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IMS Staff Declaration and Feedback

    Integrated Management System (IMS) Staff Declaration & Feedback Form

    1. Purpose

    Evolution Safety Solutions Ltd operates an Integrated Management System (IMS) to manage quality, environmental and occupational health & safety performance across the business.

    The IMS is aligned with ISO 9001, ISO 14001 and ISO 45001 and is designed to ensure consistent service delivery, legal compliance, safe working practices, environmental responsibility and continual improvement.

    2. IMS Scope

    The scope of the IMS is:

    The provision of health & safety, environmental and fire safety consultancy services, and associated training services.

    3. Context of the Organisation

    Evolution Safety Solutions Ltd considers internal and external issues that may affect the IMS, including staff competence, service consistency, workload, legal requirements, client expectations, industry standards, business growth and the use of digital systems such as SharePoint, Zoho Books and online audit tools.

    4. Interested Parties

    Relevant interested parties include clients, employees, regulators, certification bodies, awarding bodies, suppliers, subcontractors, the public and the environment.

    Their needs and expectations are considered through risk management, legal compliance, service delivery controls, competence management and continual improvement.

    5. Leadership and Responsibilities

    The Directors are responsible for the overall effectiveness of the IMS, including approval of policies, objectives, legal compliance, resources and continual improvement.

    The Office Manager supports operational coordination, document control, records and administration.

    Technical staff, trainers, consultants, assessors and advisors are responsible for delivering services competently, following procedures, managing risks and reporting issues.

    All staff are responsible for following company procedures, maintaining competence, reporting hazards, incidents, nonconformities and improvement opportunities.

    6. Quality Responsibilities

    Evolution Safety Solutions Ltd is committed to delivering accurate, professional and consistent consultancy and training services.

    Staff must use approved templates, follow report writing standards, apply document control requirements and ensure client-facing outputs are accurate, evidence-based and professionally presented.

    7. Environmental Responsibilities

    Evolution Safety Solutions Ltd is committed to minimising environmental impact, reducing unnecessary resource use, using digital systems where possible, considering travel impacts and ensuring environmental advice provided to clients is competent and legally aligned.

    Staff must minimise waste, use resources responsibly, follow environmental controls and consider environmental impacts during work activities.

    8. Health & Safety Responsibilities

    Evolution Safety Solutions Ltd is committed to preventing injury and ill health, maintaining safe working arrangements and consulting with staff on health & safety matters.

    Staff must follow risk assessments, comply with client site rules, report hazards and near misses, follow emergency procedures and stop work where conditions are unsafe.

    9. Risk Assessments and Safe Working

    Risk assessments are maintained for office activities, training delivery, consultancy site visits, lone working and other relevant activities.

    Staff must read and follow relevant risk assessments and undertake dynamic risk assessment where site conditions change or where risks are not fully known in advance.

    10. Emergency Preparedness

    Emergency arrangements are maintained for office-based activities, client site work and business continuity.

    Staff must familiarise themselves with fire, first aid, evacuation and emergency arrangements at ESS premises and client sites.

    11. Document Control

    Controlled documents are maintained within SharePoint, including policies, procedures, registers, forms, templates, risk assessments and client-facing reports.

    Staff must use current versions only, follow naming and numbering conventions, avoid unauthorised changes and ensure records are saved correctly.

    12. Training and Competence

    Competence is maintained through qualifications, experience, CPD, training, mentoring and technical updates.

    Staff must maintain competence for their role and notify management where additional training, support or clarification is required.

    13. Incident, Hazard and Near Miss Reporting

    All incidents, hazards, near misses, nonconformities, complaints and concerns must be reported as soon as reasonably practicable.

    The purpose of reporting is to prevent recurrence, improve controls and support continual improvement.

    14. Consultation and Participation

    Staff are encouraged to participate in the IMS by raising concerns, suggesting improvements and providing feedback on quality, environmental, health & safety and operational matters.

    No employee will be disadvantaged for raising genuine concerns.

    15. Continual Improvement

    The IMS is improved through internal audits, management review, staff feedback, client feedback, review of incidents and nonconformities, objectives and KPI monitoring.

    IMS Read and Understood Confirmation

    Feedback / Suggestions / Concerns

    Employee Declaration

    [acceptance* employee-declaration] I confirm that I have read and understood the IMS information contained within this form, understand my responsibilities, and have had the opportunity to provide feedback or raise concerns. [/acceptance]