Rare Breeds Survival Trust
HEALTH AND SAFETY
INFORMATION
CODE OF PRACTICE:
SUBJECT:
Risk Assessment
DISTRIBUTION:
All Offices
FROM:
Chief Executive
DATE:
Oct 2016
04
 Please read this document and note any implications for you.
 Ensure that all staff and relevant volunteers do likewise.
 File in the office Health and Safety file, and ensure this title is in the list of
Codes of Practice on the contents page.
1.0 Risk Assessment in RBST.
The Trust is required by the Management of Health & Safety at Work Regulations (1994) and
other legislation to assess the risks arising from its work, and to identify and implement controls
to reduce those risks as far as possible.
The purpose of “Risk Assement Forms” are to demonstrate to our insurers that RBST has
taken reasonable steps to assess and mitigate the risk involved for any show, event or activity in
which the charity is involved, should the charity be the subject of a claim by a third party. The
Trustees also have a duty, as part of their responsibilities, to manage the risks to which RBST is
exposed and the assessment forms are part of this process.
The Support Groups will be responsible for keeping the records. Our insurers recommend that
they are kept for a minimum of 2 years.
The designated assessors for the forms will be the Support Group member in charge of the
particular event.
Where training is required, RBST will pay for this, although the money will where possible come
out of group funds. The same applies to fire extinguishers, and Hi-Vis vests.
Show organizers do require their own risk assessment form to be completed, which is to cover
them with their insurers; it will not protect RBST. Groups need to do our risk assessment to cover
RBST.
Health and safety is often wrongly blamed for preventing organisations from running events and
people from volunteering. Health and safety law is not a barrier to volunteering activities. Taking
a sensible, proportionate approach is the key to making sure things go smoothly and safely and
avoiding unnecessary bureaucracy.
These forms will be subject to annual review. Please let us know any suggestions.
1.1 Definitions
Hazard
Risk Level
Risk
Assessment
Precautionary
measures)
Generic Activity
(Task) Risk
Assessments
Site Risk
Assessments
Something with the potential to cause harm to people, including injuries and disease.
A measure of both the likelihood of harm resulting and its potential severity.
A careful examination of a workplace or activity to determine what reasonably
foreseeable hazards exist and what reasonably practicable precautions (precautionary
measures) are required in order to perform the activity safely.
Actions and controls that will reduce the risk level.
Assessment of the hazards and risks of an activity common across the organisation.
NB: These can be used as guidance for the Risk Assessment only.
Generic task risk assessments must be updated at least every 3 years
Assessment of the hazards and risks of being in attendance at the location
irrespective of the task being undertaken.
Site risk assessments must be updated at least every year
1.2 Requirements

A Risk Assessment RA01 must be prepared and followed for ALL activities, including
those at offices and events, even if the level of risk is slight or minor. In some cases a
generic activity risk assessment is acceptable.

Risk assessments should identify and record all significant and reasonably foreseeable
hazards of any particular activity.

Risk assessments should enable suitable precautions to be identified and prioritised. The
precautions should reduce the Risk level. Activities where the Risk cannot be reduced
below substantial or intolerable must be discussed with a senior member of staff before
they can take place.

Risk assessments should only be prepared by a person competent in the work being
assessed and except in exceptional cases, by the person responsible for the work to be
undertaken, usually the leader of the activity.

Assessments should take into account the skill, age and experience of the people
undertaking the activity. For example, a lower risk activity for a group of able-bodied
people may become a higher risk activity for those with less mobility or for a group of
children.

Assessments should also pay special attention to the needs of pregnant workers and new
mothers. In particular, if someone’s normal work is assessed as too high a risk, or can no
longer be done, then the Trust must find alternative work for them. If this is not possible,
then the person should be suspended from work, with no reduction in pay.

Risk assessments should be recorded on the form RA01 and kept for 2 years.
2.0 RBST Risk Assessment Process (flow chart)
Is there an up to date Risk
Assessment for your activity?
No
Create a new Risk Assessment. Use
standard RBST form RA01
Yes
Use up to date Risk Assessment and
refer to any relevant generic activity
(task) risk assessments (for guidance
only) to create your Risk Assessment
using RA01 form.
Refer to the Hierarchy of Control (see
section 3)
Get approved from line or staff
manager as appropriate.
Review Risk Assessment in light of
conditions on the day including the
competency of participants
Make final amendments to the Risk
Assessment
Are all the risks adequately managed?
Is it safe to proceed?
No
STOP! Can you change things to
make the activity safe?
Yes
Proceed. Inform all participants of all
significant hazards and precautionary
measure in place.
Yes
No
Monitor hazards and manage risks
throughout activity.
Record changes on Risk Assessment
File final Risk Assessment
and retain for 2 years
DO NOT PROCEED.
Refer to line manager for further
advice.
2.1 The Process
To carry out a risk assessment for an activity:

If possible, select relevant Generic activity (task) risk assessments for guidance. NB:
These do NOT constitute THE Risk Assessment.
Select the appropriate Risk Assessment. If one does not exist, create a new Risk
Assessment using the standard RBST form RA01.
Use Appendix 1. Risk Assessment checklist.

If the Risk Assessment has expired, it must be updated before any activity takes place.

Complete the Risk Assessment using the standard RBST form RA01. You can use a
generic risk assessments for guidance, but do not rely on the generic assessments alone.

Decide who is at risk – not individual names, just general groups of people, e.g. visitors,
show staff, volunteers, members of the public, etc.

For each hazard present, list the precautions or control measures, including training,
personal protective equipment, etc. that will reduce or control the risk level.

Estimate the risk level after precautions have been taken for each hazard using the
following table.
Unlikely
Likely
Very likely
Slight harm
Minor
Slight
Moderate
Harmful
Slight
Moderate
Substantial
Very harmful
Moderate
Substantial
Intolerable

For each precaution or control measure record who will implement it and when – i.e. before
and/or during the activity.

On the Leaders Checklist ensure the Group members sign in and verify that they have
understood safety advice given – tick the box!

Record what personal protective equipment (PPE) is needed (e.g. goggles, face mask, etc.)
and issued.
NB: PPE is important, but it should never be your first or only resort to managing safety.
Use the sequence described in 3.0 Hierarchy of control.
Any PPE identified as necessary for the work must be provided to Trust staff or volunteers.
Wherever possible the need for volunteers to bring their own PPE must be highlighted before the
activity starts.
Anyone not correctly using or wearing the required PPE will not be authorised to continue with
the task for which it is required.

Using the risk levels for the activity with precautions in place, decide what First Aid
provision is required. In general, activities with moderate or lower risks need at least one
person qualified to Emergency First Aid level; activities with substantial risks need at least
one person qualified to First Aid at Work level (see Code of Practice 03 for full details).
Take necessary steps to ensure this provision will be in place for the task.

Record details of where the nearest 24-hour hospital and/or doctor is (including telephone
number), the nearest telephone (or mobile with reception) and, if known in advance for a
practical activity, who will be the First Aiders.
2.2 Coping with late changes of work
If the activity changes at short notice and the completed Risk Assessment is no longer valid, an
assessment of the new hazards and risk levels must be made immediately. These must also be
recorded on the Risk Assessment form immediately. This may require work to be stopped if
adequate precautions cannot be put into place. If it is safe to proceed, all participants should be
briefed on the changes to the work, the associated hazards any new precautionary measures in
place.
2.3 Exceptions
The Trust does not require form RA01 to be completed for the following activities:



General office duties
Driving on Trust business
Site visits (Lone worker policy to be adhered to, see Cop xx)
NB: There are NO other exceptions to not using the standard RBST form RA01 for RBST
activities.
All activities must follow guidance outlined in any relevant Codes of Practice.
Any activities undertaken at RBST events must follow the precautions outlined in the relevant
Site Risk assessment.
2.4 Leaders Checklist
Task leaders should use the Leaders Checklist help ensure key information is communicated at
the relevant part of the day.
3.0 Hierarchy of control
Use the following sequence to organise your risk assessment.
3.1 REMOVE HAZARD (Removes probability)
The first question should always be to see whether the hazard can be taken out of the equation
altogether.
Example:
remove low branch over work area.
NB – there may be risks involved in removing a hazard!
3.2 REPLACE HAZARD (Reduces severity & or probability)
Next consider whether there are alternatives available which would either reduce the severity of
harm done if something went wrong or reduce the likelihood of a dangerous occurrence.
Examples:
use chemical with lower toxicity
use bow saw with hand guard rather than without
3.3 SEPARATE HAZARD (Reduces / removes probability)
Then see whether the hazard can be adequately separated from those it may harm.
Examples:
cordon off / sign area containing hazard
marshal herding zone to prevent public entering danger area
3.4 RE – ORGANISE (Reduces severity & or probability)
Think about whether work can be reorganised to reduce the risk.
Example:
reduce risk of strains by swapping roles amongst work party
wait until members of public are not present for higher risk jobs
3.5 PERSONAL PROTECTIVE EQUIPMENT (PPE) (Reduces severity only)
As a final resort, reduce the likely severity of harm by using PPE
Examples:
clothing, goggles, gloves, masks, ear defenders, hard hats etc.
4.0 Links to other Legislation
The underlying concept of assessing the hazards arising out of a work activity is now appearing
in other legislation. In particular:

Control of Substances Hazardous to Health 1994. Risks stemming from a hazardous
substance must be separately assessed. This is covered by Code of Practice 05.

Noise at Work Regulations 1989. Where noise is likely to reach 85dBA, a person’s
exposure to noise must be assessed, and suitable precautions taken. Currently little of
Trust’s work is likely to fall into this category.

Manual Handling Operations Regulations 1992. Any activity involving lifting, pushing,
pulling, carrying, etc. should be assessed separately for the associated risks. Refer to
Lifting and Carrying (COP 28).

Display Screen Equipment Regulations 1992. Where any person uses a computer for
long periods every day, an assessment of their work environment and other risks should
be made. This is covered by Code of Practice 17.

Working at Height Regulations 2005
Any specific assessments made under any of the above do not have to be repeated in the
general risk assessment process, but they must be referred to within it.
Appendix 1. Risk Assessment checklist
This checklist is designed to assist in the production of Risk Assessments using standard RBST
form RA01. For those hazards present, more specific information should be provided, e.g.
location within site and precautions required. NB: This list is not comprehensive.
1
Risk Identified
Animals
2
Uneven/unsafe surfaces
3
4
Vehicles: Cars, trucks, tractors,
quad bikes etc
Play areas
5
Water: rivers/ponds
6
Pony Rides
7
Chemicals
8
Fire
9
Contractors (marquee erectors etc)
10
11
Other tools and machinery
e.g. ladder use, strimmers, hedge
cutter, lawn mower
Allergies
12
LPG
13
Electricity
14
Manual Handling
15
Work at height
16
Lone Working
17
Potential Hazards
Biting
Collision
Disease
Tripping
Slipping
Vehicle slipping, turning over, tipping
Collision
Design issues
Safety of equipment
Drowning
Disease
Falling from horse
Kicking, biting, standing on feet,
colliding
Contact
Ingestion
Contamination
Injury/loss through inadequate
assessment and/or arrangements
Poor management leading to all
kinds of hazards caused by
contractors not heeding health and
safety obligations
Injury from tripping over, from tools,
or falling or flying objects
Allergic reactions
Anaphylactic shock
Workers risk serious, possibly fatal
injuries from escape and ignition of
LPG from tank and pipework. Risk of
injury/damage may extend off site
Risk serious, possibly fatal injuries
from a faulty electrical installation or
appliances. Also from contact with
overhead power lines when using
vehicles.
May get musculoskeletal problems,
eg back pain from handling heavy
and/or awkward objects.
Risk serious, possibly fatal, injuries if
they fall from height, eg when
cleaning exhaust fans in sheds
Falling ill, getting injured, lost and
having no one check up upon them
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
yes
no
ATTENDEES:
NAME (Print)
Signature
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Total No. Hours for group today …………….
What to do in the case of a serious accident or incident (e.g. RIDDOR reportable)
Immediate action:
1. Assess the situation – ensure you
are safe.
2. Deal with safety of others and any
casualty.
3. Contact emergency services (999
or 112).
Immediate aftermath:
1. Inform RBST HQ 024 7669 6551.
2. At weekends contact Tom Beeston 07957 357
201
3. Write notes on what has happened and take
photos if possible
4. Complete accident form and send to your line
manager.
5. Ensure next of kin contacted as appropriate
Leader’s Checklist
Welcome and what’s happening today…

Introduce yourself, welcome everyone to the site / activity, RBST (as appropriate)

Explain plans for breaks, lunch and finish time, toilets etc. (as appropriate)

Buddy up any newcomers – make sure they know who’s looking after them

Identify and inform group about your Emergency assembly point
Before we start…

Introduce day’s activity and reasons behind plan

Describe hazards and risks associated with event (i.e. livestock and disease transfer)

Identify First Aiders, location of First Aid kits, nearest house / road and mobile phone

Instruction of what to do in the case of an emergency – see below

Group members sign in and verify that they have understood safety advice given
During event…

Organise group according to competence / experience / interest as appropriate

Monitor site safety and task progress continuously throughout day

Give regular breaks or switch people around to avoid volunteers tiring

Sign up newcomers

Check - have you got emergency contact details for regular volunteers?
When we have finished…

Thank volunteers for their efforts and give details of next activity

Give feedback to Head Office on event, group and Risk Assessment
PLEASE TAKE THIS TO EVERY Event