South Pennine Academies

Health & Safety Policy


Statement of Intent

Health and Safety is an important consideration for South Pennine Academies. We will take all reasonable steps to provide a safe and caring environment for students, staff and our visitors. All personal data/information maintained in this respect will be held in the strictest confidence in line with relevant legislation. A statement of intent must be displayed in all Trust buildings.

The Law

Health and Safety in academies is governed by legislation and associated regulations, which are enforced by the Health and Safety Executive (HSE).


It is recognised that individuals and groups of individuals have responsibilities for the Health, safety and wellbeing in the Trust.  The individuals and groups identified below are expected to have read and understood the Trust’s policies and procedures for ensuring health, safety and wellbeing and to conduct their duties in accordance with them.

The Board of Trustees has overall responsibility for Health and Safety.

The Trust will:

  • Appoint a Director with responsibility for Health and Safety.
  • Appoint independent auditors to provide monitoring, annual checking, advice and report of compliance with this policy and any relevant legislation.
  • Provide strategic direction in the importance of Health and Safety across the organisation.
  • Review all reported events to make sure practice is reviewed and updated if necessary.
  • Compile, organise and run a Trust wide Safety Committee.
  • Provide Annual training for Principals.
  • Appoint a Member with responsibility for Health and Safety.

For its part the Governing Body or Local Advisory Board will:

  • Ensure Health and Safety has a high profile.
  • Provide as far as reasonably practicable a safe and healthy environment for all persons who work at, attend or visit the Trust.
  • Ensure, as far as reasonably practicable, the Health and Safety of students, staff and volunteers on off-site visits and activities.
  • Seek improvement to working conditions according to priorities within existing resources.
  • Consult staff and provide training opportunities.
  • Monitor and review Health and Safety.
  • Ensure that risk assessments are carried out within the Trust and to ensure the assessments are reviewed following a significant change or after an incident.
  • Encourage informal meetings and ensure time is made available in staff meetings where Health and Safety issues can be raised.
  • Review, on an annual basis, all accidents and incidents reported to identify trends.
  • Monitor the actions identified on the Annual Audit to closure.

The Director of Operations will:

  • Develop a Health and Safety culture throughout the Trust.
  • Following the annual audit, ensure an action plan is written, monitored and progress against items reported to the H&S Committee.
  • Day to day management of all Health and Safety matters in accordance with the Health and Safety policy.
  • Ensure staff are aware of their responsibilities.
  • Ensure action is taken on health, safety and wellbeing issues.
  • Pass information received on Health and Safety matters to the appropriate people.
  • Carry out accident investigations.
  • Identifying and facilitating central staff training needs.
  • Ensure all new staff receive Health & Safety induction training.
  • Ensure all staff receive annual Fire awareness training.
  • Ensure all staff receive annual Health & Safety refresher training.
  • Maintain a training record.
  • Monitor effectiveness of procedures.
  • Ensure that relevant and sufficient risk assessments are in place.
  • Ensure the fire log is kept up to date and available for inspection.
  • Produce an action plan following the Health & Safety audit and monitor action points to closure.
  • Have an up to date Health & Safety Policy in place.
  • Make the policy available on its website.
  • Draw up Health & Safety procedures in line with the Trust’s policies and procedures.

Staff with special responsibility:

The following staff have special responsibility: Director of Operations and Assistant Director of Operations.

These job holders will be responsible for:

  • The local arrangements to ensure the effective control of risks within the specific areas under their control.
  • The coordination of the Trust's Health and Safety policy, directly responsible to the CEO for the application of the Health and Safety procedures and arrangements.
  • The local arrangements for the purchase, inspection and maintenance of equipment and its specification.
  • Establishing and maintaining safe working practices including arrangements for ensuring, as far as is reasonably practicable, the absence of risks to Health and Safety.
  • Resolving health, safety and wellbeing problems referred to them by members of their staff or referring to the CEO or line manager any problems they are unable to resolve within the resources available to them.
  • Ensuring that risk assessments are carried out when necessary and reviewed following a significant change or if an incident has occurred.
  • Ensuring, as far as reasonably practicable, that sufficient information, instruction, training and supervision is provided to enable employees and students to avoid hazards and to contribute positively to their own Health and Safety.
  • Obtain relevant advice and guidance on Health and Safety matters.

All Staff will:

  • Support the implementation of Health and Safety arrangements.
  • Take reasonable care for the Health and Safety of themselves and of other people who may be affected by their acts and / or omissions.
  • Co-operate fully with their manager or responsible person on all matters relating to their Health and Safety at work.
  • Report promptly, injury, significant near miss, incident of violence and aggression or cases of work–related ill health, following the Trust’s procedures.
  • Report any defects, hazard, damage or unsafe practices or other items that could give rise to an unsafe place of work or cause injury or ill-health to others, following Trust procedures. Any defective equipment should be labelled to ensure other employees cannot use the item.
  • Wear any protective clothing or equipment and use any safety devices that have been provided for their Health and Safety while at work.
  • Observe safety rules, complying with codes of practice and Health and Safety policy and procedures, and adhering to safe working procedures at all times.
  • Acquaint themselves with, and comply with, the procedure to follow in case of a fire or other emergency.
  • Attend Health and Safety training as directed and undertake their work activities in accordance with any Health and Safety training provided to them.
  • Ensure as far as is reasonably practicable that their classroom or work area is safe and tidy.


Volunteers have a responsibility to act in accordance with the Trust’s policies and procedures for Health and Safety and to report any incident or defective equipment to a member of staff immediately.


All contractors under Trust control will be appropriately selected and competent in terms of Health and Safety.

  • Contractors must be made aware of and abide by the Trust's Health and Safety policy and not endanger students, staff or other visitors to the site.
  • The Campus Site Team will be responsible for the co-ordination of the contractors’ activities on site.
  • The Director of Operations must ensure that any temporary rules, such as exclusion from parts of the premises, are known to all staff, students and visitors to the premises. This might be achieved by the posting of suitable notices by the Director of Operations, or by the contractor, in consultation with the Director of Operations.  All contractors must report to the responsible person named above before any work takes place and prior to each working session. The responsible person should then inform the contractor of any conditions which may affect his/her safety and that of others.

Visitors and other users of the premises

Where the facilities are shared, ensure that there are suitable and sufficient arrangements for communicating and co-ordinating health, safety and security policies and procedures with other occupiers.

  • All visitors to the Trust must comply with the Health and Safety policy and procedures.
  • The Director of Operations must ensure that a suitable system is implemented whereby all visitors are required to record their visit to the Trust (visitors book/signing in system) and the time they leave.
  • Where applicable visitors will be required to wear a ‘visitors’ identification badge which will be supplied by the Trust.
  • Should a fire / emergency occur, or the fire alarm is activated whilst visitors are on the Trust's premises, the visitor must evacuate the building in accordance with the Trust’s procedure.
  • Should an incident / accident occur involving a visitor it must be reported using the South Pennine Academies accident reporting procedure and form sent to the Director of Operations. An investigation must be undertaken as soon as possible by the relevant responsible person. 
  • Persons hosting visitors including meeting arrangers must ensure:
  1. Visitors are alerted to the establishment fire procedures.
  2. Visitors adhere to the ‘no smoking’ policy.
  3. Visitors park their vehicles in such a way so as not to obstruct fire escape routes, roads, access or other vehicles.
  4. Visitors record time of arrival and departure in the visitor’s book.
  5. Where applicable visitors are provided with and wear identification badges.
  6. Visitors are accompanied or authorised to enter the premises.
  7. Visitors remain within authorised areas and do not enter any restricted area unless permission is granted and the person is accompanied.
  8. Visitors do not take anything with them from the premises or bring anything onto the premises that may create a hazard or risk, unless authorised.
  9. Visitors report all accidents, incidents and near misses to the host.
  10. Visitors wear protective clothing that is supplied, when necessary.

General Health and Safety Arrangements

The arrangements for Health and Safety have been drawn up following assessment of risk in accordance with the Management of Health and Safety Regulations 1999.

  • Smoking is not permitted anywhere on the Trust site.
  • The Trust will provide appropriate training for staff in relation to Health and Safety.
  • All new staff and visiting staff, as part of their induction programme, will be advised on safety procedures and associated contingency plans.

Monitoring and Review of Health and Safety Arrangements

  • The annual audit and action plan will be used to prioritise need and to inform planning.
  • The site will have a system for reporting and recording immediate need.
  • All staff will carry out monitoring on a day to day basis.
  • The site manager/caretaker will monitor grounds and premises routinely.


All work equipment will be purchased from a reputable supplier. 

Before purchase the following considerations must be given:

  • The installation requirements.
  • The suitability for purpose.
  • The positioning and/or storage of the equipment.
  • Maintenance requirements (contracts and repairs).
  • Training and use of the equipment.

Staff must not use new items of work equipment unless appropriate training has been given.  A risk assessment must be completed for the work equipment and staff using the equipment must have access to and comply with the risk assessment.

All plant and equipment that require statutory inspection, testing and maintenance for example, steam boilers, pressure cookers, lifting equipment, local exhaust ventilation will be completed by a Trust approved contractor.

Any Personal Protective Equipment (PPE) required for the use of the work equipment will be supplied free of charge by the Trust.  All employees will be expected to wear the PPE when operating the equipment. The employer must carry out appropriate checks on all PPE equipment and report any faulty or worn equipment immediately.

Access equipment (kick-stools, ladders, tower scaffolds and mewps etc)

All access equipment must be purchased form a reputable supplier.

Before purchase the following considerations must be given:

  • The installation requirements.
  • The suitability for purpose.
  • The positioning and/or storage of the equipment.
  • Training and use of the equipment.

Staff must not use access equipment unless appropriate training has been given. A risk assessment must be completed for the access equipment or task and staff using the equipment must have access to and comply with the risk assessment.

The access equipment should be visually checked before each use.  An inventory is required for all access equipment with a formal written 6 monthly check (tower scaffolds and mewps will require specialist and more frequent checks).

Manual Handling

The Trust completes risk assessments on any significant manual handling tasks.  Employees who complete manual handling tasks will have suitable and sufficient training.

Building Access

All staff have been issued with a key for the Trust offices and the relevant alarm codes. All visitors must sign in at the Trust office in the Visitors Book/System. All visitors must sign out when leaving the Trust site/building.



Staff can use the Pennine House driveway, on road parking or alternatively use the car park at Moor End Academy.  At Orchard House staff can use the disabled parking spaces directly outside the building entrance or alternatively park on the road. When parking on the public road, please avoid blocking driveways.

Lone Working

The Trust completes risk assessments for any lone working scenario.

Fire Safety

The Trust will ensure that a fire evacuation drill is completed at least two times a year and record the date in the fire log.

The fire log will be kept up to date with entries for weekly fire alarm checks and fire door checks, monthly emergency lighting checks and fire extinguisher checks and any contractor visits or false alarms.

Arrangements are in place for evacuating disabled people (a Personal Emergency Evacuation Plan PEEP).

The Director of Operations will ensure a fire risk assessment is completed and updated at least bi-annually or more frequently if there is a significant change to the building.

All staff are responsible for ensuring that visitors evacuate in an orderly and timely fashion in the event of the alarm sounding.

All staff are responsible for ensuring evacuation routes and doors are kept clear at all times.

Office Hours

The Trust Offices will be open Monday-Friday term time 8.30am-4.30pm.

First Aid

The Trust has assessed the need for First Aid provision and ensures that the guidelines given within the latest First Aid Code of Practice are complied with.

Pennine House staff need to contact the Moor End Academy Reception for First Aid and Orchard House staff need to contact the Orchard Primary Academy Reception. This information is displayed in both Pennine House and Orchard House.

Staff Health and Welfare


Any member of staff who feels they may be suffering from stress should discuss their concerns with their line manager soon as possible.  A free and confidential counselling service is available to all employees on 01773 814400.

A list of emergency contact names and phone numbers for all staff is held in the Trust office.

VDU Operators

Staff regularly using VDUs should vary their work routines and follow guidance on regular eye tests. They should complete a DSE assessment during their probationary period and discuss any concerns with their line manager.


Any accidents reportable to the HSE under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) will be completed by the Director of Operations.

All accidents, illness or near misses must be recorded in the Accident and Illness Book held at Pennine House and Orchard House.

All reportable incidents will be investigated by the Trust.

Critical Incidents

All our academies have an Emergency scheme for dealing with critical incidents.

Control of hazardous substances

All substances that may be considered hazardous to health have been assessed.  A copy of the Health and Safety data sheet and COSHH assessment will be available in the location of where the chemicals are used / stored.   Any person using these chemicals must ensure they have seen and follow the information given on the COSHH assessment (including the wearing of any identified PPE).  Staff must not bring any hazardous chemical onto the site unless prior permission has been sought and a COSHH assessment has been completed.


The Trust Offices have asbestos registers (even if there is no asbestos on site there is still a register to state this) which is located:

Orchard House – in the main office on the bookshelf next to the H&S Notice Board

Pennine House – in the cupboard in the Conservatory

All contractors must be shown the register before work commences.

Any damaged or suspected damage to asbestos should be reported to the Director of Operations who will contact the relevant surveyor immediately, copying in the CEO.


The Caretaker/Site Manager is responsible for ensuring that any monthly temperature checks are completed and the weekly flushing records are completed.

Risk Assessments

Risk assessments are completed for any significant risks identified.  These risk assessments are working documents and must be viewed by staff carrying out the activity and updated / reviewed whenever there is a significant change to the activity / task / personnel / or following an accident.

Training and records

The Trust will ensure that all staff have suitable and sufficient training to complete the tasks required of them.  The Trust will ensure all training is recorded and up-date training is completed where required.


Appendix 1   Near Miss Form

Appendix 2   Accident Reporting Form

Appendix 3 - Procedures to be followed in the event of a fire

The full policy can be viewed HERE.