HR02 - Health and Safety Policy and Procedure

Health and Safety - Risk Assessment

HEALTH AND SAFETY POLICY AND PROCEDURE

Last Reviewed Last Amended Next Planned Review in 12 months, or

13 Apr '21 13 Apr '21 sooner as required.

Changes are important, but urgent implementation is not

Business impact
required, incorporate into your existing workflow.
MEDIUM IMPACT

Reason for this review Scheduled review

Were changes made? Yes

This is an overarching policy and will support staff to meet their legal health and safety
obligations. It has been reviewed and changes made across the content to wording,
Summary:
amendment of sentences, paragraphs and section structures. No material change in effect.
References also updated to ensure they remain current.

• The Care Act 2014

• Civil Contingencies Act 2004
• The Electricity at Work Regulations 1989
• The Food Safety and Hygiene (England) Regulations 2013
• The Gas Safety (Installation and Use) Regulations 1998
• The Hazardous Waste (England and Wales) Regulations 2005
• Health and Safety at Work etc. Act 1974
Relevant legislation: • The Health and Safety (First Aid) Regulations 1981
• Management of Health and Safety at Work Regulations 1999
• The Manual Handling Operations Regulations 1992
• The Regulatory Reform (Fire Safety) Order 2005
• The Workplace (Health, Safety and Welfare) Regulations 1992
• The Health and Safety (Miscellaneous Amendments) Regulations 2002
• The Control of Substances Hazardous to Health Regulations 2002
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)

• Author: HSE, (2020), Workplace Health and Safety Standards. [Online] Available from:
https://www.hse.gov.uk/healthservices/hswpg.htm [Accessed: 13/4/2021]
• Author: HSE, (2020), Who regulates health and social care. [Online] Available from:
Underpinning https://www.hse.gov.uk/healthservices/arrangements.htm [Accessed: 13/4/2021]
knowledge - What have • Author: HSE, (2015), Guidance on Domiciliary Care and Section 51 of the Health and
we used to ensure that Safety at Work etc Act (HSWA). [Online] Available from:
the policy is current: https://www.hse.gov.uk/foi/internalops/sims/pub_serv/071105.htm [Accessed:
13/4/2021]
• Author: HSE, (2021), Health and social care services. [Online] Available from:
https://www.hse.gov.uk/healthservices/index.htm [Accessed: 13/4/2021]

• Encourage sharing the policy through the use of the QCS App
Suggested action: • Ensure the policy is discussed in planned supervision sessions with relevant staff
• Ensure relevant staff are aware of the content of the whole policy

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QCS have undertaken an equality analysis during the review of this policy. This statement is
Equality Impact a written record that demonstrates that we have shown due regard to the need to eliminate
Assessment: unlawful discrimination, advance equality of opportunity and foster good relations with
respect to the characteristics protected by equality law.

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1. Purpose

1.1 To set out the approach adopted by Maryland Care Agency Limited to fulfil their legal duties and health
and safety obligations.
1.2 To identify the roles and outline individual responsibilities within Maryland Care Agency Limited for the
effective management and monitoring of the requirements of the Health and Safety at Work Act 1974 and
its subordinate legislation.
1.3 To support Maryland Care Agency Limited in meeting the following Key Lines of Enquiry:
Key Question Key Lines of Enquiry

S2: How are risks to people assessed and their safety monitored and
SAFE managed so they are supported to stay safe and their freedom is
respected?

SAFE S6: Are lessons learned and improvements made when things go wrong?

W2: Does the governance framework ensure that responsibilities are clear
WELL-LED and that quality performance, risks and regulatory requirements are
understood and managed?

W4: How does the service continuously learn, improve, innovate and
WELL-LED
ensure sustainability?

1.4 To meet the legal requirements of the regulated activities that {Maryland Care Agency Limited} is
registered to provide:
 The Care Act 2014

 Civil Contingencies Act 2004

 The Electricity at Work Regulations 1989

 The Food Safety and Hygiene (England) Regulations 2013

 The Gas Safety (Installation and Use) Regulations 1998

 The Hazardous Waste (England and Wales) Regulations 2005

 Health and Safety at Work etc. Act 1974

 The Health and Safety (First Aid) Regulations 1981

 Management of Health and Safety at Work Regulations 1999

 The Manual Handling Operations Regulations 1992

 The Regulatory Reform (Fire Safety) Order 2005

 The Workplace (Health, Safety and Welfare) Regulations 1992

 The Health and Safety (Miscellaneous Amendments) Regulations 2002

 The Control of Substances Hazardous to Health Regulations 2002

 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)

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2. Scope

2.1 The following roles may be affected by this policy:

 All staff

2.2 The following Service Users may be affected by this policy:

 Service Users

2.3 The following stakeholders may be affected by this policy:

 Family

 Advocates

 Representatives

 Commissioners

 External health professionals

 Local Authority

 NHS

3. Objectives

3.1 To ensure that Maryland Care Agency Limited has a written statement of general policy, as required by
the Health and Safety at Work etc. Act 1974, and to ensure that this is reviewed annually by Mary Nyarko
Antwi.
3.2 This policy and procedure will be read alongside all of the health and safety policies, procedures and
supporting documentation at Maryland Care Agency Limited.

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4. Policy

4.1 Maryland Care Agency Limited recognises that it has a responsibility to ensure that reasonable
precautions are taken to provide and maintain working conditions which are safe, healthy and comply with
all statutory requirements and codes of practice relating to its activities.
4.2 Statement of Intent
Maryland Care Agency Limited acknowledges and accepts the responsibilities placed on it as an 'Employer'
by the Health and Safety at Work etc. Act 1974 and other relevant legislation. Maryland Care Agency
Limited considers that a safe and healthy working environment is a prerequisite to achieving the safe, high-
quality Care and a safe working environment for our staff and those who work on our behalf.
Maryland Care Agency Limited will provide and maintain a healthy and safe working environment to
minimise the number of instances of occupational accidents, incidents, illnesses and near misses. Through
the implementation of the Health and Safety Policy, Maryland Care Agency Limited is committed to the
following objectives:
 To provide, as far as reasonably practicable, a safe and healthy working environment, safe premises
and facilities for staff, Service Users, contractors and others who work on our behalf
 Maintaining the workplace in a safe condition and providing adequate facilities and arrangements for
welfare at work
 The provision and maintenance of equipment and systems of work that are safe
 Arrangements for ensuring safety in connection with the use, handling, storage and transport of
articles and substances are in place
 Providing information, instructions, training and supervision as is necessary to ensure the health and
safety at work for its employees and other persons
 Health and safety policy, standards and management systems (including procedures and work
instructions) will be defined, documented, implemented and maintained
 Creating for staff, as far as is practicable, a working environment where potential work-related
stressors are avoided, minimised or mitigated through good management practices, effective human
resources policies and staff development
 Ensuring, as far as reasonably practicable, that risks associated with travel by staff for Maryland Care
Agency Limited are appropriately managed
 Making sure that all staff are aware of their health and safety responsibilities and know what is
expected of them and what they must do to discharge the responsibilities assigned to them
 Providing access for staff to appropriate training and development to enable them to discharge
competently the responsibilities assigned to them
 Having an effective system for communicating and consulting on health and safety matters and
securing the co-operation of staff, Service Users and commissioners in implementing the Health and
Safety Policy and Procedure
 To have in place arrangements to plan, implement, monitor and review measures to address risks
arising from the activities of Maryland Care Agency Limited
 To strive to continuously improve the health and safety performance at Maryland Care Agency Limited
 Ensuring the appointment of a competent person to support Maryland Care Agency Limited in meeting
its statutory health and safety duties
 To provide sufficient resources with which Maryland Care Agency Limited can effectively discharge
their duties in maintaining a healthy and safe working environment for all who work and live in the
premises of Maryland Care Agency Limited
4.3 Maryland Care Agency Limited will review its health and safety systems and procedures at least
annually to ensure that they reflect legal responsibilities associated with applicable:
 HSE laws, regulations, approvals, licences and other legal requirements
 International, national and regional standards
 Industry codes and best practice

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 Contractual requirements
 Expectations of regulators and other key stakeholders
Systems and procedures will be made available to those working for and on behalf of Maryland Care
Agency Limited so that they are aware of their individual health and safety obligations.
A health and safety management structure is implemented to support the delivery of health and safety
policies, systems, objectives and targets, to review health and safety performance and respond to health
and safety incidents.
4.4 Maryland Care Agency Ltd is charged with implementing this policy by use of a suitable safety
management system.
Mary Nyarko Antwi seeks and expects the full co-operation and support of Maryland Care Agency Limited
to ensure that the Health and Safety Policy and the arrangements that are put in place to support the
objectives of the policy are implemented effectively.
Mary Nyarko Antwi will have day-to-day responsibility for ensuring compliance with this policy.
The Health and Safety Policy ‘Statement of Intent’ at Maryland Care Agency Limited will be ratified and
signed by Maryland Care Agency Ltd. This signifies the commitment of Maryland Care Agency Limited to
ensuring that the successful management of health and safety is of paramount importance within Maryland
Care Agency Limited.
A copy of the Health and Safety Policy ‘Statement of Intent’ is displayed in a prominent location at Maryland
Care Agency Limited and will be reviewed at least annually.
4.5 Health and Safety Responsibilities in Maryland Care Agency Limited
Executive
 Maryland Care Agency Ltd is responsible for safety in Maryland Care Agency Limited and will monitor
the Health and Safety Policy and Procedure on a regular basis
 Maryland Care Agency Ltd is sufficiently informed on health and safety matters to ensure that sufficient
resources are available to provide any health and safety equipment, clothing, information and training
for employees in order, as far as is reasonably practicable, to achieve and maintain high health and
safety standards
4.6 Safety Officer
The Safety Officer is Registered Manager, unless indicated otherwise by a notice on the main
staff noticeboard of Maryland Care Agency Limited. The responsibilities of Registered Manager are to:
 Maintain safety records
 Ensure staff and Service User risk assessments are in place, proportionate and up to date
 Investigate accidents, incidents and near misses, with a view to the prevention of future occurrences
 Record and monitor accident, incident and near miss statistics
 Keep a watching brief on changing safety legislation
 Report directly to Mary Nyarko Antwi of Maryland Care Agency Limited on matters of health and safety
 Ensure that the obligations of Maryland Care Agency Limited with respect to assessment, control and
monitoring of hazardous substances are met
 Ensure that the recording of specified incidents is carried out in accordance with RIDDOR (Reporting of
Injuries, Diseases and Dangerous Occurrences Regulations 2013), by ensuring that the Accident and
Incident Reporting Policy and Procedure is followed and that all accidents are recorded, using the form
attached to that policy
 Ensure that Newham Council is informed of any accidents or incidents involving Service Users that
meet their local reporting requirements
 Ensure that the CQC is notified in line with statutory reporting requirements
4.7 Team Manager (where this differs from the Registered Manager)
Where there are no designated team managers, Mary Nyarko Antwi fulfils this role. Team managers have
the responsibility to provide leadership and to promote responsible attitudes towards health and safety.
A team manager will:
 Ensure that each new employee is given induction training, including the precautions and procedures
appropriate to their specific jobs. All new members of staff will be shown the location of first aid boxes,
fire exits and firefighting equipment

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 Ensure that all staff are aware of the Health and Safety Policy and Procedure, have access to the QCS
Online system and are aware of the QCS Mobile App
 Keep up to date with health and safety matters applicable to the operations of Maryland Care Agency
Limited
 Investigate all accidents with the assistance of Mary Nyarko Antwi, with a view to the prevention of
further occurrences
 Ensure that good housekeeping standards are applied
 Periodically review all new and existing equipment with reference to mechanical and operational safety
and, in particular, the location of all equipment, bearing in mind all health and safety factors. This
includes equipment within the Service User's home
 Carry out regular safety checks and audits
4.8 Supervisors
Supervisors have the responsibility to provide leadership and to promote responsible attitudes towards
health and safety. Supervisors must ensure that all tasks carried out in their sections are performed with
the utmost regard for the health and safety of all those involved.
Accidents must be reported immediately to the Team Manager or Mary Nyarko Antwi. Particular regard will
be paid to:
 Equipment and its usage to ensure that it is safe and does not endanger health
 The provision of safety arrangements for the handling, storage and movement of materials, equipment
and substances
 Supplying sufficient information, instructions, training and supervision to enable staff to avoid hazards
and contribute positively to their own health and safety at work
 Inspecting, on a regular basis, equipment such as lighting, passageways, fire alarms, fire escapes, fire
extinguishers, first aid facilities and work practices, in order to ensure their efficiency and maintenance
 Ensuring that staff and visitors are aware of emergency procedures, and that Personal Emergency
Evacuation Plans (PEEPs), if required, are written and practised
4.9 Staff
Employees have duties under the Health and Safety at Work etc. Act 1974 and will:
 Do everything they can to prevent injury to themselves, fellow staff and others affected by their actions
or omissions at work
 Follow company procedures, in particular, to report any incidents which have or may have led to injury
or damage. To neglect this responsibility can lead to prosecution by the Health and Safety Executive
 Inform their line manager of any work situation where there is a serious and/or immediate danger to
staff and to identify any shortcomings in the health and safety arrangements for protecting staff and
others
 Report conflict between the demands of safety and their job and will raise the matter immediately with
their supervisor
 Check that work areas and equipment are safe prior to use, and use any work equipment in
accordance with the training and instructions provided, bringing to the notice of managers any
defective equipment which may cause an incident
 Dress in line with the Appearance Policy and Procedure and appropriately for their working
environment and their work activities
 To follow the Lone Working Policy and report any personal safety concerns to Maryland Care Agency
Limited
 Ensure that they understand the system at Maryland Care Agency Limited for reporting incidents,
accidents and other health and safety risks, and that they use these systems when necessary and to
ensure that they read, understand and follow all appropriate health and safety policies, procedures
and other documentation at Maryland Care Agency Limited, and attend scheduled training sessions
4.10 Health and Safety Poster
Maryland Care Agency Limited will display a Health and Safety Poster and ensure it is kept up to date.
Registered Manager, as the Health and Safety Officer, will have their name clearly displayed.

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4.11 First Aid

Maryland Care Agency Limited have undertaken an assessment of first aid needs and provided sufficient
equipment and suitably trained personnel accordingly at Maryland Care Agency Limited.

5. Procedure

5.1 Risk and Hazard Management

 Risk assessments will be carried out to evaluate and adequately control hazards, to ensure the health,
safety and welfare of staff and others who may be affected by the work activities of Maryland Care
Agency Limited
 Risk assessments will be recorded on the appropriate Maryland Care Agency Limited document in
accordance with the Risk Assessment Policy and Procedure at Maryland Care Agency Limited
 Arrangements will be made for putting into practice the preventative and protective measures that
follow on from the risk assessment
 Risk assessments will be regularly monitored and reviewed to ensure they remain suitable and
sufficient. They are updated in accordance with legislative and contractual requirements, standards
and codes of practice
 The outcomes of risk assessments will be readily available and communicated to staff. Staff receive
instructions and training associated with the level of risk identified and the control measures taken to
prevent or control risks
 Service Users and employees are involved in the development of risk assessments and Maryland Care
Agency Limited will seek their feedback and act on any concerns
 Risk assessments in relation to Service Users will be kept in the Service User's home and staff infor med
of their location
5.2 Accident and Incident Reporting
 In the event of an accident/incident, staff will ensure that a detailed entry of the event is recorded on an
accident form and will notify their line manager who will subsequently determine, in conjunction with the
Health and Safety Committee at Maryland Care Agency Limited, where appropriate, if notification is
required under The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations
(RIDDOR) 2013
 Where an accident/incident has occurred, it is necessary to carry out a review of the risk assessment
of the task being undertaken at the time, to ascertain if additional precautions, an alteration to the
method of work or additional control measures are necessary. This must be written down and the
conclusions clearly defined and acted upon
 As a learning organisation, Maryland Care Agency Limited will use the information to prevent re-
occurrences, where reasonably practicable
 If an accident, incident or near miss involves a Service User, Newham Council's Safeguarding Team will
be informed as will the CQC. Maryland Care Agency Limited will be aware of their requirements in
relation to the Duty of Candour.
5.3 Monitoring Compliance and Effectiveness

Line managers will undertake ongoing monitoring to ensure staff compliance with the policy, with
observations for improvement passed to Mary Nyarko Antwi for review.

The policy document itself will be reviewed by Mary Nyarko Antwi and Maryland Care Agency Ltd on an
annual basis. The effectiveness of this policy will also be monitored by the Health and Safety Committee at
Maryland Care Agency Limited. This review may include:
 Audit
 Risk Assessment
 Systematic inspections
 Incident and accident statistics

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 Sickness and ill health statistics

 Risk registers
Items identified as requiring significant amendment will be referred for authorisation before being actioned
to Maryland Care Agency Ltd who is responsible for health and safety on behalf of Maryland Care Agency
Limited.
5.4 Health and Safety Policies and Procedures
Maryland Care Agency Limited will ensure that staff have access to the Health and Safety Policies at
Maryland Care Agency Limited via the QCS system and are aware of the QCS mobile app as a way of
accessing policies and procedures. These policies will be reviewed by Mary Nyarko Antwi to ensure they
dovetail with both the procedures at Maryland Care Agency Limited and any local or contractual
procedures.
Care Workers will be provided with a Staff Handbook when they start work with Maryland Care Agency
Limited and all staff will undertake an induction which will include Health and Safety training, policies and
procedures. Maryland Care Agency Limited will follow the Care Certificate standards for new care staff.

6. Definitions

6.1 Risk Assessment

 A risk assessment identifies all significant risks associated with a company's operations through
considering the likelihood and consequences of any harm that may occur as a result of contact with the
hazard. A risk assessment also considers how this risk will be managed to reduce the risk of harm
arising
6.2 Safe System of Work
 This is a safe method of carrying out a task, a bit like a step by step guide to safe working practices.
Not all tasks can eliminate harm completely. However, by having a safe system of work in place, the
likelihood of harm is greatly reduced through various control measures
6.3 As Far as Reasonably Practicable
 This refers to the degree of risk in a particular activity or environment which can be balanced against
the time, trouble, cost and physical difficulty of taking measures to avoid the risk
6.4 Competent Person
 A competent person is someone who has sufficient skills, knowledge and experience to complete the
task
6.5 Hazard
 A hazard is anything that has the potential to cause harm, e.g. chemicals, electricity, working from
ladders, noise etc.

Key Facts - Professionals

Professionals providing this service should be aware of the following:

 Health and Safety is everybody's responsibility and staff must escalate concerns to their line manager.

Where concerns are not acted upon staff must follow Maryland Care Agency Limited Whistleblowing
Policy
 Managers need to be aware of their roles and responsibilities with regard to the effective use of health
and safety management systems and the impact that this has on staff and Service Users
 Managers to ensure that staff have access to this document and training in the key areas which relate
to their roles so that they can effectively implement this procedure through their work to ensure
effective safe service delivery

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Key Facts - People affected by the service

People affected by this service should be aware of the following:

 You and your family have a right to be cared for by Maryland Care Agency Limited who has policies in

place to support them

Further Reading

There is no further reading for this policy, but we recommend the 'underpinning knowledge' section of the
review sheet to increase your knowledge and understanding.

Outstanding Practice

To be ‘ outstanding ’ in this policy area you could provide evidence that:

 Having a robust health and safety management system in place brings focus to service provision. It

provides structure and effective service delivery

 Having an open line of communication between management and staff enables information to flow and
the continual improvement of management systems which are fit for purpose. This system should be
seen as a live document to ensure that it adapts to changing circumstances enabling it to be current
and meaningful
 The wide understanding of the policy is enabled by proactive use of the QCS App

Forms

The following forms are included as part of this policy:

When would the form be

Title of form Created by
used?

Health and Safety Policy When a signed health and

QCS
Statement of Intent - HR02 safety statement is required

When written confirmation is

Health and Safety Policy Review required that the Health and
QCS
and Approval Form - HR02 Safety Policy and Procedure has
been read and understood.

Page
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 Health and Safety Policy Statement of Intent - HR02 Page 1/1

Maryland Care Agency Limited

102 Rathbone Street, Canning Town, London, E16 1JQ

Maryland Care Agency Limited as an employer, is committed to ensuring the health, safety and welfare of its employees,
so far as is reasonably practicable. We also fully accept our responsibility for other persons who may be affected by our
activities and we will take steps to ensure that our statutory duties are met at all times. Maryland Care Agency Ltd expects
all staff, visitors, contractors and other employers who work at Maryland Care Agency Limited to share this commitment by
complying with the policies and procedures at Maryland Care Agency Limited and to understand that they too have legal
and moral obligations to themselves and to one another.
Maryland Care Agency Limited acknowledges and accepts the responsibilities placed on it as an 'Employer' by the Health
and Safety at Work etc. Act 1974 and other relevant legislation. Maryland Care Agency Limited considers that a safe and
healthy working environment is a prerequisite to achieving the safe, high-quality Care and a safe working environment for
our staff and those whose work on our behalf.
Maryland Care Agency Limited will provide and maintain a healthy and safe working environment to minimise the number of
instances of occupational accidents, incidents, illnesses and near misses. Through the implementation of the Health and
Safety Policy and Procedure, Maryland Care Agency Limited is committed to the following objectives:
• To provide, as far as reasonably practicable, a safe and healthy working environment, safe premises and facilities
for staff, Service Users, contractors and others who work on our behalf
• Maintaining the workplace in a safe condition and providing adequate facilities and arrangements for welfare at
work
• The provision and maintenance of equipment and systems of work that are safe
• Arrangements for ensuring safety in connection with the use, handling, storage and transport of articles and
substances are in place
• Providing information, instructions, training and supervision as is necessary to ensure the health and safety at
work of its employees and other persons
• Health and safety policies, standards and management systems (including procedures and work instructions) will
be defined, documented, implemented and maintained
• Creating for staff, as far as is practicable, a working environment where potential work-related stressors are
avoided, minimised or mitigated through good management practices, effective human resources policies and staff
development
• Ensuring, as far as reasonably practicable, that risks associated with travel by staff for Maryland Care Agency
Limited are appropriately managed
• Making sure that all staff are aware of their health and safety responsibilities and know what is expected of them
and what they must do to discharge the responsibilities assigned to them
• Providing access for staff to appropriate training and development to enable them to discharge competently the
responsibilities assigned to them
• Having an effective system for communicating and consulting on health and safety matters and securing the co-
operation of staff, Service Users and commissioners in implementing the Health and Safety Policy and Procedure
• To have in place arrangements to plan, implement, monitor and review measures to address risks arising from
activities at Maryland Care Agency Limited
• To strive to improve continuously the health and safety performance of Maryland Care Agency Limited
• Appointing a competent person to support Maryland Care Agency Limited to meet our statutory duties
Maryland Care Agency Limited will undertake to continually review and develop our safety management systems, with the
overarching aim of conducting our activities in a manner that does not affect the health and safety of any staff, contractors,
visitors or members of the public.

The other members of Maryland Care Agency Limited and I are committed to this policy and to the implementation and
maintenance of the highest standards of health, safety and welfare within Maryland Care Agency Limited. We expect every
member of Maryland Care Agency Limited to share this commitment and to work together to achieve it.

This Policy statement will be reviewed at least annually.

Signature of Accountable Officer/Maryland Care Agency Ltd

Printed Name:
Date:

This policy is Copyright © Quality Compliance Systems Ltd. 2007 (Last updated 2021) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.
 Health and Safety Policy Review and Approval Form - HR02 Page 1/1

Maryland Care Agency Limited

102 Rathbone Street, Canning Town, London, E16 1JQ

Health and Safety Policy Reviewed and Approved

Signature (Registered Provider):

Date:

Health and Safety Policy Received and Noted

Signature:

Name and Role:

Date:

This policy is Copyright © Quality Compliance Systems Ltd. 2007 (Last updated 2021) and is only licensed for use with a current Licence Certificate.
If you have a current Licence Certificate, it can be accessed in your online account. Use without a current Licence Certificate is strictly prohibited.