HEALTH & SAFETY

WYNN WILLIAMS IS CONCERNED WITH THE HEALTH AND SAFETY OF PARTNERS, STAFF AND CLIENTS IN THE WORK PLACE.

Rationale

The firm makes every effort to provide a safe workplace. We provide training, ensure that the building and furniture is of good design and well maintained, and have health and safety policies and procedures in place. This requires a conscientious effort by everyone in the workplace. Employees should also have a responsible attitude to workplace safety by complying with the health and safety policies and procedures, not taking risks, and using commonsense while in the workplace.

Objectives

• To create a healthy and safe work environment.
• To comply with all legal requirements.
• To ensure everything possible is done to prevent injury in the workplace.
• To ensure that we have an effective hazard and management programme, including hazard identification and control.
• To ensure that health and safety procedures and practices are adhered to in the workplace at all times.
• To monitor existing health and safety procedures and look at opportunities for continuous improvement.
• To do everything practicable to prevent the occurrence of occupational overuse syndrome and other stress related health conditions in the workplace.

Action plan

This policy document is the focus of our health and safety strategy.

On commencement of employment, all employees are given information about our health and safety procedures and asked to comply with them.

Ongoing health and safety training will be given to staff

Hazard identification and prevention is an essential part of our strategy for the provision of a safe work environment. In the office environment, gradual process disease is one of the main areas of concern; our Occupational Overuse Syndrome (OOS) policy is therefore of prime importance for the prevention of injury. We have a Health and Safety Committee and Casey Hurren is the Health and Safety Coordinator for the firm. They will do everything possible to create a safe work environment for employees and clients.

Hazard identification and control procedures

A hazard is an activity, occurrence, event, or an object in the physical environment that is an actual or potential cause or source of harm or injury.

The OOS policy is the main focus of our hazard identification process which concentrates on early reporting of any OOS related problems.

Our Health and Safety Committee members are constantly vigilant for hazards in the workplace and will deal with these as they arise.

When a hazard is identified, a hazard report form must be completed and sent to the Health and Safety Coordinator for investigation.

Hazard audits are undertaken by the Health and Safety Committee or an independent expert every 12 months:

• A checklist is used to assist with this process to identify existing hazards, new hazards and potential hazards;
• A positive approach is used instead of a fault finding exercise and there is an emphasis on reduction of hazards, not fixing blame;
• Any hazards that are identified as a result of the audit will be eliminated immediately or isolated, minimised and monitored;
• Results will be evaluated to consider:
• Trends in types of hazards or within areas;
• Training needs;
• Procedures being followed; and
• Building faults.

A hazards register is to be kept and updated accordingly.

• During an emergency all personnel must quickly and expeditiously leave the premises using the nearest available stairwell - DO NOT USE THE LIFTS. Move quickly and quietly - DO NOT RUN.
• Emergency procedure notices instructing evacuation procedure are posted throughout the premises. Designated Fire Wardens are responsible for ensuring complete evacuation of the floor has been effected.
• When Fire Wardens are satisfied that the area is clear, they assemble with the rest of the staff at the designated assembly area and report on the situation to the Fire Service upon their arrival.
• No person is to return to the premises until instructed by a member of the Fire Service, a Fire Warden or the Health and Safety Co-ordinator. 

Accident and incident reporting

It is important that all employees who experience a work related injury (accident) or a near miss (incident), complete an accident/incident form and forward it promptly to the Health and Safety Co-ordinator (Casey Hurren) who maintains an accident register and will record and investigate all accidents.

Serious Harm

The first schedule from the Health and Safety in Employment Act 1992 defines serious harm as:

• Any of the following conditions that amounts to or results in permanent loss of bodily function, or temporary severe loss of bodily function: respiratory disease, noise induced hearing loss, neurological disease, cancer, dermatological disease, communicable disease, musculoskeletal disease, illness caused by exposure to infected material, decompression sickness, poisoning, vision impairment, chemical or hot metal burns of eye, penetrating wound of eye, bone fracture, laceration, crushing;
• Amputation of body part;
• Burns requiring referral to a specialist registered medical practitioner or specialist outpatient clinic;
• Loss of consciousness from lack of oxygen;
• Loss of consciousness, or acute illness requiring treatment by a registered medical practitioner, from absorption, inhalation, or ingestion, of any substance; and
• Any harm that causes the person harmed to be hospitalised for a period of 48 hours or more commencing within 7 days of the harm’s occurrence.

In the event of a serious harm injury:

• Ensure people harmed receive medical attention;
• Do not interfere with the accident scene;
• Take necessary steps to eliminate, isolate or minimise any identified significant hazard; and
• Advise the Manager who will complete an accident investigation and contact the local Occupational Health and Safety branch.

Rehabilitation

The firm fully supports the rehabilitation of staff following an accident and is committed to ensuring an early return to work. Consequently, responsibility for the rehabilitation process rests jointly with the firm and the injured person.

First aid

A regularly maintained first aid kit is available for all employees and is located in the reception area. The firm has a number of designated staff who are qualified first aiders and who have attended the first aid courses run by the St Johns Ambulance Association. Further training in first aid is made available to interested staff during the year.

Information and training

Information regarding health and safety is readily available to all staff.

On commencement of employment, all staff will be provided with information on the firm’s health and safety policy and procedures. Further staff training on health and safety will be ongoing and will include first aid training, reporting systems, the safe use of office equipment, and training relevant to respective positions as appropriate.

Occupational Overuse Syndrome

Rationale

All staff should be able to work in a safe and healthy workplace.

Work practices should be designed to minimise the potential for OOS, but if injury results, appropriate advice and treatment should be given to promote recovery.

Objectives

• To help prevent staff from developing OOS.
• To help those who experience symptoms to get effective treatment and rehabilitation.

Guidelines

• Ensure staff are kept aware of the signs and symptoms of OOS.
• Provide ongoing education for all staff about the prevention of OOS.
• Have a referral system available for staff to gain advice about OOS related matters. (Contact the Health and Safety Coordinator in the first instance).
• Make sure staff are aware of where to obtain treatment and rehabilitation.
• Internal reporting of OOS-related problems are to be part of the overall Health and Safety compliance programme.

Workplace assessment

• All new employees will have their workstation, desk, computer, and communications equipment assessed for correct working conditions and position.
• Staff concerned about changes to their work environment that may lead to reduced performance should notify a Health and Safety Committee representative who will investigate where necessary.

Workplace Harassment

Physical, emotional, sexual

• Initially report to a colleague, team leader or the Health and Safety Coordinator.
• Any harassment will not be tolerated and should be reported to the Manager for investigation and appropriate action.
• Off-site harassment or inappropriate email/letter/phone communications from a client should be reported to the police and/or team leader, a colleague and the Manager.
• Early awareness of such a problem is important considering the potential for the actions to become more serious/severe.

Other HR Policies

Employee assistance programme

All staff have access to an Employee Assistance Programme. Details and contact information is part of the employment induction programme.

Stress and fatigue policy

Our lives are influenced by events that occur at home, at work, during recreation, or by factors outside our direct control. The firm recognises that a balance is needed between the demands of work, home life and physical and mental effort and rest.

Prevention strategies

As occupational stress and fatigue can, in some circumstances, be a potential hazard that can lead to serious harm, the firm has adopted the following prevention strategies for use wherever practicable:

Congenial work environment

• Positions are designed to enable mental stimulation.
• The firm’s office is designed with human factors and ergonomics in mind.

Work organisation

• Appropriate staffing levels are maintained to meet the firm’s workload requirements.
• Staff are encouraged to take regular breaks.
• As per the provisions of the Holidays Act 2003, staff are entitled to take their annual leave in reasonable uninterrupted periods.
• Where an employee is required to take on added responsibilities, appropriate training, resources and monitoring will accompany this to ensure expectations can be met.

Management

• Selection of staff with the ‘best fit’ and appropriate qualifications to meet the position requirements.
• Staff vacancies will be filled promptly and with competent staff.
• Staff will receive training specific to position responsibilities and with respect to stress management.
• Staff are encouraged to participate in the firm’s workplace and open communication is encouraged.
• Staff responsibilities will be clearly defined in position descriptions.
• Staff will receive feedback on their performance and have an opportunity to provide feedback on their supervisors’ performance.
• Support and supervision will be provided for staff at work, including through regular team meetings.

Employee responsibilities

Staff must use opportunities for recuperation responsibly and ensure the personal life choices they make do not pose a risk of harm to themselves or other people at work.
Any concerns regarding occupational stress and fatigue or workload that staff have, must be promptly brought to the firm’s attention either through discussion with their immediate supervisor, the Manager, or through periodic performance reviews.

Managing staff concerns

The firm commits to assessing staff concerns in an appropriate and practical manner. Once a staff member has identified a concern, the firm will work with the staff member to investigate and manage the issue to gain a resolution.

Factors that will be considered within the assessment will include:

• Is the workload normal for the particular type of position?
• Is the nature and extent of the work much more than normal for this particular position?
• Are the demands made on an employee unreasonable compared to the demands made of others in the same or comparable jobs?
• Are the hours being worked realistic and reasonable?
• Are there signs that staff completing particular jobs are suffering harmful levels of stress?
• Have other staff commented on the stress workload of the employee concerned?
• Has the employee had any uncharacteristically lengthy absences?
• Are there abnormal levels of sickness or absenteeism apparent amongst staff?
• Has the employee a history of stress or psychological harm?
• Are there factors outside the control of the firm that are contributing to the stress concern?

Assistance

The firm will work with the staff member concerned to develop the best possible joint action plan specific to the situation and to ensure it is implemented. Remedies could include and are not limited to :

• Initial health assessment;
• Ongoing health monitoring (with employee consent);
• Counselling;
• Temporary assistance to overcome workload;
• Redistributing work;
• Assigning a mentor;
• Referral to medical practitioner; and
• Attendance at training sessions to increase personal knowledge and provide additional resources to deal with situations.

Monitoring

Further to the implementation of the joint action plan, the firm and the staff member concerned will meet regularly to assess and monitor the situation and ensure that all practicable steps have been taken in the circumstances.

Records of the concern, any discussions and the joint action plan will be kept in a confidential file with the Manager.

Employee Participation Scheme

Establishment of an employee participation scheme

As an employer of over 30 staff, Wynn Williams is obliged by the Health and Safety Amendment Act 2002 to have a system which involves employees in workplace health and safety.

The Committee

Wynn Williams has a Health and Safety Committee. Details of members of the Committee and the manuals of the Committee are held on the Wynn Williams intranet.

Meetings

The Health and Safety Committee will meet annually to review systems and procedures, or on an “as and when” basis called by any member of the group in consultation with the Health and Safety Coordinator.

Communication

All communications are to improve or maintain current practice. Communication must be two-way.

An email address ‘Health and Safety’ will be set up for staff to communicate their concerns and ideas. The Health and Safety Committee members will automatically receive messages to this address. The Health and Safety Coordinator will also be available for direct contact.

Review

• Annually; or
• As required due to a breakdown in operations or compliance processes. Any member of the Health and Safety Committee in consultation with the Health and Safety Coordinator can call for a review.

Role of Health and Safety Coordinator

• Act as the communicator between staff and employer to ensure positive health and safety management practices are in place.
• Ensure the maintenance of a Health and Safety Register and the Accident Register.
• Ensure employees and employer are kept up to date with current health and safety initiatives and legislation.
• Liaise with external agencies, e.g. OSH, ACC.
• Hazard identification and ways to deal with them.
• Supporting employees who suffer injury and their rehabilitation.

Training

Employers are obliged to provide two days paid leave each year for a health and safety representative to attend training where appropriate.

Visitors, Principal Contractors and Subcontractors’ Terms and Responsibilities

In most cases, visitors to the firm will be on-site to visit a particular member of the firm. That person will ensure that the visitor is aware of the building's evacuation procedures as necessary and will be the primary point of contact to ensure the visitor leaves the building safely if an emergency arises.

Staff need to advise appropriate fire wardens when they have visitors with a disability type that may effect the evacuation of the building, in the event of an emergency.

Contractors completing work for the firm are to demonstrate their adherence to appropriate policies and procedures concerning occupational safety and health before commencing work. This is particularly important for technical support and services received in relation to electrical, computer and building systems. 

Contractors with no policies and procedures will be required to operate under the firm’s policies and procedures to the extent that they are relevant. In appropriate cases, a contractor may be refused access to the workplace until they can demonstrate an appropriate level of compliance. In sufficiently serious cases, a contractor may be refused the opportunity to carry out work for Wynn Williams.

When any member of the firm visits a client at their place of work, they will enquire after and observe that client's health and safety requirements while at that client's place of work.