Health & Safety Policy

1 – General Statement of Policy

1.1 Action Response Ltd acknowledges and accepts its legal responsibilities for securing the health, safety and welfare of all its employees, of sub-contractors working on its behalf and all others affected by their activities.

1.2  It is the intent of Action Response Ltd to provide safe and healthy working conditions for all our employees by:-

  • providing and maintaining safe plant and equipment.
  • providing safe systems of work.
  • providing a safe place of work and safe access and egress.
  • providing for the safe use, handling, storage and transport of all particles and substances.
  • providing a safe working environment.
  • providing adequate and sufficient information, instruction, training and supervision.

1.3 It is also the intent of Action Response Ltd to enlist the support of all employees towards achieving the safest possible working conditions and to encourage consultation on all health and safety matters. Support, co-operation and consultation will also be sought from clients, other contractors and any other persons who might reasonably be expected to be included in such discussions. To this end, regular health and safety discussions will be held.

1.4 Action Response Ltd accepts its responsibility for the health and safety of other people who may be affected by our activities including clients’ employees, other contractors and members of the public. Action Response Ltd also accepts responsibility for any affects our activities may have on the environment.

1.5 The allocation of duties for safety matters and the particular arrangements which will be made to implement this policy are set out in this document.

1.6 This Policy will be kept up to date particularly as regards any changes in activities or the nature or size of the business and will be reviewed annually.

Signed: John Groves                                                         Date: 1 January 2017

Name:  John Groves                                                         Position: Managing Director

PART 2 – Organisation and Responsibilities

2.1 Head of Company

The head of Action Response Ltd has overall responsibility for health and safety in the Company, and will:

  • Ensure suitable financial provision is made for health & safety obligations.
  • Provide appropriate information and instruction to employees.
  • Ensure work is planned to take into account health & safety issues.
  • Ensure staff at all levels receive appropriate training.
  • Monitor and assess risk to health and safety.
  • Understand Action Response Ltd policies for health and safety and ensure it is readily available for employees.
  • Set a personal example when visiting site by wearing appropriate protective equipment.
  • Actively promote at all levels Action Response Ltd’s commitment to effective health and safety management.

2.2 Health and Safety Co-ordinator / Representative

Named person responsible for H&S: Christopher Cox

Health and Safety Experience /qualifications of above person: Company Secretary

The Health and Safety Co-ordinator / Representative will undertake and be responsible for:

  • Monitoring the implementation of the health and safety policy throughout Action Response Ltd and reviewing its appropriateness by regular safety audits/inspections carried out in various workplaces.
  • Investigating accidents and implementing corrective action.
  • Reviewing health and safety legislation and implementing any new requirements pertaining to Action Response Ltd’s undertaking.
  • Liaising with managers, employees, sub-contractors and specialists as and when appropriate.
  • Collating and reporting any accidents reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.) 1995

2.3. Employees

Section 7 of the Health and Safety at Work Act 1974 states the following:

It shall be the duty of every employee while at work –

(A) to take reasonable care for the health and safety of himself and of other persons who may be affected by his acts or omissions at work; and

(B) as regards any duty or requirement imposed on his employer or any other person by or under any of the relevant statutory provisions, to co-operate with him so far as is necessary to enable that duty or requirement to be performed or complied with.

In order for all employees to comply with their legal duties, they will undertake and be responsible for:

  • Reading and understanding Action Response Ltd’s health and safety policy and carry out their work safely and in accordance with its requirements.
  • Ensuring that all protective equipment provided under a legal requirement is properly used in relation to any instruction / training given and in accordance with this health and safety policy.
  • Reporting any defects to work equipment immediately to the Site Supervisor.
  • Reporting to the management any incidents, which have led or might lead to injury or damage.
  • Reporting any accidents or near misses however minor to the Companies H&S supervisor.
  • Using the correct tools and equipment for the job in hand and in accordance with training and instructions.
  • Co-operating with any investigation, which may be undertaken with the objective of preventing reoccurrence of incidents.

PART 3 – Arrangements

3.1 Communication

In order to meet the legal requirements of the Safety Representatives and Safety Committees Regulations and the Health and Safety (Consultation with Employees) Regulations, Action Response Ltd will communicate and consult with all employees on the following issues:

  • The content of this policy
  • Any rules specific to a site or job
  • Changes in legislation or working best practice
  • The planning of Health and Safety training
  • The introduction or alteration of new work equipment or technology

This communication and consultation will take place directly with the employees via regular safety meetings, tool-box talks, e-mails and memo’s posted on the staff notice board.

3.2 Training

All employees are given training appropriate to their responsibilities in accordance with the Management of Health and Safety at Work Regulations. Training will be provided for the following situations:

  • Induction training for new employees (Health and safety awareness, company procedures etc)
  • The introduction or modification of new/existing machinery or technology
  • A change in employee position/work activity or responsibility.

Training is also specifically provided for work with hazardous substances, use of PPE and manual handling. Any training provided by Action Response Ltd will be formally recorded with a hard copy kept on file.

A programme of refresher training will be undertaken to keep employees up to date with legislation and industry best practice.

3.3 Risk Assessments

The Health and Safety Co-ordinator / Representative will carry out and record formal risk assessments. In addition risk assessments are carried out continuously by employees throughout their work.

Hazards are considered and work methods established to minimize the risk of injury to themselves and others affected by the work. Where the employee does not have sufficient knowledge about a specific hazard, such as work in confined spaces, they will take further advice from the H&S Co-ordinator / Representative if required. The head of Action Response Ltd ensures operators are provided with appropriate instruction and training on risk assessments.

3.4 Method Statements

Formal method statements (safe working procedures) will be prepared in writing where the risk is particularly high. The method statements will provide site specific information on the task to be undertaken including site set up, chain of responsibility and will detail a clear sequence of work that would be followed in order to undertake the given task safely.

3.5 Co-operation with Clients

Employees will always familiarise themselves with client procedures when first attending site, in particular general site access, emergency procedures and high risk work activities including permit to work systems. Clients site procedures and specific instructions will be followed at all times.

Before commencing work, the site supervisor will attend any site meetings or inform other trades working in the direct vicinity of the activities of Action Response Ltd of the specific risks and requirements of the work being undertaken.

3.6 Welfare Facilities

Wherever possible arrangements will be made with the Client and/or Principal Contractor for the use of Welfare facilities at sites under their management. As a minimum the following requirements will be adhered to:

  • Toilet/washing facilities accessible on site
  • Eating/rest facilities accessible on site

3.7 Work Equipment

  • All work equipment (including Electrical equipment) used at work, as part of Action Response Ltd’s undertaking will comply with the Provision and Use of Work Equipment Regulations (P.U.W.E.R.).
  • Before new equipment is introduced into the working environment, an assessment will be made by: Richard Nutt in order to ascertain that the equipment is suitable for its intended use.
  • No employee will use work equipment for which they have not received specific training.
  • No employee will knowingly misuse work equipment or remove any guards that are in place to minimise a specified risk.
  • All work equipment will be maintained and inspected at suitable intervals either internally by a competent person or by specialist external companies. The frequency of work equipment maintenance or inspection will be based on manufacturers guidance and industry best practice. Any maintenance / inspections undertaken on company equipment will be formally recorded with a hard copy left on file.
  • If any faults or damage are found on any equipment, stop using the work equipment and report the fault to your Site Supervisor.

3.8 Personal Protective Equipment (P.P.E.)

Appropriate personal protective equipment will be issued to employees as and when necessary for work activities.

Training will be provided for employees on the safe use, storage and maintenance of the relevant equipment before issue, and a written record detailing what PPE has been issued will be signed by the employees on receipt of the equipment and the hard copy kept on file.

Employees have a legal duty to wear PPE as specified in relevant site rules, risk assessments and method statements.

Any defects or malfunction of PPE must be reported to: Richard Nutt.

3.9 Hazardous Substances

The Company carries out assessments of any substances used, in accordance with the Control of Substances Hazardous to Health Regulations, the information being recorded and held on file.

Assessments consider storage, handling, and aspects of use, exposure, workers health, and emergency actions. Supervisors will brief staff on any hazard or substance precautions, with written records being located in an accessible location within each department.

An inventory of all substances and materials hazardous to health is held at head office.

3.10 First Aid & Accident Reporting

Adequate first aid provision will be made at every place of work occupied by Action Response Ltd.

Each first aid box shall be suitably marked and be easily accessible to all employees at all times when they are at work.

Head Office – the first aid box is located at reception

Qualified First Aider / Appointed Person: Richard Nutt.

On Project Sites – wherever possible arrangements are made with clients/principle contractors to use their first aid facilities. Where this is not possible, a member of the project team will be nominated as the appointed person for first aid and a first aid box supplied, which will contain adequate supplies for the total number of employees on site.

All accidents MUST be reported to your Site Supervisor and the details recorded in the accident book (held at head office). Serious accidents where hospital treatment is required must be reported to the Health and Safety Advisor as soon as possible after the incident.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.):

Certain accidents are reportable to the HSE’s Incident Contact Centre. The Health and Safety Co-ordinator must be notified as soon as practicable after incidents causing the following injuries:

  • any work related injury that leads to an employee being absent from work for more than 3 working days
  • fracture other than to fingers, thumbs or toes;
  • amputation;
  • dislocation of the shoulder, hip, knee or spine;
  • loss of sight (temporary or permanent);
  • chemical or hot metal burn to the eye or any penetrating injury to the eye;
  • injury resulting from an electric shock or electrical burn leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours;
  • any other injury: leading to hypothermia, heat-induced illness or unconsciousness; or requiring resuscitation; or requiring admittance to hospital for more than 24 hours.

All accidents / incidents will be investigated by senior management and any action taken as a result of an investigation will be formally recorded.

3.11 Asbestos

Before any work commences on a client’s site, all employees are to make a request to view the site-specific asbestos register.

The position and condition of any asbestos that may be in the area where you will be working should be noted within the asbestos register. If asbestos is noted within your potential work area, contact the Health and Safety Co-ordinator for further instruction.

Due to the nature of our works on older buildings, there could be a risk of exposure to asbestos

If, during your works, you see a fibrous material that you think may be asbestos, you should:

  • stop work immediately
  • prevent any dust/fibres being released e.g. turn off power tools, minimise air movement etc
  • evacuate the immediate area and prevent access by others e.g. the public
  • inform those responsible for the premises and the Health and Safety Co-ordinator, so that the necessary sampling can be arranged
  • do not return to that area until informed that it is safe to do so

Remember, if you are uncertain as to the content of the material, stop work and seek advice.

3.12 Manual Handling

Manual handling risks are considered prior to each work activity. The method of work is adapted to minimise manual handling risks wherever possible, including use of alternative lifting and carrying methods. Our employees are advised not to manually handle loads which they feel incapable of moving safely.

3.13 Fire Safety & Emergency Procedures

It is Action Response Ltd’s policy to take account of fire hazards in the workplace. All employees have a duty to conduct their operations in such a way as to minimize the risk of fire. This involves compliance with Action Response Ltd’s no smoking policy, keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials.

Site Supervisors are responsible for keeping their operating areas safe from fire, ensuring that their staff are trained in proper fire prevention practices and emergency procedures.

The person with responsibility for the maintenance and testing of fire alarms and fire fighting equipment is: Richard Nutt.

In the event of the fire alarm being activated, or in any other emergency situation (e.g. bomb scare), all employees must leave the building by the nearest available exit and assemble at the designated assembly point.

3.14 Sub-Contractors

Sub-contractors are instructed primarily on the basis of their technical capability, though due regard is also taken of health and safety. Serious breaches of health and safety and the contractors capability for specific risks will be taken into account during the selection process.

Activities that we sub-contract include:

Internal /External decoration

Electrical installation/maintenance

Plumbing installation/maintenance


Gas fitting

Mechanical maintenance



Drain CCTV and unblocking/maintenance.

Glazing maintenance

Sub-contractors health & safety arrangements are assessed by requesting the following documents:

  • Signed agreement of receipt and cooperation with Action Response’s Health and Safety documents.
  • Signed agreement of the provision of own appropriate PPE.
  • Evidence of appropriate technical qualifications for the areas of high access, gas and electrical work.

We manage / supervise / monitor sub-contractors activities by the following means:

·       Regular morning site meetings.

·       Work instructions

·       Site visits and sign off.

3.15 Public safety

The safety of members of the public and other contractors is considered at all times whilst on site.

Any work area that could place others at risk due to Action Response Ltd’s activities will be closed off by appropriate means (e.g. safety signage, bollards, tape, hoarding) in order to restrict access.

3.16 Other Important Health & Safety information

Any changes to this document will be highlighted to staff via their line managers and the entire updated copy made available for reading

To make a report of an accident or dangerous incident please follow the following link:

Please note any injuries must also be recorded in the company accident book, held at the main office. Injuries should be reported in line with Safe Contractor guidance note 1 as held in the H&S file.