Policies and ProceduresPolicies and Procedures

The Trustees/Management Committee has a responsibility to ensure that there are procedures in place for the day to day running of the premises.  You also need to ensure that the appropriate policies and procedures are in place to safeguard against any events. When you have volunteers, members of the public and staff occupying the premises you have a legal duty to ensure their health and safety at work.

Landlord Responsibilities

  • Carry out an annual electrical appliance test (PAT).
  • Organise an annual fire risk assessment which should be undertaken by an independent contractor – you will have to pay for this service.
  • Test fire alarms and sensors every year to ensure they are all working correctly and maintained appropriately.
  • Inspect the emergency lighting every year to ensure all emergency lighting is working and maintained appropriately.

Your Responsibilities

  • Pay for the annual fire risk assessment.
  • Train first aiders every year. You will need a designated first aider who has completed the appropriate and accredited training.
  • Check First Aid equipment regularly and ensure all first aid equipment is up to date and complete.
  • Display the First Aid arrangements – who to contact and where.
  • Write and display the fire evacuation procedures.
  • Carry out fire evacuation drills every 3 months. This is to ensure that all staff know the fire evacuation procedures. This should be tested at different times of the day with and without notice.
  • Carry out an emergency evacuation plan every 6 months.
  • Pay for public liability insurance and display the annual public liability insurance certificate.
  • Display the Health and Safety Law in Northern Ireland Poster (available from the Health and Safety Executive website).
Click here to find out more about Workplace Fire Safety.
Click here to find our more about Employers Health and Safety Responsibilities.
Click here to find our more about Fire Risk Assessments from NI Fire and Rescue Service: Northern Ireland Fire and Rescue Service.
Click here to access the Health and Safety Law in Northern Ireland Poster.

You will also need to ensure that certificates of compliance are visible from any fire and electrical testing.  Your insurance certificate should also be in a prominent position in the building.

It’s a good idea to have a fire drill every three months and keep a risk register that highlights any risks regarding the premises along with any actions needed. The risks should be monitored monthly by the Management Committee.