1. The Port of London Authority (PLA) regards high standards of performance in health and safety as being of the utmost importance, and a good safety record as integral to an efficient organisation. The PLA is committed to developing and maintaining effective health and safety procedures to protect the welfare of its staff and all who come into contact with its operations. The PLA is committed to continuously improving health and safety performance and to following best practice.
2. The PLA recognises that effective health and safety procedures influence operational success by minimising time lost to injury or ill-health. They enable staff to work more efficiently and less stressfully in an environment where risks are effectively controlled, and health and welfare are promoted. As health and safety matters also affect the external environment, a successful policy to control such issues enhances the PLA’s reputation and standing.
3. The Board of the Port Authority have the responsibility for providing leadership in relation to health and safety throughout the PLA and, thereby, require as a matter of policy, that:-
a. all levels of management recognise health and safety to be one of their key responsibilities;
b. every employee recognises health and safety as their personal responsibility;
c. effective systems of consultation are maintained;
d. there is systematic identification of hazards to which employees may be exposed, followed up by assessment and control of residual risks;
e. every employee has the appropriate level of health and safety training, and efficient systems are used to communicate health and safety information. This information will include reports on lessons learnt from accidents, incidents and near misses, from both internal and external sources;
f. all staff are encouraged and supported throughout the Authority to use the Near Miss reporting procedure to assist in the reduction of accidents through a pro-active reporting structure
g. a positive health and safety culture is developed and maintained by adopting a proactive Health and Safety Management System and encouraging an open dialogue between staff and management;
h. first aid facilities and trained First Aiders are available and employees are aware of such facilities;
i. operational systems of work are designed to be safe and maintained to remain so. Where risk analysis identifies hazards, safe systems of work are to be produced by line managers after the appropriate consultation, and these are to be followed by staff; and
j. this Health & Safety Policy Statement is brought to the attention of all employees and consultation is carried out through the Safety Committees’ members concerning its implementation.
4. The means of implementing this Health & Safety policy are detailed under the following headings:-
(1) Health & Safety Responsibilities and Reporting Structures.
(2) General Provisions.
(3) Health & Safety Committees and Safety Representatives.
(4) Fire Safety, First Aid and Occupational Health Surveillance.
5. This policy will be reviewed annually or following any significant change to legislation or circumstances.
Richard Everitt
Chief Executive
2nd September, 2008
Note: The Safety of Navigation within the PLA’s area of jurisdiction is a distinct and separate issue, and the subject of its own Policy Statement.
1.1.1 The Board of the Port Authority recognise their leadership and monitoring role in relation to health and safety throughout the Port of London Authority. This is achieved by reviewing the work of the various health and safety committees, through monthly reports from the Chief Executive and briefings from the Health and Safety Manager.
1.1.2 The Chief Executive is responsible to the Board for all health and safety matters affecting Port of London Authority staff, in particular for the formulation of health and safety policy, its development and implementation. The Chief Executive will report on a monthly basis to the PLA Board on a range of issues including incidents and accidents, auditing of performance and important operational and legislative developments.
1.1.3 The Chief Executive is assisted in this regard by the Chief Harbour Master and the Director of Engineering and Technical Services who chair the Authority’s two operational health and safety committees, the Director of Human Resources and the Health and Safety Manager who are responsible for advising management on all health and safety matters. Together with other members of staff, all five named executives are members of the Principal Health and Safety Committee, chaired by the Chief Executive.
1.1.4 Supervisors and Line Managers are responsible for the health and safety of those who report to them and for ensuring that proper health and safety standards and procedures are maintained in respect of the staff under their control. The Masters of all PLA craft are responsible for the health and safety of all crews, visitors and passengers whilst on board their vessels.
1.1.5 The Health and Safety Manager will monitor new legislation, standards and codes of practice as they are issued, and brief management accordingly. The Health and Safety Manager is responsible for the quality of advice given, and audit and workplace inspection work he or she carries out, but is not responsible for operational health and safety.
1.1.6 All health and safety committee meeting reports on health and safety performance will be published for PLA staff via the intranet, and paper copies made available to those who request them.
1.1.7 The Port of London Authority will endeavour to comply with new legislation, standards and codes of practice as they are issued, in the most effective practicable manner. Such requirements will be regarded as minimum standards.
1.1.8 Under the Health and Safety at Work etc Act 1974 every individual is responsible for his own health and safety, and the way his actions affect the health and safety of his colleagues. The PLA requires all managers and employees to familiarise themselves with the inherent working hazards present in and around the workplace, and to bring any dangerous situations that might arise to the attention both of colleagues and their immediate supervisors so that remedial action can be taken.
1.1.9 In the event of a hazard being reported, a supervisor or manager will arrange for it to be dealt with in such a way as to prevent or control any risk to health and safety. Any officer taking action to rectify such a hazard must possess the skill and knowledge necessary to perform the task safely and correctly.
1.1.10 No employee has the authority to offer, loan or permit the use of any PLA vehicle, vessel, plant, machinery or equipment to any contractor, member of the public or any other third person unless special permission has been given in writing by the manager of the department. Masters of PLA craft may temporarily loan PLA equipment to assist in an emergency.
1.1.11 The ultimate legal responsibility for health and safety lies with the PLA.
1.2.1 The PLA requires that any accident, however trivial, must be reported without delay to the department of the person or persons involved. Likewise, any employee who witnesses a dangerous occurrence is required immediately to notify his or her department.
1.2.2 When an accident is reported, the PLA will take the following steps:
i. Appoint an Investigating Officer (usually the direct supervisor of the injured person) who will examine the circumstances of the incident, endeavour to identify the causative factors of the accident, and take or recommend any remedial action to prevent a recurrence.
ii. Notify, as necessary, any relevant statutory Enforcing Authority (such as the Health and Safety Executive, the Department for Transport, the Maritime and Coastguard Agency or the Local Authority).
iii. Comply with any other regulations or requirements, as appropriate.
1.2.3 For the purposes of progressing health and safety matters, employees will recognise the departmental management structures which are in force.
1.2.4 In accordance with recognised best practice, any employee who wishes to raise an issue related to health and safety must bring it, in the first instance, to the attention of his immediate Line Manager.
1.2.5 Any officer to whom such a health and safety matter has been reported will endeavour to resolve it, as a matter of priority, in conjunction with any other officer possessing the relevant skills, knowledge or experience. The PLA appoints a Health & Safety Manager in the role of competent safety adviser, using additional support from organisations such as Port Skills and Safety Limited (PSS) as necessary.
1.2.6 Should the matter fail to be resolved to the employee's satisfaction, it is his responsibility to raise it with the appropriate health and safety representative, who may then raise the issue with the appropriate health and safety committee.
1.2.7 Contractors are responsible for their own staff working on PLA premises, unless specifically under PLA direction. Any accident to a contractor's employee must be reported to the PLA line manager responsible for the area and/or for employing the contractor. This is to ensure a full and suitable investigation and reporting of the accident to any outside agencies.
2.1.1 The PLA will endeavour to ensure that any plant, machinery, gear or equipment operated by its employees can be used safely and without risk to health.
2.1.2 Any such plant, machinery, gear or equipment will be subject to a system of maintenance that ensures, as far as possible, that it is in a condition such that it may be used with minimal risk to the operator and other persons.
2.1.3 Before any employee uses plant, machinery, gear or equipment for the first time, they must receive suitable and sufficient training to enable them to operate it safely.
2.1.4 All plant, machinery, gear and equipment will be fitted or supplied with any necessary guard, warning device or other apparatus to protect the operator from injury. Such safeguards are not to be removed or tampered with. Any defects must be reported immediately, and the equipment is not to be used. Employees will also be issued with the most appropriate form of personal protective equipment, should this be necessary, and will receive suitable training in the use or wearing of such equipment.
2.2.1 The PLA will endeavour to remove or minimise, as far as is reasonably practicable, any risks to the health, safety and welfare of its employees that arise from the nature and condition of their workplace within the PLA.
2.2.2 Buildings and craft used as workplaces by the PLA will be maintained so as to establish satisfactory standards of hygiene, decorative order, and any other factor relating to the health, safety and welfare of those employees working there.
2.3.1 Procedures for carrying out any work that are laid down by the PLA will have the minimisation or elimination of risk as their prime concern. Line Managers will monitor and revise the procedures with a view to ensuring that methods and systems do not expose employees to danger.
2.3.2 Any identified risks to employees, no matter where they work or the nature of their job, will be formally assessed. Appropriate steps will then be taken to minimise those risks as far as is reasonably practicable.
2.3.3 Staff will receive suitable information, instruction or training to enable them to carry out work procedures safely.
2.3.4 Contractors’ staff are to be briefed, prior to commencement of work, of the risks associated with their task and are to have read and understood the PLA document “Safety Guidelines for Contractors”.
There will be one Principal health and safety committee and two sub committees.
The Principal committee will meet twice a year, and will comprise the following officers:
Chairman (the Chief Executive)
PLA Health and Safety Manager
Director of Human Resources
Chairman of each sub committee
Two members nominated by each sub committee
Environment & Quality Systems Manager
The primary function of the Principal Committee will be to:
• Consider six monthly reports from sub committees and generate an annual report on health and safety performance.
• Promote changes/revisions to formal policy.
• Ensure the efficient performance of the sub committees in fulfilling the Authority's health and safety responsibilities.
• Review the Health and Safety Policy Document.
• Review the progress and results of the work place inspection programme.
• Review the progress and results of Environmental actions.
There will be a sub committee for each of the following areas/responsibilities:
Sub Committee 1:
Marine Services
Marine Engineering
Clerical & Administration
Navigational Systems Engineering
Civil and River Engineering
Environment
Sub Committee 2:
Harbour Service
Hydrographic
Vessel Traffic Services
Pilotage
Environment
The two sub committees will aim to meet at least six times a year.
Each of the sub committees will comprise a Chairman (appointed by the Chief Executive), a Secretary (appointed by the Chairperson) and members drawn from recognised health and safety representatives and from management, as considered appropriate by each Chairperson. Minutes will be completed within two weeks of meetings, and will be copied to the members of the other sub committee, via the intranet, and by hard copies to staff afloat or without access to networked computers.
The primary functions of each sub committee will be to:
• Consider the health & safety performance of the departments covered by that committee.
• Monitor the effectiveness of the PLA’s Health and Safety Policy.
• Promote improvements and remedial action.
• Report to the Principal committee at six monthly intervals on the execution of the Health and Safety Policy, recommend change to the Policy, as appropriate, publish details of all accidents and incidents, and highlight such remedial action as has been deemed necessary in that connection.
In carrying out these functions the sub committees will:
• Receive reports of all instances of occupational disease, injury and dangerous occurrence, identify any emerging trends, and highlight and investigate particular hazards, as appropriate.
• Note particular problems or hazards identified during health and safety audits and Workplace Inspections.
• Consider information related to environmental issues where they have a potential to impact on Health & Safety.
• Agree proposals for new safety measures.
• Monitor the effectiveness of health and safety training and the communication of information, promoting change where necessary.
• Discuss concerns raised by employees and propose such action as may be deemed appropriate.
The health and safety sub committees may only make suggestions and recommendations. In all situations it will be line management's responsibility to implement any advice agreed in the sub committee. The Principal Committee will monitor the progress of the implementation of the recommendations made by the sub committees.
The PLA recognises that Health and Safety Representatives play an important part in increasing health and safety awareness and in the communication process.
The PLA will comply with legislation covering the appointment and training of such representatives, and will encourage a co operative and efficient relationship between the representatives and management. The number and identity of Health and Safety Representatives will be agreed in correspondence with the relevant trade unions.
4.1.1 The PLA will provide and maintain fire fighting equipment, and install such equipment in accessible places at each of its work sites. Fire fighting equipment will be of a nature suitable for that workplace, taking into account any particular risks.
4.1.2 Suitable and sufficient fire detection systems and appropriate warning and alarm systems will be provided at the PLA’s sites as necessary. Both the detection and the alarm systems will be properly maintained.
4.1.3 Staff will receive regular fire prevention and fire fighting information, instruction or training. Any training will be provided in conjunction with the Fire Brigade or other suitable organisation and will be appropriate to the location and nature of the employment and as identified by relevant Fire Risk Assessments.
4.1.4 Staff will receive information, instruction or training, as necessary, on evacuation procedures, escape routes and marshalling points, action to be taken on discovering a fire, and how to notify the Emergency Services should this be necessary.
4.1.5 The PLA will comply with any alarm testing, fire drills and every other specific safety requirement detailed within any Fire Certificates issued to its sites by a Fire Authority. The PLA will undertake required Fire Risk Assessments for all of its premises and maintain such assessments to ensure effective compliance.
4.2.1 The PLA will arrange first aid training and will ensure, as far as is reasonably practicable, that there are sufficient numbers of first aiders and first aid equipment to enable assistance to be given to any injured employees.
4.2.2 First aid training will be approved by the Employment Medical Advisory Service (part of the Health and Safety Executive) or Department for Transport, as appropriate. Such training will be renewed and updated, as necessary.
4.2.3 Suitable first aid boxes will be provided in relevant locations. Such boxes will be clearly marked as "first aid" boxes and the contents therein will be properly maintained.
4.2.4 All staff will be informed by notice of the location of their nearest first aider and first aid box.
4.2.5 Where appropriate, facilities for washing out eyes and skin will be provided, suitably located and maintained.
4.3 Occupational Health Surveillance
4.3.1 The Authority will ensure, as far as is reasonably practicable, through pre employment examination and periodic referrals, as appropriate, that every employee is physically capable of carrying out their job safely.
4.3.2 Where either a risk assessment or legislative requirement identifies the need for occupational health surveillance for specific employees, then the Authority, through its Medical Adviser, will arrange, initiate and maintain such surveillance as is deemed necessary.
4.3.3 Employees are expected to disclose to the Authority any relevant medical conditions that may affect their ability to carry out their responsibilities and duties of which they otherwise become aware.
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Although the masculine gender is used throughout this document, its provisions apply equally to persons of either gender.