Estate Support Service
Health and Safety Management and Employee Consultation
Distribution: This document must be brought to the attention of all ESS
Managers and Employees
This information can be made available electronically or in large print
should it be required, please contact ESS Health and Safety Officer by
telephoning 0191 222 6847 or emailing gary.morton@ncl.ac.uk
1
Contents
1.1
Introduction
1.2
Health and Safety Management System
Appendix A -
ESS Health and Safety Management Group
Appendix B -
ESS Health and Safety Committee
Appendix C –
Consultation and approval process for Health and Safety
Policies, Guidance and Arrangements
2
1.1 Introduction
Estate Support Service (ESS) accepts that its responsibility for the health, safety
and welfare at work of its employees and others that may be affected by its
activities.
ESS has implemented the following management system to ensure that Health
and Safety is properly managed.

ESS Health and Safety Management Group (see Appendix A)

ESS Health and Safety Committee (see Appendix B)

ESS Consultation and Approval process for Health and Safety Policies,
Guidance and Arrangements (see Appendix C)
1.2 Health and Safety Management
We will use the following principles to ensure suitable systems are implemented
to manage Health and Safety

Policy, effective health and safety policies will be set to give the
organisation clear direction. They will contribute to all aspects of business
performance as part of a demonstrable commitment to continuous
improvement. Responsibilities to people and the environment will be met
in ways, which fulfill the spirit and letter of the law. The organisation
recognises that by implementing cost-effective approaches to preserving
and developing physical and human resources it will reduce financial
losses and liabilities.

Organising, ESS will ensure it has an effective management structure
and adequate arrangements in place to deliver its policy. All employees
will be motivated and empowered to work safely and to protect their longterm health, not just to avoid accidents.
These arrangements are:

Underpinned by effective staff involvement and participation.

Sustained by effective communication and the promotion of competence
which allows all employees and their representatives to make a
responsible and informed contribution to the health and safety effort.

A shared common understanding of the organisation's direction, values
and beliefs.

A positive health and safety culture is fostered by the visible and active
leadership of senior managers
3

Planning, There is a planned and systematic approach to implementing
the health and safety policy through an effective health and safety
management system. The aim is to minimise risks, risk assessment
methods are used to decide on priorities and to set objectives for
eliminating hazards and reducing risks. Wherever possible, risks are
eliminated through the selection and design of facilities, equipment and
processes. If risks cannot be eliminated, they will be minimized by the use
of physical controls or, as a last resort, through systems of work and
personal protective equipment. Performance standards are established
and used for measuring achievement. Specific actions to promote a
positive health and safety culture are identified in the annual Health and
Safety Action Plan.

Measuring performance, performance is measured against agreed
standards to reveal when and where improvement is needed. Active selfmonitoring reveals how effectively the health and safety management
system is functioning. This looks at both hardware (premises, plant and
substances) and software (people, procedures and systems) including
individual behaviour and performance. If controls fail, reactive monitoring
discovers why by investigating accidents, ill health or incidents which
could cause harm or loss.
4
The objectives of active and reactive monitoring are:

To determine the immediate causes of sub-standard performance.

Identify the underlying causes and the implications for the design and
operation of the health and safety management system.

Longer-term objectives are also monitored.

Auditing and reviewing performance, The organisation will learn from
all relevant experience and applies the lessons. There is a systematic
review of performance based on data from monitoring/inspections and
audits of the whole health and safety management system. There is a
strong commitment to continuous improvement involving the constant
development of policies, systems and techniques of risk management.
Performance is assessed by:

Internal reference to key performance indicators.

External comparison with the performance of business competitors and
best practice.
1.3 Employee Consultation
ESS recognises that proper consultation with our employees on health and safety
matters is a legal requirement and can make a significant contribution to creating
and maintaining an effective “health and safety culture” within our business.
The effect on employees’ motivation, and awareness of the importance of health
and safety, should be entirely positive with the potential for greater efficiency and
a reduction in accidents or incidents of work-related ill-health.
We will make every effort to consult with our employees and stakeholders on all
matters relating to their health and safety at work. This consultation will take
place via:

ESS and University Health and Safety Committees

Team Meetings

Briefings and Toolbox talks etc
5
Appendix A
6
ESS Health and Safety Management Group - Terms of Reference
1.0 Membership
The membership of the group will comprise of management representatives from
all sections within ESS. In the event that the usual management representative
cannot attend a meeting of the Group they must nominate a replacement from
that section to take their place.
The members of the team from the University Safety Office will be co opted
members and will be requested to attend meetings of the group when it is
considered that their expertise is required.
Members
Clare Rogers (Chair)
Gary Morton (H&S
Officer)
Doug Swailes
Steve Lynn
Lynne Edis
Dean Apes
Ian Walker
Matt Dunlop
George Weswater
Sean Archer
Daniel O’Connor
Jennifer Molyneux
Dave watt
Sheridan Coulthard
Alan Hall
Len Wilson
Caroline Campbell
2.0 The objectives of the Group are to ensure:
The accurate and efficient dissemination of Health and Safety Information,
Policies and Procedures.
That they develop, consult, review and monitor health and safety policies and
arrangements within ESS.
That Health and Safety maintains its high profile within ESS.
3.0 Responsibilities of the group are to:
Study incident statistics with a view to identifying trends and preventing further
occurrence.
Develop and maintain lines of communication within sections to ensure full and
efficient communication of all Health and Safety information to all areas of ESS.
Contribute to the development and implementation of health and safety policies
and arrangements.
Discuss any involvement with the HSE or other enforcing authorities.
7
Consider and discuss new and proposed Health and Safety Legislation and its
impact upon ESS.
Ensure Health and Safety communication is maintained between all sections.
All members of the Group have a responsibility for monitoring health and safety
within their Sections to identify areas for improvement.
Devising a monitoring system for health and safety performance within ESS.
Formulating annual action plans to improve health and safety in each section.
8
Appendix B
9
Estate Support Service
Health & Safety Committee
Constitution
1.0
Constitution
1.1
Title
The Committee will be called ESS Health and Safety Committee
1.2 Membership
Membership of the Committee will be as follows: Management Representatives
The Director of ESS will nominate a management representative from
each of the directorates service areas.
Trade Union Safety Representatives
The Director of ESS will actively encourage Trade Union representation at
meetings of the Committee based on proportional membership
Employee Safety Representatives
To ensure each team in ESS is represented at the Safety Committee
volunteers will be asked to attend meetings in the capacity of
Employee Safety Representative
A substitute member will be entitled to attend any meeting in place of a
representative that is unable to attend.
10
Chair and Vice-Chair
3.0
The Chair and Vice-Chair will be appointed annually by the Committee and
will be made up of a Management Representative and a Trade Union
representative.
3.1.
The position of Chair and Vice–Chair of the Committee will rotate annually
between a Senior Manager from ESS and Employee or Trade Union
representatives.
Guidance and Support
4.1.
As part of the representation the ESS Health and Safety Officer will attend
all meetings of the Committee.
Purpose of the Health and Safety Committee
5.0
The Committee will have the function of promoting co-operation between
employer and employees.
Advisers
6.0
Management, Trade Union and Employee representatives will have the
right to co-opt, in a consultative capacity, specialist representatives from
the University Safety Office
Trade Union/Employee Representatives Facilities
7.0
In representing their members Trade Union/Teams representatives must
be allowed:
 Reasonable time, where necessary, to change from work clothing
should they wish to.
 Access to reasonable facilities for meetings to discuss items on
the agenda, this will normally be a half hour before the meeting
of the safety committee, or outside of normal working hours.
11
8.0 Procedure
8.1
The Committee will have an annual general meeting (AGM) to agree the
Chair and Vice-Chair and also to approve the Constitution and its Terms of
Reference.
8.2
The Committee will meet quarterly at a time and date in agreement with
the majority of the Committee. Additional meetings can be requested by
Management, Trade Union or Employee Representatives upon request
being made to the chairperson.
8.3
The minimum number of members present at a Committee meeting will
be three members from both management and employees.
8.4
Items for the agenda are to be submitted to the ESS Health and Safety
Officer one week before the scheduled meeting with full details of the
issue to be discussed. The Chair will confirm the suitability of the item
with the Vice-Chair and the ESS Health and Safety Officer for inclusion on
the agenda.
8.5
Directorate management will ensure that adequate copies of the minutes
are distributed so that safety representatives, who are not members of
the committee, and employees who are covered by the committee are
provided with reasonable access to copies of the minutes as soon as
possible after the meeting has taken place.
12
Estate Support Service
Health & Safety Committee
Terms of Reference
1.
To keep under review the directorates Health and Safety policy, its
implementation and strategies used to manage risk.
2.
To promote cooperation between the directorate and its employees in
instigating developing and carrying out measures to ensure continual
improvement of the organisations health and safety performance.
3.
To discuss with employee representatives matters which affect the health,
safety and welfare of employees in the directorate.
4.
To consider the implications of the directorates operations and procedures
and any changes to the Health and Safety Policy or changes in Health and
Safety legislation.
5.
To consider reports on the numbers and type of incidents, accidents and
reports of violence to employees which occur within the directorate, to
allow the early identification of trends and where necessary identify
appropriate remedial action.
6.
To consider regular reports from Management Representatives and Safety
Representatives, on the effectiveness of action taken to plan, organise,
control, monitor and review preventative measures taken within the
directorate to ensure the health safety and welfare of its employees.
13
Protocol for Raising Agenda Items at Health and Safety Committee
Employee identifies Health and Safety Issue
Issue is raised with ESS health and
safety rep
Issue is raised with appropriate line manager
Issue is investigated
Line Manager informs employee of the findings of the
investigation
Issue is resolved
Issue is not resolved
Employee/ESS Health and Safety Rep escalates issue and raises with
appropriate senior manager
Issue is investigated
Senior manager informs employee of the findings of the
investigation
Issue is resolved
Issue is not resolved
Issue is escalated and raised at ESS Health and Safety Committee
Issue is investigated
Employee/ESS Health and Safety Rep is advised of the findings
of the investigation
Issue is resolved
14
Health and Safety Committee Membership
Chair: Employee/Trade Union or ESS Senior Manager (rotating)
Vice Chair: Employee/Trade Union or ESS Senior Manager (rotating)
ESS Health and Safety Officer
Management Representatives:
Head of Capital Development
Maintenance Manager
Improvements Manager
Head of Facilities Management
Head of Customer Services and Administration
Employee representatives:
Capital Development Team
Maintenance Team
Improvements Team
Facilities Management Team
Customer Services and Administration Team
Union Representatives:
1 x Representative per Union
15
Appendix C
16
Consultation and Approval process for Health and Safety Policies,
Guidance and Arrangements
All Health and Safety Policies, Codes of Practice and Guidance Documents must
follow this procedure for approval and consultation prior to implementation.
Health and Safety
Policies, codes of
practice and
guidance
reviewed/revised or
developed
First round of
consultation – ESS
Health and Safety
Management Group
Amendment and
Implementation
Second round of
consultation - ESS
Health and Safety
Committee
17