Health and Safety Policy Manual Page 1 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012 ESB Telecoms Ltd. Safety Management System Review: 12 monthly Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use ESB Telecoms Ltd. HEALTH AND SAFETY POLICY MANUAL SMS 1 Produced by: Peter Gregg Reviewed and Validated by: Date: Revision No.: Peter Gregg 10 th August 09 1.0 Peter Gregg 30 th September 09 1.1 Peter Gregg 19 th October 09 1.2 Peter Gregg 7 th December 09 1.3 Peter Gregg 19 th May 10 1.4 Peter Gregg 7 th September 10 2.0 Peter Gregg 14 th February 11 2.1 Peter Gregg 7 th July 11 2.2 Peter Gregg 9 th August 11 2.3 Peter Gregg 3 rd November 11 2.4 Peter Gregg 17 th April 2012 2.5 Peter Gregg 3 rd May 2012 2.6 Peter Gregg 18 th July 2012 2.7 Peter Gregg 7 th November 2012 3.0 Latest Revision Approved by: Rory McGowan Rory McGowan Rory McGowan Rory McGowan Manager, ESB Telecoms Ltd.
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Health and Safety Policy Manual Page 1 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
Section 2 covers the policy and procedures for the identification of hazards,
assessment of risk and the recording and communication of risk assessments.
Risk control measures in ESB Telecoms Ltd. have been built up over many
years experience and are continually improved through risk assessment. They
are managed at three levels within the ESB Telecoms Ltd. Safety Management
System:
(a) Legal and Other Requirements which cover control measures applying
throughout ESB Telecoms Ltd.
(b) A Risk Assessment Procedure which covers the assessment of overall risks
in ESB Telecoms Ltd.
(c) ESB Corporate risk assessment directives
Section 2 is supported by Folder SMS 2.
2.2 Risk Assessment Procedure
The identification of hazards, the assessment of risks and the reduction of risks
to a tolerable level are carried out in accordance with the ESB Telecoms Ltd
SMS 2.2 Risk Assessment Procedure which is available in SMS Sub Folder 2.2
Comprehensive lists of generic hazards and risk assessments have been
developed within ESB Telecoms Ltd.
These are identified in the Risk Assessment Register held in the Risk
Assessment folder in the Telecoms share drive
Site specific risk assessments are available within the Safety Extranet and located on site within a safety document box. Premises and Work Activity risk assessments are available in the Risk Assessment folder in the Telecoms share drive.
The Safety Manager sets yearly targets within the Safety Improvement Plan for
the review of key risk assessments affecting ESB Telecoms Ltd business.
The results of the various Risk Assessments are considered at the Monthly
Safety Monitoring Meetings (Section 11.2).
Health and Safety Policy Manual Page 13 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The effectiveness of the risk assessment programme is evaluated at the
Safety Management Review Meeting (Section 14) when health and safety
objectives are set. Any necessary action is identified and programmed.
3 LEGAL AND OTHER REQUIREMENTS {Clause 4.3.2}
EVALUATION OF COMPLIANCE {Clause 4.5.2}
3.1 Overview
Section 3 covers evaluation of compliance of ESB Telecoms Ltd. with
applicable safety, health and welfare legislation and other requirements.
The Safety & Health Manager, as the Competent Person, is responsible for
evaluating the requirements of applicable safety, health and welfare legislation
and advising line management on their responsibility to ensure compliance.
Legal and other requirements are communicated to staff and other interested
parties through Section 7 “Communication, Participation and Consultation”.
Changes to Legal and Other Requirements are identified by the Safety
and Health Manager and Safety Officer on an ongoing basis. Significant
changes are evaluated prior to the Annual Management Review Meeting
(Section 14), during which any necessary action is agreed and
programmed.
Section 3 is supported by Folder SMS 3.
3.2 Compliance with Health and Safety Legislation
ESB Telecoms Ltd. is committed to complying with all applicable safety, health
and welfare legislation.
ESB Telecoms Ltd. has engaged an external contractor to provide a Health and
Safety Legislative and Regulatory Compliance Assessment.
On an ongoing basis ESB Telecoms Ltd utilise an on-line Register of
Legislation to identify changes to legislation, as they arise.
Log on details for the Register of Legislation are available in SMS Sub-Folder
3.2
Risk assessments are updated by the Safety and Health Manager or Safety &
Health Officer to take account of these changes.
The Safety and Health Manager will be responsible for communication of
the above information, and will advise ESB Telecoms Ltd. management
of all relevant requirements.
Health and Safety Policy Manual Page 14 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The evaluation of compliance with applicable legislation, in terms of
implementation of preventive controls, is achieved through combinations of
behaviour audits, premises audits, site audits and OHSAS internal audits.
(See SMS Section 13 ).
Non-compliances and corrective or preventive actions are monitored using the
Safety Action Tracker (See SMS Section 12.2) and form part of the agenda for
the Monthly Safety Monitoring Meetings.
Copies of the Safety, Health and Welfare Legal Compliance Assessment
Reports are held in SMS Sub Folder 3.2
3.3 ESB Telecoms Ltd. Site Safety
All personnel entering telecommunication sites owned and/or managed by ESB
Telecoms Ltd. must comply with all applicable safety, health and welfare
legislation and with the requirements of ESB Telecoms Ltd. Safety Guidelines.
The ESB Telecoms Ltd Safety Guidelines is available in SMS Sub Folder 3.3 and in the ESB Telecoms Safety Extranet - Procedure & Work Aid Section
3.4 Control of Hazardous Substances
An inventory of Safety Data Sheets for hazardous substances approved for use
in ESB is provided through the ESB Intranet Control of Hazardous
Substances System (COHS).
4 OBJECTIVES AND PROGRAMMES {Clause 4.3.3 and 4.3.4}
4.1 Overview
Section 4 covers the health and safety objectives of ESB Telecoms Ltd. and the
programmes used to achieve these objectives.
Section 4 is supported by Folder SMS 4.
4.2 ESB Telecoms Ltd Safety Objectives and Safety & Health Improvement
Plan
The health and safety improvement objectives of ESB Telecoms Ltd. are
identified within the ESB Telecoms Ltd Safety & Health Improvement Plan.
Health and Safety Policy Manual Page 15 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The Safety & Health Improvement Plan is designed to support the safety,
health and welfare policies set out in the Safety Policy Declaration in
Section 1.1.
It is drawn up by the Safety and Health Manager, certified by the Manager
& approved by the Telecoms Safety Committee.
The ESB Telecoms Ltd Safety & Health Improvement Plan is reviewed
monthly at the ESB Telecoms Health & Safety Committee meeting and at
the ESB Telecoms Ltd Management meeting.
The ESB Telecoms Ltd. Safety Improvement Plan is reviewed at each
monthly management meeting during which any necessary changes
are agreed and programmed.
The ESB Telecoms Ltd. Safety & Health Improvement Plan is available in the SMS Sub-folder 4.2
4.3 Corporate Health and Safety Policies and Programmes
Health and Safety related Policies and other relevant ESB programmes which
are developed by ESB Corporate Centre, apply to ESB Telecoms Ltd. staff and
are implemented as required.
Details are contained within the ESB Telecoms Ltd Safety & Health
Improvement Plan in Section 4.2
Details of ESB Health Services are available on the ESB Intranet.
5 RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABILITY AND
AUTHORITY {Clause 4.4.1}
5.1 Overview
Section 5 covers the general roles and responsibilities for safety and health and
the resources available to the management team in discharging these
responsibilities.
Section 5 is supported by Folder SMS 5.
5.2 Roles and Responsibilities of the Management Team
The Management Representative with overall responsibility for ensuring health
and safety in ESB Telecoms Ltd. and for implementing the OHSAS 18001
Safety Management System is the Manager.
Health and Safety Policy Manual Page 16 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
These responsibilities are delegated by the Manager across the ESB Telecoms
Ltd. Management Team as identified within SMS 5.2.
The role of “competent person” under the Safety Health and Welfare at Work
Act 2005 is discharged by the Safety and Health Manager.
The roles and responsibilities of line management are reviewed at the
Annual Safety Management Review Meeting (see Section 14) during
which any necessary changes are agreed.
The roles and responsibilities of the ESB Telecoms Ltd. Management Team are set out in Sub-folder SMS 5.2
5.3 Responsibilities of Staff
ESB Telecoms Ltd. staff has a duty while at work to:
(a) Comply with relevant safety legislation, ESB safety rules and procedures.
(b) Take care of the safety health and welfare of themselves, of their fellow
workers and other persons who may be affected by their actions or
omissions at work.
(c) Ensure that they are not under the influence of an intoxicant to the extent
that they are a danger to themselves or others.
(d) To co-operate with ESB management and other persons as appropriate to
facilitate compliance with relevant safety legislation.
(e) Avoid acting in a manner that endangers the safety, health or welfare of
any other person.
(f) Attend training and undergo any necessary assessment relating to safety,
health or welfare.
(g) Make correct use of personal protective equipment, work equipment and
substances that are necessary for safety, health or welfare.
(h) Report all hazards and unsafe conditions to their line manager.
(i) Report all accidents and safety related incidents to their line manager.
5.4 Responsibility of Operators & Contractors
Operators or Contractors working for or on ESB Telecoms Ltd
telecommunication infrastructure have a duty while at work to:
(a) Comply with relevant safety legislation, ESB safety rules and procedures.
(b) Take care of the safety health and welfare of themselves, of their sub-
contractors and other persons who may be affected by their actions or
omissions at work.
(c) Ensure that they are not under the influence of an intoxicant to the extent
that they are a danger to themselves or others.
Health and Safety Policy Manual Page 17 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
(d) To co-operate with ESB management and other persons as appropriate to
facilitate compliance with relevant safety legislation.
(e) Avoid acting in a manner that endangers the safety, health or welfare of
any other person.
(f) Attend training and undergo any necessary assessment relating to safety,
health or welfare.
(g) Make correct use of personal protective equipment, work equipment and
substances that are necessary for safety, health or welfare.
(h) Report all hazards and unsafe conditions to ESB Telecoms Ltd.
(i) Report all accidents and safety related incidents to ESB Telecoms Ltd.
(j) Comply and co-operate with Project Supervisors
5.5 Resources
The activities of ESB Telecoms Ltd. are carried out by staff and/or contractors
supported by ESB staff and, for offices, ESB Business Services Centre
Management.
The resources available to ESB Telecoms Ltd. are reviewed at the Annual
Safety Management Review Meeting (see Section 14) during which any
necessary changes are agreed.
The ESB Telecoms Ltd staff & contractor resources are listed in Sub-folder SMS 5.5
6 COMPETENCE, TRAINING AND AWARENESS {Clause 4.4.2}
6.1 Overview
Section 6 covers the management of health and safety training in ESB Telecoms
Ltd.
Section 6 is supported by Folder SMS 6.
6.2 Management of Health and Safety Related Training
Health and safety related, and awareness, training of staff is managed and
recorded in accordance with the ESB Telecoms Ltd Training Procedure.
An evaluation of safety training is carried out as part of the Annual Safety
Management Review Meeting and includes an evaluation of the effectiveness of
the training carried out and an assessment of future training needs.
Health and Safety Policy Manual Page 18 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The effectiveness of safety related training is reviewed ahead of the Annual
Safety Management Review Meeting (see Section 14) during which training
needs over the following twelve months are identified and programmed.
The Procedure for Health and Safety Training is available in Sub-folder SMS 6.2
6.3 Records of Health and Safety Related Training
Records of safety related training for ESB staff are maintained on a Safety
Training Register maintained by the ESB Telecoms Ltd Safety Officer.
The Safety Training Register is available in Sub-folder SMS 6.3
6.4 ESB Competency Approvals
Individual staff members of ESB Telecoms Ltd are issued ESB Competence
Approvals based upon their work requirements, competence and training
records. The competency approval process is carried out in accordance with the
ESB Telecoms Ltd. Competency Approval procedure.
The Competency Approval Procedure is available in SMS Sub Folder 6.4
6.5 Contractor Records
The competencies, safety records and training records of our main contractors
are submitted to ESB Telecoms Ltd prior to a contract being awarded. During
the life of the contract the training records are updated on a three monthly basis.
The Contractor Records Procedure is available in Sub-folder SMS 6.5
7 COMMUNICATION, PARTICIPATION AND CONSULTATION {Clause 4.4.3}
7.1 Overview
Section 7 covers consultation, participation and communication on health and
safety issues through a range of measures including:
• Standard ESB Communication Systems
• Telecoms Health and Safety Committee.
• Telecoms Ltd. Safety Updates.
• Contractors’ Meetings.
• Communication with External Regulatory Bodies.
• Staff Safety Representative.
Health and Safety Policy Manual Page 19 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The effectiveness of safety consultation and communication is reviewed at
the Annual Safety Review Meeting (see Section 14) during which any
necessary action is identified and programmed.
Section 7 is supported by Folder SMS 7.
7.2 Telecoms Health and Safety Committee.
The role of the Telecoms Health and Safety Committee is to facilitate
consultation with staff and to assist in the continual improvement of health and
safety within ESB Telecoms Ltd.
Membership of the Telecoms Health and Safety Committee is drawn from all
main business operations, staff categories and Safety Representatives.
Membership of the ESB Telecoms Health & Safety Committee is detailed in the
Scope of the Safety & Health Committee document available in SMS Sub-
folder 7.2
Health & Safety Committee Meetings are held on a monthly basis.
Formal minutes are taken which record decisions taken, allocate responsibility
and record the required implementation date against all action items.
Telecoms Health and Safety Committee records are controlled under the ESB
Telecoms Ltd. Safety Management System.
Minutes of Health & Safety Meetings are held in the Meetings folder in the
Telecoms share drive
7.3 Safety & Health Alerts & Safety Updates
Safety & Health Alert/Updates are issued by the Safety and Health Manager,
Safety Officer or the Health & Wellbeing Coordinator.
These highlight specific safety and health issues to management, staff and
contractors in ESB Telecoms Ltd.
ESB Telecoms Ltd. Safety Alerts/Updates are contained in the Safety & Health Alert folder in the Telecoms share drive
7.4 Contractor & Operator Safety Meetings
Safety meetings are held on a regular basis between the ESB Telecoms Ltd’s
Safety Manager and the Safety Officers of their main contractors.
Health and Safety Policy Manual Page 20 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
Meetings are also held as required with Operators and/or their contractors where
a breach of ESB Telecoms Ltd safety procedures has occurred or where other
safety issues require action.
A contractor meeting schedule matrix is available in SMS Sub folder 7.4
Minutes of contractor meetings are contained in the Meetings folder in the Telecoms share drive
7.5 Communications with External Regulatory Safety Bodies
Formal written communications on safety related issues to or from regulatory
safety bodies such as the Health and Safety Authority are through the Safety
Manager ESB Telecoms Ltd.
Records of formal communication with External Regulatory Safety Bodies are in Sub-folder SMS 7.5
7.6 Staff Safety Representative
The Safety Representative has been selected by staff in accordance with the
local procedure. The main role of the Safety Representative is to represent staff
on safety, health and welfare issues and to act as a focal point for day-to-day
consultation with line management.
The procedure for selecting the Staff Safety Representative is in Sub-folder SMS 7.6
7.7 SMS 1 (Safety Statement) briefing
The Health and Safety Policy Document (SMS 1) is briefed to all ESB
Telecoms Ltd staff and main contractors on a yearly basis.
The SMS 1 Briefing procedure is contained in the Sub-folder SMS 7.7 Records of the SMS 1 Briefing is located in the Safety Statement Briefing folder in the Telecoms share drive.
Health and Safety Policy Manual Page 21 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
8 CONTROL OF DOCUMENTATION AND RECORDS {Clause 4.4.4, 4.4.5 and 4.5.3}
8.1 Overview
Section 8 covers the management of documents and records that support the
ESB Telecoms Ltd. Safety Management System (SMS). SMS documents are
contained or referenced in Folders SMS 1 to SMS 14 and held on the computer
local share drive \\headfop003v\Telecoms$\Safety\SMS
SMS documents are controlled under the ESB Telecoms Ltd. Safety
Management System.
Telecommunication site safety files are held within local site files the Safety
Extranet.
The safety files are available to authorised users via the web on
Legal and Other Requirements and Section 4 - Objectives and Improvement
Programmes.
Section 9 is supported by Folder SMS 9.
Health and Safety Policy Manual Page 22 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
9.2 Contractor Approval
All contractors that work on ESB Telecoms Ltd telecommunication sites must
be approved in accordance with the ESB Telecoms Ltd Contractor Approval
Procedure.
The Contractor Approval Procedure is available in SMS Sub Folder 9.2
9.3 Infrastructure Management
Construction work undertaken on ESB Telecoms Ltd telecommunication sites is
completed, where applicable, in compliance with the Safety Health and Welfare
at Work (Construction) Regulations SI 504 of 2006.
Infrastructure selection and contractor management is completed in accordance
with the ESB Telecoms Ltd Infrastructure Management procedure.
The Infrastructure Management procedure is available in SMS Sub Folder 9.3
Infrastructure team meetings are held on a weekly basis to review safety issues,
infrastructure programs and Contractor work submissions.
Minutes of Infrastructure Meetings are contained in the Meetings folder in the Telecoms share drive
9.4 Procedure & Work Aids
A number of Procedural Documents & Work Aids have been developed to
assist ESB Telecoms Ltd staff and contractors undertake operational activities
on ESB Telecoms Ltd sites.
A number of these work aids refer to various sections of the ESB Telecoms
Safety Guidelines and are also displayed in the Safety Extranet Risk controls
section.
The Procedure & Work Aid Register is available in Sub-folder SMS 9.4
9.5 Telecommunication Site Safety Files
The ESB Telecoms Ltd Safety Extranet holds records of site details, As
Built drawings, risk assessments and records of work activities undertaken
on ESB Telecommunication sites.
Within individual site files in the ESB Telecoms Ltd share drive records of
climb-downs, site surveys, maintenance and other associated safety records
are available.
Health and Safety Policy Manual Page 23 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The ESB Telecoms Ltd safety extranet is available on Telecoms Safety Logon
The ESB Telecoms Ltd site files are available in individual Site Folders in the ESB Telecoms Ltd. local share drive
9.6 Office Work Management
Routine maintenance activities and similar activities carried out on ESB
Telecoms Ltd offices and defined as construction work under the Safety Health
and Welfare at Work (Construction) Regulations SI 504 of 2006 are managed
through ESB Shared Services Facilities Management.
Any action required is considered at the Premises Group Meeting.
Minutes of Premises Group Meetings are held in the SMS Sub-folder 3.5
9.7 Driving Policy
Driving policies and programmes which are developed by ESB Corporate
Centre apply to ESB Telecoms Ltd. staff and are implemented as required.
ESB driving policies are located on the ESB Safe Driving Bureau web site.
10 EMERGENCY PREPAREDNESS AND RESPONSE {Clause 4.4.7}
10.1 Overview
Section 10 covers the provisions made for emergency management in ESB
Telecoms Ltd.
Section 10 is supported by Folder SMS 10.
10.2 Telecommunication Site Emergency Response Procedures
Emergency Response Procedure for ESB Telecoms Ltd.
Telecommunication sites are held in SMS Sub-Folder 10.2
Local Operational Procedures are reviewed ahead of the
Annual Safety Management Review Meeting (see Section 14)
during which any necessary action is identified and
programmed.
Health and Safety Policy Manual Page 24 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
The Emergency Response Procedures are also held in the ESB Telecoms Ltd Safety Extranet and a paper copy is located in the Safety Document Boxes on site.
10.3 Office Emergency Response Procedures
Emergency Response Procedures for ESB Telecoms Ltd. Head Office are
located in a Red Box situated out side the internal BG11b meeting room in
B Block, Head Office.
Fire Drills are carried out on a twice annual basis; any issues/actions arising
from these drills are monitored using the Health & Safety Action Tracker
(See SMS Section 12.2).
The Emergency Procedures are reviewed prior to the Annual Safety
Management Review Meeting (see Section 14) during which any necessary
action is identified and programmed.
The Head Office Emergency Procedures are available in SMS Sub-folder 10.3
11 PERFORMANCE MEASUREMENT AND MONITORING {Clause 4.5.1}
11.1 Overview
Section 11 covers performance measurement, evaluation of compliance and
monitoring during monthly Safety Monitoring Meetings. This complements the
measures undertaken in Section 3 - Legal Requirements, Section 13 - Audit and
Section 14 - Management Review.
In particular, measures to ensure compliance with applicable legislation and
other requirements are outlined in Section 3.2
The effectiveness of Safety Monitoring Meetings is assessed at the Annual
Safety Management Review Meeting (see Section 14) during which any
necessary action is identified and programmed.
Section 11 is supported by Folder SMS 11.
11.2 Safety Monitoring Meetings
Safety Monitoring Meetings of the ESB Telecoms Ltd. management or their
delegates are held monthly. These are convened by the Safety and Health
Health and Safety Policy Manual Page 25 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
Manager or a delegate and are normally attended by ESB Telecoms Ltd. Line
management or their delegates.
Meetings include:
• A review of any items arising from the previous Safety Monitoring Meeting
(Sub-folder SMS 11.2).
• An evaluation of performance against safety objectives and the local Safety
Improvement Plan (Folder SMS 4).
• Health and Safety Action Tracker (Sub-folder SMS 12.2) High and Medium
non-conformance or corrective/ preventive actions:
o arising from OHSAS internal or external audits (Sub-Folders SMS 13.2
& SMS 13.3).
o arising from Behavioural Audits (Sub-folder SMS 13.4), &
Telecommunication Site Audits (Sub-folder SMS 13.5).
o arising from accidents (Sub-folder SMS 12.3) or safety related incidents
(Sub-folder SMS 12.4).
• Significant issues arising from risk assessment (Folder SMS 2).
• Any necessary action arising from new Safety Alerts or Updates (Sub-folder
SMS 7.4).
• Any follow-up items from the Annual Safety Management Review Meetings
(Sub-folder 14.2).
• Any necessary action arising from changes to Health and Safety Legislation
as communicated by the Safety and Health Manager or Officer (Sub-folder
SMS 3.2).
Responsibility for actions arising is allocated to named persons along with a
completion date.
A formal record of the Safety Monitoring Meetings is contained in Sub-folder SMS 11.2
11.3 Non Ionising Radiation Checks
Emission tests are carried out once per calendar year on ESB Telecoms Ltd
telecommunication sites to ensure that emission levels are in compliance with
the International Commission of Non Ionising Radiation (ICNIRP) guidelines.
The Emission Testing Register is located in the RF folder in the Telecoms share drive.
Health and Safety Policy Manual Page 26 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
Section 12 covers the reporting, recording and investigation of Minor
Accidents, Lost Time Accidents, Reportable Accidents, Near Misses, Unsafe
Conditions and Dangerous Occurrences, the identification of Non-conformity
and Corrective and Preventive Actions.
The ESB Corporate Safety Incident Reporting Policy is held in Sub Folder SMS 12.1. The identification of Non-conformity is also covered in Section 13 Audit.
Accident/incident trends and the effectiveness of accident and incident
reporting, recording, investigation are reviewed prior to the Annual Safety
Management Review Meeting (see Section 14) during which any necessary
corrective/preventive action is identified and programmed.
Section 12 is supported by Folder SMS 12.
12.2 Non-conformity, Corrective and Preventive Action
(Health and Safety Action Tracker)
Non-conformity is defined as any deviation from work standards, practices,
procedures, regulations, management system performance, etc., that could either
directly or indirectly lead to injury or illness, property damage, damage to the
workplace environment, or a combination of these.
Corrective and preventive actions are detailed and tracked on the Health and
Safety Action Tracker spreadsheet. These preventive/corrective actions are
initiated by the staff member or third party raising the non-conformity and
tracked by the Safety and Health Manager.
Progress on closing out non-conformities is managed and communicated at the
monthly Safety Monitoring Meetings and the Annual Management Review
Meeting.
Corrective and preventive actions are reviewed through risk assessment prior to
implementation.
The Health and Safety Action Tracker is held in Sub-folder SMS 12.2.
Health and Safety Policy Manual Page 27 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
12.3 Accident Reporting and Register
ESB Staff shall report Minor, Lost Time and Reportable Accidents to the ESB
Telecoms Ltd Safety Officer and they shall be noted on a PD1040 form,
Contractors shall report Minor, Lost Time and Reportable Accidents in a
written format.
All reports shall be recorded through the Corporate Accident Recording
System (CARS).
These are included in monthly Health and Safety Updates (See SMS Section
7.4).
All Lost Time Accidents are reported to the Chief Executive and the Senior
Management Team by the ESB Telecoms Safety Officer within 24 hours &
recorded in CARS within 48 hours.
The Accident Investigation & Reporting procedure is available in the Work Aid folder in the Telecoms share drive
Corrective and preventive actions arising from Minor, Lost Time and
Reportable Accidents are identified, reviewed through risk assessment prior to
implementation and completed.
Corrective/Preventive Actions arising are added to the Health and Safety Action Tracker held in Sub-folder SMS 12.2.
12.4 Near Misses, Unsafe Conditions and Dangerous Occurrences
Near Misses, Unsafe Conditions and Dangerous Occurrences in ESB Telecoms
Ltd. can be reported to the Safety and Health Manager verbally or in writing. In
addition, Near Miss Cards are held locally and are submitted to the Safety and
Health Manager for review at the next Safety Monitoring Meeting.
Dangerous occurrences are reported to the Health and Safety Authority by the
Safety and Health Manager or by the relevant Contractor for site based
occurrences.
These Contractor Reports are copied to the ESB Telecoms Ltd Safety and
Health Manager.
Corrective and preventive actions arising from Minor, Lost Time and
Reportable Accidents are identified, reviewed through risk assessment prior to
implementation and completed.
The Near Miss Reporting Procedure is located in the Work Aid folder in the Telecoms share drive. Corrective/Preventive Actions arising are added to the Health and Safety Action Tracker held in Sub-folder SMS 12.2
Health and Safety Policy Manual Page 28 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
12.5 Good Catch
A Good Catch is a situation where a worker has, by applying correct work
procedures, identified a hazard and acted accordingly to ensure the work
was completed safely or a situation where a worker, through high safety
awareness, recognised a hazard and acted to ensure the hazard was
eliminated or controlled to protect themselves and others.
Good Catches in ESB Telecoms Ltd. can be reported to the Safety and Health
Manager verbally or in writing.
Corrective and preventive actions arising from Good Catches are identified,
reviewed through risk assessment prior to implementation and completed.
Corrective/Preventive Actions arising are added to the Health and Safety Action Tracker held in Sub-folder SMS 12.2
.
13 AUDIT {Clause 4.5.5}
13.1 Overview
Section 13 covers the programme of internal and external safety audits carried
out as part of the ESB Telecoms Ltd. Safety Management System. The primary
objective of such audits is the identification of non-conformity thereby
facilitating corrective/preventive action. Independent assurance that the
Telecoms Ltd. Safety Management System meets the requirements of OHSAS
18001 is also obtained.
Section 13 is supported by Folder SMS 13.
13.2 External OHSAS 18001 Audits
Compliance with OHSAS 18001 is assured by the following auditing
programme:
• OHSAS 18001 re-certification audits of the ESB Telecoms Ltd. Safety
Management System every 3 years.
Corrective/preventive actions are reviewed prior to the Annual Safety
Management Review Meeting (see Section 14) during which any
necessary action is identified and programmed
Health and Safety Policy Manual Page 29 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
• OHSAS 18001 surveillance audits of the ESB Telecoms Ltd. Safety
Management System every 12 months.
These audits are conducted by an independent OHSAS 18001 accredited
auditor.
The results of any OHSAS 18001 re-certification or surveillance audits carried
out in the past 3 months are assessed at each monthly Safety Monitoring
Meeting (Section 11.2) during which any necessary corrective/preventive action
is identified and programmed. Re-certification and surveillance audits planned
for the next 3 months are also identified.
The results of any OHSAS 18001 re-certification or surveillance audits
carried out in the past year are assessed at each Annual Management Review
Meeting (Section 14) during which any necessary corrective/preventive
action is identified and programmed.
OHSAS 18001 re-certification and surveillance audits are recorded on Sub-folder SMS 13.2
13.3 Internal OHSAS 18001 Audits
Internal Safety Audits of selected areas of the ESB Telecoms Ltd. Safety
Management System are carried out in support of the OHSAS 18001 re-
certification and surveillance audits. These are conducted in accordance with
the local Internal Audit Procedure by persons who are independent of the
function being audited.
The scheduling of audits is prioritised based on previous risk assessments and
audits. These audits form part of the evaluation of compliance with legal and
other requirements. Nonconformity and corrective/preventive actions are
managed using the Health and Safety Action Tracker as outlined in SMS
Section 12.2.
The results of Internal Safety Audits carried out in the past 3 months are
assessed at each monthly Safety Monitoring Meeting (Section 11.2) during
which any necessary corrective/preventive action is identified and programmed.
The results of Internal Safety Audits carried out in the past year are assessed
at each Annual Management Review Meeting (Section 14) during which any
necessary corrective/preventive action is identified and programmed.
The Internal Audit Procedure is in Sub-folder SMS 13.3.
The Internal OHSAS 18001 Safety Audit Schedule and the audit results are also contained in Sub-folder SMS 13.3
Health and Safety Policy Manual Page 30 of 32 SMS 1 Version: 3.0 Approved: 7th November 2012
ESB Telecoms Ltd. Safety Management System
Review: 12 monthly
Check the appropriate SMS Folder on the Local Share Drive to verify that this is the latest version prior to use
13.4 Behavioural Safety Audits
Behavioural audits of activities and persons working on ESB Telecoms Ltd.
locations are carried out by local staff and other managers from ESB. These
audits are carried out in accordance with a Schedule maintained by the Safety
and Health Manager and concentrate on:
• reinforcing good health and safety behaviour,
• improving commitment to health & safety and best practice,
• and communicating core health and safety values.
Audits are measured against the objectives set out in the Local Safety
Improvement Plan.
On completion of the audit the auditor inputs the results to the Corporate Safety