EHI_Health and Safety Plan 2025-2028
Renfrewshire Council · 12 June 2025
Back to Finance, Resources and Customer Services Policy Board — 12 June 2025 and its agenda
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To: Finance, Resources & Customer Services Policy Board On: 12 June 2025 Report by: Director of Environment, Housing and Infrastructure Heading: Environment, Housing and Infrastructure Health and Safety Plan 2025 – 2028 1. Summary 1.1 The Council’s Health and Wellbeing Plan, a key priority within the Council’s People Strategy 2021 – 2026, promotes a positive Health and Safety culture to ensure compliance with relevant Health and Safety legislation and supports the Council Plan in Working together to achieve a thriving and connected Renfrewshire, creating opportunities for all. 1.2 This report sets out Environment, Housing and Infrastructure Department’s approach to Health and Safety with a Health and Safety Plan 2025 - 2028 (Appendix 1) and a detailed Health and Safety Action Plan 2025 – 2028 (Appendix 2) as it relates to the remit of the Finance, Resources & Customer Services Policy Board. 1.3 It should be noted that the Report and Plan will be considered by the Communities and Housing Policy Board on 13th May 2025, the Infrastructure, Land and Environment Policy Board on 21st May 2025 and the Finance, Resources and Customer Services Policy Board on 12th June 2025 in respect of the elements covered by those Boards’ remits. 2. Recommendations It is recommended that the Communities and Housing Policy Board: (I) Approves the Environment, Housing and Infrastructures Health and Safety Plan 2025-2028 (Appendix 1) and Action Plan (Appendix 2) as specific to the areas of activity delegated to this Policy Board; and (II) Notes that this Plan is also being presented to the Communities and Housing Policy Board and the Infrastructure, Environment and Land Policy Board to approve the elements covered within those Boards’ remits.
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3. Background 3.1. Environment, Housing and Infrastructure (EHI) Department is responsible for the provision of everyday essential services, directly to the public of Renfrewshire, to other services within the Council and to community planning partners. These services are delivered by around 1,800 Full Time Equivalent (FTE), with an estimated net expenditure of £61.925 (excluding Housing Revenue Account) for 2025/26. The Housing Revenue Account (HRA) budget and Rent Levels for total rental and other income for 2025/26 is £65.492m. 3.2. The Department provides the following key frontline services: • Operations: Neighbourhood Services, Fleet and Social Transportation, Waste and Recycling (to over 92,000 households and businesses). • Climate, Public Protection and Roads: supporting our communities through our Regulatory and Community Safety Services and supporting more than 862 km of roads and transport infrastructure. • Facilities and Property Services: (Hard and Soft Services) including PPP schools, cleaning/catering/janitorial services, public building (repairs, maintenance and compliance), Building Services and Property Services, a multi-disciplinary design team. • Housing Services: Management and investment in housing stock (12,078 properties) and providing a wide range of advice and support to our tenants. 3.3 Environment, Housing and Infrastructure Services deliver universal services for over 186,000 Renfrewshire residents, helping to run our schools and care homes, providing 12,078 homes for social rent, protecting and enhancing our local environment though a wide range of initiatives and work to make Renfrewshire a great place to live and work. 3.4 Our services are delivered by a diverse, skilled and committed workforce of around 1,800 FTE* who deliver services 24/7 over 365 days a year. The health, safety and wellbeing of all our employees is of paramount importance. 3.5 Governance for Health and Safety is provided through monthly discussions at Environment and Infrastructure Senior Leadership Team meetings and quarterly CRMT (Crisis Resilient Management Team).
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Implications of the Report 1. Financial – Potential exists for financial liability from property damage, civil or criminal prosecutions through the outcome of accidents and/or ill-health. This report demonstrates Environment, Housing and Infrastructure Services compliance and commitment to Health and Safety policies and procedures. 2. HR & Organisational Development – This report supports Renfrewshire Council’s commitment to the health, safety and wellbeing of employees. 3. Community/Council Planning • Our Renfrewshire is well – EHI will improve the physical and mental health and wellbeing of employees through participation in the “Healthy Working Lives” and “Your Health Matters” Programmes and any other corporate initiatives promoting wellbeing. • Our Renfrewshire is safe – EHI will provide training and support to employees to allow them to develop within the organisation and to gain the skills and experience necessary to provide a quality service to our customers. 4. Legal – Environment, Housing and Infrastructure will continue to comply with all current statutory Health and Safety legislation and Renfrewshire Council Corporate Health and Safety policies and guidance. 5. Property/Assets – The maintenance of appropriate registers (e.g. Asbestos Register with respect of domestic Council properties) and an obligation to conduct workplace inspections. 6. Information Technology - None 7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – This report supports and demonstrates Environment, Housing and Infrastructure’s commitment to ensuring effective Health and Safety management across the Department. 9. Procurement - None 10. Risk – This report supports the overarching management of risk within Renfrewshire Council. 11. Privacy Impact- None. 12. COSLA Policy Position – None. 13. Children’s Rights – This report is for noting and has no direct implications on children’s rights. 14. Climate Risk – None.
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List of Background Papers (a) Background Paper 1: Audit, Risk and Scrutiny Board (19th May 2025), Risk Report – May 2025 The foregoing background papers will be retained within Environment, Housing and Infrastructure Department (Service Development) for inspection by the public for the prescribed period of four years from the date of the meeting. The contact officer within the service is Gill Darbyshire, Senior Service Development Manager, gill.darbyshire@renfrewshire.gov.uk Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Gill Darbyshire, Senior Service Development Manager E-mail: Gordon.mcneil@renfrewshire.gov.uk Gill.darbyshire@renfrewshire.gov.uk
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Appendix 1 Renfrewshire Council Environment, Housing and Infrastructure HEALTH AND SAFETY PLAN 1st April 2025 – 31st March 2028 (Finance, Resources and Customer Services Policy Board) May 2025
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This three-year Health and Safety Plan 2025 - 2028 is prepared by Environment, Housing and Infrastructure (EHI) Department in accordance with Renfrewshire Council’s Health and Safety Policy and Plan, the purpose of which is to evaluate the health and safety performance of the Service and set future health and safety objectives aligned to the Environment, Housing and Infrastructure Service Improvement Plan 2025 – 2028. 1. Management of health and safety within the Service 1.1 Broad context of health and safety policy The Director of Environment, Housing and Infrastructure (EHI) has overall responsibility for the application of Health and Safety Policy and welfare at work of employees within the Department. The Senior Leadership Team of EHI, comprising four Heads of Service and Senior Managers, take a lead and active role in the monitoring and application health and safety policy. The objective of EHI is to ensure that health, safety and wellbeing are an integral part of the business, and all services areas continually seek to develop a positive culture and attitude amongst employees to achieve this. As outlined below, regular discussion take place on a wide range of health and safety policy areas and this allows the opportunity to ensure that arrangements are in place to reflect the service fully and to monitor the effectiveness of current arrangements, updating as required. 2. Organisation for implementing health and safety management Health and Safety Planning Group/Committees Environment, Housing & Infrastructure (EHI) is represented on the Corporate Health and Safety Committee (CH&SC) by the Senior Service Development Manager who attends the quarterly meetings. The Head of Operations and Service Development Chairs the Council’s Resilience Management Team (CRMT) which covers all services across the Council. Health and Safety is lead across EHI by the Senior Service Development Manager supported by the Service Co-ordination Assistant and officers across all Services. A monthly meeting of EHI Senior Leadership Team (SLT) is chaired by the Head of Operations and Service Development, arranged to align with the quarterly meeting cycle of the CH&SC, which discusses a wide range of health and safety work including: (a) Accidents - statistics, trends, investigations and other information to identify causes and provide so far as is practicable solutions for their prevention. (b) Workplace inspections (internal) and audits (Corporate and external) (c) The planning, performance management and review of EHI’s approach to Health and Safety (d) The monitoring and implementation of the Health & Safety Action Plan (e) The identification, assessment and recording of risks
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(f) Actions arising from the Corporate Health & Safety Committee (CHSCM) (g) Actions arising from the corporate and service Risk Management and planning arrangements, and (h) New developments in Health & Safety arising from legislation and Government and Council policy The Health and Safety Policy continues to reflect and provide a guidance framework for the management of Health and Safety across EHI. Consultation Mechanisms Diagram - Health & Safety Communication Process Other Information on health and safety issues are communicated to employees using a wide range of internal channels such as strategic meetings, operational meetings, Trade Union meetings, workload reviews, “toolbox talks,” emails and noticeboards. It is particularly important to note that a significant number of EHI employees do not have access to electronic communications and therefore, as set out above, a range of approaches are taken in this area including joint working arrangements for employee and Trade Union consultation. Although the Department has an ability to communicate digitally with frontline employees through digital messaging, enabling a quick and effective way to communicate important information, this relies on employees providing a personal mobile number and signing up to receive notifications through “RenTalk”. Regular meetings take place with EHI Directorate (Director and four Heads of Service) and Trade Union Representatives where key health and safety issues may be discussed, supporting ongoing awareness and practice of health and safety, management of risks, prevention of accidents and ill health and the maintenance of safe working practices.
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3. Planning and setting standards: 3.1 Setting of health and safety objectives The Council’s Health and Wellbeing Plan sets the Council’s strategic aims in this area and together with, “Our People, Our Future 2021- 2026”, provides a high- level guide on which EHI bases all health and safety objectives to support with wider outcomes. Across EHI there is a clear understanding of the wide range of services and the risks associated with these. When setting health and safety objectives the EHI and Health and Safety Senior Leadership Team (SLT) consider matters such as: • Developments or changes in the regulation of health and safety in the workplace or in working practices: • The identification of areas where there is a need for improvement that may entail the implementation of safe working practices or investment in equipment; and the need for training and raising awareness in relation to health and safety. A summary of the significant risks, including potential occupational health risk faced by EHI employees is outlined below. 3.2 Health and Safety Risk Management Update The Annual Risk update 2025 sets out the key area of risk for Renfrewshire Council. Risks are evaluated used the Council’s risk matrix multiplying the likelihood of a risk occurring by its potential impact. Risks are then evaluated as “low,” “moderate”, “high” or “very high”. Following the integration of Housing Services into EHI all risks were revisited. The latest report outlines a number of risks carried by EHI and the actions proposed to mitigate these. The work outlined in this report contributes to wider health and safety objectives and the minimisation of risk in this area. 3.3 Roles and Responsibilities Senior Leadership Team The Senior Leadership Team (SLT) recognises the power of leading by example. Through visual felt leadership, we are committed to actively engaging with our teams, building strong personnel connections, and demonstrating purposeful actions that drive positive safety behaviours, enhance risk controls, and prevent incidents. Managers Managers have the responsibility for ensuring that EHI objectives are translated into operational effectiveness and high standards of quality, health, and safety performance. They are accountable for the outcomes of their service areas and implementing the requirements of the 9001-quality management system. They are also responsible for complying with corporate procedure for reporting injuries, diseases and dangerous occurrences to the Health and Safety Executive as required by regulations. They are responsible for ensuring that all incidents are recorded and investigated in accordance with established procedures. Supervisors Supervisors are responsible for managing the day-to-day operations. They are also
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responsible for conducting skills training, providing toolbox talks and ensuring that work is conducted in compliance with safe working practices, risk assessments and other arrangements. They are responsible for reporting unsafe conditions, behaviours, and incidents to their line managers. Employees Employees are individually responsible for ensuring that they understand their role in achieving standards, expectations and outcomes and then putting these principles into practice. Staff are required to report any problems they may identify in accordance with established arrangements. 3.4 Health and Safety EHI is committed to the objectives of attaining a high standard of health and safety performance in the delivery of its services by implementing and maintaining a Quality, health and safety management system. EHI is committed to the prevention of injury and health, and continual improvement of the quality health and safety management system and performance, so far as reasonably practicable. EHI general statement of health and safety policy takes all responsible steps to ensure the health, safety and welfare at work of its employees and all other persons who may be affected by its undertaking. The Director of EHI has overall responsibility for the application of this policy. All staff and persons working under the control of EHI are responsible for implementation and adherence to the policy, procedures, risk assessments and other controls referenced in applicable documents within the integrated management system. 3.5 Wellbeing Initiatives The Health and Wellbeing Forum, comprising of representatives from service across EHI and meets regularly to discuss a wide range of initiatives and support implementation of these across the Department. The completion of all display screen assessment (DSE) due to refreshed will be monitored and reported on a quarterly basis to proactively ensure compliance. Renfrewshire Council has signed up to the Unite Unions workplace “Gambling Charter” which has been created to provide a framework for employers and unions to assist workers who have or may be concerned about, gambling issues. This will involve working in partnership with RCA Trust to deliver training to managers, union representatives and Renfrewshire Council “mental health first aiders”. To ensure that this is accessible for all employees there will be an I-Learn course alongside a Toolbox Talk which will be delivered to our frontline staff who cannot access I-Learn courses. The “Walk and Talk” group continue to meet regularly on a Sunday to promote health and wellbeing with a particular focus on mental health. The number of people attending varies but this is an important option to those wishing to informally meet with colleagues and friends (and their dogs) in a health and positive way. 3.6 Occupational Health Usage EHI has a wide range of measure to support the health and wellbeing of our workforce. This includes health surveillance (annual assessments) around “hand arm vibration” (HAVS) and noise for those potentially exposed to these risks. The School
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Crossing Patrollers were all invited to attend a role specific medical assessment. Findings from any assessment are actively followed up and referral to the appropriate medical professional if required is put in place. 3.7 Health and Safety Training EHI recognise that health and safety training is a key factor in the reduction of accidents, incidents and the prevention of ill-health. Services actively support, organise and carry out such training on a regular basis as required. Across EHI the current management system which assists with monitoring of health and safety training and performance has reached the end of the contract. Work, supported by the Project Management Unit and ICT, is already underway to support this area of work and provide a longer-term business management approach with the transfer of all training records to the ERP Business World. This will, in due course, allow for increased monitoring and reporting of training requirements across EHI. 3.8 Service Drive Health and Safety Audits/Inspections The Operation Service (Neighbourhood Services, Fleet and Sustainable Transport, Waste and Recycling), Service Development Team and Roads and Infrastructure maintained the British Standards Institute ISO 9001 – Quality Management Systems that supports the teams to monitor and continually improve the quality of our services. 4. Measuring performance The Annual Health and Safety Plan is monitored on a regular basis and quarterly reports are discussed to review and monitor performance against the key actions detailed in the Plan. 4.1 Active monitoring The EHI Health and Safety Senior Leadership Team (SLT) monitor the health and safety performance to identify any trends and implement initiatives to address these. This work considers both internal and external HSE inspections, accident reviews and investigations, wellbeing information and legislative and industry guidance. All services continue to undertake a range of work to ensure statutory compliance. A Corporate Health and Safety programme of planned workplace inspections for 2025/26 is currently being developed. 4.2 Re-active monitoring The ongoing health, safety and wellbeing of employees and service users continues to be a priority for EHI. The focus to promote an open, positive health and safety culture and to encourage employees and management to report all incidents, accidents, and occurrences. All reported incidents, accidents and occurrences are reviewed on a weekly basis, resulting in more accurate data. Every incident, accident or occurrence is investigated and associated risk assessments reviewed and amended where necessary.
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5. Review of support services Supporting our employees and attendance is a key priority for EHI and arrangements are in place to utilise the services of the Council’s Occupational Health provider. Systems and processes are in place for manager or employee to self- referral to the Occupational Health Service or employee counselling service. The key elements that can be used are: • Early intervention programme • Employee counselling service • Treating employees referred to the Service • Physiotherapy and • Cognitive Behaviour Therapy (CBT) for employees • Statutory Occupational Health Benchmarking (e.g. Hand Arm Vibration Syndrome (HAVS), Audiometry) 6. Health and Safety Action Plan 2025/28 (Appendix 2) The EHI Health and Safety Action Plan 2025/28 sets out the key actions that will be undertaken. The EHI Health and Safety Senior Leadership Team (SLT) will continue to review Health and Safety management across EHI respective areas of responsibility.
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Appendix 2 Environment, Housing and Infrastructure Health and Safety Action Plan 2025/2028 Context Leadership, Management and Inspections Statement Owned by EHIH&S.01 – Leadership, Management and Inspections The Senior Leadership team are committed to spending more time with all employees, communicate their safety expectations and model safe behaviour. Workplace Inspections Workplace Inspections play an important role in active monitoring. The aim of workplace inspections is to prevent work related accidents and ill health by identifying new hazards and checking that preventative and protective control measures are implemented and effective. Internal Audits This is a systematic process of evaluating and examining our Health and Safety policies, procedures, documentation and workplace practices. Re-active Monitoring Taking a pro-active approach to monitoring incidents/accident a departmental incident/accident report will be developed in 2025/2026. This will be an interactive report which our Senior Management Team (SLT) and other managers/supervisors within Environment, Housing & Infrastructure will be able to utilise to monitor incidents/accidents within their service area and ensure a healthier and more productive environment. Directorate (Director & Heads of Service) Developing a culture of trust that empowers our employees. Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S01.01 The Senior Leadership Team (Directorate) are committed to conducting at least six visible felt leadership visits over the next three years. Director and 4 Heads of Service 100% 35% March 2028 EHIH&S01.02 We will conduct comprehensive workplace inspections across all Environment, Housing and Infrastructure over a three-year cycle. . All 100% 35% March 2028
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EHIH&S01.02 Conduct six quality, health and safety internal audits across Operations and Service Development. Senior Service Development Manager 100% 100% March 2026 EHIH&S01.02 Create an interactive incident/accident report for managers, enabling data-driven decision making based on reactive monitoring insights. Senior Service Development Manager 100% 100% Dec 2025
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o Leadership, Management and Inspections Statement Owned by Content Health and Safety Owned By EHI.002 - Health and Safety Our health and safety philosophy is built on the principles of prevention. We understand that a resilient workplace is one where potential hazard are identified and addresses before they can cause harm. Directorate (Director & Heads of Service) Reducing the risk of error and increasing resilience through prevention Action Codes Actions Latest Note Assigned To Overall Target Target 2025/202 6 Year Status EHIH&S.02.01 Design a dedicated health and safety Share Point site to facilitate the comprehensive review and monitoring of incidents/accidents, enabling the implementation of targeted preventative actions. Senior Service Development Manager 100% 100% March 2026 EHIH&S.02.02 Conduct a thorough review and revision of the departmental quality, health and safety manual and all related documentation to ensure alignment with current standards. Senior Service Development Manager 100% 100% July 2025 EHIH&S.02.03 CDM – Construction and Design Management - Technical Unit (TU) and Health & Safety officers will develop a competency matrix and action plan that will provide reassurance on SKE (skills, knowledge and experience) competency levels. This will also impact on other CDM users in Renfrewshire Council. Technical Services Programme Manager 100% 50% March 2027 EHIH&S.02.04 We will collaborate with Corporate Health and Safety to develop an electronic fire risk assessment within the Camis system. All 100% 100% March 2026 EHIH&S.02.05 Form a dedicated short-life working group for Hand Arm Vibration Syndrome (HAVS) Senior Service Development Manager 100% 100% August 2025
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EHIH&S.02.06 Conduct a comprehensive review and evaluation of current Environment, Housing & Infrastructures Hand Arm Vibration Syndrome (HAVS) management processes. HAVS Working Group 100% 100% March 2026 EHIH&S.02.07 Review and complete the Asbestos Management Plan for Environment, Housing & Infrastructure duty holders which include Housing and Property Services and incorporates Building Services. Asbestos Working Group 100% 50% March 2027 EHIH&S.02.08 Conduct a review and subsequent revision of the departmental organisational structure to ensure optimal functionality with the SYPOL, Control of Substances Hazardous to Health (COSHH) management system Senior Service Development Manager 100% 100% Dec 2025 EHIH&S.02.09 Conduct a comprehensive inventory of all COSHH products used in each service area, obtain current data sheets from suppliers, and update the SYPOL management system to ensure accurate COSHH assessments. All Services 100% 50% March 2027 EHIH&S.02.10 Facilitate collaborative risk awareness sessions to develop and update the department’s risk register. All Services 100% 25% March 2028 EHIH&S.02.13 Link Gritting Plan to GIS Mapping and CAMIS Facilities Management (Soft FM) Manager 100% 100% March 2026 EHIH&S.02.14 Review all risk assessments across the business and update as required. Strategic Facilities Manager (Building Services) 100% 50% March 2027
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Action Codes Actions Latest Note Assigned To Overall Target Target 2025/202 6 Year Status EHIH&S.02.17 EH&I will work collaboratively with Corporate Health & Safety, who are leading on this project, to ensure a Guidance Booklet for Statutory Inspection and Maintenance is relevant and is up to date. Lead Facilities Manager (Support Services) 100% 50% March 2027 EHIH&S.02.18 Procure new contract for the inspection and maintenance of fire dampers across the estate. Lead Facilities Manager (Support Services) 100% 100% March 2026
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Context Health and Wellbeing Statement Owned by EHI.003 - Health and Wellbeing We prioritise the preventative measures necessary to ensure both occupational health and safety, and the overall well-being of our employees. We are committed to creating a work environment where potential hazards are mitigated, and employees feel supported in all aspects to their well- being. Directorate (Director & Heads of Service) Focusing on occupational health and safety and enhancing employee wellbeing Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S.03.01 To meet legal requirements, several display screen assessments (DSE) will be refreshed during 2025/26. Quarterly compliance will be monitored using the Council’s Business World reporting system. Health and Well-being Group 100% Q1 – 34% Q2 – 27% Q3 – 11% Q4 – 28% March 2026 EHIH&S.03.02 The Mental Health Awareness directory and Z card to be reviewed annually and updated where appropriate. Strategic Facilities Manager (Building Services) 100% 100% March 2026 EHIH&S.03.03 EH&I will focus on the implementation of key priorities within the Corporate Health and Wellbeing Plan 2024/2029. SLT 100% 35% March 2028
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Context Compliance & Training Statement Owned by EHI.004 – Compliance & Training We are committed to unwavering legal and regulatory compliance. Through targeted training and development, we empower our employees to uphold the highest standards. Directorate (Director & Heads of Service) Strengthening our legal and regulatory compliance through training and development Action Codes Actions Latest Note Assigned To Overall Target Target 2025/2026 Year Status EHIH&S.04.01 Roll out a training programme for IOSH Managing/Leading safely to all managers and supervisors within Environment, Housing & Infrastructure. Senior Service Development Manager 100% 50% March 2027 EHIH&S.04.02 Continue to develop corporate mandatory online I-learn course into Toolbox talks for frontline operatives All Employees without network access require to complete the following courses: • Equality, Diversity and Inclusion Awareness • Information Governance • Introduction to Freedom of Information (FOI) • Introduction to GDPR • Living our Values Introduction to GDPR and Living our Values have already been converted to a toolbox talk format and will been rolled out throughout Environment, Housing & Infrastructure Senior Service Development Manager 100% 50% March 2027 EHIH&S.04.03 Development of online I-Learn courses into Toolbox talk format for front line operatives Priority courses for Environment, Housing and Infrastructure for 2025/2028 are: Senior Service Development Manager 100% 35% March 2028
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• Asbestos Awareness • Violence and Aggression • Hand Arm Vibration • Lithium Battery • Accident and Incident Reporting - RIDDOR • Accessing and Updating Information and Equality Data EHIH&S.04.06 Central Support manages mandatory I- Learn courses for existing staff, including progress tracking and monthly cluster- specific reports on requirements and completion. Facilities Management (Soft FM) 100% 90% March 2027
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