Lockton Health and Safety Manual

Health and  Safety Manual  December 2017  

1 Sept 2013 uncontrolled Document when printed Issue 7:  This version supersedes all earlier versions

Introduction  This is the Health and Safety Policy and Procedures document for  LIGS Limited and sets out the policy for LIGS Limited for all the  United Kingdom business, including all subservient and derivative  organisations and businesses over which LIGS Limited exercises a  majority control.  If there is any doubt as to whether the policy should apply then the  requirements and processes of the policy should be followed until  such time as written clarification is received.  Where the term LIGS Limited is used the term may be substituted  with the name of the relevant subservient company.  Where the document records or recommends actions in the  masculine then the feminine shall also be taken to apply and vice  versa.   A series of secondary documents, Health and Safety Procedures  (HSP) form part of the Health and Safety structure and should be  read in conjunction with this policy. They are included in this Health  and Safety Manual 

Document History  Version 07 Dec 2017 – Amended link to HSE NI Leaflet  Version 06 November 2016 General Update – inclusion of:  Contractor Control 

Young Persons  Office Facilities  Third Part Sites & Foreign Travel  Young Persons   Lone Workers

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Introduction ................................................................................... 2 Policy ............................................................................................. 9 Mission Statement ............................................................................9 The Company.....................................................................................9 The Board ........................................................................................10 Organisation ....................................................................................11 Communication and Consultation...................................................11 Co‐operation from employees ........................................................12 HSE: Associate Health and Safety Leaflet ................................... 13 HSP1 DSE & Computers ................................................................ 15 What is Display Screen Equipment?................................................15 Our Policy ........................................................................................15 When does this policy apply?..........................................................16 How is this policy applied? ..............................................................16 On‐Line Learning .............................................................................16 Information for Associates ..............................................................16 Eye Tests ..........................................................................................17 Self‐assessment Follow Up..............................................................17 Associate Actions ..........................................................................17 Centralised Actions .......................................................................18 Compliance ......................................................................................18 Questions.........................................................................................18 HSP2 Manual Handling ................................................................. 20 What is Manual Handling? ..............................................................20 The Policy ........................................................................................20 Who does this policy apply to? .......................................................21 Why does the policy exist?..............................................................21 Guidance to Associates ...................................................................22

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Risk Assessment for Manual Handling ............................................22 Modification to these limits:.........................................................23 Twisting.........................................................................................23 Frequent lifting and lowering .......................................................23 Specific Task Risk Assessment .........................................................24 Associate Groups who are identified as needing specific training..24 Training............................................................................................24 Deliveries of Externally Supplied Goods..........................................25 Prohibition on moving items without trainings and or appropriate  moving equipment and PPE ............................................................25 Risk Assessment: .............................................................................26 HSP3 Fire Marshals / Wardens ..................................................... 28 INTRODUCTION ...............................................................................28 Identification of a Fire Marshal/Warden.........................................28 Associates must follow the instruction of a Fire Marshal/Warden.28 The Role of the Fire Marshal/Warden.............................................29 Who is a Fire Marshal/Warden .......................................................29 Fire Marshal/Warden Training ........................................................29 How many Fire Marshals/Wardens are required? ..........................30 Location Specific Information..........................................................30 HSP4 Driving on Company Business.............................................. 32 INTRODUCTION ...............................................................................32 What is Driving on Company Business ............................................33 Prerequisites of Driving on Business ...............................................33 All associates driving whilst on business must: ...............................33 Lockton Commitment......................................................................34 Driver Fatigue ..................................................................................34 Insurance .........................................................................................35

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Condition of the Vehicle ..................................................................35 Use of the Mobile Phone.................................................................36 Associates Phone Etiquette.............................................................36 Highway Code and Compliance with the Law .................................36 Poor Road Conditions ......................................................................37 Eyesight ...........................................................................................37 Motoring offences, speeding, parking fines, congestion charges,  fixed penalty notices .......................................................................37 Hiring a Vehicle for use on Company Business ...............................37 Insurance of a Hired Vehicle.........................................................38 Smoking whilst Driving ....................................................................39 HSP5 Noise in the Workplace ....................................................... 40 Introduction.....................................................................................40 Definitions .......................................................................................40 Legal Requirements .........................................................................41 Policy Statement..............................................................................42 Noise Assessments ..........................................................................42 Noise Exposure Level Controls ........................................................43 Maintenance of Equipment.............................................................44 Hearing Monitoring .........................................................................44 Keeping Records ..............................................................................45 Employee Responsibilities ...............................................................45 Noise Assessment Form ..................................................................46 HSP6 Working at Heights.............................................................. 48 Introduction.....................................................................................48 Definitions .......................................................................................48 Policy Statement..............................................................................48 Lockton Responsibilities ..................................................................49

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For Associates..................................................................................49 Use of Step Ladders and Stools .......................................................49 Step ladders ..................................................................................49 Stools ............................................................................................50 Outside of the Office Environment .................................................50 Working in Client or Supplier Locations ..........................................50 Responsibilities For Contractors......................................................50 Contractor RAMS (Risk Assessment & Method Statement ..........52 Contractors Records .....................................................................52 HSP7 Associate Well Being ........................................................... 54 HSP8 First Aid............................................................................... 56 Summary .........................................................................................56 Provision of First Aiders...................................................................57 First Aid Assessment........................................................................58 First Aider Requirement ..................................................................58 Risk Level ......................................................................................58 Employee Numbers ......................................................................59 A Suitable Person is: .....................................................................59 An EFAW Trained First Aider is: ....................................................60 A FAW Trained First Aider is: ........................................................60 Training............................................................................................60 Identification of a First Aider...........................................................60 Associates must follow the instructions of a First Aider .................61 HSP 09 Guide Corporate Entertainment........................................ 62 Attending as a guest ........................................................................62 If you have an accident or incident ..............................................62 Hosting an Event..............................................................................63 Use of a third party organised service..........................................63

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Organising and hosting an event directly .....................................63 Corporate Event Safety Plan............................................................64 Corporate Event Risk Profile Record ...............................................66 HSP 10 Expectant and New Mothers ‐ Guide ................................ 70 Assistance for Managers in aiding associates .................................70 Assistance for associates .................................................................71 First Actions once an Associate has advised they are expecting,  undertaken by the associates line manager. ................................71 The layout of workstations ...........................................................72 Manual handling ...........................................................................72 Working at height .........................................................................72 Stress and fatigue .........................................................................73 Other Factors ................................................................................73 Pregnant worker ...........................................................................75 Risk Assessment............................................................................75 HSP 11  Contractor Control ........................................................ 80 HSP 12 Office Facilities ............................................................. 81 Asbestos ..........................................................................................81 Legionnaires Disease .......................................................................82 Electricity .........................................................................................83 HSP 13 Third Party Sites and Foreign Travel .............................. 85 HSP 14 Young Persons .............................................................. 87 HSP 15 Lone Working ............................................................... 89 Appendix 1: Manual Handling Risk Assessment ............................ 91 Appendix 2: Noise Assessment Pro‐forma ...................................105 Appendix 3: Lockton Workplace First Aider Requirement ............109 Appendix 4: First Aid Risk Assessment.........................................111 Summary .......................................................................................111

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First Aid risk assessment: ..............................................................111

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Policy   Mission Statement 

“It is the belief of the Board of LIGS Limited that the continued health  and safety of the employees of all companies within the group is of  vital importance to the success of LIGS Limited as it is recognised that  a good health and safety record will contribute to the overall  business performance through fostering a better relationship with its  employees and reducing overall liabilities.”  “Therefore the Board regards the health and safety of its staff as of  equal importance as other aspects of the business of the LIGS  Limited and it is our intention to rank the achievement of a safe and  healthy working environment and practices at the same level as  other company objectives, e.g. optimum financial return, good  service to clients, etc. As a result, this policy has equal weight with  those for other LIGS Limited activities or intentions.”   The Company   It is recognised that accidents and ill health often result from failings  in health and safety management. The company recognises that  current legislation is the minimum standard to which all objectives  should be set and will strive to ensure that relevant Legislation,  Approved Codes of Practice and Health and Safety Executive  Guidance are met. In order to meet these requirements the company  will:‐  provide and maintain safe and healthy working conditions, safe  systems of work, practices and procedures for all employees,  permanent or otherwise, and will ensure that all working  environments under its control are, so far as is reasonably  practicable, safe, adequate and free from risk to health.

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provide and maintain all plant and equipment that is, so far as is  reasonably practicable, safe and adequate for the task and free from  defect likely to cause injury.  provide the information, instruction, training and supervision  necessary to ensure, so far as is reasonably practicable, the health  and safety at work of all its employees.  provide substances that are safe and without risks to health  wherever practicable and to provide adequate controls where this is  not practical.  We will also ensure, so far as is reasonably practicable, the health  and safety of others whilst on our premises. This will be achieved by  ensuring safe working practices and by ensuring that only competent  contractors are allowed to work in our offices.  The Board  All members of the board of LIGS Limited are committed, as  expressed in this policy, to ensure the health and safety of the  employees and others who may be affected by its activities. The  whole Board has overall responsibility to lead the Group in delivery  of health and safety risk control. The Chairman of the Board has been  nominated to champion health and safety risk management issues  and pursue the intentions of this policy.  The policy is for all accidents to be reported and investigated as  necessary with a view to preventing a recurrence and to encourage a  positive health and safety culture. provide adequate first aid and welfare facilities as required by  legislation. 

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Organisation  There is an organisation for health and safety throughout LIGS  Limited that is responsible for ensuring that the requirements of this  policy are put into effect. This includes a LIGS Limited health and  safety management committee. Health and safety information will  be communicated from the Board to staff via this committee or  other mechanisms as appropriate.  Communication and Consultation  A health and safety facilitator will exist for each location and the  employees of that location throughout Lockton in the UK. Through  this facilitator/representative or their normal line management staff  can raise health and safety issues to the LIGS Limited health and  safety management committee, who will take matters of policy,  where appropriate, to the Board.  The health and safety management meeting will draft an annual  health and safety plan that will establish health and safety  performance targets to be met for the forthcoming year. This will be  reviewed and approved by the Board. The health and safety  management meeting will provide a report on the plan annually and  the Board will issue a statement on health and safety as part of the  LIGS Limited report in the UK.  LIGS Limited are committed to continuous development and to this  end the Board will ask the health and safety management meeting to  advise them on health and safety performance within the LIGS  Limited and to provide specialist advice on any alterations required  to the policy or current practices due to changes in law or best  practice. This policy will be reviewed when circumstances show that  a revision is necessary and in any case annually.

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Co‐operation from employees  LIGS Limited expects all employees, permanent or otherwise, to co‐ operate with them to enable this policy to be applied and their own  duties and obligations under health and safety to be fulfilled.  Employees are required to attend relevant health and safety training  courses. Every employee has a role to play by contributing ideas and  suggestions so that health and safety, systems, procedures and  compliance can be continuously improved. 

This policy will be brought to the attention of all employees and  contractors working for LIGS Limited. 

Signed: 

Neil Nimmo 

Chief Executive Oficer  ………………………………………  Date                                               ………………………………………

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HSE:  Associate Health and Safety Leaflet  The law requires that the following information be made available to  all our associates. Health and Safety Posters around the office are  being gradually phased out by Lockton and the law provides for this,  by allowing employers to make Health and Safety information  available through an electronic leaflet.  For Associates in England, Wales and Scotland:   The leaflet is here: HSE Leaflet, England, Scotland and Wales. For Associates in Northern Ireland:   The leaflet is here: Northern Ireland Leaflet  Northern Ireland Leaflet (Link can be temperamental) For Associates in Eire   There is no corresponding leaflet, there is however a note on  employees duties and it is here along with opther topics: Eire Link Note, the policy statement on the page following and the HSP  procedures also applies to you and meet the requirements of Section  20 of the Irish Safety, Health and Welfare at Work Act 2005.

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This page is left intentionally blank.

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HSP1 DSE & Computers 

What is Display Screen Equipment?  In its simplest terms it is the computer screen and associated  keyboard, mouse and the desk and chair of the work station at which  the computer is used.   Lockton is committed to meeting all the requirements of the various  regulations and recommendations regarding the provision of an  acceptable working environment for its staff.   This particular document is concerned with the display screen  equipment regulations, and should issues arise which are outside this  document then these issues should be raised via the individuals line  manager.  To avoid doubt this policy applies to all full and part time associates  including home workers. Agency employees working for Lockton or  contractors will probably have requirements placed on them by their  employing agency and must satisfy those.  Temporary and Contract Staff must follow all Lockton Health &  Safety policies.  Our Policy  We will maintain procedures to meet with the requirements of the  Health and Safety (Display Screen Equipment) Regulations 1992.   Lockton will have in place a procedure which will allow all employees  to review information via the Intranet which will give associates the  required information to:   understand the requirements of the DSE regulations    complete a short test of that knowledge

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 complete a self‐ assessment of their own individual  workstation, which will give each associate their personal  action plan.   have access to reminder information and a route ask  questions and seek support should their individual  circumstances change.  When does this policy apply?    If any associate is expected to use the computer/equipment for over  two hours a day then the regulations and guidance for the design  and adaptability of the DSE and workstation apply.  How is this policy applied?    The use of the Lockton intranet is essential in the delivery of this  policy and its implementation.  An on‐line learning program is  provided and all associates are written to, via recorded e‐mail,  requesting that they complete the on‐line learning and follow up on  items that they may have raised. The on‐line system recorded will be  used to audit the compliance of associates with this procedure  In conjunction with our Health and Safety advisors the intranet  package will be reviewed to ensure continued compliance with the  DSE regulations and the various guidance notes.  On‐Line Learning   The on‐line learning and examination and recording and audit  program used for the purposes of compliance with this policy is sent  to you individually. If you lose or forget the link please contact  facilities who will arrange for the link to be sent again. 

Information for Associates

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The following links provide information for associates regarding DSE,  the first link is to the reminder page for the on‐line training system,  the remainder link to external sites, including the HSE:  Link to Working with VDUs   Please read this HSE sheet for  more information.  DSE assessment training and reminder resources are available on  your on line training pages. If you forget or lose the link please  contact facilities.  Eye Tests  Associates should note within the training that it is recommended  that eye tests be taken by those who work with DSE to ensure that  any vision related issues are correctly addressed.   Associates will be aware from the staff handbook that eye tests costs  will be reimbursed, please see the staff handbook for the particular  details on this and how to claim the funds.  Should glasses be required specifically to enable the DSE based work  to be undertaken then Lockton will reimburse up to £50 towards the  cost of the glasses, detail again are in the associate handbook.  Lockton Handbook Link to Eye Test and Glasses information 

Self‐assessment Follow Up  Associate Actions 

Associates are expected to action their own assessment as, when the  self assessment element of the DSE on‐line learning is completed, it  may reveal that there are issues that require further action.   The associate undertaking the training and assessment will be  advised of this by the program results at the time of completion of

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the assessment and should advise the issues to Facilities, Technology  or HR as appropriate.  Once the issue has been resolved then the assessment must update  with the new or revised information by the associate.  Centralised Actions  The self assessment process will provide a status and record  information to ensure that all employees have completed their own  assessment and allow Lockton to review progress, either individually  1. Advising them to undertake the training and assessment,   2. Chasing them to do so when they fail to do so within 1 month  of (1)  3. Chasing them again within one month of the reminder (2)  Should associates who have been written to fail to respond to the  three emails then this will be taken by Lockton as confirmation that  they have no issues with their DSE equipment, use and workstation  and that the current position is satisfactory.  Questions  If you have any doubts or questions regarding any issues outlined in  this document please do not hesitate to contact Facilities.  or as a group.   Compliance  Each associate will be written to via email three times,  

Email  Link Call 020 7933 2079

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HSP2 Manual Handling  What is Manual Handling? 

Under the terms of this policy document it is any lifting, carrying,  moving, shifting or depositing of any item required to be moved as  part of an individuals’ services to Lockton in the course of their  employment.  Whilst this might be felt to be a broad definition it is deliberately  written to be this wide as carrying a small heavy item either a long or  short way can pose as many issues as a large and bulky item a short  distance.  The primary rule is straight forward: Associates should not move  furniture to rearrange rooms or offices. Any other items which are  large, bulky, heavy or involve items being moved in awkward  conditions or areas of limited access should be subject to a specific  individual risk assessment.  Certain roles are identified as requiring full training – to enable  associates in those roles to understand how to appropriately deal  with particular items, including seeking the use of additional  associates or third party specialist moving companies to assist, or use  of specific equipment to assist in moving and handling the item.  The Policy  It is Lockton policy to have in place actions and procedures to meet  the requirements of the Manual Handling Operations Regulations  1992(MHOR) as amended (and the equivalent Irish Law). The  potential for harm to associates as a result of undertaking manual  handling operations shall be prevented, or where that is not  reasonably practicable, be adequately controlled. The requirements  of this Policy are based on the principle that staff shall not undertake  manual handling tasks having the potential to cause harm, unless  they have, in the first instance, been risk assessed.

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Where the risk assessment identifies it to be necessary, prior to an  activity being undertaken, appropriate training shall be provided,  together with any essential manual handling and personal protective  equipment being available.  This document does not provide a comprehensive guide to the  MHOR. It does, however, provide an outline of their requirements  and the action to be taken. Supplemented with the training that will  be available to those designated to undertake the manual handling  risk assessment process, it will enable comprehensive management  action to be taken to control potential hazards and risks at the  departmental level.  Who does this policy apply to?  All Lockton associates are required to be familiar with this policy and  it will be included in the staff induction information at the  commencement of their employment and be continuously available  through the health and safety information on the premises intranet  page and also as part of the self‐assessment and risk assessment  package on the intranet.  Why does the policy exist?  Injuries to people caused by the incorrect moving of objects is one of  the leading reasons for staff to be absent from work, particularly in  the obvious manifestation of this via back injuries of various types  and seriousness. This policy is to provide staff with the correct  information about how to assess the risks identified with moving  objects and to also identify staff who may be expected to move  objects regularly as part of the work and that should therefore be  subject to further specific training, beyond that of the intranet self‐ assessment package.

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Guidance to Associates  Associates who are identified as being in groups of people who are  likely to be at risk of a manual handling related injury have been  identified as requiring training. (See page 4 of this HSP) If any  member of staff has not had manual handling training and are  required to move any object as a one off or regular part of their job  If the weight of the object to be moved is unknown then an  assessment is required, with the first step being to establish the  weight.   Overleaf is a generic diagram for a quick assessment of the  movement of various object weights at differing heights to the  individual associate.  Movement of objects within the guide diagram is permitted provided  the associate notes the limits imposed by twisting etc.  For movement of objects that fall outside the limits in the diagram  overleaf a specific individual risk assessment is required. See  Appendix One for the pro‐forma.  Associates should use this diagram to make a quick and easy  assessment. Each box contains a guideline weight for lifting and  lowering in that zone. (As you can see, the guideline weights are  reduced if handling is done with arms extended, or at high or low  levels, as that is where injuries are most likely to happen.)  Observe the work activity you are assessing and compare it to the  diagram. First, decide which box or boxes the lifter’s hands pass  through when moving the load. Then, assess the maximum weight  being handled. If it is less than the figure given in the box, the  operation is within the guidelines. then they should refer to the information below.  Risk Assessment for Manual Handling 

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If the lifter’s hands enter more than one box during the operation,  use the smallest weight. Use an in‐between weight if the hands are  close to a boundary between boxes.  The guideline weights assume that the load is readily grasped with  both hands and that the operation takes place in reasonable working  conditions, with the lifter in a stable body position. 

Source HSE “Getting to Grips with Manual Handling”  Modification to these limits:  Twisting 

Reduce the guideline weights if the handler twists to the side during  the operation. As a rough guide, reduce them by 10% if the handler  twists beyond 45°, and by 20% if the handler twists beyond 90°.  Frequent lifting and lowering  The guideline weights are for infrequent operations – up to about 30  operations per hour – where the pace of work is not forced,  adequate pauses to rest or use different muscles are possible, and  the load is not supported by the handler for any length of time.  Reduce the weights if the operation is repeated more often. As a

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rough guide, reduce the weights by 30% if the operation is repeated  once or twice a minute, by 50% if it is repeated 5–8 times a minute,  and by 80% where it is repeated more than 12 times a minute.  Specific Task Risk Assessment  If the movement required falls outside the above guidelines or the  associate has a reduced capacity due to other causes, eg ill health or  pregnancy then a specific risk assessment is required, use appendix  one proforma to get the required information and sent to Facilities in  London for assessment and assistance.   Please allow up to five working days for the process to be completed  and use the help link here to request it. Facilities@uk.lockton.com   Associate Groups who are identified as needing  specific training.  The following groups are acknowledged by their roles as undertaking  works which could lead to manual handling issues. Therefore training  for them will be provided under this policy.  1. Post Room Associates – all post room associates based in  London.  2. Associates who regularly handle Archive storage boxes – this is  all registered users of the archive database.  3. Technology Staff who deliver, install or replace Technology  equipment, including PCs, faxes, scanners, servers and printers  4. Marketing Staff who are regularly involved in setting up,  dismantling and moving displays, back drops etc.  Training    This will be provided using a health and safety company externally  hosted training and combined self‐assessment web site, to provide  all the appropriate information the associates who need it and to  enable them to have access to refresher training.

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The link to the external training will be sent you if you fall into the  category of needing the training.  If you lose the link or forget the site please contact faciltiies who will  arrange for it to be sent to you again.  Deliveries of Externally Supplied Goods  As far as possible all suppliers should be requested to deliver goods  to the point of use, this is particularly relevant with paper,  stationery, water bottles, technology deliveries (probably to the  storage shelf)  Where external delivery cannot be to the point of use the order must  be placed clearly stating the delivery should be broken down in to  component parts and a risk assessment carried out.  If someone is involved in placing water bottles regularly on coolers  then a storage level, equal to the height of the dispenser should be  set up.  Prohibition on moving items without trainings and or  appropriate moving equipment and PPE  Any item requiring moving that falls outside this assessment must be  referred to facilities for advice.   To restate the earlier information, associates should not attempt to  move, lift or shift any heavy (as per diagram limits), bulky (any  weight) or awkward (any weight) or furniture items, excluding chairs  without completion of an appropriate Manual Handling Risk  Assessment.

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Risk Assessment:  Attached as Appendix 1 to this manual is “Lockton Office Risk  Assessment for Manual Handling.” If in any doubt complete this and  send it to facilities before attempting to move the object/s. 

There is also a risk assessment within the on‐line training.  

Either maybe completed and sent to facilities.

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HSP3 Fire Marshals / Wardens  INTRODUCTION 

This document sets out the role of the fire marshal or fire warden in  the Lockton workplace. The terms marshal and warden shall be  deemed to means the same and are interchangeable throughout the  document. In summary there will be a Fire Marshal or series of Fire  Marshals in any Lockton workplace. In the event of a fire or other  evacuation emergency situation occurs all permanent and temporary  staff, visitors and contractors are required to follow the instructions  of the Fire Marshal.   Identification of a Fire Marshal/Warden  All persons undertaking the role of a Fire Marshal shall, for the  duration of the time they are fulfilling the role, identify themselves  by wearing a distinctive arm band or tabard with the words Fire  Marshal/warden clearly printed on them. If an emergency situation  arises the Fire Marshal must wear the provided arm band or tabard. 

 or    

Associates must follow the instruction of a Fire  Marshal/Warden  If anyone does not follow the directions of the Fire Marshal, in the  event they are members of staff of Lockton, they may be subject to  formal disciplinary procedures.

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The Role of the Fire Marshal/Warden  Within Lockton the role of the fire marshal is limited to ensuring  that, so far as is reasonably practicable, that in the event of a  emergency situation occurring all staff in the area under the control  of the Fire Warden are evacuated from the building safely and that  the Fire Warden does not put themselves in a position of greater risk  in undertaking the role. Once staff, visitors and contractors are at the  assembly point the Fire Warden shall serve as the communication  link between the staff and Fire Brigade and the building Facilities  manager.   Once the Fire Brigade, or other suitably qualified and identified  persons have confirmed that it is safe the Fire Marshal shall control  the re‐entry process into the building.   In the event that the situation continues and staff have to be moved  to a further temporary location the supervision of this shall be  undertaken by the Fire Warden.   Who is a Fire Marshal/Warden  A Fire Marshal is a volunteer from with the Lockton staff who has  successfully undertaken a training program nominated by Lockton  for Fire Wardens. The person is required to act in accordance with  the training when meeting the Fire Warden Role. The training shall  be recorded in a central record and retraining shall be undertaken at  times to be identified by Lockton.   Fire Marshal/Warden Training  This will consist of an internally provided on‐line training course. All  Fire Marshals will be sent a link to the program and are required to  complete the online training and the test at the end of it.  The system is run by an administrator who will review the training  and request retraining every 48 months for the marshals.

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How many Fire Marshals/Wardens are required?   The following matrix shall be used to calculate the number of fire  wardens required in a building, each warden shall have a nominated  deputy. Both shall undergo Fire Warden training. 

No of Lockton  Associates in  the building  

Lockton  associates  occupy a Single  Storey in a  building  

Lockton  associates 

Lockton  associates  occupy 2 uppers  floors in a  building  

Lockton associates   occupy more than  2 storeys in a  building.  

occupy Ground  and 1st Floor in  a building  

1‐20  

1   1   2  

1   1  

1   1  

1   2  

20‐40   60‐80  

2 (1 per floor)  

2 (1 per floor)  

1 per 40 persons  on each floor   1 per 40 persons  on each floor   1 per 40 persons  on each floor   1 per 40 persons  on each floor   1 per 40 persons  on each floor   Seek confirmation  from H&S advisor  

80‐100  

2  

2 (1 per floor)  

2 (1 per floor)  

101 – 150  

2  

4 (2 per floor)  

4 (2 per floor)  

151 – 200  

3  

4 (2 per floor)  

4 (2 per floor)  

200 – 250  

4  

6 (3 per floor)  

6 (3 per floor)  

Over 250  

Seek  confirmation  from H&S  advisor  

Seek  confirmation  from H&S  advisor  

Seek  confirmation  from H&S  advisor  

Location Specific Information  Each Location shall have specific Fire Evacuation Procedures for that  building and associates should familiarize themselves with the  information on fire notices and as contained in the fire risk  assessment for that location.

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HSP4 Driving on Company Business  INTRODUCTION 

This document set down the policy and controls that Lockton applies  to any associates driving on company business, including hire cars. It  is recognised that associates will drive to business meetings and  inspections of a variety of locations throughout the UK and IRELAND.  Associates and managers should read and understand the contents  and follow the guidelines and recommendations. The document  covers time on the road, condition of the vehicle, insurance, use of  mobile phones and general compliance with the law.    All associates should be familiar with the contents of this policy and  by undertaking a journey whilst at work they are acknowledging that  they have read and understood this document and can and will  continue to meet the requirements set down in it.  If hiring cars particular attention is drawn to the section at the end  on this subject.  All drivers are required to undertake the online training and risk  assessment and follow up on the action plans personal to them, as  described at the end of this procedure.  Reference in this document to “Highway Code” means for;  England, Scotland and Wales; The Highway Code as currently  drafted and publish by the DVLA ‐   Link Here

Northern Ireland The Official Highway Code for Northern  Ireland – NI Link Here

Republic of Ireland means the Rules of the Road –   Republic of Ireland Rules of the Road

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What is Driving on Company Business  This is any journey undertaken by an individual where they are in  control of the road going vehicle, whether a car, van or motor bike  and where the journey can be attributed to the persons  employment. It does not cover driving to and from work on the  regular commute between the office and home. It does apply where  someone, even as a favour, may be delivering papers or a package on  behalf of Lockton on the way to or from home.  Prerequisites of Driving on Business    If in any doubt the associate should not drive and should seek  alternative transport arrangements to complete the journey.  All associates driving whilst on business must:   Hold a valid UK or International driving license that entitles  then to drive the vehicle on UK or Irish roads. The license must  not be suspended or invalidated or expired during any period  of the journey being undertaken.   Check the vehicle they are driving and be satisfied that the  vehicle is in good condition and roadworthy and capable of  completion of the journey and complies with the various laws  which apply to the condition and use of that vehicle.   Drive in accordance with the Highway Code and comply with all  applicable laws.   Not consume alcohol during any period of the journey or  commence the journey in a condition where the residual  alcohol from previous drinks may exceed the limits set in law or  if the individual feels that their driving may be impaired in any  way by previous alcoholic drinks.

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 Not take any drugs, prescription or otherwise, which may  impair the ability to drive during any period of the journey or  commence the journey in a condition where the effects of  previously taken drugs may impair the ability to drive. In the  case of prescription drugs the doctor prescribing the medicine  should be asked to confirm whether the drug would have any  impact on the ability to drive. The guidance contained with  medicine should also be followed.   So far as is reasonably practicable Lockton recommends not to  use the mobile phone at all when driving on company business.  If a phone must be used whilst driving then it can only be used  with the appropriate hands free kit in accordance with the  manufacturers and installers instructions and still remaining  used in compliance with the Highway Code. Any calls made or  received on mobile phones not using a hands free kit must be  completed with the vehicle stationary and properly parked.  Lockton Commitment  We are committed to following the guidelines and recommendations  of the Royal Society for the Prevention of Accidents (RoSPA) with  respect to our policy on business driving. This covers the various  aspects of driving on business. It is also recognised that each person  has different tolerances and endurances and these may vary from  day to day for each individual.  Driver Fatigue  No specific guidance is possible to give on the distance that may be  covered. What is required is that in the event that the individual  starts a journey they should plan a realistic journey time to reach the  destination/s driving within the speed limits and allowing for  adequate breaks in the journey, including overnight stops where  required.

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As a guide, any journey, or section of a journey, which may  reasonably be expected to take over two hours to complete should  allow for a break. This is not a general rule for everyone, as some  people may start to feel tired sooner in a journey and they should  plan more breaks. Journeys should not be planned as to commence  at the end of the working day or immediately after a large meal.   What is required is that the driver should be aware and alert during  the journey and in the event that they start to feel fatigued then, in  accordance with the RoSPA guideline they must take a break.   If the estimated time for the journey would require more than eight  hours of driving in any one day then an overnight stop is strongly  recommended, it is however left to the drivers discretion to make  Whilst using their car on company business it is required that all  associates have their own car insurance and maintain it for the  whole of the period of the journey. Whilst the choice between fully  comprehensive and various types of “third party only” policies  remains with the driver it is required that the policy is endorsed with  cover for business use by the associate.  The commencement of the journey and/or the subsequent  submission of a claim for expenses shall constitute, by its submission,  acknowledgement of this requirement and compliance with this  condition.  Condition of the Vehicle  It is the responsibility of the driver to check the condition of the  vehicle they are about to drive, each time they drive it. Lockton both  reminds associates of this requirement of the highway code and  strongly recommends that vehicles should be serviced in accordance  with manufacturers recommendations. Furthermore, if the age of  the vehicle requires a MoT test then the vehicle should be subject to this decision.  Insurance  

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this test and be issued with a pass certificate for the whole of the  journey period.  Use of the Mobile Phone  If a call is to be made or received Lockton recommend stopping the  vehicle safely to make the call. If a phone must be used then, other  than using an appropriate hands free kit correctly installed, the  vehicle should be correctly parked and the call completed.  It is also recommended that the phone should be capable of  receiving messages and have a voice mail facility. In the event that  the person who has the phone is driving then the phone should be  switched to these services only and the driver not be expected to  make or receive calls during the period they are driving. If no  message service or hands free kit is available the phone should be  switched off. Lockton requires that all drivers comply with the  Highway code on all matters and particular attention is drawn to the  section on use of phones.  As this document states earlier that rest breaks should be taken  when driving the phone can be checked for messages at these break  times.  Associates Phone Etiquette  All Lockton associates are requested to avoid encouraging any  incoming calls when driving.  All Lockton associates should not call other associates if they are  known to be driving.  Highway Code and Compliance with the Law  Lockton requires that all associates remain familiar with the  appropriate highway code as it is updated, and follow the rules and  guidance contained within it at all times.   A link to the appropriate Highway code is at the start of this section.

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