CONTENTS · STP04-03 Filing Cabinet ... An Post must manage its work activities to ... • Keep...

Staff Safety Booklet - Retail

CONTENTS

Page No.

Company Safety Policy Inside Front Cover

1. Introduction .... .... .... .... .... .... .... .... 3

2. Your Duty as an Employee under Safety Legislation .... .... .... 4

3. Consultation and Communication .... .... .... .... .... 6

4 Fire .... .... .... .... .... .... .... .... .... 7

5. Accident and Incident Reporting Procedure .... .... .... .... 8

6. Safety Task Procedures .... .... .... .... .... .... .... 9

SECTION 1: General .... .... .... .... .... .... .... .... 10

STP01-01 Welfare Facilities .... .... .... .... .... .... .... 10

STP01-02 Access & Egress .... .... .... .... .... .... .... 11

STP01-03 Housekeeping .... .... .... .... .... .... .... 12

STP01-04 Kitchen/Canteen .... .... .... .... .... .... .... 14

STP01-05 Safety Signs .... .... .... .... .... .... .... 15

STP01-08 General Storage .... .... .... .... .... .... .... 19

STP01-10 Smoking .... .... .... .... .... .... .... .... 20

STP01-11 Security .... .... .... .... .... .... .... .... 21

SECTION 2: Plant and Equipment Hazards .... .... .... .... .... 22

STP02-17 ALT’s .... .... .... .... .... .... .... .... 22

STP02-23 Cash Drawer .... .... .... .... .... .... .... 23

SECTION 4: Office and Office Equipment .... .... .... .... .... 24

STP04-01 Offices .... .... .... .... .... .... .... .... 24

STP04-02 Office Machinery .... .... .... .... .... .... .... 25

STP04-03 Filing Cabinet .... .... .... .... .... .... .... 26

STP04-04 Shredder .... .... .... .... .... .... .... .... 27

STP04-05 Display Screen Equipment .... .... .... .... .... 29


SECTION 5: Special Risks .... .... .... .... .... .... .... 36

STP05-03 Manual Handling .... .... .... .... .... .... .... 36

SECTION 9: Health Hazards .... .... .... .... .... .... .... 38

STP09-05 Hazardous Substance/Leaking Package .... .... .... .... 38

Safety Message Inside Back Cover


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1.0 INTRODUCTIONUnder the Safety, Health and Welfare at Work Act 2005, An Post must manage its workactivities to ensure the safety, health and welfare of its employees. An Post’s SafetyStatement details how this is achieved and this can be found in your Manager’s office.

This booklet has been developed to provide An Post employees with relevant information and guidance on safety, as detailed in the Safety Statement. It details yourduties as an employee under safety legislation; it contains information on consultationand communication on safety matters and also on emergency procedures and incidentreporting.

The booklet also includes the most relevant safety task procedures (the Company’ssafety instructions for certain activities) as they apply to your role in the Company.

The booklet is being distributed to all Retail employees as part of the process of making colleagues more aware of how the Company manages safety through its Occupational Health and Safety Management System. The company uses the standardOHSAS 18001 as its template for managing safety.


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2.0 EMPLOYEE DUTIES UNDER SAFETY LEGISLATION1

Employees must:• Comply with the relevant statutory provisions, as appropriate and take

reasonable care to protect their safety, health and welfare and that of any other person who may be affected by the employee’s acts or omissions at work.

• Take reasonable care of their own health and safety and that of their colleagues, visitors and customers. They should not indulge in horseplay, willful unsafe acts or carry out or play practical jokes on other employees.

• Ensure that they are not under the influence of an intoxicant to the extent that they may endanger their safety, health and welfare at work or that of any

other.

• Comply with safety task procedures and not to interfere with or misuse any specified items of safety equipment or any safety device.

• Attend training and as appropriate undergo assessment as required by this training or as prescribed by law, to ensure that they are competent to carry out

their role safely and healthily.

• Co-operate with the management in the wearing of the correct safety equipment or protective clothing, using the appropriate safety devices and

following proper safe systems of work. When Personal Protective Equipment is provided it must be worn and used as set down in the Safety Task Procedure.

• Co-operate with any inspection, audit or risk assessment process that may be carried out.

• Co-operate with management and any other relevant person to such extent as will enable the company to comply with any of its responsibilities under the

relevant statutory provisions.

• Report any unsafe incidents, accidents or dangerous occurrences immediately to their manager. Employees must also co-operate in the investigation of accidents.

1(Excerpt from An Post Safety Statement “OHSAS 18001 Manual - Part 4.4.1: Resources, roles,responsibility, accountability and authority”)


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• Be familiar with the procedures to be followed in an emergency (e.g. nearest fire escape), and know who key personnel are in the event of an emergency i.e. (manager, nominated nearest deputy, first aider etc.)

• Keep their working area clean and tidy and also to maintain clear passageways and maintain high standards of local housekeeping and hygiene.

• Report to management or their immediate supervisors, without delay, any defects in plant, equipment, place of work or system of work, of which they become aware which might endanger the safety or health of themselves or others.

Non-conformance with the An Post Occupational Health and SafetyPolicy

All staff have a strict legal duty to co-operate with An Post in all aspects of its Occupational Health & Safety Policy. This means, in practical terms, that all employeesmust fully follow all the policy, procedures rules and guidance set out. Failure to do sowill be considered a disciplinary matter and the normal disciplinary procedures willapply.

DO YOU KNOW YOUR DUTIES AS AN EMPLOYEE UNDER HEALTH AND SAFETY LEGISLATION?


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3.0 Consultation and Communication: Each company office is supplied with a safety notice board. The notice board is dedicated to safety issues only. Names of trained first aid personnel, safety representatives, emergency phone numbers and evacuation guidance as well as notices and posters are typical of the range of information available on the safety notice. Please familiarise yourself with the information provided.

Staff members have the right to elect a safety representative who will act as a liaison on safety issues on your behalf. Any safety issues should be reported to your safety representative or directly to your Manager.

DO YOU KNOW WHO YOUR SAFETY REPRESENTATIVE IS?


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4.0 Fire:All staff members should familiarise themselves with the fire evacuation instructions, fire assembly point location and the different emergency exitsfrom the office. Fire evacuation instructions are posted on the safety notice board. You must participate in emergency evacuation drills organised in your office.

DO YOU KNOW WHERE YOUR ASSEMBLY POINT IS?


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5.0 Accident, Incident and Near Miss Reporting: Incidents are work related event(s) in which an injury or ill-health or fatalityoccurred, or could have occurred. All incidents and near misses must be reported immediately to your Manager and an accident investigation and report form must be completed by your Manager.

The purpose of prompt reporting is so that the accident can be investigatedand preventive measures can be put in place to stop the same thing happening to one of your colleagues.

WHEN DO YOU REPORT AN INCIDENT AND TO WHOM?


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SAFETY TASK PROCEDURES

Safety Task Procedures are mandatory company safety rules that are derived from riskassessments and must be complied with.

The Safety Task Procedures outline the safe working procedures and control measuresfor work activities and use of equipment to enable staff to work safely.

Please review the attached Safety Task Procedures. These are the most relevant to yourday-to-day activities however please familiarise yourself with the remainder of theprocedures in the Safety Statement.

If you have any queries ask your Manager.


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SECTION 1 – GENERAL

STP01-01 (Issue 3) Welfare Facilities

HAZARDSLack of facilities leading to various hazards such as:• Infections (e.g. food poisoning) due to poor welfare conditions

• slips, trips and falls

RISK: Low

MEASURES• Management shall ensure that adequate welfare facilities are provided on the

premises for all personnel.

• Adequate toilet facilities shall be provided and maintained.

• Adequate washing facilities, including facilities for washing and drying materials/equipment, shall be provided and maintained.

• Arrangements for eating foodstuffs on the premises shall be provided in the form of a canteen.

• An adequate supply of drinking water shall be provided.

• Adequate cloakroom facilities shall be provided for the storage and changing of clothes.


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STP01-02 (Issue 3) Access and Egress

HAZARDSInadequate access and egress facilities can result in trips and falls and also increaserisk in cases of emergencies e.g. fire.

RISK: Medium

MEASURES• All doors and access points shall be kept clear and maintained.

• All passageways shall be kept clear of obstruction.

• All floor covering and surfaces shall be kept clean and in good condition.

• All external paths shall be maintained to ensure they do not cause a trip hazard.

• All covers to drains and gullies shall be positioned in such a manner as not to cause trip/slip hazards. Drains and gulley covers, when located in regular walkways, should be highlighted using yellow paint.

• Adequate lighting shall be provided at all entry, exits points and along corridors and passageways.

• Adequate control shall be maintained to ensure that access/egress is not impeded.

• Work shall be organised in such a way that pedestrians and vehicles can circulatein a safe manner.

• Where mobile equipment is in use in premises, traffic aisles should be arranged so as to avoid sharp corners, inclines and narrow passageways. They should be clearly defined and free of obstructions. Designated storage areas should be provided as required.

• Where appropriate, swing doors should have clear transparent or see through panels.

• Doors/gates that rise in an upwards direction (i.e. Roller Doors) shall have a mechanism to secure them against falling back. They shall be subject to regular preventative maintenance.

STAIRS, GANGWAYS AND EMERGENCY EXITS• Emergency exits or walk-ways must never be obstructed.

• Emergency exits are to be clearly signed, and tested regularly to ensure that they can be easily opened.

• Stairways, steps and ramps shall be provided with handrails in accordance with the Building Regulations in relation to height and maintained in good condition.


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STP 01-03 (ISSUE 4) Housekeeping

HAZARDSPoor housekeeping is a large contributory factor to a wide variety of risks encounteredin the workplace.

Trips: Materials left lying in open aisles, e.g. trailing electric cables.

Slips: Greasy or wet floors which have not been identified cause slip-pages. Also materials strewn on floors are a slip hazard.

Falls: Can occur when objects are used to access higher work areas.

Collisions: With materials or personnel when corridors are blocked or partially blocked with materials.

Fire: Inadequate and infrequent disposal of combustible waste.

Falling Objects: When materials are improperly stored.

RISK: Medium

MEASURESAll Managers must ensure that the housekeeping standards in the areas under theircontrol are addressed under the following headings:

OrganisationThere should be orderly and structured placement and storage of equipment, materials and tools. When not in use, all items should be stored away from the general working area.

ObstructionsThere should be a lack of clutter and clear access to workstations, equipment andexits. Any item that is not in use on a particular day should not be in the work area.

General• All areas should be kept clean and tidy at all times.

• Office equipment and their surrounds should be kept clean and tidy.

• Corridors will be kept dry and free from obstructions.

• Any spillage that occurs will be cleaned up immediately and safety warning signserected.

• Cleaning of wet floors should be conducted with care.


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• When cleaning corridors, stairways or floors ensure that safety signs are in position at all entrances to that area.

• While using cleaning materials, use personal protective equipment where necessary.

• Workplaces, corridors and stairways should be adequately lit. Defects in flooring,stair treads, handrails and lighting should be reported immediately.

• Light fittings and windows will be cleaned as required. Broken and used light bulbs will be replaced and properly disposed of.

• Rubbish and waste paper must be picked up off the floor area, and the area swept.

• Refuse bins should be emptied as often as necessary to prevent rubbish building up.

• All waste should be properly cleared away daily.

• Goods should be stored in specifically designated areas, and placed so as to minimise the risk of falling.

• Goods should not be placed in overhead locations, such as press tops and ledges.

• Any signs of vermin (sightings, droppings etc.) should be reported immediately.

Twines and plastic strapping:• Ensure that all twines and plastic strapping are cut from their bundles so that

loops are avoided.

• Do not throw them on the floor.

• Discard to a bin or other receptacle immediately

SupervisionIt is the responsibility of the Manager to ensure that:• Good housekeeping standards are maintained.

• Any defects in equipment that is a hazard are reported immediately and repairedas soon as possible.

• Necessary safety signs and equipment are made available to personnel.

• After each job is completed, equipment is stored safely in its proper place.

• Storage is planned to ensure excess materials are not kept on the premises.

Employees should be:

— informed of the hazards associated with poor housekeeping.— instructed in safe work procedures.


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STP 01-04 (ISSUE 4) Kitchen/Canteen

HAZARDS

• Hazardous materials (Cleaning Liquids)

• Slippery floors

• Fire

• Burns

RISK: Low

MEASURES• The kitchen/canteen area shall be adequately lit.

• Efficient and sufficient ventilation and heating shall be provided.

• All floors shall be kept in a clean and dry condition.

• Equipment, which is not working properly, should be reported immediately.

• All working surfaces shall be undamaged, clean and free from grease.

• Do not run while carrying food or drink. Trays should be used to carry these items.

• Access to hot surfaces should be prevented for canteen users. Where this is not possible warning signs should be displayed.

• Care should be taken when using hot water urns i.e. Burco’s owing to the risk of hot water burns.

• While food is being cooked, it should not be left unattended.

• All electrical equipment should be turned off when not in use.

• No cups containing liquid should be removed from the canteen/kitchen area to general work areas unless covered by a lid, to prevent spills and slippages.


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STP 01-05 (ISSUE 4) Safety Signs

HAZARDSInsufficient information

RISK: Low

MEASURESAn Post undertake to erect and maintain all necessary safety signs within premisesunder the Company’s control.

• The objective of safety signage is to draw attention rapidly and unambiguously to objects and situations capable of causing specific hazards.

• Safety Signage is not a substitute for necessary protective measures.

• Safety signage may only be used to only give information related to safety.

• The effectiveness of safety signage is dependent in particular on the provision of full and regularly repeated information to all employees.

Appendix 1: Meaning of Safety Colours

Appendix 2: Combinations of Shapes and Colours and their meanings for signboards

Appendix 3: Examples of signage.


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Appendix 1

MEANING OF SAFETY COLOURS

Safety Colour Meaning or Purpose Examples of Use

RED

YELLOW

GREEN

BLUE

Prohibition sign

Danger Alarm

Fire-fighting Equipment

Warning sign

Emergency escape,First Aid sign

No Danger

Mandatory sign

Specific behaviour or action

Wear personal protectiveequipment (PPE)

Doors, exits, routes, equipment,facilities

Identification and location

Be careful, take precautionsExamine

Stop, shutdown, emergencycut-out devices

Dangerous behaviour


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Appendix 2

COMBINATIONS OF SHAPES AND COLOURS AND THEIR MEANINGS FOR SIGNBOARDS

SHAPE

Colour

Red

Yellow

Green

Blue

Prohibition Fire FightingEquipment

Caution PossibleDanger

No DangerRescue Equipment

MandatoryInformation orInstruction


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Appendix 3

EXAMPLES OF SIGNAGE

1. Prohibition Signs

2. Warning Signs

3. Mandatory Signs

4. Emergency Signs

5. Fire Fighting Signs


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STP 01-08 (ISSUE 3) General Storage

HAZARDS• Falling Goods

• Impeded access route (including fire exits)

RISK: Medium

MEASURES• Designated storage areas for goods, cages etc. are provided and these must be

used. Under no circumstances is it acceptable to impede access to fire exit routes.

• Safe means of access, wheeled steps or step ladders, must be used when accessing goods stored at heights.

• Goods must be securely stacked.

• Store heavy items e.g. boxes of photocopying paper at waist height in cupboards.

• Drawers and doors of cupboards should be closed when not in use.

• Items should not be stored on top of cupboards.

• Never store items on or very near heaters as this may create fire risk

• Never store items in switch rooms

• Never store detergents or cleaning products where they can come in contact with foodstuffs

• Never store goods where they may cause risk of slips or trips


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STP01-10 (ISSUE 3) Smoking

HAZARDS:The two main hazards associated with smoking are:• Fire

• Health.

The fire hazard associated with smoking is a very real one. Fires can be attributed toa cigarette butt carelessly discarded after use.

It has been medically proven that there is a direct link between smoking and lungdiseases.

RISK: High

MEASURES:The Public Health (Tobacco) (Amendment) Act, 2004 prohibits the smoking of to-bacco products with effect from 29th March, 2004 in a place of work.

The Act applies to all indoor areas in the Company.

While the Act does not apply to outdoor areas, it should be noted that "a vehicle” isincluded in the definition of a "place of work" in the Safety, Health and Welfare atWork Act, 2005.

TRAINING:• Employees should be made aware of the current legislation and the ban on

smoking in the workplace.

SUPERVISION:• Each manager must ensure compliance with the legislation in his/her area of

responsibility.

• Infringements by staff will be dealt with, in the first instance, by employee disciplinary procedures. Employees, customers or visitors who contravene the law prohibiting smoking in the workplace are also liable to prosecution

For safety signage, contact the Safety and Environment Section.


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STP 01-11 (ISSUE 3) Security

HAZARDS• Robbery

• Assault

RISK: Medium

MEASURES• Managers must inform all staff members of the security arrangements at each

site.

• Staff members are advised to report any security issues immediately to their Manager or the Supervisor/Working Leader.

• Security audits of company premises are completed by the Crime Prevention Unit.

• Procedures/information and advise regarding security matters can be obtained from the Crime Prevention Unit.


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SECTION 2 – PLANT AND EQUIPMENT HAZARDS

2-17 (ISSUE 3) ALT (Automatic Levelling Trolley)

HAZARDS:• Manual handling of goods

• Collisions

• Trapped fingers of hands between fixed structures/machines

RISK: Medium

MEASURES• Do not ride on ALTs

• Safety footwear must be worn.

• Never leave ALT unattended on slopes.

• ALTs should only be pushed.

• Under no circumstances should users travel with an ALT any faster than a walking pace

• They should not be overloaded (clear vision ahead must be maintained).

• Any damaged ALTs must be tagged and withdrawn from use pending repair.

• Large items that cannot fit into ALT must not be placed across the top of the ALT (risk of falling items).

• Never push one ALT with another.

• Always control direction/speed of ALT (never allow ALT to ‘free roll’)

• Store ALTs in designated areas only (never impede fire exits or doorways)

Tipping bags into ALTs• Ensure the container is stable.

• Assess weight of the bag, (if considered too heavy, open bag and break down contents without lifting)

• Lift bag into the ALT in one movement. When the bag is in the ALT, feed mail out of the bag by hand before lifting to fully empty. Lifting should be no higher than shoulder height.

• Check bag is empty and place in designated area.

• Turn bag inside out


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CASH DRAWER (ISSUE 3)

HAZARD• Cash drawers falling out or tipping over, as a result of too much weight, or

several drawers being opened at once.

• Dropping cash drawers on feet, when carrying

• Overloaded drawers resulting in excessive weight

• Fingers can be caught or pinched between the drawers and the cabinet shell.

• Personnel tripping over or impacting against open drawers.

• Back strain/ injury

RISK RATING: Medium

CONTROL MEASURES• Only one cash drawer should be open at any one time.

• Drawers should always be closed when not in use.

• Heaviest volumes of cash should be placed in lower drawers (coins etc)

• Use the drawer handles when opening and closing the cabinet

• Cabinets which allow more than one drawer to be opened at any one time should carry an instruction sign, warning of this hazard, and instructing that onlyone drawer be opened at a time.

• Stable base to be provided for all drawer units.

• Care must be taken when manual handling drawers from drawer unit to safety deposit. Ensure weight is evenly distributed before lifting.

• Report any damage to cash drawer units, as soon as is practicable after damaged has occurred, to your local manager or supervisor.


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SECTION 4 – OFFICE AND OFFICE EQUIPMENT

STP 04-01 (ISSUE 3) Offices

HAZARDSWhile office work may not be considered as a high risk activity, unsafe work systemsand layout may result in injury or illness.

RISK ASSESSMENT RATING: Low

CONTROL MEASURES• Adequate office space should be allocated for the working personnel.

• All furniture, fittings and equipment shall be arranged so that staff can move about without collision with sharp corners of desks etc.

• Chairs should not be tilted onto their back legs. While seated, ensure that all legsor ‘casters’ of the chair are situated on the ground.

• Sufficient lighting and ventilation shall be provided.

• Electric or telephone cables shall not trail across the floor. Where this is not possible, a cable cover shall be supplied and used.

• Chairs, desks or drawers should never be used to access higher areas. Step ladders should be used.

• All items stored above head level shall be stored properly to prevent falling. Goods should not be placed in overhead locations, such as on top of presses, where they can fall and strike a person below.

• The mains power supply shall be disconnected before attempting to move electrical equipment.

• All damaged floor covering, furniture equipment or machinery shall be reported, replaced or repaired.

• Before using chemicals (e.g. photocopier toners) read the instructions on the container and avoid contact with skin or clothing. If P.P.E, gloves and goggles, are required, ensure that these are worn.

• Manufacturer’s instructions should be followed with respect to the storage and disposal of chemicals.

• Handbags, knapsacks and briefcases should be stored away from walkways in a safe manner.

• Microwaves, toasters, sandwich makers or similar are prohibited from office areas.


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STP 04-02 (ISSUE 3) Office Machinery

HAZARDSOffice equipment in use includes photocopying machines, scanners, shredders, computers and printers.

The hazards associated with this type of equipment include electrocution, burns, entanglement of loose clothing or long hair and fire. All such equipment in use ismodern and fitted with a range of safety features.

RISK ASSESSMENT RATING: Medium

CONTROL MEASURESRisks are minimised by observation of the arrangements and controls set out below.

Installation of MachinesMachines should if possible be positioned in well ventilated areas away from door-ways. The main isolating switch should be accessible at all times. The manufac-turer's manual should be available at the location of each machine.

Minor RepairsMinor repairs, such as removing blockages from the photocopier, may be carried outby office staff, where clear instructions exist and the action presents no hazard. Careis needed to avoid hot surfaces. Under no circumstances should office staff usescrew drivers or another article to tamper with the inside of machines.

Major FaultsMajor faults including any electrical faults, frayed wires etc. must be reported imme-diately. No attempt should be made by office staff to repair electrical faults. In suchcases the machine should be isolated until repaired by a qualified electrician.

MaintenanceBasic maintenance of machines will be carried out by appropriate personnel. This in-cludes replenishment of toner and silicone oil. Where replacement of toner involvesmore than cartridge replacement, rubber gloves must be worn. The first aidershould be called in the event of accidental inhalation, swallowing or entry to eyes.

Light IntensityPhotocopiers are provided with light covers to avoid exposure to high intensity light.Employees should ensure that covers are in place when copies are made.


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STP 04-03 (ISSUE 3) Filing Cabinet

HAZARDS• A person could become trapped underneath a fallen cabinet.

• Fingers can be caught or nipped between the drawers and the cabinet shell.

• Personnel can trip over or impact against open drawers.


CONTROL MEASURES• Filing cabinets should always be placed on a level surface. If the surface is not

level, they should be bolted to a wall.

• Only one drawer of the filing cabinet should be open at any one time.

• Ensure that enough room is available for opening filing cabinets.

• Drawers should always be closed after use.

• Store heavier items in the bottom drawer.

• Start with the bottom drawers when building up files, and after moving the cabinet.

• Use the drawer handles when opening and closing the cabinet.

• Cabinets which allow more than one drawer to be opened at any one time should carry an instruction sign warning of the hazard and instructing that only one drawer be opened at a time.

• Cabinets with horizontal file storage must be treated in the same manner.


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STP 04-04 (ISSUE 3) Shredder

HAZARDPeople can be injured by:• Trapping

• Entanglement


CONTROL MEASURES• Before Using the Machine:

• The machine must be used in accordance with this safety task procedure.

• Observe and follow any safety notices/instructions displayed on the machine.

• Loose jewellery, clothing, long hair, Ties and ID Tags must be secured before operating the machine, no items should be left dangling over the shredder inlet.

• Remove staples, paperclips, treasury tags and plastic bindings or covers before use.

• Personal stereos must not be worn while operating the equipment.

• Do not place food or drink on any part of the equipment even when it is not operating. Keep the machine and the area around the machine clean and tidy at all times.

• Before operating the machine, visually check the machine and cables for any damage. Ensure that all the guards/covers are in position.

• Do not start the machine if it is damaged. If you note any defects or the machine is not operating properly, report it to your Manager immediately.

• Mechanical or electrical maintenance or repair must only be completed by trained, authorised and competent individuals.

• Maintenance of the machinery must only be carried out on parts of machinery from which the driving power has been effectively isolated.

Feeding the Machine: • Turn the machine on and feed paper through the inlet guide to the cutting

system.

• Feed a maximum of 20 sheets at a time.

• The machine will NOT accept staples or paper clips, plastic bindings or covers.


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• You are not required to push/force the paper through the machine, the machine switches automatically to forward and draws the paper into it.

• Do not put your hands near moving parts.

• The machine switches off automatically after shredding.

• If too much paper is fed into the machine at a time, the cutting system can become blocked. In this case, the cutting system reverses a bit to release the paper and then stops. The motor shuts down automatically and the pilot lamp lights up.

• In this case, briefly operate the push button switch for reverse. The pilot light should go off, and remove the excess paper from the machine.

• If this does not release the paper, ensure the machine if switched off before attempting to remove a jam or debris.

• Do not attempt to insert, extract, touch any component or attempt to remove any jammed item from a moving part of machine.

Emptying the Receptacle: • When the receptacle is full the machine turns off automatically.

• The Pilot lamp lights up

• Open the swing door at the front and remove the full sack and tie off.

• Replace with an empty sack and close the door.

• The pilot lamp will now turn off. The machine is now ready for use.

Note: As a safety precaution the machine will only run when the door is CLOSED!


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STP 04-05 (ISSUE 3) Display Screen Equipment (VDU’s)

DEFINITION:- Under the Safety, Health and Welfare at Work (General Application)Regulations 2007, Chapter 5:-

“Display Screen Equipment” (DSE) means any alphanumeric or graphic displayscreen, regardless of the display process involved.

This definition does not apply to:-• Laptops

• Drivers cabs or control cabs for vehicles or machinery

• Computer Systems on board a means of transport

• Computer Systems mainly intended for Public use

• Portable DSE not in prolonged use at a Workstation

• Calculators, Cash Registers, and any equipment having a small data or measurement display required for direct use of the equipment, and

• Typewriters of traditional design, of the type known as, ‘typewriter with window’

“Employee”means an Employee who habitually uses Display Screen Equipment(DSE) as a significant part of his or her normal work.

The following will help as regards deciding whether an employee is covered by theRegulations, which apply:

(a) If the employee has no choice but to the use the VDU to carry out his or her work

(b) If the employee normally uses the VDU for continuous periods of more than one hour

(c) If the VDU is generally used by the employee on a daily basis.

“Workstation” means an assembly comprising Display Screen Equipment (DSE),which may be provided with a keyboard or input device or software, or a combination of the foregoing determining the operator and machine interface, andincludes:-• a work chair, and work desk or work surface

• any optional accessories and peripherals, and

• the immediate work environment of the Display Screen Equipment


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In accordance with the Legislation the main duties of An Post are to:-• Carry out and document an analysis of the workstation to evaluate safety and

health conditions relative to possible risks to eyesight, stress and possible physical problems. (OH&SMS – Form 4.3.1-4 VDU Assessment)

• Plan activities in such a way that daily work on display screens is periodically interrupted by breaks or changes of activity which reduce work load at the display screen.

• Ensure an appropriate eye and eyesight test is carried out by a competent personon each employee who habitually uses display screen equipment as a significant part of his/her normal work.

(i) before commencing display screen work

(ii) at regular intervals thereafter and

(iii) if an employee experiences visual difficulties which may be due to display screen work

Refer to your local HR Manager in relation to the Policy on eye and eyesight testing.

HAZARDS

Potential Health Issues:There is no known evidence that working at Display Screens has any permanent effect on eye sight. Using a DSE/VDU does not cause eye damage.

Physical, musculoskeletal disorders, visual fatigue etc may be avoided if the dailywork routine is periodically interrupted by changes of activity, (e.g., a mix of screenand non screen activity). Continuous long periods of work on Display Screen Equipment should be avoided. Good design of workstation and good work organisation are imperative.

RISK ASSESSMENT RATING: LOW

The main problems associated with DSE’s are as follows:

Display Screen – visual discomfort

Glare/reflections Adjustable Screen base


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Postural Related Discomfort

Incorrect posture Correct posture

A number of ergonomic problems (back strain etc) can occur when appropriate criteria has not been observed.

KeyboardsThe Keyboard is separate from the Screen. It should be possible to find a comfortablekeying position for hands and wrists. The Keyboard has a matt finish to reduceglare/reflection. The characters on the keys are easy to read.

Correct posture Incorrect posture

Incorrect posture Incorrect posture

MouseMost devices are best placed as close as possible, eg right beside the Keyboard. Theuser should be able to find a comfortable working position with the device.

Correct Incorrect


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FurnitureThe work desk/surface should be large enough for all the necessary equipment, papers etc. The user should be able to comfortably reach all the equipment and papers they need to use. Surfaces should be free from glare and reflection.

Chair correct Chair incorrect Chair incorrect

EnvironmentLighting should be suitable, e.g. not too bright or too dim to work comfortably.

SoftwareSoftware should be suitable for the task.

CONTROL MEASURES

General• Where possible, tasks in An Post are planned in such a way so that daily work on

a display screen is periodically interrupted by breaks or change of activity which would reduce workload at the display screen.

• Operators should ensure to obtain some physical exercise during natural breaks e.g. walking.

• Operators should try not to slouch, keeping the back curve in the lower back. The adoption of a good posture is critical to the comfortable operation of a DSE.

• All damage to furniture and equipment should be reported to the Manager.

• Where it is deemed necessary, footrests and document holders should be requested from the Manager.

• If an employee spends a lot of time on the telephone during the workday, consideration should be given to the provision of Telephone headsets.


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DSE Equipment

Screen:-• The characters on the screen are well defined and clearly formatted, of adequate

size/adequate spacing between the characters and lines.

• The image on the screen is stable, with no flickering or other forms of instability.

• The brightness or the contrast between the characters and the background is easily adjustable by the employee and easily adjustable to ambient conditions.

• The screen is able to tilt and swivel freely and therefore should be adjusted by the operator to minimise head and neck movement.

• The Screen has a separate or adjustable base

• Documents should be easily accessible. Some movement is beneficial but rapid repetitive movements involving excessive trunk movements should be avoided.

• The screen should be adjusted that from a seated position the operator’s eye will be cast downwards at an angle of about 15- 20 degrees.

Keyboard:-• The keyboard has a matt surface to avoid reflective glare.

• The keyboard is separate from the screen and it is tilt able.

• The keyboard should be positioned by the operator so that there is sufficient space on the desk in front of the keyboard to provide support for the hands and forearms of the operator.

Mouse:-Employees should:-• prevent arm overreaching

• place the device as close as possible, e.g., right beside the Keyboard

• do not leave hand on the device when it is not being used

• maintain a relaxed arm and straight wrist

• use short cut keys as an alternative to mouse to avoid repetitive movements with the mouse.

Workstation:-• The workstation should be designed so to provide sufficient space for the user to

change position and vary movements.

• The work desk or work surface has a sufficiently large, low-reflective surface and allows a flexible arrangement of the screen, keyboard, documents and related equipment.

• There is adequate leg space available below the desk. Items underneath the deskwhich would restrict leg room should be stored elsewhere.


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Chair:-• The work chair is stable and allows the user freedom of movement and a

comfortable position.

• The seat height is adjustable with back rests which are adjustable in both height and tilt.

• It has castors or glides and a swivel mechanism

• The operator should adjust the chair so that the lower back is fully supported.

• Feet should be flat on the floor, without too much pressure from the seat on the backs of the legs. If not, a foot rest may be needed.

Lighting:-• Where it is deemed necessary, curtains and blinds are provided to control natural

light.

• Where possible, lighting, ventilation and temperature will be carefully controlled to provide satisfactory environmental conditions.

• An adequate level of humidity is established and maintained. Hot dry air causes the eye surface to dry, creating eye irritation that may lead to fatigue.

• Desks and screens are arranged, where possible, so that any bright lights are not reflected in the screen.

Software:-• Appropriate training in how to use the software should be provided.

• Software should help the user carry out the task, minimise stress and be user-friendly.

FURTHER INFORMATION:

Refer to “In Your Own Interest” – A Guide for the VDU Operator


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WORKSTATION


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SECTION 5 – SPECIAL RISKS

5-03 (ISSUE 3) Manual Handling

HAZARDS

The main injuries associated with manual handling and lifting are:• Back strain, slipped disc.

• Hernias.

• Lacerations, crushing of hands or fingers.

• Tenosynovitis, beat conditions.

• Bruised or broken toes or feet.

• Various sprains, strains, etc.

RISK: HIGH

MEASURES

• No person will be expected to lift, carry, push or pull a load that would be likely to cause him/her injury.

• Mechanical handling equipment (cages, pallet trucks, trolleys, etc.) are available and should be utilised, in preference to manual lifting and handling, in any situation where it is feasible to do so. If this is not possible, then consideration must be given to the load and whether or not assistance is necessary.

• Loads which must be manually handled shall be assessed on the basis of their risk to health and safety and due caution exercised where there is a risk of back injury etc. The method of handling shall take account of the size, weight, shape, condition and position of the load to be handled.

• Every employee must be familiar with the correct lifting techniques. All employees who are involved in manual handling will be provided with manual handling training in accordance with the Health & Safety Authority Guidelines.

• The selection of persons to carry out manual handling or lifting tasks will be based on the training given, age, physical build.


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PRECAUTIONS

• Look out for splinters, nails, wire etc.

• Size up the job, remove obstructions, make sure there is a clear space where the load has to be set down. Ensure you can see over the load when carrying it.

• Stand close to the object and with feet up to 8 to 12 inches apart, one foot in advance of the other, prepare to lift.

• Bend your knees into a crouch position, back straight (not necessarily vertical).

• Pull your chin in, avoid dropping your head forwards.

• A good grip is required, preferably one hand around the front of the load and onehand underneath to prevent the load slipping forward to down.

• Pull the object close to the chest, it is easier to handle and there is less chance of it slipping.

• An even lift is required to complete the exercise.

Remember: A sudden lift or jerk could result in back injury.


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SECTION 9 – HEALTH HAZARDS

STP 09-05 (ISSUE 2) Hazardous Substance LeakingPackage

HAZARDSUnknown substance – possible health risksInhalation Chemical burn Absorption Fire hazard from flammable substances.

Related Safety Task Procedures: STP 09-04 Needle Stick/Sharps Injury

RISK ASSESSMENT RATING: Medium

CONTROL MEASURES• Staff must wear appropriate personal protective equipment i.e. gloves when

collecting/culling mail items.

• All mail items should be handled with care to avoid damaging the mail items.

• If a suspected hazardous substance package has leaked, contact your Manager immediately.

• If the item is foaming or fuming or on fire then a full evacuation procedure should be initiated and the emergency services contacted immediately.

• For other leaking packages, if possible note any labels, addresses etc on the package.

• Contact the addressee/ or sender if possible for advice on correct spill cleanup procedures, or to come and remove the item. Advise them that they may have bear the cost of clean-up and removal of said item.

• The item should be covered with a blue tray or similar device and then one should move a safe distance away from the object.

• Alert all colleagues and ensure that they stand a safe distance away from the spillage and ensure no-one walks in the area of the spillage. This will safeguard against slips and others coming into contact with the item.

• Contact the Safety & Environment Section for advice, noting any hazard labels on the product, and to arrange for disposal of the leaking item.


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• In the event that other mail items have been contaminated by the leaking product then the mail items should be sealed in the plastic pouch provided for the delivery of damaged post. The addressee should then be contacted, made aware of the situation and offered the item. If the addressee does not accept delivery, the matter should be referred to the Safety & Environment Section, towards appropriate disposal of the mail item.

• A biological and chemical spillage report form should be completed and forwarded to the Local Manager and the Safety and Environment Section. A sample copy of the form Biological and Chemical Spillage Form is attached.


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This form is to be used where the following items or similar are discovered in the courseof one’s work:

Sharps: i.e. needles, syringes, blades

Biological: i.e. blood, urine, faeces or tissue samples

Contaminated items: i.e. used condoms, sanitary products, etc

Chemical: i.e. any item classified as chemical

Date item found:

Location of item found:

Please give Post Box Number and Location (if applicable):

Type of Spillage/Contaminant (blood, urine, needle, chemical - name and type etc):

Description of Packaging used:

Sender’s Details (if available):

Name:

Address:

Action taken:

Name of postperson involved (print):

Name of manager (print):

Signature of manager:

Delivery Office:

Date of Report:

Destination:

Name:

Address:

Time item found:

Retain copy locally and forward copy to the Safety & Environment Section (Room 3-204, G.P.O)

Contact Safety & Environment Section for advice on disposal.

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