Health and Safety Policy and Procedures

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Mosaic LGBT+ Young Persons’ Trust, Charity Number 1166676

Policy Owner: FRG Committee

Review Cycle: 36 Months

Next Review Date: May 2029 (Updated and re-approved May 2026)

M Mindful

O Open

S Safe

A Agile

I Inclusive

C Community

Health and Safety Officer:

Lukasz Konieczka: lukasz.konieczka@mosaictrust.org.uk

Health and Safety Trustee:

Ashwin Bungarnayak: ash.bungarnayak@mosaictrust.org.uk

Introduction

1.1. Statement of Intent

Mosaic LGBT+ Young Persons' Trust is committed to:

providing adequate control of the health and safety risks arising from our activities through a risk assessment process
consulting with our staff and volunteers on matters affecting their health and safety
providing and maintaining the safest possible premises and equipment
ensuring information, support and guidance are provided regarding COSHH
ensuring all personnel are competent to do their tasks, and to give them adequate training, instruction and supervision
reviewing and revising this policy annually, or more frequently as required

1.2. Purpose of Policy

Mosaic LGBT+ Young Persons' Trust is committed to maintaining high standards of health and safety to promote and protect the health and well-being of all our volunteers, staff, young persons, and visitors.

1.3. Who this policy applies to:

This policy applies to all persons employed by Mosaic LGBT+ Young Persons’ Trust or otherwise engaged with supporting the activities of said organisation, delivered either in person or online.

1.4. Definitions

1.4.1. Staff and Volunteers

This refers to both those employed by Mosaic LGBT+ Young Persons’ Trust and any person engaged with supporting any function, core or otherwise, of said organisation. This includes, but is not limited to, the trustees, volunteers, and those in paid employment.

1.4.2. Children and Young Persons

Any person aged 17 years old or younger who engages with the services provided by Mosaic LGBT+ Young Persons’ Trust either in person or in any other capacity is referred to as a ‘child’ or ‘young person’.

1.5. The Role of the Board of Trustees

The Board of Trustees is ultimately responsible for the Health and Safety policy and practice of Mosaic LGBT+ Young Persons' Trust.

Their role is to:

ensure a policy is in place
ensure roles are allocated for its enactment
monitor and review the policy annually
consider reports of accidents and incidents
consider training needs
ensure adequate resources are allocated for Health and Safety training

1.6. Staff and Volunteers

All staff and volunteers have an obligation to take reasonable care for their own health and safety and that of others, and to cooperate with Mosaic LGBT+ Young Persons' Trust in health and safety matters. Staff and volunteers are required to:

Report any significant hazard or malfunction (e.g. trip hazards or broken equipment) to the Health and Safety Officer.
Conform to all instructions, written or verbal, given to promote personal safety and the safety of others.
Be sensibly and safely dressed for their particular task, location, and conditions, and use all safety equipment, including any provided, appropriately and effectively.
Avoid improvisation in any form which could create unnecessary risks to health and safety (e.g. climbing on a chair to reach heights)
Not bring into Mosaic LGBT+ Young Persons' Trust, without the appropriate authority, any tool, substance or piece of equipment of their own which is potentially hazardous to the health and safety of themselves or others.
Report to the Health and Safety Officer all accidents, whether injury was sustained or not, including any incidents of violence and aggression.
Attend and participate in training as required.
Be aware of the emergency evacuation procedures, the locations of fire alarms, equipment, and exits.

1.7. Procedures and Guidelines

Whilst the Mosaic LGBT+ Young Persons' Trust Board has overall responsibility for Health and Safety, the Health and Safety Officer is responsible for coordinating the day-to-day implementation of the Health and Safety policy and procedures. This includes:

Ensuring those responsible for administering first aid are adequately trained and supported to carry out their task
Carrying out necessary Risk Assessments with other staff and volunteers as appropriate
Reporting any and all health and safety issues or incidents to the board of trustees
Ensuring that health and safety information is included in the induction of any new member of staff or volunteer

2. Training and Records

Records of staff and volunteer training, including Fire Safety Awareness, Workplace Health and Safety, and inductions, are to be recorded in the Team Management sheet. This document is to be reviewed quarterly by the Health and Safety Officer and as new staff and volunteers join the team.

3. Accidents

Accidents that must be reported include incidents that may cause minor or severe injuries, or that result from negligence or inadequate safety precautions. The victims may be staff and volunteers who were injured while performing their duties, or other people who were on company premises or in company vehicles.

Accidents must be reported promptly to expedite the investigation and increase the likelihood of key findings. The sooner the cause or details of the accident are identified, the sooner Mosaic LGBT+ Young Persons’ Trust can implement preventive measures.

3.1. What should be reported under this policy?

Mosaic LGBT+ Young Persons’ Trust requires staff and volunteers to report all accidents to the Health and Safety Officer, no matter how minor. Accidents involving very minor injuries, such as small cuts or bruises that would not usually require any action on the company's part (e.g., a broken drinking glass), do not have to be reported (although staff and volunteers may report them if they wish). On the other hand, accidents that involve (or could have involved) more severe injuries and require investigation and action from Mosaic LGBT+ Young Persons’ Trust must be dutifully reported. Staff and volunteers are obliged to report any of the following:

Fatalities
Damage to the head, skull and face
Damage to any of the senses (e.g. partial or complete loss of hearing, sight, etc.)
Incapacitation or dislocation of limbs that hinder functionality and movement (including paralysis and amputation)
Damage to the skin (e.g. extensive burns, bruises or cuts)
Blows or injuries to the spine, back and ribs
Harm to the nervous system or loss of consciousness through electrocution, hypothermia, etc.
Poisoning
Contamination from hazardous substances or transmission of diseases
Any other injury that requires hospitalisation or medical care

Especially when a member of staff or a volunteer needs medical care, the accident must be reported immediately.

Staff or volunteers are also required to report occurrences that may not have involved injuries or victims but could be dangerous if repeated. These include, but are not limited to:

Explosions
Slippery surfaces
Water or gas leaks
Inadequate insulation of circuits
Collapses of walls, ceilings, etc.
Breaking of window glass or frames

3.2. Procedure

When a member of staff or volunteer witnesses or is involved in an incident, they must report it to the Health and Safety Officer within one week. If a member of staff or volunteer anticipates an accident due to perceived negligence or inadequate safety, they must notify the Health and Safety Officer as soon as possible so the accident can be prevented.

Depending on the incident, official forms may have to be completed and submitted.

The accident and any sustained injuries must be reported in the Accident and Injury Reporting Form.

The Health and Safety Officer must initiate an investigation or request one from the authorities, if appropriate. Further information on required reporting is available from the Health and Safety Executive.

The member of staff or volunteer who reported the accident must cooperate if called in for questioning and provide the necessary details. As a general rule, the member of staff or volunteer must provide information in the incident report as accurately as possible on the following:

The place of the accident
The date and time of the accident
The people involved or injured
Their position or involvement in the accident
Their actions immediately after the accident
To capture any actions needed to follow up the report

Near misses should be discussed with the line manager and recorded in the debriefing form. All near misses must be actioned immediately to make sure that the incident doesn’t occur. If the purchase of equipment is needed, make sure the Executive Director has been forwarded the acquisition request by email to: lukasz.konieczka@mosaictrust.org.uk. Any consequences from the delay will be the responsibility of the person who has delayed the report.

3.3. Disciplinary Consequences

Mosaic LGBT+ Young Persons’ Trust places great importance on this policy. All staff and volunteers are obliged to comply. Any staff member or volunteer who is discovered to have been aware of a serious accident and failed to report it will face appropriate disciplinary consequences. When staff or volunteers are involved in an accident, they must report it immediately to minimise legal repercussions.

4. COVID-19

Separate procedures for supporting trustees, volunteers, children, and young people in managing the risks posed by COVID-19 are set out in an appendix and must be followed throughout the pandemic. Please refer to the staff handbook for procedures relating to staff.

5. New Staff and Volunteers

All new staff and volunteers are to be inducted by a Safeguarding Lead. Said induction will include, but is not limited to:

A walkthrough tour of Hpod, highlighting the egress points, evacuation procedures, fire extinguishers and first aid kits
An outline of that individual’s responsibilities and those of the Safeguarding Lead, as well as the Health and Safety Officer
The provision of access to all relevant policies pertaining to the responsibilities of that individual

6. Housekeeping

6.1. Maintenance

Maintaining buildings and equipment may be the most essential element of good housekeeping. Maintenance involves keeping buildings, equipment and machinery in safe, efficient working order and in good repair. It includes maintaining sanitary facilities and regularly painting and cleaning walls. Broken windows, damaged doors, defective plumbing, and damaged floor surfaces can make a facility look neglected; these conditions can lead to incidents and affect service practices. It is essential to replace or repair broken or damaged items as quickly as possible. A good maintenance program provides for the inspection, maintenance, upkeep and repair of tools, equipment, machines and processes.

6.2. Dust and Dirt Removal

Enclosures and exhaust ventilation systems may fail to collect dust, dirt and chips adequately. Vacuum cleaners are suitable for removing light dust and dirt that is not otherwise hazardous. Industrial models have special fittings for cleaning walls, ceilings, ledges, machinery, and other hard-to-reach places where dust and dirt may accumulate.

Dampening (wetting) floors or using sweeping compounds before sweeping reduces the amount of airborne dust. The dust and grime that collect in places like shelves, piping, conduits, light fixtures, reflectors, windows, cupboards and lockers may require manual cleaning.

6.3. Surfaces

Floors: Poor floor conditions are a leading cause of incidents, so cleaning up spills of oil and other liquids immediately is essential. Allowing chips, shavings and dust to accumulate can also cause incidents. Trapping chips, shavings, and dust before they reach the floor, or cleaning them up regularly, can prevent their accumulation. Areas that cannot be cleaned continuously, such as entrance ways, should have anti-slip flooring. Keeping floors in good order also means replacing any worn, ripped, or damaged flooring that poses a tripping hazard. Ensure that floors are cleared of trailing cables to reduce the risk of accidents and injuries.

Walls: Light-coloured walls reflect light while dirty or dark-coloured walls absorb light. Contrasting colours warn of physical hazards and mark obstructions such as pillars. Paint can highlight railings, guards and other safety equipment, but should never be used as a substitute for guarding. The program should outline the regulations and standards for colours.

6.4. Maintain Light Fixtures

Dirty light fixtures reduce the amount of essential light. Clean light fixtures can significantly improve lighting efficiency.

6.5. Spill Control

The best way to control spills is to stop them before they happen. Regularly cleaning and maintaining machines and equipment is one way. Another is to use drip pans and guards where possible spills might occur. When spills do occur, it is important to clean them up immediately. Absorbent materials are useful for wiping up greasy, oily or other liquid spills. Used absorbents must be disposed of properly and safely.

6.6. Waste Disposal

The regular collection, grading and sorting of waste contribute to good housekeeping practices. It also makes it possible to separate recyclable materials from those sent to waste disposal facilities.

Allowing material to build up on the floor wastes time and energy because additional time is required to clean it up. Placing scrap containers near where the waste is produced encourages orderly waste disposal and makes collection easier. All waste receptacles should be clearly labelled (e.g., recyclable glass, plastic, scrap metal, etc.).

6.7. Storage

Good organisation of stored materials is essential for overcoming material storage problems, whether temporary or permanent. There will also be fewer strain injuries if handling is reduced, especially when less manual material handling is required. The location of the stockpiles should not interfere with duties, but they should still be readily available when required. Stored materials should allow at least one metre (or about three feet) of clear space under sprinkler heads.

Stacking cartons and drums on a firm foundation and cross-tying them, where necessary, reduces the chance of their movement. Stored materials should not obstruct aisles, stairs, exits, fire equipment, emergency eyewash fountains, emergency showers, or first aid stations. All storage areas should be clearly marked.

Flammable, combustible, toxic, and other hazardous materials should be stored in approved containers in designated areas appropriate to the hazards they pose. Storage of materials should meet all requirements specified in the fire codes and the regulations of environmental and occupational health and safety agencies in your jurisdiction.

6.8. Personal Protective Equipment at Work PPE

Personal Protective Equipment at Work Regulations 1992, as amended in 2022

PPER 1992 defines personal protective equipment (PPE) as 'all equipment (including clothing affording protection against the weather) which is intended to be worn or held by a person at work and which protects him against one or more risks to his health or safety, and any addition or accessory designed to meet that objective', and requires employers to provide suitable PPE to any employees who may be exposed to health and safety risks while at work.

When determining whether PPE is required, an employer should use a risk assessment to identify the risks present in the workplace and the hierarchy of control to assess which measures are required to control these risks:

Elimination: removing a hazard completely.
Substitution: replacing the hazard with something that poses a lower risk.
Engineering controls involve isolating people from the hazard.
Safe systems of work - This involves changing the way people work to prevent them from coming into contact with the hazard.
PPE - This involves providing workers with personal protective equipment.
As this hierarchy shows, providing PPE is the least effective control measure and should always be used when no better alternative is available.
If personal protective equipment is required, PPER 1992 requires an employer to:
Provide it free of charge.
Ensure that it is suitable and compatible.
Maintain it.
Store it correctly.
Ensure that it is used properly.
Provide appropriate information, instruction and training on how to use it.

What does the 2022 amendment change?

The 2022 amendment to the Personal Protective Equipment at Work Regulations 1992 does not make any significant changes to employers' responsibilities to provide suitable PPE.

However, the 1992 regulations only required employers to provide PPE for limb (a) workers, but this has been expanded by the 2022 amendment to incorporate limb (b) workers too.

What are limb (a) and limb (b) workers?

Limb (a) workers are those with a contract of employment that provides them with regular hours and a guaranteed wage. Under PPER 1992, they must be provided with any necessary personal protective equipment to protect them from hazards they may encounter at work.

Limb (b) workers are those who work under a casual contract, such as those on zero-hours contracts or working as part of the 'gig economy', who have fewer employment rights than limb (a) workers. For example, limb (b) workers are those who:

After 1 month of continuous service, you receive holiday pay but not other employment rights such as the right to a minimum period of statutory notice.
Have a contract or other arrangement to do work or services personally, and cannot freely subcontract this work to others.
Only carry out work when they wish to, but are not self-employed or responsible for advertising their services to customers directly.

It is important to note that self-employed workers are not considered to be limb (b) workers and, under PPER 1992, are responsible for providing their own personal protective equipment where required.

7. Risk Assessment

7.1. Responsibility

It is the responsibility of the Health and Safety Officer to carry out risk assessments for all Mosaic activities, regardless of where they occur, in consultation with the Safeguarding Lead, the Frontline and Safeguarding Subcommittee, and other parties as relevant to the activity. All risk assessments are carried out by at least two persons (including the person supervising the activity), and records are kept by the Health and Safety Officer and are regularly reviewed and updated.

7.2. Scope of Assessment

All Mosaic LGBT+ Young Persons' Trust’s activities are individually assessed for risk to ensure that all necessary measures are put in place to safeguard staff, volunteers, young persons, and members of the public.

7.3. Record Keeping

Risk assessments are to be filed in the Health and Safety Overview sheet. This document includes a template risk assessment and the methodology used by Mosaic LGBT+ Young Persons' Trust to undertake said assessments.

8. First Aid

All face-to-face sessions for young persons will have at least 1 first-aid-trained staff member or volunteer on site at all times during the activity or session.

The Health and Safety Officer is responsible for maintaining a record of staff and volunteers who are first-aid trained.

The Health and Safety Officer is to check and restock the first aid kit as needed each month.

A first aid kit is kept on site wherever Mosaic LGBT+ Young Persons’ Trust is the responsible party and an activity is taking place.

9. Fire Safety

The Health and Safety Officer also acts as the lead Fire Warden.
The Fire Warden is responsible for scheduling and conducting an annual fire evacuation drill.
Hpod is equipped with a fire alarm system that is maintained and checked by the Health and Safety Officer.
Hpod is equipped with fire extinguishers. It is the responsibility of the Health and Safety Officer.
The emergency evacuation route is clearly marked in the building. Signage is the responsibility of the Health and Safety Officer.
The emergency evacuation route is clearly marked on evacuation maps in each room of Hpod. These maps include the location of the emergency assembly point.
10. Fire and Evacuation
The Health and Safety Officer is responsible for ensuring that the fire risk assessment is completed and that any action points are carried out.
All Persons should, upon arrival, log their attendance on the premises in the Attendance Log located in a clearly designated area of the site.
Escape routes are checked by the Health and Safety Officer every 6 months.
Fire extinguishers are checked by the Fire Safety Officer every 6 months, and the results are recorded in the Health and Safety Log Book. They are serviced every year by a professional.
Alarms are tested monthly by the Fire Safety Officer, and the results are recorded in the Health and Safety Log Book.
Emergency evacuation will be tested every 3 months by the Health and Safety Officer, and the results will be recorded in the Health and Safety Log Book.
All Trustees, staff, volunteers, and mentors should routinely check escape routes during meetings or events.

11. Evacuation Procedure

If the alarm sounds:

Evacuate the building immediately by the nearest exit
Ensure any visitors leave the building
Do not put yourself at risk
Assemble in a clearly designated area adjacent to the site/premises.
Do not re-enter the building for any reason until the Fire Officer or fire brigade confirm that it is safe to do so.

If you discover a fire:

Raise the alarm by operating the break-glass switch at the nearest fire alarm call point. At H Pod, these are located in the Entrance Hall, the Main Meeting Room, the Study Room, and the Office.
Evacuate the building immediately as above.
The Senior staff member at each session or meeting should remove the Attendance Book prior to leaving the building and check attendees against this log in the assembly area.

Notes

A fire risk assessment is the same as any other risk assessment.
Escape routes, fire extinguishers and alarms must be checked by the health and safety officer.

12. Medications and Allergies

Please refer to Mosaic’s Procedures for the use and management of Medications 2023. Staff, volunteers, mentors and young persons should not bring medication to Trust meetings, activities or events unless they may require that medication in an emergency, e.g. for asthma or epilepsy. In this case, they should inform the relevant senior staff member or Trust representative of the medication's presence and any necessary precautions. Staff or mentors should not administer prescribed or non-prescribed medication, including painkillers such as paracetamol, unless they are qualified to do so and have agreed in advance and in writing with the young person or a carer of children under 18 years.

Before a relevant activity commences, young people aged over 18 years or carers of children under 18 years should inform the senior staff member of any allergies that could affect a child or young person and advise staff on what to do should an allergic reaction occur. If in doubt, please contact 111 or in an emergency, contact 999

13. Insurance

The organisation has appropriate insurance for its needs. This is:

Public Liability Insurance with Anvar policy number:

ACY 2436223 renewal 10th March 2027

Employer Liability Insurance with Anvar policy number:

ACY 2436223 renewal 10th March 2027

14. Related Regulations, Policies and Procedures

Please also refer to the Appendices and to the following Policies and Procedures of the Trust to which this policy relates:

Safeguarding Policy
Equity, Diversity, Inclusion and Belonging Policy
Complaints Policy
Whistleblowing Policy

APPENDIX 1: COSHH

Using and storing dangerous substances

The nominated Health and Safety Officer will check whether any substances used in the Charity's work require a COSHH assessment.

The Health and Safety Officer or their representative:

will do the COSHH assessments.
will make sure that any action points from the COSHH assessments are implemented.
will make sure all Staff and volunteers are told about the COSHH assessments.
will check how to use new substances safely before buying them.

COSHH assessments will be reviewed every 6 months or when there is a change to the way we work, whichever is shorter.

Notes

Under the Control of Substances Hazardous to Health (COSHH) Regulations 1994, if hazardous substances are used at the workplace, the employer must assess the risks to health.
This refers to any substance that can harm people’s health.
This could include things you use, e.g., bleach and paint, as well as fumes, dust, or gases produced when you work.
Your assessment should consider potential adverse effects and take appropriate action, such as warning people, using hazard signs, training users, using protective equipment, improving ventilation, and using safer alternatives.
Examples of COSHH risk assessments can be found on the Health and Safety Executive website at www.hse.gov.uk/coshh/riskassess/, including an office example.

APPENDIX 2: Manual Handling

Manual handling causes over a third of all workplace injuries. These include work-related musculoskeletal disorders (MSDs) such as pain and injuries to arms, legs and joints, and repetitive strain injuries of various sorts.

The term manual handling covers a wide variety of activities, including lifting, lowering, pushing, pulling and carrying. If any of these tasks are not carried out appropriately, there is a risk of injury.

Why is dealing with manual handling important?

Manual handling injuries can have serious implications for both the employer and the injured person. They can occur almost anywhere in the workplace, and heavy manual labour, awkward postures, repetitive movements of the arms, legs, and back, or a previous/existing injury can increase the risk.

What do I have to do?

To help prevent manual handling injuries in the workplace, you should avoid such tasks as far as possible. However, when it is not possible to avoid handling a load, employers must assess the risks of the task and implement appropriate health and safety measures to prevent injury.

For any lifting activity

Always take into account:

individual capability
the nature of the load
environmental conditions
training
work organisation
If you need to lift something manually
Reduce the amount of twisting, stooping and reaching
Avoid lifting from floor level or above shoulder height, especially heavy loads
Adjust storage areas to minimise the need to carry out such movements
Consider how you can minimise carrying distances
Assess the weight to be carried and whether the worker can move the load safely or needs any help – maybe the load can be broken down to smaller, lighter components
If you need to use lifting equipment
Consider whether you can use a lifting aid, such as an electric or hand-powered hoist, or a conveyor
Think about storage as part of the delivery process – maybe heavy items could be delivered directly, or closer, to the storage area
Reduce carrying distances where possible
Good handling technique for lifting
There are some simple things to do before and during the lift/carry:
Remove obstructions from the route.
For a long lift, plan to rest the load midway on a table or bench to change grip.
Keep the load close to the waist. The load should be kept close to the body for as long as possible while lifting.
Keep the heaviest side of the load next to the body.
Adopt a stable position and make sure your feet are apart, with one leg slightly forward to maintain balance
Think before lifting/handling. Plan the lift. Can handling aids be used? Where will the load be placed? Will help be needed with the load? Remove obstructions such as discarded wrapping materials. For a long lift, consider resting the load midway on a table or bench to change grip.
Adopt a stable position. The feet should be apart with one leg slightly forward to maintain balance (alongside the load, if it is on the ground). Be prepared to move your feet during the lift to maintain your stability. Avoid tight clothing or unsuitable footwear, which may make this difficult.
Get a good hold. Where possible, the load should be held as close to the body as possible. This may be better than gripping it tightly with hands only.
Start in a good posture. At the start of the lift, slight bending of the back, hips and knees is preferable to fully flexing the back (stooping) or fully flexing the hips and knees (squatting).
Don’t flex the back any further while lifting. This can happen if the legs begin to straighten before the load is raised.
Keep the load close to the waist. Keep the load close to the body for as long as possible while lifting. Keep the heaviest side of the load next to the body. If a close approach to the load is not possible, try to slide it towards the body before attempting to lift it.
Avoid twisting the back or leaning sideways, especially while the back is bent. Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better than twisting and lifting simultaneously.
Keep the head up when handling. Look ahead, not down at the load, once it has been held securely.
Move smoothly. The load should not be jerked or snatched, as this can make it harder to keep control and can increase the risk of injury.
Don’t lift or handle more than you can easily manage. There is a difference between what people can lift and what they can safely lift. If in doubt, seek advice or get help.
Put down, then adjust. If precise positioning of the load is necessary, place it down first, then slide it into position.
See https://www.hse.gov.uk/toolbox/manual.htm

APPENDIX 3: Food Hygiene

Food supplied, sold or provided at community events, such as Mosaic Trust meetings, events or fundraisers, must comply with food law, our Environmental Policy and be safe to eat.

Allergy information

If the activity does not require registration as a food business, the Trust is not legally required to provide consumers with information about allergens in food ingredients. However, we recommend doing so as a best practice. If the Trust becomes a registered food business, it will need to comply with allergen regulations.

Food hygiene certificates

If Food is prepared regularly, it is recommended that at least one nominated member of staff complete training to obtain a Food Hygiene Certificate.

Keeping food safe

Following the 4Cs of food hygiene will help The Trust to prepare, make and store food safely. The 4Cs of food hygiene are:

cleaning
chilling
cooking
avoiding cross-contamination

Here are some general practical tips the Trust must follow when making food for large numbers of people:

prepare food in advance and freeze it, if you can, but ensure the food is properly defrosted before you use it
wash your hands regularly with soap and water, using hand sanitisers if hand washing facilities are not available
always wash fresh fruit and vegetables
keep raw and ready-to-eat foods apart
do not use food past its use-by date
always read any cooking instructions and make sure food is properly cooked before you serve it
ensure that food preparation areas are suitably cleaned and sanitised after use and wash any equipment you are using in hot soapy water
keep food out of the fridge for the shortest time possible

Chilled food

Food that needs to be chilled, such as foods containing sandwich fillings served as part of a buffet, salads, or pre-cooked pies and pastries, should be left out of the fridge for no more than 4 hours. After this time, any remaining food should be thrown away or put back in the fridge. If you put the food back in the fridge, don't let it sit at room temperature before serving it again.

Use-by dates

Use-by dates show how long the food remains safe to eat or drink. Check and follow the use-by dates of the food you serve. Food cannot be supplied in any circumstances if its use-by date has passed.

WRAP date labelling guidance provides advice on how to safely redistribute surplus food and avoid food waste.

Foods that need extra care

Some foods are more likely to cause food poisoning than others. These include:

raw milk
raw shellfish
soft cheeses
pâté
foods containing raw egg
cooked sliced meats

If these foods are served, consult the following link: https://www.gov.uk/government/publications/safer-food-better-business-for-caterers (Section in the Safer Food, Better Business Pack.)

Cakes

If homemade cakes are served at events, they should be safe to eat if:

a recipe from a reputable source is followed
the people who make them follow good food hygiene advice
the cakes are stored and transported safely

Making and transporting cakes

If you make a cake at home:

use recipes from reputable sources
always wash your hands before preparing food
make sure that surfaces, bowls, utensils, and any other equipment are clean
don't use raw eggs in anything that won't be thoroughly cooked, such as icing or mousse
keep cheesecakes and any cakes or desserts containing fresh cream in a fridge
store cakes in a clean, sealable container, away from raw food.

On the day, when you bring in cakes from home, you should:

transport cakes in a clean, sealable container
make sure that cheesecake and any cakes or desserts containing fresh cream are left out of a fridge for the shortest time possible, ideally not longer than 4 hours
when handling cakes use tongs or a cake slice

Storing cakes

You can keep cakes and baked goods with high sugar content in:

airtight containers - this will prevent mould growth through absorption of moisture from the atmosphere
a fridge - cakes will last for longer, but their quality may be affected

Any cakes with high moisture additions, such as cream added after baking, should not be left at room temperature. They must be stored chilled (in the fridge) and eaten within the use-by date of the added product.

Some types of icing, such as ganache and buttercream, can be kept out of the fridge. It’s best to store them somewhere cool and dry. Check the guidelines for storing the specific icing product you will be using.

Using jam jars

It is safe to reuse glass jam jars occasionally to supply homemade jam or chutney as long as the jars are properly washed. If jam jars are reused, they should be free of chips and cracks and sterilised before each use. Well-fitting lids will also minimise any hygiene risks to the food in the jars.

The regulations on food-contact materials, which may limit the reuse of jam jars, apply to businesses. These regulations are highly unlikely to apply to the use of jam jars for occasional community and charity food provision. If you have any concerns about reusing jam jars, contact your local authority's food safety team.

APPENDIX 4:

Smoking and restrictions on smoking on the premises used by the Trust

Staff and volunteers should actively educate and discourage all users from smoking and should themselves refrain from smoking whilst engaged in all of Mosaic’s activities. To help mitigate these risks, new smoke-free legislation was introduced in 2007 to protect individuals in public places and in the workplace, to manage the harmful effects of smoking and secondhand smoke (passive smoking):

The legislation, introduced on the 1st July 2007, now makes it illegal to smoke in all public enclosed or substantially enclosed areas and workplaces.
The ban includes smoking on vehicles which serve the public and/or are used for work purposes.
Appropriate no-smoking signs must be clearly placed in all smoke-free premises and vehicles.
Under the legislation in place, smoking in work rooms and areas are no longer permitted. All smokers must take their smoke breaks outside.
The owners/managers of any premises have to take reasonable steps to ensure that all staff and/or visitors are aware of the ban and to uphold the ban.
Smokers looking for an appropriate place to smoke may check the no-smoking signs in and around the premises to easily see which areas are restricted or ask a staff member.

APPENDIX 5: COVID-19

This section applies to volunteers, children, and young persons whilst the COVID-19 pandemic continues. Please see the staff handbook for procedures relating to employees.

1. Sick leave arrangements:

If you have cold symptoms, such as cough/sneezing/fever, or feel unwell, you should not attend any face-to-face sessions.
If you have a positive COVID-19 diagnosis, you can return to face-to-face sessions only after you’ve fully recovered, with a doctor’s note confirming your recovery.

2. Carrying out duties from home:

Where circumstances permit, you may be able to carry out duties from home.
If you are feeling ill but can continue with online responsibilities, you can request to join from home.
If you have recently returned from areas with a high number of COVID-19 cases (based on UK Gov announcements), we’ll ask you to carry out duties from home for 14 calendar days, and return to the Mosaic only if you are fully asymptomatic. You will also be asked not to come into physical contact with any staff, volunteers, or young persons during this time.
If you’ve been in close contact with someone infected with COVID-19 and are at high risk of infection, request that your duties be carried out from home. You will also be asked not to come into physical contact with any staff or volunteers during this time.
If you’re a parent and have to stay home with your children, request to perform your duties from home.
If you need to care for a family member infected with COVID-19, request that duties be performed from home. You’ll only be permitted to return to the premises 14 calendar days after your family member has fully recovered, provided that you’re asymptomatic or you have a negative test result confirming you don’t have the virus. You will also be asked not to come into physical contact with any other staff and volunteers during this time.

3. Travelling/commuting measures:

In-person meetings should be done virtually where possible, especially with non-company parties (e.g. candidate interviews and partners).
If you normally commute to our meeting place by public transportation and have no alternative, you can request to work from home as a precaution.
If you plan to travel voluntarily to a high-risk country with rising COVID-19 cases, we’ll ask you to perform your duties from home for 14 calendar days. You will also be asked not to come into physical contact with any staff or volunteers during this time.

4. General hygiene requirements:

Wash your hands after using the toilet, before eating, and after coughing or sneezing (follow the 20-second hand-washing rule).
Cough/sneeze into your sleeve, preferably into your elbow. If you use a tissue, discard it properly and clean/sanitise your hands immediately.
Open the windows regularly to ensure proper ventilation.
Avoid touching your face, especially your eyes, nose, and mouth, with your hands to prevent infection.
If you find yourself coughing or sneezing regularly, avoid close physical contact with other staff and volunteers and take extra precautions (such as requesting sick leave).

APPENDIX 6: Relevant Legislation, Codes of Practice and Guidance

Many activities are regulated by legal or other guidance that must be studied and fully considered when planning an activity or event. The following sources of information are amongst those which should be consulted if further advice and guidance is required before commencing a general, specialist or specific activity, and to inform the completion of a risk assessment of that activity:

Health and Safety Executive - see www.hse.gov.uk. Provides guidance and regulation on a wide range of general and specific activities. For Legislation, see the Health and Safety at Work Act 1974 and subsequent legislation and regulations on different trades and activities: https://www.hse.gov.uk/legislation/index.htm

Local Authority Environmental Health Department - see www.camden.gov.uk

Food regulations: www.food.gov.uk

Planning an event. The Trust may have to register with the local authority to plan an event. Please see https://www.camden.gov.uk/putting-on-event-camden?inheritRedirect=true#hyqc or the website of the local authority where the event will take place

National Youth Agency www.nya.org.uk

Sport England www.sportengland.org