Introductory guide to Office Health & Safety

Did you know that whether you employ 2 or 20 people, by law, you are required to assess the significant risks in your workplace? The financial and legal implications for doing nothing are significant.

The following points should be considered:

People

Whatever the size of your business you have a duty of care for the health and safety of your employees (including trainees), visitors, neighbours, the general public, contractors and agency staff whilst they on your premises.

Documented Health and Safety Policy

You have a duty to make adequate arrangements for health and safety. If you employ five or more people you must document your health and safety policy and bring it to the attention of your employees

Risk Assessments

The Management of Health and Safety at Work Regulations include a duty to carry out assessment of risk, if you employ five or more people you must assess the significant risks, implement controls to prevent these risks from adversely affecting people, document the assessment, review the assessments periodically and communicate the findings to your employees.

Electricity

Arrange for all appliances with plugs to be tested for safety by a competent person. Ensure the electrical installations and hardwiring in your premises are periodically inspected by a competent person.

Slips, Trips and Falls

Account for most of the accidents in offices. These should be assessed and simple measures taken to reduce these accidents.

Fire Safety

It is a regulatory requirement for all employers to carry out and document a fire risk assessment. It is important for office workers to know what the fire safety arrangements are and to practice them. It should be remembered a fire is both hazardous for employees and the future of the company.

Display Screen Equipment

Each computer workstation must be analysed to check that it complies with the schedule to the DSE Regulations. The regulations also require employers to plan activities so that there are sufficient breaks away from the screen, and to provide eye/ eyesight testing, and information and training for users.

Manual Handling

Even in offices handling, lifting and carrying can be the cause of a major injury. If heavy or bulky items have to be moved then carry out an assessment and take precautions. For example provide a trolley, to move items without the risk of a back injury. If staff have to carry heavy or bulky items ensure they aware of the correct principles of lifting.

Other Issues

There are many other issues to be considered such as:

• Lone Worker safety
• The safety of young persons
• The safety of new and expectant mothers
• Basic workplace requirements (eg light, space, heat, ventilation etc).

Health and Safety Offences Act 2008

Penalties have recently been increased. The maximum penalties in a magistrate’s court that can be imposed for breaches of health and safety regulations are now £20,000 or 12 months imprisonment.