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Policies & Procedures

Lone Working

2.2

1. Policy Statement 

 

Lone working environments present unique health and safety challenges. Under the Health and Safety at Work Act 1974, and the Health and Safety at Work Regulations 1999, Open Homes has a responsibility to assess and manage the risk associated with lone working. Additionally, the British Standard BS 8484:2022 provides guidance on best practices for protecting lone workers. 

 

The purpose of this policy is to establish guidelines and procedures for employees and volunteers who may be required to work alone as part of their roles. This policy aims to ensure the safety, security, and well-being of lone workers while promoting efficient and effective work practices. 

1.1 Scope 

This policy applies to all employees or volunteers who may be required to work alone, either regularly or occasionally, in the course of their work. It encompasses all work locations, including on-site, off-site and all volunteer premises. 

 

2. Responsibilities     

    2.1 Management Responsibilities 

  • Assess and identify roles that involve lone working and ensure that risk assessments are conducted as required by the management of Health and Safety at Work Regulations 1999. 

  • Implement control measures to mitigate risks associated with lone working, such as providing appropriate training, equipment, and support. 

  • Provide clear communication and guidance to lone workers regarding the lone working policy, procedures, and available resources. 

  • Monitor the well-being and safety of lone workers and address any concerns or issues promptly. 

  • Investigate and document any incidents or accidents involving lone workers and take appropriate corrective measures to prevent future occurrences. 

 

2.2 Lone Worker Responsibilities 

    All Workers 

  • Familiarise themselves with the lone working policy and procedures and comply with them at all times. 

  • Participate in any required training and seek clarification or guidance when necessary. 

  • Take responsibility for their personal well-being and security, including identifying potential risks and taking appropriate precautions. 

 

     Volunteers 

  • Report any potential hazards, security concerns, or incidents promptly to the Open Homes service. 

  • Maintain regular communication with the Open Homes services, providing updates on their location. 

 

    Staff 

  • Report any potential hazards, security concerns, or incidents promptly to an additional Open Homes staff member for support if required. 

  • Maintain regular communication with a responsible individual on Open Homes team. 

 

 Additional Guidance for Visiting Known Individuals in Shared Accommodation with Unknown Residents  

  • The default expectation for when staff meet with young people is that they should all be arranged in person and in a public setting or neutral location. An example of this is the Open Homes office, a café, or a public library.  

  • Home visits are not the preferred option and should only occur in exceptional circumstances where meeting publicly is not possible. An example of this is the young person is unwell or has mobility issues preventing travel, or the young person is in immediate crisis and requires urgent support in their home. For specific enquiries like this, ensure the Project Lead is informed and ask them for advice.  

  • Avoid entering private homes where unknown individuals are present unless it is unavoidable.  

  • If unavoidable, carry out a dynamic risk assessment before and during the visit (see 4.4).  

  • Arrange to meet in a neutral safe location (e.g. café, library, or the Open Homes office) wherever possible.  

  • For short practical tasks such as delivering groceries or assisting with bags, items must be dropped at the doorway – do not enter the home.  

 

If visiting the property is necessary: 

  • Ensure the meeting space is private but with a clear exit route. 

  • Keep personal belongings on you at all times. 

  • Position yourself near the door. 

  • Keep the meeting professional and as brief as possible.  

Report any concerns, unusual behaviours, or safeguarding risks to a manager immediately.  

 

2.3 Control Measures 

  Risk Assessment 

  • Open Homes conducts thorough risk management for all staff and volunteers detailed in the [046.11 Risk Management Policy], as required in the Management of Health and Safety at Work Regulations 1999. 

  • The organisation adheres to the British Standard BS 8484:2022 ensuring that appropriate lone worker safety measures, including monitoring and alert systems, are in place. 

 

   Staff Working in the Office or Home 

  • Each staff member should receive a health check in if alone in the office or home on any working day. 

  • Workload monitoring through task management software (such as Asana) can help prevent the increased mental health risk in lone working.   

 

  Staff Operating Off-Site 

  • Staff on work-related visits must record their location and expected return time in their personal Outlook calendar. 

  • Staff must report their arrival and departure to the office in working hours or otherwise to the on-call phone. 

  • Potential hazards, security concerns, or incidents must be promptly reported to Open Homes Nottingham. 

  • If risks escalate, an additional staff member may be assigned to accompany the lone worker.  

 

Dynamic Risk Assessment for Home Visits Involving Unknown Individuals 

If a home visit is unavoidable and unknown individuals are present: 

At the start and throughout the visit: 

  • Check who is present in the property. 

  • Identify immediate risks to personal safety or safeguarding. 

  • Consider whether to proceed, relocate, or reschedule in a neutral location. 

 

Communication: 

  • Notify your line manager before and after the visit (check-in/check-out). 

 

If risk becomes too high: 

  • Leave immediately and report the incident. 

 

Best practice during the visit: 

  • Position yourself near the door with a clear exit route. 

  • Keep personal belongings on you. 

  • Keep the meeting professional and as brief as possible. 

 

Emergency Procedures 

  • If a lone worker encounters immediate danger, they must contact emergency services (999) and notify open Homes Nottingham as soon as possible. 

  • If a lone worker fails to check in, an escalation protocol should be followed, including attempting to contact the individual and dispatching support if necessary. 

  • The organisation will use lone worker monitoring systems in line with the latest British Standard BS 8484:2022 to enhance worker safety.  

 

Appendix A – Dynamic Risk Assessment Checklist 

Before Entering:  

  • Do you know everyone who will be present? 

  • Is there an exit route? 

  • Have you told someone your location and expected time of leaving? 

On arrival: 

  • Are there any signs of aggression, intoxication, or unsafe conditions? 

  • Is the meeting space suitable (private, safe, near an exit)? 

During the visit: 

  • Are unknown individuals respecting boundaries? 

  • Is confidentiality being maintained? 

After the visit: 

  • Have you checked out with your manager? 

  • Have you recorded any safeguarding concerns? 

Updated: 27/06/203
Approved: 04/07/2023