There are two documents that all offices should have in place. These documents need uploading into the office checklist in the staff database on an annual basis:
Fire Safety Risk Assessment
This is usually done by the owner of the building (using their own template) however they may ask that we write our own. This template can be used if we need to complete our own. Please note, if the building supply the risk assessment in a different template, that is ok you need to check it, but not rewrite it.
This document will need to be reuploaded on an annual basis. Office leads will receive a notification in advance of this deadline alerting them that this document needs reuploading.
Fire Action Plan
This is the plan that will be implemented in an emergency should a fire take place- it is unique to us. This form takes into consideration employees needs and is also used as an interim check for buildings in between what is listed in the main Fire Risk Assessment. A template document should be used and uploaded annually.
- The Fire Action Plan will need to be discussed every 6 months with the whole team. Office leads will receive a notification to alert them of when this conversation is to take place. In this discussion we would encourage you to
- Find a time when most attendees to the office can be present, this means you are communicating the fire action plan with as many team as possible.
- Do a physical walkthrough of the building to remind team of fire exits. This being completed every 6 months means that all new starters who have started are briefed on this.
- One you have discussed the fire action plan, send a message into your office channel on Slack covering the main points so all team are reminded of this.
- Office Leads will receive a notification 6 months after the Fire Action Plan has been uploaded to alert them to discuss the fire action plan in their team meeting. If changes have been made to the Fire Action Plan since it's upload it will need to be uploaded. If no changes have been made, it does not need reuploading until the 12 month mark.
- If able to control when the fire drills happen then a fire drill should also take place. In some offices arranging a fire drill is not possible and therefore a clear overview of arrangements (and sharing of information for those not in the meeting) should be completed.
When a new starter join Safe Families & Home for Good their line manager will have a support meeting with the staff member. They will ask:
- Do you have any medical conditions that we need to be aware of at work? Do you have any impairments that may impact your ability to evacuate?
If a condition is highlighted then the line manager will to add the information to the staff database (in personal details section) and complete personalised risk assessment (if needed). They will ensure Appointed Staff member for First Aid and Office Lead (for H&S) is aware of details. The emergency fire action plan may need to be updated as a result of this information and personal emergency evacuation plan will need to be written.
All appropriate equipment should be PAT tested.