• Lone Working - Who is classed as a Lone Worker?National Services Scotland, Public Health Scotland

    Lone Workers are defined by the Health and Safety Executive as those who work by themselves without close or direct supervision. This doesn’t mean that the worker is physically alone, it means they are in a separate location to the rest of their team or Line Manager. Some workers may be alone such as fixed location workers, however, many work with the general public.

    Examples of potential lone working situations could be –

     - Employees, particularly those who mainly work outwith normal working hours;

     - Laboratory staff undertaking duties in a separate lab isolated from the main lab;

     - Maintenance staff, including contractors who have to access and work in plant room areas & roof spaces etc;

     - Shift workers and on-call staff, staff travelling to other sites on public transport;

     - Home workers or those staff who are required to make home visits to the public;

     - Warehouse/Stores staff who may on occasion find themselves isolated from others;

     - Apheresis/Donor staff who may on occasion find themselves isolated from others;

     - Dental Officers and Nurses in some cases;

     - Investigating Officers out in the field;

     - Professional drivers and those other staff who drive for work e.g. lease car users etc;

    The list above is not exclusive and Line Managers need to identify locally any particular lone working issues associated with the activities within their area of responsibility and decide on the appropriate level of controls required.

    Please note that a person ‘driving for work’ is someone who is either travelling between sites or when their journey involves them leaving straight from home to visit a site at which they are not based, including that of the return journey. Subsequently an individual travelling from home to their normal place of work and that of the return journey is not deemed to be ‘driving for work’ and is therefore not considered under the conditions of this procedure.

  • RA - I want to become a NSS Nominated Risk Assessor – what training do I need?National Services Scotland

    Risk Assessor Training

    Aim

    This course is aimed at providing all NSS nominated Risk Assessors with a basic understanding of the principles of Health and Safety Risk Assessment Management.

    This course has been tailored to provide individuals with appropriate training in line with legislation and has been specifically designed to reflect the NSS business operations.

    Objectives

    This Course will provide an introduction to legislation, key health and safety systems and best practice. By the end of this session delegates will be able to:

    • understand the legal requirements for risk assessment
    • use techniques for hazard identification and analysis
    • identify the factors involved in risk assessments
    • understand and select the best principles of risk control
    • carry out a practical risk assessment.

    Content

    • The risk assessment process in relation to health and safety legislation.
    • The principles of risk assessment.
    • Practical examples and case studies which will enable attendees to identify hazards and risks and determine appropriate control measures to remove these hazards and reduce risks.
    • NSS specific Risk Assessment procedures and training.

    Duration:  One day

    Audience: This course is aimed at managers, Health and Safety Representatives or anyone who is involved in carrying out health and safety risk assessments.

    Delivery method: Face to face

    Dates and how to enrol can be found on the NSS Learning and Development pages

     

  • RA - Risk Assessment LegislationNational Services Scotland

    Health and Safety at Work etc Act 1974,

    Health and Safety at Work Act 1974, Part 1, Section 2(2)c requires employers to provide:

    • Information
    • Instruction
    • Training
    • Supervision

    Management of Health and Safety at Work Regulations 1999,

    Management of Health and Safety at Work Regulations 1999 Regulation 13(2) and (3) requires employers to provide health and safety training:

    • On recruitment
    • When risk changes
    • To be repeated periodically as appropriate
    • To take place during working hours

    Employers are required to provide information, training and instruction for employees who work with substances hazardous to health. This includes cleaning and maintenance staff.

    Employees are required to understand the outcome of your risk assessment and what this means for them, this should include:

    • what the hazards and risks are;
    • guidance and information concerning any risk assessment outcome / actions;
    • the results of any monitoring;
    • the general results of health surveillance;
    • what to do if there is an accident or emergency;
    • access to any additional supporting information;
    • information about any planned future changes e.g. in processes, equipment or working environments etc

    Contractors are required to be provided the following information when they come on site:

    • what the risks are and
    • how the organisation controls them;
    • provide information, safety data sheets and risk assessments for any hazardous substances that they will be brining on to and using on the organisations premises, and how they will prevent harm to your employees.

     Further details and requirements of these legal requirements can be found within NSS Policies.

    • NSS Health, Safety and Wellbeing Policy
    • NSS Risk Assessment Procedure
    • NSS Control of Contractors Policy
  • RA - What are common hazards?National Services Scotland

    Some common hazards that could be found in your organisation include

    • adverse weather
    • biological agents
    • electricity
    • lone working
    • machinery
    • slips, trips and falls
    • stress
    • vehicles and workplace transport
    • violence and aggression
    • working at height
    • working in confined spaces.
  • RA - What are specialist risk assessments?National Services Scotland

    Specific risk assessments

    The risk assessment process should be used to identify hazards in your work activity and to evaluate the control measures that you have in place to manage these risks.

    The aim is to ensure that your activities are carried out without risks to the health and safety of your employees and others. There may identify some risks that require NSS to take a slightly different approach when evaluating the risk they pose to health and safety.

    These risks need a different approach because of their complexity or specific legal requirements. For example, if you identify noise as a hazard during a risk assessment, then you should read the specific guidance about noise and carry out a noise risk assessment.

    Guidance and resources to help Line Managers and Risk Assessors with specific risk assessments include

    • fire
    • noise
    • vibration
    • manual handling
    • hazardous substances
    • display screen equipment.
  • RA - Where do I find my Business Unit risk assessments?National Services Scotland

    All Business Units have developed a Business Unit Risk Profile document, this is held by your Business Unit Director and Health and Safety Committee Chair.

    Within this document will identify all the risks and control measures that have been identified within your Business area and the tasks / roles that employees undertake on behalf of NSS

  • RA - What is the role of the NSS Nominated Risk Assessor?National Services Scotland

    NSS Risk Assessment Nominated Personnel Role Specifications

    There is a requirement to ensure that those advising and educating others in Risk Assessment practice have the appropriate skills and knowledge and adequate time to perform their duties, protected time to provide training and adequate recognition and support.

    NSS have created and implemented the role specifications to help support, NSS Nominated Risk Assessment personnel and management.

    EXPERIENCE, QUALIFICATIONS & TRAINING

    Delegates must have completed the NSS Risk Assessment Course

    Course Aim

    This course is aimed at providing all NSS nominated Risk Assessors with a basic understanding of the principles of Health and Safety Risk Assessment Management. These courses have been tailored to provide delegates with appropriate training in line with legislation and have been specifically designed to reflect the NSS business operations.

    Content Part 1 - Interactive eLearning

    This eLearning module will support the delegate to identify that risk assessments don’t need to be daunting and time consuming tasks, and why risk assessment are required in the workplace.

    At the end of the course delegates will be able to:

    • Understand the importance of a risk assessment
    • Identify what a hazard is, and how to remove and reduce the risk of a hazard
    • Understand how to identify a risk
    • Identify the hazards, understand who’s at risk and evaluate that risk
    • Understand the importance of monitoring and reviewing the risk

    Course Content Part 2 – Practical application training

    This practical face to face training is delivered corporately and should be achieved within three months of completing the eLearning interactive module. This half day session focuses on:

    • A number of practical examples and case studies which will enable attendees to apply the principles of risk assessment in their particular workplace/area to identify hazards and risks and determine appropriate control measures to remove these hazards and reduce risks;
    • Specific training on the organisation’s Risk Assessment Procedure.

     Training will be provided to ensure that employees are confident to perform their duties safely. Where there are higher risk activities, regular monitoring of activities is required

    PERSONAL QUALITIES

    • Good Organisational and communication skills.
    • An influencer and relationship builder

    ROLE & RESPONSIBILITIES

    • Support less experienced Risk Assessors when required
    • To advise/seek specialist advice where required.
    • Facilitate staff to adapt their own work practices, enabling them to undertake the risk assessment tasks required in their area of work.
    • Adhere and promote NSS policies, procedures and support NSS in meeting their requirements.
    • Obtain Line Manager approval to support and carry out risk assessments across your local site/division as and when required.
    • Have an understanding of relevant risk assessment and health and safety legislation, in order to facilitate safe systems of work and reduce the risk of injury.
    • Undertake complex general risk assessments and provide advice and guidance to managers and individuals of appropriate risk reduction measures.
    • Appreciate the wider practical and commercial issues which must be taken into account when making recommendations to reduce risk.
    • Liaise with the HWL Team for support and advice when required.

     Further information and guidance can be found within the:

    • NSS Health, Safety and Wellbeing Policy,
    • NSS COSHH Procedure

     

     

  • RA - How do I record and review a risk assessment?National Services Scotland

    Once you have evaluated the risks and decided on precautions you should

    • record your key findings on a template
    • prioritise your actions
    • set deadlines to achieve them by
    • share this information with employees.

    Risk assessments will be among the first pieces of evidence requested by the enforcement authority in the event of investigation following and adverse event such as an accident or breach. NSS within the Document Storage Document states that NSS will keep all risk assessments for at least 3 years. Any records relating to health should be kept for at least 40 years.​

     

    ​​Review risk assessment regularly

    ​Line Managers and Risk Assessors must regularly review the risk assessments to make sure that they are still valid. It is recommended that they are reviewed at least once a year. You should also review them if changes to the following take place:

    • equipment,
    • materials,
    • people,
    • premises,
    • processes.

    It is important to review the risk assessment after an accident or near miss, this can help prevent them happening again.​

  • RA - How do I identify who can be harmed?National Services Scotland

    Once Line Managers / Risk Assessors have identified potential hazards, then need to establish who might be harmed and how.

    You don't need to list everyone by name. Identifying groups of people is enough, such as

    • employees
    • customers
    • visitors
    • contractors
    • any other person that could be affected by your activities.

    Remember that special consideration should be given to people who could be vulnerable, and for this reason more at risk of injury or ill health. This includes

    • new and expectant mothers
    • agency and temporary workers
    • new workers and young people
    • migrant workers
    • lone workers
    • people with disabilities and long term health conditions.​​
  • RA - How do I evaluate and decide on the precautions of risk in a task?National Services Scotland

    Evaluate and decide on precautions in risk assessment

    When looking at each hazard you should assess

    • the likelihood of it occurring
    • how severe its consequences might be.

    This will allow you to prioritise your actions and ensure that your resources are being used where they are most needed.

    When considering precautions Line Managers / Risk assessors  should do so in the following order, without jumping to the easiest solution. Personal protective equipment should be your last choice and priority should be given to measures that will protect more than just one person.

    1. Elimination - for example, redesign the job to eliminate the need of manual handling or working at height.
    2. Substitution - such as changing a hazardous substances for a less hazardous one.
    3. Engineering controls – you could use guarding on equipment or machinery to separate the employee from the hazard.
    4. Administrative controls – such as rotating your employees around tasks to reduce the time they work in that environment.
    5. Personal protective equipment - if all the above methods are ineffective then you should consider the use of personal protective equipment.

     Line Managers should consult with their employees to see if they can suggest any control measures you may not have considered. It is also a good idea to check with them that any the risk assessment are suggesting will not introduce new hazards.

  • RA - How do I carry out a risk assessment?National Services Scotland

    The first thing to do when carrying out a risk assessment is identify potential hazards in your workplace. Think of what could go wrong and how people could get hurt or made ill.

    Line Managers and Risk Assessors should

    • speak to employees - they may be aware of hazards that aren't so obvious to you
    • observe the tasks carried out by your employees
    • check your accident, near miss and ill-health records
    • read instructions for tools and equipment - they will inform you of hazards
    • check the information contained within safety data sheets for hazardous substances
    • consider other situations - such as problems with equipment, machinery, maintenance or cleaning.
  • DSE - What if I have already taken DSE equipment home?National Services Scotland

    If you have already borrowed equipment from the workplace, please let DaS know by submitting a request through

    ServiceNow following the instructions above. In the ‘reason for your request’ section please state ‘already taken’.

     

    Remember, if you are working from home, please review the guidance and resources on HR Connect regarding

    safe set up of display screen equipment.

     

  • DSE - What do I need to do to collect any DSE equipment from a NSS building?National Services Scotland

    Once your line manager acknowledges your request, you can visit the appropriate NSS site to collect the item(s)

    you need – you should report to reception to advise that you are in the building to collect agreed items, and inform

    reception when you leave. We also ask that you are mindful of your own health and safety responsibilities and the

    requirements you need to follow when removing items, in particular the removal of heavy or bulky items. When

    travelling to and from work, please ensure you have your work pass with you at all times. 

     

    You should only retrieve items from workstations that are part of designated areas for you and your Strategic

    Business Unit. Items should be returned when you resume working from your usual base.

     

    Guidance for when you are onsite

    When onsite, please remember to follow social distancing measures staying at least two metres (approx.6 feet)

    away from other people at all times. Ensure you follow hand hygiene procedures in our buildings and when you get

    home – additional ‘arriving home safely’ information is available on HR Connect.

     

    As fewer staff are now working in Gyle Square, Meridian Court and the National Distribution Centre (NDC) we have

    closed some areas in the buildings to allow Facilities Management to consolidate and direct their services to help us

    all. Colleagues should not use these areas (including toilets, meeting rooms and teapoints) other than to retrieve

    equipment.

     

    Please refer to the Gyle Square floor plans on HR Connect for details of the areas that are now closed to staff

    (areas highlighted in black are closed). In Meridian Court the third, fifth and sixth floors, are closed to staff. The

    ground, first, second and fourth floors remain open.

  • DSE How to request equipment to support me at home?National Services Scotland

    If you are currently working from home and require office equipment to support your working arrangements,

    you can raise a ServiceNow request to temporarily borrow equipment you used in the office for home

    use during the coronavirus outbreak.

     

    To submit a request, visit ServiceNow ‘Request to take assets home’ complete the form, stating the

    reason for your request, selecting the item(s) you require (for example monitor, keyboard, chair, mouse

    and desktop riser) and the NSS location. Once submitted, an email notification will be sent to your line

    manager with a link for them to click on and confirm acknowledgement of the assets being taken home.

    If for any reason a replacement asset is required at some point, this would need to be ordered and purchased

    following the business as usual process.

     

    If you need a piece of equipment that you don’t currently use when working on site, please speak with your

    line manager in the first instance.

  • Acc/Incident System - What do I do if I have any problems with the AIR system?National Services Scotland, Public Health Scotland

    If the problem is connected with how to use the system, there are guides on the Accident Incident Reporting HR Connect page.

    - If you need more help then please raise an HR Enquiry through Contact Us.

    - If the problem is system related e.g. can’t access an AIR, can’t enter any information as the box is greyed out, please make a request through the DaS helpdesk 

  • Acc/Incident System - Can an accident be closed with an open improvement plan?National Services Scotland, Public Health Scotland

    Can an accident be closed with an open improvement plan

    No - all improvement plans (actions) required to be completed and prior to an accident being passed to the accountable manager

  • Acc/Incident System - What or Who is the Accountable Manager?National Services Scotland, Public Health Scotland

    What or who is the accountable manager?

    The accountable managers are those identified through your organisations risk profile.

    Accountable Managers are required to formally review and confirm all accidents have been appropriately managed

  • Acc/Incident System - Can I assign an improvement plan to others who are not part of my Directorate?National Services Scotland, Public Health Scotland

    Can I assign an improvement plan to others who are not part of my Directorate?

    No the improvement plans associated with the accident can only be assigned to those within your Directorate

  • Acc/Incident System - What is an improvement plan?National Services Scotland, Public Health Scotland

    What is an improvement plan?

    An improvement plan is one or more actions that requires to be completed to prevent any potential recurrence of a similar incident / accident

  • Acc/Incident System - Who are my local Accident Investigators?National Services Scotland, Public Health Scotland

    Who are my local Accident Investigators?

    All the accident investigators within your organisation are noted on your risk profile and have been populated into the system.

    When you select set investor group you will be able to select an accident investigator from your organisation from the drop-down list

     

  • Acc/Incident System - What is the difference between formal and manager investigation?National Services Scotland, Public Health Scotland

    What is the difference between formal and manager investigation?

    Many accidents and incidents require different approach for investigation.

    - Most accidents/incidents require a low level investigation which can be completed by the responsible manager. This is a manager investigation.

    - However if the accident involved significant injury, absence from work, or be considered a high potential near miss a formal investigation should be completed.

      This would be completed by a trained accident investigator who would then record actions to prevent any potential recurrence of a similar accident

  • Acc/Incident System - Who is my Responsible Manager?National Services Scotland, Public Health Scotland

    Who is my Responsible manager?

    Your responsible manager will be your line manager, with this information being updated directly from eEEs

  • Acc/Incident System - A member of my team has had an accident. How do I access the information?National Services Scotland, Public Health Scotland

    A member of my team has had an accident. How do I access the information?

    On submission of the accident through the system you will get a notification advising you that a member of your team has been involved in an accident.

    This notification will include a hyperlink which will take you directly to the record involved.

  • Acc/Incident System - Where does my report go once submitted?National Services Scotland, Public Health Scotland

    Where does my report go once submitted?

    Once submitted your incident will be automatically notified to your line manager.

    Your line manager will then determine the level of investigation required into the incident and assign/progress the incident accordingly

  • Acc/Incident System - Where / How do I access the AIR FormNational Services Scotland, Public Health Scotland

    Where/ How do I access the electronic form?

    The form can be accessed via this LINK.

    You can add the link as a favourite  locations within your web browser

  • Acc/Incident System - What are the user profiles within the system?National Services Scotland, Public Health Scotland

    What are the user profiles within the system?

    All staff - access to record any accident incident

    Responsible manager - responsible for initial stage of accident incident management and determines the level of investigation required

    Accident investigator - Completes formal investigations into accident/incidents

    First Aider - provides information on first aid treatment provided

    Accountable manager - formally review all accidents/incidents to ensure that have been appropriately managed

    Healthy working lives - Supporting the appropriate management of accidents and incidents

  • Acc/Incident System - I have had an accident while working at home - should I report it?National Services Scotland, Public Health Scotland

    I have had an accident while working from home due to COVD19. Should I report this?

    If the accident or incident occurred in connection with your work and when you were at work for example, you tripped over a cable plugged into your laptop, you are suffering headaches when using your laptop, then you must complete an AIR

     

     

  • Acc/Incident System - How do I know my report has been submitted?National Services Scotland, Public Health Scotland

    How do I know my report has been submitted?

    On submission you will get a notification that will include a unique identifier for your report. You can use this number to track your report through the investigation and review stages of the process

  • Acc/Incident System - Can I add photographs?National Services Scotland, Public Health Scotland

    Can I add photographs to my accident incident report?

    We would encourage staff to include as much information as possible and this would include photographs.

    Any picture or document can be attached using the paperclip icon on the bottom right hand side of the screen

  • Acc/Incident System - Can I access it while I am not on the Network?National Services Scotland, Public Health Scotland

    Can I access an AIR Form while I am not on the Network?

    Yes, to improve accessibility and provide support prompt reporting we have made the form web facing as such you can access it via any smart device including personal devices.

    If accessing from outwith the system you will have to log into your Microsoft365 account

     

  • DSE - Can I claim money back for my VDU glassess?National Services Scotland

    VDU Glasses Reimbursement

     

    NSS will reimburse the cost up to the value of £65.00 for spectacles for VDU use, bifocal or varifocal, incorporating a special prescription for VDU use.

    To access the VDU Perscription request from in ServiceNow please click on this link - Finance and Procurement portal

  • How does NSS consult with employees on H&S Matters?National Services Scotland

    NSS has to consult with all your employees on health and safety. This does not need to be complicated and can be done by listening and talking to them about:

    • health and safety and the work they do
    • how risks are controlled
    • the best ways of providing information and training 

    In a very small business, you might choose to consult your workers directly.  Alternatively, you might consult through a health and safety representative, chosen by your employees or selected by a trade union.  As an employer, you cannot decide who the representative will be.

    Consultation is a two-way process, allowing staff to raise concerns and influence decisions on the management of health and safety.  Your employees are often the best people to understand risks in the workplace and involving them in making decisions shows them that you take their health and safety seriously.

  • What are the Boards duties in relation to PPE?National Services Scotland, Public Health Scotland

    The Personal Protective Equipment at Work Regulations 1992 place duties on employees to take reasonable steps to ensure that the PPE provided is properly used. 

    The Regulations also place the following duties on employees. 

    • PPE must be worn and used in accordance with the instructions provided to them 
    • Employees must make sure that PPE is returned to the provided accommodation after use (unless the employee takes the PPE away from the workplace e.g. footwear or clothing). 
    • PPE should be returned to the appropriate storage unit (if applicable) after use, unless the employee takes their PPE home, for example footwear or clothing. 
    • PPE must be visually examined before use. 
    • Any loss or obvious defect must be immediately reported to their line manager. 
    • Employees must take reasonable care of any PPE provided to them and not carry out any maintenance unless trained and authorized. 

    If you feel that you work within an area which you feel requires additional PPE, please discuss this within your Line Manger and refer to your Business Unit Risk profile to see if this has been identified and what controls have been put in place for you. 

  • What types of body protection is available?National Services Scotland, Public Health Scotland

    Types of body protection include 

    • overalls, aprons and coveralls (protection against hazardous substances) 
    • clothing for hot, cold or bad weather 
    • clothing to protect against machinery 
    • high visibility (jackets, trousers and vests) 
    • harnesses 
    • life jackets. 

    Tasks where body protection may be required include 

    • working with hazardous substances 
    • working next to the highway or areas with moving transport and vehicles (e.g. construction sites) 
    • outdoor, forestry and ground maintenance work. 

    If you feel that you work within an area which you feel requires additional PPE, please discuss this within your Line Manger and refer to your Business Unit Risk profile to see if this has been identified and what controls have been put in place for you. 

     

  • What types of hand and arm protection is available?National Services Scotland, Public Health Scotland

    Hand and arm protection comes in a variety of forms. 

    • Gloves or gauntlets (leather, latex, nitrile, plastic coated, chain mail, etc). 
    • Wrist cuff armlets (e.g. used in glass cutting and handling). 

    Tasks where hand and arm protection may be required include 

    • manual handling of abrasive, sharp or pointed objects 
    • working with vibrating equipment such as pneumatic drills and chainsaws 
    • construction and outdoor work 
    • working with chemicals and hazardous substances such as body fluids 
    • working in hot or cold materials or temperatures. 

    In order to eliminate the risk of ill health through exposure to latex a number of organisations have phased out the use of latex gloves and replaced them with nitrile. 

    If you feel that you work within an area which you feel requires additional PPE, please discuss this within your Line Manger and refer to your Business Unit Risk profile to see if this has been identified and what controls have been put in place for you. 

  • What types of foot protection is available?Public Health Scotland, National Services Scotland

    There are a number of types of safety footwear. 

    • Safety boots or shoes, normally have steel toe caps but can have other safety features (e.g. steel mid soles, slip resistant soles, insulation against the heat and cold. 
    • Wellington boot can also have steel toe caps. 
    • Anti-static and conductive footwear, these protect against static electricity. 

    Tasks where foot protection may be required include 

    • construction 
    • demolition 
    • building repair 
    • manual handling where the risk of heavy objects falling on the feet 
    • working in extremely hot or cold environments 
    • working with chemicals and forestry. 

    Where there is a risk of slipping that cannot be avoided or controlled by other measures, attention must be given to slip resistant soles and replaced before the tread pattern is worn. 

    If you feel that you work within an area which you feel requires additional PPE, please discuss this within your Line Manger and refer to your Business Unit Risk profile to see if this has been identified and what controls have been put in place for you. 

     

  • Information, Instruction and Training on PPE usage – what’s the requirements?NHS Education for Scotland, Public Health Scotland
  • What are PHS duties in regards to Legionella?Public Health Scotland

    Under general health and safety law, as an employer or person in control of a premises (eg a landlord), you have health and safety duties and need to take suitable precautions to prevent or control the risk of exposure to legionella.  

    Carrying out a risk assessment is your responsibility and will help you to establish any potential risks and implement measures to either eliminate or control risks. You may be competent to carry out the assessment yourself but, if not, you should ask someone with the necessary skills to conduct a risk assessment. This can be done by someone from within your own organisation or from someone outside, eg an external consultant.  

     

    For further details, contact NSS Facilities Management.

  • Where can I find wither safety advice?NHS Education for Scotland