Health and Safety Policy

1. Policy Statement

Animal Antiks / Different Steps CIC is committed to ensuring the health, safety, and welfare of all staff, volunteers, students, visitors, and contractors engaged in our activities. As a provider of animal care and farming education to young people with Education, Health and Care Plans (EHCPs), we recognise our enhanced duty to create a safe learning environment while managing the specific risks associated with our agricultural setting.

This policy establishes our framework for health and safety management and demonstrates our commitment to:

• Providing and maintaining safe and healthy working conditions, equipment, and systems of work

• Ensuring the safety of young people with additional needs in our care

• Implementing appropriate risk controls for animal care and agricultural activities

• Creating a positive health and safety culture throughout the organization

• Complying with all relevant legislation and regulatory requirements

• Continuously improving our health and safety performance

2. Legal Framework

This policy operates within the context of:

• Health and Safety at Work Act 1974

• Management of Health and Safety at Work Regulations 1999

• Workplace (Health, Safety and Welfare) Regulations 1992

• Control of Substances Hazardous to Health Regulations 2002

• Manual Handling Operations Regulations 1992

• Provision and Use of Work Equipment Regulations 1998

• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013

• The Control of Noise at Work Regulations 2005

• Animal Welfare Act 2006

• Regulatory Reform (Fire Safety) Order 2005

• First Aid at Work Regulations 1981

• Equality Act 2010

3. Roles and Responsibilities

3.1 Board of Directors

The Board of Directors has ultimate responsibility for health and safety and will:

• Ensure adequate resources are available for health and safety measures

• Review health and safety performance quarterly

• Approve the health and safety policy annually

• Ensure health and safety is considered in all strategic decisions

• Designate a Director with specific responsibility for health and safety oversight

3.2 Chief Executive Officer

The CEO will:

• Take day-to-day responsibility for all health and safety matters

• Ensure the health and safety policy is implemented effectively

• Establish and maintain effective health and safety management systems

• Report to the Board on health and safety performance

• Ensure adequate resources are allocated to health and safety

• Lead by example in promoting a positive safety culture

3.3 Health and Safety Officer

The designated Health and Safety Officer will:

• Coordinate the implementation of the health and safety policy

• Advise management on health and safety requirements

• Conduct regular health and safety inspections

• Investigate accidents and incidents

• Maintain health and safety documentation

• Liaise with external agencies and enforcement authorities

• Coordinate health and safety training

• Chair the Health and Safety Committee

3.4 Managers and Supervisors

All managers and supervisors will:

• Implement health and safety procedures in their areas of responsibility

• Ensure risk assessments are conducted and control measures implemented

• Brief staff on health and safety requirements

• Ensure staff complete required health and safety training

• Monitor health and safety compliance in their teams

• Investigate accidents and incidents in their area

• Take appropriate action to address health and safety concerns

• Include health and safety in team meetings and supervision

3.5 All Staff

All staff will:

• Take reasonable care of their own health and safety and that of others

• Follow health and safety procedures and instructions

• Use protective equipment provided

• Report hazards, accidents, and near misses

• Not interfere with or misuse safety equipment

• Participate in health and safety training

• Contribute to risk assessments where appropriate

• Raise health and safety concerns promptly

3.6 Farm Manager

The Farm Manager has specific responsibility for:

• Animal welfare and safety

• Farm equipment safety

• Agricultural chemical safety

• Biosecurity measures

• Livestock management safety procedures

• Farm vehicle safety

• Seasonal agricultural risk management

4. Risk Assessment

Different Steps CIC will maintain a comprehensive risk assessment program including:

4.1 General Approach

• Systematic identification of hazards in all areas of operation

• Assessment of risks with appropriate methodology

• Implementation of control measures following the hierarchy of control

• Regular review of risk assessments (at least annually and following incidents)

• Specific risk assessments for high-risk activities

• Communication of risk assessment findings to relevant parties

• Training for staff conducting risk assessments

4.2 Specific Risk Assessments

We will conduct specific risk assessments for:

• Individual students based on their EHCP needs

• Each animal species and related care activities

• Agricultural equipment and machinery

• Hazardous substances (COSHH)

• Manual handling activities

• Fire safety

• Seasonal activities and weather-related risks

• Educational activities and trips

• Lone working

• Young or inexperienced workers

• New and expectant mothers

• Visitors and contractors

4.3 Dynamic Risk Assessment

Staff will be trained in dynamic risk assessment to:

• Continuously evaluate changing conditions

• Respond appropriately to unexpected situations

• Make informed decisions about immediate risk control

• Document significant findings following dynamic assessment

5. Safe Systems of Work

Different Steps CIC will establish safe systems of work for all activities, including:

5.1 Written Procedures

Documented procedures for:

• Animal handling and care for each species

• Operation of agricultural equipment

• Use of hazardous substances

• Manual handling techniques

• Emergency procedures

• Lone working

• Transportation of young people

• Educational activities

5.2 Permits to Work

Permit to work systems for high-risk activities including:

• Work at height

• Hot work

• Confined space entry

• Electrical work

• Excavation

• Work with dangerous animals

5.3 Standard Operating Procedures

Standard operating procedures for routine activities with step-by-step guidance, specifically adapted for:

• Different learning abilities

• Visual learners (with pictorial guides)

• Different communication needs

• Various physical abilities

6. Training and Competence

Different Steps CIC will ensure all staff receive appropriate health and safety training:

6.1 Induction Training

All new staff will receive induction training covering:

• Health and safety policy and procedures

• Emergency arrangements

• First aid provision

• Accident and incident reporting

• Specific hazards and control measures

• Safe systems of work

• Personal protective equipment

• Risk assessment process

• Special considerations for supporting young people with EHCPs

6.2 Specialised Training

Specialized training will be provided for:

• First aid (including paediatric first aid)

• Fire safety and emergency evacuation

• Manual handling

• Animal handling and welfare

• Safe use of agricultural equipment

• COSHH awareness

• Risk assessment

• Food hygiene

• Biosecurity

• Supporting young people with specific needs during emergencies

6.3 Refresher Training

Refresher training will be provided:

• Annually for core health and safety topics

• As specified for specialized certifications

• Following incidents or identified training needs

• When new equipment or procedures are introduced

• When legislation or best practice changes

6.4 Records

Training records will be maintained including:

• Names of attendees

• Date and duration of training

• Content covered

• Assessment results if applicable

• Certification details

• Refresher dates

7. Consultation and Communication

Different Steps CIC will:

7.1 Health and Safety Committee

Maintain a Health and Safety Committee that:

• Meets quarterly

• Includes representatives from all departments

• Reviews accident and incident data

• Discusses health and safety concerns

• Reviews risk assessments

• Makes recommendations for improvements

• Reports to the Board of Directors

7.2 Communication Methods

Utilize multiple communication methods including:

• Regular health and safety briefings

• Health and safety notice boards

• Digital communications (email, intranet)

• Team meetings with standing health and safety agenda items

• Visual safety information appropriate for different learning needs

• Safety signs and posters using symbols and simple language

7.3 Feedback Mechanisms

Implement feedback mechanisms including:

• Hazard reporting system

• Safety suggestion scheme

• Regular safety surveys

• Open door policy for safety concerns

• Anonymous reporting options

8. Accident and Incident Management

Different Steps CIC will:

8.1 Reporting Procedures

Maintain clear procedures for:

• Immediate reporting of all accidents and incidents

• Recording in the accident book

• Internal investigation process

• RIDDOR reporting when required

• Near miss reporting and investigation

• Safeguarding incident reporting where relevant

8.2 Investigation

Conduct thorough investigations of:

• All accidents resulting in injury

• Significant near misses

• Dangerous occurrences

• Work-related ill health

• Property damage incidents

• Environmental incidents

8.3 Learning and Improvement

Use accident and incident data to:

• Identify trends and patterns

• Update risk assessments

• Modify safe systems of work

• Identify training needs

• Implement preventative measures

• Share lessons learned

9. Emergency Procedures

Different Steps CIC will:

9.1 Fire Safety

Implement comprehensive fire safety measures including:

• Fire risk assessment

• Fire detection and alarm systems

• Fire-fighting equipment

• Emergency lighting

• Clear signage and evacuation routes

• Regular fire drills (at least quarterly)

• Personal Emergency Evacuation Plans (PEEPs) for individuals with additional needs

• Fire marshal training

• Fire safety log

9.2 First Aid

Ensure adequate first aid provision including:

• Sufficient trained first aiders (including paediatric first aid)

• Adequately stocked first aid kits in all areas

• Specific first aid provisions for agricultural injuries

• First aid room for treatment

• Clear signage indicating first aid locations

• Procedures for administering medication

• Recording of all first aid treatment

• Regular review of first aid needs assessment

9.3 Other Emergencies

Develop procedures for other potential emergencies including:

• Severe weather events

• Animal escapes

• Security threats

• Chemical spills

• Structural damage

• Utility failures

• Medical emergencies

• Missing person incidents

• Aggressive behaviour incidents

9.4 Emergency Response Team

Maintain an Emergency Response Team with:

• Clearly defined roles and responsibilities

• Regular training and practice scenarios

• Equipment and resources for emergency response

• Authority to implement emergency procedures

• Communication protocols during emergencies

10. Health and Welfare

Different Steps CIC will promote the health and welfare of all staff and students through:

10.1 Occupational Health

• Access to occupational health services

• Health surveillance where required

• Vaccination programs relevant to animal contact

• Support for staff returning to work after illness

• Ergonomic assessment of workstations

• Management of work-related stress

• Promotion of good mental health

10.2 Specific Health Considerations for Young People with EHCPs

• Individual health plans for students with specific needs

• Medication management procedures

• Trained staff for specific health interventions

• Appropriate facilities for personal care

• Sensory needs considerations

• Communication adaptations for health information

• Regular liaison with health professionals

10.3 Welfare Facilities

Provision of appropriate welfare facilities including:

• Clean toilets and washing facilities

• Accessible facilities for people with disabilities

• Rest areas and facilities for eating

• Supply of drinking water

• Secure storage for personal belongings

• Temperature-controlled environments

• Appropriate lighting

• Facilities for changing clothes where required

11. Farm and Animal Safety

11.1 Animal Handling

• Specific procedures for each species

• Assessment of animal temperament

• Designated handling areas

• Appropriate restraint equipment

• Supervision requirements for different animals

• Hand washing and hygiene protocols

• Personal protective equipment requirements

11.2 Zoonotic Disease Control

• Biosecurity measures

• Vaccination program for animals

• Regular health checks for animals

• Isolation procedures for sick animals

• Hand washing facilities at all animal contact points

• Information and training on zoonotic diseases

• Personal protective equipment

• Cleaning and disinfection protocols

11.3 Farm Machinery and Equipment

• Maintenance schedules for all machinery

• Pre-use checks

• Operator training and authorization

• Safe storage of equipment

• Guards and safety devices

• Clear operating instructions

• Supervision requirements for students

11.4 Agricultural Chemicals and Substances

• Secure storage of all chemicals

• COSHH assessments for all substances

• Safety data sheets available

• Appropriate application equipment

• Personal protective equipment

• Training for users

• Emergency procedures for spillages

• Environmentally responsible disposal

12. Environmental Management

Different Steps CIC will:

• Comply with environmental legislation

• Implement waste management procedures

• Manage agricultural runoff and drainage

• Consider environmental impact in all activities

• Promote sustainable practices

• Reduce carbon footprint where possible

• Maintain wildlife habitats

• Use environmental management as an educational tool

13. Contractor Management

Different Steps CIC will:

• Assess contractor competence before appointment

• Provide site-specific health and safety information

• Conduct contractor inductions

• Monitor contractor activities

• Coordinate work to minimize risks

• Specify health and safety requirements in contracts

• Review contractor performance

14. Transport and Vehicle Safety

Different Steps CIC will:

• Maintain all vehicles to legal standards

• Conduct regular vehicle safety checks

• Verify driver competence and licensing

• Implement a transport policy for students

• Conduct specific risk assessments for transport activities

• Provide appropriate supervision during transportation

• Ensure adequate insurance coverage

• Implement journey planning procedures

15. Working Environment

Different Steps CIC will ensure:

• All buildings are maintained in good repair

• Adequate lighting is provided

• Ventilation is appropriate

• Temperature is suitable for activities

• Walkways are kept clear and well-maintained

• Floors are in good condition

• Storage is safe and appropriate

• Adequate space is provided for activities

• Workspace is adapted for individual needs

16. Personal Protective Equipment (PPE)

Different Steps CIC will:

• Provide appropriate PPE for all activities requiring it

• Ensure PPE is suitable for individual needs

• Train users in correct use and maintenance of PPE

• Store PPE correctly

• Replace damaged or expired PPE

• Monitor compliance with PPE requirements

• Conduct regular PPE inspections

• Maintain records of PPE issued

17. Safe Access and Egress

Different Steps CIC will:

• Maintain safe access routes throughout the site

• Provide adequate signage and wayfinding

• Ensure emergency exits are clearly marked and accessible

• Keep access routes clear of obstructions

• Implement winter weather plans for maintaining access

• Provide appropriate lighting for all access routes

• Ensure accessibility for people with mobility needs

• Maintain parking areas and vehicle routes

18. Monitoring and Review

18.1 Active Monitoring

• Scheduled safety inspections (monthly)

• Health and safety audits (annual)

• Spot checks and observations

• Safety tours with management

• Equipment inspections and testing

• Training effectiveness reviews

• Risk assessment reviews

18.2 Reactive Monitoring

• Accident and incident investigations

• Analysis of first aid treatment

• Sickness absence monitoring

• Complaint investigation

• Insurance claim review

• Enforcement action response

• External audit findings

18.3 Performance Reporting

• Monthly internal health and safety reports

• Quarterly Board reports

• Annual health and safety performance review

• Benchmark against similar organizations

• Tracking of key performance indicators

• Communication of findings to all stakeholders

19. Policy Review

This Health and Safety Policy will be:

• Reviewed annually

• Updated following significant organizational changes

• Revised in response to incidents or identified deficiencies

• Amended to reflect changes in legislation or best practice

• Approved by the Board of Directors

Responsibility for Health and Safety

All Managers are expected to promote responsible attitudes towards health and safety issues, particularly by:

• ensuring that each person for whom they are responsible is aware of the Company’s health and safety procedures

• ensuring that employees and volunteers observe safety procedures at times

• ensuring that all employees and volunteers wear suitable clothing, footwear and PPE where required

It is the duty of all employees and volunteers whilst at work:

• to take reasonable care for the safety of themselves and others

• to co-operate in the application and implementation of the Health and Safety Policy

• to use correctly all work equipment in accordance with the instructions and training they have received and not to interfere with such equipment

• to wear suitable clothing, footwear and PPE where required

• not to interfere intentionally or recklessly with or misuse anything provided in the interests of health, safety and welfare.

Reporting hazards and accidents

Employees and volunteers have a duty to report directly without delay:

• any work situation which may reasonably be considered a serious and immediate danger to health and safety

• any matter which may reasonably be considered a shortcoming in health and safety arrangements.

• any accident or dangerous occurrence at work.

The company is obliged to report certain accidents and dangerous occurrences to the Health and Safety Executive, and therefore all accidents/incidents need to be reported without delay and entered in the Accident Book. Accidents should be recorded in these books by a First Aider.

Training, awareness & consultation

All employees and volunteers will be provided with adequate training to ensure they are competent to do their work. They are also provided with copies of the Health & Safety Policy and Fire Evacuation Procedures during their Induction. In addition, copies of these documents and all risk assessments can be found in the Employee Handbook in the Kitchen.

Daily meetings/briefings are held to highlight any changes to the environment, working conditions and necessary precautions. This includes making employees and volunteers aware of any specific Health & Safety needs of the members.

Amendments to any risk assessments or the Health & Safety Policy are provided via updates to all employees and volunteers.

General Hazards and Emergencies

Fire

Every employee and volunteer should be conscious of the risk of fire and they are advised to observe these simple precautions to prevent a fire:

• legislation dictates that we are a non-smoking building and no-one is permitted to smoke on the premises.

• never to obstruct a fire exit. If they become aware of an obstructed fire exit, they should notify Sarah Kettlety immediately.

Copies of the Fire Evacuation Procedures and site map of fire exit routes and safety equipment are displayed in the Dairy Classroom and Office. All employees and volunteers should ensure they are familiar with them.

Fire doors should be kept closed at all times.

Regular Fire Drills are undertaken to test the effectiveness of the procedures.

Housekeeping

Every employee and volunteer has responsibility for ensuring working areas are kept clean and tidy.

Areas need to be kept clear of obstructions and rubbish at all times.

Rubbish should be disposed of in such a way that it does not present a fire risk.

Any spillages which occur should be mopped up immediately or notified to Sarah to minimise the danger of slips and falls.

Wires should never be allowed to trail across the floor where people walk.

First Aid at Work Policy

1. General statement

It is our policy to ensure that appropriate first aid arrangements are in place for our employees, volunteers, members and any visitors to our premises. This includes providing sufficiently trained employees for our business needs and maintaining an adequate supply of first aid equipment. It also involves providing enough information to employees and volunteers to enable first aid assistance to be sought during normal working hours.

2. The legal position

Our duty to provide first aid at work is governed by the Health and Safety (First Aid) Regulations 1981. These require us to carry out a risk assessment in order to determine what first aid facilities and personnel are necessary to meet the needs of our business.

We are also required to review this assessment periodically to ensure that current provision is adequate. In order to comply with these regulations, our assessment has considered a number of factors, including the following:

• size of the business

• type of business

• premises layout

• past history of accidents

• proximity of business location to emergency medical services

• needs of travelling and/or lone workers

• first aid cover in times of sickness or annual leave.

3. Responsibilities of first aid personnel

In order to carry out their duties effectively, first aid personnel have the following duties and responsibilities.

First Aiders are responsible for:

• responding promptly to all requests for assistance

• summoning further help if necessary

• providing treatment within the limitations of their competence

• looking after the casualty until recovery has taken place or further medical assistance has arrived

• reporting details of any treatment provided

• undertaking a monthly check of first aid kits and replenishing them as necessary

• using the techniques shown to them during their training

• keeping up-to-date with the latest techniques and developments in first aid

• accurately recording the details of the accident/incident in the company accident book

• ensuring that the accident reporting procedure is followed.

4. Procedures

The following are general first aid-related procedures to be followed by all employees and volunteers:

• if you are aware that an employee, volunteer, member or visitor has been taken ill, or has had an accident, refer to your nearest First Aider for assistance. You should not attempt to give first aid treatment yourself

• First Aiders are not to drive anyone feeling unwell or who has had an accident. An ambulance should be called or alternative arrangements made to transport as determined appropriate

• if you need to access a first aid kit for personal use, seek assistance from a First Aider

• do not remove first aid equipment from its designated place

• any loss or damage to first aid equipment must be reported to Sarah Kettlety

• if a first aid kit is poorly stocked, this should be reported to Sarah Kettlety

5. Dealing with visitors

It is our policy to offer first aid assistance to visitors to our premises. Should a visitor feel unwell or have an accident, then the employee supervising their visit should call for a First Aider. If the visitor has had an accident, the First Aider is responsible for ensuring that an entry is made in the accident book.

6. Employee training

All employees undertaking first aid duties will be given training in accordance with current legal requirements.

This means that a First Aider will attend an approved Health & Safety Executive course. Our first aid needs assessment has determined that we need at least 1 First Aider who has attended the First Aid at Work (FAW) course and 1 First Aiders who has attended the Emergency First Aid at Work (EFAW) course. Training is organised by Sarah Kettlety who also ensures that First Aiders attend requalification courses every three years.

In addition to attending training courses, first aid trained staff should regularly visit the HSE's first aid website: http://www.hse.gov.uk/firstaid/. This contains the latest information on what techniques should be used, any changes to training courses etc.

7. Information for employees

We acknowledge that first aid arrangements will only operate efficiently where they are understood, both by employees and others who may be working on our premises.

These include part-time, temporary employees and volunteers. For this reason, information on how to summon first aid is provided to all new employees and volunteers. This and further information is also included in our staff handbook.

Information on the current first aiders:

Is displayed on notices around the site

A first aid box can be found in the Office, Kitchen, workshop and vehicles.

Changes to the Safeguarding Policy

This policy is reviewed regularly and updated as required. The last review was carried out: September 2026