Purpose of Policy

1. AJA takes health and safety issues seriously and is committed to protecting the health and safety of its volunteers, staff and all those affected by its business activities and attending its premises. This policy is intended to help AJA achieve this by clarifying who is responsible for health and safety matters and what those responsibilities are.
2. This is a statement of policy only and does not form part of the contract of employment. This policy may be amended at any time in its absolute discretion. AJA will review this policy at regular intervals to ensure that it is achieving its aims effectively.

Who is responsible for workplace health and safety?

3. Achieving a healthy and safe workplace is a collective task shared between AJA staff, members, candidates, consultants and contractors, associates, volunteers and visitors. This policy and the rules contained in it apply to everyone working or visiting Delancey Street regardless of tenure and working hours. Specific responsibilities of staff are set out in the section headed “Responsibilities of all staff” below.

Responsibilities

4. AJA is responsible for:

1. • taking reasonable steps to safeguard the health and safety of staff, people affected by the AJA business activities and of people visiting its premises.
   • identifying health and safety risks and finding ways to manage or overcome them.
   • providing a safe and healthy place of work and safe entry and exit arrangements, including during an emergency situation.
   • providing and maintaining safe working areas, equipment and systems and, where necessary, appropriate protective clothing.
   • providing safe arrangements for the use, handling, storage and transport of articles and substances e.g. cleaning substances.
   • providing adequate information, instruction, training, and supervision to enable everyone to do their work safely, to avoid hazards and to contribute positively to their own health and safety at work. AJA will give the opportunity to ask questions and advise who best to contact in respect of those questions if anyone is unsure about how to safely carry out working at our premises.
   • ensuring any health and safety representatives receive appropriate training to carry out their functions effectively.
   • providing a health and safety induction and appropriate safety training to your role to enable your safety at Delancey Street.

• manual handling.
• control of substances hazardous to health (COSHH).
• working at height.
• asbestos awareness.
• the use of personal protective equipment (PPE) if appropriate.
• promoting effective communication and consultation between AJA and Council members concerning health and safety matters and will consult with staff directly relating to health and safety.
• if an epidemic or pandemic alert is issued, providing instructions, arrangements and advice to staff as to the organisation of business operations and steps to be taken to minimise the risk of infection.
• regularly monitoring and reviewing the management of health and safety at work, making any necessary changes and bringing those to the attention of everyone working and or attending Delancey Street.

5. The AJA Council has overall responsibility for health and safety and has appointed Jacqueline Wearn, Operations Manager as the Principal Health and Safety Officer with day-to-day responsibility for health and safety matters.
6. Any concerns about health and safety matters should be notified to the Principal Health and Safety Officer.

Responsibilities of everyone

7. All members, candidates, consultants, contractors, associates, volunteers and visitors when attending Delancey Street must:

• • take reasonable care for their own health and safety and that of others who may be affected by their acts or omissions;
  • co-operate with the Principal Health and Safety Officer and AJA generally to enable compliance with health and safety duties and requirements;
  • comply with any health and safety instructions and rules, including instructions on the safe use of equipment;
  • keep health and safety issues in the front of their minds and take personal responsibility for the health and safety implications of their own acts and omissions;
  • keep the workplace tidy and hazard-free;
  • report all health and safety concerns to the Principal Health and Safety Officer promptly, including any potential risk, hazard or malfunction of equipment, however minor or trivial it may seem; and
  • co-operate in an investigation of any incident or accident which either has led to injury or which could have led to injury, in AJA’s opinion.

Responsibilities relating to equipment

8. All members, candidates, consultants, contractors, associates, volunteers and visitors when working Delancey Street must:

1. • use equipment as directed by any instructions given by representatives of management or contained in any written operating manual or instructions for use and any relevant training;
   • report any fault with, damage to or concern about any equipment (including health and safety equipment) or its use to the Principal Health and Safety Officer, who is responsible for maintenance and safety of equipment;
   • ensure that health and safety equipment is not interfered with; and
   • not attempt to repair equipment unless suitably trained and authorised.

Responsibilities relating to accidents and first aid

9. All members, candidates, consultants, contractors, associates, volunteers and visitors when working at Delancey Street must:

1. • promptly report any accident at work involving personal injury, however trivial, to the Principal Health and Safety Officer so that details can be recorded in the Accident Book and cooperate in any associated investigation;
   • familiarise themselves with the details of first aid facilities and trained first aiders, which are displayed on the HSE notice in the kitchen;
   • if an accident occurs, dial 999 as appropriate, giving name, location and brief details of the problem.
   • The Principal Health and Safety Officer is responsible for investigating any injuries or work-related disease, preparing and keeping accident records, and for submitting reports to Council under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), where required.

Responsibilities relating to national health alerts

10. If an epidemic or pandemic alert is issued, all members, candidates, consultants, contractors, associates, volunteers or visitors working at Delancey Street must comply and co-operate with all instructions, arrangements and advice issued by AJA as to the organisation of business operations and steps to be taken to minimise the risk of infection. Any questions should be referred to the Principal Health and Safety Officer in the first instance.

Responsibilities relating to emergency evacuation and fire

11. All members, candidates, consultants, contractors, associates, volunteers and visitors when working at Delancey Street must:

1. • familiarise themselves with the instructions about what to do if there is a fire which are displayed in each room;
   • ensure they are aware of the location of fire extinguishers; fire exits and alternative ways of leaving the building in an emergency;
   • comply with the instructions of fire-warden if there is a fire, suspected fire or fire alarm (or a practice drill for any of these scenarios);
   • co-operate in fire drills and take them seriously (ensuring that any visitors to the building do the same), alarm testing will be held at least weekly;
   • ensure that fire exits or fire notices or emergency exit signs are not obstructed or hidden at any time;
   • notify the Principal Health and Safety Officer immediately of any circumstances (for example, impaired mobility) which might hinder or delay evacuation in a fire. This will allow the Principal Health and Safety Officer to discuss a personal evacuation plan for you, which will be shared with colleagues working near to you.

12. On discovering a fire, all staff must:

• • immediately trigger the nearest fire alarm and call 999 when you have vacated the building and notify the location of the fire; and
  • attempt to tackle the fire ONLY if they have been trained or otherwise feel competent to do so. The Principal Health and Safety Officer will be trained in the use of fire extinguishers.

13. On hearing the fire alarm at Delancey Street everyone must:

• • remain calm and immediately evacuate the building, walking quickly without running;
  • leave without stopping to collect personal belongings;
  • remain out of the building until notified by the fire brigade that it is safe to re-enter.

The Principal Health and Safety Officer is responsible for ensuring fire risk assessments take place and changes made where required, and for making sure there are regular checks of fire extinguishers, fire alarms, escape routes, signage and emergency lighting.

Risk assessments, hazardous substances, display screen equipment and manual handling

14. Risk assessments are simply a careful examination of what in the workplace could cause harm to people. AJA will assess any risks and consider measures to best minimise any risk. AJA will carry out general workplace risk assessments when required or as reasonably requested by members, candidates, consultants, contractors, associates, volunteers, or visitors. The Council must ensure that any necessary risk assessments take place, and the resulting recommendations are implemented. The Principal Health and Safety Officer is responsible for workplace risk assessments and any measures to control risks.
15. The use of hazardous substances at work will be avoided where possible and less hazardous alternatives will be used where available. Training on the control of substances hazardous to health (COSHH) will be provided where required.
16. Personal Protective Equipment (PPE) is provided where risks cannot be otherwise effectively controlled].
17. Staff who use a computer for prolonged periods of time should try, where possible to organise short breaks every few hours away from the computer screen but may request a workstation assessment and/or an eye test by an optician. Guidance on the use of display screen equipment can also be obtained from an outside contractor as requested by staff.
18. Guidance on manual handling (for example, lifting and carrying heavy objects) can be obtained from the Principal Health and Safety Officer and where necessary training will be provided by AJA, but AJA will try to minimise or avoid the need for manual handling where there is a risk of injury.

Lone working

19. There will be always greater risks for lone workers without anyone to help them if things go wrong such as violence, stress, medical suitability to work alone working in the inner city late nights, early mornings or at weekends.

To manage the risks of lone working at Delancey Street:

• Employees are offered training in violence prevention and conflict de-escalation
• Everyone accessing the building outside office hours has a building induction that highlights core aspects of this policy.
• Video intercoms are available throughout the building where the perimeter of the exits can be seen 24/7.
• Quick access points to escape the building are left unobstructed.
• Employees are encouraged to keep in touch with AJA members daily.
• Employees offered training to recognise stress from disconnection and isolation and offered support.
• Employees must get medical advice to consider if it is safe for them to work alone and inform their line manager of the advice to consider planning for health care emergencies as appropriate.
• Employees always have a charged mobile phone with them in all parts of the building with emergency contact numbers in case help is required.
• Complete After Action Reviews with a Council member after any untoward event and these need be shared with the Chair and Council members to consider if there is ant further learning or actions required.
• Arrange for some logistical supervision if dealing with a job onsite with anticipated specific risks.
• Lone workers who do not speak English need special instruction to conserve their safety at Delancey Street and this will be offered by the Principal Health and Safety Officer.

Non-compliance with health and safety rules

20. Any breach of health and safety rules or failure to comply with this policy will be taken very seriously and is likely to result in disciplinary or sanction against the offender.

April 2024.