HEALTH AND SAFETY PROCEDURE

PURPOSE

The purpose of this Health and Safety Procedure is to provide guidelines and instructions to ensure the safety and well-being of employees and subcontractors involved in cleaning activities, painting, ground maintenance (including lawn mowing), and other civil works, the school community including school staff, students, visitors, and members of the public in accordance with the requirements of the New Zealand Health and Safety at Work Act 2015.

SCOPE

• This manual covers all employees engaged in cleaning tasks within Skilful Property Maintenance (Pvt) Ltd.

• This manual applies to all employees performing:

  • Classroom cleaning

  • Toilet cleaning

  • Waste collection

  • Floor cleaning

  • Chemical handling

  • Equipment operation

  • General school cleaning activities

DOCUMENT CONTROL

HEALTH AND SAFETY POLICY

Skilful Property Maintenance is committed to providing and maintaining a safe and healthy workplace for all employees, subcontractors, clients, school staff, students, visitors, and members of the public in accordance with the requirements of the New Zealand Health and Safety at Work Act 2015 (HSWA 2015).

As a property maintenance and cleaning service provider for schools throughout New Zealand, the company recognises its responsibility to ensure that all work activities are carried out safely and without risk to health. Skilful Property Maintenance will take all reasonably practicable steps to ensure health and safety by:

• Recording, investigating, and reporting all workplace incidents, injuries, hazards, and near misses.

• Identifying workplace hazards and implementing appropriate control measures.

• Providing and maintaining safe plant, tools, equipment, and systems of work for employees (subcontractors are responsible for ensuring their own equipment is safe and fit for purpose).

• Consulting and communicating with employees, subcontractors, school representatives, and other relevant parties on matters affecting health and safety.

• Providing appropriate information, instruction, training, supervision, and competency development for employees and subcontractors.

• Ensuring the safe handling, use, storage, and transportation of cleaning chemicals, hazardous substances, tools, and equipment.

• Complying with all relevant New Zealand legislation, regulations, approved codes of practice, Ministry of Education requirements, and industry standards.

• Ensuring employees and subcontractors are adequately trained and competent to perform their assigned duties safely.

• Maintaining emergency preparedness procedures for incidents such as chemical spills, fire, medical emergencies, and evacuation.

• Continuously improving health and safety systems, procedures, and workplace practices.

• Supporting the safe rehabilitation and early return to work of injured employees where practicable.

• Ensuring particular care is taken when working within school environments to protect students, staff, and visitors from exposure to hazards.

Employee and Subcontractor Expectations

Employees and subcontractors are expected to take reasonable care of their own health and safety and that of others who may be affected by their actions. They are encouraged to actively participate in maintaining a safe and healthy workplace by:

• Following all health and safety policies, procedures, and site-specific requirements.

• Using equipment, machinery, and cleaning products correctly and safely.

• Wearing required personal protective equipment (PPE) at all times.

• Reporting hazards, unsafe conditions, incidents, injuries, pain, or discomfort immediately.

• Participating in health and safety discussions, training, and improvement initiatives.

• Assisting new employees, subcontractors, trainees, and visitors to understand safe work practices.

• Maintaining good housekeeping and ensuring work areas are left clean and safe.

• Respecting school rules, restricted areas, and safeguarding requirements while working on school premises.

Management Commitment: Management is committed to promoting a strong health and safety culture and ensuring that health and safety remains a core value in all company operations.

Facility Manager – Skilful Property Maintenance

• Dated: 01/06/2026

• Expired: 31/05/2027

1. WORK SAFETY

1.1 General Work Safety

To ensure general safety at work, employees shall:

• Attend site inductions before commencing work.

• Sign in and out according to school procedures.

• Follow all site-specific safety requirements.

• Maintain clean and tidy work areas.

• Ensure walkways and exits remain unobstructed.

• Use warning signage when cleaning floors.

• Never leave equipment unattended in public areas.

• Secure work areas where necessary.

• Avoid creating hazards for students and staff.

1.2 School Environment Safety

When working at schools, employees shall:

• Follow all school safeguarding and security requirements.

• Avoid direct interaction with students unless necessary.

• Report suspicious or unsafe behaviour immediately to the property manager or supervisor.

• Keep hazardous substances away from students.

• Ensure cleaning equipment is safely stored.

• Avoid blocking emergency exits and access routes.

• Observe speed limits and parking rules within school grounds.

• Wear company identification where required.

1.3 Safety with Manual Handling

To reduce manual handling injuries, employees shall:

• Assess loads before lifting.

• Use proper lifting techniques.

• Avoid twisting while lifting.

• Use trolleys or mechanical aids where possible.

• Request assistance for heavy or awkward loads.

• Store heavy items at waist height where practicable.

1.4 Electrical Safety

In order to ensure electrical safety at work, employees shall:

• Inspect electrical equipment before use.

• Not use damaged electrical equipment.

• Keep electrical equipment away from water.

• Ensure leads do not create trip hazards.

• Use Residual Current Devices (RCDs) where required.

• Report damaged equipment immediately. Only authorised persons may undertake electrical repairs.

• Only use equipment that has been tested and tagged where required.

1.5 Working at Heights

Where work at height is required:

• Only approved ladders and platforms shall be used. (Employees shall not stand on chairs, desks, or unstable surfaces).

• Overreaching from ladders is prohibited.

• Ladders shall be inspected before use.

• Fall prevention systems shall be used when required.

• Work areas below shall be secured where necessary.

1.6 Slip, Trip, and Fall Prevention

To prevent slips, trips, and falls:

• Wet floor signs shall be used at all times.

• Spills shall be cleaned immediately.

• Walkways shall remain clear.

• Damaged flooring shall be reported.

• Appropriate footwear shall be worn.

• Trailing cables shall be secured.

2.0 PERSONAL PROTECTIVE EQUIPMENT (PPE)

The company shall:

• Provide required PPE.

• Ensure PPE is suitable and maintained.

• Provide training on PPE use.

Employees shall:

• Wear PPE as required.

• Inspect PPE before use.

• Maintain PPE in good condition and report damaged PPE immediately.

PPE Requirement Matrix

3.0 PLANT AND EQUIPMENT SAFETY

3.1 Equipment Inspection

Regular inspection protocols require checking items before and after use:

• Before Using Equipment: Check cords/plugs, ensure equipment is clean, and report any defects.

• After Use: Clean equipment, store safely, and disconnect power.

All equipment shall be inspected regularly for damage, wear and tear, as well as general electrical and operational safety. Defective equipment must be tagged out and removed from service immediately.

3.2 Equipment Operation

Employees shall be properly trained before operating any machinery, follow manufacturer instructions closely, use equipment only for its intended purposes, never modify machinery without authorisation, and turn off equipment whenever left unattended.

Important Note: Employees must handle all cleaning equipment safely. In case of reckless use of any equipment, management will take disciplinary action against the employee. The employer remains responsible for the maintenance and replacement of all necessary equipment required for duties to be completed.

4.0 ACCESS TO BUILDINGS AND COMMUNICATION

Employees must follow all access instructions provided, including procedures for door locks, alarm systems, door entry, and personal safety requirements while accessing and working within the premises.

Employees must maintain continuous communication throughout their working hours at the assigned location or school using the company’s cleaning app or other designated communication methods. This enables real-time monitoring of work activities and helps minimise safety risks to both employees and the school.

5.0 CHEMICAL HANDLING PROCEDURE

5.1 Chemical Inventory Register

The company shall maintain a comprehensive hazardous substances and chemical inventory register.

5.2 Storing Chemicals

All chemicals shall be:

• Stored in clearly labelled containers.

• Stored according to Safety Data Sheets (SDS) requirements.

• Kept in secure and ventilated areas.

• Separated where incompatible.

• Protected from unauthorised access.

It is vital to ensure that chemicals are placed in secure storage, disposing of the chemicals and/or their containers in the appropriate manner as provided through safety training. Employees shall maintain daily cleanliness in the storage area to ensure zero unsafe conditions within the premises.

5.3 Surface Preparation

Employees are encouraged to prepare surfaces before cleaning to ensure the work area is safe and free from obstruction.

5.4 Chemical Handling Protocol

In the process of handling, storing, and disposing of cleaning chemicals, employees shall:

• Read and understand Safety Data Sheets (SDS) information.

• Wear appropriate PPE.

• Follow manufacturer instructions.

• Avoid mixing incompatible chemicals.

• Use correct dilution procedures.

• Wash hands thoroughly after handling chemicals.

5.5 Chemical Spill Procedure

In the event of a spill, follow these sequenced steps:

1. Isolate the area.

2. Wear appropriate PPE.

3. Stop the source if safe to do so.

4. Contain the spill.

5. Dispose of waste correctly.

6. Report the incident to the cleaning supervisor or management immediately.

For Large Spills: Inform your supervisor immediately, keep others away from the site, and strictly follow established emergency response procedures.

6.0 EMERGENCY PROCEDURES

Fire Emergency Action Steps

1. Stop work immediately.

2. Evacuate the building safely.

3. Inform the property manager, supervisor, company management, and school management instantly.

4. Contact emergency services by calling 111.

5. Proceed to the designated assembly area (demonstrated during employee induction).

6. Follow specific school evacuation procedures.

7. Assemble at the designated point.

8. Do not re-enter the building until officially authorised.

Medical Emergency Action Steps

1. Assess the situation for danger.

2. Contact emergency services if medical intervention is required.

3. Provide first aid if you are qualified and trained.

4. Notify your supervisor and management immediately.

5. Record the incident formally.

Company Commitments: The company ensures that first aid kits are readily available and properly maintained, supplies are regularly inspected, and all workplace injuries are recorded. Employees are required to log and report all incidents regardless of their severity.

7.0 INCIDENT REPORTING

Employees shall inspect the site each day for potential hazards. All incidents, injuries, hazards, and near misses must be reported immediately using the online Google Form link below:

Report Form Link: [https://forms.gle/5WfakacyGekFzVNP9](https://forms.gle/5WfakacyGekFzVNP9)

This reporting structure explicitly covers:

• Injuries requiring first aid

• Medical treatment injuries

• Property damage

• Vehicle incidents

• Chemical spills

• Unsafe conditions and near misses

All incidents must be recorded in the Incident Register. A separate Incident Register shall be maintained for each unique school/location.

Management Responsibilities: Management will investigate incidents promptly, identify root causes, determine appropriate corrective actions, maintain clear records, and communicate lessons learned. A Common Incident Register will be centrally managed.

8.0 RE-ORDERING AND REQUESTING SUPPLIES

Employees must:

• Monitor stock levels closely for all cleaning supplies and chemical stock.

• Report low stock levels promptly to the cleaning supervisor or management.

• Re-order inventory using the official stock request forms.

• Note: Total stock levels will be audited monthly.

9.0 EMPLOYEE TRAINING REQUIREMENTS

9.1 Initial Training & Induction

Initial induction training for new employees shall be completed within a period of two weeks. This comprehensive training program covers:

• Site induction and localized cleaning activities

• Equipment handling protocols

• Chemical safety and handling

• General health and safety induction

• Emergency response mechanisms

• Correct PPE usage

• Hazard and incident reporting frameworks

9.2 Periodic Training Schedule

Employees shall be provided with further training modules at the discretion of the employer. All staff will be systematically updated regarding any new safety procedures and regulatory updates.

Note: All historical training records shall be fully documented and maintained securely by management.

10.0 ENVIRONMENTAL MANAGEMENT

The company is fundamentally committed to minimising environmental impacts by enforcing proper waste disposal/management and reducing systemic chemical usage wherever safely possible.

11.0 RECORD KEEPING

The company shall securely maintain records across the following corporate registers:

• Hazard Register

• Incident Reports and Master Register

• Employee Training Records

• Equipment Inspections Logs

• Asset Register

• Chemical Inventory Register & Safety Data Sheets (SDS)

• Performance Audit Reports & Safety Meeting Minutes

12.0 MONITORING AND REVIEW

The company shall continuously monitor performance through regular:

• Workplace inspections and safety audits

• Incident analysis metrics

• Hazard reporting reviews

• Training competency assessments

• Employee safety feedback loops

13.0 CONTINUOUS IMPROVEMENT

Skilful Property Maintenance is dedicated to iteratively improving health and safety infrastructure via scheduled procedural reviews, direct worker consultation, root-cause incident analyses, safety audits, ongoing training initiatives, and the immediate adoption of emerging industry best practices.