hs00 health and safety policy v20

RG Group Health and Safety – Health and Safety Policy

Status: Implementation Page: 1 of 18 Date: 21/10/20 Document: HS00 Version: 20.0

DOCUMENT UN-CONTROLLED WHEN PRINTED

Health and Safety Policy HS00

Policy

Objectives

With respect to Health and Safety to define who does what, when and how for the Company

Authored by:

name: Stephen Harris

role: Head of Health and Safety

signed:

date: 21/10/20

Authorised by:

name: John Casey

role: Director for Health and Safety

signed:

date: 21/10/20

Version History

Version Date Status Changes Overview 20.0 21/10/20 Implementation Included COVID arrangements / Add in details for ISO 45001 19.0 21/10/19 Implementation Reviewed, consolidated policies with HR dept. 18.0 24/10/18 Implementation Included ref to RGCM Ltd, role as Principal Designer 17.0 24/10/17 Implementation Clarity on e-cigarettes / smoking policy, New MD / Chairman 16.0 10/3/17 Implementation Updated to reflect RG Hub 15.0 11/3/16 Implementation Reviewed, minor changes 14.0 20/7/15 Implementation Updated H&S Dept personnel details and Training section 13.0 13/3/15 Implementation Included arrangements for transition to CDM Regs 2015 12.0 22/10/14 Implementation Reviewed, minor changes 11.0 22/10/13 Implementation Reviewed for Commitments, HSG changes and Asbestos 10.0 22/10/12 Implementation Reviewed for 18001 standard, Updated Policy 9.0 24/5/12 Implementation Reviewed, changes to Dir. of H&S 8.0 9/1/12 Implementation Reviewed, minor changes 7.0 15/10/11 Implementation Major revision of all sections 6.0 15/10/10 Implementation Reviewed, no changes 5.0 15/10/09 Implementation Reviewed, no changes 4.0 15/10/08 Implementation Reviewed, no changes 3.0 15/10/07 Implementation Amended to include CDM 2007 2.0 25/9/06 Implementation 3.1 – Organisation amended 1.0 18/7/06 Implementation Update of Policy




Table of Contents RG GROUP’S HEALTH AND SAFETY POLICY STATEMENT ............................................... 3 1. INTRODUCTION ............................................................................................................... 4 2. COMPANY HEALTH AND SAFETY ORGANISATION ..................................................... 5 3. RESPONSIBILITIES ......................................................................................................... 6

3.1 Board of Directors ....................................................................................................... 6

3.2 Director for Health and Safety .................................................................................... 6

3.3 Head of Health and Safety ......................................................................................... 6

3.4 Health and Safety Department ................................................................................... 7

3.5 Line Manager.............................................................................................................. 7

3.6 Site Construction Team .............................................................................................. 8

3.7 Designers / Cost / Commercial / Supply Chain ........................................................... 8

3.8 Staff ............................................................................................................................ 9

4. SAFETY MANAGEMENT SYSTEM ................................................................................ 10 5 APPLYING THE 2015 CDM REGULATIONS ................................................................. 11

5.1 Overview of the H&S Documentation through the Project Phases ........................... 12

5.2 Appointment of Principal Designer ........................................................................... 13

6 LEGAL COMPLIANCE .................................................................................................... 13 7 GENERAL ARRANGEMENTS ........................................................................................ 13

7.1 Induction ................................................................................................................... 13

7.2 Competence and Training ........................................................................................ 14

7.3 Hazards and Risks ................................................................................................... 14

7.4 Company Equipment ................................................................................................ 14

7.5 First Aid .................................................................................................................... 14

7.6 Occupational Health and Well Being ........................................................................ 14

7.7 Fire Precautions ....................................................................................................... 15

7.8 Manual Handling ....................................................................................................... 15

7.9 Young Persons ......................................................................................................... 15

7.10 PPE ....................................................................................................................... 15

7.11 Temporary Staff..................................................................................................... 16

7.12 Display Screen Equipment .................................................................................... 16

7.13 Asbestos ............................................................................................................... 16

7.14 H&S Strategy – 2020-2021 ................................................................................... 16

8.0 Additional HR Policies.................................................................................................. 17 9.0 Arrangements for COVID – 19 ..................................................................................... 17 Review This Policy will be reviewed, at least yearly by the Head of Health and Safety (Author) and the Director for Health and Safety unless significant changes occur.




RG GROUP’S HEALTH AND SAFETY POLICY STATEMENT

The health, safety and well-being of everyone at RG Group and those working on our construction sites is our foremost business consideration.

No person will be required to do any task that they consider unsafe.

RG Group will comply with all UK H&S Legislation, Clients H&S policies and procedures for systems, processes, assets, during design, engineering, procurement and construction of the physical works. It will also maintain occupational health and safety standards at an applicable level. All projects will be carried out in accordance with the CDM regulations and RG Group’s Health and Safety Policy and Procedures, which are structured to ISO 45001 - 2018. Compliance is mandatory for all staff at RG Group.

RG Group will maintain close contact with its supply chain through the directors of Subcontractors to challenge the design, procurement, construction and maintenance practices with a focus on the prevention of injury. By commitment and understanding of the root causes associated with incidents and by the promotion of industry ‘best practice’ we are able to improve upon the working environment.

RG Group will therefore:

Work with the client and local community to understand their requirements and ensure that solutions are not introducing additional hazards, which affect them or the infrastructure;

Ensure that during design, procurement, construction and maintenance activities that RG Group’s systems, processes and assets are continually assessed against industry ‘best practice’ to provide a safer environment for staff, workers, users and maintainers;

Ensure that risk management and mitigation is incorporated in the design of systems, processes, procedures, solutions and assets;

Continually assess and maintain the safety performance of Subcontractors and their commitment from pre-tender to final deliverable. Performance data will be used in the subcontractor selection process;

Regularly engage with Subcontractors and their staff to develop working relationships, provide support and encourage a ‘no blame culture’ where the reporting of incidents is encouraged and thoroughly investigated to understand ‘lessons learned’ and to prevent any re-occurrences;

Ensure that ‘best practice’ and learning is shared by staff, designers, and suppliers and Subcontractors and externally with our clients;

Ensure that staff, designers, CDM duty holders, Subcontractors and suppliers are competent to carry out their responsibilities ensuring that staff are properly trained and that all equipment and materials used in carrying out those duties are suitable for the task;

Ensure that the risk of injury has been reduced to the lowest acceptable level.

RG Group recognises and promotes the concept that:

‘Everyone is responsible for their own actions’

RG Group encourages and positively promotes health, safety and well-being, sharing best practice and making steps on improving the working environment on their construction sites and in their offices. RG Group will take any action necessary to improve its health, safety and well-being performance. Signed:

Trevor Puttick, Managing Director, RG Group Date: 21st October 2020




1. INTRODUCTION

RG Group, the trading name for RGCM Ltd, has two offices – Doncaster and its Headquarters in Kings Hill, Kent. Both offices are manned 08.30hrs to 17.30hrs Mon to Fridays excluding Public Bank Holidays. Both offices operate a No Smoking Policy.

The principal business activities of RG Group are:

Construction Work, including Construction Management, Main Contracting, Management Contracting, DMC, D&B etc.

Project Management

Consultancy Services, Feasibility Studies, Risk Management

Cost Management

Health & Safety services

The roles of Principal Designer / Contractor under the CDM Regulations

These activities and services are carried out on a wide range of construction, projects including conversion, extension, alteration, refurbishment of a wide range of building types, including food and non-food retail units, offices, warehouses & distribution depots, shopping centres, hotels, banks, leisure centres, houses & flats, petrol stations, roads, car parks, bridges and others.

We do not physically carry out any of the construction activities, these being carried out by specialist designers, Subcontractors, suppliers, manufacturers and others, etc, generally managed by RG Group.

In addition to our responsibilities for the health, safety and welfare of our own employees, one of our primary responsibilities is for the health, safety and welfare of others working on or affected by our construction projects, including the public, site visitors and any client’s staff when working in or adjacent to client’s premises. That is why RG Group is an Associate Member of the Considerate Constructors scheme.

All Projects are carried out in accordance with the CDM Regulations. Where RG Group is appointed as the Principal Contractor or Main Contractor a Construction Phase Plan will be used to identify appointments and their responsibilities in accordance with the CDM Regulations.

Key components of our strategy are the establishment of recognised management structures, systems and control procedures to achieve compliance with the relevant statutory provisions and industry standards.

This Policy has therefore been prepared based on our duties under the relevant statutory provisions and in conjunction with our staff. The Policy provides the necessary guidance to all of our staff involved in the organisation, co-ordination, inspection etc. of the construction works, including in particular their health, safety and well-being whilst on a construction site.

In preparing this Policy staff have been consulted either directly in our offices, email or by on site engagement through the Health and Safety Department.

RG Group runs its own intranet facility (RG Hub) so everyone has access to the same metrics and documentation including health and safety guidance and associated documentation.

Statutory documents are displayed in each office and on each construction site. News, Alerts and updates are sent out via email to keep staff appraised on Health and Safety news.




2. COMPANY HEALTH AND SAFETY ORGANISATION

.

BOARD OF DIRECTORS Jon Noble – Chairman Michael Steel – Director / Company Secretary Trevor Puttick – Managing Director John Chadwick– Director John Kallend – Director John Casey – Director for Health and Safety Steve Roe – Director Mick Mullarkey – Director Dave Dixon - Director

HEALTH AND SAFETY DEPARTMENT Stephen Harris – Head of H&S Claire Stembridge – H&S Manager

SITE CONSTRUCTION TEAM

Project Manager Construction Manager Cost Manager Package Managers Appointed Persons Site Operatives - Workforce

PROJECT SUPPORT TEAM Commercial Supply Chain Tender Planning Project Management Environmental

COMPANY OFFICES Fire Marshals First Aiders Staff




3. RESPONSIBILITIES

3.1 Board of Directors

Provide direction, support and resource to enable the realisation of this policy

Ensure that the organisation is in place to manage health and safety with the same degree of expertise and to the same standards as other core business activities, so that risks are controlled to a level that will prevent harm to staff and others

Ensure that staff reviews take into account staff performance with respect to health and safety and that any non-conformances recorded against the content of this policy could lead to disciplinary measures being taken against them.

3.2 Director for Health and Safety

Provide a communications conduit with fellow directors on health and safety issues and performance

Ensure that all Directors are fully conversant with the IOD / HSE Guidance for Directors indg417

Accountable for defining health & safety strategy and policy in accordance with ISO 45001:2018

Ensure that appointments of health and safety positions are made and that they are competent

Ensure that office safety is being managed.

3.3 Head of Health and Safety

Provide competent advice on all health and safety matters to the Director for Health and Safety, ensuring that risks are managed to an acceptable level

Responsible for defining health & safety strategy and policy in accordance with ISO 45001:2018

Offering guidance on industry ‘best practice’ and the effectiveness of implementing this policy

Providing performance metrics to demonstrate improvement and learning

Maintain formal monthly auditing of all construction sites

Maintain records of injuries, trends on data and publication of learning to prevent re-occurrence

Ensure that the role of Principal Designer is effectively carried out, when required by a Client

Keep appraised of current legislation and best practice, maintaining continuing professional development

Liaise with enforcing Authorities e.g. HSE, HM Inspector etc.




3.4 Health and Safety Department

Carry out regular visits to the construction sites, helping to improve performance and changing attitudes

Carry out monthly formal auditing of the construction sites safety management system, recording on RG Hub

Carry out monthly formal office audits, ensuring that fire marshals, first aiders are appointed and that statutory checks and inspections are carried out on the building services and fitments

Carry out yearly office risk assessments, checking monthly that all hazards are identified and risks mitigated to the lowest levels

Follow up on all construction site incidents to drive out any learning to prevent re-occurrence

Provide support and guidance to office staff and Site Construction Team

Provision of health and well-being campaigns to raise awareness among staff and construction site workers

Keep appraised of current legislation and best practice, maintaining continuing professional development.

3.5 Line Manager

Applicable to anyone who is managing staff including temporary staff.

Ensure that staff under their management have completed the core competency / training modules and have been company inducted, see HS01 for details

Ensure that their staff maintain records of training with HSS (training provider).

Liaise with the Health and Safety Department to ensure that their staff are competent and risk assessed to carry out designated duties and activities

Ensure that where their staff are trained that the training is effective and fully addresses the requirement to be trained. Feedback to the Head of H&S any adverse comments

Ensure that injuries and first aid treatment is correctly recorded and notified to the Health and Safety Department

Ensure that Risk Assessments are carried out on New / Expectant Mothers or Young Persons, see HS05 for details

Ensure that they and their staff understand this Health and Safety Policy and that its contents are adhered to.




3.6 Site Construction Team

Applicable to anyone who is working for RG Group on a Construction Site, as defined in the Construction Phase Plan. When referring to the Construction Phase Plan this also includes, where applicable the Fire Safety and Traffic Management Plans.

Taking the Construction Phase Plan and making site specific, reviewing with the Health and Safety Department and gaining approval from the Client

Ensure that they fully understand their responsibilities as defined in the Construction Phase Plan, where applicable and the CDM Regulations

Ensure that the Construction Phase Plan is effectively communicated to all Subcontractors

Ensure that Subcontractors and their operatives fully understand their responsibilities as defined in the Construction Phase Plan and are kept informed of site hazards throughout the lifecycle of the project

Ensure that all work is planned, co-ordinated and co-operation is given by all Subcontractors to reduce risks to an acceptable level

Ensure that the Subcontractors through their risk assessment / method statement have adequately controlled the risks they present by their works including their own workers, other workers, members of the public and clients staff before work commences, as required by the Construction Phase Plan.

3.7 Designers / Cost / Commercial / Supply Chain

Applicable to anyone associated with the feasibility / concept stages / tender / mobilisation stages of the project and eventual handover to the Site Construction Team.

Ensure that all Subcontractors have successfully completed an RG Group pre-qualification questionnaire before appointment and are competent

Ensure that any company or organisation that is appointed to carry out a service such as design is competent to carry out that service by example of previous experience and technical knowledge

Ensure that where engaged in the specification of materials they are compliant with Designers responsibilities as defined in the CDM Regulations

Ensure that sufficient time and competent resource are allocated to the project so that it can be delivered safely to the Clients requirements

Ensure that the Construction Phase, Fire Safety and Traffic Management Plans are effectively communicated to all Subcontractors

Ensure that Subcontractors have received, signed and agreed to work in accordance with RG Group ‘Sub Contract Preliminaries Clauses’

Ensure the Site Construction Team have all the information gained during concept / feasibility / tender / mobilisation stages of the project with respect to health and safety




3.8 Staff

All staff, Directors and Line Managers are encouraged to actively feedback suggestions to help improve the safety management system and this policy by comment to the Head of Health and Safety, or their Director. They are reminded that they are responsible for their own safety and the safety of others who may be affected by their activities and must:

Ensure that they understand and comply with this policy at all times

Carry out to the best of their ability the roles and responsibilities assigned to them through the Construction Phase, Fire Safety and Traffic Management Plans

Be compliant with the contents of the Construction Phase, Fire Safety and Traffic Management Plans

Direct those under their influence to fully comply with this policy, which also includes the Construction Phase, Fire Safety and Traffic Management Plans

Co-operate with RG Group and others as necessary in order, that they can comply with statutory duties and legal obligations

Take a positive attitude towards the awareness of health and safety and the prevention of injury

Not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare

Observe and adhere to any health and safety instruction, signage, prohibition or improvement notice

Wear the required PPE as defined in the Construction Phase Plan and or any additional by a risk assessment. Ensure that they take care of the PPE and report any problems to the health and safety department

Ensure that all incidents as identified in HS02 are reported and investigated in a timely manner

Ensure that construction site significant incidents, see HS02 and HSE visits are escalated appropriately at the earliest possible moment

Not carry out any manual work, use tools, machinery etc, handle substances etc, unless trained and covered by a risk assessment

Stop any unsafe acts or activities that they observe and report any such incidents or observations to the person / company immediately responsible

Promote health and safety by leadership and by setting a good example at all times

Understand that a breach of any section of this policy could lead to disciplinary measures being taken against them, which could harm promotional chances within the company or even possible dismissal

Report any changes in their physical or mental health to their line manager that can adversely affect their ability to fulfil their duties without compromising the health and safety of themselves or others

Ensure that they complete the core competencies / training modules as identified in CC01/2 Core Competencies and Training Matrix. See also HS01 for details of training.




4. SAFETY MANAGEMENT SYSTEM

RG Group operates a Safety Management System in accordance with the principles of the OH&S management system model for the ISO 45001:2018 standard. The new, HSE Management guidance HSG65 has moved from using the POPMAR (Policy, Organising, Planning, Measuring performance, Auditing and Review) model to a ‘Plan, Do, Check, Act’ approach. The move towards Plan, Do, Check, Act achieves a better balance between the systems and behavioural aspects of management. It also treats health and safety management as an integral part of good management generally, rather than as a stand-alone system.

The following documents are therefore the result of that approach:

Ref: Title: HS00 Health and Safety Policy HS01 Management of H&S Department HS02 Reporting of Incidents HS03 Construction Site Scorecards - Archived HS04 CDM – Principal Designers Role HS05 Risk Assessment HS06 Audits and Inspections HS07 Temp Works Procedure HS08 Scaffold Requirements for Scaffold Companies HS09 Substance Misuse Policy - Draft ISO 45001 Model of Plan - Do - Check – Act

HSG65 – Successful Health / Safety Management

Plan Determining your policy Planning for implementation Do Profiling your health and safety risks Organising for health and safety Implementing your plan Check Measuring performance Investigating accidents and incidents Act Reviewing performance Learning lessons

Nation’s Sustainable Development Goals

Organizations that are committed to sustainability are increasingly aligning their corporate strategies

to the United Nation’s Sustainable Development Goals (SDGs). Accredited certification of ISO 45001,

the international occupational health and safety management system, demonstrates an organization’s

commitment to ensuring decent work conditions, health, wellbeing and equality practices. For

organizations seeking to enhance their ESG (Environmental, Social and Governance) profile,

implementation of ISO 45001 and its alignment to the SDGs sends a powerful message to

shareholders and stakeholders including employees, that they truly care for their people.




5 APPLYING THE 2015 CDM REGULATIONS

All work activities must be carried out by proven competent persons working to their risk assessment. In a high risk environment e.g Construction a Method Statement / Risk Assessment and / or Permit is required to help mitigate the risks. The following will help to explain how the CDM Regulations will be applied to a work related activity under the Management Control of RG Group:

Does the activity involve the construction, alteration, conversion, fitting-out, commissioning, renovation, repair, upkeep, redecoration or other maintenance (including cleaning), de-commissioning, demolition or dismantling of a structure

Business - A Plan should be in place by the Principal Contractor that covers: programme; co-operation; co-ordination of the works

A Plan will be required from the Principal Contractor, where this is RG Group refer to Construction Phase Plans CPP1 or CPP1A for less complex / shorter duration projects and CPP1B for non-notification works. A competent Principal Designer / Principal Contractor is appointed by the Client. Pre-Construction Information is provided by the Client, except where there is more than one Contractor on the project then the Principal Designer will help the Client to bring the Pre Construction information together. HSE F10 notification will be carried by the Client. The Principal Contractor will then respond with a Construction Phase Plan. The Construction Phase Plan must be suitably developed before the Client will approve and allow Construction activities to commence on site. During the Construction Phase the Principal Contractor or only/sole Contractor will be responsible for managing the safety of the workers and anyone associated or affected by the works. Health and Safety File is prepared by the Principal Designer but they may handover responsibility to the Principal Contractor for completion during the construction phase.

Is the activity any of the following?

horticultural work; tree planting;

putting up and taking down of marquees or similar tents;

surveying, including pre construction archaeological investigations;

off-site manufacture or pre-fabrication

positioning and removal of lightweight, non-load bearing partitioning

exploration for, or extraction of, mineral resources, or preparatory activities carried out at a place where such exploration or extraction is carried out

Check competency and that a suitable and sufficient risk assessment is in place. Communicate known hazards and arrangements for working on Clients premises. Carry out Inductions etc. Inspect the works and apply any learning

No

Yes

Domestic – Principal Contractor or only/sole Contractor to pick up Clients responsibilities and ensure that a Plan is in place that covers: programme; co-operation; co-ordination of the works.

It’s a Construction activity and covered by the CDM Regs 2015. ------------------------------------------------- If the project extends beyond 30 days, or has more than 20 workers working simultaneously or exceeds 500-person days then it is notifiable under the CDM Regulations 2015. ------------------------------------------------ Will the work be for a Domestic or Business Client?

No

Yes




5.1 Overview of the H&S Documentation through the Project Phases Note: When referring to The Plan this will be the Construction Phase Plan supported, where necessary by the Fire Safety Plan and The Traffic Management Plan and all their contents. The type of Plan is also referred to in section 5.0. Note: Some items below follow a natural step process. Responsibility Concept and Feasibility Mobilisation Construction Post Construction Associate /Project Manager / Cost Manager

1 - Check suitability and competency of site management team – technical skills and experience 2- Place Project on RG Hub Carry out Tender process and forward copies of The Plan

Ensure that appointments are competent, both RG Group staff and Subcontractors and that welfare facilities are suitable and sufficient

Ensure resource is allocated to compile H&S File and that there is sufficient holiday, sickness cover. Manage Client interface and expectations

Ensure that the delivery of the H&S File meets the Client’s requirements as identified in the Pre-Construction Information

Construction Manager

4 - Using template make The Plan project specific and send to H&S Dept to review. Note: The Plan must respond to the Pre-Construction Information. 6 - Send The Plan when reviewed by the H&S Dept to the Client for Approval

Log approval to proceed on RG Hub, do not start work until received from Client Carry out Pre Commencement Meetings. Hand over and discuss contents of The Plan. Approve RAMS, carry out inductions etc, before starting work

Ensure that RG Net has e-version of all site documentation as per section 5 of the Construction Phase Plan Carry out work, inspections, meetings, emergencies, collation of H&S File as per The Plan Update The Plan as necessary. Review with H&S Dept and send a copy to the Client

Delivery of H&S File to Client Consolidate all site documentation on to RG Net as per section 5 of the Construction Phase Plan. Return hard copy files, first aid kit, posters, meters, unused PPE etc. back to Kings Hill

H&S Department 3 - Load up S: drive with all the necessary templates and documentation 5 - Review The Plan from Construction Manager and return with comments if necessary 7 - Produce Hard copy Files for use on site ref: HS01 for contents and delivery

Provide support and guidance to site management team and provide training where necessary Issue PPE to RG Group staff, as necessary Issue noise measuring and or other H&S equipment as necessary

Carry out site inspections / audits and support site management team. Ensure that incidents are recorded and investigated for lessons learned and onward communication Assist site in reviewing The Plan and other site documentation, posters, signage etc.

Review returned documentation, equipment from the site. Archive necessary items and ensure that incidents have been closed complete with the correct documentation. Arrange repair, calibration of any equipment used and replenish first aid kits etc.




5.2 Appointment of Principal Designer

RG Group are able to carry out the responsibilities of the Principal Designer for Design and Build Contracts ONLY, and in the following manner: Tender and Pre Construction Phase – RG Group can help the Client to compile the Pre Construction Information by utilising the template CDMC2. However, this would depend upon the Client as in most cases they have already appointed a Principal Designer to only cover the tender stage - raise the initial F10 and provide the Pre Construction Information.

CDMC2 - Pre Construction Information Template v3.docx Post Tender and Construction Phase – Once RG is appointed as the Principal Contractor, RG would then take on -board the Principal Designers responsibilities. This involves updating the F10 and ensuring through design reviews Designers consider the general principles of prevention when preparing or modifying their designs by facilitating the completion of a design risk register - CDMC3 ‘Design Risk Register, or similar.

CDMC3 - Design Risk Register Template v2.xlsm Note: CDMC3 ‘Design Risk Register’ is complaint with Annex E of the CONIAC Industry Guidance for Principal Designers (CITB CDM15/2), and Designers (CITB CDM 15/4). It has been structured so that it acts as an aide memoir for designers when reviewing their design and recording any residual risk.

6 LEGAL COMPLIANCE

RG Group ensures legal compliance by monitoring the UK Government Statute Law web site: http://www.legislation.gov.uk/ When new / revised legislation is introduced it is compared against current documentation to ensure compliance, any gaps will be recorded as a non-conformance and actioned, see HS01 for legal compliance register. A Construction Phase Plan will be produced for each project that ensures compliance to Client’s requirements, as defined by the Projects Pre Construction Information.

7 GENERAL ARRANGEMENTS

Arrangements for working on construction sites are identified in the site specific Construction Phase Plan, as part of the control measures necessary to reduce the risk of injury for construction activities. The Construction Phase Plan must be complied with at all times by staff, Subcontractors and their workers.

7.1 Induction

All new staff to the company will be inducted at the Kings Hill office, see HS01 for details. Inductions to site will be carried out as identified in the Construction Phase Plan. Staff visiting construction sites will receive a Visitors Induction, follow the Site Rules and contents of the Construction Phase Plan.




7.2 Competence and Training

All staff will be assessed against their job specification for health and safety training. If staff feel that they are not trained to carry out an activity or task then they must stop and report their concerns to their Line Manager / Health and Safety Department. HSS has been selected to provide training for RG Personnel. Staff are expected to check and ensure that they are compliant with the requirements of CC01 Core Competencies and Training Matrix, see below for details:

CC01 - Core Competencies at RG Group v12.pdf

Only PAYE staff have their training managed by HSS through their online system. Contract / Agency and staff certificates are located at: S:\ADMIN\TRAINING\Training Certificates - Current RG Personnel A matrix of training completed is maintained by the H&S Dept, located at: H:\RG SMS\Training.

7.3 Hazards and Risks

Each Office has its own Office Risk Assessment, which will be checked during the monthly office audit by the H&S Department. The risk assessment will be checked for completeness ensuring the old risks are reviewed and any new hazards are assed and recorded.

The Construction Phase Plan deals with the risk assessment of RG Group staff working on a construction site. In addition, a detailed Risk Assessment is located in HS05 Risk Assessment.

7.4 Company Equipment

All company supplied equipment must be used in accordance with the manufacturers guidance / instructions and be within the warranty / calibration period. Noise meters can be obtained from the Health and Safety Department for the purpose of noise measurement on the construction site. They are registered with the health and safety department so must be returned after use, see HS01 for details.

7.5 First Aid

First aiders will be part of each RG Group Site Management Team and have an appropriate first aid kit. In each Office there are appointed First Aiders and Fire Marshals, see noticeboards for details. First Aid kits are supplied and maintained by the health and safety department.

7.6 Occupational Health and Well Being

Each month RG Group will be adopting a campaign to highlight Health and Well-being topics for staff and construction site workforce. This will be carried out in conjunction with the RG Group Considerate Constructors Scheme Committee. Where possible national campaigns will be adopted to share profile and documentation e.g. testicular cancer, diabetes, etc. These campaigns are about educating the workforce so they can diagnose symptoms for themselves and monitor their own well-being.

RG Group recognises the risk that mental health poses in the Construction industry and therefore has a number of volunteers trained as Mental Health First Aiders to recognise, assist and help staff who may be affected. In addition, RG Group has set up an Employee Assistance Programme (Workplace Options) that is 24hrs a day, 7 days a week, 365 days a year and is free to RG Employees. The programme can help the caller deal with any work, personal or family issues they may have. They are independent of RG Group and provide professional confidential consultation, short term counselling and referrals to services in the local area of the caller. Contact details follow:

Freephone: 0800 243458




E-Mail: [email protected]

Website: www.workplaceoptions.com

Outside the UK: +44 (0) 20 8987 6550

SMS (For Call Back): +44 (0) 7909 341229

Minicom: +44 (0) 20 8987 6574

7.7 Fire Precautions

All staff must take note of and comply with any Fire Precaution Notices displayed in the Office or on Site. Fire Risk Assessments will be carried out in each office and on every construction site to determine the level of risk of fire and the necessary controls to mitigate that risk. Suitable and sufficient fire fighting appliances will be located throughout the working area. Emergency exits are to be kept clear at all times. Throughout all working areas RG Group operates a Hot Works Permit. The storage of flammable materials, gases or materials must be appropriately marked and meet the current Fire Regulations. Fire Marshals are appointed for each office and on each construction site, a Site Fire Safety Co-ordinator will be appointed. Training is available see HS01 for details.

7.8 Manual Handling

Hazardous manual handling operations are to be avoided so far as is reasonably practicable and where such avoidance is not possible a suitable and sufficient risk assessment must be made. This assessment must reduce the risk of injury through mechanical assistance, automation, sharing of the workload or by careful planning. Online manual handling training is available, see details in HS01.

7.9 Young Persons

Anyone under the age of 18 years intending to work in the office or on the construction site will have to be ‘Approved’ by RG H&S Dept before they start work. Risk Assessments will have to be prepared in accordance with The Health and Safety (Young Persons) Regulations 1997. See details in HS05. For construction related activities the Construction Phase Plan requires that anyone under the age of 18 years intending to carry out works will have to be ‘Approved’ by RG Site Management and RG Health and Safety Department before they start work. Risk Assessments will have to be prepared in accordance with The Health and Safety (Young Persons) Regulations 1997. Subcontractors must plan in advance the use of Young Persons to ensure that all risks are correctly addressed and ‘Approved’ by RG Group before they turn up at site for an Induction. Unless ‘Approved’ they must not work on site.

7.10 PPE

Site mandatory PPE will be provided by the Health and Safety Department to staff that visit / work on a construction site or carry out an activity that requires activity specific PPE, as identified by the risk assessment. Note: Some Client’s require their logo’d PPE to be used. Staff must look after their PPE and if lost or damaged through natural wear and tear are to contact the Health and Safety Department for replacement. If the PPE is abused or altered then the cost of replacement will be borne by the wearer.




7.11 Temporary Staff

Where temporary workers (i.e. Agency personnel) are employed, RG Group will ensure through enquiry and consultation that the individual is trained, competent and fit to carry out their duties. They are responsible for maintaining their competence by ensuring compliance with CC02 Core Competence and Training Matrix. Additional, project specific training may also be required.

7.12 Display Screen Equipment

An assessment should be carried out on every workstation being used in order to evaluate the risks and reduce where necessary to the lowest level of acceptance. Each User should use the online DSE Assessment, see HS01 for details. Line Managers should ensure that the online assessment is completed for Users.

7.13 Asbestos

Asbestos Removal - Where RG Group are contracted to manage Asbestos removal works they will either utilise the Clients appointed consultant or employ directly a competent consultant to manage the asbestos removal works Asbestos Accidental Exposure - Where there is intrusive construction works, in a building built before the year 2000 there exists the likelihood that asbestos may be present. Although a Refurbishment and Demolition Asbestos survey will identify areas of known asbestos it does not guarantee that all asbestos in the building has been identified. Therefore the risk of accidental exposure is still present and so RG Group H&S Dept has developed a procedure to deal with accidental exposure and an Asbestos Emergency Spill Kit. The procedure for dealing with accidental exposures to a material suspected of being asbestos follows the HSE guidance EM1 and has been included in the Construction Phase Plan template. The Asbestos Emergency Spill Kit has been developed to be used to help contain any accidental release of asbestos fibres in advance of a competent person (UKAS accreditation) arriving to complete a thorough clean-up of the area and producing certification indicating a ‘safe’ level for re-occupancy / work to re-commence. Any Asbestos removal will have to be carried out by an HSE Licensed Asbestos Removal Contractor who also has membership of the Asbestos Removal Contractors Association (ARCA). Where work has to be carried out close to a known asbestos location and there is a risk of accidental contact then a Permit (PTW 8) will be required, see Construction Phase Plan section 3.12. Where intrusive construction work is to be carried out in a building built before the year 2000 ALL site based staff and workers are to be trained by either an UKATA or IATP approved training provider in Asbestos Awareness training, which is only valid for one year. The Construction Site Management Team must also include Asbestos arrangements in their Site Induction and provide Personal Information Cards (PIC) on Asbestos to help raise awareness among the workforce

7.14 H&S Strategy – 2020-2021

The dependency of reporting through RG Net will dissolve throughout this period, bringing in RG Hub and its new layer of systems and Apps designed to meet specific business needs including health and safety. A dashboard will be developed for each site allowing the sites to enter all data for the company’s KPI to be recorded. This then allows auto population of performance metrics allowing trends, gaps etc to be analysed for continued improvement. The structure of RG Hub will be ongoing throughout this period and all project documentation will be on RG Hub. RG have developed their own PQQ system and are migrating over all Subcontractors to this new competency checking system.




8.0 Additional HR Policies

The following managed HR policies also affect H&S and are available through RG Hub Library under HR Dept:

Drugs and Alcohol Misuse Policy HR_09 Company Car Policy HR_14 Smoking Policy HR_17#

9.0 Arrangements for COVID – 19

Due to the changing and evolving state of response required RG Group is dependent upon Government advice in how best to prevent this infectious virus. The following web links are monitored by the H&S Dept for changes that affect our business and workforce: Main web site for Government changes: https://www.gov.uk/ NHS Mental Health: https://www.nhs.uk/oneyou/every-mind-matters Considerate Constructors Scheme Best Practice ideas: https://ccsbestpractice.org.uk/tag/coronavirus/ Construction Leadership Council: https://www.constructionleadershipcouncil.co.uk/ CPA COVID Guidance: https://www.cpa.uk.net/cpa-coronavirus-based-publications/ IPAF COVID Guidance: https://www.ipaf.org/en-gb/news/coronaviruscovid-19-update Test and Trace App - https://covid19.nhs.uk/ First Aid COVID Guidance: https://www.hse.gov.uk/coronavirus/first-aid-and-medicals/first-aid-certificate-coronavirus.htm As changes occur John Casey, Director for H&S will advise RG Group Directors on the best approach and then cascade down to the business via the Health and Well-Being Leadership Team, the arrangements that will have to be put into place to achieve UK Government compliance. These arrangements will be documented into a procedure that will be filed at: RG Hub / Library / Covid – 19. Communication Instead of face to face meetings RG Group has encouraged the use of technology by the use of WhatsApp Groups, Skype, Teams, digital media and others to reduce the risk of COVID – 19 Infection and encourage Subcontractors and Clients to do the same. Offices Each Office has been set up to allow social distancing with dedicated walking routes and additional screens between desks. Sanitisation points have been placed throughout the Office for personal use. The offices at Kings Hill and Doncaster are regularly cleaned. Instructions and layout of the Offices are emailed to Office Users and a copy maintained on RG Hub, ref: COVID – 19 HSW Procedure. Construction Site Set Up Each site has unique arrangements and therefore the Construction Phase Plan Template is used by the Construction Manager with assistance from the H&S Dept to make site specific. Construction sites will be set up to maintain social distancing with sanitising of the work and welfare areas. Sites are not dependent upon mask wearing. Each site will display the NHS QR Poster at the site entrance / security position to encourage all workers and visitors to site to sign-in using the NHS App. Subcontractors Each Subcontractor is expected to:

Include their COVID – 19 arrangements in their RAMS and in particular identify in their risk assessment any activity of work where social distancing cannot be maintained

Ensure that all their Supervisors are appointed as Social Distancing Champions, and are expected to sign a COVID – 19 Commitment sheet reminding them of their Responsibilities.

Complete and sign the Governments “Staying COVID-19 Secure In 2020” sheet and hand into the RG Construction Manager for the site.




Reporting a COVID Event If anyone confirms COVID symptoms, or has a positive test result on any RG Group sites or offices they must report within the hour using the form , below to John Casey, who will provide support and advise on possible notification to the relevant authorities (PHE / HSE) and help with the containment of any potential spread.

COVID Incident Initial Notification.pptx

Health and Well-Being Representative Claire Stembridge is available to discuss people’s concerns, fears and wellbeing or other COVID-19 issues during these difficult times. There is also an RG Employee Assistance Programme, which offers independent help and support.

hs00 health and safety policy v20

Documents