Our health and safety policy

Under the Health & Safety at Work Act, (1974) VisitScotland Group has a duty to ensure as far as is reasonably practicable the health and safety at work of all employees for both physical and mental health. The potential for accidents and incidents can be minimised by adherence to this policy and by all employees taking a positive approach to safety.

VisitScotland Group will promote and support a positive health and safety culture through a three step process;

A. Organising for health and safety, we will:

A.1    Develop methods of control within the organisation through clear reference to health and safety responsibilities. We will ensure reviews and audits are carried out to identify any actions required to constantly improve health and safety performance.

A.2    Develop ways of securing the co-operation and collaboration of all staff and representative groups to agree operating systems and procedures in relation to the management of health and safety.

A.3    Develop clear channels of communication to ensure all staff are aware of the management commitment to the health and safety policy and are kept up to date on any changes to the policy or the practices required to support the policy.

A.4    Ensure that all staff are aware of their responsibilities in relation to health and safety and that staff with specific health and safety responsibilities are competent to carry out those responsibilities.

A.5    Ensure that all staff involved with event management are aware of their responsibilities.

B. Planning and implementing, we will:

B.1    Develop risk control systems to identify, eliminate and control hazards and risks in the workplace.

B.2    Establish the current health and safety culture within the organisation through staff engagement and survey.

B.3    Develop a plan for maintaining and improving the management of health and safety including management arrangements, annual workplace and manual handling assessments and performance standards.

B.4    Implement a travel management process to ensure the safety of those staff who travel on VisitScotland Group business.

C. Measuring, auditing, and reviewing performance, we will:

C.1    Monitor and measure progress against the plan through reports to be issued to each Health & Safety Committee meeting throughout the year.

C.2    Deliver annually to the Audit & Risk Committee and Board a Health and Safety Report which will include the health and safety risk register.

C.3    We will report to the Audit & Risk Committee and Board throughout the year on regular basis on Health and safety matters and on exceptional matters.

C.4    Ensure the periodic examination of documents including training records to check that practices supporting the Health & Safety policy are being carried out to the agreed standards.

C.5    Ensure the regular inspection of premises and equipment to ensure compliance with Health and Safety standards. Ensure that Line Managers (and others who may be appointed) review workplace and fire risk assessments to assess compliance with risk control systems and associated procedures and rules.

C.6    Develop and maintain a regular audit of health and safety through risk control systems and ensure that appropriate workplace precautions are in place to fit the needs of each location.

C.7    We will publish a summary of the minutes of the Health and Safety Committee meetings.

C.8    Undertake regular audits of major events organised by VisitScotland which will be included in the Health and Safety Management plan.

2. Leadership Teams

2.1    It is the duty of the Leadership Teams to implement and manage the health and safety policy for VisitScotland, to ensure that it is maintained, and that adequate financial resources are available to implement the provisions.

2.2    Responsibilities are:

2.2.1    To set a personal example to staff in relation to the importance of Health and Safety at work.

2.2.2    To demonstrate senior management commitment through the appointment of the Director of Corporate Services who will have overall responsibility for formulating and implementing the policy.

2.2.3    To discharge the organisation’s duty of care by delegating specific health and safety duties to competent people to ensure adequate systems are in place to ensure that VisitScotland Group meets its health and safety commitments.

2.2.4    To objectively challenge the health and safety performance of the organisation and to implement matters referred to it by the Board, the Audit and Risk Committee, The Health and Safety committee and others.

4. Line-managers – leadership teams, regional area manager – information, heads of department and senior staff members (when working away from normal place of work)

4.1    It is the duty of Line-Managers in the day to day operations of the business to ensure compliance with the Health and Safety Policy and Procedures and to ensure the health and safety at work of employees, and those affected by VisitScotland Group operations.

4.2    Responsibilities are:

4.2.1    To provide clear direction and to take responsibility for health and safety matters in their areas of control, covering the well-being of employees, visitors and contractors and to delegate responsibility as appropriate.

4.2.2    To give support and guidance on safe methods of working to all employees in particular new employees,  staff returning to work after pandemic or major incidents, maternity/paternity leave, after a period of illness, recovering from an injury and for those with additional needs.

4.2.3    To create a positive atmosphere and encourage at all levels within the organisation a culture of accident and incident prevention.

4.2.4    To identify the training needs of staff and work with Human Resources, Head of Group Estates and Resilience and Health & Safety Manager to ensure these needs are met

4.2.5    To ensure that time is made available for new staff to complete mandatory training within 10 working days of the employees start date and for existing staff to complete their 3-yearly renewal timeously.

4.2.6    To ensure all risk assessments for places of work, planned events and all future operations are completed and to keep a record in a corporate repository.

4.2.7    To work in conjunction with the Health & Safety Manager to ensure that an annual health and safety and fire prevention risk assessment of the workplace is carried out to ensure that high standards of health and safety are achieved.

4.2.8    To ensure full co-operation with safety representatives on all related matters, and to maintain regular liaison with other parties involved, e.g. Union, co-tenants, or sub-tenants, where health and safety matters are concerned.

4.2.9    When working away from the normal place of work, which includes home working, to contribute to the maintenance of a safe environment.

4.2.10    To immediately report any work related stress concerns to confidentialcare@VisitScotland.com

4.2.11    To immediately report any other health and safety concerns through the Facilities Service desk or email to healthandsafety@VisitScotland.com

4.2.12    To assist the Health & Safety Manager and others in the investigation of any major incidents, notifiable accidents or near misses.

4.2.13    To ensure risk assessments are carried out for any hazardous situations likely to cause injury, harm or damage and to keep a record in a corporate repository.

6. Human resources

6.1    It is the duty of Human Resources to ensure that adequate and appropriate training is made available to staff in line with guidance provided by internal Health & Safety management and operational line managers

6.2    Responsibilities are:

6.2.1    To ensure that employees and others engaged on the organisation’s activities are competent in the appropriate levels of skill and health and safety practices to enable them to fulfil their duties

6.2.2    Assist Health & Safety Management as required in the event of a Reportable Incident, Diseases, Dangerous Occurrence Register (RIDDOR) incident.

6.2.3    To ensure, working with the Health and Safety Manager, that employees receive appropriate instruction and training. This will include but will not be restricted to:

1. Induction training – new starts, seasonal staff and temps etc.,
2. Control of Substances Hazardous to Health (COSHH)
3. Emergency drills.
4. Fire Wardens.
5. First Aid.
6. Health and Safety – assessments, etc
7. Manual Handling
8. Display Screen Equipment (DSE)
9. Fire Safety
10. Specific training as required

6.2.4    To ensure that the Organisation has appropriate policies and systems in place to manage work related stress.

6.2.5    Carry out risk assessments for all Expectant Mothers as and when required.

8. 2023 Cycling World Championships management

8.1    It is the duty of the 2023 Cycling World Championships Leadership Team to implement the health and safety policy for VisitScotland Group for the daily operation of its activities

8.2    Responsibilities are to:

8.2.1    Liaise with VisitScotland Group’s Competent Person to ensure compliance with VisitScotland’s Group’s Health & Safety Policy and procedures

8.2.2    Have a representative attend  the VisitScotland Group Health & Safety Committee  

8.2.3    Ensure robust Health & Safety plans are in place

8.2.4    Maintain a process for the Event Safety Specialist to report to The 2023 Cycling World Championships Management Team, 2023 Cycling World Championships Chief Executive and the VisitScotland Group Chief Executive.

10. Health & safety arrangements

Accident reporting and investigation

Asbestos at work

Communication and consultation with employees

Control of substances hazardous to health

Display screen equipment

Driving for work purposes

Electrical safety

Fire safety

First aid

Home-Hybrid working

Legionella and water hygiene management

Lone working

New and expectant mothers

Risk assessment

Workplace health and safety

Young persons