Health & Safety
Our employees are important so we take care of them.
We have a legal and moral responsibility to the people we employ or who may be
affected by our work, to protect their health and to keep them safe. Our staff
usually work in premises that are not directly under our control which, means a
key aspect of part of our Health & Safety policy is to ensure that we fully cooperate with our clients in all Health and Safety matters. It is our job to familiarise
ourselves with all of our clients health & safety policies and procedures and to
inform our staff of these before they start work.
Risk Assessments
We adopt a continuous approach to Risk Assessment meaning that assessment
takes place at each of the sites where we work at set intervals. Furthermore we
establish clear lines of communication for staff and we encourage them to voice
any concerns or ideas they may have to improve safety. Where appropriate we,
incorporate these into the next Risk Assessment along with any new precautions
in the workplace.
COSHH Safety Training
All of our staff receive full COSHH (Control of Substances Hazardous to Health)
safety training, which details the hazards of all cleaning products they use, the
correct and safe way to use equipment and what to do in the event of an
emergency. At each site COSHH sheets for all cleaning chemicals used will be kept
in the same storage area as the chemicals themselves.
PAT Testing
All of the electrical equipment supplied for use to our staff is maintained and
tested on a regular basis in line with best practice the relevant legislation.
Fire Safety
Spectrum Clean staff follow the relevant fire safety procedures for the site at
which they are working. Our staff are also briefed on additional fire safety
information, for example fire assembly points, for the building(s) in which they
work
Health & Safety Statement
Spectrum Clean recognizes that the Health and Safety of it's employees,
customers and members of the public are of paramount importance and is
committed to ensuring the highest possible Health and Safety standards.
We ensure all our employees are fully trained on the safe working procedures to
be followed and that all machinery used on site is regularly tested and is in a safe
condition
Specifically every employee receives induction training on commencement of
their employment and refresher training is provided at least annually.
We ensure all accidents, no matter how small, are reported and investigated and
any recommendations implemented immediately.
Spectrumclean.co.uk provides Health and Safety Wall Charts covering: COSHH,
Fire Safety & Procedures, Slips, Trips and Falls, Rules for Handling Electrical
Equipment, Rules for Manual Handling, and Rules for looking after Our on-site
Machinery.
These Health and Safety Charts are positioned in a prominent position (usually
the cleaning cupboard) at the premises being cleaned.
As we operate at customers’ premises we recognize our responsibility fully cooperate with our customers in all Health and Safety matters. It is our job to
familiarise ourselves with all of our customers health & safety policies and
procedures and to inform our staff of these before they start work.
Health & Safety Policy Page 1 of 6
OBJECTIVES
The Principle objective of this policy is to prevent loss of or damage to the
company's assets, and/or those belonging to others who could be affected by our
activities. The most valuable of these assets are our employees, but property
(personal or company), plant, equipment, materials, or unplanned interruptions
to the work process come within the scope of the policy.
Secondary but equally important objectives of the policy include:- Acceptance by
all personnel of Health and Safety and welfare as a major responsibility, which has
equal status with other business disciplines such as quality production, etc., and
for this to be supported by adequate training.
The progressive reduction of Health and Safety hazards by identification of those
that exist and, by forward planning, to prevent others arising.
Fostering among employees the attitude of mind that safe working is an integral
part of activities at work.
Ensuring that effective control systems, both physical and procedural, are
available provided, maintained and used where necessary.
Regularly monitoring and reviewing and assessing the company's state of Health
and Safety and reviewing this policy annually or more frequently should the need
arise.
MONITORING
Monitoring the effectiveness of the Health and Safety policy is essential to
maintaining a safe and healthy working environment and particular attention will
be paid to:
The accidental and ill health record of the company
The standards of compliance with legal requirements or codes of practise relating
to Health and Safety.
The extent to which the company specifies, and achieves, within a certain
timescale certain long term objectives.
The extent of compliance with the organisational and arrangement sections of the
company's own policy manual including in particular the systems of work
developed by the company to meet its own needs.
Health & Safety Policy Page 2 of 6
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RESPONSIBILITY OF EMPLOYEES FOR HEALTH AND SAFETY
In all instances employees are accountable to their immediate superior. It is the
duty of every employee, and it is in their own interest, to exercise personal
responsibility and to do everything possible to prevent injury to themselves and
others. They shall familiarise themselves and comply with the company's Health
and Safety Policy. They must also comply with the duties of employees within the
Health and Safety at Work Act 1974.
These legal duties are:To take reasonable care for the Health and Safety of themselves and of other
persons who may be affected by their acts or omissions at work.
To co-operate with the company in all matters concerning Health and Safety at
work. This includes complying with all legitimate rules and instructions.
Not to intentionally or recklessly interfere with, or misuse anything provided in
the interest of health, safety, or welfare.
Employees must not carry out any duties that are in addition to what they were
employed to do unless they have received full training in the new duties.
All employees should note that their general duties are repeated and reinforced
in any other Health and Safety regulations.
Additional duties are to ensure that they:-
Conform to any instruction by Supervisors/Area Supervisors/Management in
matters relating to Health and SafetyFamiliarise themselves and comply with local
Fire and Emergency Procedures.
When in doubt over any matters relating to safety or health, shall request
guidance from Supervision/Management.
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Use correct tools and equipment for the task, which should be in good
condition.
Report all defects in tools, plant, equipment and materials or any obvious safety
or health hazards.
Not operate vehicles and machinery which are defective.
Use the personal protective equipment and other safety devices provided.
Use chemicals to manufacturer's dosages only.
Avoid improvisation.
Refrain from horseplay.
Immediately report all injuries, diseases and dangerous occurrences to the
Supervisor/Area Supervisor.
Make suggestions concerning Health and Safety to Supervision /Management.
A breach of these or other instructions, may well result in disciplinary procedures
being enforced. A copy of these can be seen on request
Health & Safety Policy Page 3 of 6
ACCIDENTS; TREATMENT, REPORTING AND INVESTIGATION
The term "accident" is to be defined as any unplanned event that may cause
personal injury and damage to the work process.The company will provide first
aid facilities to provide treatment for injuries. In the case of employees working
on a client's premises arrangements have been made to use their facilities.
In the case of employees working on a client's premises, arrangements have been
made to use their appointed First Aiders.
All accidents must be recorded in the Spectrum Cleans Accident Report Book. For
mobile staff or those working on a client's premises, accidents should be recorded
at the site where the accident occurred, or alternatively through their appropriate
line manager.
EMERGENCY PROCEDURES AND FIRE SAFETY
The fire regulations and evacuation procedures relevant to your place of work are
displayed on the notice boards on site.
Please ensure you are aware of these procedures and the marked fire exits.
RISK ASSESSMENTS
A risk assessment is available for each place of work, which identifies the hazards
of your work area. If these are not available for any reason, please raise this with
your immediate manager. You should be made aware of the risks associated with
each task you perform. Please raise this with your immediate manager if this
information is not forthcoming.
Copies of the Risk Assessment can be obtained from the Health and Safety
Advisor.
If having raised any issues regarding risk assessments to your manager no action
is taken, please escalate your concerns to the next level of management or
contact Human Resources.
HEALTH AND SAFETY TRAINING
It is recognised that the training has an important part to play in a Safety
Programme. The company will ensure that adequate facilities are available to
train all employees to carry out their tasks safely and efficiently.
No person will be required to perform any task unless he has been trained to do
so.
All new employees will undergo an Induction Programme that will ensure their
awareness of basic safety rules and procedures. All staff will receive refresher
training in Health and Safety. Records of training will be held at the employee's
place of work in the case of site staff, and at the offices of Spectrum Clean in the
case of mobile staff.
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Health & Safety Policy Page 4 of 6
CHEMICAL AND SUBSTANCE SAFETY
The company will implement fully the requirements of the Control of Substances
Hazardous to Health Regulations 1994. A comprehensive Chemical Register will be
maintained by the company and will include an individual data sheet for each and
every chemical and substance used.
ELECTRICAL SAFETY
Cables and plugs must be checked regularly. The correct procedure as instructed
by the manufacturer must always be followed.Any faults to the machinery must
only be actioned by a qualified engineer. Cleaning operatives must not carry out
repairs to machines at any time. All faulty machines must be identified and
withdrawn from use immediately. All portable electrical appliances will be PAT
tested every year as outlined in the risk assessment.
GENERAL GUIDANCE AND INSTRUCTIONS
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1. ELECTRICAL EQUIPMENT
You must never operate any electrical equipment unless you have received full
instructions in its use.
You must examine all items of electrical equipment before use and report any
suspected defects to you supervisor or manager before using them.
All electrical equipment must have a current electrical safety label attached.
All electrical equipment should be used with care. Ensure electrical sockets are
switched off before the plug is inserted or removed.
5. Plugs must not be removed by pulling the mains lead. Vacuums must not be
moved by pulling the mains lead. However, pulling by the hose to move the
machine IS acceptable.
6. Plugs and cables must be checked for wear and tear and any signs of damage.
7. All cables must be kept clear of the machines when they are in use.
8. No electrical must be allowed to come into contact with water except where
specifically designed to do so.
9. Do not operate or handle machinery/insert or remove plugs with wet hands.
10. Do not use or operate any machinery that appears faulty.
11. Electrical equipment may only be repaired and services by a Smile Cleaning
engineer or other authorised person.
12. Do not leave 'Live' machinery unattended.
13. Always disconnect machines from the power supply before changing any parts of
the machinery, e.g. brushes, disks etc.
14. Do not overload electrical sockets.
15. Always attach a 'DO NOT USE' label or sticky tape to faulty equipment or
machinery.
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Health & Safety Policy Page 5 of 6
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2. FLOOR CLEANING
You should never walk on wet floors. However, if it becomes necessary, do so
with care to avoid slipping.
Do not use any cleaning agents, chemicals or materials for any purpose other than
for what they are supplied for
Always display WET FLOOR signs.
The correct use of warning signs is clearly explained on posters displayed in the
cleaners' cupboards 'WARNING SIGNS'.
3. CLEANING MATERIALS
Always ensure that you are using the correct cleaning solutions or materials.
Do not use any cleaning agents, chemical or materials for any purpose other than
that for which they are supplied.
NEVER MIX OR EXPERIMENT WITH ANY SOLUTION OR CHEMICALS.
Always handle chemicals with care, avoid spillage and contact with the skin.
Never inhale fumes.
Rubber gloves must be worn at all times whilst using any/all chemicals
Never use a material if you are uncertain about its use.
All containers must be clearly marked. Chemicals must not be decanted into
unmarked containers. Spare labels are provided so that all chemical containers
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including trigger sprays must be clearly labelled with their contents. If you are
unsure of the contents of a container, DO NOT USE IT. Pour it down the cleaners'
cupboard drain and flush away with plenty of water.
4. LADDERS AND ACCESS EQUIPMENT
Do not work above head height without a stepladder.
Where ladders or other access equipment are being used, ensure that they are
safe before using them.
Ensure that the base of the equipment is secure and will not slip.
Do not use equipment for any purpose for which it is not intended.
Do not mount a high ladder unless a member of staff is securing the bottom of
the ladder.
Ensure all passers-by are aware of any hazard, e.g. use Warning Signs.
Always follow the manufacturer's instruction provided with the equipment.
5. LIFTING LOADS
Take care when lifting a heavy weight. Get assistance if necessary.
Bend your knees, not your back.
Never lift a weight beyond your capacity
gHealth & Safety Policy Page 6 of 6
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6. FALLS
Do not run whilst at work.
Always wear the recommended types of footwear.
Avoid machinery cables and wet floors.
Hold the handrails when using the stairs.
7. FIRE
You should be familiar with the layout of the building in which you are working.
All fire procedures that are in force must be observed.
You must be aware of the location of all fire alarms and fire exits.
You should become familiar with the sound of the fire alarm and be aware of the
assembly points.
Empty ashtrays into metal bins only.
If you do smoke, ensure that you extinguish and dispose of your cigarettes or
match correctly.
Never block or obstruct fire doors or exits.
8. WORKING ON CLIENT'S PREMISES
Whilst working on client's premises, you must obey all rules and regulations that
are in force.
Do not disconnect any electrical equipment unless you are told to do so.
Do not tamper with any client's equipment.
All accidents must be reported to your supervisor or manager and to the
management of the client's premises.
Take care not to damage any furniture or equipment.
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The client reserves the right to ban Smile Cleaning staff from their premises
without reason. However, the company will endeavour to find suitable alternative
employment. Although should this be unavailable, dismissal may occur.
Business
Lone Workers Policy page 1 of 3
CONTROLLING THE RISKS OF SOLITARY WORKERS
SAFE WORKING ARRANGEMENTS (Health & Safety at Work Act) FOR LONE
WORKER
Spectrum Clean complies with the Health and Safety at Work Act 1974 and the
Management of Health and Safety at Work (MHSW) Regulations 1999
Smilecleaning.com takes steps to avoid or control risk where necessary
DEFINITION OF A LONE WORKER
Lone Workers are those who work by themselves without close or direct
supervision. Spectrum Clean employs many people who often work alone outside
normal hours (i.e. 7am-9am and 7pm - 9pm)
ASSESSING AND CONTROLLING THE RISKS
Spectrum Clean works towards identifying the hazards of work, assessing the risks
involved, and putting measures into place to avoid or control the risk
Spectrum Clean talks to employees as we recognise that they are a valuable
source of information and advice. This helps to ensure that all relevant hazards
have been identified and appropriate controls chosen
Spectrum Clean’s control measures include instruction, training, supervision, and
personal protective equipment (PPE's). Risk assessments are reviewed from time
to time to ensure they are still adequate.
When risk assessments show that I is not possible for the work to be done safely
by a lone worker, arrangements for providing help and/or back-up will be put into
place.
In almost all cases our operatives work at another employee's workplace. The
other employer advises smilecleaning.com of any risks and control measures to
be taken
Lone Workers Policy page 2 of 3
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OPERATIVES INVOLVEMENT
All operatives will be shown the safe way in and out of the building.
All operatives will be shown all the fire escape routes, how to release the doors,
and the quickest way to the nearest fire escape should there be a fire or
obstruction
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All operatives will be shown the safe way to use portable step ladders whilst
working alone. These will only be used on the rarest of occasions and only when
absolutely necessary.
All operatives will learn how to lift objects safely. Small objects only will be
lifted
All operatives will lock the doors to the building after entering. The keys will be
kept inside their tabard. Operatives are not permitted to let in any person who is
unknown to them or who they feel should not have access to the premises.
Operatives should not hesitate in making a telephone call if they are unsure and
require clarity
Emergency telephone numbers should be both kept inside the operative's tabard
and also logged onto their mobile phone. Operatives should NEVER hesitate to
make a call regardless of the time of day or night.
All operatives should have a fully operational, and fully charged mobile phone on
them at all times. This mobile phone should NEVER be kept in the operatives'
handbag, locker, or car or any other place which is not immediately accessible. In
the rare event that the operatives' mobile phone is not working, the operative
should not hesitate to use the clients nearest land line telephone. The operative
must be informed that dialling 9 prior to the telephone number is essential to
obtain an outside line. The operative must never use this line for personal 'chit
chat to friends.
Under Spectrum Clean’s rules and regulations young workers are not permitted to
work alone.
Ensure the operative is medically fit and suitable to work alone and that they do
not have any medical conditions which make it unsuitable for them to work alone
(i.e. epilepsy, asthma, or other types of fits or attacks etc.)
Training is critical where there is limited supervision. Lone workers need to be
suitably experienced in life to understand the risks and precautions fully.
Spectrum Clean will set the limits as to what can and cannot be done whilst
working alone. Spectrum Clean will ensure operatives are competent to deal with
circumstances which are new, unusual, or beyond the scope of training (i.e. when
to stop work and seek advice from an Area Manager, and how to handle
aggression…see separate training leaflet)
Spectrum Clean ensures that operators understand the risks associated with their
work and that the necessary safety precautions are carried out. Area Managers
can provide guidelines in situations of uncertainty
Lone Workers Policy page 3 of 3
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OPERATIVES INVOLVEMENT continued
Frequent and periodic site visits to monitor progress are combined with
discussions in which Health and Safety issues are raised.
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Operatives new to a job are accompanied at first and site visits are made on a
daily basis for the first week. Lone workers are monitored during daily visits and
through telephone calls to see if they remain safe.
Operatives must be capable of responding correctly to emergencies and must
follow all emergency procedures.
All operatives must know the location of the First Aid box, and have access to it.
Under the ELCI Act 1969, Spectrum Clean has insurance of £10.000.000.
Environmental Office Cleaning Policy
Environmental Policy
Spectrum Clean is committed to providing a quality service in a manner that
ensures a safe and healthy workplace for our employees and minimises our
potential impact on the environment. We will operate in compliance with all
relevant environmental legislation and we will strive to use pollution prevention
and environmental best practices in all we do.
We will:1. Integrate the consideration of environmental concerns and impacts into all of our
decision making and activities,
2. Promote environmental awareness among our employees and encourage them to
work in an environmentally responsible manner,
3. Train, educate and inform our employees about environmental issues that may
affect their work,
4. Reduce waste through re-use and recycling and by purchasing recycled, recyclable
or re-furbished products and materials where these alternatives are available,
economical and suitable,
5. Promote efficient use of materials and resources throughout our facility including
water, electricity, raw materials and other resources, particularly those that are
non-renewable,
6. Avoid unnecessary use of hazardous materials and products, seek substitutions
when feasible, and take all reasonable steps to protect human health and the
environment when such materials must be used, stored and disposed of,
7. Purchase and use environmentally responsible products accordingly,
8. Where required by legislation or where significant health, safety or environmental
hazards exist, develop and maintain appropriate emergency and spill response
programmes,
9. Communicate our environmental commitment to clients, customers and the
public and encourage them to support it.
10. Strive to continually improve our environmental performance and minimise the
social impact and damage of activities by periodically reviewing our
environmental policy in light of our current and planned future activities