Revised Health and Safety Policies
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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HS/02/10/477 Page 1 OFFICIAL To: Finance, Resources and Customer Services Policy Board On: 20 November 2025 Report by: Director of Finance and Resources Heading: Revised Health and Safety Policies 1. Summary 1.1 The Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 (as amended) place a legal duty on the Council to ensure, so far as is reasonably practicable, the health, safety, and welfare of its employees and others who may be affected by its work activities. 1.2 The purpose of this report is to seek Member approval for the implementation of the revised Corporate and Finance and Resources Health and Safety Policies attached. These policies ensure the Council meets its statutory health and safety obligations and contribute to the creation of a safe, inclusive, and supportive working environment. They are aligned with the ambitions of the People Strategy, reflect the Council’s Values, and support the delivery of Best Value outcomes across services. 1.3 Consultation has taken place with Trade Unions, Services, and the Trauma- Informed Team. Feedback from these stakeholders has informed the development of the revised policies, which have been modernised in line with best practice, employment legislation, and the Council’s values. 1.4 Subject to Member approval, Officers will work with services to implement the policies, supported by a package of training and guidance. Implementation will be communicated clearly to all managers and employees through established internal channels, ensuring awareness, understanding, and consistent application across the organisation.
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HS/02/10/477 Page 2 OFFICIAL 2. Recommendations 2.1 Members are asked to: • Approve the revised Corporatel Health and Safety Policy (Appendix 1). • Approve the revised Finance and Resources Health and Safety Policy (Appendix 2). 3. Revised Corporate and Finance and Resources Health and Safety Polices 3.1. The Corporate Health and Safety Policy (Appendix 1) continues to champion a leadership-driven approach to health and safety, reinforcing our commitment to a safe, resilient, and well-managed organisation. This policy aligns with the strategic ambitions of the People Strategy and the Council and Community Plans and supports Directors in their governance role by promoting service-level accountability and continuous improvement in health and safety performance. 3.2 Key Points for Elected Members to note are: • Strategic Alignment and Continuous Improvement - The revised policy reflects the Council’s ongoing commitment to continuous improvement, in line with the Health and Safety Executive’s guidance Managing for Health and Safety (HSG65). This ensures our approach remains evidence-based and aligned with national standards. • Clarity and Stability in Roles and Responsibilities - There are no significant changes to individual roles or responsibilities. The existing framework continues to provide clarity and assurance around accountability for health and safety at all levels of the organisation. • Language Reflecting System Maturity - The updated language reflects the maturity of our health and safety systems, with a stronger emphasis on leadership, ownership, and the integration of health and safety into everyday service delivery. • Trauma-Informed Approach - The revised policy language demonstrates the Council’s commitment to embedding trauma-informed principles across our policies, ensuring that wellbeing and psychological safety are central to our organisational culture. 3.3 The Finance and Resources Health and Safety Policy (Appendix 2) - has been fully refreshed to align with the structure, tone, and intent of the Council’s revised Health and Safety Policy. This alignment promotes consistency across services and reinforces the Council’s commitment to a cohesive and strategic approach to health and safety governance.
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HS/02/10/477 Page 3 OFFICIAL 3.4 Key Points for Elected Members to note are: • Service-Specific Risk Focus - The revised policy is shaped around the distinct operational risks within the Finance and Resources Service. This targeted approach ensures that health and safety measures are both relevant and effective, tailored to the specific challenges faced by the Service. • Alignment with Council-Wide Strategy - The revised policy fully supports the priorities outlined in the Corporate’s Health and Safety Plan, ensuring that service-level actions contribute directly to broader organisational goals and statutory obligations. • Consistency and Assurance - By adopting the style and principles of the Corporate Health and Safety Policy, the Finance and Resources Service policy demonstrates its commitment to continuous improvement, visible leadership, and a mature safety culture, key areas for elected member oversight and assurance. 4 Next Steps 4.1 Following approval by the board, Officers will collaborate with services across the Council to ensure effective implementation through: • Training and Awareness - The policies will be rolled out alongside tailored training for managers and awareness sessions for staff, ensuring clarity and confidence in their application. • Communications and Engagement - Targeted communications campaigns will reinforce key messages within the policies, promoting a shared understanding and commitment to health and safety. • Monitoring and Continuous Feedback - Ongoing monitoring and feedback mechanisms will be in place to ensure the policies remain responsive, effective, and aligned with operational needs. Implications of the Report 1. Financial - Continuing to improve health and safety performance will reduce accidents/occupational ill health/claims and associated costs. 2. People & Organisational Development - This report supports the Council’s commitment to the health, safety, and wellbeing of employees. 3. Community/Council Planning – This report and plan supports the objectives contained within the Community and Council plans. 4. Legal - The Council will continue to comply with current health and safety legislation. 5. Property/Assets - Having a robust health and safety management system in place and an effective risk control system can reduce the risk of property damage and potential loss of premises which could be caused by fire for example. 6. Information Technology - Not applicable.
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HS/02/10/477 Page 2 OFFICIAL 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 as it is for noting only. 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 the Council’s commitment to ensuring effective health and safety management. 9. Procurement - Finance and Resources, People & Organisational Development Health and Safety Section has a valuable input to the Council’s procurement system. 10. Risk - This report supports the overarching management of risk within the Council. 11. Privacy Impact - Not applicable. 12. Climate Risk – Good health and safety practices support environmental controls. 13. Children’s Rights – Not applicable 14. Cosla Policy Position - Not applicable. _______________________________________________________ List of Background Papers None ________________________________________________________________ Author: Steven Fanning, Strategic Health and Safety Manager
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1 OFFICIAL Issue Number: 2 Issue Date: 11/25 Review Date: 11/28 This document is available in alternative formats on request. Corporate Health and Safety Policy For all Council Employees
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2 OFFICIAL Contents Page Number 1. Purpose and Scope 3 2. Our Commitment and How We Deliver This 3 3. Leadership Responsibilities, Advice and Accountability 4 4. Embedding Our Culture of Health and Safety 5 5. Managing Health and Safety Information 7 6. Equality and Human Rights Impact Assessment. 8 7. Policy Review and Continuous Improvement 8
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3 OFFICIAL 1. Purpose & Scope 1.1 The Council is committed to protecting the health, safety, and welfare of all individuals impacted its activities. This commitment reflects our legal, moral, and organisational responsibility to prevent harm, promote wellbeing, and create a safe and supportive environment. We recognise that safeguarding people is fundamental to delivering high-quality services and maintaining public trust. Our approach is proactive and collaborative, focusing on prevention, continuous improvement, and learning from experience to ensure that employees, service users, contractors, and visitors feel safe, respected, and supported at all times. 1.2 This policy applies to: • All Council employees. • Contractors, consultants, and volunteers. • Anyone representing the Council while undertaking Council-related duties 1.3 The policy replaces previous versions and aligns with statutory requirements under the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 (as amended), and other relevant legislation. It also reflects wider responsibilities under frameworks such as the Mental Health (Care and Treatment) (Scotland) Act 2003, the Road Traffic Act 1988, and the Education (Scotland) Act. 2 Our Commitment 2.1 Health, safety, and wellbeing are central to the Council’s ambition to be a values-driven, learning organisation. We will: • Take all reasonably practicable steps to safeguard health, safety, and welfare. • Respond constructively to incidents and near misses. • Promote continuous improvement and organisational resilience. • Recognise the impact of stress, trauma, and adverse events on wellbeing and act with compassion, fairness, and organisational learning. 2.2 This policy supports our People Strategy vision and contributes to Best Value by creating a safe, inclusive, and resilient working environment. It is underpinned by the Corporate Health and Safety Strategy and associated plans, providing strong governance, clear accountability, and consistent standards. 2.3 How We Deliver This 2.4 We will achieve our commitment by: 1. Building a Positive Safety Culture by encouraging active participation and shared responsibility. 2. Ensuring Legal Compliance by meeting all statutory obligations as a minimum standard. 3. Applying a Systematic Approach, including:
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4 OFFICIAL a. Maintaining safe systems of work and equipment. b. Managing substances safely, considering biological and chemical risks. c. Providing clear information, training, and supervision. d. Ensuring safe access and exit from all Council workplaces. e. Supporting physical and psychological wellbeing with appropriate welfare facilities. 4. Managing Risk by identifying, assessing, and controlling risks wherever reasonably practicable. 5. Allocating Resources by providing the funding and support needed to meet policy requirements. 6. Setting and Reviewing Objectives by establishing measurable goals and tracking progress. 7. Driving Continuous Improvement by monitoring performance and learning from experience. 8. Consulting and Engaging by working in partnership with safety representatives and employees to ensure inclusive decision-making. 3. Leadership Responsibilities, Advice and Accountability 3.1 The Director of Finance and Resources (FARS) holds overall responsibility for ensuring competent health and safety advice is available. This is delivered through: • Corporate Health and Safety Team provides expert guidance, supports governance and compliance, leads the Corporate Health and Safety Strategy, conducts audits and inspections, and manages risk data. Their active involvement in strategic and operational planning is essential to protect the Council from legal, reputational, and financial risks and to foster a psychologically safe and resilient culture. • Occupational Health Service who proactively identifies and manages health risks, supports employee wellbeing, and ensures legal compliance through early intervention, health surveillance, and professional advice. 3.2 The Chief Executive has Strategic Leadership responsibilities and holds overall accountability for health, safety, and wellbeing. Responsibilities include: • Establishing clear structures for policy implementation. • Ensuring adequate resourcing and expert support. • Promoting a positive safety culture through visible leadership. • Monitoring performance using KPIs and data analysis. • Empowering Health and Safety Advisers to halt unsafe activities immediately. 3.3 Directors have Operational Leadership responsibilities and are accountable for health and safety within their Service by: • Maintaining Service-specific health and safety policies. • Allocating resources for effective implementation. • Embedding robust systems aligned with corporate standards. • Reviewing performance regularly and reporting progress. • Demonstrating visible leadership and engaging managers in health and safety responsibilities.
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5 OFFICIAL 3.4 Employees have Individual Responsibilities and must: • Take reasonable care for their own and others’ safety. • Follow procedures and use PPE correctly. • Report incidents and raise concerns promptly. • Engage with wellbeing support when appropriate. 3.5 Service Health and Safety Coordinators act as internal champions by: • Coordinating health and safety activities within their Service. • Representing their Service on corporate committees. • Promoting open dialogue and positive culture. • Reviewing data and KPIs to support improvement. 3.6 Recognised Trade Union Safety Representatives will: • Conduct regular workplace inspections. • Access statutory health and safety documentation. • Participate in committees to ensure employee perspectives inform decision-making. 3.7 To support the Council’s leadership responsibilities, the Council’s Health and Safety Team will: • Implement the Corporate Health and Safety Strategy with clear priorities, KPIs, and measurable actions. • Conduct audits and inspections to ensure compliance and improvement. • Maintain a corporate health and safety system for monitoring risks, sharing good practice, and learning from incidents. • Provide adequate resources to enable effective delivery of health and safety responsibilities. 4. Embedding our Culture of Health and Safety 4.1 Our commitment to health, safety and wellbeing is not just about meeting legal requirements, it’s about building a culture where our people feel safe, supported, and valued. This section sets out how we put that commitment into action across the Council, embedding it into everyday practice at every level. These arrangements are guided by the Health and Safety Executive’s Plan – Do – Check – Act model and are delivered through both Corporate and Service level Health and Safety Plans. They are designed to ensure consistency, accountability, and continuous improvement across all Services. 4.2 Embedding a Positive Safety Culture - A strong safety culture is the foundation of a healthy organisation. It is shaped by leadership behaviours, shared values, and the everyday actions of our workforce. The Council is committed to: • Visible Leadership: Senior leaders and managers are expected to model safe behaviours and champion wellbeing. • Collaboration: Services are encouraged to work together, share learning, and adopt best practice. • Clear Communication: Health, safety and wellbeing messages must be timely, accessible, and understood by all.
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6 OFFICIAL • Employee Voice: Staff are supported to participate in health and safety discussions and contribute to decision-making. • Competence and Confidence: Health, safety and wellbeing are embedded into recruitment, induction, and ongoing training to ensure staff feel equipped and supported in their roles. 4.3 This culture is not static, it must be nurtured, challenged, and continuously improved. 4.4 Leadership in Action - Leadership is central to creating safe and resilient workplaces. The Council promotes Visual Felt Leadership Commitment (VFLC), where leaders are not only supportive in principle but actively involved in practice. This includes: • Regular site visits and direct engagement with staff. • Participation in inspections, training, and health and safety committees. • Recognising and celebrating positive behaviours and improvements. • Consistently reinforcing the importance of health and safety in all communications. • Addressing breaches fairly and proportionately, with a focus on learning and prevention. 4.5 Training and Competence - Training is a key part of maintaining a safe and capable workforce. All new employees receive a Service-specific induction and access to e-learning. Services are responsible for: • Ensuring training is delivered effectively and tailored to role requirements. • Keeping accurate records and refreshing mandatory training on time. • Making training records available for audit in line with the Council’s data retention policy. 4.6 The Corporate Health and Safety Team can provide bespoke training to meet specific needs. 4.7 Raising Concerns - A culture of openness and trust is essential. Employees are encouraged to raise health, safety or welfare concerns without fear. In most cases, concerns should be raised with a line manager or supervisor. Where the issue is serious or urgent, employees, managers or Safety Representatives should contact the Corporate Health and Safety Team. All concerns will be treated seriously and respectfully, with a focus on resolution, learning, and improvement. 4.8 Planning and Oversight - Each Service must develop an annual Health and Safety Plan, setting out clear objectives, KPIs and timescales. These plans are developed in collaboration with the Corporate Health and Safety Team and monitored by Service Health and Safety Planning Groups. These groups: • Identify and prioritise actions based on risk and service needs. • Monitor progress and report regularly to senior management. • Promote shared responsibility and inclusive decision-making.
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7 OFFICIAL 4.9 Services must also submit bi-annual reports evaluating performance and identifying areas for improvement. 4.10 Emergency Preparedness - Services must ensure robust arrangements are in place for: • Fire safety and evacuation procedures. • First aid provision. • Security and welfare. • Mental health and wellbeing, including access to Mental Health First Aiders. 4.11 Support and guidance are available from the Corporate Health and Safety Team. 4.12 Monitoring and Continuous Improvement - Monitoring is essential to ensure policies and plans are applied consistently and effectively. This includes: • Audits: Conducted by the Corporate Health and Safety Team on a three- year cycle, tailored to each Service’s risk profile. • Inspections: Regular joint inspections by management and Trade Union Safety Representatives, with findings used to inform planning. • Data-Informed Planning: Using data on accidents, incidents and ill-health to guide decisions and reduce risk, particularly in relation to serious incidents, lost time, and work-related illness. 4.13 Incident Reporting and Investigation - All accidents, incidents and near misses must be reported and investigated by the relevant line manager. Investigations should focus on identifying root causes and actions to prevent recurrence. Reports must be submitted via the Business World system. The Corporate Health and Safety Team may carry out further investigations and is responsible for reporting to the Health and Safety Executive where required. 4.14 Property Compliance - Services managing domestic and non-domestic properties must ensure statutory compliance before any works are carried out. Records must be maintained and available for audit and inspection. 4.15 Contractor Safety - All contracted work must be risk assessed, regardless of value. Only contractors who meet the Council’s safety standards should be engaged. Services are responsible for monitoring contractor safety throughout the contract, particularly for high-risk activities. Any concerns must be addressed promptly, with coordination between the commissioning officer and site lead. 5 Managing Health and Safety Information 5.1 The Council is committed to handling all health, safety and wellbeing information with care, ensuring it is managed lawfully, securely, and in a way that respects the privacy and dignity of individuals. • Information relating to accidents, incidents, or near misses is recorded and stored securely within the Business World system by both Services
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8 OFFICIAL and the Corporate Health and Safety Team. Access is restricted to those with a legitimate need to know. • Health and safety records, including training logs, incident reports, and investigation outcomes, are retained in line with legal and regulatory requirements. These records are essential for demonstrating compliance, supporting learning, and informing future risk management. • All data is processed in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Council’s Data Retention Schedule. This includes both paper and electronic records. • The Council ensures that all data processing is lawful, fair, and transparent, and that individuals’ rights to privacy and data protection are upheld at all times. 6 Equality and Human Rights Impact Assessment 6.1 This policy has been assessed in line with the Council’s responsibilities under the Equality Act 2010 and the Public Sector Equality Duty. It supports our commitment to fairness, inclusion, and the protection of human rights by ensuring that health, safety and wellbeing arrangements are accessible, equitable, and responsive to the diverse needs of our workforce and service users. 7 Policy Review and Continuous Improvement 7.1 The Corporate Health and Safety Team is responsible for monitoring the effectiveness of this policy and ensuring it remains up to date and fit for purpose. • This policy will be reviewed every three years, or sooner if required by changes in legislation, best practice, organisational learning, or operational need. • Any revisions will be developed in consultation with recognised trade unions and relevant stakeholders to ensure transparency and shared ownership. • Supporting documentation and associated procedures will also be reviewed and updated as necessary to reflect changes in practice and ensure alignment with the Council’s strategic priorities.
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1 OFFICIAL Issue Number: 2 Issue Date: 11/25 Review Date: 11/28 This document is available in alternative formats on request. Finance and Resources Health and Safety Policy For All Service Employees
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2 OFFICIAL Contents Page Number 1. Purpose and Scope 3 2. Our Commitment and How We Deliver This 3 3. Leadership Responsibilities, Advice and Accountability 4 4. Embedding Our Culture of Health and Safety Across the Service 5 5. Managing Health and Safety Information 7 6. Equality and Human Rights Impact Assessment. 7 7. Policy Review and Continuous Improvement 7
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3 OFFICIAL 1 Purpose and Scope 1.1 The Finance and Resources Service (hereafter referred to as ‘The Service’) is committed to protecting the health and safety of all individuals impacted by its activities. This reflects our legal, moral, and organisational responsibility to prevent harm, promote wellbeing, and create a safe and supportive environment. 1.2 This policy applies to: • All employees within the Service. • Contractors, consultants, and volunteers. • Anyone representing the Council while undertaking Council-related duties. 1.3 This policy replaces previous versions and aligns with statutory requirements under the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 (as amended), and other relevant legislation. It also reflects wider responsibilities under frameworks such as the Mental Health (Care and Treatment) (Scotland) Act 2003, the Road Traffic Act 1988, and the Education (Scotland) Act. 2 Our Commitment 2.1 Health and Safety is central to the service’s ambition to be a values-driven, learning organisation. We will: • Take all reasonably practicable steps to safeguard the health and safety of our people. • Respond constructively to incidents and near misses. • Promote continuous improvement and organisational resilience. • Recognise the impact of stress, trauma, and adverse events on wellbeing and act with compassion, fairness, and learning. 2.2 This policy aligns with the Council’s Corporate Health and Safety Plan, supports the People Strategy, and contributes to Best Value by fostering a safe, inclusive, and resilient working environment across the Service. It is underpinned by the Corporate Health and Safety Strategy and its associated plans. 2.3 How We Deliver This 2.4 We will achieve our commitment by: • Building a positive safety culture through active participation and shared responsibility. • Ensuring legal compliance by meeting all statutory obligations. • Applying a systematic approach, including: o Safe systems of work and equipment. o Safe management of substances. o Clear information, training, and supervision. o Safe access and exit from workplaces. o Support for physical and psychological wellbeing. • Managing risk through identification, assessment, and control.
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4 OFFICIAL • Allocating resources to meet policy requirements. • Setting and reviewing objectives with measurable goals. • Driving continuous improvement through performance monitoring. • Consulting and engaging with employees and safety representatives. 3 Leadership Responsibilities, Advice and Accountability 3.1 The Director holds overall responsibility for health and safety within the Service. Responsibilities include: • Establishing clear and effective structures for policy implementation, ensuring that health and safety policies and guidance are integrated into everyday practice. • Ensuring appropriate resourcing and access to expert support, so that teams are empowered with the right tools, knowledge and guidance to maintain a safe, healthy and thriving work environment. • Promoting a positive safety culture through visible leadership, by actively engaging with employees, modelling safe behaviours, and reinforcing the importance of wellbeing in all aspects of service delivery. • Monitoring and reporting performance using KPIs and data analysis, to drive continuous improvement, identify trends, and ensure accountability in delivering high standards of health and safety. • Empowering Health and Safety Advisers to be champions of wellbeing, taking decisive action to prevent harm and foster a culture of care. 3.2 Heads of Service are accountable for health and safety within their areas by: • Maintaining service-specific policies, ensuring they are up-to-date, relevant, and aligned with overarching corporate standards. • Allocating appropriate divisional resources, including staffing, training, and equipment, to support safe and healthy working environments. • Embedding robust systems aligned with corporate standards. • Reviewing performance and reporting progress. • Demonstrating visible leadership so that safety practices are consistent, effective, and integrated into daily operations. • Reviewing performance and reporting progress, using data and feedback to drive continuous improvement and demonstrate accountability. • Demonstrating visible leadership, by actively promoting safety and wellbeing, engaging with teams, and modelling best practice 3.3 All Employees must: • Take reasonable care for their own and others’ safety, by being mindful of risks and acting responsibly in all work activities. • Follow procedures and use PPE correctly ensuring that safety measures are respected, and equipment is used as intended to prevent harm. • Report incidents and raise concerns, contributing to a proactive safety culture where issues are addressed early and transparently. • Engage with wellbeing support, making use of available resources to maintain their physical and mental health, and encouraging others to do the same.
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5 OFFICIAL 3.4 The Service Health and Safety Coordinator acts as an internal champion by: • Coordinating health and safety activities, ensuring that initiatives are well-organised, timely, and aligned with both service needs and corporate expectations. • Representing the service on corporate working groups/council boards contributing service-level insights and helping shape organisation-wide health and safety strategies. • Promoting open dialogue encouraging honest and constructive conversations around safety and wellbeing to build trust and continuous improvement. • Reviewing data and KPIs using evidence to identify trends, support decision-making, and drive performance across the Service. 3.5 Trade Union Safety Representatives will: • Conduct regular inspections helping to identify risks early and ensuring that working conditions meet health and safety standards. • Access statutory documentation to stay informed and supporting the Council’s Health and Safety team to ensure that legal requirements are being met across the Service. • Participate in committees contributing valuable insights and representing employee interests in discussions around safety and wellbeing. 4. Embedding our Culture of Health and Safety Across the Service 4.1 Working Together, we are committed to creating a safe, supportive, and healthy working environment for all. Our approach is guided by the Health and Safety Executive’s Plan–Do–Check–Act model and delivered through both corporate and service-level plans. These arrangements ensure consistency, accountability, and continuous improvement across our team. 4.2 Planning and Priorities - central to this approach is the Service’s Health and Safety Planning Group, which leads on key priorities that underpin a safe and resilient workplace. These include maintaining fire safety and evacuation protocols, ensuring adequate first aid coverage, strengthening site security, and providing appropriate welfare facilities. The Group also promotes employee wellbeing through access to Mental Health First Aiders and trauma-informed training for managers and staff. 4.3 Managing Risk Proactively - to support these priorities, the Group maintains strong and proactive risk management practices that reflects the complexity of Finance and Resources operations. Targeted measures are in place to address physical, psychological, and operational challenges, such as safe working practices, lone working arrangements, occupational driving, and public event safety. These efforts aim to minimise harm, build staff resilience, and drive continuous improvement across Finance and Resources. 4.4 Promoting a Positive Safety Culture - a positive safety culture is embedded through everyday leadership, teamwork, and open communication. Managers are expected to lead by example, employees are encouraged to share ideas
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6 OFFICIAL and concerns, and health, safety, and wellbeing are integrated into daily practices such as induction, training, and development. Together, we create an environment where people feel safe, informed, and confident. 4.5 Leadership in Action - Effective leadership is key to sustaining this culture. Managers are actively involved in engaging with employees, supporting inspections and training, promoting positive behaviours, and reinforcing the importance of health and safety in everyday conversations. Issues are addressed fairly, with a focus on accountability, learning, and prevention. 4.6 Training and Competence - Training underpins a safe and competent workforce. All new employees receive a Service-specific induction and access to e-learning. Each division is responsible for delivering role-relevant training, maintaining accurate records, and ensuring mandatory training is refreshed as required. Records must be retained and available for audit in line with the Council’s data retention policy. Where specific needs arise, the Corporate Health and Safety Team can provide bespoke training to support managers. 4.7 Raising Concerns - we encourage a culture of openness and trust, where employees feel confident to raise health or safety concerns. These should typically be raised with a line manager or supervisor, but serious or urgent issues can be escalated to the Corporate Health and Safety Team. All concerns are treated respectfully, with a focus on resolution and improvement. 4.8 Oversight and Governance - our annual Health and Safety Plan sets out clear responsibilities, objectives, KPIs, and timelines, developed in collaboration with the Corporate Health and Safety Team. Progress is overseen by the Service’s Health and Safety Planning Group, which prioritises actions based on service- specific risks, monitors delivery, and reports to senior leadership and relevant Council policy boards. The Group also promotes shared ownership and inclusive decision-making. 4.9 Emergency Preparedness - robust emergency arrangements are in place to protect employees and service users. These include fire safety and evacuation procedures, first aid provision, site security and welfare measures, and mental health support through access to trained Mental Health First Aiders and psychological safety resources. 4.10 Monitoring and Continuous Improvement - we ensure our health and safety policies are consistently applied and improved through regular monitoring. This includes audits by the Corporate Health and Safety Team every three years, joint inspections by managers and Trade Union Safety Representatives, and data-informed planning using accident, incident, and ill-health data to guide decisions and reduce risk. 4.11 Incident Reporting and Investigation - all accidents, incidents, and near misses must be reported and investigated by the relevant line manager. Investigations focus on identifying root causes and preventing recurrence. Reports are submitted via Business World, and the Corporate Health and Safety Team may carry out further investigations and report to the Health and Safety Executive where required. 4.12 Contractor Safety - all contracted work must be risk assessed, regardless of value. Only contractors who meet Council safety standards should be engaged.
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7 OFFICIAL The Service is responsible for monitoring contractor safety throughout the contract, especially for high-risk activities. Any concerns must be addressed promptly, with coordination between the commissioning officer and site lead. 5 Managing Health and Safety Information 5.1 The Service will handle all health and safety information with care, ensuring it is managed lawfully, securely, and with respect for individual privacy. Information relating to accidents, incidents, and near misses is recorded in the Business World system, with access limited to those who need it for legitimate purposes. Health and safety records, including training logs, incident reports, and investigation outcomes are retained in line with legal and regulatory requirements. All data, whether paper or electronic, is processed in accordance with UK GDPR, the Data Protection Act 2018, and the Council’s Data Retention Schedule. The service is committed to ensuring that data handling is lawful, fair, and transparent, and that staff privacy is protected at all times. 6 Equality and Human Rights Impact Assessment 6.1 This policy has been assessed in line with the Council’s responsibilities under the Equality Act 2010 and the Public Sector Equality Duty. It supports our commitment to fairness, inclusion, and the protection of human rights by ensuring that health, safety and wellbeing arrangements are accessible, equitable, and responsive to the diverse needs of our workforce and service users. 7 Policy Review and Continuous Improvement 7.1 The Corporate Health and Safety Team is responsible for monitoring the effectiveness of this policy and ensuring it remains up to date and fit for purpose. • This policy will be reviewed every three years, or sooner if required by changes in legislation, best practice, organisational learning, or operational need. • Any revisions will be developed in consultation with recognised trade unions and relevant stakeholders to ensure transparency and shared ownership. • Supporting documentation and associated procedures will also be reviewed and updated as necessary to reflect changes in practice and ensure alignment with the Council’s strategic priorities.