FAQs – Health & Safety Management System
Q Why do I need to bother with Health & Safety
A Compliance with Health & Safety is Law. If you have 5 or more employees you, as an employer, require under current Health & Safety legislation, to provide and record in writing, that you have an established Policy and completed all of your relevant Risk Assessments to ensure the safety of employees, clients, visitors and customers using or visiting your premises
Q I only have 3 employees, so I do not need to do this?
A You and your employees still need to be aware of H&S procedures. You are not required to produce documents (Policy and Risk Assessments) in writing however, you may be asked to prove you have carried out Risk Assessments. Your staff may also be asked, what those procedures are, so, it is always advisable to have them in writing, proving and assuring your compliance
Q I have never needed to bother in the past, why now?
A If you have never had a H&S policy or have never had risk assessments completed, technically you have been in breach of current legislation. By not complying you have left yourself as the owner/employer, open for possible action by the relevant Health & Safety enforcing Authorities for non compliance and/or civil litigation if an accident or injury happens in the work place.
Q Is Health & Safety not just common sense?
A Yes it is. Every day employees take risks, you as the owner/employer/ responsible person have to ensure those risks have been identified, your employees kept fully informed of those risk and how to avoid them. You have the responsibility for those risks and what those risks may mean to certain employees. Compliance is the responsibility of the employer/owner.
Q What is a Health & Safety Policy?
A The Health & Safety Policy is a document that would be signed by the ultimate responsible person; it will also state the nominated responsible person and secondary person, who will ensure that Health & Safety in the workplace is adhered to. It also states the managements' and employees responsibility towards Health & Safety plus any other policies required such as lone working, environmental, aggression and violence, disability discrimination etc.
Q What is a Risk Assessment?
A A risk assessment is a series of detailed questions, which will assist in the identification of risks in particular areas. It also details the people at risk and identifies hazards. It will also deal with the Control Actions which may need to be taken when a risk is identified.
Q How many Risk Assessments would I require to undertake?
A No working environment or premises are the same. All locations require at the very least a Facility Risk Assessment and a Fire Risk Assessment. Depending on the type of business the number of assessments could be anything up to twenty, however in some cases that number could be even greater. It really depends on the size, type of business and the risks involved while working in, using or visiting those premises.
Q. Could I handle all the requirements under Health & Safety by myself?
A Some businesses do try to complete their Policy and Risk Assessments from their own resources. The time involved and spent on the initial installation of a management system however can be anything up to 180/200 hours. Time may also be required throughout the year in research on new legislation, amendments and adjustments to the companies Health & Safety system. This will inevitably take managers and staff away from normal duties. Most companies who have followed this route in the past find it is more beneficial, helpful and cost effective to engage a company who specialise in managing Health & Safety, allowing the owner/manager and employees more time to concentrate on managing and operating their business.
Q Why a 3 year contract?
A Risks assessments once completed, are required to be reviewed on a regular basis. Recommended custom and practice (HSE) is for a review on a regular basis. Also there may be new legislation plus possible amendments to existing legislation since the last review. We as a company work with our clients to achieve continued compliance. A minimum 3year contract is required to form a good foundation for ongoing compliance.
Q What happens after the 3 years?
A You will be offered a new 3 year contract to continue our management of your Health & Safety System. Approximately 96% of our clients renew their contracts with us.
Q. Exactly what do I get from Xact?
A Peace of mind. Assessments carried out and written on your premises together with recommendations in dealing with the risks identified, all completed at the installation by a fully qualified H&S technical advisor/24 hour helpline/an extra visit if required on H&S issues/customer service call's throughout your contract/fully installed manual and guide which contains all the completed risks assessments and recommendations for your premises/H&S handbooks for all employees/training for your nominated person in understanding all risks and the hazard's involved with those risks (this would allow the nominated person to pass on information to other employees)/updates on new legislation and amendments.
Q What happens if I sell my business?
A Clients who have sold their business to a new owner normally see the installation of Health & Safety Management System as an asset. Having a Health & Safety contract already in place will give the new owner more time in the development and management of their new business and its success. New owners are usually happy to maintain the contract.
Q What type of businesses use Xact?
A A whole range of Professions, Trade Associations and Businesses use Xact to manage their Health & Safety including Pharmacies, Doctor's Surgeries, Dental Surgeries, Veterinary Surgeries, Opticians, Optometrists, Small/Medium/Large Retail Stores, Offices, Care Workers, Residential Care Homes, Golf Clubs, Garden Centres, Haulage & Logistics, Restaurants, Hotels, Councils and Schools. Xact covers the United Kingdom and Ireland.
Q What is the difference between Xact and other Health & Safety companies?
A Xact are a customer driven business, providing an 'External Competent Person' service to all our clients. We listen to our clients, reacting positively to their needs and their requirements for continual improvement in our service and back-up. We operate a quality controlled service. We carry out on site assessments and record recommendations in writing, unlike many of our competitors. The whole ethos of the Xact Health and Safety advice and service is to prevent/avoid accidents occurring in the workplace to employees or customers and to ensure clients continued compliance with Health & Safety Legislation.
Our motto is 'Prevention Rather Than Cure'
Q Have you ever had any complaints?
A To say no would be untrue. Yes, we have had a few complaints, no different from any other business; however we act swiftly and promptly in taking the action required to maintain the satisfaction of our clients and to foster a continuing relationship with them.
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