Managers Guide - November 2016

Managers Guide to
Safety

November 2016



Branch/Management Details

To be completed by the Branch Manager.
Branch Type – Vehicle Hire, Van Monster

Address including Postcode

Branch Contact telephone number
Area Ops Manager
Area Workshop Manager
Head Of Operations
Branch Manager
Workshop Manager
Safety & Environmental Advisor
Safety & Environmental Champion/s

Change of Responsible Persons

Role New responsible person Date of change

First Aiders and Fire Wardens Required as deemed by the Safety & Environment Advisor

Number of fire wardens required FAW EFAW
Number of first aiders required

November 2016



Contents

Section Topic
Number
Section 1 Introduction and Contents
Section 2 Management Controls
Section 3 Monitoring and Checklists
Section 4 Branch Unique Risks
Section 5 Additional Information
Section 6 Toolbox Talks

November 2016



1 Introduction and Content

Topics
• The purpose
• How to use this guide
• Safety & Environmental Team contact details

November 2016

The Purpose

The purpose of this guide is to aid and assist Managers in carrying out their Safety Roles
and Responsibilities. The guide outlines:

• Basic detail and understanding of various Safety & Environmental procedures
• What is expected from a Safety & Environmental perspective
• Key management responsibilities
• How and where to obtain further information and guidance

Sections

The booklet is set out into six sections.
1. Introduction - provides information on the purpose, layout and use of this booklet. It
also includes Management details and details other key contacts.
2. Management Controls - confirms Safety roles and responsibilities at Management
level and provides key information on policies and arrangements for branch
management, it also gives details on further guidance available.
3. Safety Monitoring and Checklists - completing relevant checklists and weekly /
monthly monitoring is key to capturing issues at the earliest opportunity and in some
cases is a legal responsibility.
4. Unique Risks - is to be used to record any unique risks identified and implement necessary
control measures at the branch that has not been covered in the Risk Assessment Manual,
such as the Fire Risk assessment and the Transport Risk Assessment.
5. Additional Information - details all the relevant posters and notices that should be
displayed around the branch.
6. Tool Box Talks / Safety Alerts - details how and when tool box talks/Safety alerts should
be carried out.

How to use this guide

• Use this as a reference document of what is required from you in various Safety &
Environment situations

• To complete & record the required Safety & Environment checklists - section 3
• To ensure all equipment and signage as detailed in section 5 are in place and suitable
• To record the completion of tool box talks and Safety Alerts - section 6
• This file must be kept secure and held on site at all times

November 2016

Safety & Environment Team Contact Details

Colin Gilstin CMIOSH, MIIRSM, IEMA
Group Safety & Environment Manager
Mob: 07970 564 070
Email: [email protected]
Darryl Jones CMIOSH
Senior Safety & Environment Advisor
Mob: 07977 258 038
Email: [email protected]
Michelle Nicholls CMIOSH, PIEMA
Safety & Environment Advisor
Mob: 07967 975 971
Email: [email protected]
Neil MacGillivray Tech IOSH, PIEMA
Safety & Environment Advisor
Mob: 07768 763 698
Email: [email protected]
David Hellier Grad IOSH
Safety & Environment Advisor
Mob: 07989 359 465
Email: [email protected]

November 2016



2 Management Controls

Topics
• Safety Roles & Responsibilities
• Incident Management
• Enforcement Officers
• Contractors
• Persons With Specific Needs
• Safety & Environment Training
• Asbestos Management
• Waste Management
• Housekeeping and Adverse Weather Conditions
• Notice Boards
• Driveway
• Policies and Risk Assessments
• Statutory Inspections / Planned Maintenance
• Personal Protective Equipment (PPE)
• Safety and Environment Champion
• Vehicle Movement
• Safety and Environment Branch Folders

November 2016



Safety Roles and Responsibilities

Information – We all have a role to play in the health and safety to ourselves, employees and
visitors to our branches. As the Branch Manager this is what we expect from you, in return the
Safety & Environment Department will give you their full support, training and guidance.

Branch Managers should

• Lead by example to steer and maintain a positive safety culture
• Implement and monitor the Branch’s Safety procedures
• Conduct the branch specific elements of risk assessments where necessary and instigate

and/or escalate any improvement or additional controls identified as necessary
• Follow up on valid Safety audit action plans
• Complete Initial accident reporting and investigations
• Coordinate and report all Enforcement Officer visits
• Lead the close out of any actions arising from an Enforcement Officer or internal Safety visit
• Host and monitor contractor management activities
• Train all employees via tool box talks and other training resources.
• Nominate and ensure attendance by employees at safety related training courses.
• Ensure routine safety checks are completed within required timescales
• Communicate with the Safety & Environment Department and support all polices and

initiatives.
• Actively update Online Safety Management System (Alcumus)
• Nominate an employee to undertake the role of the branch Safety & Environment Champion

A more detailed list of responsibilities is available in the Northgate Health and Safety Policy
Manual.

Safety & Environment Department

• Develop policies and risk assessments to help safeguard employee’s health and well-being.
• Monitor Safety & Environment standards and advise management and employees on carrying

out their safety duties and responsibilities
• Conduct safety audits at all branches
• Respond to requests for Occupational Safety & Environmental advice
• Conduct investigations into accidents/incidents
• Coordinate responses together with the Branch Manager and Area Ops Manager following

Enforcement Officers visits
• Provide relevant Safety & Environmental training and required materials
• Organise and arrange Safety & Environment Committee meetings at regular intervals.

Safety & Environment Champion

• Be proactive in raising Safety & Environment issues to Branch Management
• Attend regular Safety & Environment committee meetings
• Provide support in carrying out workplace inspections
• Encourage the development of a positive health and safety culture on site
• Encourage open communication, feedback and discussions with colleagues
• Regularly liaise with the Area Safety & Environment Advisor
• Proactively and positively promote Northgate’s Safety & Environmental campaigns and

initiatives to ensure awareness and support throughout the branch

November 2016

Incident Management

Recording and Reporting

Incident Occurs

Employee - In the event of an accident/injury contact Branch First aider. Inform the Line
Manger of the incident immediately i.e. Accident/Near Miss/ Environmental Incident/ On Site
Vehicle Collision etc.

First Aider – In the event of an accident
• Administer first aid
• Determine if further treatment is required via hospital, GP etc
• Ensure the accident book record sheet is completed with the employee – this should
not be completed by the injured party
• Issue the Line Manager the completed accident book record

Line Manager
• If applicable make sure that the injured person has been attended to appropriately
• If the injured person is an employee, speak to their immediate supervisor to determine
circumstances of the incident
• In the event of a serious incident preserve the scene as far as possible
• Obtain any evidence as soon as possible. i.e. photographs, CCTV images, witness
statements.
• Contact your area Safety & Environment Advisor immediately – Contact details can be
found in section 1 of this guide.
• Create new incident record with the Alcumus system

The following flow charts detail the steps that must take place relating to reporting,
investigating and following up of any Incidents.

The Branch Manager is responsible for ensure suitable persons are trained and aware of the
procedure in their absence.

November 2016

Injury Accident

Incident Occurs
BM – To ensure the incident is completed within the online Alcumus system within 24 hours after the incident

S&E Advisor - To review the incident details.
BM – To complete Level 1 Incident Investigation form. Within 48 hours of the incident.

S&E Advisor – To review the investigation document. Raise any relevant actions within the system. Complete the S&E
section within Alcumus, Review if the employee has returned to work, Deem if the incident requires a level 2 investigation

Has the employee returned to work following the incident?

Yes No Is the Incident Level 2

S&E Advisor - To inform HR of the incident. No Yes

HR – To work with the BM to get the IP back to work. S&E Advisor to:
Either in a full capacity or on alternative duties. • Complete Level 2 investigation
• Inform the Insurance department of the incident
IP returns to work (If the IP has been off work following • Inform the Area Manager of the Incident
a GP’s “Fit for work note”, an updated version must be • To report under RIDDOR (If necessary)
received to state they are suitable to return to work.)
S&E Advisor – To “Close” Incident once all actions
BM – To complete HR’s return to work form. Ensuring raised have been closed out.
a copy of this is saved within the supporting documents

section and the original is sent to HR.

Is the employee able to carry on with their normal work
duties following the incident.

No Yes No Yes

BM – To complete PEEP and Risk Assessment (HM1-P27-3) Has the employee confirmed with the PEEP Risk
to be completed with IP. Assessment that they are now able to carry out their

Document to be adding in supporting documents and a copy normal working duties
sent to HR fort the IP’s personnel records.

Weekly reviews to be completed until the IP is capability of
carrying on with their normal duties.

Review documents to be added to supporting documents
each week.

November 2016

“On site Vehicle Collision” and “On site Vehicle Collision resulting in Injury”

Incident Occurs

BM –and ensure the incident is completed within the online Alcumus system within 24 hours after the incident

S&E Advisor - To review the incident details.

BM – To complete the On site collision question script within 48 hours of the incident. Ensuring the HR Process “Own cost
Damage & Vehicle related incidents process” is reviewed and followed if required.

S&E Advisor – To review the investigation document, Raise any relevant actions within the system, Complete the S&E
section within Alcumus, Deem if the incident requires a level 2 investigation

On site vehicle collision – Resulting in injury On site vehicle collision

Has the employee returned to work following the incident?

Yes No Is the Incident Level 2
No Yes
S&E Advisor - To inform HR of the incident.

HR – To work with the BM to get the IP back to work.
Either in a full capacity or on alternative duties.

IP returns to work (If the IP has been off work following S&E Advisor to:
a GP’s “Fit for work note”, an updated version must be • Complete Level 2 investigation
received to state they are suitable to return to work.) • Inform the Insurance department of the incident
• Inform the Area Manager of the Incident
BM – To complete HR’s return to work form. Ensuring • To report under RIDDOR (If necessary)
a copy of this is saved within the supporting documents
S&E Advisor – To “Close” Incident once all actions
section and the original is sent to HR. raised have been closed out.

Is the employee able to carry on with their normal work
duties following the incident.

No Yes No Yes

BM – To complete PEEP and Risk Assessment (HM1-P27-3) to be Has the employee confirmed with the PEEP
completed with IP. Risk Assessment that they are now able to

Document to be adding in supporting documents and a copy sent to carry out their normal working duties
HR fort the IP’s personnel records.

Weekly reviews to be completed until the IP is capability of carrying
on with their normal duties.

Review documents to be added to supporting documents each week.

November 2016

Environment Incident

Incident Occurs
BM – Contain the spillage from entering any drainage course and call your S&E Advisor immediately.
BM – To ensure the incident is completed within the online Alcumus system within 24 hours after the incident

S&E Advisor - To review the incident details.
BM – To complete Environment Investigation form. Within 48 hours of the incident.

S&E Advisor – To review the investigation document.
Raise any relevant actions within the system.
Complete the S&E section within Alcumus.

Deem if the incident requires further investigation
Does the incident require further investigation

No Yes

S&E Advisor to:
• Complete further investigation
• Inform the Central Property department of

the incident
• Inform the Area Manager of the Incident
• To inform EA/SEPA/EPA (If necessary)

S&E Advisor – To “Close” Incident once all actions
raised have been closed out.

November 2016

Accident Management – continued

First Aid Kits
Up to date first aid kits should be readily available at all branches. Details of the required first aid
items are included in the First aid at work monthly checklist (HM1-P28-1) in Section 3 of this guide.
Mains tap water is adequate for eye irrigation under normal circumstances but for chemical
splashes saline/sterile eyewash bottles should be readily available and placed in the appropriate
areas on site.
First Aiders
The Safety & Environment Advisor for the branch will deem the suitable amount of First
Aiders that the branch must have trained. Please note this number takes into account
holiday entitlement and is to help ensure that there is always a First Aid trained person at the
branch.
At all times when the branch is occupied, it is the Branch Managers responsibility to, ensure
there is somebody nominated as the First Aider who can take charge of the situation and
summon help in the event of an emergency.
If there is no trained First Aider on duty due to holidays or sickness, the Branch Manager or
most senior person should adopt the role of the appointed person by accompanying the
injured person until the emergency services arrive.
An up to date list of the First Aiders should be displayed on the Safe & Sound notice board
around the branch.

Further Information/guidance can be found in the Health & Safety Policy Manual - see
• Accident Investigation Policy (HM1-P04)
• Accident Reporting Policy (HM1-P05)
• First Aid Policy (HM1-P28)

All incidents must be uploaded in detail onto the Online Safety Management System (Alcumus).

November 2016

Enforcement Officers

Prepare for a visit
If the Enforcement Officer advises the branch by telephone or letter of a planned inspection or
other visit the Branch Manager should notify the Safety & Environment Department immediately by
telephone.

Conduct during the visit
The Enforcement Officer should be politely asked to show his or her identification to confirm that
he or she is genuine.

The most senior person on site should accompany the Enforcement Officer at all times unless
requested otherwise by the Enforcement Officer because he or she is interviewing an employee as
part of an investigation.

All Enforcement Officers must be shown courtesy and given appropriate access and information to
enable them to conduct their inspection or investigation.

Branch Managers must take immediate corrective action as instructed by the Enforcement Officer
this may include:
• The corrective action bringing the non-compliance into line with existing Safety procedures
• It is a simple measure to remove an obvious risk
• If there is clear risk of serious personal injury
• If there is an obvious breach of current health, safety & environment legislation
• If the Enforcement Officer has issued an improvement or prohibition notice.

If the Enforcement Officer issues a formal caution to any employee on site, the Branch Manager
should request that they do not proceed any further and must contact the relevant Safety &
Environment Advisor immediately.

Records and Correspondence
Details of the Enforcement Officer i.e. full name, title, business address, their findings,
recommendations, instructions and planned action should be recorded and telephoned to the
Safety & Environment Department or Safety & Environment Advisor, ideally whilst the
Enforcement Officer is at branch or alternatively as soon as they have left branch. This should be
an accurate record of the event and to enable an appropriate timely response.

Any visit report or letter left at or posted to the branch should be forwarded to the Safety &
Environment Department or Safety & Environment Advisor.

Types of Enforcement Officers

Fire and Safety Enforcement Officers visiting a branch are likely to be:
• Officers from the local Fire Safety Authority
• Environmental Health Officers from the local Authority (for normal work activities low risk
environments and to investigate accidents)
• Health and Safety Executive Officers (for higher risk environments i.e. workshops and
construction work taking place on the branch.
• Officers from the Environment Agency / Scottish Environment Protection Agency or
Environmental Protection Agency (Ireland)
• Health and Safety Authority (Republic of Ireland)

Further Information/guidance can be found in the Health & Safety Policy Manual - see
• Enforcement Officer Visit Policy (HM1-P25)

November 2016

Contractors

It is the Branch Manager’s responsibility to ensure that every contractor intending to carry out any
work at branch is prior approved by the Safety & Environment Department, the Central Property
Department or the Procurement Department and adheres to Northgate policies and procedures. If
at any time whilst a contractor is working on branch there are concerns about their ways of
working, stop the work and contact should be made with the Safety & Environment Department for
advice.
Property Maintenance
Any property works required must be booked and arranged through the Central Property
Department. An up to date list of the national contracts in place is available from the Northgate
Procurement Department.
Contractor Inductions and Arrival at branch
When a contractor arrives on site and before commencing any works they must:

1. Sign in the Visitor’s Book
2. Be given a contractors Health and Safety branch Induction (HM1-P18-1) by a

Northgate representative
3. Be given a Contractor Health and Safety Card – Additional Contractor Health and

Safety cards can be requested from the Safety & Environment Department
4. Provide a copy of their Risk Assessments and Method Statements (RAMS) signed by

their company – All RAMS are prior approved by a member of the Safety &
Environment Department. If the contractors have arrived without their RAMS please
contact the Central Property Department.
Please note that a contractor’s health and safety induction is valid for 12 months. After this
time a further branch induction should be completed. However if site arrangements have
changed e.g. refurbishment, new traffic arrangements etc., an induction should be carried
out to ensure the contractor is aware of current branch arrangements

Further Information/guidance can be found in the Health & Safety Policy Manual - see
• Control of Contractors Policy (HM1-P18)

November 2016

Persons with Specific Needs

New and Expectant Mothers
Once informed in writing that an employee is pregnant or breast feeding the Branch Manager is
responsible for conducting a new and expectant mothers risk assessment and agree what
adjustments if any, are required to her tasks, working conditions or hours.
Refer to the New & Expectant Mothers Policy for full guidance. (HM1-P48)
New Apprentices & Young Persons (16 – 18 years old)
In order to comply with legislation, it is necessary to pay particular attention to the safety of
apprentices, trainees and for those young persons who may be on work experience. It is
accepted that this group of individuals are exposed to higher risk of harm due to their relative
lack of age and experience. Therefore levels of supervision and monitoring need to be
suitable.
When an Apprentice or Young Person joins the company, they should complete an induction
specified for them individually. This form can be found on Driveway.
Refer to the Apprentice & Young Persons Safety Policy (HM1-P10) and Checklist (HM1-P10-
1) or the Safety & Environment Advisor, for further guidance.
Employees with Medical Conditions or Restricted Duties
Any existing or new medical conditions must be informed to the Branch Manager in writing with
supporting documentation relating to the condition. Once the Branch Manager has been made
aware of the condition, they should contact the Area HR Business Partner for further guidance.

November 2016

Safety & Environment Training

It is a legal requirement that Northgate ensure employee’s receive regular Safety &
Environment training during their employment with Northgate.

New Employee Branch Induction

When a new employee joins Northgate, an induction pack will be sent to them directly along
with a copy to the relevant Line Manager. This pack includes information to be reviewed and
completed with the employee when they first arrive at branch, including the Safety &
Environment Induction checklist (HM1-P73-1).

How to book employee training

Safety and Environment training courses must be booked through the Northgate Learning
and Development Department. A list of courses can be found in the Learning and
Development section on Driveway or by contacting the Learning and Development
department directly.

It is the Branch Managers responsibility to ensure that all employees participate in the
suitable Safety & Environment training courses for their roles see examples below:

Role / Training Course
Vehicle
Familiarisation

Tool Box Talks
(Sent by the S&E

Department)
On Line Health and

Safety Induction

Employee branch
Induction

First Aid Training

Fire Wardens

Abrasive Wheels

All employees

Fire Wardens

First Aiders

All employees in which drive

LVC’s for company business

Responsible person for

change abrasive wheels

Validity 3/5 3 3 - - - -

years years years

Fire Warden and First Aiders

The number of Fire Wardens and First Aiders required at the branch will be determined by the
Safety & Environment Advisor for the branch. This information can be found at the front of this
guide, contact your Safety & Environment Advisor for further information or if circumstances at
your branch change and the designated number of Fire Wardens and First Aiders requires review.

Further Guidance

Training (Safety & Environment) Policy (HM1-P73)
Learning and Development Department’s section on Driveway.

November 2016

Asbestos Management

Northgate Safety & Environment Department has carried out a review of locations and where
necessary have instructed competent persons to carry out asbestos surveys. Please check
with your Safety & Environmental Advisor to confirm if your branch has undergone an
asbestos survey. A Copy of any Asbestos report relevant to your branch should be kept
within the branch Contractors Folder and saved in the compliance section of the Online
Safety Management System (Alcumus).

Asbestos survey completed by approved contactor organised by the Central Property
Department.

Safety & Environmental Department
• Upload a copy of the completed Asbestos Survey onto the Online Safety
Management System (Alcumus)
• Where asbestos may be identified discuss findings with Branch Manager

Branch Manager
• Review the asbestos survey and follow the recommendations as listed in the
report
• Ensure, where necessary, signs are displayed to identify asbestos contained
areas (example shown in section 5)
• The identified areas should be included on the Asbestos Management plan
checklist (HM1-P11-1) included in section 3
• Store a copy within the Contractors Folder.

Branch Manager – Monthly
• Ensure visual checks of relevant asbestos areas at branch are carried out and
recorded on the relevant check list form – see Section 3 of this guide.
• Report any damage and/or change in condition of these areas promptly to the
Safety & Environment Department and the Central Property Department

NOTE: Contractors must not commence work in any areas where asbestos may be present
or it is assumed asbestos is present without an appropriate Risk Assessment being
completed and approved by the Safety & Environment Department.
Further Guidance
Asbestos Policy (HM1-P11)

November 2016

Waste Management

Waste Carriers and Brokers Certificates
Each waste contractor removing waste from branch must be registered with the relevant
Environmental Authority.

Copies of relevant Waste Registration Licences / Certificates should be saved on Driveway.

Northgate approved waste contractors
Details of the approved waste contractors for each branch can be obtained through the
Procurement Department.

Please note there are several waste streams collected from each branch, in some cases
each waste stream may be collected by a different contractor. For example

Transfer Note Type

Waste Type Annual Waste Waste Saved Location

General Waste, Including Transfer Note Transfer Note Consignment Driveway
recycling and scrap metal,
scrap plastic Note Waste Folder /
Hazardous Waste, including Saved on
Aerosols, batteries, mixed Northgate
fuels, used oils, oil filters and server
oil contaminated materials,
waste oils (Workshop waste) Alcumus –
Interceptor / silt traps compliance
section
Clinical/sanitary Waste Driveway

Tyres Waste Folder

Waste Transfer Note is a document that must be provided by a waste carrier for the
movement of non-hazardous waste. It is a legal requirement to keep copies of all waste
transfer notes for a minimum of two years.

Waste Consignment note is a document that must be provided for the movement of
hazardous waste. It is a legal requirement to keep copies of all waste consignment notes for
a minimum of two years.

November 2016

Waste Management - continued

Procurement/Central Property department
• Arrange for an approved contractor to remove waste from depot.

Waste Contractor
• removes waste from site
• Issue site with a Waste Transfer note and/or Waste Consignment note
whichever is applicable

Branch Manager
• Ensure the Waste Transfer notes and Waste Consignment notes are filed
appropriately on site and kept on file for the regulatory period.

Vehicle Washing
Branches that conduct vehicle washing should have a relevant Consent to Discharge or
appropriate exemption letter from the local water provider. This will be arranged by the
Central Property and Safety & Environment Department and should be kept on file
indefinitely and stored on the Online Safety Management System (Alcumus).
Recycling
Northgate are conscious of their carbon footprint and therefore, it is imperative that every
branch ensures that everything that can be recycled is placed in the appropriate recycling
receptacles. Items that can be recycled include:

• All paper including envelopes. (All confidential items should be shredded prior to
being placed in a recycling receptacle.)

• Soft plastics such as packaging, plastic bottles, empty food packaging etc.
• Cardboard (must be broken down to flat format)
• Empty drink and food cans
See section 5 of this guide for further information.
Further Guidance
Environment Policy Manual - Vehicle Wash Areas Policy (EM1-P30)

November 2016

House Keeping and Adverse Weather conditions

Housekeeping
Many accidents in the workplace can be attributed to poor house-keeping standards.
By ensuring good standards of housekeeping are maintained across the whole branch the
risks can be reduced.
The Health, Safety & Environment Workplace Monthly Checklist (HM1-P36-1) should be
carried out and recorded using the template in Section 3 of this guide. However, employees
should be encouraged to keep the branch as tidy as possible at all times and return items of
equipment to their designated storage place when not in use.
Be prepared for adverse weather conditions by ensuring an adequate supply of grit is
available at branch and a gritting procedure is produced for the branch. Those responsible
for gritting the branch should be competent and trained in this process.
The site Specific Gritting Procedure (HM1-P36-2) should be completed and displayed at
branch and saved within section 4 of this guide.
Further Guidance
Housekeeping & Adverse Weather Policy (HM1-P36)
Housekeeping Quality Standards Documents produced by the Technical Department

November 2016

Health and Safety Notice Boards

Each branch should have a minimum of one Safe and Sound notice board on display.
Additional Safe and Sound boards can be requested from the Marketing department based
at Head Office.
Safe & Sound Notice Board:

Each notice board must display the following:
• A Safe & Sound poster
• Health and Safety Law Poster –completed with relevant contact details
• Health and Safety Policy statement (2 pages)
• Environmental Policy Statement
• Waste Minimisation Policy statement
• Current tool box talk
• Current monthly stats poster
• First Aider Branch list (HM1-P28-2)
• Fire Warden Branch list (HM1-P27-4)

Copies of the 3 Policy statements referred to above are available in the Health, Safety &
Environment section of Driveway.

November 2016

Driveway

Driveway is Northgate’s intranet. Access to this is available from all Northgate computers
through internet explorer. If you are unable to access Driveway please contact IT Support.
Included in the Health, Safety & Environment Section are the following items:

• Policy Statements
• Policy Manuals
• Accident reporting information
• Certificates/Awards
• Contractors information
• Employee Induction information
• Mobile technician information
• Toolbox talks
• Waste registration certificates
• Forms and templates
• Safe & Sound information
• Safety alerts
• Online Safety Management System (Alcumus) Support
• Chemicals and substances information
• General information

o Fire safety information
o First aid information
o Health and Safety training
o Driving safely information

November 2016

Policies and Risk Assessments

The Northgate Safety & Environment team have developed a series of policies and risk
assessments to help ensure that tasks are carried out safely in Northgate locations.
Three Manuals have been developed:

• Health and Safety Manual
• Environmental Manual
• Risk Assessment Manual
These manuals are located within the Driveway intranet, each employee should be made
aware of their location and be able to access these when required.
Compliance with these policies will ensure legal compliance as a minimum standard. In
order to prove compliance, certain records must be kept and maintained. The Safety &
Environment Department will issue new or amended policies to meet legislation and
business requirements in a timely manner.
Suggestions from employees at all levels, regarding Health, Safety & Environment policies,
are welcome and should be addressed, in the first instance, to their Line Manager.
Many of these policies require checklists to be completed to ensure compliance with relevant
legislation. A copy of all checklists can be found in section 3 of this guide.

November 2016

Statutory Inspections / Planned maintenance

The Safety & Environment Department and the Procurement / Central Property Departments
will ensure that all plant, machinery and equipment requiring statutory inspections or planned
maintenance is inspected and maintained at the required frequencies by competent third
parties.
Details of the third party inspection and maintenance providers can be obtained from the
Procurement /Central Property Department or from your Area Safety & Environment Advisor.

Procurement/Central Property/Safety & Environment department
• Arrange for an approved contractor to carry out the inspections

Approved Contractor
• Complete inspections and repairs if necessary
• Provide appropriate documentation to support inspections / repairs have taken
place.

Branch Manager – If any defects have been highlighted:

• Safety Critical defects – During an inspection if the contractor has highlight as
safety critical defect, remove from service immediately and display suitable
signage on the equipment to inform employees it must not be used. To
contact the Area Safety & Environment Advisor if clarification is required.

• For non-safety critical defects – Actions will be raised within the Alcumus
system by the Safety & Environment department or Central Property
Department giving guidance of the required works to be completed.

Contractor
• Send a copy of any completed certificates to the Branch Manager and Safety
& Environment department or Central Property Department.

Safety & Environment department /Central Property Department
• Upload the certificate within the compliance section of Alcumus.
• Raise any actions for defects where required.

Contractor
• Will attend site to complete any repair works when requested.

Branch Manager
• To ensure the supporting documentation / job sheet is uploaded to the action
raised within Alcumus to confirm the repair works have been completed.

November 2016

Typical Statutory Inspections / Planned maintenance include:
• Emergency Lighting
• Fire Alarm system
• Fire Extinguishers
• Vehicle lifts, lifting support accessories and compressors (including those on mobile
technicians vehicles)
• Gas, Heating and Air Conditioning
• PAT Testing (Portable Appliances)
• Asbestos
• Fixed Electrical
• Fuel pump
• Welding equipment
• LEV system (Local exhaust ventilation)
• Pressure washers
• Roller shutter doors

All the above are arranged by the Safety & Environment/Procurement/Central Property
departments.
Copies of inspection reports are sent to the Safety & Environment Department or Central
Property department who are responsible for uploading these reports into the online safety
management system (Alcumus) system. Any required works highlighted within these reports
are to be raised as actions in the system by these departments.

Further Guidance
Lifting Operations & Lifting Equipment Policy (HM1-P39)
Machine Shop Equipment & Operation Policy (HM1-P41)
Maintenance of Work Equipment Policy (HM1-P42)
Provision & Use of Work Equipment (PUWER) Policy (HM1-P59)

November 2016

Personal Protective Equipment (PPE)

Management are to ensure that suitable PPE is issued to employees. The below matrix is to
be used in conjunction with the Use and Selection of Personal Protective Equipment (PPE)
document (HM1-P52-2) as a guide for PPE issue. The list below is not exhaustive but is to
be used as a guide only.

Job Role

Type of PPE CSA Driver / Technician Admin /
Safety Spectacles Valetor Office Based
Safety Goggles •
Gas / Welding Goggles • •• •
Welding Face Shield
Face Shield ••
Nitrile Gloves
Cut Resistant Gloves •
Heat Resistant Gloves
Welding Gauntlets •
Safety Footwear
High Visibility Vest •
Overalls
Bump Cap ••
Ear Defenders
Ear Plugs ••
Respiratory Mask
••

•

••

••

•

•

•

•

••

Management are responsible for:
• Identifying hazards associated with work activities undertaken by employees that
are not already identified in the generic risk assessment and bring them to the
attention of the Safety & Environment Department
• Carrying out further / site specific risk assessments to eliminate, or where this is
not possible, control these hazards
• Providing any PPE identified as being necessary
• Ensuring that PPE is used as instructed, is maintained in good condition and is
replaced when damaged.

Employees are responsible for:
• Wearing PPE that is provided when engaged in any process that identifies
requirements
• Wearing PPE in accordance with the information, instruction and training
received from their line manager
• Ensure their PPE stays in good condition, is kept clean and is maintained and
stored in a safe, clean location after use

• Report any loss or obvious defect in their PPE to their line manager, supervisor
or representative.

November 2016

Specific tasks that require PPE include but are not restricted to:

Task PPE required
Using the bearing press, bench drill Safety glasses
Using the pressure washing equipment Safety goggles or face shield
Use heat gun / steamer Heat resistant gloves
Working within in the yard Hi visibility jacket and safety boots
Using the welding / hot work equipment Welding gloves / welding mask
Using the auto smart equipment Safety goggles and safety gloves
Using chemicals Safety goggles/glasses and safety gloves
Using the abrasive wheel equipment Safety goggles/glasses

November 2016

Safety & Environment Champion

Each branch should have a Safety and Environment Champion. This role has been
developed to help assist the Branch Management teams with Health and Safety matters and
understanding.
Key Functions:

• Be proactive in raising safety & environment issues to Branch Management
• Attend regular Safety & Environment committee meetings
• Encourage the development of a positive health and safety culture on site
• Encourage open communication, feedback and discussions with colleagues
• Regularly liaise with the Area Safety & Environment Advisor
• Proactively and positively promote Northgate’s Safety & Environmental

campaigns and initiatives to ensure awareness and support throughout the
branch
• Keep the Safe & Sound communication board up to date
• Help monitor environmental arrangements and suggest improvements
• To put in place a Safety and Environment Champion notice board
• To completed the required aims and objectives following each committee
meeting.
Branch Management are to ensure this role is supported by ensuring the S Safety and
Environment Champion has suitable time and resources to complete the required aim and
objectives.

November 2016

Vehicle Movement

• Personnel must hold a valid licence for the type of vehicle to be driven.
• All personnel involved in the movement of vehicles around the workplace should

familiarise themselves with the environment, and determine that the routes and final
parking areas are adequate for the task, and free from obstruction.
• Hazard-warning lights should be used during all vehicle movements on site in order
to improve visibility.
• A seat belt must be worn at all times when vehicles are manoeuvred on site.
• The vehicle horn must also be used to warn persons in the vicinity of vehicle
movements when reversing, approaching doorways, junctions or blind spots.
• Speed limits and all traffic management arrangements on a site must be observed at
all times.
• Personnel assisting or supervising any vehicle movements must wear the
appropriate high visibility clothing, and must not position themselves in a place of
danger e.g. directly behind or in front of a vehicle, or between the vehicle and other
fixed structure.
• Employees should only start a vehicle’s ignition when positioned in the driver’s seat
and should not lean into the vehicle to do so. Employees should ensure that the
vehicle is in neutral with the handbrake engaged when starting the engine.
• High visibility clothing must be worn at all times in exterior vehicle movement areas
i.e. vehicle parking / hard standing areas.
• If at any time during the vehicle movement the driver of the vehicle cannot see the
assistant / supervisor the vehicle must be brought to a halt immediately and the
situation reassessed so as to ensure safe vehicle and pedestrian

Further Guidance
Vehicle Movement & Reversing Policy (On-site) - HM1-P77

November 2016

Safety and Environment Branch Folders

Each Northgate Branch should have the below folders in place. If your branch does not
have these folders please contact your Area Safety and Environment Advisor for further
advise.

Each folder has an overview page which fully details the requirement of what should be
stored and completed within the folders.

Managers Guide to Safety
• Section One – Introduction and Contents
• Section Two – Management Controls
• Section Three – Monitoring and checklists – To include all checklists completed at
branch
• Section Four – Branch Unique risk – Including Site gritting plan and fire plan.
• Section Five – Additional Information
• Section Six – Toolbox talks – completed and signed

Display Screen Equipment (DSE) Assessments Folder
• This folder is to organise the DSE assessment require to complete at branch.

Waste Records
• This folder is to store all waste record documents. Further information can be
located within the Waste management page of this document.

Contractors Folder
• This folder is to store the completed contractor’s induction records. Further
information can be located within the Contractors page of this document.
• A copy of the printed Asbestos report is to be stored within the contractor’s folder, if
relevant.

Personal Protective Equipment (PPE) Folder
• This folder is to store the completed PPE records for all employees at branch.

Ad Hoc Repairs
• This folder is to store all repairs in which have not been raised through the Alcumus
system. For example, repairs to the tyre machine following a fault which had not
been raised through an examination.

Hazardous Substances (COSHH) Folder
• This folder is to store the inventory list of all chemicals used at branch and a copy of
each of MSDS (Material safety data sheets) for these chemicals.

November 2016

3 Monitoring & Checklists

All checklist and forms and available through the Driveway intranet system.

Many checklists may not be required due to the fact the risk is not present at the branch.
Additional to this many checklists may require multiple versions competing for each piece of
equipment. This should be reviewed with the Area Safety & Environment Advisor.

N/a Amount
required

Weekly Checklists
Weekly Fire Alarm Call Point Checklist – HM1-P27-1a
Weekly 2 post lift inspection sheet – HM1-P39-2
Monthly Checklists
Abrasive Wheel Monthly checklist – HM1-P02-1 if located on site
Access Equipment Policy Checklist – HM1-P03-1 i.e. ladders, stepladders
Asbestos Management Plan Checklist – HM1-P11-
Local Exhaust Ventilation Monthly Checklist – HM1-P23-1
Electrical Appliances Monthly Checklist – HM1-P24-1
Emergency Lighting Test Record – HM1-P27-1c
First Aid at Work Monthly Checklist – HM1-P28-1
Hot work Equipment Monthly Checklist – HM1-P35-1
Safety & Environment Workplace Monthly Checklist – HM1-P36-1
Lifting Equipment Monthly Checklist – HM1-P39-1
Storage and Racking Policy Monthly Checklist – HM1-P70-1
Pressure Washer & Steam Cleaning Equipment Checklist HM1-P57-1
Fuel Tank and Oil Tank Monthly Checklist – HM1-P67-1
Management Engagement Form – HM1-P36-3
Mobile Vehicle Equipment Checklist – HM1-P44-2

Checklists
The Mobile Technicians Health & Safety Checklist and Daily Recovery Vehicle checklist are
completed through the mobile technicians PDA’s. Paper copies are available if required.

Copies of the completed checklists, signed and dated must remain in this guide for audit
purposes for a period of 12 months. Following this the checklists are to be uploaded to the
online management system (Alcumus) within the compliance section.

November 2016



4 Unique Risks and Branch Specific
Procedure

Branch Specific Procedures / Risk Assessments

The following information should be stored within the section:
• Site specific fire evacuation procedure (HM1-P27-2)
• Site specific gritting procedure (HM1-P36-2)

All branches are to have in place a Fire Risk Assessment (RM1-R26) and Transport risk
assessment (RM1-R27). The assessment is to be uploaded to the online management
system (Alcumus) within the compliance section.

Specific Risks at Branch

Any risk identified at the branch that has not been already covered in the Risk Assessment Manual
or Fire / Transport risk assessment, must have a specific risk assessment completed. The
objective of a risk assessment is to highlight significant risks and indicate controls for the
protection of persons.
The Branch Manager should contact the Safety & Environment Advisor for further advice and
guidance before attempting to complete an assessment. The Safety & Environment Advisor will
arrange to visit the branch to assist with the completion where required.
Other risks that might be unique to your branch may include;

• Inspection pits
• Unique tools / equipment used on your branch
• Neighbours activities that may impact safety.
The above list is just a sample of what you may need to address at branch.
A copy of the unique risk assessment will be included within the Alcumus system by the
Safety & Environment Advisor.

November 2016



5 Additional Information

If you require Safety signage contact the Safety & Environment department who will
provide details of the approved signage suppliers.

Signage

Eye protection must be Danger – Highly
worn signage must be flammable signage must
on display above the be displayed at areas
abrasive wheels where acetylene,
equipment, auto smart flammable gases,
equipment, bearing flammable substances
press and next to the including aerosols are
pressure washer stored.
system.

Site specific fire Waste signage – General
evacuation procure is and Recycling signage.
to be displayed in Is to be displayed on
prominent locations relevant bins.
around the branch,
including above the fire
alarm panel.

High visibility clothing The Northgate General
and protective footwear Health & Safety
must be worn. Signage information sign should
is to be displayed at the be displayed to the
entrance to the entrance to the branch.
workshop/valet bay/
yard.

The Health and Safety The Northgate Abrasive
Law Poster is to be Wheel Safety signage
included on the Safe & must be displayed above
Sound notice board. the abrasive wheel
equipment.

November 2016

Gloves and goggles The signs detailing the
signage is to be location of the First Aid
displayed at the auto box and the names of
smart equipment. the Branch appointed
First Aiders must be
Caution reversing displayed throughout the
/moving vehcle signage branch.
is to be displayed at the
entrace to the Caution battery charging
workshop/valet bay. signage is to be displayed
at the battery charging
Caution/warning location.
Asbestos signage is to
be diaplsyed is areas in “Manual chocks must be
which asbestos has used with this lift”, or
been identified. similar, signage it to be
displayed on all 4/6 post
Spillage Procedure is ramps.
to be diaplyed at all oil
and fuel tank locations. A fuel retrieval sign
should be available and
No smoking signage is must be displayed when
to be diaplayed at the fuel retrieval takes place.
main customer
entrance. Safe working load
signage is to be displayed
on each vehicle lift.

November 2016

A fire call point sign is The appropriate fire
to be displayed at extinguisher signage is to
every fire alarm be displayed above each
callpoint. fire extinguisher.

Equipment Office Recycling Bins
should be used
Knives and blades are throughout the office
not an authorised piece areas to help segregate
of equipment to remove the recycling items.
vehicle livery. Only
plastic scraper tools, as Where required,
shown must be used. appropriate fuel retrieval
equipment must be used.
Spill kits must be
available in all areas First Aid Kits should be
where a fuel/oil spillage located at key locations at
may occur. branch.

Emergency light keys The 3 part hand cleaning
and break glass keys system is to be provided
are needed for the within workshop toilets.
testing of call points
and emergency lighting November 2016
at branch.

Eyewash stations must
be provided at
appropriate locations
where chemicals are
used.

Miscellaneous All chemicals that you
decant into container
Rain covers should be must be labelled suitably
purchased for external to identify the contents.
bunds where there is a
risk of the bunds filling Food and drink must not
with rain water. be consumed within the
workshop or valet bay.
Empty 205 drums must Drinks are permitted in
be capped to ensure these areas by prior
rain water cannot enter approval of Branch
the drum. Managers and only within
thermal lidded mugs.
Any extinguishers
removed from vehicles Auto smart vehicle
are to be stored in a cleaning chart must be
quarantine area to displayed in a suitable
prevent usage. are within the valet bay.

November 2016

6 Toolbox Talks and Safety Alerts

All Toolbox talks are developed by the Northgate Safety & Environment Department and
provide topical information in line with the Group’s Health and Safety objectives, industry
specific guidance and Health, Safety & Environmental legislation.

• Persons carrying out Toolbox talks should be competent and hold a position of
Supervisory / Management role within the company.

• Toolbox talks should take place at a safe location within the workplace. Sessions
should take between 10 / 15 minutes to deliver.

Each month the Safety & Environment Department issue a Toolbox talk that should be
completed with all relevant employees. This should be completed within the month issued.
Once complete the employees should sign the Toolbox talk record, to confirm they have
understood the topic and acknowledge the information provided. The completed tool box
talk record sheet is to be uploaded to the relevant tool box talk (TBT) compliance records
within the online management system (Alcumus)

Further guidance
Toolbox Talk Policy (HM1-P71)

Mandatory Monthly Tool box talks

Month Topic
January
February Behavioural Safety Culture
March
Fire Prevention
April
May Slips, Trips and falls
June
July Incident Reporting and Incident reporting for Managers
August
September Environment Awareness
October
November PPE (Personal protective equipment) Selection
December
Spillage Control

Responsibilities

Safe use of ladders

Manual Handling

Hazardous and Flammable substances / Hot work and Welding

Vehicle Movement

November 2016

Additional Tool Box Talks and Safety Alerts

Additional tool box talks may be required to be completed following discussion with the area
Safety & Environment Advisor.
Safety Alerts are issued by the Safety & Environment Team they must be completed as soon
as possible, these alerts are created as we believe there is an immediate risk to either
employees or the environment which must be addressed immediately. Completed additional
tool box talks and safety alerts are to be stored within this section.

Month Topic Date Completed/By
Whom

November 2016