Health & Safety - Organisational Roles & Responsibilities

Academies Enterprise Trust (“AET” hereafter known as the ‘Trust’) has a duty to ensure the health, safety and welfare of employees and others.

Everyone employed by the Trust is responsible for health, safety and welfare (see Employees’ Responsibilities), but where specific duties are given, these are recorded in the following pages. Individuals are expected to draw to the attention of the appropriate manager, any gaps or omissions which they believe would improve the Trust’s Health and Safety Arrangements.

Academies will ensure they implement and follow the Trust’s policy. To demonstrate how the policy is implemented, each academy is required to complete a Health and Safety Plan following the Trust template which is available on #OneAET - Health and Safety. This Plan includes the names of those with local responsibility, including the composition of the local Health and Safety Committee. It also includes links to other relevant local policy and procedural documentation such as emergency evacuation, local business continuity plan, disaster recovery, lockdown, first-aid, and educational visits.

The Headteacher is responsible and accountable to the Trust and Local Governing Board for the implementation of the Health and Safety Policy.

In addition to the points set out in the employee section, the Headteacher is responsible for setting up and monitoring systems to ensure that:

• The Trust Health and Safety Policy, the academy Health and Safety Plan, and other relevant procedures and information are brought to the attention of all staff;

• Adequate First Aid procedures exist, including the provision of sufficient First Aiders and appointed persons, and that all staff are aware of the arrangements;

• Accidents, incidents and near misses are reported using the established Accident and Incident procedure - further information at #OneAET - Accident reporting;

• Allow Health and Safety Employee and Trade Union representatives to carry out their functions;

• Health and Safety audits and inspections are dealt with and monitored with sufficient priority; actions must be dealt with in consultation with relevant colleagues, i.e. Building Operations for premises, Department Heads for curriculum, Technicians for Science or D & T etc;

• Health and Safety training needs are identified to ensure staff are competent and appropriate arrangements are made for training to be delivered and tracked, see further information at #OneAET - Training;

• Fire drills must be carried out once per term as a minimum (3 times per year) and recorded. Any actions must be followed up in consultation with relevant support, i.e. Building Operations Team or Health and Safety Coordinator;

• Risk Assessments must be undertaken for all Health and Safety hazards identified in all areas of the academy and all activities (examples include; classrooms, external areas, off-site trips and visits etc) For template risk assessments see #OneAET - Risk Assessment Templates;

• In conjunction with the local Building Operations Team, arrangements are in place for appropriate cooperation, coordination and risk management between the Academy and Contractors;

• In conjunction with the local Building Operations Team, ensure that all actions from compliance reports are completed within the recommended time frames - Fire Risk Assessment, Access Audit and Asbestos survey;

• All academy staff are aware of any asbestos located in their academy with a copy of the survey held at reception and accessible by all - the Headteacherl must act as the Responsible Person at their academy;

• Health and Safety matters which cannot be resolved locally are raised with the Local Governing Board or School Support Services via healthandsafety@academiesenterprisetrust.org;

• Ensure the Leadership Team and Middle Leaders are regularly appraised of Health and Safety matters and understand the importance of compliance in this area and cascade relevant information and responsibility to their teams;

• Ensure that a first aid risk assessment is undertaken and adequate first aiders are in place;

• Ensure Personal Emergency Evacuation Plans (PEEPs) are undertaken where appropriate and monitored;

• Ensure all staff receive adequate Health and Safety induction;

• Ensure there are adequate staff assigned to the appropriate Health and Safety roles for the academy’s needs.

In addition to the points set out in the employee section they are responsible for implementing the Health and Safety Policy within their department or area of responsibility. In particular, (but not exhaustive) they are responsible for:

• Ensuring that activities under their control are carried out, so far as is reasonably practicable, safely and without risk to health by ensuring departmental risk assessments are completed, acted on and relevant staff are made aware of the outcomes;

• Monitoring their workplace by carrying out inspections of their areas and equipment on a regular basis and keeping records;

• Ensuring external inspections and servicing of equipment is carried out in line with the relevant legislation and manufacturers’ guidelines;

• Ensuring that all employees, contractors and visitors working in, or entering their area of control are familiar with the relevant safety procedures

• Ensuring all work equipment is suitable for purpose and maintained in a safe condition at all times;

• Ensuring substances/products are suitable for purpose and are safely used and stored in an appropriate manner

• Ensuring Health and Safety is an agenda item and minuted at departmental meetings

• Ensuring the competence of staff under their control by identifying training needs, arranging for the necessary information, instruction and ensuring adequate supervision.

• Notifying the Leadership Team member responsible for Health and Safety of any safety issues that cannot be resolved at a local level;

• Ensuring First Aid and Fire Procedures are complied with;

• Recording, reporting and investigating all accidents and incidents within their areas of control, using the academy’s Accident Reporting procedure;

• All employees in their department are consulted on issues affecting their Health and Safety;

• Ensuring the Trust’s Health and Safety management systems and procedures are followed;

• Ensuring departmental handbooks are in place and department specific inductions are undertaken which cover relevant Health and Safety information necessary for a safe environment.

In addition to the points set out in the employee section, a teacher is responsible for:

• Being aware of and act on any emergency procedures in respect of fire, first aid and any special safety measures (e.g. management of a person who experiences a disability or illness) and to adapt his/her own teaching areas to ensure that they are applied;

• Exercising effective supervision of students and others in the work area to promote and maintain safe working, teaching and learning practices;

• Ensuring students’ and other peoples’ coats, bags and cases are safely stowed away.

• Integrating all relevant aspects of safety into the teaching process and if necessary give special lessons on safety;

• Following safe working procedures personally;

• Using personal protective equipment (PPE) and operate safe working procedures etc. when necessary;

• Making recommendations and suggestions for improving Health and Safety to your line manager;

• Recording safety arrangements as part of your lesson plan;

• Assessing risk in your classroom and/or area of work, and carry out any necessary risk assessments to ensure all risks are identified and mitigated;

• Familiarising yourself with any risk assessments relevant to your subject and area as well as any safe systems of work;

• Ensuring the Trust’s Health and Safety management systems and procedures are followed

First Aiders, in addition to the points set out in the employee section, are responsible for:

• The administration of First Aid, up to but not exceeding the level of training received.

• Ensuring that any accident/incident and/or treatment given is recorded fully on the appropriate forms/system - #OneAET - Accident reporting;

• At regular intervals, sending a copy of the accidents and incidents to the Health and Safety Coordinator for analysis;

• Reporting immediately to the Headteacherl or relevant member of the Senior Leadership Team/Health and Safety Coordinator; all incidents/accidents requiring the attendance of a student, member of staff or any other person to hospital - #OneAET - Accident reporting;

• Ensuring that all spillages of body fluids are cleared up promptly using the appropriate equipment; this can be delegated to any cleaner on duty;

• Maintaining stocks in First Aid kit / box;

• Ensuring the appropriate documentation and information is completed and that reportable accidents are reported to the appropriate or Responsible Person as soon as possible after dealing with the immediate effects. All accidents/incidents must be recorded on the Trust’s Accident and Incident reporting system - #OneAET - Accident reporting;

• Ensuring her/his own recommended immunisations/injections are up to date;

• Reporting to HR any illness or injuries which would preclude her/his ability to administer First Aid, in order that alternative cover can be arranged.

This will be a senior person on duty:

• Each day their name shall be displayed on a Fire Board at the main reception;

• They are responsible for the smooth running of the evacuation procedures and fire drills;

• They will collect the Fire Grab Bag from the main Reception (information in the Grab Bag will also be stored in the Metal Fire Wall Mounted Box);

• Identify self on arrival to the Fire Officers and give information as required;

• They will complete the Fire Drill or Evacuation Evaluation Form immediately after the exercise and pass it to the Responsible Person to process any actions;

• The Emergency Controller shall arrange for a deputy, or deputies to carry out the above duties if they have to leave the site

• Will attend mandatory Educational Visits Coordinator (EVC) training and refresher training every three years;

• Is responsible for following the Trust’s Educational Visits Policy and Procedures #OneAET - Educational Visits Policy and documentation #OneAET - Educational Visits.

The Health and Safety Coordinators’ specific duties include:

• Assisting the Headteacher in the implementation and ongoing use of the Trust’s Health and Safety Management System ;

• Dissemination of Health and Safety information to staff;

• Ensuring adequate first aid provision and cover - #OneAET - First Aid;

• Ensuring every department has suitable and sufficient risk assessments in place, and that these have been reviewed by a competent person, for example, the Head of PE or Science;

• Ensuring that an appropriate level of first-aid cover is in place throughout the academy’s opening hours - including before and after school;

• Receiving accident, incident and near miss information and check the information is fully completed. All incidents and near misses must be recorded on the Assessnet, the Trust’s Health and Safety Management System via the Academy’s specific recording procedure;

• Providing statistical data via Assessnet, the Trust’s Health and Safety Management System to the local Governing Board;

• Ensuring managers have completed accident, incident and near miss investigation where allocated;

• Supporting the investigation of all RIDDOR reportable incidents and randomly select, for review, the investigations into non RIDDOR reportable incidents. This will assist in identifying patterns and trends and ensure that the correct procedures are being implemented.

• Ensuring all Health and Safety procedures and forms remain valid and up-to-date and are used appropriately.

• Ensuring defects, unsafe conditions, unsafe acts, hazards and dangerous occurrences are promptly dealt with and, as necessary, discussed with the local Governing Board and Headteacher.

• Ensuring employees, visitors and contractors comply with the Health and Safety policy and procedures of the academy.

• Monitoring and observing behaviour and work activities as required by the Health and Safety Policy and procedures.

• Attending the Health and Safety Committee Meetings and provide data on accidents and incidents, etc.

Students have no particular responsibility in the implementation of the Trust’s Health and Safety Policy, however they are expected to:

• Exercise personal responsibility for the Health and Safety of themselves and others;

• Observe standards of dress consistent with safety and/or hygiene;

• Observe the Health and Safety rules of the academy and, in particular, the instructions of staff given in an emergency;

• Use and not wilfully misuse, neglect or interfere with things provided for their Health and Safety;

• Report any accidents or incidents to a member of the teaching staff, or their form tutor;

• Students can elect Student Safety Representatives and they can address concerns with the relevant managers, or the Health and Safety Coordinators;

• Student Safety Representatives can be invited to attend the Academy’s Health and Safety Committee.

• Support the academies by providing templates, documents and policy and procedures;

• Analyse Health and Safety Plans and audits to ensure support and training can be provided in the appropriate areas;

• Arrange for a Health and Safety auditor to visit each academy to check on Health and Safety matters;

• Provide and Health and Safety named qualified person to oversee Health and Safety for the Trust;

• Support the Trust with their analysis of the Health and Safety information

• The Board and CEO will oversee health, safety and welfare matters and will ensure the necessary resources and training is provided;

• A member of the Board is designated with the responsibility for Health and Safety. Typically this will be the same Board member who has designated responsibility for Safeguarding;

• As well as an annual review of the Health and Safety Policy, the effective implementation of the policy will be reviewed as part of the internal and external auditing of academies on a risk based approach, and this will be reported on annually.