4.6 Violence at Work Policy

Contents

1. Introduction
2. What is Violence at Work?
3. Employer’s Legal Duties
4. Assessing the Risk
5. Training
6. Behaviour Management Framework
7. Staff Supervision
8. Recording and Reporting
9. Additional Support
10. Responsibility and Authority
11. Arrangements for Consultation and Communication with Staff
12. Policy Review

1. Introduction

This policy deals only with violence from non-employees, e.g. young people or other members of the public, this does not cover bullying and harassment by colleagues and employees.

Violence at work is an occupational hazard for many staff working in the residential care sector.  Physical attacks are the most serious form of violence, but verbal abuse and threats are much more common and can have long term health effects.

Violence at work is not acceptable and should not be seen as part of the contract of employment, simply put down to bad luck, incompetence or the result of individual personalities. It is work related, arising directly out of staff member’s jobs and the circumstances in which they have to work.

The risk of work-related violence is often foreseeable, e.g. where previous incidents have occurred. In managing violence in the workplace an assessment of the risks should be undertaken and risks removed where possible, and where it is not possible to eliminate them, comprehensive strategies to control them should be introduced.

2. What is Violence at Work?

In order to address the problem of violence at work it is important to have a clear understanding of what it is. This is an essential step in the investigation, management and prevention of work-related violence.

Violence is defined as ‘’incidents where persons are abused, threatened or assaulted in circumstances relating to their work, involving an explicit or implicit challenge to their safety, well-being or health’’. Violence at work may include assaults or verbal abuse by children and young people, or members of the public. Examples of violence include:

• Verbal abuse, offensive language
• Racist or sexist remarks
• Obscene gestures
• Threatening behaviour
• Stalking
• Physical attacks including spitting and throwing objects.

3. Employer’s Legal Duties

There are no specific laws relating to violence at work, but the general duty set out in the Health and Safety at Work Act (HSWA) to protect the health and safety of employees, applies to risks from violence, just as it does to other risks at work.

In addition, the Management of Health and Safety at Work (MHSW) Regulations require employers to assess health and safety risks in order to identify measures needed to reduce them. Where the risk of violence is identified, it must be eliminated or reduced to the lowest level possible.

Employers must also:

• Establish procedures to be followed in the event of serious or imminent danger
• Provide information and training on health and safety risks identified and the control measures in place.

Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR), employers must report all incidents involving physical violence on employees that result in death, major injury or absence from work for three or more days. RIDDOR does not cover threats, and verbal abuse or absences resulting from these. The duty under RIDDOR is separate from the duty to record all accidents in an accident book.

For more information

HSE Government website

4. Assessing the Risk

The purpose of carrying out a risk assessment is to identify the:

• Extent and nature of the risks
• Factors which contribute to the risks
• Changes necessary to eliminate or control the risks.

Where the assessment shows a possibility of violence occurring, action must be taken to remove or minimise that risk.

Staff who carry out assessments should be competent, have the training, time, resources and decision-making authority do the task effectively.

The exposure of staff to violence and aggression must be assessed in respect of each workplace, and supported, if necessary by management of violence plans for high-risk areas.

Staff must be fully involved in the assessment procedure and local safety representatives consulted and invited to participate.

Workplace assessments must be reviewed regularly and remain appropriate. A review must take place immediately if affected by any changes in the working environment, service provision or policy.

Issues that should be considered as part of the risk assessment process include the identification of:

• Identification of staff vulnerability due to age, gender, ethnic origin, disability etc.
• Identification of jobs/tasks that are particularly vulnerable
• Identification of vulnerable locations
• Identification of vulnerable times of day, days or week, seasonal variations or special events
• Identification of all practicable control measures, and an assessment of how reasonable they would be for the circumstance. These may include:
  • Means of avoiding risk completely
  • Physical controls (e.g. secure premises, alarm monitoring, lighting, communication equipment)
  • Procedural controls
  • Numbers of staff deployed
  • Training requirements
  • Recruitment procedures 
  • Working with Police and other interfacing organisations 
  • Identification of mitigation measures to minimise the impact should violence occur (e.g. debriefing or counselling) 

Risk assessments should be reviewed and revised at appropriate regular intervals.

5. Training

Training is not a substitute for safe systems of work, but it is an essential part of any strategy developed to reduce work-related violence. All residential care staff are trained in Therapeutic Crisis Intervention (TCI) which is the behaviour management model used by Bryn Melyn Care. TCI incorporates a range of verbal and non-verbal strategies to assess and de-escalate potentially violent and threatening situations. The TCI training includes physical breakaway training and also the safe use of physical restraint. It is the responsibility of Registered Care Managers to ensure that all staff have been trained in TCI and receive regular refresher training. All residential care staff are trained in First Aid.

6. Behaviour Management Framework

The TCI system incorporates a strategic framework to assess risk behaviour, and to document clear processes for managing individual potentially violent clients. TCI provides the framework of Individual Crisis Management Plans (ICMP) which must be completed for all children and young people accommodated at Bryn Melyn Care. It is the responsibility of Care Managers to ensure that ICMP's are completed for young people and that all direct care staff have seen the ICMP. The ICMP should document what action should be taken if a violent situation occurs that involves a child/young person.

7. Staff Supervision

Bryn Melyn Care provides a high level of staff support for the children and young people in care, the adult/child ratio will usually be 1:1. The Registered Care Manager is responsible for assessing the risk of violence for children and young people in their care, where the risk of violence is assessed as high, then additional staff may be used to increase the staff/child ratio to 2:1 to provide additional support to reduce risks.

In circumstances of lone working then arrangements are identified by the Care Manager to provide appropriate support for individual staff. During out of office hours periods staff should contact the On Call Manager or a nominated person in another home as identified.

8. Recording and Reporting

It is essential that all incidents of violence and aggressive behaviour are recorded and reported.  The following reporting methods should be used as appropriate:

• Daily Log Book
• Day Sheet
• Incident Report
• Accident Report Form
• Near Miss Form
• RIDDOR notification

All cases of violence must be reported to the appropriate manager. In some cases the incident may need notification to the enforcing authorities.

Following an incident of violence, the manager will meet with the staff involved to examine the actual incident, the consequences of the incident and identify and implement any action that may be necessary to prevent recurrence.

Managers are responsible for undertaking trend analysis of all reports of violence and pursue any actions considered necessary.

9. Additional Support

It is recognised that the role of looking after the children and young people at Bryn Melyn Care can be difficult and challenging at times. Bryn Melyn Care is committed to providing a package of support measures aimed at providing both practical and emotional support to employees. This includes:

• Individual Supervision
• Team meetings
• A comprehensive training and development program
• Counselling Service (Employee Assistance Program)

Staff injured as a result of violent incidents must be advised of the need to seek medical attention.

Managers will ensure that no blame attaches to the victim and agree time off work to seek medical care and obtain debriefing if necessary.

Staff, whether injured or not, may be affected emotionally. Staff must be offered support and debriefing where necessary.

Immediate counselling should be sought from Bryn Melyn’s EAP provider who will also give counselling as necessary.

10. Responsibility and Authority

The Policy is issued under the authority of the Managing Director, Bryn Melyn Care Ltd. Responsibilities for implementation of this policy standard is set out below:

The Managing Director is responsible for:

• Making sure that there are arrangements for identifying, evaluating and managing risk associated with violence and aggression at work
• Providing resources for putting the policy into practice
• Making sure that there are arrangements for monitoring incidents of violence and aggression and that the Board of Directors regularly reviews the effectiveness of the policy

Senior and line managers are responsible for:

• Making sure that all staff are aware of the policy
• Making sure that risk assessments are carried out and reviewed regularly
• Putting procedures and safe systems of work into practice which are designed to eliminate or reduce the likelihood of violence and aggression
• Making sure that staff groups and individuals identified as being at risk are given appropriate information, instruction and training (including training at induction, updates and refresher training when necessary)
• Making sure that appropriate support is given to staff involved in any incident of violence and aggression
• Monitoring the effectiveness of preventative measures through an effective system of reporting, investigating and recording incidents

All staff are responsible for:

• Taking reasonable care of themselves and other people who may be affected by their actions
• Co-operating by following rules and procedures designed for safe working
• Reporting all incidents involving verbal abuse, threats and physical assault
• Taking part in training designed to meet the requirements of the policy
• Reporting any dangers they identify or any concerns they may have about potentially violent situations or the environment in which they work

11. Arrangements for Consultation and Communication with Staff

All employees are communicated with on an individual basis each month regarding health and safety. Any concerns regarding violence at work should be discussed with the employee’s line manager.

The Health and Safety Committee meets quarterly and representation can be made through the staff health and safety representatives on the committee.

12. Policy Review

This policy will be reviewed every 12 months or earlier as necessary.

End