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					                                                                                    Lifeline Project




                                                                         Facilities Management




Policy Reviewed: September 2010                           Page 1 of 54           Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                          Version: 1.0
                                                                                                      Lifeline Project
Table of Contents
1.0 Scope ..............................................................................................................................3
2.0 Introduction ....................................................................................................................3
3.0 Definitions .......................................................................................................................3
4.0 Aims ................................................................................................................................3
5.0 Key Principles.................................................................................................................3
6.0 Responsibilities ..............................................................................................................4
7.0 Guidance on policy ........................................................................................................4
8.0 Facilities Management ...................................................................................................5


Appendix 1 Legislative Context ........................................................................................12
Appendix 2 Sample Facilities Management Checklist………………………………………13
Appendix 3 Risk Assessments..........................................................................................23
Appendix 4 Required Checks ............................................................................................52




Policy Reviewed: September 2010                            Page 2 of 54                           Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                                           Version: 1.0
                                                                            Lifeline Project
Facilities Management

1. SCOPE

This policy covers all staff and volunteers employed by and seconded to Lifeline Project. This
policy and associated procedures replace any previous facilities management procedures.

2. INTRODUCTION

The purpose of this policy is to outline the way in which Lifeline Project undertakes facilities
management in order to provide an appropriate environment for all service users, staff,
volunteers and visitors

This Facilities Management Policy is supplemented by detailed guidance which will be used
by staff in implementing the policy.

3. DEFINITIONS

Facilities management refers to the operational day to day management of properties and
the surrounding environment to ensure that these areas are fit for service delivery.

4. AIMS

Lifeline’s premises vary in their size and complexity depending on the services they deliver
and therefore certain parts of this policy may be more relevant to some services than others.

The overall aim of this policy is to provide guidance on required core standards which will
maintain a physical environment that will contribute to high quality service delivery and in
particular:

          (a) Ensure all legal requirements are met. (Appendix 1)

          (b)      Achieve best practice wherever possible in accessibility, environmental
                   management and space utilisation.

          (c)      Provide guidance and procedures to staff and delivery partners.


5. KEY PRINCIPLES

Lifeline will ensure that:

          (a)      Facilities and accommodation will be safe, comfortable, clean and fit for purpose
                   as well as flexible enough to meet the changing service needs.
          (b)      Policy will be monitored and audited to ensure implementation and compliance.
          (c)      Policy will be regularly reviewed to ensure it remains relevant to Lifeline’s
                   activities.




Policy Reviewed: September 2010                           Page 3 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                  Version: 1.0
                                                                                 Lifeline Project
6. RESPONSIBILITIES
Chief Executive
The Chief Executive has responsibility for facilities management within Lifeline. The Chief
Executive is accountable to Lifeline’s Board, which holds overall responsibility.

Executive Team
The Executive Team, which includes Heads of Directorate, are responsible for ensuring that
each department adopts Lifeline’s facilities management policies and practices and those
organisational policies and practices are regularly reviewed.

Senior Managers, Service Managers and Project Managers
Managers are responsible for ensuring that appropriate and effective facilities management
procedures are in place within the projects and facilities for which they hold responsibility.

All Employees
All employees are responsible for contributing to the development implementation and
compliance of facilities management policy and procedures.

7. GUIDANCE ON POLICY

This policy should be read in conjunction with the following Lifeline policies and procedures:

                    Health and Safety Policy
                    Premises Management Policy
                    Infection Prevention and Control
                    Medical Devices and Decontamination Policy
                    Service User Involvement
                    Quality Assurance Framework
                    Ethical and Environmental Policy
                    Risk Management Policy
                    Business Continuity Management Policy


8. FACILITIES MANAGEMENT

The overall aim of this policy is to provide guidance on required core standards which will
maintain a physical environment that will contribute to high quality service delivery.

The policy aim will be achieved through ensuring

                    Regular maintenance and cleaning of premises;
                    Providing a secure and inclusive work environment.
                    Suitable welfare and refreshment facilities for staff;
                    Best practice environmental management;


Facilities management encompasses the overall management of Lifeline Premises and can
be sub divided into the five key requirements noted in the table below




Policy Reviewed: September 2010                           Page 4 of 54        Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                       Version: 1.0
                                                                                           Lifeline Project
Maintenance                  Statutory                Security           Health & Safety       Environment



Fabric                       Asbestos                 Alarms             Waste Disposal Reception
                             Report                                      (including
                                                                         Infection
                                                                         Prevention  &
                                                                         Control)

Heating                & Statutory                    Access      Fire Prevention Telephony & Postal
Lighting                 Inspections                  (Service    Detection Alarms Arrangements
                                                      Users     & and Evacuation
                                                      Visitors)   Procedures

Electrical             & Insurance                                       Approved              Welfare Facilities
Workplace                                                                Contractors
Equipment

Cleaning & Pest                                                          Business              Recycling             &
Control                                                                  Continuity            Environmental

                                                                         Risk
                                                                         Assessments



8.1 POLICY – MONITORING, COMPLIANCE AND MANAGEMENT

Service Managers at site must ensure that a Premises File is maintained as documentary
evidence that required facilities management activity is being carried out. The Premises File
should be available for internal scrutiny at any time and will as a minimum be reviewed by
Lifelines Health and Safety consultant as part of their annual site audit. The contents of the
Premises File will vary depending on type of service and premises

The importance of evidencing processes and procedures must be emphasised it is vital in
respect demonstrating good practice, quality and compliance with required standards.

The following Appendices provide examples that may assist in compiling evidence for the
Premises File.

                     Appendix 2: A checklist of the key areas that should be addressed in
                     compiling the premises file and collating required evidence.

                    Appendix 3: Examples of some Generic Risk Assessments

                    Appendix 4: Guidance on the frequency of common tasks for effective
                     facilities management.




Policy Reviewed: September 2010                           Page 5 of 54                 Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                                Version: 1.0
                                                                            Lifeline Project
8.2 MAINTENANCE REQUIREMENTS

8.2.1 FABRIC
All Lifeline Premises should provide a safe and welcoming environment for service-users
staff and visitors. To ensure that building environment is of the required standard the
following actions should be undertaken:

                    Health and Safety – All sites should receive an annual inspection from
                     Lifeline’s retained consultant to assess building condition and report on any
                     major maintenance issues. (Site visits will be arranged by Service Managers
                     locally)
                    Decoration and General Fabric (Carpeting, Furnishings etc) – Premises
                     should be inspected by project staff every six months to assess internal
                     condition and as a minimum it is recommended that premises should be
                     decorated once every 5 years (or more frequently if physical condition or
                     lease terms dictate).


8.2.2 HEATING AND LIGHTING
The following standards should be complied with and evidenced.

                    Heating Systems – Heating systems should be serviced and maintained in
                     line with manufacturer’s instructions and installation guidelines
                    Lighting - Lighting of a minimum of 200lux should be in all areas
                    Gas – A competent contractor should conduct a gas safety inspection on an
                     annual basis
                    Carbon Monoxide – Dectectors (patches or alarms) should be installed on any
                     boilers
                    Fixed electrical installation should be re-tested every five years The tests,
                     which should be carried out by an approved Electrical Engineer or Contractor,
                     should comprise of:
                             o Effectiveness of earthing
                             o Resistance tests
                             o Test of ring main continuity
                             o Overall visual inspection of general condition
                    Electrical - Premises should be inspected by project staff every month to
                     assess for any electrical safety issues (e.g. trailing wires, overloaded plugs)

8.2.3 ELECTRICAL AND WORKPLACE EQUIPMENT
The following standards should be complied with and evidenced:

                    All equipment must be maintained in good serviceable repair and a
                     maintenance schedule established
                    Medical Devices must be maintained in accordance with the ‘Medical Devices
                     and Decontamination Policy’.
                    Maintenance must only be carried out by competent persons
                    Any equipment purchased must be accredited British Standard (or European
                     equivalent)
                    Staff should only use equipment if they have received adequate training
                    Staff should not utilise their own personal equipment




Policy Reviewed: September 2010                           Page 6 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                  Version: 1.0
                                                                            Lifeline Project

8.2.4 CLEANING AND PEST CONTROL
Premises should be kept clean to ensure a safe and welcoming environment. Cleaning
arrangements are made at a project level and will be undertaken either by either employees
or approved contracted organisations (See 8.5.3).

In addition to the specific requirements set out in the Infection Prevention and Control Policy
the following standards of general cleaning should be complied with and evidenced:

                    Whenever possible, cleaning should be undertaken outside of service hours
                     so as to minimise any disturbance to service delivery.
                    All members of staff are responsible contributing to the general cleanliness of
                     premises.
                    The standard of cleaning should be monitored on an on-going basis (taking
                     into account of staff and service user feedback). General cleaning standards
                     must be regularly reviewed and evidenced.
                    The quality of Pest Control and other associated services should be similarly
                     monitored evidenced and reviewed.


8.3 STATUTORY REQUIREMENTS
As a service provider Lifeline has a number of statutory responsibilities that must be
complied with. The following standards should be complied with and evidenced:

                    Asbestos Survey – At the project implementation stage Lifeline’s property
                     consultant will assess the need for an Asbestos survey (this is only applicable
                     to older buildings were the presence of Asbestos is suspected - if in doubt
                     please consult Manchester Central Office for guidance)
                    Portable Appliance Testing (PAT) must be conducted on an annual basis on
                     all relevant equipment.
                    Public Display of Valid Employers Liability Certificate (obtainable from Finance
                     Department in Manchester)
                    Public Display of “Health & Safety Law” Poster – Completing and displaying
                     the large grey/green laminated wall poster is a legal requirement. Copies can
                     be obtained via stationery order.


8.4 SECURITY
Lifeline is committed to ensuring a safe environment for service-users, staff, volunteers and
visitors. Localised security arrangements at each site will vary depending on individual
premises risk assessments.

The following standards should be complied with and evidenced:

                    Localised access and security arrangements must be documented and
                     regularly reviewed
                    All security systems and equipment (for example Entry Control/Door Release
                     Mechanisms/CCTV/Intruder Alarm and Panic Alarm) must be maintained in
                     accordance with manufacturer’s instructions and by competent individuals.
                    All security systems and equipment (for example Entry Control/Door Release
                     Mechanisms/CCTV/Intruder Alarm and Panic Alarm) must be tested regularly
                     with a testing schedule established and logged.
                    Details of critical contacts (e.g. Police, Child Protection), contractors, key
                     holders and codes should be maintained, regularly reviewed and accessible.
Policy Reviewed: September 2010                           Page 7 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                  Version: 1.0
                                                                              Lifeline Project

8.5 HEALTH AND SAFETY REQUIREMENTS

Lifeline is committed to maintaining high standards of Health and Safety throughout its
premises.

Lifeline has an established and comprehensive Health and Safety Policy which should be
referred to at all times. Further information on Health and Safety issues can be found on the
Health and Safety Executive website (see link Health & Safety Executive -
http://www.hse.gov.uk/).

It is acknowledging that whilst there will be localised variations the following standards
should be complied with and evidenced



8.5.1 WASTE MANAGEMENT
All waste management processes (including clinical waste) should be conducted in
accordance with all appropriate legislation (Appendix 1).

For the purpose of this policy two types of waste are identified, these being:

Non-Clinical waste

Non-clinical waste refers to any general waste that is generated by the workplaces (for
example paper, cans, bottles stationery etc). The following standards should be complied
with and evidenced for non-clinical waste:

                    Items of furniture need to be disposed of, through suitable contractor and
                     where possible recycled
                    Confidential waste and sensitive documents must be disposed of, through
                     suitable contractors or thoroughly shredded.
                    Electrical items must be disposed of in compliance with statutory requirements
                     (See 8.6.4).
                    Surplus mobile phones should be returned to the Finance Department in
                     Manchester for re-cycling.


Clinical (Healthcare) Waste

The following standards should be complied with and evidenced for clinical (healthcare)
waste:

                    The identification, treatment, storage and disposal of Clinical (Healthcare)
                     waste must be in accordance with Lifeline’s Infection Prevention and Control
                     Policy.
                    Project managers are responsible for identifying clinical waste.
                    Any person whose role is likely to involve clinical waste must be fully trained in
                     and conversant with the Infection Prevention and Control Policy.
                    Clinical waste must be carefully segregated from other wastes whilst in
                     production and storage, and must never be placed in internal or external
                     general waste bins.
                    Materials identified as clinical waste (including items contaminated with
                     clinical waste) must be disposed of on a regular basis and through a licensed
                     contractor.
                    Clinical waste must NEVER be allowed to enter the general waste stream
Policy Reviewed: September 2010                           Page 8 of 54     Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
                                                                            Lifeline Project
8.5.2 FIRE PREVENTION DETECTION ALARMS AND EVACUATION PROCEDURES
All premises must ensure the following standards are complied with and evidenced:

                    A Fire Risk Assessment should be conducted and regularly reviewed (See
                     Appendix 3 for details of sample checklist for completing a fire risk
                     assessment)
                    All premises are required to have fire detection systems that are regularly
                     tested
                    Sites must designate staff members as Fire Marshalls to ensure areas are
                     cleared upon an activation of the alarm system
                    Arrangements are made to accommodate disabled or hard of hearing people
                    All premises display the location of the fire assembly points
                    All sites to establish and regularly review documented evacuation procedures
                    Full evacuation test are carried out every 6 months
                    All staff should be trained in the evacuation procedure
                    Visitors are informed of fire evacuation plans where appropriate
                    Ensure escape routes are kept clear of obstructions


8.5.3 APPROVED CONTRACTORS
Only contractors which are appropriately qualified, competent, ethically/environmentally
acceptable and fully are aware of the standards of Health and Safety expected by Lifeline
should be considered for selection.

Areas to be considered when appointing contractors are:

               Professional Qualifications and references
               Details of their Health and Safety arrangements
               Details of any Environmental Policy/Ethical Purchasing
               Copy of Health and Safety Policy
               Details of previous performance for example accident statistics
               Details of insurance (Public Liability)


8.5.4 BUSINESS CONTINUITY MANAGEMENT PLAN (BCMP)

The ability to ensure continuity of service where possible is paramount. Service managers
must complete individual BCMPs in accordance with the Business Continuity Management
Policy.


8.5.5 RISK ASSESSMENTS

A key feature in maintaining a safe environment is that potential risks are identified,
assessed and managed. Appendix 2 contains a sample of pro-forma risk assessments that
may be helpful in a facilities management context.

Service managers should ensure that:

               Local arrangements regarding risk management and identification must be
                established and documented having regard to Lifeline’s ‘Risk Management
                Policy’.
               Appropriate risk assessments must be conducted and regularly reviewed
               Risk Assessments must be documented and available for inspection
Policy Reviewed: September 2010                           Page 9 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                  Version: 1.0
                                                                             Lifeline Project

8.6 ENVIRONMENT


8.6.1 RECEPTION
The following standards must be complied with and evidenced

               Where appropriate and possible Lifeline premises should have a visible reception
                that is open and staffed during office hours to greet service users and visitors
               Localised arrangements for greeting and dealing with service users and visitors
                should be documented
               All staff involved in reception duties should be aware of all relevant local security
                arrangements, for example regarding signing in of visitors and the responsibilities
                of staff for their visitors.

8.6.2 TELEPHONY AND POSTAL ARRANGEMENTS
Telephony and postal services are a vital communication medium to any site and service
managers must ensure that appropriate local arrangements are in place


8.6.3 STAFF WELFARE FACILITIES
The following standards must be complied with and evidenced

               Any staff welfare areas (such as kitchen facilities) should be maintained in a
                clean, tidy and hygienic state by staff and/or project cleaning arrangements.

8.6.4 RECYCLING AND ENVIRONMENTAL MANAGEMENT
Lifeline is committed to cutting carbon emissions by providing a ‘green office’ and reducing
its carbon footprint through best practice environmental management in the office.

Service managers should consider the potential environmental impact when planning
implementing and delivering their service. Lifeline’s aim at all times is to minimise its
environment impact by:

                    Adherence to the principles of Lifeline’s Ethical and Environmental statement
                    Recycling as much waste as possible e.g. paper, plastic, electrical equipment,
                     CD’s, etc;
                    Utilising Green energy sources;
                    Minimising electricity usage through technology;
                    Minimising waste generation;
                    Reusing materials;
                    Buying environmental friendly goods;

Lifeline endorses the recycling of office waste where possible and where available a
recycling waste collection services should be used to recycle:

                    Paper
                    Cardboard
                    Plastic bottles
                    Printer cartridges
                    Photocopier toners

Separate waste receptacles or bags are generally available from waste collection contractors
in order that recyclable waste can be segregated from other general office waste.

Policy Reviewed: September 2010                           Page 10 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
                                                                             Lifeline Project


Electrical Waste - The UK currently produces about 900,000 tonnes of electrical and
electronic waste each year. Electrical and electronic waste should not be disposed of through
general office waste and should use an approved authorised treatment facility

                    Free collection and assessment
                    Secure handling and quick efficient payment
                    Reporting recovery figures to the Environment Agency
                    Returning waste equipment to source (i.e. manufacture or service provider)
                    Compliance and evidence reporting

Lifeline should follow the Waste Electrical and Electronic Equipment (WEEE) Directive which
sets out measures for collecting waste electrical and electronic equipment for recovery,
recycling, and re-use. For more advice on this topic see the following link (Environmental
Agency - WEEE Directive http://www.environment-agency.gov.uk/weee ).




Policy Reviewed: September 2010                           Page 11 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
                                                                             Lifeline Project
Appendix 1 Legislative Context

Lifeline’s Facilities policy operates within the following legal parameters

Lifeline facility management must be operated with due regard to the following: -

                    Health and Safety at Work Etc Act 1974 and Regulations
                    Workplace (Health, Safety and Welfare) Regulations 1992 (lighting,
                     ventilation, temperature, glazing, traffic routes etc)
                    Disability Discrimination Act 1995
                    Fire Regulatory Reform Order 2005 (Ensuring provision of suitable
                     arrangements for fire safety and evacuation)
                    Electricity at Work Regulations 1989 (Maintenance of safe fixed and portable
                     electrical equipment)
                    Gas Safety (Installation and Use) Regulations 1998 (Installation and
                     maintenance of safe gas equipment)
                    Controlled Waste Regulations 1992
                    Control of Substances Hazardous to Health 2002 (Water management to
                     reduce risks from legionella and LEV systems)
                    Control of Asbestos Regulations 2006 (Asbestos containing materials in
                     buildings are monitored and maintained in a safe condition)
                    Ionising Radiation Regulations 1999 (Ensuring radon levels in buildings do not
                     exceed stated levels)
                    Lifting Operations and Lifting Equipment Regulations 1998 (That passenger
                     lifts and other lifting devices are maintained and subjected to statutory
                     inspections at specified intervals)
                    Construction Design and Management Regulations 2007 (All          construction
                     work is properly planned, uses competent duty holders and is notified to the
                     HSE where specified)




Policy Reviewed: September 2010                           Page 12 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
                                                                                                                                      Lifeline Project
Appendix 2 Sample Facilities Management Checklist




Sample Facilities Management Checklist
Site:
Section A- Maintenance

Ref              Area                         Action                      Document            Renewal Date        Date Completed   Signed




                 General                      Internal review of          Internal            Every 6 months
                 Building                     building fabric             Assessment
                 Condition
                                              Annual H&S Audit            H&S Audit           Annually
                                                                          Report
                 Lighting                     Inspection to               H&S Audit           Annually
                                              assess lighting             Report
                                              adequacy
                 Heating                      Heating systems to          Service             Annually
                                              be serviced in line         Reports
                                              with suppliers
                                              recommendations
                 Electrical                   Ensure hard wire            Test Report         Every 5 years
                                              test conducted

                                              Conduct visual                                  Daily
                                              inspection for
                                              safety hazards
                 Gas                          Ensure gas safety           Test Report         Annually
                                              test conducted


Policy Reviewed: September 2010                           Page 13 of 54             Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                             Version: 1.0
                                                                                                                                       Lifeline Project
Ref              Area                         Action                      Document             Renewal Date        Date Completed   Signed




                 Cleaning & Pest              Review to ensure            Cleaning             On going
                 Control                      Cleaning Services           Contract
                                              perform to agreed           (Performance
                                              standards                   Standards)

                                              Collate service-            Feedback
                                              user/staff feedback




Policy Reviewed: September 2010                           Page 14 of 54              Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                              Version: 1.0
                                                                                                                                   Lifeline Project

Sample Facilities Management Checklist
Site:
Section B- Statutory

Ref         Area                              Action                      Document         Renewal Date        Date Completed   Signed




            Asbestos                          If appropriate ensure Asbestos               Not applicable
                                              Asbestos survey       Survey Report
                                              records are available
            P.A.T Electrical                  Visually inspect                             On going
            appliances testing                equipment before
                                              use
                                                                    Premises File          Annual
                                              Test Equipment        - Log Book
                                              Annually
                                                                    Equipment
                                                                    Marked
            Insurance                         Ensure valid          Employers              Annual
            Certificates                      insurance             Liability
                                              certificates are on   Certificate on
                                              public display        public display




Policy Reviewed: September 2010                           Page 15 of 54          Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                          Version: 1.0
                                                                                                                                Lifeline Project
Sample Facilities Management Checklist
Site:
Section C- Security

Ref              Area                         Action                      Document            Renewal Date         Date        Signed
                                                                                                                   Completed



                 Security                     Ensure regular              Premises File -     Per manufacturer’s
                 Equipment                    servicing in line           Maintenance         instructions
                 (CCTV Alarms                 with suppliers              Log
                 etc)                         instructions

                                              Ensure regular
                                              testing
                 Local police                 Review and update           Display as          Quarterly
                 station contact                                          agreed locally
                 details
                 Emergency                    Update for changes          Premises File       Review monthly
                 contact details                                          – Emergency
                 for all members                                          Contacts List
                 of staff
                 Key Holder List              Update for changes          Premises File       Review monthly
                 and Alarm                                                – Key holder &
                 Codes                                                    Code List




Policy Reviewed: September 2010                           Page 16 of 54             Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                             Version: 1.0
                                                                                                                                               Lifeline Project
Sample Facilities Management Checklist
Site
Section D – Health & Safety

Ref              Area                         Action                                   Document                 Renewal Date     Date        Signed
                                                                                                                                 Completed



C                Clinical Waste               Maintain details of approved             Premises                 On-going with
                                              contractor and review                    file                     6 monthly
                                              performance                                                       review
                                                                                       Staff
                                              Staff are trained in Infection           Training                 Review every 6
                                              Prevention and Control Policy            Records                  months

                 PPE (Personal                Ensure adequate supply of                                         On Going
                 Protective                   gloves/spill kits and other PPE                                   review
                 Equipment)                   available
                 COSHH                        COSHH data sheets held for all           COSHH Data               Monthly
                                              cleaning products used                   Records

                                              Ensure all notices are up to date
                                              and appropriate
                 Cleaning &                   Ensure Daily Cleaning Services           Cleaning                 Daily checks
                 Hygiene                      perform to agreed standards              Contract
                 Services                                                              (Performanc
                                                                                       e Standards)
                 Emergency                    Update for changes                       Service                  Review
                 contact details                                                       Manager to               monthly
                 for all key                                                           retain copy
                 contracts and
                 equipment
                 replacement

Policy Reviewed: September 2010                           Page 17 of 54           Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                           Version: 1.0
                                                                                                                                            Lifeline Project
Ref              Area                         Action                                  Document                 Renewal Date   Date        Signed
                                                                                                                              Completed



                 Emergency                    Review annually                         Signs in                 On going
                 evacuation                                                           every room               review
                 procedures
                 including
                 meeting points
                                              Conduct practice evacuation             Premises
                                                                                      File - Log               Every 6
                                                                                      Book                     months
                 Fire Marshals                Monitor staff turnover and ensure       Premises                 Review
                                              adequate number of named staff          File - Log               Monthly
                                              are trained in marshalling              Book
                                              procedures
                 Fire alarms                  Contractors to test                     Premises                 On going
                                              system once per year                    File - Fire              review
                                                                                      Test Log
                 Smoke                        Site Administrator to test alarm        Book
                 Detectors                    weekly
                                                                                      Fire Test
                                                                                      Log Book
                 Fire drill                   Review annually                         Signs in                 On going
                 procedures                                                           every room               review
                 Fire                         Externally serviced                     Premises                 On going
                 extinguishers                                                        File - Log               review
                                                                                      Book

                                                                                      Extinguisher
                                                                                      marked
                 Approved                     Maintain register of approved           Premises                 Update
                 Contractors                  contractors                             File -                   regularly in

Policy Reviewed: September 2010                           Page 18 of 54          Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                          Version: 1.0
                                                                                                                                         Lifeline Project
Ref              Area                         Action                              Document                 Renewal Date    Date        Signed
                                                                                                                           Completed



                                                                                  Contractors              light of
                                                                                  Register                 contractor
                                                                                                           performance


                 First Aid box                Check contents                      Premises                 Check Monthly
                                                                                  File - Log
                                                                                  Book
                 Workstations                 Work Station Risk Assessment for    Premises                 On going
                                              individual staff                    File - VDU
                                                                                  Workstation
                                                                                  Assessment
                                                                                  Forms
                 Business                     Ensure BCMP is completed for        BCMP                     Review and
                 Continuity                   each site                                                    Update
                 Management                                                                                Quarterly
                 Plan (BCMP)
                 Risk                         Ensure appropriate risk             Risk                     On going
                 Management                   assessments are available and       Assessment
                                              completed                           Forms
                                              See Premises/Facilities
                                              Management Guidance for details




Policy Reviewed: September 2010                           Page 19 of 54      Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                      Version: 1.0
                                                                                                        Lifeline Project




Policy Reviewed: September 2010                           Page 20 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
                                                                                                                            Lifeline Project
Facilities Management Checklist
Site
Section E- Environment

Ref           Area                              Action                    Document              Renewal Date    Date        Signed
                                                                                                                Completed



              Staff Notice Board                Ensure key information                          Check Monthly
                                                and contacts is
                                                updated including

              Postage                           Maintain contact          Premises File -       On-going
                                                details of postal         Contact List
                                                services including
                                                approved couriers
              Telephony                         Ensure regular            Premi9ses File        On-going
                                                servicing in line with    -
                                                suppliers instructions    Maintenance
                                                                          log




Policy Reviewed: September 2010                           Page 21 of 54        Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                        Version: 1.0
                                                                                                        Lifeline Project




Policy Reviewed: September 2010                           Page 22 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
APPENDIX 3 RISK ASSESSMETS

1. General Working Environment

2. Floors, Corridors & Stairs

3. Waste Disposal

4. Electricity

5. First Aid

6. Dealing with Blood & Body Fluid Spills

7. Needle Exchange & Sharps Disposal

8. General Control of Infection

9. Use of Chemicals (e.g. Cleaning Chemicals, Adhesives, paint etc)

10. Kitchens and Rest Room / Beverage Areas

11. Toilets

12. Shelving, Storage and Stock-room Areas

13. Ladders, step ladders, stools and kick-stools

14. Photocopiers & Laser Printers

15. Use of Desktop Computers (PCs / VDUs)

16. Filing Cabinets

17. Outside Areas

18. Audio Visual & Presentation Equipment

19. Manual Handling – General

20. Exposure to Noise


21. Fire Risk Assessment Checklist




Policy Reviewed: September 2010                           Page 23 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
                                                                                      Applicable
                                                                                      at      this
GRA Ref:                                         1
                                                                                      location?
                                                                                      (tick)

Task, Activity or Equipment:                     General Working Environment


Hazards:                                         Excessive heat or cold, too dark to work safely

Persons at risk:                                 Staff and visitors

Control Measures / Safe Systems of Work Required                                                        In place?

Adequate lighting is provided.

Recommended lighting levels:
 for office work or where good detail perception needed minimum average of 200 lux
    overall with no area less than 100 lux
 for corridors etc, average of 20 lux overall with no area less than 5 lux

Adequate heating is provided.
Minimum required temperature for office work is 16 C, which should be achieved within 1
hour of starting work.

Adequate ventilation is provided.

This means the provision of fresh (from outside) or purified air and may be by natural (e.g.
an open window) or mechanical (e.g. air handling equipment) means. The level of
ventilation needed is highly dependent on local conditions and the use to which any
particular room or part of the building is put. The steps taken to provide ventilation must be
reasonable, taking all the relevant circumstances into account.

The law does not specify a maximum temperature, only that the temperature be
“reasonable”, which means taking into account the prevailing weather conditions. Under
normal conditions, the temperature should not exceed 24-25 C.


Staff training / information needs

Report defective lighting, heating etc promptly to the Site Administrator .

Routine Checks and Maintenance Required

Regular checking and prompt replacement of defective bulbs, tubes etc

Maintenance of heating and ventilation systems by qualified personnel/contractor.


Action Plan                                                                                             Date done



Completed by (name)                   Position/role                       Signature                     Date


Reviewed
(date)
By (initials)
Policy Reviewed: September 2010                           Page 24 of 54                   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                                   Version: 1.0
 GRA Ref:               2                         Applicable at this location? (tick)


 Task, Activity or Equipment:                     Floors, corridors and stairs


 Hazards:                                         Slips, trips and falls

 Persons at risk:                                 Staff and visitors

 Control Measures / Safe Systems Required                                                             In place?


 All floors and floor coverings suitable for the area and/or work being done, and are kept in
 good condition.

 Access routes clear of obstructions at all times. Equipment or material storage does not
 hamper access to thoroughfare.

 All stair sides, landings and balconies fitted with suitable handrail 1.2m high. Intermediate
 rails or bars spaced no more than 150mm apart. Non-slip stair edging fitted if required.

 Cleaning materials are readily available to deal with spills.

 Signs available to be put out if floor is wet or slippery after cleaning, spillage or due to wet
 weather conditions.

 Routine cleaning regime.

 Staff training / information needs

 Importance of high standards of housekeeping and to report any problems promptly to the
 Site Administrator. Availability of warning signs and cleaning materials. Special emphasis
 given to need for reporting defects in carpets, floor coverings etc.

 To take care at all times e.g. do not run, carry excessive files/papers etc.


 Routine Checks and Maintenance Required

 Daily visual checks on floors, corridors and stairs.


                                                                                                      Date
 Action Plan
                                                                                                      done


 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)




Policy Reviewed: September 2010                           Page 25 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:             3                        Applicable at this location? (tick)

 Task,     Activity                     or
                                               Waste Disposal
 Equipment:

                                               Build up of waste causing obstruction, poor
 Hazards:
                                               hygiene
 Persons at risk:                              Staff and visitors
                                                                                               In
 Control Measures / Safe Systems Required
                                                                                               place?


 Provide sufficient number of suitable waste containers for general waste in
 appropriate locations.

 Use only designated containers for waste materials.

 Clinical Waste – follow Infection Prevention and Control Policy

 Observe any waste segregation requirements e.g. for hazardous/clinical waste, or
 recyclable materials. Consider need for written local rules.

 Store collected waste in designated areas using suitable dustbins / wheelie bins etc,
 depending on council / contractor requirements. Use lockable bins where possible.

 Shredders / compactors only to be used by trained and authorised staff (where
 applicable).


 Staff training / information needs
 Local clinical / hazardous waste and recycling policies and arrangements.

 Importance of reporting problems with procedure and/or waste build-up to Site
 Administrator.


 Routine Checks and Maintenance Required

 Waste disposal considered as part of daily / weekly checks.


                                                                                               Date
 Action Plan
                                                                                               done




 Completed                    by
                                     Position/role                        Signature            Date
 (name)




 Reviewed
 (date)
 By (initials)


Policy Reviewed: September 2010                           Page 26 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
                      4                        Applicable at this location? (tick)
 GRA Ref:

 Task,     Activity                     or
                                               Electricity
 Equipment:

 Hazards:                                      Electric shock, burn, electrocution, fire

 Persons at risk:                              Staff and visitors
                                                                                               In
 Control Measures / Safe Systems Required
                                                                                               place?

 All portable (with a plug on it) equipment subject to formal, recorded inspection by
 competent person at suitable intervals

 Fixed installation / distribution system has been examined and tested by competent
 person within last 5 years - certificate is available.

 Electrical work only carried out by approved contractors.

 Access to electrical switchgear and/or fuse board kept clear at all times in case of
 need for emergency isolation.

 Minimise use of extension leads and adapters - permanently secure these where
 possible – consider need to install more sockets e.g. for computers rather than use of
 adapter.
 Ensure trailing leads do not create trip hazard.
 Ensure sockets not overloaded (can be detected by scorch marks and/or hot to touch
 when in use) and no “daisy chain” use of adapters or extension leads.

 Staff training / information needs

 Importance of reporting promptly to Site Administrator any obvious defects with
 electrical equipment and taking it out of use until fixed or confirmed as safe.
 Do not attempt or undertake repairs to electrical equipment – work to be done by
 contractors.
 Any electrical equipment not supplied by must be inspected by competent person
 before use.

 Routine Checks and Maintenance Required
 Monthly visual observation of condition of extension leads and electrical equipment in
 general
 .
                                                                                               Date
 Action Plan
                                                                                               done


 Completed                    by
                                     Position/role                        Signature            Date
 (name)


 Reviewed
 (date)
 By (initials)



Policy Reviewed: September 2010                           Page 27 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               5                         Applicable at this location? (tick)


 Task, Activity or Equipment:                     First Aid


 Hazards:                                         Inadequate emergency assistance
                              Staff (NB – not generally a legal requirement to
 Persons at risk:             provide first aid for clients other than summon
                              ambulance quickly)
 Control Measures / Safe Systems Required                             In place?

 Sufficient first aid trained staff are available.

 First Aid kit stocked and easily available

 Sufficient staff are aware of any colleagues with special medical needs such as epilepsy,
 and knows the action to be taken in event an emergency.

 Names of trained first aid staff prominently displayed.


 Staff training / information needs

 Specific Appointed Person / First Aider training.

 Names of nominated first aiders and emergency arrangements.

 Information as appropriate on any staff with special medical needs.

 Routine Checks and Maintenance Required

 Weekly check on condition and contents of First Aid box.

 Annual check that staff first aid qualifications are still valid.
                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)



 By (initials)




Policy Reviewed: September 2010                           Page 28 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               6                         Applicable at this location? (tick)

 Task, Activity or Equipment:                     Dealing with Blood & Body Fluid Spills

 Hazards:                                         Infection, odour
 Persons at risk:                                 Staff and visitors
 Control Measures / Safe Systems Required                                                             In place?

 Refer to Infection Prevention and Control Policy

 Body fluid spill kit kept stocked and readily available.

 Staff informed of correct precautions/system of work for clean up.




 Staff training / information needs
 Clean-up procedure (this GRA) and where to find spill kit.
 Routine Checks and Maintenance Required
 Weekly checks that spill kit is fully stocked.
                                                                                                      Date
 Action Plan
                                                                                                      done


 Completed by (name)                   Position/role                      Signature                   Date

 Reviewed
 (date)

 By (initials)


Policy Reviewed: September 2010                           Page 29 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:            7                       Applicable at this location? (tick)
 Task,    Activity                    or
                                             Needle Exchange & Sharps Disposal
 Equipment:
 Hazards:                                    Cuts, needlestick injury, infection
 Persons at risk:                            Staff and clients/visitors
 Control Measures / Safe Systems Required                                                          In place?

 Refer to Infection Prevention and Control Policy

 Staff warned to always cover all breaks in the skin with waterproof dressings.

 Staff not to handle used equipment that has not been secured in a sharps bin.

 It is the responsibility of the client to place the equipment into a sharps bin. Clients should
 always be encouraged to dispose of used equipment safely, and at the earliest opportunity.

 Staff aware of safe system of work in place for dealing with any discarded sharps that are
 found.

 Basic procedure:
     inform other staff, clients and other persons who may be at risk of the hazard
      immediately
     take a sharps bin to the syringe/sharp
     wear rubber /latex gloves (except persons allergic to latex)
     Use graspers/tongs to pick up the sharp – do not use hands, even when wearing
      gloves

 Sharps bins of adequate size provided at relevant locations. Staff aware of how to use
 sharps bin correctly.

 All sharps bins to be:
      located where they are needed e.g. beside the needle exchange cupboard
      placed upright and never overfilled
      sealed tightly
      collected regularly by local authority or contract clinical waste services

 Staff aware of procedure to follow in event of a needle-stick injury.

      bleed the wound under cold running water immediately -do not suck the area or
       swallow the water
      cleanse with antiseptic and cover with a waterproof dressing
      seek immediate medical advice
      record the incident and the action taken


 Staff training / information needs
 Procedures for needle exchange and sharps disposal (this GRA).
 Routine Checks and Maintenance Required
 Weekly check that sharps bins not in need of replacement

 Action Plan                                                                                       Date done



 Completed                  by
                                   Position/role                    Signature                      Date
 (name)

 Reviewed
 (date)
 By (initials)

Policy Reviewed: September 2010                           Page 30 of 54                       Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                                       Version: 1.0
 GRA Ref:               8                         Applicable at this location? (tick)

 Task, Activity or Equipment:                     General Control of Infection

                                                  Hep B, Hep C, HIV, TB, Tetanus, other human
 Hazards:
                                                  pathogens
 Persons at risk:                                 Staff and clients/visitors

 Control Measures / Safe Systems Required                                                             In place?
 Refer to Infection Prevention and Control Policy

 Staff informed of need to follow good general hygiene procedures.

 Anti-bacterial hand wash/soap available at suitable locations.

 Staff informed regarding various human pathogens, routes of infection, and level of risk in
 common situations.

 Staff informed of sharps and blood/body fluid spill procedures (GRAs 6 & 7)

 Staff advised to ensure tetanus booster is up-to-date.
 Hepatitis B vaccination considered for workers on case-by-case basis dependent on
 work/exposure pattern. Occupational Health advice sought as necessary.

 Notes on Hepatitis vaccination:
 There are no vaccines available at present against Hepatitis C or HIV. Good hygiene
 practices must therefore be followed at all times. A vaccination for Hep B exists and should
 be considered for workers at high risk of infection. The vaccination course consists of 3
 injections given at 0, 1 and 6 monthly intervals, with a blood test two months after the last
 dose to check that the vaccine has provided immunity. A ‘booster’ dose may sometimes be
 required. A course of vaccine gives protection for 3-5 years after which time a booster
 vaccination may be required. Rarely, an individual may not respond to the vaccine after a
 full course plus booster injection. These individuals will not be protected against Hepatitis B
 infection. However, they may continue to work using normal good hygiene practices
 provided they are not involved in surgical procedures.



 Staff training / information needs


 Basic hygiene precautions – hand washing etc, plus body fluid spillage and sharps
 procedures.

 Info re Hep B, Hep C, HIV etc, routes of infection, level of risk and Hep B vaccination.

 Routine Checks and Maintenance Required


                                                                                                      Date
 Action Plan
                                                                                                      done


 Completed by (name)                   Position/role                      Signature                   Date

 Reviewed
 (date)
 By (initials)
Policy Reviewed: September 2010                           Page 31 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               9                         Applicable at this location? (tick)

                                                  Use of Chemicals (e.g. Cleaning Chemicals,
 Task, Activity or Equipment:
                                                  Adhesives, paint etc)
                                                  Health effects from inhalation, skin contact, ingestion
 Hazards:
                                                  etc
 Persons at risk:                                 Staff and visitors

 Control Measures / Safe Systems Required                                                             In place?

 Only domestic-type cleaning chemicals, adhesives, paints etc, used. Only used in small
 quantities and always in accordance with manufacturer’s instructions.

 Manufacturer’s health and safety data sheets obtained and available for chemicals used on
 regular basis.

 All containers clearly marked as to contents and stored in safe location (e.g.
 secure/inaccessible to clients and children). Do not use food containers for chemicals.

 Protective clothing used as required.

 Extensive or specialist work with chemicals carried out by approved contractors (e.g.
 redecoration, gluing down flooring etc)

 Routine cleaning undertaken by contractors AND/OR full COSHH assessments in place for
 directly employed cleaners
 If unsure about suitability of product for a particular use, advice available from Central
 Office.
 Staff training / information needs
 Only domestic type products to be used, in small quantities, in accordance with
 manufacturer’s instructions. Protective clothing to be used as required.

 Chemical storage arrangements.

 Where to find health and safety data sheets.

 Need to seek advice if using new / unknown product.
 Routine Checks and Maintenance Required

 Daily vigilance for chemicals inadvertently left out.

 Weekly check that chemical containers clearly marked and correctly stored, not leaking etc.

 Monthly check that all required health and safety data sheets available.

                                                                                                      Date
 Action Plan
                                                                                                      done



 Completed by (name)                   Position/role                      Signature                   Date

 Reviewed
 (date)
 By (initials)

Policy Reviewed: September 2010                           Page 32 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               10                        Applicable at this location? (tick)

 Task, Activity or Equipment:                     Kitchens and Beverage Areas

 Hazards:                                         Various – including slips, scalds, poor hygiene etc

 Persons at risk:                                 Staff and visitors

 Control Measures / Safe Systems Required                                                             In place?

 Electrical equipment (kettle, toaster, microwave etc) subject to periodic electrical inspection
 by competent person (see GRA 4).

 Room laid out to minimise likelihood of persons carrying or making hot drinks colliding with
 others

 Materials readily available to mop up spills. Non-hazardous cleaning materials provided for
 washing up and interim cleaning.

 Suitable bins provided for rubbish (incl. plastic cups where used) and area cleaned daily

 Tray(s) available for carrying drinks around building

 Adequate natural or mechanical ventilation provided to avoid excess humidity and
 temperature

 Instructions provided for use of kitchen equipment e.g. microwave ovens etc

 Communal areas cleaned regularly to a suitable standard of hygiene and left clean by
 individual users. This includes the fridge.

 Only small-scale personal food preparation undertaken. No provision of full-scale catering to
 staff clients or visitors unless full food hygiene precautions and compliance arrangements in
 place (seek advice from Central Office).


 Staff training / information needs
 Safe use of kitchen equipment and need for good general hygiene practice.

 Contents of this GRA.

 Routine Checks and Maintenance Required
 Daily visual checks of floor, cleanliness, tidiness, and condition of furniture. Weekly check
 on contents of fridge and cupboards.

                                                                                                      Date
 Action Plan
                                                                                                      done



 Completed by (name)                   Position/role                      Signature                   Date




 Reviewed
 (date)
 By (initials)
Policy Reviewed: September 2010                           Page 33 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               11                        Applicable at this location? (tick)

 Task, Activity or Equipment:                     Toilets

 Hazards:                                         Poor hygiene
 Persons at risk:                                 Staff and visitors / clients
 Control Measures / Safe Systems Required                                                             In place?

 Sufficient and suitable toilets provided.

 Sufficient supply of toilet paper, hot & cold water, soap, towels (or air dryer)

 Daily cleaning

 Daily check

 Warning signs if hot water delivery temperature liable to scald (above 45C)

 Cleaning materials correctly and securely stored

 Any showers run for at least once a week for five minutes (to avoid fostering of legionella
 bacteria) unless shower used regularly anyway.




 Staff training / information needs




 Routine Checks and Maintenance Required

 Daily check on condition and cleanliness – soap / toilet paper / towel dispensers stocked,
 working door locks, no damage etc.

                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)


Policy Reviewed: September 2010                           Page 34 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               12                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Shelving, Storage and Stock-room Areas

                                                  Collapse of shelving, falling materials, slips and trips,
 Hazards:
                                                  sprains and strains, bumps and bangs
 Persons at risk:                                 Staff and visitors

 Control Measures / Safe Systems Required                                                             In place?


 Access by unauthorised persons to equipment and material storage areas is effectively
 prevented as necessary.

 Shelving adequately secured to wall including support from underneath

 Shelves of sufficient strength and suitable for materials being stored – heavier items kept
 low down. High bookcases secured to the wall as necessary.

 Corners of shelves positioned or protected so as not to pose risk of injury

 Ends of shelving enclosed or fitted with bookends to ensure stored items do not topple off

 Shelves positioned to minimise stooping, stretching or twisting whilst loading/unloading

 Equipment provided as needed to access upper shelves (see GRA 13)


 Staff training / information needs


 Need for good discipline to ensure tidy and organised storage.


 Routine Checks and Maintenance Required

 Weekly checks that storage areas suitably tidy and organised.

 Monthly checks that shelves not overloaded and/or not showing signs of mechanical failure.

                                                                                                      Date
 Action Plan
                                                                                                      done



 Completed by (name)                   Position/role                      Signature                   Date



 Reviewed
 (date)
 By (initials)

Policy Reviewed: September 2010                           Page 35 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               13                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Ladders, step ladders, stools and kick-stools


 Hazards:                                         Falls, cuts, collapse of equipment

 Persons at risk:                                 Staff

 Control Measures / Safe Systems Required                                                             In place?


 Use of ladders avoided. Work at high level to be undertaken by
 contractors.

 Staff prohibited from climbing up racking or shelves, or using chair to reach
 up

 Staff ask for assistance if necessary

 Step ladders and access equipment never left unattended in common
 use/client access areas

 Staff training / information needs



 Health & Safety Guidance Notes




 Routine Checks and Maintenance Required


 Monthly check on condition of ladders, step ladders, stools and kick-stools


                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)



Policy Reviewed: September 2010                           Page 36 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               14                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Photocopiers & Laser Printers


 Hazards:                                         Heat, fumes, toner dust, electricity, nuisance noise

 Persons at risk:                                 Staff

 Control Measures / Safe Systems Required                                                              In place?


 Modern equipment used, regularly maintained by contractor as required

 Electrical inspection (see GRA 4)

 Equipment positioned in room with adequate ventilation relative to amount of use

 Toner/cartridge replenishment carried out in accordance with manufacturer’s instructions

 Vacuum cleaner used in case of toner spills

 Instructions readily displayed and available (manual or built-in electronic “help” screens)

 Additional paper easily available and stored at low level to avoid need for lifting

 Waste disposal / recycling bin available near to copier



 Staff training / information needs

 Availability of manual or instructions. Person to consult in case of
 problems.

 Routine Checks and Maintenance Required




                                                                                                       Date
 Action Plan
                                                                                                       done




 Completed by (name)                   Position/role                      Signature                    Date


 Reviewed
 (date)
 By (initials)


Policy Reviewed: September 2010                           Page 37 of 54                Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                                Version: 1.0
 GRA Ref:               15                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Use of Desktop Computers (PCs / VDUs)


 Hazards:                                         Upper limb disorders, eye strain, discomfort

 Persons at risk:                                 Staff using workstations extensively

 Control Measures / Safe Systems Required                                                             In place?

 All computer workstations suitably laid out, with due regard to Health and Safety guidance.

 All staff given guidance on safe use of computer workstations

 Risk assessment for staff that regularly use a desktop computer.




 Staff training / information needs


 Guidance on safe use of computer workstations




 Routine Checks and Maintenance Required


 Weekly check that workstations in good condition.


                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)




Policy Reviewed: September 2010                           Page 38 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               16                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Filing Cabinets


 Hazards:                                         Cabinets falling over or presenting obstruction

 Persons at risk:                                 Staff and visitors

 Control Measures / Safe Systems Required                                                             In place?


 Cabinets designed to only allow one cabinet drawer must be opened at any one time.
 Where this is not a design feature, warning notice fixed stating that only one drawer to be
 opened at a time. Plan to replace any cabinets in frequent use that do not have drawer
 safety mechanism.

 Four drawer units filled from the bottom to prevent toppling

 Filing cabinets only be moved whilst empty

 Regular inspection of filing cabinets for correct functioning - rolling drawers are in good
 repair and open and close smoothly and in a controlled manner

 Cabinets positioned to avoid open drawers creating blockage or trip hazard or limiting
 access or egress to any area

 Drawers not left open when not in use


 Staff training / information needs



 Contents of this GRA. Need to report defects.




 Routine Checks and Maintenance Required

 Monthly check that filing cabinet drawers working correctly


                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)


Policy Reviewed: September 2010                           Page 39 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               17                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Outside Areas

                                                  Slips and trips, discarded rubbish or sharps, dark
 Hazards:
                                                  areas
 Persons at risk:                                 Staff and clients / visitors

 Control Measures / Safe Systems Required                                                             In place?


 External lighting provided as required, maintained, and switched on at appropriate times
 (e.g. on timer or sensor, or by nominated individual)

 Pathways and steps etc fitted with suitable surface and maintained – no pot holes or large
 cracks etc

 Outside areas and access routes kept clear of rubbish, fallen leaves, snow, ice etc as
 required

 Clear signs provided for information of clients and visitors (e.g. regarding correct entrance
 to use etc)

 Staff training / information needs




 Routine Checks and Maintenance Required


 Daily checks that all outside areas clean and free of rubbish etc, outside lights are working,
 steps and paths in acceptable condition, signs in order. Sweep, salt or grit access routes
 and steps as required in adverse weather.


                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)




Policy Reviewed: September 2010                           Page 40 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               18                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Audio Visual & Presentation Equipment


 Hazards:                                         Slips & trips, lifting & handling, crushes, cuts, bumps

 Persons at risk:                                 Staff and clients / visitors

 Control Measures / Safe Systems Required                                                             In place?


 Electrical cables arranged so as not constitute trip hazard – tape down or use rubber strip
 etc

 Ensure electrical equipment regularly inspected and tested (GRA 4), switched off and
 unplugged when not in use

 Equipment stored safely when not in use

 Bulky or awkward equipment moved with care

 Any instructions for use kept available to and followed by users

 Screens only be opened to the extent indicated and the base fully extended to afford
 maximum stability

 Equipment positioned so as not to cause obstruction or tripping hazard

 Heavy equipment (e.g. large screen TVs) sited on suitable stand and/or trolleys


 Staff training / information needs


 Contents of this GRA. Need to report defects.


 Routine Checks and Maintenance Required


 Monthly check on condition of all AV and presentation equipment for
 damage etc.

                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)

Policy Reviewed: September 2010                           Page 41 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:               19                        Applicable at this location? (tick)


 Task, Activity or Equipment:                     Manual Handling – General


 Hazards:                                         Sprains, strains, musculoskeletal injury

 Persons at risk:                                 Staff

 Control Measures / Safe Systems Required                                                             In place?


 Staff given basic information on safe lifting techniques

 Staff not expected to undertake extensive manual handling work

 Specific assessmnt of any manual handling tasks identified as presenting
 risk of injury




 Staff training / information needs


 Basic information on safe lifting techniques

 Not to undertake lifting and handling tasks presenting significant risk of
 injury – seek advice if in doubt.


 Routine Checks and Maintenance Required




                                                                                                      Date
 Action Plan
                                                                                                      done




 Completed by (name)                   Position/role                      Signature                   Date


 Reviewed
 (date)
 By (initials)

Policy Reviewed: September 2010                           Page 42 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
 GRA Ref:            20                     Applicable at this location? (tick)

 Task,   Activity                    or
                                            Exposure to Noise
 Equipment:
                                            Noise induced hearing loss, tinnitus (ringing in the ears),
 Hazards:
                                            temporary threshold shift (temporary, partial hearing loss)
 Persons at risk:                           Staff & Clients
 Control Measures / Safe Systems Required                                               In place?


 Activities giving rise to excessive noise levels have been identified and
 appropriate action taken to prevent damage to anyone’s hearing.

 None of Lifeline’s normal operations are likely to give rise to noise exposures
 that exceed the limits specified in health and safety legislation.

 If there is concern about an activity giving rise to high noise exposures, advice
 should be sought from Central Office.

 The “rule of thumb” is that if you have to shout over the noise to make yourself
 understood by someone 2 metres away, and then the first action level of 85
 decibels may have been exceeded. At this level, a formal noise assessment is
 required. Seek advice from Central Office. However, noise at this level needs
 to be sustained for a constant 8 hours before it is considered to represent a risk
 to hearing. Occasional exposures to high noise levels may result in temporary
 threshold shift, where the person cannot hear as well as normal for a day or so,
 or tinnitus (ringing or bussing sound sin the ear).. If this temporary damage is
 repeated, long-term damage may result. If anyone experiences these
 symptoms following exposure to noise while at work they should report it to the
 Project Manager who should then seek advice from Central Office.

 Staff training / information needs

 Hearing not at risk from normal activities – give “rule of thumb”
 advice in this GRA, including the need to report any symptoms
 of work-related noise induced hearing loss.
 Routine Checks and Maintenance Required



 Action Plan                                                                            Date done




 Completed                 by
                                  Position/role                   Signature             Date
 (name)


 Reviewed
 (date)
 By (initials)


Policy Reviewed: September 2010                           Page 43 of 54               Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                               Version: 1.0
Fire Risk Assessment – Background & 5 Step Checklist
This checklist has been prepared to help you comply with The Regulatory Reform Fire Safety
Order 2005

What is the Regulatory Reform (Fire Safety) Order 2005?
The Regulatory Reform Order (Fire Safety) 2005 came into force on 1 October 2006, and
replaced over 70 separate
pieces of fire safety legislation.

What do I have to do?
The Order places a duty on a 'responsible person' (usually the owner, employer or occupier
of business or industrial premises) to carry out a fire risk assessment. Responsible persons
under the Order are required, following a risk assessment, to implement appropriate fire
safety measures to minimise the risk to life from fire; and to keep the assessment up to date.

What does a fire risk assessment involve?

There are a number of key steps in a fire safety risk assessment:including:

         Identify fire hazards - eg, how could a fire start? what could burn?
         Consider the people who may be a risk - eg, employees, visitors to the premises, and
          anyone who may be particularly vulnerable such as children, the elderly and disabled
          people.
         Evaluate and act - think about what you have found in steps 1 and 2 and remove and
          reduce any risks to protect people and premises.
         Record, plan and train - keep a record of what risks you identified and what actions
          you have taken to reduce or remove them.
         Make a clear plan of how to prevent fires and, should a fire start, you will keep people
          safe. Make sure your staff know what to do in the event of a fire and if necessary that
          they are trained for their roles.
         Review - regularly review your risk assessment to ensure it remains up to date and
          reflects and changes that may have occurred.

Am I responsible if my fire safety equipment fails?
Under the Regulatory Reform Order (RRO) all fire precautions must be maintained in
efficient working order and good repair so if any failure is due to lack of maintenance, then
you could be held responsible.

However, where maintenance contracts exist for the equipment, the enforcers may take
action against the contractor.

What is a competent person?
A competent person is someone with enough training and experience or knowledge and
other qualities to be able to implement these measures properly.




Policy Reviewed: September 2010                           Page 44 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
Enforcement
The local fire and Rescue authority has the power to inspect your premises. They will look for
evidence that you have carried out a suitable fire risk assessment and acted on it.

An example of a Fire Risk Assessment checklist that highlights areas that should be
considered is shown below.

Fire Risk Assessment Checklist:

Please Answer Yes No or Not Applicable

Step 1: Identify Fire Hazards

            Identify Fire Hazards

                                                                          Yes     No      Not
                                                                                          Applicable

1           Have you identified all potential ignition sources?
2           Have you identified all potential fuel sources?
3           Have you identified all potential sources of oxygen
            e.g. air vents, gas cylinders?
4           Have you made a documented your findings?



Step 2: Identifying People at Risk

            Identify People at Risk

                                                                          Yes     No      Not
                                                                                          Applicable
5           Have you identified who is at risk (including anyone at
            increased risk due to mobility impairment, or other
            disability, and lone workers or out-of-hours activities)?

6           Have you identified why they are at risk?
7           Have you made documented your findings?



Step 3: Evaluate, Remove, Reduce and Protect from Risk

Detection

            Detection

                                                                          Yes     No      Not
                                                                                          Applicable
8           Can the existing means of detection ensure a fire is
            discovered quickly enough for the alarm
            to be raised in time for all the occupants to escape to
            a place of total safety?
9           Are detectors of the right type and in the appropriate
Policy Reviewed: September 2010                           Page 45 of 54    Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
            Detection

                                                                          Yes     No      Not
                                                                                          Applicable
            locations?
10          Can the means of warning be clearly heard and
            understood by everyone throughout the
            whole building?
11          Can the warning be initiated from a single fire call
            point?
12          Are there provisions for people or locations where the
            alarm cannot be heard?
13          If the fire-detection and warning system is electrically
            powered, does it have a back-up power
            supply?

Fire-fighting equipment and facilities

            Fire-fighting equipment and facilities

                                                                          Yes     No      Not
                                                                                          Applicable
14          Are the extinguishers suitable for the purpose?
15          Are there enough extinguishers sited throughout the
            premises at appropriate locations?
16          Are the right types of extinguishers located close to
            the fire hazards and can users get to
            them without exposing themselves to risk?
17          Are the extinguishers visible and appropriately
            signposted with a fire point?
18          Have you taken steps to prevent the misuse of
            extinguishers?
19          Do you regularly check any other equipment provided
            to help maintain the escape routes?
20          Do you carry out daily checks to ensure that there is
            clear access for fire engines?
21          Are those who test and maintain the equipment
            competent to do so?

Escape Routes

            Escape Routes                                                 Yes     No      Not
                                                                                          Applicable
22          Does your building have sufficient and suitable
            protected fire doors?
23          Are any holes or gaps in walls, ceilings and floors
            properly sealed, e.g. where services such
            as ventilation ducts and electrical cables pass through
            them?
24          Can all the occupants escape to a place of total safety
            in a reasonable time?
25          Are the existing escape routes adequate for the
            numbers and type of people that may need to

Policy Reviewed: September 2010                           Page 46 of 54    Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
            use them, e.g. staff, members of the public, young
            children, and disabled people?
26          Are the exits in the right place and do the escape
            routes lead as directly as possible to a place
            of total safety?
27          If there is a fire, could all available exits be affected or
            will at least one route from any part of the
            premises remain available?
28          Are all escape routes and final exits kept clear at all
            times?
29          Do all doors on escape routes open in the direction of
            escape?
30          Can all fire doors be quickly released e.g. automatic
            release, push-bar?
31          Can all final exit doors be opened easily and
            immediately if there is an emergency?
32          Will everybody be able to safely use the escape
            routes from your premises?
33          Are escape routes kept free of combustible materials
            and fire doors properly closed e.g. not
            wedged
34          Are there any particular or unusual issues to consider
            e.g. non-standard escape routes?

Emergency Escape Lighting

            Emergency Escape Lighting
                                                                           Yes     No      Not
                                                                                           Applicable
35          Are your premises used during periods of darkness?
36          Are all escape routes properly lit, including outdoors,
            to assembly points?
37          Do you have back-up power supplies for your
            emergency lighting?




Policy Reviewed: September 2010                           Page 47 of 54     Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                     Version: 1.0
Signs and notices

            Signs and notices

                                                                          Yes     No      Not
                                                                                          Applicable
38          Are escape routes and exits, the locations of fire
            fighting equipment and emergency fire
            telephones indicated by appropriate signs?
39          Have you provided fire warning notices for:
            information to staff; operating security devices on
            doors; fire door signage; and fire action notices?
40          Are all signs attached, information, and keys (where
            necessary) readily available to the fire &
            rescue service for; location of water suppression stop
            valves, fire hydrants, gas lock-off,
            electricity lock-off and the storage of hazardous
            substances, including zoned areas?
41          Do you have Fire, Emergency & Evacuation
            Procedures in place which are: -
                 readily available and displayed?
                
                
                    become invalid?

Maintenance

            Maintenance                                                   Yes     No      Not
                                                                                          Applicable
41          Do you have arrangements for; daily, weekly, monthly,
            six monthly and annual checks and tests?
43          Do you regularly check all fire doors and escape
            routes and associated lighting and signs?
44          Do you regularly check all your fire fighting
            equipment?
45          Do you regularly check your fire-detection and alarm
            equipment?
46          Are those who test and maintain the equipment
            competent to do so?
47          Do you keep a log book to record tests and
            maintenance?
48          Do you have the necessary procedures in place to
            maintain any facilities that have been
            provided for the safety of people in the building (or for
            the use of fire fighters, such as access
            for fire engines and fire fighting lifts)?




Policy Reviewed: September 2010                           Page 48 of 54    Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
Evaluate, remove, reduce and protect risks by:
    Evaluating the risk to people in your building if a fire starts
    Removing or reducing the hazards that might cause a fire
       Evaluate, remove, reduce and protect risks

                                                                          Yes     No      Not
                                                                                          Applicable
49          Have you removed or reduced sources of ignition?
50          Have you removed or reduced sources of fuel?
51          Have you reduced or controlled sources of air or
            oxygen in the event of fire?
52          Have you removed or reduced arson risks (e.g. by
            securing building/site access and controlling
            waste disposal arrangements)?


Have you removed or reduced the risks to people in the event of a fire by:



                                                                          Yes     No      Not
                                                                                          Applicable
53          Providing fire detection and fire warning?
54          Providing fire fighting equipment?
55          Determined whether your general lighting and
            emergency lighting are adequate?
56          Checking that you have adequate signs and notices?
57          Regularly testing and maintaining fire safety
            equipment?
58          Considering whether you need any other equipment or
            facilities?




Policy Reviewed: September 2010                           Page 49 of 54    Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
Step 4: Record, Plan, Inform Instruct and Train

Record

            Record

                                                                          Yes     No      Not
                                                                                          Applicable
59          Have you recorded the significant findings of your risk
            assessment with an action plan?
60          Have you recorded what you have done to remove or
            reduce the risk?
61          Has your risk assessment been signed off by service
            manager ?
62          Are your records readily available for inspection?


Emergency Plans

            Emergency Plans                                               Yes     No      Not
                                                                                          Applicable
63          Do you have an emergency plan and are the details
            recorded?
64          Does your plan take account of other emergency
            plans applicable to the building/site, including
            contingency plans?
65          Is the plan readily available for anyone to read?

Co-operation and co-ordination
       Co-operation and co-ordination                                     Yes     No      Not
                                                                                          Applicable
66          Are staff told about the emergency plan?
67          Are guests and visitors informed about what to do in
            an emergency?
68          Are people identified to perform particular task e.g. fire
            wardens, incident officers, risk assessors,
            first aiders, (and where necessary, persons nominated
            to call the Fire Brigade)?
69          Are staff given information about dangerous
            substances?
70          Do you have arrangements for informing temporary or
            agency staff?
71          Do you have arrangements for informing other
            employers whose staff are guest workers in
            the premises, such as contractors and cleaners?
72          Are your fire safety arrangements co-ordinated with
            other responsible people in the building?
73          Are details recorded of any information or instructions
            you have given and the details of any
            arrangements for co-operation and co-ordination with
            others e.g. permit to work, out-of-hours
            working procedures, building or alterations works
            schedules.

Policy Reviewed: September 2010                           Page 50 of 54    Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
Training
        Training

                                                                          Yes     No      Not
                                                                                          Applicable
74          Do staff receive relevant information, instruction and
            training on fire safety as part of local
            induction?
75          Have staff received fire safety awareness training?
76          Have all staff identified to carry out specific tasks (e.g.
            risk assessors, incident officers, fire
            wardens, first aiders and nominated persons to call
            the Fire Brigade) received suitable and
            sufficient training?
77          Are training sessions recorded?
78          Have you carried out a fire drill recently?
79          Are employees aware of specific tasks if there is a fire
            e.g. Personal Emergency Evacuation
            Plans for mobility and temporarily impaired staff
            (PEEPs) use of buddy systems/Evac Chairs
            etc, fire wardens, incident officers?
80          Are joint training sessions and fire drills carried out for
            multi-occupied buildings?
81          If you use, store or produce hazardous or explosive
            substances, are your staff informed,
            instructed and trained appropriately?




Policy Reviewed: September 2010                           Page 51 of 54    Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                    Version: 1.0
APPENDIX 4 REQUIRED CHECKS


Daily checks:

All doors and locks preventing client access to non-client and storage areas working correctly

All areas free from rubbish and obstructions – bins not overfilled

Toilets
 Clean and tidy
    Hot and cold water
    Sufficient towels (or working hand-dryer), soap, toilet paper

Kitchen
 Sufficiently clean and tidy
    Bins not overflowing

Electricity
 Fuse board / isolators can be reached easily in case of emergency – no obstructions
    All electrical equipment free from obvious defects

Fire exits
 All gangways and exits are free of obstructions
    All fire doors open easily and without obstruction

Outside
    Exterior lighting is working
    Steps/stairs etc undamaged and free from rubbish etc
    All external areas free of rubbish, mess etc
    Need for salting or gritting, snow clearance etc

Corridors and stairways
    No obvious defects in carpet / covering / treads etc
    No obstructions, debris or liquid

Interview / counselling rooms
 Clean and tidy – only appropriate furniture and fittings in room




Policy Reviewed: September 2010                           Page 52 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
Weekly checks:
Sharps bins not in need of replacement

No abandoned food/drink/milk in fridge

Shared PCs and workstations correctly equipped and no damage

Emergency Precautions:

    Bomb-threat checklist available at all major phone extensions
    Fire extinguishers are correctly positioned and are full (some are fitted with a gauge)
    Exit signs in good condition and unobstructed
    Fire alarm test
    First aid kit is stocked
    Blood and body fluid spill kit is stocked

Showers

    Run for five minutes any showers that have not been used for over a week

Stock / Store Rooms and Areas

    All material stored appropriately and tidily
    Corridors / gangways free of obstructions




Policy Reviewed: September 2010                           Page 53 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0
Monthly Checks:

Update the Fire Log

General work areas

    All lighting, heating and ventilation systems working correctly
    No obvious defects in electrical extension leads or adapters

Ladders, step ladders and stools

    No bent or broken treads or stiles
    Step ladder restraining ropes / clips intact
    All kick-stools roll freely, no dents or damage

Stock / Store Rooms and Areas

    No shelving showing signs of mechanical failure (e.g. bending, bowing, leaning, cracking)

Shared computer workstations

    Desks / workstations properly laid out and in good condition
    Chairs / stools etc in good condition
    Screens clear and flicker free

Kitchen

    Materials available for cleaning up, including spills etc

Cleaner’s equipment - visual check:

No obvious defects with the equipment generally, and in particular:
    All electrical cables, casings and plugs etc are in good condition
    All chemical containers clearly labelled as to contents
    Health & Safety Data Sheets available for all chemical products
    Any protective clothing (gloves etc) appears to be in good condition – supply of
     replacement gloves etc is easily available.

Correct functioning of panic buttons / attack alarms

Health and safety data sheets available for chemicals in regular use

Filing cabinet drawers working correctly

All audiovisual equipment (TVs, videos, screens, flip charts etc) in good condition




Policy Reviewed: September 2010                           Page 54 of 54   Review Date: September 2011
Lead: Head of Directorate: Finance and Central Services                   Version: 1.0

				
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