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House of Lords Staff Handbook Seventeenth Edition

CHAPTER 8: HEALTH AND SAFETY AT WORK

General policy

8.1. It is the policy of the Clerk of the Parliaments, as employer, that he will endeavour to comply fully with the requirements of the Health and Safety at Work etc. Act 1974 and all other relevant statutory provisions as if they were binding on him in the same way as on the Crown, subject only to such exceptions, exemptions and qualifications upon the obligations of the Crown as are provided in the legislation. He has promulgated a Health and Safety Policy (Appendix G) and seeks the support of all the staff of the House in fulfilling it. Day-to-day responsibility for health and safety policy is delegated to the Director of Human Resources. Every effort will be made to avoid hazards to the safety and health of the staff and other persons in the precincts of the House, including outbuildings, although in regard to matters such as hours of work and physical limitations of accommodation the needs of the House must be taken into account. Hazards to safety and health include matters such as untidy working areas, faulty maintenance, disregard of fire precautions and failure to report accidents. It is the responsibility of each member of staff to eliminate such hazards and where this cannot be done to report to them to the relevant Health and Safety Co-ordinator (see Staff Notice Boards).

Health and safety training

8.2. Health and safety training will be provided, normally on the recommendation of the Head of Office, on whose budget the costs of training will fall. Training courses are listed in the "Health and Safety Staff Training Prospectus" produced by the Houses of Parliament Occupational Health, Safety and Welfare Service.

Health and Safety Officer

8.3. The Houses of Parliament Health and Safety Officer provides specialist advice to management on all matters concerning health and safety in both Houses of Parliament and has responsibility for the management, administration and co-ordination of services of the Houses of Parliament Occupational Health, Safety and Welfare Service.

Health and Safety Committee

8.4. The House of Lords Health and Safety Committee meets four times a year. It includes representatives of management and staff. The Health and Safety Co-ordinators also sit on this Committee. The chief purpose of the Committee is to keep under review the measures taken to ensure the health and safety of staff and visitors.

Occupational health

8.5. Occupational health is concerned with work-related problems and health and safety in the work place. An occupational health service for staff is provided by the Occupational Health Manager and his or her staff, supported by an Occupational Health Physician from St Thomas' Hospital and by the St Thomas' Hospital Occupational Health Service. The Occupational Health Manager can be contacted on extension 5354 or via the Nurse (extension 5103). Further details may be obtained from the Human Resources Office.

Risk assessments

8.5a General workplace risk assessments of each department or office's activities are carried out on a periodic basis. It is a management responsibility to ensure that these assessments are undertaken and that appropriate control measures are identified and put into place.

Accidents

8.6. Any accident or injury incurred whilst on duty, however trivial it may appear at the time, and any accident or injury incurred in the Palace whilst off duty that results in absence from work or is caused by negligence on somebody else's part, should be reported to the Health and Safety Officer. Any report of an accident caused by defective fixtures and fittings, furniture, equipment etc. should make the cause clear so that steps can be taken to rectify the fault and avoid a recurrence. The following details will need to be reported to the Health and Safety Officer using the forms available in individual offices:

(1) full name, address, grade and post of the injured person;

(2) date and time of the accident;

(3) place in which the accident happened;

(4) cause and nature of the injury;

(5) name (and address if not a member of staff) of person giving notice of the accident if other than the injured person, and

(6) name(s) (and addresses if not members of staff) of any witnesses.

Staff who report an accident will also be asked to complete a simple form which will be sent to the Health and Safety Officer.

8.7. Where staff are absent from work as a result of an accident on duty, they should apply to their local office of the Department of Work and Pensions in order to protect their interests under social security legislation. They are also advised to seek legal advice either from their union or from a solicitor specialising in injury compensation.

Accidents/Incidents outside work

8.7a If you are absent from work because of an injury you did not sustain in the course of your employment, where appropriate the House may:

- require you to make a specific loss of earnings claim from the third party responsible for the injury

- provide an advance of salary in place of any sick pay (or other pay) due to you

- require you to repay proportionately any advance of salary where the claim for loss of earnings is wholly or partly successful

- ensure that where all or part of the advance is repaid, a period representing the repaid advance does not reckon towards the limits of the House sick absence scheme.

Medical facilities and first aid

8.8. Details of medical facilities and first aid arrangements in the House of Lords and its outbuildings are given in Appendix B.

Eye tests for display screen equipment users

8.9. Members of staff who use visual display units are eligible for an eye care voucher for the cost of an eye test. If it can be confirmed by the optician that they require spectacles specifically for display screen equipment use, a further voucher will be provided for the cost of a basic pair of spectacles. Further details are available from the Occupational Health Manager (extension 5354).

Physiotherapy Service

8.10 By agreement with the Westminster Gym, a physiotherapist is available for two sessions a week to provide a service to staff. The aim of the service is to provide fast assessment and treatment of musculoskeletal disorders caused by or affecting work. Any member of staff wishing to take advantage of this facility should contact the Human Resources Office. Only the Director of Human Resources may refer patients under this scheme.

Health checks for staff over 55

8.11. Established staff are eligible to receive a health check, conducted by the Occupational Health, Safety and Welfare Service, on attaining the age of 55. The check is voluntary. Staff will be notified of the arrangements by the Human Resources Office.

Infectious disease

8.12. Staff need not stay away from work if they have been in contact with a case of scarlet fever, measles, whooping cough, chicken pox or mumps, but they should report the facts to the Head of their Office or the Human Resources Office as soon as possible. When staff have been in close contact with a case of german measles (rubella), they should report the fact to the Human Resources Office in case there is any likelihood of any close contact with someone in the first 16 weeks of pregnancy. If they know that they have been in contact with any other notifiable disease, they should ask their local doctor whether they should stay away from work or not. If they have to stay away on the doctor's orders or those of the local medical officer of environmental health during the investigation of an outbreak of infectious disease, they will be allowed leave with pay. If they feel unwell after they have been in contact with an infectious disease, they should stay away from the office and consult their doctor immediately.

HIV/AIDS/Hepatitis B

8.13. If you are HIV positive and/or have AIDS or Hepatitis B, you are not required to inform the organisation. However, you are encouraged to confide in your line manager, the Welfare Officer or the Human Resources Office in order to gain support available from the organisation. All such information will be treated with the strictest of confidence.

Refreshment Department: food hygiene regulations

8.14. In the interest of promoting and maintaining the highest standard of health and hygiene, staff of the Refreshment Department are required to comply with the following procedures:

(1) Staff involved in the preparation, serving and cleaning of foodstuffs must hold a basic food hygiene certificate. Staff without a certificate must be willing to attend a training course on food hygiene.

(2) They must ensure that their uniforms are worn correctly and always in a clean condition. Uniforms must be changed as soon as they become dirty.

(3) They must abstain from smoking or spitting while on duty.

(4) Staff with long hair must tie it back when on duty. In kitchen areas hats or another form of hair covering must be worn.

(5) Staff must keep their hands and fingernails clean at all times and must wash their hands after every visit to the lavatory. Nail varnish must not be worn.

(6) Staff who wear jewellery must restrict it to a wedding, engagement or signet ring and stud or sleeper earrings.

(7) Staff with cuts or abrasions must ensure that the wound is covered with a waterproof dressing when on duty.

(8) The Superintendent must be notified on the following occasions:

(a) if a member of staff develops any of the following symptoms:

(i) vomiting

(ii) diarrhoea

(iii) skin rashes or conditions, e.g. dermatitis, eczema, psoriasis

(iv) skin infections, e.g. boils, infected cuts, nail infections

(v) infections of the eye, e.g. styes, conjunctivitis

(vi) infected or discharging ears

(b) before starting work after suffering from any of the symptoms or conditions set out in (a) above

(d) if another member of a member of staff's household is suffering diarrhoea or vomiting.

Failure to follow these procedures may lead to disciplinary action being taken against a member of staff and, depending on the circumstances, could result in dismissal.

Smoking policy

8.15. The House of Lords Whitley Committee has adopted a revised smoking policy for staff. Its basic principle is that staff are entitled to work in a smoke-free atmosphere. Staff who smoke at work may only do so in the areas of the parliamentary estate which have been officially designated as smoking areas. Smoking is prohibited in all other areas. The text of the policy is set out in Appendix D.

Fire alarm system

8.16. Details of the procedure in the case of fire inside the precincts are given in red at the front of the Palace of Westminster internal telephone directory. Similar information for offices outside the Palace is given in fire notices located at each fire point. Fire Safety training is also covered on the Induction Courses which are mandatory for all staff.

Emergency procedures for staff with disabilities

8.17 On joining the administration, any member of staff who has a disability that might impede their evacuation or the evacuation of anyone else should bring this to the attention of their manager. A personal evacuation plan will be drawn up by the Fire Safety team and this should be brought to the attention of colleagues working in the same locality. Staff who develop a disability during their employment in the administration should also consult their manager.

Security

8.18. Responsibility for security within the Palace rests primarily with the police and security officers under the overall direction of Black Rod (House of Lords) and the Serjeant at Arms (House of Commons). Staff are, however, expected to exercise all reasonable vigilance and, in particular, are responsible for any visitors they may bring into the Palace.

Letter or parcel bombs

8.19. On receipt of a suspicious letter or parcel staff should:

(1) make no attempt to open it;

(2) place the package carefully on the nearest firm surface; and

(3) telephone Security Control (extension 3333).

Photo identity passes

8.20. All staff are issued with a photo identity pass, which they must wear and display prominently (except staff wearing ceremonial dress) while within the premises of the Palace of Westminster and its outbuildings. The security staff are instructed to challenge those whose passes are not visible. Anyone considered to be acting suspiciously should be reported at once to the Police/security staff. Staff should remove their passes when they leave the building.

8.21. No member of staff, i.e. those employed on permanent, fixed-term, temporary or casual contracts and staff supplied by Agencies on a temporary basis, may work in the House of Lords in any capacity without security clearance and a photo identity pass. Disciplinary action may be taken if this rule is breached and in serious cases this may lead to dismissal.

8.22. It is a serious offence knowingly to allow or assist access to the Parliamentary Estate to anyone who does not have security clearance and who is not a guest (see below). Staff may be dismissed if found in breach of this rule.

Guests

8.23 Staff wishing to bring non-passholder guests into the Palace of Westminster or its out-buildings should observe any restrictions or security procedures which may apply at the time. Advice or permission should be sought from Black Rod's Office if there is any doubt as to the right of entry of any guest. Staff are responsible for the behaviour of their guests during their visit and should not leave them unaccompanied on any part of the parliamentary estate at any time. Disciplinary action may be taken if this rule is breached and, in serious cases, this may lead to dismissal.

Loss and return of passes and permits

8.24. The loss of a photo identity pass or a car parking permit (see paragraph 7.9) could endanger the security of the Houses of Parliament by enabling unauthorised persons to gain access to the Palace of Westminster or its outbuildings. Members of staff should report any loss at once to Security Control (extension 3333). The photo identity pass and the car parking permit remain the property of the House of Lords and both must be surrendered to the Human Resources Office by the end of the last working day of service by the staff member concerned (see also paragraph 14.43 - last day of service). The staff member's Head of Office also has a responsibility for ensuring that both passes are returned promptly to the Human Resources Office.