Staff Induction Training Incentive Facilities Management & Incentive QAS

Staff Induction Training Incentive Facilities Management & Incentive QAS S/HR Documentation/HR Forms 2011 IHR13 Jan 2011

Introduction • Incentive Group Core Values • Incentive FM is a business that combines youthful enthusiasm with solid experience and employees can expect to work in an environment that is creative, sociable, hardworking and fun. Our core values are integrity, respect and loyalty and these underpin every thing we do. We operate within strict legal and ethical guidelines. We trust our staff and allow them the freedom to make the right decisions. We will be open with our clients and allow for a true partnership to be established where all benefit. • How do Incentive achieve this? • By employing the right people • training and managing them in a positive way • encouraging them to improve their current skills • and to learn new skills which enables further progression within the Company.

Introduction What do we expect from our staff ? to understand what is required of them to be presentable, courteous and professional at all times when dealing with clients, colleagues, Management and the general public and act with dignity and respect when communicating with others What can you expect from Incentive? support both professionally and personally make sure you are paid accurately and on time help develop you as an individual We will encourage you to enjoy your position with the Company mixing hard work with fun and help you develop good relationships with your colleagues 3

Environmental

Environmental Awareness • Company Environmental Policy (displayed on site notice board) • This policy outlines the legal and moral responsibilities the company has • Each employee has a responsibility for the environment he/she works in • Each employee can help the environment by being aware of the following:- • Lighting: Use only when required and switch off after use • Water Use only what you need and do not leave taps running • Waste Ensure all waste is disposed of following strict procedures • Chemicals Ensure chemicals are used correctly and all containers re-cycled • Energy Only use power operated equipment when needed and do not leave switched on unnecessarily • Morally, the above should be applied whether at work or at home • All Incentive staff are responsible for implementing local site policies regarding environmental practices and recycling programmes • All Incentive staff should be aware at all times of the importance of protecting our environment, and to be pro-active and innovative in reducing, where possible, the company’s and your own carbon footprint.

Health & Safety

Health and Safety Law Incentive must: • Prepare and implement a H & S Policy • Carry out risk assessments and put in place measures to safeguard you and others • Your manager willbring these to your attention and you are required to sign to confirm you have seen these You must: • Take reasonable care of yourself and others • Cooperate with Incentive on H & S issues • Report H & S issues & accidents/near misses

Individual Risk Assessments • The H & S Policy and Risk Assessments cannot cover all possible ways you may be harmed at work, so before doing anything think: • What could go wrong, how could I or others be harmed? • What must I do to stop it or reduce the likelihood of it going wrong? • Things can go wrong • & most harm comes through • the unsafe behaviour • of people

Common Hazards – Work at Height The most common cause of fatal accidents at work (70 a year) Two thirds of all major injuries caused by ‘low falls’ (below 2 metres) One quarter of all injuries are falls from ladders and stepladders Only use the access equipment you have been trained and authorised to use Never stand on desks or chairs or improvise to reach at height 9

Common Hazards – Work at Height Check before use, make sure the stepladder has no defects Open fully and make sure the legs are locked before climbing The floor must be firm and level and not slippery. Avoid side-on working or get someone to support the stepladder from the side Safe Use of Stepladders Do not overreach - make sure your navel stays within the legs Do not climb too high - the top of the stepladder must come to about waist height at the working position

Common Hazards - Slips Trips & Falls • Some ways of reducing the risks • Look where you are going • Be careful with trailing leads • Don’t carry things that obstruct your view on stairs • Put warning signs out for wet floors • Report damaged floors, carpets etc. • Avoid spillages or clean up immediately • Keep the work area tidy • Don’t walk through darkened areas • Wear appropriate footwear

Common Hazards - Manual Handling • Musculoskeletal disorders (MSD’s) come on gradually • Serious disorders involve damage to the disks & vertebrae • Less serious involve muscle strains • All involve pain & discomfort

Some Ways of Reducing Risks • Don’t attempt to lift anything too heavy or awkward for you, get assistance or contact supervisor • Split the load into smaller units where possible • Use long handled equipment to avoid bending/stooping • Use lifting aids such as trolleys or barrows • Keep the workplace tidy • Avoid where possible: • lifting from the floor level & above shoulder height • lifting away from the body, this puts more strain on the spine • twisting and stooping • Use correct lifting techniques

Good & Bad Lifting Technique

Common Hazards - Computer Work The top of your screen should be just below eye level – too high or low and you could get neck ache – adjust height with packers if necessary Take regular short breaks or rotate tasks to help avoid fatigue Use blinds to reduce glare from windows etc and if you use a computer for long periods you have a right to a free eye test – your manager will tell you how to do this Sit right back and straight up in your chair and adjust the backrest to provide support for your lower back Adjust your seat height so your forearms are horizontal and your wrist are straight to reduce the risk of upper limb disorders. Use a foot rest if you feet do not sit flat on the floor 15

Common Hazards - Substances Hazardous to Health Most substances used by Incentive are Non- Hazardous or Low Hazard High Hazard (Avoid Use) Highly Flammable Liquid Low Hazard Flammable Liquid

Some risk reduction measures: • Use only the substances provided by Incentive • Keep substances where only authorised persons have access • Use in accordance with the training you have received • When diluting always add cleaning substances to the water • Don’t mix substances together • Handle carefully to avoid splashes • Keep off the skin, wash hands after use, avoid inhaling vapours • Wear the protective equipment as instructed • Report any skin problems

Hazardous substances also includes: Weils Disease: From contact with surfaces contaminated with rat’s urine. This enters the body through broken skin. If you are likely to touch items where rats have been cover all cuts & scratches with plasters and wear PVC gloves Legionnaires Disease: From inhalation of droplets of contaminated water Avoid inhaling droplets from little used outlets where the bacteria can grow, flush these outlets weekly Hepatitis, HIV: From body fluids & contaminated needles etc. Touch nothing with bare hands, use gloves & implements etc.

Common Hazards - Electricity Every year 50 people die from electric shocks 25 in the home & garden 25 at work

Electrical Safety – Pre-Use Checks All equipment is PAT tested but a lot can happen between these tests, pre-use checks can save your life. • Check all electrical equipment before use • Switch off & unplug before you start any checks • Check the plug is not damaged, the cable is properly secured and no internal wires visible • Check the cable is not damaged • Check the outer cover of the equipment is not damaged • Check for burn marks or signs of overheating Do not use equipment with defects Use ‘Powerbreakers’ as an extra safeguard outside or in wet conditions

Common Hazards - Fire You will be instructed in the Fire Procedures for your site and shown the exit routes and Assembly Point. The general fire actions are: • Raise the alarm if you discover or suspect a fire • Leave the building by the quickest exit if you hear the alarm and go to your Assembly Point • Do not use lifts, run or delay your exit collect any personal items • Do not use fire extinguishers unless you have been trained and it is safe to do so

First Aid & Accident Reporting You will be informed of the First Aid Arrangements on your site This will include the locations of First Aiders and First Aid Boxes Accident Reporting Report all injuries at work to your supervisor or manager who will record the details and ensure the injury is investigated & reported correctly. If you are off work through an injury or illness from work you must let your supervisor/manager know

Safety Signs Safety signs are colour coded in the following categories White on green indicates a ‘Safe’ condition Black on yellow is a warning of danger White on red is a prohibition sign, you must not do as it indicates White on blue is a mandatory sign, you must do as it indicates 23

Rules & Procedures Starter Pack return information • It is vital that the information requested in your Starter Pack is returned to the Payroll Department via your line manager as soon as possible and that it is ACCURATE AND CLEAR. Make sure you have checked your bank details are correct and you have attached all the necessary proof of residency, identity, and permit to work, if required Pay period • This will be confirmed your line manager Holiday entitlement • Holiday entitlement is in line with your existing contract per annum for full time staff. Please refer to your line manager and Staff Handbook for full details and booking procedure. • The company encourages everyone to take their holidays but this must be done by booking well in advance and must be approved by the company first • Uniforms • These must be worn at all times, firstly to protect you while you are working and secondly for corporate identity. We are proud of our company and we hope you will be too

Rules & Procedures Disciplinary procedure • The disciplinary procedure is outlined in your Starter Pack, and more detailed procedures can be found in the Employee Handbook held on site with your Supervisor or Manager. Please take time to familiarise yourself with these procedures Site specific regulations and procedures • In addition to our own procedures some sites have rules and procedures that we have to follow. These could be relating to H & S, security, fire drill, or any other operational requirements. If your site has these requirements you will be told about them and trained accordingly by your Supervisor or Manager before you start work Time keeping • You are required to arrive to site in time to commence your duties at you allocated starting time. If you are going to be late for any reason you must notify your supervisor/manager as soon as you are aware of this. Persistent poor time keeping is a disciplinary offence and will be actioned accordingly Client’s property • Unless otherwise told to do so you must not touch or interfere with any of the Clients property. That includes PCs, telephones (unless cleaning them), personal belongings, or any other items not connected to your duties

Rules & Procedures Supervision / Management • On commencement of work you will be told who your Supervisor or Manager is and to whom you need to report to. It is important that you follow instructions given by your Supervisor or Manager as they will have full knowledge of the contract requirement. If you do not follow instructions that have been given to you It could result in a breach of contract for the company, or a health and safety issue. Code of conduct • We expect ALL staff to act in a respectable and professional manner at all time. If you arrive at work early, congregate in the appropriate place, not in the Reception or the corridor by the cleaning cupboard. When your shift has finished go straight to your next destination and clear the building without delay, so it can be secured. • Remember, while at work you are an ambassador of the company! Security • Please remember that while at work you are the eyes and ears of the building. If you see anything that you think unusual or suspicious REPORT IT to your Supervisor or Manager, or if Security Guards are present inform them as well.

Rules & Procedures • Training and Development. • When joining the company you will undergo our Induction Training Programme. This is reviewed every six months to ensure you are still competent to complete the tasks you were trained to do. • You will also undergo any specific training, if required, following a risk assessment that will be carried out in the area that you will be operating in. We will also review this training at six monthly intervals to ensure your job has not changed and that the training received is still relevant to your duties. • The company has its own Training Department that will complete different training programmes, designed for specific areas and sectors of our industry, and these may be available on your site. Your Supervisor will have knowledge of these, if applicable to your site. • Induction Framework. • There is an induction framework word document which must be completed with the site Manager/Supervisor confirming that all the induction requirements have been met. This document should then be signed by the Inductor and the Inductee and a copy of the form kept on site for audit purposes, and the original should be sent to the Incentive FM HR department at Ware. • This form can be downloaded from the client area of the IFM website when required.

Thank you for completing your company induction, you will be asked to sign an induction completion form by your Line Manager We would like to welcome you to our company and wish you every luck in your new role at Incentive!

Staff Induction Training Incentive Facilities Management & Incentive QAS