Health & Safety Policy

The Company’s responsibility to staff

It is the Company’s policy to provide, as far as it is reasonably practical, a safe and healthy working environment for all its employees, contractors, visitors and the general public. In addition, the Company encourages all employees to practice safe working methods, to point out any risks that they identify and to have regard for the welfare both of themselves and others. 

The person ultimately responsible for Health & Safety is the Chief Financial Officer, working with the Head of Operations who will ensure, as far as is reasonably practicable, that the Company’s policy on Health and Safety is effectively implemented.  The Facilities Manager will be responsible for dealing with day-to-day queries regarding Health & Safety issues. In the absence of the Facilities Manager the HR Officer will assume this responsibility.

Staff Responsibility

All staff have a responsibility to do all they can to prevent accidents and injury to themselves, their colleagues and others affected by their actions or omissions at work and to co-operate with the Company on matters of health, safety and welfare. Especially by:

  • Proper use of the equipment provided;
  • Reporting incidents that have led to or may lead to injury or be a hazard to health;
  • Co-operating fully in the investigation of accidents with the object of introducing measures to prevent recurrence;
  • Reporting any conditions which appear dangerous or unsatisfactory;
  • Adhering to any specific company policy designed to reduce risk;
  • To help maintain safe means of access to, from and around their workstations and not to leave any material (for example, boxes) in any area that may impede access to, egress from or passage through the workplace;
  • Any breach or non-observance of this Health & Safety policy (and any specific Guidelines and Procedural documents used by the Company) may result in disciplinary action being taken by the Company; including dismissal for acts or omissions which, in the opinion of the Company, amount to gross misconduct.

First Aid and Accident Reporting

First aid boxes are available on each floor of the building: in the Post Room and in the kitchens.

Ginny Liggitt (ext 5061), Alice Corrigan (5028) and Natalie Evans (ext. 5012) are qualified first aiders and should be notified immediately in the event of an accident or injury. There are also eye wash stations in the Lift and Plant Rooms.

All accidents, however minor, must be reported to the Office Manager/HR/Facilities who will complete an accident report form (near misses, potential hazards and any damage must also be reported immediately).

All accidents (near misses, potential hazards and damage) will be investigated by the Office Manager in tandem with the HR department, who will be responsible for ensuring that corrective action is taken where appropriate to prevent a recurrence.

Sickroom

A sickroom is available to any member of staff who is unwell and needs to lie down. The sickroom is located on the first floor next to the toilets. Any member of staff who needs to use the sickroom should advise the HR Department in advance. HR should also be informed when the sickroom is vacated.

Disabled Toilet

There is a disabled toilet on the second floor next to the main toilets. The alarm button in the toilet activates an alarm and an orange light above the door.

Emergency Procedures

The primary escape route which links all three floors is via the main staircase (at the east end of the building) to the front doors. A secondary escape route runs down the west side of the building to exit in Drury Lane and can be reached directly from the first and second floors (next to the rolling storage areas) and from the roof terrace on the third floor via the exit next to the Conference Room. There are also escape routes into the adjoining premises through the back of the kitchen areas, which should only be used if the main exits are blocked. These doors are alarmed.

On the third floor, there is an additional escape route which is accessed through a door, opposite the lift entrance to the left of the exit to the main staircase. This fire exit leads to stairs which go up to the main roof. The escape route is across the main roof to the left of the Plant Room and down stairs at the west end (Drury Lane) of the building.

Discovering a fire or other emergency

If you see signs of fire or other emergency, which could place employees in danger, sound the alarm immediately and ring Reception (dial ‘0’). It is the Receptionist’s responsibility to ensure that the appropriate emergency services are summoned. Never put yourself at risk even with the smallest fire. Never attempt to move burning objects.

Fire Alarm Escape Procedure and Plans

If the building is to be evacuated follow the evacuation guidance given in this document and, where appropriate, guidance/instruction by the responsible Fire Officers/Marshals allocated to your floor. In most cases, evacuations will be down the stairs, but in some circumstances you may be directed to leave the building by climbing the stairs. Please follow any and all instructions.

Fire Precautions

  • Fire alarm points and fire extinguishers are located throughout the building and are clearly signed. All staff should make sure that they are aware of the location of fire alarm points and fire extinguishers throughout the building;
  • Staff should also make sure they are familiar with the location of the fire exits and escape routes from the building;
  • Staff are responsible for their visitors and must ensure that a visitor signs the Visitor Book in Reception on arrival (and importantly signs out) and must supervise their exit from the building in an emergency;
  • Fire exits, routes and access to fire-fighting equipment must be kept clear from any obstructions at all times; fire doors should not be wedged open. Do not place boxes or other potential obstructions in front of or close to any fire equipment or emergency call point;
  • All working areas should be kept clear as far as possible particularly those areas which are not easily accessible, i.e. under desks and behind radiators;
  • All electrical heaters, in particular fan heaters, and fans should be turned off each night;
  • On joining, new staff will be told who their Fire Officers are. All staff should make sure that they know, and can recognise, who their Fire Officers are. An up-to-date list of Fire Officers is located on the Notice board on the 2nd floor and on the Policies & Procedures website;
  • The Fire Officers will ensure that the premises are evacuated and will take a roll call of their fire group.

Wheelchair User Evacuation

For staff and visitors who require wheelchair evacuation, an Evac Chair is kept in the second floor disabled toilet, which is a specially designed evacuation chair for use on stairs.

Currently three members of staff are trained to carry out an evacuation using an Evac chair (Neil Palfreyman, Paul Hammond and Lucas Dietrich), and a list of trained staff is shown on the current Fire Officer list posted on the Intranet.

Fire Extinguishers

There are two types of fire extinguisher on site, normally located close to each other:

  • CO2 extinguisher for all electrical and flammable liquid fires. These are red with a black stripe;
  • Water extinguisher (red overall) for general use e.g. wood, paper and fabric. Do not use on electrical fires e.g. your computer.

Instructions on how to use the extinguishers are clearly visible on each extinguisher and on labels fixed to the wall. You are advised to only attempt to tackle a fire if you feel that it is safe to do so. Under no circumstances put yourself in any danger.

Terror Attack Escape Procedure and Plans (Bomb/Marauding Shooter)

Stay Safe: RUN, HIDE, TELL – (call police 999 or the anti-terrorist hotline 0800 789 321)

  • Move through the building quickly and quietly.;
  • Head for the fire escapes leading to the old School of English (known as the Stukeley Street Annex) through the kitchen areas and the double doors at the rear of the kitchens on each floor. At no point must you pass through the front door of the building;
  • Follow the fire exit signs through the old School of English building; that will bring you out into Stukeley Street. Turn left and follow the road all the way round until it comes into Macklin Street. Turn left and walk down Macklin Street until you come to Dragon Court which is outside Reed Employment (on your left); this will be our assembly point;
  • Alternatively, leaving from the Drury Lane fire exit (which runs down the west side of the building), go to your left and take the next left onto Stukeley Street. Follow the road all the way round until it comes into Macklin Street. Walk down and on to Dragon Court;
  • A map of the new assembly point related to our offices is also attached.

Telephone Threats

  • If you receive a threatening phone call, obtain as much detailed information as possible from the source;
  • Immediately notify the Head of Operations or the Office Manager, who will contact the Police with details of the threat received;
  • If a threat has been received through the mail, handle the letter as little as possible. Place the letter inside a plastic bag or wallet with the envelope and contact the Head of Operations.

Suspicious Packages

On discovery of a suspicious package, e.g. box, bag, parcel or similar, which is unattended or out of place:

  • Do not touch or attempt to open the package, leave it in its original position;
  • Report your suspicions to Reception (dial ‘5000’ or 0207 845 5000), the Head of Operations and the Facilities Manager;
  • Cordon off the immediate area to keep people away.

Evacuate or Search?

  • Following any threats, the discovery of any suspicious packages, or an external incident, the decision to evacuate (or search) will be made by the Head of Operations, the Facilities Manager or the Officer Manager, based upon Police advice, the type of threat/incident and the information received;
  • Should the call come straight from a second party, e.g. the police and, if a specific time is stated for a bomb to detonate, the evacuation procedure should be engaged;
  • Any search of the building will be made by the Head of Operations, the Facilities Manager or the Officer Manager. Remain calm and behave in a business-like manner while conducting any investigations.  These should only be initiated following police advice and if there is deemed to be no danger to safety.

Threats during weekends and/or out of hours

Follow all the above procedures and in addition:

  • Always ensure that you and any visitors with you have signed in on arrival and confirm which floor you will be working on.  It is also important to sign out when leaving;
  • In the event of an emergency, and once you have evacuated the building, report to the security guard at the assembly point, who will take a roll call from the weekend visitors signing in book;
  • When safe to do so contact the Facilities Manager (Frank Whittick – 07969 016 556) and the Head of Operations (Paul Lamoureaux – 07798 683 028);
  • Please make sure that you have read ‘Procedural Guidelines for Lone Working Outside Normal Office Hours including Weekend Working’.

Code of Safe Conduct

The duty of all employees is to conform to all Health and Safety at work procedures, rules and signs, fire precautions and emergency procedures.

  • Ensure that you understand and follow the safe operation of your duties;
  • Do not interfere with or misuse anything provided for the health and safety of employees;
  • Do not act in a way that could endanger yourself or others;
  • Do not run, especially on the staircases. Use handrails on the stairs;
  • In the event of your being called upon to handle bulky or heavy objects, only lift or move what you can easily manage; always bend your knees and keep you back straight.  Before embarking on moving any object refer to the Procedural Guidelines for Manual Handling and if in any doubt seek assistance from the post room;
  • Do not overreach or climb on anything not meant for that purpose.

Electrical equipment is checked regularly and is normally safe when properly used but:

  • Never touch electrical equipment with wet hands;
  • Always disconnect electrical equipment before moving it;
  • Never attempt electrical repairs unless authorized;
  • Always keep electrical cables and wires away from wet areas or areas where they may be walked over;
  • Always switch off and unplug electrical equipment at the end of each day unless instructed otherwise.

Display Screen Equipment (DSE)

All staff who use display screen equipment will be issued with DSE information and guidelines to cover the Health and Safety.

Workstations are assessed on a case-by-case basis; if any member of staff experiences any problems when using computers they should contact the HR Department immediately.

Last updated: 15/07/19