Our Health and Safety Policy

Date: September 2024

1.0 Policy Statement
1.1 Declaration by company directors
On behalf of The Manchester Self Storage Company Ltd (MSSC) who have overall responsibility for the control, direction and allocation of resources, we support the company’s approach to managing health and safety summarised in the principles set out below and detailed in this Policy Statement:

• That health and safety is considered as a high priority by the company in its capacity as an employer and as a provider of services
• That adequate resources are allocated to enable the discharge of the companies health and safety responsibilities
• That health and safety implications of decisions and policy making must be considered appropriately alongside other decision-making criteria
• That Members have regard to their duty to take reasonable care of their own health and safety and others who could be affected by their acts or omissions
• That co-operation and support is given to the company’s leadership team, managers and employees to promote a health and safety culture across the delivery of all functions

2.0 Statement of General Policy
2.1 MSSC is committed to providing a safe and healthy working environment for all its employees, partners, visitors, service users, contractors and members of the public. MSSC recognises and accepts its responsibilities and duties under current health and safety legislation.
2.2 This Health & Safety Policy Statement applies to all employees of MSSC.  Agency staff, consultancy staff, volunteers and work placements or staff engaged under our arrangements, will be expected to be familiar with the content of this Policy Statement and undertake their duties in compliance with it.
2.3 So far as is reasonably practicable, systems and procedures will be implemented to ensure that all equipment, plant, substances and premises are safe and free from adverse effects to health. It is a key objective of this policy to ensure that employees, pupils, service users, and the public, who may be affected by our activities, are exposed to the lowest practicable level of risk.
2.4 MSSC has adopted a risk-based approach to health and safety whereby resources will be targeted at hazards from which most accidents arise, or there is a potential for significant impact. As a minimum, we will take all necessary steps to comply with health and safety legislation and Approved Codes of Practice, with due regard to HSE Guidance and relevant British Standards.
2.5 The challenges caused by the COVID-19 Pandemic presented opportunities to embrace new ways of working and service delivery and MSSC has encouraged and supported changes in the way we all work so that we are empowered to work more flexibly to deliver better services.
2.6 MSSC recognises the key role of employees in establishing and maintaining safe and healthy working procedures and conditions, wherever they are working. All employees are required to avoid any actions which may adversely affect the health, safety and welfare of themselves, their colleagues and others. The policy will be brought to the attention of all employees.
2.8 Where MSSC undertakes a joint venture with another organisation, the appropriate staff member shall ensure that health and safety responsibilities are allocated, accepted and carried out by a nominated individual.
2.9 The Health and Safety Policy aims to ensure that employees, pupils, service users, and the public, who may be affected by our activities, are exposed to the lowest practicable level of risk. Health and safety assessments ensure that the working environment is safe for all people including people who have limited mobility, health conditions, and other impairments. The Health and Safety Policy will continue to give due regard to the needs of people with characteristics protected under the Equality Act 2010.

3.0 Organisation of Health and Safety
3.1 Company directors
The company directors have ultimate responsibility for health and safety and will ensure that arrangements are in place for the policy to be fully implemented. Through the consultative mechanism of the Safety and Risk Management Forum, they will ensure that the health and safety standards required by this policy are delivered on and off-site.
3.2 The company directors and senior management team will initiate a review of this policy on a regular basis.
3.3 All staff are responsible and accountable and must demonstrate clear and visible health and safety leadership within their roles and promote a positive health and safety culture and encourage employee involvement in improving health and safety standards.
3.4 They are responsible for the health and safety of personnel under their control and for service users and members of the public who may be affected by their activities and for risks arising from contracts for which they are responsible.

3.5 Directors must also ensure that:

• Safe working procedures are in place for all services or significant tasks undertaken.
• Safe working procedures must, in each case, conform to a defined external standard and have been issued on a recorded basis to relevant personnel.
• Procedures are in place for all managers to maintain direct contact with employees working from home and that proportionate control measures have been identified.
• a programme of risk assessment, as required by the Management of Health and Safety at Work Regulations 1999, has been carried out for all services under their control.
• risk assessments are recorded at MSSC head office
• a procedure is in place for the recording of all personal injuries, accidents and near-misses incurred during the course of work, regardless of location. In accordance with the Assault at Work Code of Practice, an incident report form should be completed reporting assaults or verbal abuse within their department.
• any premises that are occupied by employees, whether the buildings are owned, leased or shared by MSSC, remain adequately maintained and that significant risks such as asbestos are adequately controlled.
• emergency procedures to deal with fire and terrorist action are in place for all premises under their control.
• for each premises, the following information is available: regular premises inspection checklists, asbestos surveys and staff/contractor record sheets, electronic access to legionella control information, record of fire drills, alarm tests and equipment checks and that adequate resources, financial or otherwise, are allocated for health and safety.

3.6 Team Managers/Supervisors
With support from company directors, team managers and/or supervisors must:

• develop written safe working procedures for all significant tasks or services for which they are responsible. It must be ensured that written safe working procedures conform to a relevant external standard.
• ensure that relevant safe working procedures have been issued to all personnel for whom they are responsible on a recorded basis, and monitor, on an ongoing basis, that safe working procedures are being followed, both within owned premises and other working environments e.g. home.
• take all necessary steps to ensure that personnel for whom they are responsible are familiar with the control measures, identified by assessment as necessary for safe working, and that they are used at all times. They will report any problems with identified control measures to their senior manager.
• ensure that procedures have been implemented to regularly keep in touch with employees who are working from home or an alternative work environment to ensure they feel connected to the organisation and valued for their contributions to delivering the service outcomes and that any safety issues are discussed.
• be vigilant regarding signs of isolation, anxiety and stress that may occur due to hybrid agile working.
  ensure that there are regular discussions with employees who are working at home to assess any additional steps that may be required in relation to the use of display screen equipment arrangements, adverse effects of working in isolation and stress and mental health and wellbeing.
• ensure that the requirements of the Working Time Regulations in relation to excessive hours are complied with, particularly in connection with hybrid-agile working arrangements where employees may find themselves working beyond their required hours.
• complete a programme of risk assessment for the significant tasks or services for which they are responsible as required by the Management of Health and Safety at Work Regulations 1999, which will be recorded and retained.
• ensure that a comprehensive programme of assessment has been completed under legislation, including:
  Control of Substances Hazardous to Health Regulations 2002 (as amended)
  Health and Safety (Display Screen Equipment) Regulations 1992 (as amended)
  Manual Handling Operations Regulations 1992 (as amended)
  Control of Noise at Work Regulations 2005
  Control of Vibration at Work Regulations 2005
  Personal Protective Equipment at Work Regulations 1992 (as amended) Work at Height Regulations 2005 (as amended)
  Regulatory Reform (Fire Safety) Order 2005
  Lifting Operations and Lifting Equipment Regulations (LOLER) 1998

3.7 All Employees

All employees:

• must read this policy, follow its advice and act in accordance with its requirements as set out below.
• have a legal responsibility to ensure their own health and safety and that of others who may be affected by their actions or omissions.
• have a legal duty to follow any procedures issued by MSSC which are designed to protect their health and safety. Employees must follow the guidance contained in written safe working procedures particularly with respect to the use of machinery, equipment and substances. If you are unsure about the procedures that apply to your job, contact your line manager immediately.
• must follow the safe systems of work put in place to minimise the risks associated with workplace hazards.
• must report accidents and potential hazards of which they are aware, that are work related, no matter how trivial, to their line manager.
• must report defective equipment, defects in premises, hazards, defective safety devices or damaged equipment to their line manager immediately. All electrical equipment must be visually checked for obvious damage prior to usage. Any items of Personal Protective Equipment that become lost or damaged must be reported to their line manager immediately.
• must report to their line manager any changes in their health which may impact on their ability to safely undertake their role.
• must observe the requirements of the Working Time Regulations in relation to excessive hours, particularly in connection with hybrid-agile working arrangements.
• Failure to follow the guidance contained in this policy may mean that you are committing a criminal offence under the Health and Safety at Work etc. Act 1974.
• If you have any concerns relating to health and safety, that you feel have not been adequately dealt with by your line manager, you may wish to contact a company director.

4.0 Training
MSSC will provide health and safety related training, as appropriate, to ensure that all employees are equipped to carry out their tasks safely and competently. Training will be identified and all new employees will receive an induction, which includes details of the MSSCs Health and Safety Policy, relevant safe working procedures, first aid provision and emergency procedures. A record will be kept of the safety training received by each employee.

5.0 Accident Prevention
Hazardous conditions, arising out of MSSC activities, which present a significant health and safety risk will be controlled by a programme of risk assessment undertaken using the MSSC risk assessment template. Control measures and remedial action identified by the assessment process will form the basis of written safe working procedures.
Risk assessment for a particular task or function will normally be carried out by the relevant service managers. On a day-to-day basis, it will be the responsibility of supervisors to ensure that the measures identified by the risk assessment are implemented. Review of assessments will take place on a regular basis, or more frequently if circumstances change.

5.1 Communication
Health and safety information will be communicated through staff and  health and safety documentation, breifs, one-to-one talks and signage/notice boards in MSSC premises.

5.2  Health and Safety Plan
An annual Health and Safety Plan will be prepared that sets out frequent operations. The plan consists of proactive and reactive work including health and safety audits, accidents monitoring, themed health and safety audits, policy and procedural updates, risk assessments, fire risk assessments and advice and guidance.

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5.3 Accident Investigation and Reporting

All personal injuries, accidents and near-misses must be reported accident reporting mechanism . Each accident or near miss will be investigated to determine the cause and, where appropriate, remedial action will be taken to prevent a recurrence. Health and Safety Officers monitor the number and type of accidents to identify trends and areas of control weakness. The Health & Safety Section will notify the Health and Safety Executive where necessary under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

5.4 First Aid
First Aid facilities within MSSC will meet the requirements of the Health and Safety (First Aid) Regulations 1981. All premises will have sufficient trained first aiders/ and/or appointed persons in accordance with the Approved Code of Practice: First Aid at Work.
The names and locations of trained first aiders will be displayed in a prominent position in all MSSC locations.

5.5 Premises
In all MSSC premises, in which personnel are habitually employed, the welfare facilities and environment will meet the requirements of the Health and Safety etc Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992. Executive Directors will have responsibility to ensure that standards are maintained in premises for which they are responsible, including a regular workplace inspection regime.

5.6 Emergency Procedures
Executive Directors will ensure that adequate emergency procedures have been developed for the premises for which they are responsible.

5.7 Health and Safety Plan Delivery
Company directors  will deliver the agreed programme of audits, investigations and advisory work throughout the year and will report on outcomes and any significant issues identified.

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5.8 Monitoring and Record Keeping
Team Managers will ensure that a record is kept of assessments required under health and safety legislation for the significant tasks or services for which they are responsible.
We will keep a record of all corporate level assessments and safe working procedures. They will carry out a regular review of assessments in order to ensure that they remain valid to the changing needs. In conjunction with Managers, MSSC will ensure that health and safety training records are maintained for all personnel within their departments.

5.9 Equipment, Material and Substances

• All new equipment used by MSSC must be appropriately CE marked where required, and conform to a relevant British, European or International Standard.
• All substances that come under the requirements of the Control of Substances Hazardous to Health Regulations 2002 (as amended) will be subject to an assessment prior to use. It is the policy of MSSCl to purchase, whenever practical, the least harmful materials and substances.
• All equipment and plant will be fit for the purpose for which it is to be used and will be Team Managers/Supervisors will monitor the use of plant and equipment, reporting any defects or problems to their Head of Service.
• Team Managers/Supervisors will ensure that all electrical equipment used by the service is subject to regular electrical test and formal visual inspection in accordance with the requirements of the Electricity at Work Regulations 1989 and the advice contained in the HSE publication INDG236.

5.10 Procurement and Management of Third-Party Services
Every effort will be made to identify and use competent contractors. No contract may be tendered or awarded without an assessment of health and safety implications to the public, service users, contractor staff and Council employees.
Contracts consequently identified as higher risk may require the tender documentation, and in some cases the individual tenders, to be reviewed by the Health & Safety Section prior to award.

5.11 Health and Safety Actions
Company directors and/or senior managers will check that remedial action identified via audits and investigations have been implemented and that the necessary control improvements are in place.

6.0 Review and Revision
6.1 This Policy will be reviewed at least every two years or in response to significant organisational or regulatory changes.