Health & Safety Policy

Policy Statement

It is the policy of Shared Earth Trust Charitable Incorporated Organisation (SET), operating Denmark Farm Conservation Centre, that, so far as is reasonably practicable, every possible step will be taken to ensure the health, safety and welfare of employees, volunteers, trainees, contractors, visitors and all others who may be affected by our activities.

SET is committed to providing and maintaining a safe and healthy working environment, safe systems of work, appropriate training and supervision, and effective arrangements for preventing accidents, injuries and ill health.

General Provisions

Overall responsibility for health and safety rests with the Board of Trustees.

While overall responsibility rests with the Trustees, all individuals must accept responsibility for carrying out this policy as relevant to their role, reporting safety concerns, and taking reasonable care for their own health and safety and that of others.

A Health and Safety Lead will be appointed from among the Trustees to maintain oversight of health and safety arrangements across the organisation. This role does not remove the collective responsibility of the Trustees for health and safety management.

It is the responsibility of the Trustees, through risk assessment, supervision, training and monitoring, to ensure that all persons engaged in SET activities are kept safe.

To this end, SET will:

• Minimise risk and strive to ensure all activities carried out at Denmark Farm are as safe as possible.
• Maintain and regularly review this Health and Safety Policy.
• Maintain suitable and sufficient risk assessments for premises and activities.
• Display relevant health and safety information and certifications as required.
• Maintain health and safety as a standing item on Trustee meeting agendas.
• Provide appropriate training, supervision, equipment and personal protective equipment.
• Ensure all staff and volunteers receive induction into relevant health and safety procedures.

Register of Key Issues

The following key issues require specific policy consideration:

1. Fire
2. Health, Hygiene and Welfare
3. Lone Working
4. Control of Substances Hazardous to Health (COSHH)
5. Risk Assessments
6. Provision and Use of Work Equipment (PUWER)
7. Manual Handling
8. Children and Vulnerable Adults
9. Contractors
10. Accidents, Near Misses and First Aid
11. Vehicles
12. Display Screen Equipment (DSE) and Home Working
13. Mental Health, Wellbeing and Stress

1. Fire

SET will maintain all fire prevention, firefighting and evacuation procedures in accordance with applicable legislation, guidance from Mid and West Wales Fire and Rescue Service, and insurance requirements.

• Fire safety arrangements apply to all buildings, accommodation units, offices, the campsite and surrounding areas under SET’s control.
• Fire risks associated with the wider site will be managed through site-specific and activity-specific risk assessments.
• Fire alarms, detectors and extinguishers will be maintained and inspected by competent persons.
• Fire exits and escape routes will be kept clear at all times.
• Fire evacuation procedures will be displayed where appropriate.
• Fire drills and evacuation exercises will be carried out as required.
• Procedures will be reviewed annually and after any significant change.
• Any identified fire hazard must be made safe where possible and reported immediately.
• Open fires will only be permitted in designated locations and when conditions allow.
• A specific wildfire risk assessment will be maintained and reviewed during periods of increased wildfire risk.

2. Health, Hygiene and Welfare

SET will provide and maintain suitable welfare facilities for staff, volunteers and visitors.

• Suitable toilet and washing facilities will be maintained.
• Drinking water will be available at all times.
• Appropriate eating and rest facilities will be provided.
• Workspaces will be safe, adequately lit, ventilated and suitable for the activities undertaken.
• Staff and volunteers will be informed of welfare arrangements.
• Suitable arrangements will be made for outdoor working, including access to shelter, drinking water, rest breaks and appropriate protective clothing where required.
• Welfare provision will be reviewed following any significant change in activities.
• Any concerns regarding welfare facilities should be reported promptly.

3. Lone Working

Where reasonably practicable, lone working will be avoided.

Lone working is defined as any person working without close or direct supervision, including home working.

• Volunteers will not normally undertake lone working.
• Students, trainees, placements and individuals under 18 years of age will not undertake lone working.
• Lone working is strictly prohibited during chainsaw use, tree felling, tree climbing, rope access work, confined space work, work in water above knee depth, work from boats, work at height, and any other high-risk activity identified through risk assessment.
• Lone working may be permitted for low-risk activities where suitable control measures are in place.
• Appropriate communication arrangements, including check-in procedures, will be established for medium-risk lone working.
• Staff working alone outside normal hours should follow agreed security procedures.
• Lone workers should avoid carrying valuables unnecessarily and should withdraw from confrontational situations.
• Any lone-working concerns or incidents must be reported.

4. Control of Substances Hazardous to Health (COSHH)

SET will ensure the safe purchase, storage, use, transport and disposal of hazardous substances.

• Hazardous substances will be reviewed regularly and removed where no longer required.
• COSHH assessments will be completed where required.
• Hazardous substances will be securely stored.
• Appropriate PPE will be provided and used.
• Safety information will be available to users.
• Petrol and other fuels will be stored and transported in accordance with relevant regulations.
• Any hazardous substance incident must be reported immediately.

5. Risk Assessments

Risk assessment is central to SET’s health and safety management arrangements.

• Staff and volunteers will receive appropriate health and safety induction.
• Site risk assessments will be reviewed at least annually.
• Events and activities not covered by existing assessments will require specific risk assessments.
• Contractors and third parties will be required to provide relevant risk assessments where appropriate.
• Risk assessments will consider environmental hazards including extreme weather, wildfires, water hazards, ticks, Lyme disease and other site-specific risks.
• Individual risk assessments will be undertaken where required.

6. Provision and Use of Work Equipment (PUWER)

SET will ensure that work equipment is suitable, maintained, inspected where required and used only by competent persons.

• Higher-risk equipment will be subject to recorded inspection and maintenance.
• Damaged or defective equipment will be removed from service.
• Appropriate servicing, testing and maintenance arrangements will be maintained.
• Equipment owned by staff or volunteers and used for work purposes is subject to the same standards.
• Any equipment hazard must be reported immediately.

7. Manual Handling

SET will reduce manual handling risks wherever practicable.

• No person will be required to undertake lifting or handling tasks beyond their capabilities.
• Manual handling training will be provided where appropriate.
• Materials will be stored and moved safely.
• High-level storage will be minimised wherever practicable.
• Staff and volunteers may stop a task and seek assistance if they believe there is a manual handling risk.

8. Children and Vulnerable Adults

SET is committed to providing a safe environment for children and vulnerable adults.

All activities involving children or vulnerable adults will be conducted in accordance with the SET Safeguarding Policy and relevant legislation.

Where groups of children or young people attend activities:

• Primary school groups must be supervised by a minimum ratio of 1 adult to 6 children.
• Secondary school groups must be supervised by a minimum ratio of 1 adult to 10 children.
• Additional supervision may be required following risk assessment.

Visiting group leaders remain responsible for the children in their care at all times.

9. Contractors

SET will maintain arrangements to ensure contractors work safely and competently.

• Contractors will be selected based on competence and suitability.
• Relevant insurance documentation and risk assessments will be obtained where appropriate.
• Responsibilities for managing health and safety will be clearly defined before work commences.
• Contractors will be provided with relevant site information and risk assessments.
• Agreed safe systems of work may be used for routine activities.

10. Accidents, Near Misses and First Aid

SET will seek to minimise accidents through effective planning, training and risk management.

SET will seek to minimise accidents through effective planning, training and risk management.

• Suitable first aid equipment will be maintained.
• Adequate first aid provision will be available.
• First aid kits will be inspected regularly.
• Emergency contact information will be readily available.
• All accidents, near misses and incidents of concern must be reported as soon as practicable to a staff member or activity leader.
• The Nature Reserve & Volunteer Manager will ensure that all accidents, near misses and incidents are recorded in the accident register and that records are maintained in accordance with data protection requirements.
• The Nature Reserve & Volunteer Manager will assess reported incidents to determine whether they are reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) and will ensure that any required reports are submitted to the Health and Safety Executive within the applicable timescales.
• Serious incidents, including any RIDDOR-reportable incident, major injury, significant property damage or event with the potential for serious harm, must be reported promptly to the Chair of Trustees.
• Trustees will receive reports on serious incidents and trends in accidents and near misses, and will review these to ensure that appropriate corrective and preventative actions are identified and implemented.
• Lessons learned from accidents, near misses and incidents will be communicated where appropriate and used to improve risk assessments, procedures and training.

11. Vehicles

Staff and volunteers using vehicles for work purposes must do so safely and legally.

• Drivers must hold an appropriate valid licence.
• Vehicles must be roadworthy, insured and legally compliant.
• Drivers must report any change in circumstances that may affect their ability to drive.
• Appropriate insurance must be in place for business use where required.
• All road traffic legislation must be followed.

12. Display Screen Equipment (DSE) and Home Working

SET recognises its duties under the Health and Safety (Display Screen Equipment) Regulations.

• Suitable DSE assessments will be completed for staff who regularly use display screen equipment, including home workers where appropriate.
• Workstations will be set up to minimise the risk of discomfort, fatigue and musculoskeletal injury.
• Staff will receive guidance on safe workstation use and be encouraged to take regular breaks from screen work.
• Any concerns relating to DSE use should be reported to a manager or trustee.
• Reasonable adjustments and equipment will be provided where identified through assessment.

13. Mental Health, Wellbeing and Stress

SET recognises that health includes mental as well as physical wellbeing and is committed to providing a supportive working environment.

• Work-related stress and wellbeing risks will be considered as part of normal management and risk assessment processes.
• Staff and volunteers are encouraged to raise wellbeing concerns at an early stage.
• SET will seek to promote a positive, respectful and inclusive working environment.
• Appropriate support and reasonable adjustments will be considered where wellbeing concerns are identified.
• All staff, volunteers and trustees are expected to treat others with respect and contribute to a positive working culture.

Review Information

Effective Date:                                   28 October 2026

The policy will be reviewed regularly to ensure it remains legally compliant, operationally effective, and aligned with the organisation’s values and objectives.

Next Scheduled Review:                October 2027

Policy Approval Statement

This policy has been approved by the Trustees of Shared Earth Trust and applies to all relevant staff, volunteers, trustees, contractors, participants and visitors as specified within the document.