Lone working

Lone work is work which is specifically intended to be carried out unaccompanied or without immediate access to other people for assistance. This can occur inside or outside of working hours.

Lone working can occur:
1. During normal working hours* at a remote location either within the normal workplace or off-site.

2. When there is minimal or single staffing at low usage times.

3. Outside working hours when the library is closed.

Note: the University official closed period is: between 11pm and 6am.

*Normal working hours is within the definition of the Universities' Out of Hour policy and is governed by Library opening hours.

Hartley Library

Assessing the risk associated with the work

Individual managers will identify any lone working in their area and will conduct a systematic assessment.

For 1-2

  • Identify the hazards associated with the work and carrying it out unaccompanied.
  • Assess the risks associated with the work and decide on the safe working arrangements to control these risks.
  • Record the findings of this assessment.
  • Implement the safe working arrangements.
  • Ensure all staff to whom the arrangements relate are made aware of them during induction or prior to starting that particular work.
  • Implement the safe working arrangments. (personal attack alarms are available at Reception for all staff and users).
  • Monitor and review the safe working arrangements.
  • Details of the plans and any revisions should be forwarded to the DSO who will retain a file for reference.
  • Incidents should be recorded on Form S25 and in the Incident Book where applicable.

For 3

  • Permission must be sought from the Librarian or his Deputy.
  • Written consent must be given and a copy sent to Central Control Room (CCR).
  • In the event of an unplanned entry CCR should be contacted by telephone (023 8059 2811). Special procedures will apply. Where maintenance or other work requires entry outside these times a Risk Assessment should be completed.

Special arrangements

  • Members of the Library Disaster Team will have access permission to the Library buildings at all times.
  • For a procedural flow chart please consult the University web page.
  • Further guidance can be obtained from the University guidance on lone working.

Arrangements for lone working in Special Collections

  • The first staff member to unlock and enter Special Collections in the morning should firstly sign in the logbook held at Reception. The last member of staff to leave in the evening should sign out in the logbook. The Archive search room and Special Collections reading room are closed at 17:00. Staff working later than 18:00 should inform the person covering Reception with an estimated time of departure, and the extension number on which they can be reached. Staff should normally have signed out shortly after 17:00. Staff at Reception are instructed to investigate if the logbook has not been signed by 18:00.
  • If no answer is forthcoming from the Archives or the Wellington Suite, security staff should check with CCR to discover whether or not the keys have been returned. If not, CCR should contact a member of staff on the Special Collections call out list who will meet with security to enter the secure area using duplicate keys held elsewhere.

Wellington Suite

  • Lone working in the Wellington Suite should normally be during working hours. Before going to the Wellington Suite the search room is informed and it is logged in the search room key logbook and also in the staff daily movement sheet. On leaving the Wellington Suite, staff in the search room are informed that the area is clear.

Procedures in the event of fire or sickness/injury

  • In the event of a fire, the designated person will leave by the nearest fire exit and report to the senior member of Special Collections staff that she has the key.
  • In the event of sickness or injury, the search room shall be alerted to the problem. If the search room staff have not heard by 13:15 or 17:00 they will investigate using the spare key.

Health and Safety

  • A risk assessment highlights aspects of lone working which are covered by these procedures.
  • COSHH assessments for chemicals stored in the dark room are completed annually. These are held with the Material Data Sheets. Disposal of waste chemicals has been arranged with the Print & Media Centre.

Health Service Library

Introduction

The Health Services Library is situated on Level A in the South Academic Block of the Southampton General Hospital. Accesses to the library building are:

  • Via the Main Entrance to the South Academic Block on Level a, South Academic Block (by small bookshop).
  • Via the side entrance on Level A, South Academic Block, with direct access to the internal access road on the one-way system around the Hospital.
  • Via the main hospital entrance which is on Level C, Centre Block.

The Southampton General Hospital Security office is in the Centre Block on Level C which is 5 -10 minutes walk from the Health Services Library. The hospital is a public access building. The Lone Working Policy for the University Library may be found at: http://www.soton.ac.uk/library/about/safety/loneworking.html

Normal lone working practice when the library is open to the public.

  • " One Library Assistant is contracted to work alone:-
    Monday - Thursday 18.00-21.30
    Saturday 12.30pm -17.00
    Sunday 14.00-18.00
  • " Work is mainly based at the Loans Desk: work activities involves running a loans service (Saturday and Weekday evenings); answering user enquiries; supervising use of the NHS E-Zone; maintaining security; opening and closing the Library and setting the alarm; shelf tidying items near to the Loans Desk and book processing or other specified duties that can be carried out at the Loans Desk
  • " Other staff from the Health Services Library may volunteer to cover this post for annual leave and sickness of the Lone Worker. Staff are given training for lone working.

Normal lone working practice when the Library is closed to the public

  • " Other staff may be working alone for 15 to 30 minutes at the start of the day before the opening of the Library and this policy applies to them in equal measure.
  • " A cleaner employed by Medirest for Southampton University Hospitals Trust works alone in the early morning.

Personal attack alarm

  • " The Health Services Library has a personal alarm that is kept in the Library Receipts and Dispatch Room AA8. The device may be clipped to a belt or worn on a lanyard.
  • " This alarm is a radio device that sends a silent signal to Hospital Security at the main entrance on Level C, Central Block. On receipt of an alarm signal, Security will immediately send security personnel to investigate - this takes about 5-10 minutes.
  • " Once activated, the alarm cannot be cancelled by a telephone call to Security. This prevents anyone from forcing a member of staff to cancel the alarm call.
  • " Staff are encouraged to use this for their safety.
  • " The alarm is tested on a monthly basis by sending a signal to the Security Office at a pre-arranged time and confirming that it has been received.

Security Camera

  • A security camera is fixed onto the wall opposite the main Library entrance, in the Level A corridor, Southampton Academic Block. The recordings are recorded and monitored from the Hospital security control room.

Potential risks or areas of concern

  • " Dealing with violence or other disturbances. The Library is a public access site where potentially anyone could enter the building and it is 5-10 minutes from the main security office at the Hospital Entrance on Level C, Central Block. All incidents should be recorded and a note given to the Library Manager.
  • " The Security Office has low staffing numbers and competing demands from other areas of the Hospital i.e. Emergency Department.
  • " Other HSL staff provide for cover the Lone Worker on an irregular basis and so refresher training is required.
  • " Checking the welfare of the worker such as where they become ill at work.
  • " Training and updates in procedure relating to library policy, health and safety of lone working practice.

Monitoring, assessment and communication

  • " There will be a yearly review of the risk assessment. The Lone Worker has a responsibility to brief their supervisor of any concerns by telephone or e-mail. There should be regular communication by telephone or e-mail between both parties to ensure the situation is well managed.
  • " The Lone Worker should attend staff meetings and any ad hoc training sessions as required. The Lone Worker will be paid for the time attended.
  • " The Lone Worker will be given contact details for Hospital Security and the University Central Control Room (CCR).

Procedure if the Lone Worker has to leave the Library due to sickness or other emergency when already at work

  • " Contact the University Central Control Room (CCR) Extension 73-22811 (CCR has telephone numbers of senior University Library Managers) to advise them of the situation.
  • " Clear the Library, lock the public access door to the corridor and do as much of the close-down procedure as possible.
  • " If able, contact Hospital Security on SGH extension 4122 to advise that the Library will be closing.
  • " Secure the Library and place the notice on the door notifying users of the situation.
  • " If the Lone Worker is too ill to do any of the above except for alerting the University Central Control Room (CCR) Extension 73-22811 then the other tasks should fall to the Senior Library Manager receiving a message from the CCR. The CCR having received a call from the Lone Worker should contact a Senior Library Manager who will to arrange for the Library to be secured and for other appropriate actions to be carried out.

Procedure if the Lone Worker is not able to work their duty

  • " It is important that as much notice as possible is given to the Supervisor or Library Manager to enable alternative staffing arrangements to be put in place.
  • " If the Lone Worker is note able come in on a Sunday when there are no supervisors or managers on duty, they should leave a telephone message with the University Central Control Room (CCR) 023 80 5922811 and the back up procedures will be activated as outlined above. The Lone Worker should telephone in person, unless this is not possible

Lone Worker Health and Safety procedures

The Lone Worker must refer to the Library Health and Safety information on the Web for detailed information on all aspects of Health and Safety. It is important that this is consulted frequently to ensure they are up to date on all policies and procedures. http://www.soton.ac.uk/library/about/safety/index.html

Reporting an accident, incident, near miss or work-related ill health

  • It is important that staff report any accident, incident or near miss event that occurs at work, to their immediate supervisor and that the Supervisor reports this to the Departmental Safety Advisor. This is so the incident can investigated to identify any action needed to prevent further injuries and ill health. It should always be recorded on University of Southampton Form S24. Other incidents of verbal abuse or violence should also be reported on this form.

Reporting a fire

  • Contact SGH Extension 2222 to report a fire and press a fire alarm call point. Call out to users to evacuate the Library and follow fire warden procedures as much as is practical. Leave the building and if safe to do so, wait by the Main 'Bookshop' Entrance of the South Academic Block to report to SUHT Duty Managers and Fire Brigade, details of the fire. Do not enter the building until it is safe to do so. See separate policy on fire evacuation for full details and procedures.

Emergency Medical situation

  • Contact SGH Extension 2222 for the Crash Team - indicate that the emergency medical situation is in the Health Services Library, Level A, South Academic Block. The Crash Team kit is kept in a large red bag under the Counter at the Loans Desk and may be requested by members of the emergency team.

Reporting crime or suspicious activity

  • For all security queries, reporting of crime or suspicious activity, contact Hospital Security on Extension 4122 for immediate advice. Activate the personal alarm if the situation requires it. The control room is staffed 24/7 and the phone should never be unanswered however if busy, it may take a time for it to be answered. If the call is urgent then the Emergency security number Extension 3333 should be used and this will be answered immediately. After the event, complete a crime report form in the Library Security Manual and give to Supervisor to pass on to the Library Departmental Safety Officer.

Reporting a maintenance, structural or grounds hazard

  • We all have a shared responsibility for health and safety. If you spot a hazard, you should not assume someone else is dealing with it. If it cannot wait, bleep the SGH Hospital Duty Manager on Extension 2238 for immediate action or leave a message for your Supervisor.