BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

Insert office photograph

Office
Emergency Action Plan
Office Location:

Revision No:

Date:

Plan Owner:

Generic text is included in each section as a guide. This text is designed

to be amended to reflect risks and arrangements at each respective
office. DELET THE TEXT ABOVE ON COMPLETION
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

Contents
0.0 Version Control.............................................................................................................................. 3
1.0 Office Details................................................................................................................................. 4
2.0 Emergency Information................................................................................................................. 5
2.1 DESIGNATED RESPONSIBLE OFFICIAL..................................................................................5
2.2 EMERGENCY COORDINATOR:.................................................................................................5
2.3 FLOOR EMERGENCY POINTS OF CONTACT:........................................................................5
2.4 ASSISTANT TO PHYSICALLY CHALLENGED (If applicable):...................................................5

3.0 Evacuation Routes........................................................................................................................ 6

4.0 Emergency Phone Numbers......................................................................................................... 6
4.1 FIRE BRIGADE:.......................................................................................................................... 6
4.2 AMBULANCE:............................................................................................................................. 6
4.3 POLICE:....................................................................................................................................... 6
4.4 SECURITY (If applicable):........................................................................................................... 6
4.5 LANDLORD (If applicable):.......................................................................................................... 6
5.0 Utility Company Emergency Contacts......................................................................................... 6
5.1 ELECTRICITY:............................................................................................................................ 6
5.2 WATER....................................................................................................................................... 6
5.3 GAS............................................................................................................................................ 7
6.0 Emergency Reporting and Evacuation Procedures...................................................................7
7.0 Medical Emergency....................................................................................................................... 7
8.0 Fire Emergency.............................................................................................................................. 8
8.1 When fire is discovered:............................................................................................................... 8
8.2 Fight the fire ONLY if:.................................................................................................................. 9
8.3 Upon being notified about the fire emergency, occupants must:.................................................9
8.5 Environmental Damage............................................................................................................... 9

9.0 Extended Power Loss................................................................................................................... 9

10.0 Severe Weather............................................................................................................................ 10
10.1 Flood:......................................................................................................................................... 10
10.2 Heavy Snow and Icy Roads:...................................................................................................... 10

11.0 Critical Operations......................................................................................................................... 10

12.0 Training........................................................................................................................................ 11
APPENDIX 1............................................................................................................................................. 13
Emergency Procedures - Fire................................................................................................................. 13
APPENDIX 2............................................................................................................................................. 15
Head Office Flood Plan........................................................................................................................... 15
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

0.0 Version Control

Revision No Page(s)
Brief Description of Change Change by Date
Previous New amended
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

1.0 Office Details

Office Type:

Office Address:

Date prepared:

Prepared by:

Name:

Signature:

Approved by:

Name:

Signature:
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

2.0 Emergency Information

2.1 DESIGNATED RESPONSIBLE OFFICIAL

Name:
Position:
Phone:

2.2 EMERGENCY COORDINATOR:

Name:
Position:
Phone:

2.3 FLOOR EMERGENCY POINTS OF CONTACT:

Name:
Position:
Phone:

Name:
Position:
Phone:

Name:
Position:
Phone:

2.4 ASSISTANT TO PHYSICALLY CHALLENGED (If applicable):

Name:
Position:
Phone:
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

3.0 Evacuation Routes

 Evacuation routes are made clear by using ‘Emergency Exit’ and ‘Way Out’ signs.
 Signs are clearly placed along evacuation routes on each floor.
 Office personnel should know at least two evacuation routes.

4.0 Emergency Phone Numbers

4.1 FIRE BRIGADE:

4.2 AMBULANCE:

4.3 POLICE:

4.4 SECURITY (If applicable):

4.5 LANDLORD (If applicable):

5.0 Utility Company Emergency Contacts

5.1 ELECTRICITY:

Office Electric
Company Name:
Address:

Customer Ref:
Emergency Contact No.:

Street Lighting
Company Name:
Address:

Customer Ref:
Emergency Contact No.:

5.2 WATER
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

Company Name:
Address:

Customer Ref:
Emergency Contact No.:

5.3 GAS

Company Name:
Address:

Customer Ref:
Emergency Contact No.:

6.0 Emergency Reporting and Evacuation Procedures

Types of emergencies to be reported by office personnel may include:

Type of Emergency Plan Section (specific arrangements)

Medical Section 7.0 – Medical Emergency

Fire Section 8.0 - Fire Emergency

Extended Power Loss Section 9.0 – Extended Power Loss

Severe Weather Section 10.0 – Severe Weather

7.0 Medical Emergency

 The first point of contact for any medical emergency should be a qualified First Aider. Below is a list
of the First Aiders at this office along with their contact details .
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

Ground Floor

First Floor

Second Floor

Training records for all First Aiders are held on a central database by the Training Coordinator – Sam Foley.

 The First Aider will assess the situation and make a decision on the appropriate course of action which
may include the following depending on the nature and seriousness of the emergency.
a) Call medical emergency phone number:
NHS Direct 0845 46 47
Ambulance 999
Fire Brigade 999
b) Provide the following information:
i. Nature of medical emergency,
ii. Location of the emergency (address, building, room number),
iii. Your name and phone number from which you are calling.
c) Do not move victim unless absolutely necessary.
d) Provide the required assistance prior to the arrival of the
professional medical help.

8.0 Fire Emergency

Refer to Appendix 1 for Fire Emergency Procedure which is displayed on all noticeboards.
Included below is guidance on the appropriate course of action to take when fire is discovered.

8.1 When fire is discovered:

 Activate the nearest fire alarm;

 Notify the Fire Brigade by calling 999.

8.2 Fight the fire ONLY if:

BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

 The Fire Brigade has been notified.

 The fire is small and is not spreading to other areas.
 Escaping the area is possible by backing up to the nearest exit.
 The fire extinguisher is in working condition and personnel are trained to use it.

8.3 Upon being notified about the fire emergency, occupants must:
 Leave the building using the designated escape routes clearly marked with Fire Exit signs.
 Assemble in the designated area which is adjacent to the fenced in refuse area in the car park to
the front of the building.
 Remain outside until a Fire Warden announces that it is safe to reenter.

8.4 Fire Wardens must:

 Ensure that all employees have evacuated the area/floor.
 Coordinate an orderly evacuation of personnel.
 Perform an accurate head count of personnel reported to the designated area utilising the
information provided by the electronic entry system.
 Provide Fire Brigade personnel with the necessary information about the office and missing
personnel.
 Assist all physically challenged employees in emergency evacuation.
 Report any problems to the Emergency Coordinator at the assembly area.

8.5 Environmental Damage

In the event of a fire, the Mid & West Wales Fire Service will contact Natural Resources Wales who will monitor
Fire Water Run-Off and smoke pollution. As there are no hazardous substances stored on the premises the Fire
Service will be able to control Environmental impacts.

9.0 Extended Power Loss

In the event of extended power loss to the office certain precautionary measures should be taken including turning
off all unnecessary electrical equipment and appliances so that damage that maybe caused as a result of a surge
of power during restoration is minimised.

Extended power loss introduces risk to the functioning of the computer systems and network resulting in the
possibility of corruption of data and systems.

At Head office there is a backup power source which is time limited to 20 minutes. This will allow key systems and
servers to be closed down correctly in order to safe data and eliminate the possibility of corruption.

Reference should also be made to the Disaster Recovery Plan (DRP) which is owned and managed by the IT
Department (Contact: Sandra Nurse or Keith Bevan – ext. 220)

There is currently no back-up power supply in place at the Swansea Head Office.
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

10.0 Severe Weather

10.1 Flood:
General guidance is included below, however, reference should be made to the Dawnus Office Flood Plan
that is included in Appendix 2 of this document for reference.

If indoors:
 Be ready to evacuate as directed by the Emergency Coordinator (identified in section 2.0 of this
document).
 Follow the recommended evacuation routes.

If outdoors:
 Climb to high ground and stay there.
 Avoid walking or driving through flood water.
 If car stalls, abandon it immediately and climb to a higher ground.

10.2 Heavy Snow and Icy Roads:

General guidance is included below,
If indoors:
 Stay calm and await instructions from the Emergency Coordinator (identified in section 2.0 of this document).
 Stay indoors!
 If there is no heat close off unneeded rooms or areas.
 Eat and drink. Food provides the body with energy and heat. Fluids prevent dehydration.
 Wear layers of loose-fitting, light-weight, warm clothing, if available.

If stranded in a car:
 Stay in the vehicle!
 Run the motor about ten minutes each hour.
 Make yourself visible to rescuers.
 Tie a coloured cloth to your antenna or door.
 Exercise to keep blood circulating and to keep warm.

Further guidance on keeping safe in severe weather can be found on the Met Office website -
http://www.metoffice.gov.uk/weather/uk/advice/ . Here you will find information and guidance relating to:-
 Severe gales
 Heavy rain
 Heavy snow and icy roads
 Thunderstorms and lightning
 Heat and sun
 Dense fog

11.0 Critical Operations

During some emergency situations, it will be necessary for some specially assigned personnel to remain at the work
areas to perform critical operations, as identified below.
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

Work Area Name Job Title Critical Operation

 Personnel involved in critical operations may remain on the site upon the permission of the Emergency
Coordinator.
 In case emergency situation will not permit any of the personnel to remain at the office, the designated
person shall notify the appropriate Regional offices to initiate backups. This information can be obtained
from the Emergency Evacuation Procedures included in the Disaster Recovery Plan (DRP).

The following offices should be contacted:

Name / Location:

Telephone Number:

Name / Location:

Telephone Number:

Name / Location:

Telephone Number:

12.0 Training
The following personnel have been trained to ensure a safe and orderly emergency evacuation of other employees:
(Copies of training records can be found in the Training file)

Responsibility Name Title Location Contact

BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

Responsibility Name Title Location Contact
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

APPENDIX 1

Emergency Procedures - Fire

BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

FIRE EMERGENCY PROCEDURES

ALL EMPLOYEES

ON DISCOVERING A FIRE:

1. Sound the alarm - Shout “FIRE” “FIRE”

2. Fight the fire only if you are trained and able to do so.
Do NOT put yourself in danger.
3. If an attempt fails, evacuate the site by the quickest means including visitors.
4. TELEPHONE 999 Give Site Location:
5 Co-operate with head count, make yourself known to the site supervisor.

ON HEARING ALARM:

1. Leave the Building. - Turn off all electrical and heat producing equipment.
- Walk do not run.
- Do not carry out belongings
2. Proceed to the Assembly Points at: adjacent to the fenced in refuse area in the car park at the front
of the building.
3. Co-operate with head count.
4. Do NOT re-enter the site until the “All Clear” is given by your supervisor.

FIRE WARDENS

Fire Wardens:
1st Floor 2nd Floor
Ground Floor

Routinely: - Carry out Fire Prevention Checks

- Report any corrective actions required.

In Case of Emergency: -
1. Direct emergency evacuation assemblies.
2. Ensure location information has been given to Emergency Services
3. Fight the fire only if SAFE to do so.
4. Direct in and liaise with Emergency Services.
BMS Section: Safety Health & Environment (SHE)

OFFICE EMERGENCY PLAN

APPENDIX 2

Head Office Flood Plan