Health and Safety Policy



Introduction

This document states Mentis' intentions, organisation and arrangements for ensuring the health and safety of its employees, visitors and contractors whilst working in our offices or on client site.

Statement of Intent

We will ensure, so far as reasonably practicable, the health, safety and welfare of its employees while they are at work and of others who may be affected by their actions.  Mentis recognises its duty to comply with the Health and Safety at Work Act 1974.

Objectives

To achieve compliance with the policy, we have set the following goals:

  • to maintain high standards for health and safety at its offices;
  • to identify risks and put in place measures to remove or reduce these risks;
  • to ensure these standards are communicated to all employees;
  • to ensure that staff have the necessary information and training to enable them to work in a safe manner;
  • to ensure the dissemination and discussion of relevant information on health and safety issues;
  • to promote and encourage health and safety awareness;
  • to monitor its operation at each office.

Responsibilities

To ensure staff welfare, avoid accidents, and promote safe workplaces, the following responsibilities have been established.

Overall Responsibility

The person with overall responsibility for health and safety is Eddy Peers, Director.

Directors

The Directors are collectively responsible for:

  • keeping the Health and Safety Policy under review and ensuring that it is revised as and when necessary;
  • monitoring the policy’s implementation, and setting targets or objectives where appropriate;
  • bringing to the Health and Safety Officer’s attention any faults or areas of weakness in the Policy or its implementation;
  • ensuring that the relevant resources are made available to enable the policy to be implemented.

Administrator

The Administrator is the nominated Competent Person responsible for:

  • day to day implementation of the Health and Safety Policy;
  • communicating the policy within the work area;
  • encouraging staff to focus on health and safety;
  • ensuring that new staff are properly informed, including an awareness of precautions and procedures applicable to the job, and of our emergency procedures (this includes any temporary or agency staff working in the offices);
  • carrying out periodic inspections to identify unsafe equipment, working conditions, practices and fire hazards.  Reporting findings and recommendations for remedying any defects;
  • carrying out risk assessments;
  • ensuring that legal requirements are fully complied with, including, (but not limited to):
    • inspection of fire fighting equipment
    • safe use of electrical switches and circuits
    • provision of first aid equipment
    • arrangements for cleaning and disposal of rubbish
    • storage facilities
    • security arrangements
    • display screen equipment use
    • assisting with accident investigation
    • advising supervisors on all issues of health and safety
    • reporting on progress of the policy to the Board.

Assignment Management

All managers/team leaders are responsible for:

  • the practical implementation of the Health and Safety Policy in their work areas
  • ensuring that the operations are, as far as reasonably practicable, conducted without detriment to the health and safety of staff or others who may be affected by them
  • ensuring the Administrator is informed of any new starters, including temporary and agency workers
  • ensuring that staff co-operate with any risk assessment, inspection or audit
  • ensuring that all accidents, incidents and near misses are reported, and ensuring that a full investigation is carried out and appropriate remedial action taken, where necessary.

Individual Responsibilities

All employees are required to:

  • co-operate in implementing Health and Safety legislation, related codes of practice and safety instructions
  • refrain from doing anything which constitutes a danger to themselves or others
  • immediately bring to the attention of their supervisor any situations or practices which may lead to injuries or ill health
  • ensure that any equipment issued to them, or for which they are responsible, is correctly used and properly stored
  • ensure good housekeeping in the area in which they are working
  • report all accidents, incidents, dangerous occurrences and near misses, in accordance with Mentis guidance.

External Tradespeople and Temporary Workers

All tradespeople working in our offices are required to comply with the appropriate rules and regulations governing their own work activities.  Contractors are legally responsible for their own workforce and for ensuring that their work is carried out in a safe manner.

Temporary workers fall under the same regulations as permanent staff and as such will be given the necessary instructions upon joining the company.

Working on Client Sites

By the nature of our business, staff and associates will work much of their time on client sites.  During such periods, they are expected to:

  • operate to the same standards of health and safety as if they were at our own offices, insofar as applicable
  • ensure that they immediately familiarise themselves with the client’s health and safety policy, and comply with any requirements thereof.

Communication

The name of the person designated with the responsibility for health and safety at each Mentis office is to be prominently displayed for the information of all employees. 

Consultation and Training

The Board is committed to involving employees at all levels in the maintenance of health and safety standards and to provide them with adequate information, instruction and training.  External advisors will be used to provide professional advice as required.

Policy Review

The effectiveness of the general policy statement and other specific policies in use throughout the Company will be regularly reviewed and revised as and when necessary.

Approved:      November 2003

Updated:      June 2010