Implement policies and procedures to reduce the risks of violence in the workplace

This standard is about implementing policies and procedures to reduce the risks of violence in the workplace. It includes the skills and knowledge required to make sure the measures and guidelines are in place for reducing violence at work, ensuring managers and other employees follow the procedures and are properly equipped to do so. It also covers reviewing the implementation of procedures for preventing violence at work.

This standard is for anyone responsible for the implementation of policies and procedures which deal with reducing violence at work.

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1. appoint responsible persons in charge of managing reports of potential and actual incidents of violence
2. record complaints or incidents reported by service-users, visitors and employees
3. contribute to reducing risks of violence to employees by following all appropriate preventative measures
4. contribute to maintaining employees’ safety
5. provide appropriate equipment for employees at risk of violence to summon immediate assistance
6. provide relevant training for all employees to minimise the risks of violence
7. inform employees on methods of assessing the levels of risk and managing threatening situations
8. manage incidents being reported by employees and actioned by relevant persons in accordance with organisational procedures
9. brief all employees about evacuation procedures in the event of serious incident and breakaway techniques
10. arrange opportunities to practice procedures before employees face difficult situations
11. provide appropriate support for anyone affected by violence at work
12. review the effectiveness of preventative procedures on a regular basis
13. confirm the competence and awareness of the organisation’s policy and procedures, required of those with specific responsibilities for security
14. assess the number of incidents of unacceptable behaviour by analysing records
15. identify patterns in violent incidents based on the types of responsibilities, job roles, locations and activities involved
16. collate additional details about individuals involved, triggers of violence, precautionary measure and the outcomes
17. discuss with relevant employees how the risks of violence at work are being managed
18. monitor the outcomes of relevant training and assess any further training needs
19. record the outcomes of the review and amend policies and procedures
20. carry out consultations with employees and get their approval on policies and procedures
21. communicate changes to policies and procedures to all employees

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1. the procedures for safeguarding confidentiality in accordance with data protection regulation
2. your legal duties for ensuring your and other employees’ well-being, safety and health in the workplace
3. the channels of communication within your organisation
4. the relevant procedures for reporting injuries, diseases, near misses and dangerous occurrences
5. the job roles and responsibilities of all employees you are responsible for
6. the rights of individuals and how these rights may be affected in violent situations
7. the training requirements for employees
8. the circumstances when physical intervention is necessary
9. the responsible officers for recording potential and actual incidents of violence at work
10. the procedures for processing comments, compliments and complaints for service-users, visitors and workers
11. the types of precautionary measures and communication equipment to be utilised by employees who are at immediate risk of violence
12. the levels of support and advice for those affected by violence at work
13. how to carry out a detailed review of policies and procedures
14. the competence requirements for security and an assessment of risk levels
15. the responsibilities of employees at most risk and the impact of the procedures on carrying out their duties
16. the importance of checking policies and procedures are fit for purpose and compliant with relevant legislation
17. when it is appropriate to alter the policies and procedures in accordance with employees’ requirements
18. the methods of ensuring full compliance with the amendments
19. the relevant legislation for health and safety at work
20. the rules and etiquette of social media and online methods of communication
21. the legal responsibilities and your organisation’s policy and procedures

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Aggressive behaviour
Any behaviour or actions aimed at harming a person or damaging physical property.

Aggressive communication
A style of communication in which individuals express their feelings and opinions and advocate for their needs in a way that violates the rights of others.

Conflict
A state of opposition and disagreement between two or more people or groups of people, which is sometimes characterised by verbal abuse, threatening behaviour or physical violence.

Conflict Management
The practice of identifying and handling conflict in a sensible, fair, and efficient manner. Conflict management requires such skills as effective communicating, problem solving, and negotiating with a focus on common interests and safeguarding all concerned.

Dynamic Risk Assessment
This is a continuous assessment of the risks faced in a situation as it unfolds to ensure the safest and most effective response is being employed.

Equipment
These could include equipment such as pagers, mobile phones, walkie-talkies, panic buttons, public address systems, etc.

Evaluation
The process of determining whether an item or activity meets specified criteria.
It can include comparing the adequacy of policies and procedures with current practice or professional standards to manage work-related violence.

Generic Risk Assessment
It is:

• an examination of the work and workplace activities to identify what could cause harm to people (a hazard); and
• an assessment of the chance, high or low, that somebody could be harmed by the hazards identified, together with an indication of how serious the harm could be (the risk).

On the basis of this assessment a decision is made as to what prevention or control measures should be taken to prevent the possibility of harm.

Physical Intervention
This should include personal safety techniques to reduce the impact of hazardous behaviours, protective stances, disengagement and breakaway techniques” (when responding to physically threatening behaviours or defending oneself or another) or “restraint techniques” (when physically restricting a person’s movement).

Positive Working Environment and Culture
A working environment and culture which does not tolerate any violent behaviour.

Procedures
A series of steps following in a regular definite order that implements a policy.

Precautionary Measures
These could include: protective barriers, protective clothing, security responses, working in pairs or teams instead of lone working, etc.

Responsible Person
A person named in the organisation’s procedures as having responsibility for incidents of violence at work.

Risk
A risk is the likelihood of potential harm from that hazard being realised.
The extent of the risk depends on:

• the likelihood of that harm occurring;
• the potential severity of that harm, i.e. of any resultant injury or adverse health effect; and
• the population which might be affected by the hazard, i.e. the number of people who might be exposed.

Source: HSE “Management of health and safety at work –Approved Code of Practice & Guidance”.

Safe Working Practices
Established safe methods of carrying out activities, procedures or techniques used in carrying out your job or work activities to deliver a service with levels of quality and efficiency required by the organisation.

Service Users
Examples are: school students, patients, clients, passengers, customers, detainees, the public, parents, volunteers and carers.

Triggers of Violence
Factors that might cause violence to occur. They can be categorised in four different types:

• temporary personal factors for example, the service-user being uncomfortable from a lack of food, warmth, light, or presenting challenging behaviour whilst under the influence of drink or drugs, or
• persistent personal factors such as deteriorating mental health, having a difficulty or disability, which prevents normal communication, movement or behaviour, or
• temporary environmental factors such as a hot, noisy, crowded room, poor work dynamics in terms of furniture layout, etc., or
• persistent environmental factors such as too much being expected of the service-user, or the quality of the service offered consistently failing to meet the required standards of the user.

Work-related Violence
The Health and Safety Executive’s definition of work-related violence is: “Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work‟.

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ACAS https://www.acas.org.uk/
Equality and Human Rights Commission http://www.equalityhumanrights.com/
Institute of Conflict Management https://instituteofconflict.management/
The Health and Safety Executive (HSE) http://www.hse.gov.uk/
Trade Union Congress http://www.tuc.org.uk/
Victim Support www.victimsupport.org

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1

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2030

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Current

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Original

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Instructus

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CFAPMVW5

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Managers and Senior Officials, Personnel, Training and Industrial Relations Managers , Trade Union Representatives and Professionals, Personnel and industrial relations officers

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1135

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Prevention; Management; Violence; Policy; Procedures; Risk; Work

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