Health and Safety at Work Policy


General Statement of Policy, Duties & Responsibilities 

1.1 Policy Statement 

North East Social Media recognises and accepts its health and safety duties for  providing a safe and healthy working environment (as far as is reasonably practicable) for all its workers (paid or volunteer) and other visitors to its premises under the Health and Safety at Work Act 1974, the Fire Precautions (Workplace) Regulations 1997, the Management of Health and Safety at Work Regulations 1999, other relevant legislation and common law duties of care. 

Throughout this Statement, terms such as “staff”, “workers”, “employees”, include both paid and volunteer workers. 

It is the policy of the Organisation to promote the health and safety of staff and of all visitors to the Organisation’s premises (“the Premises”) and to that intent to: 

∙ Take all reasonably practicable steps to safeguard the health, safety and welfare of  all personnel on the premises; 

∙ Provide adequate working conditions with proper facilities to safeguard the health and safety of personnel and to ensure that any work which is undertaken produces no unnecessary risk to health or safety; 

∙ Encourage persons on the premises to co-operate with the Organisation in all safety  matter, in the identification of hazards which may exist and in the reporting of any  condition which may appear dangerous or unsatisfactory; 

∙ Ensure the provision and maintenance of equipment and systems of work that are safe; 

∙ Maintain safe arrangements for the use, handling, storage and transport of articles; 

∙ Provide sufficient information, instruction, training and supervision to enable everyone to avoid hazards and contribute to their own safety and health;

∙ Provide specific information, instruction, training and supervision to personnel who have particular health and safety responsibilities (eg. a person appointed as a Health and Safety Officer or Representative such as Paul Dixon, appointed First Aider); 

∙ Make, as reasonably practicable, safe arrangements for protection against any risk to  health and safety of the general public or other persons that may arise for the  Groups/Organisation’s activities; 

∙ Make suitable and sufficient assessment of the risks to the health and safety of  employees and of persons not in the employment of the Groups/Organisation arising  out of or in connection with the Groups/Organisation’s activities; 

∙ Make specific assessment of risks in respect of new or expectant mothers and young  people under the age of eighteen; 

∙ Provide information to other employers of any risks to which those employer’s  workers on the Groups/Organisation’s premises may be exposed. 

This policy statement and/or the procedures for its implementation may be altered at any  time by the Organisation’s Management. The  statement and the procedures are to be reviewed in January of each year by the Health and Safety Sub-committee. A report on the  review, with any other proposals for amendment to the statement of procedures, is to be  made to the next following ordinary meeting of the Management Committee.

1.2 Statutory Duty of the Organisation 

The Organisation will comply with its duty to ensure, as far as is reasonably  practicable, the health, safety and welfare at work of its workers and of visitors to its  premises and, in general, to: 

∙ Make workplaces safe and without risks to health; 

∙ Ensure that safe systems of work are set and followed; 

∙ Ensure articles are moved, stored and used safely; ∙ Give volunteers/ workers the information, instruction, training and supervision  necessary for their health and safety. 

In particular, the Group/Organisation will: 

∙ Assess the risks to health and safety of its volunteers/workers; 

∙ Make arrangements for implementing the health and safety measures identified as  necessary by this assessment; 

∙ Record the significant findings of the risk assessment and the arrangements for  health and safety measures; 

∙ Draw up a health and safety policy statement; including the health and safety  organisation and arrangements in force, and bring it to the attention of its workers; ∙ Appoint someone competent to assist with health and safety responsibilities; ∙ Set up emergency procedures; 

∙ Provide adequate First Aid facilities; 

∙ Make sure that the workplace satisfies health, safety and welfare requirements, eg  for ventilation, temperature, lighting and for sanitary, washing and rest facilities; ∙ Make sure that work equipment is suitable for its intended use as far as health and  safety is concerned, and that it is properly maintained and used; 

∙ Prevent or adequately control exposure to substances that may damage health; ∙ Take precautions against danger form flammable or explosive hazards, electrical  equipment, noise or radiation; 

∙ Avoid hazardous manual handling operations and, where they cannot be avoided,  reduce the risk of injury; 

∙ Provide health surveillance as appropriate; 

∙ Provide free any protective clothing or equipment, where risks are not adequately  controlled by other means; 

∙ Ensure that appropriate safety signs are provided and maintained; ∙ Report certain injuries, diseases and dangerous occurrences to the appropriate  health and safety enforcing authority. 

1.3 Statutory Duty of the Organisation’s Workers 

Employees also have legal duties, and the Organisation confidently requests non-employed (voluntary) workers also to observe these. They include the following: ∙ To take reasonable care for their own health and safety, and that of other persons  who may be affected by what they do or do not do; 

∙ To co-operate with the Organisation on health and safety; 

∙ To use work items provided by the Organisation correctly, including personal  protective equipment, in accordance with training or instructions; 

∙ Not to interfere with or misuse anything provided for health, safety and welfare  purposes;

∙ To report at the earliest opportunity injuries, accidents or dangerous occurrences at  work, including those involving the public and participants in activities organised by  the Group/Organisation; 

∙ Health and Safety law applies not only to employees in the workplace, it also applies to organisations and people who occupy or use community buildings to which members of the public have access. 

1.4 Policy for Visitors and Contractors 

On arrival all visitors should be directed to the duty representative of Management, or a representative of the user/hirer of the building. This person is to take responsibility for the visitor(s) and assist in their evacuation from the building during an emergency or arrange help in the event of an accident. 

Contractors working in the building should report any concerns relating to their own safety or  suspected unsafe working practices to Amanda Dixon who will  investigate.


Organisation of Health and Safety 

2.1 Health and Safety Sub-committee 

Management will appoint a Health and Safety Sub-committee, including representation both of themselves and of staff (both paid and volunteer): ∙ To have a broad overview of Health and Safety matters; 

∙ To keep the Organisation’s Health and Safety policy and procedures under review; ∙ To conduct safety tours of the premises; 

∙ To ensure that risk assessments are carried out, including assessments regarding substances hazardous to health (COSSH Regulations); 

∙ To take such action as may be required to ensure that the Organisation’s  responsibilities for Health and Safety are fulfilled; 

∙ To report to the Management Committee on their performance of these  responsibilities. 

Contractors working in the building should report any concerns relating to their own safety or  suspected unsafe working practices to the Duty representative of the Committee who will  investigate and report to the Organisation. 

Safety Tours  

The Health and Safety Committee shall carry out 6-monthly tours and inspections of the  premises and make a report to the next ordinary meeting of the Management Committee.  All necessary actions as a result of the tour shall, where reasonable and practicable, be  implemented. The tour shall include inspection of the Accident File. 

2.2 Health and Safety Rules 

All workers must exercise ordinary care to avoid accidents in their activities at work and  comply with the following general rules and with any further rules which the  Group/Organisation may publish from time to time. 

Accident Forms and Book 

The book must be kept in a locked drawer once completed. 

Any injury suffered by a worker or visitor in the course of employment or otherwise on the  Groups/Organisation’s premises, however slight, must be recorded, together with such other  particulars as are required by statutory regulations, on an accident form maintained by the  Organisation. 

Fire Precautions 

All personnel must familiarise themselves with fire escape routes and procedures and follow  the directions of the Organisation in relation to fire. 

Equipment and Appliances  

No equipment or appliance may be used other than as provided by or specifically authorised  by or on behalf of the Group/ Organisation and any directions for the use of such must be  followed precisely.

Safety Clearways 

Corridors and doorways must be kept free of obstructions and properly lit. 


Defective equipment, furniture and structures must be reported as such without delay. 

Hygiene and Waste Disposal 

Facilities for the disposal of waste materials must be kept in a clean and hygienic condition.  Waste must be disposed of in an appropriate manner and in accordance with any special  instructions relating to the material concerned. 

Display Screen Equipment 

The Organisation recognises its responsibility to ensure the well-being of workers who habitually use display screen equipment for a significant part of their normal work.  Volunteers/Workers are advised to ensure that they take a five minute break from the display  screen equipment at least once an hour and are advised that, if they experience vision  defects or other discomfort that they believe may be wholly or in part a consequence of their  use of such equipment, they have the right to an eye-test at the Organisation’s expense. 

Alcohol, Drugs and Tobacco  

Smoking within the premises and the use of Drugs (except under medical supervision) on  the premises are prohibited at all times. The use of intoxicants (alcohol) is prohibited during  working hours, and no employee/volunteer may undertake his/her duties if under the  influence of alcohol or drugs (except under medical supervision)


Arrangement and Procedures 

The Health and Safety Officer, nominated by the Management Committee, is responsible for  ensuring that the safety policy is carried out and that responsibilities for safety, health and  welfare are properly assigned and accepted at all levels. His/her details and contact number will be displayed on the whiteboard in the main office room.

3.1 First Aid and Accident Reporting 

3.2 Fire Drills and Evacuation Procedures 

3.1.1 First Aid 

∙ The current First Aider(s) for the premises is/are displayed on the whiteboard in the main office.

∙ First Aid Boxes are provided in the following location(s): 

i) Reception.

ii) Main office on the right side shelves.

3.1.2 Accidents 

∙ In the event of an injury or illness, call for a member of staff or ring for an  ambulance directly. To call an ambulance – dial 999 and ask for  


∙ All accidents must be reported to the Health and Safety Officer or another  member of staff on duty immediately or as soon as practicable; 

∙ All accidents must be entered on an accident form, available from the  reception desk. The procedures for “notifiable” accidents as shown in  Appendix A below must be followed; 

∙ The Health and Safety Officer will investigate incidents and accidents, writing  a detailed report for the Organisation’s Management Committee to consider  the actions necessary to prevent recurrence. 

3.3 Fire Drills and Evacuation Procedures 

3.2.1 Fire Drills 

∙ All workers and volunteers must know the fire procedures, position of fire  appliances and escape routes. 

∙ The fire alarm points, fire exits and emergency lighting system will be tested  by The Fire Officer/Health and Safety Officer during the first week of each  month and entered in the log book provided. 

∙ The Fire Officer will arrange for Fire Drills and Fire Prevention Checks (see  Appendix C below) to be carried out at least once every three months an entered in the log book. In addition, these Drills will be carried out at different times and on different days, so that all users/hirers know the procedures. 

∙ The last person securing the premises will ensure Fire Prevention Close Down Checks are made of all parts of the premises at the end of a session  (See Appendix C). 

3.2.2 in the event of Fire 

∙ Persons discovering a fire should sound the nearest alarm; 

∙ The first duty of all workers is to evacuate all people from the building by the  nearest exit immediately the fire is discovered;

∙ All persons must evacuate the building and, where possible without personal  risk, leave all doors and windows closed; 

∙ The assembly point for the building is at the Grassy area in the car park to the rear of the building ∙ No-one should leave the assembly point without the permission of a member  of staff; 

∙ If any fire occurs, however minor, the Fire Brigade must be called  immediately by dialling 999 and asking for “Fire”; 

∙ When the Fire Brigade arrives advise whether all persons are accounted for  and location of fire. 

3.2.3 General 

∙ All thoroughfares, exits and gates must be left clear at all times; ∙ Corridors and fire exits must not be blocked by furniture or equipment;

∙ Vehicles must not be parked near to the building so as to cause any  obstruction or hazard; 

∙ Hazards or suspected hazards or other health and safety matters should be  reported to the Health and Safety Officer or the staff member on duty  immediately or as soon as practicable, so that action can be taken. If the  hazard is of a serious nature, immediate action must be taken to protect or  clear the area to prevent injury to staff or other users.




1. Accidents 

All accidents which occur during work for the Organisation and/or for the User/Hirer,  or on premises under the control of the Organisation must be recorded. 

2. Accidents to Workers or Contractor’s Staff 

a) For ALL Accidents 

Complete Accident Form and give to Health & Safety Officer 

b) For accidents reportable to the Health & Safety Executive (for contractors  see c)) 

If accident results in incapacity for work for more than 3 calendar days then complete the online form F2508 with copies to the Chair of the Management Committee. 

If accident results in fatality, fracture, amputation or other specified injury (see section 4, below) then immediately notify: 

Health & Safety Executive on HSE’s Infoline Tel: 0845 345 0055  

And the Chair of the Management Committee 

Follow up within seven days with completed online form F2508 with copies to the Chair of the Management Committee 

c) If a reportable accident involves a contractor’s employee and the premises are  under the control of someone other than the contractor then the person in control  of the premises is responsible for reporting the accident. 

If a contractor’s employee is at work on premises under the control of the  contractor then it is the contractor or someone acting on his/her behalf who is  responsible for reporting the accident. 

3. Accidents to Members of the Public 

1. For ALL Accidents 

Complete Accident Form and give to Health & Safety Officer 

2. For accidents reportable to the Health & Safety Executive 

If an accident results in fatality, fracture, amputation or other specified injury (see section 4 below) then immediately notify

Health & Safety Executive, Incident Contact Centre, Caerphilly Business  Park, Caerphilly, CF83 3GG 

And the Chair of the Management Committee

Some injuries may not be fully identified until the casualty has been to hospital. It  is therefore essential that, if it is known that an individual has gone to hospital as  a result of an accident, follow up action is carried out. 

4. Definition of Specified Major Injuries or Conditions 

∙ Fracture of the skull, spine or pelvis; any bone in the arm or wrist, but not a bone  in the hand; any bone in the leg or ankles, but not a bone in the foot. 

∙ Amputation of; a hand or foot, a finger, thumb or toe; any part thereof if the joint  or bone is completely severed 

∙ Other specified injuries and conditions: 

o The loss of sight of an eye; a penetrating injury to the eye, or a chemical  or hot metal burn to an eye 

o Injury (including burns) either requiring immediate medical treatment, or  involving loss of consciousness, resulting (in either case) from electric  shock from any electrical circuit or equipment, whether or not due to direct  contact 

o Loss of consciousness resulting from lack of oxygen 

o Decompression sickness requiring medical treatment 

o Either acute illness requiring treatment, or loss of consciousness,  

resulting (in either case) from absorption of any substance by inhalation,  ingestion or through the skin 

o Acute illness requiring medical treatment where there is reason to believe  that this resulted from exposure to a pathogen or infected material 

o Any other injury which results in the person injured being admitted  immediately into hospital for more than 24 hours 


5. Dangerous Occurrences 

In the event of any of the following: 

∙ Collapse/Overturning of heavy furniture

∙ Explosion/collapse of closed vessel/boiler 

∙ Electrical explosion/fire 

Notify the following immediately: 

Health & Safety Executive, Incident Contact Centre, Caerphilly Business  Park, Caerphilly, CF83 3GG HSE’s Infoline Tel: 0845 345 0055 

email: hse.infoline@natbrit.com 

And the Chair of the Management Committee 


1. Has the Fire brigade been consulted on: 

o The number and width of escape routes so as to provide a ready means of  escape from all parts of the premises? 

o Emergency lighting and its maintenance? 

o The most suitable way of raising an alarm in the event of fire? 

o The contents of fire instruction notices? 

o The numbers and types of fire extinguishers or other fire-fighting appliances  which should be provided? 

o Precautions to be taken with any activities involving the use of flammable  liquids, naked flames or heating processes? 

o The desirability of battening or clipping seats together in sets of four where  moveable seats are used for large audiences? 

o The maximum number of people who should be allowed on the premises at  any one time? 

o Are seating and gangways in the hall/rooms so arranged as to allow free and  easy access direct to fire exits? 

o Are exit doors always unlocked before the start of any session and kept  unlocked until the last person leaves? 

o Are escape routes and exit doors clearly sign-posted and marked so that  anyone not familiar with the building can quickly see the ways out? o Are escape routes and exit doors never allowed to become obstructed or  hidden by chairs, stage props, curtains etc.? 

2. Is Fire Equipment properly looked after? 

o Are fire extinguishers, hose reels and fire alarm systems (where provided)  regularly maintained by specialist fire engineering firms? 

o Are staff/duty officers trained to use this equipment? 

o Is equipment kept in its proper position and always clearly visible and  unobstructed? 

3. Are thorough close-down checks made of all parts of the premises at the end of an  evening or session? 

o No smouldering fires or cigarettes left burning? 

o Heater and cookers turned off? 

o Televisions and other electrical apparatus turned off and unplugged? o Lights off? 

o Internal doors closed? 

o Outside doors and windows closed and secured?

4. Are all reasonable steps taken to prevent fires? 

o Smoking not allowed in store rooms or backstage? 

o Substantial ashtrays provided in areas where smoking is permitted? o Heating appliances fitted with adequate and secure fire guards? 

o If portable heaters have to be used, are they securely fixed and kept away  from combustible materials? 

o Precautions to ensure that convector type heaters are not covered with  clothes and curtains? 

o Temporary extensions or additions to the electrical installation carried out and  checked by a competent electrician? 

o Sufficient socket outlets provided to obviate the need for long trailing flexes? o Damaged leads replaced regularly? 

o Cooking operations supervised by a reliable person? 

o Scenery, decorations and costumes for stage performances treated to make  them flame retardant? 

o All parts of the premises kept clear of waste and rubbish, particularly  staircases, space under stairs, store rooms, attics and boiler rooms? 


1. Inspection 

o A Health and Safety inspection of the building should be undertaken at least every six months. One of these inspections may be undertaken at the same  time as the annual building maintenance check. 

o Appointed members of the Management Committee, or a sub-group, should  arrange to meet and carry out the inspection 

o This inspection group will need to agree how each question needs to be  answered 

o When the form is complete and has been signed, matters noted as not  satisfactory, together with any other concerns raised by the inspection, should  be reported to the Management Committee. 

o The inspection group should be authorised, where URGENT action is necessary, to make immediate reasonable response 

o The whole form should be made available to members of the Management  Committee 

o The forms should be preserved in a file maintained for this purpose. As  required action is taken, the responsible person should initial the form in the  appropriate box 

2. Risk Assessment 

o Risk assessments relate to activities within the premises or grounds o Risk assessments NEED to be carried out in relation to every activity undertaken, whether by groups or individuals and including the work of paid  staff AND volunteers 

o Special attention should be paid to the circumstances of workers under the  age of eighteen and to expectant mothers, women who have given birth  within the past six months or who are breastfeeding 

o A risk assessment needs to be carried out whenever a new activity is  envisaged 

o Assessments need to be repeated whenever circumstances change:

▪ Changes in layout of equipment 

▪ Observing trends on the accident form 

▪ Changes in staff 

▪ Introduction of new procedures, processes or materials 


1. Who is a Display Screen User? 

The regulations are for the protections of workers (including self-employed workers  and volunteers) who habitually use display screen equipment for a significant part  of their normal work

In some cases it will be clear that the use of Display Screen Equipment is more or  less continuous on most days and the individual concerned should be regarded as  users. Where use is less continuous, ‘user’ status would apply if most or all of the  following criteria are met: 

o The individual depends on the use of display screen equipment to do the job,  as alternative means are not readily available for achieving the same results. o The individual has no discretion as to the use or non-use of the display  screen equipment 

o The individual needs significant training and/or particular skills in the use of  display screen equipment to do the job 

o The individual uses display screen equipment in this way more or less daily o Fast transfer of information between the user and the screen is an important  requirement of the job 

o The performance requirements of the system demand high levels of attention  and concentration by the user; for example where the consequences of error  may be critical. 

2. Workers’ Entitlement 

2.1 Eye Test 

Any worker covered by the Regulations is entitled to request an eye and eyesight test  which will be paid for by the employer. Workers should inform their line manager,  who will provide them with the forms to take to an option of the worker’s choice. 

A worker may request a test if he/she: 

o Is already a user for a significant part of his/her work 

o Is about to start using display screen equipment for a significant part of  his/her work 

o Is experiencing visual difficulties which may reasonably be considered to be  related to display screen work 

o It is recommended by an option at the time of an eye examination that the  worker should have eye tests at regular intervals 

2.2 Spectacles 

If as a result of the eye test a worker requires spectacles solely for use with display  screen equipment, he/she is entitled to reimbursement of the cost of a basic pair. If 

the worker wishes to choose more costly spectacles (e.g. a more expensive frame),  the employer is not obliged to pay the full cost of these. In this event the worker will  only be reimbursed for the cost of basic spectacles. 

If as a result of the tests spectacles are required for normal use, e.g. reading or  distance vision, but which may also include display screen equipment use, under the  Regulations the employer is not required to make reimbursement beyond the cost of  the eyesight test and the report. 

2.3 Who pays the Optician? 

The worker pays the option and then obtains the reimbursement, attaching the  receipt(s) and any report to the form DSE1, and gives these to his/her Line Manager  who will arrange reimbursement. 


We request that our Staff, Volunteers, Member and Visitors respect this Policy, a copy  of which will be available on demand. 


Approved by the Management Committee  

Amanda Dixon

Managing Director of North East Social Media

Updated: 10/01/2022