Health and Safety responsibilities of individual post holders

  • Introduction

    1. This Health & Safety Notice must be read and understood by all employees of Oxford Brookes University. It should also be read and understood by appropriate members of the student body.

    2. Individual Post Holders have certain specific responsibilities in order to ensure the successful implementation of the Oxford Brookes University Health & Safety Policy.

    Vice-Chancellor

    3. The Vice-Chancellor of Oxford Brookes University is responsible for all health and safety matters. He is also responsible for ensuring that the University practices and policies for the health, safety and welfare of all employees, students and visitors are consistent with statutory and legal requirements. He must ensure that an effective policy for health and safety exists and is implemented, maintained and regularly reviewed and updated. He will chair the Oxford Brookes University Health, Safety, Welfare and Environment Committee or will nominate a substitute to act in his absence. He must ensure that any health and safety appointments and delegated responsibilities are made in writing and acceptance confirmed. Any such appointments must be regularly monitored and reviewed. Officers to be appointed in writing by the Vice-Chancellor include:

    • The Oxford Brookes University Radiation Protection Adviser(s);
    • The Oxford Brookes University Radiation Protection Supervisor(s);
    • The Oxford Brookes University Laser Officer;
    • The Oxford Brookes University Microbiological and Genetic Manipulation Officer;
    • The Oxford Brookes University Poisons and Hazardous Materials Advisor;
    • The Oxford Brookes University Animal House Officer
    • The Oxford Brookes University Ethics Officer

    Deputy Vice-Chancellor (Business and resources)

    4. The Deputy Vice-Chancellor (Business & Resources) has overall responsibility and, authority below the Vice-Chancellor for all health and safety matters. In particular he will have specific responsibility to:

    4.1 ensure that appropriate priority is made from revenue and capital allocations to meet the needs of health and safety

    4.2 monitor and review the work and activities of officers appointed to health & safety roles

    4.3 monitor and review the health and safety aspects of the work and activities of all directorates.

    Deputy Vice-Chancellor (Academic Affairs)

    5. The Deputy Vice-Chancellor (Academic Affairs) has overall responsibility for monitoring and reviewing health and safety aspects of the work and activities of academic schools and Learning Resources.

    The Head of Schools / Director

    6. The Heads of Schools/Director or their nominees will be responsible as appropriate for:

    6.1 ensuring that the health and safety within their school/directorate complies with the University's Health & Safety Policy (OBUHSN-01) and all statutory requirements,

    6.2 producing and revising a school/directorate Health & Safety Policy.  This must include an organisational chart showing the responsibilities for health and safety of members of the school/directorate. Such a policy will be in all respects complementary to OBUHSN-01 and rules laid down for health and safety in the University Health and Safety Manual,

    6.3 ensuring that the school/directorate Health & Safety Policy is given to each member of staff and brought to the attention of each student in the school,

    6.4 ensuring that safe methods of working are employed in all work-areas and for each programme of work,

    6.5 producing a the school/directorate health and safety annual report,

    6.6 ensuring that any work involving the use of substances hazardous to health is assessed and reviewed at least annually or whenever any changes to a work programme are planned and that the requirements of the COSHH Regulations are implemented for all such work,

    6.6 to approve, in advance, all proposals for the acquisition and use of new equipment and the introduction of new or revised processes or methods of work,

    6.7 appointing a school/directorate Safety Advisor(s),

    6.8 ensuring that a health & safety inspection of all work areas within the school/directorate is carried out at least annually,

    6.9 ensuring that such health & safety training for staff as may be necessary is carried out,

    6.10 maintaining official school/directorate transport in a safe condition,

    6.11 consulting the Director of Estates & Facilities Management, Safety Officer and/or Occupational Health Nurse as appropriate prior to the purchase and installation of new apparatus or equipment or the modification of existing services,

    6.12 notifying the Safety Officer of any accident or incident in accordance with OBUHSN-11,

    6.13 notifying the Director of Estates & Facilities Management and/or Maintenance Engineer of any defect in the building structure, fabric or services likely to create a hazard to persons in the building,

    6.14 keeping an up-to-date version of the Oxford Brookes University Health & Safety Manual within the school/directorate for reference purposes.

    7. In addition, certain Heads of Schools/Directorates will have other areas of responsibility with a direct bearing on health and safety matters. 

    The Director of Human Resources

    8. The Director of Human Resources will be responsible for the line management of the Safety Officer & the Occupational Health Nurse. They will also be responsible for:

    8.1 reviewing the safety provision and health surveillance for staff,

    8.2 reviewing the health and safety at work training for staff as prescribed under the Health & Safety at Work Act 1974 and other associated legislation,

    8.3 maintaining a list of disabled employees and to ensure that the necessary steps are taken to ensure their safety in the event of a fire or other emergency.

    The Director of Finance and Legal Services

    9. The Director of Finance and Legal Services or their nominee will be responsible for advising all members of the University on matters concerning insurance and liability

    The Head of Residential and Conference Services

    10. The Head of Residential and Conference Services or their nominee will be responsible that all Halls of Residence meet the necessary standards of Fire Protection and have an approved Fire Certificate where necessary.  The Head of Residential and Conference Services will be responsible for the health and safety of students and visitors using the residential and conference facilities. 

    The Head of Student Services

    11. The Head of Student Services or their nominee will be responsible for ensuring health and safety within the Medical Centre and for maintaining a list of all disabled students on University courses. He must liase with the Safety Officer & the Occupational Health Nurse on matters regarding the health & safety of disabled students in the event of a fire or other emergency. The post holder will also be responsible for the health and safety of students and visitors using Oxford Brookes University Small Halls, owned and leased houses.

    The Director of Estates and Facilities Management

    12. The Director of Estates and Facilities Management or their nominee will be responsible for the safety of the fabric of the University buildings and for health and safety within communal spaces. They will also be required:

    12.1 to arrange for an inspection of the external fabric of University buildings every two years,

    12.2 to ensure that the Buildings Regulations and other appropriate regulations are observed when structural alterations are planned and executed,

    12.3 to ensure the safe working of contractors and sub-contractors engaged on works within the University,

    12.4 to advise the appropriate senior members of the University when and where contractors and sub-contractors will be working on University premises,

    12.5 to ensure that any work necessary to safeguard the health and safety of staff, students and others is given priority,

    12.6 to advise all levels of staff on the feasibility of installing new equipment or the undertaking of changes to structures, services or processes and to arrange for the inspection of all such installations or modifications,

    12.7 to approve in advance the erection of any exhibition or display on any part of University property, most especially in corridors, foyers or on staircase landings,

    12.8 to maintain all lifts, boilers, pressure systems and general services in a safe and working condition,

    12.9 to ensure offices and work areas have adequate heating, lighting and ventilation conditions in accordance with statutory requirements and other guidelines,

    12.10 to keep and maintain test and inspection records as required,

    12.11 to maintain official central University transport in a safe and roadworthy condition,

    12.12 to maintain external lights, footpaths, steps, and the general environment in a safe condition,

    12.13 to take such steps in adverse weather conditions to ensure that all paths and walkways are in a safe condition,

    12.14 to oversee the arrangements made to control traffic and to ensure access for emergency vehicles,

    12.15 to arrange for the testing of fire alarms, fire extinguishers and other such safety equipment,

    12.16 to supervise the provision of caretakers and cleaning services and to ensure the overall cleanliness and hygiene within the University,

    12.17 to make such arrangements as may be necessary for the removal of rubbish and other debris and to ensure that escape routes are free from any obstruction at all times,

    12.18 to make such arrangements as may be necessary to undertake environmental auditing and monitoring.

    The University Safety Officer

    13. The University Safety Officer is responsible for advising on all safety matters to the University at all levels and reports to the Director of Human Resources. The Safety Officer has the right to attend any meetings held on health and safety matters. The Safety Officer can draw on the advice of any of the specialist staff in appropriate areas within the University and obtain such advice as may be necessary from consultant bodies outside the University.

    14. In emergencies or such situations considered to be an infringement of statutory requirements, the Safety Officer may issue an improvement or prohibition notice on any activity likely to constitute a danger to health and safety until an investigation by an appropriate senior member of the University staff has taken place.

    15. In particular the University Safety Officer will be responsible for:

    15.1 ensuring that inspections and audits are undertaken, on a regular basis, in all areas of the University to ensure that they present a safe and healthy environment for the pursuance of the University's function as an institution of higher education,

    15.2 making recommendations to the University Health, Safety Welfare and Environment Committee for the improvement of conditions of work,

    15.3 receiving reports on all accidents, untoward incidents and dangerous occurrences and to investigate all such reports as may be appropriate,

    15.4 taking any necessary action to avert an accident or damage to persons or property,

    15.5 advising on the training of staff and students on all matters concerned with and health and safety at work,

    15.6 reviewing and updating on a regular basis all University Health & Safety Notices and presenting any amendments to the Health, Safety Welfare and Environment Committee for subsequent approval,

    15.7 to advise on general safety in offices and to approve the environment in which any office equipment

    15.8 ensuring the inspection and appraisal of all fire fighting equipment in conjunction with the Director of Estates & Facilities Management or his nominee,

    15.9 carrying out all other duties as may be necessary to promote health and safety in the University within the requirements of the Health & Safety at Work etc. Act 1974 and other associated legislation,

    15.10 maintaining a written record of complaints and actions taken,

    15.11 in conjunction with the Occupational Health Nurse producing an annual health safety report that will be submitted to the first meeting of the Health, Safety Welfare and Environment Committee held in the autumn term,

    15.12 arranging unannounced emergency evacuations of University buildings and reporting accordingly to the Health, Safety Welfare and Environment Committee.

    The Occupational Health Nurse

    16. The Occupational Health Nurse and the Safety Officer undertake jointly certain duties and responsibilities listed in paragraph 15. Additionally the Occupational Health Nurse is responsible for providing advice and information on matters relating specifically to the health of individuals working within University.

    17. Particularly in relation to health & safety matters:

    17.1 certain legislation requires individuals to undergo medical screening that is provided by the Occupational Health Nurse,

    17.2 the post holder will train members of staff in certain matters relating to health & safety at work e.g. Display Screen Equipment, Manual Handling Training First Aid etc,

    17.3 co-ordination of First Aid provision on site,

    17.4 in conjunction with the Safety Officer, producing an annual health safety report that will be submitted to the first meeting of the Health, Safety Welfare and Environment Committee held in the autumn term.