TYDD
ST MARY PARISH COUNCIL
LONE WORKING POLICY
Purpose of this
policy and procedure 2
The scope of
this policy 2
Policy 2
Definition 2
Responsibilities 2
Risk
assessments 3
Ways in which
lone working risks can be reduced 4
Health and
wellbeing 5
Reporting
incidents 5
Purpose of
this policy and procedure
The council
recognises that some of our staff work alone, and where this is the case, seeks
to ensure the health and safety of all lone workers. This document:
·
Raises
awareness of the safety issues relating to lone working,
·
Identifies
and assesses potential risks to an individual working alone,
·
Explains
the importance of reasonable and practicable precautions to minimise potential
risk,
·
Provides
appropriate support to lone workers, and,
·
Encourages
reporting of all incidents associated with lone working so that they can be
adequately managed and used to help reduce risks and improve working
arrangements for the future.
The scope of
this policy
It applies to
all staff, whether full time, part time or temporary workers. It does not apply
to councillors.
Policy
We will protect
staff from the risks of lone working, as far as is reasonably practicable. Working alone is not in itself against the
law and it is often safe to do so. However, the council’s policy is to consider
carefully and deal with any health and safety risks for those who work alone.
Definition
‘Lone Worker’
refers to people who work by themselves without work colleagues either during
or outside normal working hours. Examples include:
·
A
caretaker who opens and closes a hall either early in the morning or late at
night
·
A
groundsman tending to green space
·
Office
workers who work alone in the premises, and,
·
Homeworkers.
Any worker
under the age of 18 years, or anyone working in confined spaces is not
permitted to work on their own.
Responsibilities
All staff have
a responsibility for the health and safety of work colleagues. The key
responsibilities are as follows:
Managers
·
Will
try to avoid the need for lone working as far as is reasonably practicable;
·
Ensure
that the worker is competent to work alone;
·
Ensure
that all lone working activities must be formally risk assessed. This should
identify the risk to lone workers; any control measures necessary to minimise
those risks; and emergency procedures;
·
Arrangements
for lone working must be made clear to staff and the details of what can or
cannot be done while working alone explained;
·
Lone
workers must be informed of the hazards and understand the necessary control
measures that need to be put in place and have the opportunity to contribute to
the risk assessment;
·
Must
raise the alarm if staff cannot be contacted or do not return as anticipated
·
Must
ensure that all staff are aware of this lone working policy and procedure and
provide appropriate levels of training and guidance on lone working.
Lone workers
·
Take
reasonable care of themselves and others who may be affected by their work
·
To
follow any instruction given by management or the council
·
Raise
with their line manager any concerns they have in relation to lone working
·
Not
to work alone where there is adequate information to undertake a risk
assessment.
·
Inform
their line manager at the earliest opportunity in the event of an accident,
incident of violence or aggression whilst working alone
Staff
·
To
be aware of colleagues working on their own and alert to unexpected changes of
routine, unanticipated periods where there is no communication.
·
Buddies
should ensure they maintain and share up to date contact details (see below)
Risk
Assessments
Managers must
complete (or ensure the completion of) a Lone Working Risk Assessment prior to
every lone working activity and updated as appropriate. The risk assessment
should be reviewed by the lone worker before undertaking the work and
communicated to all relevant staff or councillors.
People who work
alone will of course face the same risks in their work as those doing similar
roles/tasks. However, they may additionally encounter hazards such as:
·
Sudden
illness
·
Faulty
equipment
·
Travelling
alone
·
Remote
locations
·
Abuse
from members of the public
·
Animal
attacks
Ways in
which lone working risks can be reduced
Every lone
working environment and situation is different, and therefore it is not
possible to implement a ‘one size fits all’ approach. Where there is regular or
anticipated loan working, the council will devise and implement a lone working
plan that meets the needs and risks of their particular circumstances. The plan
should be proportionate to any risks that are identified from the risk
assessment. The plan for a groundsman lone working with machinery will be more
detailed than an administrator working late in the office. This should be
written down and communicated to all relevant staff and where appropriate,
councillors.
Below are some
example strategies that could be implemented (on their own or combined):
·
Signing-in
and Out book
·
Electronic
(or hard copy) diaries to be kept up to date with meeting/visit/lone working
details
·
Agreed
times and method of contact
·
Buddy
scheme
Buddy scheme
The following
information should be written down and kept by the lone worker and their buddy,
next of kin and manager (see the Lone Working Buddy Form):-
·
Name
and contact details of the lone worker
·
Name,
relationship and contact details of the buddy
·
Name,
relationship and contact details of the lone worker's next of kin
·
Name,
relationship and contact details of the lone worker's manager
·
Any
'code word' that would indicate that the lone worker needs assistance
·
Note:
All these details must be kept securely in line with data protection
legislation
If you change
your contact details, you must let your buddy and manager know.
In
circumstances where a buddy system is appropriate as a way of reducing the
risks identified in the risk assessment, the buddy must have relevant details
about your lone working, that may include;
·
where
you are going (address or area if there is no address);
·
details
of the purpose (i.e. preparing the hall, grass cutting, meeting);
·
contact
details of anyone you intend to meet (any additional contact details for the
location you are visiting);
·
your
mode of transport;
·
when
you are expected to return;
Your buddy must
know what to do if you do not return or make contact at the anticipated/agreed
time.
Health and
wellbeing
In order to
ensure your personal safety, it is important that you share any details of any
aspects of your health that could lead to increased risk with your manager or
specific councillors. This includes pregnancy. You can then jointly plan to
mitigate any potential risks caused by your circumstances. This information
will be treated on a strict ‘need to know’ basis with your confidentiality of
the utmost importance.
Reporting
incidents
Any incidents
or perceived risks encountered while lone working should be recorded, reviewed
and acted upon. The report should include:
·
A
brief note of what happened, when, and who was involved,
·
For
any work-related aggression (verbal or physical) including threatening
behaviour, all of the details of the incident and of the perpetrator should be
captured, which could then be used if the police take any formal prosecution
action. This might be particularly important for more serious incidents of
work-related violence, and,
·
In
either instance, this might also include recording details of any circumstances
you think might have contributed to the incident, e.g. the context of the
interaction, perceptions about the condition of the perpetrator, or any
environmental circumstances. This information would then support us to review
our risk assessment process and see if any additional measures are needed.
If you feel
unsafe, unwell, or become injured call the emergency services if you need
immediate assistance. If possible, call your manager, buddy or councillor or
colleague to let them know (or ask someone to do so on your behalf).
Call your
manager if your plans change because you feel unwell or if you have a domestic
emergency when working alone.
This is a
non-contractual procedure which will be reviewed from time to time.
— policy ends here —
Notes
The Health and
Safety Executive have extensive advice and guidance on homeworking, lone
working, including guidance on the risks of lone working.
Homeworking: www.hse.gov.uk/toolbox/workers/home.htm
Lone working: www.hse.gov.uk/toolbox/workers/lone.htm
Risks of lone
working: www.hse.gov.uk/pubns/indg73.pdf