1. DOCUMENT CONTROL Management System Element Document Title Document Number Document Owner Approved by
SRSS SMS PROCEDURE Safety Observation Procedure SMS_HS_PR_021_ Version # & V1 10/08/2016 Safety Observation_V1 Revision date QHSE Manager Issue date 01/09/2015 QHSE Manager Effective Date 01/09/2015
2. REVISION LOG Revision date 10/08/2015 10/08/2016
Version number V1 V2
Section number All
Description of change
New document Review
3. OBJECTIVES This procedure contains information on the action to be taken where hazards and maintenance defects are identified. It also contains reference to Safe Systems of Work relevant to maintenance procedures.
4. RESPONSIBILITIES Sodexo’s Leadership team has the ultimate responsibility for ensuring that the company meets the requirements of the Food Safety Act 1990, the Health and Safety at Work etc1974 and all relevant regulations. The SRSS Senior Leadership Team and Senior Managers are defined as senior leadership in relation to meeting the requirements of the relevant standards. The Unit Manager must ensure that: -
The unit is maintained in good repair and condition so that it can be effectively cleaned and kept free of vermin. Staff are trained on identifying/reporting hazards and maintenance defects and in relevant safe systems of work. Appropriate remedial action is taken on reported hazards and maintenance defects. Significant permanent hazards are recorded and risk assessed. Visiting maintenance contractors are supervised. Appropriate action is taken in the event of serious defects such as loss of power. Preventative maintenance contracts are arranged.
5. WHAT YOU NEED TO KNOW Legislation: The Health and Safety at Work etc. Act 1974. Regulation 3 of the Management of Health and Safety at Work Regulations 1999. Provision and Use of Work Equipment Regulations 1998 (PUWER). The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER). Personal Protective Equipment Regulations 1998. Hazard / Maintenance Defect Reporting System The unit manager must check the premises, equipment and utensils daily for defects, e.g. damaged plaster, broken refrigerator door seals, and chipped tableware. The following action should be taken where hazards or maintenance defects are identified:
The defect or hazard must be reported to the unit manager who will investigate and take appropriate action to remedy the hazard or defect. Damaged utensils and chipped and cracked tableware that cannot be repaired should be thrown away. Unit are to log all defects in the unit maintenance reporting system. Defects should be repaired as quickly as possible having regard for their seriousness and likely adverse effect on food safety and health and safety. Any significant permanent hazards e.g. very low ceilings, door opening directly onto a stairway, etc. should be recorded on the ‘Hazard Observation Card’ and brought to the attention of all members of staff.
Clients should also be informed of any Hazard Observation Card to enable them to take appropriate action, where possible.
Maintenance Contractors Visiting contractors should be monitored to ensure that they are:
Clean and correctly dressed for work in a food handling environment, Work safely and do not expose food to risk of contamination, Keep proper control of their tools and equipment
Areas affected by maintenance work will need careful checking, such as for left over screws, bolts etc. and the areas thoroughly cleaned and sanitised prior to being used for food storage, preparation or service. Serious Defects Serious defects such as lost services (failure of power or water supplies), or equipment breakdown may require specialist advice and urgent attention. In these circumstances the manager must contact the client’s maintenance staff without delay and, if necessary, Sodexo Remote Sites, Health and Safety Department (01224 324388). Preventative Maintenance/Service Contracts Preventative maintenance/service contracts should be arranged with reputable specialists, particularly for servicing gas and electrical equipment. An annual inspection should be arranged, either directly or through the client, to service the following:
All gas fuelled equipment All electrical equipment All refrigerators and freezers Fire alarms, fire-fighting equipment e.g. extinguishers, and emergency lighting
Copies of any maintenance/service contracts and service reports should be obtained by the manager and retained to demonstrate ‘Due Diligence’. Hazard Spotting and Maintenance Defects - Safe Systems of Work Staff undertaking maintenance work must be trained in the following Safe System of Work (See Forms Index to access all safe systems of work)
Index No: 3.1, 3.2 - Group 3 - Falls from a great height - High level work – staff and contractors
Are staff trained on the need to look out for hazards and defects on a daily basis? – check training record cards. Is appropriate remedial action taken for any hazards or defects? – ask questions Are significant permanent hazards recorded, risk assessed and safe systems of work brought to the attention of all staff? – Check ‘permanent hazard’ records, risk assessments, safe systems of work and training record cards. Are visiting maintenance contractors supervised? – observe, ask questions Is appropriate action taken in the event of serious defects e.g. loss of power? – ask questions Are preventative maintenance/service contracts in place for all equipment? – check paperwork Are staff trained on the relevant Safe Systems of Work? – ask questions check training record cards
6. COMPETENCES AND TRAINING What You Need to Do? The unit manager must ensure that all staff are adequately trained. The type of training given will depend on a number of factors but will be based on one or more of the following categories:
Induction Training Legal Training Personal Protective Equipment Training Mandatory On-Job Training Certified Training
In order to demonstrate compliance with legal requirements and ‘Due Diligence’ all training must be recorded on Training Record Cards.
7. RECORD KEEPING What information should be kept?
The significant findings - what the risks are, what is already been done to control them and what further action is needed. Details of any particular groups of employees who you have identified as being especially at risk. Maintenance/service contracts. Service reports. SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1 Document Number
8. FURTHER GUIDANCE The Health and Safety at Work ETC. Act 1974. Regulation 3 of the Management of Health and Safety at Work Regulations 1999. Risk assessment - A brief guide to controlling risks in the workplace INDG 163. SRSS Quality and Health and Safety Manual_V1 SMS_QAL_PR_034_ Core Process, Legal and Other requirements_V1 SMS_QAL_PR_005_Retention and Control of Quality Records Procedure_V1. SRSS Training Policy 2015