Health and Safety Policy

Purpose of Policy

  1. CAIA takes health and safety issues seriously and is committed to protecting the health and safety of its staff and all those attending its premises. This policy is intended to help CAIA achieve this by clarifying who is responsible for health and safety matters and what their responsibilities are.
  2. This is a statement of policy only and does not form part of your contract of employment. This policy may be amended at any time by CAIA at its absolute discretion. CAIA will review this policy at regular intervals to ensure that it is achieving its aims effectively.

Legislative Framework

The relevant legislation is to be found in the Health and Safety at Work Act 1974, the Regulatory Reform Fire Safety Order 2005, the COSHH Regulations 2022 and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

Who is Responsible for Workplace Health and Safety?

Achieving a healthy and safe workplace is a collective task shared between CAIA and its staff. This policy and the rules contained within it apply to all staff of CAIA, irrespective of seniority, tenure, and working hours, and for this purpose including all employees, directors and officers, consultants and contractors, sessional workers, agency staff and volunteers. Specific responsibilities of staff are set out in “Responsibilities of all staff” below.

Employer responsibilities

1. CAIA is responsible for:

(i) Taking reasonable steps to safeguard the health and safety of staff and people visiting its premises.

(ii) Identifying health and safety risks and finding ways to manage or overcome them.

(iii) Providing a safe and healthy place of work and safe entry and exit arrangements, including during an emergency situation.

(iv) Providing and maintaining safe working areas, equipment and systems.

(v) Providing adequate information, instruction, training and supervision to enable all staff to do their work safely, to avoid hazards and to contribute positively to their health and safety at work.

(vi) Providing a health and safety induction and training appropriate to your role.

(vii) If an epidemic or pandemic alert is issued, providing instructions, arrangements and advice to staff as to the organisation of business operations and steps to be taken to minimise the risk of infection.

(viii) Regularly monitoring and reviewing the management of health and safety at work, making any necessary changes and bringing these to the attention of all staff.

2. Overall responsibility for health and safety lies with the Board of Directors. They have appointed Misak Ohanian, CAIA’s CEO, as the Health and Safety Officer with day-to-day responsibility for health and safety matters.

3. Any concerns about health and safety matters should be communicated to the CEO.

Responsibilities of all staff (general responsibilities)

All staff must:

(i) Take reasonable care for their own health and safety and that of others who may be affected by their acts or omissions.

(ii) Co-operate with the CEO and CAIA generally to enable compliance with health and safety duties and requirements.

(iii) Comply with any health and safety instructions and rules, including instructions on the safe use of equipment.

(iv) Keep health and safety issues in the front of their minds and take personal responsibility for the health and safety implications of their own acts and omissions.

(v) Keep the workplace tidy and hazard-free.

(vi) Report all health and safety concerns to the CEO promptly, including any potential risks, hazards or malfunctioning of equipment, however minor or trivial they may seem

(vii) Co-operate in CAIA’s investigation of any incident or accident which either has led to injury or which, in CAIA’s opinion, could have led to injury.

Responsibilities relating to Emergency Evacuation and Fire

1. All staff must:

(i) Familiarise themselves with the instructions about what to do if there is a fire.

(ii) Ensure they are aware of the location of fire extinguishers (see Appendix to this policy), fire exits and alternative ways of leaving the building in an emergency.

(iii) Comply with the instructions of fire wardens if there is a fire, suspected fire or fire alarm (or a practice drill for any of these scenarios).

(iv) Co-operate in fire drills and take them seriously (ensuring that any visitors to the building do the same). Fire drills will be held at least once every 12 months, and a log of these will be maintained digitally by the Health and Safety Officer.

(v) Ensure that fire exits, fire notices and emergency exit signs are not obstructed or hidden at any time.

(vi) Notify the CEO immediately of any circumstances (for example impaired mobility) which might hinder or delay evacuation in a fire. This will allow him to discuss a personal emergency evacuation plan for you, which will be shared with the fire wardens and colleagues working near you.

2. On discovering a fire all staff must:

  • Shout ‘fire’ and break the fire alarm glass at the nearest location; there is one located on each floor.
  • Dial 999 to call the Fire Brigade.
  • Attempt to tackle the fire ONLY if they have been trained or otherwise feel competent to do so. Nominated members of staff will be trained in the use of fire extinguishers.

3. On hearing the fire alarm all staff must:

  • Remain calm and immediately evacuate the building via the designated fire exit route, walking quickly without running, and following any instructions of the fire wardens.
  • Leave without stopping to collect personal belongings.
  • Report to the assembly point outside 101-103 Mill Hill Road, Acton, London W3 8JF
  • Remain out of the building until notified by a fire warden that it is safe to re-enter.

4. The Health and Safety Officer is responsible for ensuring that fire risk assessments take place, that changes are made where required, and for making sure there are regular checks of fire extinguishers, fire alarms, fire doors, escape routes, signage, blankets and emergency lighting. Such checks will be made visually on a monthly basis, whilst the fire extinguishers and fire alarms will be serviced annually by external contractors. A maintenance log is maintained and is stored digitally.

5. The Health and Safety Officer is also responsible for putting place person emergency evacuation plans for any visitor whose circumstances (for example impaired mobility) might hinder or delay evacuation in a fire, working with the Youth worker and Playworker if appropriate.

Reporting Accidents

1. All staff must promptly report any accident at work involving personal injury, however small or trivial they may appear, to the CEO or in his absence the most senior staff member. They must also co-operate with any associated investigation.

2. All such accidents must be entered in the accident book. The accident book is an electronic log kept by the CEO.

3. When recording an accident in the book the following should be included:

    • Name and address of the injured
    • Name and address of the person filling in the entry
    • Date, time, and place of accident
    • The cause of the accident
    • Details of the injuries
    • Witnesses
    • Action taken

4. The CEO is responsible for investigating any injuries or work-related illnesses, preparing and keeping accident records, and for submitting reports under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), where required.

First Aid Information

Make sure you are aware of the following information:

  • The first aid boxes can be found in the stationery cupboard in the first-floor office, playgroup cupboard, kitchen, and second floor library
  • The current first aiders include: the CEO, Playworker and Youth Worker
  • First aiders will undertake refresher training as required (every 3 years)

Responsibilities relating to equipment

You must:

  • Use equipment as directed, following any instructions given by management or contained in any written operating manual or instructions for use, and adhere to any relevant training
    Report any fault with, damage to, or concern about any equipment (including health and safety equipment) or its use to the CEO
  • Ensure that health and safety equipment is not interfered with
  • Not attempt to repair any equipment including plugs unless suitably trained and authorised

Staff responsibilities relating to National Health Alerts

If an epidemic or pandemic alert is issued, all staff must comply and co-operate with all instructions, arrangements and advice issued by CAIA as to the organisation of business operations and steps to be taken by staff to minimise the risk of infection. Any questions should be referred to the CEO.

Risk Assessments and Manual Handling

1. Risk assessments are essentially a careful examination of what in the workplace could cause harm to people. CAIA will assess any risks and consider measures to best minimise any risk. CAIA will carry out general risk assessments when required or as reasonably requested by staff and will ensure that any necessary risk assessments take place and that the resulting recommendations are implemented.

2. Guidance on manual handling (for example, lifting and carrying heavy objects), can be obtained from the CEO and where necessary training will be provided, but CAIA will try to minimise or avoid the need for manual handling where there is a risk of injury.

Working with Children/Young People

1. Lone working with children and young people is not permitted at CAIA. All playgroup and youth sessions must have at least two adults present, namely the sessional worker and another member of staff/volunteer/parent.

2. Parents attend the Playgroup with their children. In the case of the Youth Club, two adults is considered sufficient for up to 30 participants. A third member of staff/volunteer will be required in the unlikely event of this number being exceeded.

3. The CEO and Youth worker will ensure that Health and Safety is included as part of the induction process for all young people participating in the Youth Club, in a manner appropriate to their age.

Hygiene practices at work

As an employer, CAIA is committed to protect anyone visiting or working in its premises from harm. This includes taking reasonable steps to protect workers and others from viruses such as COVID-19. This will include sufficient cleaning of the premises. Additionally, each member of staff / volunteer can keep the workplace safe by ensuring that:

  • There is adequate ventilation
  • Lights and heating are on as and when needed
  • Individual workspace is clean before starting work.
  • Good hand hygiene is maintained

Display Screen Equipment training

Display Screen Equipment training will be provided to all employees who regularly use it. Screen covers are provided for all PAYE staff.

Smoking policy

CAIA operates a No Smoking Policy in all parts of CAIA’s building (Hayashen).

Use of computers

  • Avoid eating and drinking near computers
  • Switch-off computer after use

Personal belongings

  • Do not leave personal belongings unattended
  • Lock the door if you are last to leave the office and leave the keys with CEO or designated staff member

Digital Calendar/CCTV

Names of all service users / volunteers due to visit the Office must be entered in the online Google Digital Calendar, and a register must be maintained of all those attending drop-in

sessions, such as the Elders Lunch Club, the Pre-School Group and the Youth Club. In addition, the CCTV camera at the entrance to the building must be on at all times as a record of people coming in and going out, and footage must be retained for seven days.

Training

All staff will receive training appropriate to their responsibilities. The CEO, Playworker and the Youth worker are all required to be first aiders, with refresher training every three years.

Non-compliance with Health and Safety Rules

Any breach of health and safety rules or failure to comply with this policy will be taken very seriously and is likely to result in disciplinary action against the offender, in accordance with CAIA’s Disciplinary Policy, up to and including immediate dismissal.

Attribution

This policy is largely based on a document from Rocket Lawyer (https://www.rocketlawyer.com/gb/en).

APPENDIX

LOCATION OF FIRE EXTINGUISHERS

Ground Floor:

  • By the main building entry door
  • Left hand side of kitchen door next to the Fridge Freezer Fire Blanket (Two fire extinguishers)
  • Red fire extinguisher and CO2 in the hall adjacent to 2nd kitchen door
  • Next to the courtyard door in the main Hall (One water fire extinguisher)
  • Waiting area by side of steps leading to first-floor office (One C02 extinguisher)

First Floor Office:

  • Top of First floor stairs, below window (Two fire extinguishers – One Red water and one C02)

Library:

  • Top of Second floor stairs, below window (Two fire extinguishers – One Red water and one C02)

(Adopted and approved November 1994)

(Reviewed and adopted by CAIA Board April 1998, 7/6/2006, 23/01/2007, 12/10/2011, 17/11/2015, 21/06/2016, 13/02/2020, 16/10/2021, 25/02/23, 03/06/2023, 08/06/24, 21/07/25)