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
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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
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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
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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.
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Document Description: Test Mk 4
Document Number: TEST-0004
Issue level: 0003
Issue date: 08/04/2013 12:37:01
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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
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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.
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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
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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.
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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
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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
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