Training and Competence Policy / Procedure

Last Reviewed: 26/03/2026

Next Review Date: 26/03/2028

Purpose

The purpose of this policy and procedure is to ensure that all employees receive suitable and sufficient information, instruction, training, and supervision to enable them to carry out their duties safely, effectively, and competently.

This document supports the Company’s Health and Safety Policy and forms part of our arrangements for ensuring that employees are competent for the work they undertake, that training needs are identified and reviewed, and that appropriate training records are maintained.

Policy Statement

The management of HDS recognises that the quality of the Company and its ongoing business, however measured, are directly related to the ability and performance of its employees.

It further recognises that, if the Company is to achieve continued success, the business strategy must be supported by the skills, knowledge, experience, and competence of its employees so that the organisation remains responsive to changing business, customer, and operational requirements.

As market and customer needs change, the Company acknowledges its responsibility to support employees through education, instruction, and training. Training, development, and professional standing are encouraged to help employees achieve their full potential through external training, professional qualifications, and in-house training programmes.

The Company will:

provide induction training for new employees and those transferring to new areas of the business
provide suitable training for those taking on new duties or responsibilities
provide adequate health and safety training for all employees
ensure employees are made aware of available in-house training, procedures, and guidance
identify and review training needs through regular management discussions, operational review, and feedback
maintain appropriate training records and competence evidence

Scope

This policy and procedure applies to all employees and, where relevant, others working under the Company’s control.

It applies to:

induction training
role-specific training
health and safety training
RAMS briefings
toolbox talks
in-house practical training
equipment and task-specific training
refresher training
external training courses
competence review and sign-off

General Principles

Employees must only carry out tasks they are trained, competent, and authorised to undertake.

Training must be relevant to the person’s role, the activities they carry out, the equipment they use, and the risks associated with their work.

Competence is a combination of suitable training, knowledge, experience, understanding, and practical ability.

Where competence has not yet been demonstrated, suitable supervision must remain in place until the employee is considered competent.

Training and competence must be reviewed where work activities, equipment, procedures, responsibilities, or risks change.

Responsibilities

Senior Management

Senior management is responsible for ensuring that suitable arrangements are in place to identify, provide, review, and record training and competence requirements across the business.

Managers

Managers are responsible for:

identifying the training and competence requirements for their staff
ensuring employees are trained and competent for the work they undertake
ensuring employees do not carry out work for which they are not suitably trained or competent
arranging induction, task-specific, refresher, in-house, and external training where required
ensuring appropriate supervision is provided where competence is still being developed
reviewing training needs through operational review, one-to-ones, changes in work, audits, incidents, RAMS reviews, and feedback
ensuring training records and evidence are maintained and updated
monitoring refresher dates, expiry dates, and any follow-up actions where relevant

Trainers

Those delivering in-house training must be competent and, where required, signed off or authorised to undertake that training.

Trainers are responsible for:

delivering training in line with relevant standards, in-house methods, procedures, and guidance
including relevant health and safety information within the training
covering the hazards, controls, PPE, RAMS, safe use of equipment, and pre-task requirements where applicable
assessing the trainee’s understanding and engagement
identifying whether further training, consolidation, supervision, or review is needed
accurately completing the relevant training record or report

Employees

Employees are responsible for:

attending and participating in required training
following the instruction, training, and supervision provided
carrying out only work they are trained and competent to undertake
informing their manager where they require additional training, guidance, or support
contributing feedback where training, procedures, or safe systems of work could be improved

Identification of Training Needs

Training needs may be identified through:

new starter induction
change of role or responsibilities
introduction of new equipment, tools, systems, or procedures
new or revised RAMS
accidents, incidents, near misses, or investigations
audits, inspections, or monitoring activities
one-to-one meetings and management review
training matrix review
certificate or refresher expiry dates
feedback from employees, managers, clients, or trainers
findings from risk assessments, safe systems of work, or competency reviews

Training needs should be discussed during management review and one-to-one discussions where applicable.

Types of Training

Training may include:

company induction
health and safety induction
role-specific instruction
in-house training
external training courses
toolbox talks
RAMS briefings and sign-off
supervised practical instruction
familiarisation training
refresher training

Induction Training

All new employees, and employees moving into new areas of the business where relevant, must receive induction training.

Induction training should include, where applicable:

the Health and Safety Policy
emergency and fire arrangements
accident / incident reporting
first aid arrangements
lone working arrangements
RAMS and safe systems of work
PPE requirements
welfare arrangements
reporting lines and responsibilities
any role-specific, office-specific, or site-specific requirements relevant to the employee

Health and Safety Training

Appropriate health and safety training must be provided based on the work undertaken and the risks involved.

This may include, where relevant:

RAMS / risk assessment awareness
PPE
manual handling
lone working
first aid
work equipment and pre-use checks
defect reporting
site safety requirements
working at height
COSHH
driving for work
emergency arrangements
toolbox talks
pre-task assessment requirements

In-House Training and Competence Records

Where in-house practical or task-specific training is delivered, the relevant training record must be completed.

This may be used for:

equipment training
operational task training
survey-related training
installs / de-installs / repairs
practical health and safety instruction
competency review and sign-off

These records should include, where relevant:

the training to be undertaken
the objective of the training
trainee and trainer details
dates of training
confirmation of trainer competence
standards, methods, and guidance used
health and safety topics covered
RAMS, PPE, and pre-task assessment coverage
equipment-related instruction where applicable
consolidation and review
comments and recommendations
trainer and trainee sign-off

Training Reports

Where a broader training session, role review, or office-based training activity is undertaken, a training report may be completed.

This may be used to record:

trainer, trainee, and manager details
the purpose of the training
training objectives
responsibilities covered
observations on understanding and engagement
consolidation and review outcomes
trainer, trainee, and manager comments
required follow-up actions or support
sign-off by the relevant parties

Toolbox Talks and RAMS Briefings

Toolbox talks and RAMS briefings form part of the Company’s training, communication, and competence arrangements.

They may be used to:

communicate hazards and control measures
reinforce safe systems of work
brief employees on changes to RAMS or procedures
highlight lessons learned from incidents, audits, or feedback
provide refresher information on relevant topics

Where required, records of attendance and sign-off will be maintained.

External Training

Where external training is required, the Company will arrange training through a suitable provider.

External training may be required where:

a formal qualification or certificate is needed
specialist knowledge or instruction is required
client or site rules require recognised certification
a legal or industry requirement applies

External training records and certificates must be retained and recorded in the training matrix / Monday.com system.

Competence and Supervision

Completion of training does not automatically confirm competence.

Managers and trainers must also consider:

understanding of the task
practical ability
ability to apply safe systems of work
awareness of hazards and controls
use of PPE and equipment
need for supervision
confidence and consistency in carrying out the task safely

Where necessary, employees must continue to work under supervision until competence has been demonstrated.

Refresher Training and Review

Training must be refreshed where necessary to maintain competence and compliance.

Refresher or additional training may be required:

where a certificate or qualification is due to expire
where there is a change in work activity, equipment, or procedures
where incidents, near misses, or unsafe acts indicate a gap in knowledge or competence
where audits, monitoring, or reviews identify a need
where an employee has not undertaken the activity for a significant period
where legislation, standards, or client requirements change

Training Records and Monitoring

The Company will maintain records of relevant training and competence information.

Records may include:

employee name
role
training undertaken
provider or trainer
date completed
expiry or refresher date where applicable
sign-off or certification
notes on competence, supervision, or further action required

Training records will be maintained through the Company’s training matrix / Monday.com system and supported by relevant forms, certificates, reports, and sign-off records, including QF07 – Training Record and HR21 – Training Report, where applicable.

Review

Training needs, competence, and records must be reviewed periodically and sooner where changes, incidents, findings, or feedback indicate that further review is required.

This policy and procedure will also be reviewed periodically and updated where necessary to reflect changes in company arrangements, work activities, or legal requirements.