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Admin & IT

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Identification of Hazards and measures to ensure safe practice Accidents happen but it is important that hazards minimised to reduce the number of harmful accidents. Major injuries can be caused by: Slips/trips (trailing cables, filing drawer open) Falling (when trying to reach the top shelf, standing on a swivel chair) Poor lifting and handling techniques Common sense usually alerts someone to a dangerous situation, however, others need advised as to the correct action to take.

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Dos and Donts! To prevent slips or trips employees should: Position filing cabs away from doors. Mop up any spilled liquid. To prevent fires employees should: Keep liquids away from computers Never overload power sockets General Warnings Report all potential hazards. Never attempt a repair unless trained to do so.

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What to do if an accident does occur! If an accident occurs it must be recorded and reported. An Accident Report form must be completed. The Accident book must be updated. The accident report form and/or the Accident book may be completed by a witness to the accident or by the person involved.

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Accident and Hazard Report Form ACCIDENT REPORT FORM Hazard Report Form It is important these forms a completed each time an accident occurs and stored safely. If too many accidents are occurring the HSE will investigate!

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Activity Open Microsoft Word and by inserting a table create an Accident Report form. You may use the example in the book (p34) as a guide. This task requires you to insert a number of columns and rows as well as merging particular cells within the table to create an appropriate form. Create the example of the Accident book too (p34). Make a note of who would complete these forms and why it is important to keep a record. Ensure you enter your name in the Header or Footer in both forms before printing off.

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Who are the HSE? The HSE are the Government body who govern Health and safety in the work place. It stands for Health and Safety Executive. They carry out spot checks on organisations to ensure they are doing all they can to ensure the H&S of their employees and are maintaining a safe working environment. They can impose sanctions if an organisation is neglectful to its responsibilities to its employees: Served with an Improvement Notice What? Why? When? A Prohibition Notice Closing down premises deemed unsafe Prosecution Failure to comply with either the above can lead to fines and/or imprisonment.

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Health & Safety Policy Any organisation that employs 5 or more people, by law, must provide them with, and have published and clearly displayed within the organisation, a clear written Health and Safety Policy statement. It details how an organisation will deal with H&S issues in ensuring it maintains the H&S of each and every employee.

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Health and Safety Policy Whats in it? The name(s) of the Organisations H&S representatives. (the people who will carry out H&S walk around and details of when this will occur) Appropriate H&S training required for staff. Fire evacuation procedures. How often employees will be consulted on H&S issues. Details of maintenance of equipment. It must be updated as and when required The HSE would expect to see the H&S policy when visiting.

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HSE and H&S Policy ACTIVITY You have been asked by your Manager to prepare a power-point presentation to the Board of Directors on Health &Safety at Work and what is required by them, as employers, and the staff/employees. Initially you are asked to give information on the HSE and the Health and Safety Policy Statement. Use the text books and the internet to ensure you cover all the points listed below.

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HSE and H&S Policy ACTIVITY 1. What is the HSE? What does it stand for? (p35) 2. How do they check on employers to make sure they are following the law? 3. What do they do? How can they punish employers who do not follow the rules? (p35) 4. The HSE expect to see a clear written H&S Policy Statement List the items that should be included in this. (p35) 5. How might an organisation save/store the policy for ease of updating? 6. Save the power-point as Health & Safety you will be returning to it later.

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What weve learned so far 1. Accidents can happen but employees have to be aware of potential hazards and adhere to dos and donts 2. What to do if an accident occurs _ Accident report form/book- Hazard report faulty equipment report etc. 3. Why its important to record these for employers and employees. 4. The Government body responsible for enforcing H&S 5. Measures they can use to enforce it. 6. What a H&S Policy is. 7. Why its important to keep updated, allow all employees access to it and what it contains.

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LEGISLATION THAT EMPLOYERS MUST ADHERE TO

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Both employers and employees have a responsibility for H&S in the work place to ensure everyone is safe at their work and this piece of legislation sets out the responsibilities of each. Employers have to ensure staff are adequately trained to do the job, given appropriate safety clothing and equipment and have a clear H&S Policy written up and on display for everyone. Staff have to ensure they follow H&S procedures as laid down in the H&S policy AND take reasonable care of themselves and their colleagues. The Health and Safety at Work Act (1974)

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Employers must: Provide relevant H&S training for staff Provide all necessary equipment and clothing required to carry out duties safely Provide toilets and clean drinking water The Health and Safety at Work Act

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Employees must: Comply with H&S training given by employers Take care of themselves and others they work with Report any hazards or accidents that occur The Health and Safety at Work Act

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This is why this piece of legislation is in place! https://www.youtube.com/watch?v=4RKY9u-S8TU N:\My Video\Phil Kay - Comedy Health and Safety Video FULL VERSION.mp4.h6sn3z8.partial N:\My Video\Phil Kay - Comedy Health and Safety Video FULL VERSION.mp4.h6sn3z8.partial All staff are responsible for General Housekeeping! Health and Safety at Work Act

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Can you spot the hazards? The Health and Safety at Work Act

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ACTIVITY Have a wander around the classroom and try and highlight any potential H&S hazard. Explain how they may be a hazard and what should be done about it. Feedback to the class. The Health and Safety at Work Act

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Open the HASAWA1974 ACTIVITY in the shared areaHASAWA1974 ACTIVITY Shared area- Business folder Mr McCarthy S5 Admin Answer the questions in your jotter. Health & Safety at Work Act 1974

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H&S Display Screen Equipment Regulations 1992 (DSE 1992) It is designed to minimise the risk of injury or potential risks associated with the use of Visual Display Units (Computers) What risks do you think working with a computer for a significant part of the day bring? Headaches Back Strain Repetitive strain injury Eye Strain

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Display Screen and Equipment Regulations 1992 Any member of staff working at a computer is at risk of all of these ailments. Steps to be taken to avoid these fall into Employee and Employer responsibility categories again.

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Display Screen and Equipment Regulations 1992 Employers Must: Employees Must: Assess all work station requirements (Risk Assessments) Provide adjustable seating Provide adjustable tilting screens (anti glare screens) Provide VDU H&S training Organise work routines of VDU users ensuring regular breaks away from the screen Provide regular eye tests and/or glasses Make use of adjustable facilities for computer offered Make use of adjustable chair Arrange desk and chair to avoid glare Follow all H&S training and any H&S Policy issued by employer.

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Display Screen and Equipment Regulations 1992 Open up the H&S DSE TASK document.H&S DSE TASK Shared area- Business folder Mr McCarthy S5 Admin Answer the questions in your jotters.

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Other Legislation to be aware of Health and safety (First Aid) Regulations 1981 Organisations need to: Provide a well stocked first aid kit Appoint a first aider (one for every 50-100) Inform staff of all first aid procedures Keep a record of all accidents Fire Precautions Regulations 1995 Assess all fire risks Provide fire fighting equipment (extinguishers) Check and maintain equipment Provide and regularly check warning systems (fire alarms/smoke alarms) Train employees in fire evacuation procedures. Carry out regular fire drills.

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ACTIVITY Open the Leckie and Leckie text book at page 38 and complete questions 1-10 in your jotter. Answer Key Questions on p39 in your jotter.

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Security of People, Property and Information As part of Health and Safety at Work Act 1974, and in keeping with maintaining the health and safety of employees, organisations are also responsible for ensuring the SECURITY of: People (staff) Property (equipment and belongings) Information (confidential files/records)

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Security of People The Reception is at the entrance to a business and as such plays an important part in the security of an organisation. What security measures might be taken by the receptionist?

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Security of People The receptionist may: Check staff ID badges/security passes (what info might be contained in these?) Monitoring CCTV (inside and out) Controlling the entry system (receptionist allows entry once contacted) Appointment/visitors book/staff in/out book. Info on who is in the building at any point. Issuing visitors badges (authorised visitors can be identified as can unauthorised)

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Security of People Businesses may also use the following methods to protect staff Key pads Access restricted to authorised personnel with code Combination locks -Access restricted to authorised personnel with code Swipe Cards - Access restricted to authorised personnel with cards Locked doors - Access restricted to authorised personnel with keys Staff uniform allows authorised people tobe identified easily and quickly

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Security of Property Not only are organisations concerned with the safety of people, but they are also concerned with ensuring their property is kept safe also. What steps can an organisation take to ensure the safety of their property?

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Security of Property Attach equipment to desk security chains bolted to desk. Mark equipment with UV pen could be traced by police Keep inventory of items quickly notice missing items Ensure doors and windows locked especially by last member to leave. Security guard/ alarm

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Security of Information Organisations should keep confidential information and data secure and this may consist of hard copies as well as electronically stored information. What act applies to security of information? Data Protection Act 1998 How might an organisation ensure the security of manually stored info?

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Security of Information Hard copy manually stored: Lockable filing cabinets accessed by authorised personnel In a secure room accessed only by authorised personnel Dont leave lying around Shredded after use

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Security of Information Electronically stored info: Computers with usernames and passwords Usernames and passwords allows access to authorised individuals. Dont leave confidential info on screen. Lock computer or screen saver. Read only files cant be changed by others Pen drives locked away Anti virus software

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Security of Information Data Protection Act 1998 ensures: Data fairly and lawfully obtained Used for registered purpose Accurate and up to date Kept for no longer than necessary Kept securely Data must be made available to the data subject upon request The Data Protection Act is there to protect not only the DATA SUBJECT but the DATA USER also

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Security of Information Computer Misuse Act 1990 acts against unlawful access to computer systems. It makes it illegal to: Gain access without permission Hacking Access computers with the intention of committing a criminal offence illegal downloads Access computers to change or alter details without permission.

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Activity Read the activity on page 46 Key questions page 47 Use the summary on page 46/47 and create a mind- map using the TEXT 2 MIND MAP web site.