Health and Safety Policy
Interpreting and Translation Linguists Collective Agency
Policy Statement Linguists Collective Ltd is dedicated to ensuring a safe and healthy working environment for all employees, whether office-based, remote, or travelling. We adhere to the Health and Safety at Work Act 1974 and other relevant UK legislation.
Objectives
- Prevent accidents and work-related ill health.
- Manage health and safety risks in all work environments.
- Provide clear instructions, information, and adequate training.
- Engage and consult with employees on health and safety matters.
- Implement emergency procedures and maintain safe working conditions.
Responsibilities
Management:
- Fully implement and regularly update the health and safety policy.
- Allocate adequate resources for health and safety.
- Ensure all employees receive appropriate training.
- Conduct regular risk assessments and implement findings.
- Maintain records of health and safety incidents and investigations
Employees:
- Follow health and safety instructions and training.
- Take care of their own health and safety and that of others.
- Report hazards and incidents immediately to management.
- Use equipment provided correctly and safely.
Health and Safety Measures
Office-Based Employees
Workstation Ergonomics:
- All workstations are set up to reduce the risk of musculoskeletal disorders. Employees are provided with adjustable chairs and monitors.
Fire Safety:
- Regular fire drills are conducted, and fire alarms, extinguishers, and evacuation routes are maintained.
General Office Safety:
- Ensure that walkways are clear of obstructions, materials are stored properly, and office equipment is regularly maintained.
First Aid:
- First aid kits are available, and trained first aiders are on-site.
Remote Employees
Ergonomics at Home:
- Employees are provided with guidelines on setting up their home workstations to prevent strain and injury.
- Chair: Use an adjustable chair with proper back support.
- Desk: Set up a desk at a height that keeps your arms at a 90-degree angle.
- Monitor: Position monitors at eye level.
- Lighting: Ensure good lighting to reduce eye strain.
- Breaks: Take a 5-10 minute break every two hours to stand, stretch, and rest your eyes.
Regular Breaks:
- Employees are encouraged to take regular breaks to reduce the risk of fatigue and eye strain. During breaks, check glucose levels if at risk of diabetes, use the toilet on time, drink plenty of fluids, relax your eyes, and avoid using mobile phones or any other screens.
Communication:
- Regular check-ins with remote workers to ensure they are well-supported and have a safe working environment.
Travelling Linguists
Health and Safety Policy:
- Specific guidelines are provided to ensure their safety while travelling for face-to-face bookings or deployed abroad.
Risk Assessment and Management:
- Conduct risk assessments tailored to the specific needs of travelling linguists, identifying potential hazards and implementing appropriate control measures.
Safe Working Practices:
- Guidance on safe travel, personal safety, and emergency procedures is provided.
Guidance for Safe Travel:
Using Public Transport:
- Plan journeys in advance using reputable travel apps for real-time updates.
- Stay alert and aware of surroundings. Avoid distractions when boarding or alighting.
- Travel during busy times and in well-lit areas when possible.
- Keep personal belongings secure and avoid displaying valuables.
Driving:
- Ensure vehicles are well-maintained and serviced regularly.
- Plan routes in advance, considering traffic conditions and potential hazards.
- Take regular breaks during long journeys.
- Keep an emergency kit in the car, including a first aid kit, flashlight, blanket, and basic tools.
- Ensure correct level of insurance for work-related driving and consider travel insurance.
- Consider travel insurance
Personal Safety:
- Always carry identification and necessary documentation.
- Keep a list of emergency contacts readily available, including local emergency services and agency contact.
- Ensure mobile phones are charged and have sufficient credit. Inform a trusted person of travel plans and check in regularly.
Reporting and Incident Management
Reporting Mechanism:
- Employees and linguists are encouraged to report any health and safety concerns or incidents promptly.
Investigation and Action:
- Reported incidents are thoroughly investigated, and corrective actions are implemented to prevent recurrence.
Compliance and Continuous Improvement
- Compliance: Regular reviews and updates of health and safety policies to ensure compliance with current legislation.
- Training: Ongoing training programs to keep employees updated on health and safety practices.
- Audits: Regular internal audits to evaluate the effectiveness of health and safety measures and identify areas for improvement.
By adhering to this policy, Linguists Collective Ltd ensures the health, safety, and well-being of our employees and linguists, fostering a safe and productive work environment for all.