The Company recognises the need to take every reasonable, practical step to provide and maintain for employees, a safe and healthy environment in which to work. It is the responsibility of every member of staff to co-operate with the Company, to work and act in a safe and sensible manner, and in particular, to bring attention to any matter or situation which may be a potential hazard to health and safety.

At every site there will be a procedure whereby should you become aware of something which looks amiss, it is your responsibility to ensure that it is reported to the management.

A copy of the Company’s Health & Safety statement is enclosed in this induction pack. Below are a few common sense rules to help you on your way:

1. Always wear the protective clothing supplied.
2. Always follow the instructions on chemical containers. Never mix chemicals together.
3. Never use any equipment or plant machinery unless you have been trained to do so.
4. Never use defective equipment or plant machinery.
5. Always clean up spillages.
6. Gas or electrical repairs must only be carried out by a competent person.
7. Dispose of broken glass properly.
8. Always keep floors, passageways, staircases and storerooms clear of obstructions.
9. Remember to carry out all duties carefully and with due care and attention to others.
10. Do not carry out any job function, which you have not been trained to do so
11. Never use any chemicals for which you have not received COSHH training.

No member of staff may smoke in any area of the Club or within 10 metres of the outside perimeter of the Club.

You should notify your Manager immediately where you, or any member of your family, are suffering from an infectious disease, or where you suffer from vomiting or diarrhoea symptoms.

All staff accidents within the workplace must be reported to the Manager and an Accident Form completed.

A list of trained first-aid trained staff at your place of work is displayed in the Club. Treatment for accidents however small, should only be completed by one of the qualified first aiders.

For any first aid problem, you must complete an accident form, and ensure the Manager signs it. If they are on leave or day off, ensure the Assistant Manager signs it and gets a copy immediately to the Guest.

If any accident is reportable under RIDDOR then you should contact the Manager immediately.

For serious injuries use the S.I.M.P/F2508 (see E.A.P).

Please refer to your site Fire Emergency Action Plan

Please take care of Guests to our premises. They are less familiar with our working environment, and may need your help to avoid risks. Guests should not be allowed into employee areas, except in exceptional circumstances, and, if they are, must be accompanied by an employee at all times.

If you feel that you are under stress as a result of workplace-based activities, you must advise your supervising manager as soon as possible

For employees who use a PC computer as part of their job, the Company is required to ensure they are provided with information and training about the risks associated with the use of this equipment. This is specified by the Display Screen Equipment Regulations 1992, as amended in 2002.

At induction all relevant employees are provided with a copy of the HSE leaflet on the topic available at HSE: Working with Display Screen Equipment. After having read this, they are required to complete a self-assessment questionnaire regarding their work station.

All complete questionnaires will be retained by the Line Manager / HR Director as evidence that the Company is fulfilling its legal obligations regarding DSE equipment.

Self-assessment questionnaires should be reviewed or repeated whenever some or all of the work station changes, be it:

• Its position, in the office or at home
• Its chair or desk
• Computer equipment

Under the DSE regulations, employees who use computers are eligible for free eye tests by an optometrist, which are repeated at intervals determined at the initial consultation. Furthermore, employers are required by these regulations to pay for spectacles which are prescribed exclusively for use with computers if other normally used ones are not appropriate.

The Company is not obliged to pay for contact lenses.

If you have any further queries on eye tests, please speak to your Manager.

You will be trained on all operating procedures relating to your job. This will form part of your on-going training (see NOP file), however you should be aware of the following basis.

The following is a list of basic potential hazards and instructions on how to reduce the risk of them causing harm. It is not exhaustive and should be used in conjunction with the site’s Risk Assessment.

1. All non-permanent equipment should be stored away correctly and in the appropriate place.
2. Diving is not allowed; the risks of injury from hitting the bottom are very high.
3. The pool-sides are very slippery; patrons must not run on them.
4. All children under the age of 16 years must be accompanied by a responsible adult (16 or over), if using any facility in the Club.
5. Children under 5 are not allowed in the spa and under 8’s are not allowed in the sauna or steam areas; children aged over these limits may use these facilities if accompanied by a responsible adult, there must be 1 adult to every 2 children in the pool to supervise.
6. Attention should be given to weak swimmers, boisterous behaviour and persons using facilities incorrectly, to prevent accidents.

The guidelines are for your help, read them carefully and implement them in the course of your duties.

1. Always wear the uniform and name badge you have been provided with, it is important that we create a good image and are easily identifiable.
2. Always be polite and helpful to the public (make yourself aware of all services we provide) but if you are unable to help, please find out what the person wants to know.
3. The following points should be strictly enforced to maintain user safety: No Smoking – No bringing of alcohol, food or glass bottles into the centre – No foul or abusive language                       
4. Any behaviour considered dangerous or offensive to either the individual(s) or to others must be stopped; but remember people are here to enjoy themselves.
5. Speak to people politely and explain why you wish them to stop what they are doing. A good reason will normally do. If there is any problem, call a member of Management.
6. If a Guest ignores your request on two occasions you are permitted to ask them to leave the Club; if there is a problem, contact your Manager.

For safety reasons and for the enjoyment of others, it is imperative that all facilities in the Club have maximum occupancy levels that must not be exceeded. Please ask your Manager what these are at your site for the following:

• Pool
• Gym
• Sauna
• Spa
• Steam

All staff upon employment will hold Responder qualification. All staff must hold the St John’s Ambulance ‘Emergency Aid in the Workplace’ certificate or equivalent, thus providing first aid cover at all times. First aid kits must be checked monthly and kept fully stocked.

Staff should be made aware of all training information, and please note that attendance at training sessions is a mandatory part of your employment with Wickwoods Country Club, Hotel & Spa.

In the event of an emergency, emergency equipment is available. Its location is clearly located on the floor plan of the building with the EAP. All staff must know immediately where the following are located:

Fire Extinguishers

Break Glass

First Aid Kits

H&S File

Fire Hose

Pool

Lifesaving Equipment

Emergency Call Buttons

Fire Blanket(s)

Eye Wash Station(s)

If you discover a fire you should carry out the following procedure:

1. Sound the nearest fire alarm.
2. On hearing the continuous fire alarm, act as if it is a real fire.
3. Encourage members to leave by the nearest fire exit and direct them to the designated assembly point.
4. Check gymnasium, solarium and the changing room areas, etc are vacated before you leave the premises.
5. Secure money in the till.
6. Close doors and windows as you leave the building and report to the Assembly Point.
7. The Senior person on duty must remove the rota, COSHH file and signing in sheet, in order to conduct a role call on arrival at the Assembly Point.
8. Do not allow anyone to re-enter the premises until told to do by the Fire Brigade Officer.

If you receive a bomb threat when answering the telephone, try to remain calm and follow the following procedure:

1. Let the caller finish their message without interruption.
2. At the same time try to record the following information as per the checklist for action to be taken on receipt of a bomb threat. A copy of which must be kept by every telephone.
3. A member of staff should contact the police for advice on the matter.
4. If staff are available they should carry out a quick search in all public areas.
5. If anything is found, evacuate the premises following the Fire Evacuation Procedure.

Always if there is any doubt, evacuate the premises; but return to normal operations as soon as possible.

Suspect Packages

If you discover a suspicious package, follow the HOT procedure and report

• Is it HIDDEN?
• Is it OBVIOUSLY suspicious?
• Is it TYPICAL for the area?

If you see anyone acting suspiciously, let someone know. Give them an accurate description of the person(s) and what makes them look suspicious to you.

Evacuate the Club as soon as possible following the Fire Evacuation Plan. However, it may be safer to remain inside depending on the the nature of the incident and its location.

This will occur if chemicals are allowed to mix together. Strict adherence to chemical usage guidelines will help to prevent this (see COSHH Assessment file). In the event of a toxic gas escape, full evacuation procedures must be undertaken and the fire brigade called.

In the event of the lights failing, emergency lights will activate to provide adequate light to allow people to see the way to the exits. If possible, the member of staff on duty should attempt to find the fault and restore lighting. They must also keep people informed of the problem. During the daytime there may be sufficient natural light to allow the facility to remain open. If the safety of Guests cannot be guaranteed, the Club must be closed and all Guests asked to leave.

In the event of structural failure the area should be cordoned off and the premises, or that particular area of the building, evacuated. The defect must be reported immediately to your Manager.

In the event of a person suffering a serious injury or major trauma, e.g. stroke, heart attack, spinal injury, epileptic fit, etc, the incident must be dealt with by a qualified First Aider. The area should be cleared until the situation is dealt with and the appropriate emergency services called. The ‘S.I.M.P.’ package details the correct procedure for reporting the incident, once the injury has been dealt with. This will also be on hand and must be photocopied so blanks are available (Now train your staff on ‘S.I.M.P.’ so that they know how to deal with a problem).

Maximum occupancy limits must be in practice in all areas of the Leisure Club where overcrowding may be a problem. It is the member(s) of staff on duty’s responsibility to monitor numbers using the facilities. In the event of it becoming busy, then these limits must not be exceeded. Entrance should be restricted (see N.O.P’s for maximum levels in each area).

All staff must be aware of filling in a ‘Hazard Report Form’ in the event of a facility or piece of equipment failing and presenting a hazard to the Club’s users. Ensure you complete this training now, using the correct forms and explaining where they should be sent.

No staff to use any chemicals for which they have not had ‘COSHH (Control Of Substances Hazardous to Health)’ training.

All staff trained in COSHH must be aware of the need for PPE and its location. Ensure you complete this training now, filling in the correct form and signing for the training. This must then be kept in the COSHH file.

Wickwoods Country Club, Hotel & Spa believe that in safeguarding and providing for the interests and well being of children, by taking all reasonable steps to protect them from harm, discrimination or degrading treatment whilst respecting their rights, wishes and feelings.

The aim of our standard is to ensure that it is important to recognise that we have a moral and legal obligation to ensure that when we are given responsibilities for children, we should give them the highest possible standard of care.

Please refer to the Wickwoods Country Club, Hotel & Spa ‘Child Protection Policy’ for further information.

Wickwoods Country Club, Hotel & Spa undertake General Risk Assessments covering the following categories:

• Physical Environment
• Tasks and Activities
• Specific People Groups

As part of your Induction, all Staff must do the following:

• undertake suitable training in the principles of risk management, before completing any risk assessments
• all staff must be aware of risks and hazards associated with your work / job. Club risk assessments can be found in the Club-specific Risk Assessment Manual
• review the risk assessment before working alone and understand the hazards and risk control measures in place

Risk Assessments will use the following combination of ‘Likelihood and Severity of harm’ to give an indication of the risk level involved for each identified hazard.

Risk of harm = Likelihood x Severity

Risk Assessments will be reviewed by the Manager if there is:

1. an accident or incident – a change may be needed to prevent a recurrence.
2. a new task (for staff) or activity (for members of the public) is introduced – an additional risk assessment will be required before the task / activity commence.
3. a change to the building or premises is planned – new / revised arrangements for its safe use will be needed.

All electrical appliances / equipment brought onto the premises must be PAT tested and in good working order. Avoid the use of extension lead daisy chains, and power supply must be suitable for the appliance / equipment to be used.

Good housekeeping and awareness of the area around you is essential in avoiding slips, trips and falls, please take note of the following:

• Avoid slips by keeping watch for hazardous working conditions, e.g wet floors, icy areas
• Ensure suitable lighting is available
• Be aware of changes in level and slopes
• Avoid trips by maintaining a good standard of housekeeping, eg trailing cables, equipment stored and waste cleared

A place is ‘at height‘ if a person could be injured falling from it, even if it is at or below ground level:

• All work at height must be planned and suitable controls in place
• All ladders must conform to EN BS 131
• Ensure correct selection of access equipment is used

Falling Objects:

• Ensure all equipment is secure
• Implement cordon around work area

Work Equipment;

• Before using any work equipment , carry out a visual check to make sure it is safe to use
• Follow any written instructions or Safe System of Work (SSoW), to ensure you use the equipment safely and in the correct way
• Wear personal protective clothing or equipment where specified in the in written procedure or SSoW
• Before use check;

Guards are in place, in working order and in use by those operating machinery

Controls are properly marked and in working order

Operators are not wearing jewellery, long hair is tied back or any item which would become entangled in machinery

All machinery is switched off and completely isolated

before it is serviced or maintained

• Ensure all defects are reported to the Manager immediately

If you think you cannot lift an item DON’T. Remember to plan the movement, even if you think you can do it safely. If in doubt, or you think the activity is unsafe for you to carry out:

• STOP
• Break down into smaller more manageable sections
• Use a mechanical aid or assistance from someone else

As a company it is vitally important that we comply with the various laws regulating the processing of personal data relating to individuals and in particular the General Data Protection Regulations 2018 (GDPR).

It is Wickwoods Country Club, Hotel & Spa’s desire that all employees recognise and understand the importance of dealing with such personal data correctly and fully understand the steps that must be taken in order to minimise risk. All employees should read through the Data Protection Policy which can be found in your Staff Induction Pack.

Hamish query – Staff Induction Pack???

Data is collected from many sources, including new members, prospective members and employees. All individuals have the right for us to:

• Protect their data
• Only use it for the purpose(s) that it was provided
• Only use it for as long as required / they give permission
• Inform them of what data we hold, should they request it
• Inform them within 72 hours if there has been a breach of data

Data Processing

i) Emailing

• When sending any personal data via email you must ensure that the file is password protected
• When sending password protected data the password should be confirmed by telephone to the recipient
• When emailing to a group of people i.e. marketing purposes, it is essential that the BCC function is used and not the CC function

ii) Paper Records

• Any paper records must be kept in a locked filing cabinet in a locked room
• A system must be in place for the security of keys to filed data
• When initially collecting data i.e. new membership forms – these must never be left in a public area awaiting entry onto the membership system. They are either entered and filed away or filed away for entry later (i.e. pending file)
• Once paper copies are no longer required i.e. membership forms of cancelled members, then they must be destroyed through shredding

iii) Digital Records

• Any portable equipment (i.e. laptops, tablets) that is used to store data must be in a locked container at all times when not being used
• All devices must be password protected
• All devices must be set to hibernate after 3 minutes of inactivity
• Ensure that computers are locked whenever left unattended

iv) IT Safety

• Passwords for computer logins and email accounts must be changed every 3o days