Health & Safety Procedure - iungo Solutions

Health & Safety Procedure

1.0 Introduction

This procedure executes the commitments under the Health and Safety Policy and underpins a culture of safety and positive wellbeing at iungo Solutions.

2.0 Responsibilities

2.1 Executive Team

The Executive Team has direct responsibility for Health and Safety within the organisation. They will ensure that they are fulfilling their legal responsibilities and that all employees and learners using training venues do so in the knowledge that they are safe. Ensuring that:

  1. they understand and abide by all Health and Safety requirements;
  2. they will be guided by the following health and safety advisors, iungo Solutions Quality and Compliance Manager (Bradley Tanner) and the operations Manager (Robert Hall);
  3. they will also act upon the findings of health and safety inspections, audits, Welsh Government reports or enforcing authority reports;
  4. keep up to date with any new legislation, regulations and provision appertaining to company health and safety.

2.2 Day-to-Day Responsibilities

The responsibility of the day-to-day implementation of the Health and Safety policy lies with iungo Solutions Executive Team (Tom de Vall, Jessica Leigh Jones) supported by iungo Solutions Quality and Compliance Manager (Bradley Tanner) and the Operations Manager (Robert Hall).

Responsibilities Include:

  1. co-ordinating the whole company programme of health and safety by ensuring full consultation and participation of all representatives.
  2. conducting Health and Safety Appraisal inspections followed by monitoring of apprenticeship and private Training sites at least once a year or sooner depending on the risk and to inform the Executive Team and company representatives of any problem/deficiencies and ensure that the appropriate action has been taken.
  3. ensuring iungo Solutions representatives understand their obligations concerning workplace checks are carried out prior to the commencement of any activities on all clients premises in respect of using the Employer H&S Appraisal.
  4. Initiating and administering the system for reporting, recording and investigating accidents and taking all reasonable steps to prevent reoccurrence. Reporting to relevant bodies.(RIDDOR).
  5. disseminating safety information within the company.
  6. ensuring that all new employees are briefed about health and safety arrangements and are given a copy of the company’s Health and Safety Policy and the opportunity to read it.
  7. Ensuring all employees are aware of the general fire procedure and have knowledge of firefighting equipment. Ensuring all requirements of the Regulatory Reform (Fire Safety) Order 2005 are maintained and that all firefighting equipment is adequately serviced. This includes iungo Solutions owned premises and any other site that iungo Solutions provide training at.

Where iungo Solutions employs representatives who work on other companies’ premises all relevant Health and Safety procedures and policies must be in place either by the host company.

2.1.1 iungo Solutions Quality and Compliance Manager

The iungo Solutions Quality and Compliance Manager has
responsibility to ensure that health & safety is adhered to by all iungo Solutions employees and that all learners work in a safe environment.

Responsibilities Include:

  1. supporting all iungo Solutions employees and sub-contractors in all aspects of health & safety; carrying out training as required
  2. maintaining a good working knowledge of health & safety related legislation and
  3. keeping up to date with any new legislation; ensuring that all iungo Solutions employees and sub- contractors are provided with health & safety legislation updates as required
  4. preparing for both internal and external audits, managing any related requirements accordingly
  5. investigating all accidents, incidents and diseases affecting learners, identifying remedial action and producing statistics on a quarterly basis
  6. producing health & safety management reports, as required
  7. conducting  risk assessments and producing action plans accordingly, considering how risks can be reduced
  8. conducting appraisal, first monitoring and contracting visits and reviewing all action plans as required where possible.
  9. working closely with the Head of Quality to carry out any training which representatives may require

2.1.2 Tutors and Assessors

The safety of learners in classrooms and workplace learning venues is the responsibility of the Tutors and Assessors. Tutors and Assessors will carry out appraisal and agree
contracts with placements as advised by health and safety manager and conduct monitoring visits to ensure health and safety standards are maintained. Tutors and Assessors must provide a clear example to learners by personally following the correct safety procedures, insisting on the use of guards, safety devices and protective clothing where necessary and, where applicable, ensuring that no smoking regulations are observed.

Tutors and Assessors are expected to:

  1. ensure that all persons under their control are adequately trained to carry out their duties and are fully aware of any working hazards.
  2. ensure that all persons under their control know what to do in the event of fire and know how to use fire equipment when necessary.
  3. ensure that all persons under their control know the whereabouts of the first aid facilities provided.
  4. arrange for all accidents to be investigated immediately and thoroughly, to discover their causes and to recommend ways and means of future prevention.
  5. arrange for appropriate risk assessments to be undertaken of significant hazards if appropriate. Where directed complete accident report forms and copies sent to the relevant personnel.
  6. ensure that all guards and safety devices are always fitted to machines and appropriately adjusted and maintained.
  7. ensure that protective clothing and equipment is used where necessary.
  8. ensure that all defects in their workplace are promptly reported and where reasonably practicable rectified.
  9. maintain housekeeping within their areas of responsibility at all times.

2.1.3 All Employees

The Health and Safety at Work Act (HASAWA 1974)and the Management of H&S at Work Regulations require every employee whilst at work to take reasonable care for the health safety of themselves and of any other people who may be affected by their acts or omissions at work.

All employees are expected to:

  1. comply with appropriate legal requirements and company health and safety rules.
  2. observe all safety regulations at all times and work safely in the interests of themselves and others and also comply with all health, safety and security procedures of the host Company where they may be working/visiting.
  3. report all incidents, accidents, hazards (whether persons are injured or not) and damage to their immediate manager.
  4. wear appropriate safety equipment and or protective clothing and use appropriate safety devices at all times
  5. attend and conform to all training given in accordance with the company’s requirements.
  6. familiarise themselves with the first aid and emergency procedures.
  7. make appropriate suggestions designed to improve health and safety.
  8. co-operate in the promotion of safety awareness at all levels.
  9. apply good housekeeping practices to all work areas.


2.1.4 Learners

All Learners at both employer placements and visiting any other premises organised by iungo Solutions or the employer must:

  1. conform to the safety requirements of iungo Solutions and those of their employer and co-operate fully with representatives in the execution of the Health and Safety Policy.
  2. familiarise themselves with the emergency procedures such as Fire Evacuation and the calling of First Aid or Expert Medical Assistance.
  3. wear the appropriate protective clothing etc, and report any hazards or accidents promptly to the tutor in charge. PPE should be provided free of charge by the employer and learners should receive instruction and training on use, how to check for damage and how to store it correctly. When on placement acquaint themselves with any special precautions/regulations, which may apply.
  4. report all accidents, near misses and defects in the workplace to the client and the iungo Solutions Quality and Compliance Manager.
  5. observe all company safety rules, in particular the instructions tutors / supervisors give in an emergency.
  6. use and not willfully misuse, neglect or interfere with things provided for their safety and/or the safety of others.

2.1.5 Fire Wardens

iungo Solutions and partners’ Fire Wardens are expected to:

  1. hold a current Fire Marshall Certificate (refresher – every 3 years)
  2. monitor exit routes weekly, ensuring all routes are free of obstruction
  3. monitor fire alarms weekly – testing break glass points
  4. monitor emergency lighting
  5. maintain roll call lists
  6. monitor Fire Wardens Checklist monthly (copy to be returned to HR monthly)
  7. monitor fire evacuation general duties every 6 months:
  • take control of the area in relation to an evacuation
  • carry out roll call
  • liaise with appropriate authorities – reporting any missing persons
  • confirm when safe to re-enter building
  • report all fire risks to iungo Solutions Quality & Compliance Manager
  • complete relevant documentation

2.1.6 First Aiders

iungo Solutions’ First Aiders are expected to:

  1. hold a current First Aid at Work Certificate (refresher every 3 years)
  2. monitor first aid boxes monthly, in accordance with First Aid Checklist, and restock when appropriate.
  3. report the number of accidents / incidents on site quarterly
  4. take charge when someone is injured or falls ill, including calling an ambulance if required
  5. administer first aid as and when
  6. complete accident/incident form 

3.0 Arrangements

3.1 First Aid

The responsibility for first aid is placed with the Executive Team and the supervisor/ manager of the workplace, training venues or the host client.

They must ensure so far as reasonably practicable that:

  1. an effective first aid facility is maintained within the company and at the learner’s place of work.
  2. the names and locations of first aiders and emergency first aiders must be displayed on notice boards in all sites.
  3. the location of first aid boxes must be identified at all sites.
  4. the company guidance notes on first aid facilities are updated annually and should be consulted as necessary.

3.2 Accident Reporting

The prevention of accidents is the duty of everyone. The exercise of common sense and personal responsibility can reduce the risk of many accidents occurring.

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR), requires employers to report any fatalities, major accidents, dangerous occurrences and certain diseases. In addition, the Social Security (claim and payments) Regulations, requires the company to record all injuries, regardless of how minor they appear in an accident record.

Any member of representatives or any learner has an
immediate responsibility to stop any other person from doing anything that is causing or is likely to cause an accident.

All accidents, however trivial, must be reported officially through the established accident reporting system. Details of minor injuries are to be recorded using the online Accident and Incident Report. Fatalities, major injuries, and dangerous occurrences are to be notified to the Executive Team, Quality Manager, Health and Safety Executive either via phone for fatalities or via the website for other injuries / dangerous occurrences. The Welsh Government (for Learners only) must be notified via the appropriate form on reportable accidents.

3.3 Fire and Emergency Precautions

In the learning situation, the evacuation procedures must be discussed with all learners at the first meetings so that a high degree of health and safety awareness is encouraged. Tutors and Assessors have a special role to play in the discussion of the fire regulations with learners at the beginning of courses. Again, personal examples during practice evacuation exercises must be set. Tutors and Assessors should carry out walk through inspections at learner sites in order to ensure fire prevention procedures are observed.

The emergency evacuation procedures must be discussed with all representatives at initial induction to ensure a high degree of health and safety awareness. Workplaces may be visited by the Fire Brigade who will make recommendations in relation to escape, means for giving warnings, the means for fighting fire and any particular hazard present to the premises. Learner Managers are responsible for carrying out individual fire risk assessments annually and hold regular fire drills where appropriate.

Control of Substances Hazardous to Health Regulations (COSHH)

The COSHH regulations require employers to assess the risk to the health of employees exposed by the use of toxic, harmful and irritant corrosive substances.

iungo Solutions does not generally use such substances on its site, cleaning facilities at Head Office are contracted out and the responsibility of COSHH is
undertaken by the cleaners employed by iungo Solutions. Substances used within the facilities role will be covered by suitable COSHH Risk Assessments.

3.4 Provision of Asbestos checks

iungo Solutions has a duty of care to all contractors who may work on any of its premises, regardless of leasing or owning the property. Therefore the premises where appropriate will have a type 2 asbestos survey carried out which will be available for all contractors at each of the companies sites. This is managed by iungo Solutions.

Any asbestos found on our premises will be dealt with, where necessary, by specialist contractors in compliance with EN45001.

3.5 Provision of Electrical Testing / Equipment

iungo Solutions uses a competent external company to carry out all inspections of corporate assets. All portable equipment is tested to a schedule and consists of the following types of equipment:

  1. PC monitors and hard drives every 12 months
  2. Kitchen appliances (kettles, microwaves etc) every 12 months
  3. Extension leads every 12 months

This does not apply to employee-owned equipment (see Bring Your Own Device Policy).

3.5 Venue Hire

The venues hired for delivery will be responsible for:

  1. fire systems, emergency lighting, quarterly maintenance (tested weekly)
  2. fire Extinguishers every 12 months (Monthly monitoring)
  3. security alarms (quarterly)
  4. mains electrical installations tested every 5 years

Employees are responsible for their own equipment that they bring into the workplace (see Bring Your Own Device Policy).

All equipment is purchased with the appropriate quality mark and all employees should report any defective equipment to their Group Leader.

3.6 Provision for Young Persons

Young persons are identified as anyone under the age of 18. iungo Solutions must ensure if any young person is employed a ‘young person’s risk assessment’ is in place. All young workers are subject to additional working time regulations and cannot opt out of the working time directive. Young workers must be supervised at all times and are not allowed to work alone.

3.7 Provision for Employees with a Disability

Any person working at iungo Solutions premises or hired premises who has identified themselves as having a disability will have an appropriate risk assessment carried out. The Company will make reasonable adjustments to the workplace in line with the risk assessment. The Company has completed a self- audit risk assessment for its building which also considers visitors to the premises.

3.8 Provision of Risk Assessments

iungo Solutions is governed by the Management of the H&S at Work Regulations – Reg 3 (Risk Assessments). As such the company has identified all risks which may occur within the workplace. Risk
assessments are reviewed on a regular basis and
new risk assessments are generated for any new or
changed activity. DSE risk assessments are also carried out for all employees who have access to display screen equipment and are classed as a user. New and expectant mothers are also under the provision of risk assessments and all managers must ensure a risk assessment is carried out as soon as they become aware of a pregnancy or the new mother returns to work. Further details can be found in the New and Expectant Mothers at Work risk assessment.

3.9 Method statements and Permits to work

Where Method statements are required for the work being undertaken they must be in place, brought to the attention of representatives and must be followed during the work process.

Permits to work must be in place when required (Hot Works, Confined Spaces, Working at Height, Electrical work etc.) and should be adhered to at all times.

Permits to work can only be undertaken by a competent person

3.10 Provision of Contractors, Learners and Visitors

All contractors, Learners and visitors must report to reception at each site and sign the visitor’s book. They must be notified of the site’s evacuation procedure and contractors notified of asbestos survey before starting any work. Contractors must provide iungo Solutions with details of their safe working practices and have suitable insurance to cover all work.

3.11 Provision for Driving on Company Business

All employees who drive on company business must follow strict controls on the number of hours any one person may drive in a working day and for general rules on driving on company business. Employees must have business insurance in place to be permitted to drive on company business. Mobile Phones must not be used whilst driving. All employees driving on Company Business must supply a full driving licence (both paper and card (if applicable).

3.12 Lone Working & Personal Safety

Managers requiring employees to work alone must first assess the risk before allowing lone working. This means managers should incorporate lone working into their risk assessments. Examples of lone working include:

  1. working outside of normal hours
  2. Mobile working e.g. travelling to clients/learners

3.12.1 Managers

Managers need to:

  1. consider how to supervise lone workers e.g. visits, phone calls, emails.
  2. check to ensure a lone worker has returned to their base or home once their task is completed. Check medical conditions of a lone worker that they have no medical conditions that may make them unsuitable for working alone.
  3. establish emergency procedures to be followed.

3.12.2 Health Surveillance

The Company will ensure that health surveillance of individuals is provided where required under statutory provisions or where this would be of reasonably practicable benefit to the maintenance of health, safety and welfare.

3.12.3 Training

General health and safety training will form part of the induction programme for all newly appointed representatives including employees working in satellite locations. 

Specialist instruction must always be given before employees encounter any new or unusually hazardous materials or equipment and particular emphasis placed on the emergency procedure. Specialist training will be given to assessors, consultants and managers to maintain a level of competence.

3.12.3 Personal Protective Equipment (PPE)

Where PPE is identified for activity undertaken by employees it will be provided by iungo Solutions. If PPE is required for employed representatives when they are assessing/working on other companies’ sites this will be provided by iungo Solutions. Where employees are on clients sites where PPE is required the basic equipment should initially be provided by the host company or if not by iungo Solutions with any specialist PPE. being supplied by the host company in line with the agreed terms and conditions of business. Learners PPE is provided by their employer.

3.13 Health and Safety Appraisals

Prior to the commencement of a placement with a new employer or for one for whom no Health & Safety Appraisal or monitoring has been completed within the dates specified in the code of practice the appraisal document will be completed. In the case where appraisal has taken place within the last 12 months and the file is ‘dormant’ a monitoring visit will be completed. Guidance notes are provided with the appraisal form. The personnel evaluates the organisational risk band, against the Employer’s/Placements level of health and safety management to establish and record the overall combined risk banding.

Should the appraisal personnel find any issues that require addressing these must be documented on the form and an action plan completed. The completed action plan should cover all outstanding issues and an agreed time scale, a copy of the action plan should be left with a responsible person in the organisation to ensure completion within specified dates.

3.13.1 Monitoring

As required, according to the placement grading,
either at 3, 6 or 12 months a health and safety monitoring
visit will be made to each employer. This will be recorded on the Monitoring Form, which meets the requirements of the code of practice.

If there are any shortfalls or any incident or accident occurs or during any visit and an action plan may be instigated this could affect the overall grading of the organisation and subsequently if a grading is changed monitoring frequency may also change.

3.13.2 Contracting

Following Appraisal and prior to any funded programme commencing there must be a contract in place with the employer / placement.

A contract with an Employer/Placement will only be agreed if appraisal has occurred and the Employer/Placement is:

  1. accepted unconditionally
  2. accepted, with development plan
  3. previously deferred, but having been accepted following the appropriate progression of a development plan

All appraisal personnel have the authority to enter into and sign contracts and agreements on behalf of iungo Solutions

3.14 Audit and Review

All aspects of iungo Solutions Training undertake regular reviews and audits, which cover all departments. All iungo Solutions Health and Safety management systems will be audited on an annual basis, this will include all documents that may have been reviewed, revised and amended throughout the year i.e. Risk Assessments. The review will take into account results of both active, re-active monitoring along with results of independent auditing.

The purpose of the audit is to ensure that all systems have been reviewed and are relevant and up to date and any actions are incorporated into action plans along with other improvements, targets which are time bound.

Results of audits and reviews are communicated through the company using BRM Meetings.

3.15 Security Arrangements and High Risk Areas

Security arrangements must be adhered to when visitors enter company premises. Particular care must be taken of visitors entering areas of high risk and all systems of work that are in operation must be fully complied with. Where a visitor is required to enter an area where limited access applies, access must be authorised and monitored by a responsible person. All hazardous areas must be suitably controlled by locking or guarding at all times, so as to prevent all unauthorised personnel from gaining access. Particular consideration must be given to security when premises are unoccupied. Warning signs that comply with the Safety Signs Regulations must be clearly displayed where hazards are present.

3.16 Consultation of H&S Policy

The H&S Policy will be reviewed on an annual basis as a minimum with the iungo Solutions Quality and Compliance Manager. The policy will be developed to ensure it meets all legal requirements and takes into account feedback from the committees and any audits and reviews.

All employees are made aware of any developments to the policy via email, their Group Leader.

3.17 Information and Communication

The Company will ensure that suitable and relevant information relating to health, safety and welfare at the workplace is disseminated to employees and non-employees.

Statutory notices will be displayed throughout the work areas.

4.0 Review and Sign-off

This Policy is subject to 12-month review. The next review is due on 01 March 2024.


Name: Jessica Leigh Jones MBE
Position: Chief Executive Officer
Signature: J. L. Jones
Date: 27 February 2023