Commited to ensuting health and safety

Merlin Supply Chain Solutions Limited [Company] is committed to ensuring the Health, Safety and Welfare of its employees, contractors, learners and visitors, as such it will, so far as is reasonably practicable, establish procedures and systems necessary to implement this commitment and to comply with its statutory obligations on health and safety. It is the responsibility of each employee to familiarise themselves and comply with the Company’s procedures and systems on health and safety. The Company will also adhere to the Health and Safety Policies of our landlord, Knights of Old Group Limited. Copies of their Policies and published within the Academy.

While the Company will take all reasonable steps to ensure the health and safety of its employees, contractors, learners and visitors, health and safety at work is also the responsibility of the employees themselves.

It is the duty of each employee contractor, learner and visitor to take reasonable care of their own and other people’s Health, Safety and Welfare and to report any situation which may pose a serious or imminent threat to the wellbeing of themselves or of any other person. If an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job or use specific equipment, then it is the employee’s, contractor’s, learner’s or visitor’s duty to report this as soon as possible to their line Manager or the designated person responsible for health and safety. Alternatively, they may, if they prefer, invoke the Company’s formal grievance procedure or they may make a complaint under the Company’s provisions on Disclosures in the Public Interest.

Disciplinary action under the Company’s disciplinary procedure may be taken against any employee who violates health and safety rules and procedures or who fails to perform their duties under health and safety legislation. Depending on the seriousness of the offence, it may amount to potential gross misconduct rendering the employee liable to summary dismissal.

The Company will provide and maintain a healthy and safe working environment with the objective of minimising the number of instances of occupational accidents and illnesses.

The Company will pay particular attention to:

1. Maintaining the workplace in a safe condition and providing adequate facilities and arrangements for welfare at work.
2. Providing a safe means of access to and egress from the workplace.
3. The provision and maintenance of equipment and systems of work that is safe.
4. Arrangements for ensuring safety to health in connection with the use, handling, storage and transport of articles and substances.
5. The provision of such information, instructions, training and supervision as is necessary to ensure the health and safety at work of its employees and other persons.
The Company also recognises its duty to protect the health and safety of all visitors to the Company, including contractors and temporary workers, as well as any members of the public who might be affected by the Company’s work operations.

6. Follow Government guidelines regarding the implementation and monitoring of
COVID-19 safe working practices on-site and remote working.

COVID – 19

Visitors to site:

All visitors & Apprentices who visit any Merlin Supply Chain Solutions site are kindly advised regarding the wearing of face coverings or shields, to comply with our Health & Safety review and Government legislation. Individuals are allowed to remove their face coverings only when they are seated at their work station.

Hand sanitiser stations are located at the entrance to each site with clear instructions on how to apply correctly.

All visitors are reminded to sign in to our visitor log and should they have any COVID-19 symptoms prior or during a visit, they must seek medical guidance and self-isolate.
Any individuals who may have come into contact, will be notified immediately and also asked to self-isolate to comply with Government guidelines.

Clear signage is located throughout each site regarding the washing of hands, the use of hand sanitiser, which again is located throughout the site and to maintain social distancing at all times.

Staff members:

Every colleague has received clear guidance from the senior managers of the business regarding compliance of all the set regulations relating to COVID-19 restrictions & rules.

Face coverings must be worn when leaving or entering your vehicle, which is parked on company property, any such breach of this rule could result in disciplinary action being taken.

Colleagues moving around locations, must wear a face covering when doing so, this can only be removed once they are seated and at a safe social distance of 2 metres.

All colleagues must make their own drinks and wash their own cups to reduce the possible risks associated with COVID-19.

Managers are in regular communication with all of our working colleagues to ensure these regulations are being enforced.

Any colleague who identifies any symptoms at work or home, must seek medical guidance through the NHS website or helpline, self –isolate and book a COVID-19 test when possible. They must also contact their line manager who can identify any individuals who have come into contact and request they also self-isolate until the outcome of the test is established.

All colleagues are encouraged to wash their hands more frequently, maintain social distancing and wear the face coverings to reduce the risks.

We also have a cleaning team on-site who are constantly cleaning our high risk areas such as doors and handles, they also wear additional PPE to protect themselves during their working duties.


The Managing Director of the Company has overall responsibility for health and safety in the Company, and has responsibility for overseeing, implementing and monitoring the health and safety procedures. The MD and his senior team will conduct regular inspections of the workplace, maintains safety records and will investigate / report on accidents at work.


Safety training is an integral part of an effective health and safety programme. It is essential that every employee is trained to perform their job safely. All employees will be trained in safe working practices and procedures as part of their initial induction. Further training will be given and will include instruction on the safe use of any equipment provided.

Employees at Special Risk

The Company recognises that some workers may from time to time be at increased risk of injury or ill-health resulting from work activities. The Company therefore requires that all employees advise their line manager if they become aware of any change in their personal circumstances which could result in their being at increased risk. This could include medical conditions, permanent or temporary disability, where reasonable adjustments maybe required to be implemented, this includes, but not restricted to; taking any prescribed or over the counter medication, knowledge of pregnancy.


Every learner will receive a full Health and Safety briefing on the Company’s responsibilities to their health, safety and welfare. It will include their own responsibility as part of their initial induction, which is to be reinforced during their time on programme. Wilful breaches of the Company’s Health and Safety Policy will be referred back to their employer.

First Aid and Reporting Accidents at Work

First aid boxes are located at strategic points around the workplace. All employees will be shown the location of the nearest first aid box and will be given the names of the designated first aid personnel.

All injuries, however small, sustained by a person at work must be reported to their line manager or the Managing Director and recorded in the accident book. Accident records are crucial to the effective monitoring of health and safety procedures and must therefore be accurate and comprehensive. The Managing Director will inspect the accident book on a regular basis and all accidents will be investigated and a report prepared, with any necessary action being taken to prevent a recurrence of the problem.


Fire is a significant risk within the workplace. All employees have a duty to conduct their operations in such a way as to minimise the risk of fire and they are under a duty to report immediately any fire, smoke or potential fire hazards, such as faulty electric cable or loose connections. Employees should never attempt to repair or interfere with electrical equipment or wiring themselves. The safety officer is responsible for the maintenance and testing of fire alarms and firefighting, prevention and detection equipment.

Smoke detectors and manually operated fire alarms are located at strategic points throughout the workplace. If a smoke detector sounds or fire is discovered, it is the responsibility of any employee present to activate the alarm and evacuate the building. Fire extinguishers are also located at strategic points throughout the workplace. Employees are expected to tackle a fire themselves only if it would pose no threat to their personal safety to do so. If the situation is dangerous or potentially dangerous, the employee should activate the fire alarm and evacuate the building immediately.
Fire doors designed to slow the spread of fire and smoke throughout the workplace have been installed at strategic points. Fire doors are designed to close automatically after opening and must never be blocked or wedged open. Fire exits are also located at strategic points throughout the workplace. Fire exit doors and corridors must never be locked, blocked or used as storage space. All employees must ensure they are familiar with their evacuation route and designated assembly point in case of fire. Practice fire drills will be conducted on a regular basis to ensure employee familiarity with emergency evacuation procedures.

Emergency lighting has been installed in exit corridors and above emergency exit doors in case of power failure. Lifts also have emergency lighting installed although they should not be used in the case of an emergency evacuation (see Fire Safety Policy below).

Company Safety Rules

All employees should be aware of and adhere to the Company’s rules and procedures on health and safety.
All employees must immediately report any unsafe working practices or conditions to their line Manager and or Managing Director.
Horseplay, practical joking, running in the workplace, misuse of equipment or any other acts which might jeopardise the health and safety of any other person are forbidden.
Any person whose levels of alertness are reduced due to illness or fatigue will not be allowed to work if this might jeopardise the health and safety of any person.
Employees must not adjust, move or otherwise tamper with any electrical equipment or machinery in a manner not within the scope of their job duties.
All waste materials must be disposed of carefully in the receptacles provided and in such a way that they do not constitute a hazard to other workers.
No employee should undertake a job which appears to be unsafe.
No employee should undertake a job until they have received adequate safety instruction and they are authorised to carry out the task.
All injuries must be reported to the employee’s line manager or to the Managing Director.
All materials must be properly and safely used and when not in use properly and safely secured.
Work should be well-planned to avoid injuries in the handling of heavy materials and while using equipment.
Suitable clothing and footwear must be worn at all times. Personal protective equipment must be worn where appropriate.
Work stations and work sites must be kept clean and tidy and any spillage must be cleaned up immediately.
Employees should use handrails when going up and down stairs, should never read while walking, must close filing cabinet drawers when not in use and must keep all floor areas free of obstruction.

Walkways and passageways must be kept clear and free from obstructions at all times.
If a walkway or passageway becomes wet, it should be clearly marked with warning signs and any liquid spilt on the floor should be wiped up immediately.
Trailing cables should not be left in any passageway.
Where objects are stored in or around a passageway, care must be taken to ensure that no long or sharp edges jut out into the passageway.
Where a passageway is being used by vehicles or other moving machinery, an alternative route should be used by pedestrians where possible. If no alternative route is available, the area must be clearly marked with warning signs.

Tools and Equipment
Company machinery, tools and equipment are only to be used by qualified and authorised personnel.
It is the responsibility of all employees to ensure that any tools or equipment they use are in a good and safe condition. Any tools or equipment which are defective must be reported to a line manager or to the Managing Director.
All tools must be properly and safely stored when not in use.
No tool should be used without the manufacturer’s recommended shields, guards or attachments.
Approved personal protective equipment must be properly used where appropriate.
Persons using machine tools must not wear clothing, jewellery or long hair in such a way as might pose a risk to their own or anyone else’s safety.
Employees are prohibited from using any tool or piece of equipment for any purpose other than its intended purpose.

Manual Handling

Lifting and moving of objects should always be done by mechanical devices rather than manual handling wherever reasonably practicable. The equipment used should be appropriate for the task at hand.
The load to be lifted or moved must be inspected for sharp edges and wet patches.
When lifting or moving a load with sharp or splintered edges, gloves must be worn.
The route over which the load is to be lifted should be inspected to ensure it is free of obstructions.
Employees should not attempt to lift or move a load which is too heavy to manage comfortably. Employees should ask for assistance if there is any danger of strain.
When lifting an object off the ground, employees should assume a squatting position, keeping the back straight. The load should be lifted by straightening the knees, not the back.
Employees should not attempt to obtain items from shelves which are beyond their reach. A ladder or stepping stool should be used. Employees should not use chairs or any makeshift device for climbing and should never climb up the shelves themselves.

Version 5.0 / Control date July 2023 / Policy Author Stuart McDonagh / Review date August 2024