Chapter 3 – Arrangements


Arrangements are the systems we have introduced to deal with the fundamental health, safety, fire and welfare needs of Material Concepts. We have reviewed our work and considered what arrangements are necessary. Our arrangements have been introduced for the good and benefit of employees and others, and to comply with legislative requirements.

Details of our arrangements can be found in this section. We ask that you speak to your Manager if there is anything you do not understand or believe could be improved.

Assessing Risk

The Management of Health and Safety at Work Regulations stipulates the requirements for assessing risk; we aim to comply with these regulations and create and maintain a safe working environment. For example, issues around first aid cover, lone working, new and expectant mothers, aggression and violence, stress, drugs and alcohol and working at height are all addressed through assessment.

The Regulatory Reform Fire Safety Order requires that we assess fire risk at our premises or any workplace where our employees are required to work; we aim to comply with this legislation in the interests of fire safety.

The Control of Substances Hazardous to Health (COSHH) Regulations require us to recognise and assess the risk arising from exposure to hazardous substances and act to prevent harm being caused. Substances include hazardous chemicals but also bodily fluids, viruses and bacteria.

The Manual Handling Operations Regulations place duties on us to avoid, assess and reduce handling activities and this is a key risk area for us to manage.

Workplace equipment and access equipment are specifically detailed in the ‘PUWER’ and ‘Working at Height’ Regulations and require us to have effective management tools and servicing arrangements in placed, backed up and supported by regular training.

We acknowledge and understand our duty to assess any situation or activity caused by us where potential for harm exists. Where significant risk is realised we will introduce appropriate control measures to either eliminate risk or reduce it to an acceptable level.

It is our intention to have robust policies and procedures in place to effectively manage risk, these will involve procedures referred to in the following section.

Site Safety

Site work must be properly planned and organised. Our work outside of the office can range from a simple delivery and drop off to an installation involving access equipment, road closures or work on a busy high street.

The Proprietor must ensure that;

  • site teams are properly inducted and trained for the work being completed
  • the equipment used or hired is fit for purpose, serviced and maintained
  • suitable risk and method statements are prepared before the work is completed
  • staff receive the information in good time and in a way they can clearly understand
  • site staff are supported, encouraged and competent to work independently and dynamically to manage risk
  • there is good, clear communication between Proprietors/surveyors, clients and site teams
  • site activities are periodically monitored and staff receive regular refresher training on site hazards


Training is essential to help achieve competence, we intend to identify all training needs within our Business and manage this accordingly. It is vital that employees receive suitable and sufficient training enabling them to work safely and avoid unnecessary risk.

At the time of induction and at periodic intervals thereafter managers must consider the training needs of employees and organise appropriate training. We will provide the necessary time, funding and resources to accomplish any training needs that are deemed necessary.

All new starters will be subject to our induction process prior to starting work. The induction process is designed to help new employees understand the fundamental safety arrangements within our business. This will involve site familiarity, welfare, fire and general safety awareness training. Additional training sessions on the key mandatory disciplines will be completed and recorded. Tool box talks and specific job training for equipment and tasks will be assessed and completed. Shadowing and monitoring techniques will be used.

Following completion of initial induction training a training needs evaluation will be conducted appropriate to the job and activities each person is likely to participate in whilst at work. Training, instruction and supervision will then be organised to help safely integrate the employee into our workplace, client’s premises and activities.

To help us manage training, the Proprietor and Supervisors will maintain records of training competencies. The records will be periodically reviewed to ensure competencies are achieved and maintained; this may involve refresher training for certain disciplines.

The Proprietor must complete the training needs analysis and review this periodically. Some fundamental types of training are noted below to ensure a basic level of compliance and competence is considered in key areas of our work.

Anyone undertaking training must themselves be ‘competent’ as defined in law – this means they are both experienced and qualified – aware of the legal requirements and best practice standards associated with the equipment or tasks being undertaken.

External certification from an accredited body is therefore going to provide the best training and defence in Law – should you need to defend the training or competence of your employees following an incident or accident.

Where training has been given by an employee with no qualifications but some experience, you are far less likely to be able to demonstrate competence to insurers, clients or enforcement authorities.

The Proprietor must decide, with assistance from the Safety Advisors, what training can be undertaken ‘in-house’ and what requires external delivery. Some areas are clear cut – for example the operating of powered access equipment has a clear requirement in law for training to be given – this is prescriptive and there are recognised IPAF (International Powered Access Federation) training courses.

Other areas such as training on the type of fixings to use when installing signs is not regulated by prescriptive training but must still be completed by competent persons and be ‘fit for purpose’. Having experience, trade qualifications, or a relevant NVQ qualification may be the best way to demonstrate competence in this instance.


Area of Training

Typical Accreditation Body

Use of ladders

Scaffold towers – erection and use

Prefabricated Access Suppliers’ & Manufacturers’ Association Ltd (PASMA)

Operating mobile access equipment – scissor lifts, static booms, mobile booms

International Powered Access Federation

Use of a harness

Covered in IPAF training or by a specialist trainer/supplier.

Asbestos awareness

UK Asbestos Training Association.

Operating a bench saw or router.

None – but operator would need to be ‘authorised and approved’ and have ‘appropriate’ information on hazards and safe operation of the machine, instruction and training from a competent person.

Welfare and Working Environment

We aim to provide a safe working environment and to meet the welfare needs of all employees. To help us maintain the standards we strive to achieve, we expect employees to cooperate with us and follow our rules policies and procedures.


Lighting will be periodically assessed in our work areas to ensure the correct amount of natural light or illumination is available for working activities or moving around our premises. Insufficient or too much lighting can have a detrimental effect on work, safety and health.

Emergency lighting or torches will be provided to facilitate the safe evacuation from the building in the event of an incident occurring.

Temperature and Ventilation

We understand it is important to maintain a reasonable working temperature and circulation of air. With a significant part of our work being undertaken in open or semi-covered units this is difficult to achieve. However we will utilise heaters and provide suitable rest areas for hot and cold drinks.

Sanitary Conveniences and Washing Facilities

We have considered the needs of employees and others and have provided a suitable quantity of toilets and washing facilities. Hot and cold water running water is provided in sanitary conveniences along with suitable hand drying means.

Rest Periods

It is important that employees are able to take breaks – particularly if you are undertaking detailed and high concentrate work periods. There is a kitchenette area and facilities to make hot and cold drinks. We request that in the interests of hygiene this area is kept clean and tidy.

Drinking Water

Sources for obtaining safe drinking water will be provided. These will be identified at the time of induction for new employees.

Safety Signs

Where deemed necessary and as a result of risk assessment we will display safety signs. These will conform to standards referred to by the current edition of The Health and Safety (Safety Signs and Signals) Regulations. You must speak to your manager if you are in any doubt regarding the meaning of any signage.

The following is an example of different types of signs:

White cross on green background
Safe Condition – Used to identify first aid facilities, fire exits, escape routes etc.
Black exclamation mark in a yellow triangle
Hazard Warning – Used to warn of significant potential hazard, electrical hazards etc.
White head with ear protectors on blue background
Mandatory – Signage dictates what action must be followed, eg wearing of hearing protection, eye protection etc.
Cigarette with red line through it and red circular border
Prohibition – States what is not permitted, No Smoking, No Unauthorised Access etc.
Black X with orange background Black exclamation mark within red diamond shape border
Chemical Hazards – Hazardous chemicals are identified with orange symbols – for example ‘harmful’.

Workplace Housekeeping

Management must consider housekeeping issues on a day to day basis and all employees have a general responsibility to keep the work areas tidy and report hazards.

Effective housekeeping can eliminate some workplace hazards and help get a job done safely and properly. Poor housekeeping can frequently contribute to accidents by hiding hazards that cause injuries. If the sight of paper, debris, clutter and spills is accepted as normal, then other more serious health and safety hazards may be taken for granted.

Housekeeping is not just cleanliness. It includes keeping work areas neat and orderly; maintaining corridors and floors free of slip and trip hazards; and removing of waste materials (e.g., paper, cardboard) and other fire hazards from work areas. It also requires paying attention to important details such as the layout of the whole workplace, aisle marking, the adequacy of storage facilities, and maintenance. Good housekeeping is also a basic part of accident and fire prevention.

Effective housekeeping is an on-going operation: it is not a hit-and-miss clean up done occasionally. Periodic “panic” clean ups are costly and ineffective in reducing accidents.

Adopt a “CLEAN AS YOU GO” policy

What is the purpose of workplace housekeeping?

Poor housekeeping can be a cause of accidents, such as:

  • tripping over loose objects on floors, stairs and platforms
  • being hit by falling objects
  • slipping on greasy, wet or dirty surfaces
  • striking against projecting, poorly stacked items or misplaced material
  • cutting, puncturing, or slashing the skin of hands or other parts of the body on projecting nails, wire or steel strapping

To avoid these hazards, a workplace must “maintain” order throughout a workday. Although this effort requires a great deal of management and planning, the benefits are many.

What are some benefits of good housekeeping practices?

Effective housekeeping results in:

  • reduced handling to ease the flow of materials
  • fewer tripping and slipping accidents in clutter-free and spill-free work areas
  • decreased fire hazards
  • lower worker exposures to hazardous substances (e.g. dusts, vapours)
  • better control of tools and materials, including inventory and supplies
  • more efficient equipment cleanup and maintenance
  • better hygienic conditions leading to improved health
  • more effective use of space
  • reduced property damage by improving preventive maintenance
  • less caretaker cleaning work
  • improved morale
  • improved productivity (tools and materials will be easy to find)

How do I plan a good housekeeping program?

A good housekeeping program plans and manages the orderly storage and movement of materials from point of entry to exit. It includes a material flow plan to ensure minimal handling. The plan also ensures that work areas are not used as storage areas by having workers move materials to and from work areas as needed. Part of the plan could include investing in extra bins and more frequent disposal.

The costs of this investment could be offset by the elimination of repeated handling of the same material and more effective use of the workers’ time. Often, ineffective or insufficient storage planning results in materials being handled and stored in hazardous ways. Knowing the plant layout and the movement of materials throughout the workplace can help plan work procedures.

Worker training is an essential part of any good housekeeping program. Workers need to know how to work safely with the products they use. They also need to know how to protect other workers such as by posting signs (e.g., “Wet – Slippery Floor”) and reporting any unusual conditions.

Housekeeping order is “maintained” not “achieved.” Cleaning and organisation must be done regularly, not just at the end of the shift. Integrating housekeeping into jobs can help ensure this is done. A good housekeeping program identifies and assigns responsibilities for the following:

  • clean up during the shift
  • day-to-day clean up
  • waste disposal
  • removal of unused materials
  • inspection to ensure clean-up is complete

Do not forget out-of-the-way places such as shelves, basements, sheds, and boiler rooms that would otherwise be overlooked. The orderly arrangement of operations, tools, equipment and supplies is an important part of a good housekeeping program.

The final addition to any housekeeping program is inspection. It is the only way to check for deficiencies in the program so that changes can be made. The documents on workplace inspection checklists provide a general guide and examples of checklists for inspecting offices and manufacturing facilities.

Fire Safety

Fire causes a significant risk to our business, the safety of employees and others. We acknowledge our duties as described by the Regulatory Reform Fire Safety Order and intend to fully comply with our duties.

Our fire risk is continually assessed and a formal review arranged and documented at least annually. A Fire Risk Assessment will be completed for each work area and fire training will be undertaken by all employees.

The Proprietor will ensure that fire procedures are documented for each activity location and explained to employees.

Action will be taken to address the outcome and recommendations made as a result of any formal assessment. We must reduce the level of risk to prevent any likelihood of a fire occurring or harm to anyone as a result of a fire starting.

All employees have a duty to prevent fire, information and training will be provided to help employees understand fire safety precautions and our procedures.

Designated employees have been assigned duties to help manage our fire safety arrangements in each area. Our aim is to:-

  • maintain good standards of housekeeping to minimise fire risk,
  • provide fire safety training for employees,
  • provide adequate and suitable fire information for visitors,
  • provide and maintain a suitable means of detection,
  • provide and maintain a suitable means of alarm system,
  • establish fire and emergency fire evacuation instructions, communicate these to employees and others, and display instructions in suitable locations,
  • appoint and train fire marshals to facilitate prompt evacuation,
  • designate fire escape routes and exits,
  • identify a suitable location for assembly following evacuation,
  • provide and maintain suitable portable fire fighting equipment,
  • keep records of inspections, tests, maintenance, evacuation drills and any other key fire safety issues applicable to our business,
  • ensure visitors are informed of our fire safety arrangements,
  • take into consideration the risk from and to other businesses adjacent to our building or place of work, and consult with such persons to reduce risk,

Our procedures for the inspection, testing and maintenance of any installed fire safety equipment can be found in the next section. Please note our procedures and take into consideration the needs of persons with disabilities, impaired senses or people unfamiliar with the layout of our building.

First Aid

The First Aid Regulations stipulates we must carry out an assessment of our first aid needs, this we have done to establish adequate and appropriate levels of cover for our workplace and activities.

Information will be provided at the time of induction regarding our first aid arrangements. The Proprietor and Supervisors must ensure all employees understand our procedures.

In order to provide a suitable level of first aid we will:-

  • nominate an employee to manage our first aid arrangements,
  • nominate and train appointed persons,
  • nominate and train sufficient persons to ensure employees receive immediate first aid attention,
  • provide adequate and appropriate first aid equipment,
  • display notices providing information regarding first aid including where and how to obtain help,

Where training has been organised for employees we understand the need for maintaining competencies and therefore refresher training will be arranged at appropriate and recommended intervals.

The employee nominated for management of our first aid arrangement’s, must ensure that:

  • all facilities are clean,
  • items well stocked,
  • no equipment has passed its “use by” date,
  • the accident book is kept up to date and is available.

Accident Reporting

We acknowledge our duty as stipulated by the Reporting of Injuries Diseases and Dangerous Occurrences Regulations (RIDDOR). We have suitable arrangements in place for all accidents and incidents to be reported. Supervisors are to ensure all employees understand the basic requirements for accident and incident reporting and know how to report such an event and are encouraged and monitored to ensure this is done.

Accident Recording

Any employee injured whilst at work should report and record the event. An accident book (BI510) is kept and managed by the first aiders. Information referring to what needs reporting can be found at the start of the accident book. If you are in any doubt you must seek advice.

Each page is perforated enabling the record to be removed once completed. Enter all relevant details in the required boxes then remove the page and return it to the Proprietor.

Submission of Reports to the Incident Contact Centre

Management are responsible for complying with RIDDOR and reporting any relevant incidents to the Incident Contact Centre, usually within 10 days of the incident occurring. The list of reportable injuries, dangerous occurrences and diseases is lengthy and if any doubt exists regarding these procedures you must contact our health and safety service provider for advice.

All reports will be treated with strict confidence and their security managed accordingly. If disclosure is necessary to authorised parties, this we will monitor and control.

All incidents can be reported online but a telephone service is also provided for reporting fatal and specified injuries only – call the Incident Contact Centre on 0845 300 9923 (opening hours Monday to Friday 8.30 am to 5 pm).

Reporting out of hours

The HSE and local authority enforcement officers are not an emergency service.

More information on when, and how, to report very serious or dangerous incidents, can be found by visiting the HSE at If you want to report less serious incidents out of normal working hours, you can always complete an online form.

Paper forms

There is no longer a paper form for RIDDOR reporting, since the online system is the preferred reporting mechanism. Should it be essential for you to submit a report by post, it should be sent to:

RIDDOR Reports – Health and Safety Executive
Redgrave Court – Merton Road
L20 7HS

Accident Investigation

It is our intention to prevent all accidents occurring however we must have systems in place to manage any such events. The Proprietor is nominated as the person responsible for ensuring accident investigation is completed.

It is imperative the scene of the accident is isolated to facilitate investigation. It is important that information relating to any accident or incident is collected as soon as possible following the event. The following is a list of evidence that should be considered. Please note this list is by no means exhaustive.

  • witness statements,
  • photographs,
  • sketches,
  • CCTV data,
  • damaged equipment,
  • maintenance records,
  • previous accident reports,

The main purpose of accident investigation is to establish events leading up to the accident and/or any underlying circumstances that may have contributed to the occurrence. Ultimately the evidence must be used and information evaluated in order to prevent reoccurrence.

The depth of the investigation will depend on the nature and severity of the accident. Where necessary other agencies will become involved with the investigation.

If you require advice or assistance with this task please contact our health and safety service provider Wirehouse Employer Services Limited.

It is as important to investigate near miss/potential accidents to understand the reasoning behind them as part of an accident avoidance program. The same procedures are followed as for an accident.

Triangle with four horizontal sections, 1 major injury / fatality, 10 minor injury, 30 property damage, 600 near miss


The control of visitors and contractors at our premises is essential. The workshop areas are particularly hazardous and we must prevent any visitors wandering freely around the premises, if designated as areas restricted to staff only. We have in place a reliable system to prevent unauthorised persons entering the building.

It is vital that we know who is on our premises at any time and so visitors will be asked to sign a register to account for everyone at our premises, enabling us to confirm to the fire and rescue service that all persons have evacuated in an emergency situation such as a fire.


All accidents must be reported and details recorded. Investigations must be arranged where necessary to help prevent a repeat similar occurrence.


It is important that visitors and contractors park their vehicles responsibly. Vehicles should not be parked making access difficult for emergency vehicles or others. No vehicle should be left obstructing pedestrian routes, emergency exits or other facilities designed to facilitate health, safety or fire arrangements.

Personal Protective Equipment

Equipment and clothing is required to be worn when on site – including Hi-Viz and safety shoes as a minimum. Pedestrians must keep to designated walkways and guests must be inducted by their host.


We have contracting vetting system in place and this must be followed. Site inductions should cover topics such as;

  • fire safety arrangements,
  • first aid facilities,
  • welfare arrangements and facilities,
  • details of our policies and procedures relative to any work taking place on our premises,
  • any permit to work system in operation or required,
  • site hazards

Safety standards must be reviewed regularly by Supervisors and the Proprietor – as and where contractors fail to maintain standards, suitable action must be taken to redress this.


  • Events must have an individual event plan completed with all section being formally completed and submitted prior to event being run
  • Event services providers must be informed and responses in writing before An event can be run
  • Event co-ordination team must be involved in the development and implementation of the event plan before the event is scheduled to be run

Back to contents