Dumfries and Galloway Fire and Rescue Service - …egenda.dumgal.gov.uk/aksdumgal/images/att1597.pdf · Dumfries and Galloway Fire and Rescue Service ... staff are essential to incident

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DU

MFR

IES AND GALLOW

AY

FIRE & RESCUE SERV

ICE

A n n u a l H e a l t h & S a f e t y R e p o r t

Dumfries and Galloway

Fire and Rescue Service

2011/2012

32

Contents

Foreword by Chief Fire Officer .............. 3

Introduction ............................................ 4

Summary ................................................. 5

Key Challenges ....................................... 6

Health and Safety Objectives ................ 7

Summary of 2011-2012 .......................... 7

Safe People ............................................. 10

Objectives

Action Plan Achievements

Statistical Analysis

Audit Findings

Actions

Safe Operations ..................................... 14

Objectives



Audit Findings

Actions

Safe Equipment ...................................... 16

Objectives



Audit Findings

Actions

Safe Workplace ...................................... 20

Objectives



Audit Findings

Actions

Safety Information ................................. 24

Objectives



Audit Findings

Actions

Glossary of Terms ................................... 27

2011-12 Health and Safety Outcomes .. 28

2012-13 Health and Safety Action Plan 32

Foreword by Chief Fire OfficerI am pleased to be in a position to write a very positive foreword to this Health and Safety Report for 2011-12.

In general the past year has seen a marked improvement in Key Performance

Indicators and whilst it would be easy to correlate this to the reduction in the number of incidents attended I would point the reader to last year’s objectives and to the achievements met against them.

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The Fire and Rescue Service has always been a learning organisation. Last year saw the publication of several high profile Inquiry findings. This Service has carried out full gap analysis of our current processes and instigated Action Plans to address any shortcomings.

In the forthcoming year the Service will go through the most significant change for generations. We must ensure that the quality of health and safety provision is maintained to the current standard to ensure community and firefighter safety is maintained.

Colin Scott MIFireEChief Fire Officer

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IntroductionThis report details the health and safety performance of Dumfries and Galloway Fire and Rescue Service for the period April 2011 to March 2012.

This report follows the Safe Organisation Concept structure detailed in the Health and Safety Policy and is structured under the headings Safe People, Safe Operations, Safe Equipment, Safe Workplace and Safety Information. Each section will identify the impact of actions completed, the findings from health and safety audits and the key actions for the forthcoming year.

SummaryThe statistics for accidents in the Service show much improvement across the board. The challenge will be to maintain high standards during a period of significant change. This will be achieved through the promotion of a positive health and safety culture within the organisation.

It is pleasing to note that all Managers demonstrated a good general knowledge and understanding of health and safety policies and procedures and that no safety critical issues were identified during the audit interviews. The Service must ensure that the knowledge and understanding is transferred into practical application of procedures and that priority is given to Safety Critical Information.

Equipment defects, maintenance and repairs must be managed more effectively to reduce accidents and ensure safety critical equipment is available to staff at operational incidents.

The review of risk assessment procedures will improve the management of risks during training and exercises. The new process will not be over burdensome for users whilst ensuring that all risk assessments are suitable and sufficient.

The development of national audit protocols is a complex piece of work which will require close working relationships with the other Scottish Services to ensure that procedures are achievable. This process should ensure that audit outcomes are standardised which will enable the assessment of health and safety performance at local and national level.

The Health and Safety Culture within the Service is positive and personnel give credence to the priority of safety in all aspects of work. The Service must guard against complacency and remain vigilant to the risks which staff are exposed to on a regular basis. The maintenance of a competent workforce is essential to ensure an appropriate and measured approach to the management of risk. The Service must guard against personnel becoming ‘Risk Averse’ whilst ensuring they are Risk Aware and professionally confident to make sensible risk assessed decisions.

The Service’s policies and procedures must support organisational learning. It must continue to learn from experiences both locally and nationally, and utilise outcomes and recommendations to improve performance throughout all aspects of its service delivery.

A Review of the Audit process was completed during the year and the revised procedure was supported by the addition of an audit interview with operational Watch Managers. Inspections by the Health and Safety Adviser, the FBU Health and Safety Representative and supported by Group Manager (Operations/Fire Control) took place during February and March 2012.

Inspections were carried out in accordance with Service Order Health and Safety 7-1 Service Premises Safety Inspections and Audits.

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Key ChallengesReform of the Fire and Rescue Service in Scotland will create significant challenges to the successful maintenance and ongoing improvement of health and safety standards. The Service must ensure that good health and safety practice remains at the forefront of all its activities. Whatever the structure of the Scottish Fire and Rescue Service it is essential that high standards of health and safety management are maintained at local level and are agreed at strategic level for all project planning. The Service’s Health and Safety Adviser is a member of the Health, Safety and Occupational Health Reform Group, and actively promotes the requirements of this Service during service planning and the development of new policies and procedures.

The maintenance and assurance of competence of personnel is an ongoing challenge for the Service. The HSE identified that competence issues are key to the health and safety of personnel. The Service’s Maintenance of Skills Programme helps in the monitoring and achievement of personnel competence, as does the Operational Assurance process. Competent staff are essential to incident ground safety. Competent staff are flexible, able to carry out suitable and sufficient risk assessments

and make difficult decisions that are based on common sense safety principles. They have a clear understanding of their own abilities and limitations and seek specialist advice and assistance when required.

A new health and safety framework has been developed by Communities and Local Government (CLG) and is currently in draft form. The framework follows the principles of successful health and safety management found in the Health and Safety Executive’s (HSE) publication HSG65 and HSE statements on Striking the Balance and Acts of Heroism. The document addresses key health and safety duties undertaken by employees at incidents and centres around safe person principles, incident risk management (Incident Commander) and personal risk assessment (Firefighters).

This document will undoubtedly have an impact on the management of health and safety in the Service. Recent changes to the Health and Safety Policy, Incident Risk Management and the promotion of the Safe Person Concept place the Service in a positive position to implement the framework when it is published.

Health and Safety ObjectivesThe Service employs a Health and Safety Adviser within the Risk Management Team who is responsible for providing competent professional specialist support, advice and guidance. The Health and Safety Adviser manages and prioritises issues on the health and safety agenda and works to the achievement of the Health and Safety Management System (HSG65) and the Safe Organisation Concept.

Health and Safety objectives and actions have been developed to achieve the Service’s Strategic Objectives to:

• Proactively manage risks in compliance with the principles of good corporate governance and in support of local and national resilience

• Develop and maintain a safe, competent, progressive and diverse workforce

The Service’s Health and Safety Objectives are as follows:

• Provide all training, instruction and supervision to ensure the safety of all personnel

• Ensure visitor and contractor safety

• Provide and maintain safe systems of work

• Audit performance on an annual basis

• Provide and maintain safe plant and equipment

• Ensure the safe handling, storage and transport of articles and substances

• Ensure high standards of housekeeping, cleanliness, storage and access/egress

• Provide a safe working environment and adequate welfare facilities

• Produce and maintain a health and safety policy

• Maintain effective consultation and communication networks and provide all appropriate information

• Monitor safety performance and report to the appropriate bodies

• Review and produce a health and safety action plan on an annual basis

Summary of 2011-20122011-2012 was an eventful year for the Service with Reform on the horizon and the publication of several key Inquiry reports.

Fatal Accident InquiriesFour key Fatal Accident Inquiries from throughout the UK, all of which have a particular bearing on operational delivery, were published during this period:

• Marlie Farm Fireworks Factory

• Loch Awe

• Rosepark Nursing Home

• Galston Mine Incident Inquiry

The Service is a ‘Learning Organisation’ therefore the recommendations from these reports have been analysed and arranged into action plans. Personnel have been allocated tasks and deadlines to ensure the risks identified in these reports are addressed at a local level.

There is evidence that current uncertainty around penal charges and prosecution of Fire Service personnel is creating a risk averse workforce. In other words, there is a danger that an environment may be created in which staff are afraid to act in case there is a legal challenge to their decision making. The challenge for the Service is to maintain a competent workforce, able to risk assess a wide range of situations, and to ensure the professional confidence of operational staff. This empowers staff to make decisions based, not on fear of repercussions, but on risk-assessed activities, which they are trained in and competent to perform. This professional confidence must be nurtured and encouraged in the culture of the organisation.

In recognition of the need to prepare for foreseeable risks, the Service has reviewed its ‘Working In, On Or Near’ policy and trained personnel in Flood First Response. Personnel trained in Flood First Response can only enter water no greater than waist depth assessing speed and flow (for wading and non-powered boat operations) to perform special service rescues and provide non-emergency assistance. This significantly increases resilience across the region.

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The Service has also trained instructors in Line Rescue First Response, which increases resilience in Line Rescue. It is the intention of the Service to deliver first responder training to four Stations across the region with specialist technician teams based in Dumfries Station.

Asset ManagementThe Service has completed the purchase of a Combined Aerial Rescue Tender, which will be available for operational use from May 2012. This appliance significantly reduces the risk to personnel who are required to work at height. Working at Height remains the largest cause of major injury to workers in the UK. The Combination Appliance provides an alternative to ladder work and delivers a more versatile approach to working and performing rescues at height.

The development of an Operational Development Centre was agreed through the capital programme and is under construction at the Cargenbridge training site. This

development will significantly improve facilities on the site, with new showers, toilets and changing rooms included in the design. The new building will improve the current health and safety standards at the site and address many issues identified through the risk assessment and audit process, such as improved welfare and training facilities and better site security and access and egress.

The Service has also agreed the purchase of a Carbonaceous Fire Training Unit. The unit will be used to train staff in a more realistic environment, increasing understanding of fire behaviour and resulting in a more competent workforce. A working group will be initiated to ensure that robust procedures are implemented for the maintenance, testing and inspection of the facility. Safe systems of work for the operation of the unit will be produced through thorough risk assessment and consultation with other Services using similar units.

Thornhill Fire Station is also being renovated and now includes a larger more sanitary Breathing Apparatus servicing and storage area, improved hygiene facilities (toilets, showers, kitchen etc.), improved staff parking area and resurfaced drill yard. This development combined with the commitment from local personnel will increase health and safety standards at the Station.

Major Local EventsThere were two incidents during this period with a particular relevance for health and safety. Both were road traffic collisions (RTC) involving Service vehicles. Fortunately, there were no major injuries or fatalities as a result of these incidents.

In August 2011, whilst driving to an incident the Newton Stewart Fire and Flood Tender left the roadway, demolishing a wall and a bridge parapet before overturning and coming to rest. All personnel were wearing seatbelts and escaped with only minor injuries but were in a state of shock. The vehicle will be repaired and is expected to be back in operational use in May 2012. This incident was investigated and recommendations have been made. The key recommendations were that a Driver Awareness presentation should be delivered to all personnel and a review carried out of the policy on the Management of Occupational Road Risk. A ‘Drive to Arrive’ presentation was delivered during February and March 2012.

The second RTC occurred in December 2011. A member of staff lost control of an ancillary vehicle on a stretch of road affected by heavy rain, which immediately froze on contact with the road. The vehicle left the roadway and rolled into a field before coming to rest back on its wheels. The member of staff escaped with only minor injuries but the vehicle was damaged beyond repair.

These events demonstrate how easily serious events can occur, and they serve as a warning to all personnel responsible for driving service vehicles. The Service will continue to promote safe driving throughout the organisation.

A series of large heathland fires, which occurred during March 2012, tested the Service’s procedures and resilience. Personnel responded well to the challenges that faced them and were flexible and innovative in order to reduce risks to personnel safety. It is pleasing to note that despite the size and nature of these incidents there were no ‘on duty’ injuries reported. The successful completion of these incidents was aided by the support and co-operation of partner agencies, local landowners and the Forestry Commission. A Royal Navy Helicopter was provided to assist with the distribution of personnel operating over a large geographical area.

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Safe People

ObjectivesThere are a range of processes in place to ensure that personnel are trained to an appropriate level and are competent. Training must be representative of incident information collected, personal and organisational development requirements and the results of internal and external audit and review.

There is also a requirement to maintain robust systems for the selection, supervision and instruction of personnel at all levels within the organisation.

High importance is also given to the safety of visitors to Service premises and contractors employed by the Service.

HS01 Provide all training, instruction and supervision to ensure the safety of all personnel

HS02 Ensure visitor and contractor safety

Action Plan AchievementsThe Health and Safety Adviser is fully involved throughout the development, delivery and debrief of training events. This ensures that training is sufficiently assessed and that safety is given priority during planning. Attendance on a number of Service courses ensures the HSA increases operational understanding. This is essential for appropriate control of hazards and risks in training and operational environments. Participation in debriefs and review of training performance facilitates learning and improvements for all parties involved.

District staff have made provision in quarterly training plans for health and safety delivery, and all new recruits received induction training. A draft health and safety training plan has been produced which details the obligations of the Service and provides a structured approach to the delivery of training.

In response to recommendations from the HSE’s Audit of 8 UK Fire and Rescue Services, the Service have introduced a system by which all instructors can log activities and demonstrate competence in their specialist areas. The provision of training and instruction contributes to a competent workforce, which in turn improves safety of operational staff.

The completion of PDR Pro, a personal development recording system for Fire and Rescue Services, is essential to the demonstration of competence at operational level. A new version of PDR Pro has been developed and introduced to the Service. Personnel have been trained in the use of the new version. At present 89% of staff training records are fully up to date, it is hoped that this will increase to 93% by the end of March 2013.

Delivery of foundational fire fighting skills and branch techniques was prioritised by the Learning and Development Department during 2012. This training is considered essential to the maintenance of skills and understanding of best practice in fire fighting. The skills taught increase personnel safety in the operational environment.

All reported health and safety events are investigated by personnel appropriate to the severity of the incident. The Health and Safety Adviser attended an Events and Conditional Factors Analysis (Accident Investigation) course in March 2012. This system of investigation will be delivered to selected personnel during the next reporting period.

Overdue/Incomplete Actions The review of health and safety training packages and the development of training risk assessments has been reprioritised and will be completed during the next reporting period.

Review of the risk assessment process is ongoing and new forms are currently being developed. Training will be delivered to all relevant personnel when this process is complete.

The achievement of safety and welfare for all visitors to the Service is one of our key objectives. The Control of Contractors policy has been reviewed and a working group has been established to address concerns about the use of Fire Stations by community groups. Support Services are investigating security facilities and internal procedures for Fire Service premises. This will be completed during 2012.

Statistical AnalysisTraining Delivery

TitleNumber

of Personnel

Breathing Apparatus Instructor 5

Fire Behaviour Training Instructor

1

Emergency Fire Appliance Driver 9

Emergency Fire Appliance Driver Refresher

36

Gold Command 1

Bronze Command 2

IOSH Managing Safely 2

Manual Handling Refresher 28

Mental Health First Aid Training 8

NEBOSH Certificate 3

Conflict Management 15

Trauma Care Refresher 353

Safe Working at Height 40

Safe Working at Height Refresher

273

Advance Line Work 4

Water Awareness 117

Water Response Level 2 107

Defibrillator Training 8

Hazardous Materials 5

BA Training Phase 1&2 8

BA Session 1/2011 224

BA Session 2/2011 170

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The Number of RIDDOR Reportable Accidents

The number of RIDDOR Reportable accidents dropped further below the target of 5, with only 3 ‘lost time’ injuries occurring whilst on duty.

Number of Absence days caused by on duty accidents

It is again pleasing to report that the work carried out by Human Resources and Occupational Health continues to see a faster return to work for those with accident related injuries. This as well as the promotion of a positive health and safety culture and effective risk assessment has contributed to the reduction of on duty accidents and absence days.

Audit Findings

The chart above is a graphical representation of the results of Interviews carried out as part of the audit process.

As part of the audits a series of questions were posed under the Safe Organisation Categories. Answers given were assessed from a demonstration of best practice, satisfactory performance, development needs or identification of safety critical needs. The results of the interviews have been collated and a graphical representation is included in the appropriate sections of this report.

The audit identified that the procedures in place to train, instruct and supervise staff to ensure their safety, are well integrated at Station level. Effective training, instruction and supervision contributed to the reductions of accidents and injuries whilst on duty, thus reducing the number of days lost due to sickness absence.

The challenge for the future is to maintain competence, promote professional confidence and prepare for the changes and challenges that will be brought about through the Reform process.

The Number of Reported On Duty Injury Accidents

There has been a significant reduction in on duty injury accidents, 19 accidents were reported a 42% reduction from 2010/11. It is pleasing to report a significant reduction in the number of injuries occurring because of manual handling activities. Manual handling refreshers will be delivered to all personnel during 2012-2013.

The Number of Reports of Violence against Employees

The Service has a reasonably low number of these types of incidents but works towards their total removal. The Risk Management Team, through joint working, identified two incidents involving violent and aggressive behaviour towards staff which otherwise may not have been reported. Personnel were reminded that it is always beneficial to report these incidents and support work with local communities to achieve our objective of their total removal.

2008/09 2009/10 2010/11 2011/12

9

8

7

6

5

4

3

2

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2008/09 2009/10 2010/11 2011/12

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350

300

250

200

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2008/09 2009/10 2010/11 2011/12

40

35

30

25

20

15

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Event Reporting Personnel Safety

12

10

8

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4

2

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5

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4

3.5

3

2.5

2

1.5

1

0.5

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Target

Actions – 2012-2013The following actions will be initiated during 2012-2013 and have been directly identified through performance monitoring, audit and review processes.

• React to training requirements identified or initiated by Reform

• Review all health and safety training packages

• Review the Service Orders on Risk Assessment

• Deliver the Maintenance of Skills programme

• Deliver induction training to all new personnel

• Deliver one Health and Safety Training/Awareness Session to all Stations

• Deliver Risk Assessment Training to Retained and Wholetime Officers

• Deliver Events and Conditional Factors Analysis Training to relevant personnel

• Deliver Manual Handling Refreshers to all StaffS

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Best Practice

Satisfactory

Development Needs

Safety Critical Needs

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Safe Operations

ObjectivesThe Service uses a range of information, experience and consultation processes to ensure that its operational procedures are robust whilst recognising the complex challenges of operational duties. This balance is to be found in the provision of clear, concise risk information, operational summaries and incident risk management. The attendance of a Health and Safety representative at key operational meetings also ensures that operational safety is always given the highest priority.

HS03 Provide and maintain safe systems of work

HS04 Audit performance on an annual basis

Action Plan AchievementsA procedure for the review of Health and Safety Service Orders has been implemented. This ensures that procedures are updated on a two yearly programme or when required due to changes in legislation or national guidance. An Operational Service Order has been issued which ensures that national guidance and reports from Key Inquiries are considered and integrated into Service policy. The Service has also implemented a process to ensure that recommendations from national event inquiries (e.g. Fatal Accident Inquiries) are

analysed and action plans are created to learn from other events and to continue to improve performance.

The further development of Incident Risk Management procedures continues to contribute to the improvement to the safety of personnel at incidents. The procedures promote the risk assessment process and influence Officers in Charge to assess decisions before committing crews into hazardous areas. It is recognised that these decisions are based on Officer competence and understanding of operational risk assessment. Our staff must be empowered to make these difficult decisions without fear of reprisal whilst demonstrating a suitable and sufficient risk assessment based decision-making process. The Learning and Development Department will deliver Incident Command Training and Assessments during 2012-2013.

Audit processes have proven to be effective in contributing to the review and improvement of service provision, both in routine and operational capacity. Firefighter safety remains at the core of our activities, and the operational environment is challenging and dynamic. It is therefore pleasing to report a substantial reduction in injuries to staff whilst attending operational incidents. The Service must not become complacent in this regard and must continue to develop safe systems of work, take cognisance of national guidance and audit and review the provision of its core

activities. All procedures adopted must enable personnel to carry out their duties whilst ensuring their safety.


The Number of Personal Injury Accidents which Occurred at Operational Incidents

It is pleasing to report a substantial reduction in injuries to staff whilst in attendance at operational incidents. The Service continues to promote the safety of personnel involved in operational activities by providing safe systems of work based on the competence of our personnel. The Service must not become complacent in this area. The operational environment is increasingly complex and the Service must adapt to changes. The Service must adopt procedures that will enable staff to carry out the roles expected of them, whilst ensuring their safety.

Audit Findings


Understanding of the Safe Person Concept is present within the culture of the organisation. It is evident that staff have difficulty in articulating the principles, despite the fact that they shape every decision and action carried out in an operational environment. It is proposed that guidance will be issued, in conjunction with the new national Health and Safety Framework, to clarify, in simple terms, the principles of the Safe Person Concept.

There is a broad understanding of the processes of Dynamic Risk Assessment (DRA) and Analytical Risk Assessment (ARA). There remains some confusion about when the processes should be initiated, who should be responsible for completing ARA and some confusion about paperwork. Discussions with staff indicate that the new Incident Risk Management procedures have been accepted positively and that there is an understanding of their purpose.

2008/09 2009/10 2010/11 2011/12

17.5

15

12.5

10

7.5

5

2.5

0

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Safe Person Concept

DRA ARA

Best Practice

Satisfactory

Development Needs


2012-2013 Actions

The following actions will be initiated during 2012-2013 and have been directly identified through performance monitoring, audit and review processes.

• Issue guidance on safe person principles

• Deliver input on Incident Risk Management

• Maintain involvement in Operational Assurance process

• Develop National Audit Protocols which are integrated into Operational Assurance

• Review the Service Order on the Management of Occupational Road Risk

• Deliver Incident Command Training and Assessments

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Safe Equipment

ObjectivesHealth and Safety considerations are integral to the procurement and introduction of new equipment. The Service is committed to ensuring this is a fully risk assessed process. The Risk Assessment will address the requirements under regulations such as the Lifting Operations and Lifting Equipment Regulations (LOLER) and the Provision and Use of Work Equipment Regulations (PUWER), and the ongoing management and recording of maintenance programmes as well as the training and instruction required for operational use.

Damaged or defective equipment must be reported effectively to ensure a timely repair. An impact of damage measurement is included to assist in the assessment of the need to remove a piece of equipment from operational use and to prioritise the need for repair.

HS05 Provide and maintain safe plant, equipment

Action Plan AchievementsThe procedure for weekly testing of equipment has been formalised and personnel have settled well into the

amended routines. This has improved the recording of testing, the rotation of tasks and the maintenance of equipment. This will contribute to a reduction in the failure of safety critical equipment.

The process for carrying out spot checks of equipment was carried out during the Health and Safety Audit process. This focussed on Personal Protective Equipment and identified a number of issues discussed in the audit section of this report. It is important that the ‘spot check’ process identified these issues as the Service can now rectify the problems before any harm has been caused.

Overdue/Incomplete ActionsThe development of a policy for the introduction of new equipment has proven to be more complex than originally anticipated. This policy will include Provision and Use of Work Equipment Regulations, Lifting Operations and Lifting Equipment Regulations and Manual Handling Regulations as well as other technical information and practical considerations. As a result, this policy will continue to be developed and be included in next year’s action plan.

The process for the management of defects and recording of external testing and maintenance requires development. The

Defect Management Working Group has been established to work with Dumfries and Galloway Council to develop more robust defect management procedure.


The Number of Incidents Resulting in Damage to or Loss of Equipment

There has been a concentrated effort to ensure that all damaged or lost equipment is reported and the cause investigated. This has resulted in an ongoing increase in the number of reported incidents, which is not necessarily an indicator of a reduction in equipment safety.

Causes of Damage or Loss of Equipment

The biggest cause of damage to equipment is human error; this may be attributed to the amount of new equipment being introduced into the Service. It is important that appropriate training and guidance be given to all personnel in the operation of all new

equipment. Incidences of equipment failure is also high, this will be addressed through the development of maintenance and testing procedures.

To address the issue with stowage on appliances the Service is currently standardising the equipment to be stored in appliances. To reduce the risk of equipment being dropped or personal injury a review of manual handling assessments will be included in the 2012-2013 Action Plan.

The reporting of damaged equipment has improved significantly because of promotion of correct procedures. There remains a high amount of damage reported for which the cause is unknown; this will be addressed through the District Teams.

The Number of Vehicle Accidents

It is pleasing to report a reduction in vehicle incidents; however, there were two very serious vehicle incidents during the reporting period. This serves as a timely reminder that although the reduction of occurrences is positive it only takes one serious incident to accrue extensive equipment damage and the potential for serious injury or loss of life. This point was clearly communicated during ‘Drive to Arrive’ presentations, which were delivered to all Stations during February and March 2012.

EquipFailure

Wear & Tear

Unknown Inadequate Procedural Failue

Vehicle Accident

12

10

8

6

4

2

0

2008/09 2009/10 2010/11 2011/12

65

55

45

35

25

15

5

0

Target

2008/09 2009/10 2010/11 2011/12

14

12

10

8

6

4

2

0

Target

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Audit Findings

Safe Equipment - Interview Outcomes


The audit interviews identified that personnel have a very sound understanding of what is required in relation to testing and inspection of equipment. This however was not always clearly demonstrated when auditing the actual performance.

The maintenance of Firekit across the Service was found to be well below acceptable standards. The need for clean and well-maintained PPE is a personal responsibility and additional guidance on the acceptable standards and the process for laundering and repair will be issued during 2012-2013.

A large number of helmets have been damaged along the spine on the crown. This damage is caused by the common practice of placing the helmet on the ground. Although most damage appears to be superficial, the Service is investigating this and will produce guidance for staff on what should be done with helmets with this type of damage. All personnel have been informed that a helmet should not be placed on its crown.

There is an issue with the procedure for the clearance of vehicle defects. When repaired the defect book should be updated by Dumfries and Galloway Council staff. Generally this is not taking place and staff are unaware that, or unsure if, a defect has been repaired. The Defect Management Working Group will address this issue.

The need to refresh manual handling risk assessments for existing equipment is evident. Much of the equipment currently in operational use requires to be correctly labelled to ensure safer manual handling. This process will be written into the Service Order for Introduction of New Equipment, but a process will also be implemented to ensure that all existing equipment is reassessed.

Another of the key challenges identified through the audit process is the need to maintain competence in the operation of an ever-increasing range of equipment. This

is even more of a challenge for retained personnel who have limited time within training nights. The amount of training and operation required to maintain skills will be identified and full technical information will be made available whenever any new piece of equipment is introduced.

Computer equipment is now accessible on all Stations. Chairs currently provided in the majority of Stations do not meet Display Screen Equipment Regulations and it is recommended that the procurement of appropriate, adjustable chairs be commenced.

Testing & Inspection Safety & Inspections

12

10

8

6

4

2

0

Best Practice

Satisfactory

Development Needs


2012-2013 ActionsThe following actions will be initiated during 2012-2013 and have been directly identified through performance monitoring, audit and review processes.

• Complete Service Order on Introduction of New Equipment

• Issue Guidance on PPE Maintenance and Standards

• New and workable procedure developed for vehicle defects

• Review manual handling assessments for equipment

• Develop Procedures for Carbonaceous Training Unit

• Recommend the procurement of suitable DSE Chairs for Fire Stations

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Safe Workplaces

ObjectivesManaging safety within Service premises is paramount. The premises and fire risk assessment requirements, basic housekeeping standards, regular inspection processes and the control of visitors and contractors on site must be a priority. The reporting of hazards and defects is also an essential element of maintaining the safety of Service property.

HS06Ensure the safe handling, storage and transport of articles and substances

HS07Ensure high standards of housekeeping, cleanliness, storage and access/egress

HS08Provide a safe working environment and adequate welfare facilities

Action Plan AchievementsThe HSA completed a review of the premises inspection procedures during 2011. It was found that although the procedures are adequate, the forms used during inspections require to be reviewed. This will be completed during 2012-2013.

Compounds have been purchased for all Stations to secure any vehicles being used for Road Traffic Collision training. These will be delivered to Stations as soon as is practicable. This will significantly reduce the likelihood of vandalism and unwanted entry onto Service property.

The Health and Safety Audit process was reviewed and the addition of an interview was included. This has enabled the assessment of knowledge and understanding of policies and procedures essential to the successful management of health and safety. The HSA is developing the Audit and Inspection Protocols for the Scottish Fire and Rescue Service. These procedures will be implemented at local level when agreed nationally.

The Fire Safety Department have completed Fire Risk Assessments for all premises. These will be reviewed annually by the Fire Safety Department.

Overdue/Incomplete ActionsThe action plan stated that a new policy on housekeeping would be issued. This has been deferred and a new policy standard will be developed as part of the Reform process. In the meantime, guidance will be issued on housekeeping and COSHH. A review of the current COSHH data sheets is underway and will be taken forward during the next reporting period.

Station Risk Assessments have yet to be reviewed. It is believed appropriate to defer this process until the review of the Service Orders on Risk Assessment, found in the Safe People Actions, is completed. The District Teams will be allocated the task of carrying out Station Risk Assessments.

Statistical Analysis/Performance Indicators

The Number of Personal Injury Accidents occurring on Service Premises

The management of Service premises has an impact on the safety of personnel carrying out routine duties. It is pleasing to note a reduction in injury accidents occurring on premises, however, there are areas that require improvement, and these are detailed in the audit findings.

Number of Near Misses Reported

The reporting of near misses was promoted during recent years. It is pleasing to see the number of reports increasing from last year. The reporting of near misses enables the

Service to identify trends and hazards and make adjustments before any damage or harm has occurred.

Audit Findings

Safe Workplace - Interview Outcomes


At present all Station Risk Assessments require to be reviewed. This will be tasked to District personnel for completion as soon as is practicable. This process will include a review of signage, storage, cleanliness and procedures.

One of the major issues identified during the audit was the storage and labelling of chemical and combustible materials. Chemicals were discovered in various locations throughout premises, and very few were correctly labelled. A housekeeping and COSHH guidance note will be issued and the control measures for managing COSHH in the workplace will be included in the premises risk assessment.

The need to maintain effective fire safety procedures has been improved through the review of Station Fire Risk Assessments during 2011. There remains a lack of attention to the carrying out of evacuation drills across the Service. This must be remedied as soon as is practicable.

2008/09 2009/10 2010/11 2011/12

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2008/092007/08 2009/10 2010/11 2011/12

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20

15

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5

0

12

10

8

6

4

2

0Safety

InspectionsLegionella Asbestos Premises

Defects

Best Practice

Satisfactory

Development Needs


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Management of workplace safety remains of paramount importance. The procedure for management of asbestos on Service premises is not currently being followed at the majority of Stations. This is of major concern given the hazards posed by asbestos exposure. Although there is no direct risk to personnel, there is a potential risk for contractors working on Service premises. Further guidance will be issued on the procedure for control of asbestos; this will include the notification of location of asbestos to contractors and ensuring they sign the asbestos register.

The maintenance of Station grounds is generally of high standard, with some drill yards requiring some resurfacing work and others a general tidy up. It is recommended that cigarette receptacles provided in some Stations are purchased for all Service premises. This will prevent the unsightly build up of cigarette ends and improve fire safety.


• Review of COSHH Data Sheets

• Review premises inspection paperwork

• Issue guidance on housekeeping and COSHH

• Recommend that cigarette receptacles are purchased for all Service premises

• Issue guidance on the Management of Asbestos in Service premises

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Safety Information

ObjectivesThe effective circulation, understanding of and adherence to safety information is essential to ensure staff awareness of safety issues and to develop a positive safety culture within the Service. A range of media will be used to ensure the consultation and inclusion of and communication with all Service personnel. There is also a requirement to ensure that any information being issued is being read and understood.

HS09Produce and maintain a Health and Safety Policy

HS10Maintain effective consultation and communication networks and provide appropriate information

HS11Monitor safety performance and report to the appropriate bodies

HS12Review and produce a health and safety action plan on an annual basis

Action Plan AchievementsThe Health and Safety Policy was reviewed and was ratified by the Police and Fire Committee. The policy clearly sets out individual responsibilities, health and safety arrangements and communicates the health and safety management system.

The provision and understanding of safety critical information is essential for all personnel. The policy on this information was reviewed and consequently a more specific criterion has been established and an improved system for identification of safety critical information was implemented. This makes it easier for personnel to identify and manage all information essential to their safety.

A survey of stress among middle and senior Managers was carried out during March 2012. The results are generally very positive in terms of the Service’s management of work related stress. However, the demands placed on staff are an area for concern. The outcomes of the survey will be reported to the Service Management Team in June 2012. It is recommended that a stress survey be carried out on an annual basis; this is of particular importance during a period of significant change.

Health and Safety CampaignsHealth and Safety Campaigns were delivered on the topics of healthy living, prostate cancer and men’s health awareness and Drive to Arrive.

The ‘Movember’ campaign was very successful with over 40 staff taking part to raise awareness of prostate cancer and men’s health. Participants raised over £1300 for men’s health charities.

Performance measurement and monitoring systems were developed during 2011. The effective measurement of performance improves management and planning activities and enables the setting of achievable improvement objectives.

The promotion of a positive health and safety culture within the Service is essential in improving the safety of personnel in the workplace and in reduction of accidents and injuries.

4 Safety Flashes were issued during the reporting period to highlight critical issues relating to:

• Explosive Packages

• Bypass of Electrical Equipment

• Angus Sacol 13.5m Ladders

• Incidents Involving Solar Panels

There were also 3 Briefing Notes issued, these covered a variety of identified risks.

The Health and Safety Award for 2011 went to Station Manager Derek Wilson. His suggestion to create a Sharepoint page to inform staff of the outcomes of health and safety investigations is currently being developed.

Overdue/Incomplete ActionsThe Service continues to work towards the aims of the Healthy Working Lives Bronze Award. However, national objectives for the Scottish Fire and Rescue Service will dictate if the Service pursues the award in an official manner.


Percentage of up to date Safety Critical Folders

48% of Safety Critical Folders were found to be up to date, just below the target of 50%.The target was lenient for the period due to the review of Safety Critical Information Procedures. The target will be increased to 75% for 2012-2013, which should be achievable given the level of awareness that exists within the Service.

48% 50%

Target

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Audit Findings

Safety Information - Interview Outcomes


The audit identified that although there is an understanding of the procedure for safety critical information the procedures are not being fully implemented. The use of the Safety Critical Folder is improving and personnel are developing local procedures to ensure they keep up with safety critical information. Discussions with staff indicate that the reduction and identification of safety critical information makes keeping up to date more achievable. Many Stations are still failing to achieve full sign off through incomplete folders and incorrect paperwork; this will be addressed during the next reporting period.

The Health and Safety Policy had been categorised as safety critical, however when staff were asked about some of its contents they were unable to give an outline. The HSA will issue a key facts document to all Stations, which will identify the key policy areas. This will be issued following the annual review of the Health and Safety Policy during 2012.


• Provide concise guidance on completion of the Safety Critical Folder

• Issue Safety Flashes as and when necessary

• Issue Briefing Notes as and when necessary

• Issue Health and Safety Policy Guidance

• Develop a Health and Safety Action Plan

• Complete a stress survey of all personnel

• Investigate methods of communicating critical information with Retained staff

Glossary of TermsMaintenance Phase Development Planner - Process in place to ensure that personnel maintain competence in core skills.

PDR Pro - Computer system used to record training and operational activates of personnel.

NEBOSH - Awarding Body for Health and Safety qualifications, National Examination Board for Occupational Safety and Health

IOSH - Professional Health and Safety body, Institute of Occupational Safety and Health

Safety Critical Folder - Process used in the Service to manage information which is critical to the safety of personnel.

FBU - Fire Brigades Union

Learning Organisation – an organisation that ensures that lessons are learned from good practice and mistakes at a local and national level. Policies and practices support organisational learning.

RIDDOR – Reporting of Injury, Disease and Dangerous Occurrence Regulations. This regulation states that certain types of incident are reportable to the Health and Safety Executive. At the time of reporting any incidents which resulted in staff absence of over 3 days required to be reported. This has now changed to over 7 day absences.

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InfoInformation Resources

H&S Policy

Best Practice

Satisfactory

Development Needs


Safe Person Concept – This is the key model used within the Fire and Service which encapsulates the obligations placed on employers and employees in the Health and Safety at Work Act. These are the principles by which safety is managed in an operational environment.

Dynamic Risk Assessment – the continuous assessment and control of risk in the rapidly changing circumstances of an operational incident.

Analytical Risk Assessment - A formalised assessment of the hazards, who or what is at risk from those hazards, the likelihood and severity of risk and the suitability of control measures. This is carried out on an ongoing basis at operational incidents.

Safety Flash – A method used to communicate critical Health and Safety information.

2011-2012 Health and Safety

It has been identified that Safety Flashes were not always received or read by Retained Stations between drill nights. The HSA will investigate methods of communicating operationally critical safety information to Retained staff.

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Outcomes

Safe People

Objective

HS01Provide all training, instruction and supervision to ensure the safety of all personnel

HS02 Ensure visitor and contractor safety

Actions Status

HS01.1Ensure there is health and safety input into the development of training programmes

HS01.2Implement robust procedures to meet individual and organisational training needs

HS01.3 Produce a health and safety training delivery plan

HS01.4 Review reports on training performance and outcomes

HS01.5 Implement a system to record the maintenance of instructors skills

HS01.6Ensure training programmes include essential health and safety training

HS01.7 Review all health and safety training packages

HS01.8 Deliver induction training to all new employees

HS01.9 Ensure all accidents are investigated and actions taken

HS01.10 Review the ADI Process

HS01.11Ensure personnel have ability to use PDR Pro to record operations and training

HS01.12 Deliver foundation skills on fire behaviour and branch techniques

HS01.13 Implement a robust system to manage post incident documentation

HS01.14 Promote the reporting of hazards, near misses and accidents

HS01.15 Develop risk assessment templates for training and exercises

HS02.1 Review the control of contractors policy

HS02.2 Review the policy on the use of Service premises by external agencies

Performance Indicators Value Target Status

FRHS01Increase the percentage of personnel who are up to date with PDR Pro

75% 75%

FRHS02Reduce the number of days absence caused by on duty accidents

89 204

FRPI26 Reduce the number of RIDDOR reportable accidents 3 5

FRPI27 Reduce the number of reported on-duty accidents 19 34

FRPI29Reduce the number of reports of violence against employees

4 3

Safe Operations

Objectives

HS03 Provide and maintain safe systems of work

HS04 Audit performance on an annual basis

Actions Status

HS03.1 Review the provision of risk information and prioritise re-assessments

HS03.2 Implement a system for reviewing Health and Safety Service Orders

HS03.3Develop a system for the integration of national guidance into Service Policy

HS04.1 Monitor the results of Station inspections

HS04.2Maintain full involvement in the operational assurance performance inspections

HS04.3Complete an annual health and safety audit and report findings in a thematic review

HS04.4 Review the current audit procedure


FRHS03Increase the percentage of Watch Managers who confirm full understanding of operational safety procedures through audit interviews

75% 75%

FRHS04Reduce the number of personal injury accidents which occur at operational incidents

5 13

Safe Equipment

Objectives

HS05 Provide and maintain safe plant and equipment

Actions Status

HS05.1Maintain current procedures for the maintenance and testing of equipment

HS05.2 Review and revise the policy on the introduction of new equipment

HS05.3Implement recording mechanisms for all external testing and maintenance

HS05.4 Develop the process for the management of defects and repairs

HS05.5 Carry out spot checks on maintenance of essential equipment

HS05.6 Formalise the process for recording weekly tests


FRHS05Reduce the number of incidents resulting in damage or loss of equipment

64 29

FRHS06 Reduce the number of vehicle accidents 7 11

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Safe Workplace

Objectives

HS06Ensure the safe handling, storage and transport of articles and substances

HS07Ensure high standards of housekeeping, cleanliness, storage and access/egress

HS08 Provide a safe working environment and adequate welfare facilities

Actions Status

HS06.1Provide all necessary information for substances and materials used in the Service

HS06.2Provide guidance on housekeeping in relation to the storage of substances

HS07.1 Produce a good housekeeping policy

HS07.2 Review premises inspection process

HS07.3 Monitor results of Station Inspections

HS08.1 Review Station Risk Assessments

HS08.2 Develop a standardised solution to COSHH issues

HS08.3 Carry out Station Fire Risk Assessments

HS08.4 Provide secure compounds for RTC vehicles

HS08.5 Review the policy on the management of asbestos

HS08.6 Produce a policy on the control of legionellosis

HS08.7 Review the provision of electrical installations in the ICT Office


FRHS07 Increase the percentage of Service premises on which audit inspections are carried out

100% 100%

FRHS08 Reduce the number of personal injury accidents which occur on Service premises

12 22

Safety Information

Objectives

HS09 Produce and maintain a health and safety policy

HS10 Maintain effective consultation and communication networks and provide all appropriate information

HS11 Monitor Safety Performance and report to the appropriate bodies

HS12 Review and produce a health and safety action plan on an annual basis

Actions Status

HS 9.1 Revise the current Health and Safety Policy

HS10.1 Review the provision of safety critical information

HS10.2 Develop Sharepoint and other innovative ways to circulate information

HS10.3 Carry out an annual health and safety survey

HS10.4 Deliver four health and safety campaigns

HS10.5 Maintain attendance at all key service meetings

HS10.6 Develop external networks and attend external meetings

HS10.7 Work towards the achievement of the Healthy Working Lives Bronze Award

HS10.8 Develop relationships and roles of Health and Safety Liaison Officers

HS10.9 Develop campaigns to promote awareness and reduce accidents

HS11.1 Develop Covalent with clear indicators, actions and objectives

HS11.2 Provide monthly updates to the Service Management Team

HS11.3 Produce quarterly performance reports based around key performance indicators

HS11.4 Produce an annual Health and Safety Performance Report

HS12.1 Develop benchmarks from previous performance and from other Services

HS12.2 Produce an annual Health and Safety Delivery Plan


FRHS09 Increase the percentage of Safety Critical Folders which are up to date

48% 50%

Action Status

Cancelled Unassigned; Check Progress

Overdue; Neglected Completed

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2012-2013 Health and Safety Action Plan

Category ActionResponsible Department

Safe PeopleReact to training requirements identified or initiated by Reform

H&S/L&D

Safe People Review all health and safety training packages H&S/L&D

Safe People Review the Service Orders on Risk Assessment H&S

Safe People Deliver the maintenance of skills programme L&D

Safe People Deliver induction training to all new personnel H&S/L&D

Safe People Deliver one Health and Safety Session to all Stations H&S/L&D

Safe PeopleDeliver Risk Assessment Training to Retained and Wholetime Officers

H&S/L&D

Safe PeopleDeliver Events and Conditional Factors Analysis Training to relevant personnel

H&S/L&D

Safe People Deliver Manual Handling Refreshers to all Staff H&S/L&D

Safe Operations Issue guidance on safe person principles H&S

Safe Operations Deliver input on Incident Risk ManagementH&S/Operations

Safe Operations Maintain involvement in Operational Assurance process H&S/OAT

Safe OperationsDevelop National Audit Protocols which are integrated into Operational Assurance

H&S/OAT

Safe OperationsReview the Service Order on the Management of Occupational Road Risk

H&S/Operations

Safe Equipment Complete Service Order on Introduction of New EquipmentH&S/Support Services

Safe Equipment Issue Guidance on PPE Maintenance and StandardsH&S/Support Services

Safe EquipmentDevelop a new and workable procedure developed for vehicle defects

Defect Working Group

Safe Equipment Review Manual Handling Assessments for equipmentH&S/Support Services

Safe Equipment Develop Procedures for Carbonaceous Training UnitWorking Group

Safe EquipmentRecommend the procurement of suitable DSE Chairs for Fire Stations

H&S/Support Services

Safe Workplace Review of COSHH Data SheetsH&S/FBU H&S Rep

Safe Workplace Review premises inspection paperworkH&S/FBU H&S Rep

Safe Workplace Issue guidance on housekeeping and COSHH H&S

Safe WorkplaceRecommend that cigarette receptacles are purchased for all Service premises

H&S/Support Services

Safe WorkplaceIssue guidance on the Management of Asbestos in Service premises

H&S

Safety Information

Provide concise guidance on completion of the Safety Critical Folder

H&S/Operations

Safety Information

Issue Safety Flashes as and when necessary H&S

Safety Information

Issue Briefing Notes as and when necessary H&S

Safety Information

Issue Health and Safety Policy Guidance H&S

Safety Information

Develop a Health and Safety Action Plan H&S

Safety Information

Complete a stress survey of all personnel H&S

Safety Information

Investigate methods of communicating critical information with Retained staff

H&S

Safe Operations Deliver Incident Command Training and Assessments L&D

Marlie Farm Ensure all PPE Meets the relevant British Standard H&S

Marlie Farm Review Service Policies regarding the wearing and care of PPE, including helmets/eye protection/general purpose safety hoods/ hearing protection

H&S

Marlie Farm Review Service policies regarding Incident Ground communications / emergency evacuation procedures/communication of safety critical instructions and consider the implications in circumstances where hearing is seriously impaired by ambient noise levels

H&S

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Documents

Dumfries and Galloway Fire and Rescue Service - …egenda.dumgal.gov.uk/aksdumgal/images/att1597.pdf · Dumfries and Galloway Fire and Rescue Service ... staff are essential to incident