Learn Devon Health, Safety and Electrical Safety Policy

Policy Statement

Learn Devon is committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of all employees, learners, participants, service users, volunteers, contractors and visitors. We recognise that effective health and safety management contributes to a positive working and learning environment and supports learner achievement, staff wellbeing and service quality.  

Learn Devon will: 

• Provide safe and healthy working, learning and public engagement environments. 
• Maintain safe systems of work. 
• Assess and control risks arising from service activities. 
• Provide appropriate information, instruction, training and supervision. 
• Consult with employees on health and safety matters. 
• Ensure equipment, buildings and facilities are maintained in a safe condition. 
• Promote physical and mental wellbeing. 
• Monitor health and safety performance and seek continual improvement. 
• Ensure compliance with relevant legislation including the Health and Safety at Work etc. Act 1974 and the Electricity at Work Regulations 1989.  

All employees have a responsibility to support the aims of this policy and contribute to a safe and healthy workplace. 

Roles and Responsibilities

2.1 Head of Employment and Adult Skills 

Responsible for: 

• Providing strategic leadership for health and safety. 
• Ensuring appropriate service-wide health and safety arrangements are in place. 
• Receiving assurance regarding compliance and performance.
• Supporting a culture of continuous improvement.  

2.2 Service Management Team (SMT) 

Responsible for: 

• Reviewing policy implementation and compliance. 
• Monitoring accident, incident and audit outcomes. 
• Reviewing emerging risks. 
• Supporting corrective and preventative actions. 
• Ensuring continuous improvement across the service.  

2.3 Senior Operations Manager and Operations Manager 

Responsible for: 

• Maintaining and reviewing health and safety procedures. 
• Monitoring compliance across the service. 
• Reporting performance and improvement actions. 
• Ensuring statutory inspections are completed. 
• Monitoring remedial actions arising from inspections and audits. 
• Ensuring fixed electrical installations are inspected and maintained in accordance with current standards and regulations. 

2.4 Senior Customer Service Officers 

Responsible for: 

• Coordinating operational health and safety arrangements. 
• Undertaking and reviewing venue risk assessments. 
• Monitoring emergency procedures and fire evacuation arrangements. 
• Coordinating maintenance and repair reporting. 
• Managing Portable Appliance Testing (PAT) programmes. 
• Ensuring accessibility requirements are considered. 
• Maintaining external venue safety records. 
• Ensuring visitor and speaker checks are completed in line with safeguarding and Prevent requirements.  

2.5 Curriculum Officers and Senior Tutors 

Responsible for: 

• Promoting safe teaching and learning practices. 
• Reviewing and monitoring tutor risk assessments. 
• Assessing risks associated with external venues. 
• Monitoring subcontractor and partners compliance with health, safety and welfare requirements.  

2.6 Tutors, Senior Tutors, HLLSAs 

Responsible for: 

• Maintaining safe teaching environments. 
• Completing and updating activity-specific risk assessments. 
• Undertaking daily visual checks of equipment before use. 
• Reporting hazards, defects, concerns, accidents and incidents promptly.  

2.7 Customer Service Officers 

Responsible for: 

• Supporting local health and safety checks for building/venue and equipment 
• Maintaining safe reception and communal areas. 
• Reporting any hazards, defects or concerns promptly.  

2.8 All Staff 

All employees must: 

• Take reasonable care of their own health and safety and that of others. 
• Follow health and safety procedures and guidance. 
• Report accidents, incidents, hazards and near misses promptly. 
• Wear identification when required. 
• Follow sign-in and sign-out arrangements. 
• Maintain up-to-date diary and location information when working remotely or alone with Line-manager support with Lone-working risk identification. 
• Carry out visual inspections of electrical equipment before use. 
• Remove defective equipment from service and report concerns immediately.  

2.9 Learners 

Learners are expected to: 

• Take reasonable care for their own safety and that of others. 
• Follow centre instructions and guidance. 
• Use equipment appropriately. 
• Report concerns to staff. 
• Ensure personal equipment used at home is safe and fit for purpose.  
• Ensure their contact information is current and accurate. 

2.10 Subcontractors (for 2026-2027 Non subcontracting will be undertaken) 

Subcontractors must: 

• Maintain an appropriate Health and Safety Policy. 
• Ensure the health, safety and welfare of their learners and staff. 
• Meet contractual health and safety requirements. 
• Report incidents and significant concerns to Learn Devon. 
• Comply with Safeguarding and Prevent requirements.  

Lone Working and Personal Safety

We recognises that staff may regularly work alone in centres, outreach venues, Hubs/offices, community settings, during travel or while working remotely. Appropriate arrangements must therefore be in place to reduce personal safety risks. Staff and Line-manager to complete and review the RA. A Copy must be on file. 

The following risk assessments must be used where applicable: 

• RA13A Personal Safety – Working Away from Base. RA13A Personal safety – working away from the work base (Corporate).docx 
• RA13B Working Alone in Premises. RA13B Personal safety – working in premises.docx 
• RA13C Individual Lone Worker Risk Assessment. RA13C Individual lone worker risk assessment.docx 

Employees must: 

• Keep calendars and diaries updated with daily locations. 
• Wear DCC ID badge during working hours  
• Follow local signing in and signing out processes. 
• Inform managers of significant changes to planned activities. 
• Follow agreed check-in procedures when working alone. 
• Ensure a personal emergency contact is recorded on iTrent. 
• Raise personal safety concerns with their line manager.  
• Managers must ensure staff are appropriately briefed, supported and equipped to undertake lone working safely. 

Online Safety

Learn Devon delivers learning through classroom, blended and online environments and is committed to maintaining safe digital learning spaces. https://devoncc-my.sharepoint.com/personal/allison_cooper_devon_gov_uk/_layouts/15/Doc.aspx?sourcedoc={BE310FD9-E71E-4ECC-BF05-F6E6A068501E}&file=Health and Safety Policy and Guidance 2026-2027.docx&action=default&mobileredirect=true 

Staff must: 

• Follow the Learn Devon Online Delivery Policy. 
• Comply with safeguarding and Prevent requirements. 
• Use approved systems and platforms for delivery. 
• Consider learner wellbeing and safety in all online sessions. 
• Maintain professional standards of conduct online. 
• Protect personal and organisational data. 
• Report safeguarding, cyber security or online safety concerns immediately through appropriate channels.  

Accident, Incident and Near Miss Reporting

All accidents, incidents, dangerous occurrences and near misses must be reported and recorded promptly. Early reporting helps Learn Devon identify trends, reduce risks and prevent recurrence.  

Immediate Actions 

Where an incident occurs: 

• Make the area safe where it is safe to do so. 
• Arrange first aid or emergency assistance if required. 
• Inform the line manager, Operations Manager or designated lead immediately. 
• Record the incident using approved Devon County Council reporting arrangements and OSHENS. Reporting an Accident Step by Step.pdf 
• Cooperate with any subsequent investigation or review. All new employees will receive accident and incident reporting guidance during induction.  

Electrical Safety

Learn Devon fully complies with the Electricity at Work Regulations 1989 and will ensure electrical systems and equipment are maintained in a safe condition.  

6.1 Fixed Electrical Installations 

• Fixed electrical installations will be inspected by competent contractors at prescribed intervals. 
• Defects identified during inspections will be prioritised and addressed appropriately. 
• Inspection certificates must be retained. 
• Only appropriately qualified electricians may undertake work on fixed electrical systems.  

6.2 Temporary Installations 

• RCD protection must be provided for external 240V supplies. 
• Temporary installations must comply with recognised safety standards. 
• Equipment must be regularly inspected and maintained.  

6.3 Portable Equipment 

All portable electrical equipment must: 

• Be visually inspected before use. 
• Be maintained in a safe condition. 
• Be PAT tested where required. 
• Be immediately removed from use if a fault is identified. 
• Be reported to the appropriate manager without delay.  

6.4 Privately Owned Equipment 

Any privately owned equipment used on Learn Devon or Devon County Council premises must: 

• Be authorised before use. 
• Meet relevant inspection and testing standards. 
• Be maintained in a safe condition by the owner.  

6.5 Extension Leads and Adaptors 

Staff must: 

• Add any risk to activity risk assessment; and inform other users of possible risk. 
• Avoid unnecessary adaptors. 
• Use suitable fused extension leads where possible. 
• Fully unwind cable reels carrying significant loads. 
• Regularly inspect plugs, leads and connections.   

6.6 Residual Current Devices (RCDs) 

RCD protection must be used where required, particularly for outdoor or higher-risk electrical activities. Inspections should confirm RCDs remain operational and effective.  

Monitoring, Audit and Review

Health and safety performance will be monitored through: 

• Risk assessment reviews. 
• Site inspections. 
• Audit activity. 
• Accident and incident analysis. 
• Electrical inspection records. 
• PAT testing records. 
• Annual Devon County Council Health and Safety audits.  
• Health and safety performance, incidents, audits and outstanding actions will be reviewed regularly by managers and SMT. Outcomes will inform service improvement planning and the Learn Devon Quality Improvement Plan where appropriate. 

Training

Line-Managers are responsible for identifying, maintaining and arranging further appropriate health and safety training. This may include: 

• Health and safety induction must be taken/completed within 1 month of employment 
• Mandatory DCC training to complete within provided time-frame. 
• Risk assessment training for venues and activities. 
• Lone working guidance. 
• Fire safety awareness. 
• Electrical safety awareness.
• Role-specific health and safety training. 
• Refresher training where required. Employees are expected to attend mandatory training and maintain awareness of relevant guidance.  

Supporting Documents

This policy should be read alongside: 

• Devon County Council Corporate Health and Safety Policy. 
• Learn Devon Service Health and Safety Arrangements. 
• Learn Devon Business Continuity Plan. 
• Learn Devon Online Delivery Policy. 
• Learn Devon Visitor and Speaker Policy. 
• Lone Working Risk Assessments (RA13A, RA13B and RA13C). 
• Health and Safety Training Matrix. New Starters check list.xlsx 
• Electrical Safety Policy.docx 

Appendix 1: Portable Appliance Testing (PAT) Guidance 

PAT inspection and testing frequencies should follow HSE guidance and take account of: 

• Equipment type. 
• Frequency of use. 
• Environment in which equipment is used. 
• Manufacturer guidance. 
• Previous inspection results 

Suggested daily electrical safety checklist 

Before using any electrical equipment: 

• Check plugs are undamaged. 
• Check cables and leads for cuts, fraying or exposed wiring. 
• Check equipment is free from signs of overheating. 
• Check sockets and connections are secure. 
• Listen for unusual noises. 
• Check for burning smells. 
• Check for signs of sparking. 
• Ensure extension leads are suitable and undamaged. 
• Confirm equipment appears safe to use.  

If a Fault is Identified:

• Stop using the equipment immediately. 
• Disconnect the equipment if safe to do so. 
• Clearly identify the equipment as defective. 
• Remove the equipment from service. 
• Report the fault to the appropriate manager immediately.  

Policy Review 

This policy will be reviewed annually by the Senior Operations Manager in consultation with HROne, the Devon County Council Health and Safety Team and relevant service managers, or sooner where legislation, guidance or operational requirements change.  

Policy history 

Updated August 2026

Policy Owner: Senior Operations Manager 
Approved by SMT: July 2026    
Review Date: July 2027 
Version: 2026-2027