FAQs

You need to regularly monitor your health and safety measures and adjust them whenever needed. Ideally, this should be done annually. However, if your company’s level of risk is high, this should be done more than once a year, following legislative change or post incidents.

In addition, there are varying other health and safety regulations that cover your responsibilities more specifically these include:

• Manual handling
• Working at heights
• Control of Substances Hazardous to Health (COSHH)
• Display Screen Equipment (DSE)
• Workplace welfare
• And many more

Secondly, it should list the people in your company who have specific responsibilities for health and safety, including their roles and positions. Lastly, it has to elaborate on actionable steps you will take to achieve your health and safety goals.

Health and safety policies can be tricky to get right. They set the tone of your health and safety culture and form the basis of your businesses health and safety management approach. The Health & Safety Dept is perfectly positioned to support businesses in the creation of a tailored policy that encompasses their true health and safety risk profile.

It must also be in writing for businesses with five or more employees unless specifically stated by specific laws.

Regardless of company size, all employees must have access to this policy and should be informed of any changes.

Published in 2009, ISO31000 is an international standard for Risk Management and can be used by any type of organisation. Outlining a generic approach, it provides guidelines and principles for effective risk management, which can be used for a variety of risks, including financial, safety and project risks.

ISO31000 provides a uniform vocabulary and concepts for discussing risk management, as well as guidelines and principles that help to undertake a review of your business’s risk management process.

Whether you’re an employer or self-employed, UK law states that you must carry out and conduct risk assessment practices. The 1999 Management of Health and Safety at Work Regulations (MHSWR) states that employers must:

• Assess risks to self, employees and any other people who have contact with the workplace or work processes.
• Review and assess over time and address any changes.
• In the case of organisations with five or more employees, keep a record of risk assessment findings, and identify people who are considered at risk.

It is the employer’s responsibility to ensure the health and safety of employees and contractors and therefore, it is the employer’s job to make sure RAMS are carried out and the right precautions are put in place to prevent anyone from getting hurt.

A risk assessment will protect workers and the public from hazards. As well as identifying the hazards, it should put precautions in place to prevent accidents and ill-health in the workplace.

There is no right or wrong way to do a risk assessment. Though there are five steps to follow that ensure it has been carried out correctly. The five steps are:

1. Identify the hazards
2. Decide who might be harmed and how
3. Evaluate the risks and decide on control measures
4. Record your findings and implement them
5. Review your assessment and update if required

Risk assessments make up the basis of a method statement, and therefore, should always be done first. The risk assessment will identify if an activity is high risk or complex, while the method statement will detail how the job or task is to be carried out safely.

Because they’re both common health and safety documents, people get them mixed up. While the differences are subtle, it’s important that you know the difference between risk assessment and method statements.

Risk assessments identify and assess the hazards and risks at work and from here, suggest control measures to mitigate the risk. Method statements detail step by step how a task should be completed safely.

Reviewing your risk assessment and risk management practices is advised annually or whenever there is a substantial change to your workplace, such as how it operates or its design. New machinery, substances and procedures should also influence a review of your risk assessment and management practices. Likewise, if there is an injury or accident as a result of hazard exposure.

Managing for health and safety (HSG65) is a guide that covers the “Plan, Do, Check, Act” approach. Created for leaders, owners, and line managers, the HSG65 looks at health and safety frameworks as a vital part of management as opposed to a standalone system. 

This guide details the core elements of managing for health and safety (your legal duties and documentation), examples of evidence to manage health and safety effectively (e.g. risk profiling, worker consultation), how to deliver your safety system (plan, do, check, and act), and other useful resources.

There are several things you can do starting today, including:

• Inspecting your workplace
• Creating (or improving) your health and safety management system
• Training your employees to uphold safety standards
• Holding meetings where employees can air their concerns and suggestions
• Keeping and regularly updating your safety records

Under HASAWA 1974, workplaces are required to provide adequate safety training to their staff, welfare for staff in the workplace, a safe working environment, as well as comprehensive information, supervision, and instructions. 

If you have five or more employees, you are required by law to keep a written record of your health and safety policy. Businesses with fewer than five employees, while not required, are still encouraged to do so, unless otherwise stated by law.

Outsourcing this vital task will give you the advantage of having an objective eye looking at your current system and recommending how to improve it. It also saves you time and lets you tap on the expertise of those who have a deep understanding of the requirements within your industry. Our team at Health & Safety Department is qualified to do this, regardless of company size, while making sure you’re saving on costs

Hazard pictograms alert us to the presence of hazardous substances. They help us identify chemicals that could cause harm to people and the environment. Examples are:

• Explosives: These are chemicals and preparations that may explode, due to being unstable or if exposed to fire, blast or projection.
• Flammable: Chemicals that may catch fire in contact with air, with brief exposure to ignition source or develop flammable gases due to exposure with water.
• Oxidising: Chemicals or preparations that react exothermically with other chemicals.
• Gas under pressure: Gas stored under pressure, such as in gas containers. May explode if heated or, if refrigerated gas, may cause cryogenic burns.
• Corrosive: Chemicals that may destroy living tissue on contact.
• Toxic. Chemicals that at very low levels can cause damage to health if swallowed, inhaled or come into contact with skin.
• Health hazard: Chemicals that may cause damage to health such as drowsiness, skin irritation or eye irritation, or is harmful if inhaled, swallowed or comes into contact with skin.
• Serious health hazard: Chemicals that can cause severe or long term health damage, for example organ damage, fertility damage, cancer, genetic defects, asthma, allergy or damage to an unborn child.
• Dangerous for the environment: Chemicals that may cause immediate or delayed damage to the environment, for example aquatic life.

All providers/ suppliers of substances are required to hold the relevant information to allow for COSHH assessments to be made. Employers should source this information from their suppliers for all substances they utilise at work.

More information about hazardous substances can be found on the UK Government Health and Safety Executive’s website.

All employees must have access to both the COSHH assessment and relevant data sheets for all substances that they work with or around that are hazardous to health.

It is necessary for employers to provide employees with comprehensive information about the risks, hazards and controls measures relating to hazardous substances. They must also provide training and instruction in order for the employee to be able to use the control measures.

A COSHH assessment should be reviewed at least annually, or every time a relevant change is made within the work environment. For example, they should be reviewed if there are any reasons to believe the original assessment is no longer valid, such as reports are received from supervisors that there are defects in control systems, or new substances are introduced to the workplace or being produced by the workplace. If you have any reason to think your COSHH assessment may need to be updated, it’s vital to check.

Safety data sheets are important documents that assist in the safe handling and use of chemicals and other hazardous substances. Data safety sheets provide key information on how to store and handle hazardous substances and identify the properties of a particular substance that may cause harm. They also detail emergency measures that would need to be taken in the event of an accident, for example first aid measures and fire-fighting measures. The data safety sheet forms the basis of a COSHH risk assessment, but is not the same thing.

Whilst it is the employer’s responsibility to ensure a COSHH assessment is carried out, they may not actually write the assessment themselves. Large organisations often have an individual or a team or a team employed who is responsible for health and safety. Smaller companies may appoint a ‘competent person’ who can assist and advise on these matters. The person must have the necessary skills, knowledge and experience to carry out the assessment properly, as well as a good understanding of hazard and risk.

As with physical first aid, MHFA (Mental Health First Aid) training expires after three years. 

The Health & Safety Dept recommends that mental health first aiders and MHFA Champions complete a course refresher every three years. As well as keeping your skills in tip-top shape, you’ll be up to date on the latest knowledge, support and practises relevant to mental health first aid. 

You can book your refresher course by giving us a call today. 

This depends on the type of course you pick, which depends on what you want to learn. We have one and two-day courses for employees, managers and supervisors, that cover everything from the basics of mental health illness to the effects of drugs and alcohol.

It’s the responsibility of the mental health first aider to act fast at the first sign of mental health or substance abuse-related illness, providing support, guidance and advice. As well as being the first point of contact when an employee or colleague is struggling, the first aider acts as a mental health advocate in the workplace, reducing stigma and encouraging positive change. 

It’s important to know that mental health first aiders cannot diagnose a person with a specific mental health condition — they are not professional therapists or counsellors and neither should they be seen as a replacement for professional treatment. Instead, they can help identify symptoms and causes of mental health problems, and suggest things that may improve an employee’s health. 

Mental health training is recommended for all types of businesses with employees. No matter what sector you’re in, your employees and colleagues’ mental health should be a top priority, on a par with their physical health and well-being. 

While our mental health training courses are open to anyone, they require a core set of soft skills that will ensure you’re able to support anyone in your workplace who may be suffering from mental health illness. These include being an active listener, showing empathy, having a non-judgmental attitude, demonstrating compassion, and being confident enough to react calmly, quickly and effectively. 

Our mental health training courses will teach you to be all these things, giving you the skills required to help anyone suffering from mental health or substance abuse-related illness.

Mental health first aid training helps you spot signs and symptoms of mental health, as well as how to assist someone experiencing mental health or substance abuse-related illness. As part of our first aid courses, your employees will learn the risk factors and warning signs for mental health and addiction, strategies for supporting someone in urgent and non-urgent situations, and where to turn for help. 

As much as we think it should be, mental health training is not a legal requirement. Mental health is just as important as physical health, so we highly recommend that every business has at least one mental health first aider. This will ensure your business is equipped to spot signs and symptoms of mental health illness, as well as having someone who knows how to deal with it. 

As per the Health and Safety Executives (HSE) recent recommendation, ‘mental health trained first aiders’ should be included as part of employers’ first aid needs assessments.

Health and safety audits can be undertaken internally as regulations state that as long as a person is ‘competent,’ they can do so.

In legal terms, a person who is considered competent is “someone who has sufficient training and experience or knowledge and other qualities that allow them to assist you properly.” This means they will also need the relevant qualifications or training, such as a training through NEBOSH.

To ensure that you’re meeting the correct legal standards, we recommend working with an external competent auditor.

A safety audit, however, focuses on processes and procedures within the businesses. It will check for compliance and determine any weaknesses you may have. Due to the legislation knowledge that is needed it is best if this job is always undertaken by a professional health and safety expert (like us).

Both are crucial for workplace safety.

A risk assessment identifies the hazardous properties of a substance and therefore highlights its potential to cause harm. A COSHH assessment examines the circumstances that a substance is being used in, and therefore highlights the actual risk that the substance could cause harm.

The COSHH assessment is designed to ensure that correct decisions are made about the control measures which should be taken to prevent or control substances that are hazardous to health. A more general risk assessment is the starting point of a COSHH assessment as it only provides information about the substance itself, and not advice about how to control it.

While health and safety laws apply to all businesses, the type of work and the number of people working will alter what you need to do. If you are a team of five or more people or work with the general public, you are legally responsible for their health and safety. That said, if you have fewer than five people in your team, the Health and Safety Executive (HSE) doesn’t require you to write down your risk assessment or health and safety policy. However, your industry and the needs of your clients will also dictate the need for written documentation.

If there isn’t a valid fire risk assessment for your building, you should ask the Responsible Person to have one conducted immediately.

The objective of a food safety management system is to control food safety measures within a food business, and ensure the food they provide is safe to eat. All businesses that sell food must put in place, implement and maintain a food safety management system based on the principles of HACCP.

To comply with the UK food safety and hygiene legislation, you’ll need to put in place and implement a food safety management system. This will protect those who consume your products or utilise your space for eating and drinking purposes. The procedures should be kept in place permanently, and reviewed if you change how you work or how you produce food.

There are three critical components to a food safety management system: Hazard Analysis Critical Control Points (HACCP), Prerequisite Programs (PRPs), and other components required to complete a food safety management system. Each component is of equal importance, and without one another, a food safety management system can not be completed.

There are three major food safety and hygiene legislations in the UK:

• Food Safety Act 1990: Provides the framework for food legislation, creating offenses in relation to quality, safety and labelling.
• General Food Law Regulation (EC) No 178/2002: Creates general principles and requirements of food law.
• Food Safety and Hygiene (England) Regulations 2013: Revoke and re-enact with some minor changes to the Food Hygiene (England) Regulations 2006 and certain provisions of the General Food Regulations.

Conduct a training programme to arm your staff with the right knowledge and skills. Equip them with all the tools they need to do their job safely. Be proactive about staying updated with regulations and providing regular training.

The Health & Safety Dept can help you draft a policy, run training, inform you on the latest health and safety legislation, and more.

We will only store your personal data for as long as is necessary to fulfill the purposes outlined in this Privacy Policy or for as long as we reasonably consider necessary to establish, exercise or defend our legal rights.

This means that your data will be retained in line with statutory and regulatory requirements. For example, we retain details on services and products delivered for a minimum period of 7 years post the end of the transaction.

The Health & Safety Dept must retain some information for periods in line with regulatory or legislative requirements. If there is no regulatory or legal requirement to retain your information, the criteria used to determine these retention periods includes:

To comply with the minimum regulatory retention requirements as set in law.

To comply with the statutory retention periods for accounting records, as set by the Companies Act and HM Revenue & Customs (HMRC).

Where our retention periods are not governed by legislation, our retention policy is based on commercial justifications, which have been set in accordance with the principle of retaining personal data for no longer than is necessary for the purposes for which it is processed. These include:

To enable us to provide you with our products and services.

To allow us to resolve any disputes or complaints.

For the detection and prevention of fraud.

HACCP training keeps your business on the right side of the food laws, as you will automatically comply with Regulation (EC) No 852/2004. As well as helping you avoid legal action, it will also increase customer confidence, prevent costly food safety incidents and protect your business’ reputation.

There are lots of differences, but the most significant is that while HACCP is a food safety management system that businesses use, ISO 22000 is a food safety management standard that businesses need to meet.

In its simplest form, HACCP monitors potential food safety hazards. ISO 22000, on the other hand, is a broader system that is based on quality principles. While HACCP prevents food safety hazards from ever happening, ISO 22000 incorporates HACCP principles and regulations.

The 7 steps of HACCP are:

1. Perform a hazard analysis — identify potential hazards in your business by looking at your ingredients, equipment, chemicals and staff.
2. Determine Critical Control Points (CCP) — identify which hazards can be controlled out of the ones found. For example, you might cook meat to a specific temperature so that it is safe to eat.
3. Set critical limits — set specific limits on the critical control points. For example, you might cook the meat to 68 degrees celsius.
4. Establish a monitoring system — this will ensure the critical limits are being met.
5. Establish corrective actions — corrective actions will be put in place if the critical limits are not met.
6. Establish verification procedures — verification procedures allow you to see if, and how well, your HACCP plan is working. This might include monitoring employees to ensure they are working to the Critical Control Points.
7. Establish record-keeping procedures — this will ensure you have a record of everything that has been planned and implemented. This includes the plan itself, hazard analysis and documents to support the critical limits.

To become HACCP certified, you’ll need the help of HACCP experts, like those at The Health & Safety Dept.

It’s not an overnight process and requires professionals who understand the principles of HACCP and can develop a plan, complete gap analysis, carry out an audit and are eligible to issue HACCP certification.

The Health & Safety Dept are experts in all the above and are on-hand to help you create, implement and maintain your HACCP system.

HACCP certificates do not have an expiry date. However, we recommend you complete a refresher course every three years to keep your skills, knowledge and practices up to date and to ensure you’re still aware of the laws in place.

As soon as you begin to question yourself about the HACCP principles, or if you’re struggling to maintain your current system, it’s important to reach out to one of our experts for a refresher course.

If you work with food, there are four types of food hazards you need to be aware of:

• Microbiological hazards — things like bacteria, mould, yeast and viruses.
• Chemical hazards — anything that contains chemicals, so things like cleaning agents, pest control substances, food additives and biocides.
• Physical hazards — things like jewellery, glass, packaging, screws, rat droppings.
• Allergens — this includes risks associated with allergens, so things like eggs, milk, fish, peanuts, gluten, soya beans, celery, mustard, sesame seeds and more. Click here to see a full list of allergens.

To be classed as a qualified first aider, you must hold a valid certificate in either: First Aid at Work (FAW), Emergency First Aid at Work (EFAW), or any other qualification that is relevant to the circumstances.

A DSE assessment generally takes around 20-30 minutes. However, if your staff have more complex needs, then the assessment can take longer.

The employers are responsible for DSE assessments. If employees use DSE daily as part of their normal work, it is the employer’s responsibility to arrange a DSE assessment. It is also the employer’s responsibility to plan regular breaks for all employees to reduce the risk of tiredness and eye strain. 

It’s not uncommon for the body to change, habits to develop, workstations to be moved and chairs to deteriorate. And it’s for these reasons that a re-assessment programme should be put in place to check employees regularly. At The Health & Safety Dept, we recommend that all employees have a DSE assessment every two years to keep them safe, comfortable and productive.

Working with screens can be harmful, and several health risks can come from long periods of use, including fatigue, pain and discomfort, upper limb pain and eye strain. A DSE assessment will help reduce these risks by looking at all the things that can cause them, such as your employee’s chair, desk, display screen, computer equipment, environment and posture.

Employees can carry out an initial self-assessment of DSE using a simple form or software solution. However, this then needs to be reviewed and followed up by a professional or trained person — like one of our health and safety team. 

The assessor needs to identify workstation hazards, provide recommendations, and effectively communicate the findings and present the information to the people who need it, so hiring an expert is a must.

Under the Health and Safety (DSE) regulations 1992, employers have the responsibility to identify DSE users and conduct the correct analysis on their workstations. As per the regulations, “Every employer shall perform a suitable and sufficient analysis of the workstations that: 

1. Are used for the purpose of his undertaking by the user. 
2. Have been provided by him and are used for the purposes of his undertaking by operators.

Essentially, you should assess all the workstations in your business. This includes co-working spaces, remote working and hot-desking. 

There is no ‘one fits all’ solution where health and safety courses are concerned. It totally depends on what you want to learn, which will depend on what type of business you run and the jobs it entails. We offer a variety of courses for all types of businesses, including health and safety, HR, general workplace and management courses.

All our online health and safety courses are around 30 minutes long, which is the ideal length to keep learners’ interested and engaged. You can pause, start and resume the course whenever you like, perfect for busy businesses looking for a flexible learning option.

Log in to the system using your login details, select the course you have been allocated and begin. You can stop, start and resume where you left off to suit you. At the end of the training you will have a short 20 question test and you will receive a certificate of completion.

Absolutely. All our health and safety training is in an online course format, meaning you can learn anytime, anywhere. Because they’re CPD certified, as well as building the skills, knowledge and confidence you need to manage health and safety in your workplace, you’ll also stay compliant.

The best and most trusted health and safety qualification is the NEBOSH General Certificate in Occupational Health and Safety (NGC) and more than 200,000 learners have passed this course (NEBOSH are the the National Examination Board in Occupational Safety and Health). 

As well as a good understanding of how to manage general workplace issues, the NGC course covers all the things you’ll likely encounter in a health and safety role. This includes management systems, risk assessment, HSE legislation, safe systems of work, reporting, hazard control and more. Upon taking this course, you’ll have both the knowledge and practical skills required to make your workplace safer.

Your insurance will cover for first aid provided at work but you will need to check with the insurance company if they will cover your first aider outside of work.

To become a certified first aider at work and obtain a First Aid at Work Certificate, you must complete a first aid training course. The first aid training course takes three days to complete and includes both practical and theory work.

Unfortunately, no. No matter where you work or what line of work you are in, correct first aid training requires face to face interaction and an assessment of practical skills that can only be done in person.

A one-day first aid course teaches you a mix of both practical and theory. You’ll learn how to examine a casualty, how to control bleeding and trauma, how to use a defibrillator, and you’ll be familiar with basic life support. Everything you learn will give you the skills to overcome a potentially life-threatening situation long enough for the emergency services to arrive and take over.

It’s not uncommon for people to think that first aid certificates last forever, but it’s not true. A first-aid certificate lasts for three years. However, The Health & Safety Dept recommends a refresher course every year to keep your first aid skills and knowledge up to date. 

When you complete your first aid course, you’ll be awarded a certificate that is valid for three years. When it’s time to renew your certificate, you’ll need to take a two-day refresher course to qualify for a new certificate. The employee must complete the refresher course within 28 days of the expiry date on your previous certificate.

Employees have a duty of care towards their own health and safety, as well as the health and safety of fellow employees and other people who come into contact with their workplace/activities. Workers must cooperate with employers and colleagues to help everyone meet the legal requirements, as many businesses consider failures in this regard to constitute gross misconduct.

It is a legal responsibility for employers to consult their employees on health and safety matters, as it helps create and maintain a safe working environment. Employees working from home must be consulted because employers are not allowed to visit their homes due to Covid-19 regulations. As well as being the law, consulting with your staff will help to reassure and motivate them.

Following government guidance is key to protecting your customers and you should offer them reassurance about the health and safety measures you have undertaken. Placing a Covid-secure notice somewhere prominent lets customers or other people accessing your workspace know that you have followed government advice and committed to undertaking measures that will keep them safe.

First and foremost your business will need to provide evidence that you have access to competent and qualified health and safety knowledge. This may be internal or in many cases outsourced to specialists like The Health & Safety Dept. 

The specific documentation required differs depending on what industry you’re part of, but here are some of the more general types of documents for CHAS accreditation:

• Company health and safety policy
• Risk assessments
• Method statements
• Health and safety organisation information
• Insurance information
• Maintenance records
• On-site health and safety induction records
• Health surveillance information
• COVID-19 procedures and processes
• Toolbox talks attendance sheets
• Safety advisor details
• Evidence of training and certification

Removing themselves from stressful situations is the best way for employees to reduce workplace stress, although, this is often easier said than done. If employees are unable to remove themselves from stressful situations at work, a great way to reduce stress is to take regular short breaks.

Staff should be encouraged to complete the Stress Awareness eLearning training so that they can recognise their ‘stressors’ and know how to manage them.

SSOWs offer structured processes for how employees can safely complete specific tasks that present significant and unavoidable risks. Safe systems of work are step-by-step processes designed in collaboration with health and safety experts to help employees safely complete these tasks in a way that minimises the risk of injury, illness, or death.

Employers are responsible for sourcing  competent  health and safety support when designing safe systems of work for tasks and activities that present significant risks to the health of their staff.

Under Section 2(a) of the Health and Safety at Work etc Act (HSWA) 1974, employers must, ‘so far as is reasonably practicable’, provide and maintain systems of work that are practical, safe and without risks to health.

1. Complete a full risk assessment for the task or activity
2. Identify and examine hazards that present significant risks.
3. Establish methods that reduce the level of risk for these tasks or activities.
4. Document a step-by-step process and train staff on how to apply it.
5. Monitor how the SSOW performs and reassess it regularly. 

Safe Systems of Work should remain dynamic and be continually reviewed throughout the task or activity. The employer must make regular updates or amends when information or a situation is presented that afford the SSOW an improvement.

Safe systems of work need to be frequently reviewed to make sure that they are still appropriate for the tasks they were designed for. 

It is important to immediately reassess an SSOW when there are changes that impact a task. Examples of this could include the introduction of new machinery or changes in levels of staffing.

A formal risk assessment to identify risks must be completed in advance of designing a SSOW. Employers are required to train staff who complete tasks covered by an SSOW and give them the opportunity to seek clarification. This is key because dumping a load of important information on staff without letting them ask questions risks them not understanding what they need to do (this is called the human error). Businesses must keep evidence of training for each employee in their HR records.

An SSOW goes into more detail than a method statement. In addition to detailing steps for safely completing tasks, an SSOW includes additional information such as what to do if there is an emergency and a formal process for monitoring and updating the SSOW. Not everybody needs this level of detail, so method statements are often created as trimmed versions that offer role-specific information.

The main purpose of conducting an accident investigation and preparing a report is to find the causes of an accident and to prevent it from happening again. It is not about finding someone to blame, which can lead to a loss of trust and morale within the company. There are generally multiple elements that factor into accidents happening, and it’s the investigation that examines each element’s possible contributions to cause accidents.

While CHAS accreditation is more popularly known as a requirement for construction work, it also covers a wide range of other industries. From window cleaners to residential care providers, all sorts of businesses benefit from CHAS accreditation. The CHAS database currently includes 124 work categories.

SafeContractor is another health and safety accreditation scheme recognised by many UK organisations. It has 80 internal auditors, the largest team in the UK. Over 28,000 companies in the public and private sectors have a SafeContractor accreditation.

SMAS is yet another health and safety accreditation scheme that is widely accepted throughout the UK and in some cases internationally. SMAS stands for Safety Management Advisory Service, and you get a SMAS Worksafe certification for passing the application process. It specialises in construction, social care, and education. Over 25,000 contractors are part of the SMAS database.

All three health and safety accreditation schemes are generally accepted by most UK businesses. They all follow the standards set by the health and safety governing organisation Safety Schemes in Procurement (SSIP). You can choose to get accreditation for any of the three and be well-equipped for most contract projects, but it ultimately lies on what the company you want to work with demands for qualification.

There are two types of PEEP: permanent and temporary. A permanent PEEP is required for anyone who has mobility, sight, hearing or cognitive impairments, or any other relevant circumstances. For short-term injuries such as a broken leg, or temporary medical conditions and those in the later stages of pregnancy, a temporary PEEP is required. 

The main thing a PEEP needs to detail at the planning stage is the necessary escape route(s). This includes clear unobstructed gangways and floor layouts. The individual must also be able to operate any security devices on doors in the event of an emergency, so these must feature in the PEEP too.

GEEPS and PEEPS can become quite complex as you consider your environment, the people and behaviour during an emergency. It is very easy to miss something that could later on cost a life. To help you prepare a Geep or Peep The Health & Safety can guide and support you through the process to give you peace of mind that your GEEP and PEEP is correct. 

At The Health & Safety Dept, we recommend that you review your GEEPs and PEEPs at least annually to ensure they are still relevant to your visitors and employees (a person’s situation may change or the building layout may alter).

The employer is responsible for managing risk assessments, and therefore, is also responsible for ensuring the stress risk assessment is carried out. Employers can delegate another person to handle risk assessments on behalf of the business, as long as they are trained and competent to do so. 

Every business needs at least one mental health first aider. And if it’s a large organisation with multiple teams, we recommend one per team or office. 

When deciding how many MHFAs (Mental Health First Aider) your business needs, think about how many physical first aiders you have, because they are the same level of importance. It’s key that the person suffering from mental health or substance abuse-related illness has quick and easy access to the support they need.

RIDDOR, or the Reporting of Injuries, Diseases, and Dangerous Occurrences Regulations 2013 legislation, requires employers, self-employed individuals, and people in charge of a workplace environment to report specific serious workplace accidents, occupational diseases, and dangerous occurrences.

Accidents that result in the following should be reported, alongside others noted on the HSE website:

• Death
• Incapacitation from work for seven or more days
• Specific worker injuries, including bone fractures, amputations, and internal organ damage
• Occupational diseases, such as carpal tunnel syndrome and occupational asthma.
• Dangerous occurrences or “near misses” where someone could have experienced severe harm but did not

The Management of Health and Safety at Work Regulations 1999 suggests employers conduct workplace accident investigations to meet the standards of good health and safety management.

The Social Security (Claims and Payment) Regulations 1987 requires employers to take reasonable actions to investigate all reported accidents.

The Health and Safety Executive (HSE) deems those that are employers, managers, and supervisors as “responsible persons” who are legally required to report under RIDDOR.

An accident is an unwanted, incidental, and unplanned event that could have been prevented if its causes have been identified and resolved before it happened.

An injury is when an external force damages a body. Accidents may cause injuries.

A near miss is an undesired event that could have caused harm but did not in reality.

You should give toolbox talks regularly, though the frequency of your talks depends on the size, nature, risks and location of your site. On larger sites, you may need to carry out toolbox talks weekly, and multiple times in one day if you have several groups of employees (i.e. subcontractors, contractors, self-employed workers etc) working on the same site. Smaller sites are easier to manage, and you may be able to communicate with all your employees at once less frequently.

Above all else, the toolbox talk needs to be work-related and relevant. If your toolbox talks are relevant to your site and employees, your messages will resonate and have a longer-lasting impression. Examples and real-life scenarios are great ways to keep your employees engaged throughout the talk, and help highlight the importance of the safety aspects on your site. Lastly, keep your talks short, sweet and to the point. Aim for 30 minutes or less. 

Employers have a legal duty to protect employees at work. And therefore, it is a legal requirement to do a risk assessment and act on the findings. 

If your business has more than five employees, by law, you must keep a physical copy of the stress risk assessment. Whether it’s a workplace risk assessment form or internal notes, it’s entirely up to you how you do it — but it must be written down. For businesses with fewer than five employees, you do not need to do this. However, we recommend that you do, as it’s easier to review it at a later date.

It starts with each individual being assessed with a questionnaire. As set out by the Health and Safety Executive (HSE), the questions cover the Management Standard and look at the six key areas of stress at work. These are control, demands, relationships, support, change and role. 

Employees will be monitored and reviewed to identify whether they are at risk. If they are, the findings from the assessment will be actioned to help the individual deal with and overcome work-related stress.

Whether it’s holding workplace activities, providing a platform for discussion, introducing exclusive policies, launching employee assistance programmes, or simple things like educating your team about mental health, explaining the concept of stress or leading by example — there are lots of ways to raise awareness for mental health in the workplace. 

Of course, not all businesses will be able to do everything we’ve spoken about here, but it’s about looking at your business currently, and addressing what you think is most important with the resources you have available.

You should prepare the following:

• Where, when, and what time the accident happened
• Who was involved, including witnesses
• What injuries and ill health did the accident cause
• How much damage it did to the work environment and equipment
• What work activities were done during the accident
• What the environment was like during the accident
• What control measures and systems of work were in place
• A timeline leading up to the accident
• What the organisational arrangements were at the time
• What materials and substances were involved
• What safety equipment was used
• What cleaning and maintenance processes were employed

We will examine the location of the accident and whatever equipment was used during the accident, and gather evidence of substances or materials involved in the accident.

We will review all the relevant documentation, such as personal records of the employees involved, risk assessments of the work duties being done at the time of the accident, and safety protocols related to the task.

We will also interview the people who have been injured during the accident, the witnesses, and whoever else may have pertinent information to share.

Essentially, to save lives and prevent injuries and accidents in the workplace. The main purpose of a toolbox talk is to keep employees safe and up to date with the latest safety issues on-site. Toolbox talks are also useful for: 

• Promoting safety awareness
• Introducing workers to new safety rules and equipment
• Providing information on accident causes, types and preventive actions 
• Discussing planning, preparation, supervision and documentation 
• Reviewing new laws, industry standards and company policies and procedures 

The name comes from gathering around a toolbox at a construction site, which is the industry where toolbox talks are most popular, due to their hazardous nature. However, toolbox talks are impactful at all workplaces, from construction sites to distribution centres and everything in between.

Only responsible and competent people with suitable and sufficient knowledge on the topic should give toolbox talks, whether that’s a site manager, contract manager or site supervisor. If you’d like us to give a toolbox talk on your behalf, that’s not a problem. Our health and safety experts will create a bespoke toolbox talk that’s tailored to your site and help communicate the message to your employees. Hearing from an external expert can often get the message across more effectively.