Induction training to cover H & S Hazards in the workplace and

measures taken to ensure safe practice The procedure to be followed when an

accident occurs and appropriate documentation

What the organisation must do to ensure the safety of people, property and information

Current UK health and safety legislation

Induction Training is training given to new employees to introduce them to the organisation.

During induction training, employees will be made aware of the organisation’s Health and Safety Policy. They will also learn about the company they are going to work for

Health Problem What could be done to prevent it

Headaches and eyestrain

Use of anti-glare screenReposition VDU away from direct lightClose blindsArrange regular eye tests and pay for glassesRegular breaks and changes in activity

Backache and RSI (repetitive strain injury)

Use wrist restsUse adjustable chair with castorsRegular breaks or changes in activityCheck layout of workstation

Stress Ensure the operator has been trainedCheck operator’s workload

A hazard is a situation which could cause an accident

Most accidents are caused by:Slips or trips (trailing cables, things left

lying around)Falling (eg trying to reach high up)Poor lifting or handling

Position desks to avoid trailing cables or use a cable management system

Position filing cabinets away from the door Never store heavy materials in hard-to-reach

places Mop up spilt liquids and always use a danger

sign Keep passageways free from obstacles

Keep liquids away from computer equipment

Never overload power sockets Report faults immediately Empty bins regularly Smoke only in designated areas Never obstruct or prop open fire doors

Never attempt to fix equipment unless fully trained

Report loose floorings Employees should always keep their

own work areas tidy

Complete an Accident Report Form Complete the Accident Book

Accident Report Form

Name of injured person Amy TaylorDate of birth 16 September 1988Position Finance ManagerDate and time of incident 22 June 20**, 11.30 amBrief description of accident Tripped over cablePlace of accident ReceptionDetails of injury Broken wrist, sprained

ankleTreatment given Ice pack of wrist and

ankleHospital? Taken to A and EName/s of witness Chloe Pearson,

Receptionist and James Smith, cleaner

Signed …………………………………………. Date ……………………………….

ACCIDENT BOOKDate Time Location Name of

injured personWitness Details of accident

and action taken

3/5/1* 3.30 pm Sales dept Kirsty Campbell

John Galbraith

Tripped over a bag which had been left lying on the floor. Taken to hospital

10/6/1* 10.30 am

Reception Angela Smith Peter MacDonald

Tripped over vacuum cleaner cable. Hurt knee – ice pack applied and taken to hospitalThese forms may be stored on the internal network (intranet) which

would allow employees to access it and complete it from their computers.

It is a legal requirement that organisations keep a record of all accidents which occur in the workplace – if too many occur, they may have to be investigated by the Health and Safety Executive.

People

All visitors report to reception and wear badges

Other doors locked or security controlled

Gates locked and fences erected

Property

All equipment security marked and logged

CCTV throughout school

Alarms set at night

Windows closed and blinds shut

Information

All users require username and password

Pupil paper information is stored in locked filing cabinets

Electronic data is stored on click&go which requires login and password

Password must be changed at least 4 times a year

Backups made every night

Anti-virus software used all the time

Employeesstaff should wear identification badges when in the workplaceIssue badges to all visitorsStaff should wear uniform/dress code to identify themselves with the organisationStaff should not leave doors unlocked which could allow unauthorised access to the building

OrganisationInstall an intercom, entry phone or buzzer at the entrance to control and monitor who gains entry to the buildingHave a reception desk at the main entrance to record who enters and leaves the buildingEnsure the reception desk is always manned

Employeesstaff should make sure that they close security doors properly behind themDo not leave valuable equipment lying around and personal valuables should be kept in a locker or locked drawerDon’t trail cables along the floor as expensive equipment could be knocked over and damaged

OrganisationRecord the serial numbers of all machines to allow identification if they are stolenEquipment should be marked with ultra violet pen to identify it if stolenKeep blinds closed so that no one can see into the rooms containing expensive equipmentInstall CCTV and alarm systems throughout the buildingEnsure all doors and windows are lockedEmploy a security guard

Employeesstaff should lock their computers or log off when leaving their desksWhen working in public areas, have the computer screen turned away so that no one can see confidential informationNever change personal data (eg customer details) without permission to do so

OrganisationRestrict access to areas where confidential information is keptAll staff will be issued with passwords. These passwords must be kept private and be changed regularlyAll staff should be given a login name which gives them the appropriate level of access eg management will have greater access than assistantsProvide lockable storage systems for confidential information eg filing cabinetsConfidential e-mails may be encrypted to prevent interceptionInstall anti-virus systems and firewalls to prevent damage and illegal access to information

Health and Safety at Work Act Health and Safety (Display Screen

Equipment) Regulations Health and Safety (First Aid)

Regulations Fire Precautions (Places of Work)

Regulations

Organisation must provide safe

entrance and exit provide health and

safety training provide safe,

properly maintained equipment

provide protective clothing

Employee must take care for own

health and safety and others in the workplace

co-operate with employer on health and safety matters

do not misuse or interfere with anything provided for health and safety

Organisation must analyse workstations to assess and

reduce risks provide users with training Give regular rests or changes of

activity arrange eye tests and pay for

spectacles if required for computer

Provide adjustable seating – height, back, castors, swivel, 5 legs

Instal blinds on windows

Organisation must: Appoint someone to take charge of first-

aid arrangements Train a first-aider Provide a first aid box Record all incidents

Organisations must: Assess fire risks Provide fire-fighting equipment Check and maintain fire equipment Provide warning systems Train employees in fire procedures Regularly check procedures (regular fire

drills would check timings and routes)

This is the government body which checks the health, safety and welfare of employees within organisations. If an organisation doesn’t follow health and safety law, the executive can:

Serve an improvement notice – tell the organisation what they need to do to improve

Serve a prohibition notice – close down premises which are a severe risk

Prosecute – fine or imprison

Data Protection Act Copyright, Designs and Patents Act Computer Misuse Act

fairly and lawfully processed

used for the registered purpose only

adequate, relevant and not excessive

accurate

kept for no longer than is necessary

kept securely processed in line with

the individual’s rights transferred outside

the EU only if the individual’s rights can be assured

This Act protects Personal Data, ie data about living individuals. Personal Data must be:

Data must be made available to the data subject (the individual) upon requestIf an organisation doesn’t comply, they can be fined

Premises can be searched and the organisation or individuals heavily fined for using anything illegally

Covers copyright software – so organisations must pay for any software they use

Books, songs, films, software belong to the author/composer – anyone wishing to use it must either pay or get the permission of the owner

This act protects the individual’s ownership of something they have created …

It is illegal to:Access computers without permission – hackingAccess computers with the intention of committing an offenceAccess computers to change details without permission

This Act prohibits unlawful access to computer systems