Premier Inn H&S Self Assessment

• NSF AUDIT

• Site Name

• Conducted on

  Date

• Prepared by

• Location
  Address

AUDIT QUESTION

• Has the fire alarm been tested every week for the last 12 weeks and recorded on the Fire Alarm Test Record?

  Yes

  No

  N/A

• Score down if two or more of the tests for the last 12 weeks have not been completed.

• • Test your fire alarm on the same day each week
  • All fire alarm call points should be numbered to ensure that a different one is tested each week
  • Ensure that all break glass alarm call points including those in remote areas (such as plant rooms) are included on the test record
  • All tests must be recorded on the Fire Alarm Test Record
  • Ensure sufficient numbers of competent Team Members are trained in testing the fire alarm as a means of covering holidays/sickness etc.
  • Your fire alarm contractor must be contacted if you are experiencing any issues with the fire alarm system

NSF AUDIT QUESTION

• Has the Emergency Lighting Test Record been completed for the last six months?

  Yes

  No

  N/A

• Score down if two or more monthly checks have been missed.

• • The emergency lighting system should be maintained in effective working order and therefore tested monthly
  • Records of the monthly emergency lighting test must be recorded on the Emergency Lighting Test Record
  • In addition, a Duty Manager should conduct daily visual checks on the emergency lighting (this does not need to be recorded)
  • If any emergency lights are found not working they should be repaired or replaced as a matter of urgency
  • For maintenance issues contact your fire alarm contractor/MTM

NSF AUDIT QUESTION

• Are Team Members trained in the Emergency Fire<br>Procedures for the site?

  Yes

  No

  N/A

• Ask two Team Members what they would do if they discovered a fire? Score down if they are unaware of the fire evacuation procedure.
  Team Members should:
  o Raise the alarm
  o Call the Fire Brigade
  o Close all doors and windows as they leave
  o Leave by the quickest route guiding guests to the nearest exit
  o Only attempt to tackle the fire once the alarm has been raised and if they feel it is safe to do so
  o Not stop to collect personal belongings
  o Go to the Assembly Point
  Score down if Team Members do not know what to do in the event of a fire.

• • All Team Members must be trained in the Emergency Fire Procedures for the site
  • All Team Members should be aware that in the event of a fire they should:
  o Raise the alarm
  o Call the Fire Brigade
  o Close all doors and windows as they leave
  o Leave by the quickest route guiding guests to the nearest exit
  o Only attempt to tackle the fire once the alarm has been raised and if they feel it is safe to do so
  o Not stop to collect personal belongings
  o Go to the Assembly Point
  • An evacuation drill should be carried out every 6 months and details recorded on the Fire Evacuation Drill Record
  • All Team Members should receive refresher fire safety training on a 6 monthly basis and Night Team Members every 3 months

NSF AUDIT QUESTION

• Have all Night Team Members received refresher fire safety training within the last 3 months?

  Yes

  No

  N/A

• Check the Team Member Fire Safety Training Record to ensure that all Night Team Members have received refresher fire safety training within the last 3 months.
  
  Score down if records are not available or are overdue by more than 15 days.

• • All Night Team Members should receive refresher fire safety training every 3 months. This should include the information that is contained within the Fire Safety Policy, Premier Inn Fire Safety module and the Emergency Fire Action Plan. Specific emphasis should be placed on the following:
  
  o Correct operation of the fire alarm system
  o How to raise the alarm
  o Calling the Fire Brigade
  o Directing guests to the fire assembly point
  o Assisting in the evacuation of mobility impaired guests
  o Liaison with the Fire Brigade and not allowing anyone back into the building until they have been advised by the Fire Brigade that it is safe to do so
  o If a Night Receptionist works at another site they must have specific training at each individual site that they work at

NSF AUDIT QUESTION

• Has the Emergency Fire Action Plan been completed and made site specific for the hotel?

  Yes

  No

  N/A

• Score down if the Emergency Fire Action Plan (EFAP) is not available or if the following areas have not been made site specific:
  o *Do (Not use the lift(s) delete if there are no lifts)
  o *A pre-alarm / staff alarm is in place at this hotel (delete if not applicable)
  o *Disabled Refuges are provided in the hotel etc. (delete if not applicable)
  o *Evacuation chairs are provided etc. (delete if not applicable)
  
  If other areas of the EFAP have not been made site specific then this should be recorded / advice provided but not scored.

• • Complete the Emergency Fire Action Plan document, ensuring that it is made specific to your site by adding or deleting information as required
  • This includes the items detailed on the left as well as: OM/Area Manager name, vibrating pillows pads, flashing beacons, assembly point, kitchen information, details of guests requiring assistance, ansul fire suppression systems and any required detailed information
  • Ensure that all Team Members are trained in the Emergency Fire Action Plan and that individuals with specific roles are fully aware of their responsibilities

NSF AUDIT QUESTION

• Is a copy of the site’s Fire Risk Assessment available and is there evidence that the items detailed in the Action Plan are being addressed?

  Yes

  No

  N/A

• All Premier Inns should have a Fire Risk Assessment
  that has been completed within the last 18 months.
  
  Score down if the FRA is not on site or if there is no evidence that the items in the action plan have been, or are being, addressed.

• • All sites should have a Fire Risk Assessment which has been completed by a member of the Safety & Security Team or a Fire Safety Consultant
  • The Ops Mgr / Area Manager must ensure that all points listed in the Action Plan to the Fire Risk Assessment are being addressed. The actions should be signed off and dated once completed
  • The Fire Risk Assessment should be reviewed at such time as there is reason to suspect it is no longer valid, or if there has been a significant change to the building or its fire protection systems, or if a fire occurs
  • The Ops Mgr / Area Manager must notify the Safety & Security Team of any such change
  • Once completed the Fire Risk Assessment must be placed
  in the Fire Log Book and be kept in the safe
  • Replacement copies can be obtained via the Safety & Security Team

NSF AUDIT QUESTION

• Have all relevant Generic Risk Assessments been signed off and dated within the last 12 months?

  Yes

  No

  N/A

• This applies to all relevant Generic Risk Assessments.
  
  Score down if they have not been dated within the 12-month period prior to the date of the audit.
  
  Look at five risk assessments at random.

• • All Risk Assessments need to be reviewed annually and if there is an accident/incident/change of procedure or with the introduction of new equipment
  • The Generic Risk Assessments should be made site specific by adding additional control measures onto the form where relevant or by removing non-relevant measures
  • Risk Assessments should be completed/reviewed in front of the equipment or activity that they cover
  • Involve Team Members in the Risk Assessment review process so that they have all the required knowledge to aid with the safe completion of the activity
  • Replacement copies can be found on the Intranet

NSF AUDIT QUESTION

• Have all Team Members completed their Health & Safety induction training within the required timescale?

  Yes

  No

  N/A

• Check the records of three Team Members for evidence that Health & Safety induction training has
  been completed within the required timescales. Score down if no evidence or training not completed.
  
  The Health & Safety Foundation Module on Whitbread Academy should have been completed within 28 days of the individual’s start date.
  
  This question applies to initial induction training and not to three yearly refresher training. If an individual’s refresher training is overdue, do not score down but flag via the audit report summary.

• • All Team Members need to complete the Health & Safety
  Foundation Module of the Whitbread Academy within 28 days of their start date
  • Records of this training must be kept
  • Team Members should complete refresher training every three years

NSF AUDIT QUESTION

• Have all Team Members received Disability Discrimination Awareness (DDA) training?

  Yes

  No

  N/A

• Check the records of three Team Members for evidence that they have completed Disability Awareness (DDA) training on Whitbread Academy.
  
  Score down if no evidence or training not completed.
  
  Training should be completed within 28 days of the individual’s start date.

• • All Team Members need to have completed their Disability Awareness (DDA) training on Whitbread Academy, as part of their induction, within 28 days of their start date
  • This training needs to be logged and evidence needs to be available on request

NSF AUDIT QUESTION

• Has the WorkSafe Board been completed for the last 12 weeks and any outstanding items entered in the ‘Actions Required’ section of the weekly check sheet?

  Yes

  No

  N/A

• Score down if two or more of the WorkSafe checks for the last 12 weeks have not been completed.
  
  Look at the WorkSafe Check Sheet and where a question has been answered as yes, undertake reasonable checks to verify that this is the case, for example by:
  • Checking the relevant records
  • Asking Team Members for their understanding
  • Looking at the area / equipment concerned
  
  Where an Ops Mgr sign off is not present, check that any outstanding actions have been entered in the Action Required section of the weekly check sheet.
  
  Score down if this has not been done.

NSF AUDIT QUESTION

• Is the Ops Mgr / Duty Manager aware of the accident reporting procedure and how to complete the Accident Report Form?

  Yes

  No

  N/A

• All accidents must be recorded on an Accident Report Form (ARF) and posted to the Safety and Security Team. The ARF should be fully completed with the site name written either at the top or bottom of the form
  
  Some accidents should also be telephoned to the Safety & Security Team immediately. Such accidents
  include:
  • Guests taken directly to hospital
  • Major injuries to Team Members
  • A Team Member who is going to be off work for more than 3 days (should be telephoned as soon as the site become aware)
  
  Score down if the Ops Mgr / Duty Manager is unaware of the correct reporting procedure.

• • Familiarise all the Management Team in the Accident Reporting Procedure. Details of this procedure can be found in your H&S Manual
  • Ensure Accident Report Forms (ARFs) are available and that Team Members are aware of how to complete them
  • ARFs should be fully completed with site details including the telephone number written at the top of the form and the appropriate sections completed for Team Members or Guest accidents
  • All accidents must be recorded on an Accident Report Form and posted to the Safety & Security Team. The form should not be completed by a guest
  • If a guest goes directly from site to hospital, or a Team Member suffers a major injury or is going to be off work for more than 3 days then these must also be telephoned to the Safety & Security Team on 01582 888829 (for more information refer to the Accident Reporting Section in the Health & Safety Manual)

NSF AUDIT QUESTION

• Are window restrictors in place and in working order?

  Yes

  No

  N/A

• Check three ‘ready’ bedrooms at random, on upper floors (where applicable), to ensure window restrictors are in place and in working order.

• • Ensure all Housekeeping Team Members have been trained in the correct procedure for checking the restrictors on windows.
  • All Housekeeping Team Members must read and sign the Window Restrictor Checks – Training Record
  • The windows need to be checked daily when servicing the room, to ensure that the window restrictor is in working order and fully engaged.
  • Any faults are reported to the Head Housekeeper / Maintenance Team Member/ Duty Manager and rectified straight away

NSF AUDIT QUESTION

• Has the Window Restrictor – Weekly Documented Check been completed and have all persons who undertake the weekly checks received training in the Window Restrictor Safety Procedures

  Yes

  No

  N/A

• Score down if any of the weekly window restrictor checks have not been completed during the previous four weeks.
  
  Also check that any necessary remedial works have been /are being actioned.
  Check the Window Restrictor Safety Procedures – Training Record has been completed for all relevant individuals.
  
  Score down if any persons undertaking the weekly documented checks have not completed the Window Restrictor Safety Procedures - Training Record

• • Complete the Window Restrictor - Weekly Documented Check every week without fail
  • This check needs to be completed by a Member of Management/Head Housekeeper or Senior Member of the Team.
  • They must have received clear instruction and training prior to completing and documenting the check
  • Ensure all individuals who are identified to carry out the Window Restrictor - Weekly Documented Checks have been instructed and trained in line with the guidance issued
  • Any remedial works must be organised straight away through the normal maintenance procedure
  • All completed Weekly Documented Checks need to be kept for 12 months

NSF AUDIT QUESTION

• Is the site following the correct linen storage procedures, e.g. all linen stored internally or if not either in a wooden compound away from the building or a fire resisting compound which can be nearer to the building.<br>Complete a walk round of the hotel exterior to check that linen cages are not stored against the hotel building(s).

  Yes

  No

  N/A

• Score down if:
  Linen cages are being stored against the hotel building or not in a designated linen storage area.
  Note: A very limited number of sites will have linen cages stored in the rear yard area but a safe distance from the building as their linen storage solution.
  Take photos if scoring down.
  
  Check any external linen compounds to ensure that they are kept locked when not in immediate use.
  Comment if no lock present (on compound) or if not locked, but do not score down as this is security not fire safety issue.
  Take photos as required.

• • Never store linen cages against the building
  • Following the linen survey completed at your site you will have an appropriate linen storage solution for your site
  • Keep a copy of the email from the Safety & Security Team in the Fire Log Book and ensure that the process is implemented
  • Ensure that the linen storage procedures for your site are being fully implemented
  • If you have external linen compound areas ensure that these are kept locked when not in immediate use

NSF AUDIT QUESTION

• Are refuse storage/yard areas organised so as not to pose a significant fire hazard?

  Yes

  No

  N/A

• Score down if:
  • Combustible materials are unnecessarily stored against the building
  • There is an excessive fire load in the area such as a large quantity of discarded combustible items or broken furniture etc.
  • Team Member smoking area is unnecessarily close to combustible items
  • There is no suitable bin/container provided to safely extinguish cigarettes
  
  Note 1: – some backyard areas may be owned by a 3rd party, therefore the PI Team will have no control over the yard and should not be scored down.
  
  Note 2: - some backyard areas are very limited on space, therefore auditor discretion/pragmatism is needed when assessing proximity of materials to the building and smoking areas.
  Take photos if scoring down.

• • Ensure that combustible items and bins containing cardboard etc are stored as far away from the building as possible (but still within the backyard area)
  • Ensure that backyard gates are kept locked when not in immediate use
  • Ensure that redundant equipment e.g. broken furniture is discarded and removed from site in a timely fashion
  • Ensure that the Team Member smoking area is as far away from combustible items as possible
  • Ensure that an appropriate cigarette bin is provided for the disposal of cigarettes (ideally a metal, lidded bin)
  • Combustible materials are being stored in closed, lidded bins and bins are not overflowing