd to secure the Health and Safety of employees who work with PPE. All Personal Protective Equipment is to be used as a last resort in controlling risks and must conform to the relevant European/British standards and the Personal Protective Equipment Regulations 2022.

1.16   Personal Safety

All members of staff must consider personal safety at all times whilst at work.  It is important to remember that you should:

• Work in accordance with instructions and training.
• Consider all of the implications and consequences of your actions before undertaking any task.
• Do not undertake any task involving a risk which cannot be controlled.
• Maintain good hygiene practices at all times whilst at work.

1.17   Risk Assessments

Applicable legislation:     

 Management of Health and Safety at Work Regulations (1999)

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

Manual Handling Operations Regulations (1992)

The Regulatory Reform (Fire Safety) Order (2005)

Premier Fleet Solutions Ltd accepts that some of its operations may, unless properly controlled, create risks to members of staff and others. Risk assessments will be carried out in line with Management of Health and Safety at Work Regulations 1999.  They will detail the range of hazards associated with working operations together with any necessary remedial actions. All such assessments will be reviewed and updated as necessary.

Risk assessments will be recorded. Any identified risks will be dealt with in line with the Principles of Prevention as detailed in Schedule 1 of the Management of Health and Safety at Work Regulations 1999.  All employees will be engaged in the risk assessment process.

1.18      Training

In order to provide the employees with the necessary information and instruction as well as to meet the Company’s legal obligations, management staff and operatives receive various types of safety training. 

The following list is not exhaustive but illustrates the type of training that will be covered on a regular basis:

• Manual Handling (Manual Handling Operations Regulations 1992)
• Induction Training (Health & Safety at Work Etc. Act 1974)
• Fire Marshall Training (Regulatory Reform (Fire Safety) Order 2005)

The Safety Training is given by an appointed industry specialists and may be accessed online.  All training records are kept on file.

Where in-house training is provided Premier Fleet Solutions Ltd will take into consideration the differing needs, abilities, and diversity of those attending. Wherever practical training tools and methods will be adapted accordingly to ensure that those in attendance are able to absorb, understand and comply with all appropriate instruction and similar requirements provided to them.

1. Accidents & Dangerous Occurrences

2.1        Investigating Accidents

Any accident shall be reported in the Accident Book which is situated in the main office at Premier Fleet Solutions Ltd.

2.2        Reporting Accidents

When the investigation has been carried out the nature of the injury or damage will be ascertained and Sarah Martin will complete an accident report.  Notification will be given to all of the relevant authorities and for incidents reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) Form F2508 will be completed and sent to the local Health and Safety Executive.

All incidents can be reported online but a telephone service is also provided for reporting fatal and specified injuries only – call the Incident Contact Centre on 0345 300 9923 (opening hours Monday to Friday 8.30 am to 5 pm). All other accidents should be reported online by visiting www.hse.gov.uk/riddor.

The following are reportable under the RIDDOR regulations:

Deaths

All deaths to workers and non-workers, with the exception of suicides, must be reported if they arise from a work-related accident, including an act of physical violence to a worker.

Specified injuries to workers

The list of ‘specified injuries’ in RIDDOR 2013 replaces the previous list of ‘major injuries’ in RIDDOR 1995. Specified injuries include (regulation 4):

• A fracture, other than to fingers, thumbs and toes;
• Amputation of an arm, hand, finger, thumb, leg, foot or toe;
• Permanent loss of sight or reduction of sight;
• Crush injuries leading to internal organ damage;
• Serious burns (covering more than 10% of the body, or damaging the eyes, respiratory system or other vital organs);
• Scalping (separation of skin from the head) which require hospital treatment;
• Unconsciousness caused by head injury or asphyxia;
• Any other injury arising from working in an enclosed space, which leads to hypothermia, heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours.

Over-seven-day injuries to workers

This is where an employee, or self-employed person, is away from work or unable to perform their normal work duties for more than seven consecutive days (not counting the day of the accident). The report must be made within 15 days of the accident.

Over-three-day injuries

The company will still keep a record of the accident if the worker has been incapacitated for more than three consecutive days. This record will be kept in the accident book under the Social Security (Claims and Payments) Regulations 1979, that record will be enough.

Injuries to non-workers You must report injuries to members of the public or people who are not at work if they are injured through a work-related accident, and are taken from the scene of the accident to hospital for treatment to that injury. Examinations and diagnostic tests do not constitute ‘treatment’ in such circumstances. There is no need to report incidents where people are taken to hospital purely as a precaution when no injury is apparent.

If the accident occurred at a hospital, the report only needs to be made if the injury is a ‘specified injury’ (see above).

Reportable occupational diseases

Employers and self-employed people must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work: These diseases include (regulations 8 and 9):

• Carpal tunnel syndrome;
• Severe cramp of the hand or forearm;
• Occupational dermatitis;
• Hand-arm vibration syndrome;
• Occupational asthma;
• Tendonitis or tenosynovitis of the hand or forearm;
• Any occupational cancer;
• Any disease attributed to an occupational exposure to a biological agent.

Reportable dangerous occurrences

Dangerous occurrences are certain, specified near-miss events. Not all such events require reporting. There are 27 categories of dangerous occurrences that are relevant to most workplaces. For example:

• The collapse, overturning or failure of load-bearing parts of lifts and lifting equipment;
• plant or equipment coming into contact with overhead power lines;
• The accidental release of any substance which could cause injury to any person.
• Certain additional categories of dangerous occurrences apply to mines, quarries, offshore    workplaces and certain transport systems (railways etc).

For a full, detailed list, refer to the online guidance at: www.hse.gov.uk/riddor.

Exemptions

In general, reports are not required (regulation 14) for deaths and injuries that result from:

• Medical or dental treatment or an examination carried out by, or under the supervision of, a doctor or registered dentist;

• The duties carried out by a member of the armed forces while on duty; or
• Road traffic accidents, unless the accident involved;
• The loading or unloading of a vehicle;
• Work alongside the road, e.g construction or maintenance work;
• The escape of a substance being conveyed by the vehicle; or
• A train.

Recording Accidents

ALL accidents, no matter how trivial they may seem at the time, will be recorded in the accident book. 

Sarah Martin will normally carry this out but entries can be made by anyone who has accurate knowledge of the accident (the accident book will be kept in the office at all times, displayed prominently and be readily available to all employee’s).

The Safety Consultant or Compliance Manager – Sarah Martinwill keep records of all reportable injuries and dangerous occurrences and maintain statistics showing incidence rates and frequency rates.

Work Equipment including Portable Electrical Equipment Policy

Applicable legislation:   

Electricity at Work Regulations (1989)

Provision & Use of Work Equipment Regulations (PUWER – 1998)

In accordance with the requirements of The Electricity at Work Regulations 1989 the Company is required to maintain the register of electrical equipment and ensures the equipment is inspected and tested on a regular basis.  The building owners – Neal Brothers take responsibility for the ongoing maintenance and testing of electrical equipment which form part of the rental agreement and records of such registers are available upon request.

All reasonable steps will be taken to secure the Health and Safety of employees who use electrical equipment. The Company acknowledges that work on electrical equipment can be hazardous, and it is therefore the company’s intention to reduce the risks as far as possible.  Employees are responsible for reporting any defective equipment to Sarah Martin at the earliest possible convenience.  No items should be used which do not show a valid in date test sticker to confirm the item has been tested within the appropriate time frame set out on the HSE website.