Health & Safety Policy


1. General Statement of Policy

2. Responsibilities and Arrangements for Health & 

Safety Management

3. Good Housekeeping

4. Personal Safety

5. Visual Display Units and Computer Equipment

6. Fire Safety

7. Universal Hygiene Controls 

8. First Aid and Accident Reporting

9. Control of Substances Hazardous to Health

10. Manual Handling                               

11. Stress Management

12. Mental Health and Wellbeing

13. Contacts 

14. Health and Safety Officer


1.1 It is our policy to comply with the terms of the Health and Safety at Work Act 1974 and subsequent legislation, to provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees and/or freelancers working with Hamlett Films and to provide such information, training and supervision as they need for this purpose.  

1.2 We also recognise and accept our responsibility to protect the health and safety of all visitors to the workplace (including contractors, temporary staff and any members of the public) who might be affected by our activities. We will also co-operate on health and safety matters with other organisations accommodated within our premises area.

1.3 A copy of this policy will be issued to each member of staff.  The policy will be kept up to date and the way in which it has operated will be reviewed each year.

1.4 The specific arrangements for the implementation of the policy and the personnel responsible are set out below.



2.1.1 The Health and Safety at Work Act 1974 places a statutory duty on all employers to ensure, so far as is reasonably practicable, the safety, health and welfare of all its employees at work and other people who may be affected by their activities, e.g. users, volunteers, members of the public.

2.1.2 The management has overall and final responsibility for health and safety matters, and for ensuring that health and safety legislation is complied with.

2.1.3 We will review the operation of its health and safety policy annually.  


2.2.1 We have overall responsibility for ensuring that the health and safety policy is put into practice at Hamlett Films’ premises.  In particular the Director will ensure that:-

– employees receive sufficient information, training and supervision on health and safety matters

– line managers are aware of their responsibilities to their staff and volunteers

– a risk assessment is undertaken and the results written up and made available to all employees

– accidents are investigated and reported to the management

– there are arrangements in place to monitor the maintenance of the premises and equipment

– there are adequate arrangements to liaise and co-operate on health and safety matters with other employers sharing our premises.

– we accept our responsibility for the health and safety of our employees based in the offices of other organisations.

– ensure that the Health and Safety Working group has the time, facilities and resources to carry out its business effectively.


2.3.1 Sian Hamlett has been appointed as the “competent person” as defined in the Management of Health and Safety at Work Regulations 1993.  

2.3.2 Competent persons will report to Hamlett Films and will assist in assessing the health and safety risks to employees and devising and applying measures to improve health and safety. We will ensure that the competent persons have adequate time, information, training and resources to undertake their task. 

2.3.3 All employees will be told who the competent person is.


2.4.1 All employees have the responsibility to cooperate with the Director and the Executive Committee to achieve a safe and healthy workplace and to take reasonable care of themselves and others.

2.4.2 Employees must not intentionally or recklessly interfere with anything provided for their health, safety and welfare. Serious breaches of the Health and Safety Policy and rules (e.g. misusing equipment, deliberately putting someone else’s safety in danger) will be dealt with through our Disciplinary Procedure.

2.4.3 Whenever an employee notices a health or safety problem which they are unable to put right, they must immediately inform the competent person named above, (or the Fire Officer or first aider if this seems more appropriate – see below).  They may also inform the union safety representative.

2.4.4 Health, safety and welfare matters may be raised by any employee.  


2.5.1 We will appoint one Fire Officer who shall receive appropriate training.  

2.5.2 The responsibilities of Fire Officer will be to:

– meet on a regular basis with each other and the company Manager

– be instructed on potential fire hazards and the use of fire-fighting equipment 

– ensure the company Manager arranges the testing of fire alarms and fire drills

– assist with the efficient evacuation of staff and visitors.

– liaise with the Fire Brigade and company Manager at the assembly point.

– ensure staff are aware of the fire alarm and fire drill.


2.6 FIRST AIDERS       

2.6.1 Appointed trained first aider(s) will ensure that the first aid box is kept in the correct place, contains the items laid down in the Code of Practice and Guidance Notes published by the Health and Safety Executive (and nothing else) and is regularly restocked.



2.7.1 We will ensure that a competent person carries out a risk assessment in accordance with the 1992 Management of Health and Safety at Work Regulations and the Approved Code of Practice (ACOP). This risk assessment will be written up, and be made available to all staff. 

2.7.2 The written risk assessment will be reviewed and updated annually to ensure it covers all employees against all risks, and to ensure that any action identified as needed in the risk assessment has been carried out.  The risk assessment will also be updated every time that there is a major change in working practices. The risk assessment will cover all employees, wherever they may be based, and will cover all aspects of their work.


2.8.1 We will ensure that new employees and volunteers receive information on health and safety as part of their induction.

2.8.2 We will organise training for employees and volunteers on health and safety matters as appropriate, including: general health and safety training, first aid, manual handling, fire safety, risk assessment.  We will also organise training for appropriate use of equipment, and any special training needed to ensure safe systems of work.

2.8.3 If employees and volunteers consider they have health and safety training needs they should inform their line manager.



3.1.1 Gangways must be kept clear from obstructions and materials must be stored in safe areas.  Under no circumstances must goods or materials be stacked immediately in front of or obstructing fire doors, fire exits, fire alarms or fire equipment.


3.2.1 This is a non-smoking building.  Staff may smoke only in the designated smoking area outside the rear entrance door.


3.3.1 The general minimum space per person, recommended by the 1992 Regulations is 11 cubic metres. We will avoid unhealthy and overcrowded working conditions, and will consult staff on any changes in office layout.


3.4.1 We will endeavour to provide a well-ventilated workplace in which staff have control over their local level of ventilation.


3.5.1 In office workplaces a minimum temperature of 16°C must be maintained. Efforts will be made so far as is reasonably practical to ensure the workplace temperature does not rise to an uncomfortable level. A thermometer will be provided in a conspicuous place and in such a position as to be easily seen. We will do all in our power to ensure reasonable temperatures in the workplace at all times. 


3.6.1 Adequate lighting must be provided. If lights are found to be out of order, the fault must be corrected as soon as reasonably possible.


3.7.1 Where staff work within an open plan office and therefore a certain level of noise is unavoidable, we will endeavour to ensure that noise is kept to as low a level as is practicable.


3.8.1 Office equipment such as photocopiers and printers can emit pollutants into the atmosphere. We will take reasonable precautions in ensuring that these levels are kept as low as possible. Employees will not be expected to work in enclosed spaces with equipment that emit atmospheric pollutants. Spaces where these pollutants are present shall be kept well ventilated.


3.9.1 – Equipment must not be left lying around but must be suitably stored.

– No wires must be left trailing across floors.

– Non-flammable rubbish bins must be positioned at various points.

– Except in emergencies, and with the permission of the Director, no paraffin, bar electric or calor gas fires will be used at Hamlett Films’ premises.

3.9.2 All building maintenance such as electrical work, carpentry, painting etc should be carried out by skilled people. No staff should endanger themselves or others by carrying out such work.

3.9.3 Broken, ineffective or damaged electrical equipment must be reported to the company Manager.  Staff should never perform unsafe practices such as:  jamming wires in sockets with matchsticks or nails, improvising a junction box, running power tools from lamp sockets so that they cannot be earthed, forcing a plug into the wrong socket, using improvised wrongly rated fuses for the current that the equipment is carrying, hanging cables on nails or allowing them to trail in pools of water, using equipment with the earth wire pulled out of its terminal, misusing an earthing clamp on welding sets etc.


3.10.1 Hamlett Films will seek to ensure that suitable and sufficient toilets and washing facilities are provided for all staff in accordance with the minimum requirements of Health and Safety legislation.


3.11.1 An adequate supply of drinking water will be provided for all staff.


3.12.1 So far as is reasonably practicable we will provide all staff with seating in a rest area, where they may rest during normal work breaks. 


3.13.1 Suitable rest facilities will be provided for pregnant employees.


3.14.1 Employees should not work excessively long hours, and should take adequate breaks for meals and rest as indicated within their statements of terms and conditions of employment.



4.1.1 It is in the nature of our work that staff or volunteers may, on occasions, find themselves in potentially dangerous situations whilst on business. The following policy is concerned to minimise the risk involved.

4.1.2 Staff or volunteers who are working on their own should not allow access to casual visitors who have no appointment. Such callers should be encouraged to make an appointment.

4.1.3 Where staff are dealing with an individual but feel uneasy about being alone with him or her they have the right to refuse to make an appointment or give access if it would put them in that position. In these situations management will put their trust in the feelings of the worker.


4.2.1 Staff who are going to be away on business should make it clear to other staff where they will be, how long for and how they can be contacted.

4.2.2 If in the course of a trip away from the office plans change significantly, this should be communicated back to the office.

4.2.3 Staff should make clear who they wish to be informed (outside of work) in the event of an emergency and how they can normally be contacted.


4.3.3 All incidents of aggression or violence should be reported to management and recorded in the accident book.

4.3.4 Employers have a responsibility to provide a safe working environment.  Staff should report any current or potential situation at work which is a threat to personal safety. Talking about fear and other problems related to aggression or harassment are not marks of failure but good practice. A serious incident, even if it results in no physical harm, may cause feelings of fear, panic or despair which can carry on long afterwards. The management recognises this and will be disposed to provide whatever support, counselling or time off work seems appropriate.



5.1.1 It is our policy to comply with the law as set out in the Health and Safety (Display Screen Equipment) Regulations 1992.

5.1.2 We will conduct health and safety assessments of all workstations staffed by employees who use VDU screens as part of their usual work.  All workstations must meet the requirements set out in the Schedule to the Regulations.


5.2.1 Appropriate seating must be available to all users. 

5.2.2 Staff will take regular breaks (at least 10 minutes away for every hour at the screen). Short frequent breaks are more satisfactory than occasional longer breaks.


5.3.2 New staff are entitled to have eyesight tests paid for by us.

5.3.3 Where a member of staff is experiencing eyesight problems attributable to their work with VDUs, they will be entitled to have an eyesight test paid for by us.

5.3.4 Where a test shows that as a result of work with us VDUs a member of staff needs to purchase special corrective appliances (usually glasses) we will pay for these. This excludes those normally used for purposes other than work with VDUs.


5.4.1 Work Related Upper Limb Disorders (also known as Repetitive Strain Injury) are often associated with keyboard work. We will be following the best advice to provide VDU/keyboard equipment and furniture which help prevent the development of these musculoskeletal disorders. Staff however should contribute to their own safety and welfare by:

–  avoiding sitting in the same position for long periods

–  adjusting equipment and furniture to appropriate/comfortable positions

–  taking a rest break from VDU work (at least 10 minutes away every hour) by doing some other work.



6.1.1 It is not only the responsibility of the Fire Officer, but of all staff to be aware of fire hazards, to know the location of fire exits and the assembly point. Everyone must know the fire drill instructions, and these will be part of the induction process for all new staff and volunteers.

6.1.2 Access to escape doors, extinguishers and other fire-fighting equipment must not be obstructed and all Fire Officers will be instructed on their use.


6.2.1 The Resource Centre management is responsible for carrying out Fire Drills and will arrange at least one each year.  Nominated Fire Officers are responsible for ensuring that staff are aware of the evacuation procedures.  The Fire Officers have the power to remove obstructions from fire exits. The Fire Officers should liaise with the Office manager after each evacuation to review the success or otherwise of the evacuation and to make recommendations for improved practices.

6.2.2 The Fire alarms shall be tested at regular intervals. Staff will be notified of any testing taking place during office hours.

6.2.3 Visitors to and all staff, including volunteers, must be made fully familiar with the escape routes and the assembly points.


If the fire Alarm sounds (a continuous single pitch note) Evacuate the building immediately by the nearest exit. Do not use the lift. Ensure any visitors leave the building. Do not put yourself at risk. Assemble at nominated place Do not re-enter the building for any reason until the companyManager or fire brigade confirm that it is safe to so.
If You Discover A Fire Raise the alarm by operating the break glass switch at the nearest Fire Alarm call Point.  These are located in the stairwells on each floor. Evacuate the building immediately as above.


7.1 All areas must be kept clean and tidy.

7.2 Toilets must be washed regularly and kept clean.

7.3 If practicable all wash basins should be provided with hot water, soap, clean paper towels or hand dryers.

7.4 Vending machines for sanitary products and disposal bins should be provided.  Bins should be emptied and sanitised regularly.



8.1.1 First Aid provision will be available at all times in an appropriate and accessible First Aid Box.

8.1.2 The first aid box is kept in the Office. 

8.1.3 At least two employees will receive appropriate first aid training.  

8.1.4 All new employees will be told as part of their induction of the location of first aid equipment and the employees who have received first aid training.

8.1.5 A record of all first aid cases treated will be kept in the Accident Book, which will be kept with the First Aid box.


10.2.1 All employees must report all incidents which did or nearly resulted in personal injury to themselves or others, to their line manager and the company Manager and make sure the accident is recorded in the Accident Book.

8.2.6 It is the responsibility of the company Manager to ensure that any necessary follow up action is taken to reduce the risk of the accident or near accident reoccurring.  

8.2.7 The company Manager is responsible for reporting incidents which come within the Reporting of Injuries, Diseases & Dangerous Occurrences Regulations (RIDDOR), to the London Borough of Islington Environmental Health Department. RIDDOR covers the following incidents:- 

(a) fatal accidents

(b) major injury accidents\conditions

(c) dangerous occurrences

(d) accidents causing more than 3 days incapacity for work 

(e) certain work-related diseases.  



9.1.1 Under the 1992 COSHH (Control of Substances Hazardous to Health) Regulations employers have a duty to make an assessment of the risks related to hazardous substances e.g. chemicals, noxious fumes etc. In accordance with the Approved Code of Practice this assessment will be carried out and written down by a nominated competent person.

9.1.2 Following this assessment, in accordance with the Approved Code of Practice (ACOP) we will:

(a) In the first instance take action to remove any hazardous substances

(b) If this is not possible then action shall be taken to find a substitute for the hazardous substance

(c) If this is not possible such substances shall be enclosed within a safe environment

(d) If none of the above are possible protective equipment will be issued to ensure the safety of staff.


9.2.1 If for any reason a member of staff has to be exposed to a possibly hazardous substance, levels of exposure will be monitored. 

9.2.2 At all times levels of ill-health related to exposure to hazardous substances at work will be monitored.


9.3.1 All members of staff shall avoid using hazardous substances at all times if at all possible. Where substitute materials are available they should be used (eg water based markers, correction fluid etc). If there is no way of avoiding use of a hazardous substance, then staff must use the substance in an enclosed, ventilated environment away from other workers, and use proper protective equipment. 


10.1 Employees should avoid manually lifting heavy objects by themselves. Correct manual lifting and handling reduces the effort required and prevents strain and risk of injury.  

10.2 The most likely occurrences of manual handling for employees are :-

– the receipt and storage of stationery orders

– moving paper records into archive storage

– rearranging the office furniture and equipment

– handling loads at outside events organised by employees.  

10.3 All employees should use aids which are available to reduce the risk of injury, e.g. sack trolley, lifts.

10.4 Employees should not put themselves at risk by attempting to lift heavy loads which could be divided into smaller quantities. The assistance of other employees should always be sought for moving large quantities or for lifting heavy and awkward loads. When lifting in a team take instructions from one person only.

10.5 Any employee feeling a strain should stop immediately and record the incident in the Accident Book. To continue may result in more serious injury.


11.1 Stress at work is a serious issue: workers can suffer severe medical problems, which can result in under-performance at work, and cause major disruptions to the organisation. 

11.2 Stress is a workplace hazard that must be dealt with like any other. Thus the responsibility for reducing stress at work lies both with employer and employee.

11.3 The Health and Safety Executive has identified the following primary causes of stress at work:

ContextOrganisational function and culture

Poor task environmentLack of definition of objectivesPoor problem solving environmentPoor development environmentPoor communicationNon supportive culture

Role in organisation

Role ambiguityRole conflict

Career development

Career uncertaintyCareer stagnationPoor status/status incongruityPoor payJob insecurity and redundancyLow social value of work

Decision latitude/control

Low participation in decision makingLack of control over workLittle decision making in work Overload of decision making

Interpersonal relationships at work

Social or physical isolationPoor relationships with superiorsInterpersonal conflict and violenceLack of social support

Home/work interface

Conflicting demands of home and workLow social or practical support at homeDual career problems

ContentsTask design

Poorly defined workHigh uncertainty in workLack of variety, or short work cycles Fragmented or meaningless workUnder-utilisation of skillContinual exposure to client/customer groups


Inflexible work scheduleUnpredictable work hoursLong or unsocial work hours

11.4 We will do all it can to eradicate problems relating to stress at work. In particular we will:

* Ensure close employee involvement, particularly during periods of change.

* Give opportunities for staff to contribute in the planning and organisation of their own jobs.

* Ensure staff have work targets that are stretching, but reasonable.

* Implement effective policies and procedures for dealing with bullying and any form of harassment

* Encourage good communications between staff and management.

* Promote the maintenance of a supportive culture in the workplace.

* Where appropriate, take into consideration an employee’s personal problems/problems at home.

* Ensure employees avoid working long and unsocial hours.

11.5 We will ensure that all policies, working practices, conditions of employment etc. do not contradict with the above statement.

11.6 Employees should become aware of the causes of stress, and ensure that they do not work in a way which could cause them to suffer an increase in stress, nor cause an increase in stress on others.

11.7 Employees must respect other members of staff, and ensure that interpersonal conflicts are avoided or dealt with sensibly.

11.8 Employees must not make unrealistic demands of other workers, by imposing impossible deadlines and/or increasing others’ workloads to a level they cannot cope with.

11.9 Employees should participate with our intention to maintain a co-operative, supportive workplace environment.

11.10 If an employee is suffering from stress at work, they should discuss this with their line manager or Office Manager at the first opportunity.  Where practicable and reasonable, we will seek to provide assistance to the employee.


Example of the ‘Working well with me’ questionnaire and information for workers and crew
Our simple questions can support you in building stronger working relationships as, on fast-paced productions, it can be hard to find the time to really get to know each other.

It’s not compulsory to fill this in, but it’s a great way to introduce yourself to your team and start a conversation about how you all can thrive on set.

It’s also your opportunity to highlight your wellbeing needs. 

If you’d prefer a discussion, rather than writing things down, let your team leader know.

They’re obliged to keep details confidential, but may need to share some information with senior leaders, and should discuss this with you in advance.

Let your manager know if you would like them to share any of your details with the wider crew – or, if you’d feel more comfortable sharing yourself.

Guidance for team leaders
Ensure that anyone completing this questionnaire knows which leaders and managers may read the details provided. Privacy policy and GDPR rules should be followed.

Although it’s not always possible to accommodate requests, let your team know that they should flag any needs that aren’t being met during production.

[Production name]

[Your name and role, and preferred pronoun if you’d like]

  1. What things do you think help you stay mentally healthy at work?
    [Insert your answer]
  1. Are there any details you’d like to share about your current working situation?
    [Insert your answer] 
  1. Do you have any access needs that would help you to thrive in the workplace? This could be related to physical or mental health.
    [Insert your answer] 
  1. Is there anything we should be aware of that might help you work at your best, with consideration to the above?
    [Insert your answer] 
  1. In times of stress, what does helpful support look like to you?
    [Insert your answer] 
  1. What support can your manager, head of department or colleagues put in place to minimise triggers and/or help you to maintain good mental health?
    [Insert your answer] 
  1. Are there any early warning signs that your manager, head of department or colleagues might notice when you are experiencing poor mental health?
    [Insert your answer] 
  1. Do you have any specific training needs?
    [Insert your answer] 
  1. Do you have any important personal events coming up?
    [Insert your answer] 
  1. Anything else you’d like your team to know about you? This is your form, so please feel free to add whatever information you’d like to share.
    [Insert your answer] 


Local health and safety inspector’s office and telephone number: Hackney Council, 1 Hillman Street, E8 1DY  Tel: 0208 356 4911

Health and Safety Executive Publications – Free leaflets on all aspects of Health and Safety: 

HSE Books, PO Box 1999, Sudbury, Suffolk CO10 6FS.  Tel: 01787 881165.

Health and Safety Executive – London North Office:

London Hazards Centre – Advice, training and COSHH data sheets etc: 

Interchange Studios, Dalby Street, London NW5 3NQ.  Tel: 020 7267 3387.


Nominated Health & Safety Officer:

Name: Katie Graham


This policy is fully supported by the senior management of the company. We are committed to reviewing our policy and good practice annually.