Occupational health policy

Statement of policy

Legal obligations

Under the Health and Safety at Work etc. Act, 1974 there is a general obligation for the University to ensure so far as is reasonably practicable the health, safety and welfare of all members of staff (Section 2).

Occupational health

As a Health Promoting University , Oxford Brookes University has a commitment to the health and welfare of its staff. The University's Senior Occupational Health Nurse and Occupational Health Nurse (OHNs) and Medical Advisor are concerned with all issues relating to health and work. The OHNs can be contacted directly on ext 5772 or 5773. The Medical Advisor is contracted by the University to advise on Occupational Health matters and can be contacted via the Occupational Health Department, or through Human Resources.

The aims of the function are to:

  1. carry out necessary medical screening for any staff working with processes, materials or substances that require them to receive medical supervision;
  2. provide advice and training on ergonomics, especially relating to computer technology and manual handling;
  3. carry out environmental surveys and risk assessments and to provide advice on issues relating to workplace ergonomics, occupational hygiene and safety. This work is often undertaken in conjunction with the Safety Officer;
  4. supervise the University's team of first aiders, co-ordinate first aid training and the provision of first aid supplies;
  5. offer a variety of health education and health promotion programmes to encourage the health and fitness of all members of staff;
  6. monitor sickness absence and provide sickness absence statistics, counselling and advice to managers and individuals;
  7. offer counselling support for staff to complement other welfare services offered by HR and Student Services;
  8. carry out pre-employment screening by medical questionnaire, interview and medical examination where appropriate;
  9. give general medical and health advice and information to all members of staff when requested.
  10. advise HR and line managers in the event of illness on the fitness to return to work and/or rehabilitation needs of individuals. Assist those individuals when they return to work to enable them to settle into their work pattern with minimum stress and disruption.

Medical screening

Certain occupational activities present a degree of risk to the individuals involved in them. This can be due to the effects of substances, processes or materials on the health of those working with them. For example, individuals handling substances which are controlled under COSHH (The Control of Substances Hazardous to Health Regulations, 1994) are required to be medically screened to monitor for harmful effects. The University's Occupational Health function carries out certain medical screening programmes to monitor individuals working with such hazards.

Pre-employment screening

All offers of appointment made to external candidates are subject to medical clearance by Occupational Health. All people who accept an offer of employment must complete a confidential medical questionnaire and forward it to the OHN. If further information is required the individual may be contacted by the OHN or Medical Advisor. A final contract of employment will not be issued until medical clearance has been issued to HR.

Food handlers

Any member of staff who will handle food as a part of their employment must receive additional screening and health advice prior to taking up their position or as soon as possible after commencing work. This is undertaken by means of written information and additional health questionnaires. If necessary, appointments will be made to see an individual and these are arranged between the OHN and the appropriate line manager. During this appointment, individuals are told of their responsibility towards hygiene at work and what to do should they become ill or develop certain conditions which prevent them handling food.

University staff driving others on University business

OBUHSN-24, (Word doc, 83KB) (guided by the CVCP Code of Practice for safety in fieldwork) and OBUHSN-27 (Word doc, 75KB) require drivers to be in a fit physical state. Ordinary driving licences are issued by the Driver and Vehicle Licensing Agency. Licence holders are under a statutory obligation to notify the Licensing Agency as soon as they become aware that they have any condition which could affect safe driving either now or in the near future.

Certain medical conditions are a potential risk in those who drive others either voluntarily or as part of their work. There are occasions when University staff transport other staff and/or students. Individuals who transport other staff and/or students in the course of their job are required to undergo a health assessment to determine fitness to drive. If members of staff are required to drive as a part of their job description, medical clearance will be sought on appointment and, as with any other pre-employment screening, the offer of employment will be subject to satisfactory medical clearance.

The assessment will be carried out by the University's Occupational Health Nurse and will comprise a short questionnaire and some measurements such as blood pressure, vision assessment and a urine test for indication of diabetes as recommended in the booklet "Medical aspects on fitness to drive" published by the Medical Commission on Accident Prevention. The assessment will be carried out at the following intervals as recommended for other forms of occupational driving medicals:

  • 5 yearly up to the age of 40
  • Every 2.5 years between the ages of 41 and 59
  • annually from the age of 60

Results of the medicals will be held in confidence by the Occupational Health Nurse and fitness to drive declaration issued to those within the University who have a responsibility for hiring or loaning minibuses. Should the individual be considered unfit to drive for any reason they will be informed and will be entitled to seek further advice if they so wish.

Since these individuals drive University vehicles as an occasional extra task to their normal contractual duties, should they be identified as unfit, it need not affect their employment or role within the School or Directorate.

Forklift drivers

Similarly to 2.1 above, members of staff who use forklift, stack trucks or cranes in the course of their work are required to undergo a medical for fitness to drive. This medical will be performed by the OHN at the same intervals as those stated above. In addition to the tests carried out on other drivers, forklift, crane and stack truck medicals will include a stereo vision test to detect those with a limitation in this field of vision. Someone with no or poor stereoscopic vision will not be permitted to operate a vehicle of this type.

Medical surveillance under COSHH

Anyone unavoidably working with substances known to be hazardous to health must undergo medical surveillance to ensure that the measures being taken to control the working environment and protect them from the effects of the substances are effective. Medical examinations may take the form of regular routine questionnaires, lung function tests by means of vitalograph, skin examinations and other relevant examinations. It is important to note that potentially hazardous substances range enormously from chemicals to hard wood dusts and animal matter. It is necessary to perform an adequate risk assessment of all jobs and processes to determine the need for health surveillance. This should be highlighted by Schools and Directorates existing risk assessment procedures and Occupational Health duly notified of any members of staff requiring health surveillance. Certain Schools and Directorates may require their own policy to cover procedures for handling hazardous substances, for example BMS. For further information on health surveillance procedures refer to the relevant policies in the Health and Safety Manual.  

Environmental issues

The OHN will offer advice to any member of staff with concerns about their working environment. This may include carrying out environmental monitoring of work areas with regard to ergonomics, occupational hygiene and safety. These activities are often carried out in conjunction with the safety team.

Users of display screen equipment

The advice given in OBUHSN-32 which is based on The Display Screen Equipment Regulations 1992, states that members of staff who use display screen equipment (DSE) will be suitably trained and their workstation assessed to minimise the risks to their health or safety. The OHN provides DSE training for nominated assessors and users. The OHN also acts as an additional assessor to provide specialist advice in cases where issues cannot be resolved in the usual way.

Manual handling

Similar advice regarding risk assessment and training is given for manual handling in the Manual Handling Regulations 1992. The Occupational Health Nurse offers training for office based staff in lifting and handling techniques. Assessment for manual handling risk is carried out be School/Directorate assessors, but support and advice can be sought from the Occupational Health Nurse. Further information regarding manual handling can be found in OBUHSN-34.

Sickness absence

The transition from illness to wellbeing and work can be a traumatic experience, especially if an individual has been away from work for some time. By dealing with people in a sensitive and pragmatic way, we can help them make the transition effectively.

The Occupational Health Nurse's role in sickness absence monitoring and liaison with individuals who have been off work for an extended period of time is invaluable. The combined knowledge of the individual's medical condition and type of work provides a link with the workplace, and by acting as an advocate for negotiation and agreement, the patient feels valuable and involved without feeling pressured by unrealistic demands. This will increase the motivation to return to work. The manner in which the individual is treated also has a spin-off in affecting morale among other employees.

Sickness absence monitoring and follow-up will be carried out to:

  1. assess the level of skill, physical and mental capacity needed for effective performance at work.
  2. evaluate whether there are any adverse effects the work or working environment are having on the individual.
  3. consider whether the individual's condition is likely to make it difficult for him/her to do the job safely, without endangering others and to vacate the building under emergency conditions.
  4. assist in a speedy return to work where appropriate.

The following individuals should be seen by the Occupational Health Nurse, before they return to work if possible, to discuss their absence and potential return to work. It may not always be possible to see an individual before they return to work due to communication difficulties on the reporting of absence, travel difficulties etc. In such cases, an appointment should be made with the Occupational Health Nurse as soon as possible after returning to work.

  • Anyone who has been absent for longer than four weeks
  • Absence following an accident at work
  • Absence of two weeks following any accident
  • Absence attributable to: vertigo, fainting, heart, neoplastic or neurological disease, stress, infectious disease (food handlers), certain patterns such as alcoholism or psychiatric disorder.

Any of the above may affect the individual's ability to adjust physically or psychologically to returning to work. Negotiation may be necessary to adapt the job to suit the individual either temporarily or permanently - for example, hours, environment or ergonomics. Such negotiations are often carried out between the individual, Occupational Health Nurse, HR manager and the individual’s line manager. A return to work programme outlining a time frame for the build-up of hours and reduced activities will be developed and regular review meetings set-up to monitor the individual’s progress.

Members of staff who have been absent from work for longer than one month will be contacted by letter by Occupational Health to enquire after their progress and offer appropriate help/support that may be useful either at that time or when the individual is ready to return to work.

Members of staff who are suffering from a condition resulting in an absence lasting 4 weeks or longer may benefit from Occupational Health input prior to returning to work may be visited at home. This should only be done with the consent of the individual, their Head of School or Directorate and the Occupational Health Nurse.

Health promotion

 The Occupational Health Service has a commitment to health promotion and health education activities. Personal lifestyle health checks are offered to all staff approximately every two years. Additionally, seminar sessions on different health issues are offered, displays mounted and leaflets on a wide range of subjects are available.

Welfare activities

Defining welfare activities under Occupational Health is not straightforward. Such activities can range from giving one-off advice to an individual about an aspect of their health, to several meetings to provide on-going counselling or support for a particular event or crisis in their lives at that time.

Referral can be made in a number of ways. Individuals may self-refer or be referred by their manager. Alternatively referral may be made via Human Resources.