Weston Ark Charity - Health and Safety Policy

Document Version: 1.0

Approved: July 14 2025

Next Review: July 2026

Our Commitment

Weston Ark Charity is committed to providing a safe and healthy environment for trustees, employees, volunteers, contractors, and visitors at the Hughenden Centre and in all charity activities. Operating from the Hughenden Centre, our services include the Ark Café and venue hires, alongside supporting a Weston Foodbank outlet operated by dedicated volunteers.

We comply with the Health and Safety at Work etc. Act 1974 and all relevant regulations. We will identify and control risks, maintain safe premises and equipment, provide information and training, consult with our people, record and investigate incidents and near misses, report under RIDDOR where required, and review our performance annually.

Document Status: This is a policy summary for employment and volunteer packs. The comprehensive Weston Ark Health and Safety Policy is the document of record. Where any difference exists, the comprehensive policy takes precedence.

Recognition of Responsibilities

Weston Ark recognises and accepts its responsibilities for providing, so far as is reasonably practicable, a safe and healthy environment ensuring the health, safety, and welfare of all those who use the Hughenden Centre.

Our Commitments in Practice

Premises Maintenance: Maintaining the Centre in safe condition without risk to health, providing and maintaining safe means of access and egress.

Equipment and Furnishings: Providing and maintaining furnishings and equipment that are safe and without risks to health.

Risk Management: Conducting comprehensive risk assessments of health and safety risks for all Centre users, reviewing annually and updating as needed.

Safe Operations: Ensuring safety in the use, handling, storage, and transport of all articles, equipment, furniture, and substances.

Information and Training: Providing necessary information, instruction, training, and supervision to ensure health and safety of all Centre users.

Working Environment: Maintaining proper environment for employees, leaders, helpers, and volunteers that is safe, without health risks, and adequate regarding welfare facilities.

Consultation and Development: Arranging suitable induction and training, consulting with personnel on policy effectiveness and implementation of necessary changes.

Resources: Ensuring adequate funds and resources are available for carrying out this policy effectively.

Governance and Responsibilities

Board of Trustees: Hold overall responsibility and accountability for health and safety. Delegate day-to-day implementation to Health and Safety Officer while retaining overall oversight and issuing supplementary policy statements as necessary.

Health and Safety Officer: Designated role responsible for comprehensive health and safety management including:

• Risk Assessment: Conduct appropriate risk assessments of Centre premises and activities, review annually, report to trustees as necessary

• Policy Coordination: Coordinate implementation of Health and Safety Policy including fire safety procedures

• Incident Investigation: Investigate all accidents and recommend preventive measures for recurrence prevention

• Record Management: Maintain accident and appropriate records, file in SharePoint at agreed locations, return to appropriate bodies as required

• First Aid: Ensure appropriate first aid arrangements are in place and maintained

• Food Safety: Ensure compliance with applicable food safety legislation where food is prepared or served, including the Ark Café operations

• Training Provision: Arrange necessary safety training to meet legal requirements, communicate changes to all personnel

• Safety Communications: Ensure relevant safety regulations are prominently displayed, emergency procedure notices properly exhibited and clearly visible

• Emergency Access: Ensure access to emergency exits and fire equipment is not impaired, corridors and stairs kept free from obstructions except temporary and partial nature

• Policy Review: Keep comprehensive Health and Safety Policy under review, ensure this summary remains aligned

Duties of All Personnel

All volunteers, employees, leaders, and helpers must read this statement alongside the comprehensive Weston Ark Health and Safety Policy and must:

Personal Responsibility: Take care of their own health and safety and that of others who may be affected by their acts or omissions while working or helping.

Cooperation: Cooperate with Weston Ark to enable performance of all duties and requirements imposed by relevant statutory provisions.

Non-Interference: Not intentionally or recklessly interfere with or misuse anything provided for health, safety, or welfare under statutory provisions.

Policy Compliance: Make themselves familiar with and always conform to Weston Ark's Health and Safety Policy.

Procedure Adherence: Observe all safety rules, procedures, and codes of practice at all times. Be fully conversant with fire and emergency procedures.

Food Safety: Conform to food safety regulations applicable to their specific role.

Training Participation: Cooperate with Weston Ark in carrying out health and safety legislation duties, including participating in initial or ongoing training when required.

Incident Reporting: Report to Health and Safety Officer all accidents, hazardous occurrences, or dangers whether persons are injured or not, as soon as reasonably practicable.

Equipment Safety: Ensure all working equipment and materials are in safe and serviceable condition. Ensure no cables or wires are positioned to cause tripping hazards.

Consequence Awareness: Consider possible consequences of their actions on health, safety, and welfare of all persons who may use Centre premises for any purpose.

Risk Management Framework

Comprehensive Approach: All activities and areas of the Hughenden Centre are subject to formal risk assessment processes conducted by qualified personnel.

Annual Review Cycle: All risk assessments reviewed annually as minimum, with additional reviews triggered by incidents, changes in activities, or relevant legislation updates.

Documentation Requirements: All risk assessments documented and filed in designated SharePoint locations with evidence and supporting materials maintained systematically.

Action Implementation: Risk control measures identified through assessments are implemented promptly with appropriate resource allocation and timeline management.

Emergency Procedures

Fire Safety: Comprehensive fire risk assessment completed with evacuation procedures clearly displayed throughout premises. All personnel must be familiar with fire evacuation routes and assembly points.

First Aid: Appropriate first aid arrangements maintained with trained first aiders available during all operational activities. First aid equipment regularly checked and maintained.

Incident Response: Clear procedures for accident and incident reporting, investigation, and corrective action implementation. RIDDOR reporting requirements met where applicable.

Emergency Contacts: Up-to-date emergency contact information maintained and accessible to all personnel during operational hours.

Food Safety Requirements

The Ark Café Operations: All food preparation and service activities comply with applicable food safety legislation including hygiene standards, temperature control, and allergen management.

Training Requirements: Personnel involved in food handling receive appropriate food safety training relevant to their roles and responsibilities.

Monitoring Systems: Regular monitoring of food safety compliance with documented evidence of adherence to legal requirements.

Training and Competence

Induction Training: All new personnel receive comprehensive health and safety induction covering general requirements, specific role hazards, and emergency procedures.

Ongoing Development: Regular refresher training provided to maintain competence and address changes in legislation, procedures, or activities.

Specialist Training: Additional training provided where specific roles require specialist health and safety knowledge or certification.

Record Keeping: Training records maintained for all personnel with evidence of competence and periodic review requirements.

Monitoring and Review

Annual Policy Review: Complete policy review conducted annually and following any significant incidents, changes in activities, or relevant legislation updates.

Performance Monitoring: Regular assessment of health and safety performance through incident analysis, audit activities, and stakeholder feedback.

Continuous Improvement: Identified improvements implemented systematically with appropriate resource allocation and timeline management.

Related Documents

Personnel should refer to the following supporting documents for detailed guidance:

• Comprehensive Weston Ark Health and Safety Policy

• Fire Risk Assessment and Evacuation Plan

• Risk Assessment Register

• First Aid Arrangements and First Aiders List

• Accident and Incident Reporting Procedures

• Lone Working Guidelines

• Contractors and Hirers Safety Guidance

Key Contact Information

Health and Safety Officer: Matt Luft, Centre Manager

Email: centre.manager@westonark.org.uk

Emergency Services: 999

Non-Emergency Police: 101

Policy Implementation

This policy creates a framework where health and safety is integrated into all charity activities. All personnel must demonstrate understanding of their responsibilities and actively contribute to maintaining safe working and service environments.

We are committed to continuous improvement in health and safety performance through systematic risk management, comprehensive training, effective communication, and regular review of our policies and procedures.

This policy represents our commitment to the health, safety, and welfare of everyone who uses the Hughenden Centre or participates in our activities.

Policy Approved by Board of Trustees - July 2025