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STATEMENT OF HEALTH AND SAFETY ORGANISATION FOR NDM RESEARCH BUILDING AND OCCUPYING UNITS from professor Lucy Dorrell:

As Chair of the NDM Research Building (NDMRB) Health and Safety Committee I am responsible for ensuring compliance with University Health and Safety Policy.

My responsibilities are set out in Annexe A. I have delegated the day to day management of some of these to others (as set out in Section 1) but I retain overall responsibility for all aspects of health and safety within the NDMRB and the NDM units operating within it. This document describes the arrangements for the management of health and safety within the NDMRB. This statement does not cover activity by occupying units in other sites/facilities.

1. EXECUTIVE RESPONSIBILITY FOR SAFETY

Every employee with a supervisory role is responsible for ensuring the health and safety of staff, students, and other persons within their area of responsibility; and of anyone else (e.g. contractors and other visitors) who might be affected by their work activities. In particular, the responsibilities listed in the Annexe are delegated to supervisors for areas under their control.

As it is my duty to ensure adherence to the University’s Health and Safety Policy, I instruct every employee with a supervisory role, the Departmental Safety Officer, the Divisional Safety Officers, members of the DSAC to report to me any breach of the policy.

All those with executive responsibility should notify me and the Departmental (building) Safety Officer (DSO) Darren Blase and the Divisional Safety Officers (Julie Hamilton, Eleanor Booth-Harvey, Graham Ross) of any planned, new, or newly identified significant hazards in their areas and also of the control measures needed to avert any risks identified.

Where supervisors or others in charge of areas or with specific duties are to be absent for significant periods, adequate substitution must be made in writing to me and such employees and other persons as are affected. Deputising arrangements must be in accordance with University policy. For short periods of absence the responsibility will be delegated to a senior researcher in the group or area and the relevant employees will be informed.

The following employees have executive responsibility throughout the NDMRB for ensuring compliance with the relevant part of University Safety Policy:

  • Research Group Leaders (Doctors Bafadhel, Davis, Ebner, Huber, Peppa, Song; Professors Borrow, Brennan, Dorrell, Dong, Gillespie, Kessler, McKeating, McMichael,
    Pavord, Ratcliffe, Rastinejad and Rowland-Jones) are responsible for making arrangements for visitors to their respective research groups (including volunteers and their own engineers or contractors). This will involve carrying out suitable risk assessments as appropriate.
  • The Business Manager for Tropical Medicine (Edward Gibbs) is responsible for making arrangements for visitors to its respective research groups (including volunteers and their own engineers or contractors). This will involve carrying out suitable risk assessments as appropriate.
  • The Building Facility Manager (Darren Blase) is responsible for the arrangements for building engineers or contractors. This will involve carrying out suitable risk assessments as appropriate.

In the following parts of the building, the persons named below have executive authority for safety:

 

Name

Location

Person with executive authority for safety

Chemistry laboratory

Second floor

Paul Brennan

Circulation space

Whole building

Darren Blase

CL2 laboratories

Ground floor

Julie Adam

CL2 laboratories

First floor

Lucy Dorrell

CL2 laboratories (TDI)

Ground, first & second

Benedikt Kessler

CL3 laboratories

First floor

Hongbing Yang

Liquid nitrogen room

Ground floor

Space:

Zuzana Bencokova

Activity:

Lucy Dorrell

Mass spec. laboratory

Second floor

Benedikt Kessler

NMR room

Ground floor

Paul Brennan

Radiation laboratory

First floor

Zuzana Bencokova

Tropical Medicine Offices

Basement

Edward Gibbs

The Centre Director has appointed Zuzana Bencokova as the Senior Radiation Protection Supervisor (SRPS) and she is directly responsible to me for the day to day coordination of radiation protection arrangements within the building and supervision of work with ionising radiation, in accordance with the requirements of the Ionising Radiations Regulations 1999. The purpose of this supervision is to ensure compliance with the requirements of the building’s local rules for work with ionising radiation and the University’s general radiation protection arrangements. The SRPS is also responsible for supervising the keeping and use of radioactive materials and the accumulation and disposal of radioactive waste, in accordance with the conditions of the University’s permits under the Environmental Permitting (England and Wales) Regulations 2010. This is a supervisory role and the SRPS has my authority to direct others.

Additional Senior Radiation Protection Supervisors (SRPSs) or Radiation Protection Supervisors (RPSs) will be appointed where appropriate, to provide direct supervision of work with ionising radiation carried out in the building. The RPSs will report to the SRPS on radiation protection matters.

 

2. ADVISORY RESPONSIBILITY FOR SAFETY

I have appointed those listed below to advise me on matters of health and safety within the building. If any member of the building does not take their advice, they should inform me. If they discover any danger that requires immediate action, they are authorised to take the necessary action and inform me subsequently.

Departmental (building) Safety Officer (DSO)

Zuzana Bencokova is responsible for:

  • advising me on the measures needed to carry out the work of the building without risks to health and safety
  • coordinating any safety advice given in the building by specialist advisors and the University Safety Office
  • monitoring health and safety within the building and reporting any breaches of the Health and Safety Policy to me
  • informing me and the Director of the University Safety Office if any significant new hazards are to be introduced to the building

The DSO’s duties are described in University Policy Statement S1/01.

To assist in this work, the NDMRB has the following specialist advisors as well as members of the OU Safety Office:

Divisional Safety Officer (DivSO)

Julie Hamilton, Eleanor Booth-Davey and Graham Ross have been appointed to support the DSO in her administrative, monitoring and advisory role.

Building Fire Officer

Darren Blase is responsible for advising the DSO on all matters relating to fire precautions and fire prevention in compliance with University Health and Safety Policy.

Building Biological Safety Officer (BSO)

Zuzana Bencokova is responsible for advice on all matters relating to biological safety, and in particular on the implementation of University Policy Statement S5/09. The BSO’s duties are described in University Policy Statement S5/09.

Building Electrical Safety Officer

Ross MacRae is responsible for advising the DSO on all matters relating to electrical safety to ensure compliance with University Health and Safety Policy.

Departmental Safety Advisory Committee (DSAC)

In addition to the above arrangements I have set up a Departmental Safety Advisory Committee, whose functions are set out in University Policy Statement S2/01 and whose membership comprises:

Head of DSAC

Lucy Dorrell

Deputy Head of DSAC

Paul Brennan

Head of GMSC

Seph Borrow

Departmental (building) Safety Officer (DSO)

Zuzana Bencokova

Deputy Departmental (building) Safety Officer

Ross MacRae

Biological Safety Officer

Zuzana Bencokova

Deputy Biological Safety Officer

Ross MacRae

Chemical Safety Supervisor

Katherine England

CL3 Safety Supervisor

Hongbing Yang

OU Biological Safety Officer

Andrew Thompson

Building Fire Officer

Darren Blase

Deputy Building Fire Officer

Ross MacRae

Laser Safety Supervisor

Catherine Rogers

Divisional Safety Officer (DivSO)

Julie Hamilton

Eleanor Booth-Davey

Graham Ross

Senior Radiation Protection Supervisor

Zuzana Bencokova

Radiation Protection Supervisor

Elena Brenna

Staff Representative (admin)

Becky Norris

Staff Representative (2nd and 1st floor)

Catherine Rogers (2nd)

Hongbing Yang (1st floor)

Staff Representative (ground floor)

Paulina Siejka

Tropical Medicine Representative (basement)

Emily Abbotts

Student Representative  

Paulina Siejka

Representative for UCU

Thomas Christott

The Committee’s term of reference is to adopt all reasonably practicable measures to:

  • To secure the health, safety and welfare of all employees at places of work under the NDMRB’s control.
  • To protect staff, students and other persons who are lawfully on the NDMRB’s premises against any risk to their health or safety that may arise out of activities within the premises.
  • To maintain safe plant, machinery and equipment and a safe and healthy place of work.

 The DSAC will meet twice per year, or whenever appropriate.

[More specific functions of the DSAC are set out in University Policy Statement S2/01]

Radiation Protection Committee (RPC)

I have set up a Departmental Radiation Protection Committee, whose functions are set out in University Policy Statement S8/05 and whose membership comprises:

Head of DSAC

Lucy Dorrell

Deputy Head of DSAC

Paul Brennan

Departmental (building) Safety Officer

Zuzana Bencokova

Deputy Departmental (building) Safety Officer

Ross MacRae

Divisional Safety Officer

Julie Hamilton

Eleanor Booth-Davey

Graham Ross

OU Radiation Protection Supervisor

Paul Kayente

Senior Radiation Protection Supervisor

Zuzana Bencokova

Radiation Protection Supervisor

Elena Brenna

The RPC will meet twice per year, or whenever appropriate.

Genetic Modification Safety Committee

I have also set up a Genetic Modification Safety Committee, whose functions are set out in University Policy Statement S5/09 and whose membership comprises:

Chair of GMSC

Seph Borrow

Head of DSAC

Lucy Dorrell

Deputy Head of DSAC

Paul Brennan

Departmental (building) Safety Officer

Zuzana Bencokova

Deputy Building Safety Officer

Ross MacRae

Biological Safety Officer

Zuzana Bencokova

Scientist with expertise in lentivectors

TBC

Scientist with expertise in bacteria

Mona Bafadhel

OU Biological Safety Officer

Andrew Thompson

OU Assistant Biological Safety Officer

Tracey Mustoe

Divisional Safety Officer

Julie Hamilton

Eleanor Booth-Davey

Graham Ross

The Committee’s term of reference is to adopt all reasonably practicable measures to:

  • To secure the health, safety and welfare of all employees at places of work under the NDMRB’s control.
  • To protect staff, students and other persons who are lawfully on the NDMRB’s premises against any risk to their health or safety that may arise out of activities within the premises.
  • To maintain safe plant, machinery and equipment and a safe and healthy place of work.

 The GMSC will meet twice per year, or whenever appropriate.

[More specific functions of the GMSC are set out in University Policy Statement S5/09]

3. OTHER SAFETY FUNCTIONS

First aid

The following persons are responsible for first aid:

Name

Areas responsible

Zuzana Bencokova (All areas)

Offices and labs

Darren Blase (All areas)

Offices and labs

Antoni Cornish (All office areas)

Offices only

Anna Cederbalk

Offices and labs

Chris Dodd (All areas)

Offices and labs

Claire-Lise Escher Kessler (Tropical Med - basement)

Offices only

Hongbing Yang (All areas)

Offices only

First aid facilities are located as follows:

 

Office areas

Lab areas

Basement

Break out space, kitchenette

N/A

Ground floor

Kitchenette, Reception

Rear CL2 laboratory hand wash station

First floor

Kitchenette

Rear CL2 laboratory hand wash station

Second floor

Kitchenette

Rear CL2 laboratory hand wash station

AED (automatic external defibrillator)

The NDMRB has an AED located in reception. This is only to be used by trained personnel (listed in reception).

Accident and incident reporting

Darren Blase is responsible for keeping the accident/incident report forms and for ensuring accidents are reported promptly to the University Safety Office. Accident report forms are kept in the basement breakout space (cupboard).

Display screen assessors

I have appointed the following people as Display Screen Assessors, and the number is sufficient to ensure no one has to assess more than 50 persons.

  • Darren Blase
  • Ross MacRae
  • Gen Moffa (DSA Coordinator for the building)

Manual handling assessors

I have appointed the following people as Manual Handling Assessors:

  • Darren Blase
  • Ross MacRae

Building laser supervisor (BLS)

Catherine Rogers is responsible for advising the DSO on the use of laser systems and in particular for the implementation of University Policy Statement S2/09, which also outlines the other duties of a Laser Supervisor.

4. TRADE UNIONS AND APPOINTED SAFETY REPRESENTATIVES

University Policy Statement S2/04 sets out the arrangements for dealing with trade unions and their appointed safety representatives. Employees who wish to consult their safety representatives should contact the senior safety representative of the appropriate trade union.

UCU: http://www.oxforducu.org.uk

Unite (was Amicus): http://users.ox.ac.uk/~unite

UNISON: http://users.ox.ac.uk/~unison

5. INDIVIDUAL RESPONSIBILITY

All building employees, all students and all other persons entering the premises or who are involved in building activities have a duty to exercise care in relation to themselves and others who may be affected by their actions. Those in immediate charge of visitors and contractors should ensure that those persons adhere to the requirements of University Health and Safety Policy.

Individuals must:

(a) Make sure that their work is carried out in accordance with University Safety Policy.

(b) Protect themselves and others by properly using any safety equipment or devices (e.g. machinery guards) provided.

(c) Protect themselves by properly wearing any personal protective equipment that is required.

(d) Obey all instructions emanating from the Head of the H&S Committee in respect of health and safety.

(e) Warn me and the DSO/DivSO (Graham Ross and/or Julie Hamilton) of any significant new hazards to be introduced to the building, or of newly identified significant risks found on the premises or in existing procedures.

(f) Ensure that their visitors, including contractors, have a named contact within the building with whom to liaise.

(g) Attend training when managers identify it as necessary for health and safety.

(h) Register with the Occupational Health Service and attend for health surveillance when required by University Safety Policy.           

(i) Report all fires, incidents, and accidents immediately to DSO.

(j) Familiarise themselves with the location of firefighting equipment, alarm points and escape routes, and with the associated fire alarm and evacuation procedures.

Individuals should

(a) Report any conditions, or defects in equipment or procedures, that they believe might present a risk to their health and safety (or that of others) so that suitable remedial action can be taken.

(b) Offer any advice and/or suggestions that they think may improve health and safety.

(c) Note that University Policy Statements are available on the web at http://www.admin.ox.ac.uk/safety/policy-statements/ and in hard copy (basement breakout space storage cupboard).

6. SPECIFIC SIGNIFICANT RISKS

The following areas/activities have been identified as significant risks in this building:

CL3 Laboratory

  • Handling infectious material – relevant documentation can be obtained from the CL3 supervisor, Hongbing Yang

NMR laboratory

  • Exposure to magnetic fields - relevant documentation can be obtained from the Deputy Head of DSAC, Paul Brennan.

Head of Departmental Health and Safety                                                     

Lucy Dorrell (print)       Lucy Dorrell

(signature)

……………………………………………………………….                                                                                                      

Date 02/11/2018

 ……………………………………………………………….

ANNEX A 

It is my responsibility, as Head of Health and Safety for the NDM Research Building, directly or through written delegation

  1. To ensure adherence to the University’s Health and Safety Policy and to ensure that sufficient resources are made available for this.
  2. To plan, organise, control, monitor, and review the arrangements for health and safety, including the arrangements for students, contractors, and other visitors, and to strive for continuous improvements in performance.
  3. To carry out general and specific risk assessments as required by health and safety legislation and University Safety Policy.
  4. To ensure that all work procedures under my control are, as far as is reasonably practicable, safe and without risks to health.
  5. To ensure that training and instruction have been given in all relevant policies and procedures, including emergency procedures.
  6. To keep a record of all cases of ill health, accidents, hazardous incidents and fires, to report them to the University Safety Office, and to ensure any serious or potentially serious accidents, incidents, or fires are reported without delay.
  7. To inform the University Safety Office before any significant hazards are introduced or when significant hazards are newly identified.