Health & Safety Policy

Section A – General Statement of Policy

Nexus FM will adhere to the following Health and Safety Policy as far as it is reasonably practicable, in accordance with the Health and Safety at Work Act 1974.


  1. To provide and maintain a safe place of work
  2. To provide systems and procedures for work which are safe
  3. To provide and maintain equipment and plant in a safe state


To make arrangements to ensure the absence of risks to health in connection with the use, transport, storage and handling of articles and substances. To maintain any workplace under Nexus FM or the clients control in a safe condition and to ensure that all entrances and exits from the work place are safe. In the case of the head office which is currently to work in close co-operation with a responsible person from the leasing company to ensure a safe environment for staff and visitors so as to exclude foreseeable risks including the prevention of damage to property which in turn may present a hazard to others. To provide any necessary training and supervision to ensure the health and safety at work of employees. To provide and maintain a working environment for employees which is safe and without risk to health and is adequate regarding facilities and arrangement for their welfare at work. To regularly remind employees that whilst at work they have a personal responsibility to take reasonable care for the health and safety of him/herself and of other persons who may be affected by Section 7 of the Health and Safety at Work Act 1974. A copy of this statement to be issued to all employees and to display it in all premises in which Nexus FM staff are based (within Assignment Instructions). The policy will be reviewed annually to reflect any changes in responsibility or procedure.



Section B – Responsibilities


General Responsibilities

It is the responsibility of all employees working in or visiting premises under the control of Nexus FM to ensure that they do not endanger the health and safety of other personnel through carelessness or reckless behaviour.  Any incidents of carelessness leading to actual or potential injury or health hazard will be regarded as a breach of the Health and Safety Procedures and may also constitute a breach of the Company’s Disciplinary Procedure.  All employees have the responsibility to co-operate with Directors and client site representatives to achieve a healthy and safe workplace and to take reasonable care of themselves and others who may be affected by their action at work.  All employees should therefore, aim to achieve high standards of health and safety when undertaking duties at any client’s site.


All employees will be issued with a copy of Nexus FM Health and Safety Policy and are required to follow the procedures laid down in the policy.  Failure to do so could constitute a breach of the company’s Health and Safety Procedures.  Failure to comply with this policy may also result in a breach of the Health and Safety at Work Act 1974, and subsequent amendments, which may lead to prosecution.


All employees have a general responsibility to:

  1. Maintain their work area in a clean and tidy condition and free from any unnecessary risk.
  2. Check before using that any equipment, tools, safety devices, and protective clothing (if issued or required) are in good condition; are as specified as suitable for the task or purpose; and are used in accordance with the manufacturer’s instructions.
  3. Immediately report potential hazards to the Directors or the client representative on site whilst taking appropriate steps to minimize the risks associated with the hazard in question.
  4. Reporting any breaches of the Health and Safety Policy that they may become aware of directors, and the client representative on site.
  5. Assist with undertaking a risk assessment prior to undertaking a new task or following a change to an existing area of work in tandem with the company Risk Assessor and/or a nominated person qualified in the field of risk assessment.


All contractors working within premises or rooms under the control of Nexus FM are responsible for adhering to their own Company’s Health and Safety Policy and Procedures to such effect that working practices in performance will not affect the safety nor will be detriment to the safety of Nexus FM Officers nor any person within the premises or rooms that the contractors are employed for.


Section C – Health and Safety Administrative Arrangements



Reporting of Accidents, Dangerous Occurrences and Near Misses

All accidents, dangerous occurrences, near misses and incidents, no matter how trivial are to be reported to the Company’s (Nationwide Enforcement) Health & Safety representative  and also an immediate notation is to be made in the assignment site accident book and also a notation in the assignment site log book. The notation in the accident book can be made by any person, immediate notification to the above company officer is in place to prevent similar occurrences from recurring and that the necessary preventative action can be taken.

In the event of a member of staff requiring first aid treatment as a result of an accident at work they should immediately contact the qualified first-aider for the site if there is one available, who may recommend further treatment.

Certain serious accidents and dangerous occurrences are required to be reported to the relevant Health and Safety Enforcing Authority.  A Director or one of his appointed nominees in his absence will normally do this.  A full report must be made as near as possible to the time of the occurrence.


  1. A near miss can be defined as:

“An undesired and unforeseen event which could have resulted in an accident, but did not at that particular time.”


For example, slipping on spilled fluid but not actually falling. Left unreported these situations may keep occurring and eventually lead to an accident.  The purpose of near miss reporting is to identify these hazards and to intervene to prevent them happening again. Types of accidents which must be reported to the Health and Safety Authority under RIDDOR (Reporting of Injuries Diseases and Dangerous Occurrences) are shown below:

  1. Any accident causing death or major injury
  2. Any accident which occurs on the premises under the control of Nexus FM causing death or major injury to a self-employed person, contractor or member of the public
  3. Major injury is defined as:
    1. Fracture of the skull, spine or pelvis
    2. Fracture of any bone in the arm, leg, other than the wrist, hand, ankle or foot
    3. Amputation of a limb
    4. Loss of sight of an eye
    5. Any other injury which results in the person being admitted to hospital
    6. Collapse of scaffolding
    7. Failure of lifts
    8. Electrical appliances which causes injury
    9. Injured person being off work for more than three days
    10. Injury by violence
    11. Any infectious disease


Regarding the above injuries/occurrences a RIDDOR report must be completed as soon as possible and forwarded to the relevant authority.


First Aid

Where there is a need according to the Assignment Instructions and/or client that relevant sites have a Security Officer that has a dated qualification in basic First Aid, all Nexus FM staff will be qualified in Basic First Aid as appropriate.

First Aid boxes will be supplied either by Nexus FM or the client and will be checked for content by visiting supervisors to ensure continued appropriateness for usage.


Responsible Officer

Overall and final responsibility for health and safety within sites under the control of Nexus FM is that of the Directors.  External specialist advise may be sought (e.g. from a consultancy). The Security Officer responsible for the assignment as controlled by Nexus FM is responsible to the Board of Directors, for all Health and Safety matters relating to that establishment, or work area and for the initial investigation of all accidents or incidents occurring in that establishment or work area in tandem with the Officer nominated by Nexus FM trained in accident investigation, working at all times in full liaison with the client Health and Safety Officer.


The Directors are as far as reasonably practicable responsible for the following health and safety provisions:

Ensuring all staff working either at assignments or within the head office of Nexus FM are made aware of any potential hazards of their jobs and how to avoid them where is reasonably practicable and within the perimeters of their training.

Ensuring that all staff understand and comply with the safety rules for their area of work

Identifying training needs of individuals and ensuring participation in relevant courses

Ensuring that all accidents, near misses and incidents at their place of work are reported to the Health and Safety representative (if another person), (and where necessary to the Enforcing Authority), ensuring that all is recorded correctly and in such a manner to convey the professionalism of the employee.

Ensuring that all Health and Safety concerns connected with the place of work are reported to either himself or an appointed nominee in order that improvements can be made where reasonably practicable.

Identifying substances and equipment used in their own area which are potentially hazardous to health, seeking advice when uncertain, and furnishing the Health and Safety representative (if another person) with details.

Ensuring that all new work practices are safe and comply with the requirement of the act and legislation, regulations and/or company operating procedures that cover any aspects of the new practice.

Ensuring that all physical locations occupied by staff comply with safety rules and reporting any necessary defects immediately in order that these defects may be rectified at the earliest opportunity where is reasonably practicable, or failing this the nominated company investigator may start to carry out a full investigation as to the nature and level of defect and its effect on persons and the locale.

Ensuring all incidents relating to health and safety matters are reported appropriately.

The Health & Safety representative is responsible for reviewing the Health and Safety Policy and Rules in conjunction with the Client site representative at the assignment areas annually, or at the earliest opportunity where the work detail changes due to the introduction of new working practices or the introduction of new equipment.



  1. Regarding Fire Procedures at Assignments

Nexus FM staff must adhere to the laid down procedures within the Assignment Instructions for the site, also bearing in mind any update and additions that may have been made by the client

  1. Regarding Fire Procedures at Nexus FM Head Office,The following areas are the responsibility of the landlord:
    1. Fire alarm systems and fire equipment should be checked and tested on a regular basis keeping a log of fire alarm tests and evacuations
    2. Fire practices should be carried out on a regular basis with a full evacuation being carried out on an annual basis, and also logged.


All staff upon hearing the fire alarm (apart from a pre-notified alarm test) must immediately leave the building by the nearest fire exit route and assemble at the designated muster point where a roll call will be taken to ensure that all staff are present:

  1. Do not stop to pick up personal belongings.
  2. Where practicable close all windows and doors behind you
  3. Do not run, walk calmly to the nearest exit
  4. Do not re-enter the building under any circumstances unless instructed by a responsible person (Fire Officer or Manager acting as Fire Warden) that all is clear


Ensure that the Fire Warden or a person nominated to take the roll is aware that you are at the muster point. On discovering the fire raise the alarm by using one of the manual call points. Only attempt to extinguish the fire if it is safe to do so REMEMBER NEVER PUT YOUR OWN LIFE AT RISK


Electrical Appliances


All electrical appliances should be tested on a regular basis, marked accordingly and a competent person who has undertaken the appropriate training should carry out the tests and a record of tests should be kept.  The client on site will normally be responsible for these procedures.


Head Office

All electrical appliances should be tested on a regular basis, marked accordingly and a competent person who has undertaken the appropriate training should carry out the tests and a record of tests should be kept.


  1. Equipment

Safety rules for items of equipment are to be strictly followed.  Where an item of equipment is fitted with some form of a guard the equipment is only to be operated with the guard in place.  If any item of equipment breaks down staff should not attempt to mend unless they have been:

  1. Trained to do so
  2. Authorised to do so


Failure to comply and an accident or incident occurring may be in contravention of the Health and Safety at Work Act Section 7.


  1. Clothing


Where protective clothing or equipment is provided for specific tasks they are to be worn at all times by those carrying out the tasks. Failure to comply and an accident or incident occurring may be in contravention of the Health and Safety at Work Act Section 7.


  1. Hazardous Substances


All Substances designated as being toxic, harmful, irritant or corrosive are to be used and stored in accordance with COSHH (all such substances must be marked in accordance with prescribed standards).  At the introduction of new substances, all staff must be made aware of the substance and given correct training in its use, and danger points noted.


  1. Workstation Assessments


The Health & Safety representative must carry out an assessment of all workstations, identify possible risks to users and reduce risks to the lowest extent possible. If there is a change in the working environment then a re-assessment must be carried out immediately.

Employees who are regular display screen operators are entitled to eyesight tests at the employer’s expense.  Where corrective glasses or lenses are required for display screen equipment work, a proportion of the cost is to be borne by the employer.

Directors should ensure that the work of regular display screen equipment users is designed in such a way as to allow regular breaks away from display screen work.


  1. Sickness


Any staff absence due to illness should be reported as soon as possible as laid down in contracts of employment.  If an infectious disease causes illness this should also be reported as soon as possible in the manner prescribed above.


  1. Staff Welfare


Nexus FM aims to provide sensitive and effective support through a variety of sources in order to help its staff to resolve, to the benefit of both the individual and the company, any personal and workplace concerns, problems and difficulties they may encounter regardless of Race, Gender, Sex, Sexual Preference or Religious Denomination And Provide information, advice, assistance and referral to services which are available externally regardless of Race, Gender, Sex, Sexual Preference or Religious Denomination And Provide a confidential service for members of staff on appropriate personal and work     related matters regardless of Race, Gender, Sex, Sexual Preference or Religious Denomination And Provide regular means of contact with employees through Directors.

The Company will, as far as is practicable, offer informed referral in appropriate cases to specialist agencies or other sources of support and help regardless of Race, Gender, Sex, Sexual Preference or Religious Denomination

Nexus FM are fully committed to EQUAL OPPORTUNITIES and offer employment subject to vetting and subsequent full employment regardless of Race, Gender, Sex, Sexual Preference or Religious Denomination.

Site surveys will be undertaken regarding all operational locations to ensure that the client has made sufficient provision for access to all necessary ablutions, drinking water etc.  Operations will only be commenced upon satisfactory evidence that all welfare facilities are available throughout the duty period.





  1. Communication & Consultation
    1. It shall be the responsibility of the Health and representative to keep all members of the management team and employees informed of changes in legislation and regulations pertaining to health and safety that could have an effect on the individual, the place of work, the work dynamics or have an effect on individuals utilising the services provided by


Communications to individual sites regarding health and safety will be done via a number of mediums:

  1. Instructions for inclusion in the Assignment Instructions
  2. Site specific memorandums
  3. Assessment reviews of processes
  4. Direct action; i.e. Restriction of access to particular areas
  5. Personal letter to individuals
  6. Client meetings


  1. As service providers, Nexus FM will adhere to changes made relating to

health and safety within the buildings which are under the security auspices of the

company by the managing agent/landlord so long as it is of no detriment to individual

employees, the company or its branding


  1. Nexus FM will consult employees in relation to health and safety where it creates a change in their working practices and will alongside the employees establish a working practice for the betterment of the assignment and individuals that will be established as the safe system of work where the task dictates one is required due to control measures not being of sufficient nature or where control measures are not possible without it being of detriment to all parties.


  1. Training and Development
    1. The Company commits to establish via meetings with individuals and clients, any continuation training pertaining to health and safety matters that is required due to legislative requirements, changes or for personal development within a defined employment role or as part of individual development, and source or undertake such training via in-house programmes or from a specialist third party


To establish refresher training pertaining to health and safety matters as required by

individual assignments where legislative changes have occurred or where there is a need for individuals to receive such training as highlighted by individual appraisals, client meetings or other means and source or undertake such training via in-house programmes or from a specialist third party





  1. Alcohol and Drugs
    1. The effects of alcohol and/or drugs can seriously diminish your judgement and physical reactions. The use of items of machinery or equipment whilst in an unfit state could constitute a major health and safety risk to all concerned.
    2. The consumption of alcohol or drugs (unless prescribed medication) is therefore strictly forbidden whilst on assignment or prior to attending work.


Communication and Review:

This policy is communicated to all stakeholders via published website, handbook and noticeboards and on request. We undertake to continually review of this policy within the framework of our Integrated Management Systems in our Management Review meetings and on as and when required basis with the overarching aim of conducting our activities in a manner which does not affect the quality environment and health and safety of Nationwide Enforcement.







This is a computer-generated document therefore do not require handwritten signatures. Please contact office for verification.