Corporate HR Documents

This group contains required and additional documentation relevant to all personnel and employees who work for the Isle of Wight Council

Health and Safety Manual - 1.1 Introduction
File Size: 515kb    Key Document Click here to see more information about the document

 

This manual has been produced with the concept of providing Isle of Wight Council managers, supervisors and other persons with an interest in health and safety, with a source of reference, which will assist them in managing health and safety and enable them to formulate and develop their own in-house safety documentation. It will also ensure that they have access to all the corporate policies and are fully aware of the health and safety management structure and systems for compliance with legislation, which are in operation within the Council.



Health and Safety Manual - 2.03A Asbestos
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Although it is now illegal to use asbestos in the construction or refurbishment of any premises, many asbestos containing materials which were used in the past remain in place. It is reassuring that as long as such materials are in good condition and not disturbed or damaged there is no risk and need not be removed. They can, however, become a danger to health if disturbance or damage allows asbestos fibres to be released into the air where people can breathe them in.



Health and Safety Manual - 2.04 Contractors
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The I W Council recognises its responsibility for managing health and safety issues when using contractors. The I W Council will ensure, so far as is reasonably practicable, that all contractors who undertake work on its behalf are selected, co-ordinated, controlled and monitored to ensure that any risks to the health and safety of its employees, service users and members of the public are minimised. The persons responsible for the implementation of this policy are Directors, and the co- operation of all managers and employees is essential to its success. This policy should be read in conjunction with the additional guidance set out in the relevant section of the I W Council Health and Safety Manual.



Exit Interview Questionnaire
File Size: 76kb    HR Guidance and Resources Click here to see more information about the document

The Isle of Wight Council recognises that staff turnover is inevitable and that holding exit interviews is good employment practice. Exit interviews give an employee a chance to gain a degree of closure as well as giving the Council the opportunity to gain valuable feedback about the organisation, which can be used for future development.



Health and Safety Manual - 2.04A CDM 2007 Policy
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The objective of this document is to set standards and provide guidance on the way the Isle of Wight Council will discharge its duties under the Construction (Design and Management) Regulations 2007. It sets out the principles which must be applied to manage construction projects which properly address the risks to the constructors, users, maintainers, repairers, cleaners and others arising from the schemes planned and designed by the council and the means by which those measures are recorded and communicated.



Health and Safety Manual - 2.09 Electrical Safety (Inspection & Testing)
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1.1. There is no statutory frequency of inspection and testing for portable electrical equipment. The frequency of testing should reflect the risk of the appliance causing damage or injury. This increases with amount of appliance use and the harshness of its working environment.
1.2. The generally accepted description of portable electrical equipment is that it has a lead and a plug and can easily be moved from place to place this would include vacuum cleaners, kettles, heaters, fans, televisions and desk lamps. This type of equipment tends to be class I or earthed equipment and therefore poses the higher risk because of the frequent use and moving.
1.3. The description also refers to equipment that could be moved such as photocopiers, fax machines and desk top computers. The majority of this equipment is double insulated or class II equipment and is usually infrequently moved. Office equipment is regarded as low risk with respect to hazards arising from portable electrical appliances.



Health and Safety Manual - 2.11 Bomb Threat & Suspicious Package Policy
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The Management of Health and Safety Regulations 1999 require employers to have in place procedures for serious or imminent danger, these procedures will need to take into account the risk of staff being endangered by explosive devices or incendiary devices. The procedures to be followed in the event of a bomb threat should be clearly set out in workplace health and safety policy documents.



Health and Safety Manual - 2.13 Environmental Protection (incl waste)
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There is a growing body of legislation relating to the protection of the environment. In addition, pressures from the general public over recent years has resulted in 'green issues' becoming a factor in the selection of products; recycling of waste being given greater support; and pollution avoidance tactics being adopted more readily.



Health and Safety Manual - 2.14 Fire Safety
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Identification of fire hazards is a vital part of risk assessment and will aid managers in deciding upon prevention and control measures. Fires and explosions usually occur with little or no warning therefore the formulation of safety arrangements and written procedures will help to prevent loss of life and injury in an emergency, as well as minimising damage to buildings and property.



Health and Safety Manual - 2.15 First Aid
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The Health and Safety (First Aid) Regulations 1981 and the supplementary approved code of practice and guidance require employers to make suitable arrangements for the welfare of their employees should they sustain injury or become ill whilst at work.

To this end, the Isle of Wight Council will provide information, training, adequate first aid cover, first aid equipment and facilities at each place of work. Managers are required to incorporate into workplace health and safety statements details of the arrangements for first aid for their staff. Although non-employees such as school pupils and residents in homes are not covered by the Regulations the Isle of Wight Council do have a duty to provide first aid cover for them.



Health and Safety Manual - 2.16 Hazard Reporting & Safety Complaints
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 Any area of work, be it plant or building, or any items of equipment which is considered dangerous by an employee should, in the first instance, be reported to his or her immediate supervisor.
If the supervisor is not available, the employee must notify the hazard to the responsible officer for his or her workplace.
After taking the action outlined above, should any employee remain dissatisfied with the action taken by the supervisor or the senior officer he or she may request that the matter be referred to the Health and Safety Section for an opinion. At this stage in the proceedings the employee may also, if he or she so wishes, seek the support of the Trade Union.



Health and Safety Manual - 2.19 Induction
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The purpose of induction is to introduce new employees to their job and the service for which they work. The sooner the newcomer becomes fully integrated, the quicker they will adapt to their working environment and be able to respond to the demands of the job and their responsibilities.



Health and Safety Manual - 2.22 Lifting Operations & Lifting Equipment
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There is specific legislation concerning the use and maintenance of lifting equipment. The Lifting Operations and Lifting Equipment Regulations (LOLER) 1998 set out a standard to be reached to ensure that lifting operations are carried out in safe manner. It is important that when addressing the requirements of LOLER that the Provision and Use of Work Equipment Regulations (PUWER) (Section 2.37) are also considered. The text printed in bold italics indicates an Approved Code of Practice has been issued for that regulation and managers must ensure they comply with it.



Health and Safety Manual - 2.23 Manual Handling
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The Manual Handling Operations Regulations 1992 lay down minimum requirements for securing the health and safety of employees who are required to undertake manual handling tasks at work. The extent of an employer’s duty is to avoid manual handling operations, which might involve risk of injury, but where this is not practicable to remove or reduce the risk using risk assessment as a basis for action. In addition to the above, other legislation which is applicable to manual handling includes the Health and Safety at Work Act 1974, the Management of Health and Safety Regulations 1999, and the Provision and Use of Work Equipment Regulations 1998.

This policy should be read in conjunction with the Isle of Wight Council General Health and Safety Policy statement, any Directorate policies and the Health and Safety Training Policy. In order to reduce the number of injuries being sustained by employees and to further managers in complying with the many statutory requirements and associated codes of practice and guidance, this policy has been formally adopted by the Isle of Wight Council.



Health and Safety Manual - 2.25 Noise at Work
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Noise is most simply defined as unwanted sound. Exposure to high levels of noise can cause permanent incurable damage to hearing. The main factors being the noise level, the daily exposure and frequency over a period of time.



Health and Safety Manual - 2.26 Personal Protective Equipment
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Personal Protective Equipment (PPE) is defined as 'all equipment (including clothing affording protection against the weather) which is intended to be worn by persons at work and which protects them against one or more risks to their health and safety' and includes safety helmets, eye protection, gloves, high visibility clothing, safety footwear, safety harnesses and respirators. The regulations also apply to sports equipment when used by instructors such as life jackets for canoeing and helmets for climbing.



Health and Safety Manual - 2.29 Safe Systems of Work
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A 'safe system of work' is defined as a formal procedure, which will allow a specific task to be carried out safely, after systematic examination of that task has identified and eliminated all the associated hazards or at least minimised the risks. Thus safe systems are required to be put in place when the hazards identified cannot be eliminated and some residual risk remains. The range of written safety procedures and safe systems of work, which should be established are likely to be identified on completion of risk assessments.



Health and Safety Manual - 2.30 Safety Policies & Written Procedures
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Section 2(3) of the Health and Safety at Work Act 1974 requires every employer who has five or more employees to produce a written statement that makes a clear commitment to high standards of health and safety. No two statements will be alike since they are specific to that particular business. The safety policy should contain the general aims of the company for protecting the health and safety of their employees, as well as providing details of the organisation and arrangements for putting that policy into practice. Due to the size of the Isle of Wight Council and the diverse range of services provided, a three tier system has been adopted which consists of:
(1) A Corporate Policy
(2) Directorate Health and Safety Statements
(3) Workplace Operational Policies.



Health and Safety Manual - 2.32 Safety Signs
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 Where they are used in workplaces all safety signs must comply with the Health and Safety (Safety Signs and Signals) Regulations 1996. The regulations require that all safety signs comply with Part 1 of BS 5378. The regulations require that all safety signs whenever there is a risk that has not been avoided or controlled by other means, such as engineering controls or safe systems of work. The regulations also require employers to maintain safety signs which are provided by them and explain any unfamiliar signs to their employees and tell them what they need to do when they see a safety sign. Safety signs can be divided into four types.



Health and Safety Manual - 2.34 Violence & Aggression
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It is an unfortunate fact that incidents of aggression and violence in society are increasing. Violence can take many forms including verbal abuse, physical abuse, threats, rude gestures, spitting, angry behaviour and malicious damage. Even though there might not be any physical injury there can still be fear and emotional stress the effects of which should not be underestimated. Some incidents of violence have resulted in permanent disabilities and in rare cases, loss of life.



Health and Safety Manual - 2.35 Visitors & the General Public
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Section 3 of the Health and Safety at Work Act 1974 imposes a duty on every employer to conduct their business in such a way as to ensure that people not in their employment are not exposed to risks to their health and safety. Section 4 extends this general duty to people having control of premises to which certain visitors are admitted.

An employer or controller of premises who fails to take reasonably practicable steps to protect visitors and other non-employees from harm may be liable to prosecution and/or payment of compensation for any injuries



Health and Safety Manual - 2.36 Work Equipment
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Employers have a general duty under Section 2 of the Health and Safety at Work Etc Act 1974 to provide and maintain machinery, equipment and plant that is safe. The regulations which all employers need to consider when buying, installing, selling and using equipment at work are The Provision and Use of Work Equipment Regulations (PUWER) 1998. Managers should ensure they are complying with PUWER if they wish to demonstrate they are meeting their obligation to provide work equipment that is safe. Where the regulations include an approved code of practice they are shown in italics, managers must ensure they comply with those requirements.



Health and Safety Manual - 2.36a Working at Height
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The Work at Height Regulations 2005 came into effect on the 6 April 2005. The Regulations will apply to all work at height where there is a risk of a fall liable to cause personal injury. There are now no height limits. The Regulations place duties on employers, the self-employed, and any person that controls the work of others (for example Building Managers, Property Services and others who may contract others to work at height, such as window cleaners and builders). The Regulations do not apply to the provision of paid instruction or leadership in caving or climbing by way of sport, recreation, team building or similar activities.



Health and Safety Manual - 2.37 Workplace Standards
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The standards that workplaces must meet are laid down in Workplace (Health, Safety and Welfare) Regulations 1992. These regulations lay down standards for maintenance, the workplace environment, the components of the workplace and welfare facilities. For the purpose of the legislation a workplace is:
Any premises or part of premises, which are made available to any person as a place of work and includes:
Any place within premises to which such persons have access while at work.
Any room, lobby, corridor, staircase, road or other means of access or egress from the workplace.



Health and Safety Manual - 2.38 Workplace Transport
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There is a legal duty under the Health and Safety at Work etc Act 1974 to ensure, as far as reasonably practicable, the health and safety of all employees whilst at work. Employers and employees also have a duty to ensure that others are not put at risk by work related driving activities. The Management of Health and Safety at Work Regulations 1999 also apply and require that risk assessment are undertaken for activities with significant risks, and that effective management controls are put in place and implemented. When considering driving safety there are a number of road traffic laws to take into account, including the Road Traffic Act. This policy details how managers should manage occupational driving and details responsibilities.



Health and Safety Manual - Audit Procedure
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The Isle of Wight Council aims to ensure high standards of Health and Safety are maintained. This document outlines the procedures for the monitoring of Health and Safety performance within all premises by undertaking workplace inspections and by auditing the Health and Safety management systems. The Health, Safety and Welfare Section shall be responsible for co-ordinating the audit programme. The audit shall be a formal evaluation of how Health and Safety is managed within the establishment. All premises shall receive a Health and Safety audit at least during a 24 month period. The timescale may be brought forward should it be considered necessary e.g. a change in personnel or services provided



Health and Safety - Display Screen Equipment Policy 2012
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IW Council policy and guidance relating to the safe use of Display Screen Equipment and eye-test procedure.



Policy Statement on the Recruitment of Ex Offenders
File Size: 146kb    HR Policies Click here to see more information about the document

The council's policy statement on the fair and reasonable approach to dealing with ex offenders applications for work within the local authority



Additional Employment Form
File Size: 172kb    HR Guidance and Resources Click here to see more information about the document

Notification of/Application for Additional Employment



Workrite User Guide for Schools
File Size: 524kb    Guidance Click here to see more information about the document

Guidance notes for the use of Workrite for Schools



Workrite User Guide for School Managers
File Size: 259kb    Guidance Click here to see more information about the document

A guide to Workrite for School Managers 



Health and Safety Manual - 2.05 COSHH (July 2014)
File Size: 410kb    Key Document Click here to see more information about the document

Policy for the Control of Substances Hazardous to Health 



Health and Safety Manual - 2.20 Legionella (July 2014)
File Size: 382kb    Key Document Click here to see more information about the document

Policy for the Control of Legionella



Health and Safety: Lone Worker Policy
File Size: 435kb    Key Document Click here to see more information about the document

Lone Working policy



Health and Safety Manual - 2.28 Risk Assessment
File Size: 234kb    Key Document Click here to see more information about the document

Risk assessment is the corner stone of all health and safety practise within the Council.  By implementing a programme of suitable and sufficient risk assessment in all of its activities and by implementing the findings, the Council will ensure that its employees, service users, contractors and members of the public are protected from harm as far as is reasonably practicable. 

The Council recognises its responsibility towards staff, contractors, service users and members of the public for managing risks under Sections 2 and 3 of the Health and Safety at Work Act 1974 and Regulation 3 of the Management of Health and Safety at Work Regulations 1999.



Health and Safety Risk Assessment Record 2.28
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The identification of hazards and the assessment of risks are key parts of the Isle of Wight Council’s policy for securing good standards of health and safety and a statutory requirement under the Management of Health and Safety at Work Regulations 1999. Risk assessment will be carried out on an ongoing basis and to be effective it is important that all Council employees understand and co-operate, wherever they can, in the process of risk assessment.

The purpose of risk assessment is to find out if the Council is managing health and safety effectively and to see if improvements can be made. The assessments will cover the tasks undertaken by staff, procedures, plant, substances and workplaces.



Health and Safety Manual - Educational Visit Planning and Approval Policy 2015
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Policy for schools to follow when organising educational visits.  This is to ensure that schools meet both health and safety requirements but also meet the expectations of the Council's insurers.  This version includes extra detail from our insurers regarding overseas travel.



Health and Safety - RIDDOR Guide - General Reporting
File Size: 314kb    Guidance Click here to see more information about the document

A brief guide to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
What is RIDDOR?
RIDDOR is the law that requires employers, and other people in control of work premises, to report and keep records of:
- work-related accidents which cause death;
- work-related accidents which cause certain serious injuries (reportable injuries);
- diagnosed cases of certain industrial diseases; and
- certain ‘dangerous occurrences’ (incidents with the potential to cause harm).
This leaflet aims to help employers and others with reporting duties under RIDDOR, to comply with RIDDOR and to understand reporting requirements.



Health and Safety - RIDDOR Guide - Health and Social Care
File Size: 297kb    Guidance Click here to see more information about the document

This information sheet gives guidance on how the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) apply to the health and social care sector. It is aimed at employers and others in health and social care, who have a duty to report under RIDDOR.
RIDDOR requires employers and others to report deaths, certain types of injury, some occupational diseases and dangerous occurrences that ‘arise out of or in connection with work’. Generally, this covers incidents where the work activities, equipment or environment (including how work is carried out, organised or supervised) contributed in some way to the circumstances of the accident.



Health and Safety - RIDDOR Guide - Schools
File Size: 176kb    Guidance Click here to see more information about the document

This information sheet gives guidance on how the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) apply to schools. Most incidents that happen in schools or on school trips do not need to be reported. Only in limited circumstances will an incident need notifying to the Health and Safety Executive (HSE) under RIDDOR. The information sheet gives practical guidance to schools about what they need to report and how to do it.
What needs to be reported?
RIDDOR requires employers and others in control of premises to report certain accidents, diseases and dangerous occurrences arising out of or in connection with work.
The information sheet includes examples of the incidents that sometimes result from schools’ activities and are reportable under RIDDOR. The sheet contains three sections, which cover:
1. injuries and ill health involving employees (Section 1);
2. injuries involving pupils and other people not at work (Section 2);
3. dangerous occurrences (Section 3).



Health and Safety - HS2.01E Accident Investigation Guidelines
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When an accident/incident occurs this document shall help guide those conducting an investigation. The following are guidelines only and not everything may be applicable for any given accident. The more serious the accident, the greater the depth of investigation is likely to be.
Aim: To conduct an investigation into the circumstances surrounding the accident/ incident which would enable appropriate recommendations to be made, where possible, to reduce the risk and effect of a similar incident.
For full details see Health and Safety Manual - 2.01 Accident and Incident Reporting and Investigation Policy.



Health and Safety - HS2.01D Witness Statement Form
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Health and Safety - HS2.01D Witness Statement Form - Template form - For use when taking witness statements.
This form is to be used in conjunction with form HS2.01C. Guidance on how to fill in this form can be found via form HS2.01E.
For full details see Health and Safety Manual - 2.01 Accident and Incident Reporting and Investigation Policy.



Health and Safety - HS2.01C Accident and Incident Investigation Form
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An investigation should be carried out as soon as practical after an accident or incident as facts can become distorted as time passes. The use of a standard investigation report form can help guide managers through the process.
For full details and guidance see Health and Safety Manual - 2.01 Accident and Incident Reporting and Investigation Policy.



Health and Safety - HS2.01B Accident and Incident Reporting Flowchart
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This flowchart has been created to help staff understand how to report an accident or incident.
Please Note: This flowchart shows the reporting procedure only. Accident/ Incident Investigation will need to be completed where required.
For full details and guidance see Health and Safety Manual - 2.01 Accident and Incident Reporting and Investigation Policy.



Health and Safety - HS2.01A Accident and Incident Reporting Form
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Please note: In order to improve on the existing arrangements for health and safety monitoring and reporting the Council has invested in the Workrite accident reporting and management system. This system completely replaces the old paper based system for reporting accidents, incidents, near misses, harassment and violence and ill health.
However, some services or areas do not have readily available access to a computer. Therefore, in these circumstances this form is available for those areas to complete the initial details. As soon as possible after the accident or incident, all details recorded must be entered into Workrite. Once this is complete there is no need to keep this form and should be disposed of in accordance with the Data Protection policy.
For full details and guidance see Health and Safety Manual - 2.01 Accident and Incident Reporting and Investigation Policy.



Health and Safety Manual - 2.01 Accident and Incident Reporting and Investigation
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An accident or incident is an unplanned and unwelcome event that interrupts normal activity. Accidents or incidents can result in no damage or injury (near miss) as well as cause illness, disease, injuries, damage to equipment and property.
Reporting workplace accidents, incidents and ill health and determining the cause is extremely important. It is essential that even minor accidents are reported and properly investigated so that causes are identified and control measures put in place to prevent recurrence.
The investigation of “near misses” is very important as this can help to ensure that action is taken to prevent the more serious consequences of continued failure and assist in the identification of trends and patterns. Such analysis can help identify shortcoming and weaknesses in management systems, work equipment and training, etc. Most accidents or incidents are preventable or their effects can be minimised by reasonable precautions.
This policy provides information and guidance on accident investigation and other relevant documentation to help assist staff in this process.



Heating and Cooling Policy
File Size: 68kb    Key Document Click here to see more information about the document

Heating and cooling of Council office buildings



Guidance for Completing Your Job Application Form
File Size: 105kb    HR Guidance and Resources Click here to see more information about the document

Guidance for completing a job application form.



Health and Safety Policy Statement - Isle of Wight Council
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Health and Safety Policy Statement signed 10/01/2019 by John Metcalfe - Chief Executive - Isle of Wight Council.

All Council premises, where the Council is the employer, are required by law to display the Health and Safety Policy Statement. This statement is reviewed annually.

It is the responsibility of managers at each premises to ensure that up to date copies of the policy statement are displayed on a notice board where it can be easily seen and read. Only one policy statement needs to be on display per premises. Generally this will be displayed next to the health and safety law poster.



Health and Safety Manual - Personal Safety Guidance for Elected Members
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An important role of councillors is to keep in touch with their communities. This includes helping residents with any problems they might have. Often this extends beyond just the delivery of council services. These contacts are usually rewarding and non-adversarial.
However, residents sometimes approach their councillor because they have been unsuccessful in resolving an issue though other channels and consequently such approaches could potentially become confrontational.
Circumstances will vary and councillors will take their own decisions about how to conduct their duties as councillors while remaining easily accessible to their residents.
In general terms, the guidance follows advice given to others who by virtue of public duties or employment meet many people whom they do not know.



Job Summary
File Size: 206kb    HR Guidance and Resources Click here to see more information about the document

The job summary is used with our Generic Role Profiles to describe the specific tasks and duties of a job.  It also contains the qualifications, skills and experience expected for a job at that pay grade.  Please refer to the short guidance notes to help preparing a job summary.



Health and Safety Manual - 2.27 Pregnant Workers
File Size: 299kb    Guidance Click here to see more information about the document

This policy outlines the Council's approach to health and safety in regards to new and expectant mothers. This policy should be read in conjunction with the Council's general maternity policy.

 



Framework User Guide - Fire Extinguishers and Firefighting Equipment
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Framework User Guide - Fire Extinguishers and Firefighting Equipment



Trade Union Facilities Time 2017-18
File Size: 195kb    Key Document Click here to see more information about the document

Facilities time data for Trade Unions for the period from 1 April 2017 to 31 March 2018, separated into centrally employed, education employed and fire and rescue service.



Recruitment Booklet - Social Worker
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The Isle of Wight is a great place to live and work.

This booklet provides information on how the Isle of Wight is a beautiful, calm, interesting, inspiring place as well as transport links and some demographics. Within the booklet you can also discover the career opportunities on offer at the Isle of Wight Council.



Pay Policy
File Size: 988kb    HR Policies Click here to see more information about the document

A document setting out the Pay policy for 2019 in an open and transparent framework.



Gender Pay Gap Report 2017/2018
File Size: 198kb    Key Document Click here to see more information about the document

From 2017, Gender Pay Gap Legislation requires any organisation that has 250 or more employees to publish a report showing how large the pay gap is between male and female employees.  The pay gap is the difference between the average (mean or median) earnings of men and women, expressed as the percentage of women’s earnings compared to men’s earnings.



Trade Union Facilities Time 2018-19
File Size: 124kb    Key Document Click here to see more information about the document

Facilities time data for Trade Unions for the period from 1 April 2018 to 31 March 2019, separated into centrally employed, education employed and fire and rescue service.



Phase 1-4 work summary
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St Mary's junction work schedule - phases 1-4