HSE Manual for office based employees

OFFICE
HSE MANUAL



OFFICE
HSE MANUAL

COMPANY: ………………………………………………………………………………….
FINANCIAL DIRECTOR: ………………………………………………………………...
CONTROLLED DOCUMENT NUMBER: ……………………………………………….



OFFICE HSE MANUAL Issue
Date
CONTENTS
01/02/12
Manual Ref Contents / Section title 01/02/12
01/02/12
OM 01 Introduction 01/02/12
OM 02 Staff Induction and Training 01/02/12
OM 03 Risk Assessments and Review Procedures 01/02/12
OM 04 Office Waste
OM A1 Appendix 1: ‘Your Health and Safety Pack’
OM A2 Appendix 2: Asbestos Management

OM 00 (01/02/12) Contents / QA page 1 of 1



1 Introduction

This manual will provides an overview of the requirements of the TW HSE Management
System, focusing on the issues you deal with on a day-to-day basis in the office
environment. In addition to outlining these requirements, you will find detailed guidance
relating to HSE management within our offices.

1.1 The TW HSE Management System

The Taylor Wimpey UK (TW) Health, Safety and Environment (HSE) Management
System provides a framework for managing HSE risks. It ensures that the responsibility
for day-to-day management is effectively communicated and transposed from board level
to all staff, whether office or site based, or sub-contractors. The HSE Management
System framework comprises a series of strategic and operational controls in the form of
connected manuals and tools, supported by guidance, procedures and checklists.

Regular monitoring, review and updating of the HSE Management System is fundamental
to achieving continual improvement in HSE performance and is therefore supported by an
internal HSE audit process for all areas of the organisation. This will then ensure that all
offices and sites are effectively managing their significant safety risks and environmental
issues.

OM 01 (01/02/12) Introduction page 1 of 4

1.2 General Policy Statement

OM 01 (01/02/12) Introduction page 2 of 4

1.3 Contact List

A completed copy of the completed current Office Contact List (see below) should be
kept available and readily accessible to all who may need it. Blank forms are available
(available on the TW onsite Intranet – HSE channel – Office Manual Documents).

OFFICE CONTACT LIST
Company Name:

OFFICE HOURS name int ext mobile

Finance Director
Office Manager/Administrator
First Aider 1

First Aider 2

Fire Warden 1

Fire Warden 2

Fire Warden 3

Fire Warden 4

OUT OF HOURS name telephone

Finance Director

Office Manager/Administrator

EMERGENCY name telephone
Gas
Water
Electricity
Security Alarm
Fire Alarm
Other:
Other:
Other:

OM 01 (01/02/12) Introduction page 3 of 4

1.4 Key Roles and Responsibilities

Finance Director
The Financial Director is “responsible for the implementation of Taylor Wimpey Office
HSE Procedures and Standards within the office environment.”
[TW Operating Framework]

Office Manager/Administrator
 Assist the Finance Director by carrying out the day-to-day operations involved
in implementation of Taylor Wimpey Office HSE Procedures:
 Tailor the “Your Health and Safety Pack” to your particular company office
(see section 2);
 Arrange for new staff inductions (see section 2);
 Carry out Office Inspections at least monthly (see section 3.3);
 Co-ordinate the work of the Fire Wardens (see below);
 Arrange for any construction work required in the office with the assistance of
the Commercial and Production Directors (as appropriate) and;
 Ensure that all office waste is correctly disposed of (see sections 4.1 and
4.3).

Fire Warden

Fire Warden(s), together with the Office Manager, are to agree a plan that enables
them to collectively fulfil the following responsibilities, taking absences from the office
into account:

Routinely:
 check the office and office equipment for fire risks;
 check the fire signage, escape routes and fire fighting equipment;
 check the fire alarms weekly (note: ensuring that the building factor carries
this out is sufficient);
 check the emergency lighting six-monthly (note: ensuring that the building
factor carries this out is sufficient);
 report the findings to the Office Manager; and
 assist the Office Manager to carry out the Fire Precautions section of the
Monthly Office Inspection (see section 3.3);

In the event of a fire:
 check the office evacuation (as far as it is safe to do so);
 arrange for a head count to be carried out; and
 report to the senior TW staff member at the assembly point.

OM 01 (01/02/12) Introduction page 4 of 4

2. Staff Induction and Training

2.1 Office Staff Health and Safety Induction

The Office Manager/Administrator will arrange for all new office staff to receive their
health and safety induction on their first day. This is to include:

 a tour of the office (including the car park, etc);
 an introduction to the key personnel;
 being shown the DVD: “Office Safety Essentials”;
 being given a copy “Your Health and Safety Pack” (see Appendix 1); and
 being talked through the pack.

The Office Manager/Administrator must tailor the Health and Safety Pack to their
respective company, keep it up to date and reissue as necessary. In addition, laminated
copies of the following pages in the booklet, should be made as posters and displayed at
fire exits and on notice boards as appropriate:

 Fire Action Procedures;

 First Aid Procedures; and

 Manual Handling Procedures.

2.1.1 Induction Notes: Introduction

Welcome new members of staff and introduce yourself. Provide a brief tour of the office
pointing out the fire exits, alarms and muster points, notice boards and contents, location
of trolleys for the movement of goods, etc.

The messages of the session are simple, straight forward but vital. Emphasise that
Taylor Wimpey takes health and safety very seriously and any problems must be reported
to their line manager, no matter how trivial they may seem. Inform staff not to try and
remedy problems for which you are not trained and competent – e.g. fixing faulty
electrical equipment.

“We want all of our people, whether employee or
subcontractor, to go home at the end of the day
safe and healthy. This is not just about legal
responsibilities or the ‘cost of an accident’, it is just
the right thing to do. Nothing is worth risking a
serious accident or death.”
Peter Redfern
Group Chief Executive Taylor Wimpey plc

OM 02 (01/02/12) Staff Induction and Training Page 1 of 4

2.1.2 Induction Notes: Run the DVD – “Understanding Safety in the Office”

Show the DVD (20 minutes). After the showing take some time to discuss issues raised.
Possible interactive questions follow each of the seven sections:

 Office Housekeeping -
How does housekeeping prevent office accidents?

 Your Workstation -
How does your posture affect your long-term health?

 Safety Around the Office -
What are some of the hazards present in your office?

 Manual Handling -
What should you do before trying to lift an object?

 Emergency Response -
Where is the designated safe assembly area for your building?

 Office Security -
How can you help maintain a safe and secure office?

 Aggression Response –
What are some of the reasons for clients becoming aggressive?

2.1.3 Induction Notes: Issue Copy of “Your Health and Safety Pack”

Issue each new member of staff with their office specific booklet: “Your Health and Safety
Pack” and go through each section:

 Introduction  
including General Policy Statement.  

 Fire Action Procedures
If you discover a fire you must …

 First Aid Procedures
In the event of an accident

 Bomb threat procedures Your Health and Safety Pack
If you receive a bomb threat do not panic and do not
hang up the phone. Local Company Name
Address
Address

 Manual Handling and Hazardous Substances
Only you know what you can comfortably lift.
Be alert to possible contact with hazardous substances.

 Your Workstation
Including the “VDU workstation checklist” (should be first used within 2 weeks of
starting work).

OM 02 (01/02/12) Staff Induction and Training Page 2 of 4

 Appendix: Office Risk Assessments and Key Control Measures
G01 Fire Precautions
G02 Work with VDUs
G03 Electrical Hazards
G04 COSHH
G05 Storage and Manual Handling
G06 Work at Height
G07 Expectant Office Staff Member*
G08 Young Person: Office Staff Member*
* Individual GO7 / G08 needed where applicable.

2.2 Training

OFFICE STAFF Approved provider

All office based staff Office Safety Essentials Office Manager or
(DVD and discussion) Regional HSE Advisor

Fire Warden Fire Warden Course Regional HSE Advisor

Office based staff Site Safety Induction (and card issue) Production / Site
required to visit sites Manager
3 day first aid course (with 2 day refresher every 3
First Aider years) HSE approved provider
(contact Ellis Salsby
Tel: 01562 821700

If you require additional training in order to fulfil your duties as highlighted in the above
table, please contact your line manager or Regional HSE Advisor in conjunction with your
Business Unit training co-ordinator to make suitable arrangements.

2.3 Visiting Construction Sites

Before visiting a TW construction site there are two main requirements for staff in addition
to suitable PPE.

1. The member of staff must have received the TW Site
Induction and be issued with a Card with a unique
induction number (this can be obtained through the
Site Manager of the first site visited).

2. The member of staff must hold a CSCS (Construction
Skills Certification Scheme) Card. As with other major
housebuilders, TW has signed up to an HBF charter to
have all staff and operatives that work on, or visit, a
site in the CSCS scheme. There are a range of
differently colour coded cards for various occupations
and categories each with their individual qualification
requirements.

OM 02 (01/02/12) Staff Induction and Training Page 3 of 4

For most Office based staff visiting sites the White Card (Construction Related
Occupation) or a Yellow Card (Regular Visitor) are appropriate. To qualify, the
staff member is required to pass the CSCS health and safety test – a touch
screen test similar to the driving theory test. The cards are valid for 5 years. To
get one, make arrangements through HR.

3. In addition, where the staff member is under 18 they must
receive an additional induction based round the “young
persons” PowerPoint presentation (see TW onsite
Intranet – HSE channel – Administration, Inspection
and Training - Training) and the CITB DVD 069 “Don’t
Become a Statistic”.

Lone visits to unoccupied sites

The particular risks associated with lone visits to unoccupied sites must be assessed
in advance. If there are any health and safety doubts or concerns, a lone visit must not
be undertaken. The questions to be asked should include:

1) Is the workplace likely to be suitable for one person?

2) Can any equipment involved be handled by one person?

3) Is there a risk of violence?

4) Are there medical conditions to be taken into account (consider foreseeable
emergencies)?

In any event, lone working visits may only be undertaken where liaison arrangements
have been set up whereby a contact is kept informed of the visit, when the visit is
expected to end and when the visit has actually ended. The contact will normally be from
the relevant Local Operating Company Office or Line Manager. If the lone worker fails to
check in on schedule, the contact will seek to make contact and/or raise the alarm as
appropriate.

For lone visits out of hours, the liaison arrangements must be established with a
colleague or your Line Manager.

Note: While mobile communications can be a valuable tool in hazardous situations, it
must be borne in mind that they are dependent on reception and battery life.

OM 02 (01/02/12) Staff Induction and Training Page 4 of 4

3 Risk Assessments and Review Procedures

3.1 Office Risk Assessments
The following standard office risk assessments should be adopted in each office. There
are eight general assessments (G01 to G08) - copies of which are appended to “Your
Health and Safety Pack” (see Appendix 1).
 G01 Fire Precautions;
 G02 Work with VDUs;
 G03 Electrical Hazards;
 G04 COSHH;
 G05 Storage/Manual Handling;
 G06 Work at Height;
 G07 Expectant Office Staff Member (where appropriate); and
 G08 Young Person: Office Staff Member (under the age of 18).
The assessments can be reviewed where necessary to make them office or task specific.
If you need assistance with this, contact your Regional HSE Advisor.

3.2 Fire Risk Assessment
A Fire Risk Assessment is required. This should be developed by the Office
Manager/Administrator and the Fire Wardens with the help of the Regional HSE Advisor
where necessary. There are five simple steps:
 Step 1 Identify potential fire hazards;
 Step 2 Identify people at significant risk;
 Step 3 Evaluate the risks;
 Step 4 Record your findings; and
 Step 5 Keep assessment under review.
The record should be kept on a Fire Risk Assessment Form (available on the TW onsite
Intranet – HSE channel – Office Manual Documents). A separate form should be used
for each separate office complex.

OM 03 (01/02/12) Risk Assessments and Review Procedures Page 1 of 5

OFFICE FIRE RISK ASSESSMENT
Company Name:

Office Address: a separate assessment should be made for each office complex

POTENTIAL FIRE HAZARDS IDENTIFIED

Ignition sources: Lights, faulty electrical equipment, naked flames from matches or lighters, cigarettes
Flammable material: Paper, printing/photocopying materials, waste, packaging, furniture, carpets, wall
coverings and cleaning products.
People at risk: Office staff, cleaning contractors, visitors.
Vulnerable Persons: Expectant mothers, disabled people, children

CONTROL MEASURES IDENTIFIED
Fire Wardens
name them here

Formal Service Visits Enter by whom (e.g. factor)
Enter when carried out and by whom (e.g. factor)
Weekly Recorded Alarm Tests Enter when carried out and by whom (e.g. factor)
Fire drills Enter when carried out and by whom (e.g. factor)
6 monthly Emergency Lighting Tests Enter when carried out and by whom (e.g. factor)
Annual Extinguishers Service
Annual Equipment PAT test  Regular emptying of waste paper bin?
 All escape routes regularly checked as clear and
Matters checked on monthly inspections
unobstructed?
 New staff made aware of the procedures?  Fire doors in good order and closing flush?
 No fire doors wedged open?
 Signing in/out procedures observed?  Fire matters included in the Annual Office Inspection?

 Alarm audible throughout the office
including toilets?

 A strict policy of no smoking on the
premises observed?

 Extinguishers at marked fire points with
purpose indicated?

Additional Measures

 Expectant Staff risk assessment to be carried out when appropriate
 Office Manager to induct the individual new staff member to understand their needs and agree

arrangements for emergency or fire evacuation
 For visitors with disabilities, the responsible staff member to discuss sensitively with the visitor their

capabilities and any assistance required should there be an emergency
 No unaccompanied children permitted within the office suite

Signed: Date:

Note: sufficient Fire Wardens should be appointed and trained to cover the whole
office and provide back-up where particular wardens are not in the office.

3.3 General Office Safety

The Office Manager/Administrator should
carry out an office inspection at least monthly
using the Office Safety Checklist (available
on the TW onsite Intranet – HSE channel –
Office Manual Documents) – illustrated
below.

Note: Fire wardens will assist with the Fire
Precautions section.

OM 03 (01/02/12) Risk Assessments and Review Procedures Page 2 of 5

Office Safety Checklist( page 1 of 2)
available on the TW onsite Intranet – HSE channel – Office Manual Documents

OFFICE SAFETY CHECKLIST
Company Name:

Inspections should be carried out monthly. Note however, that items marked , for example, need only be
done at the indictated monthly interval.

ITEM YES NO N/A COMMENTS

Access:
 Work area and access routes kept tidy?
 No materials stored in stairways and gangways?
 Lifts in good working order?
  Lifts inspected and serviced at least every 6

mnths?

Electrical inspections:
  Five yearly formal check?
 Visual checks on plugs, joints and equipment ?

Environment:
 Adequate clear workspace being maintained?
 Ventilation, heating and humidity satisfactory?
  Air Conditioning serviced 6 monthly?
 Lighting adequate and functioning everywhere?
 Safe system of work in place for window cleaning?

Fire precautions:
 Fire wardens appointed?
 Alarms tested weekly and tests recorded?
  Alarms audible throughout including toilets?
  Fire drills held regularly?
 Signing in/out procedures observed?
  Emergency lighting tested 6 monthly?
 All escape routes kept clear and unobstructed?
 All escape routes properly marked?
 Fire doors in good order and closing flush?
 No fire doors wedged open?
  Extinguishers in good order and serviced

annually?
 Extinguishers at marked fire points with suitable

signage?

Filing cabinets - general
  Drawers provided with interlocks to prevent

overturning?
  Heaviest content towards the lower drawers?

First aid:
  First aid boxes properly stocked as per guidance

leaflet in the box?
 First Aid Box location displayed?
 First Aiders available and identified?
 Accident Book properly kept?
  Accident Reporting procedures in place –

(telephone Regional HSE Advisor)

OM 03 (01/02/12) Risk Assessments and Review Procedures Page 3 of 5

Office Safety Checklist( page 2 of 2)
available on the TW onsite Intranet – HSE channel – Office Manual Documents

ITEM YES NO N/A COMMENTS

Floors, floor coverings and stairs:
 In good condition?
 Not slippery?
 Free from obstructions, cables etc.?
 Handrails provided?

Hazardous substances:
  COSHH Register in place?
  Data Sheets available for all hazardous

substances in use?
 Substances properly stored?

Gas:
  All gas appliances annually serviced by Gas Safe

registered operatives

Ladders:
 Step-ladders etc. maintained in sound condition?

Plant:
 Switchgear not obstructed?

Smoking policy:
 No smoking policy in the office to be observed?

Seats:
 Suited to user and task being done?

Storage shelves:
 In good condition?
 Safe access to top levels?

Storage rooms and cupboards:
 Well ordered?
 Kept tidy?
 All rubbish removed?

Traffic routes (car parks, etc):
 People and vehicles segregated?
 Adequate markings and signage?
 Clear of obstructions?
 Routes properly observed?
 Free of ice (as far as is reasonably practicable)*

Welfare facilities:
 Drinking water available?
  Adequate no of toilets?
  Adequate washbasins?
 Hot and cold water available?
 Kept scrupulously clean?

* Exterior paths and vehicle access areas to be gritted/salted to keep them ice free only as far as is
reasonably practicable – e.g. pedestrian routes, steps and slopes.

OM 03 (01/02/12) Risk Assessments and Review Procedures Page 4 of 5

3.4 Construction Work

Where construction work, which includes refurbishment and maintenance, is planned for
the office, only competent contractors, suitably vetted and prepared can undertake the
work. The Office Manager/Administrator should refer to the Technical, Commercial and
Production Directors for assistance.

Of particular concern is the possibility of disturbing asbestos. Employers have a ‘duty to
manage asbestos in non-domestic properties’. This requires the identification and
ongoing management of asbestos-containing materials.

However, most Taylor Wimpey Offices are of recent construction and do not contain
asbestos. If this is not the case, an Asbestos Management Plan will have been prepared
in order to ensure compliance with the Control of Asbestos at Work Regulations and other
relevant legislation, with the aim of preventing, as far as reasonably practicable, exposure
to asbestos (see Appendix 2).

Ensure that you are aware if an Asbestos Management Plan is needed or not. Discuss
with your Regional HSE Advisor if necessary.

OM 03 (01/02/12) Risk Assessments and Review Procedures Page 5 of 5



4 Office Waste

4.1 Waste Management

We all can play a part in minimising waste and thereby our
Company’s impact on the environment. This could be in the form of
general wastes from the canteen or the vast quantities of paper we
consume each and every day. Each office should investigate how
to minimise waste in a cost effective manner and the disposal of any
remaining waste e.g:

 try to eliminate waste in the first place (try brainstorming with your colleagues);

 buy items that will last – and avoid disposable ones;

 recycle whatever waste you can – paper, old drinks cans, toner cartridges etc.;

 buy paper, stationery and other products made from recycled materials; and

 think about resource efficiency rather than waste management!

Note: Many local organisations offer collection/recycling services – often at no cost.
However, the Office Manager/Administrator needs to check that the organisation
has a Waste Carrier’s Licence.

4.2 Types of Office Waste

PAPER,  Set your photocopier & printer to double-sided copying by default.
CARD AND
 Don’t print out e-mails unless necessary.
PLASTIC
 Use scrap paper in your fax and when printing internal memos &
minutes.

 Get suppliers/external contacts to send documents electronically.

 Issue drawings electronically.
 Use paper from sustainable resources. Don’t use plastic cups where

possible, use a real cup or mug.

SPILLAGES  Ensure you do not have COSHH items in the vicinity of work areas
unless necessary.

 Always ensure lids are on securely.

 Never place redundant IT equipment or electronic equipment in the

IT general waste stream – contact the Logica Helpdesk on 0870 606
EQUIPMENT 5707

 Set up an aluminium can recycling scheme at the office, especially if you have

a vending machine with canned drinks.

DRINK CANS  It’s also a good way of raising money for charity. Visit www.alupro.org.uk or

www.cashforcans.co.uk.

OM 04 (01/02/12) Office Waste Page 1 of 3

 Recycle on site where possible, or contact local charities.
OLD OFFICE
FURNITURE

 Recycle your toner cartridges and phones - visit
www.cartridges4charity.co.uk/toners.asp.
TONER  Where possible use high capacity efficient central printers, which will
CARTRIDGES not only reduce toner cost, but cut down on maintenance bills as well.

 Minimize energy use where possible – do you need to photocopy it?
 Always switch off equipment and lights at the end of the day.
 Never leave your computer on standby when leaving for the day.
Investigate the potential for motion sensor in areas which are rarely
 used
Turn down heating to cool rooms (instead of opening doors and
ENERGY  windows)
Put up signage to remind people to turn off lights, photocopiers,
printers, monitors and computers when not in use.

 Fluorescent tubes and energy saving bulbs (Compact Fluorescent
LIGHT BULBS Lamps CFL) must be disposed of as hazardous waste (see notes
below).

Notes: All waste electronic and electrical equipment (WEEE) is classed as a hazardous
waste and cannot be disposed of as general waste. To dispose of IT waste, the
Office Manager/Administrator should contact the Logica Helpdesk on 0870
6065707.

Fluorescent tubes and CFLs (energy saving bulbs) contain mercury, but so little it is
most unlikely to cause any harm when the bulb is broken. It makes sense, however,
to avoid contact with mercury as well as the sharp pieces of glass. Such breakages
should be handled as follows:

 Vacate the room and ventilate for 15 minutes before
cleaning up (if you have a central air conditioning
system – shut it off).

 Do not use a vacuum cleaner but clean up using
rubber gloves, avoiding creating and inhaling
airborne dust as much as possible.

 Sweep up with a piece of stiff cardboard, using sticky tape for small pieces or
powder. For hard surfaces, wipe with a damp cloth. Do not household cleaning
products.

 Put all the debris, together with any cardboard and cloths used, into two sturdy
plastic bags and seal it (not necessarily airtight) and dispose of as contaminated
waste.

OM 04 (01/02/12) Office Waste Page 2 of 3

4.3 TW Environmental Advice Line

All environmental incidents in the office should be reported
through the Environmental Advice Line. The advice line can also
be used to obtain general advice to prevent any incidents from
occurring.

 Environmental advice line 0845 003 8752

For ALL ENVIRONMENTAL incidents

OM 04 (01/02/12) Office Waste Page 3 of 3



APPENDIX 1

“YOUR HEALTH AND SAFETY PACK”

The basic “Your Health and safety Booklet” for TW Office Staff is available on the TW
onsite Intranet – HSE channel – Office Manual Documents. The Office Manager must
add the necessary detail to tailor it to their particular company, keep it up to date and
reissue to all staff where a significant change has been made. In addition, laminated
copies of the Fire Action Procedures, First Aid Procedures and Manual Handling
Procedures (included in the booklet) should be made as posters and displayed at fire
exits and on office notice boards as appropriate. See sections 2.1 and 2.2.3.

Contents:

 Introduction
including General Policy Statement.

 Fire Action Procedures
If you discover a fire you must …

 First Aid Procedures
In the event of an accident

 Bomb threat procedures
If you receive a bomb threat do not panic and do not
hang up the phone.

 Manual Handling and Hazardous Substances
Only you know what you can comfortably lift.
Be alert to possible contact with hazardous substances.

 Your Workstation
Including the “VDU workstation checklist” (should be first used within 2 weeks of
starting work).

 Appendix: Office Risk Assessments and Key Control Measures
G01 Fire Precautions
G02 Work with VDUs
G03 Electrical Hazards
G04 COSHH
G05 Storage and Manual Handling
G06 Work at Height
G07 Expectant Office Staff Member
G08 Young Person: Office Staff Member

OM A1 (01/02/12) Appendix 1 Index Page 1 of 1



Your Health and Safety Pack

Local Company Name
Address
Address

OM A1 (01/02/12) Health & Safety Pack Page 1 of 20

Local Company Name
Address

Contained within this pack is information you need to know
regarding your Health and Safety at work in this office.

It includes:
 What to do in the event of a fire
 What you should do if you or a colleague has
an accident
 Guidelines on bomb threat procedures
 Guidelines on manual handling and hazardous
substances
 Guidelines guide to the proper use of your workstation
and the standard workstation risk assessment checklist.
Where necessary, eye tests and glasses will be provided.
 Appendix: Office Risk Assessments

You should not undertake any task, or use any office equipment,
that you do not feel competent to use or have not received the
appropriate level of training.

Taylor Wimpey takes your Health and Safety at work seriously.
As well as this pack, the Company will provide additional office
safety presentations where necessary. If you visit sites, you
should contact your line manager to arrange for a Site HSE
Induction during your first site visit.

Should you have any queries or concerns do not hesitate to
bring them to the attention of your line manager.

OM A1 (01/02/12) Health & Safety Pack Page 2 of 20

Peter Redfern

Group Chief Executive
Taylor Wimpey plc
Date: 01/02/11

OM A1 (01/02/12) Health & Safety Pack Page 3 of 20

Fire Action Procedures
Local Company Name

If you discover a fire you must…

Operate the nearest fire alarm

Evacuate the building by the
nearest exit

Report to the assembly points

which are located ……………

………………………………….

DO NOT use lifts
DO NOT stop to collect personal belongings
DO NOT re-enter until told it is safe to do so

The Fire Wardens are:

…………………. …………………. ………………….
…………………. …………………. ………………….

The fire warden shall, where possible:

Call the fire brigade by dialling 999

Inform reception of the fire

Check that all staff and guests of Taylor Wimpey are
present at the fire assembly point and, if not, inform the
authorities

OM A1 (01/02/12) Health & Safety Pack Page 4 of 20

First Aid Procedures
Local Company Name

In the event of an accident…

All accidents should be recorded in the accident book, located at
Reception, and reported to ……….
You should then contact:

……… ….
…………..
…………..
They will deal with informing the relevant authorities if required.

There are 2 options available for treatment depending on the
severity of the accident:

1) The nearest hospital with A & E is:
…………………………….
…………………………….
…………………………….
…………………………….

2) Dial 999 for an ambulance

In all cases you should contact an appointed person first aider for this
office:

…………………. ………………….
…………………. ………………….

OM A1 (01/02/12) Health & Safety Pack Page 5 of 20

Bomb Threat Procedures
Local Company Name

If you receive a bomb threat do not panic and
do not hang up the phone….

…you should try to find out what the caller has to say by asking
questions such as:

Where is the bomb located?

What time is the bomb set to
explode?
What kind of bomb is it?

What does the bomb look like?

When was the bomb put in place?

Why are you doing this?

Who am I speaking to?

Who do you represent?

Any information you can gain about the threat will aid the police, you
should listen for things like:

 speech mannerisms
 background noise
Try and write down any details while they are fresh in your memory

You MUST inform your line manager if you receive a bomb threat, they will
then ensure that the police have been informed.
The police will take the decision whether to evacuate the building.

If asked to evacuate you should do so as you would during a fire
evacuation, meeting at the assembly points which are located at
……………………………………………………………, or as directed by the police
If you see any suspicious packages do not move them but inform the
authorities

OM A1 (01/02/12) Health & Safety Pack Page 6 of 20

Manual Handling

Only you know what you
can comfortably lift.
If in doubt – don’t. Get help.

In any event, weights over 20kg for a man and
13kg for a woman should not normally be
lifted without assistance or mechanical aid.

Good lifting technique

1. Stop and think – plan the lift 5. Don’t jerk
2. Place the feet apart 6. Move the feet – don’t twist
3. Adopt a good posture 7. Keep close to the load
4. Get a firm grip 8. Put down, then adjust

Hazardous Substances

Be alert to possible contact with hazardous
substances

flammable toxic corrosive harmful or irritant

 Look for warning signs and always read the label

 If in doubt, don’t use it

 Before using a hazardous substance:
- check the data sheet and COSHH assessment and
- comply with the instructions given

OM A1 (01/02/12) Health & Safety Pack Page 7 of 20

Workstation Guidelines
Local Company Name

Your Workstation

Your office workstation
comprises your desk, your
chair and equipment, such
as a computer, that you
use to perform your job on
a daily basis.

Setting up your workstation correctly is vital in ensuring that you are
working as comfortably as possible and to ensure you suffer no ill
effects to your health.

It is important that your workstation components are checked
and maintained on a regular basis.
You should use the HSE’s VDU Workstation Checklist to assess
your workstation, a copy of this is attached.

An assessment of your workstation should be carried out using the
checklist. A copy should be provided to ……. …….. highlighting
any areas of concern.
You should retain the original to allow a regular review of the
assessment to be carried out.

You should also carry out a workstation assessment when:
 Your workstation is first set up
 Your workstation changes in some way
(e.g. a new chair or computer)

If any of your workstation components are broken you should
report them immediately to your line manager.

OM A1 (01/02/12) Health & Safety Pack Page 8 of 20

Health and Safety
Executive

VDU workstation checklist

Workstation location and number (if applicable): .................................................

User: .................................................

Checklist completed by: .................................................

Assessment checked by: .................................................

Date of assessment: ..................................................

Any further action needed:? YES/NO

Follow up action completed on: .................................................

This checklist can be used as an aid to risk assessment and to help comply
with the Schedule to the Health and Safety (Display Screen Equipment)
Regulations.

Work through the checklist, ticking either the ‘yes’ or ‘no’ column against each risk
factor:

n ‘Yes’ answers require no further action.
n ‘No’ answers will require investigation and/or remedial action by the workstation

assessor. They should record their decisions in the ‘Action to take’ column.
Assessors should check later that actions have been taken and have resolved
the problem.

Remember the checklist only covers the workstation and work
environment. You also need to make sure that risks from other aspects
of the work are avoided, for example by giving users health and safety
training, and providing for breaks or changes of activity. Advice on these is
given in the main text of the guidance.

VDU workstation checklist Page 1 of 7

Health and Safety
Executive

RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
YES NO

1 Display screens

Are the characters clear and readable? Make sure the screen is clean and cleaning
materials are made available.
Health 4
and safety Check that text and background colours work well
together.

Health 8
and safety

Is the text size comfortable to read? Software settings may need adjusting to change
text size.
Is the image stable, ie free of flicker and
jitter? Try using different screen colours to reduce flicker,
eg darker background and lighter text.
Is the screen’s specification suitable for its
intended use? If problems still exist, get the set-up checked, eg by
the equipment supplier.
Are the brightness and/or contrast
adjustable? For example, intensive graphic work or work
requiring fine attention to small details may require
Does the screen swivel and tilt? large display screens.

Is the screen free from glare and Separate adjustment controls are not essential,
reflections? provided the user can read the screen easily at all
times.

Swivel and tilt need not be built in; you can add a
swivel and tilt mechanism.

However, you may need to replace the screen if:

n swivel/tilt is absent or unsatisfactory;
n work is intensive; and/or
n the user has problems getting the screen to

a comfortable position.

Use a mirror placed in front of the screen to check
where reflections are coming from.

You might need to move the screen or even the
desk and/or shield the screen from the source of
reflections.

Screens that use dark characters on a light
background are less prone to glare and
reflections.

Are adjustable window coverings provided Check that blinds work. Blinds with vertical
and in adequate condition? slatscan be more suitable than horizontal ones.

If these measures do not work, consider anti-glare
screen filters as a last resort and seek specialist
help.

VDU workstation checklist Page 2 of 7

Health and Safety
Executive

RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
YES NO

2 Keyboards This is a requirement, unless the task makes it
impracticable (eg where there is a need to use a
Is the keyboard separate from the screen? portable).

Does the keyboard tilt? Tilt need not be built in.
Is it possible to find a comfortable keying
position? Try pushing the display screen further back to
create more room for the keyboard, hands and
4 wrists.

Users of thick, raised keyboards may need a wrist
rest.

8

8 Training can be used to prevent:

8 n hands bent up at wrist;
n hitting the keys too hard;
Does the user have good keyboard n overstretching the fingers.
technique? Keyboards should be kept clean. If characters still
can’t be read, the keyboard may need modifying or
Are the characters on the keys easily replacing.
readable?
Use a keyboard with a matt finish to reduce glare
and/or reflection.

VDU workstation checklist Page 3 of 7

Health and Safety
Executive

RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
YES NO

3 Mouse, trackball etc

Is the device suitable for the tasks it is If the user is having problems, try a different
used for? device. The mouse and trackball are general-
purpose devices suitable for many tasks, and
Is the device positioned close to the user? available in a variety of shapes and sizes.
Alternative devices such as touchscreens may
4 be better for some tasks (but can be worse for
others).

Most devices are best placed as close as
possible, eg right beside the keyboard.

Training may be needed to:

n prevent arm overreaching;

n tell users not to leave their hand on the

device when it is not being used;

n encourage a relaxed arm and straight wrist.

8

Is there support for the device user’s wrist Support can be gained from, for example, the
and forearm? desk surface or arm of a chair. If not, a separate
supporting device may help.
Does the device work smoothly at a
speed that suits the user? The user should be able to find a comfortable
working position with the device.
Can the user easily adjust software settings See if cleaning is required (eg of mouse ball and
for speed and accuracy of pointer? rollers).

4 Software Check the work surface is suitable. A mouse mat
may be needed.
Is the software suitable for the task? Users may need training in how to adjust device
settings.

Software should help the user carry out the task ,
minimise stress and be user-friendly.

Check users have had appropriate training in
using the software.

Software should respond quickly and clearly to
user input, with adequate feedback, such as clear
help messages.

VDU workstation checklist Page 4 of 7

Health and Safety
Executive

RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
YES NO

5 Furniture Create more room by moving printers, reference
materials etc elsewhere.
Is the work surface large enough for
all the necessary equipment, papers etc? If necessary, consider providing new power and
telecoms sockets, so equipment can be moved.
4
There should be some scope for flexible
rearrangement.

8 Rearrange equipment, papers etc to bring
frequently used things within easy reach.
Can the user comfortably reach all the
equipment and papers they need to use? A document holder may be needed, positioned to
minimise uncomfortable head and eye movements.
Consider mats or blotters to reduce reflections and
Are surfaces free from glare and reflection? glare.
The chair may need repairing or replacing if
Is the chair suitable? the user is uncomfortable, or cannot use the
Is the chair stable? adjustment mechanisms.
Does the chair have a working:
The user should be able to carry out their work
n seat back height and tilt adjustment? sitting comfortably.
n seat height adjustment?
n swivel mechanism? Consider training the user in how to adopt suitable
n castors or glides? postures while working.
Is the chair adjusted correctly?
The arms of chairs can stop the user getting close
4 enough to use the equipment comfortably.

8 Move any obstructions from under the desk.

8

Is the small of the back supported by the The user should have a straight back, supported
chair’s backrest? by the chair, with relaxed shoulders.

Are forearms horizontal and eyes at Adjust the chair height to get the user’s arms in
roughly the same height as the top of the the right position, then adjust the VDU height, if
VDU? necessary.

Are feet flat on the floor, without too much If not, a foot rest may be needed.
pressure from the seat on the backs of the
legs?

VDU workstation checklist Page 5 of 7

Health and Safety
Executive

RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
YES NO

6 Environment Space is needed to move, stretch and fidget.

Is there enough room to change position Consider reorganising the office layout and check
and vary movement? for obstructions.

Is the lighting suitable, eg not too bright or Cables should be tidy and not a trip or snag
too dim to work comfortably? hazard.

Users should be able to control light levels, eg by
adjusting window blinds or light switches.

Consider shading or repositioning light sources or
providing local lighting, eg desk lamps (but make
sure lights don’t cause glare by reflecting off walls
or other surfaces).

Does the air feel comfortable? VDUs and other equipment may dry the air.
Are levels of heat comfortable?
Are levels of noise comfortable? Circulate fresh air if possible. Plants may help.

Consider a humidifier if discomfort is severe.

Can heating be better controlled? More ventilation
or air-conditioning may be required if there is a lot
of electronic equipment in the room. Or, can users
be moved away from the heat source?

Consider moving sources of noise, eg printers,
away from the user. If not, consider soundproofing.

7 Final questions to users...

n Ask if the checklist has covered all the problems they may have working with their VDU.

n Ask if they have experienced any discomfort or other symptoms which they attribute to
working with their VDU.

n Ask if the user has been advised of their entitlement to eye and eyesight testing.

n Ask if the user takes regular breaks working away from VDUs.
Write the details of any problems here:

VDU workstation checklist Page 6 of 7

Health and Safety
Executive

Further information

HSE priced and free publications can be viewed online or ordered from
www.hse.gov.uk or contact HSE Books, PO Box 1999, Sudbury, Suffolk
CO10 2WA Tel: 01787 881165 Fax: 01787 313995. HSE priced publications
are also available from bookshops.

For information about health and safety ring HSE’s Infoline Tel: 0845 345 0055
Fax: 0845 408 9566 Textphone: 0845 408 9577 e-mail: hse.infoline@natbrit.com or
write to HSE Information Services, Caerphilly Business Park, Caerphilly CF83 3GG.

Published by HSE 09/09 Page 7 of 7



APPENDIX OFFICE RSK ASSESSMENTS AND K

The following office risk assessments cover the various activities/tasks that

Please make yourself familiar with the key risks and control measures to
adopt the controls, contact your line manager.

Key Risks Identified Contro

G01 FIRE Accidental fire Fire Pro
PRECAUTIONS Smoke inhalation / burning Mainten
Being unable to escape Regular
Being unaccounted for Policy o
Minimis
G02 WORK WITH Upper limb pains and Policy o
VDUs discomfort Regular

Visual fatigue, adverse Suitable
eyesight effects Suitable
Availabi
Fatigue and stress holders,
Persona
G03 ELECTRICAL Electrical shock Health a
HAZARDS Fire Included
Tripping
Avoidan
Only ap
User vis
Regular

OM A1 (01/02/12) Health & Safe

KEY CONTROL MEASURES

you may be involved in.

be adopted. If you are unclear about any of the detail or feel you cannot

ol Measures to be Adopted

ocedures published in the Health and Safety Pack
nance of escapes, alarms, fire extinguishers (by building factor)
r alarm tests and fire drills (by building factor)
of no smoking on the premises
sing waste paper and storage of flammable waste
of sign-in system and responsibility for visitors
r checks from Fire Wardens and associated duties
e workstations and seating
e environment and glare reduction (e.g. windows blinds, anti-glare screens)
ility of accessories where assessed as necessary (e.g. foot support, document
, glasses)
al assessment and review (using HSE’s VDU Workstation Checklist from the
and Safety Pack)
d in Annual Office Inspection
nce of trailing leads, overloaded sockets, etc
pproved electrical equipment to be used in the office.
sual checks
r Inspection

ety Pack Page 15 of 20

Key Risks Identified Contro

G04 COSHH Various depending on the Health a
G05 substance involved Cleanin
STORAGE AND If staff r
MANUAL There are no known the H&S
HANDLING substances used in the office
that would not be considered Care to
standard in a normal office slip haz
environment. Heavier
Footsto
Musculo-skeletal injury use
Only filin
Slips, trips and falls No weig

Storage material falling from a
height

unless r

G06 WORK AT Falls from ad-hoc or temporary Steps (p
HEIGHT systems of access, such as: Footsto
Equipm
- Maintenance (e.g. No high
changing light bulbs)

- Accessing high shelving

See following sheets for:
G07 EXPECTANT OFFICE STAFF MEMBER

A separate G07 needs to be completed and kept under review for each
G08 YOUNG PERSON: OFFICE STAFF MEMBER

A separate G08 needs to be completed and kept under review for each

OM A1 (01/02/12) Health & Safe

ol Measures to be Adopted

and Safety Data sheets to be held for hazardous substances identified:
ng materials data sheets to be held in the cleaners stores and kitchen
require to use substances they must make themselves aware of the contents of
S Data Sheet and the necessary precautions to be taken.

be taken storing items on the floor (including papers because of access and
zard)
r items not to be stored at heights
ools or step ladders in good condition to be used to access storage above easy

ng cabinets that permit one drawer open at a time to be used
ghts to be lifted without assistance or mechanical aid if:

- more than 20kg for a man or
- more than 13kg for a woman
reviewed by the line manager
preferably “platform steps”) in good condition to be used for high level access
ools in good condition to be used for other access above easy use
ment to be included in office Inspections
h level storage for heavy or frequently accessed items

individual expectant office staff member.
h individual young person – office staff member (that is under the age of 18).

ety Pack Page 16 of 20

G07 EXPECTANT OFFICE STAFF MEMBER
RISK ASSESSMENT AND KEY CONTROL
MEASURES

COMPANY NAME:
OFFICE:

A separate G07 needs to be completed and kept under review for each individual expectant
office staff member.

A: KEY RISKS IDENTIFIED

Complications of pregnancy

B: STANDARD CONTROL MEASURES TO BE ADOPTED ACTION

GENERAL Line Manager
Enhanced office procedures as noted below to be applied – otherwise the standard /Expectant
office procedures to apply, inc. provision of Office H&S Induction and Office H&S Info Staff Member
Pack provided to staff member.

Work and conditions to be discussed with the Line Manager and any agreed changes to
be noted in the “SPECIFIC KEY CONTROL MEASURES IF ANY” section below.
Agenda to include:

 Manual handling: Line Manager/
No one to lift more than they are comfortable with without mechanical aids or Expectant Staff
help. The normal limit of 13kg maximum for a woman to be reduced as Member
appropriate – Staff Member to be instructed to reduce lifting where practicable
and in any case only to appropriate weights. Assistance to be provided where
weights require to be handled.

 Provision and location of necessary welfare facilities (to be discussed with Line Line Manager
Manager)

 Any additional COSHH implications from materials and substances likely to be Line Manager
encountered. No exposure to any solvents or chemicals that could be
potentially hazardous. Line Manager to identify potential hazardous chemicals
that could be handled and make necessary arrangements for exposure to be
eliminated, or where not practicable, reduced to safe level. Advice to be sought
if necessary from Safety Advisor.

 Work and travel out with the office, if any to be minimised. Discuss potential Line Manager
problems.

 First aider advised. Line Manager

 Additional emergency arrangements necessary/medication (if any) Line Manager

SPECIFIC KEY CONTROL MEASURES IF ANY:

Line Manager: Name: Signature:
Expectant Staff member: Name: Signature:
Date:

It is the responsibility of the Line Manager in consultation with the expectant staff member to keep this
risk assessment under review. If any advice necessary contact their HSE Administrator.

OM A1 (01/02/12) Health & Safety Pack Page 17 of 20

OM A1 (01/02/12) Health & Safety Pack Page 18 of 20

G08 YOUNG PERSON: OFFICE STAFF MEMBER
RISK ASSESSMENT AND KEY CONTROL MEASURES

COMPANY NAME:
OFFICE:

A separate G08 needs to be completed and kept under review for each individual young person –
office staff member (that is under the age of 18).

A: KEY RISKS IDENTIFIED

Lack of supervision.
No training or lack of information.
Insufficient experience.
Exposure to hazardous tasks.

B: STANDARD CONTROL MEASURES TO BE ADOPTED ACTION

GENERAL Young person
Weights of materials to be handled manually to be obtained. No one to lift more than
they are comfortable with (normally 20kg maximum for a man and 13kg for a woman) Supervisor/
without mechanical aids or help. Young person

PPE: appropriate PPE will be provided and to be worn as directed.

YOUNG PERSONS
“Young person” means any person who is over sixteen but not yet eighteen years old.

A competent supervisor will be appointed. Supervisor
To be supervised to the level appropriate to their needs.

A copy of this risk assessment will be completed for each and every young person employed. Line Manager

The apprentice/young person will only work in locations in which he has been authorised to Young person/
work in. Supervisor

The apprentice/young person will only undertake work that he has been authorised to do. Young person/
Supervisor
The apprentice/young person will only use tools, plant and materials that he has been Young person/
authorised to use. Supervisor

ADDITIONAL CONTROL MEASURES FOLLOWING REGULAR REVIEWS: Supervisor

This risk assessment will be reviewed with the young person at no less than monthly intervals and
whenever there is any substantive change to the work, the site or the young person’s duties.

OM A1 (01/02/12) Health & Safety Pack Page 19 of 20

C: YOUNG PERSONS RECORD

Permitted work locations:

Permitted work activities:

Permitted materials and machinery use:

Young Person (Name):
Signature:

Competent Supervisor:
Signature:

Date:

It is the responsibility of the young person to keep this risk assessment under review, reporting any problems to their
supervisor.

OM A1 (01/02/12) Health & Safety Pack Page 20 of 20