Health and Safety Policy

1. Policy statement

1.1 This policy sets out Nextsmartstep general Health and Safety policy statement, and the organisational systems and arrangements, which ensure compliance with applicable legislation and the principles of recognised Management Systems, in particular ISO 45001 Occupational Health, and Safety Management System (ISO 45001).

1.2 Following achievement of ISO45001 accreditation, the Groups health and safety policies and procedures are written and formatted in line with the principles and requirements of ISO 45001 and particularly the high-level structure common to all management standards.

1.3 The scope of the Health and Safety Management System includes all Group sites and operations, interested parties, Tenants, Residents and Customers, and stakeholders. This includes temporary and agency workers in respect of how the group manages health and safety in relation to the agency workers tasks.

1.4 The Health and Safety Policy statement (Appendix 1) is approved by the board. It is reviewed on an annual basis and is communicated to all staff and other interested parties by the following routes:

at induction and referenced in the Staff Handbook.
on noticeboards

1.5 The board will establish, document, implement, maintain, and continually improve a Health and Safety Management System (Appendix 2). The detail will be determined with reference to the Health and Safety Legal Register maintained by the Group Health and Safety team, the extent of the Group’s

risks and the context of its activities, and the results of any internal reviews,

external audits, and site inspections.

2. Roles and responsibilities

2.1 Leadership is an essential requirement of a successful health and safety management system. The responsibilities of those roles with a significant impact on health and safety are defined in the chart at Appendix 3.

2.2 Further responsibilities for specific aspects of health and safety will be stated in any relevant policies and procedures, which form part of the health and safety management system.

2.3 The Service Delivery Manager has been appointed to champion health and safety and to raise significant issues.

3. References and sources

3.1 The following are the principal references for this policy:

Health and Safety at Work etc. Act 1974 (as amended); and
ISO 45001 – Occupational health and safety management systems – requirements.

4. Impact on diversity

4.1 Nextsmartstep demonstrates its commitment to diversity and promoting equality by ensuring that this policy is applied in a manner that is fair to all sections of the community, with due regard to the protected characteristics identified under the Equality Act 2010

5. Resident consultation

5.1 This policy is for internal use only; therefore, consultation was not undertaken.

6. Monitoring and compliance

6.1 The methods of monitoring and compliance are stated within Section 3 of the

Health and Safety Management system – Appendix 2.

6.2 Period of review

6.2.1 Until a new policy is formally adopted this document will remain in force and operational.

6.2.2 This policy will be reviewed in accordance with the policy review programme agreed by Board.

6.2.3 If there are significant changes to legislation or regulation or there are found to be deficiencies or failures in this policy, as a result of complaints or findings from any independent organisations, the Executive Committee – will initiate an immediate review.

7. Approval

7.1 This policy is approved by Board.

8. Operational arrangements

8.1 This policy should be read in conjunction with the appendices forming part of this document and other Health and Safety procedure documents.

Health and Safety Policy Statement

Nextsmartstep , its Board are committed to the provision of high standards of health and safety across all parts of our operations. The company recognises its legal and moral duty to protect the safety, health and welfare of all employees, tenants, residents, customers, and any other person who could be affected by the acts or omissions of the Group in its day-to-day operations.

The company will provide the necessary resources to develop and maintain policies and procedures, facilitating a safe and healthy workplace to prevent injury and ill health. The company will sponsor a culture of safe working, safety awareness and learning, and will ensure that all staff are made aware of Group policy at induction and when changes are made.

The implementation and monitoring of policy and procedures will be prioritised to

ensure that all staff work towards the continual improvement and maintenance of health and safety standards by the setting and reviewing of objectives and targets involving all areas of our operation.

Health and Safety is an integral part of the management function, and all personnel are responsible for the implementation of this policy. Every person has a role to play in its success. The company enables and encourages all employees to fulfil their role in making a positive contribution towards health and safety at work. Ownership of this policy is encouraged through effective communication and consultation with staff at all levels using Health and Safety Forums, Staff Council, and online consultation processes.

The Health and Safety – Policy will be reviewed on an annual basis or when major changes to the company affect the policy. All reviews will be conducted in line with the Group’s commitment to staff consultation.

Health and Safety Management System

1. Planning for health and safety

1.1 Risk assessment

Appendix 2

1.1.1 Company procedure on conducting risk assessments has been established and implemented; Within this procedure there are requirements for ongoing hazard identification, evaluation, and the determination of necessary controls. The procedure is located within the policies and procedures.

1.1.2 This procedure requires a proactive assessment of risks associated with:

routine and non-routine activities.
all premises and persons within the defined scope.
human behaviour, capabilities, and other human factors.
external hazards that may impact on employees within the business.
infrastructure, equipment, and materials in use.
changes or proposed changes to activities, materials, and premises.
applicable legal requirements; and
design of work areas, processes, installations, machinery/equipment, operating procedures, and work organisation including its adaptation to

human capabilities.

1.1.3 The risk assessment process evaluates existing control measures and then requires further control measures, if required, that follow a hierarchy stated in the Management of Health and Safety at Work Regulations.

1.2 Legal requirements

1.2.1 A legal register of applicable health and safety legislation is maintained by Group Health and Safety services and held at Health and Safety Legal Register. This is cross referenced with relevant procedures within the health and safety management system.

1.3 Objectives and plans

1.3.1 Health and Safety objectives for the Group will be established, implemented, and maintained by the Group Head of Health, Safety and Fire, Corporate objectives will be set annually and agreed by the Executive Committee will set objectives for individual operations, which will be approved by the Executive Committee.

1.3.2 Objectives at all levels will consider legal requirements and the Group’s significant risks as detailed on relevant risk maps.

1.3.3 To ensure the objectives are achieved, the Group Head of Health, Safety and Fire and the Senior Health and Safety advisors will develop implementation plans detailing the steps to be taken to achieve the objectives. These will include designated responsibilities, targets, and time frames. Quantitative statistical data will be collated to monitor conformance with the plan when relevant. Progress against the plan will be reviewed by the Head of Health, Safety and Fire reported to the Executive Committee or individual Directors, as appropriate.

2. Implementation and operation

2.1 Resources, roles, responsibility, accountability, and authority

2.1.1 Board has ultimate responsibility for health and safety and this commitment is communicated in the Policy Statement signed by the Service Delivery Manager. Board has delegated operational responsibility to Service Delivery Manager.

2.1.2 All staff members have a degree of personal responsibility for health and safety.

The main responsibilities are detailed at Appendix 3. Specific responsibilities will be stated in other health and safety procedures where relevant.

2.2 Competence, training, and awareness

2.2.1 For company functions, a Learning and Development – Company Procedure has been established, implemented, and is maintained. This is accompanied by an Induction Framework and a Training Needs Analysis matrix that ensures all employees performing tasks, that can impact on health and safety are competent based on education, training, or experience.

2.2.2 The Learning and Development – Company Procedure will ensure sufficient training is provided so that employees are aware of:

the health and safety consequences of their work activities, behaviours, and the benefits of improved performance.
their duty to comply with health and safety policy and procedures; and
relevant requirements of this management system including emergency preparedness and response arrangements.

2.3 Communication, participation, and consultation

2.3.1 A health and safety communications strategy and a procedure for the participation and consultation with employees via Health and Safety Forums has been established, implemented, and is maintained. All documents are available on the health and safety policy

2.3.2 The health and safety communications strategy includes consideration of:

internal communications between different levels and functions.
provision of essential communication to contractors and visitors; and
the receipt, documenting, and response to external interested parties including residents and tenants.

2.4 Control of health and safety documentation

2.4.1 Policies, procedures, guidelines, and forms which are part of the health and safety management system are approved, reviewed, and updated in line with Group guidelines and protocols. The Health and Safety -Policy and its associated procedures are approved prior to issue by the Executive Committee.

2.4.2 All current health and safety policies, procedures, guidelines, and forms are available on our website. These documents are treated as the controlled versions, and any printed versions as uncontrolled.

2.4.3 In addition to the annual programme of reviews, health and safety documentation may be reviewed because of:

management reviews.
internal reviews or external audit; and/or
new or amended legal requirements.

2.5 Operational control

2.5.1 Risks associated with work activities and projects are identified by carrying out risk assessments. Significant risks to the Group are identified, assessed and treated in accordance with the Risk Management – Company Policy and Procedure. These are recorded on assurance maps which are regularly reviewed or escalated via the Risk and Audit Committee.

2.5.2 The need for operational controls including written instructions or procedures is identified as part of the risk management processes and will, where deemed necessary, be put in place for:

routine work activities;
construction, re-modelling, and reinvestment activities;
maintenance of plant and premises;
management of buildings and sites including movement of vehicles;
activities that may impact on the health of staff;
use of hazardous machinery and substances;
purchase of goods, equipment, and services;
control of contractors and visitors; and
changes or proposed changes in the Group and its activities including acquisitions.

2.5.3 The ongoing suitability and effectiveness of operating controls will be reviewed by the implementation of procedures described in the audit process (section

3.2.

2.6 Emergency preparedness and response

2.6.1 The Business Continuity – Company Policy and Procedure states the method by which all areas of the business will identify, analyse, and assess those incidents where documented emergency response plans are required.

2.6.2 It also specifies the type and frequency of exercises and reviews of emergency plans and how they shall be maintained.

2.6.3 The Fire Safety Management -Policy, with associated Technical Guidance Notes, states the measures in place to prevent, mitigate and react to fire related emergency events.

3. Checking

3.1 Performance measurement and monitoring

3.1.1 Processes are in place within each operation for the monitoring and measurement of health and safety. Each operation has in place a plan detailing the type and frequency of performance measurement, the forms, and guidelines for conducting performance measurement, and the maintenance of records.

3.1.2 These include:

routine workplace and work activity inspections;
planned inspections of equipment and installations;
accident reporting and investigation;
occupational health interventions;
objectives and plans; and/or
escalating and reporting.

3.1.3 The implementation and maintenance of these processes and plans are monitored by the Group Head of Health, Safety and Fire and National Compliance team.

3.2 Evaluation of compliance with legal and policy requirements

3.2.1 This applies to all Group functions. A series of internal audit templates, for all health and safety policies and procedures have been developed.

3.2.2 The internal audit programme will internally verify that policies and procedures comply with the legal register. An audit plan of procedural audits will be agreed with the Executive Committee. These will be carried out across all business areas and will measure compliance with policy and procedure requirements.

3.3 Accident and event investigation

3.3.1 The Accident Reporting and Investigation – Company Procedure has been established, implemented, and is maintained. They require the recording, investigation and analysis of accidents, and events in a timely manner and for corrective and preventive actions to be identified and addressed.

3.3.2 Quantitative data is derived from the reports and investigations and presented to Executive Committee monthly. The significant outcomes of investigations will also be taken into consideration when setting future objectives.

3.4 Non-conformity, corrective action, and preventive action

3.4.1 Procedures are in place across the business for the recording and monitoring of actions arising from a range of activities. These include:

periodic tests of emergency procedures, for example fire drills.
accident and incident investigations.
internal reviews and external audits, and legal requirement compliance reviews.
site inspections.
performance monitoring.
compliance activities.
Fire Risk Assessments.
occupational health monitoring.
compliance activities; and
occupational health monitoring.

3.4.2 Senior Health and Safety Advisors for each operation are responsible for ensuring methods to collate and monitor corrective actions, arising from activities, such as accident and event investigations and risk assessments, to completion are in place. The National Compliance Team is responsible for monitoring the actions arising from compliance activities and fire risk assessments and reporting these to Executive Committee.

3.5 Control of records

3.5.1 The requirement for individual documented records will be included in relevant procedures. Records should be kept in accordance with the Data Protection – Policy and Procedure and the Content and Records Management -Policy and Procedure.

4. Management review

4.1 An annual review of health and safety will be presented to the Executive Committee and Board. The Senior Health and Safety Advisors will hold similar reviews within their operations at least once per year. The purpose of the review is to:

ensure the continuing suitability, adequacy, and effectiveness of the management system; and
identify requirements for change to the management system, procedures,

and objectives.

4.2 The following items will comprise the core content of the annual review, and each operation’s reviews where relevant:

results of internal and external audits and evaluations of compliance;
results of site inspections;
items raised by the Health and Safety Forums;
communications from external agencies, for example the enforcing authorities;
extent to which objectives and plans have been met;

status of accident and incident investigations, corrective and preventive actions;
follow up actions from previous management reviews;
changes that impact on the management system including new or pending legislation; and
recommendations for improvement.

4.3 Action plans from both levels of review will be recorded. The outputs from the annual Group review will determine any changes to the Health and Safety – Policy and objectives, allocated resources and the format and content of the management system.

Health and Safety Policy - Roles and Responsibilities

Board	Set the direction for effective Health and Safety Management Establish a Health and Safety Policy Appoint a Health and Safety Champion Include Health and Safety on meeting agendas and consider implications of changes Ensure arrangements are adequately resourced Obtain competent advice and consult with employees Consider compliance and safety performance reports Conduct an annual review of performance
Executive Committee	Establish and maintain a health and safety management system Publicly support health and safety issues Ensure compliance with policies and procedures Set annual objectives and review performance Ensure adequate provision of resources
Senior Managers	Identify and assess significant risks Ensure implementation of policies and procedures Ensure appropriate training and information Consult with Health and Safety Advisors Allocate appropriate resources Ensure accidents and near misses are reported Include health and safety in team meetings
Head of Health, Safety and Fire	Develop and review policies and procedures Develop ISO45001 compliant management system Arrange external audits Provide competent advice and maintain legal updates Manage accident and incident reporting system Approve inspection and audit processes Monitor health and safety training Report to Directors and Board
Senior Health and Safety Advisors	Manage health and safety services and advisors Support delivery of training Provide regular reports to senior leadership Manage ISO45001 compliance Support policy development and review Conduct investigations and audits
Health and Safety Advisors	Provide advice and support to operational areas Support Health and Safety Forums Conduct investigations and RIDDOR reporting Deliver training Conduct audits Maintain compliance records
Managers and Supervisors	Implement policies and procedures Identify and assess risks Ensure staff training and induction Ensure supervision and safe systems of work Maintain housekeeping standards Report and investigate incidents Include health and safety in meetings
Employees	Take care of own and others’ health and safety Follow training and use equipment correctly Comply with procedures Report hazards and incidents Do not misuse safety equipment Inform visitors and contractors of risks and procedures
Health and Safety Representatives	Attend Group Health and Safety forums Represent employee interests Highlight hazards and concerns
Group Facilities Manager	Ensure effective health and safety management at office facilities Manage contractor safety standards Ensure visitor safety systems are in place
Corporate Risk Manager	Coordinate response to significant incidents Develop and promote Risk Management framework

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