1.     Introduction

It is the policy of Venesky-Brown Recruitment to provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees, and to provide such information and training as they need for this purpose.

In accordance with our duty under Section 2(3) of the Health and Safety at Work etc. Act, 1974 and in fulfilling our obligations to both employees and others who may be affected by our business operations; it is our policy to ensure, so far as is reasonably practicable, the safety and health of all employees and others and to prevent work-related accidents and cases of occupational ill health. It is also our policy to eliminate hazards and reduce OH&S risks and we commit to continual improvement of the OH&S management system.

Venesky-Brown accepts its responsibility for health and safety of other persons who may be affected by the Company’s activities.

Following the identification of work-related risks and hazards, Venesky-Brown will take preventative and protective measures. It is also the policy of Venesky-Brown to ensure that its business is conducted in a manner so as to reduce the risks to members of the public. The Company may require you to attend such training and/or induction programmes in order to meet the aims of the Company.

The allocation of duties for safety matters, the identity of competent persons appointed with particular responsibilities, and the arrangements made to implement this policy are set out in this policy and in associated health and safety records.

This policy will be kept up to date, to reflect changes in the nature and size of the Company.  To ensure this, the policy and its effectiveness will be reviewed annually.

Venesky-Brown is committed to continual improvement of our health and safety performance and compliance with ISO 45001:2018 Safety Standard, legislation and other requirements, such as internal company policies (for example fatigue, work safe and acceptable behaviour policies)

2.     Scope

The scope of this Health and Safety Policy covers all Venesky-Brown/Vescala/Venesky Brown Consult employees based in office locations and those with a hybrid model of working; covering the administration and management of the supply of professionals in construction, engineering, corporate services, admin, digital and IT.

3. Duties

The directors recognise that they have ultimate responsibility to ensure that a risk management structure is in place and all reasonable precautions are taken to provide and maintain working conditions which are safe, healthy, and environmentally friendly and comply with all statutory requirements and codes of practice.  However it should also be accepted that health and safety at work is everyone’s business and all employees have health and safety responsibilities commensurate with their role.

It is the duty of management to:

• provide and maintain systems of work that are safe and without risk to health;
• ensure safety and the absence of risks to health in connection with handling of equipment, storage and transport;
• provide information, instruction, training and supervision;
• maintain all places of work in a safe condition;
• provide and maintain a safe working environment.

Your responsibilities:

All employees and workers have a duty in law to act responsibly and to take reasonable care for the health and safety at work of both themselves and their colleagues. This duty can be carried out by:

• Comply with all risk assessments, Safe Systems of Work and associated health and safety guidance.
• Take reasonable care of themselves and others they are responsible for.
• Co-operate with the client to allow the client to comply with its legal duties.
• Only carry out work activities which they have been trained to undertake.
• Assent to all environmental legislations and regulations.
• Attend health and safety training as and when required.
• Report all unsafe practices and all accidents/incidents and near misses promptly to the client and/or line management.
• Use all equipment provided correctly and without interfering, damaging or misusing any equipment, safety device, material or facilities provided for their work activity.

All such incidents must be recorded and reported to Nicky O’Brien, Director of People, using the internal report form (DOC66). Any failure to adhere to this policy and the procedures set out in it will be considered a serious disciplinary offence and is one which may lead to dismissal, refer to Disciplinary Policy (POL032).

4.     Objectives

We strive to meet employee’s health and safety policy statement by setting and maintaining the following objectives and continually improving:

1. Increase random drug testing throughout 2024
2. Improve First Aider / Fire Marshal presence in Edinburgh Office
3. Upgrade Health and safety Practices on Frameworks side of the business

5.     Consultation and Participation with Employees

It is the policy of Venesky-Brown Recruitment to ensure the participation and consultation of employees and workers and workers representatives in all parts of the application of the Occupational Health and Safety Management System (OHSMS) and work-related activities.

In order to satisfy our policy and legal duties, we are committed to:

• Facilitating for views and discussion on matters relating to the health, safety and welfare of all our employees.
• Providing suitable information, instruction and training on health and safety management.
• Involving employees in the development of documentation and systems that affect their health, safety and wellbeing.

Venesky-Brown Recruitment’s main categories of interested parties include but are not limited to customers, employees, statutory/regulatory bodies, external providers and suppliers, local communities and banks.

This statement will be reviewed annually to monitor its effectiveness and to ensure that it reflects changing needs and circumstances of Venesky-Brown.

6.     Security

If you are responsible for setting the alarm at the end of the day, failure to set the alarm may result in disciplinary action being taken.

7.     Fire & Emergency

You must observe the evacuation procedures laid down in the event of a fire or any other emergency situation. You must be aware of the location of the emergency exits, assembly points and first aid kit. Procedures to be carried out in the event of a fire or emergency will be found in the Emergency Procedure – Fire (WIGH001)

8.     Responsibilities

Ultimate responsibility for health and safety rests with the Board of Directors, with delegation of duty to managerial employees.  Those named must be fully aware of their duties, details of which should be included in their job description.

• Overall and final responsibility within the Company rests with:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Person responsible for ensuring this health and safety policy is put into practice on a day-to-day basis is:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• In the event of accidents and dangerous occurrences, such incidents should be

reported to:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

9.    Risk assessments

The below are the main contacts for risk assessments, we encourage all employees to participate in the creation.

• Risk assessments will be undertaken by:

Name: James Shahhet, Soteria UK (Consultant)

Status: Director & Principal Consultant

Telephone extension: 01925 626210

Mobile Phone: 07825 642881

Email: james.shahhet@soteriauk.co.uk

• The findings of the risk assessments will be reported to:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Action required to remove/control risks will be approved and implemented by:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Risk assessments will be reviewed by:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

10.    Accident reporting

If an accident arises out of or in connection with the work of our business which is:

• an injury causing incapacity for more than 7 days or
• fatal or specified major injury or condition

and happens to either:

• one of our employees, temporary workers, a trainee at work or a self-employed person working on our premises; or
• any other person who is not an employee or trainee at work, but who was either in/on premises under our control at the time

we must:

1. notify the Enforcing Authority (HSE)
2. send a written report on an approved form to the Enforcing Authority within 15 days of the accident for over 7 day injuries and within 10 days of the accident for specified injuries

If a different injury occurs, we must make and keep a record of the accident.

11.    Emergency Services

1. Nearest Hospital with a Casualty Department:
   Name: Western General Hospital
   Address: Crewe Rd S, Edinburgh EH4 2XU
   Telephone Number: 0131 537 1000
2. Police Station:
   Name: Police Scotland
   Address: 6 Torphichen Pl, Edinburgh EH3 8DU
   Telephone Number: 01786 289070
3. Fire Station:
   Name: Tollcross Fire Station
   Address: Ponton St, Edinburgh EH3 9BP
   Telephone Number: 0131 229 8274

12.     Fire Safety

It is essential that adequate equipment and staff training is provided on this subject.

• Facilities:

Number/location of escape routes: 4

Number/location of fire extinguishers: 2

Number/location of fire alarms: 6

Checked by: Office Manager

Frequency: Weekly

• Fire Safety Training Officer:

Name: Megan Drysdale & Jonny Cunningham

Status: Office Manager & Delivery Manager

Mobile phone: 077254 2764

Email: Megan@Venesky-Brown.co.uk & Jonny@venesky-brown.co.uk

• Fire Drills are the responsibility of:

Name: Megan Drysdale

Status: Office Manager

Mobile Phone: 07803 426147

Email: megan@venesky-brown.co.uk

Frequency: 6 months

• Fire equipment maintenance company:

Name: Fesscom Fire Protection

Address: 55 Forthview Crescent, Edinburgh, EH14 5QS

Telephone Number: 0131 623 5203

Email: info@fesscom.co.uk

Rules/Procedure in the event of a fire:

Please refer to the Emergency Procedure – Fire (WIGH001)

13.     Workplace Equipment

All workplace equipment should be treated with respect and checked regularly

• • Responsibility for inspecting all workplace equipment:
    Name: Nicky O’Brien
    Status: Director of People
    Mobile Phone: 0751 999 7209
    Email: nicky@venesky-brown.co.uk
  • Frequency of Inspections:
    Electronic equipment: Annually
  • Procedure Detail:Fixed wiring, circuit boards and plug sockets > Every 5 years or after any refurbishment or major works has been undertaken which effects the installation. Periodic Inspection Report (PIR) by competent electrical engineer
    Test to take place out of hours.
    Residential Properties – As above. Every 10 years or at every change in tenancy (whichever occurs first). As above.
    Portable Equipment Equipment which has a lead and a plug; and is normally moved around such as kettles, vacuum cleaners, laptops, phone chargers, lamps, fans and employee’s personally owned appliances used at work. Prior to use. Visual inspection by user looking for damaged wires or cables or casing.
    Annually. Portable Appliance Test (PAT) by competent electrical engineer.
    Fixed Equipment
    Items such as PC’s, printers, fax machines.
    Every 4 years once equipment is 4 years old.
    Every 4 years once equipment is 4 years old.

General rules governing the safe use of portable electrical equipment:

• • • Encourage employees to look at the supply cable to the electrical equipment before they use it (user check).
    • Encourage employees to look at electrical equipment before they use it (user check).
    • Make sure that all portable equipment is visually inspected at initial intervals which could be between six months and four years, depending on the type of equipment. See the last bullet point on this list and Table 1 at the end of this leaflet for more information.
    • Arrange for equipment that is not double insulated to have a portable appliance test (including leads) at initial intervals which could be between one and five years, depending on the type of equipment.
    • Ensure that damaged or faulty equipment is recognised, removed from use without delay and either:
      • repaired by someone competent (ie with suitable training, skills and knowledge for the task to prevent injury to themselves or others); or
      • disposed of to prevent its further use – consult your local authority about arrangements for disposing of electrical equipment.
    • Review your maintenance system to determine whether you could decrease or increase your inspection and/or testing intervals. You may find it useful to keep records of all inspections and tests, and to label equipment with the result and date of the test, but there is no legal requirement to do either of these things.

14.     Health and Safety Training

Good training will ensure that employees are competent to carry out their tasks, thus reducing risk to health and safety.

• Person(s) responsible for health and safety training within the Company

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

15.     Information, Instruction and Supervision

Health and safety information can be found:

Health and Safety Manual (MAN06)

Where employees or temporary workers work at locations under the control of another employer, health and safety risk assessments may need to be performed by the other employer.

• Person(s) responsible for ensuring any necessary risk assessments are carried out by the other employer:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Person(s) responsible for ensuring that all employees and temporary workers, who work at locations under the control of other employers, are given all the health and safety information relevant to the other employer and their assignment (including whether personal protective equipment is required and if so, how it will be supplied):

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Person(s) responsible for ensuring all employees and temporary workers working at location(s) under the control of another employer receive the necessary health and safety training:

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

16.      Personal protective equipment

an employer has a duty to eliminate or control risk as far as is reasonably practicable before resorting to personal protective equipment.  However, many tasks require such precautions, in which case persons at risk must be provided with suitable protective equipment.

• Person responsible for assessing and issuing PPE

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Person responsible for maintenance of PPE

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

• Person responsible for training in the use of PPE

Name: Nicky O’Brien

Status: Director of People

Mobile Phone: 0751 999 7209

Email: nicky@venesky-brown.co.uk

17.     First-aid and medical facilities on the Company’s premises

First Aid requirements must be met for all employees whether they are working at the designated premises or elsewhere. Employees must be made aware of the provision, and records must be kept of treatment administered.

• First-Aiders

Name(s): Shannon Hutchinson

Status: Senior Compliance Administrator

Name(s): Euan Pratt

Status: Recruitment Consultant

Name(s): Greg Nesbitt

Status: Recruitment Consultant

Name(s): Kate Harvey

Status: Business Support Coordinator

• First-Aid Box is located at:

Kitchen

• The Accident Book is located at:

Kitchen

The following is a guide to the contents of the Company’s first-aid box:

• Guidance Card – 1
• Individually wrapped sterile adhesive dressings (assorted sizes and appropriate to work e.g. detectable for food handlers – 20
• Sterile eye pads – 2
• Individually wrapped triangular bandages (preferably sterile) – 4
• Safety Pins – 6
• Medium sized individually wrapped sterile unmedicated wound dressings (approx. 12 x 12cm) – 6
• Large sterile individually wrapped unmedicated wound dressings (approx. 18 x 18cm) – 2
• Disposable gloves – 1