Health and Safety Issues Health and Safety Issues in an Administrative in an Administrative

EnvironmentEnvironment

Diploma in AdministrationDiploma in Administration

Are offices safe?Are offices safe?

Offices are certainly safe compared to Offices are certainly safe compared to construction sites or factories but …construction sites or factories but …

Administrators have been killed at work!Administrators have been killed at work! One office worker reached up to open a One office worker reached up to open a

swivel window, lost his balance and fell to swivel window, lost his balance and fell to his death.his death.

Over 1,000 office workers are injured Over 1,000 office workers are injured every year at work and over a hundred every year at work and over a hundred seriously hurt.seriously hurt.

Hazards and risksHazards and risks

A hazard is anything which could A hazard is anything which could cause you harm or injury. This could cause you harm or injury. This could be a heavy or sharp object or be a heavy or sharp object or something as commonplace as the something as commonplace as the office door.office door.

A risk is the chance that you will be A risk is the chance that you will be harmed or injured.harmed or injured.

ActivityActivity

Distribute handouts.Distribute handouts.

Risk assessmentsRisk assessments

All employers have to evaluate risks All employers have to evaluate risks by undertaking a formal risk by undertaking a formal risk assessment to decide whether each assessment to decide whether each risk is high, medium or low and then risk is high, medium or low and then check whether action needs to be check whether action needs to be taken to reduce the degree of risk so taken to reduce the degree of risk so that fewer accidents will occur.that fewer accidents will occur.

Potential hazardsPotential hazards

In an administration environment these In an administration environment these includeinclude

Machinery and equipment that isn’t Machinery and equipment that isn’t properly maintained or not used safely.properly maintained or not used safely.

Hazardous substances which may be Hazardous substances which may be used carelessly or unsafely.used carelessly or unsafely.

Personal conduct and unsafe behaviour.Personal conduct and unsafe behaviour.

Untidiness and careless working.Untidiness and careless working. Drinking and drugs.Drinking and drugs.

The Health and Safety at Work The Health and Safety at Work Act 1974Act 1974

All employers must display the main All employers must display the main terms of the Health and Safety at terms of the Health and Safety at Work Act in a notice for their Work Act in a notice for their employees to read.employees to read.

This affects employers and employees This affects employers and employees in that both are responsible for health in that both are responsible for health and safety within their organisation.and safety within their organisation.

Page 278, 279.Page 278, 279.

ActivityActivity

Design an eye-catching and easy to Design an eye-catching and easy to read notice on HASAWA.read notice on HASAWA.

Taking precautionsTaking precautions

Think of the potential hazards and Think of the potential hazards and risks in an administrative risks in an administrative environment and what you could do environment and what you could do to avoid them.to avoid them.

Taking precautionsTaking precautions

Making sure no one can trip over your Making sure no one can trip over your personal belongings.personal belongings.

Mop up any spills promptly.Mop up any spills promptly. Never run down corridors, around corners Never run down corridors, around corners

and up and down stairs.and up and down stairs. Never try to lift or carry an object which is Never try to lift or carry an object which is

too heavy for you to handle alone.too heavy for you to handle alone. Never carry more files or folders than you Never carry more files or folders than you

can safely see over.can safely see over.

Never move equipment so that the Never move equipment so that the wire is trailing.wire is trailing.

Never leave a drawer of you desk or Never leave a drawer of you desk or filing cabinet open unnecessarily.filing cabinet open unnecessarily.

Handle breakages carefully, Handle breakages carefully, particularly broken glass or china.particularly broken glass or china.

Follow specific instructions you have Follow specific instructions you have been given.been given.

Never use equipment unless you Never use equipment unless you know what to do.know what to do.

Have respect for even small items of Have respect for even small items of equipment that could cause injury – equipment that could cause injury – from a paper knife to a stapler.from a paper knife to a stapler.

The list is almost endless!The list is almost endless!

Health and Safety RegulationsHealth and Safety Regulations- applies to all employers- applies to all employers

Workplace (Health, Safety and Welfare) Workplace (Health, Safety and Welfare) Regulations (task to complete)Regulations (task to complete)

FireFire InsuranceInsurance First AidFirst Aid SignsSigns Reporting of injuriesReporting of injuries

Applies to most Applies to most administratorsadministrators

Display Screen EquipmentDisplay Screen Equipment Control of hazardous substances (COSHH)Control of hazardous substances (COSHH) ElectricityElectricity NoiseNoise Provision of work equipmentProvision of work equipment Manual handlingManual handling Personal protective equipment and Personal protective equipment and

clothesclothes

Unsafe use of machinery and Unsafe use of machinery and equipmentequipment

What equipment and machinery are What equipment and machinery are you likely to use?you likely to use?

PhotocopierPhotocopier ComputerComputer PrinterPrinter Fax machineFax machine scannerscanner

ShredderShredder TrimmerTrimmer BinderBinder Stapler Stapler

None of these items is seriously None of these items is seriously hazardous, unless you work unsafely.hazardous, unless you work unsafely.

Safe working practices Safe working practices includeinclude

Using all equipment and machinery Using all equipment and machinery according to its purpose and the way you according to its purpose and the way you were trained.were trained.

Never undertaking operations you should Never undertaking operations you should not attempt, such as poking around inside not attempt, such as poking around inside a photocopier or trying to dismantle your a photocopier or trying to dismantle your keyboard.keyboard.

Keeping liquids well away from all Keeping liquids well away from all electrical equipment.electrical equipment.

Closing the lid when you are photocopying Closing the lid when you are photocopying so that you are not blinded by the so that you are not blinded by the ultraviolet light. This won’t case ultraviolet light. This won’t case permanent eye damage but doesn’t do permanent eye damage but doesn’t do your eyes any good!your eyes any good!

Reporting any unusual smells to your Reporting any unusual smells to your supervisor promptly. Photocopiers and supervisor promptly. Photocopiers and laser printers can emit ozone fumes and laser printers can emit ozone fumes and also indicates a fault.also indicates a fault.

Switching off electrical equipment Switching off electrical equipment immediately if you smell burning or immediately if you smell burning or hear crackling and reporting the hear crackling and reporting the matter. Put a ‘do not use’ notice on matter. Put a ‘do not use’ notice on the equipment until it is declared safe.the equipment until it is declared safe.

Reading the instruction manual before Reading the instruction manual before you attempt to clean any item of you attempt to clean any item of equipment and following it!equipment and following it!

Never using any item of electrical Never using any item of electrical equipment if the wire is damaged or equipment if the wire is damaged or the plug is loose.the plug is loose.

Switching off equipment when you Switching off equipment when you are told to do so.are told to do so.

Using appropriate safety equipment Using appropriate safety equipment when it is provided, such as a safety when it is provided, such as a safety step-stool.step-stool.

Unsafe use of substancesUnsafe use of substances

Fortunately the number of hazardous Fortunately the number of hazardous substances in an office is few butsubstances in an office is few but

Toner for the photocopier must be stored Toner for the photocopier must be stored in a cool, dry place away from direct in a cool, dry place away from direct sunlight and on a flat surface.sunlight and on a flat surface.

Used bottles or cartridges should be Used bottles or cartridges should be disposed of exactly as instructed.disposed of exactly as instructed.

They must never be incinerated as the They must never be incinerated as the toner dust can ignite.toner dust can ignite.

Personal Conduct – unsafe Personal Conduct – unsafe behaviourbehaviour

- one of the highest causes of - one of the highest causes of accidents in an office!accidents in an office!

Practical jokes which can get out or Practical jokes which can get out or hand eg throwing water aroundhand eg throwing water around

Thoughtless actions like throwing Thoughtless actions like throwing something across an office or something across an office or wearing a backpack without thinking wearing a backpack without thinking of those behind you!of those behind you!

Deliberately flouting safety Deliberately flouting safety instructions, such as ignoring a fire instructions, such as ignoring a fire drill, wedging open a fire door or trying drill, wedging open a fire door or trying to lift something heavy on your own.to lift something heavy on your own.

Stupid actions, like standing on a Stupid actions, like standing on a swivel chair to open a window or swivel chair to open a window or walking backwards because you are walking backwards because you are talking to someone.talking to someone.

Main causes of accidents in an Main causes of accidents in an office – all resulting in more office – all resulting in more than 3 days’ absence from than 3 days’ absence from

workworkCause of injury Major MinorCause of injury Major Minor

Slipping or tripping 50% 27%Slipping or tripping 50% 27%Falling from a height 20% 11%Falling from a height 20% 11%Being struck by a 9% 13%Being struck by a 9% 13%moving objectmoving objectHandling, lifting a 7% 31%Handling, lifting a 7% 31%heavy objectheavy objectWalking into a fixed 6%Walking into a fixed 6%objectobject

Untidiness or careless Untidiness or careless workingworking

‘‘Good housekeeping’ is a phrase Good housekeeping’ is a phrase often used in relation to health and often used in relation to health and safety. Your employer must have safety. Your employer must have procedures in place in relation toprocedures in place in relation to

CleaningCleaning Maintenance Maintenance Safe storage of dangerous or Safe storage of dangerous or

flammable substancesflammable substances

Top priority must be given to solving Top priority must be given to solving problems that could be hazardousproblems that could be hazardous

Electrical faultsElectrical faults Broken rail on staircaseBroken rail on staircase Uneven carpet tilesUneven carpet tiles

There will also be procedures in place to There will also be procedures in place to ensure action is taken if anything is ensure action is taken if anything is damaged or broken egdamaged or broken eg

A glass pane in a doorA glass pane in a door Spilt liquid on the floorSpilt liquid on the floor Wet floors as they are being cleanedWet floors as they are being cleaned This is why areas are cordoned off in This is why areas are cordoned off in

supermarkets if there has been a breakagesupermarkets if there has been a breakage

What YOU must doWhat YOU must do

Co-operate with your employer over Co-operate with your employer over routine maintenance checks to routine maintenance checks to equipment you use – even if this is equipment you use – even if this is inconvenient at the timeinconvenient at the time

Report damage or faults using the Report damage or faults using the correct procedurecorrect procedure

Pick up anything you drop (including Pick up anything you drop (including paper)paper)

Wipe up anything you spillWipe up anything you spill Wrap any broken glass or china Wrap any broken glass or china

before putting in waste binbefore putting in waste bin Do not leave uneaten food on desk or Do not leave uneaten food on desk or

drawerdrawer Close drawers and cupboard doors Close drawers and cupboard doors

after you have found what you needafter you have found what you need

Never pile up files or folders on a Never pile up files or folders on a desk or on a high shelf – where they desk or on a high shelf – where they could fall and injure someonecould fall and injure someone

Never leave boxes of stationery or Never leave boxes of stationery or other items on the floorother items on the floor

Never leave scissors, drawing pins or Never leave scissors, drawing pins or other sharp objects lying aroundother sharp objects lying around

Smoking, drinking and Smoking, drinking and drugsdrugs

It is now law (1 July 2007) that It is now law (1 July 2007) that smoking is prohibited in any enclosed smoking is prohibited in any enclosed space.space.

Drinking alcohol or taking drugs is Drinking alcohol or taking drugs is always discouraged at work.always discouraged at work.

Some employers absolutely forbid it Some employers absolutely forbid it eg Virgin Trains – bans all employees eg Virgin Trains – bans all employees from dinking alcohol up to 12 hrs from dinking alcohol up to 12 hrs before they start work.before they start work.

Virgin randomly test drivers and also Virgin randomly test drivers and also office workers!office workers!

All organisations have explicit rules All organisations have explicit rules and will form part of your contract of and will form part of your contract of employment.employment.

Ignoring the rules can lead to Ignoring the rules can lead to disciplinaries and dismissal.disciplinaries and dismissal.

Dealing with low risk Dealing with low risk mattersmatters

The layout of your workstationThe layout of your workstation The way you sit at your computerThe way you sit at your computer The way your chair is adjustedThe way your chair is adjusted The way you use equipment and The way you use equipment and

materials eg phone under neck while materials eg phone under neck while typing typing

ask for headsetask for headset

Tidy your own area – regularlyTidy your own area – regularly Look out for simple H&S things that Look out for simple H&S things that

you can put rightyou can put right Ensure doorways are not blockedEnsure doorways are not blocked Look out for trailing wiresLook out for trailing wires Close the drawer of a filing cabinetClose the drawer of a filing cabinet

Reporting accidentsReporting accidents

Organisations have a legal duty to record Organisations have a legal duty to record accidents and all those with more than 10 accidents and all those with more than 10 workers must keep an accident book.workers must keep an accident book.

The procedure is likely to includeThe procedure is likely to include How to contact a first aiderHow to contact a first aider Where the medical room isWhere the medical room is How to contact a doctor or send for an How to contact a doctor or send for an

ambulanceambulance When to complete the accident reportWhen to complete the accident report

Recording detailsRecording details

Date, time and place of accidentDate, time and place of accident Name and job title of injured personName and job title of injured person Details of injury and any first aid givenDetails of injury and any first aid given What happened immediately afterwardsWhat happened immediately afterwards

eg back to work, home or hospitaleg back to work, home or hospital Name and signature of the person Name and signature of the person

reporting the accidentreporting the accident

Reporting potential hazardsReporting potential hazards

Could be to H&S reps but often to Could be to H&S reps but often to maintenance or ITmaintenance or IT

Hazards includeHazards include Faulty equipmentFaulty equipment Maintenance problems eg jammed Maintenance problems eg jammed

doordoor Irresponsible behaviour by colleagues Irresponsible behaviour by colleagues

(see your supervisor)(see your supervisor)

First AidFirst Aid

Under the Health and Safety (First Aid) Under the Health and Safety (First Aid) Regulations there must, as a minimum, be Regulations there must, as a minimum, be a suitable stocked first aid box and an a suitable stocked first aid box and an appointed person to take charge of first appointed person to take charge of first aid arrangements.aid arrangements.

The minimum number of qualified first The minimum number of qualified first aiders required is …aiders required is …

One first aider for every 50-100 employeesOne first aider for every 50-100 employees The first aider must be qualifiedThe first aider must be qualified

H&S Display Screen H&S Display Screen EquipmentEquipment

Page 287Page 287 Carry out own risk assessment. Carry out own risk assessment.

What do you need to check?What do you need to check? Over to You Test page 289/290 to be Over to You Test page 289/290 to be

completed the following week in completed the following week in class.class.

Employers’ responsibilities Employers’ responsibilities under Health and Safety under Health and Safety

legislationlegislation Safety policies and proceduresSafety policies and procedures All businesses must draw up a safety All businesses must draw up a safety

policy if they employ 5 or more policy if they employ 5 or more people.people.

The policy should:The policy should: state the aims of the company in state the aims of the company in

relation to the health and safety of relation to the health and safety of employeesemployees

- include key members of staff- include key members of staff - arrangements for carrying out the policy- arrangements for carrying out the policy This is likely to include:This is likely to include: - training and instruction- training and instruction - company rules- company rules - emergency arrangements- emergency arrangements - the system for reporting accidents- the system for reporting accidents - the identification of risk areas- the identification of risk areas

Codes of practiceCodes of practice

The organisation will then decide its The organisation will then decide its own codes of practice which state own codes of practice which state the procedures all employees must the procedures all employees must follow if there is an emergency follow if there is an emergency evacuation or if an accident occurs.evacuation or if an accident occurs.

Risk assessmentRisk assessment

All employers are required to carry All employers are required to carry out risk assessments on all types of out risk assessments on all types of work activities that may potentially work activities that may potentially cause harm or ill-health.cause harm or ill-health.

This means looking carefully at what This means looking carefully at what is going on in their workplace to is going on in their workplace to check if they have sufficient check if they have sufficient precautions in place.precautions in place.

They must:They must: Look for hazardsLook for hazards In each case, decide who might be In each case, decide who might be

harmed and howharmed and how Check if the existing precautions are Check if the existing precautions are

adequate or if more could be doneadequate or if more could be done

Write down the findingsWrite down the findings Review the assessment regularly and Review the assessment regularly and

revise it if necessary.revise it if necessary.

Additional risk assessmentsAdditional risk assessments

Under the Fire Precautions (Workplace) Under the Fire Precautions (Workplace) Regulations, all employers must carry Regulations, all employers must carry out additional fire risk assessments by out additional fire risk assessments by identifying potential sources of ignition identifying potential sources of ignition which could start a fire, identify who which could start a fire, identify who would be harmed and then evaluate would be harmed and then evaluate existing fire precautions and check if existing fire precautions and check if these could be improved.these could be improved.

Health and Safety (First Aid) Health and Safety (First Aid) RegulationsRegulations

The employer must assess the risk The employer must assess the risk level of the working environment level of the working environment when deciding upon the facilities, when deciding upon the facilities, equipment and staff to provide first equipment and staff to provide first aid.aid.

Health and Safety (Young Health and Safety (Young Persons) RegulationsPersons) Regulations

Special risk assessments must be Special risk assessments must be carried out in respect of young or carried out in respect of young or inexperienced workers.inexperienced workers.

A separated set of regulations – the A separated set of regulations – the Health and Safety (Training for Health and Safety (Training for Employment) Regulations – also Employment) Regulations – also covers students or pupils undertaking covers students or pupils undertaking work experience in a company.work experience in a company.

Display Screen RegulationsDisplay Screen Regulations

The risks to staff of using VDUs and The risks to staff of using VDUs and workstations must be assessed under workstations must be assessed under the Display Screen Equipment the Display Screen Equipment RegulationsRegulations

Preventative measuresPreventative measures

Putting up safety signs where these Putting up safety signs where these are requiredare required

Ensuring equipment is checked and Ensuring equipment is checked and maintained regularlymaintained regularly

Providing protective clothingProviding protective clothing Storing hazardous substances in Storing hazardous substances in

special areasspecial areas

SignsSigns

Use clipart to try and find some H&S Use clipart to try and find some H&S signssigns

Providing basic requirements under Providing basic requirements under the Workplace (Health, Safety and the Workplace (Health, Safety and Welfare) Regulations egWelfare) Regulations eg

An adequate number of clean, An adequate number of clean, working toiletsworking toilets

Drinking waterDrinking water A clean workplaceA clean workplace Adequate space Adequate space

Adequate lightAdequate light Adequate ventilationAdequate ventilation Adequate temperature Adequate temperature …… …… and so on (see handout)and so on (see handout)

TrainingTraining

Health and safety law requires all Health and safety law requires all employers to provide information, employers to provide information, instruction and training for staff.instruction and training for staff.

InformationInformation

The HSE advises employers to The HSE advises employers to identify:identify:

Who needs to receive thisWho needs to receive this - eg employees, visitors, sub-- eg employees, visitors, sub-

contractors, temporary staffcontractors, temporary staff What information must be providedWhat information must be provided

When the information should be When the information should be providedprovided

- eg at induction- eg at induction - during the first visit- during the first visit - when a job changes- when a job changes - Remember, the information should - Remember, the information should

be provided before it is required – not be provided before it is required – not after!after!

How the information should be How the information should be providedprovided

- eg during a talk- eg during a talk - demonstration- demonstration - on paper- on paper - on intranet- on intranet

Instruction and TrainingInstruction and Training

Must be provided for people when Must be provided for people when - they start work- they start work - when their work or responsibilities - when their work or responsibilities

changechange - to refresh or update knowledge- to refresh or update knowledge Training must be provided during Training must be provided during

working hoursworking hours

Employers must identifyEmployers must identify Who needs to be trained?Who needs to be trained? What training is required?What training is required? How the training should be given and How the training should be given and

by whomby whom When the training should take place.When the training should take place.

Safety committees, reps and Safety committees, reps and officersofficers

What is the difference and what do What is the difference and what do they do?they do?

Page 293Page 293