Health and Safety Policy @ Night Shelters | Example Illustration
This policy has been drawn up to assist volunteers and staff to operate safely in a Night Shelter. It is designed to complement common sense rather than replace it.
Awareness:
This first part of any policy depends upon the volunteer being aware of the potential hazards.
Ensure familiarity with the fire safety procedures, location of fire exits.
Throughout the shift check that doors/fire exits are not obstructed or blocked.
The Building:
Become familiar with the premises, its hidden areas.
Become familiar with your team. Does somebody know where you are? Do you know where your colleagues are?
Access is restricted, i.e. Lobby Coffee Area Hall Corridor Area leading to the Lavatories W.C's.
No Entry Restricted areas, i.e. Coffee Bar & Kitchen (which may only be accessed by Night Workers and Volunteers]. (An exception to the Kitchen may be made to the Kitchen in the morning to allow Night Workers to mobilise Service Users to help make breakfast and help clean the kitchen/put-away equipment etc). (Night Workers to use discretion ensuring that no personal belongings, or valuables are accessible, to avoid potential risk of loss).
With Residents:
It is important to get to know residents and for them to get to know you and what your role is. There are times when firm action is required. Take time to think about what you are going to do rather than jump in. Wherever possible, act with a colleague rather than on your own.
Do not go into places that are dark and secluded with a resident. Somebody should be with you or able to see you at all times.
If you begin to feel overwhelmed by a situation, you or your colleague can break off and get assistance.
Your Health:
Are you in good health? If not, you may be susceptible to illnesses that others bring in or you may infect others. If you are unwell, please inform your duty Co-Ordinator so that they have a chance of getting a replacement. It is strongly medically advised that all volunteers, and especially Co-Ordinators, First-Aiders, Night Workers, and others who come into direct contact with Service Users, (e.g. handling bodily fluids), should be inoculated. There is no immediate risk and this is a strongly advised safety precaution. Such inoculations should include vaccination against virus, e.g. Hepatitis B or C; TB; and possible MMR.
A visit to your GP prior to the Night Shelter season should be made. Anyone under medical treatment, medicines, or who have allergies should first seek professional medical advice from a GP or Practice Nurse before having any of these vaccinations, as in some cases they may conflict.
If any of these health problems lasting more than three weeks or more occur, or there are any concerns about TB infection, please contact the TBNurses at Newham Chest Clinic for advice or an appointment at: (020) 8586 5222 or (020) 7476 4000. Extn: 5224. Fax: (020) 7363 8332. [Please see Contacts web page for full details of Clinic or go to:
The Kitchen:
If you are working in the kitchen, you are encouraged to attend the one day course Health and Safety In The Kitchen. A full set of notes will be available to all teams. But remember the basic rules of food hygiene and ensure that there can be no chance of cross contamination.
It is advisable to display notices for the benefit of residents and staff to wash their hands after using the toilets.
General Cleanliness:
Kitchen and toilets should be kept clean and disinfected as necessary. Unnecessary clutter can be a hazard to mobility, a fire hazard or a place where vermin can congregate.
Food should be kept secure from infestation.
Contagious Illness:
If a resident has an infectious disease, consider finding a separate sleeping space for him/her. Consider whether she needs to be seen urgently by a doctor. In which case, consult the A & E Department at [Insert name and telephone number of nearest Hospital]. If it is not urgent, the office can arrange a GP's appointment, if necessary on the same day.
Sharps:
Do not expose yourself to harm which can come from hidden sharps. Where sharps are found they should be disposed of in the sharps box, located in the Kitchen, (or otherwise in the Night Shelter Storage Room) [See also First Aid Requirements + A word about sharps, including syringes, hypodermic needles, and razors, below].
Health Information and First Aid:
The [Insert name of organisation] office will provide details on particular health matters upon request, and details of how to obtain TB screening which will be free. First aid training will be offered annually to volunteers. Items of topical interest will be distributed via the Senior and duty Co-Ordinators.
Your First-Aid Officer is [Insert name of First-Aider(s)] and can be called upon to assist. A First-Aid Kit is provided and located either in the Kitchen, (or otherwise in the Night Shelter storage room). If anyone finds any items missing, or a shortage of supplies, please ensure that you notify [Insert name of First-Aider responsible for replenishing Firt-Aid Kit] at the first opportunity to ensure that it is replenished.
- FIRST AID KIT REQUIREMENTS -
A First-Aid kit should include:
10 Individually wrapped sterile adhesive dressings 1 Sterile Eye Pad 1 Triangular Bandage 1 Sterile covering for serious wounds 6 Safety Pins 3 Medium-sized sterile Dressings 1 Large Sterile Dressing 1 Extra Large Sterile Dressing 6 (Minimum) Pairs of Surgical Protective Gloves
Pack of Assorted size (anti-allergic adhesive) plasters [These normally come in colours as distinct from the traditional fawn colour]
While bandages and dressings can be improvised, it is far better to have proper equipment on hand. These materials should always be kept in a clean, dry, air-tight container. Do not keep the container in a damp atmosphere, e.g. as in a bathroom, and make sure that it is clearly labelled.
The suggested list of contents for a first-aid kit (above) should be taken as a guide to the minimum that should be stocked in a kit, although this can be added to if you wish. For example, it may be considered advisable to keep extra triangular bandages and several 25g (1 oz). Tweezers and scissors are also useful.
Items such as Cotton Wool; Antiseptic Creams; Aspirin; Paracetemol; Surgical Spirit; or any other medication should not at any time be retained or administered. Used items should be placed in a plastic bag and tied secured before disposal.
When an accident occurs requiring first-aid, this should for legal/insurance reasons be administered by a recognised First-Aider who should have a valid Certificate. The action taken/first-aid administered should be recorded in an Accident Record sheet providing the following details:
Record No Date Forename + Surname of Person Injured Address (if exists) Nature of Injury By Whom First-Aid was rendered How Treated Remarks (If any) Doctors/Paramedic’s Endorsement & Remarks (Where possible).
When a First-Aid kit is established, a person or person(s) should be appointed to check the kit regularly to ensure that it is fully plenished. It should not be assumed that once set-up that is it. Items can be used regularly and it is important that the first-aid kit is replenished to ensure the minimum, (preferable, including optional items above), requirements. For more information and updates visit
A word about sharps, including syringes, hypodermic needles, and razors: The discovery and disposal of these items must be contained in a suitable receptacle, preferably a sharps box. If no sharps box exists, use an old beer or fizzy drinks can and tape the top. [Insert name of Organisation] Night Shelters are not licensed and authorised as a sharps collection point nor are we approved for the disposal of such material. It is therefore imperative that when sharps are collected their disposal is carefully done.
Support can be obtained from In-Volve in Barking Road, East Ham who will endeavour to assist with the provision of sharps boxes, (which are produced from 1 litre to 25 litre capacity), and their disposal once used. Each container conforms to BSI 7320 (1990)/DHSS specification TSS/S/330 015. The containers are constructed of rigid plastic, yellow in colour with red lettering complete with locking device. Contact should be made with them direct or through the [Insert name of Organisation]/Night Shelter Co-Ordinator to arrange collection and replacement of the box. At no time should any used sharps box be discarded, disposed of in a bin, or left where access can be gained by Service Users or anyone else other than the Senior Co-Ordinator. Co-Ordinators should ensure that all volunteers and workers are made aware of this and the location of the sharps box for use. Once used it should be sealed and placed in a secure place until collected.
Purpose & Scope: This section is intended to enhance Night Shelters and the Service [Insert name of Organisation] to develop appropriate policies for handling and disposing of clinical waste, so as to safeguard employees and volunteers. References in this section to clinical waste include the terms listed in the categories blow. The development of policies for these types of waste from its generation through to its disposal is a management responsibility. In practice this task will be delegated to suitably experienced staff through the responsibility for seeing that policies are developed and are effectively implemented by staff and volunteers at all levels.
This guidance also draws attention to the Environmental Protection Act 1990 and the wider duty of care placed on all producers of waste. The Health & Safety Commission and The Environment Agency have produced this guidance. Night Shelters and the Service (Turnaround) will need to ensure that health & safety, transportation, packaging & labelling and environmental legislation is complied with.
Risk Assessment: Complementary to the Health & Safety at Work Act The Control of Substances Hazardous to Health regulations 1988 (COSHH) expand and clarify the duties of those responsible regarding hazardous substances at work to which Night Shelters and the Service (Turnaround) may be exposed. Clinical waste falls within the scope of these regulations. COSHH specifically requires that risk assessments are made for all hazardous substances likely to be encountered as a result of night shelters and working with Service Users activities.
Group A: Soiled surgical dressings swabs and other similar soiled waste. Other waste materials, e.g. from infectious diseases cases, excluding any in Groups B & E.
Group B: Discarded syringes, needles, cartridges, broken glass and any other contaminated disposable sharp instruments or items.
Group D: Drugs or other pharmaceutical products.
Group E: Soiled and other bodily secretions or excretions to clothing, linen or other materials.
Disposal Options: All wastes in the Groups above must be properly collected stores, removed and disposed of, eventually incinerated or treated, e.g. heat disinfection or chemical means, at sites which are licensed or authorised under The Environmental Protection Act 1990.
For further details contact:
[Insert name of Organisation] Night Shelters Death on Premises
This procedure covers what action should be taken in the event of an assumed death within [Insert name of project operation address] or the Night Shelters.
Purpose:
To ensure that an immediate and appropriate response is available for staff, volunteers and Service Users following an assumed death.
To ensure that the emergency services are immediately informed of an assumed death within the Night Shelter.
To ensure that both the short term and long term concerns of those involved in the incident are addressed by the Shelter Co-Ordinator, Volunteer Co-Ordinator(s), and Project Director.
Procedure:
Have all relevant details on the individual ready before calling the emergency services.
Call emergency services 999 inform operator of event.
If a service user dies, the body must not be moved from where it was found.
The area around the incident is to be cleared of Service Users and sealed off as much as possible.
Workers on duty must notify the emergency services and the [Insert name of senior manager]/Shelter Co-Ordinator immediately.
[Insert name of senior manager]/Shelter Co-Ordinator to inform Director as soon as possible. The Director will attend to offer immediate support.
The Police will arrange to have the body moved to a public mortuary for a post-mortem.
The death will be a Coronerscase and the body must not be taken to the Chapel of Rest.
[Insert name of senior manager]/Shelter Co-Ordinator must try and find witnesses to the death or discovery of the body.
Workers present should try to restore calm and routine within the premises.
All workers present in the building will be informed of what has happened, and if approached by other service users they can be told that an incident has occurred. Details of the incident should only be revealed when clarified by the police.
All initial external enquiries must be directed by the Police. On going external enquiries should be directed to the [Insert name of senior manager]/Shelter Co-Ordinator.
Policy Relating to Personal Safety at [Insert name or organisation's operational base]
Staff need to be conscious of their personal safety at all times both inside and outside the building, and on visits. Staff will take their mobiles with them when visiting users and keep a record in the office of their movements, including noting down on their diary sheet when we are out and when we are expected back.
New staff will be given a copy of this procedure and induction into the systems operating in [Insert name or organisation's operational base] which ensure everyones safety. This policy will be reviewed every six months.
Organisation of the Centre:
Opening times will be clearly displayed in [Insert name or organisations operational base] and adhered to by staff, volunteers and students and reviewed if necessary to meet the changing needs of the service.
At least two afternoons per week will be set aside for appointments outside the centre. These are [Insert days open].
Staff will work in two's. When holiday and sickness arises, the Director will be indorsed to make the necessary arrangements so that staffing levels will be maintained.
CCTV in the front office is to be checked at regular intervals for any signs of unusual activity in the consulting room, back office, main room or kitchen.
Panic buttons are clearly accessible in each room and should be used to summon help in the event the worker cannot leave the room voluntarily.
Upon hearing the panic button the other worker will go to their colleagues aid and let the other users of the building know where s/he is going. S/he will advise them what method s/he will use if s/he needs assistance. The mobile / office phone will be taken by the worker.
Volunteers. students and visiting workers will be summoned to assist if necessary:
[Insert name of local Public Protection Team], part of the Metropolitan Police, is based at [Insert name of Police Station]. They monitor potentially dangerous people in the community (for example people who have criminal record of violent offences or paedophilia) telephone: [Insert name and telephone number(s) of appropriate local Officers]. If they know we are in touch with such individuals they will contact us for an information exchange. We can also speak to them about people we are concerned about.
Service Users:
All first time Service Users need to be interviewed in the main room. When this is not available the interviewer should let another member of staff know they are in the consulting room and approximately how long they will be there.
All Service Users will have an initial assessment. At that assessment a decision will be made with them about the most suitable resource this may not be [Insert name or organisation's operational base]. Staff will also complete a risk assessment and if there is cause for concern this will be communicated to all staff working, with that individual.
Should an argument between Service Users arise, staff will try to calm the situation through negotiation. Staff will try to de-escalate tension by talking quietly, re-assuring Service Users and trying to resolve the cause of the anger.
If the person does not calm down we will ask them to leave the premises and come back when they are feeling calmer.
Should they refuse we would let them know we are going to call the police to have them escorted from the premises.
If one Service User starts hitting another we would ask them to stop and advise them if it does not stop we will call the Police. Where there is risk of serious injury reasonable force may be used to restrain the combatants until the Police arrive. By “reasonable force we mean what any reasonable person would be expected to do unclear similar circumstances.
While we are waiting for the police to arrive we will stand at the side of the Service Users, at their shoulders and not between them and try to discourage them from fighting.
Other Service Users may come to our aid, as long as their contribution is positive this may actually help the situation. If it is not, then ask other staff members or volunteers to move people away.
Recording:
Incidents should be recorded as soon as possible after the event on the pro-forma called recording violent incidents.
The record should be completed within 8 working hours.
When describing an incident clear distinction should be made between fact and opinion. As a general principle record everything as though you were going to read it out in court.
Two people should go over the report together to make sure that nothing has been left out.
The report should be agreed for accuracy, signed and dated and passed to the Project Director to be countersigned.
After a little time has elapsed it is important to talk about what can be learnt so as to minimize the risk of such an incident happening again.
Sometimes there is a build up to an incident. Staff should be encouraged and enabled to discuss this who will take the lead and who support. Discussions should feature how individuals are feeling.
After an Incident:
After an incident people should be given the opportunity to de-brief the same working day, even it people say they do not want it because reactions can be delayed, staff need to define what extra support they may need in dealing with that individual in the future.
Following up recommendations will be made to the Project Line Manager and steps will be taken to minimise the risk of recurrence.
Considerations in Hosting a One-Night Shelter Download [in Acrobat .pdf Format]:
This policy has been drawn up to assist volunteers and staff to operate safely in a Night Shelter. It is designed to complement common sense rather than replace it.
Coffee Area
who will endeavour to assist with the provision of sharps boxes, (which are produced from 1 litre to 25 litre capacity), and their disposal once used. Each container conforms to BSI 7320 (1990)/DHSS specification TSS/S/330 015. The containers are constructed of rigid plastic, yellow in colour with red lettering complete with locking device. Contact should be made with them direct or through the [Insert name of Organisation]/Night Shelter Co-Ordinator to arrange collection and replacement of the box. At no time should any used sharps box be discarded, disposed of in a bin, or left where access can be gained by Service Users or anyone else other than the Senior Co-Ordinator. Co-Ordinators should ensure that all volunteers and workers are made aware of this and the location of the sharps box for use. Once used it should be sealed and placed in a secure place until collected. 
The Control of Substances Hazardous to Health regulations 1988 (COSHH) expand and clarify the duties of those responsible regarding hazardous substances at work to which Night Shelters and the Service (Turnaround) may be exposed. Clinical waste falls within the scope of these regulations. COSHH specifically requires that risk assessments are made for all hazardous substances likely to be encountered as a result of night shelters and working with Service Users activities.
