Transcription
Environmental & SustainabilityPolicy (ESP)Finance and Shared ServicesDate: Sep 2017Version 1.0This document is a policy.A policy is a formal statement of principles and commitment. It informs volunteers and employees whythe organisation must take certain action. Compliance with policies is mandatory to protect theorganisation, its personnel and service users from risk. SJA volunteers and employees must adhere toSJA policy at all times.St John Ambulance aims to be an equal, inclusive and diverse organisation. This document will beprovided in alternative formats to meet specific needs where reasonably practicable.
CONTENTSDocument control . 2Amendment table . 31 POLICY STATEMENT . 41.1 Policy Statement. 41.2 Environmental and Sustainability Statement (ESS) . 41.3 ISO14001 – Environmental Management Systems. 52 PURPOSE AND SCOPE . 62.1 Context . 62.2 Purpose . 62.3 Scope . 62.4 Benefits . 73 GLOSSARY OF TERMS . 84 ACCOUNTABILITY AND RESPONSIBILITIES . 94.1 Environmental & Sustainability Working Group (ESWG). 94.2 Director of Finance and Shared Services . 94.3 Procurement and Supplies Teams . 94.4 Property, Facilities and Health, Safety & Environmental Teams . 94.5 National Sales and Business Development Teams . 94.6 Employees and Volunteers . 95 POLICY COMPLIANCE . 115.1 How will compliance with this policy will be measured, by whom and howfrequently . 116 POLICY REVIEW AND MAINTENANCE. 137 TERMINOLOGY . 138 APPENDIX 1 – HOW SJA FOLLOWS ISO14001 PRINCIPLES . 14Environmental & Sustainability Policy – V1 – September 20171
DOCUMENT CONTROLTitleEnvironmental & Sustainability PolicyVersion1.0Review byDec 2018Date approved by SMT Aug 2017Policy live dateSep 2017Policy ownerJo Keaney, Director of Finance and Shared ServicesStakeholdersconsulted indevelopment andlatest reviewFinance & Shared Services: Andrew Stormont - National Property Manager Nick Winstanley – Head of Central Procurement John Knight – National Facilities Manager Philip Walker – South Facilities Manager DipNDEAQuality & Standards: Mick Burridge – National Health Safety and Environmental ManagerBrand, Marketing, Communications & Fundraising: Steve Conway, Director of Brand, Marketing, Communications & FundraisingSales & Customer Services: Kate Twyman - Director of Sales & Customer Service Steve Swords – Account Manager Colin Hanna – Bid Manager Rupa Jatagia – Bid Development ManagerFirst Aid Services: Mike Moore – National Fleet ManagerFor actionFinance & Shared ServicesFor informationAll SJA Employees and Volunteers and Board of TrusteesSupersedesCurrent Environmental & Sustainability Statements in use in SJASupportingprocedures andguidelinesFurther guidance andinformationEnvironmental and Sustainability Policy - V1 – August 20172
AMENDMENT TABLEWhen printed this becomes an uncontrolled document. It is the responsibility of the reader to ensurethat the printed copy is the current version.Amend DatebyVersionno.Section andparagraphsDescription of change and its impactLB1.0New DocumentEnvironmental & Sustainability Policy createdSep 17Environmental and Sustainability Policy - V1 – August 20173
1POLICY STATEMENT1.1Policy Statement1.1.1St John Ambulance aspires to continuously improve its sustainability through an ongoing programmeto reduce or remove environmentally damaging activities and encourage activities that, wherepossible, improve or conserve the environment by: Taking the environment and sustainability into account in property, procurement, andtransport decisions and strategies; Minimising the use of all materials, supplies, and energy, and, wherever possible, userenewable or recyclable materials and components; Minimising waste; Monitoring, assessing and reporting, on a continuous basis, where practical, theenvironmental impact of SJA’s activities and compliance with this policy; and Publishing our Environmental & Sustainability Policy1.2Environmental and Sustainability Statement (ESS)1.2.1Below is SJA’s official Environmental and Sustainability Statement (ESS) for use in response to bidand tender questions or other public enquiries about our environmental and sustainability policy,achievements and future plans for improvement of our environmental and sustainability impact. Itcan be copied verbatim or used as a basis to respond to specific questions or enquiries, providedthey accurately reflect the meaning and intention.1.2.2The Environmental and Sustainability Working Group (ESWG) are responsible for: Setting SJA’s environmental and sustainability strategic direction Creating the next year’s annual action plan to further the aims and achieve the benefits ofthis ESP and updating the ESS as necessary Delivering the current annual action plan Reporting on the ESP and progress annually;oIn SJA’s Reports and AccountsoOn ConnectoOn SJA’s website Communicating to, and encouraging, employees and volunteers to participate in, andcontribute to, ESWG’s initiatives to continuously improve SJA’s environmental andsustainability approach Ensuring SJA policies and practices are continuously updated to reflect the aims of this ESP Ensuring SJA Employees and Volunteers comply with this ESP1.2.3Environmental and Sustainability Statement (ESS):St John Ambulance (SJA) is committed to protecting human health and the environment within ouroperations, buildings, management of our staff and volunteers, and relationships with externalorganisations and associates.This commitment is formally articulated in our Environmental and Sustainability Policy (ESP) whichcan be found on SJA’s website, together with our current Environmental and Sustainability ActionPlan (ESAP) and our environmental and sustainability achievements to date.Our Environmental and Sustainability Working Group (ESWG), comprised of members from acrossthe organisation, is the forum through which the ESP is delivered and embedded within SJA.In December 2015, SJA was audited by the Energy Savings Opportunity Scheme (ESOS) and we areguided by their recommendations to improve our energy usage and energy carbon footprint. Theseand other SJA environmental and sustainability initiatives are listed below:Property Continue our property disposal programmeFacilities Always consider the environment and sustainability in building design and maintenanceEnvironmental and Sustainability Policy - V1 – August 20174
Ensure properties are set up to recycle as far as practical now, and prepared to recycleunder any future national recycling contractEvery refurbishment / new build opportunity that arises, always consider environmental andsustainable alternatives, e.g.; replace luminaire lighting with LED, install of automatic meterreaders (AMRs), energy efficient boilers and insulation, etc.Continue to monitor our energy carbon footprintDevelop a longer term plan to implement the remaining ESOS recommendationsDiscontinue the use of disposable drinking cups and replace them with environmentallyfriendlier crockery and glassesProcurement Consider a staged introduction of zero-to-landfill recycling and improvement of existingwaste recycling, through a national contract Adding environmental and sustainability credentials to our supply chain selection process.Vehicles Further develop and integrate existing monitoring systems to record and subsequentlymanage fleet energy efficiency, including fuel carbon footprint Ensure new vehicle purchases, e.g. ambulances, are Euro 6 that meet EU emissionstandards and vehicle emission legislation and that electric, hybrid, LPG powered vehiclesare considered at each procurement opportunityTransport SJA’s Expenses Policy requires staff and volunteers to use trains and other environmentallyfriendly forms of public transport as far as practical and we continue to monitor and reenforce the use of public transport for SJA business1.3ISO14001 – Environmental Management Systems1.3.1ISO14001 is the International Standard created to protect the global environment by providing topmanagement 6 requirements for success. SJA is committed to following the 6 requirements to helpprotect the environment and respond to changing environmental conditions in balance with socioeconomic needs. How SJA follows these principles is outlined in Appendix1.Environmental and Sustainability Policy - V1 – August 20175
2PURPOSE AND SCOPE2.1Context2.1.1SJA currently has an Environmental Policy on the external website under the ‘What We Do’ section,that can only be accessed using the site search function. This will be replaced with a copy or excerptfrom this updated ESP.2.1.2The Energy Savings Opportunity Scheme (ESOS) focuses on energy management and can be usedby an organisation to comply with the Environment Agency’s regulations on energy consumptionreduction. SJA submitted its first ESOS return in December 2015. The resulting ESOS audit reporthas already identified actions SJA can take to reduce energy consumption and achieve some costsavings, albeit over a period of time. Please see the Implementation and Communications Plan toview the 2015 ESOS recommendations.2.1.3Sustainability is important in the public sector, with Government departments all having to meetvarious environmental targets. Accordingly, suppliers to the public sector are expected to follow suit,with an ESP often stipulated as a requirement if they wish to tender for contracts. Increasingly theprivate sector is also expecting more environmental responsibility to be shown by their supply chains.2.1.4Almost every tender SJA has submitted over the last year has had questions or a section relating tosustainability. The weighting varies from 10% to 50% of the total available and the questions arebecoming much more in-depth, e.g.: Do we have a sustainability or environmental policy in place? How do we source sustainable / ethical products? What is our carbon footprint? Do we monitor our suppliers and third party contractors for sustainability and ensurecompliance? Do we have a three-to-five year sustainability strategy? Who in SJA is responsible for sustainability and environmental policies? What sustainable initiatives have we implemented? How do we ensure goods / services being tendered for, will be delivered in line with thesustainability guidelines set out in this tender?2.1.5SJA’s National Sales Team currently use a number of Environmental and Sustainability Statements(ESS) to satisfy these bid and tender questions and have a real need for an updated ESS. Theproposed ESS appears in section1.2.3.2.2Purpose2.2.1The purpose of this policy is to ensure SJA: Meets its legal and regulatory environmental and sustainability obligations; Continuously improves its environmental and sustainability; Generates efficiency and cash savings from environmental and sustainability activity; Enhances SJA’s environmental and sustainability reputation in its competitive market, andwith its stakeholders, employees and volunteers; Produces an ESS to support SJA’s Sales and Customer Services bids and tender2.3Scope2.3.1The scope of this policy includes the following areas within SJA’s operations and infrastructure: Property portfolio; Procurement / supply chain; Transport; Business operations; Energy consumption; Waste management; andEnvironmental and Sustainability Policy - V1 – August 20176
Recycling.2.4Benefits2.4.1Implementing this ESP will deliver the following benefits to SJA: Meet its environmentally related legislation and regulations obligations, e.g. ESOS; Generate efficiency and cash savings from less waste and energy consumption; Help differentiate SJA from its competition; Improve SJA’s environmental and sustainability reputation with stakeholders, employeesand volunteers.Environmental and Sustainability Policy - V1 – August 20177
3GLOSSARY OF TERMSESPEnvironmental & Sustainability PolicyESOSEnergy Savings Opportunities SchemeESWGEnvironmental and Sustainability Working Group, responsible for thepractical delivery of this ESP.ESSEnvironmental and Sustainability Statement for use by the SJA’sNational Sales Team in bid / tender questionnaire responses.Environmental and Sustainability Policy - V1 – August 20178
44.1ACCOUNTABILITY AND RESPONSIBILITIESEnvironmental & Sustainability Working Group (ESWG)4.1.1The ESWG is the SJA representative group responsible for practical delivery of this ESP. Specificallyit is responsible for: Setting the strategic direction Creating the next year’s annual action plan to further the aims and achieve the benefits ofthis ESP and updating the ESS as necessary Delivering the current annual action plan Ensuring SJA policies and practices are continuously updated to reflect the aims of this ESP Reporting on plans and progress;In SJA’s Reports and AccountsOn ConnectOn SJA’s website Communicating to, and encouraging, employees and volunteers to participate in, andcontribute to, ESWG’s initiatives to continuously improve SJA’s environmental andsustainability approach Ensuring SJA Employees and Volunteers comply with this ESP4.1.2Membership of the ESWG will be comprised of the following roles: Director of Finance and Shared Services National Property Manager National Facilities Manager Head of Procurement Health, Safety ＆ Environmental Manager Sales ＆ Customer Service representative Volunteer representative, nominated by the Chief Volunteer Training representative First Aid Services representative NHQ representative4.2Director of Finance and Shared Services4.2.1The Director of Finance and Shared Services is the SMT sponsor and owner of this ESP, is the chairof, and responsible for the development of the terms of reference, of the ESWG.4.3Procurement and Supplies Teams4.3.1The Procurement Team in SSC and Supplies Team in NHQ, are responsible for ensuring that SJAthird party supplier contracts and agreements (formal and informal) reflect SJA’s ambition tocontinuously improve the environmental and sustainability in SJA’s procurement and its supply chain.4.4Property, Facilities and Health, Safety & Environmental Teams4.4.1The Property and Facilities Teams are responsible for ensuring SJA property is acquired, disposedof, fitted-out / refurbished, maintained and serviced, to continuously improve the environmentalimpact and sustainability of SJA’s estate.4.5National Sales and Business Development Teams4.5.1The National Sales and Business Development Teams are responsible for ensuring they work withthe ESWG to produce accurate, continuously updated, SJA ESS’s and information as required forbids and tender applications.4.6Employees and Volunteers4.6.1All SJA Employees and Volunteers:Environmental and Sustainability Policy - V1 – August 20179
Must comply with changes in policies and practices to continuously improve SJA’senvironmental and sustainability approach as communicated by the ESWGAre encouraged to support, contribute to, and participate in, the initiatives and activities ofthe ESWGEnvironmental and Sustainability Policy - V1 – August 201710
5POLICY COMPLIANCE5.1How will compliance with this policy will be measured, by whomand how frequently5.1.1.What will we measure?Who will measure it and how?Who will they report it to and when?SSC ProcurementSMTEnergy and contract recordsAnnuallyFacilitiesSMTPurchase recordsAnnuallyFacilitiesSMTObservation and recordingAnnuallyE&S Energy Use: Carbon footprintESOS recommendationsimplementedE&S Alternative Materials: The number of E&Salternatives used in buildingdesign, and new builds,refurbishments andmaintenance materialsRecycling: The amount of recyclablematerial not recycled by Staffand VolunteersThe number of SJAproperties not set up torecycleThe building usersWhen observedE&S Supply Chain: The number of contracts withE&S credentialsSSC ProcurementSMTContract recordsAnnuallyFleet ManagementSMTVehicle recordsAnnuallyVehicles: The number of Euro 6vehicles and vehicles thatmeet the EU emissionsstandardsEnvironmental and Sustainability Policy - V1 – August 201711
What will we measure?Who will measure it and how?Who will they report it to and when?Internal auditors, Quality &Assurance Managers/Officers,Health & Safety Advisors/officersESWG/SMTAll SJA Employees, Volunteers: 5.1.2.Comply with implementedchanges in practices tocontinuously improve SJA’senvironmental impact andsustainabilityAs requested by ESWG or SMTAudit and Assurance compliancechecksIf volunteers or employees become aware of non-compliance with any aspect of this policy or itssupporting procedures, this should be raised to the head of function or Director through the linemanagement structure. The Head of function or Director must ensure that any risks arising from noncompliance are recorded on the relevant risk register and proportionate mitigation action is put inplace.Environmental and Sustainability Policy - V1 – August 201712
66.1.1.POLICY REVIEW AND MAINTENANCEThis policy will be reviewed every three years or if there is a change to external regulatoryrequirements or a change to internal processes.77.1.1.TERMINOLOGYThis document contains the following key words:Shall/ MustEquals ‘is required to’. It is used to indicate mandatory requirements to be strictly followedto conform to the standard and from which no deviation is permitted.ShouldRefers to items regarded by SJA as minimum good practice, but for which there is nospecific legal requirement. Volunteers and employees should follow the good practiceguidance unless there is an agreed reason not to.Environmental and Sustainability Policy - V1 – August 201713
8APPENDIX 1 – HOW SJA FOLLOWS ISO14001PRINCIPLESRequirementLeadership Leadership and commitmentHow SJA will Meet Requirement SJA management structure supportingthis policySMT approving this policyCreating ESWG ESWG role and responsibility ESWG role and responsibility Embodied within this policy SJA governance structure; SMT,Board, etcSupport Resources Competence AwarenessCommunicationDocumented informationStaff time to participate in ESWG anduse of existing budgets to purchases orimplement ES alternativesUtilise ES qualified personnel withinSJA, where appropriate and consideradding ES qualifications to roles infutureUtilise SJA’s communication lines andplatforms (website, connect) to raiseawareness, communicate and to shareand hold documentationEnvironmental policyOrganizational roles, responsibilitiesand authoritiesPlanning Actions to address risks andopportunities Environmental objectives and planningto achieve them Environmental objectives Operation Operational planning and control Emergency preparedness andresponsePerformance Evaluation Monitoring, measurement, analysis andevaluation Internal audit Management reviewEnvironmental and Sustainability Policy - V1 – August 2017 Managed through PropertyManagement Framework (PMF)processes and procedures, vehiclemanagement, and procurementprocesses and proceduresSJA governance structure; SMT,Board, etcSJA business continuity proceduresCompliance actions and reportsoutlined in Section 5Audit and Assurance compliancechecksSMT oversight through ESWGmonitoring, progress reports anddashboards and an increase over timeof ES impact in establishedmanagement reporting e.g.Procurement reporting14
RequirementImprovement General Nonconformity and corrective actionHow SJA will Meet Requirement Continual improvement ESWG monitoring and progress reportsCompliance actions and reportsoutlined in Section 5ESWG monitoring and progress reportsSt John Ambulance27 St John’s LaneLondonEC1M 4BU08700 10 49 50sja.org.ukCall your local office onEnvironmental and Sustainability Policy - V1 – August 201715
08700 10 49 50Environmental and Sustainability Policy - V1 – August 201716
Policy (ESP) Finance and Shared Services Date: Sep 2017 Version 1.0 This document is a policy. A policy is a formal statement of principles and commitment. It informs volunteers and employees why the organisation must take certain action. Compliance with policies is mandatory to protect the organisation, its personnel and service users from risk.
