Skip to content
Home > Staff and Recruitment > HR Connect > Health and Safety > Policies, Guidance Documents and Forms

Policies, Guidance Documents and Forms

Health and safety is concerned with the safety, health and welfare of people engaged in work or employment and others who might be affected by the workplace environment. Policy and guidance documents for a broad range of health &and safety topics are provided via the links below.

The Health and Safety Department have developed a number of Toolbox Talks/Notes on a range of topics. These are key safety messages that are intended to be communicated by local managers to their staff (where appropriate) and recorded on the record form provided. The Toolbox Talks/Notes can be accessed below.

Agency, Bank and Temporary Employees

There are occasions when you may require the services of an agency, bank or temporary employee. You must make them aware of any relevant health and safety arrangements within your area. Guidance is provided below and an example checklist which could be used to bring issues relative to your area to the attention of the employee at a brief induction. 

Alcohol and Substance

NHSGGC is committed to providing a safe and effective working environment and to promoting the health, safety and well-being of patients, visitors and employees. The Alcohol and Substance Policy is designed to ensure that employees are aware of the risks associated with alcohol and/or substance misuse and the consequences, including the legal consequences, of their actions. 


As Asbestos Policy and Management Plan falls within the remit of the Facilities Directorate, documentation relating to that topic is held on a different page which you can access here.

Please note, as this link is to an internal site, access will only be obtained if you are logged into an NHS networked computer. 

The guidance document below explains what asbestos is, what some of the more common uses in buildings are, and how NHSGGC manages it, along with what to do if you think you have been exposed.

Control of Substances Hazardous to Health (COSHH)

The Control Of Substances Hazardous to Health Regulations 2002 apply to a very wide range of substances and preparations mixtures of two or more substances – with the potential to cause harm if they are inhaled, ingested or come into contact with or are absorbed through the skin. These include individual chemical substances or preparations such as paints, cleaning materials, metals, pesticides, and insecticides. They can also be biological agents such as pathogens or cell cultures. Substances hazardous to health can occur in many forms, e.g. solids, liquids, vapours, gases, dusts, fibres, fumes, mist, and smoke.

The Chemical (Hazard Information and Packaging for Supply) Regulations 2002 (CHIP) was replaced by the GB CLP Regulation on 1 June 2015.Further details on CLP can be obtained by clicking here.

The Health and Safety Executive publish information on workplace exposure limits and definitions of different types of dusts, and other substances. The document is EH40/2005 Workplace exposure limits.

Display Screen Equipment (DSE)

Display Screen Equipment (DSE) is a device or equipment that has an alphanumeric or graphic display screen, regardless of the display process involved; it includes both conventional display screens and those used in laptops, touch-screens and other similar devices. This type of equipment can be associated with neck, shoulder, back or arm pain, as well as with fatigue and eyestrain.

The DSE policy and guidance documents are provided below.

Fire Safety

As Fire Safety falls within the remit of the Facilities Directorate, documentation relating to that topic is held on a different page which you can access here.

Please note, as this link is to an internal site, access will only be obtained if you are logged into an NHS networked computer. 

First Aiders at Work

NHSGGC First Aider arrangements

All First Aiders for NHSGGC who are entitled to an annual stipend will be held on a central register by Health and Safety.

Nominations to the register should be made using the NHSGGC First Aider Nomination Form and sent to The nomination should be made by a budget holder authorised to pay the annual stipend.

Please note that registered medical and registered trained general nurses, midwives and health visitors can act as first aiders and therefore do not require to attend a first aid course and are not eligible for the stipend.

New First Aiders on the register who do not hold a current first aid certificate will be required to attend a three day ‘First Aid at Work’ course.

First Aiders on the register with a current first aid certificate are required to undertake a two day ‘First Aid at Work Requalification’ course every three years.

Staff on the register will be contacted when a space on a course becomes available, on confirmation of availability to attend, course joining instructions will be provided.

Health and Safety Policy
Health Surveillance
Incident (Accident) Management

The reporting of incidents forms part of the Risk Management Strategy. The Incident (Accident) Management page is a guide for staff on how to report incidents, including near misses and potential incidents. It covers all incidents, whether they involve patients, relatives, visitors, staff, contractors, volunteers or the general public.

Lone Working

We define lone workers as ‘Employees whose working activities can involve periods of time during their working day where they are without any kind of close or direct supervision or in contact with other colleagues’. The links below provides information regarding lone workers.

Mental Health and Wellbeing
Mobiles, Radios, Routers and Computers
Moving and Handling
New and Expectant Mothers
Noise at Work
Personal Protective Equipment

The Personal Protective Equipment at Work Regulations 1992 (as amended) sets out duties to employers to ensure that PPE is:

  • Supplied and used at work wherever there are risks to health and safety that cannot be adequately controlled in other ways
  • Properly assessed before use to ensure it is suitable
  • Maintained and stored properly
  • Provided with instructions on how to use it safely.

Where the use of PPE has been identified as an appropriate control measure through risk assessment, then it is the duty of staff to appropriately use the PPE as provided.

The checklist is taken from the Policy, and can be used during the selection process of PPE.

Radiation, Non-ionising Radiation and Laser Pointers
Safety Action Notice

When NHSGGC receives alerts from the Medicines & Healthcare Regulatory Agency, Health Facilities Scotland, or internally generated notices as a result of accidents/ incidents having occurred, these require to be distributed around the organisation.

As a result, the Safety Action Notice policy was created to define how this is carried out at each level of the mangement structure, and what the actions by nominated members of staff are.


As Security falls within the remit of the Facilities Directorate, documentation relating to that topic is held on a different page which you can access here.

Please note, as this link is to an internal site, access will only be obtained if you are logged into an NHS networked computer. 

Self Harm

Sharps are needles, blades (such as scalpels) and other medical instruments that are necessary for carrying out healthcare work and could cause an injury by cutting or pricking the skin.

Smoke free
Specimens Transport and Disposal

Stalking is a very serious and particularly insidious crime. Unlike other crimes which are, typically ‘one-off’ events, it can persist over time (anything from weeks, to months and even years).

In line with the Criminal Justice & Licensing (Scotland) Act 2010, Police Scotland define Stalking as:

“A (stalking) offence occurs when a person engages in a course of conduct on at least two separate occasions, which causes another person to feel fear or alarm, where the accused person intended, or knew or ought to have known, that their conduct would cause fear and alarm.”

Stress in the Workplace
Toolbox Talks/Notes

Toolbox Talks are an integral component of how Local Managers communicate key safety messages to their staff. They can be used at handovers, staff meetings, huddles etc. They are developed in response to events that have occurred or identified hazards and will be added to overtime so you should check back to this page regularly.

The Record Form below should be used to record when your staff have had an opportunity to hear or read the contents of the relevant Health & Safety Toolbox Talk / Notes below. You should aim to present or distribute one Toolbox Talk / Note every few weeks, ensuring all are completed within a two yearly cycle.

Toolbox Talks/Notes

Policy related Toolbox Talks/Notes

Violence Reduction (Health and Safety)
Waste Management
Winter Safety

Issues such as inclement weather may present a risk to your health and safety. It is important to stay safe and keep up-to-date with the latest information available which can be found below.

Slips, trips and falls

Slips, trips and falls incidents are a common occurrence during the winter months, further information can be found . Below are some points to help minimise the risk;

Staff are reminded to be vigilant when walking between buildings, in car parks, or whilst out in the community during winter months – report any defects to grounds / lighting to estates (NHS premises) or to the local authority (community) and make colleagues aware. 

During periods of adverse weather staff should only undertake essential community visits / movements between sites.

It is also important that staff wear suitable footwear for the tasks they undertake and the prevailing the weather conditions. Additional personal protective equipment (PPE) can be worn when required, information can be found here.

Facilities management or caretaker staff will grit / maintain external areas of NHS premises. It is important to ensure each premises has a plan in place for this. Further advice for community based services / sites is available here.

A slips, trips & falls risk assessment should be in place for our community based services and premises, examples are provided – here (available only to those logged on to NHSGGC).

Driving in Winter

Driving conditions will be more of a challenge during the winter months due to low temperatures (ice /snow), rain and wet road surfaces, reduced visibility due to fog and more hours of darkness – particularly during ‘rush hour’. The following links below provide guidance on driving in winter:

If you are a manager and your staff group are expected to drive to premises (e.g. patient’s homes, other sites etc.) away from their base on a regular basis then it is your responsibility to ensure this is taken into consideration during the risk assessment process for lone working / domiciliary visits. Information, guidance and example risk assessments for our community based services and premises can be found here (available only to those logged on to NHSGGC).  

It is also important to keep up-to-date with travel information and the weather forecast. The use of the radio and social media such as twitter will help with this, below are links to useful websites as well:

 Further Information

Work Equipment Provision and Use
Work Related Driving
Working Time Regulations
Workplace Health, Safety and Welfare
Young Persons