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Fire Safety Gap Analysis
GAP ANALYSIS Summary Appendix A
Cathy Day Interim Head of OHSW
whether there is one for each property etc.
IT equipment will be the subject of an IT equipment register
There is some evidence that equipment is routinely maintained and
serviced although this is not necessarily applied consistently across
all areas.
There is no evidence that the lifecycle of equipment is considered
in budget planning to ensure that it is replaced before breaking
down although this could be a conscious decision.
Ensure procedures in place to visually inspect, service and
maintain equipment
Clarify the Council’s policy in respect to the equipment lifecycle
Ensure an inventory of equipment is routinely carried out and
that employees know what to do in respect of broken or
damaged equipment.
Adequate supervision of tasks
The Council has adopted a hierarchy which puts the onus of
supervision on each line manager. It is the line manager’s
responsibility to ensure that adequate supervision is afforded to
each employee or contractor, as necessary. It is the employee’s
responsibility to ensure that each task is undertaken without undue
risk to themselves or others.
Employees are subject to performance review
Contractors are monitored for compliance to method statements
and other procurement tender documentation
Incident investigations and audits carried out by OHSW include
questions about the adequate supervision of tasks.
The Council would benefit from ensuring that all procurement of
contracted work has a requirement to adhere to health and safety
legislation and that adequate supervision of tasks is an essential
element of those contracts.
Plans implemented to reduce risk
There are a number of plans or systems in place to reduce risk but
they are not necessarily applied in a consistent way. In some cases
there is evidence that individual teams have developed their own
systems which may or may not be suitable and sufficient. In the event
of a major incident it is likely that determining Council practice might
be difficult especially if more than one team is implicated.
A review of health and safety practices across the Council using
cross matrix audits would help identify any policy, procedures or
process required of the central OHSW which would in turn need to
be cascaded to all teams and monitored to ensure a more
consistent approach.
Control of risk is assessed
There is insufficient evidence to determine whether risk has been
assessed adequately or not.
Application of the revised risk assessment template should be
checked as part of the audit process and performance
management reporting. This is a critical aspect of Health and
Safety management and thus Directors for each area need to be
assured that their teams are adequately carrying out such
Incidents are suitably investigated
Incidents are generally managed within each directorate and as
such are likely to be subject to significant variation.
Major incidents should be referred to OHSW for investigation and
liaison with any enforcement authority.
The Security team have a first response role at the Civic Centre but
it’s not clear what procedures they follow to ensure that the incident
scene is not contaminated.
Produce and communicate an incident investigation toolkit
which includes policy, procedure, process, templates and
Provide training on incident investigations
Work with Security to ensure they know how to escalate
incidents to OHSW in a timely fashion and protect the scene.
Lessons learnt from incident
Analysis is currently undertaken of incident data by OHSW and
The Council would benefit from deeper analysis to identify the
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