Health and Safety Awareness
Organisation: WMI Psychiatry
Audience: Administrative staff
Level: Awareness
Version: 2.0
Clinical approval: Nominated Individual
Review date: 01 January 2027
Recommended renewal: Annually
Estimated completion time: 45–60 minutes
Assessment: 15 multiple-choice questions
Pass mark: 80% — 12 out of 15
1. Introduction
Health and safety is everyone’s responsibility.
Although administrative staff do not usually provide clinical care, they play an important part in maintaining a safe environment for patients, families, visitors and colleagues. Administrative staff may be the first people to notice a blocked exit, damaged electrical equipment, an unsafe waiting area, a distressed visitor or another situation that could cause harm.
Health and safety awareness is not about eliminating every possible risk. It is about noticing hazards, taking sensible precautions, following agreed procedures and reporting concerns promptly.
At WMI Psychiatry, administrative staff are not expected to complete specialist risk assessments, investigate incidents independently or manage situations beyond their training. Their role is to:
Recognise → Make Safe Where Possible → Report → Escalate
This module applies whether you are working:
At a WMI Psychiatry clinic location.
In hired consulting rooms.
At another organisation’s premises.
From home.
Remotely or alone.
At an evening or out-of-hours clinic.
This module should be read alongside the current WMI Psychiatry policies and procedures, including those relating to:
Fire safety.
First aid and emergency response.
Lone working.
Incident reporting.
Infection prevention and control.
Conflict resolution and de-escalation.
Business continuity.
Staff wellbeing.
Display screen equipment.
Safeguarding.
This module provides awareness training. It does not qualify staff to undertake specialist health and safety duties, provide first aid, assess clinical risk or manage emergencies independently.
2. Learning Outcomes
By the end of this module, you should be able to:
Explain your responsibilities for health and safety at work.
Recognise common hazards within an administrative and outpatient clinic environment.
Understand the difference between a hazard and a risk.
Take proportionate immediate action when a health and safety concern is identified.
Follow safe working practices when using display screen equipment and office equipment.
Respond appropriately to accidents, emergencies, aggressive behaviour and lone-working concerns.
Report accidents, incidents, hazards and near misses through the correct WMI Psychiatry procedures.
Recognise the limits of your role and escalate concerns appropriately.
Part One: Understanding Health and Safety
3. Why Health and Safety Matters
Poor health and safety practices can lead to:
Injury or illness.
Harm to patients, families, visitors or staff.
Delays or disruption to patient care.
Damage to equipment or premises.
Staff absence.
Complaints.
Regulatory action.
Financial or reputational harm.
Loss of confidence in the service.
A safe organisation is one in which staff feel able to report concerns without fear of being blamed.
Reporting a concern is not an admission of failure. It allows the organisation to act before someone is harmed.
4. Legal and Regulatory Framework
The main legislation governing workplace health and safety includes the Health and Safety at Work etc. Act 1974. Employers must take reasonably practicable steps to protect employees and other people who may be affected by their activities.
Employees must also:
Take reasonable care of their own health and safety.
Take reasonable care not to place other people at risk.
Cooperate with their employer’s health and safety arrangements.
Follow relevant policies, procedures, instructions and training.
Use equipment appropriately.
Report hazards, defects, accidents and unsafe practices.
Avoid deliberately interfering with or misusing safety equipment.
The Management of Health and Safety at Work Regulations 1999 require employers to identify hazards, consider who may be harmed, assess the level of risk and introduce appropriate controls.
As a CQC-regulated provider, WMI Psychiatry must also provide care and treatment safely. CQC Regulation 12 requires providers to assess risks, reduce avoidable harm, maintain safe premises and equipment, respond appropriately to emergencies and ensure that staff work within their competence.
CQC Regulation 18 requires staff to receive the training, support and supervision needed to carry out their duties safely.
Administrative staff are not expected to interpret legislation during day-to-day work. They are expected to follow WMI Psychiatry procedures and report anything that may compromise safety.
5. Hazard and Risk
The terms hazard and risk have different meanings.
Hazard
A hazard is something that could cause harm.
Examples include:
A wet floor.
A trailing cable.
A damaged electrical plug.
A blocked fire exit.
An aggressive visitor.
An unstable chair.
A heavy box stored on a high shelf.
Working alone without an agreed check-in procedure.
Risk
Risk describes:
How likely it is that the hazard will cause harm.
How serious that harm could be.
Who might be affected.
For example, a loose cable across a busy waiting room presents a greater risk than the same cable stored securely in a locked cupboard.
A risk assessment considers:
What could cause harm?
Who might be harmed?
How might they be harmed?
What precautions are already in place?
What further action is required?
Administrative staff should remain alert to hazards but should not complete specialist risk assessments unless this forms part of their role and they have received appropriate training.
6. Controlling Risks
Where possible, the most effective approach is to remove the hazard completely.
If this cannot be done safely, the risk should be reduced.
Examples include:
Removing a box from a walkway.
Placing a warning sign near a wet floor.
Keeping people away from unsafe equipment.
Stopping use of a damaged appliance.
Moving confidential or valuable equipment away from an unstable surface.
Contacting the building manager about a maintenance problem.
Rearranging an appointment if a room cannot be used safely.
Administrative staff should only take immediate action when it is safe and within their competence.
For example, it may be reasonable to move a lightweight box out of a walkway. It would not be reasonable to attempt to repair an electrical socket, clean an unknown chemical spill or confront an aggressive person alone.
If you cannot make the situation safe:
Keep people away from the hazard where possible.
Warn anyone who may be affected.
Report it promptly.
Escalate if it is urgent or remains unresolved.
Record it through the appropriate system.
Part Two: Common Workplace Hazards
7. Slips, Trips and Falls
Slips and trips are among the most common causes of workplace injury.
Common causes include:
Wet or contaminated floors.
Uneven flooring.
Loose mats.
Trailing cables.
Bags or boxes left in walkways.
Poor lighting.
Open drawers.
Damaged stairs or handrails.
Cluttered entrances and exits.
Ice or water near an external entrance.
Safe practice
Administrative staff should:
Keep walkways and exits clear.
Close drawers and cupboards after use.
Store bags, parcels and boxes safely.
Report damaged flooring or poor lighting.
Place a warning sign near a wet floor when one is available.
Arrange for spills to be cleaned promptly.
Avoid running inside the building.
Use handrails on stairs.
Wear footwear suitable for the working environment.
Do not leave a hazard unattended if someone could be harmed. If you cannot remove it, warn others and seek assistance.
Scenario
You notice water on the floor near the clinic entrance.
The correct response is to:
Prevent people from walking through the area where possible.
Display a warning sign if one is available.
Notify reception, facilities staff or the building manager.
Report the hazard to the appropriate WMI Psychiatry manager.
Record an incident if someone has slipped, fallen or nearly fallen.
Simply assuming that someone else will notice is not sufficient.
8. Fire Safety
All staff must be familiar with the fire arrangements for every building in which they work.
Arrangements may differ between locations. On arrival at an unfamiliar or hired venue, you should identify:
The nearest fire exit.
An alternative escape route.
The location of the assembly point.
How the fire alarm is raised.
Who to contact at the premises.
Any relevant arrangements for people who may need assistance.
If you discover a fire
Follow the building’s fire procedure. This will usually involve:
Raising the alarm.
Calling 999 where required.
Leaving by the nearest safe exit.
Directing others to leave where it is safe to do so.
Going to the designated assembly point.
Not using a lift unless the building procedure specifically permits it.
Not returning to the building until authorised.
Do not place yourself at risk by trying to fight a fire.
Only use firefighting equipment if you have received appropriate training, it is safe to do so and your escape route remains clear.
Keeping escape routes safe
Never:
Block a fire exit.
Prop open a fire door unless it has an approved automatic release mechanism.
Store boxes in escape routes.
Cover fire safety signs.
Move or misuse firefighting equipment.
Ignore a fire alarm.
All fire alarm activations must be treated as genuine unless the responsible person for the premises confirms otherwise.
9. Electrical Safety
Electrical hazards may cause electric shock, burns or fire.
Warning signs include:
Frayed or exposed wires.
Cracked plugs or sockets.
Scorch marks.
Sparks.
A burning smell.
Equipment repeatedly cutting out.
Loose electrical connections.
Liquids close to electrical equipment.
Extension leads that are overloaded or daisy-chained.
Safe practice
Administrative staff should:
Check equipment visually before use.
Use equipment only for its intended purpose.
Keep liquids away from electrical equipment.
Avoid overloading sockets.
Switch off and report equipment that appears unsafe.
Follow manufacturer instructions.
Use authorised equipment and chargers.
Report damaged plugs, sockets or cables.
Do not:
Attempt electrical repairs.
Continue using equipment because it “still works”.
Touch damaged equipment if it is sparking, smoking or wet.
Bring unapproved electrical equipment into the workplace.
Connect multiple extension leads together.
If equipment appears unsafe, stop using it, disconnect it only if safe to do so, prevent others from using it and report it.
10. Display Screen Equipment
Administrative staff may spend significant periods using computers, laptops, tablets or other display screen equipment.
Poor workstation setup may contribute to:
Neck or shoulder discomfort.
Back pain.
Wrist or hand pain.
Headaches.
Eyestrain.
Fatigue.
Workers who regularly use display screen equipment for continuous periods may require a workstation assessment.
Setting up your workstation
Where possible:
Sit with your back supported.
Keep your shoulders relaxed.
Keep your forearms approximately horizontal.
Keep your feet supported on the floor or a footrest.
Position the screen directly in front of you.
Keep the top of the screen approximately level with your eyes.
Position the keyboard and mouse so that they can be used comfortably.
Reduce glare and reflections.
Keep frequently used items within easy reach.
Use a separate keyboard and mouse when using a laptop for prolonged work, where available.
Breaks and changes of activity
Long periods of uninterrupted screen work should be avoided.
Short, frequent changes of activity are generally more helpful than waiting until discomfort has developed. This might include:
Standing briefly.
Stretching.
Making a telephone call away from the screen.
Completing a different administrative task.
Resting the eyes by looking into the distance.
Report persistent discomfort, headaches, visual symptoms or workstation difficulties to your manager. Do not wait for symptoms to become severe.
The same principles apply when working from home or hot-desking.
11. Manual Handling
Manual handling includes lifting, lowering, carrying, pushing or moving an object.
Administrative staff may encounter manual-handling risks when moving:
Boxes of records or supplies.
Office furniture.
Deliveries.
Equipment.
Paper or stationery.
Before moving an item, consider:
Is it necessary to move it?
Is it too heavy or awkward?
Can the contents be divided into smaller loads?
Is assistance or equipment available?
Is the route clear?
Is there a safe place to put it down?
Safe practice
Avoid moving heavy or unstable items alone.
Ask for help when needed.
Keep the load close to your body.
Avoid twisting while carrying.
Move smoothly rather than suddenly.
Make sure you can see where you are going.
Do not lift an item if you are unsure whether it is safe.
Do not stand on chairs, desks or unstable furniture to reach high shelves.
Manual-handling injuries can occur even when an object does not appear especially heavy. Report pain or injury promptly.
12. Safe Use of Office Equipment
Office equipment may include:
Printers and shredders.
Paper cutters.
Laminators.
Filing cabinets.
Kettles and kitchen equipment.
Portable heaters.
Chairs and desks.
Staff should:
Follow operating instructions.
Keep guards and safety features in place.
Keep fingers, loose clothing and jewellery away from moving parts.
Switch equipment off before clearing a blockage unless instructions specify otherwise.
Report defects.
Keep filing cabinets stable and avoid opening several heavy drawers at once.
Store heavy items at a safe height.
Use only equipment approved for the workplace.
Do not attempt to repair unfamiliar equipment.
13. Substances and Spillages
Some workplace substances may cause irritation, allergic reactions, burns or breathing difficulties. These may include cleaning products, printer substances or chemicals used by facilities staff.
Administrative staff should:
Use products only as directed.
Keep products in their original labelled containers.
Never mix cleaning products.
Store products securely.
Follow any Control of Substances Hazardous to Health instructions.
Report leaks, damaged containers or unidentified substances.
Do not clean an unknown substance or bodily-fluid spillage unless you have received the appropriate training and equipment.
Keep other people away and contact the responsible person for the premises.
14. Infection Prevention and Control
Administrative staff can help reduce the spread of infection by:
Washing or sanitising their hands appropriately.
Covering coughs and sneezes.
Disposing of tissues promptly.
Keeping shared equipment and work areas clean.
Following clinic cleaning arrangements.
Avoiding sharing personal items.
Following current guidance about attending work when unwell.
Reporting infection-control concerns.
Frequently touched items may include:
Door handles.
Telephones.
Keyboards.
Touchscreens.
Reception counters.
Pens.
Payment devices.
Administrative staff should not handle used sharps, clinical waste or bodily fluids without specific training and appropriate equipment.
If a sharp object is found:
Do not pick it up by hand.
Keep other people away.
Contact the responsible person for the premises.
Notify the Registered Manager or Nominated Individual.
Record the incident through the appropriate system.
Part Three: Personal Safety and Emergencies
15. First Aid and Medical Emergencies
WMI Psychiatry must have appropriate arrangements for responding to emergencies. These arrangements may vary between locations.
You should know:
How to call for assistance.
How to contact emergency services.
Who the appointed first-aid person is, where applicable.
Where the first-aid kit is kept.
Where an automated external defibrillator is located, where available.
How to direct emergency services to the building.
If someone becomes seriously unwell
Assess whether it is safe to approach.
Call 999 for an immediate or life-threatening emergency.
Alert the designated first aider or responsible person.
Follow instructions given by the emergency call handler.
Do not provide treatment beyond your competence.
Maintain the person’s privacy and dignity where possible.
Arrange for emergency services to be met and directed to the person.
Notify the Registered Manager or Nominated Individual.
Record the incident as soon as practicable.
Do not delay calling 999 while trying to contact a manager.
Examples of a possible emergency include:
A person who is unconscious or not breathing normally.
Severe difficulty breathing.
Suspected stroke.
Severe chest pain.
A serious injury.
A seizure lasting longer than expected or repeated seizures without recovery.
Severe bleeding.
A person at immediate risk of serious harm.
Administrative staff should not diagnose the cause of someone’s symptoms.
16. Violence, Aggression and Threatening Behaviour
Administrative staff may be the first point of contact for someone who is distressed, angry or frustrated.
Warning signs may include:
Raised voice.
Pacing.
Threatening language.
Aggressive gestures.
Invading personal space.
Damage to property.
Refusal to follow reasonable safety instructions.
Threats towards staff or other people.
Safe response
Remain calm.
Use a clear and respectful tone.
Maintain a safe distance.
Avoid blocking the person’s exit.
Keep yourself near a safe exit where possible.
Do not argue or make threats.
Do not attempt physical intervention.
Seek help early.
End the interaction if it is unsafe to continue.
Call 999 if there is an immediate threat of violence or serious harm.
The safety of staff and others takes priority over continuing an administrative conversation.
Threats, abuse and aggressive incidents should be reported even if no physical injury occurs.
Follow the WMI Psychiatry Conflict Resolution and De-escalation procedures.
17. Lone Working
Lone working includes working without another colleague immediately available. It may occur:
At home.
In the clinic before or after other staff arrive.
During evening clinics.
In hired premises.
When meeting a visitor without another colleague nearby.
When travelling for work.
Lone working does not automatically mean that work is unsafe, but additional precautions may be needed.
These may include:
Confirming who is working and where.
Following agreed check-in and check-out arrangements.
Keeping a charged telephone available.
Knowing how to summon help.
Checking access and exit arrangements.
Avoiding tasks that require another person.
Not meeting a person alone when a known risk has been identified.
Reporting missed check-ins or concerns promptly.
Do not assume that the building reception team knows you are present, particularly during evening or out-of-hours work.
If you feel unsafe:
Move to a safer location.
Contact a colleague or manager.
End the appointment or interaction if necessary.
Contact the building’s responsible person.
Call 999 if there is an immediate threat.
18. Home and Remote Working
Health and safety responsibilities continue when working from home.
Remote workers should:
Maintain a suitable workstation.
Keep electrical equipment safe.
Keep work areas free from trip hazards.
Take reasonable breaks.
Protect confidential information.
Keep emergency contact arrangements available.
Report work-related pain, illness, accidents or near misses.
Maintain appropriate boundaries around working hours.
Raise concerns about workload, isolation or wellbeing.
Any injury arising from work activity should be reported, even if it occurs at home.
19. Work-Related Stress and Wellbeing
Health and safety includes psychological as well as physical health.
Work-related stress may be associated with:
Excessive or conflicting demands.
Limited control over work.
Unclear responsibilities.
Difficult working relationships.
Inadequate support.
Organisational change.
Exposure to distressing or aggressive interactions.
Lone or isolated working.
Possible signs include:
Difficulty concentrating.
Irritability.
Changes in sleep.
Feeling overwhelmed.
Increased errors.
Physical tension or headaches.
Withdrawal from colleagues.
Persistent anxiety about work.
Staff should raise concerns early with their line manager, the Registered Manager or the Nominated Individual.
Seeking support should not be viewed as weakness. Early discussion allows adjustments or support to be considered before difficulties worsen.
20. Patients, Children and Visitors
Patients and visitors may be unfamiliar with the building and its risks.
Administrative staff should:
Provide clear directions.
Keep waiting areas free from hazards.
Avoid leaving dangerous objects within reach.
Consider the needs of children and vulnerable people.
Report damaged furniture or equipment.
Maintain clear access to exits.
Explain emergency procedures when required.
Seek assistance if someone appears unwell, confused or unsafe.
Parents and carers remain responsible for supervising accompanying children unless another arrangement has been explicitly agreed.
Administrative staff should not provide unsupervised childcare.
Reasonable adjustments may be needed for people with disabilities, sensory differences, mobility difficulties or communication needs. Any concerns about whether a person can access or leave the premises safely should be escalated.
21. Contractors, Deliveries and Unfamiliar People
Do not allow an unfamiliar person unrestricted access to clinic areas simply because they state that they are a contractor or delivery driver.
Follow the building’s access arrangements.
Where appropriate:
Confirm the person’s identity.
Confirm who they are visiting.
Contact the relevant staff member.
Do not share access codes or keys without authorisation.
Supervise access where required.
Report suspicious or unsafe behaviour.
Do not attempt to physically prevent someone from entering or leaving if doing so would place you at risk.
Part Four: Reporting and Escalation
22. Accidents, Incidents, Hazards and Near Misses
Accident
An unplanned event that causes injury or illness.
Incident
An event that caused harm, disruption or a safety concern. This may include threatening behaviour or property damage.
Hazard
Something with the potential to cause harm.
Near miss
An event that could have caused harm but did not on that occasion.
For example:
A person trips over a cable but is not injured.
A heavy item falls from a shelf but misses someone.
A fire exit is found blocked before an emergency.
A person becomes aggressive but leaves before anyone is harmed.
Near misses should be reported. They provide an opportunity to prevent a future incident.
23. What to Do Following an Incident
The immediate priorities are:
Protect life and prevent further harm.
Call emergency services where required.
Seek first-aid or other appropriate assistance.
Keep people away from any continuing hazard.
Inform the relevant manager.
Preserve relevant information or evidence where safe.
Complete an incident report as soon as practicable.
Reports should be:
Factual.
Clear.
Accurate.
Completed promptly.
Limited to what was seen, heard or done.
Free from blame, assumptions or speculation.
Record:
The date, time and location.
Who was present.
What happened.
Any injury or immediate effect.
What action was taken.
Who was informed.
Whether emergency services attended.
Any continuing risk.
Do not include unnecessary confidential information.
24. External Reporting and RIDDOR
Some serious workplace incidents must be reported to the Health and Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, commonly known as RIDDOR.
Administrative staff are not responsible for deciding whether an event is reportable under RIDDOR unless they have been specifically authorised and trained to do so.
Your responsibility is to:
Report the event internally without delay.
Provide accurate information.
Preserve relevant records.
Cooperate with any review or investigation.
The Registered Manager, Nominated Individual or another authorised person will decide whether external reporting is required.
Do not make an external regulatory notification without authority unless there is an overriding legal obligation or immediate emergency.
25. Raising Concerns
Report health and safety concerns to:
Registered Manager: Caroline Lawrence
Nominated Individual: Dr James Glass
Building-related concerns should also be reported to the responsible reception, facilities team or building manager where appropriate.
Use the normal WMI Psychiatry Incident Reporting System for accidents, incidents and near misses.
If the concern is urgent and the usual contact is unavailable, escalate to the other senior contact.
If there is an immediate threat to life or serious safety:
Call 999 first.
Do not delay emergency action while waiting for management approval.
26. Working Within Your Competence
Administrative staff should not:
Diagnose an illness or injury.
Provide clinical advice.
Carry out repairs.
investigate serious incidents independently.
Physically restrain someone.
Clean hazardous spillages without training.
Handle sharps or clinical waste without training.
Use specialist equipment without authorisation.
Carry out an activity they believe is unsafe.
Ignore a concern because a more senior person is present.
If you are asked to do something that you believe is unsafe or beyond your training:
Pause the task.
Explain your concern.
Seek advice.
Escalate if necessary.
Record the concern where appropriate.
Part Five: Practice Scenarios
Scenario One: The Blocked Exit
Several delivery boxes have been placed in front of a marked fire exit.
You should not leave them there until someone else notices. If the boxes can be moved safely, arrange for them to be placed in an appropriate storage area. If they are too heavy, prevent further obstruction and seek assistance immediately.
Report the concern because a blocked exit could have serious consequences during an emergency.
Scenario Two: Damaged Electrical Equipment
You notice exposed wiring on a laptop charger, but the laptop is still charging.
Stop using the charger. Disconnect it only if this can be done safely, label or isolate it so that no one else uses it and report the defect.
The fact that equipment continues to work does not mean that it is safe.
Scenario Three: A Visitor Collapses
A visitor collapses in the waiting area and does not respond when spoken to.
Check that it is safe to approach, call 999 immediately and alert the first aider or responsible person. Follow the emergency call handler’s instructions.
Do not delay the call while looking for a manager or trying to establish the cause.
Scenario Four: An Angry Caller Arrives at the Clinic
A caller who was previously verbally aggressive arrives unexpectedly and begins shouting.
Maintain a safe distance, seek support and avoid arguing. Do not attempt to remove the person physically. If there is an immediate threat of violence, move to safety and call 999.
Report the incident even if the person leaves without causing physical harm.
Scenario Five: Working Alone in the Evening
You arrive for an evening clinic and discover that no other staff are present and the building reception appears to be closed.
Do not simply assume that the arrangements are safe. Confirm access, emergency exits, communication arrangements and who knows that you are present. Contact the appropriate colleague, building representative or manager if the agreed arrangements are not in place.
Do not continue with work that cannot be completed safely while alone.
Scenario Six: A Needle Is Found
You find an unidentified needle in a public area.
Do not pick it up or place it in an ordinary bin. Keep other people away, inform the responsible person for the premises and escalate to the Registered Manager or Nominated Individual.
Record the incident through the appropriate system.
Scenario Seven: A Near Miss
A heavy box falls from a shelf but does not hit anyone.
This should still be reported. The absence of injury was fortunate, but the unsafe storage could cause harm in the future.
The box should be stored safely and the surrounding storage arrangements reviewed.
Scenario Eight: Persistent Neck and Wrist Pain
You have experienced neck and wrist discomfort after working on a laptop at home.
Do not simply continue until the pain becomes severe. Review your workstation, vary your tasks and report the problem to your manager. A display screen equipment assessment or adjustment may be required.
Part Six: Key Learning Points
Health and safety is everyone’s responsibility.
Notice hazards and act before someone is harmed.
Only take immediate action when it is safe and within your competence.
Keep walkways, waiting areas and fire exits clear.
Do not use damaged electrical equipment.
Maintain a suitable workstation and vary prolonged screen-based work.
Do not lift or move objects that are too heavy or awkward.
Know the emergency arrangements for every site where you work.
Call 999 immediately when there is a serious or life-threatening emergency.
Personal safety takes priority during aggression or threatening behaviour.
Follow lone-working and check-in arrangements.
Report accidents, incidents, hazards and near misses.
Use clear, factual and timely records.
Do not determine whether a RIDDOR report is required unless authorised.
If you are unsure, stop and seek advice.
Part Seven: Knowledge Check
Select the best answer for each question.
A score of at least 12 out of 15 is required to pass.
Question 1
What is a hazard?
A. The likelihood that someone will be harmed
B. Something with the potential to cause harm
C. An accident that has already caused an injury
D. A completed risk assessment
Correct answer: B
Explanation: A hazard is something with the potential to cause harm. Risk considers how likely harm is and how serious it could be. An accident is an event, while a risk assessment is the process used to identify and control risks.
Question 2
You notice a lightweight box obstructing a busy walkway. What should you do?
A. Leave it because moving objects is not an administrative responsibility
B. Wait until the end of the day
C. Move it to a safe location if this can be done safely and report any continuing concern
D. Place another box beside it so that people notice it
Correct answer: C
Explanation: A simple hazard should be removed promptly when this is safe and within your competence. Leaving it creates an avoidable risk. Adding another obstruction would increase the risk.
Question 3
Which is the best example of a near miss?
A. A staff member slips and breaks their wrist
B. A member of staff reports back pain after lifting
C. A box falls from a shelf but does not hit anyone
D. A fire alarm is tested as planned
Correct answer: C
Explanation: A near miss could have caused harm but did not on that occasion. A broken wrist and back pain are injuries. A planned alarm test is not normally a near miss.
Question 4
What should you do if a computer charger has exposed wiring?
A. Continue using it if it still charges
B. Cover the wire with ordinary adhesive tape
C. Stop using it, isolate it if safe and report the defect
D. Repair it yourself
Correct answer: C
Explanation: Damaged electrical equipment must be taken out of use and reported. Continuing to use it may cause electric shock or fire. Administrative staff should not attempt electrical repairs.
Question 5
Which is good display screen equipment practice?
A. Working continuously until a task is finished
B. Using a laptop on your lap throughout the working day
C. Adjusting the workstation and taking regular changes of activity
D. Ignoring discomfort unless it causes absence from work
Correct answer: C
Explanation: A suitable workstation and regular changes of activity reduce the risk of discomfort and fatigue. Persistent symptoms should be reported early rather than ignored.
Question 6
You have been asked to move a heavy filing cabinet. What should you do?
A. Move it alone to avoid delaying the clinic
B. Drag it across the floor
C. Assess whether it needs to be moved and seek appropriate assistance
D. Ask a patient to help
Correct answer: C
Explanation: Heavy or awkward items should not be moved without appropriate planning, assistance or equipment. Asking a patient would be inappropriate and could expose them to risk.
Question 7 — Safety Critical
A visitor collapses and is not responding. What is the immediate priority?
A. Complete an incident form
B. Telephone the Registered Manager and wait for instructions
C. Call 999 and summon appropriate on-site help
D. Search the visitor’s records for a diagnosis
Correct answer: C
Explanation: Emergency assistance must be summoned immediately. Documentation and management notification are important but must not delay a 999 call. Administrative staff should not attempt to diagnose the cause.
Question 8 — Safety Critical
What should you do when the fire alarm sounds?
A. Finish the telephone call you are dealing with
B. Assume it is a test unless you can see smoke
C. Follow the building’s evacuation procedure immediately
D. Use the lift to leave quickly
Correct answer: C
Explanation: Every alarm should be treated seriously. Follow the site’s evacuation procedure and use the nearest safe exit. Do not delay or use a lift unless the building procedure specifically permits it.
Question 9
What is the safest response to an unidentified needle found in a waiting area?
A. Pick it up carefully and put it in an ordinary bin
B. Leave it without telling anyone
C. Keep people away and notify the responsible person and WMI management
D. Ask a visitor to dispose of it
Correct answer: C
Explanation: Untrained staff should not handle unidentified sharps. The area should be made safe and the concern escalated. Ordinary waste disposal is unsafe.
Question 10 — Safety Critical
A visitor becomes threatening and you believe violence is imminent. What should you do?
A. Stand in front of the exit
B. Continue the conversation until the person calms down
C. Move to safety, seek help and call 999 if there is an immediate threat
D. Attempt to restrain the person
Correct answer: C
Explanation: Personal safety takes priority. Staff should not block exits, continue an unsafe interaction or attempt physical restraint. Police assistance should be requested when there is an immediate threat.
Question 11
Who is responsible for reporting a health and safety hazard?
A. Only the Registered Manager
B. Only the building owner
C. Any staff member who becomes aware of it
D. Only the person affected by it
Correct answer: C
Explanation: All staff have a responsibility to report hazards. Managers and building owners may have additional duties, but this does not remove an employee’s responsibility to raise concerns.
Question 12
Who should decide whether an incident must be reported under RIDDOR?
A. Any administrative staff member
B. The patient involved
C. An authorised manager or responsible person
D. The first person who witnessed it
Correct answer: C
Explanation: Administrative staff should report the event internally and provide accurate information. An authorised person will determine whether RIDDOR or another external notification applies.
Question 13
Which statement about lone working is correct?
A. Lone working is always prohibited
B. Lone working does not require additional precautions
C. Lone workers should follow agreed communication and emergency arrangements
D. Working from home is not lone working
Correct answer: C
Explanation: Lone working may be permitted when risks are assessed and suitable precautions are in place. Home working can be a form of lone working and still carries health and safety responsibilities.
Question 14
What should an incident report contain?
A. Assumptions about who was at fault
B. Clear factual information about what happened and what action was taken
C. Only information that makes the organisation look favourable
D. A clinical diagnosis made by the administrator
Correct answer: B
Explanation: Reports should be factual, accurate, timely and objective. They should not contain blame, speculation or diagnoses outside the writer’s competence.
Question 15
What should you do if you are asked to undertake a task that you believe is unsafe and outside your competence?
A. Complete it because the request came from a senior colleague
B. Refuse to discuss the concern
C. Pause, explain your concern and seek advice or escalation
D. Ask a patient to assist
Correct answer: C
Explanation: Staff should not carry out work they reasonably believe to be unsafe or beyond their training. The concern should be raised and advice obtained. Seniority does not make an unsafe action safe.
Part Eight: Assessment and Completion Requirements
Pass Mark
The pass mark is:
12 out of 15 questions — 80%
Staff who do not achieve the pass mark should review the module and repeat the assessment.
Incorrect answers to safety-critical questions should be reviewed with the staff member even if the overall pass mark is achieved.
The safety-critical questions are:
Question 7: Medical emergency.
Question 8: Fire alarm and evacuation.
Question 10: Threatening behaviour and immediate danger.
Completion of the module should be recorded in the WMI Psychiatry training matrix.
The record should include:
Staff member’s name.
Role.
Module title.
Module version.
Completion date.
Score.
Pass or further review required.
Renewal date.
Any manager review of safety-critical errors.
Part Nine: Staff Declaration
I confirm that:
I have read and understood the WMI Psychiatry Health and Safety Awareness module.
I understand my responsibilities for maintaining a safe working environment.
I understand that I must report hazards, accidents, incidents and near misses.
I know that I should not undertake tasks that are unsafe or beyond my competence.
I understand that I must call 999 when there is an immediate threat to life or serious safety.
I understand that this module does not qualify me to provide first aid, complete specialist risk assessments or manage emergencies beyond my role.
I agree to follow current WMI Psychiatry policies, procedures and local building arrangements.
Name: ______________________________________
Role: _______________________________________
Signature: ___________________________________
Date: _______________________________________
Assessment score: ____________________________
Manager review required: Yes / No
Part Ten: Guidance for Managers
Before issuing this module, managers should ensure that staff have access to:
The current WMI Psychiatry Health and Safety Policy.
Site-specific fire and evacuation procedures.
First-aid and emergency arrangements.
Lone-working procedures.
The WMI Psychiatry Incident Reporting System.
Display screen equipment assessment arrangements.
Relevant building or facilities contact details.
The Conflict Resolution and De-escalation module.
The Fire Safety module.
Appropriate information about any site-specific hazards.
Managers should also:
Record completion on the training matrix.
Review incorrect safety-critical answers.
Arrange further training where required.
Ensure that reported hazards are followed up.
Retain evidence of assessment completion.
Review the module following a significant incident, regulatory change or change in service arrangements.
Schedule annual refresher training.
References and Further Reading
Health and Safety Executive: Managing risks and risk assessment at work
Health and Safety Executive: Working safely with display screen equipment
Document control
Module: Health and Safety Awareness
Audience: Administrative staff
Version: 2.0
Clinical approval: Nominated Individual
Review date: 01 January 2027
Renewal frequency: Annual, or sooner following a significant incident, regulatory change or material change to service arrangements
