Health, safety, and security procedures
Health and safety is a priority of the Board. Managers should satisfy themselves that health and safety procedures are being followed at all times in the office.
Health and safety officers
It is a requirement that all offices have a trained:-
Larger offices should have more than one fire warden and first aider. A sign should be erected in each offices detailing who the nominated health and safety officers are and revised as appropriate.
If the First Aider or Fire Warden leaves the office, either on a permanent or medium-term (career break, maternity leave, or leave of absence) basis, the manager should without delay appoint a new fire warden or first aider.
There is no longer a requirement that each individual office have a safety representative. Governance and Organisation organise the appointment of safety representatives on a regional basis.
Research, Learning and Development will organise training for safety representatives, fire wardens, and first aiders at regular intervals. However, in the event of a new fire warden or first aider appointed and no other trained fire warden or first aider, as appropriate, being currently trained, the managing solicitor should contact the Training Officer and seek their views on whether the appropriate training can be organised for the individual at an early date.
Each office has a fire alarm and fire equipment supplied by the Board. In the event of a fire, and if it is safe for staff to extinguish it themselves, extinguishers are provided.
In case of a fire that is not manageable by staff, there is also an escape route plan and designated meeting points. All staff must read same and familiarise themselves with fire exits, escape routes etc. Every office that has more than one level or is not on ground level should conduct a fire escape drill at least once a year.
Should you have any queries in the matters of fire precaution, please contact the Fire Warden.
Health and Safety
A safe office environment is considered to be a tidy and uncluttered environment. Among the factors which help create a safe place of work, are where there are no files or loose cables on the floor. Potential risk areas in offices include blocked passageways / corridors and stairways. See Chapter 8 under Working with files for further information regarding storing files.
Accidents do happen and all reasonable precautions should be taken to avoid them. However, items in the first aid kit should be reviewed in order to ensure supplies are in date and do not run low. Any accidents or injuries should be reported to the managing solicitor and Safety Representative. If necessary, an accident report form may need to be completed and sent to both HR and Governance and Organisation. A copy of which can be found at the end of this section. Potential risk areas in offices include blocked passageways / corridors and stairways. See è Chapter 8 under Working with files for further information regarding storing files.
Should you have any queries in the matters of Health and Safety, please contact the above.
A copy of the Board’s Safety Statement can be found on iLAB
Accident / Incident Report Form
If you are the last person to leave the office at lunchtime or the evening, please lock all windows and doors, set the alarm and carry out a check to ensure that the cash receipts box is in the safe and the safe is securely locked. This should be done whenever the office is unattended.
In some cases where the office forms part of a larger facility and the building is locked up by security staff it will not be necessary to lock up the building. However, in single occupancy offices the individual staff member should ensure windows are locked. The last staff member to leave should still ensure the cash receipts box is in the safe and the safe is securely locked.
As codes change from time to time please ask a member of staff what the current code is.
Do not write down the alarm code!
If the alarm is set off in error, the alarm company must be contacted immediately. Details of the alarm monitoring company are shown on the alarm control panel or are available from Governance and Organisation.
Panic alarms are located in all offices. The alarms work internally. If the alarm is pressed, a sound can be heard in all offices apart from the office where the alarm is being used.
There are other alarms in the office that are connected directly to the Garda Síochána. When these are pressed, the Gardaí will call to the office. Please familiarise yourself with the location of these alarms.
Security cameras are linked to the screens and recording equipment in the reception area. Each morning the video must be replaced by the assigned member of staff.
The Board engages keyholding companies in a number of offices to attend the premises in the event of an alarm being activated after office hours. Not all offices have a designated keyholding company and in these cases the names and contact numbers of staff are given to the monitoring station. Invoices for keyholding services should be forwarded to Governance and Organisation for payment.