Health and Safety Policy

Aim of Policy

For the purposes of this Policy ForViva and group members are referred to as ‘the Group’.

It is the intention of the Group to meet obligations under the Health and Safety at Work etc. Act 1974; which requires every employer, so far as is reasonably practicable, to ensure the health, safety and welfare at work of all its employees, and to conduct its undertaking so that persons not in its employment are not exposed to risks to their health and safety. The Group will meet these responsibilities in a way that fulfils both the spirit and the letter of the law.

This Policy describes how the Group, overseen by the ForViva Board, Group Executive Leadership Team and delegated persons, manages the risks to the health and safety of employees and others affected by the way it conducts its business activities. This includes the health and safety objectives of the ForViva Board, how health and safety risks are managed and the health and safety organisational structure and responsibilities.

The Group believes that a positive health and safety culture characterised by both collective and personal ownership of health and safety matters in the workplace, supported by practical health and safety policies and commitment from the ForViva Board and Group Executive Leadership Team, will achieve high health and safety standards.

Policy

Health and Safety Policy Statement

The Group accepts responsibility for health and safety as an employer and is committed to ensuring that these responsibilities are discharged throughout. The Board acknowledges that successful health and safety management is achieved through a number of linked components:

· Health and Safety is a core management function and will be given adequate time and resources to implement both policy and arrangements successfully.

· The policy and arrangements must have proactive and dynamic review in order to ensure continued success and relevance to the organisations operations.

· Employees are instrumental to the success of the health and safety system and should be both competent in health and safety relevant to their works and proactively engaged in all aspects of health and safety in order to create ownership within all employees.· The Group is committed to achieving a measurable, progressive improvement in health and safety performance and we will work on the principle that accidents, ill health and near-miss events can be prevented and actively promote high standards by embedding a safety culture within our business that encourages everyone to work in a safe and healthy way.

In addition to the above legislative commitments, The Group also has golden principles of safety management:

· Everyone has the right to a safe and health workplace.

· Everyone has the right to be listened to and influence their workplace.

· Everyone should work safely not because they have to but because they want to.

· We do not blame people when things go wrong, we help them succeed to a better performance.

· All accidents and incidents are preventable.

· All accidents and incidents will be investigated.

· The visible and active leadership of senior managers is necessary to develop and maintain a positive health and safety culture.

· The best way to protect our employees, visitors and others is to actively involve our employees to talk, discuss and make decisions together.

· All our employees and contractors have a right to stop work if they consider they are in imminent danger.

· Health and safety is not a ‘bolt on extra’ and is beneficial to business performance. · Skills, knowledge, experience and training is a requirement to achieve high safety standards.

This Policy will be displayed in a prominent position for the benefit of all staff.

Responsibility for Implementing Health and SafetyThe Group accepts the importance of clearly defined management responsibilities to implement the Health and Safety Assurance System and to ensure clear accountability to achieve health and safety objectives. The Group Board (via the Group Chief Executive) delegates executive responsibility for health and safety to the Executive Management Team, with support from the Health and Safety team. In turn these responsibilities are supported by in house and external based technical advisors as required. A summary of roles and relationships is provided in Figure 1.

The Board ‘Non Executives’

The Board will:

· ensure health and safety is a strategic priority within the Group;

· approve health and safety strategy and policy;

· ensure commitment and leadership of health and safety matters; and

· nominate a Board Member to champion health and safety.

Group Chief Executive

The Group Chief Executive will be responsible for all matters of health and safety across the Group ensuring:

· adequate arrangements are in place for the implementation, maintenance, monitoring and revision of health and safety policy and guidance;

· health and safety performance is regarded as an integral function of management;

· adequate resources are made available to achieve health and safety targets that are suitable, sufficient and legally compliant; and

· there is a nominated director to champion health and safety.

Group Executive Directors

Group Executive Directors will promote a positive health and safety culture throughout the Group by providing strong leadership and a commitment to continuous improvement. This will be demonstrated by:

· setting strategic targets for health and safety;

· ensuring decisions made take into account health and safety considerations as a key business risk;

· including health and safety objectives when carrying out performance appraisals of senior management;

· supporting the Health and Safety team in the development and maintenance of a satisfactory health and safety management system; and

· approving health and safety policies and arrangements.

The Group Director of Finance and Corporate Services will have management responsibility for the Group Assistant Director of Health and Safety.

Group Assistant Director of Health and Safety

The responsibilities of the Group Assistant Director of Health and Safety in relation to health and safety include the timely provision of information to Group Executive Director and Executive Management Team on health and safety performance throughout the Group. Principal duties include:

· monitoring Pentana audit performance and presenting summary reports on that performance to the Executive Management team and Group Boards;

· acting as the Group’s competent person under the Management of Health and Safety at Work Regulations 1999;

· working with the responsible Group Executive Directors and Directors in the implementation and development of the health and safety management system across the Group;

· working with the responsible Group Executive Directors and Directors in developing the positive health and safety culture and resultant health and safety performance in pursuance of the health and safety objectives laid out in this Policy;

· monitoring the implementation of the Health and Safety Management Plan and reviewing its effectiveness;

· considering new law and guidance on health and safety matters, the implications for the Group and what action needs to be taken to ensure compliance;

· providing a professional and competent response when called on to give guidance in a professional capacity and, to the best of their ability, be objective and reliable; and· providing objective and reliable advice based on the best currently available knowledge and data or, in the absence of such data, reference to appropriate health and safety principles.

Directors

Directors will ensure the effective planning, delivery, monitoring and review of the health and safety within their service areas. This will be demonstrated by:

· ensuring the implementation of the health and safety assurance system via their service area managers and other competent persons;

· any decisions made take into account health and safety as a key business risk;

· health and safety is included on team meeting agendas;

· effective communications and worker involvement exist for health and safety at all levels within the service areas;

· the timely and accurate reporting of accidents and incidents via Pentana;

· working practices are periodically reviewed in line with current best practice, legislative changes or following trends identified through Pentana;

· working practices are reviewed following accidents and incidents and initiate appropriate management actions;

· health and safety is considered when carrying out performance appraisals of staff, suppliers and contractors;

· clear visibility to health and safety by being seen to actively support positive health and safety messages; and

· health and safety competence is incorporated into the recruitment process for all management appointments.

In addition to the above the Director for Investment and Regeneration will:

· consider health and safety performance when making contractor and consultant appointments; and

· ensure compliance with the arrangements for managing projects that fall under the Construction Design Management (CDM) Regulations.

Operational Management Teams

Operational Management Team will ensure the implementation of the health and safety Policy in day-to-day operations and business planning under their control. This will be demonstrated by ensuring:

· implementation of this Policy;

· suitable and sufficient risk assessments are undertaken and all employees and contractors are informed of the outcomes, e.g. risks and risk control measures;

· employees, contractors and visitors are aware of safety procedures and their responsibilities in their area of control;

· all equipment, plant and substances are suitable for the task and maintained;

· there is adequate training, information, instruction and supervision;

· all accidents and near misses are recorded and fully investigated to prevent reoccurrence of similar events;

· there is effective worker involvement above the legal duty to consultation to improve health and safety performance; and

· health and safety performance of any staff, contractors or visitors under their control and using this information to promptly identify any further action necessary to ensure the health, safety and welfare of those who may be at risk.

Health and Safety Team

The responsibilities of the Health and Safety Team in relation to health and safety include the timely provision of information to ForViva Chief Executive Officer and the Board on health and safety performance throughout the business, and ensuring the appointment of competent assistance in health and safety matters. Principal duties include:

· Work closely with the Operational Management Team in the implementation and development of the health and safety management system.

· Work closely with the Operational Team in developing the positive health and safety culture and resultant health and safety performance in pursuance of the health and safety objectives laid out in this policy.

· Monitor the Health and Safety Management assurance system, audit and review

· Consider new law and guidance on health and safety matters, the implications for the Group and what action needs to be taken to ensure compliance.

· Provide a professional and competent response when called on to give guidance in their professional capacity and shall be honest and, to the best of their ability, objective and reliable.

· Provide objective and reliable advice based on the best currently available knowledge and data or, in the absence of such data, reference to appropriate health and safety principles.

Employees

Employees will:

· take reasonable care for the health and safety of themselves and of other persons who could be affected by their acts or omissions;

· comply with Group health and safety policy and systems;

· not intentionally or recklessly interfere with, nor misuse, any equipment provided for the protection of their health and safety; and

· report any matter they consider as representing a shortcoming in arrangements for health and safety.

Contractors and Consultants

It is expected that all contractors and consultants employed by the Group will comply with the Group’s health and safety management systems. This will be evidenced through satisfactory compliance with the Group’s health and safety competency checks (to be carried out every two years) and through satisfactory health and safety performance on previous work (which will in part be based upon periodic audit of subcontractor on site performance).

In accordance with the Procurement Policy, any person procuring or entering into a partnership with contractors or consultants will ensure they receive a copy of the Health and Safety Policy and make available those elements of the Health and Safety Arrangements as are required to complete these works safely.

In accordance with the CDM regulation procedures within the Health and Safety Assurance System the relevant Director is responsible for ensuring that the appointed clients representative (principal designers and designers where the Group acts in these roles) are suitably trained and competent to carry out the role on all construction projects. This extends to the timely provision and dissemination of suitable pre construction information to relevant additional CDM duty holders (such as principal designers, designers and contractors).

Where projects are identified as Notifiable Works the appointed client’s representative will ensure the following, in order to reduce the liability of the Group under the regulations:

· timely appointment of Duty Holders (either from Framework Contractors or elsewhere as per Procurement Strategy);

· timely provision of pre-construction information and cooperation with the Principal Design Team; and· receipt and accessible storage of the health and safety file prepared for the works.

Figure 1. Health and safety roles and relationships

How the Policy will be delivered

The Policy is managed by the Group Assistant Director of Health and Safety and the Health and Safety team who are responsible for ensuring that managers and staff are aware of and comply with the Policy. The Policy will be reviewed at least annually unless legislative or regulatory changes require it to be reviewed earlier before this date.

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