Benugo Health & Safety Policy January 2025 PDF

Health and Safety Policy January 2025 Copyright © Benugo Limited – January 2023 All rights reserved. This publication is confidential and no part of it may be used, disclosed, or reproduced in any form without the prior written consent of Benugo Limited. HEALTH AND SAFETY POLICY STATEMENT OF INTENT It is the policy of Benugo Ltd in partnership with our clients to promote and commit to ensuring we comply with our legal duties under the Health & Safety at Work etc. Act 1974 and all applicable legislation, to ensure, so far as is reasonably practicable, the health, safety and welfare of our employees, clients and others directly affected by relevant activities under our control. It is the aim of Benugo so far as is reasonably practicable to: Reduce any health & safety risks associated with the conduct of our business; Prevent accidents and work related ill health, to our people and visitors; and Develop a health & safety culture through engagement with our people and developing awareness and ownership of their personal responsibilities. To achieve these aims and to demonstrate year on year improvement in our management of health & safety, Benugo will implement a documented Health & Safety Management System. The effectiveness of the system will be measured by safety performance indicators, which will be reviewed on a regular basis by the Risk Management Committee and Benugo Board, who will set objectives for the safety team. This statement represents our general commitment to provide a safe working environment and details our specific policies and practices for health & safety. This statement and the details of our working arrangements and responsibilities are accessible to all our people via SharePoint and to other interested parties on request. We aim to achieve this by adopting the following principles: The development of a safety culture throughout the organisation by increasing employee awareness through initiatives, the publication of information, the provision of training courses, and by encouraging safety discussions from location to boardroom level via the Safety Steering Group. The maintenance of comprehensive accident reporting procedures. The maintenance and implementation of Standard Operating Procedures (SOPs) and risk assessments that detail standards of safe working procedures. The assessment of safe working procedures and practices by regular inspection programmes, both internal and external. Incident investigation and monitoring of safety performance trends. Continued assessment and annual review of the company's safety performance. Compliance with all legal requirements and where practicable, industry guidance. Full cooperation with regulators to ensure that Benugo’s health, safety and welfare standards meet their requirements. This policy is approved by the Directors of Benugo. Signed: Noel Mahony Managing Director, Benugo Dated: January 2025 2 HOW BENUGO MANAGES RISK Benugo recognise that our catering operations present a high hazard and risk area for our clients, employees, visitors, and contractors. To make sure we’re looking after everyone on our sites, complying with the law and managing reputational impacts, we operate a fully open and transparent Health and Safety Management System (HSMS). A HSMS is a framework that helps us keep risks as low as is reasonably practicable. By following a Plan, Do, Check, Act approach we can set clear policies and objectives, as well as checking their effectiveness to learn lessons and continually improve safety management. At the heart of Benugo’s HSMS is our dynamic cultural change initiative, ‘5 Star House Keeping’. 5 Star Housekeeping aims to engage our teams to look out for each other and is less about making things safer and more about stopping things being dangerous. There are 5 House Rules key to this initiative: 1. We wear our safety kit 2. We clean as we go 3. We look out for each other 4. We think before we lift 5. We learn before we use 3 HEALTH AND SAFETY ORGANISATION AND RESPONSIBILITIES All employees of Benugo have a personal responsibility to protect their health, safety and wellbeing and those who are not directly employed but who may be affected by our catering operations. In regard to the management of health & safety there are key roles with specific responsibilities which are outlined in Benugos Occupational Health & Safety Management System (HSMS). Benugo’s health & safety organisation structure is: Responsibilities of the Risk Management Committee The Risk Management Committee will monitor Benugo safety and audit trends and associated regulatory and operational risks on a monthly basis. The committee will be chaired by the Chairman & CEO of WSH International and will include the WSH H&S Director and WSH Non-Executive Director of the same. Additional attendees may be required to attend periodically Responsibilities of the Director of Health and & Safety, WSH International It is the responsibility of the WSH Director of H&S that competent health & safety advice is provided to the business by suitably qualified and experienced professionals. The Director of H&S, WSH, shall be responsible for the strategic direction of health and safety management for WSH brands and the implementation of a consistent, effective and risk based occupational health & safety management system (HSMS) and associated policies. The Director of H&S will Chair the Technical Review Committee (TRC) to ensure that WSH brands remain consistent in their approach to managing safety and will also report safety/ audit performance, regulatory changes and risk updates for all WSH Brands to the Risk Management Committee on a monthly basis. Responsibilities of the Statutory Benugo Board The Benugo Statutory Board will define and authorise the companys health & safety policy ensuring it is appropriate to the business and commits to reducing hazards, injuries and work related ill health. The Board will support improvements in safety performance and ensure Benugo’s compliance with relevant statutory and industry guidance requirements. The Board will ensure adequate resource are made available so that a competent health & safety resource is provided for Benugo by suitably qualified and experienced industry professionals. 4 Responsibilities of the Head of Health and Safety (Benugo) The Head of Health and Safety shall be responsible for implementing, monitoring and reviewing the health & safety risks to Benugo. They will ensure that the H&S Policy, HSMS and other related control measures implemented remain practiced and effective. The Head of H&S will be a member of the TRC and communicate any intended changes or updates to policy and or the HSMS through the TRC. Responsibilities of the Benugo Health & Safety Team The Head of Health & Safety is responsible for the management and performance of the Benugo H&S team. The H&S Team are responsible for the management of the HSMS across Benugo Operations. Team members will use evidence and risk based methods for supporting locations and Operations to identify health & safety risks to the business, recommending control measures and communicating to the Head of H&S any areas that may require review to ensure they remain effective. The H&S Team will provide update reports on a regular basis to the Head of H&S on safety performance. Operations Directors/Operations Managers/Executive Chefs Operations Directors (OD), Operations Managers (OM) and Executive Chefs (EC) have responsibility for ensuring that the Operations Support Managers, location General Managers, Chefs are fulfilling their obligations as detailed below. This will include monitoring and reviewing the third party audits, and any regulatory inspections. OM/OD/EC shall ensure the implementation of the Health and Safety Policy and the HSMS across their area of operations. Responsibilities include, but are not limited to: Monitoring and reviewing, with their location managers, the third party audit report for their sites and implementing appropriate action plans to rectify any non-conformancies identified. The implementation, monitoring and review of all safe systems of work, that have been conducted by their location managers, paying particular attention to the correct and full completion of all SOPs and risk assessments. Ensuring that their new location mangers are correctly inducted into the safe systems of work and are familiar with the risk assessments for the location. Monitoring and reviewing safety training needs for all staff, specifically; Safety Induction Training (Day One); Benugo Food Safety; Level 2 H&S; and Allergen training. Monitoring and co-ordinating accident reporting and investigation for their sites. General Managers Have responsibility within their area of responsibility for the implementation of this Health and Safety Policy. Responsibilities include, but are not limited to: Delivering effective communication and consultation with their staff via their regular H&S meetings and ensuring that records of the said meeting are recorded in the due diligence book. Monitoring and reviewing, with their OM or OD, the third party audit report for their site and implementing appropriate action plans to rectify any non-conformancies as agreed with the OM or OD. The completion, implementation, monitoring and review of all safe systems of work, with particular attention to the correct and full completion of all SOP’s and risk assessments. Ensuring that the Safety Manual, risk assessments and SOP’s are completed, communicated to team members, implemented and reviewed as appropriate. 5 Ensuring that new staff, including agency staff, are correctly inducted by way of appropriate information, instruction and training, and where necessary supervised within the time frames specified in the HSMS. Active promotion of health and safety matters. Monitoring, reviewing and delivering health and safety training for all their staff, but specifically; Safety Induction Training (Day One Pack); Benugo Food Safety; Level 2 H&S; and Allergen training. Monitoring and reporting accidents near misses and hazard alerts at their locations and ensuring appropriate actions are put in place to reduce such incidents at their location. Maintenance of effective housekeeping to reduce the risk of safety hazards arising. The provision of protective clothing and equipment as required by the SOP’s & HSMS. The completion of monthly due diligence checks to identify health and safety hazards and risks and implement any necessary action required to rectify non-conformities identified. Responsibilities of Head Chefs The Head Chef (or most senior chef at the location) shall be responsible for ensuring that safe workplace practices contained in Benugo’s HSMS are practiced routinely by all staff working within the kitchen environement and service areas. Responsibilities include, but are not limited to: Ensuring that new staff, including agency staff, are correctly inducted by way of appropriate information, instruction and training, and where necessary supervised within the time frames specified in the HSMS. That all staff working predominantly in food preparation areas wear non slip safety shoes to reduce the risk of slips. That appropriate staff wear a knife glove whenever they are handling or using knives to reduce the risk of cuts and lacerations. That appropriate measures are being taken to reduce injuries from burns and scalds, including but not limited to: o Reducing the volume of hot liquids handled that is proportionate to the task. o Using a trolley, where practicable and reasonable, to move hot liquids. o Using suitable oven gloves/cloths to protect staff when handling or moving hot liquids. o Ensuring fryers are not cleaned or emptied until the oil is below 40OC. o Ensuring staff are adequately trained for work activites. o Ensuring all team members adhere to the risk assessments and SOP’s contained within the HSMS. Active promotion of the ‘five house rules’ and the safe manual handling techniques employing the principles of LITE at all times. Good housekeeping to reduce the risk of safety hazards arising. Client & Contractor Responsibilities Benugo and our clients have a duty to ensure this policy is implemented and carried out effectively within their area of responsibility. Success in maintaining high standards of health, safety and welfare depends on close working cooperation and support from our clients and contractors. Our clients and contractors can contribute to maintaining and improving Benugo’s health and safety standards by: Ensuring planned preventative maintenance is carried out on all plant, machinery, equipment and general building fabric by the client or its facility management partner. 6 The safe and effective provision of client utilities including water, drainage, electricity and gas has been assessed; documented and preventative action is in place to ensure adequate control is maintained. The provision and testing of firefighting appliances, means of escape procedures and alarm points in compliance with the Regulatory Reform (Fire Safety) Order 2005 for the premises. Arrangements for statutory inspections such as lifts (normally bi-annually) and steam or other pressurised equipment. The provision of a working environment, the design and layout of which maximises the safety and welfare of catering employees. Satisfactory maintenance (including servicing) of gas supply and appliances (The Gas Safety (Installation and Use) Regulations 1984). Responsibilities of Employees Whilst management has a prime responsibility for ensuring the effectiveness of this policy and our HSMS, successful implementation requires the co-operation of all employees and the acceptance by each individual of their responsibility in both law and contract to take all reasonable care in the health, safety and welfare of themselves and any other person who may be affected by their activities at work. Each employee has responsibility to: Take all reasonable care for their health and safety. Ensure that other persons are not endangered by things that they do or fail to do. Fully comply with all SOP’s and industry practices applicable their job. Report all fire and safety hazards to their manager. Co-operate with the company to enable it to comply with its legal obligations. Wear, as instructed, any protective clothing or equipment, which is supplied by the Company in the interests of health and safety practice and legislation. Immediately report all injuries, near misses or dangerous incidents in accordance with Benugo procedures. Attend training sessions and safety meetings as required. Demonstrate commitment to the ‘five house rules’. 7 Arrangements Contents Accident Investigation and Reporting……………………………………………………………………………………………….9 Contractors ……………………………………………………………………………………………………………………………………..11 Control of Substances Hazardous to Health (COSHH)……………………………………………………………………….12 Display Screen Equipment (DSE)………………………………………………………………………………………………………14 Electricity…………………………………………………………………………………………………………………………………………15 Fire…………………………………………………………………………………………………………………………………………………..17 First Aid……………………………………………………………………………………………………………………………………………20 Gas…………………………………………………………………………………………………………………………………………………..21 Harassment and Violence………………………………………………………………………………………………………………..23 Legionella…………………………………………………………………………………………………………………………………………25 Lifts………………………………………………………………………………………………………………………………………………….27 Lone Working…………………………………………………………………………………………………………………………………..28 Manual Handling……………………………………………………………………………………………………………………………..29 New and Expectant Mothers……………………………………………………………………………………………………………31 Noise at Work………………………………………………………………………………………………………………………………….32 Occupational Contact Dermatitis……………………………………………………………………………………………………..32 Personal Protective Equipment (PPE)………………………………………………………………………………………………33 Pressure Vessels………………………………………………………………………………………………………………………………35 Remote Workers………………………………………………………………………………………………………………………………36 Risk Assessments………………………………………………………………………………………………………………………..……37 Safety Audits and Meetings……………………………………………………………………………………………………………..38 Slips, Trips and Falls……………………………………………………………………………………………………………………......40 Structure and Equipment…………………………………………………………………………………………………………………41 Training……………………………………………………………………………………………………………………………………………42 Working at Height……………………………………………………………………………………………………………………………43 Workplace Temperature………………………………………………………………………………………………………………….44 Young People…………………………………………………………………………………………………………………………………..45 8 Accident Investigation and Reporting Introduction Incident reporting is essential to make sure that we are looking after our teams. It means that we can learn from events and put actions in place to stop injuries happening again in the future. Benugo proactively monitors, records, reports and reviews accidents and near misses via our dedicated online accident reporting portal. There are also legal requirements for accident reporting. Some of these are specified in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013. How do we do it? Accident Reporting An accident is an event resulting in injury. Every location must keep accident records using the Company’s online accident reporting system. All accidents should be reported to the Location Manager. RIDDOR Reporting Certain incidents must be notified to the Health and Safety Executive. Over 7 day absences One of the more common incidents is injury resulting from an employee being absent from work for over 7 days due to an injury/incident caused by a work activity. When this occurs, or you believe it is likely to happen, the Health and Safety Team and your Operations Manager should be contacted immediately. Specified Injuries, Dangerous Occurrences and Occupational Diseases If any of the below incidents happen on location, they must be reported to the Health and Safety Team. Specified Injuries Dangerous Occurrences Occupational Diseases Any fracture other than to the Collapse or overturning of, or Cramp of the hand or forearm fingers, thumbs or toes. failure of any load-bearing part due to repetitive movements of a lift or hoist. Any amputation. Inflammation of the tendons of Failure of any closed pressure the hand or forearm Crush injuries leading to vessel (including a boiler or internal organ damage. boiler tube) or associated pipe Carpal tunnel syndrome work, in which the internal Loss or reduction in sight pressure was above or below Occupational dermatitis (permanent). atmospheric pressure, where the failure has the potential to Occupational asthma Any serious burn (covering cause the death of any person. more than 10% of the body, or damaging the eyes, respiratory Electrical short circuit, fire or system or other vital organs). explosion. Collapse of scaffolding or building or part of a building 9 NOTE: These are the principal injuries, dangerous occurrences and diseases that may be associated with the catering industry. Near Miss Reporting A ‘near miss’ is an event that has the potential to cause harm but didn’t. Near misses must be reported on the Company’s online accident reporting system. By learning from near misses, we have the potential to reduce accidents in the future. What do we need? Link to Prime reporting system: https://prime.wshgroup.co.uk/ 10 Contractors Introduction Contractors are often employed to carry out maintenance and repair works on location. We still need to make sure of the health and safety of these individuals, just like they have the same responsibility to our teams. It is therefore important that we coordinate and communicate appropriately with our contractors, so that we manage any additional risks they present. How do we do it? To make sure of the safety of our locations, whilst contractors are on site: Only use approved contractors nominated by Supply Chain. Contractors must be competent to carry out the work safely. If there are any concerns, this must be raised with the Supply Chain team. Agree a schedule of works with the contractor, so that it is clear exactly what they will be doing on site. The contractor should provide method statements and risk assessments for the work they intend to complete. Coordinate the works so that it takes place outside of operational hours. If this is not possible, assess the work being completed and take precautions to ensure the safety of our teams and the contractors. This should include preventing contamination of food or preparation surfaces. Complete an induction with the contractor, which explains the health and safety arrangements on site and discuss the risks of the work being completed. Where the client operates a ‘Permit to Work’ system, prior notice of the work may be required. The Location Manager should liaise with the client to make sure the appropriate systems and checks are in place. 11 Control of Substances Hazardous to Health (COSHH) Introduction There are lots of chemicals and hazardous substances used in our sites. The types of chemicals and how often we use them increase the chance that they could cause harm, such as chemical burns and irritation. The Control of Substances Hazardous to Health Regulations 2002 (as amended) are laws surrounding the storage, handling, use and transportation of hazardous substances. In the first instance employers must consider preventing exposure to hazardous substances. Where preventing exposure is not possible, these laws specifically require employers to: Make a suitable and sufficient risk assessment of hazardous substances in their work environment. Assess the risk to health from the use of hazardous substances at work and identify necessary precautions. Design measures to prevent or control exposure to hazardous substances. Ensure that control measures are used and that equipment is properly maintained, and procedures are followed. Provide personal protective equipment (PPE), where exposure cannot be prevented or controlled through other methods. Inform and train employees about the risks and the precautions to be taken. How do we do it? Chemical Supply We operate a restricted chemical supply chain that allows a limited and controlled range of chemicals to be supplied to our locations. Only company approved chemicals must be used in Benugo locations. Any chemicals at our locations which are not provided by a Nominated Supplier should be phased out of use and stocks not replenished. Excessive stocks of chemical substances should be prevented by careful ordering procedures. Chemicals or hazardous substances must not be accepted to site if there are concerns with the information supplied or the visibility of product labels. Material Safety Data Sheet (MSDS) The chemical supplier will provide MSDS with all of the chemicals and substances that they supply. Each chemical on site must have an associated Material Safety Data Sheet. Location Managers must make sure that these are kept up to date and readily available on site. COSHH Risk Assessment The Location Manager must complete a COSHH Risk Assessment for every chemical and hazardous substance used on site. The relevant PPE must also be assessed using the PPE Risk Assessment. A copy of these assessments must be available and reviewed on an annual basis or if there is a change in the operation or chemical used.. 12 Staff Training All team members must be suitably trained to use the chemicals they may handle in a safe manner. The details of the training must be held on each team members training records. The Location Manager must make sure that team members are aware of the COSHH Risk Assessments for any substances they are handling. This must include understanding of the safe use and precautions. Storage of Chemicals Chemical stocks (not in current use) should be stored away from any food room, either in a separate room or within a locking cabinet. The chemical storage area should: o Have a suitable notice applied to the door(s) stating that cleaning chemicals are stored within. o Be dry, well ventilated and at ambient temperature. o Be away from naked flames and protected from frost. o Have sufficient space and shelving for appropriate separation of chemicals during storage. Sanitisers and any other chlorine-based chemicals should be stored as separately as possible (within the same facility) from descalants and any other acidic chemicals since harmful chlorine gas will be produced if mixing occurs. o Be constructed of a suitable material that can be readily cleaned and maintained. o Chemicals must be stored within the containers in which they were supplied with caps securely in position. Handling The instructions for safe handling and use contained within the Material Safety Data Sheet and COSHH risk assessment must always be followed. This should include following the duration of use and any PPE required. PPE PPE must be suitable and sufficient for the chemical in use. The durability and specification of PPE needed, can be found on the MSDS, the chemical label or directly from the supplier. Chemicals must not be used without the correct PPE when specified. PPE must be maintained and stored in a safe manner so that it is free from defects. If any defects are found the PPE must be removed from use and the Location Manager must be notified. Disposal of Chemicals Chemicals must be disposed of following the procedures outlined in the Material Safety Data Sheet or as advised by the chemical supplier. REMEMBER: Safe handling procedures and PPE must still be used during disposal. Spillage Procedure MSDS/technical information sheets must be followed. First Aid Procedure Procedures vary for different chemicals and should be examined by referring to the MSDS. What do we need? COSHH Risk Assessment PPE Risk Assessment 13 Display Screen Equipment (DSE) Introduction Using DSE, such as PCs, laptops, tablets, and smartphones, incorrectly or at poorly designed workstations or environments has the potential to lead to upper limb pain, eye strain and fatigue. The Health and Safety (Display Screen Equipment) Regulations are laws that apply to team members who use DSE daily, and for an hour or more at a time. They require employers to: Complete a DSE and Workstation Risk Assessment for DSE users Reduce risk, such as taking regular breaks, to those workers using DSE. Provide an eye test Provide training and information on the risks of DSE. How do we do it? To reduce the risk from DSE within Benugo, the following must be in place: A Display Screen Equipment Risk Assessment must be completed for all DSE users. Team members are entitled to an eye test Breaks away from the screen should be taken for 5-10minutes for each hour of DSE work. Health and safety training will be given to DSE operators, this is to cover the potential health risks to the user and ways to minimise these. What do we need? Display Screen Equipment Risk Assessment 14 Electricity Introduction Electrical equipment is normally quite safe, providing it has been installed properly and is regularly inspected and maintained. However, faulty electrical equipment has the potential to cause serious injury or even death through electric shocks and burns. The risk of injuries from electricity are increased by: Defective earthing of electrical equipment. Damaged cables, flexes, plugs, joints and sockets. Overloading of circuits and use of incorrect fuses. Faulty electrically operated machinery. Deliberate misuse of equipment. Incorrect installation and repair. Failure to isolate, before cleaning equipment. Fuse boxes left open. Work undertaken by unqualified persons. Use of unauthorised, potentially defective, personal electrical equipment (e.g. radios). Remember in our cafes and kitchens we have many liquids which could be conductors of electricity. If they are combined with any of the faults above, they would also increase the severity of shock. How do we do it? To make sure that the electrical installations and electrical equipment in our kitchens do not create danger for our teams: A suitably qualified and ‘competent’ person must carry out all work on electrical installations and equipment. A ‘competent’ person should have membership to organisations such as National Inspection Council for Electrical Installation Contracting (NICEIC) or Institute of Electrical Engineers (IEE) or Institute of Engineering and Technology (IET). Portable Appliance Testing (PAT) should be carried out annualy or at regular intervals agreed with the client where maintenance is the responsibility of the client. Fixed wire testing is to be carried out on a 5 yearly basis. An satisfactory electrical installation condition report (EICR) must be retained as evidence of this testing. Do not allow any piece of personal electrical equipment (e.g. mains-operated radios) to be introduced into the location without first having it authorised/checked by the manager. Label each switch, fuse, and isolator, identifying the service it supplies. Always switch off and disconnect electrical equipment from the mains, before cleaning, servicing, or moving. Check electrical equipment for any damage before use, including damaged cabling and cases and scorch markets. Any damaged equipment must be immediately put out of use. Keep electrical supply cables and pumps away from wet areas (especially in cellars). Make sure to use only one appliance per plug point. Do not use adapters or extension leads. 15 Always switch off all equipment at the socket (where possible) when not required, especially during non-trading hours. Never attempt to operate new equipment until you have received clear instructions on its installation and method of operation. Always keep fuse box covers closed. Always switch off the supply to any items of equipment, which require renewal of the fuse. Do not allow electrical supply cables to remain in a position where they can be damaged by being walked over or knocked when moving goods about. Ensure all earth bonding cables are correctly attached to tables and be careful not to detach them during cleaning 16 Fire Introduction Fire has the potential to cause serious injury and property damage. In the event of a fire, the first duty is to prevent loss of life or injury. For fires to start three key elements are needed: Some of the contributory factors are: Poor housekeeping i.e. fuel sources (packaging, oil, flammable liquids, clothes) left near ignition sources (naked flame, heat sources) Cooking processes being left unattended. Failure to follow instructions or procedures. Lack of knowledge or ignorance. Mistakes. Lack of maintenance. Failure to report faults. The Regulatory Reform (Fire Safety) Order 2005 covers general fire safety in England and Wales. In Scotland, this is covered in Part 3 of the Fire (Scotland) Act 2005, supported by the Fire Safety (Scotland) Regulations 2006. How do we do it? To safely manage the fire risk in our sites, it is important that we work closely with our clients. The below sets out client and Benugo responsibilities in relation to fire. Client Responsibilities (Benugo responsibilities in standalone venues) The client is responsible for providing a safe structure for our teams to work in. This includes: Completing a fire risk assessment for the whole building, including the catering area. The Location Manager must request a copy of relevant section(s) to ensure it adequately covers the catering area. 17 Providing a comprehensive Emergency Evacuation Procedure. Copies must be displayed on Notice Boards. Provide a sufficient number of fire wardens to assist in implementing the necessary fire safety arrengements. Regular drills i.e., six monthly should be carried out to ensure users of the building are familiar with the procedures. Catering staff must be included in all fire drills. Clearly defining escape routes. The exits must be clearly marked and kept free from obstruction. Fire Exits must not be locked other than by crash bars and bolts or other similar approved devices. The building must be provided with suitable and sufficient fire doors and emergency lighting. Providing suitable and sufficient firefighting equipment. Extinguishers must be kept free from obstructions at all times. Firefighting equipment must remain in designated highlighted locations. Firefighting equipment must be inspected annually with the date of the inspection recorded on the equipment. Installing a fire detection system. An audible fire alarm system must be installed and must be possible to hear in all areas of the building. All alarm systems must be simple to operate, be in a visible position and have clear operating instructions. All fire alarm systems must be checked by operating at least once every 3 months and the details of the test recorded. Benugo Responsibilities (all locations) Benugo is responsible for operating safely within our sites. This includes: Reviewing the relevant section of the Fire Risk Assessment to ensure that it meets Benugo requirements for the site operations and activities. Completing the Fire Safety Risk Assessment and communicating its findings with the client and the team. A copy of the Fire Risk Assessment shall be kept on file. Any changes which may affect the Fire Risk Assessment or defects that may reduce fire safety must be reported to the client immediately (or raised with Benugo projects team in standalone sites). Ensuring all team members are suitably trained. Fire Awareness training is to be completed on a team members first day and refreshed annually. This should include: o Where fire extinguishers are and which extinguishers are used to fight different types of fire. o Familiarity in how to use firefighting equipment, in case it is needed to safely exit the building. o Where other fire fighting equipment is e.g. fire blanket, hose reel, ansul fire suppression system etc o Where fire alarms are and how to use activate them. o Where the means of escape and fire exits are. 18 o Where the assembly point is. o The Company and client fire evacuation procedure. o If our teams are expected to use firefighting equipment by the client, they must be trained to use them correctly. o The Location Manager checking all firefighting equipment monthly. This is to ensure it is in the appropriate position, unobstructed and has not been discharged. This check is to be recorded in the relevant section of the due diligence book. Managers should keep a note of the positions of all extinguishers to facilitate checking/inspection. o All visitors, temporary staff and agency staff must be shown the fire exits and be informed of the evacuation procedure. o The Location Manager must ensure that all team members, temporary staff, visitors, and agency staff are accounted for in the event of a fire or fire drill. o All team members must be included in all fire drills organised by the client. This training must be recorded. o Never leave cooking equipment unattended when in use. What do we need? Fire Safety Risk Assessment 19 First Aid Introduction Making sure that we have enough and suitable first aid knowledge and supplies before we need them can be critical to an injured persons recovery. In client spaces we need to agree with our clients the arrangements for first aid facilities. How do we do it? It is important first aid arrangements are in place. In client venues arrangements should be agreed with the client. These are usually set out in the catering contract. To ensure there is adequate and appropriate first aid provision on site, the below should be considered: the nature of the work workplace hazards and risks, that might need special arrangements for example chemicals. the nature and size of your workforce the work patterns of your team holiday and other absences of those who will be first aiders accident history All team members should be aware of the names and contact numbers of first aid staff, so that they can contact them in the event of an emergency. The First Aid Information Notice should be used to communicate the names and contact numbers of qualified First Aiders. First aiders should be contacted for any injuries and Location Managers should be informed. Client policy may require that all injuries, however small, be reported to him/her and first aiders for treatment. Every first aider should have access to sufficient first aid equipment (and where appropriate facilities). The number and contents of the first aid kit and knowledge of the first aider will vary depending on the circumstances. As a minimum the below should apply: A system is needed to ensure the contents is replaced as soon as possible after use to make sure there is still an adequate supply. All first aid boxes should be placed in a clearly identified and accessible location (ideally wall mounted). They should be marked with a white cross or writing on a green background. Every member of staff shall be advised of the location of the first aid boxes and the names and normal work areas of the first aiders on site. Some items in first aid kits go out of date and deteriorate. First aid kits should be checked frequently to ensure all items are useable. First aid boxes should be made of a suitable material that protect the contents from damp and rust. An emergency eyewash station should also be positioned within the catering area. What do we need? First Aid Information Notice 20 Gas Introduction Gas is used to supply many of our appliances, as well as when using BBQs and cylinders for water and bar systems. Gas increases the potential for fire and possibly explosion when un-burnt gas is ignited. Where appliances aren’t well maintained and gas doesn’t burn effectively, there is also a risk of carbon monoxide being produced. Carbon monoxide is a colourless, odourless so it can be difficult to detect. It is sometimes identified by a ‘blue haze’ in the kitchen. Contact with carbon monoxide may cause stinging of eyes, breathing difficulties and can be fatal. How do we do it? Gas Appliances To reduce the risk from gas appliances it is important that the below controls are in place: A competent engineer must annually service gas appliances and ventilation systems. All companies carrying out gas related work must be registered with ‘Gas Safe Registered’. Always follow the manufacturer’s instructions when using a gas appliance. Any failures in gas equipment or ignition devices, must be reported to Benugo’s Projects Team or the client for repair and maintenance. Appliances with manual ignition should always be lit using a taper. If you smell gas and think you may have a gas leak: 1. Do not use any naked flames. 2. Do not switch the lights or any other electrical equipment on or off. 3. Isolate the gas supply. 4. Open doors and windows to get rid of the gas and leave open until the leak has been stopped. 5. Report the leak. 6. If in doubt, leave the premises. Carbon Monoxide Carbon monoxide can build up due to faulty appliances and particularly where ventilation is limited. To reduce the risk of carbon monoxide: Ensure that a gas interlock system is fitted and operational. This will make sure that the gas supply automatically shuts off when the ventilation fails. Install a carbon monoxide alarm, to detect the presence of carbon monoxide and ensure this is regularly tested. The testing should be recorded on your monthly health and safety audit. If a build-up of Carbon Monoxide is suspected, the following action should be taken: 1. Isolate the gas supply. 2. Open doors and windows to get rid of the carbon monoxide. 3. Report the suspected build-up of the gas to the client or Benugo Projects Team for standalone locations. 4. Leave the premises using the agreed Emergency Evacuation procedure. 21 Liquefied Petroleum Gas (LPG) If LPG (i.e. commercial butane, propane or a mixture thereof) is either used or stored on the premises: All LPG cylinders must be treated as full with all valves being kept shut. Residual vapour can remain presenting a potential explosion risk. All cylinders must be stored in a well-ventilated and secured area, preferably in the open air. Do not store cylinders below ground e.g. in basements. Ensure no flammable items, such as refuse, or sources of ignition, such as smoking areas are near the cylinders. Everyone in the vicinity of the cylinders must observe a No Smoking policy. Access to the cylinders should be always secured. Correct manual handling procedures should be followed when lifting full or empty cylinders. Handling, storage and use of fuel/gas cylinders SOP must be followed. Gas safety training must be completed by team members before LPG cylinders are used. This is refreshed annually. Gas Pressured Cylinders The following precautions must be taken when dealing with gas cylinders e.g. carbon dioxide: Cylinders must not be dropped or thrown. Keep cylinders away from all heat sources. Always connect cylinders to a reducing valve. Only use cylinders for the purpose for which they have been supplied. Store cylinders flat on their side where they cannot be tripped over and wedged to prevent rolling. When in use, cylinders should be secured in position with a strap/chain. Make sure the area of use and storage is well ventilated. Correct manual handling procedures should be followed when lifting full or empty cylinders. Do not drop cylinders or strike them against surfaces, as this could cause damage and potential explosion. Handling, storage, and use of fuel/gas cylinders SOP must be followed. Any team members using pressurised cylinders must have completed gas safety training. What do we need? Gas Safety Training SOP Folder 22 Harassment and Violence Introduction Benugo does not tolerate harassment or violence in any form by customers or other team members. Harassment and violence can affect an individual’s physical and mental health, as well as the wider work environment. How do we do it? The focus must be on prevention of harassment and violence in the first instance. It is important to work with your client to ensure that appropriate and effective controls are in place. The below examples are ways we can deter harassment and violence. Team members must be made aware of any measures implemented on their locations: Environment Physical layout of your work environment can deter and prevent harassment and violence. Consider: Providing appropriate CCTV or monitoring devices, both inside and outside the venue. Providing clear visibility and lighting for staff so that they can easily view all areas of the location. Siting cash tills away from customers and using a safe cashing up procedure. Placing high value goods out of easy reach. Widening counters and/or raising counter heights. Ensuring adequate queue management by using clear and ample signage. Arranging for staff to have access to a secure location – should they be faced with a violent customer. Installing screens, mirrors, or similar protective devices for areas where staff are most at risk. Procedures Implementing procedures and training of team members can help to prevent incidents. These procedures could include: Ensuring that staffing levels are appropriate to the task and the time of day. Ensuring that customer complaint processes are adequately designed and managed. Providing personal alarms for team members/lone workers Safe Approach Under no circumstances should a Benugo team member put themselves at risk and attempt to physically engage with an aggressive or violent individual. Never carry out a work duty if you feel unsafe and always speak with your line manager to discuss and solve any issues before carrying out a task. There may be situations when dealing with an unhappy individual that they become aggressive towards you. In these situations: Try to remain calm and don’t delay or defer addressing the issue. Assess the individual’s body language and don’t mirror this, as it can escalate the situation. 23 Be sympathetic and empathetic to help calm the aggression. Give them your full attention and try to understand what they think would be an acceptable solution to their problem. In rare situations, where the individual may attempt physical assault, the primary aim is self- preservation. You should not engage physically unless completely necessary. Never put yourself in danger, never attempt to follow the suspect if they do not engage with any prompts or requests. Notify the Location Manager and Operations Manager immediately of any incidents. Gather all relevant information regarding the incident, including statements, CCTV footage and log the incident onto PRIME. NOTE: Contact your Operations Manager and the Health and Safety Team if you have concerns about harassment and violence in the workplace. What you need: Violence at work training pack 24 Legionella Introduction This policy applies to any use or storage of hot and/or cold water that is owned, managed, maintained or controlled, to any extent, by Benugo that could result in the formation and/or transmission of water droplets (aerosols) which may be inhaled by any person, thereby creating a reasonably foreseeable risk of exposure to legionella bacteria. What we do A Legionella Risk Assessment will be carried out by a competent person to assess the risk of exposure to legionella bacteria from work activities and water systems on the premises and any precautionary measures needed. If the assessment shows that there is a reasonably foreseeable risk of exposure to Legionella bacteria, there must be a written scheme in place to control that risk. The dutyholder is responsible for ensuring the risk assessment is carried out The written scheme for controlling the exposure must be implemented and properly managed. The scheme must include instructions on the operation of the system and details of the precautions to be taken to control the risk of exposure to Legionella bacteria, including checks and their frequency. All records must be kept at the premises. They must be maintained and managed under the control of the Site Manager, and retained for a period of at least 5 years following expiry. It is Benugo’s policy that risk assessments should be reviewed as and when changes render the original assessment as unfit for purpose, such as: o a change to the water system or its use; o a change to the use of the building where the system is installed; o new information available about risks or control measures; o the results of checks indicating that control measures are no longer effective; o changes to key personnel; o a case of legionnaires’ disease/legionellosis associated with the system. Monitoring, Inspections and Checks To control the risk of infection, a temperature monitoring programme will be carried out on a monthly basis by the Site Manager. All results are to be recorded on the temperature monitoring log sheet and retained within the Legionella Log Book. Expectations: cold water below 20°C with no significant heat gain after running for 2 minutes, hot water above 50°C within 1 minute of running outlet, with a maximum temperature of 60°C. All anomalies are to be reported immediately to the Projects Team and Health and Safety Manager Water Analysis In the event of additional water analysis being required, a competent service contractor shall attend the sites as required and take samples which should be analysed at UKAS accredited laboratories. 25 The competent service contractor shall provide a standard of service described in the Code of Conduct for Service Providers produced by the British Association for Chemical Specialities and the Water Management Society and hold a current registration certificate issued by the same organisation. Training Site Managers with specific duties (monitoring temperatures or flushing), will be trained to ensure they have the required level of knowledge and understanding relevant to their work activities. 26 Lifts Introduction Lifts are used across the business for moving equipment and people. If lifts are not working effectively, they put our teams at risk of serious injuries, such as crush injuries and falls from height, as well as being trapped inside. The Lifting Operations and Lifting Equipment Regulations (LOLER) sets out what people who own, operate, or have control over lifting equipment need to have in place. LOLER requires that all lifting equipment is fit for purpose, appropriate to the task and subject to statutory periodic thorough examination. Records of the thorough examinations must be reported. How do we do it? To ensure the safety of the lifts that we use: Lifts must be thoroughly examined by a competent person at legally defined intervals. The location manager must schedule the examination on Pronett with an approved supplier or where the lifting equipment is owned and maintain by the client the location manager must communicate with the client to ensure that adequate inspection procedures are in place. Certificates or written confirmation e.g., via email, must be obtain from the client to show that this inspection has taken place. Type of Equipment 6 months 12 months Accessory for lifting Equipment used to lift people All other lifting equipment Lifts must not be overloaded (the maximum load must be displayed in the lift or on any lifting equipment). Any lift not working properly must be immediately put out of use and a warning notice applied until the fault is fixed. Teams must be informed of what to do if they are trapped in a lift. When people are trapped, the safest place is to remain in the lift. Trying to leave the lift could cause more danger. 27 Lone Working Introduction Lone workers may be particularly at risk from violence, mental ill-health and access to support in the event of an emergency. Under the Management of Health and Safety at Work Regulations 1999, employers must manage the additional risks created for lone workers. Lone workers are those individuals who work on their own or without close or direct supervision. How do we do it? Where a person is lone working: A specific lone worker risk assessment must be completed. This risk assessment should consider: The experience, fitness, and level of training of the lone worker. Precautions for any normal work activities and any foreseeable emergencies e.g. fire, equipment failure, illness and accidents. Access to first aid provision and if necessary, lone workers should receive first aid training. Procedures in place to monitor lone workers. These may include periodic visits by supervisors and telephone contact. It is recommended that personal attack alarms are provided for staff working in isolation at nighttime. What do we need? Lone Worker Risk Assessment 28 Manual Handling Introduction In our locations, we use human effort to move things around constantly, this is manual handling. These movements can put our teams at risk of injuries, such as sprains, strains and broken bones. Many of these injuries can build up through repetition over a period of time, rather than being caused by a single incident. Environmental conditions, awkward loads and restricted space or visibility can also increase the risk from manual handling activities. The Manual Handling Operations Regulations 1992 (as amended 2002) outline legal responsibilities for employers and employees in relation to manual handling. Employers are required to: Avoid employees completing manual handling activities where there is a risk of injury, as far as is reasonably practicable. Make a suitable and sufficient risk assessment of manual handling activities. Provide appropriate equipment in the interests of health and safety. How do we do it? Benugo Responsibilities The responsibilities in relation to manual handling include: Providing safe and easy means of access to and from the catering area and other parts of site where catering staff are required to carry out any manual handling e.g. buffet functions, vending machine activities. Supplying mechanical means or other aids necessary to minimise the amount of manual lifting and carrying e.g. lift or hoist, hand trucks, four wheeled trucks, and trolleys. Carry out regular maintenance on all manual handling equipment provided. Avoiding the need for hazardous manual handling, as far as is reasonably practicable e.g., through reorganising working procedures Reducing the risk of hazardous manual handling, as far as reasonably practicable. Applying the principles of Task, Individual, Load and Environment. Task Individual Assessing the activity completed and the Understanding the capabilities of the type of manual handling involved e.g. individual completing the manual handling pushing, pulling, lifting, lowering and activity. carrying. Load Environment Reviewing the item that is being moved. Checking the environment that the manual Considering its size, shape, weight etc. handling activity is being completed in. Considering changes in floor levels, confined spaces, temperature etc. The risk assessments for manual handling involved is completed through the manual handling risk assessment and associated standard operating procedures. Where an activity cannot be avoided, is not fully covered in the SOP controls and may still present a risk of manual handling injury a Person Specific Manual Handling Risk Assessment must be completed. 29 A Person Specific Manual Handling Risk Assessment should be carried out by the Location Manager with each person who completes manual handling activities. Get the individual involved in completion of the risk assessment – they know their role best and often have the most suitable solutions. The Risk Assessments should be reviewed at least annually, but also when there is a change to the manual handling task or persons expected to carry out those tasks. All team members must complete manual handling training. What do we need? SOP Folder Person Specific Manual Handling Risk Assessment 30 New and Expectant Mothers Introduction We are responsible for providing a safe working environment for all team members, including women of a childbearing age. There are specific laws that apply to pregnant workers and new mothers. These apply to workers who: Are pregnant Have given birth in the last 6 months or Are currently breastfeeding The risks to pregnant workers and new mothers must be assessed, due to the additional risk, created by some working conditions or working processes. Areas that may increase risk include: Manual handling - not moving heavy loads Posture and position – sitting or standing for long periods Hours of work – long working hours, shift work and night work Working conditions – excessive noise or temperature Physical injury – working at height, working alone, work-related violence, exposed to vibration. Exposure to harmful substances – e.g. toxic chemicals, infectious diseases etc. How do we do it? To make sure that we are protecting pregnant workers and new mothers, the below needs to be in place: A New and Expectant Mothers Risk Assessment must be completed taking into account the tasks and activities undertaken by the new or expectant mother. The Location Manager must regularly review this risk assessment with the team member as the pregnancy progresses. REMEMBER: No individual is the same so make sure to involve the team member. They will know what they can do the best. Controls in the risk assessment should consider: o Removal of the risk all together. o Temporary adjustment of working activities. o Provide alternative work (e.g. transfer a chef from mains to desserts preparation). o Suspension of work, on full pay, for as long as is necessary to protect her safety. The risk assessment should consider the risks to the foetus/child, as well as to the mother herself. Suitable areas need to be made available for workers who are pregnant or breastfeeding to rest and express milk. Any concerns with the risk assessment should be discussed with your Operations Manager or Safety Manager. What do we need? New and Expectant Mothers Risk Assessment 31 Noise at Work Introduction Exposure to noise, whether it is a single loud noise or a continuous intrusive noise over time, has the potential to cause hearing damage, such as deafness and tinnitus. How do we do it? Any concerns about exposure to noise at work should be raised with your client, Operations Manager and the Health and Safety Team. Occupational Contact Dermatitis Introduction Dermatitis is a general term for skin irritation and often involves itchy, dry skin or a rash. It is one of the most common causes of ill health for catering teams and develops when the skins barrier layer is damaged. The most susceptible parts of the body are the hands, followed by the forearms and face. It can be severe enough to keep you off work or even force you to change jobs. How are we going to do it? You can prevent dermatitis developing with a few simple measures: Avoid contact with cleaning products, food and water where possible, e.g. use a dishwasher rather than washing up by hand, use utensils rather than hands to handle food, use a food processor for chopping and mixing. Protect your skin. Where you can, wear gloves when working with substances that can cause dermatitis and moisturise your hands to replenish the skin’s natural oils. REMEMBER: wash your hands before and after wearing gloves, avoid cross contamination, use single-use disposable gloves. Use appropriate creams that will not contaminate food or cause cross- contamination, e.g. from a dispenser, hypoallergenic, and either non-tainting or free of fragrance. Check your hands regularly for the early stages of dermatitis and report symptoms to your line manager, as treatment is much more effective if dermatitis is caught early. Remove jewelry (except wedding bands) as this can trap water and cleaning products next to the skin and cause dermatitis. 32 Personal Protective Equipment (PPE) Introduction PPE, such as gloves, goggles and safety shoes, provides individual protection to team members. Other safety measures must have been considered and implemented before PPE is used. It is important that all team members understand the tasks that need PPE, check its condition, and keep it maintained. How do we do it? PPE supplied for any work activity or use of chemical must: Be suitable for the job (considering durability, type and fit). Be compatible with other items of PPE, if multiple items are needed to be worn at the same time. Be stored safely to prevent contamination and deterioration. A visual check of PPE should be undertaken prior to each use. Have any defects reported immediately and repairs or replacements carried out as needed. Suitable training must be given to all users on the correct fitting, use and storage of all items of PPE. Safety Shoes Catering staff working predominantly in the kitchen and plate wash areas must wear company approved non-slip safety shoes only. All safety shoes must be purchased from the approved supplier as directed by the Supply Chain function. These shoes have been selected for their slip resistant properties, use in the catering environment and coverage of the foot. Where there are medical reasons for not wearing safety shoes, i.e. on the provision of a Doctor’s note stating the reason why safety shoes cannot be worn; ‘crew guards’ are to be worn over the users own shoe. Safety shoes must not be worn to and from work. Front of House Teams and Management The provision of non-slip safety shoes to front of house team members and management, who are not based primarily in the kitchen, for example hospitality and deli staff, should be based upon the findings of a risk assessment. The assessment should consider the tasks that the individual completes, looking at the time they spend in the kitchen and plate wash areas and how often they need to move in and out of these zones. Where the risk assessment for front of house teams finds that non slip safety shoes are not required, appropriate and sensible shoes appropriate to the uniform should be worn. Crocs and clogs are strictly prohibited. Kinfe Gloves It is company policy for all employees identified in the PPE Risk Assessment wear cut resistant gloves. These help to prevent serious injury. Non-compliance with this requirement can lead to disciplinary action. The guidelines below must be adhered to. 1. FIRST: thoroughly wash hands with antibacterial soap and warm water. Dry hands thoroughly. 2. SECOND: Put the knife safety glove onto the hand that will be holding the food. 33 3. THIRD: Put on the outer food safe disposable glove over the knife safety glove. The disposable outer glove MUST be changed when moving between raw and ready to eat foods to avoid cross contamination. The inner knife safety glove can be reused provided it is not soiled or contaminated; otherwise it must be laundered before further use. IMPORTANT DO NOT use against flames or temperatures greater than 70°C DO NOT use instead of an oven glove. DO NOT expose to any chemicals. Gloves are not puncture resistant Oven Gloves and Cloths Oven gloves or cloths must be worn when moving or handling cooking or hot holding equipment. They must be checked before use to ensure they are intact and well maintained. The use of tea towels, glass cloths or excess apron material to move or handle any hot cooking equipment is strictly prohibited. PPE Risk Assessment The Location Manager must carry out a PPE Risk Assessment. This must be reviewed annually or when there is a change of operation, which may require specific PPE assessment. What do we need? PPE Risk Assessment 34 Pressure Vessels Introduction Many sites use ‘Still’ units and Café Sets, which include pressurised systems that need careful monitoring and maintenance. If pressure systems aren’t well maintained this could result in: impact from the blast of an explosion or release of compressed liquid or gas. impact from parts of equipment that fail or any flying debris. contact with the released liquid or gas, such as steam. fire resulting from the escape of flammable liquids or gases. The Pressure Equipment Regulations 1999 and the Pressure Systems Safety Regulations 2000 require the OWNER of the Café Set to arrange for the annual testing of the system. How do we do it? To make sure that pressurised systems aren’t a danger to our teams: Identify any machines on the premises that work under pressure e.g. boilers, café sets etc. and find out who owns the machine. Annual testing and examination of the equipment by a competent person must take place. This is usually organised by the owner of the machine. Location Manager must communicate the need for testing with the client and ensure that this is carried out. Evidence of the testing is to be retained. The Location Manager must ensure that the correct controls for pressurised equipment are being carried out, as outlined in the corresponding SOP. All pressure equipment and systems must be properly maintained. NOTE: The responsibility for testing rests with the OWNER of the equipment. This could be the client, the supplier of the machine or Bengo. 35 Remote Workers Introduction We have a range of support teams in our business, who do not work in a fixed location and regularly travel away from the office or their specific location. Our responsibilities to these team members remain the same as any other location-based team. How do we do it? To ensure the safety of remote workers: Equipment provided for their role must be correct for the task and regularly maintained, considering any statutory testing requirements. Appropriate PPE for their role is to be provided and worn. Clear information and training must be given on how to use the equipment, so that the job can be completed properly and safely. DSE users must follow the measures outlined in the DSE policy. A Display Screen Risk Assessment must be completed for any DSE users. Where a remote worker carries out or is likely to carry out any manual handling tasks, the line manager must carry out the Person Specific Manual Handling Risk Assessment. Remote workers must report any problems related to their work to their line manager e.g. eye strain, headaches, and aches in hands or arms. The use of vehicles must be in accordance with the Company car policy, the team member must read and sign the driving safety instruction and return to HR / Wessex Fleet. What do we need? DSE Assessment Person Specific Manual Handling Risk Assessment Lone Workers Risk Assessment 36 RISK ASSESSMENTS Introduction Having a systematic way to identify hazards in our business, through a process of risk assessment, means that we can reduce the chance that someone becomes injured and the seriousness of the injury. The Management of Health and Safety at Work Regulations 1999 require that risk assessments are completed and recorded. How do we do it? To ensure the health & safety of our people and customers, Benugo has put in place an HSMS consisting of risk assessments, SOPs and arrangements to manage the health & safety risks associated with conducting our business operations. Through hazard identification, risk assessment and determining control procedures, Benugo has identified and grouped activities into our significant risk areas ensuring adequate procedures are in place. To ensure the effectiveness of the arrangements, a Technical Review Committee (TRC), composed of health & safety professionals, has the responsibility to manage and provide assurance on the effectiveness of the system. It is the TRC’s responsibility to ensure the effectiveness and robustness of Benugo’s HSMS and where appropriate, make recommendations to address emerging risks and monitor the effectiveness of controls implemented. Benugo’s significant health & safety risks: Our people. Our client & customers. Our contractors. Emergency preparedness and response. Benugo uses four main risk assessments which cover over 90% of all accidents within the business. These risk assessments are related to: 1. Cuts and lacerations 2. Burns and scalds 3. Slips and trips 4. Manual handling The controls to reduce risks from these hazard areas are outline in 19 Standard Operating Procedures (SOPs). The aim of this approach is to reflect the realities of on the ground of our operation and take a more practical attitude rather than a tick box exercise. In addition to the four main risk assessments above, Benugo also use the risk assessments listed below: Person Specific Manual Handling Risk Assessment Expectant Mothers - Legal Risk Assessment Young Persons - Legal Risk Assessment Display Screen Equipment - Legal Risk Assessment PPE Risk Assessment COSHH Risk Assessment Specific Fire Safety Legal Risk Assessment These risk assessments are explained in more detail in the corresponding sections of the policy. 37 Safety Audits and Meetings Introduction Safety audits assess the entire health and safety management system and support locations to maintain high standards of health and safety. Regular meetings and communications further make sure that all team members understand the key safety issues identified in the audit, initiatives communicated by the health and safety team or hazards specific to the location. The Health and Safety at Work Act 1974 requires employers to consult with their workforce. The Management of Health and Safety at Work Regulations 1999 also outline that there needs to be a clear system of planning, organising, controlling, monitoring, and reviewing our preventative and protective measures. The audits and safety meetings form part of this legal requirement. How do we do it? Benugo operate a range of internal and external audits, as outlined below, to support our locations and maintain high safety standards. Audit Type Detail Completed by Frequency Mobilisation A support visit completed by Navitas, Navitas Within the first week Support Visit which provides a starting action plan for Auditor of a new site the location. The action plan is to be opening completed by the Location Manager to show that actions have been addressed. Navitas Audit This is a detailed food and health and Navitas Annually safety audit completed by our external Auditor Environmental Health Consultants, Navitas. The purpose of the audit is to support compliance with our health and safety management system and statutory requirements. An action plan is produced for the Location Manager to complete and show that actions have been addressed. Operations Operations Managers will complete an Operations Annually Manager audit on each of their sites once per Manager year. This audit is completed on the Navitas system. It generates an action plan for the Location Manager to complete and show that actions have been addressed. Quality Audits Quality audits are completed for every QA’s Twice per year site twice per year. Any corrective actions should be noted and communicated with the General Manager and Operations Manager to make sure actions are resolved. This audit covers food safety and health and safety. Benugo are accredited to the SAFEcontractor scheme. 38 Meeting Type Purpose Completed by Frequency Monthly Health A meeting to discuss safety matters Location Once a month and Safety specific to the location and for team Manager Meeting members to share their views. Safety communications and initiatives from the wider business should also be communicated. All team members should attend. In larger locations where this is not practical, representatives from each department can attend on behalf of their department. The detail from the safety meeting must then be communicated to the wider department. Minutes of the safety meeting must be completed on the Safety Meeting Minutes section in the Due Diligence book. What do we need? Navitas: https://apps.navitas.eu.com/login Safety Meeting Minutes – Due Diligence Book Navitas Audit Scoring Guide 39 Slips, Trips and Falls Introduction Slips and trips are the most common cause of injuries within workplaces. They are often caused by: Poor housekeeping. Tripping over obstructions, broken flooring, or steps. Falling from heigh, such as stairs, ladders, chairs and other improvised ‘step ladders’. Slipping on wet, oily floors or debris. How do we do it? To minimise the risk of slips, trips and falls: Maintain good housekeeping. Keep all areas clear, free from debris and well lit. Do not stand on tables, chairs, crates, or boxes. Always use a proper stepladder or elephant stool to reach anything which cannot be accessed easily from the floor. Working at a height above six feet should be avoided. All floors should be kept dry and grease free to avoid slipping; especially those behind bars, in kitchens and on stairways. Clear away and dry up spillages immediately. Ensure floor coverings and surfaces are maintained in good condition. Make sure that changes in floor level are suitably highlighted. Non-slip polish should always be used, but do not use any polish under mats or rugs. All team members should be wearing appropriate footwear in line with the PPE policy. Any unsafe conditions must be reported to the Location Manager. What do we need? SOP folder 40 Structure and Equipment Introduction Lots of hazards in our kitchens are created by the variety of equipment that we use. These hazards are not just in the use but also cleaning and maintenance of the equipment. If equipment is not well maintained and our teams are not effectively trained, we could significantly increase the risk of injury. The Health and Safety at Work Act 1974 and Provision and Use of Work Equipment Regulations (PUWER) also require us to have safe equipment and systems in place for its maintenance and inspection. How do we do it? To make sure that our teams are safe when using equipment: All equipment is to be well maintained and regularly tested. The Location Manager must agree the responsibilities for servicing, maintenance, and repair with the client. The Location Manager must also ensure that servicing is a carried out in accordance with the agreed timescales. Evidence of servicing of the equipment within the kitchen must be kept. Each piece of equipment must be included in a standard operating procedure (SOP). Where equipment is not included in the 19-core SOP’s, an SOP must be developed using the supplier equipment manual and the site-specific control form. All team members are to be fully trained in the safe use and cleaning of the equipment they use before they use it. SOP’s relevant to the individuals job role must be communicated. Records of this training must be maintained. Alerts or faults are reported and dealt with quickly and effectively. Equipment no longer in use should be completely removed from the catering area. Dangerous Machinery No person shall operate or clean dangerous machines unless they have been fully trained on its use including how to dismantle and clean the equipment safely. Young persons (under 18years of age) must not work with dangerous equipment, as outlined in the Young Persons SOP and risk assessments. Any machine which requires a guard to operate safely or which needs a specific risk assessment due to significant hazards must not be used by unsupervised young or untrained persons. The machines listed below are dangerous machines: Waste Disposal Unit Food Processing Machines. Food Mixing Machines when used with attachments for mincing, slicing, chopping or any other cutting operation, or for crumbling. Vegetable Slicing Machines (power operated). Food Slicers. New Equipment No new equipment or new procedures will be introduced before the matter has been discussed with the Operation Manager. No new equipment or new procedures will be introduced before the matter has been discussed with the Operation Manager. In considering the acceptability of a new piece the Projects team should be consulted. 41 Training Introduction To ensure the safety of our teams and others affected by our work activities, developing knowledge and understanding within our teams is critical. All team members must complete an appropriate level of training that is relevant to their role. The Health and Safety at Work Act 1974 requires that all team members are provided with suitable and sufficient information, instruction, training, and supervision. Team Member Training When New Starter Company Safety Induction Essential to be completed on day 1 Fire Awareness Risk Assessment and SOP All Team Members Level 2 Health & Safety Should be completed within 1 Chemical Competance month Refresher training completed Every 3 years Head Chefs and Location Company approved Managing Should be completed within 3 Managers Health & Safety course months Company approved Managing Every 3 years Safety Refresher Course Additional training role specific training in relation to equipment and chemicals used must also be provided. Training Records The Location Manager must maintain and update training records for all team members. Line Managers will be responsible for maintaining these records for relief and support teams Agency Staff Team members from employment agencies must not be used unless we know that they have undergone the relevant health and safety training. They must be trained as a minimum in the areas listed on the Agency Staff Induction and in line with the role they intend to perform. What do we need? Day 1 safety Induction Flow training: For Level 2 H&S and Chemical Competence Fire Awareness Training pack SOP folder 42 Working at Height Introduction Every year many people are seriously injured from falls from height and often these are from falls of less than 1m. How do we do it? Working at a height above six feet should be avoided. The client is responsible for all cleaning and maintenance above this height. The Working at Height Regulations state that ladders must only be used if the activity is low risk, a short duration and if there are existing features that cannot be altered. If there is a need to use a ladder or step stool: Use the correct piece of equipment for working at height. This should include the type and height of the ladder or step stool. Make sure it is placed on a safe, level, non-slip surface. Work facing the ladder. Treads of all ladders and step stools should be in good condition and strong enough to bear the weights they are taking. Wear suitable footwear when using equipment for working at height. Where leaning ladders are used, they must rest against a firm surface. The ladder must be tied securely at the top and/or bottom. The distance between the foot of the ladder and the wall should be a quarter of the height the ladder is up the wall. All ladders, step stools must be regularly inspected by a competent person to ensure that they are in good condition. Evidence of the inspection must be retained. What do we need? SOP folder 43 Workplace Temperature Introduction Temperature has the potential to affect an individual physically as well as affecting cognitive function and the ability to think clearly. It is important that a reasonable temperature is maintained in all workplaces. How do we do it? To effectively manage workplace temperature: A reasonable working temperature should be provided. Guidance is at least 16⁰C, or 13⁰C for strenuous work. Design processes to minimise exposure to extremes of heat. Assess the building/facility to ensure structural measures are adequate. For example, reducing draughts wherever possible and ensuring suitable insulation. Heating or cooling systems (e.g. fans, open windows, radiators) should be used to maintain a comfortable working temperature. Rest facilities and/or rotation of work should be considered to limit exposure. Provide enough breaks to allow team members to get hot or cold drinks. Additional PPE should be provided for example fleeces while working in cold stores. NOTE: If there are any concerns over workplace temperature, your Operations Manager, Health and Safety Team and client should be contact in the first instance. 44 Young People Introduction Young workers may be particularly at risk due to their potential lack of experience and maturity. We therefore need to make sure we take additional care of them whilst they’re at work. It is a legal requirement that employers do not expose young people to risk due to their: lack of experience being unaware of existing or potential risks lack of maturity A young worker is anyone under the age of 18. How do we do it? Where a young person is employed: An assessment of the additional risks to the young person must be completed. This must be recorded on the Young Person Risk Assessment. This should take into consideration their individual capabilities. Young people must not use dangerous machinery. The below table summarises key dangerous equipment and authorised use for young team members. The equipment SOP will also outline its use for young people. Permitted to Operate Permitted to Clean Equipment/Machine with appropriate Guard/PPE whilst with PPE whilst under under supervision. supervision. Knives   Microwave   Deep Fat Fryer   Food Processer   Food Slicers/Gravity Feed Slicers   Mandolin   Mechanised Food Mixers   Waste Disposal   The use of cleaning chemicals must be carefully considered, such that young people are not exposed to toxic or highly hazardous substances. Suitable competent supervision must be in place at all times. Full training is to be provided in accordance with the training policy. Regular breaks are to be scheduled. Young people are entitled to a 30minute rest break if they work more than 4.5hours. There must be a daily rest period of 12 hours (consider travelling times). There must be weekly rest of 48 hours (consider travelling times) 45 For those young persons who are in full time education, the parents/guardians/carers must be informed of the risks associated with their employment/work experience and what we will do to control them. If employing a young person under the age of 16, whether for work, work experience, or as an apprentice, please contact HR and your Health and Safety Manager for further guidance. What do we need? Young Persons Risk Assessment SOP Training 46 Arrangments and Responsibilities Sign Off Sheet I confirm I have read and understood the contents of this Health & Safety Policy, in particular: The Health & Safety Policy Statement (Page 2) The Health & Safety Organisation and Responsibilities (Pages 3 – 6) My legal responsibilities as an employee (Page 6) Name Job Title Date Signature 47

Benugo Health & Safety Policy January 2025 PDF

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