Health & Safety Policy and Arrangements

Effective date: 11 March 2026

Last reviewed/updated: 11 March 2015

Next review date: March 2027

Policy owner: Head of Estates

Approved by: Governing Body on 11 March 2026

1. Purpose

• Objective:

This policy sets out how the College meets its duties under health and safety law and how we maintain, so far as is reasonably practicable, a safe and healthy environment for all who live, work or visit our premises. It applies to staff, students, contractors and visitors. The policy summarises our governance arrangements, the responsibilities of key roles, and the procedures we use to identify, assess and manage risk. Our core principles are to prevent harm, promote a positive health and safety culture, provide clear information and guidance, consult with our community and ensure continuous improvement through monitoring, audit and review.

• Scope:

The policy and arrangements apply to all those living and working in the College and across all College buildings and activities.

2. Policy statement

• Overview

At St Antony’s College we recognise our duties under health and safety legislation and associated regulations, and implement measures to meet the requirements of this legislation. The College has a low appetite for risk in relation to health and safety, and aims to provide and maintain a safe and healthy working environment for our employees and to provide a safe and healthy environment for residents and visitors.

• Specific provisions

We recognise our duty, so far as is reasonably practicable:

• to provide adequate control of identified health and safety risks
• to maintain a safe and healthy environment, and to provide and maintain safe plant and equipment
• to actively manage and supervise health and safety at work, including to prevent workplace accidents and cases of work-related ill health
• to provide information, instruction, training where necessary for our workforce
• to ensure the safe handling and use of substances
• to ensure that all workers are competent to do their work
• to ensure that we adequately communicate with, train and manage workers who may not be fluent in English
• to consult with our staff as appropriate on matters affecting their health and safety
• to have access to competent advice
• to review annually and revise, as necessary, this policy; and
• to provide adequate resources for its implementation.

We recognise that we have a duty to co-operate and work with other employers and their employees, when their employees come onto our premises or sites to do work for us, to ensure the health and safety of everyone at work.

3. Responsibilities

• Governance

The Governing Body has overall responsibility for health and safety in connection with College business and requires the Head of Estates to report annually on the operation of this policy and health and safety issues through the Management Executive Committee.

The Head of Estates has the authority and associated responsibility for the day-to-day management of health and safety. The Head of Estates has, in turn, delegated specific management responsibilities and authority to relevant Heads of Department. Oversight of day-to-day health and safety matters and monitoring of the effective discharged specific management duties will be provided by a Health & Safety Working Group which will meet termly.

Staff, students and visitors are expected to take reasonable care for their own health and safety while on College premises or carrying out College business, and to co-operate with the College in managing risk. They must follow all safety instructions, signage and emergency procedures, and report hazards or incidents to the Lodge or another member of staff as soon as possible. Should any colleague have concerns about a health and safety matter at work, they can talk to their line manager or speak directly to the Head of Estates.

The College retains Peninsula Business Services to act as a source of competent advice on health and safety matters to the college and senior managers.

4. Procedures

• Documentation and arrangements
  All our workers are required to follow documented safe working procedures (where these have been adopted) and to report hazards.
• Risk Assessment
  The College maintains a health and safety risk register covering strategic and operational risks; each item has an owner, target mitigation date and status. High-risk items are reviewed termly by the Head of Estates and at each meeting of the Health & Safety Working Group. Risk assessments are reviewed annually and updated as required. They are also reviewed as circumstances change and following the investigation of any accidents or incidents that may occur.
  
  External auditing takes place annually. The College will in addition undertake an annual internal health and safety audit. Findings of both are reported to the Health & Safety Working Group and to the Management Executive Team/Governing Body.
• Fire Safety
  The College maintains a Fire Safety Procedure Appendix A
• Defect Reporting
  To ensure our workplace is maintained in a safe state, regular inspections are carried out. We encourage colleagues to let us know, through their managers or representatives, about their concerns for health and safety at work. We also maintain a system whereby defects which may cause an accident can be reported. This system is checked on a regular basis and defects corrected.
• First Aid
  We have taken action to provide suitable first aid arrangements for our employees whilst at work and visitors who may be affected by our activities. We have assessed the reasonable level of first aid provision required and put in place the following arrangements
  • Number and location of first aiders
  • First aid kits required and location
  • First aid kit audit frequency:
  • Defibrillator locations
• This information is held at the Lodge
• Accidents, Accident Reporting and Investigation
  Colleagues are expected to report all personal injury accidents and near-miss incidents that happen in the course of their work to the Lodge as promptly as possible. All accidents are recorded and, where appropriate, investigated so that additional control measures can be implemented as required.
  
  Under RIDDOR (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations), the College has a duty to report specific work-related incidents such as deaths, specified injuries, occupational diseases, 7+ day absence and serious near misses. If a reportable incident occurs, it will be reported by the Head of Estates or, in their absence, the Bursar. Records will be kept in line with Health and Safety Executive requirements (currently a minimum of three years). If there is any uncertainty about whether an incident is reportable, the College will seek advice from the Peninsula 24 Hour Advice Service.
• Display Screen Equipment (DSE)
  For staff who are users of display screen equipment, we provide standard equipment and all users are given information about the correct adjustment of the workstation and the correct posture for using it. All display screen users complete a Self-Assessment Questionnaire when new in post and annually thereafter. Where these identify issues, we work to resolve them or seek further advice as required. We recognise our obligation to provide employees with eye sight tests and corrective spectacles for DSE work if necessary.
• Lone Working
  We employ people who may, as part of their duties, have to work alone for all or part of the working period. We undertake lone working risk assessments in each case, agreeing actions to mitigate risks as appropriate. We notify lone workers of our arrangements for the management of lone working activities and we encourage staff to raise any concerns they may have in this area so that we can improve our approach to lone working. Lone working risk assessments are recorded and reviewed annually.
• Manual Handling
  From time to time, staff may have to undertake manual handling, for example in moving large or heavy items from one area of the College to another. Where possible, we eliminate the need for manual handling, by providing mechanical handling equipment or by introducing alternative measures (eg trollies for transporting items across the College site). Where we are unable to do this, we provide appropriate training and instruction in manual handling techniques. We instruct employees not to attempt to lift items beyond their capabilities.
• Work at Height
  We have made arrangements to protect the health, safety and welfare of our employees and others against the risks involved in working at height. Wherever possible we avoid work at height. When it cannot be avoided, we consider the risk to our workforce ensuring that we train and instruct them to adequately plan, organise and carry out the work in a safe manner.
• New and Expectant Mothers
  When a member of staff notifies us that they are pregnant, has recently given birth or is breastfeeding, we carry out an individual risk assessment to identify any work-related hazards and the measures needed to protect their health and safety. We discuss the findings with the individual, agree appropriate adjustments and implement them promptly. Risk assessments are kept under review. Managers ensure that new and expectant mothers are supported and not exposed to unacceptable risk.
• Training
  We ensure that all staff receive appropriate health and safety training for their role. New starters complete induction training covering the College’s policies and procedures, and, where relevant, the hazards and risk controls that apply to their work. Managers identify role-specific training needs and ensure that staff receive the instruction, information and supervision required to work safely. Additional training is provided when roles change, when new equipment or processes are introduced or when risk assessments indicate a need. All training is recorded and reviewed periodically to ensure it remains current.
• Equipment
  We ensure that all equipment used in the course of our business is maintained in good condition, serviced to manufacturer’s schedules and is safe to use. Staff must only use work equipment for which they have been trained and authorised.
  
  When we purchase or hire new work equipment and materials, we consider the health and safety implications of its use. We also look to obtain the safest available equipment, and ensure we obtain technical data and instructions for any such equipment. We consider the hazard and risk data that is provided, and inform and train our employees as necessary.
  
  Staff are responsible for ensuring that equipment issued to or used by them is maintained in good order, and must report any defects or problems to their manager. Defective equipment will be withdrawn from use until repaired or replaced.
  
  Where equipment requires statutory inspection or examination, such as pressure vessels and lifting equipment, we arrange for competent engineers to complete these examinations at the required frequencies, act promptly on any defects or recommendations and maintain full records of all reports and certificates. All such equipment is logged and copies of inspections and maintenance records are held.
• Hazardous Substances and Occupational Health
  In the course of business, we may use a number of potentially hazardous substances. Some are used in such small quantities that they present no risk to health unless deliberately misused. We list and assess all of the chemicals and substances that we use. Where there are potential risks, we implement suitable control measures and provide clear instruction and information to the workforce.
• Personal Protective Equipment
  Some of the work we undertake requires use of personal protective equipment (PPE). We provide appropriate PPE, with storage facilities and replacements free of charge, and we expect staff to use it. Staff are responsible for the day-to-day care of the PPE issued to them, to report damage and to request replacements.
• Contractors
  We engage contractors to some work for us or to do work on our behalf. We expect them to comply with our health and safety procedures and to have their own arrangements for safe and healthy working.
  
  Contractors must complete a pre-qualification questionnaire, provide evidence of insurance and competence, and attend a site induction prior to starting work. For safety-critical tasks, the College will require method statements and evidence of competency. Contractors are provided with copies of all relevant College policies and procedures in order to protect the health and safety of our site and our community. Contractors are expected to report to the relevant staff member on arrival and again before departing site, to report on works completed and any next steps.
• Emergency Planning
  The College maintains arrangements for responding to emergencies and major incidents. All incidents must be reported promptly through the established reporting routes, with escalation to the Head of Estates or the Bursar as appropriate. Out-of-hours emergencies are managed by the Lodge in line with the College’s emergency procedures.
• Consultation
  We have a duty to consult with our workforce on matters affecting their health, safety and welfare whilst at work. We consult with staff through the Health & Safety Working Group, team meetings, and by direct engagement with line managers. Workers may raise concerns at any time through their manager or directly with the Head of Estates.
• Work-related stress
  We recognise that we have a duty to take action to reduce and where reasonably practicable to eliminate ill health which is caused by work related stress. Occupational Health support is available if appropriate.
• Young Persons
  We do not employ those under the age of 18, or offer work experience to adults or children of any age. From time to time, we may have visitors on site under the age of 18; they are the responsibility of parents/care-givers at all times, or of the summer school organiser if relevant. Relevant staff receive Safeguarding training in line with the Safeguarding Policy.

5. Premises Management Arrangements

• Premises
  We manage our premises to provide a safe place of work, study and sleep. We maintain the means of access and egress, the fabric of the building, ensure good housekeeping and provide suitable welfare arrangements that include adequate hot and cold water, drinking water, sanitary conveniences, hand washing facilities, facilities for eating and food preparation and heat, light and ventilation. The workplace is regularly cleaned, maintained, adequately lit and ventilated.

• Electricity
  The fixed electrical systems used in our premises have been inspected, tested and certificated by a competent electrical contractor.
  
  Our employees are asked to make a visual safety check of portable electrical equipment each time that it is used. Defects should be reported via the online form for reporting maintenance and housekeeping issues.
  
  We undertake annual Portable Appliance Testing, and keep records of these inspections.
• Gas
  Gas appliances and supply pipes are subject to an annual safety check by a GasSafe™ registered engineer. The main isolating controls are clearly marked and accessible so that the supply can be quickly isolated in an emergency.

• Asbestos
  We survey our estate to establish the location and condition of asbestos containing materials, and an asbestos management plan will be developed to manage the risk of exposure to asbestos. Where employees may be exposed to asbestos containing materials, asbestos awareness training is undertaken. We check regularly to ensure the condition of any asbestos remaining in the premises is maintained. Contractors coming to work for us are informed of its presence.

• Plant and Equipment
  All plant and equipment within premises under our control such as HVAC, lightning protection systems, pressure vessels, passenger and goods lifts are inspected and maintained and records are kept.

• Legionella
  We have a duty to protect the health of our workforce and others affected by our activities from the risk of infection by Legionella Pneumophila from our hot water and cooling systems. We have to assess the risk of infection and attempt to eliminate that risk or implement suitable control measures. The control measures are reviewed at least every 12 months and the risk assessment every two years.

• Waste
  We have suitable arrangements in place for the collection and disposal of our waste.

• Permits to Work
  To protect our workforce and others from risks to their health and safety we have developed and implemented permit to work systems for all high-risk work activities such as:
  • hot work on plant that has contained flammable or hazardous substances
  • hot work anywhere on college premises because of the fire risk
  • work on electrical distribution systems and high voltage installations.
  • Permit to dig

• Construction
  We recognise that as a client for construction work (including building maintenance, refurbishment and demolition) we have specific responsibilities under the Construction (Design and Management) Regulations 2015. We make arrangements to comply with our legal responsibilities by ensuring that a competent person takes responsibility for managing each specific CDM project.

6. Health & Safety Organisation Schedule

• Management responsibility
  The Head of Estates has management responsibility for health and safety, and for fire safety.
  
  Day-to-day responsibilities are delegated to key staff as follows:
  • Lodge Manager for the Porters’ Lodge, fire safety policy and procedures, and first aid
  • Maintenance Manager for the maintenance team and relevant contractors
  • Head Chef for the kitchen
  • Steward for front of house operations
  • Accommodation Manager and Head Housekeeper for Scouts/housekeeping activities
  • HR Manager for staff matters
  • Centre Administrators for Centre matters
  • Relevant Librarians and Archivists for local Library and Archive matters.

7. Compliance and Monitoring

• Compliance requirements
  Compliance will be assured via line-manager checks, monthly maintenance inspections, and annual internal audits.

• Monitoring
  The Head of Estates will provide a dashboard to each (termly) meeting of the Health & Safety Working Group showing risks and outstanding actions. The dashboard may include incident data, audit actions, statutory compliance dates and training completion rates.

• Consequences
  Non-compliance will be dealt with under College disciplinary procedures as appropriate. Breaches by contractors may result in them being removed from site.

8. Review and Revision

• Review cycle: Annual
• Revision history: Health & Safety Policy & Arrangements document approved by Governing Body March 2026

9. Related Documents

• References: Fire Safety Procedure, Employee Handbook, Safeguarding Policy

10. Contact Information

• Policy owner: Head of Estates