In line with current legislation (Health & Safety Act 1974), this statement will detail the company’s policy with regard to Health & Safety.
The objective of this policy is to ensure a safe working environment for everyone employed at the depots of Key Catering Plc. Either working in or visiting the sites, including the warehouse or offices. This also applies to external contractors or personnel belonging to other companies or organisations.
To complete our objective, means that we all (Employees/Supervisors/Managers/Directors) must recognise certain aspects:-
- Firstly, that we are all responsible, all be it at varying degrees, for the safe working practices and ensuring that procedures and equipment are adhered to and operated correctly.
- Secondly, by identification of what equipment, areas and materials are potentially hazardous and making sure the hazard is dealt with simply and effectively. This factor needs constant evaluation, as a changing working environment situation will create changing potential hazards which must be identified, reported and dealt with.
As basically a small warehousing and distribution company, with no manufacturing or production capability in the UK, this helps in identifying areas of potential hazard within the organisation. Accordingly this document will deal with the organisation, systems and procedure of this policy by department.
Of course overall responsibility lies with the Managers and ultimately the Directors of the company.
In order to carry out our objectives whilst recognising Health & Safety we need to establish the pyramid of organisation of our policy.
General policy is originally set by the Directors and Quality Manager of the company, however it is the particular depot Quality Management Committee who is responsible for the implementation and review of the policy at depot level. The Committee is the localised governing body who reviews the scope and coverage of Health & Safety aspects within their own working environment.
The Quality Manager will audit the levels of adherence and report the overall findings to the Board of Directors at the steering meetings, this is accordance to our ISO procedures.
Departmental Managers will hold responsibility for the maintenance and monitoring of the policy, thus reporting any adjustments that are deemed necessary. The reporting process is flexible, which will allow immediate action to be effected. A Departmental Manager is instructed to contact the Quality Manager or a Director, whichever is available first.
All machinery is covered by approved suppliers and naturally, in the case of equipment failure, the suppliers are contacted for immediate advice.
Finally it is the responsibility of the operative or employee to report to the Department Managers any dangerous situation, material or equipment that is identified. All staff are trained strictly with regards to this aspect.
Although regular checks are made via the auditing process as a matter of policy, it is of vital importance that all hazardous or potentially hazardous matters are dealt with immediately. The illustrated pyramid of organisation outlines the Line Management structure. It should be noted that if your immediate Line Manager is not available to report to, for whatever reason, then any situation or problem, whether actual or potential, should be reported to the next in the link of the chain of command, thus reporting can be done to the Quality Manager or a Director.
The inter-communication of the company is such that branches have the same global procedures that allow other Departmental Managers to be equipped to help and advise on all aspects of the company policy issues. Personnel off site will be able to assist in many cases by organising remedial action.
We will now deal with specific areas of the organisation by department, detailing systems and procedures to be practised by all members of staff, thus creating an awareness which will promote a safe working environment, where hazardous situations may exist.
Offices
All offices have electrical equipment and cables, this is a potential hazard.
Accordingly, when using such equipment all staff must ensure that manufacturer’s instructions are followed to the letter. The company purchase equipment from leading manufacturers who can provide new equipment that is covered by full warranties. Maintenance contracts are organised to provide on site inspections and repair work. All electrical equipment must undergo an annual inspection by a qualified testing agency to ensure that there is a high level of compliance to fault detection.
Routine Checks – Offices
It is the responsibility of the Office Manager to check the following on a weekly basis. Any concerns that are identified should be dealt with immediately. Any equipment that is found to be defective must be quarantined and labelled in such a way that all members of staff will know that the equipment is not to be used in its current state. Check that machines are sited in a safe position or manner – nothing should be placed so that it obstructs walkways or doorways, suitable surfaces should be used when positioning equipment. Surfaces that are used to mount machines on should be able to house the equipment so that there are no protruding edges and the surface should be able to take the weight of the machine.
Plugs and cables must be checked, all plug heads must be securely attached to the leads and all leads must be checked, for cracks, indentations any signs of wear or entanglement. All cables should be in good order, if any problems are discovered, the machine must be unplugged, quarantined and not used until a qualified electrician has repaired and approved it.
All cables and wires should be free from obstruction of doorways, walkways and legs of desks. No wires or cables should be placed anywhere that could cause any member of staff to trip up. All electrical equipment should have an ample supply of air flow to prevent overheating, no cloths or covers should be draped over equipment.
No electrical equipment is to be placed near any source of heating.
All computers should be placed in good locations, allowing as much natural daylight to reach the operators as possible.
All electrical equipment must be kept away from over exposure to dampness and moisture.
Where staff are allowed to take beverages to their work stations, precautions must be in situ to maintain that the work surface is adequately tidy, to guard against spilling or toppling over of cups and beakers.
The main equipment used by Key Catering Plc in their offices is standard throughout the branches and covers Photocopiers, Facsimiles, Electric typewriters, Word processors, Computers – both network linked terminals and PC’s, Keyboards, Printers and Vending machines.
Emphasis is placed onto the operators and users of all said equipment, so that faults are detected and reported immediately all reported faults are recorded into the Hazard Report Book, this is audited on a quarterly basis by the Quality Manager at the Branch Quality Review Meeting.
Whilst beverage consumption is allowed at the work stations, this policy dictates that no drinks are to be consumed whilst operating machinery. In the event of spillage the machine must be turned off at the mains immediately.
The standard practice of Key Catering Plc is that employees are issued with the following HSE publications:- Working with VDU’s, Maintaining portable electrical equipment in offices and other low risk environments. Health & Safety at work –accidents and injuries and Preventing slips and trips at work. All Departmental Managers are issued with a copy of the booklet – Five steps to successful health and safety management.
Warehouse
This area is obviously a region of greater potential hazard and it is essential that procedures for safe operational functioning are followed closely.
Stacking and Storage
When stacking and storing goods within the warehouse, all products should be stacked correctly on a pallet ensuring that goods are not stacked over height or in a protruding fashion over the width or length of the pallet. As goods will vary in weight, size and shape it is important that checks are made when goods are being palletised. If there is any doubt with regard to the correct load per pallet then the Warehouse Manager must be consulted and advice given. If there is still doubt then the Manufacturers are contacted and their advice taken.
All stock must be stacked regimentally onto a pallet to guard against uneven stacks that may topple. Stock must not be stacked so that there is any degree of overhanging whilst racked.
All alleyways, walkways and fire doors must be clear of stock, as obstructions are lethal, daily inspections are in place to control this high risk factor.
Any items of stock that are recognised as being of a potentially hazardous nature or substance i.e. bleach, disinfectant, dishwasher chemicals and cleaning chemicals should be stored away from other products in a designated area. All branches have been issued with clear instruction with regard to this procedure and all branches have allocated adequate locations for chemical storage. Particular emphasis has been placed on strict monitoring of incoming product so that provisions are in place for the product to be moved to the chemical area on arrival.
COSHH labelling is clearly defined on all boxes of chemical and accompanying COSHH sheets are available onsite for all chemicals at all times. The COSHH data policy is circulated and updated at regular intervals.
The COSHH policy document covers all aspects of chemical handling, which includes storage and handling. The chemicals do require special attention, particularly, chemicals should not be stored directly onto the floor or placed on racking that is above a certain height.
All members of staff working in the warehouse and transport departments are issued with the following HSE publications:- Ladder safety, Manual handling, Preventing slips and trips at work, A short guide to protective equipment at work and Accidents and injuries at work.
Each employee is issued with an induction pack that contains a listing of all health and safety material that is available, this also contains a request form for each individual to complete when requesting extra supplies of literature.
Racking
Only certain goods can be stacked on racking as there is a load bearing restriction, no heavy items of stock are to be housed on racking.
Only goods of a sensible weight are to be housed on the racking, if there is any doubt then the Manufacturers advice is to be sought via a Supervisor or Manager.
All products that are to be housed on racking should be palletised, ensuring that:-
There is no intermixing of product type;
No over-stacking;
No jamming in of product;
No overhanging of the edges of the pallet, and it is strongly recommended that all stock that is on the third shelf of the racking (the highest bay) must be pallet wrapped, thus ensuring that the product is safe and preserved in a good state.
When stacking or retrieving goods above head height from racking, the proper ladders or steps should be used. These have been specially purchased for each depot, only the 4 pedestal platform-type is to be used. Regular inspections are carried out on the ladders; checks are made on the wheels, stair treads and rails.
All staff are to be aware of the dangers of adopting either of the following methods when retrieving stock from the racking, it is outlawed and serious disciplinary action will be taken if members of staff are found practising any of these:-
DO NOT CLIMB THE RACKING
DO NOT USE A STICK OR POLE TO DISLODGE ITEMS, THAT ARE OUT OF ARMS REACH
DO NOT THROW BOXES UP TO A HIGHER LEVEL
DO NOT USE RAISED FORK LIFT FOR UPPER LEVEL STACKING
CO2 Bottles
CO2 Bottles – At all times these must be stored upright in a position that is away from all other products of stock. The full and empty bottles must be stored in separate areas.
Equipment Operation
All equipment within the building should be operated safely and at all times manufacturers instructions must be followed to the letter. Any employee who has partaken of alcohol must not use any equipment whatsoever.
Equipment Used
Fork Lifts, Pallet Trucks and Sack Barrows.
Fork Lift
Fork lifts are only to be operated by trained personnel. The company utilises the services of reputable training agencies who conduct onsite training schemes. Only holders of the safe operation of fork lift certificates are qualified to use the fork lifts. Any employee who is not qualified and does not hold suitable certification will be dismissed on the grounds of gross misconduct.
The Fork lift is only to be used on the receiving apron immediately outside the warehouse doors and within the loading space inside the warehouse doors.
DO NOT Use the fork lift along the alleyways within the warehouse
DO NOT Use for higher level stacking on the racking
DO NOT Lend this truck to any other personnel (including inwards delivering drivers)
Gas bottles that are used with the fork lift trucks must be stored upright in a secure designated area. (If applicable).
Electric fork lift trucks must have the charger unit stored in a clean secure area. A 2 phase electrical wiring point is the only type to be used. No overnight charging is allowed.
Pallet Trucks
Pallet trucks are only to be used for moving palletised goods along the alleyways– to and from the loading area within the warehouse doors and their place of storage within the warehouse.
ONLY Lift and move pallets that are correctly stacked and are stable
DO NOT Attempt to lift a broken pallet as this will cause goods to fall or spill over, both causing product damage and injury to you.
If stock, when palletised appears to be unstable or the pallet is broken, then it is deemed necessary for the entire load to be stripped and re-palletised.
Make sure that alleyways are clear before attempting to move pallets. All stock that is being transferred around the warehouse must be dropped in locations that are suitably clear and free of other members of staff.
Sack Barrows
The use of sack barrows is mainly a matter of common sense. They can be used within or outside the warehouse, but should never be overloaded. Employees using them must use both hands when moving goods.
Finally, never leave any piece of equipment, when finished with, in an alleyway or where people can fall over it. Always return them to a position by the warehouse office at load area just inside the warehouse door.
Routine Checks and Maintenance – Warehouse
The routine checks and maintenance of all warehouse equipment is the responsibility of the Warehouse Manager. The reporting of any serious findings is relayed to the Quality Manager or a Director.
Daily Checks
All alleyways are clear, no protruding or obstructive pallets.
No dangerously stacked pallets, i.e. too high or unsuitable/broken pallets.
No goods obstructing fire doors or extinguishers.
No dangerously loaded racking, i.e. weight of product, protrusion or jamming.
All alleyways are free from leaks or spillage and pallet wrapping.
All alarm contacts are free from debris.
All vehicle default report sheets are cleared.
All items of stock that have been returned by the van drivers is put back into stock or quarantined.
Chemical storage area is checked for product deterioration.
Weekly Checks
Damage to racking – Floor fixings, uprights and shelf fixings.
Ladders and steps are checked for wear and tear, moving wheels, rungs, pedestal and legs are inspected.
Fork lift trucks are checked for operating functions and next service date, checks are carried out on the following:- tilt and lift mechanism, brakes, tyre condition, connectors and hoses, the chair condition and positioning, the steering and brake knobs, the lights, the horn and the body panelling – for damage.
Sack barrows are inspected for wear and tear.
Overall Inspections and Responsibility
The Departmental Managers are responsible for the overall procedures within their departments.
The Branch Committee Group (this consists of all of the heads of department), will meet on a monthly basis to discuss health and safety issues.
The Quality Manager is responsible for the auditing of the procedures as applied to the departments.
The policy documents are produced to satisfy regulations as dictated by the legislation.
The Quality Manager has the responsibility of ensuring that information is current and reflective of the risk factors that are potential within the organisation.
All documents that are circulated must be passed on to all employees of the company, with regular organised training sessions, thus, promoting the company’s stance with regard to the topics covered within the policies.
All topics and audit findings are reported to the Board of Directors at the quarterly steering meetings, but urgent issues are dealt with immediately.
First Aid and Accidents
First aid kits are located in the warehouse offices and main reception/sales office areas.
Where no fresh running water is available either bottled or saline water must be present.
All accidents either minor or otherwise must be recorded in the accident book. Accident books are kept in defined areas near the first aid kits. All accident books are reviewed by the Quality Manager when the health and safety is being audited on a monthly basis. The Quality Manager will report any findings to the Board of Directors at the quarterly steering meetings. Naturally if an accident is of a serious nature, this is then reported to the Directors immediately.
Each Head of department within a branch is the First Aider for their individual department, in the event of their absence then another Head of department will take appropriate action.
Summary
To summarise this policy, we have laid out a management structure for responsibility and reporting procedures.
The important factor is that this policy will only work if, firstly – it is applied and adhered to by you the employee, but also you must apply common sense to the procedures. It is certain that this document has room for growth and improvement. Therefore, when you identify areas that we have omitted or we have failed to cover in any great depth; we would ask you to offer your contribution in writing to the Quality Manager, who will welcome revision, that revision contributes to enhancing the safe being of our employees.
Your recommendations are valid; we will revise this document at regular intervals. Please remember that the practice of common sense has to be foremost in all aspects. Careful practising of Health and Safety procedures saves lives.