Corporate Health and Safety Policy Statement and Procedure · 2020. 4. 10. · Linkworker (5.4 and 5.6) ensuring clear delegation of responsibilities. Ensure these staff are nominated

Procedure No. Issue Issue Date Issued By Approved By Page No

OHS-C-64 1.0 4th July 2017 Laura Lapadula Caroline Herschell Page 1 of 21

Table of Contents 1. Introduction – Policy Statement .................................................................. 2

2. Purpose ....................................................................................................... 3

3. Scope ........................................................................................................... 3

4. Definitions ................................................................................................... 4

5. Roles and responsibilities ............................................................................ 4

6. Procedure .................................................................................................... 8

7. Associated Documents and References ..................................................... 16

Appendix 1: High Risk People Handling Activities............................................. 18

Appendix 2: Moving and Handling Risk Categories for Staff Groups ................ 19

Appendix 3: Fife Council Moving and Handling Foundation Training Modules . 20

Appendix 4: MH Induction Process .................................................................. 21

Corporate Health and Safety Policy Statement and Procedure

Moving and Handling of People OHS-C-64



1. Introduction – Policy Statement

This policy and procedure applies to all activities involving moving and handling of people (adults and children). These activities form a significant part of the daily work activity within many of Fife Council’s services and unless performed safely, can cause serious injury to employees and to the person being moved. Indeed, it is well documented that moving and handling of people remains a key cause of ill-health and injury to employees and users of services. Inanimate load handling activities are covered in a separate Fife Council policy Fife Council’s Health and Safety Policy Statement cites the Council’s commitment to compliance with all relevant health and safety legislation. This policy and procedure is a formal and mandatory extension of that duty, principally the Manual Handling Operations Regulations 1992. In practice this means Fife Council promotes:

• Avoidance of moving and handling where it is reasonably practicable to do so by employing solutions to eliminate the activity;

• Where it is not possible to avoid the activity, undertaking formal moving and handling assessment;

• Reducing the risks so far as reasonably practicable;

• Ongoing review of risk assessments and procedures to ensure moving and handling risks are effectively controlled

Avoiding or reducing the risks will be achieved in part by maximising the co-operation and independence of the person and in the elimination of high risk practices (Appendix 1).

In addition to health and safety legal compliance, Fife Council is committed to:

• Meeting national standards for moving and handling as contained within the Scottish Manual Handling Passport Scheme (2014) endorsed by the HSE, Scottish Government and CoSLA;

• Treating people with dignity and respect in accordance with the Equality Act 2010 and Human Rights Act 1998, and as such this procedure has also been written with due regard to the rights of people within these acts.

Fife Council therefore recognises the risks associated with moving and handling of people activities to its employees and users of its services and is committed to taking action to minimise these risks as far as possible. As such Fife Council will apply the following principles:

• Commitment to taking action to reduce risks by adopting an ergonomic approach and using current evidence based practice to inform risk reduction strategies and in designing safe systems of work

• To seek to learn from moving and handling accidents and near misses



• To take the appropriate action to evaluate procedures for managing moving and handling risk and modify them in the light of experience and advice from reputable and qualified sources

• Commitment to ensuring that employees have the necessary competence before involvement with moving and handling of people activities

2. Purpose

2.1 This procedure aims to:

• Comply with the Manual Handling Operations Regulations 1992; the standards contained within the Scottish Manual Handling Passport Scheme 2014; and all other related legislative and professional guidance (see References)

• To meet the general commitment to the health and safety of staff described in the Fife Council Health and Safety Policy

• To reduce the risk of moving and handling accidents and incidents and subsequent injuries to Fife Council employees and people who use our services

• Establish a clear organisational framework and management system to support individual Fife Council services to effectively manage the risks arising from moving and handling of people activities

• Define areas of responsibility regarding moving and handling of people for all members of staff.

2.2 This procedure outlines the management arrangements to be implemented

within each relevant Fife Council service, however, additional procedures or guidance may need to be developed, within individual services, which set out local and operational detail. This will be particularly the case for those services where people handling forms a significant part of the daily work activity for some staff groups and where this presents higher risk e.g. Health and Social Care and Education and Children Services.

3. Scope

3.1 This procedure covers all moving and handling of people activities. It is therefore applicable to all Fife Council services where the moving and handling of people takes place.

3.2 Within these service areas, the procedure has application to:

• Fife Council employees, including temporary, bank and agency staff who assist people to move;

• Fife Council managers who are responsible for:

o The above employees:



o Other organisation’s employees working within Fife Council premises such as independent contractors, partner agencies;

o Students, volunteers or people on placement;

o Any other non-employees whose actions may affect Fife Council employees or persons in Fife Council’s care (e.g. service users, relatives, employees of partner agencies when delegating or involving them in moving and handling tasks)

4. Definitions

4.1 For the purposes of this procedure, the terms “manual handling” and “moving and handling” are interchangeable and have the same meaning. “Manual handling” is cited where it is directly referenced from a source e.g. the legislation. However “moving and handling” will be used at all other times as it better describes activities where people are assisted to move.

4.2 The Manual Handling Operations Regulations define Manual Handling as: any transporting or supporting of a load, including the lifting, putting down, pushing, pulling, carrying or moving of a load by hand or human effort. The regulations define a load as either an object or a person.

4.3 However, for the purposes of this procedure, “manual handling” or “moving and handling” only refers to people handling situations and includes activities such as: supporting a person whilst providing personal care; lifting or carrying a small child; pushing or pulling whilst moving a person in wheeled equipment such as a hoist; assisting a person to walk / stand up / sit down / move in bed / transfer from one chair to another etc.

4.4 In addition to this, moving and handling situations will also include static positions or awkward postures which are often associated with care work and which, if adopted frequently, can have a cumulative effect leading to musculoskeletal injury.

4.5 “Person” or “People” refers to the person who is being assisted with moving

and handling whether an adult person or a child.

5. Roles and responsibilities

5.1. Heads of Services/Senior/Service Managers/Head Teachers are required to:

• Ensure their Service arrangements are recorded for compliance with this procedure, as required by Part 2, Section 2 of the Council’s Health and Safety Management Framework.

• Ensure sufficient resources are made available to ensure effective implementation of this procedure e.g. suitable and sufficient moving and handling equipment, training of staff.



• Ensure the arrangements outlined in this procedure are implemented in their services and that it is brought to the attention of all managers and employees ensuring clear delegation and communication of responsibilities.

• Ensure sufficient numbers of staff are identified and appointed to undertake key Moving and Handling roles i.e. Keytrainer and Linkworker (see 5.5 and 5.6) where appropriate to support the risk assessment process and the training and ongoing education requirements and they are made available to carry out their role. Services should assess this requirement based on the levels of people handling activities taking place and levels of risk these pose e.g. for areas with Category A staff (see appendix 2), this will usually be a requirement. For these services, a manager / responsible person must be delegated the role to oversee the Linkworker and Keytrainer system and to liaise between these staff groups and the Moving and Handling Team.

• Ensure that moving and handling risk assessments are completed and regularly reviewed at predetermined intervals or sooner when change occurs (see section 6).

• Reduce the risks identified by risk assessments as far as is reasonably practicable by establishing time bound strategic planning of resources.

• Monitor the implementation of actions identified by Operational Managers to reduce risk, in a manner proportionate to the risk, and also following investigation of reported incidents via First Contact.

• Ensure that all members of staff seek appropriate moving and handling input and advice, in accordance with the guidelines within this procedure.

• Ensure risk assessments are conducted during the design stage of new facilities including the seeking of specialist ergonomic advice when necessary.

• Consider the moving and handling risks to employees and others (people assisted to move) where services are provided by 3rd party contractors and suppliers.

• Monitor and audit arrangements to ensure compliance with this policy/procedure and review statistics such as moving and handling incidents; musculoskeletal absence data to allow targeting of priority areas (see 6.6).

5.2. Operational Managers are required to:

• Ensure the Moving and Handling Procedure is implemented and in particular the avoidance of the use of high risk practices (Appendix 1).

• Ensure that generic moving and handling risk assessments are completed, and reviewed at set periodic intervals (determined by the risk assessment) or sooner when change occurs.

• Implement safe systems of work as identified by these risk assessments, record details of action plans for reducing risk and pass information to senior managers to ensure risk control measures are prioritised.

• Ensure that individual person handling assessments and handling plans are completed when appropriate, and recorded in relevant documentation (Person

http://assyst.fife:8080/assystnet/application/assystNET.jsp



handling assessment) 1 and made available for all staff involved in the moving and handling of the person.

• Where appropriate, identify and appoint sufficient numbers of staff to carry out key moving and handling roles e.g. Moving and Handling Keytrainer or Linkworker (5.4 and 5.6) ensuring clear delegation of responsibilities. Ensure these staff are nominated for and attend the appropriate training (6.4.15).

• Complete the Moving and Handling Induction / Self-Assessment Record 1 with new employees at induction, including familiarisation with local moving and handling equipment and procedures.

• Ensure their employees receive the relevant Moving and Handling Foundation Training, prior to undertaking moving and handling activities and have completed appropriate on-going education / input (see 6.4).

• Ensure that new / inexperienced employees / agency staff work in conjunction with appropriately trained / experienced employees in order to reduce the potential risk of injury.

• Ensure systems are in place within their service area to review the effectiveness of training and to ensure ongoing safe practice specifically in relation to: supervision and monitoring arrangements for workplace practice; provision of site or person specific information and instruction. Appointed Keytrainers and Linkworkers can assist managers with this activity.

• Support their employees to address any identified ongoing learning needs or skills gaps.

• Ensure that moving and handling incidents and near misses are recorded via First Contact. Investigate those relevant to their area identifying causes and any underlying factors, and taking any immediate action to prevent reoccurrence. If further action is required and is out with their control, report the findings to their immediate Manager.

If use of equipment e.g. Hoists, slings, handling aids etc. results in either a near miss or an actual injury, this must also be reported on an Adverse Incident form 2 and sent to Incident Reporting & Investigation Centre (IRIC) Health Facilities Scotland.

• Undertake individual risk assessments for vulnerable employees (see 6.1.12).

5.3. All employees are required to:

• Comply with this procedure as well as any service specific and local procedures. Follow safe systems of work identified by moving and handling risk assessments and/or person handling plans. If this is not possible, report and record any changes required.

• Complete the required Foundation Moving and Handling training modules at induction and thereafter, attend any update training and/or comply with the

1 Forms available separately at FISH Corporate Health and Safety Moving and Handling page. 2 See Section 7.1 for web address

http://assyst.fife:8080/assystnet/application/assystNET.jsp

http://www.hfs.scot.nhs.uk/services/incident-reporting-and-investigation-centre-iric/how-to-report-an-adverse-incident/


http://fish.fife/fish/subjects/index.cfm?fuseaction=page.display&pageid=B618F970-F555-B925-C7B8B0EF1FB15E52&subjectid=D79D8BE2-7751-4C31-B380B9DB057EBE6F



ongoing competency assessment process, where identified and agreed by their manager.

• Take responsibility for their own ongoing learning and inform their manager if they have further learning or training needs that they require support with.

• Apply principles and standards learnt during moving and handling education/training to the best of their ability and know their own capability before handling and seek assistance if required.

• Recognise high risk handling activities (Appendix 1) and understand why these activities are unacceptable, must not be used and where observed, are reported.

• Carry out an on the spot assessment before undertaking moving and handling activities to ensure any precautions are taken and reporting any significant change to their manager which may require moving & handling assessments to be reviewed.

• Use equipment provided in accordance with instruction and training and its intended purpose; remove from use unsafe/defective equipment and labelling as such; know how to report faults.

• Promptly reporting to their manager dangerous situations, hazardous handling, any ongoing concerns regarding unsafe handling practices, defective equipment, deficiencies noted in safe systems of work.

• Promptly report any work related accident, injury or near miss involving moving and handling to their line manager. This would include any musculoskeletal pain / strain / discomfort either during or after an activity.

• Report to their manager: any injury or illness which may affect their ability to move and handle safely; if they are pregnant or have given birth in the last 6 months, so that appropriate safe arrangements are made.

5.4. Fife Council’s Moving and Handling Team is the primary source of

expertise with respect to moving and handling (people) issues. The Moving and Handling Team are required to:

• Promote and provide competent advice in matters related to implementation of this procedure.

• Advise on strategic developments to minimise moving and handling risks to meet statutory compliance and best practice guidance.

• Develop the moving and handling education strategy to ensure it meets the needs of Fife Council services and compliance with the Scottish Manual Handling Passport Scheme and support its implementation.

• Ensure systems are in place for the education and training and ongoing competence of all staff delegated with key moving and handling roles (i.e. Keytrainers and Linkworkers) as per the Scottish Manual Handling Passport Scheme.

• Liaise with and support moving and handling Keytrainers, Linkworkers and local managers within relevant service areas.



• Provide on-site specialist advice to managers and moving and handling Linkworkers in more complex handling situations where required.

• Investigate significant moving and handling incidents reported, monitor trends and communicate lessons learned to services.

5.5. Moving and Handling Keytrainers are required to:

• Deliver the moving and handling education and training program in line with Fife Council Procedures and Training Guidance.

• Provide support to managers and Linkworkers within their own services.

• Maintain their own competency by regular training delivery and attending Keytrainer Updates within stipulated timescales.

• Attend Keytrainer Standardisation meetings within their own service.

5.6. Moving and Handling Linkworkers are required to:

• Work with the responsible manager to ensure formal moving and handling risk assessments are undertaken and documented, ensuring these are reviewed and remain valid.

• Provide monitoring and supervision of staff performance in moving and handling practices on a day to day basis, and carrying out formal competency assessments (where the competency system is implemented), identifying and supporting any gaps observed in individual learning needs.

• Promote and reinforce safe practice in the workplace.

• Provide on-site information and instruction in moving and handling practices and in the correct and safe use of site specific mechanical and other handling aids.

• Problem solve moving and handling issues in their work area, seeking advice with any complex challenges out with their own competence.

• Maintain their own competency by attending Linkworker Updates within stipulated timescales.

6. Procedure

6.1 Risk Assessments 6.1.1 Fife Council is required by law to assess and manage risks to employees and

others arising from our work activities. This requirement extends to assessing moving and handling activities and includes routine and foreseeable emergency situations.

6.1.2 As part of this requirement services must identify all moving and handling activities that are carried out in their areas. For each of these activities, a preliminary assessment should be undertaken to determine which if any carry significant risk of injury and these activities should be avoided where it is reasonable practicable to do so.



6.1.3 Where it is not possible to avoid these activities, a more detailed assessment

must be undertaken to reduce the risks to the lowest possible level considering: the task, the load, environment and equipment, capability of staff, and any other relevant factors.

6.1.4 Assessments may be completed as generic assessments, but for others an individual assessment will be required i.e.:

• Generic moving and handling assessments consider the overall needs of a particular setting looking at factors such as: the type and frequency of moving and handling tasks; overall equipment needs; staffing; the environment; moving and handling requirements in emergencies e.g. fire evacuation or falls. The assessment should quantify all the moving and handling risks that are present and identify current and future control measures to reduce the risk of injury. Work areas utilising Generic Moving and Handling Risk Assessments must ensure risks specific to the local working environment and task are included in the assessment.

• Individual risk assessments consider the specific moving and handling needs of a person and form part of their care planning process. People must be individually assessed and a clear handling plan developed as part of their overall care plan. A balanced approach must be taken to managing the risks, which takes into account the person’s rights, dignity, abilities, needs and wishes and the requirement to protect employees and others from injury. The Fife Council Person Handling Assessment and Handling Plan documentation 3 must be utilised as it contains information that must be considered as part of the assessment and resultant handling plan.

6.1.5 Risk reduction strategies and controls measures must be in line with current

evidence based practice and must be implemented to minimise the risk of injury as far as reasonably practicable. This will include identification of priority risk areas and implementation of satisfactory interim controls where the risk cannot be minimised to the lowest level immediately;

6.1.6 Control measures must be monitored to check that they are having the

desired effect. If not, the manager shall take action to ensure the satisfactory implementation of the risk controls or review of the relevant risk assessment to identify and implement more appropriate controls.

6.1.7 Assessments must be reviewed on a regular basis at pre-determined intervals or sooner if any significant change occurs.

6.1.8 Whilst the responsibility for risk assessment rests with management, this area must be carried out by a competent person i.e. someone who is familiar with

3 Forms available separately at FISH Corporate Health and Safety Moving and Handling page.




the activities and has sufficient experience, skills and knowledge. For areas where people handling forms a significant part of the daily work activity and where this presents higher risk, this will be delegated to appointed Moving and Handling Linkworkers (see section 5 for full outline and scope of Linkworkers responsibilities).

6.1.9 The risk assessment process must include involvement of the person as well as participation of employees or any others involved in the person’s care, in order to work together to assess risks, identify problem areas and jointly develop the controls and action plans to reduce risks.

6.1.10 Active participation and independence of the person will be promoted, which may avoid or assist to reduce the risks. Where appropriate, handling aids and other specialised equipment will be used to reduce risks to acceptable levels for all concerned.

6.1.11 There may be rare instances where the person or their advocate is in disagreement with the recommendations from the moving and handling assessment. This can place the service in a difficult situation as there are legal duties both to ensure the safety of all concerned and to consider the rights to the individual. In such instances, the options to address any identified risks must be fully explored with the person and advocate, and a balanced approach to any decision taken. However, it is essential that the outcome reached does not place employees or person at unacceptable risk. Any disagreements or disputes must be recorded on the person handling assessment documentation.

6.1.12 Unusual or Higher Risk Handling Situations / Activities:

• It is acknowledged that there will be predictable but non routine / higher risk situations including: emergency evacuation handling; dealing with the falling / fallen person; and handling of plus size people. In such situations, individual services must complete risk assessments and have arrangements in place for safe handling.

• There are also a number of manual lifting and handling practices that are recognised as high risk as they can cause injuries to staff and to the person being moved. All managers, staff and others involved in moving & assisting people must be made aware of the risks associated with these practices. (See Appendix 1 - High Risk Moving & Handling Activities).

• However, in some very limited and defined situations, it may be necessary to perform higher risk handling methods. The risk assessment supporting such higher risk handling must be thorough, and in such situations, competent advice and guidance must be sought. (See 6.2).



6.2 Access to Competent Advice/Assistance

6.2.1 Arrangements must be in place to ensure that employees and managers have access to competent local advice and support, with moving and handling activities or with the risk assessment process.

6.2.2 The Fife Council services for whom people handling forms a significant part of the daily work activity and where this presents higher risk will operate a Moving and Handling Linkworker system to ensure competent advice and guidance is available at local level. Linkworkers responsibilities are outlined at section 5.

6.2.3 The Moving and Handling Team will provide expert advice and support to: managers to assist compliance with this procedure and legal requirements; those delegated key moving and handling roles i.e. Linkworkers and Keytrainers, particularly in more complex handling situations, or where the advice is outwith the competence of local staff. Responsibilities of the Moving and Handling Team are outlined at Section 5.

6.3 Equipment

6.3.1 Fife Council, under the terms of the Health and Safety at Work Act 1974 is required to provide a safe place of work and to provide safe and suitable equipment. Also the Manual Handling Operations Regulations require employers to avoid or reduce risks of injury from handling operations to the lowest level reasonably practicable. The provision of sufficient and suitable equipment is therefore central to this risk reduction strategy. Managers, will therefore identify and provide equipment for safe handling practice where identified by the risk assessment.

6.3.2 The Provision and Use of Work Equipment Regulations and the Lifting Operations and Lifting Equipment Regulations must be implemented as required for all handling/lifting equipment and lifting accessories, in respect of:

• Provision, suitability and sufficiency

• Training and competent use

• Care and maintenance arrangements

6.3.3 Employees must be provided with on-site information and instruction by a competent person (e.g. Linkworker; Keytrainer; equipment supplier; Therapist) in the use of site specific moving and handling equipment and be deemed competent in its use prior to using it. Adequate operating instructions must be available for equipment user’s reference. The Record of Provision of Information and Instruction for Site Specific Equipment4 provides detail of





what must be covered generically for all equipment, and this must be maintained locally to evidence this provision.

6.3.4 Equipment must be easily accessible for employees use.

6.3.5 The assessment and procurement process must consider any moving and handling risks that arise from use of equipment and compatibility with other equipment in use.

6.3.6 For hoist and slings equipment:

• Compatibility with hoists used by the person in other environments must also be considered as part of the assessment process.

• Where slings provided are to be used with hoists from different manufacturers, a hoist and sling compatibility assessment must be completed by a competent person.

6.4 Education and Training Arrangements

6.4.1 To ensure legal compliance and best practice standards, Fife Council will

meet the requirements of the Scottish Manual Handling Passport Scheme (SMHPS) which identifies minimum standards for manual handling education and training across health and social care sectors in Scotland.

6.4.2 Provision of specific information, instruction and training, and on-going supervision of practice is fundamental not only in meeting legal requirements but also plays a vital part in reducing the risk of injury.

6.4.3 Moving and handling education and training will be provided on recruitment, when risks change and repeated where appropriate.

6.4.4 The Education and Training Strategy is supported by a Linkworker and Keytrainer system and should be implemented for those Services where people handling forms a significant part of the daily work activity for some staff groups and where this presents higher risk e.g. Health and Social Care and Education and Children Services.

6.4.5 Services operating a Linkworker / Keytrainer system are responsible for the organisation and delivery of foundation training and provision of ongoing education and updates. As such, nominating sufficient numbers of staff to undertake the key roles of Linkworker and Keytrainer is fundamental to this strategy.

6.4.6 The Moving and Handling Team however, will provide the required training, ongoing education and support for Linkworkers and Keytrainers.



6.4.7 Services must ensure that moving and handling training records are maintained in line with Fife Council procedures.

6.4.8 Staff Groups – Risk Level Categories

• Each service should identify which risk level category applies for each staff group within their service. There are 2 categories depending on risk level for Moving and Handling. Each risk category will determine the Education pathway for each group. (Appendix 2 provides an overview for each category)

• Advice can be sought from the Moving and Handling Team to determine which group applies where this is not obvious.

6.4.9 Foundation Training

• Appendix 3 describes the “core” mandatory training modules required for foundation education specific to the role of employees.

• Employees must complete the modules that relate to their own job at induction and/or before they undertake these related activities at work.

• Moving and handling training is accessed through the CLMS.

6.4.10 Induction Process

• For new employees or those who transfer between Fife Council services, who have evidence of completion of the relevant training modules to Scottish Manual Handling Passport standards, there is no requirement to repeat this training, however for new employees to Fife Council, their training certificate or training “Passport” must be validated by the Moving and Handling Team.

• The Moving and Handling Induction / Self-Assessment Record5 should be completed during the induction process for new employees to the organisation or to an area within their service to identify and determine any additional input required prior to commencement of any moving and handling activities so that these can be addressed for safe working.

• Each Service will be responsible for populating the Induction/Self Assessment Record to reflect activities and equipment relevant to the local area.

• Appendix 4 summarises the Induction Process to be followed.

6.4.11 Continuing Education and Training and Ongoing Competence

• Continuing education will be required in a number of circumstances including: o The employee and/or manager identifies a learning need o The employee is not working competently o There is a change in legislation, or working procedures





o Different equipment is introduced o A need is indicated following an adverse incident.

• There are various options which should be considered for provision of continuing education including: provision of on-site specific information and instruction; group refresher sessions; coaching on the job; e-learning; signposting to further information for self-study; on-site monitoring; competency assessment; provision of repeat training such as Skills Updates.

• Services will need to consider the best approach for Continuing Education that meets the needs of their own staff groups, and best manages the risk. However Appendix 2 provides an overview of the continuing education pathway that must be followed as a minimum.

6.4.12 Competency Assessment System

• A formal Competency Assessment System has been developed which can replace the requirement for provision of ongoing Updates. Adopting this system also allows services to evidence ongoing monitoring and supervision of practice which is fundamental in not only meeting legal requirements but also in determining continuing education needs.

• The competency assessment system is a formal process to check that knowledge and skills gained on formal moving and handling training are embedded in practice and to verify staff are competent to undertake such activities safely.

• Where services opt to implement this approach, they must follow and implement the requirements outlined within the Fife Council Moving and Handling Competency Assessment Guidance6. This provides the operational detail and associated records to be used.

6.4.13 Self-assessment of Learning Needs

• Category ‘A’ employees should complete an annual Self-Assessment Record and Category ‘B’ employees, 3 yearly. This will be utilised to identify specific gaps in an individual’s knowledge and/or skills which need to be addressed through continuing education.

• This tool can be used as part of the employee’s development /review process and as such, should be discussed and countersigned by the line manager.

6.4.14 Skills Updates

• Skills Update training sessions will need to be provided for Category ‘A’ employees where there is no competency assessment system in place. The frequency and duration of these sessions will be determined by the risk assessment.





• Skills Updates can also be provided in addition to Competency Assessment. This might be appropriate for example in the following situations:

o Where the risk assessment identifies it as necessary. In these situations, Skills Updates should be provided at set intervals

o Where there are significant changes to tasks or environment o As a one off response to an accident.

6.4.15 Advanced Training for Staff delegated Key Moving and Handling roles

• Those who are delegated to undertake the key responsibilities of Linkworker or Keytrainer need to be competent to perform these roles effectively. As such they will be provided with additional training beyond the Foundation training modules as stipulated below. This training is provided internally by the Fife Council Moving and Handling Team and is accessible through CLMS.

Advanced Training for Linkworkers

• Those nominated for Linkworker training must have already successfully attended and completed the MH Foundation training modules that relate to their work area.

• In addition to the above, nominated Linkworkers must attend the Fife Council Linkworker Training course which will provide the knowledge and skills required to fulfil the Linkworker role confidently. Competencies are assessed and verified, providing accreditation in the Linkworker role.

• Linkworkers must attend a Linkworker/Keytrainer Update course every 12-18 months to maintain their own accreditation and competence.

Advanced Training for Keytrainers

• Keytrainers will follow the education and training pathway as described above for Linkworkers.

• However, in addition, they must attend the Fife Council Keytrainer course to reflect the training role and to further develop their skills and knowledge in delivery of the Foundation Training modules.

• Keytrainers must attend a Linkworker/Keytrainer Update course every 12-18 months to maintain their own accreditation and competence.

6.5 External Placements / Contracts

• Where arrangements or placements are made for people to be looked after or cared for outside of Council services, consideration must be given to the Moving and Handling Policy of those external providers. These policies must reflect the aims, values and principles of Fife Council Policy and Procedures.

6.6 Monitoring, Audit and Review 6.6.1 Fife Council Services are responsible for:



• Monitoring and auditing arrangements within their own services to ensure compliance with this policy/procedure.

• Analysis of statistics such as accident/incident statistics; musculoskeletal absence data. This will allow targeting of priority areas.

• At regular intervals, and as part of incident investigation, managers must review and reappraise capability of individual employees to undertake moving and handling tasks.

6.6.2 The Health and Safety Manager, in conjunction with the Moving and Handling Lead Officer, will review this policy and procedure every 3 years or following any significant change. In addition, an annual audit will be undertaken to determine and demonstrate Fife Council’s compliance with the Scottish Manual Handling Passport Scheme (The SMHPS Audit tool will be utilised for this purpose).

6.6.3 When amendments are proposed these will be presented to the Fife Council Corporate Health & Safety Strategy Group for approval.

7. Associated Documents and References 7.1 Associated Documents7 OHS-C-64.F1 Moving and Handling Competency Assessment Record OHS-C-64.F2 Moving and Handling Induction and Self-Assessment Record OHS-C-64.F4 Record of Provision of Information and Instruction for site-specific

moving and Handling Equipment OHS-C-64.G1 Moving & Handling (People) Competency Assessment Guidance

Online Incident Form available at (IRIC): http://www.hfs.scot.nhs.uk/services/incident-reporting-and-investigation-centre-iric/how-to-report-an-adverse-incident/

7 Guidance and Forms available separately at FISH Corporate Health and Safety Moving and Handling page.

http://fish.fife/fish/uploadfiles/Publications/OHS-C-64.F1MH%20Competency%20Assessment%20Record..doc

http://fish.fife/fish/uploadfiles/Publications/OHS-C-64.F2MHInductionSelfAssessmentRecord%20FINAL.docx

http://fish.fife/fish/uploadfiles/Publications/OHS-C-64.F4Record%20of%20InfoInstruct%20SiteSpecific%20Equip%20-%20FINALJune16.doc

http://fish.fife/fish/uploadfiles/Publications/OHS-C-64.G1%20Competency%20Assessment%20Guidance.doc






7.2 References

The Legal Framework:

Common Law of Negligence: Duty of Care

Equality Act 2010

Health & Safety at Work etc. Act (1974)

HSE. Lifting Operations and Lifting Equipment Regulations 1998. L113 (2nd Edition)

HSE. Management of Health and Safety at Work: Approved Code of Practice1999

HSE. Manual Handling Operations Regulations 1992 (as amended) Guidance on Regulations, (3rd Edition).

HSE. Provision and Use of Work Equipment Regulations 1998. L22 (4th Edition)

HSE. Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995.

Human Rights Act 1998.

Other Guidance:

Back Care in collaboration with the Royal College of Nursing and National Back Exchange

2005. The Guide to the Handling of People. 5th Edition.

Back Care in collaboration with the Royal College of Nursing and National Back Exchange 2011. The Guide to the Handling of People, a Systems Approach 6th Edition

HSE 2002. Handling Home Care: Achieving Safe, Efficient and Positive Outcomes for Care Workers and Clients.

Hignett, S. et al 2003. Evidence-Based Patient Handling, Tasks, Equipment and Interventions, 1st Edition.

HSE 2012. Manual Handling at Work a brief guide. INDG143 (rev3).

National Back Exchange 2010. Standards in Manual Handling, 3rd Edition

Scottish Government 2014. The Scottish Manual Handling Passport Scheme.



Appendix 1: High Risk People Handling Activities There are a number of moving and handling practices which are known to be associated with higher risk of injury to both carers and the person being moved. These include any move that involves lifting the full body weight or a major part of the person’s weight, or any move where the person can grip and lock on to the handler. Use of these practices can also be construed as physical abuse or negligent practice especially when used with vulnerable people. The following represent the most common known high risk practices and must be AVOIDED. (This list is by no means exhaustive).

➢ Orthodox /Cradle Lift ➢ Top and Tail Lift ➢ Front assisted pivot transfers or any move whereby the person attaches

themselves to you e.g. ➢ Bear Hug (person attaches themselves around your waist) ➢ Neck Hold (person attaches themselves around your neck) ➢ Drag Lifts ( where an underarm hold is used to move the person) ➢ Through Arm Lift ➢ Australian lifts / Shoulder Lift

Examples of high risk activities include:

➢ Manually transferring a person from bed to chair; chair to chair; chair to bed; up or down the bed using any of the above high risk practices

➢ Manually lifting a person from the floor ➢ Manually lifting a person in/out the bath ➢ Supporting or lifting the major portions of a person’s body weight.

PLEASE NOTE: If you are unsure of the practices you are using, you should contact your Linkworker in the first instance or if unavailable, your manager. If you witness any of these practices you must notify your manager immediately. Further information can be found within Moving and Handling Module A (Elearning)



Appendix 2: Moving and Handling Risk Categories for Staff Groups

Category Risk Level

Description Criteria MH Education Pathway

A Higher risk

In general for this group of employees, there is a higher risk of work related MH injuries

Employees who routinely carry out people handling activities where those activities present medium to high risk

As a minimum, this group will:

Complete the core mandatory Foundation Training modules relevant to their job at induction PLUS;

Complete the e-learning MH Theory Module 3 yearly PLUS;

Complete a Self-Assessment Record annually PLUS;

EITHER: Be competency assessed yearly; OR: Attend a Skills Update yearly (Or more frequently if identified by the risk assessment, competency assessment, or self-assessment)

B Lower risk

In general, for this group of employees, there is a lower risk of work related MH injuries

Employees who routinely carry out people handling activities but where those activities present low risk OR Employees who carry out minimal people handling activities

As a minimum, this group will:

Complete the core mandatory Foundation Training modules relevant to their job at induction PLUS;

Complete the e-learning MH Theory Module 3 yearly PLUS; Complete a Self-Assessment Record 3 yearly PLUS; Re-attend the relevant Foundation Training Module or a Skills Update, either:

• where identified e.g. via the self-assessment process, OR

• at pre-determined intervals if identified by risk assessment.



Appendix 3: Fife Council Moving and Handling Foundation Training Modules

MODULE AND TITLE

MODULE DESCRIPTION

Module A Manual Handling Theory

This is offered as an e-learning module. It covers the key theory topics including: Legislation and Fife Council procedures; Musculoskeletal awareness including identification of high risk practices; Risk assessment; Principles of safer moving and handling.

Module B (Practical Module) Manual handling of inanimate loads

This is targeted at all employees who move and handle inanimate loads e.g. objects

Module C (Practical People Handling Module) Chair manoeuvres

This is targeted at employees who assist people in, from and to a seated position including walking and management of falls

Module D (Practical People Handling Module) Bed manoeuvres

This is targeted at employees who assist a person in a bed or similar surface e.g. changing bed / changing table etc.

Module E (Practical People Handling Module) Hoisting

This is targeted at employees who use hoists to move and/or transfer people

(Practical People Handling Module) Moving and handling of small children

This is targeted at employees who are involved with moving and/or lifting babies and small children

(Practical People Handling Module) Emergency evacuation

This is targeted at employees who would be required to move people in an emergency evacuation situation such as use of ski-pads or evac chairs in a fire evacuation



Appendix 4: MH Induction Process

*New employees entering the Fife Council service with a MH Passport should have this validated by

the MH Team. Upon verification as having met SMHP standards, this will be logged onto LMS to

record the employee’s prior training

New employee OR

Employee with a significant change in MH activities previously trained to SMHPS level*

Ascertain prior relevant MH training modules completed before starting new role*

Yes Prior relevant training modules evidenced*

No Prior relevant training modules not

evidenced*

No gaps in skills indicated

Some gaps in skills indicated.

Identify most appropriate intervention for employee

(See 6.4.11)

Repeat continuing education at appropriate intervals Following process for Category A or Category B employee (See Appendix 2)

Employee completes Foundation Training Modules

(Appropriate for their role)

Employee completes MH Induction and Self-assessment Record PLUS

Competency Assessment completed within 4-6 weeks (Category ‘A’ employee only and where competency assessment system in place)

Employee completes Fife Council Foundation Training Module A

(Elearning)