FASTKLEAN LONE WORKERS POLICY

1. Introduction

FastKlean recognises that some staff are required to work by themselves for significant periods of time without close or direct supervision in the community, in isolated work areas and out of hours.

The purpose of this policy is to protect such staff so far as is reasonably practicable from the risks of lone working.

Under the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999, FastKlean has a duty of care to advise and assess risk for workers when they work by themselves in these circumstances. However, employees have responsibilities to take reasonable care of themselves and other people affected by their work. 

2. Scope of the Policy

This policy is provided for use of ALL STAFF in their day-to-day work. The policy applies to all situations involving lone working arising in connection with the duties and activities of our staff.

3. Definition of Lone Workers

Lone workers are those who work by themselves without close or direct supervision such as:

1. i) Those working at their main place of work where:

• Only one person is working on the premises
• People work separately from each other, e.g. in different locations
• People working outside normal office hours, e.g. cleaners

1. ii) Those working away from their fixed base where:

• One worker is visiting another agency’s premises or meeting venue
• One worker is making a home visit to an individual
• One worker is working from their own home.

4. Aims of Policy

The aim of the policy is to:

• increase staff awareness of safety issues relating to lone working;
• ensure that the risk of lone working is assessed in a systematic and ongoing way, and that safe systems and methods of work are put in place to reduce the risk so far is reasonably practicable;
• ensure that appropriate training is available to all staff in all areas that equips them to recognise risk and provides practical advice on safety when working alone;
• ensure that appropriate support is available to staff who have to work alone;

• encourage full reporting and recording of all adverse incidents relating to lone working; and reduce the number of incidents and injuries to staff related to lone working.

5. Responsibilities

5.1 Executive Director

The Executive Director on his/her behalf is responsible for:

• Ensuring that there are arrangements for identifying, evaluating and managing risk associated with lone working;
• Providing resources for putting the policy into practice; and
• Ensuring that there are arrangements for monitoring incidents linked to lone working and that the effectiveness of this policy is regularly reviewed

5.2 Directors, Senior Managers, Line Managers and where appropriate Health and Safety Representatives

Directors, Senior Managers, Line Managers and where appropriate Health and Safety Representatives are responsible for:

• ensuring that all staff are aware of the policy;
• ensuring that risk assessments are carried out and reviewed regularly;
• putting procedures and safe systems of work into practice which are designed to eliminate or reduce the risks associated with working alone;
• ensuring that staff groups and individuals identified as being at risk are given appropriate information, instruction and training, including training at induction, updates and refresher training as necessary;
• ensuring that appropriate support is given to staff involved in any incident; and
• managing the effectiveness of preventative measures through an effective system of reporting, investigating and recording incidents.

5.3 Employees

Employees are responsible for:

• taking reasonable care of themselves and others affected by their actions;
• co-operating by following rules and procedures designed for safe working;
• reporting all incidents that may affect the health and safety of themselves or others and asking for guidance as appropriate;
• taking part in training designed to meet the requirements of the policy; and
• reporting any dangers or potential dangers they identify or any concerns they might have in respect of working alone.

6. Risk Assessment

Risk assessment is essential to good risk management.

Assessments shall be carried out for and by all staff whose working practice makes them vulnerable. This includes staff that are site based but work in isolation as well as mobile staff whose work takes them out into the community. Recommendations will be made to eliminate or to reduce the risk to the lowest level reasonably practicable.

In all cases there is a fundamental question about the need for lone working.

Managers must decide whether systems can be adopted to avoid workers carrying out tasks on their own.

If this is not possible the working practice of the member of staff plus other contributory factors must be risk assessed.

Where staff either Work Alone in Buildings or Carry out Domiciliary Visits managers should first complete the relevant Lone Workers Checklist. See Appendix 1 & 2).

These checklists can be used as a tool to assist managers to identify if the existing control measures are adequate and if not, what modifications or additional actions can be considered necessary to help reduce the risks associated with Lone Working.

Once the checklist has been completed the manager should carry out a Risk

Assessment and document this on a Risk Assessment form. (See Appendix 3)

Risk assessments for site based lone workers must include:

• safe access and exit
• risk of violence
• safety of equipment for individual use
• channels of communication in an emergency
• site security
• security arrangements i.e. alarm systems and response to personal alarms
• level and adequacy of on/off site supervision

Risk assessments for mobile lone workers must include:

• client risk assessment where applicable
• arrangements for domiciliary visits, including consideration of alternatives travelling between appointments
• reporting and recording arrangements
• communication and trace ability
• personal safety/security

Following completion of the Risk Assessment, consideration should be given to any appropriate action that is required.

Managers must ensure that risk assessment systems are in place to meet the specific needs of all lone workers within their area of control.

7. Incident Reporting

An incident can be defined as an unplanned or uncontrolled event or sequence of events that has the potential to cause injury, ill health or damage.

In order to maintain an appropriate record of incidents involving lone workers it is essential that all incidents be reported through FastKlean’s Incident Reporting Form.

On completion the form should be forwarded to the appropriate person, i.e. the Risk lead.

The Risk lead will ensure inclusion onto the Risk Management Database; they will prioritise each incident and identify any immediate action.

The General Manager will also review incidents linked to issues of security.

Staff should ensure that all incidents where they feel threatened or ‘unsafe (even if this was not a tangible event/experience) are reported.

This includes incidents of verbal abuse.

8. Contacting/Involving The Police

If a situation arises which precipitates the need for Police attendance, the employee at risk should contact FastKlean immediately. FastKlean will take the details of the situation and will alert the Police.

Employees who need assistance from the police whilst out and about or travelling should dial 999.

FastKlean is actively committed to protecting staff from violence and assault and will support criminal proceedings against those who carry out assault.

All staff are encouraged to report violent incidents to the police and will be supported by their manager throughout the process. Except in cases of emergency, employees should inform their manager of any incidents immediately. The employees’ manager will thereafter take responsibility for contacting the Police to report the details of the incident.

9. Support for Staff

All new staff to FastKlean will receive an induction handbook, included in which will be reference to the Lone Workers Policy, and this will be highlighted as part of FastKlean’s Induction.

Employees working for FastKlean should know that their safety comes first.

Staff should be aware of how to deal with situations where they feel they are at risk, or unsafe. Staff should also be able to recognise how their own actions could influence or even trigger an aggressive response.

Managers will therefore ensure that all lone workers training needs are assessed and that they receive appropriate training.

10. Immediate Support Following a Violent Incident

In the event of a violent incident involving a lone worker, the line manager should immediately ensure that the employee(s) receive any necessary medical treatment and/or advice. If an incident occurs out of hours the on call manager should be contacted.

Managers should be sensitive to the employee’s need to talk about the incident and should take care to avoid any impression that this is not accepted or expected. Discussion should involve identifying any significant learning points for the employee and other colleagues if necessary.

The importance of colleague support should never be underestimated. Colleagues are likely to be seen as primary emotional supports.

The line manager should ensure appropriate written and verbal reporting of any violent incident.

11. Useful Contact Numbers

FastKlean Head Office: 0208 884 9149

Police Emergency Number: 999

Local Police Station Numbers:

Enfield: 0300 123 1212

12. Review

This policy will be reviewed in September 2018.