5 - Annual Health and Safety Report 2023-24
North Ayrshire Council · 27 August 2024
Back to Cabinet — 27 August 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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NORTH AYRSHIRE COUNCIL 27 August 2024 Cabinet Title: Health and Safety Annual Report 2023/24 Purpose: To provide Cabinet with an update report on the Health and Safety performance within Council Services during 2023/24. Recommendation: That the Cabinet notes the Annual Health & Safety Performance update for 2023/24 and the statistics covering a 3-year period. 1. Executive Summary 1.1 Health and Safety cuts across every Service within the Council. North Ayrshire Council has a legal duty of care to protect the health, safety and welfare of its employees and others who are affected by its business. Corporate Health and Safety operates in partnership with all Services and external partners to provide advice, guidance and support to improve the health and safety culture and reduce the risk of injury and ill- health incidents. 1.2 The Corporate Health and Safety Team issues and keeps under review a range of guidance documents to reflect organisational change and new updated working practices. 1.3 With reference to the Corporate Health & Safety Annual Report at Appendix 1, information is provided which illustrates the incident trends within the Council. The report includes important information regarding the three years of statistics; and recognising that in 2021/22, the COVID 19 pandemic was still having an effect on the reduced numbers of employees at work and the subsequent reduction in the total number of incidents taking place. 2. Background 2.1 The Health and Safety at Work Act places a Duty of Care on employers towards employees while they are at work. To meet its Duty of Care, it is essential that the Council works pro-actively to provide safe systems of work risk assessments and training, as well as monitoring health and safety performance. 2.2 The Corporate Health and Safety Annual Report, which is attached at Appendix 1 to this report, is a key part of the monitoring and reporting process to Senior Management and Elected Members.
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2.3 The Annual Report outlines in detail the following: • Health & Safety Document Changes • Incident Statistics and monitoring • Improvements during 2023/24 • Corporate Health and Safety Training • Planned Improvements for 2024/25. Improvements 2.4 One of the most important areas within Health & Safety Management is Continuous Improvement, which sits at the heart of the Council’s Health & Safety Management System, modelled on the Health & Safety Executive’s HSG65 Guidance and the Plan, Do, Check, Act cycle. The following are some of the improvements implemented in 2023/24: • The Corporate Health & Safety (CHaS) Team procured a new incident reporting system called Evotix Assure. The system has a state of the art reporting function whereby all employees can report an incident directly by using a mobile device such as a phone or tablet. Employees can scan a QR Code that opens up an incident reporting form and the system also allows photographs to be uploaded directly which is a huge improvement. Licenses were allocated to all relevant managers and the CHaS Team conducted a series of training sessions for all license holders. CHaS also developed an Assure System Guidance Document to assist in the on-going use of the system. Due to ease of access to report incidents, we have seen an increase in the number of incidents being reported. • On the 1st of July 2023, Scottish Fire & Rescue issued new requirements in relation to Unwanted Fire Alarm Signals (UFAS). The main aim of the new requirements was to reduce fire appliances attending premises where there was a false fire alarm activation.The CHaS Team took the lead on preparing and implementing the changes, which focussed on what to do following a premises evacuation and how employees would be allowed back into premises. A number of site visits were undertaken across various council premises, new processes were developed in relation to core hours and out of hours. Fire investigation teams were trained and a number of new/updated Fire Zone Plans were issued. Training 2.5 The suspension of face-to-face training due to the COVID pandemic continued into 2022, and this resulted in a training backlog. However, in 2023/24, the CHaS Team managed to re-commence most of the H&S Training courses and were able to deliver 2 IOSH Managing Safely courses during the year along with a number of Risk Assessment Courses. Incident Monitoring 2.6 Monitoring the Council’s performance of health and safety requires statistics to be analysed to identify appropriate actions. The monitoring is governed through the Council’s Corporate Health and Safety Group with representation including the leader of the Council, Elected Members, Chief Officers, Senior Management and Trade Unions. 2.7 To support effective Health and Safety monitoring, each Directorate holds a Health and Safety Planning Group meeting, chaired by a Chief Officer on a quarterly basis. The purpose of these meetings is to review, discuss and plan operational Health and Safety Performance, actions and improvements.
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2.8 Section 4 of the annual report provides a detailed statistical review across a three- year period, however, in 2021/22 the Covid-19 pandemic was still having an effect on the reduced numbers of employees at work and the subsequent reduction in the total number of incidents taking place. The data shows there has been a total of 1784 incidents for this year which is up by 217 compared to last year. It is recognised that the implementation of the new Assure Incident Reporting System and the resultant ease in reporting an incident, has had an impact on the higher number of incidents being reported. 2.9 With regards to the more serious incidents which are reported under RIDDOR (Reporting of Incidents and Dangerous Occurrences Regulations), there were 42 cases, which was an increase of 17 on the previous 2 years. From the 42 cases, 33 were within the less serious category where an employee was off work for more than 7 days with injuries such as strained backs, sprained ankles etc. Five incidents were categorized as specified injuries such as broken bones. Three incidents involved individuals who were taken to the hospital from the scene of the incident and received treatment or remained in hospital for over 24 hours. One incident was categorised as a Dangerous Occurrence involving the control of asbestos waste. 2.10 The type of incident returning the highest numbers is aggression and violence within education settings. This was in line with expectations within the new reporting mechanisms and relates to specific additional support needs, including medical conditions. The number of recorded incidents of aggression and violence in ASN schools was proportionally higher than in other education settings. A number of these incidents were identified as “without intent.”. 2.11 A working group, including trade unions and corporate health and safety, has been set up to look at ways of reducing the incidence of aggression and violence incidents, with a relationship-based approach as the focus for improvement. The working group will report into the Corporate Health & Safety Group on a quarterly basis. Planned Improvements 2.12 Plans are in place to deliver further improvements to the Health and Safety framework during 2024/25 – these include: • Review implementation and use of the Evotix Assure Incident Reporting System • Implement a new Fire Risk Assessment Overview Register • Implement a new Fire Risk Assessment Action Tracker • Review and cascade new or amended Health and Safety Policies/Guidance • Further explore use and procurement options for Lone Working Devices • Explore the development of a new Corporate Risk Indicator Database with the Council’s ICT service; and • Explore the procurement or development of a new in-house COSHH Assessment System. 3 Proposals 3.1 It is proposed that the Cabinet notes the Annual Health & Safety report for 2023/24 and the statistics covering a 3-year period. Also, that Cabinet notes in 2021/22, COVID 19 was still having an effect on Council Services and this was reflected in health & safety data.
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4 Implications/Socio-economic Duty Financial 4.1 None. Human Resources 4.2 Supporting health, safety and wellbeing for Council employees, customers and service users. Legal 4.3 Ensuring that the Council meets its Duty of Care and complies with Health and Safety legislation. Failure to do so may result in prosecutions or financial penalties. Equality/Socio-economic 4.4 None. Climate Change and Carbon 4.5 None. Key Priorities 4.6 A robust Health and Safety culture supports the delivery of the key priorities in the Council Plan 2023-2028. Community Wealth Building 4.7 None. 5 Consultation 5.1 The Corporate Health and Safety Team consults regularly on Health and Safety with Elected Members, employees and Trade Unions. The subject matter within this report has been shared at directorate planning groups and at the Corporate Health and Safety group. Mark Boyd Head of Service (Finance) For further information please contact James Walls, Team Manager (Health & Safety) @ jameswalls@north-ayrshire.gov.uk. Background Papers None.
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CORPORATE HEALTH AND SAFETY ANNUAL REPORT 2023/24 & 3 Year Statistical Comparison (2021/22 – 2022/23 – 2023/24) Version: 1.0 Date: August 2024 Author: James Walls Classification: Public
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10/08/2023 [PUBLIC] CORPORATE HEALTH AND SAFETY ANNUAL REPORT 2023/2024 1 Background 1.1 The Health and Safety at Work Act places significant requirements on employers to ensure a Duty of Care to employees while at work. To meet its Duty of Care, it is essential that the Council provides safe systems of work, carries out risk assessments and monitors health and safety performance in relation to its services, employees and service users. Monitoring the Council’s performance of health and safety requires statistics to be gathered and analysed, to identify appropriate action. The monitoring is undertaken by Elected Members, Chief Officers, Senior Management, Employees and Trade Unions. 1.2 To support effective Health and Safety monitoring, each directorate holds a Health and Safety Planning Group meeting, normally chaired by a Chief Officer on a quarterly basis. The purpose of these meetings is to review, discuss and plan operational Health and Safety performance, actions and incident statistics. 1.3 On a quarterly basis, the Corporate Health and Safety team reports on combined directorate statistics, health and safety projects and performance to the Corporate Health and Safety Group chaired by the Leader of the Council and attended by senior health and safety representatives from all Council Services and also Trade Unions. 1.4 The Corporate Health and Safety Team comprises three Health and Safety Advisers, and the Health and Safety Manager, who provide professional advice, guidance and support to Council Services, including the Health and Social Care Partnership. 1.5 The Corporate Health and Safety Team continues to promote the theme of “Safety in Mind”. The overarching aim of this theme is to raise the profile and understanding of Health and Safety in the workplace and to keep health and safety at the forefront of all our employees' minds on a day-to-day basis. 2 Developments during 2023/24 2.1 The sections below include the areas where the Corporate Health and Safety Team has supported all Services. Reviews of Policies and Guidance 2.2 To ensure all Employees have access to current health and safety information and advice, all policies and guides have been published on the Council Intranet Site Connects. 2.3 The Corporate Health, Safety and Wellbeing Policy communicates the Council’s commitment, direction and priority of protecting employees' health, safety and wellbeing within the workplace. The policy provides clarity and definition of workplace responsibilities at each level within the Council and was developed in partnership with Chief Officers, Employees and Trade Unions. The policy was updated in January 2023 and the Policy Statement of Intent was signed by the Chief Executive.
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10/08/2023 [PUBLIC] 2.4 The following documents have been Developed/Updated since the last Cabinet report: • Assure Incident Reporting System Guidance • Unwanted Fire Alarm Signals (UFAS) Core Hours Process & Out of Hours Process. 2.5 The following documents have been under review and will be updated in 2024/25: • Fire Guidance • Asbestos Guidance • Risk Assessment Guidance • DSE Guidance • CRID (Corporate Risk Indicator Database) Guidance • 6 Monthly Inspection Guidance • 6 Monthly Inspection Form • Lone Working Guidance (dependent on procuring Lone Working Devices). Health and Safety Audits 2.6 Corporate Health & Safety along with the Service Support Officer for H&SCP have carried out a number of visits to premises, with a total of 37 being audited on Fire Management and First Aid Management. Premises responsible managers were very appreciative of the help and advice given. HSE Visits 2.7 In 2023/24 we received one visit from the Health & Safety Executive, this was to the Household Waste Recycling Centre at Kilbirnie. A total of 3 issues were identified relating to Compactor Machinery Safeguarding, Traffic Management and a Waste Skip Locking Mechanism. All issues were rectified and evidence was forwarded to the relevant inspector. 3 Corporate Health and Safety Training 3.1 The suspension of face to face training due to the COVID pandemic continued into 2022, and this caused the training waiting list to grow. However, in 2023/24, the CHaS team managed to re-commence face to face training courses and were able to deliver 2 IOSH Managing Safely courses during the year along with a number of Risk Assessment Courses.
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10/08/2023 [PUBLIC] 4 Incident Statistics 4.1 A key part of the Corporate Health and Safety Team’s monitoring role is to collect and review statistics on all reported Health and Safety incidents and near misses. Please Note: When analysing the statistics in the following sections within the report, please note that in 2021/22 the Covid-19 pandemic was still having an effect on the reduced numbers of employees at work and the subsequent reduction in the total number of incidents taking place. All Health and Safety Incidents 4.2 Graph 1 below provides an analysis of incidents over a 36-month period and shows a comparison of all incidents from 1st April 2021 to 31st March 2024. Graph 1 Total No of Incidents 4.3 Graph 1 shows that in 2021/22 we had a total of 1508 incidents, 1567 incidents in 2022/23, and 1784 incidents in 2023/24. RIDDOR Incidents by Directorate Graph 2 Total No of RIDDOR Incidents 4.4 The Council has a legal duty to report certain incidents to the Health and Safety Executive as per the requirements of the Reporting of Injuries Diseases and Dangerous Occurrences Regulations (RIDDOR). Graph 2 above shows the total number of incidents for the 3 year period. Graph 2 shows that NAC have had an increase of 17 incidents this year which equates to a 40% increase in the total number of RIDDOR incidents for 2023/24 compared to the previous 2 years. 1508 1567 1784 2021/22 2022/23 2023/24 25 25 42 2021/22 2022/23 2023/24
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10/08/2023 [PUBLIC] With regard to the 42 RIDDOR incidents, it should be noted that 33 incidents were of a less serious nature and were categorized as Over 7 Day Incidents where the outcome could be a strain or a sprain or a back problem resulting in the employee being off work for more than 7 days. Five incidents were categorized as Specified Injuries, this is where the outcome is more serious such as broken bones. Three incidents involved individuals who were taken to the hospital from the scene of the incident and received treatment or remained in hospital for over 24 hours. One incident was categorised as a Dangerous Occurrence involving the control of asbestos waste. 4.5 Graph 3 below shows that the Place Directorate has reported the highest number of RIDDOR incidents with a total of 19, up by 9 on the previous year, followed by Communities & Education with 17, up by 6 on the previous year and then Health and Social Care Partnership with 5 up by 1 on the previous year. Graph 3 4.6 It should be noted that Directorates comply with the findings identified in all RIDDOR Incident Investigation reports which detail corrective actions to help prevent reoccurrence. Directorates also share their RIDDOR incidents and findings with the Corporate Health and Safety Group to help others learn from experience. All Incidents by Directorate 4.7 Graph 4 below gives an analysis of the total number of all incidents that have occurred over the 3-year period and breaks down the incident statistics by Directorate, the figures include Aggression & Violence incidents. 10 7 8 11 4 10 17 5 19 Communities HSCP Place 2021/22 2022/23 2023/24
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10/08/2023 [PUBLIC] Graph 4 4.8 Graph 4 shows that Communities & Education continue to record the most incidents with a total of 1292 which is 25 less than the previous year. Health & Social Care Partnership returned 353 up by 188 on the previous year and Place returned 137 incidents, up by 53 on the previous year. 4.9 Further details on the incidents within these three Directorates is provided later in this report; however, no further information is provided on Chief Executive’s as the number of incidents is very low. This helps to focus attention on the most significant areas. Most Common Incidents (excluding Aggression and Violence) 4.10 Graph 5 below shows the total number of incidents by cause across the Council over the past 3 years. 3 1189 223 931 1317 165 842 1292 353 137 Chief Executives Communities HSCP Place 2021/22 2022/23 2023/24
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10/08/2023 [PUBLIC] Graph 5 4.11 The incident type showing the highest numbers across the 3-year period is ‘Slip Trip and Fall’ with 106 recorded for 2023/24 which is up by 36 on the previous year. Struck Against/Struck By is next with 77 incidents, up by 12 on the previous year, Use of Work Equipment 30 up by 2 on the previous year and then Manual Handling 32 up by 16 on the previous year. 4.12 The reporting of near miss incidents is a pro-active way of investigating issues before they become accidents/incidents where people are injured, and a high number of Near Miss Incidents is a positive safety performance indicator The Near Miss Campaign in 2018/19 raised awareness and encouraged employees to report Near Misses. Graph 5 above shows that we had 64 recorded for 2023/24 which is up by 13 on the previous year. Aggression and Violence Incidents 4.13 Graph 6 below gives an indication of where the most aggression and violence incidents are taking place, with Communities & Education returning the most incidents. Significant work is ongoing in the directorate to both to ensure all incidents are recorded and to ensure that an early intervention and prevention approach is taken to health and safety. A more detailed breakdown can be found later in this report. 4.14 H&SCP have been pro-active in ensuring that staff are reporting all incidents of physical and verbal aggression towards staff, however minor. 4.15 Place Directorate are returning low numbers however still realise the need to train staff, and as a result, Corporate Health and Safety have been continuing to deliver Aggression and Violence training to Housing employees. 3 1 11 25 0 76 1 3 88 96 24 98 5 7 16 0 51 2 5 70 65 28 77 3 14 32 5 64 1 4 106 77 30 21 2021/22 2022/23 2023/24
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10/08/2023 [PUBLIC] Graph 6 4.16 Graph 7 below, gives more detail on the type of aggression and violence incidents that are taking place across all Directorates, with Physical Violence being the most significant cause Graph 7 0 1007 140 240 1159 118 261 1131 254 34 Chief Executive Communities HSCP Place 2021/22 2022/23 2023/24
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10/08/2023 [PUBLIC] Analysis of Incidents by Directorate Place Directorate 4.17 Graph 8 below gives a detailed analysis of the common types of incidents (excluding Aggression and Violence) within the Place Directorate. Graph 8 4.18 For the year 2021/22 there was a total of 69 incidents, 58 for 2022/23 and 103 for 2023/24. Over the 3-year period, the type of incident returning the highest numbers was ‘Struck Against/Struck by Object’ (53), ‘Slip Trip Fall’ (45), ‘Manual Handling’ (39), and Use of Work Equipment’ (33) 4.19 With reference to graph 3 in the report, we can see that RIDDOR incidents have increased significantly on last year with a total of 19. Further analysis shows that 17 of the incidents were categorized as Over 7 day injuries, 1 was a Specified Injury (broken ankle) and 1 incident was categorized as a Dangerous Occurrence (Control of Asbestos Waste). We continue to roll out learning outcomes from all our incidents and with increased training and awareness the focus is to drive the number down. 4.20 Focusing on 2023/24 activities, improvements have been made in the following areas: • Refresher training for banksman duties in Waste. • Asbestos Awareness training extensively rolled out in Waste. • Proactive marketing of the new Assure system for reporting incidents. • Awareness around violence and aggression has been promoted and a larger campaign is planned for 2024/25.
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10/08/2023 [PUBLIC] • Transport workshop improvements made such as an extra hydraulic oil reel fitted at the entrance door for topping up RCVs without the need to use a ramp. • Remedial works undertaken to minimise the risk of Reinforced Autoclaved Aerated Concrete (RAAC). • Road markings re-done at HWRC sites. • New chemical store purchased by Streetscene for storing weedkiller in a safe environment. • Parking Enforcement Officers recruited to help tackle poor parking behaviour including safety issues 4.21 With regards to the control of Hand Arm Vibrations (HAVS), a post has been created for an employee to undertake real time HAVS monitoring with the resource and costs to be shared between teams. Furthermore, a HAVS App is being piloted in Building Services and Streetscene. 4.22 Looking towards 2024/25, the Place Directorate will focus on improvements in the following areas: Hand Arm Vibration, Fire Safety, Asbestos Awareness, Aggression & Violence, Risk Assessments and Incident Reporting including the encouragement of near miss reporting Health and Social Care Partnership 4.23 Graph 9 below gives a detailed 3-year breakdown of incidents within the Health and Social Care Partnership (excluding aggression and violence). This shows that 2021/22 returned 83 incidents, 2022/23 returned 47 and 2023/24 returned 99. Graph 9
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10/08/2023 [PUBLIC] 4.24 Over the 3-year period, the incident type returning the highest numbers is ‘Slip Trip Fall’ with a total of 73. The next highest incident type is ‘Struck Against/By Object’ with 38, followed closely by ‘Manual Handling’ with 26. 4.25 Near Miss Incident Statistics are pro-active indicators, and are down by 2 on last year, however overall, numbers are still low. It is hoped that these numbers will increase with the on-going use of the new health and safety reporting system. 4.26 With reference to RIDDOR incidents, graph 3 shows that the RIDDOR incidents are up by 1 compared to last year. 4.27 Planning has commenced for the workforce Seasonal Flu Vaccination Programme and in conjunction with colleagues from East and South Partnerships are also in the process of planning the Childhood Flu Programme across Ayrshire. Clinics will be delivered within localities in community centres, nurseries, primary and secondary schools. 4.28 HSCP are undertaking a review of the Moving & Handling course content which will look at also providing staff with the basic knowledge in medical emergencies that staff may find useful if they choose to do so. M&H Trainers have undertaken teaching qualification and will be doing Level 3 First Aid Course to ensure competency. Generic and Person Centred people handling risk assessments and paperwork is being fully reviewed over the coming year A further development within moving and handling where a serious incident has taken place, an “incident re-enactment” will be undertaken by the team in conjunction with corporate Health and Safety colleagues and staff involved. This will help determine what additional control measures are required and to provide additional support and guidance to the staff group and service user. As part of the teams development programme, a new innovative approach is being looked at in relation to work equipment which will provide; • QR Code stickers added to all moving & handling equipment which links back to a library of instructional videos created by our moving & handling team. • Manufacturers users’ instructions to be adjacent or attached to equipment • RAG warning sticker & card - incorporating the principles of moving & handling techniques will be distributed to all staff and attached to equipment 4.29 HSCP continue to maintain a PPE distribution centre to the Care at Home workforce mainly gloves, aprons, wipes, gel etc. Full body coveralls and shoe coverings are also held as per infection control guidance and risk assessments.
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10/08/2023 [PUBLIC] 4.30 The Partnership have created a bespoke training hub for Care at Home staff in the former Castleview Day Services building in Glasgow Street, Ardrossan. The facility acts as a hub for staff working within the service to learn the essential moving and handling skills they require in their day-to-day role, allowing them to move and position clients safely, respectfully, and in a way that promotes their independence, dignity and functional mobility. The Partnership are continually working to create a space that is user friendly and contains classroom areas for theoretical training sessions, with additional areas set up to mirror a home environment including a living room area, bedrooms with different types of beds and a shower room. These zones allow staff to learn how to use a variety of lifting equipment such as hoists, slings, slide sheets and other aids that they may encounter when caring for people in their own homes, with moveable dividers meaning that the dimensions of the rooms can be altered to mimic particular issues staff may encounter – in a smaller or awkward shaped room, for example. Up to date equipment is also in place that will allow more in-depth training on how to move plus-size clients, including a suit that will allow staff to personally experience the difficulties that plus-size clients may have when moving around, promoting empathy and a greater understanding of the challenges faced by those they care for. In addition, Castleview offers space for Care at Home induction sessions, medication training, SVQ work and meeting spaces. Staff can also pop into the hub at any time for advice and guidance. A staff wellbeing space has also been created within the facility, which is equipped with massage chairs, calming mood-lighting and relaxing music. The Partnership is in the process of considering adapting a space within the building to hold uniforms to allow staff to come in to try for size etc. and take away immediately upon starting or renewal. 4.31 Healthy Working Lives activities and information is promoted within the Service. Information is circulated across the Partnership notifying staff of available activities to assist with health and wellbeing across the workforce Following initial Scottish Government funding to North Ayrshire Health & Social Care Partnership, during the Covid period. the Integration Joint Board have continued to identify funding to continue to support the wellbeing and mental health of staff who work within the Primary Care and Social Care sectors, including independent contractors, out of hours services and support staff. Staff have applied to fund activities such as resources and materials to host a wellbeing event; outdoor activities such as walks and fun days; the purchase of services such as an exercise instructor/wellbeing coach/ or appropriate teacher, funding to support a colleague to upskill in a wellbeing activity to allow them to cascade to colleagues and other employees, creation of a wellbeing space.
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10/08/2023 [PUBLIC] Feedback from a staff survey undertaken has recognized the value of teams coming together to undertake team development days and building resilience. Considering the feedback from the survey the Staff Wellbeing Programme will continue to provide a range of opportunities to support physical and mental wellbeing by engaging with KA Leisure and North Ayrshire Council and NHS Ayrshire & Arran Occupational Health Providers. 4.32 The Wellbeing Grant Scheme will focus on team building/development through organized events, as well as the creation of wellbeing spaces for teams. Communities & Education Directorate 4.33 Graph 10 below gives a detailed analysis of incidents within the Communities & Education Directorate (excluding aggression & violence), where across the 3 year period, ‘Struck Against/By Object’ and Slip Trip Fall categories, both returned 146 incidents, followed by Use of Work Equipment which returned 38 incidents. Graph 10
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10/08/2023 [PUBLIC] 4.34 Comparing this year with last year, ‘Struck Against/By Object’ returned 48 up by 5 on the previous year. Slip Trip Fall returned 52, up by 4 on the previous year and Use of Work Equipment returned 8, down by 10 on the previous year. 4.35 With reference to Near Miss Incidents, this is a positive health and safety performance category and would fall into the pro-active bracket as it results in corrective actions being implemented to prevent an incident taking place where someone suffers an injury. 2023/24 returned a total of 36 incidents which is an increase of 6 compared to the previous year but 19 less when compared to 2021/22. It is hoped that this number will increase once the new Incident Reporting System beds in. 4.36 With reference to Aggression and Violence, the following totals were generated across the 3-year period, 2021/22 (1007) for 2022/23 (1159) and for 2023/24 1132. 4.37 Graph 11 below gives further analysis and shows that over the 3-year period, the highest number of incidents are taking place within the ASN sector with a total of 1,702, followed by primary schools with a total of 1183 and secondary schools with 368. It is acknowledged and reported nationally that Covid and the ongoing cost of living crisis has had an impact on behaviour in schools. In addition, in 2021, the 4 ASN Schools closed, and the pupils relocated to Lockhart Campus. This change of environment understandably had an impact on the children and young people and was made more challenging by the COVID restrictions in place at the time. It took time for the young people and staff team to settle in their new environment and it is recognised that for young people with additional needs, new environments can be unsettling and lead to dysregulated behaviour. The quarterly statistics for 2023/24 were showing a significant reduction in incidents and this is reflected in the overall annual totals with a reduction of 289 incidents. Graph 11
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10/08/2023 [PUBLIC] 4.38 Graph 12 below shows a comparison of the type of aggression and violence incidents, where physical violence is returning the highest numbers with a reduction of 32 incidents in 2023/24 compared to the previous year. In 2021/22, COVID 19 lockdowns and reduced attendance at schools had an effect on the data for that year (776). 4.39 Analysis of the data in Graph 11 above from the Health & Safety Incident Reporting System (HSIR), shows that the number of recorded incidents of aggression and violence in ASN schools was proportionally higher than in other education settings. This was in line with expectations and relates to specific additional support needs, including medical conditions. 4.40 The HSIR System, allows staff to record incidents that they believe to be unintentional (without intent), and with reference to the Aggression & Violence incidents recorded last year (2023/24), 81 were deemed to be without intent. Graph 12 4.41 Staff and Trade Unions continue to work collaboratively to explore ways of trying to reduce the number, type and negative impact of Aggression and Violence incidents; establishments will continue to review pupil plans in consultation with Parents/Carers and Health Partners. A working group including the trade unions and Corporate Health and Safety has been set up to look at ways of reducing the incidence of aggression and violence incidents, including a focus on relationship based approaches. The group have written a policy detailing the approaches taken by establishments to reduce incidents of violence and aggression and also to lay out a consistent approach to responding to such incidents.
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10/08/2023 [PUBLIC] Education continues to have a clear focus on improving current approaches to aggression and violence, wellbeing and health and safety: • 50 staff have been trained in the Mentors in Violence Programme which means we now have 8/9 secondary schools taking part in the programme, reaching out to over 1000 pupils; • Promotion of Education Scotland’s National Health and Wellbeing Hub which provides quick links to the most up-to-date Health and Wellbeing documents and national programmes; • Around 200 additional staff engaged with the Children and Young Person’s Mental Health and Wellbeing (CYPMH) Professional Learning. • The Health and Wellbeing workstream supported one Primary cluster to implement the Scottish Government’s Whole School Approach to Mental, Health and Wellbeing. A whole school approach is preventative, universal and includes targeted interventions to ensure that all members of a school community can flourish and sustain a state of being mentally healthy. • Services continued to invest time and effort to repost Livewell opportunities and initiatives through Service wide SharePoint sites to promote uptake and participation. • Finalising the Health, Safety and Wellbeing Action Plan and communicating this via a range of platforms to all staff teams. • Commencing a review and reform of Education Business Continuity Plans with a focus on simplifying the template and raising awareness on risk management and emergency planning. • Engaging with KA Leisure and the Council’s Equality & Health Improvement Officer to understand and promote the wellbeing initiatives and opportunities available to the workforce. • Implementing the changes set out by the Scottish Fire & Rescue in response to fire alarm activations by conducting fire risk management reviews and developing and communicating a package of training and awareness materials. • Proactive reporting and monitoring of incidents and accidents across services and establishments and escalating any items of concern. Education staff continued to assist with the sharing and promotion of any new initiatives, processes and procedures relating to Health, Safety and Wellbeing.
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10/08/2023 [PUBLIC] Connected Communities Throughout the four quarters of 2023/2024, the Connected Communities Service has made significant strides in enhancing health and safety practices and fostering a positive safety culture among employees and establishments. Below are the key highlights of our initiatives: 4.42 Comprehensive Monitoring Framework • Developed and embedded a robust framework for Communities and Education Health & Safety meetings and reporting. 4.43 Proactive Leadership and Support • Provided peer support and leadership to service managers and staff. • Implemented a systematic program of Head of Service visits, utilising an enhanced checklist focused on safety, compliance, and wellbeing. • Conducted Manager and Officer visits aimed at workplace safety, risk management, and employee wellbeing and recorded with streamlined inspection and visit form. 4.44 Ambitious Health & Safety Action Plan • Facilitated the review, implementation, and delivery of a comprehensive Health & Safety action plan for the Directorate, resulting in significant improvements across various areas 4.45 Fire Safety Enhancements • Revised fire alarm call-out procedures in line with CHaS and developed site-specific UFAS guidance, complemented by bespoke training for all staff. • Updated fire evacuation plans for all community facilities and addressed deficiencies identified during inspections. • Reviewed and improved Personal Emergency Evacuation Plans for all lets. 4.46 Community Facility Management • Assumed responsibility for the Lochshore hub, enhancing operational building and safety compliance. • Established additional safety and compliance standards for keyholding occupancy. • Facilitated the transition to lone working at Kilwinning Academy for KA Leisure, addressing safety gaps 4.47 Sustainable Cleaning Practices • Rolled out Greenteck non-chemical cleaning solutions across all Community Facilities, effectively eliminating COSHH risks and promoting environmental friendly operations 4.48 Staff Training & Development • Conducted various training sessions, including IOSH, Incident Reporting, PREVENT duty, and Naloxone Training. • Provided staff with improved ICT access and time to complete mandatory training.
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10/08/2023 [PUBLIC] • Enhanced induction programs for venue assistant staff. 4.49 Risk Assessment & Safe Systems • Further Reviewed and updated General Operations Risk Assessments for all community halls and centres. • Developed and communicated a range of Toolbox talks. • Audited the community keyholding safety framework and updated the Venue Assistants Handbook and Community Association Handbook on safety protocols. • Revised letting terms to focus on risk and safety, implemented in April 2024. 4.50 Emergency Response Preparedness • Improved protocols for defibrillator management including weekly checks and launched /facilitated Cross-Service review on AED protocols • Developed the Council's National Power Outage response plan with the Council’s Risk Manager, establishing Public Assistance Centres. 4.51 Workplace Safety Initiatives • Conducted psychosocial risk assessments and developed stress risk management plans. • Developed and rolled out Slips, Trips Falls, toolbox talk • Issued Safety Alerts on Workstation Chairs • Issued comms on Home working Tips • Inspected and updates all Health & Safety notice boards displaying the new HS&W Action Plans • Promoted health and wellness initiatives through SharePoint and collaboration with Livewell representatives. • Issued updated guidance and training materials, including a revised Venue Assistant Handbook and a draft Health & Safety Guide. • Promoted Grief and Loss Training and Support • Offered free health checks via the KA Leisure Activator Bus and conducted joint risk management visits at educational facilities. • Enhanced communication through the Compliance, Health and Safety SharePoint platform. • Promoted wellbeing initiatives such as stress management training, flu vaccination programs, and the establishment of Wellbeing Warriors. • Conducted regular one-on-one sessions to discuss staff wellbeing.
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10/08/2023 [PUBLIC] 5 Corporate Health and Safety Planned Improvements 5.1 To meet the requirements of Health and Safety legislation in relation to the Duty of Care and to improve the management of Health and Safety within the Council, it is important to identify areas to improve the safety culture and performance at all levels. 5.2 Corporate Health and Safety in conjunction with Directorates will seek to implement continuous improvement in a variety of ways. The following improvement actions are currently planned for 2024/25: • Review implementation and on-going use of the Evotix Assure Incident Reporting System • Implement a new Fire Risk Assessment Overview Register • Implement a new Fire Risk Assessment Action Tracker • Review and cascade new or amended Health and Safety Policies/Guidance • Further explore use and procurement options for Lone Working Devices • Explore the development of a new Corporate Risk Indicator Database with the Council’s ICT service; and • Explore the procurement or development of a new in-house COSHH Assessment System.