HEALTH, SAFETY & DUTY OF CARE POLICY

November 2024


1. Introduction

The Beacon is committed to ensuring the health, safety, and well-being of all employees, freelancers, clients and stakeholders it engages with. As a PR and Communications agency operating within Uncommon coworking spaces, we recognise our responsibility to maintain a safe and supportive working environment that meets all relevant UK health and safety laws, including the Health and Safety at Work Act 1974.

2. Scope

This policy applies to:

  • All full-time, part-time, and freelance workers engaged by The Beacon.

  • Clients, visitors, and partners interacting with The Beacon.

  • Work conducted at Uncommon coworking spaces, remotely, or on client sites/sites engaged for client activity.

3. Responsibilities

3.1 The Beacon’s responsibilities will:

  • Ensure a safe working environment in line with Uncommon’s health & safety policies.

  • Conduct risk assessments for office work, events, and client-related activities.

  • Provide guidance on ergonomic workspace setups for both office and remote workers.

  • Promote mental well-being, encouraging a culture of openness and support.

  • Ensure freelancers and contractors follow our safety guidelines.

3.2 Employee & Freelancer responsibilities are:

  • Take reasonable care of their own health and safety.

  • Follow The Beacon’s and Uncommon’s health & safety rules.

  • Report hazards, accidents, or concerns immediately.

  • Maintain safe and ergonomic working practices, whether in-office or remote.

  • Be aware of emergency procedures, including fire exits and first aid points at Uncommon, on client sites or site engaged for client activity.

4. Workplace Safety at Uncommon Coworking Spaces

4.1 The Beacon’s team operates within Uncommon coworking spaces, which are responsible for:

  • Fire safety, first aid, and building risk assessments.

  • Providing safe communal areas.

  • Regularly reviewing air quality, ventilation, and sanitation.

  • The Beacon will liaise with Uncommon’s management to ensure any concerns are addressed swiftly.

5. Remote & Event Work Safety

5.1 For remote work:

  • Full-time employees must maintain a safe and ergonomic home setup.

  • The Beacon will provide guidance on DSE (Display Screen Equipment) assessments for full-time employees.

5.2 For events or client visits:

  • A risk assessment will be conducted for major client events.

  • Employees must follow on-site safety procedures as advised by the venue.

6. Mental Health & Well-Being

6.1 The Beacon is committed to fostering a healthy workplace culture, including:

  • Regular check-ins to support team well-being.

  • Awareness of a team member’s needs.

  • Encouraging work-life balance and avoiding excessive overtime.

  • Providing access to mental health resources if needed.

7. Incident Reporting & Emergency Procedures

7.1 Any accidents, injuries, or hazards must be reported to a designated company contact.

7.2 Uncommon’s fire and emergency procedures must be followed at all times.

7.3 A log of incidents will be maintained by The Beacon and corrective actions taken.

8. Policy Review & Compliance

8.1 This policy will be reviewed annually to ensure compliance with UK health and safety regulations. All employees and freelancers will be updated on any changes.