Health and Safety Policy of Pro-active Maintenance Limited. 7th October 2026
Introduction
This document sets out the Health & Safety arrangements we have established. We have adopted this standard policy for contractors and tailored it to represent our organisation.
PLEASE READ THIS POLICY IN CONJUNCTION WITH OUR DOCUMENT – MASTER SAFE SYSTEMS OF WORK
The following is a description of the type of work that our Company undertakes:
Description of Work:
Commercial Mechanical and Electrical Maintenance Services. Facilities Management. Legionella Services
Industry Sectors:
Commercial, Retail and Industrial
This document sets a base level of health & safety awareness our organisation will develop and improve health and safety knowledge, standards and performance.
PART 1 – General Statement of Policy
1.1 The Company acknowledges and accepts its legal responsibilities for securing the health, safety and welfare of all its employees, of sub-contractors working on its behalf and all others affected by their activities.
1.2 The Company will provide and maintain safe and healthy working conditions so far as reasonably practicable.
1.3 The Company will encourage all employees to be actively involved in maintaining safe operating conditions and practices.
1.4 The Company will carry out a regular review of this policy to ensure that these standards of health and safety are maintained.
PART 2 – Organisation
2.1 The head of the Company has overall responsibility for health and safety in the Company, and will:
Named person responsible for H&S: Gary Alder
Experience /qualifications of above person IOSH Certification
Additional advice from MH Facilities MBIFM, IOSH, NEBOSH
2.2 All employees shall at all times take reasonable care of themselves and have due regard for the health and safety of others who may be affected by their work activities. They shall:
PART 3 – Arrangements
The following outlines the principal ways in which we implement health and safety:
3.1 Communication.
The content of this policy and rules specific to a site or job are drawn to the attention of all employees and sub-contractors. Employees and sub-contractors present their views on health & safety for existing and proposed jobs.
3.2 Training.
Employees are given training appropriate to their responsibilities. Training is specifically provided for work with hazardous substances, use of equipment, use of PPE and manual handling. Additional training required because of new work activities and the use of new equipment or substances will be provided when needed. New staff will receive induction training. A program of refresher training will be undertaken to keep employees up to date with legislation and industry best practice.
3.3 Risk Assessments.
The head of the Company carries out and records formal risk assessments. In addition risk assessments are carried out continuously by employees throughout their work. Hazards are considered and work methods established to minimise the risk of injury to themselves and others affected by the work. Where the employee does not have sufficient knowledge about a specific hazard, such as work in confined spaces, they will take further advice from the H&S advisor if required. The head of the Company ensures operators are provided with appropriate instruction and training on risk assessments.
3.4 Method Statements.
Formal method statements (safe working procedures) will be prepared in writing where the risk is particularly high.
3.5 Co-operation with Clients.
Employees always familiarise themselves with client procedures when first attending site, in particular general site access, emergencies and high risk work activities including permit to work systems. Clients site procedures and specific instructions will be followed at all times.
3.6 Welfare
Welfare arrangements are established at each site, utilising client facilities whenever possible.
3.7 Equipment.
All equipment is subject to routine maintenance, including electrical testing, taking into account various factors, including:
3.8 Personal Protective Equipment
PPE is provided as appropriate for the work activities. PPE is maintained by the individual, and is subject to routine maintenance as appropriate.
3.9 Hazardous substances.
The risk associated with hazardous substances is considered for all work activities. Alternative less harmful substances are used wherever possible. In case of risks to health, PPE is provided and used by employees, and health surveillance undertaken where necessary. Unidentified potential hazardous substances, such as asbestos, encountered during the course of a work activity are referred to the client and /or advice taken from the H&S adviser, as appropriate. Significant risks associated with hazardous substances will be subject to a formal written assessment in accordance with the Control of Substances Hazardous to Health Regulations (COSHH).
3.10 First aid & accident reporting
Wherever possible arrangements are made with clients to gain access to their first aid facilities. Where this is not possible a supply of sterile plasters is carried by employees and assistance will be sought from the emergency services if required.
All accidents are reported to the office and recorded in the accident book. Those defined as statutorily notifiable are reported to the Incident Contact Centre, by telephone on: 0845 3009923.
All accidents / incidents will be investigated by a Company Director and any action taken as a result of an investigation will be formally recorded.
3.11 Manual handling.
Manual handling risks are considered prior to each work activity. The method of work is adapted to minimise manual handling risks wherever possible, including use of alternative lifting and carrying methods. Our employees are advised not to manual handle loads which they feel incapable of moving safely.
3.12 Fire safety.
All employees remain vigilant to the risk of fire. In the event of the fire alarm being activated, or in any other emergency situation (e.g. bomb scare), all employees must leave the building by the nearest available exit and assemble at the designated assembly point.
3.13 Sub-contractors.
Sub-contractors are instructed primarily on the basis of their technical capability, though due regard is also taken of health and safety. Serious breaches of health and safety and the contractors capability for specific risks will be taken into account during the selection process.
Activities that we sub-contract include:
Fire Alarms, CCTV, Door access systems, BMS Controls, Water and air quality testing
Lifts,Specialist Contractors, Fire dry riser maintenance, FM200 systems, UPS systems, Landscape gardeners, Builders.
3.14 Public safety.
The safety of members of the public is considered at all times and appropriate protective actions taken.
3.15 Other Important Health & Safety information.
A full safe systems of work has been compiled and is available for viewing upon request.
Pro-active Maintenance Limited has been a member of SafeContractor for 17 years.
Signed: garyalder
Date: 7th October 2026
Name: Gary Alder
Position: Director
