Lone Working Policy

Mobilates CIC is committed to ensuring the safety of all who work for the company. This includes all who provide services to Mobilates including volunteers, directors, freelancers, contractors and employees. For the purposes of ease and avoidance of any doubt, they will be named “staff” below.

• Where the conditions of service delivery or its associated tasks require staff to work alone, both the individual staff member and Mobilates have a duty to assess and reduce the risks which lone working presents.
• This policy should be read in conjunction with the Health & Safety and Safeguarding policies.

2. Purpose This policy is designed to alert staff to the risks presented by lone working, to identify the responsibilities each person has in this situation, and to describe procedures which will minimise such risks. It is not intended to raise anxiety unnecessarily, but to give staff a framework for managing potentially risky situations.

3. Scope This policy applies to all staff who may be working alone, at any time, in any of the situations described in the definition below.

• a commitment to supporting staff and managers both in establishing and maintaining safe working practices
• recognising and reducing risk
• a commitment to the provision of appropriate support for staff
• a clear understanding of responsibilities
• the priority placed on the safety of the individual over property
• a commitment to providing appropriate training for staff
• Equipment such as mobile phones will be encouraged

5. Definition Within this document, ‘lone working’ refers to situations where staff in the course of their duties work alone or are physically isolated from colleagues and without access to immediate assistance. This last situation may also arise where there are other staff in the building, but the nature of the building itself may essentially create isolated areas such as community centres. 6. Mandatory Building Procedures Mobilates has no private building or place of work. All staff either work from home or community centres/village halls etc. So while we have no control over the buildings as such, we can control the safety of our staff within those buildings by taking appropriate steps to ensure that: All appropriate steps are taken to control access to the building/room and that emergency exits are accessible

• They are familiar with the fire and, if applicable, intruder alarm procedure and know the location of both exits and alarms
• When making a booking at a venue there will be somebody else present in the building (i.e. Building Manager or Caretaker) and that this person can be contacted in the event of an emergency.
• There is access to a telephone and first aid kit
• If there is any indication that the building has been broken into, they call for assistance before entering

• Staff are familiar with the no‐smoking rules and procedures
• Whenever possible that they park in a well lit and busy area
• Ensure sign in and sign out procedures are followed

7. Personal safety ● Staff should avoid being along in a building and where possible leave with others, no leaving anyone else alone in the building. ● Staff must not assume that having a mobile phone and a back‐up plan is a sufficient safeguard in itself. The first priority is to plan for a reduction of risk. ● Staff should take all reasonable precautions to ensure their own safety, as they would in any other circumstances. ● Before working alone, an assessment of the risks involved should be made in conjunction with Mobilates ● Where required, staff must ensure that they sign in and out of building registers. ● Staff must inform their Line Manager or other identified person when they will be working alone, giving accurate details of their location and following an agreed plan to inform that person when the task is completed. This includes occasions when a staff member expects to go home following an external commitment rather than returning to their base. ● Staff such as teachers, who work to a pre‐planned program of sessions, must inform Mobilates if they deviate from the program. ● If a member of staff does not report in as expected an agreed plan should be put into operation, initially to check on the situation and then to respond as appropriate using emergency contact information if necessary. ● Arrangements for contacts and response should be tailored to the needs and nature of the team. Issues to take into account include: o Staffing levels and availability – developing links with a residential establishment may be the best out of hour’s solution o The identified risks ● Measures in place to reduce those risks: o Where staff work alone for extended periods and/or on a regular basis, managers must make provision for regular contact, both to monitor the situation and to counter the effects of working in isolation. o Staff working away from the office should ensure that they have access to a mobile phone at all times. Staff are responsible for checking that the mobile phone is charged, in working order and with sufficient credit remaining with the relevant provider. Please see Appendix 1 for further guidance. www.mobilates.com info@mobilates.com 8. Assessment of risk ● In drawing up and recording an assessment of risk the following issues should be considered, as appropriate to the circumstances: o The environment – location, security, access. o The context – nature of the task, any special circumstances. o The individuals concerned – indicators of potential or actual risk. o History – any previous incidents in similar situations. o Any other special circumstances. ● All available information should be taken into account and checked or updated as necessary. Where there is any reasonable doubt about the safety of a lone worker in a given situation, consideration should be given to sending a second worker or making other arrangements to complete the task.

• Staff safety should be considered when choosing locations for courses etc.
• Staff should be fully briefed in relation to risk as well as the task itself.
• Communication, checking‐in and fallback arrangements must be in place. Staff should ensure someone is always aware of their movements and expected finish time.
• Mobilates is responsible for agreeing and facilitating these arrangements, which should be tailored to the operating conditions affecting the staff member.

• Staff working from their own homes should take every reasonable precaution to ensure that their address and telephone number remain confidential.
• Staff working from home should be in regular contact with their Line Manager or other designated person if working at home for extended periods.
• Managers should be particularly aware of the importance of such arrangements for staff that live alone.
• Staff working from home should be aware that even ex‐directory and mobile numbers will show up on Caller Display and can be retrieved on 1471. To prevent the person you call accessing your number dial 141 before their number, or check the instructions for your mobile phone.

11. Practice Guidance – Personal Safety ● “Reasonable precautions” might include: o checking directions for the destination o ensuring your car, if used, is road‐worthy and has break‐down cover o ensuring someone knows where you are and when are expected home o avoiding where possible poorly lit or deserted areas o taking care when entering or leaving empty buildings, especially at night o ensuring that items such as laptops or mobile phones are carried discreetly ● For more information see the Suzy Lamplugh Trust website http://www.suzylamplugh.org/personal‐safety/personal‐safety‐tips/ which gives further advice and information.

12. Monitoring and Review Any member of staff with a concern regarding lone working issues should ensure that it is discussed with Mobilates maangement, as appropriate.

www.mobilates.com info@mobilates.com Appendix 1 ‐ Personal Safety 1. Personal Safety . 1.1. There are a number of things you can do to avoid trouble in the first place. The organisation has a responsibility as an employer to ensure the health, safety and welfare of staff, but employees also have a duty to take reasonable care themselves. . 1.2. This is not about raising anxiety levels but about recognising potential dangers and taking positive steps to reduce risk, for yourself and for service users in your care.

2. Be aware of the environment . 2.1. Know what measures are in place where you work: check out alarm systems and procedures, exits and entrances, and the location of the first aid supplies. . 2.2. Make sure that your car and mobile phone are in good working order, and that electrical and other mechanical equipment is safe to use. Check the instructions for use, and ensure that faults are reported /dealt with. . 2.3. If your work takes you into areas which are isolated, poorly lit at night or known for high crime rates arrange to check in when the visit is over. . 2.4. If a potentially violent situation occurs, be aware of what might be used as a weapon against you, and of possible escape routes. . 2.5. Try to maintain a comfortable level of heating and lighting in buildings you control.

3. Be aware of yourself . 3.1. Think about your body language. What messages are you giving? . 3.2. Think about your tone of voice and choice of words. Avoid anything which could be seen as sarcastic or patronising. . 3.3. Think about what you are wearing. Is it suitable for the task? Does it hamper your movement? What signals does it send out? In a potentially risky situation, does a scarf or tie offer an opportunity to an assailant? . 3.4. Be aware of your own triggers – the things that make you angry or upset.

4. Be aware of other people . 4.1. Take note of their non‐verbal signals. . 4.2. Be aware of their triggers. . 4.3. Don’t crowd people – allow them space. . 4.4. Make a realistic estimate of the time you will need to do something, and don’t make promises which can’t be kept, either on your own or someone else’s behalf. . 4.5. Be aware of the context of your meeting – are they already angry or upset before you meet, and for what reason? . 4.6. Listen to them, and show them you are listening.

Further advice can be found at

https://www.hse.gov.uk/lone-working/employer/index.htm

This policy was last reviewed on 19th April by Leanne English

www.mobilates.com info@mobilates.com