1: Introduction

1.1 Policy Overview
Redcone Recruitment Limited, a company specialising in traffic management and the recruitment/supply of labour, is committed to maintaining a safe working environment for all employees, contractors, clients, and stakeholders. This Incident Reporting Policy has been developed in line with the Health and Safety Executive (HSE) regulations, Highways England standards, and relevant ISO standards, including ISO 45001 (Occupational Health and Safety Management) and ISO 9001 (Quality Management). The primary aim of this policy is to ensure that all incidents, including near misses, accidents, and health and safety hazards, are promptly reported, thoroughly investigated, and addressed to prevent recurrence. The policy also aims to ensure that the organisation meets its legal obligations under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013.

1.2 Policy Objectives
This Incident Reporting Policy aims to:

• Ensure the prompt and accurate reporting of all workplace incidents.
• Promote a proactive health and safety culture within Redcone Recruitment Limited.
• Establish clear procedures for the investigation and corrective actions following any incident.
• Comply with legal and regulatory requirements, including RIDDOR.
• Prevent the recurrence of incidents through root cause analysis and corrective actions.
• Ensure that employees and contractors are aware of their responsibilities in reporting incidents.

2: Purpose

2.1 Scope of Reporting
This policy covers the reporting of all incidents, including:

• Accidents resulting in injury or illness.
• Dangerous occurrences or near misses that could have resulted in harm.
• Damage to property or equipment.
• Environmental incidents, including spills or any other incidents impacting the environment.
• Occupational health issues, such as exposure to hazardous substances.
• Traffic management incidents involving vehicles, equipment, or personnel in traffic-controlled environments.

2.2 Legal and Regulatory Compliance
The policy ensures that all reportable incidents are managed in compliance with:

• The Health and Safety at Work Act 1974
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
• ISO 45001: Occupational Health and Safety Management
• Highways England Traffic Management Standards
• Control of Substances Hazardous to Health (COSHH) Regulations
• Environmental Protection Act 1990

3: Scope

3.1 Applicability
This Incident Reporting Policy applies to all Redcone Recruitment Limited employees, contractors, temporary workers, and subcontractors engaged in traffic management and recruitment/labour supply operations. The policy is relevant to all work activities conducted on and off site, including offices, roadways, construction sites, and other work environments.

3.2 Incident Types
The following incident types must be reported under this policy:

• Injury-related Incidents: Accidents resulting in injury to employees, contractors, or third parties.
• Near Misses: Events that could have caused harm but did not result in injury, damage, or loss.
• Dangerous Occurrences: Incidents specified under RIDDOR, such as vehicle collisions, failure of lifting equipment, or the collapse of scaffolding.
• Environmental Incidents: Spills, emissions, or any event causing environmental damage or pollution.
• Workplace Illnesses: Occupational diseases or conditions caused by exposure to hazardous substances or unsafe working conditions.

4: Incident Reporting Process

4.1 Immediate Reporting Requirements
All incidents must be reported immediately after they occur. Employees, contractors, and temporary workers are responsible for:

• Reporting the incident to their direct supervisor or site manager as soon as it is safe to do so.
• For traffic management operations, reporting incidents such as vehicle collisions or equipment damage to the Traffic Management Supervisor immediately.

4.2 Reporting Mechanism
The following steps must be followed for incident reporting:

• Step 1: Immediate Notification: All incidents, including near misses, must be reported verbally to a supervisor or manager immediately following the incident.
• Step 2: Written Report: A formal Incident Report must be completed within 24 hours of the incident. The report must include:
  • Date and time of the incident.
  • Location where the incident occurred.
  • Names of individuals involved and any witnesses.
  • Description of the incident, including circumstances leading to the event.
  • Details of injuries sustained or damage caused.
  • Immediate actions taken at the scene.
• Step 3: Investigation: The designated supervisor or safety officer will initiate a detailed investigation into the incident to identify root causes and recommend corrective actions.

4.3 Use of the Incident Report Form
Redcone Recruitment Limited will use a standardised Incident Report Form to ensure consistency and accuracy in reporting. The form must include:

• Incident description and location.
• Personnel involved.
• Injury or damage details (if applicable).
• Witness statements (if any).
• Root cause analysis.
• Immediate and long-term corrective actions. Completed Incident Report Forms must be submitted to the Health and Safety Manager within 24 hours for review and further action.

5: Investigation and Corrective Action

5.1 Incident Investigation Process
All reported incidents will be investigated by Redcone Recruitment Limited to identify the root cause and prevent future occurrences. The investigation process will:

• Be led by a designated supervisor or Health and Safety Manager.
• Involve gathering statements from witnesses and reviewing any available CCTV or equipment logs.
• Identify any deficiencies in equipment, processes, or personnel training.
• Determine whether the incident is RIDDOR-reportable and ensure that all legal reporting requirements are met.

5.2 Root Cause Analysis
A detailed root cause analysis will be conducted to:

• Identify any underlying causes of the incident, including human factors, equipment failures, or procedural inadequacies.
• Determine whether any health and safety controls were lacking or improperly implemented.
• Recommend corrective and preventive actions.

5.3 Corrective and Preventive Actions
Based on the investigation findings, corrective actions will be implemented to prevent the recurrence of the incident. These actions may include:

• Modifying work procedures or traffic management plans.
• Improving equipment maintenance and inspections.
• Providing additional training or re-certification for personnel.
• Revising the Health and Safety Risk Assessment for the activity involved.
• Introducing new personal protective equipment (PPE) or safety measures.

5.4 RIDDOR Reporting
If an incident meets the criteria set out under RIDDOR (e.g., work-related fatalities, major injuries, or dangerous occurrences), Redcone Recruitment Limited will:

• Submit a RIDDOR report to the HSE within the legally required timeframe.
• Ensure that the HSE is notified of any incidents involving injury that results in an employee being incapacitated for seven consecutive days or more.

6: Responsibilities

6.1 Employee Responsibilities
All employees, contractors, and temporary workers are responsible for:

• Immediately reporting any incidents, near misses, or hazards to their supervisor.
• Cooperating fully with investigations and providing accurate information.
• Following health and safety protocols and using the correct PPE.

6.2 Supervisor/Manager Responsibilities
Supervisors and managers are responsible for:

• Ensuring that all incidents are reported and documented in a timely manner.
• Conducting initial investigations and ensuring corrective actions are implemented.
• Providing support to injured workers and liaising with emergency services when necessary.

6.3 Health and Safety Manager Responsibilities
The Health and Safety Manager is responsible for:

• Overseeing all incident investigations and ensuring compliance with this policy.
• Ensuring that all RIDDOR-reportable incidents are reported to the HSE within required timeframes.
• Reviewing and updating health and safety policies, procedures, and risk assessments following any significant incident.

7: Policy Review and Updates

7.1 Regular Review
This Incident Reporting Policy will be reviewed annually to ensure its continued effectiveness and compliance with legal and regulatory requirements, including RIDDOR and ISO 45001. Reviews will also occur following any major incident or changes in legislation.

7.2 Continuous Improvement
Redcone Recruitment Limited is committed to continuous improvement in health and safety. Lessons learned from incidents and investigations will be used to enhance safety protocols, training, and work practices.

7.3 Communication and Training
All employees will be made aware of this policy and trained in incident reporting procedures during their induction and at regular intervals thereafter. Updates to the policy will be communicated promptly, and retraining will be provided as necessary.

8: Relevant Legal and ISO Compliance

8.1 Legal Considerations
This Incident Reporting Policy has been developed to comply with the following regulations:

• Health and Safety at Work Act 1974
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
• Environmental Protection Act 1990
• Control of Substances Hazardous to Health (COSHH) Regulations
• Traffic Management Act 2004

8.2 ISO Standards
The policy supports compliance with the following ISO standards:

• ISO 45001: Occupational Health and Safety Management Systems
• ISO 9001: Quality Management Systems
• ISO 14001: Environmental Management Systems

By adhering to this Incident Reporting Policy, Redcone Recruitment Limited ensures a structured approach to incident management, fostering a safer working environment and driving continuous improvement in health and safety performance.