Admin & IT. Identification of Hazards and measures to ensure safe practice Accidents happen but it is important that hazards minimised to reduce the number.
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Slide 1
Admin & IT
Slide 2
Identification of Hazards and measures to ensure safe practice
Accidents happen but it is important that hazards minimised to
reduce the number of harmful accidents. Major injuries can be
caused by: Slips/trips (trailing cables, filing drawer open)
Falling (when trying to reach the top shelf, standing on a swivel
chair) Poor lifting and handling techniques Common sense usually
alerts someone to a dangerous situation, however, others need
advised as to the correct action to take.
Slide 3
Dos and Donts! To prevent slips or trips employees should:
Position filing cabs away from doors. Mop up any spilled liquid. To
prevent fires employees should: Keep liquids away from computers
Never overload power sockets General Warnings Report all potential
hazards. Never attempt a repair unless trained to do so.
Slide 4
What to do if an accident does occur! If an accident occurs it
must be recorded and reported. An Accident Report form must be
completed. The Accident book must be updated. The accident report
form and/or the Accident book may be completed by a witness to the
accident or by the person involved.
Slide 5
Accident and Hazard Report Form ACCIDENT REPORT FORM Hazard
Report Form It is important these forms a completed each time an
accident occurs and stored safely. If too many accidents are
occurring the HSE will investigate!
Slide 6
Activity Open Microsoft Word and by inserting a table create an
Accident Report form. You may use the example in the book (p34) as
a guide. This task requires you to insert a number of columns and
rows as well as merging particular cells within the table to create
an appropriate form. Create the example of the Accident book too
(p34). Make a note of who would complete these forms and why it is
important to keep a record. Ensure you enter your name in the
Header or Footer in both forms before printing off.
Slide 7
Who are the HSE? The HSE are the Government body who govern
Health and safety in the work place. It stands for Health and
Safety Executive. They carry out spot checks on organisations to
ensure they are doing all they can to ensure the H&S of their
employees and are maintaining a safe working environment. They can
impose sanctions if an organisation is neglectful to its
responsibilities to its employees: Served with an Improvement
Notice What? Why? When? A Prohibition Notice Closing down premises
deemed unsafe Prosecution Failure to comply with either the above
can lead to fines and/or imprisonment.
Slide 8
Health & Safety Policy Any organisation that employs 5 or
more people, by law, must provide them with, and have published and
clearly displayed within the organisation, a clear written Health
and Safety Policy statement. It details how an organisation will
deal with H&S issues in ensuring it maintains the H&S of
each and every employee.
Slide 9
Health and Safety Policy Whats in it? The name(s) of the
Organisations H&S representatives. (the people who will carry
out H&S walk around and details of when this will occur)
Appropriate H&S training required for staff. Fire evacuation
procedures. How often employees will be consulted on H&S
issues. Details of maintenance of equipment. It must be updated as
and when required The HSE would expect to see the H&S policy
when visiting.
Slide 10
HSE and H&S Policy ACTIVITY You have been asked by your
Manager to prepare a power-point presentation to the Board of
Directors on Health &Safety at Work and what is required by
them, as employers, and the staff/employees. Initially you are
asked to give information on the HSE and the Health and Safety
Policy Statement. Use the text books and the internet to ensure you
cover all the points listed below.
Slide 11
HSE and H&S Policy ACTIVITY 1. What is the HSE? What does
it stand for? (p35) 2. How do they check on employers to make sure
they are following the law? 3. What do they do? How can they punish
employers who do not follow the rules? (p35) 4. The HSE expect to
see a clear written H&S Policy Statement List the items that
should be included in this. (p35) 5. How might an organisation
save/store the policy for ease of updating? 6. Save the power-point
as Health & Safety you will be returning to it later.
Slide 12
What weve learned so far 1. Accidents can happen but employees
have to be aware of potential hazards and adhere to dos and donts
2. What to do if an accident occurs _ Accident report form/book-
Hazard report faulty equipment report etc. 3. Why its important to
record these for employers and employees. 4. The Government body
responsible for enforcing H&S 5. Measures they can use to
enforce it. 6. What a H&S Policy is. 7. Why its important to
keep updated, allow all employees access to it and what it
contains.
Slide 13
LEGISLATION THAT EMPLOYERS MUST ADHERE TO
Slide 14
Both employers and employees have a responsibility for H&S
in the work place to ensure everyone is safe at their work and this
piece of legislation sets out the responsibilities of each.
Employers have to ensure staff are adequately trained to do the
job, given appropriate safety clothing and equipment and have a
clear H&S Policy written up and on display for everyone. Staff
have to ensure they follow H&S procedures as laid down in the
H&S policy AND take reasonable care of themselves and their
colleagues. The Health and Safety at Work Act (1974)
Slide 15
Employers must: Provide relevant H&S training for staff
Provide all necessary equipment and clothing required to carry out
duties safely Provide toilets and clean drinking water The Health
and Safety at Work Act
Slide 16
Employees must: Comply with H&S training given by employers
Take care of themselves and others they work with Report any
hazards or accidents that occur The Health and Safety at Work
Act
Slide 17
This is why this piece of legislation is in place!
https://www.youtube.com/watch?v=4RKY9u-S8TU N:\My Video\Phil Kay -
Comedy Health and Safety Video FULL VERSION.mp4.h6sn3z8.partial
N:\My Video\Phil Kay - Comedy Health and Safety Video FULL
VERSION.mp4.h6sn3z8.partial All staff are responsible for General
Housekeeping! Health and Safety at Work Act
Slide 18
Can you spot the hazards? The Health and Safety at Work
Act
Slide 19
ACTIVITY Have a wander around the classroom and try and
highlight any potential H&S hazard. Explain how they may be a
hazard and what should be done about it. Feedback to the class. The
Health and Safety at Work Act
Slide 20
Open the HASAWA1974 ACTIVITY in the shared areaHASAWA1974
ACTIVITY Shared area- Business folder Mr McCarthy S5 Admin Answer
the questions in your jotter. Health & Safety at Work Act
1974
Slide 21
H&S Display Screen Equipment Regulations 1992 (DSE 1992) It
is designed to minimise the risk of injury or potential risks
associated with the use of Visual Display Units (Computers) What
risks do you think working with a computer for a significant part
of the day bring? Headaches Back Strain Repetitive strain injury
Eye Strain
Slide 22
Display Screen and Equipment Regulations 1992 Any member of
staff working at a computer is at risk of all of these ailments.
Steps to be taken to avoid these fall into Employee and Employer
responsibility categories again.
Slide 23
Display Screen and Equipment Regulations 1992 Employers Must:
Employees Must: Assess all work station requirements (Risk
Assessments) Provide adjustable seating Provide adjustable tilting
screens (anti glare screens) Provide VDU H&S training Organise
work routines of VDU users ensuring regular breaks away from the
screen Provide regular eye tests and/or glasses Make use of
adjustable facilities for computer offered Make use of adjustable
chair Arrange desk and chair to avoid glare Follow all H&S
training and any H&S Policy issued by employer.
Slide 24
Display Screen and Equipment Regulations 1992 Open up the
H&S DSE TASK document.H&S DSE TASK Shared area- Business
folder Mr McCarthy S5 Admin Answer the questions in your
jotters.
Slide 25
Other Legislation to be aware of Health and safety (First Aid)
Regulations 1981 Organisations need to: Provide a well stocked
first aid kit Appoint a first aider (one for every 50-100) Inform
staff of all first aid procedures Keep a record of all accidents
Fire Precautions Regulations 1995 Assess all fire risks Provide
fire fighting equipment (extinguishers) Check and maintain
equipment Provide and regularly check warning systems (fire
alarms/smoke alarms) Train employees in fire evacuation procedures.
Carry out regular fire drills.
Slide 26
ACTIVITY Open the Leckie and Leckie text book at page 38 and
complete questions 1-10 in your jotter. Answer Key Questions on p39
in your jotter.
Slide 27
Slide 28
Security of People, Property and Information As part of Health
and Safety at Work Act 1974, and in keeping with maintaining the
health and safety of employees, organisations are also responsible
for ensuring the SECURITY of: People (staff) Property (equipment
and belongings) Information (confidential files/records)
Slide 29
Security of People The Reception is at the entrance to a
business and as such plays an important part in the security of an
organisation. What security measures might be taken by the
receptionist?
Slide 30
Security of People The receptionist may: Check staff ID
badges/security passes (what info might be contained in these?)
Monitoring CCTV (inside and out) Controlling the entry system
(receptionist allows entry once contacted) Appointment/visitors
book/staff in/out book. Info on who is in the building at any
point. Issuing visitors badges (authorised visitors can be
identified as can unauthorised)
Slide 31
Security of People Businesses may also use the following
methods to protect staff Key pads Access restricted to authorised
personnel with code Combination locks -Access restricted to
authorised personnel with code Swipe Cards - Access restricted to
authorised personnel with cards Locked doors - Access restricted to
authorised personnel with keys Staff uniform allows authorised
people tobe identified easily and quickly
Slide 32
Security of Property Not only are organisations concerned with
the safety of people, but they are also concerned with ensuring
their property is kept safe also. What steps can an organisation
take to ensure the safety of their property?
Slide 33
Security of Property Attach equipment to desk security chains
bolted to desk. Mark equipment with UV pen could be traced by
police Keep inventory of items quickly notice missing items Ensure
doors and windows locked especially by last member to leave.
Security guard/ alarm
Slide 34
Security of Information Organisations should keep confidential
information and data secure and this may consist of hard copies as
well as electronically stored information. What act applies to
security of information? Data Protection Act 1998 How might an
organisation ensure the security of manually stored info?
Slide 35
Security of Information Hard copy manually stored: Lockable
filing cabinets accessed by authorised personnel In a secure room
accessed only by authorised personnel Dont leave lying around
Shredded after use
Slide 36
Security of Information Electronically stored info: Computers
with usernames and passwords Usernames and passwords allows access
to authorised individuals. Dont leave confidential info on screen.
Lock computer or screen saver. Read only files cant be changed by
others Pen drives locked away Anti virus software
Slide 37
Security of Information Data Protection Act 1998 ensures: Data
fairly and lawfully obtained Used for registered purpose Accurate
and up to date Kept for no longer than necessary Kept securely Data
must be made available to the data subject upon request The Data
Protection Act is there to protect not only the DATA SUBJECT but
the DATA USER also
Slide 38
Security of Information Computer Misuse Act 1990 acts against
unlawful access to computer systems. It makes it illegal to: Gain
access without permission Hacking Access computers with the
intention of committing a criminal offence illegal downloads Access
computers to change or alter details without permission.
Slide 39
Activity Read the activity on page 46 Key questions page 47 Use
the summary on page 46/47 and create a mind- map using the TEXT 2
MIND MAP web site.