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Health and safety

Version 1.0 (Comprehensive Extended Version) · In force from 1st February 2026 · Next review 1st February 2027

1. Statement of Intent

Creating a strong and embedded health and safety culture starts with a clear, shared purpose. At Kinect Community CIC, we establish a vision where health and safety is not merely a compliance task but a core safeguarding function. We are committed to protecting participants of all ages, staff, visitors, and contractors from harm.

This policy frames every decision we make regarding our environment, risk management, and welfare. We apply the same level of accountability and vigilance to health and safety as we do to child and adult protection. Our objective is to minimise risks through proactive planning and management, ensuring:

  • A safe and healthy working and learning environment for all.
  • Appropriate supervision, training, and instruction for every activity.
  • Systematic risk assessments that are regularly reviewed and updated.
  • Transparent reporting and investigation of all accidents and incidents.
  • Clear communication and regular practice of emergency procedures.

We operate in full compliance with the Health and Safety at Work etc. Act 1974 and all relevant statutory regulations, providing confidence to our commissioners, participants, and the wider community.

2. Definitions

To ensure effective implementation, Kinect Community CIC maintains a shared understanding of key terms:

  • Hazard: Anything with the potential to cause harm, including injury, ill-health, or damage to property and the environment.
  • Risk: The combination of the likelihood that a hazard will cause harm and the severity of that harm.
  • Reasonably Practicable: The process of balancing the level of risk against the time, cost, and effort required to implement control measures.
  • Competent Person: An individual with sufficient training, experience, and knowledge to carry out a specific task safely and effectively.
  • RIDDOR: The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, which govern statutory notifications to the Health and Safety Executive (HSE).
  • Near-Miss: An unplanned event that did not result in injury, illness, or damage—but had the potential to do so.

Our health and safety arrangements are anchored in national legislation and guidance, ensuring our procedures are legally robust and current. We comply with:

  • Health and Safety at Work etc. Act 1974.
  • Management of Health and Safety at Work Regulations 1999.
  • RIDDOR 2013 (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations).
  • Control of Substances Hazardous to Health (COSHH) 2002.
  • Regulatory Reform (Fire Safety) Order 2005.
  • Workplace (Health, Safety and Welfare) Regulations 1992.
  • Provision and Use of Work Equipment Regulations (PUWER) 1998.
  • Equality Act 2010 (ensuring safety measures are inclusive and accessible).

4. Roles and Responsibilities

4.1 Organisation Lead / Directors

  • Hold overall responsibility for ensuring adequate health and safety arrangements and resources.
  • Approve the risk management strategy and monitor compliance through regular reporting.
  • Ensure that sufficient budget is allocated for safety equipment, maintenance, and training.

4.2 Health & Safety Lead / Officer

  • Coordinates the development and review of the H&S policy and procedures.
  • Manages the compliance calendar, ensuring statutory checks (e.g., fire, water, electricity) are completed.
  • Leads on incident investigations and coordinates emergency drills and staff training.

4.3 All Staff and Volunteers

  • Must take reasonable care for their own health and safety and that of others.
  • Follow all risk assessments and safe systems of work provided by the organisation.
  • Report any hazards, defects, or "near-misses" immediately to the H&S Lead.
  • Model safe behaviour at all times, especially when working with children and vulnerable adults.

4.4 Participants (All Ages)

  • Expected to follow safety instructions and use equipment only as trained and supervised.
  • Encouraged to report any hazards or concerns to staff without delay.
  • Take responsibility for their own behaviour to ensure a safe environment for everyone.

5. Health & Safety Culture and Communication

Health and safety is embedded into our everyday practice through:

  • Weekly Briefings: Including H&S updates alongside safeguarding headlines.
  • Consultation: Termly H&S meetings where staff can provide feedback and review trends.
  • Visual Communication: Clear signage, evacuation routes, and safety notices displayed in all communal areas.
  • Open Door Policy: Clear escalation routes for reporting hazards or suggesting safety improvements without fear of retribution.

6. Risk Management and Assessments

We adopt a systematic, tiered approach to risk management: 1. Generic Risk Assessments: Covering standard environments like classrooms, kitchens, and circulation areas. 2. Task-Specific Assessments: For higher-risk activities such as workshops, practical subjects, or maintenance work. 3. Individual Assessments: For participants with specific medical, behavioral, or SEND needs (PEEPs and IHCPs). 4. Dynamic Risk Assessments (DRA): Conducted by staff on the spot to respond to changing conditions (e.g., weather or participant behavior).

All written assessments follow the standard format: Identify Hazard → Assess Risk → Implement Controls → Review Effectiveness.

7. Training, Induction and Competence

We invest in our people to ensure safety is maintained at all levels:

  • Induction: Every new staff member receives a full H&S induction before starting duties.
  • Core Training: Annual fire awareness, first-aid, manual handling, and COSHH training.
  • Role-Specific Training: Including machinery operation (PUWER), food hygiene, and minibus driver competency.
  • Competence Monitoring: A Training Matrix is maintained to track expiry dates and schedule refreshers.

8. Accident, Incident and Near-Miss Reporting

  • Immediate Response: Staff must first make the area safe and provide necessary first aid.
  • Recording: All incidents must be recorded on the same day using the internal Accident/Near-Miss form.
  • Investigation: The H&S Lead will investigate significant incidents to identify root causes and prevent recurrence.
  • RIDDOR: We will report all notifiable events (e.g., specified serious injuries) to the HSE within the statutory timeframes.
  • Learning: Findings from investigations are shared (anonymously) with the team to improve practice.

9. First Aid and Medical Needs

  • Provision: At least one qualified First Aider is on site whenever participants are present.
  • Equipment: First-aid kits are strategically located and inspected monthly.
  • Medical Plans: Individual Health Care Plans (IHCPs) are developed for participants with known medical conditions.
  • Medication: Stored securely and administered only by trained staff, with all doses recorded and witnessed.

10. Fire Safety, Lockdown and Emergency Evacuation

  • Fire Drills: Conducted at least termly, using different scenarios and exit routes.
  • Lockdown Drills: Conducted annually to ensure staff and participants know how to respond to external threats.
  • Equipment: Fire alarms and extinguishers are professionally serviced annually and checked weekly by the H&S Lead.
  • PEEPs: Personal Emergency Evacuation Plans are in place for any individual who may require assistance to exit the building.

11. Premises, Equipment and Environment

  • Statutory Checks: We ensure regular professional inspections of gas safety, electrical wiring, water hygiene (Legionella), and fire systems.
  • PAT Testing: All portable electrical appliances are tested annually; staff must perform a visual check before use.
  • COSHH: A full inventory of hazardous substances is maintained. Chemicals are stored in locked, labelled cabinets with relevant Safety Data Sheets (SDS) available.
  • Housekeeping: We maintain high standards of cleanliness and ensure all traffic routes are kept clear of obstructions.

12. Safe Working Practices

12.1 Lone Working

Avoided where possible. When necessary, a specific lone-working assessment is completed, and a "buddy" check-in system is used.

12.2 Manual Handling

Staff are trained to avoid hazardous lifting. Mechanical aids are provided for heavy loads, and staff must not attempt lifts beyond their personal capability.

12.3 PPE (Personal Protective Equipment)

Provided free of charge where risks cannot be controlled by other means. Staff and participants are trained in the correct fitting and care of PPE.

13. Curriculum, Workshops and Off-Site Activities

  • Practical Safety: Students receive a safety briefing before any practical task (e.g., cooking, art, or workshops).
  • Off-Site Visits: Follow a rigorous approval process, including site-specific risk assessments, staff-to-participant ratios, and emergency contact planning.
  • Transport: All vehicles used for transport must be roadworthy, insured for business use, and driven by competent, vetted individuals.

14. Contractors, Visitors and Site Security

  • Site Security: We maintain a single point of entry. All visitors must sign in, provide ID, and wear a visible badge.
  • Contractor Management: Contractors must provide their own Risk Assessments and Method Statements (RAMS) and receive a site safety induction before work begins.
  • Segregation: Work areas are isolated from participants whenever possible, and major works are scheduled outside of activity hours.

15. Record Keeping and Data Protection

Kinect Community CIC maintains comprehensive records as evidence of our "active" safety culture:

  • Compliance Calendar and Statutory Certificates.
  • Signed Risk Assessments and Training Matrix.
  • Accident Book and RIDDOR reports.
  • Fire Drill Logs and Weekly Equipment Checks.

All records containing personal or medical data are stored securely in accordance with UK GDPR.

16. Monitoring, Audit and Review

  • Termly Reports: The H&S Lead provides a summary of incidents and compliance to the Directors.
  • Annual Audit: A full site safety audit is conducted annually to identify areas for improvement.
  • Policy Review: This policy is reviewed annually or sooner if there are significant changes to legislation or our operations.

This policy should be read alongside:

  • Safeguarding Policy (Children and Adults).
  • Staff Code of Conduct.
  • Off-Site Visits and Trips Policy.
  • First Aid and Medication Policy.

Kinect Community CIC Prioritising safety, protecting our community.

Questions about this policy? Email contact@kinectcommunity.org.