Health & Safety

General Statement of Policy

Green Inc (eu) Limited acknowledges and accepts its legal responsibilities for securing the health, safety and welfare of all its employees, students and sub-contractors working on its behalf; and all others affected by its activities. It is the intent of the company to provide safe and healthy working conditions for all our employees and students by:-

  1. • Providing and maintaining safe plant & equipment
  2. • Providing safe systems of work
  3. • Providing a safe place of work and safe access and egress
  4. • Providing a safe working and/or learning environment
  5. • Providing adequate and sufficient information, instruction, training and supervision.

It is also the intent of Green Inc to enlist the support of all employees towards achieving the safest possible working conditions and to encourage consultation on all health and safety matters. Support, co-operation and consultation will also be sought from students, clients, other contractors and any other persons who might reasonably be expected to be included in such discussions. To this end health and safety reviews will be held at each board meeting and as appropriate with staff. Health and Safety at work will also be included in the staff training programmes.

Green Inc accepts its responsibility for the health and safety of other people who may be affected by our activities including clients' employees, other contractors and members of the public. Green Inc also accepts responsibility for any affects our activities may have on the environment.

The allocation of duties for safety matters and the particular arrangements which will be made to implement this policy are set out in this document.

This Policy will be kept up to date particularly with regard to any changes in activities or the nature or size of the business and will be reviewed annually.


1. Introduction

It is the policy of Green Inc to take ail reasonable steps to ensure the health, safety and welfare of its employees and students The company will, so far as is reasonably practicable, establish procedures and systems necessary to implement such a policy. Green Inc will also ensure that all relevant statutory duties and obligations are satisfied including those duties set out in the Health and Safety at Work Act etc 1974.

Green Inc will provide and maintain a healthy and safe working environment with the objective of minimising the number of instances of occupational accidents and illnesses and ultimately achieving an accident-free workplace.

All employees will be provided with such equipment, information, instructions, training and supervision as is necessary to implement the policy and achieve the stated objective.

Green Inc also recognises its duty to protect the health and safety of all visitors to Green Inc, including contractors and temporary workers, students and other individuals, as well as any members of the public who might be affected by Green Inc’s operations.

While Green Inc will take all reasonable steps to ensure the health and safety of its employees and students, health and safety at work is also the responsibility of the employees. 

It is the duty of each employee to take reasonable care of their own and other people's welfare and to report any situation which may pose a threat to the well-being of themselves or of any other person. If an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job, then it is the employee's duty to report this to their line manager or to their delegated health and safety representative. Health and Safety issues can also be reported through the CRM system using the issues module.

An effective health and safety programme requires continuous communication between workers at all levels and staff are encouraged to register anything that may have implications for the safety and health of staff, students and others.

All injuries, however small or slight, sustained by a person at work must be reported to their line manager or to their health and safety representative. Accident records are crucial to the effective monitoring and revision of the policy and must therefore be accurate and comprehensive.

The accident book is located at Bowman House in the Assessors office.  A review of the accident book will be undertaken, bi-annually.

The specific arrangements for the implementation of the policy are detailed below.

2. Organisation

The Managing Director has overall responsibility for health and safety within the company, and will:

  1.  Ensure suitable financial provision is made for health and safety obligations
  2.  Provide appropriate information and instruction to employees
  3.  Ensure work is planned to take into account health and safety issues
  4.  Ensure that employees at all levels receive appropriate training
  5.  Monitor and assess risk to health and safety
  6.  Understand the company policy for health and safety and ensure it is readily available for employees
  7.  Set a personal example by following health and safety procedures
  8.  Actively promote at all levels the company’s commitment to effective health and safety management

2.1 Green Inc Managers

Green Inc’s Managers will undertake and be responsible for:

  1.  Monitoring the implementation of the health and safety policy throughout the company and reviewing its appropriateness by regular safety audits/inspections carried out in various workplaces.
  2.  Investigating accidents and implementing corrective action.
  3.  Reviewing health and safety legislation and implementing any new requirements relating to Green Inc.
  4.  Liasing with managers, employees, sub-contractors and specialists as and when appropriate.
  5.  Collating and reporting any accidents reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.) 1995

2.2 Employees

Section 7 of the Health and Safety at Work Act 1974 states the following: It shall be the duty of every employee while at work -

(A) to take reasonable care for the health and safety of themself and of other persons who may be affected by their acts or omissions at work: and

(B) as regards any duty or requirement imposed on the employer or any other person by or under any of the relevant statutory provisions, to co-operate with them so far as is necessary to enable that duty or requirement to be performed or complied with.

In order for all employees to comply with their legal duties, they will undertake and be responsible for:

  1. • Reading and understanding Green Inc’s Health and Safety policy and carry out their work safely and in accordance with its requirements
  2. • Ensuring that any protective equipment provided under a legal requirement is properly used in relation to any instruction / training given and in accordance with this health and safety policy
  3. • Reporting any defects to work equipment immediately to their Manager
  4. • Reporting any incidents, which have led or might lead to injury or damage
  5. • Reporting any accidents or near misses however minor to their Manager
  6. • Using the correct tools and equipment for the job in hand and in accordance with training and instructions
  7. • Co-operating with any investigation, which may be undertaken with the objective of preventing re-occurrence of incidents.

2.3 Persons Other Than Employees (Learners and Others)

To protect the health and safety of others who are directly or indirectly involved with Green Inc and its employees and to raise awareness of H&S issues amongst our learners the following procedures must be adhered to:

  1.  H&S vetting procedure for organisations where learners are based
  2.  H&S induction with new learners

Any accidents to learners are appropriately recorded by Green Inc and referred to the funding partner or organisation or funding body where relevant.

3 Communication and Co-operation

Green Inc will endeavour to communicate to employees their commitment to health and safety and it forms an integral part of our induction which is mandatory for all new employees.  This ensures that employees are familiar with the contents of this policy.

If Green Inc is to build and maintain a healthy and safe working environment, co-operation between workers at all levels is essential. All employees are expected to co-operate with managers. Employees have a duty to take all reasonable steps to preserve and protect the health and safety of themselves and of all other people affected by the operations of Green Inc.

Action under Green Inc’s disciplinary procedure may be taken against any employee who violates safety rules and procedures or who fails to perform his or her duties under this policy.

4 Training

Safety training is an integral part of an effective health and safety programme. It is essential that every employee is trained to perform his or her job effectively and safely. All employees are given training appropriate to their responsibilities in accordance with the Management of Health and Safety at Work Regulations. Training will be provided for the following situations:

  1. • Induction training for new employees {Health and safety awareness, company procedures etc)
  2. • The introduction or modification of new/existing machinery or technology
  3. • A change in employee position/work activity or responsibility

Any training provided by the company will be formally recorded with a hard copy kept on file. A programme of refresher training will be undertaken to keep employees up to date with legislation and industry best practice.

5 Inspections

Green Inc believes that regular systematic inspections of the workplace are an important instrument in ensuring that it demonstrates compliance with the law. Regular inspections of the workplace will be conducted.  In addition, inspections will be conducted in the relevant areas whenever there are significant changes in the nature and/or scale of Green Inc’s operations. Workplace inspections will also provide an opportunity to review the continuing effectiveness of the policy and to identify areas where revision of the policy may be necessary.

6  Work Equipment

All work equipment (including electrical equipment) used at work, will comply with the Provision and Use of Work Equipment Regulations (P U W.E.R.).

Before new equipment is introduced into the working environment, an assessment will be made In order to ascertain that the equipment is suitable for its intended use

No employee will use work equipment for which they have not received specific training.

No employee will knowingly misuse work equipment or remove any guards that are in place to minimise a specified risk.

All work equipment will be maintained and inspected at suitable intervals either internally by a competent person or by specialist external companies. The frequency of work equipment maintenance or inspection will be based on the manufacturer’s guidance and industry best practice. Any maintenance / inspections undertaken on company equipment will be formally recorded.

Should employees have any problems relating to the operation of equipment, or the safety of that equipment they should immediately inform their line manager in order that steps can be taken to remedy the situation promptly.

7 Personal Protective Equipment

Green Inc recognises the duties and obligations established by legislation. Green Inc will provide personal protective equipment (PPE) where a risk assessment identifies the requirement for worker protection where the risk presented by a work activity cannot be adequately controlled by other means. All reasonable steps will be taken to secure the health and safety of employees who work with PPE. All workers who may be exposed to a risk to their health and safety while at work will be provided with suitable, properly fitting and effective PPE. All personnel required to use PPE will be provided with adequate information and training to enable a full understanding of the issues associated with its use. 

8 Manual Handling Operations

Green Inc’s objective is to minimise any risk to employees of accident or injury resulting from manual handling operations.  Green Inc will endeavour to avoid the need for manual handling activities, so far as is reasonably practical.  Where it is not possible to avoid manual handling operations, an assessment of the operation will be made taking into account the task, the load, the workplace and the capability of the individual concerned.  Green Inc will then introduce controls to reduce the risk of accident or injury to the lowest extent reasonably practical.

9 Display Screen Equipment

Many employees are required to routinely use Display Screen Equipment (DSE) as part of their daily work. All reasonable steps will be taken by Green Inc to secure the health and safety of employees who work with DSE. Green Inc will conduct health and safety assessments of all workstations staffed by employees who use DSE as part of their usual work and will ensure that all workstations comply with statutory requirements, thus reducing risks to DSE users to the lowest extent reasonably practical.

DSE users will be allowed periodic breaks in their work. Breaks in work may take the form of other work activities or tea breaks.

Employees are entitled to eye tests to ensure their visual acuity is compatible with the requirements of DSE work. If the examination reveals the need for corrective lenses, then the cost of providing lenses and frames, for display screen activity only, will be the responsibility of Green Inc. N.B. Employees who wear / need glasses or contact lenses at their employment commencement will be responsible for their own glasses or contact lenses.

All DSE users will be given appropriate and adequate training on the health and safety aspects of this type of work and will be given further training and information whenever the organisation of the workstation is substantially modified.

10 Control of Substances Hazardous to Health

Before any hazardous substances are used during a work process, a material safety data sheet (MSDS) will be requested from the supplier and an appropriate assessment made of the risks from that substance will be undertaken in line with the Control of Substances Hazardous to Health Regulations (COSHH).  Alternative less harmful substances will be used wherever possible.

11 Employees at Special Risk

Green Inc recognises that some workers may from time to time be at increased risk of injury or ill-health resulting from work activities.  Green Inc therefore requires that all employees advise their line manager if they become aware of any change in their personal circumstances which could result in them being at increased risk. This could include medical conditions, permanent or temporary disability, taking medication and pregnancy. Where employees at special risk are identified a further assessment of risk in addition to the general risk assessment will be undertaken.

12 Fire Safety Precautions

It is Green Inc’s policy to take account of fire hazards in the workplace and fire risk assessment has been carried out at Bowman House premises.

All employees have a duty to conduct their operations in such a way as to minimize the risk of fire.

This involves keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials.

Managers are responsible for keeping their operating areas safe from fire, ensuring that their staff are trained in proper fire prevention practices and emergency procedures.

Employees working on sites controlled by others e.g. learner’s employment premises etc. should make themselves familiar with the local evacuation procedures and follow the host establishment's procedures as necessary.


  1.  Activate the nearest fire alarm to raise the alarm
  2.  Call the fire brigade
  3.  Fight the fire only if safe to do so.


  1.  Leave the building by the nearest fire exit DO NOT USE LIFTS
  2.  Close all doors behind you
  3.  Go directly to the assembly point  in the car park and await instructions
  4.  Do not leave the assembly point until the all clear is given
  5.  Do not re-enter the building for any purpose until the all clear is given
  6.  Practice fire drills will be conducted on a regular basis to ensure employees are familiar with emergency evacuation procedures.

13 First Aid and Accident Reporting

Adequate first aid provision will be made at Green Inc’s office at One Milton Road.

Each first aid box shall be suitably marked and be easily accessible to all employees at all times when they are at work. The First Aid kit is held in the Assessors Office.

On Project Sites - wherever possible arrangements are made with clients to use their first aid facilities.

Where this is not possible, a member of the project team will be nominated as the appointed person for first aid and a first aid box supplied, which will contain adequate supplies for the total number of employees on site.

We do not have any qualified First Aiders at this time.

All accidents MUST be reported to a manager and the details recorded in the accident book (held at Bowman House in the Assessors Office).

Serious accidents where hospital treatment is required must be reported to a Director as soon as possible after the incident.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.)

Certain accidents are reportable to the HSE's Incident Contact Centre. A Manager must be notified as soon as practicable after incidents causing the following injuries:

  1.  Any work related injury that leads to an employee being absent from work for more than 3 working days
  2.  Fracture other than to fingers, thumbs or toes
  3.  Amputation
  4.  Dislocation of the shoulder, hip, knee or spine
  5.  Loss of sight (temporary or permanent);
  6. • Chemical or hot metal burn to the eye or any penetrating injury to the eye
  7.  Injury resulting from, an electric shock or electrical burn leading to
  8. • Unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours:
  9. • Any other injury: leading to hypothermia, heat-induced illness or unconsciousness: or requiring resuscitation: or requiring admittance to hospital for more than 24 hours.

All accidents / incidents will be investigated by senior management.

14 Welfare Facilities

As a minimum the following will be provided:

  1. • Toilet/washing facilities accessible on site
  2. • Eating/rest facilities accessible on site

Where these facilities are not provided Green Inc will provide suitable welfare facilities or, given the nature of the work employees will be able to use public facilities whilst travelling between sites.

15 Risk Assessments

Formal risk assessments will be carried out and recorded. In addition risk assessments are carried out continuously by employees throughout their work. Hazards are considered and work methods established to minimize the risk of injury to themselves and others affected by the work. Where the employee does not have sufficient knowledge about a specific hazard, such as work in confined spaces, they will take further advice if required.

16 Company Safety Rules

  1. • All employees should be aware of, respect and adhere to the rules and procedures contained in this
  2. policy;
  3. • All employees must immediately report any unsafe practices or conditions to their line manager e;
  4. • Practical joking, misuse of equipment or any other acts which might jeopardise the health and safety of any other person are forbidden;
  5. • Any person whose levels of alertness and/or ability are reduced due to illness or fatigue will not be allowed to work if this might jeopardise the health and safety of that person or any other person;
  6. • Employees must not adjust, move or otherwise tamper with any electrical equipment, machinery or air or water lines in a manner not within the scope of their duties, unless instructed to do so by their line manager;
  7. • All waste materials must be disposed of carefully and in such a way that they do not constitute a hazard to other workers;
  8. • No employee should undertake a job which appears to be unsafe;
  9. • No employee should undertake a job until he or she has received adequate safety instruction and is authorised to carry out the task;
  10. • All injuries must be reported to a line manager;
  11. • Employees should take care to ensure that all protective guards and other safety devices are
  12. properly fitted and in good working order and shall immediately report any deficiencies to their line manager ;
  13. • Work shall be well-planned and supervised to avoid injuries in the handling of heavy materials and while using equipment;
  14. • No employees should use chemicals without the knowledge required to work with those chemicals safely
  15. • Suitable clothing and footwear will be worn at all times. Personal protective equipment must be worn wherever appropriate:

17 Housekeeping

  1.  Work sites must be kept clean and tidy;
  2.  Any spillage must be cleaned up immediately,
  3.  Waste materials and rubbish must be placed in the receptacles provided and removed routinely;
  4.  All combustible waste materials must be discarded in sealed metal contain