Language Empire takes the safety and welfare of all its employees, freelancers, subcontractors and contractors (“staff”) very seriously and is committed to protecting them so far as is reasonably practicable from the risks of lone working.

Lone working may be defined as any situation or location in which someone works without a colleague nearby; or when someone is working out of sight or earshot of another colleague.

This could be:

• In a part of the building out of earshot from colleagues
• In a part of the Language Empire site that is not visible to other staff
• Travelling between places of work
• Working late in the Language Empire office/or off site
• Escorting a client.

Language Empire aims to:

• Reduce the number of incidents and injuries to staff related to lone working
• Increase awareness of safety issues relating to lone working
• Make sure that the risk of working alone is assessed
• Reduce the risk so far as is reasonably practicable
• Make sure that training and advice is available to staff
• Encourage full reporting of incidents and near misses relating to lone working.

All Language Empire staff should:

• Avoid lone working where possible
• Be informed about the risks associated with lone working
• Be familiar with the risk assessment for any lone working they may undertake
• Be informed about ways to mitigate the risks of lone working
• Report incidents or near-misses associated with lone working.

Line managers will undertake risk assessments and implement action plans to reduce risks. The Language Empire HR department will advise line managers on undertaking risk assessments and monitor the implementation of action plans following risk assessments and incidents.

This policy applies to all employees of Language Empire. It also applies to all those working for or on behalf of Language Empire such as freelancers, contractors, subcontractors, consultants and volunteers.

The policy applies to all areas of service delivery.

This policy is to be implemented in conjunction with consideration of other relevant company policies and information such as:

• Health and Safety Policy
• Lone Working Procedure
• Dealing with Violence and Aggression Procedure
• NHS Security Management Measures 2004 (revised 2006)
• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1999
• Corporate Manslaughter and Corporate Homicide Act 2007
• Safety Representatives and Safety Committees Regulations 1977
• The Health and Safety (Consultation with Employees) Regulations 1996
• Regulatory Reform (Fire Safety) Order 2005
• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)
• Control of Substances Hazardous to Health (COSHH) Regulations 2002

Language Empire is delivering its responsibilities under the following legislation:

a) Security Management Measures 2004 (revised 2006) and Health and Safety at Work

Act 1974

Under the Health and Safety at Work Act, Language Empire has a legal duty to ensure, so far as is reasonable and practicable, the health and safety of our staff. All staff have a duty to ensure their own safety and that of others who may be affected by their acts or omissions.

b) The Management of Health and Safety at Work Regulations 1999

The Regulations require employers to assess health and safety risks to employees and non-employees and make arrangements for their control, monitoring and review.

c) Safety Representatives and Safety Committees Regulations 1977 and The

Health and Safety (Consultation with Employees) Regulations 1996

Language Empire are committed to informing and consulting with staff in good time on matters relating to their health and safety.

d) The Corporate Manslaughter and Corporate Homicide Act 2007

Under the Act an organisation (rather than any individual) can be prosecuted and face an unlimited fine, particularly if an organisation is in gross breach of health and safety standards and the duty of care owed to the deceased.

Language Empire’s Health and Safety Officer has a legal duty to ensure the health, safety and welfare of all staff working for the organisation, including the protection of lone workers.

The HSO will be responsible for ensuring that:

• There are arrangements in place for identifying, evaluating and managing risk associated with lone working
• There are resources for putting the policy into practice
• There are arrangements for monitoring incidents linked to lone working throughout the organisation
• The above are devolved through appropriate line management
• That appropriate security management provisions are made within the organisation to protect lone working staff
• That measures to protect lone workers comply with all relevant health and safety legislation by gaining assurance that policies, procedures and systems to protect lone workers are implemented.

They will also be responsible for:

• Raising the profile of security management work at board level and getting their support and backing for important security management strategies and initiatives
• Overseeing the effectiveness of risk reporting, assessment and management processes for the protection of lone workers
• Ensuring that Language Empire has up-to-date policies and procedures for the safety of lone workers and (in liaison with line managers), ensuring that they are disseminated to all staff who may undertake lone working
• Advising Language Empire on systems, processes and procedures to improve the personal safety of lone workers, and making sure that proper preventative measures are in place.
• Advising Language Empire on appropriate and proportionate physical security, technology and support systems that improve the personal safety of lone workers
• Supporting line managers in undertaking lone working risk assessments
• Keeping copies of all lone worker risk assessments and helping line managers ensure that action plans are completed.

Following an incident involving a lone worker the HSO will:

• Carry out a full investigation and, where necessary, liaise with the police to allow follow up action to be taken
• Conduct a full post-incident review to see what lessons can be learnt
• Work with line managers to ensure that appropriate measures are implemented before staff enter a lone working situation.

It will be the responsibility of each line manager to:

• Identify all staff who are lone workers
• Explain that staff should never put themselves or their colleagues at risk and if they feel at risk they should withdraw immediately and seek further advice or assistance
• Ensure that all relevant policies and procedures are disseminated to lone working staff
• Ensure that lone workers are provided with sufficient information, training, instruction and supervision before entering a lone worker situation
• Ensure that a risk assessment is conducted (in consultation with their staff), to identify all risks from lone working and introduce control measures to minimise or mitigate the risks
• Ensure that control measures are put into place and safe systems of work are developed, and that these are assessed for effectiveness and updated if necessary
• Ensure that all the relevant staff undertake regular reviews of hazards and associated risks to make sure that all measures are effective and continue to meet the requirements of the lone worker
• Ensure that, where a security incident has occurred, the employee reports this on the incident reporting system
• Ensure that, following an incident, a risk assessment is carried out or reviewed as soon as possible and immediate control measures are put in place, prior to a formalised review of lessons learnt following the incident.

Lone working staff have a responsibility to do all they can to ensure their own safety and that of their colleagues. They will:

• Undertake relevant training, such as conflict resolution and device specific training, before entering a lone worker situation
• Seek advice from their line manager, action guidance, procedures and instruction to avoid putting themselves or their colleagues at risk
• Plan prior to a visit and undertake dynamic risk assessments during a visit
• Use equipment and technology which has been provided for their personal safety in the way in which it was intended, and attend training on its correct use.
• Report all incidents and near-misses to their line manager and via Language Empire’s incident reporting system.

This policy will be reviewed every two years as a minimum and/or in line with legislative changes.