Case Study | National College of Arts & Design

The Brief

The National College of Art & Design (NCAD) tender for the position an Occupational Health and Safety Advisor to assist with the delivery of all aspects of day to day Occupational Health and Safety Management and SMT was award the tender. It was a requirement of this contract that the Occupational Health and Safety Advisor was based on the NCAD campus for a minimum of two days per week.

Our goals were to:

• Review corporate safety statement and set up workshops with all different staff groups to go through their responsibilities and regular tasks that they need to undertake as detailed within the safety statement.
• Set up and run a series of staff awareness workshops – scenario based – underlining the real health and safety risks faced day to day and what they need to do to both avoid and respond to any situations that could arise.
• Provide information, advice and training to staff with regards to risk management and the hierarchy of control.
• Update existing departmental risk assessments in consultation with staff and agree responsibilities within risk assessments.
• Develop departmental risk assessments where no existing documentation is currently in place.
• Work alongside the HR Manager to review staff training needs to establish and implement a training matrix for mandatory H&S training (first aid, manual handling, working at height etc).
• Participate with staff and student inductions.
• Provided document repository system for all Health and Safety documentation, the system is centralise the storage, allow collaboration and sharing of all documentation relating to the safety management system with the college.
• Working with the Head of HR to define staff induction process for incoming and returning staff.
• Assist the Facilities Manager with the day to day management of fire, health and safety management at NCAD including the introduction of a formal Health and Safety Management System.
• Identify shortcomings with current occupational health and safety management procedures and propose corrective actions.
• Hold workshops on the managers role in health and safety management so that all Heads of School, Department and non-academic functions understand their roles as managers.
• Promote a positive safety culture and awareness of good practice throughout the college.
• Perform chemical safety assessments and advise on control measures.

The Solution

We proposed a retained safety officer for the National College of Art and Design, our solution was to design, develop and implement a Safety Management System across the college plus provide all statutory H&S training to ensure compliance with the Safety Health and Welfare at Work Act 2005. This invloved:

• Design and developed safety management system.
• Developed new Corporate & Departmental Safety Statements.
• Developed new SMS core polices & procedures.
• Developed new Safe Operating Procedures.
• Developed new Safe Work Practices.
• Developed training matrix’s for each school & department.
• Developed risk register and carried out risk assessments for each school.
• Conducted chemical safety assessment project.
• Provided safety workshops for key management staff.
• Consultation and participation with staff on the ground to deliver a solution that works for the college.
• Created Corrective Action plans for each school / departments.
• Provided Health and Safety Induction training.
• Attend safety management meeting.

After gathering the College’s requirements for a document repository, we created a bespoke solution to digitise and streamline health and safety processes and documentation. This involved:

• The creation of a Health and Safety library to centralise the storage and access of all documentation relating to the safety management system.
• Configuration of the system, including set-up users, permissions, security and roles within the system.
• The creation of workflows for document approvals.
• Training for all relevant college staff on the new system.
• Provided ongoing maintenance and support of the Content Management System (SharePoint).

The Outcome

• Safety Management System designed to college needs and implemented.
• School Safety Statements delegate responsibility and give greater awareness of roles and responsibility within the college.
• Improved the Risk Management system, risks identified and mitigated.
• Improved chemical safety awareness within the college.
• Contributed to providing safer environment for staff and visitors.
• Ensured regulatory compliance.
• Improved safety culture and safety awareness.
• Enhanced security of data through digitalisation of the Safety Management System.
• Enhanced collaboration & centralisation of documents.
• Zero licence cost for the College as a result of acquiring an Educational licence through Microsoft.

Testimonial

As a busy third-level institute, an efficient health and safety management system is key for maintaining the safety of our students and faculty. SMT designed a tailor-made safety management system for us, all while digitising our paper-heavy processes, saving time and improving compliance and accessibility. This has freed up our team to concentrate on the work of the College and supporting our students.

Nick Andrews, Facilities Manager