April 2024
De
p
tf
o
r
d
H
ous
i
ng
C
oop
e
r
a
t
i
v
e
Heal
t
h
a
nd
Sa
f
e
t
y
P
o
li
cy
C
on
t
e
n
t
s
1. Introduction
……………………………………………………………………………
2
2. Policy Detail
…………………………………………………………………………..
2 3.
Responsibilities
………………………………………………………………………
2 4.
Employee Responsibilities
………………………………………………………….
3 5.
First Aid
………
.
………………………………………………………………………
3 6.
Accidents
……………
..
………………………………………………………………
4 7.
Protective Clothing and Personal Protective Equipment (PPE)
………………
. 4 8. Fire
Protection
…
.
…………………………………………………………………….
4 9.
Members/Tenants
……………………………………………………………………
4 10.
Safe Premises and Place of Work
………………………………………………..
5 11. A
Safe System of Work
…………………………………………………………….
5 12.
Competent and safe fellow employees
…………………………………………..
5 13.
Plant and Equipment
……………………………………………………………….
5 14.
Control of Substances Hazardous to Health
…………………………………….
6 15.
Manual Handling
……………………………………………………………………
6 16.
Smoking
……………………………………………………………………………..
6 17.
Employee Responsibilities
………………………………………………………..
6 18.
Hazard Identification
………………………………………………………………
7 19.
Remedying of Hazards
……………………………………………………………
8 20.
Health and Safety Review
………………………………………………………..
9 21.
General
…………………………………………………………………………….
9
22. Review
……………………………………………………………………………..
9
1
1. I
n
tr
oduc
t
i
on
1.1 Deptford Housing Cooperative (DHC) is committed to taking all reasonable steps
to ensure the safety, health and welfare of its members, employees, contractors,
visitors to our site and others who may be affected by our work activities, in
accordance with current legislation.
1.2 It is essential that all employees recognise their personal responsibility in
ensuring compliance with the policy to maintain a safe workplace for
themselves and their colleagues.
1.3 This policy is intended to provide a summary of our responsibilities to ensure the
health and safety of all those we owe a duty to and to explain how we will meet
those responsibilities.
2. P
o
li
cy
De
t
ail
2.1 DHC recognises its responsibility to ensure the health, safety and welfare at work of
all its employees and is committed to providing information, instruction, training
and supervision in the area of health and safety.
3. Re
spons
i
b
ili
t
ie
s
3.1 The main responsibility under the Health and Safety at Work Act 1974 for ensuring
the health and safety of workers and for reducing risks to others affected by work
activities, including members of the public, rests with the employer The
Management Committee (MC), However, everyone in the organisation has
responsibilities to health and safety, as set out in this policy.
3.2 The MC is also responsible for:
3.2.1 A commitment collectively and individually to continuous improvement
in health and safety performance.
3.2.2 Addressing the health and safety implications of all committee
decisions.
3.2.3 Ensuring effective risk management, monitoring and reporting of health
and safety performance.
3.2.4 Reviewing this health and safety policy to reflect changes.
3.2.5 Appointing the Health and Safety Lead and ensuring appropriate
training and support.
3.2.6 Ensure annual health and safety audit inspections are carried out
3.3 T
h
e H
ous
i
ng
Ma
n
a
g
e
r
is the designated Heal
t
h
a
nd
Sa
f
e
t
y
L
ea
d
with
overall responsibility for ensuring compliance with Health and Safety
legislation*.
* This is not permanent. The role may be undertaken by a management committee member
in future.
2
3.4 Whilst it is the responsibility of each individual member of staff to report unsafe
working practices or conditions and any accidents, the Health and Safety Lead has
the specific responsibility of reporting details of any incidents to the MC.
3.5 The Health and Safety Lead shall investigate all incidents and where necessary
prepare a formal report for consideration by the MC. The Health and Safety Lead will
provide both individual and group guidance on health and safety issues and will also
consult specialised professional advice when required.
4. E
mp
l
oy
ee Re
spons
i
b
ili
t
ie
s
4.1 All employees are responsible for acting safely whilst at work. By understanding their
responsibilities and following our safety rules, they will help the Organisation comply
with their legal duties and contribute to the safe running of our workplace.
4.2 All employees have the responsibility:
4.2.1 To take reasonable care of their own safety.
4.2.2 To take reasonable care of the safety of others affected by what we do or
fail to do.
4.2.3 Not to interfere with or misuse, intentionally or recklessly, anything
provided in the interests of safety.
4.2.4 To co-operate so that we as individuals and our organisation can fulfil
our legal duties e.g. comply with our safety rules.
4.2.5 To report any hazardous defects in plants and equipment, or
shortcomings in the existing safety arrangements, to a responsible
person without delay.
4.2.6 To set a good personal example concerning health and safety
5. Fi
r
s
t
A
i
d
5.1 A first aid box will be provided and maintained in the office and in each
shared house.
5.2 The Health and Safety Lead will be responsible for its maintenance and
for ensuring that it is fully stocked at all times, using the guidelines
provided by the St. John Ambulance Brigade.
5.3 Where necessary, DHC will arrange suitable training for the appointed
member of staff. The location of the first aid box will be clearly
identified to all staff.
5.4 Following any accident the situation will be investigated to determine
whether changes need to be made to equipment, training or systems to
work so that a similar situation can be prevented in the future.
3
6.
Acc
i
d
e
n
t
s
6.1 Although every effort will be made to ensure a safe environment it is accepted
that accidents can occur.
6.2 If an accident does occur this must be reported immediately to T
h
e Heal
t
h
&
Sa
f
e
t
y
L
ea
d
. It must also be recorded in the accident book.
6.3 If any of the following occur, they must be reported to the Health and Safety
Executive under the RIDDOR procedures (see www.riddor.gov.uk
):
6.3.1 Fatal accidents.
6.3.2 Specified injuries.
6.3.3 Accidents resulting in a period of absence of more than seven days. 6.3.4
Injuries to the public where they have to be taken to hospital.
6.3.5 In addition, some work-related diseases and dangerous occurrences
must be reported to the Health and Safety Executive.
7 P
r
o
t
e
c
t
i
v
e Cl
o
t
h
i
ng
a
nd
Pe
r
son
al P
r
o
t
e
c
t
i
v
e E
qu
i
pm
e
n
t
(PPE)
7.1 Protective gear has the potential to prevent fatalities and prevent severe
harm. Staff members will receive suitable protective clothing and equipment
at no cost. If DHC supplies protective gear, safety equipment, employees
must adhere to management directives or safety guidelines.
7.2 In cases where an employee presents medical documentation indicating that
the provided gear may worsen a medical condition, the Association will
explore alternative options and provide appropriate solutions.
7.3 The employee is responsible for taking care of any PPE that has been issued.
If any PPE is damaged the employer should be informed immediately.
7.4 An employee is required to return all PPE that has been issued on leaving the
organisation.
8 Fi
r
e P
r
o
t
e
c
t
i
on
8.1 It is essential for all staff members to familiarise themselves with the fire
evacuation procedures and protocols displayed in the office. The Health and
Safety Lead will organise a fire drill at least once annually. The outcomes of
the fire drill will be documented in a designated logbook.
9 Me
mb
e
r
s
/ Te
n
a
n
t
s
9.1 The Health & Safety Lead is responsible for ensuring that all new members
are informed about the fire evacuation procedures specific to their
accommodation. They should conduct an induction on fire evacuations and
exits for the members.
9.2 Additionally, it is essential for all properties to have visible fire exit signs and
informative notes on the billboard regarding the procedures. In cases where
4
fire alarms are installed, the fire drill and fire evacuation instructions will be
provided, in coordination with the Fire Prevention Officer from the local fire
brigade.
9.3 Monthly tests will be carried out on all fire alarms, following the guidelines provided
by the equipment manufacturer. Additionally, all fire extinguishers, smoke and heat
detectors, fire alarms, and other safety equipment will undergo an annual
inspection. Furthermore, a comprehensive review of all buildings will be conducted
at least once a year to assess and implement any necessary fire prevention
measures.
10 Sa
f
e P
r
e
m
i
s
e
s
a
nd
Pla
c
e
o
f
W
o
r
k
10.1 O
ff
i
c
e a
nd
C
ommun
i
t
y
Hall
It is crucial for all employees to ensure that their actions and working practices
do not contribute to the promotion of unsafe working conditions.
10.2 Passageways and steps must remain unobstructed, cupboards and filing
cabinets should not be left open, and floor areas should generally be kept
clear. Files and paperwork should be tidied away at the end of each working
day. Kitchen areas should always be left clean and organized. Utensils used
for eating and drinking should be washed and stored properly after use.
Refrigerators and cooking appliances should be cleaned after use. Any
unused or waste food should be disposed of properly, not stored in the
refrigerator.
11
A
Sa
f
e S
ys
t
e
m
o
f
W
o
r
k
11.1 DHC will ensure that the premises are safe, and that all hazards are removed
where possible. If it is not possible to remove a hazard, clear signage will be
displayed advising employees and any other visitors to the premises of the
nature of the hazard and the precautions that should be taken.
12 C
omp
e
t
e
n
t
a
nd
Sa
f
e E
mp
l
oy
ee
s
12.1 DHC will ensure that all employees receive the appropriate training so that
they are competent in all their work duties. If any employee acts in a manner
that is likely to put others in danger appropriate disciplinary action will be
taken.
13 Pla
n
t
a
nd
E
qu
i
pm
e
n
t
13.1 DHC will ensure that all plant and equipment is regularly inspected and
maintained, in accordance with a maintenance schedule. Repair and
maintenance work should only be carried out by approved contractors.
13.2 All repairs will be carried out at the earliest opportunity. If any plant or
equipment is judged to be damaged or unsuitable for use for any reason it will
be put out of action, with clear signage.
5
13.3 Mobile plant and equipment is never to be left unattended when in an
operational state.
14 C
on
tr
o
l
o
f
S
ubs
t
a
nc
e
s
Haza
r
dous
t
o
Heal
t
h
14.1 All chemicals and other substances that are hazardous to health must be
stored and used in accordance with the manufacturers’ instructions. Such
materials will have a COSHH (Control of Substances Hazardous to Health
Regulations 2002) label on them, and the guidance on this label must be
followed in full.
14.2 A thorough risk assessment must be carried out before undertaking any work that
may potentially expose individuals to harmful substances.
15 Ma
nu
al Ha
nd
li
ng
15.1 All employees who are involved in any lifting or carrying must attend training about
manual handling. This training must be renewed every two years. The line manager
is responsible for ensuring that all employees requiring this training attend the
training course at the appropriate time.
16 S
mok
i
ng
16.1 DHC is dedicated to upholding high standards of Health & Safety in the workplace,
thus smoking is strictly prohibited in all communal areas within our Housing schemes
and in our workplace.
17 E
mp
l
oy
ee Re
spons
i
b
ili
t
ie
s
17.1 The employee is responsible for ensuring that their actions do not cause danger to
themselves or to anyone else. The primary responsibilities of the employee
include the following.
17.2 N
o
t
t
o
t
a
mp
e
r
w
i
t
h
a
ny
e
qu
i
pm
e
n
t
Employees should not carry out any alterations to equipment which might
compromise health and safety. Employees who tamper with equipment are likely
to face disciplinary action, which could include summary dismissal.
17.3 N
o
t
t
o
us
e a
ny
e
qu
i
pm
e
n
t
w
i
t
hou
t
r
e
c
ei
v
i
ng
a
pp
r
op
r
ia
t
e
tr
ai
n
i
ng
No employee should use any equipment without having the appropriate
training. The employee is responsible for attending any training that is
arranged, and completing any assessments that are required.
17.4 T
o
t
a
k
e
r
ea
son
a
b
le
c
a
r
e
o
f
t
h
ei
r
own
h
eal
t
h
a
nd
s
a
f
e
t
y
Employees are expected to act responsibly and to take care of their own health
and safety. This includes wearing any necessary protective clothing
6
and not acting in a dangerous manner. All employees must take care that their
actions do not endanger any other employees or visitors to the organisation.
17.5 T
o
us
e e
qu
i
pm
e
n
t
a
pp
r
op
r
ia
t
el
y
Employees should use equipment for the purpose for which it is provided, and no
other purpose. If any equipment is damaged or unfit for purpose in any way the
employee is required to inform the employer immediately.
17.6 T
o
f
o
ll
ow
a
pp
r
op
r
ia
t
e
sys
t
e
ms
o
f
wo
r
k
All employees should follow the systems of work that have been specified by
the employer. There should be no deviation from these systems without prior
permission from the employer.
18 Haza
r
d
I
d
e
n
t
i
f
i
c
a
t
i
on
18.1 H
ous
i
ng
Heal
t
h
&
Sa
f
e
t
y
Ra
t
i
ng
S
ys
t
e
m
(HHSRS)
The Housing Act 2004 implemented a Housing Health and Safety Rating System
(HHSRS) to replace the Standard of Fitness outlined in the Housing Act 1985. This
new system, the HHSRS, is a risk assessment tool that has transformed the
approach taken by Environmental Health Officers when inspecting and evaluating
housing standards.
18.2 The Housing Health and Safety Rating System (HHSRS) ensures that all
residential properties, including the building itself, access points, and any
additional structures like gardens or outbuildings, offer a secure and healthy
setting for potential residents or guests.
18.3 HHSRS involves a thorough risk assessment procedure that covers various health and
safety risks within homes. Essentially, the Rating System evaluates the risks linked to
specific household hazards, and if there is a high chance of harm, the Local Authority
may intervene to eliminate or minimize the risk.
18.4 During an inspection of the house or flat, it is crucial to consider twenty-nine
distinct hazards. The following list outlines these hazards:
18.5 P
hys
i
o
l
og
i
c
al
h
aza
r
ds
:
18.5.1 Damp and mould growth
18.5.2 Excessive cold
18.5.3 Excessive heat
18.5.4 Asbestos 18.5.5
Biocides
18.5.6 Carbon monoxide
18.5.7 Radiation
18.5.8 Lead
18.5.9 Un-combusted fuel gas
18.5.10 Volatile Organic Compounds (VOCs)
7
18.6 P
sycho
l
og
i
c
al
h
aza
r
ds
:
18.6.1 Crowing and space
18.6.2 Light
18.6.3 Noise
18.6.4 Entry by intruders
18.7 P
r
o
t
e
c
t
i
on
a
g
ai
ns
t
a
cc
i
d
e
n
t
s
:
18.7.1 Domestic hygiene
18.7.2 Food safety 18.7.3
Personal hygiene
18.7.4 Water supply
18.7.5 Falls associated with baths
18.7.6 Falls on the level
18.7.7 Falls on stairs
18.7.8 Falls between floor levels
18.7.9 Electrical hazard
18.7.10 Fire hazard
18.7.11 Flames and hot surfaces
18.7.12 Collision and entrapment
18.7.13 Explosion
18.7.14 Ergonomics
18.7.15 Structural stability and falling elements
18.8 Each hazard must be evaluated based on the likelihood of causing harm and then
further assessed on the severity of that harm, categorised from minor injury to
hospitalisation and death. The Government’s multipliers are used to calculate a
score, with a hazard score above 1000 indicating a Category 1 hazard that requires
immediate action from the Council to eliminate. While some hazards can be easily
addressed, others may necessitate significant financial investment to ensure the
safety of the property.
18.9 Category 2 hazards, on the other hand, are identified when the score falls below
1000. Although there is no mandatory action required by the Council for scores
below 1000, they typically notify the property owner and recommend the elimination
of the hazard.
19 Re
m
e
dy
i
ng
o
f
Haza
r
ds
There are several options available for the Council to use: 19.1
Improvement Notice
19.1 Hazard Awareness Notice
19.1 Prohibition Order
19.1 Emergency Prohibition Order
8
20 Heal
t
h
a
nd
Sa
f
e
t
y
Re
v
ie
w
20.1 The Health and Safety Lead will report to the MC quarterly. The MC will
review its Health and Safety performance and the suitability of the health and
safety policy annually.
20.2 The MC will be responsible for:
20.2.1
20.2.2
20.2.3
Reviewing all accidents and other incidents relating to health and
safety.
Reviewing health and safety training.
Addressing any other incidents that have been brought to their
attention.
21 Ge
n
e
r
al
21.1 All employees and members/tenants must adhere to appropriate conduct at
all times.
21.2 All employees and members/tenants must be aware of the importance of
safety and the need to consistently exercise reasonable precautions.
21.3 All employees must sign a declaration confirming that they have read and
comprehended DHC’s Health and Safety Policy.
22 Re
v
ie
w
The management committee is responsible for ensuring that this policy is
reviewed annually to ensure continued relevance and good practice. Updates
and amendments may be proposed, considered and approved via an SGM.
L
a
s
t
upd
a
t
e
d
:
April 2024
Da
t
e
o
f
n
e
x
t
r
e
v
ie
w
:
April 2025
9