Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) Rowe Hankins Ltd. Health & Safety Policy Manual Scope of the OHSAS 18001 Management System: Office, manufacturing, workshop and warehousing activities relating to electrical, electro mechanical and electronic components and equipment Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) Contents 4.2 Health & Safety Policy Statement 4.3 Planning 4.3.1 Hazard identification, risk assessment and determining controls 4.3.2 Legal and other requirements 4.3.3 Objectives and programmes 4.4 Implementation and Operation 4.4.1 Resources, roles, responsibility, accountability and authority 4.4.2 Competence, training and awareness 4.4.3 Communication, participation and consultation 4.4.3.1 Communication 4.4.3.2 Participation and consultation 4.4.4 Documentation 4.4.5 Control of documents 4.4.6 Operational control 4.4.7 Emergency preparedness and response 4.5 Checking 4.5.1 Performance measurement and monitoring 4.5.2 Evaluation of compliance 4.5.2.1 4.5.2.2 Legal compliance evaluation Other requirements compliance evaluation 4.5.3 Incident investigation, non conformity, corrective and preventive action 4.5.3.1 4.5.3.2 Incident investigation Non conformity, corrective and preventive action 4.5.4 Control of Records 4.5.5 Internal audit 4.6 Management review Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) 4.2 OH&S Policy Statement Rowe Hankins LTD manufactures and warehouses electrical, electro mechanical and electronic components and equipment. Activities relating to the scope referenced above are covered by our OH&S management system and procedures referenced by our health and safety policy document. 1. 2. 3. 4. 5. 6. 7. 8. Maintain a safe, healthy and smoke free work environment. Provide adequate control of the health and safety risks arising from its work activities. Provide and maintain safe plant and equipment. Ensure safe handling and use of substances. Provide information, instruction and appropriate supervision for employees. Ensure competence through training and instruction. Committed to the prevention of injury, ill health and work related incidents. Committed to continual improvement of OH&S performance and the OHSAS management system. 9. Committed to meeting legal and other requirements to which Rowe Hankins subscribes relating to workplace hazards. 10. Setting OH&S objectives at management reviews or intervening management meetings. 11. This policy statement shall be communicated to staff via frequent staff meetings, posting of policy, inductions and ongoing training relating to OH&S planning. See section 4.3 of the OHSAS 18001 policy document. 12. This policy statement is available to all interested parties via the company’s web site and also on request. 13. This policy statement is subject to review at the company’s frequent OHSAS 18001 management review. Employees at Rowe Hankins will be consulted on matters relating to OH&S. Employees are not subject to formal disciplinary action for refusing to work on valid health and safety grounds. Signed A. Jones, Managing Director Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) 4.3 Planning 4.3.1 Hazard identification, risk assessment and determining controls Rowe Hankins has established, implement and maintain a risk assessment process and work instruction for ongoing hazard identification, risk assessment, and determination of necessary controls. The risk assessment process RH-P10-03-01 takes the following into account: Risk assessment work instruction RH-WIO-03-03-01 4.3.2 Legal and other requirements Legal requirements relating to the company OH&S management system are identified through application of the company’s Legal requirements process RH-FP-09-03-02. 4.3.3 Objectives and targets Objective Training ????? COSHH register reduction by substitution ????? 4.4 Target Programme for achieving objective KPI Programme and action programme KPI Programme and action programme Implementation and Operation 4.4.1 Resources, roles, responsibility, accountability and authority Both the company and employees have legal duties under the Health and Safety at Work etc Act 1974. Responsibilities of the Company Lead by the Managing Director recognises and accepts its legal and moral duty to: Promote health & safety within management’s sphere of operations and ensure that any changes to the policy are brought to the attention of all employees. Ensure the provision of resources, both financial and equipment to ensure that the company’s obligation to statutory health, safety and welfare requirements is met and where reasonable, exceeded. Support and encourage all staff members to achieve the highest standards in accident prevention. Ensure that the employer’s liabilities are covered by insurance. Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) The management team at Rowe Hankins demonstrates its commitment to continual improvement of occupational health and safety via the following a. Ensuring that resources are made available essential to the establishment, maintenance and improvement of the Rowe Hankins Occupational health and safety management system. This is provided in the format of outputs from formal management reviews in line with section 4.6 of this manual, outcomes from improvement and preventive action programmes, incident investigations and advice provided by competent advisors employed by the business. b. Roles and accountabilities are set out in this manual, associated processes and risk assessments. The management team at Rowe Hankins have responsibility for ensuring compliance to all applicable regulatory requirements relating to occupational health and safety. In addition the management team shall demonstrate commitment to continual improvement of occupational health and safety performance via active participation. Management Representative The Quality Manager acts as the management representative for the Rowe Hankins OHSAS 18001 management system and shall report directly to the MD on all matters relating to occupational health and safety. The Quality Manager is responsible for the following; a. Ensuring the OHSAS system is managed, implemented and maintained in line with OHSAS 18001 and the applicable legal and other requirements. b. Reports on the performance of the OHSAS 18001 management system, including KPIs, internal audits, legal compliance assessments and incident investigations. Drafts the management review in line with clause 4.6 providing all relevant performance inputs. 4.4.2 Competence, training and awareness Rowe Hankins provides training and awareness of requirement a. The company ensures that persons under its control are competent on the basis of appropriate education, training and experience. Training needs / training inputs relating to occupational health and safety are processed in accordance with the company’s training process RH-P06-01. Records of training and competence are retained in line with section 10 of RH-P06-01. Training shall ensure that persons under the control of the business are aware of the occupational health and safety consequences, actual or potential of their work activities, behaviour within the workplace and the benefits of improved personal OH&S performance. b. Roles and responsibilities under the requirements of this OHSAS 18001 system including responsibilities during emergency scenarios. See section 4.4.7. c. 4.4.3 Footer Consequences of departure from the OHSAS management system including formal discipline as appropriate. Communication, participation and consultation Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) 4.4.3.1 Communication a. Internal communication relating to Occupational Health and safety is conducted via the following; Monthly staff meetings (records retained by the HR Manager) Management review minutes Internal audit opening and closing meetings Compliance assessment audits opening and closing meetings QUENSH Notice board communication During risk assessment development/change b. Communication with contractors c. 4.4.3.2 Health and safety induction – risk assessment/method statement review and approval for on-site maintenance work including hot work, construction etc prior top contractor approval. External communications relating to occupational health and safety are recorded on format F09-04-01. Responses are agreed and recorded using format F09-04-01. Participation and consultation a. Risk assessment work instruction RH-W10-03-01 provides the requirements for participation and involvement in hazard identification, risk assessment and control measures. Employees shall as a matter of routine be included and participate in the investigation of incidents, see section 4.5.3.1 of the manual Employee involvement in the development of OH&S policy, system changes and objectives shall be via the monthly staff meetings. Records retained by the HR Manager. Representation is facilitated via monthly staff meetings and via the development of risk assessments via work instruction RH-W10-03-01. The QUENSH notice board shall inform members of the team of participation arrangements relating to monthly staff meetings. All employees are entitled to make direct representation to the management team relating to any occupational health and safety issue, either as it is observed or alternatively via monthly staff meetings. b. See section 4.4.3.1 b for contractor controls. The company shall ensure that where appropriate external parties such as the HSE, insurance company and competent advisor are consulted about pertinent OH&S matters. Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) 4.4.4 Documentation a. OH&S policy – see section 4.2 of this manual, objectives see section 4.3.3 of this manual. b. Scope, see page 1 of this manual c. Sections of the manual relates directly to OHSAS 18001:2007. Hyperlinks provide direct links to associated processes, work instructions and records. See diagram below. Continual OH&S Improvement Management review 4.6 Checking & corrective action 4.5 Policy 4.2 Planning 4.3 Implementation and operation 4.4 d. Documents necessary for the effective implementation of this management system 4.4.5 Controlled hard copy of OHSAS 18001 retained by the Quality Manager. Liability insurance policy and associated documents This OHSAS Manual, associated processes and work instructions Risk assessments Records as generated and specified by process, work or work instruction Control of documents The company applies process RH-P04-01 for controlling documents (including external) related to the OHSAS 18001 management system Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) 4.4.6 Operational control The company provides risk assessments covering operations and activities and the associated hazards. See the risk assessment process RH-P10-03-01 and referenced risk assessment work instruction RH-WIO-03-03-01 providing appropriate methodologies covering existing hazards and newly identified hazards resulting from a change in work place activity. a. The company’s risk assessments are considered an integral part of the company’s operating methodology and are designed to optimise occupational health and safety. All employees are required to comply with requirements specified in the company’s risk assessments. b. Purchased goods in support of risk controls (i.e. PPE, safety related equipment or services) shall be purchased on the basis of the appropriate specification or qualification. Where advice is sought relating to health and safety legislation this shall be provided via a competent advisor. c. Contractors are required to submit method statements and risk assessments to the Quality Manager prior to work commencing at Rowe Hankins. The Quality Manager is responsible for reviewing and approving risk assessments prior to the commencement of contractor work. In the majority of cases work shall be of a routine nature relating to the maintenance of the building and infrastructure. Rowe Hankins retain a duty of care and responsibility to ensure all contracted work is completed in a controlled / safe manner. d. Rowe Hankins provides procedures and work instructions to ensure that its employees do not deviate from the requirements of this OHSAS manual and objectives provided in section 4.3.3 e. Operating criteria for individual jobs is specified in job related work instructions. These are augmented by risk assessments. 4.4.7 Emergency preparedness and response See emergency preparedness work instruction RH-W09-04-01 Fire Fire risk assessments will be carried out part of the company’s routine emergency preparedness arrangements or following changes to the layout or modifications to the building. Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) The Quality Manager is responsible for ensuring that adequate fire precautions are taken in line with the fire risk assessment including: Provision of clear escape routes Provision and maintenance of fire extinguishers Evacuation procedures Regular testing of fire alarms & periodic fire drills Training of fire wardens in the use of extinguisher Safe storage of flammable materials (including waste paper & packaging) First aid emergency preparedness The company shall arrange for suitable training of first-aiders. All employees shall be made aware of the identity of the persons who are qualified to perform first aid and the location of the fully stocked first aid box. In the event of an accident the employee will notify his immediate manager who will carry out an investigation into the accident. Future training will be co-ordinated by the Quality Assurance Manager 4.5 Checking 4.5.1 Performance measurement and monitoring Rowe Hankins monitors incident performance as part of its KPI measurement process. The KPI measure covers the following categories; Accidents Incidents Near misses See RH W10-04-01 for our accident, incidents and near miss reporting work instruction. 4.5 Checking 4.5.2 Evaluation of compliance 4.5.2.1 Legal compliance evaluation Compliance with regulatory and other requirements is completed in line with the internal audit process RH-P08-01. Compliance assessments are recorded using format RH-F05-01-07. 4.5.2.2 Other requirements compliance evaluation Other requirements assessment as per 4.5.2.1 above 4.5.3 Incident investigation, non conformity, corrective and preventive action 4.5.3.1 Incident investigation Footer Document Description: Test Mk 4 Document Number: TEST-0004 Issue level: 0003 Issue date: 08/04/2013 12:37:01 Approved By: Dale Town (consultant) See RH W10-04-01 for our accident, incidents and near miss reporting work instruction. 4.5.3.2 Non conformity, corrective and preventive action See non conforming, corrective and preventive action process RH-P08-03 4.5.4 Control of records Records relating to the Rowe Hankins Occupational Health and Safety system are retained in line with RH-P04-01. 4.5.6 Internal Audits The company’s OHSAS 18001 management system is subject to internal audit in line with the requirements of process the internal audit process RH-P08-01. Responsibility for ensuring that internal audits takes place rests with the Quality Manager. 4.6 Management reviews The company’s OHSAS 18001 management system is subject to review at six monthly frequency. The Quality Manager is responsible for drafting the management review against the following agenda requirements; 1. Follow-up actions from previous management reviews; 2. Results of internal audits and evaluations of compliance with applicable legal requirements and with other requirements to which the organization subscribes; 3. The results of participation and consultation 4. Relevant communication/s from external interested parties, including complaints. 5. OH&S performance of the organization. 6. The extent to which objectives have been met 7. Status of incident investigations, corrective actions and preventive Actions. 8. Changing circumstances, including developments in legal and other requirements related to OH&S; and recommendations for improvement. Records of management review are retained in line with RH-P04-01 requirements Footer