Policies

CHERRY WILLINGHAM LONE WORKING POLICY

Purpose of this policy and procedure                                2

The scope of this policy                                    2

Policy                                                2

Definition                                            2

Responsibilities                                        2

Risk assessments                                        3

Ways in which lone working risks can be reduced                        3

Health and wellbeing                                        4

Reporting incidents                                        4

Purpose of this policy and procedures

Introduction

The council recognises that some of our staff work alone, and where this is the case, seeks to ensure their health and safety. 

This document:

• Raises awareness of the safety issues relating to lone working,

• Identifies and assesses potential risks to an individual working alone,

• Explains the importance of reasonable and practicable precautions to minimise potential risk,

• Provides appropriate support to lone workers, and,

• Encourages reporting of all incidents associated with lone working so that they can be adequately managed and used to help reduce risks and improve working arrangements for the future.

The Policy

We will protect staff from the risks of lone working, as far as is reasonably practicable.  Working alone is not in itself against the law and it is often safe to do so. However, the council’s policy is to consider carefully and deal with any health and safety risks for those who work alone.

Definition

‘Lone Worker’ refers to people who work by themselves without work colleagues either during or outside normal working hours. Examples include:

• Parish Clerk and RFO

• A caretaker who opens and closes a hall either early in the morning or late at night

• A groundsman tending to green space

• Office workers who work alone in the premises, and,

• Homeworkers.

Any worker under the age of 18 years, or anyone working in confined spaces is not permitted to work on their own.

Responsibilities 

All staff have responsibility for their Health and Safety and the Health and Safety of work colleagues. The key responsibilities are as follows:

Managers must

• Ensure that all staff are aware of this lone working policy and procedure and provide appropriate levels of training and guidance on lone working

• Avoid the need for lone working as far as is reasonably practicable

• Ensure that the worker is competent to work alone;

• Ensure that all lone working activities are formally risk assessed: the assessment must be reviewed by the lone worker and shared with relevant staff and councillors. 

  Assessments should identify: 

• the risk to lone workers; 

• any control measures necessary to minimise those risks and

• emergency procedures;

• Make arrangements for lone working clear to staff and explain the details of what can or cannot be done while working alone 

• Inform lone workers of the hazards, ensure they understand the necessary control measures that are in place and give them the opportunity to contribute to the risk assessment;

• Ensure that Electronic (or hard copy) diaries are kept up to date with meeting/visit/lone working details

• Raise the alarm if staff cannot be contacted or do not return as anticipated.

Lone workers must

• Take reasonable care of themselves and others who may be affected by their work

• Follow any instruction  given by management or the council, including those listed in the previous section

• Raise any concerns they have in relation to lone working with their line manager

• Not work alone unless a risk assessment has been carried out

• Inform their line manager at the earliest opportunity in the event of an accident, incident of violence or aggression whilst working alone

All Staff must

• Be aware of colleagues working on their own and be alert to unexpected changes of routine, such as unanticipated periods where there is no communication.

Risk Assessments

Managers must complete (or ensure the completion of) a Lone Working Risk Assessment prior to every lone working activity and update them as appropriate. The risk assessment should be reviewed by the lone worker before undertaking the work and communicated to all relevant staff and councillors.

People who work alone will of course face the same risks in their work as those doing similar roles/tasks. However, they may additionally encounter hazards such as:

• Sudden illness

• Faulty equipment

• Travelling alone

• Remote locations

• Abuse from members of the public

• Animal attacks

Ways in which lone working risks can be reduced

Every lone working environment and situation is different, and therefore it is not possible to implement a ‘one size fits all’ approach. Where there is regular or anticipated loan working, the council will devise and implement a lone working plan that meets the needs and risks of their particular circumstances. The plan should be proportionate to any risks that are identified from the risk assessment. The plan for a groundsman working alone with machinery will be more detailed than an administrator working late in the office. This should be written down and communicated to all relevant staff and where appropriate, councillors.   

Below are some example strategies that could be implemented (on their own or combined):

• Security door

• Electronic (or hard copy) diaries to be kept up to date with meeting/visit/lone working details

• Agreed times and method of contact

• List of emergency contact details in office and on phone

If a lone worker changes their contact details, they must inform their line manager

Health and wellbeing

In order to ensure the personal safety of staff , it is important that staff share any details of any aspects of their health that could lead to increased risk with their  manager or specific councillors. This includes pregnancy. Joint plans can then be made to mitigate any potential risks caused by individual  circumstances. This information will be treated on a strict ‘need to know’ basis: with the lone worker’s  confidentiality is of the utmost importance.

Asking for help 

 If a lone worker feels unsafe, unwell, or is injured they should

• call the emergency services if immediate assistance is needed. 

• call their line manager, a  councillor or a  colleague to let them know or ask someone to do so on your behalf as soon as possible.

If a lone worker’s plans change because they  feel unwell or have a domestic emergency when working alone, they should inform their line manager a  councillor or a  colleague

Reporting incidents

Any incidents or perceived risks encountered while lone working should be recorded, reviewed and acted upon. The report should include:

• A brief note of what happened, when, and who was involved,

• For any work-related aggression (verbal or physical) including threatening behaviour, all of the details of the incident and of the perpetrator should be captured. This information can then be used if the police take any formal prosecution action. This will be particularly important for more serious incidents of work-related violence

• All reports should also include details of any circumstances the lone worker thinks might have contributed to the incident, e.g. the context of the interaction, perceptions about the condition of the perpetrator, or any environmental circumstances. This information would then support the Council in reviewing their risk assessment process and considering whether  any additional measures are needed. 

LONE WORKING RISK ASSESSMENT

    Date: February 2022…………………..                       Form completed by: Employment committee CWPC……………………