• Home
  • Health and Safety Procedures

Section 1 Introduction

1.1 Water Wellbeing Ltd Overview
1.2 About this Manual
1.3 Health and Safety Responsibilities
1.4 Health and Safety Committee
1.5 Health and Safety Statement of Intent

Section 2 Accidents and First Aid

2.1 Accidents in the Workplace
2.2 Accidents on Clients Sites
2.3 Near Miss and Dangerous Occurences
2.5 First Aid Arrangememnts

Section 3 Emergency Procedures

3.1 Evacuation Procedures
3.2 If You Discover a Fire
3.3 Upon Hearing Fire Alarm

Section 4 Workplace Hazards

4.1 Electrical Safety
4.2 Control of Substances Hazardous to Health (COSHH)
4.3 Personal Protective Equipment and Clothing (PPE)
4.4 Manual Handling
4.5 Use of Visual Display Units
4.6 Company Vehicles and Driving
4.7 Good House Keeping
4.8 Employee Hazard Reporting
4.9 Risk Assessment Process

Section 1 - Introduction

1.1 Water Wellbeing Ltd Overview

Ben McGannan started the company Water for Work in 1992 having grown up in the family company George S Clayton which manufactured bottling equipment. Water for Work grew into a business which supplied bottled water to companies, and water for peoples‟ private homes right up to today.

A close working relationship developed over the years between Water for Work and the South Coast based Edgar‟s Group whose managing director Simon Edgar had expanded the vending and distribution operation from the South Coast and into London. Meanwhile Ben McGannan was starting to expand the operations at Marden to include Wellbeing services as well as fruit distribution following Edgars‟ lead.

In April 2013 the relationship became a formal Merger of the two companies, forming the Water Wellbeing Group, trading with two brands; Wellbeing People and Edgar‟s Water. The scope of the Group‟s services and products is massive, ranging from water bottles to fruit, to coffee to massage beds! The Wellbeing Kiosk has been a hugely popular product which enables companies to allow employees to have a full health test in the workplace. A close relationship with local schools and with the Hazlitt Theatre in Maidstone has led to further diversity into the education sector where the Wellbeing team deliver services for improving the health and Wellbeing of children.

The Water side of the business is still thriving and Edgar‟s Water is proud to serve a huge network of customers, delivering around 50,000 bottles per month to its water coolers. In recent times the preference for Point of Use machines has been evident, with the company now renting out machines across all sectors of industrial and public sectors. Edgar‟s Water enjoys close relationships with many third party water cooler companies ensuring that our customers can receive a great service wherever they may be in the country.

1.2 About this Manual

The purpose of this manual is to give external parties an understanding of the general policy on Health and Safety across the Water Wellbeing Ltd companies and the structure in place to ensure a safe and healthy working environment. The manual is un-controlled and will be subject to changes where and when required without notification.

It also explains the management arrangements for carrying out the policy including the responsibilities of the directors, managers, supervisors and employees across group sites as well as while working at clients‟ sites.

To support the policies described in this manual there are additional detailed safe working policies and procedures held in each site and department across the group. These working procedures are used to help safe working practices where risks to employees have been identified. These procedures can beused to help in the training of staff and to help reduce the day to day risks to employees.

All Health and Safety Policy documents that are issued and used within the group are controlled and are available to all staff via their manager or via an accessible company network drive.

It is a mandatory requirement for all personnel to comply with group policiesand the associated working procedures and practices in place.

1.3 Responsibilities

Company Directors have ultimate and overall responsibility for Health and Safety. These responsibilities are delegated where required on a day to day basis to the following:

Company Managers

  • The Group Facilities Manager is responsible for:
  • The ongoing management of the health and safety policy and for advising the Group on all aspects of health, safety and environment in the workplace.
  • Ensuring that a full Health and Safety Audit is carried out once a year and to implement any improvements considered necessary to the Health and Safety system.
  • Monitoring of associated procedures on a regular basis to ensure compliance with all relevant legislation and providing resources, equipment and training where appropriate.
  • Investigation and Prevention of accidents, incidents and dangerous occurrences
  • Ensuring periodic assessments are made of health and safety risks throughout the company.

Line Managers and Team Leaders have a duty of care for their staff and are responsible for:

  • Ensuring that their staff complies with all health and safety requirements on a day to day basis.
  • Ensuring that their staff receive a company induction on their first day of work, including first aid, fire alarm and any policies and in place for their health and safety. This applies to permanent or temporary staff.
  • Ensuring any task carrying a health and safety risk is assessed in conjunction with the Group Facilities Manager.
  • Ensuring Protective Equipment is issued and used where required.
  • Regular inspections of their area of responsibility to ensure it are
  • capable of dealing with any hazardous situations.
  • Reporting of accidents, incidents and dangerous occurrences
  • Developing with staff a joint approach to Health and Safety.


Employees are responsible for

  • Ensuring they do everything practicable to prevent injury to themselves, colleagues and others affected by their actions at work.
  • Following company health and safety procedures and any rules, which Specifically apply to client sites where they may be working.
  • Reporting of any incidents, which may have led to injury, or damage and advise their Manager or Team Leader of any danger or work hazard immediately.

All staff collectively share responsibility for ensuring the workplace is a safe and a healthy place in to work. The Company encourages any initiatives undertaken by employees, which ultimately lead to improved working conditions. Initiatives should be forwarded to the department Manager for discussion with the Management team or Health and Safety Committee.

1.4 Health and Safety Committee

The Health and Safety Committee will meet on a regular basis to discuss health and safety matters affecting employees. Group matters arising can be communicated to a committee member via e-mail or in writing. The names of the Health and Safety Committee members will be displayed on each site departmental notice boards.

1.5 Health and Safety Statement of Intent

The Health and Safety at Work Act 1974 places a responsibility on employers to prepare and bring to the notice of its staff a written statement of general policy for Health and Safety at Work for all its employees.

We the Directors of the Water Well Being Group are committed to providing a safe and healthy working environment for all of our employees, visitors, customers, contractors or others who may be affected by our work activities across our group companies.

We believe that effective management of health and safety contributes to our overall business performance and to the well being of both our employees and our customers. We aim to meet these principles by:

  • Setting clear objectives for health and safety and reviewing performance
  • Establishing clear responsibilities for the management of health and safety
  • Promoting policies regarding positive health
  • Minimising accidents and ill health by identifying and controlling risks
  • Providing appropriate physical, financial and human resources required
  • to implement the policy
  • Providing regular training and consulting with employees

We expect all employees to support our policy and to be vigilant against any action that endangers them, their colleagues, customers or others having access to our sites and while working at client’s locations.

Section 2 - Accidents and First Aid

2.1 Accidents in the Workplace

The Company have developed an Accident Prevention & Reporting system. Risk assessments are to be regularly carried out and all staff should report any unsafe conditions or practices to their Manager or to a Health and Safety Committee member.

Should an employee or visitor have an accident at work this must be reported to the company First Aider as soon as possible who will assess and deal with the injury. If the first aider considers the injury requires hospital treatment arrangements will be made to visit the nearest medical centre. The first aider will enter the details into the accident book.

2.2 Accidents at Clients Sites

Accidents that occur on client‟s premises are to be reported to the site First Aider so that the client has a record of incident. The accident must then be reported to the Water Well Being Group First Aider as soon as possible as stated in 2.1 above.

2.3 Near Miss Incidents / Dangerous Occurrences

In the case of a „near miss‟ this should be treated as if an accident occurred, to learn from it and prevent a possible accident in the future.

2.4 Reporting of Injuries, Diseases and Dangerous Occurences Regulations 1995 (RIDDOR)

Serious injuries, diseases and dangerous occurrences, require actions to be taken under the RIDDOR guidelines. Any reports falling into RIDDOR categories are to be forwarded to the Health and Safety Executive as a mandatory requirement. Records of all incidents and accidents are retained for a minimum period of 3 years.

2.5 First Aid Arrangements

Under the Health & Safety (First Aid) Regulations 1981 the Company will provide adequate first aid provision. The names of the trained First Aiders or appointed persons will be displayed in all departments and on notice boards at the work location including the location of First Aid boxes and accident books. All accidents and injuries, however minor, must be reported to and treated by a qualified First Aider or appointed person. The First Aider is responsible for completing the Accident Report Log and reporting any serious injuries or accidents to the employee manager and to the Health and Safety Committee. The contents of First Aid Boxes will be regularly checked by first aiders and replenished as required. First Aid boxes are provided in all company vehicles.

Please Note – Detailed Accident and First Aid instructions will be available and visible throughout each site.

Section 3 - Emergency Procedures

3.1 Evacuation Procedures

All Group Sites have Evacuation Procedures that apply to all employees (temporary and permanent), contractors and visitors. All staff and contractors should familiarise themselves with the escape route(s) and designated assembly point and must guide to safety anyone present who may be unfamiliar with the facility e.g. visitors and new employees. Fire exits must be kept clear from obstructions at all times. When working on client sites all Water Wellbeing ltd employees and contractors must make themselves aware of and adhere to the client‟s evacuation procedures.

The Appointed Persons / Fire Marshals on each site are responsible for the ongoing operation of this procedure.

3.2 If you discover a fire or need to evacuate the building

Any person discovering a fire or other emergency must raise the alarm by activating the nearest break glass point. If the building is not fitted with a break glass point then a Verbal Call of “Fire” is required to alert all staff. This will initiate an evacuation. The Fire Marshal, Personnel Officer or most senior Manager present must call the emergency services on 999.

3.3 Upon Hearing the Fire Alarm

Upon hearing the alarm all staff must evacuate the building quickly and calmly using the nearest escape route and go directly to the allocated assembly Point. A Fire Marshal will conduct a roll call to ensure that all staff are accounted for. The Fire Marshal, Director or Manager will take charge of any evacuation and liaise with the Fire Brigade. No-one is to re-enter the building until instructed to do so.

Evacuation training will be held during the new employee‟s induction training and thereafter training and drills will be held periodically.

Please Note – Detailed Fire and Evacuation instructions will be available and visible throughout each site.


Section 4 - Control of Work Place Hazards

4.1 Electrical Safety

All electrical systems and equipment are to be properly specified, designed, installed and checked periodically. Work on electrical systems or on any piece of electrically powered equipment will be authorised and carried out by a competent person only. Records of inspection and testing are held.

Inspection and testing of building electrical systems, circuits and distribution boards within most commercial premises require to be checked and certified every five years in accordance with BS7671 (as amended). All Systems will be identified with status and next date of inspection.

Portable Appliance Testing (PAT) will be routinely carried out throughout the Group sites. The frequency of test will be dependant on the nature of equipment and environment used. PAT test stickers are used to identify test status, failed, faulty or damaged equipment is withdrawn from use for repair or disposal.

4.2 Control of Substances Hazardous to Health

Where a „Hazardous Substance‟ is to be used, an assessment must be prepared in compliance with the „Control of Substances Hazardous to Health Regulations‟ by the appropriate Manager and will be made available to the user. In the event of an accident involving a chemical, data sheets will be made available to advise on emergency treatment.

4.3 Personal Protective Equipment

In order to minimize the risk of personal injury and ill health and where risks cannot be adequately controlled by other means, protective equipment is issued to employees. Protective equipment is assessed to determine its suitability for the conditions of use. Any defective protective equipment must be reported.

There is an array of PPE available for use, including Hi Visibility clothing, Safety footwear, hard hat, Safety Glasses, Ear Defenders, Protective overalls, breathing apparatus and hand protection. Each Group site will display where at for what operations PPE is to be used. Failure to wear personal protective clothing may result in dismissal from the Company.

4.4 Manual Handling

On company induction, all staff will be given a copy of a Manual Handling guidance notes for their specific site. Employees are required to familiarise themselves with techniques and adopt them during their working day.

Additional Manual Handling training for all appropriate staff will be held periodically. All relevant employees are reminded of their obligation to participate in training provided by the Company to ensure that they understand how to safely carry out manual handling tasks. Employees are also requested to report to their managers any problems with manual handling, defects in the working environment, equipment or personal health status, which could affect their ability to work safely.

4.5 Use of Visual Display Units

The Company will purchase and provide appropriate equipment, processing systems and working environment suitable for display screen work.

A user is defined in law as a person for whom the use of the display screen forms a significant and substantial part of his/her working time. Everyone else using display screen equipment is termed a non-user.

The workstations will be reviewed on an ongoing basis or whenever there is a significant change to the office layout to ensure the workstations are set up appropriately for the work being carried out. All users and non-users are requested to report to their manager in the event of any problems with their display screen work, defects in environment, equipment or personal health.

The Company has a responsibility under the Display Screen Equipment Regulations 1992 to provide „eligible employees‟ with regular eye examinations and spectacles where these are required specifically when using a visual display unit.

The Company has made laptop computers available to employees who are required to travel in their role. Laptop users have the same rights to eye care

4.6 Company Vehicles and Driving

All staff that are involved in daily driving duties for the Water Wellbeing Group of companies are issued with a „Driver Information Manual‟. Driver training is supplied in line with legislative requirements. The company is to ensure that the vehicle is maintained in accordance with the manufacturer‟s instructions.

4.7 Good Housekeeping Policy

Good housekeeping is essential for safety and efficiency. All areas must be kept tidy to minimise the possibility of accidents. Rubbish must be disposed of immediately in the bins, compactors or skips provided. Items must be stored appropriately so they are not a potential danger to any person.

Loading of racks must not exceed the maximum safe load. Aisles and exits must be kept free of all materials. All deliveries and stock must be put away as soon as possible.

Managers and the Health and Safety Committee will carry out periodic site inspections. Employees must co-operate and carry out any actions

highlighted during inspections.

4.8 Hazard Spotting

All employees and sub contractors are required to report any situation that may be considered to be a hazard (i.e. a situation to cause harm) to a Manager or Director immediately. Quarterly site safety audits are carried out with any follow up actions taken where required.

4.9 Risk Assessments

Risks assessments are carried out throughout the group and reviewed each year. Completed assessments are recorded and where required displayed at the working are or point of risk. Where working procedures and company layout etc is altered, further risk assessments will be carried out.

During the process of risk assessment employees will be invited to tool box talks on health and safety awareness in their specific areas and have the opportunity to raise any health and safety concerns that they may have, for management to address.

Any improvement needed as a result of risk assessment will be completed within reasonable time and is dependent on the severity of the risk. All staff involved with identifying risks are suitably trained.