KNOX ACADEMY

STANDARD GRADE
ADMINISTRATION

UNIT 2b
HEALTH AND SAFETY
PUPIL NOTES
Name: _______________

Standard Grade Administration

Unit 2b: Health and Safety
It is important that employers ensure that they maintain a safe environment
for their employees. As you will discover later an employee also has a
responsibility to ensure his or her own safety in he workplace.
Potential Office Hazards

Slips/trips (eg _____________________________________________________)

Falling from a height (eg____________________________________________)

Being struck by a moving or flying object (eg being struck by an object

falling from a shelf/table)

____________________________________________________________________

A Potential Office Hazard is

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
2

Maintaining a Safe Working Environment

Type of
Accident

Employees should:

Employers should:

Trip, Slip, Fall

(from trailing
cables, open
filing cabinets
etc)

Never leave anything lying around

that others could fall over

Ensure a cable management

system is in place

Avoid storing materials in a hard

to reach place

Position furniture and equipment

appropriately

Be familiar with all health and

safety regulations

Type of
Accident

Employees should:

Employers should:

Fire (from
unsafe storage
of liquids,
overloaded
power sockets
etc)

Ensure liquids are kept away from

computer equipment

Report any faulty equipment

immediately

Never smoke in unauthorised

areas

Remind staff to follow fire

procedures

Maintain equipment on a regular

basis

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
3

Preventing Hazards and Working Safely

Employees should position ______________________________ away from

doors and passageways.

Fill vertical filing cabinets from ______________________________ this

will make them more stable

Not store ______________________________ on top of filing cabinets

stack frequently used materials on shelves within easy reach

Not stand on chairs to reach boxes use ____________________

Keep______________________________

Empty ______________________________

Use a damp sponge roller to seal envelopes to prevent cutting

tongue

Never ______________________________

Position computer screens to ______________________________

Attach anti-glare filter screens to VDUs and ____________________

Ensure that windows are fitted with ____________________

Ensure alternative ventilation systems are provided or consider

repositioning workstations

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
4

Identify the Following Hazards

Hazard(s)

Solution(s)

Hazard(s)

Solution(s)

Hazard(s)

Solution(s)

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
5

Hazard(s)

Solution(s)

Hazard(s)

Solution(s)

Hazard(s)

Solution(s)

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
6

Faulty Equipment
Before using equipment, the employee should have received appropriate
training and have been authorised to use the equipment.
If a fault develops the employee should:

______________________________ and pull the plug out from the mains

socket the employee must not attempt to use it until it is repaired

______________________________ to inform other staff that it is faulty

and that the fault has been reported

Complete a ______________________________ and report the fault to the

appropriate person (line manager, maintenance personnel etc)

Never ______________________________ fingers must never be [placed

inside the equipment or a screwdriver or other object poked into the
equipment

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
7

The Dos and Donts of Using Equipment

Dos
Use only machinery which you are
authorised and trained to use

Know how to stop equipment

immediately in case of an
emergency
Use only recommended
replacement parts

Read the instruction manual

Donts

Place liquids near, or on top of,

electrical equipment
Rest heavy items on top of
equipment

Leave wires trailing or rest

anything on wires

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
8

Health and Safety (First-Aid) Regulations 1981

Employers must:

Ensure that an appointed person is available

to take charge of first-aid arrangements when
someone is injured or falls ill and to look after
first-aid equipment

Ensure that a first-aider is designated a first-aider can also take on

the duties of an appointed person

Ensure that a suitably stocked first-aid box is available

Ensure that a record is kept of all incidents

Inform employees about first-aid arrangements, ie names an locations

of appointed persons and first-aiders, and location of first-aid box

Accident Report Form

When an incident occurs in the workplace it is necessary to fill in an
Accident Report Form. An example is shown below:

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
9

Accident Book
All incidents will also be recorded together in an Accident Book. An example
is shown below:

Using ICT in Health & Safety

The Accident Report Form, Accident Book and the Hazard/Fault Report
Form (from earlier) could be stored on the organisations network.
Why?

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
10

What should be kept in a First-Aid box?

A leaflet giving general advice on first-aid eg HSE leaflet Basic Advice

on First-Aid at Work

What must never be kept in a First-Aid box and why?

Health and Safety Legislation

The law protects the health and safety of people
(employees and the self-employed) at work and
people in the workplace (whether employees or
visitors to the workplace). The law is enforced
through a series of Acts.

A Workplace is

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
11

The Main Legislation

The Health & Safety at Work Act (HASAWA) 1974

The Health & Safety (First-Aid) Regulations 1981 [see above]
The Health & Safety (Display Screen Equipment) Regulations 1992
The Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations (RIDDOR) 1995

Health and Safety at Work Act (HASAWA) 1974

Who has responsibilities for Health and Safety under this Act?
___________________________________________________________________________
Responsibilities of the ____________________

providing safe ____________________ and _______________ from work

ensuring safe methods of working

ensuring safe working conditions

ensuring that ____________________ and properly ____________________

arranging for the safe use, storage and movement of hazardous

substances

providing ____________________ where necessary

providing information and ____________________

preparing and updating organisational ____________________

the

policy should be circulated to all employees

Allowing the appointment of safety representatives by a recognised

trade union.

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
12

Responsibilities of ____________________

to take responsible care of ____________________ and of the health and

safety ____________________who may be affected by the work of the
employee

to ______________________________on health and safety matters

not to ____________________ with anything provided for the employees

health and safety

The Health & Safety (Display Screen Equipment) Regulations 1992

Employers are required to:

Analyse workstations (includes equipment, furniture and work

environment) and assess and reduce risks

Ensure that workstations meet ____________________

Provide ____________________ on how to use VDUs and workstations so

as to ____________________

Organise

the

daily

work

of

VDU

users

so

that

there

are

________________________________________

Arrange and pay for ____________________ for VDU users the

employer is required to pay for any ____________________ which are
required as a result of VDU use at work.

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
13

The Reporting of Injuries, Diseases and Dangerous Occurrences

Regulations (RIDDOR) 1995
There are 5 main provisions of this Act:

____________________

Over three-day Injury

____________________

Dangerous Occurrence

____________________

Death or Major Injury

If an incident causes death or major injury to an employee or member of the
public, the employer must:

Notify the enforcing authority ____________________

Forward an ____________________ for to the enforcing authority within

10 days

Over three-day Injury

If an incident stops someone doing their normal job for more than three
days, the employer must:

____________________________________________________________________
____________________________________________________________________

Disease
If a doctor informs an employer that an employee suffers from a reportable
work-related disease, the employer must:

____________________________________________________________________
____________________________________________________________________

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
14

Dangerous Occurrence
If something happens which did not, but could have, resulted in a reportable
injury, the employer must:

____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

Keeping Records
Employers must keep records (copies of forms sent to the enforcing authority
of any reportable injury, disease or dangerous occurrence) for three years
after the date of the incident. These records must include:

____________________________________________________________________

____________________________________________________________________

____________________________________________________________________

____________________________________________________________________

Teleworkers
Teleworkers are covered by health and safety law. Employers must provide
teleworkers with safe and appropriate equipment and furniture for use in
the home. They must also ensure that teleworkers receive proper training in
the use of equipment.

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
15

Emergency and Evacuation Procedures

All workplaces require, by law, a ____________________ before they can
operate

as

place

of

business.

There

must

also

be

proper

____________________ and a ____________________ for all employees. Regular

____________________ should take place to ensure staff know the sound of the
alarm and the correct evacuation procedure to follow.

____________________ (what to do in the event of a fire) should be displayed

prominently for all employees and visitors to see they should be displayed
in all areas including the ____________________.

Staff and visitors must

always ____________________ and __________ of the staff in/out book or

visitors book so that in the event of a fire all employees and visitors can be
accounted for.

_______________________________________________________________________________________________________
Standard Grade Administration Unit 2b Notes
16