Manual Handling – Objects/Loads Procedure Ref HS-0001-007-V3 · 2020-03-25 · • Manual...

Ref:HS-0001-007-V3 of 25 Ratified date: 13 February 2020 Manual Handling Object/Loads Procedure Last amended: 13 February 2020

Manual Handling – Objects/Loads Procedure Ref HS-0001-007-V3

Status: Approved Document Type: Procedure


Contents 1 Purpose ............................................................................................................. 3 2 Related Documents .......................................................................................... 3 3 Manual Handling of Objects Procedure – Flow Chart .................................... 4 3.1 Risk Assessment .............................................................................................. 5 3.2 Provision of Lifting Equipment ........................................................................ 5 4 Definitions ......................................................................................................... 5 5 How this Procedure will be Implemented ........................................................ 5 5.1 Training Needs Analysis .................................................................................... 5 6 How the Implementation of this Procedure will be Monitored ....................... 6 7 References ........................................................................................................ 6 8 Appendices ....................................................................................................... 6 8.1 Appendix 1 – Manual Handling (Objects) – Risk Assessment Form .................... 7 9 Equality Analysis Screening Form ................................................................ 20 10 Document control ........................................................................................... 24


1 Purpose Following this procedure will help the Trust to minimise musculoskeletal disorders to staff caused by manual handling tasks.

• It is the Trust’s decision to work towards a `Minimal Lifting` policy and adapt an ergonomic approach to the removal or reduction of risk from manual handling tasks.

2 Related Documents This procedure describes what you need to do to implement the 3.3.7 section of the Health & Safety Policy

The Health and Safety Policy defines roles and responsibilities which you must read, understand and be trained in before carrying out the procedure described in this document.

This procedure also refers to: • Health & Safety Policy • Incident Reporting and Serious Incident Review Policy • Display Screen Equipment


3 Manual Handling of Objects Procedure – Flow Chart

Procedure Guidance/Information

Where the risk of significant injury is identified a detailed Manual Handling Risk Assessment must be carried out.

Where personal health issues are evident contact Occupational Health for further advice.

Use assessment checklist: Remember to consider LITE:

• Load • Individual capabilities • Task • Environment

Carry out specific Manual Handling Risk Assessment.

Identify activities that require specific manual handling risk assessments

Identify and implement control measures to remove or reduce the risk.

Staff must inform line manager of any health issues, e.g. Back pain, muscle strains, pregnancy etc. Occupational Health will provide advice on countermeasures to minimise risk.

E.g. Eliminate the need for manual handling Introduce mechanical handling aids Reduce the size of the load where

If unable to sufficiently reduce the level of risk seek further advice.

Communicate findings and actions to all staff.

Monitor and review to ensure that the control measures continue to be effective.

The Health, Safety & Security Team can provide advice and guidance for complex issues surrounding manual handling tasks.

Review the assessment regularly or if any significant changes occur. This is to ensure control measures remain effective. Record any revisions to the assessment.

Ensure new and current staff have findings and actions communicated to them and a record of acknowledgement is signed off by staff.


3.1 Risk Assessment Where it has been identified that manual handling tasks are being undertaken by staff a manual handling risk assessment must be completed which can be found at Appendix 1.

3.2 Provision of Lifting Equipment Where is has been identified lifting equipment is required for a manual handling task, staff will be provided with training on the use of the equipment by the supplier which must be recorded and documented on personnel files.

4 Definitions

Term Definition

Manual Handling • The transporting or supporting of a load (including

lifting, putting down, pushing, pulling, carrying or moving) by hand or bodily force

Load • A load can be defined as a person, object or animal

Ergonomic Approach

• Practical and significant approach to the working environment concerned with design and safe systems of work and making handling tasks safer and easier to perform

5 How this Procedure will be Implemented

• This procedure will be published on the Trust’s intranet and external website.

• Line managers will disseminate this procedure to all Trust employees through a line management briefing.

5.1 Training Needs Analysis

Staff/Professional Group Type of Training Duration Frequency of Training

Estates & Hotel Services Face to Face

2 hours

3 yearly

Estates & Hotel Services e-learning 30 minutes annually


6 How the Implementation of this Procedure will be Monitored

Auditable Standard/Key Performance Indicators

Frequency/Method/Person Responsible

Where results and any Associate Action Plan will be reported to, implemented and monitored; (this will usually be via the relevant Governance Group).

1 Completed risk assessments H&S Team through auditing programme HSS+F Group

7 References

• Health and Safety at Work etc. Act 1974 • The Management of Health and Safety at Work Regulations 1999 • Manual Handling Operations Regulations 1992 (as amended) (MHOR) • The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) • Provision and Use of Work Equipment Regulations 1998 (PUWER) • Manual Handling in the Health Services 1998 • The Human Rights Act 1998 • Equality Act 2010

8 Appendices Appendix 1 – Manual Handling (Objects) – Risk Assessment Form


Appendix 1 – Manual Handling (Objects) – Risk Assessment Form This risk assessment form must be completed for all manual handling tasks where it is considered that the task places an employee at risk of injury. If the load is considered small enough and light enough to be moved safely by one person repetitively without risk of sprain or strain, then it is not necessary to complete this form.

SECTION 1 – LOCATION AND DESCRIPTION OF TASK

Department: Service:

Location:

Trust Site ☐ Assessor:

Non-Trust Site ☐ Position:

Community ☐ Date:

SECTION 2 – FACTORS RELATING TO MANUAL HANDLING

Can the manual handling task be avoided?

YES Risk assessment ends here.

NO GO TO SECTION 3 to continue with Risk Assessment to identify hazards and control measures, and to determine need for further actions to be taken.

Where control measures have been identified within the ‘What are you already doing’ column of the risk assessment, these are identified as a guide and should be amended and further control measures identified accordingly dependant on the manual handling task.


SECTION 3 – RISK ASSESSMENT

Hazard Who may be harmed & how What are you already doing? What further actions

are necessary? Action by who

Action by

when (Date)

Done (Date)

Load

Greater than 25kg

Staff member: increased risk of musculoskeletal injury from manual handling tasks.

• Storage areas have been rearranged to accommodate the load identified and make for easy transportation of the load.

• The load will be broken down into smaller sizes/weights for transportation.

• The load is purchased in smaller sizes and weights where available to do so.

• Manual handling aids (i.e. trolley) have been provided to assist in the manual handling of the identified load.

• Training has been provided in the correct techniques for manual handling objects.

• Assistance from colleagues where required using appropriate team lifting techniques.

• Appropriate PPE has been provided for difficult to grasp, slippery and liquid items i.e. coveralls, gloves etc.

• The load comes in protective packaging/containers to protect against hazardous

Bulky

Awkward shape

Large size

Uneven weight distribution

Hot/cold

Slippery

Difficult to grasp

Abrasive surface

COSHH





Action by

when (Date)

Done (Date)

Sharp edges substances inside.

Indi

vidu

al

Existing medical condition, i.e. previous musculoskeletal injury, respiratory problems, heart conditions etc.


• Staff that have existing medical conditions are referred to Occupational Health for guidance in regards to manual handling of objects tasks.

• Implementation of Occupational Health recommendations.

• Individual Risk Assessments completed where applicable, discussed with individuals concerned and stored in personal folders.





Action by

when (Date)

Done (Date)

Pregnancy N.B. New and expectant mothers should not be carrying out manual handling tasks that pose significant risk

Staff member: increased risk of musculoskeletal injury due to pregnancy. Staff member: increased risk to pregnancy and unborn child from manual handling.

• Individual new and expectant mothers risk assessment completed where applicable, discussed with individuals concerned and stored in personal folders.

• Individual Risk Assessments completed where applicable, discussed with individuals concerned and stored in personal folders.





Action by

when (Date)

Done (Date)

Lack of training and instruction

Staff member: increased risk of musculoskeletal injury from lack of training and instruction to undertake manual handling of object tasks.

• All staff who are undertaking manual handling of objects tasks have completed mandatory health and safety training (including spinal awareness) and manual handling of objects training.

• Instruction and training has been provided in regards to relevant work procedures for the task.

• Where mechanical aids or different techniques are required appropriate and adequate training has been provided to staff.





Action by

when (Date)

Done (Date)

Inappropriate clothing

Staff member: increased risk of musculoskeletal injury from manual handling tasks. Staff member: increased risk of injury and potential entrapment i.e. on manual handling aids, on the object being moved due to inappropriate clothing/jewellery. Staff member: increased risk of injury due to moving hot items/liquids, and injury from slip, trip or falls (STF) when manual handling due to spillage of liquid as well as exposure to hazardous substances if transporting COSHH items.

• All staff to ensure they are wearing appropriate clothing and footwear when undertaking manual handling tasks.

• No loose jewellery to be worn when undertaking manual handling tasks.

• Appropriate PPE provided where required i.e. coveralls, gloves etc.

• STF risk assessment undertaken where appropriate.

• COSHH risk assessments in place and access to safety data sheets for first aid requirements in the event of individual being harmed from a spillage.

• Spillage kit provided/made available where necessary.





Action by

when (Date)

Done (Date)

Task

Twisting Reaching Stooping Bending


• The process/part of the process has been automated avoiding the requirement for manual handling.

• The load is divided into more manageable and lighter sections prior to moving.

• Manual handling aids have been provided to help undertake the task i.e. trolley.

• Work procedures have been rearranged accordingly to reduce the risk of manual handling required.

• Storage areas have been rearranged to accommodate the loads at appropriate heights for transportation as well as to reduce excessive lowering or lifting.

• Manual handling above head height to be restricted through work procedures.

• Work procedures have been rearranged to reduce the risk of excessive lowering and carrying of loads.

Lifting whilst seated

Holding or moving loads

away from trunk

Lifting above head height

Excessive lowering distances

Excessive carrying

distances





Action by

when (Date)

Done (Date)

Obstacles on route

• Any obstacles on route to be removed (if able to do so) as per work procedures.

• If obstacles unable to be removed consideration to be given to whether the task can be undertaken at a different time or whether manual handling aids may be required.

Repetition of movement

i.e. once per day, twice per hour, every 5

minutes etc.

• Rest periods have been introduced.

• Work procedures have been designed to reduce repetitive movement as far as reasonably practicable.

• Work procedures have been rearranged to increase the time between repetitive movements.





Action by

when (Date)

Done (Date)

Pushing and pulling i.e.

cages, tubs, trolleys etc.

• Staff have been provided with training and instruction to ensure that the load is always stable and secure on the manual handling aid in use.

• Where required two people or more may be required to undertake the task due to size, stability, weight, etc. this will be specified within work procedures.

• Pre-use checks are undertaken on any equipment identified for use with manual handling and records kept of this.

• Faulty or damaged equipment is reported through the appropriate channels and put out of action immediately.

• Hand holds are at appropriate heights for lifting/pushing/pulling.





Action by

when (Date)

Done (Date)

Envi

ronm

ent

Space constraints

Staff member: increased risk of musculoskeletal injury from manual handling tasks due to constraints or environmental factors.

• Layout of the area has been reorganised.

• Mechanical aids have been introduced for manual handling tasks i.e. trolley, cage etc.

• Where two people or more are required to undertake the task due to environment, this will be specified within work procedures.

• Alternative routes have been identified for manual handling task and specified within work procedures.

• Estates have been notified for any required building/maintenance work.

• Rest periods have been introduced.

• PPE has been introduced and distributed to staff where identified/required.

• Spillage kit provided/made available where necessary.

Uneven or slippery floors

Stairs, steps, ramps or doors to negotiate

Extremes of temperature

Poor lighting

Ventilation problems

Gusts of wind


Have the further actions taken reduced the risk to an acceptable level? YES ☐ NO ☐

Risk Assessment Completed by: ____________________________ Position: ____________________________ Date: _______________


Line Manager: I acknowledge the risks identified in this assessment and agree to take personal responsibility for reducing the risks so far as is reasonable practicable. This includes the following: please tick each statement

I agree to undertake the actions allocated to me.

I will fully support the employee to implement their actions.

I will ensure that any reviews agreed take place.

NAME: DATE:

Staff Member (Individual): (Please see below for team signature sheet)

I acknowledge the risks identified in this assessment and agree to take personal responsibility for reducing the risks as far as is reasonably practicable. This includes the following: please tick each statement

I agree to undertake the actions allocated to me as outlined in the assessment above and will inform my Line Manager when these actions have been completed.

Where it is not possible for me to carry out any actions agreed above I understand that it is my responsibility to raise this with my Line Manager at the earliest opportunity.

If my circumstances change and the actions above need to be reviewed, I understand that it is my responsibility to inform my Line Manager so that the actions can be reviewed and updated.

NAME: DATE:


RECORD OF COMMUNICATION AND ACKNOWLEDGEMENT OF UNDERSTANDING (NB: This form should be photocopied/attached to the reverse of the assessment)

Date Name Signature Line

Manager Initials

Date Name Signature Line

Manager Initials


9 Equality Analysis Screening Form Please note; The Equality Analysis Policy and Equality Analysis Guidance can be found on InTouch on the policies page

Name of Service area, Directorate/Department i.e. substance misuse, corporate, finance etc.

Trustwide

Name of responsible person and job title Helen Cunningham, Health & Safety Manager

Name of working party, to include any other individuals, agencies or groups involved in this analysis

Health, Safety, Security & Fire Group

Policy (document/service) name Manual Handling Objects/Loads Procedure

Is the area being assessed a… Policy/Strategy Service/Business plan Project

Procedure/Guidance X Code of practice

Other – Please state

Geographical area covered Trustwide

Aims and objectives To provide guidance, advise and protocols for staff to follow when completing manual handling of objects, loads activities

Start date of Equality Analysis Screening (This is the date you are asked to write or review the document/service etc.)

Jan 2019

End date of Equality Analysis Screening (This is when you have completed the equality analysis and it is ready to go to EMT to be approved)

July 2019


You must contact the EDHR team if you identify a negative impact. Please ring Sarah Jay or Julie Barfoot on 0191 3336267/3046 1. Who does the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan benefit?

All staff

2. Will the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan impact negatively on any of the protected characteristic groups below?

Race (including Gypsy and Traveller) No Disability (includes physical, learning, mental health, sensory and medical disabilities)

No Sex (Men, women and gender neutral etc.)

No

Gender reassignment (Transgender and gender identity)

No Sexual Orientation (Lesbian, Gay, Bisexual and Heterosexual etc.)

No Age (includes, young people, older people – people of all ages)

No

Religion or Belief (includes faith groups, atheism and philosophical belief’s)

No Pregnancy and Maternity (includes pregnancy, women who are breastfeeding and women on maternity leave)

Yes Marriage and Civil Partnership (includes opposite and same sex couples who are married or civil partners)

No

Yes – Please describe anticipated negative impact/s No – Please describe any positive impacts/s New and expectant mothers would not be expected to carry out manual handling activities. The Trust would not expect staff with a disability that affects their ability to lift to lift any object that would result in their ability to lift safely and without discomfort. This is identified during the risk assessment. All staff receive the same training and guidance and will ensure that they are safe at work.


3. Have you considered other sources of information such as; legislation, codes of practice, best practice, nice guidelines, CQC reports or feedback etc.? If ‘No’, why not?

Yes

X

No

Sources of Information may include: • Feedback from equality bodies, Care Quality

Commission, Equality and Human Rights Commission, etc.

• Investigation findings • Trust Strategic Direction • Data collection/analysis • National Guidance/Reports

• Staff grievances • Media • Community Consultation/Consultation Groups • Internal Consultation • Research • Other (Please state below)

5. As part of this equality analysis have any training needs/service needs been identified?

4. Have you engaged or consulted with service users, carers, staff and other stakeholders including people from the following protected groups?: Race, Disability, Sex, Gender reassignment (Trans), Sexual Orientation (LGB), Religion or Belief, Age, Pregnancy and Maternity or Marriage and Civil Partnership

Yes – Please describe the engagement and involvement that has taken place

Staff engagement and consultations through Health, Safety, Security & Fire Group

No – Please describe future plans that you may have to engage and involve people from different groups


Yes Please describe the identified training needs/service needs below Three yearly face to face training with annual e-learning update

A training need has been identified for;

Trust staff Yes

Service users No Contractors or other outside agencies

No

Make sure that you have checked the information and that you are comfortable that additional evidence can provided if you are required to do so

The completed EA has been signed off by: You the Policy owner/manager: Type name: Helen Cunningham

Date: July 2019

Your reporting (line) manager: Type name: Linda Parsons

Date: July 2019

If you need further advice or information on equality analysis, the EDHR team host surgeries to support you in this process, to book on and find out more please call: 0191 3336267/3046


10 Document control

Date of approval: 13 February 2020

Next review date: 13 February 2023

This document replaces: HS-0001-007.V2 Manual Handling of Objects

Lead: Name Title

Helen Cunningham Health & Safety Manager

Members of working party: Name Title

Health, Safety, Security & Fire Group

This document has been agreed and accepted by: (Director)

Name Title

Paul Foxton Director of Estates Capital Planning and Facilities Management

This document was approved by:

Name of committee/group Date

EFM DMT 13 February 2020

An equality analysis was completed on this document on:

July 2019

Change record Version Date Amendment details Status V1 Jan 2016 Full review undertaken – no changes required

Withdrawn

V2 August 2016: Full review undertaken – minor changes made to wording section 3.

Withdrawn


V3 February 2020 Full review undertaken Page 4: Flow chart – addition of need to undertake manual handling risk assessment Page 5: 3.1 Risk assessment added 3.2 Provision of lifting equipment 5.1 Training Needs Analysis Page 6: 6 How the implementation will be monitored 7 References - Addition of Provision and Use of Work Equipment Regulations 1998 (PUWER) Page 7 : Appendix 1 – Manual Handling Risk Assessment form Minor amendments to spelling and grammar

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