The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (NI) 1997

It is a legal requirement for employers, self-employed people and those in control of premises to report certain types of accidents, diseases and dangerous occurrences to their enforcing authority i.e. Ards and North Down Borough Council or the Health and Safety Executive (HSENI). The following must be reported;

• Death or major injury
• Over 3-day injury to employees/self-employed people
• Hospitalisation of a member of the public
• Dangerous occurrence
• Disease – notification from a doctor

Please refer to the RIDDOR booklet for further information: https://www.hseni.gov.uk/publications/riddor-ni-97-booklet

Reporting an accident

All reportable incidents should be reported to Ards and North Down Borough Council without delay via telephone and followed up by completing an NI2508 form within 10 days.

All accidents, diseases and dangerous occurrences can be reported to the HSENI, regardless if they are the Enforcing Authority or not. This is particularly useful where an employer is unsure of who their Enforcing Authority is. HSENI will process all forms onto its database and, where applicable, forward on relevant forms to Ards and North Down Borough Council.

Employers are encouraged to use the online reporting forms available from the HSENI website via the following links;

Report an Injury (NI2508):

https://www.hseni.gov.uk/services/report-injury-ni2508

Report a Dangerous Occurrence (NI2508):

https://www.hseni.gov.uk/services/report-dangerous-occurrence-ni2508

Report a Disease Case (NI2508A):

https://www.hseni.gov.uk/services/report-disease-ni2508a

Alternatively, hard copy forms are also available to download from the HSENI website https://www.hseni.gov.uk/publications/type/forms, and on completion should sent to;

The Accident Clerk, HSENI, 83 Ladas Drive, Belfast, BT6 9FR

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Licensing of Caravan and Camping Sites

The Health and Safety Team is responsible for the licensing and inspection of caravan, camping sites and motorhomes throughout the Borough. There are currently 26 licensed holiday and residential sites across the Newry, Mourne and Down area.

Inspection

Park Operators can expect to receive an annual inspection to assess compliance with the conditions of the licence detailed in The Caravans Act (Northern Ireland) 1963. This will include the checking of separation distances, numbers of units, structures adjoining caravans, the provision and maintenance of fire points and measures aimed at reducing the risk of fire and subsequent spread in addition to amenity provision.

Additionally, the health and safety officer will carry out a health and safety inspection to determine the risks exposed to all users of the park and determine the measures required to control such risks, such as the maintenance of electrical and gas installations and any other relevant maintenance records. Failure to comply with site licence conditions or a breach of health and safety legislation may result in formal action being taken against the park operator.

Click here to download Caravan Site Licence Application

Rights of Caravan Users

The Caravans Act (NI) 2011 introduces rights of persons with dealings with the site owner, who either live in a caravan as their main home or those who rent caravan pitches for more than 28 days. This Act sets out the content of the written agreement between the caravan owner and park operator Further advice can be obtained from The Trading Standards Service tss@detini.gov.uk or www.consumerline.org

The Council can deal with issues of harassment or illegal eviction under the legislation.

Keeping us informed

You should notify us immediately in the event of any changes which may affect the validity of the site licence in order that the licence may be changed accordingly. These changes may include new planning consents which alter unit types or numbers or other material alterations to the site layout i.e. new verandas, re-siting of vans, transfer of ownership etc

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Fixed Installation

An employer is required to maintain all electrical systems in a safe condition.

The Institute of Electrical Engineers recommend that such premises are inspected every 5 years by a competent person to check for deterioration of the fixed installation. The electrician will carry out an inspection and provide a report called an Electrical Condition Report.

See link below for registered National Inspection Council of Electrical Installation Contracting (NICEIC).

Find a NICEIC registered contractor:

If you cannot provide evidence that such an inspection has taken place within the last 5 years you should arrange for a competent person to conduct an inspection.

If you rent your premises, make contact with your landlord to determine who has the responsibility for the fixed electrical installation.

Portable Appliances Testing (PAT)

An employer must also maintain all portable electrical equipment. All earthed equipment should have a PAT at a recommend interval on every 1-2 years.

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

The Northern Ireland Fire and Rescue Service (NIFRS) is responsible for enforcing the majority of fire safety legislation relating to general fire precautions. 

If you are an employer or you own premises, you have a legal responsibility to carry out a fire safety risk assessment and to ensure that your workplace and those that work there are kept safe from fire and its effects.

Managing fire safety in the workplace

The first step in managing fire safety is to complete a fire risk assessment. This will help identify who may be at risk if a fire occurs and what measures would need to be implemented to protect them.

It is important that your workplace contains the necessary fire safety provisions should a fire break out, for example fire extinguishers and/or fire blanket. You should ensure that any fire safety equipment is checked and maintained regularly. You should also provide information, instruction and training to your employees about fire prevention and what to do if a fire starts.

Please visit the Northern Ireland Fire and Rescue Service website for more information on your legal responsibilities. 

Fire risk assessment

Carrying out a fire risk assessment involves looking at your workplace and work activities and deciding whether there is the potential for a fire to occur and cause harm to people in and around the premises. You then must decide whether you have taken enough precautions to prevent harm.

Carrying out a fire risk assessment will help you decide the following;

• What the chances are of a fire starting in your workplace
• Whether a fire in your workplace would put people in danger
• Whether your existing fire safety precautions are suitable
• Whether more fire safety precautions are needed.

If you employ five or more employees, the fire risk assessment must be written down.

Please refer to ‘Managing fire safety in the workplace’ for a step-by-step guide on carrying out a fire risk assessment.

What will be checked during an inspection?

During a health and safety inspection, an Environmental Health Officer (EHO) will check what fire safety precautions are in place and point out any concerns regarding the safety of employees and members of the public. An EHO will check how often fire fighting equipment is being inspected and maintained. It is also important that there is a means of escape should a fire break out. Therefore, an EHO will check that fire doors and emergency exits are being kept unobstructed.

The EHO will liaise with NIFRS where they become aware of deficiencies in general fire precautions.

Fire risk assessment template

The Health and Safety Executive (HSENI) have produced an example fire risk assessment to help businesses think about the potential hazards within their workplace and the steps they can take to control the risks. The HSENI have also produced a template which can be used to complete a fire risk assessment for your own business. Please click on the following links to access these documents;

Example fire risk assessment 

Fire risk assessment template 

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Health and Safety (First Aid) Regulations (Northern Ireland) 1982

An employer is required to make an assessment in relation to first aid provision for suitable persons, equipment and facilities to provide first aid to their employees if they become injured or ill at work.

What’s the first step?

Conduct an assessment to determine what provisions are required in relation to your premises i.e. risk assessment, first aid provision, first aid training and having an appointed first aider.

If your assessment determines that an appointed first aider is not required, you are still required to do the following:

• Provide a first aid kit (see list below)
• Appoint a nominated person who is responsible for first aid

First aid provision

There is no mandatory list of items to be put in a first aid kit. You need to assess what your organisation requires in relation to level of risk, hazards and size of the workplace.

As a guide a minimum stock of first aid would be:

• A leaflet giving general guidance on first aid- see link below
• Individually wrapped sterile plasters (assorted sizes) and appropriate to the type of work. Hypoallergenic plasters should be provided.
• Sterile eye pads
• Individually wrapped triangular bandages – sterile
• Safety pins
• Large, individually wrapped, sterile unmedicated wound dressing.
• Medium sized, individually wrapped, sterile unmedicated wound dressings
• Disposable gloves

This is only a guide. The contents of any first aid kit should reflect the outcome of your first aid assessment.

Medication such as tablets should not be kept in the first aid box.

See links below for further information

Basic advice on first aid at work
First aid at work

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Businesses operating gas powered commercial catering equipment have a duty to ensure that their appliances are maintained in a safe condition. Gas appliance safety is very important – a gas explosion or carbon monoxide from a faulty appliance may affect the public as well as you and your employees

Read the Commercial Catering Gas Safety Leaflet - issued February 2021

General Gas Safety information can be found below.

Appliances and pipework

In order to ensure the gas appliances/pipework at your premises are maintained in a safe condition you are required to make contact with a Gas Safe registered contractor to carry out a safety check of the installation.

If your business/appliances are commercial you should ensure that the gas safe engineer is suitably qualified and can provide appropriate documentation for a commercial premises.  

Find a gas safe engineer in your area:

Gas appliances – get them checked 

Check the Gas Safe register – find an engineer

Gas Safe Register FAQs 

Such a safety check must be carried out every 12months.

Liquid Petroleum Gas (LPG)

An employer must provide suitable and safe storage of LPG.

Safe Storage

An employer has a duty to use, handle, or store articles and substances such as LPG safely due to the risk of fire or explosion with a flammable liquid stored pressurised (The Health and Safety at Work (NI) Order 1978, Article 6).

The following information is from the LP Gas Association Codes of Practice in relation to the storage of gas cartridges / cylinders and bulk storage by means of a vessel.

Cylinders

• They must be stored upright and not stacked more than 2 cylinders high.
• They must be stored within a secure cage provided with the following signage: 

                     - LPG is stored in the area
                     - The contents are highly flammable
                     - That smoking and other sources of ignition are prohibited
                     - What to do in case of a fire

• They must not be stored within 3 metres from a drain or inspection chamber.
• There must be a minimum separation distance of 1.5 metres from the boundary provided.
• The means of escape from the premises is not compromised by the LPG.
• Ensure the area is well ventilated.

Bulk Storage by means of a vessel

• The vessel must be located in a well-ventilated area close to firefighting equipment
• Should ideally rest on a stone chipping surface free from grass
• Be protected by an industrial style fence, at least 1.8m high
• Be provided with the following signage: -

                    - Highly flammable contents – butane or propane
                    - Prohibition of smoking or naked flames
                    - Firmly fixed to the fence or the vessel

Useful Links

Liquified Petroleum Gas (LPG) – information sheet 

Checking LPG pipework 

LPG Gas Safety Information

Safe use of liquefied petroleum gas (LPG) at small commercial and industrial bulk installations

Do you use LPG in your business? 

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Legionnaire’s disease is a condition which may cause flu like symptoms and sometimes pneumonia if spores are inhaled.  It is prevalent where an aerosol or spray is produced, such as shower head and cooling towers, where water is stored or re-circulated and thrives in the temperature range of 20-45 degrees.

People contract Legionnaires’ disease by inhaling small droplets of water (aerosols), suspended in the air, containing the bacteria. Certain conditions increase the risk from legionella if:

• the water temperature in all or some parts of the system is between 20-45 °C, which is the optimal temperature for growth
• it is possible for breathable water droplets to be created and dispersed e.g. aerosol created by a cooling tower, or water outlets
• water is stored and/or re-circulated
• there are deposits that can support bacterial growth providing a source of nutrients for the organism e.g. rust, sludge, scale, organic matter and biofilms

If you are an employer, or someone in control of premises, including landlords, you must understand the health risks associated with legionella.

Duties under the Health and Safety at Work (Northern Ireland) Order 1978 extend to risks from legionella bacteria, which may arise from work activities. The Management of Health and Safety at Work Regulations provide a broad framework for controlling health and safety at work.  More specifically, the Control of Substances Hazardous to Health Regulations 2002 (COSHH) provide a framework of actions designed to assess, prevent or control the risk from bacteria like Legionella and take suitable precautions. 

The Approved Code of Practice: Legionnaires’ disease: The control of Legionella bacteria in water systems (L8) – (see link below) contains practical guidance on how to manage and control the risks in your system. 

As an employer, or a person in control of the premises, you are responsible for health and safety and you need to take the right precautions to reduce the risks of exposure to legionella. You must understand how to:

• identify and assess sources of risk
• manage any risks
• prevent or control any risks
• keep and maintain the correct records
• carry out any other duties you may have

To register a cooling tower/evaporative condenser within the district please complete and return the following form

Useful links below / further information on what you need to do to comply.

Control of Legionella bacteria 

The control of legionella bacteria in water systems L8 

The control of legionella bacteria in hot and cold-water systems 

The control of Legionella bacteria in other risk systems 

Legionnaires disease – a brief guide for duty holders 

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

An employer has a duty to ensure the workplace, equipment and devices are maintained in an efficient state, in efficient working order and in good repair.

Forklift truck – Certificate

The Lifting Operations and Lifting Equipment Regulations (NI) 1999 requires the employer to have lifting equipment thoroughly examined at the following intervals;

• At least 6 months when used for lifting people
• At least 12 months for every other case

This also applies to any safety cage which must be compatible for use with the forklift truck.

Ensure a competent person carries out the thorough examination.  Keep all examination certificates for your records and provide a copy to this department. 

Useful links

Forklift trucks – safety information sheet 

Authorised lift truck drivers template 

Operator checklist for forklift trucks 

Is your lift truck being used safely? 

Forklift truck safety 

Thorough examination of lifting equipment: A simple guide for employers 

Use lift trucks safely 

Thorough Examination Certificate for Lifting Equipment Other than Forklift

The Lifting Operations and Lifting Equipment Regulations (NI) 1999 (LOLER) require the employer to have lifting equipment thoroughly examined at the following intervals: -

• At least 6 months when used for lifting people
• At least 12 months for every other case

The thorough examination must be carried out by a competent contractor. The contractor cannot be the same company that carryout your routine service. A copy of the LOLER certificate should be kept on the premises for examination by this department during an inspection.

Equipment covered by LOLER

Lifting Equipment                                                                       

• Cranes                                                                                           
• Workplace passenger and goods lifts                                      
• Construction hoists                                                                     
• Dumb waiters                                                                               
• Scissors lift                                                                                   
• Vehicle tail lifts                                                                            
• Bath Hoists
• Stairlifts
• Telehandlers and industrial lift trucks
• Vehicle lifts

Accessories for lifting

• Slings
• Hooks 
• Shackles
• Eyebolts 
• Ropes used for climbing  or work positioning

Useful links

Legislation 

LOLER guidance document 

LOLER a simple guidance for employers 

LOLER – Approved Code of Practice 

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Using a sunbed can increase the risk of getting skin cancer. If you’re a sunbed operator in Northern Ireland, you must not allow young people under 18 to use, hire or buy a sunbed. In your shop or premises, you must display information about the health risks of using a sunbed.

Selling Sunbed Sessions Or Sunbeds

If you have a sunbed business, you must not:

• sell a sunbed session to anyone under 18
• sell or hire a sunbed to anyone under 18
• allow anyone under 18 into the restricted zone where there are sunbeds
• display information saying using a sunbed has health benefits

You must:

• ensure the business is supervised at all times by an adult
•  give every customer the yellow leaflet on the health risks of sunbeds and make sure they read this
• display prominently the yellow A3 public information notice on the health risks of sunbeds
• give sunglasses, goggles or other eye protection to every customer

You must do a risk assessment of your premises and the sunbed business activities.

We are responsible for checking that sunbed operators in Newry Mourne and Down District Council follow the law. We do this by test-buying in sunbed businesses in Newry Mourne and Down District Council.

For example, we can send a young person under 18 years old to try to buy a sunbed session.

We can also send someone over 18 years old to check a sunbed business:

• gives customers the yellow information leaflet on the health risks of sunbeds
• displays prominently the yellow poster on the health risks of sunbeds
• does not display information saying using a sunbed has health benefits
• gives customers protective eyewear

Fines And Convictions For Breaking The Law On Sunbeds

If you don’t follow the law on sunbeds, we can give you a fixed penalty notice. This is a fine. The fine is £250 for each offence. The fine is £50 for displaying information saying there are health benefits to using a sunbed.

If you don’t pay the fixed penalty, we can take you to court. If you’re convicted in court, you could be fined up to £5,000.

• Keeping records for sunbed sessions

When you sell sunbed sessions, you should keep written records for every person who uses a sunbed. Before you allow a customer to buy a sunbed session, you should:

• make sure they’re aged over 18 by checking their passport or driving licence
• write down that you’ve checked their ID
• give them the yellow information leaflet
• ask them to fill in a health questionnaire
• ask them to sign their health record and confirm also they’ll wear the protective eyewear you’ve provided
• write down their name, address, telephone, date of birth and date of their sunbed session
• assess their skin type and confirm the recommended length of time for their sunbed session

Every time anyone has a sunbed session, you should write down:

• date of their session
• how long their sunbed session lasted

You should also keep records if you refuse to sell someone a sunbed session.

If you or your staff refuse to sell someone a sunbed session, you should write down:

• the date and time
• the reason for refusing to sell

Staff Training

To assess skin types of people wanting to buy sunbed sessions, you and your staff should use the Fitzpatrick Scale. You’ll need training to use this method.

To understand the law and a sunbed operator’s responsibilities, you and your staff should complete regular training. You should keep a written record of training completed and what was covered. It’s important that staff confirms in writing each time they’ve completed training.

If you have a sunbed business, you are responsible for regularly maintaining the sunbeds and electrical systems.

After every customer’s use, you must clean and sanitise goggles or other protective eyewear. You should also clean sunbed equipment and surfaces immediately after a customer’s session finishes. Every sunbed should have an accessible emergency stop button. You should check regularly that the buttons are working. To allow emergency exit, sunbed rooms should be accessible from outside.

When doing the risk assessment of your premises and sunbed activities, you must identify:

• health and safety risks to your staff and customers
• what you’ve done to reduce the risks as far as is reasonably practical

You must record in writing the main findings of the risk assessment if you employ five or more people. But it’s also good practice to keep a written record of the risk assessment if you employ less than five people.

For further information please contact the Health and Wellbeing Department on 0330 137 4024 or email ehealth@nmandd.org

You can also download the Health and Safety Executive’s risk assessment template

To read more information on sunbeds, go to:

• guidance and information for sunbed operators and users

This information is published in English and Polish.

• Sunbeds Act (Northern Ireland) 2011

For further information please contact the Health and Wellbeing Department on 0330 137 4024 or email ehealth@nmandd.org

If you offer acupuncture, tattooing, semi-permanent skin colouring, cosmetic piercing or electrolysis within the Newry, Mourne and Down District Council area you must be registered with Council.

Why do I have to register?

Anyone offering these services, including the premises they work from within the District of Newry, Mourne and Down must be registered with the Council under the Local Government (Miscellaneous Provisions) (NI) Order 1985.  Once registered you will be issued with a certificate of registration.

Cost of Registration

The registration fee is £50.00.  All premises who apply to us must be located within the Newry Mourne and Down District Council Area. 

How to apply?

To register within the Newry, Mourne and Down district area please complete and return the following form

Contact Details

Health and Wellbeing Department, Newry Mourne and Down District Council

O’Hagan House, Monaghan Row, Newry, BT35 8DJ or

Downshire Civic Centre, Ardglass Road, Downpatrick, BT30 6GO

T:  0330 137 4024
E:  ehealth@nmandd.org

Working at Heights – Risk Assessment

The Work at Height Regulations (NI) 2005 applies to work in a place at or above ground level or where access or egress from such a place while at work by means such as a working platform, scaffold or ladder but excluding a staircase.

Where work is carried out at a height such as high-level cleaning, erecting advertising, signage, decorations or maintenance activities, the employer is required to conduct a risk assessment which includes all measures required to prevent injuries resulting from falls.  Such work is not to be undertaken unless that person is competent and trained in relation to the organisation, planning and supervision of the work activity.

Preventing accidents and facilities

Between 2011 and 2016, falls were the biggest single cause of workplace fatalities in Northern Ireland.  

The majority of work-related fall accidents are preventable by adopting simple steps to manage risks in the workplace. This should begin with a risk assessment to consider what risks in your workplace may lead to fall injuries. You should then decide what suitable and effective control measures will prevent these types of accidents and put these control measures into practice.  This may include:

• Avoid working from height in the first place by carrying out the job at ground level
• Prevent a fall from occurring with edge protection and safe use of ladders
• Minimise the consequences of a fall with safety nets and other safety equipment

As an employer you must ensure that you have adequately assessed the risks, for your staff in regard to falls from height. Should you employ five or more staff, the significant findings of this assessment must be recorded, identifying the hazards and the control measures in place to reduce the risk of injury to a reasonable level.

This risk assessment should be reviewed regularly and certainly following an accident / incident or on the commissioning of new equipment. You must also ensure that any workplace equipment on-site is suitable for the task required and maintained and operated so as to not pose a risk. 

Useful Links

If you require further information, please refer to the following guidance documents;

Working at height: A brief guide 

Falls from heights 

Falls from height leaflet 

Safe use of ladders and stepladders 

Work at height – FAQs 

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024

Workplace transport is any activity involving vehicles used in the workplace. A wide variety of vehicles can be found in the workplace including cars, vans, dumpers, heavy goods vehicles and lift trucks. Vehicles are particularly dangerous in the workplace. The main causes of injury are people falling off vehicles, or being struck or crushed by them.

From 2004 to 2012 in Northern Ireland 40 people were killed as a result of workplace transport accidents. A range of sectors are at risk and for several reasons. Contributory factors include the following;

• No or inadequate risk assessments
• Poor workplace design and layout (particularly vehicle pedestrian segregation)
• Poor systems for detecting and correcting poor behavior
• Poor driving training
• Inadequate vehicle /maintenance.

When completing a workplace transport risk assessment there are 3 key areas to consider;

• Safe site
• Safe vehicle
• Safe driver.

Useful Links

Please see the following guidance documents for further information;

Workplace Transport Safety Information Sheet 

Workplace Transport Safety: A brief guide 

Contact Us

Further advice and guidance to assist you in complying with the law is available from this department via the contact detalils below:

E: ehealth@nmandd.org

T: 0330 137 4024