As the Premises Manager you are responsible for making sure arrangements are in place to:

• ensure premises risk assessments are available, reviewed and appropriate control measures are implemented
• manage fire risks for the protection of employees, visitors and premises
• support the general safety of employees, volunteers, contractors and visitors
• manage the premises' security
• manage Legionella risks through regular checks of the water systems
• monitor the condition of the premises and any grounds, to ensure appropriate standards are being maintained and any faults or failures rectified

You may share the premises with other groups or organisations. Your premises may also be available for Community Lets. As Premises Manager you're responsible for ensuring arrangements are in place to make the other occupants and users aware of:

• the procedures in place for their health and safety
• their own responsibilities in ensuring those procedures can be carried out
• the need to notify you of potential changes in how they are using the premises

Each section provides guidance on what actions are required and when they should be completed:

Fire can have serious consequences including loss of human life, significant injuries and damage to property. It's important we make every effort to prevent a fire from happening in the first place. But if it does, we need to make sure systems are in place to safeguard people and minimise any damage.

You're responsible for making sure there are suitable fire safety arrangements for your premises. You will make sure systems are in place to:

• ensure an up to date fire risk assessment is available and all necessary control measures are in place
• regularly review and update the fire risk assessment and carry out any remedial actions
• ensure adequate fire fighting and safety equipment is available and fire safety signage on display
• maintain a premises plan showing important fire safety features
• maintain an emergency fire action plan
• test the emergency fire action plan and carry out any corrective actions
• regularly test the fire alarm system and check all fire fighting and safety equipment, emergency signage and escape routes
• ensure enough people know how the fire alarm system works
• provide all employees with fire safety training and information
• keep fire safety records

If you share your premises with other groups or organisations, you are responsible for ensuring arrangements are in place to:

• co-operate with other occupants and co-ordinate any activities necessary to meet their own fire safety duties
• share information regarding the fire related risks associated with your work activities

A fire in the workplace can have significant consequences. You must make sure that:

• precautions are taken to reduce the risk of a fire
• there are arrangements to protect people if a fire breaks out

A fire risk assessment will show you what needs to be in place.

You must ensure a current fire risk assessment is available for your premises. Fire Risk Assessments must be carried out in line with the Council's Fire Safety at Work Policy. Fire Risk Assessments must be recorded on the Fire Risk Assessment template and saved onto the Assure System.

You should only complete or review a fire risk assessment if you've done specific training. If you've not done this training, you should contact the Health, Safety and Wellbeing Team to arrange for a Fire Risk Assessment to be carried out or reviewed.

Your Fire Risk Assessment should take account of:

• workplace hazards that could cause or contribute to a fire starting
• workplace conditions that could enable a fire to spread
• fire detection and warning systems
• emergency evacuation arrangements and resources
• escape routes and whether they provide a safe exit from the building
• the availability and suitability of fire fighting equipment
• any individuals or groups who may need assistance to reach a place of safety during an emergency
• information and training

Fire risk assessments should be reviewed as often as necessary. You will ensure the fire risk assessment is reviewed if:

• there has been a significant change to the premises or any areas covered in the Fire Risk Assessment
• there has been a fire related incident
• instructed by a member of the Health, Safety and Wellbeing Team
• it has been 12 months since the Fire Risk Assessment was last reviewed
• there is any reason to suspect that the Fire Risk Assessment is no longer valid

In many cases an annual review may be adequate. Changes to the premises that could trigger a review of the Fire Risk Assessment include:

• changes of room use – an office becomes a storeroom or vice versa
• new or additional flammable materials are stored or used in the workplace
• building repairs prevent or restrict use of an escape route
• heating problems requiring the use of additional temporary portable heating
• the fire alarm system breaks down
• changes in opening times or occupancy
• new plant, machinery or work processes
• concerns are raised regarding a fire issue
• someone requires assistance to evacuate the building
• an evacuation, whether planned or unplanned, suggests the current fire risk assessment may no longer be valid

Preparation is fundamental to fire safety. The Premises Plan will provide useful information about key fire safety features and help you manage fire safety arrangements for your premises.

You will ensure:

• there is a current plan of the premises showing the current layout of the premises and its grounds. It should have all the fire safety features marked like the location of fire escape routes, fire doors, fire fighting and safety equipment, fire detection equipment and utility shutoff points. An example of what a Premises Plan might look like is available (see Example Premises Plan) along with a glossary of the symbols used (see Premises Plan Symbols)
• a copy of the plan is held somewhere that's readily accessible and saved onto the Assure System
• the plan is updated following any change or alteration to the premises. The Fire Risk Assessment should also be reviewed to reflect any changes to the premises
• the plan is reviewed at least once in a 12 month period and updated as required. The Fire Risk Assessment should also be updated if this review shows there has been changes to the premises in the last 12 months that weren't previously recorded

Injury or illness can happen at any time. First aid can save lives and stop minor injuries from becoming major ones. We need to make sure immediate attention is available for anyone who is injured or taken ill on our premises.

This includes employees and anyone using or visiting Council premises.

You're responsible for ensuring that suitable first aid arrangements are in place at your premises. You will ensure systems are in place to:

• assess what first aid provision is needed. This should be recorded on the Assessment of First Aid Needs template which is available on the Premises Manager Portal
• appoint first aid personnel based on the findings of your needs assessment. Remember, the numbers you need will be affected by working patterns and other things like annual leave and sick absences. There should be enough first aid personnel appointed so first aid can be provided at any time and without delay
• notify building occupants of the names of First Aiders and how they can be contacted
• provide appropriate first aid training making sure it's refreshed at suitable intervals
• provide first aid materials, equipment and facilities based on your needs assessment, making sure they're accessible when needed
• regularly check first aid materials, equipment and facilities and replace any expired or used items
• review your first aid needs to make sure your first aid provision is still adequate; especially after any significant changes to your premises that could affect first aid arrangements

More information can be found at How to Manage First Aid Provision.