1.0 Overview

ICEX recognises the fact that sound management of health and safety has positive benefits to the organisation and commitment to a high level of safety makes good business sense. It is also recognised that health and safety is a key function of the business and must, therefore, continually progress and adapt to change. The approach to health and safety will be based upon the identification and control of risk.

As there are distinct benefits to be gained from providing a safe and healthy working environment, appropriate levels of resources are allocated to ensuring health and safety within the organisation. A positive safety culture is encouraged within the organisation and this is actively supported by senior management.

ICEX are committed to ensuring the health, safety and welfare of its employees, so far as is reasonably practicable; we are committed to the prevention of injury or harm to our staff and others who may be affected by our activities. The company will take steps to ensure that our statutory duties are met at all times, further to this the company shall comply with the requirements outlined in Approved Codes of Practice and Industry guidelines as best practice.

The Directors and Senior Managers expect the level of service the company provides and the quality of the workmanship to be of the highest standard and no less is expected when it comes to health and safety.

Employees are encouraged to be involved in the decision making process either on an individual basis or through communication with Directors and Managers. The performance of both individuals and the organisation as a whole is governed by pre-determined standards including health and safety improvements.

Adequate planning, monitoring and reviewing of the implementation of the health and safety policy are regularly carried out. In order to ensure that this policy statement is achieved, the following lays down the aims and objectives for ICEX:

1. ensures that there are arrangements in place for the effective planning development and review of this policy statement.

2. directors and managers will ensure that appropriate systems are developed and maintained for the effective communication of health and safety matters throughout the organisation.

3. will provide the necessary information, instruction and training to employees and others, including temporary staff, to ensure their competence with respect to health and safety.

4. directors and managers consider that health and safety is as important as all other business functions and attaches priority to maintaining high levels of health and safety performance.

5. will provide the necessary resources in the form of finance, equipment, personnel and time to ensure health and safety performance. The assistance of competent health and safety advice is sought where the necessary skills are not available within the company.

6. will ensure that there are adequate arrangements in place for ensuring the safety of the public, visitors and anyone else who may be affected by the company’s activities.

7. ICEX believes in constantly improving health and safety standards and will ensure that through constant review of safety performance coupled with commitment at the highest levels that those improvements are maintained.

8. recognises that health and safety is the responsibility of everyone within the organisation and is not just a function of management. Managers have specific duties and responsibilities to comply with the letter and spirit of this policy. Employees have specific responsibilities to take reasonable care of themselves and others who they may affect by their activities and to cooperate with management in achieving the highest standards required. The company ensures that health and safety management is an integral part of a manager’s function and monitors their implementation of the company health and safety requirements.

9. ensures that health and safety is integral to the decision making and management process within the organisation.

10. will investigate all incidents of work related ill health and accidents to reduce the likelihood of a reoccurrence.

11. will ensure that procedures are established to ensure that safe plant and equipment are provided for employees and that appropriate training and refresher training is carried out.

12. this policy will be regularly monitored to ensure that the objectives and standards are achieved through performance measurement and audit measures.

13. will strive for continual improvement within our overall health and safety performance.

14. review the health and safety policy and associated safety management system at regular intervals in order to reflect the evolving needs of the company and to ensure that the policy and management systems remain suitable and effective. As a minimum the policy will be reviewed on a half-yearly basis.

2.0 Responsibilities

2.1 Chief Executive Officer

a) shall require a positive approach to health and safety at all management levels

b) to ensure that staff receive adequate health and safety education and training, commencing with induction training.

c) maintain the company’s Safety Policy on a progressive basis, ensuring that the methods of accident prevention and internal procedures are kept up to date.

d) maintain close contact with our health and safety advisors.

e) know the requirements of the Health and Safety at Work etc Act 1974, and all other relevant statutory requirements; this will be achieved via training, briefings, and newsletters from our health and safety advisors.

f) set a personal example during monitoring inspections by following safe working practices and recognising and praising positive behaviours.

2.2 Duties of Directors and Other Senior Managers

a) ensuring the Health and Safety at Work etc. Act 1974 and other statutory requirements such as the Construction (Design & Management) Regulations 2007 are followed and for site works that the necessary health and safety plans, risk assessments and safety method statements are produced and brought to the attention of the relevant people. For activities within the factory ensure that the necessary risk assessments and safe systems of work are produced, developed, brought to the attention of the relevant people and kept up to date.

b) ensuring staff at all levels receive appropriate education and training.

c) monitoring health and safety performance through meetings, reviews and reacting to inspection reports, and responding to actual site conditions observed when on routine site inspections, whether on site or within the factory.

d) holding regular meetings with employees to receive comments and suggestions on ways in which health and safety performance can be improved.

e) liaising with the Health and Safety Advisor and taking charge of problems which cannot be controlled at site level, especially with regard to control of subcontractors.

f) setting a good personal example and having adequate knowledge of health and safety legislation and safe systems of work relating to Company operations.

2.3 Duties of the Operations Manager

a) carry out the company Health and Safety Policy relating specifically to both factory and site work.

b) ensure our operatives work within the health and safety requirements applicable to the factory.

c) ensure operatives receive copies of policies and guidance notes relating to health and safety.

d) ensure that necessary personal protective equipment is issued to operatives, and shall carry out checks to ensure such equipment is worn.

e) carry out risk assessment on an on-going basis, identifying the levels of risk involved, and implementing any necessary measures arising from the assessment.

f) be responsible for the arrangements of training related to health and safety matters.

g) be responsible for the review of accidents and accident investigation reports.

h) review absence records, checking for any absences relating to accident or injury sustained, and ensure that notifiable occurrences are reported.

i) be responsible for the inspection of plant, and portable electrical equipment used, and for the removal, and repair of any items found to be unsafe.

j) review the Safety Reports and take action to reduce unfavourable trends.

e) review Accident Investigation Reports and satisfy themselves that they come to the correct conclusion and that corrective action is taken.

f) run a regular health and safety meeting.

g) ensure that all work necessary to ensure safety and good health is carried out promptly, that all persons in their teams are adequately trained and fully aware of any hazards, which may affect them.

h) constantly evaluate all Company products and establish and update as required relevant codes of practice.

i) Shall review absences due to accident or injury at work and ensure that notifiable occurrences are reported.

j) Shall ensure that adequate First Aid records are kept.

l) ensure that safety equipment is available for issue to employees as required.

m) ensure that all Safety Representatives receive adequate Safety Training.

n) inspect new plant and unusual processes for potential hazards and shall recommend any necessary new safety rules.

2.4 Duties of Company Employees

a) make themselves familiar with and conform to the Health and Safety Policy at all times.

b) observe all safety rules at all times.

c) wear appropriate safety equipment and use appropriate safety devices at all times.

d) conform to advice and instruction given by anyone with responsibility for health and safety.

e) report all accidents and damage, whether persons are injured or not, to the Operations Manager.

f) make suggestions to improve health and safety in the Company.

g) report all hazards to the Operations Manager.

3.0 Training and Education

Health and safety education and training is regarded as an indispensable ingredient of an effective health and safety programme. It is essential that every employee in the organisation is trained to perform their job effectively and safely. It is the opinion of the management that if a job is not done safely then it is not done effectively.

All employees will be trained in safe working practices and procedures upon commencement of employment. Training will include information, instruction and advice on the Company procedures and the use and maintenance of personal protective equipment and emergency contingency plans.

Safety related training will be provided by experienced training instructors from commercial training providers, e.g. CITB, PASMA and IPAF approved organisations. The training may be on our site or at a commercial training centre.

Training records are maintained by the Operations Manager within each individual employees personal record

Training sessions will be held at regular intervals and will provide another opportunity for employees to express any fears or concerns they might have about health and safety issues.

3.1 Employees

The Chief Executive Officer will ensure an annual review of health and safety training and education needs and will ensure that an annual training programme for all levels of staff is produced. The review will pay particular attention to persons whose role has changed, possibly due to a change in their scope of work, or possibly due to legislation. Employees taking additional responsibility may need additional training.

The education and training needs will be agreed by the board and budgets allocated. The Chief Executive Officer and Health and Safety Advisor will monitor that the training schedule is completed.

3.2 Site Induction Training

The Operations Manager (or their delegated representative) will carry out induction training for all new arrivals to the Company/Site informing them of the significant risks identified in the Safety Management System together with the Company/Site emergency and first aid procedures. They will also cover:

a) the significant risks and relevant precautions to be taken

b) the PPE requirements

c) where/how to obtain additional PPE as required

d) details of emergency procedures

e) details of welfare arrangements

f) details of any safe systems of work relevant to the actual work the person is involved in

g) the site specific and/or factory rules and arrangements in general, e.g. wearing of hearing protection etc.

Confirmation of the site induction will be recorded in the induction register.

3.3 Monitoring and Review of ICEX Safety Performance

The Chief Executive Officer and the Operations Manager have specific responsibility to monitor the implementation of the ICEX health and safety policy and to review the Company’s performance. To assist in this role, there will be a formal report produced at 6 monthly intervals and the report will cover:

a) review of any significant accidents or incidents and identify if a procedural change is required.

b) review of any comments from the Health and Safety Executive (HSE), clients or other parties.

c) review of the previous period’s health and safety objectives and determine if they have been achieved.

d) review any new legislation, guidance notes, or HSE initiatives.

e) review of working procedures and training requirements, as appropriate.

f) set health and safety objectives for next period.

3.4 Consultation with Employees and Sub-Contractors

ICEX has a pro-active approach to health and safety, and recognises the benefits of employees having a significant input into the ICEX health and safety procedures. They also play a vital role in providing feedback on actual performance, and identifying hazards that may have previously been missed. This will be achieved by:

a) Recognising safety representatives appointed in accordance with the Safety Representatives under the Safety Representatives and Safety Committee’s Regulations 1977 and providing them with every assistance to fulfil this role; or

b) Encouraging employees to fulfil the role of safety representative in accordance with the Health and Safety Regulations 1996.

Employees are encouraged to raise any health and safety issues at the Health & Safety meetings or by contacting their management directly

For site works, all employee (and sub-contractors) will receive a site induction briefing. Throughout the project, all employees and contractors will be encouraged to continually liaise with the Operations Manager, to assist in the identification of any health and safety hazards that may not previously been identified.

3.5 Reporting of Accidents, Dangerous Occurrences, Incidents or Near Misses

All incidences of this nature shall be recorded in the site accident book. The Operations manager will investigate the incident and report the outcomes to the H & S committee. Any dangerous occurrences shall be investigated immediately & relevant action taken following the Company standard approach for the reporting of incidents and is designed to meet the following;

a) legal requirements to report certain injuries and dangerous occurrences to the Health and Safety Executive (RIDDOR 1995).

b) insurance company requirements to notify them and keep details for potential claims.

c) keep details of all accidents in the workplace accident book.

3.6 First Aid

First aid kits of a size appropriate for the numbers working in the factory are provided and there are posters displayed around the factory to identify who the first aiders are.

A standard first aid box of a size appropriate for the numbers on site will be provided prior to work commencing on site. If the site is of a special nature, addition items will be provided as required.

3.7 Welfare Facilities

The following will be provided as minimum facilities in the factory and on all sites,

• A canteen room with facilities for warming food and boiling water for drinks.

• Facilities for storing and drying clothing and PPE.

• A toilet unit with facilities for washing.

(Where welfare is provided by the client or by a Principal Contractor, agreement on their use should be obtained).

4.0 Fire Precautions and Emergency Procedures

4.1 Fire Safety

A fire risk assessment for the factory and the office premises has been undertaken and will be reviewed annually or before an impending change. The Managing Director is responsible for ensuring compliance with fire safety and prevention codes, for reviewing company practices and procedures, ensuring that fire fighting equipment is inspected and tested, prevention and protection equipment and for advising on safe practices and procedures.

The person with responsibility for the maintenance and testing of fire alarms is the Operations Manager.

All employees within the company have a duty to report immediately any potential fire hazards to their management and to conduct their operations in such a way as to minimise the risk of fire. This involves adhering to the no smoking policy, keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials.

All employees shall ensure that they are fully aware of the company’s fire and emergency procedures, know how to raise the alarm in the event that they should discover a fire, and are aware of the escape routes and assembly points.

The Chief Executive Officer is responsible for ensuring there is adequate provision and maintenance of fire prevention and detection equipment.

Management are responsible for keeping their operating areas safe from fire, ensuring that their staff are trained in proper fire prevention practices and emergency procedures.

4.2 Fire Fighting Equipment

Within the factory, fire extinguishers are located at strategic points throughout the workplace. Employees are only expected to tackle a fire themselves if it would pose no threat to their personal safety to do so and if they are trained to use equipment. If the situation is dangerous or potentially dangerous the employee should activate the alarm and evacuate the building immediately.

4.3 Fire Doors

Fire doors designed to slow the spread of fire and smoke throughout the workplace have been installed at strategic points. Fire doors are designed to close automatically after opening and must never be blocked, jammed or tied open.

4.4 Fire Exits

Fire exits are located at strategic points throughout the workplace. Exit doors and corridors must never be locked, blocked or used as storage space.

4.5 Smoking

Smoking is not permitted in any internal area of the site. Warning signs notifying employees and visitors are displayed at the entry points to the buildings.

4.6 Emergency Procedures

In the event of the fire alarm being activated, or in any other emergency situation (such as a bomb scare), all employees must leave the building by the nearest available exit and assemble at the designated assembly point. The designated assembly point is on the grass verge outside the top yard.

Practice fire drills will be conducted at regular intervals to ensure employee familiarity with emergency evacuation procedures.

4.7 Maintenance of Fire Equipment

The Operations Manager will ensure appropriate maintenance contracts are in place for the maintenance, testing and inspection for the various fire systems and fire extinguishers.

They will also ensure fire/evacuation drills are carried out and any necessary records updated.

5.0 Site Operations

All potential fire hazards will be identified in the site risk assessment and steps will be taken to remove the hazards from site or to minimise the risks. If contractors have to carry out work which increases the risk of fire, then fire extinguishers shall be required local to the activity.

5.1 Display Screen Equipment

Written assessments to check compliance with the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended in 2002), will be carried out by a competent person and thereafter repeated every three years for each user. The assessment shall be based on a pro forma completed by the user, and HSE guidance. The Regulations apply to any equipment where the user is someone who uses it as a significant part of his/her normal work. The Company has adopted the recommendation that a user is someone who uses the equipment for more than two hours per day.

Every employee who is or becomes a user of display equipment has to be notified of the right to have an eye sight assessment. If the result of the assessment is that glasses or contact lenses are required, specifically for DSE work then the Company has a responsibility for the cost.

5.2 Electricity

All reasonable steps will be taken to secure the health and safety of employees who use, operate or maintain electrical equipment. The Company acknowledges that work on electrical equipment can be hazardous and it is therefore the Company’s intention to reduce the risk as far as is possible.

The implementation of this policy requires the total co-operation of all employees’ management and staff, as well as any contractors hired to carry out work involving electrical equipment.

Where a problem arises related to electricity at work, employees must inform a responsible person immediately and the Company will then take the necessary measures to investigate and remedy the situation.

The Company will, in consultation with workers and their representatives:

a) ensure that electrical installations and equipment are installed in accordance with the IEE (Institute of Electrical Engineers) Wiring Regulations (BS7671)

b) maintain the fixed installation in a safe condition by carrying out routine testing

c) inspect and test portable equipment as frequently as required (the frequency will depend on the environment in which the equipment is used and the conditions of usage, i.e. how carefully it is handled)

d) forbid live working (electrical testing/commissioning is dealt with separately)

e) Forbid all work by the Company’s staff on equipment, unless they are competent to do so

5.3 Portable Electrical Equipment

All portable electrical appliances will be fully tested every six months by a competent person with the necessary training and skills required. Further to this a visual inspection will take place prior to use. Portable Appliance Testing certificates will be retained. In addition a portable appliance register will be utilised to record inspections and repairs.

Only battery operated or 110v electrical tools will be used, unless circumstances dictate that 240v supply has to be used then a R.C.D will be used in the circuit.

5.4 Work at Heights

The use of stepladders and ladders will only be permitted as a last resort for work at heights, all other options shall be considered first and a specific risk assessment will be required prior to use. They shall be subject to a visual inspection before use.

5.5 Work Equipment

It is the policy of ICEX to comply with the law as set out in the Provision and Use of Work Equipment Regulations 1998 and Lifting Operations and Lifting Equipment Regulations 1998.

ICEX will endeavour to ensure that all equipment used in the workplace is safe and suitable for the purpose for which it is used.

All employees will be provided with adequate information and training to enable them to use work equipment safely. The use of any work equipment, which could pose a risk to the well-being of persons in or around the workplace, will be restricted to authorised persons.

All work equipment will be maintained in good working order and repair.

All employees will be provided with such protection as is adequate to protect them from dangers occasioned by the use of work equipment. All work equipment will be clearly marked with health and safety warnings where appropriate.

ICEX will prepare and update a list of authorised users of all production machinery.

Any equipment used for lifting, whether lifting a load or lifting a person e.g. forklift, maintenance cage, lifting accessories will be subject to regular test and inspection by a competent person.

Through the process of risk assessment all lifting activities will be planned and controlled. Operatives operating such lifting equipment will have received adequate information and training and their performance will be regularly assessed.

5.6 Personal Protective Equipment (PPE)

A standard issue of PPE will be provided to all employees where identified as being required by Risk Assessments.

Additional items of protective clothing and safety equipment will be provided for those employees who may have to work in inclement weather and hazardous situations.

All employees must use and wear protective clothing that has been provided in order to fulfil their legal responsibilities and are required to take reasonable care of it. Facilities for the storage of PPE will be made available within cabins provided at our sites/projects

6.0 Substances Hazardous to Health

When purchasing substances, the first consideration will be that where possible the least hazardous products will be used. All substances will be kept in a secure area away from the work place. Operatives will not be allowed to take excessive amounts of hazardous substances into the workplace. Workplace precautions shall follow the HSE hierarchy of control with PPE being the last resort.

The Workplace precautions will be implemented as identified by the risk assessments and the Operations Manager will enforce the use of the precautions.

COSHH assessments will be produced for all substances used by the Company and will be available at site. The Operations Manager will be responsible for producing the assessments. The assessment will be based on manufactures and supplier’s data sheets and the Company’s knowledge of the work process. Where necessary, further specialist guidance will be sought. The exposure of employees to hazardous substances will be minimised and controlled in all cases. Adequate information and training will be given to all employees who use or come into contact with such substances.

The Operations Manager will be responsible for dissemination of the contents of assessments to the users of each substance and the operatives will sign the COSHH register to indicate that they understand the instructions they have received. Under no circumstances will hazardous substances be used if an assessment is not available.

6.1 Noise

Damage to a person’s hearing can occur when that person is constantly subjected to noisy environments. All of the Company’s operations will be suitably assessed for the risk of noise and where control of the noise at its source is not reasonably practicable then suitable ear defenders will be provided.

• Where noise levels exceed 80db(A), then ear defenders will be made available.

• Where noise levels exceed 85db(A), then ear defenders will be made available and be worn.

• Where noise levels exceed 85db(A) and cannot be reduced by engineering or other methods then signage will be displayed instructing the wearing of ear protection.

Ear defenders will be selected taking into consideration noise levels and the level of reduction achieved. Suitable ear defenders will be worn in mandatory areas.

6.2 Dust

ICEX periodically assess dust levels within the factory produced by its operations and will endeavour to reduce exposure to employees to the minimum level using engineering means. The use of respiratory protection will be monitored by the Operations Manager.

Where appropriate, health surveillance will be made available.

7.0 Risk Assessments

ICEX shall carry out site specific Risk Assessments, for all activities carried out by the Company. All personnel including employees, contractors and members of the public will be considered in the risk assessment procedure. While considering the hazards (something with a potential to cause harm) and the risk (likelihood of the accident happening and severity of injury or harm), all eventualities will be considered when evaluating the risk, e.g. fire, bomb threats, flooding, etc. The procedure to be used is based on a scale of ‘Low, Medium, High’ considering likelihood and severity to calculate the risk factor.

Where high risks cannot be mitigated sufficiently by workplace precautions, a safety method statement, detailing in sequence, the safe system of work to be followed, will be produced.

The Operations Manager, will ensure that any necessary safe working procedures are developed to control the significant risks identified.

All risk assessments should be reviewed annually and the Chief Executive Officer and Operations Manager shall ensure that the information is kept up to date.

All employees will be informed of the risk assessments and employees must report any additional hazards identified of changes in work practices that make these assessments.

8.0 Manual Handling

Manual handling operations will be avoided, so far as is reasonably practicable, where there is a risk of injury.

Where it is not possible to avoid manual handling operations, an assessment of the operation will be made taking into account the task, the load, the working environment and the capability of the individual concerned. An assessment will be reviewed if there is any reason to suspect that it is no longer valid.

All possible steps will be taken to reduce the likelihood of a risk of injury to the lowest level possible.