1 National Renal Care Occupational Health and Safety

CORPORATE AND CLINICAL GOVERNANCE HUMAN RESOURCES HEALTH AND SAFETY: OHS APPOINTMENTS SECTION: 1 – 23

Prepared by Human Resources Approved by NRC Corporate Governance Approval Date June 2010 Review Date June 2011 Version 2

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1. HEALTH AND SAFETY APPOINTMENTS 1.1 POLICY STATEMENT National Renal Care (NRC) under the authority of the Chief Executive Officer (CEO) will establish and maintain an Occupational Health and Safety (OHS) programme. NRC will ensure that competent persons are appointed, trained and accountable for all OHS issues. 1.2 PROCEDURE 1.3 LEGAL APPOINTMENTS: The following legal appointments must be made in writing and the records must be

kept by the human resources department and updated as needed and be kept current.

All appointed persons must be made aware of their responsibilities and reporting

structure

An Organogram must also be visible in each unit displaying the areas OHS

appointments. All Operational (OM) and Deputy Operational Mangers (DOM) and the

National OHS Manager must have copies displayed in their offices.

1. Section 16(2) appointment of the Occupational Health and Safety Act (OHSA) no 85 of 1993 – The CEO can assign duties and shall delegate the task to the Human Resources Director (HRD) and the DOM’s. (Letter of appointment 1.4.1 and 1.4.1a)

2. All OM’s will be appointed as Occupational Health and Safety Managers in their designated area according to Section 8(2) (i) appointment of the OHSA. (Letter of appointment 1.4.2)

3. According to Section 8 (2 (1) a National Safety Manager will be appointed to ensure the entire company complies with the OHSA legislation. (Letter of appointment 1.4.3)

4. The Human Resources Director shall sign all Health and Safety Representatives (HSR) appointments, according to section 17(1) of the OHSA after they have been nominated and elected. (Letter of appointment 1.4.4)

Only those employees employed in a fulltime capacity at a specific workplace may be designated as a HSR, according to the OHSA 17(4).

Representatives are appointed for two (2) years and this becomes part of their normal job description.

All staff members must nominate and elect a suitable the HSR for their unit. (nomination and election forms 1.6.1)

In each unit /area the name of the current representative must be displayed on the HS notice board.

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Where appropriately qualified persons cannot be appointed from within the company, suitable contractors/advisors with national or international recognised qualifications will be appointed or consulted, according to section 17(2).

All external contractors/advisors must be registered with appropriate regulatory bodies and copies of these contractors/advisors qualifications must be kept and validated to minimise legal accountability.

These external contractors/advisors must report to the 16.2 appointment in the specific area who in turn reports to management through health and safety audits and self assessments.

5. The HR Director or where the task was delegated to the Deputy Operational Managers shall be appointed as the Chairperson of their HS Committee in terms of Section 19 of the OHSA. (Letter of appointment 1.4.5 and 1.4.5a respectively)

6. The DOM’s shall be appointed to be responsible as a Hazardous Substances/Chemicals appointee in terms of Section 10 (3) of the OHSA. (Letter of appointment 1.4.6)

7. The Operational Manager or other designated person is to be appointed to ensure the contractors appointed to dispose of biological waste and sharps in each area complies with all local and Municipal and DoL by-laws . (Letter of appointment 1.4.7)

8. In each NRC designated operational area a DOM will be appointed as a Fire Prevention and Emergency Coordinator. (Letter of appointment 1.4.8).

9. In each unit trained fire fighters and prevention coordinators will be appointed after training. Adequate staff must be trained to cover all shifts. (Letter of appointment 1.4.9)

10. A First Aid coordinator in terms of General Safety Regulations GSR 3 (4) of OHSA no 85 of 1993 will be appointed in each area. (Letter of appointment 1.4.10)

11. A first aider will be appointed in terms of General Safety Regulations GSR 3 (4) of OHS act no 85 of 1993 in each unit and office building. (Letter of appointment 1.4.11).

12. An Incident Accident Investigator to be appointed in each area to investigate all incidents and injuries at work according to GSR 10 OHSA no 85 of 1993. (Letter of appointment 1.4.12)

13. All elected and nominated OHS Representatives will be appointed as a member of their regional joint committee member in their designated area in terms of Section 19 of the OHSA NO 85 of 1993 as amended.(Letter of appointment 1.4.13)

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The number of designated management persons must not exceed the number of elected representatives, Section 19(2)(c) of OHSA.

Committee members who resign must give a month’s notice in writing.

All committee members, including OHS representatives must attend appropriate training.

14. Three nominated OHS Representatives will represent the employees on the

National OHS committee and will be appointed as a member of this committee in terms of Section 19 of the OHSA NO 85 of 1993 as amended.(Letter of appointment 1.4.13a)

15. CEO will remain ultimately responsible but will appoint a person to endorse health and safety reports in each area and to ensure corrective action if deviations occur. (Letter of appointment 1.4.14)

16. The CEO with the assistance of the Financial and Operations Directors, Technical Manager, Operational Managers who so ever is responsible shall ensure that all new contracts have an OHS clause and all old contracts have an addendum to the existing contract. The South African statutory requirements must be adhered to.

. 1.5 REFERENCES Occupational Health and Safety Act General Machinery Regulation EMR 8 SANS codes Netcare

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1.4.1 ASSISTANT TO CHIEF EXECUTIVE OFFICER:

SECTION 16 (2)

APPOINTMENT CHIEF EXECUTIVE OFFICERS ASSISTANT

I ______________________the Chief Executive Officer (CEO) for National Renal

Care according to the legal, duty vested in me by the Occupational Health and Safety

Act No 85 of 1993, section 16(1) hereby appoint

you______________________________ as Human Resource Director (HRD) to act

as my assistant and are charged with the following duties.

1. Ensure that the Occupational Health and Safety management system is

implemented under the direction and control of the 16(2) appointee.

2. Familiarise yourself with the requirements of the Occupational Health and Safety Act and Regulations.

3. You are hereby authorized to appoint, after nomination and elections suitably qualified/competent employees as Health and Safety Representatives to assist you in ensuring compliance by employees and persons entering the premises.

4. All appointments must be made aware of his/her duties and responsibilities.

I, __________________________, (CEO) do hereby assign you,

____________________ (HRD) as the Section 16 (2) appointee for National Renal

Care.

Signature _____________________ Date _____________________

I, ______________________________ hereby accept the above appointment and I

am fully conversant with the above duties.

Signature _____________________ Date ________________________

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1.4.1a DEPUTY OPERATIONAL MANAGER:

SECTION 16 (2)

APPOINTMENT CHIEF EXECUTIVE OFFICERS ASSISTANT

I _____________________ the CEO for National Renal Care according to the legal,

duty vested in me by the Occupational Health and Safety Act No 85 of 1993, Section

16(1) hereby appoint you______________________________ as Deputy Operational

Manager (DOM) to act as my assistant and are charged with the following duties.

1. Ensure that the Occupational Health and Safety management system is

implemented in your designated area.

2. Familiarise yourself with the requirements of the Occupational Health and Safety Act and Regulations.

3. You will ensure that there are nominated and elected Health and Safety Representatives (HSR) in each area under your control.

4. You will ensure that your HS Representatives carry out their duties as is reasonable practical.

5. You will have three monthly HS meetings or more frequently if needed with the HS Representatives and report back to the OHS Manager in your area and National OHS Manager who intern will report to the OHS National Committee.

I, _____________________, (CEO) do hereby assign you, ____________________

(DOM) as the Section 16 (2) appointee for National Renal

Care____________________.

Signature _____________________ Date _____________________

I, ______________________________ hereby accept the above appointment and I

am fully conversant with the above duties.

Signature _____________________ Date ________________________

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1.4.2 OPERATIONAL MANAGER AS OHS MANAGER:

Section 8 (2) (i)

APPOINTMENT OF THE MANAGER IN TERMS OF SECTION 8 (2) (i) OF THE OCCUPATIONAL HEALTH AND SAFETY ACT

NO 85 OF 1993 In terms of Section 8 (2) (i) you _______________as OM are hereby appointed as

Health and Safety Manager for NRC______________ (area) and are charged with the

following duties.

1. Ensure that the workplaces under your control are safe and without risk to all the employee’s of NRC.

2. Identify what hazards or risks that are attached to the work that is being performed and identify precautionary methods are reasonable practicable to reduce such risks.

3. Provide the necessary training, knowledge and supervision to employees to ensure their health and safety at work.

4. Ensure that all employees comply with the safety standards and requirements and that that they are implemented.

5. All statutory equipment in your area of responsibility should be checked by yourself or any person appointed by you to do so.

6. Ensure that all contractors, maintenance personnel and visitors to your area of responsibility comply with the OHSA.

7. Ensure that all NRC staff has a basic understanding of OHS.

I, _________________ (CEO) with overall authority do hereby appoint you,

_________________ under Section 8 (2) (i) appointee.

Signature _________________________ (CEO) Date __________________

I, ______________________hereby accept the above appointment and I am fully

conversant with regard to the above duties.

Signature ___________________________ Date _______________________

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1.4.3 NATIONAL OCCUPATIONAL HEALTH AND SAFETY MANAGER:

Section 8 (2) (i)

APPOINTMENT OF THE MANAGER IN TERMS OF SECTION 8 (2) (i) OF

THE OCCUPATIONAL HEALTH AND SAFETY ACT

NO 85 OF 1993

In terms of Section 8 (2) (i) you___________________________ are hereby

appointed as National Health and Safety Manager and are charged with the following

duties.

1. Ensure that all NRC workplaces are safe and without risk to the employees of

NRC.

2. Identify what hazards or risks are attached to the work that is being performed

and what precautionary methods are reasonable practicable to reduce such risks.

3. Ensure that all necessary training and supervision in all risks is provided to

employees to ensure their health and safety at work.

4. Ensure that all employees comply with the safety standards and requirements and

that any other standards and procedures are implemented.

5. All statutory equipment in your area of responsibility should be checked by

yourself or any person appointed by you to do so.

6. Ensure that all contractors and maintenance personnel and visitors to your area of

responsibility comply with the above act.

I, _________________________________ (CEO) with overall authority do hereby

appoint you, ____________________________the section 8 (2) (i) appointee for NRC

Nationally.

Signature ______________________ (CEO) Date __________________

I, ______________________hereby accept the above appointment and I am fully

conversant with the above duties.

Signature ___________________________ Date _______________________

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1.4.4 HEALTH ANS SAFETY REPRESENTATIVE:

APPOINTMENT OF THE HEALTH AND SAFETY REPRESENTATIVE IN

TERMS OF SECTION 17 OF THE OCCUPATIONAL HEALTH AND

SAFETY

ACT NO 85 OF 1993

In terms of Section 17 you, _____________________ are hereby appointed as the

HSR for NRC_________ (area) and are charged with the following

duties.

1. Inspect and identify the hazards and deviations that may occur in your area of

responsibility according to the OHS Policy Plan.

2. Report the findings of your inspection in writing to the Health and Safety

Committee meetings.

3. Bring any serious non-compliance of health and safety standards to the

attention of your superior immediately.

4. Assist your immediate superior to investigate incidents and accidents and find

remedial action to prevent such events from re-occurring.

5. Ensure that fellow employees comply with the health and safety standards of

your workplace.

6. You will be notified of the time and place of the health and safety meetings.

I, _____________________ (HRD) hereby appoint you,

___________________________, as a Health and Safety Representative for your

designated area.

Signature: _____________________ Date: _______________________

I, _____________________ hereby accept the above appointment and I am fully

conversant with regard to the above duties.

Signature: _____________________ Date: _____________________ 1.4.5 CHAIRPERSON OF NATIONAL & JOINT HEALTH AND SAFETY

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COMMITTEES:

CHAIRPERSON OF THE HEALTH AND SAFETY COMMITTEE MEMBERS

IN TERMS OF SECTION 19 OF THE OCCUPATIONAL HEALTH AND

SAFETY ACT, NO 85 OF 1993 AS AMENDED

I _______________________ (CEO) appoint you _____________________ (HRD) as

chairperson of the National Health and Safety Committee for NRC, for as long as you

hold the position of HR Director.

Your responsibilities are to:

1. Perform all the duties of a Chairman of the HS Steering Committee.

2. Endorse all HS Representative Inspection records and accident reports. See

GAR 7(2) (e).

3. Ensure that all minutes are signed by you and counter signed by the CEO or his

appointee as proof that minutes were seen.

Signature_______________________ Signature.__________________ Designation (CEO) Witness__________________

Designation_______________,

Date____________________________Date______________________

ACCEPTANCE I ______________________ accept this appointment. I have studied the relevant

sections of the Act and Regulations and understand what is required of me.

Signature: ________________________ Date: _________________________

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1.4.5a CHAIRPERSON OF JOINT HEALTH AND SAFETY COMMITTEE:

CHAIRPERSON OF THE HEALTH AND SAFETY COMMITTEE MEMBERS

IN TERMS OF SECTION 19 OF THE OCCUPATIONAL HEALTH AND

SAFETY ACT, NO 85 OF 1993 AS AMENDED

I _______________________ appoint you _____________________as chairperson of

the Health and Safety Joint Committee for NRC_______________________, for as long

as you hold the position of DOM.

Your responsibilities are to:

1. Perform all the duties of a Chairman of the HS Joint Committee.

2. Endorse all HS Representative Inspection records and accident reports. See

GAR 7(2) (e).

3. Ensure that all minutes are signed by you and forwarded to the National OHS

Manager, who intern will forward to the CEO or his/her appointee as proof that

minutes were seen.

Signature_______________________ Signature.__________________ Designation (CEO) Witness__________________

Designation_______________,

Date____________________________Date______________________

ACCEPTANCE I ______________________ accept this appointment. I have studied the relevant

sections of the Act and Regulations and understand what is required of me.

Signature: ________________________ Date: _________________________

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1.4.6 Hazardous Chemicals:

DESIGNATED PERSON FOR HAZARDOUS CHEMICAL/SUBSTANCES IN

TERMS OF SECTION 10(3) OF THE OCCUPATIONAL HEALTH AND

SAFETY ACT, NO 85 OF 1993 AS AMENDED

I __________________ (for employee) appoint you ________________ as designated person for Hazardous Chemical Substances in you units under your control in the ___________area. . Your responsibilities are to: 1. Work in conjunction with the NRC Occupational Health Safety team.

2. Identify hazardous chemicals that workers are exposed to and obtain the necessary hazardous data sheets and have them available at the user points and first aid stations.

3. Ensure that a program for biological monitoring is in place.

4. Familiarise yourself with the procedures in case of accidents.

5. Keep all personnel up to date with related hazards and emergency procedures.

6. Provide appropriate training, signage and personal protective equipment.

7. Ensure only restricted access to hazardous chemical substances storage space (locked and approved signage).

Signature ______________________ Signature___________________

(For employer) (Witness)

Designation………………….… Designation…………………………… Date……….… Date…………………..…

ACCEPTANCE I ________________ accept this appointment. I have studied the relevant sections of

the act and regulations and understand what is required of me.

Signature: _________________________Date:___________________

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1.4.7 Health Risk Waste Officer:

DESIGNATED PERSON FOR HEALTHCARE RISK WASTE

I ____________________ (for employer) appoint you _____________________ as designated person for Healthcare Risk Waste Management in your designated area ________________. Your responsibilities are to manage the generation, transport, storage and transport and disposal of: 1. Medical waste.

2. Biological waste.

3. Sharps.

Disposal of above must follow relevant local municipal and Department of Health legislation and NRC Policies.

Signature_________________________ Signature______________________ (For employer) (Witness) Designation_______________________ Designation_____________________ Date____________________________ Date___________________________

ACCEPTANCE I __________________ accept this appointment and declare that I am aware of my responsibilities. Signed_____________________________ Date___________________________

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1.4.8 Fire Prevention and Protection Coordinator Training:

FIRE PREVENTION AND PROTECTION COORDINATOR IN TERMS OF

THE OCCUPATIONAL HEALTH AND SAFETY ACT, NO 85 OF 1993 AS

AMENDED

I_____________________ appoint you __________________as the fire

prevention and protection coordinator for your NRC ______________________

Your responsibilities are to: To maintain the fire prevention programme in your unit at optimum levels.

To identify all possible fire risks and take actions to eliminate or reduce these as far as

possible.

To attend and ensure identified staff have regular appropriate training.

Ensure fire equipment is adequate and maintained as per recommendations.

Report to National Coordinator.

Signature: ___________________ Signature________________________ (For employer) (Witness) Designation: ___________________ Designation______________________ Date: ____________________ Date: ___________________________

ACCEPTANCE I ___________________________________accept this appointment and declare that

I am aware of my responsibilities.

Signed_________________________ Date_______________________________

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1.4.9 Area Fire Prevention and Protection coordinator for unit:

FIRE PREVENTION AND PROTECTION COORDINATOR IN TERMS OF

THE OCCUPATIONAL HEALTH AND SAFETY ACT, NO 85 OF 1993 AS

AMENDED

I _________________________ (HRD) appoint you ______________________as the

fire prevention and protection coordinator for your unit NRC __________________.

Your responsibilities are to:

1. To maintain the fire prevention programme in your unit at optimum levels.

2. To identify all possible fire risks and take actions to eliminate or reduce them.

3. To ensure that at least one trained fire fighter is on duty at all times.

4. Inform HSR and Unit Leader of any deviations and / or requirements.

5. Ensure all fire equipment is available and maintained in each unit.

.

Signature: ___________________ Signature________________________ (For employer) (Witness) Designation__________________ Designation_______________________ Date ____________________ Date ___________________________

ACCEPTANCE I ___________________________________accept this appointment and declare that

I am aware of my responsibilities.

Signed_______________________ Date______________________________

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1.4.10 NATIONAL FIRST AID CO-ORDINATOR:

APPOINTMENT OF THE REGIONAL FIRST AID COORDINATOR IN

TERMS OF THE OCCUPATIONAL HEALTH AND SAFETY ACT NO 85 OF

1993 AS AMENDED

I _____________________ appoint you ________________________, as the First

Aid Coordinator area_________________________.

Your responsibilities are to:

1. Ensure all first aid boxes are maintained in each unit and that the contents comply with GSR 3, and establish whether any additional equipment is needed.

2. Ensure that there is a trained first aider in each NRC Dialysis Unit in your area of responsibility and their certificate is valid at all times.

3. Ensure all first aider’s have signed the NRC OHS appointment

4. Ensure that first aider’s are trained in hazards related to NRC’s operations.

5. Report directly to the National First Aid Coordinator.

Signature _____________________ Signature __________________________ (For Employer) (Witness) Designation: ___________________ Designation: ________________________ Date: ____________________________Date______________________________

ACCEPTANCE I________________________accept this appointment and declare that I am aware of

my responsibilities.

Signed: ______________________ Date: _________________________

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1.4.11 FIRST AIDER:

GSR 3 (4)

APPOINTMENT OF THE FIRST AIDER IN TERMS OF THE GENERAL

SAFETY REGULATIONS GSR 3 (4) OF THE OCCUPATIONAL HEALTH

AND SAFETY ACT NO 85 OF 1993 AS AMENDED

In terms of GSR 3 (4) you _________________ are hereby appointed as a first aid team member for National Renal Care and are charged with the following duties. 1. Ensure that your First Aid training certificate remains valid.

2. Treat all work related injuries where possible.

3. Record the treatment and injuries in the register in the first aid box.

4. Notify the relevant manager of your findings.

5. Injuries requiring medical treatment must be reported to Deputy Operational Managers possible.

6. Inspect and replenish the first aid box as per OHS Inspection and checklist plan.

7. A prominent sign shall be affixed in a conspicuous place indicating where first aid boxes are kept as well as the name of the person who is in charge of the boxes.

I, ___________________ hereby appoint you ________________ as a first aid team

member for National renal care.

Signature _____________________ Date _____________________

I, _______________, hereby accept the above appointment and I am fully conversant

with regard to the above duties.

Signature ___________________________ Date _______________________

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1.4.12 INCIDENT/ACCIDENT INVESTIGATOR:

APPOINTMENT OF INCIDENT / ACCIDENT INVESTIGATOR IN TERMS

OF SECTION 24 AND GAR 10 OF THE OCCUPATIONAL HEALTH AND

SAFETY ACT NO 85 OF 1993 AS AMENDED

I _________________________ appoint you ___________________ as incident /

accident investigator for your units under your control.

Your responsibilities are to:

1. Investigate all incidents and accidents in the allocated area in accordance with GAR 10 and Section 24.

2. Record the findings of those investigations on the Annexure 1 forms or other forms required according to NRC OHS Policy for this purpose.

3. Report findings to the National Incident / Accident Investigator.

4. Ensure that the record of each incident / accident is endorsed by National Accident Investigator.

Signature……………………….… Signature……………………. (For employer) (Witness) Designation …………………………….. Designation ………………… Date………..…………………………….… Date: …………………………….

ACCEPTANCE I _________________ accept this appointment and declare that I am aware of my responsibilities. Signed__________________________ Date_________________________________

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1.4.13 HEALTH AND SAFETY COMMITTEE MEMBER:

HEALTH AND SAFETY COMMITTEE MEMBERS IN TERMS OF SECTION

19 OF THE OCCUPATIONAL HEALTH AND SAFETY ACT, NO 85 OF

1993 AS AMENDED

You ________________________have been elected by your co workers in your unit

/area to represent them on the ____________________ OHS Joint Committee. I

___________________ (HRD) appoint you as a Health and Safety committee member

for period from__________to ___________ (period of 2 years).

Your responsibilities are to:

1. Perform the duties as prescribed by Sections 19 and 20 of the Act as well as in GAR 8 and 10.

2. Joint regional committees will meet at least three monthly or more frequently if needed at a prescribed time and venue.

3. National committee will meet at least six monthly, or more frequently if needed.

Signature___________________ Signature___________________________ (For employer) (Witness) Designation_________________ Designation__________________________ Date_______________________ Date_______________________________

ACCEPTANCE I __________________accept this appointment and have studied the relevant

sections of the Act and regulations and understand what is required of me.

Signed_________________________ Date____________________________

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1.4.13a HEALTH AND SAFETY NATIONAL COMMITTEE MEMBER:

HEALTH AND SAFETY COMMITTEE MEMBERS IN TERMS OF SECTION

19 OF THE OCCUPATIONAL HEALTH AND SAFETY ACT, NO 85 OF

1993 AS AMENDED

You ________________________have been elected by your co workers in your area

to represent them on the ____________________ OHS National Committee. I

___________________ (HRD) appoint you as a Health and Safety committee member

for period from__________to ___________ (period of 2 years).

Your responsibilities are to:

1. Perform the duties as prescribed by Sections 19 and 20 of the Act as well as in GAR 8 and 10.

2. Attend National committee meetings.

3. National committee will meet at least six monthly, or more frequently if needed.

Signature___________________ Signature___________________________ (For employer) (Witness) Designation_________________ Designation__________________________ Date_______________________ Date_______________________________

ACCEPTANCE I __________________accept this appointment and have studied the relevant

sections of the Act and regulations and understand what is required of me.

Signed__________________________ Date____________________________

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1.4.14 ENDORSING HEALTH AND SAFETY REPORTS:

PERSON RESPONSIBLE FOR ENDORSEMENT OF HEALTH AND

SAFETY REPRESENTATIVE’S REPORTS IN TERMS OF GAR 7(2)(f)

ISSUED UNDER THE OCCUPATIONAL HEALTH AND SAFETY ACT, NO

85 OF 1993 AS AMENDED

I __________________________ (CEO) appoint you _____________________ to

endorse Health and Safety Representative Reports in your designated area.

Your responsibilities are to:

1. Familiarize yourself with the contents of the Health and Safety Representative reports and endorse it on behalf of the employer for your area.

2. Ensure corrective action is taken should any deviation form set standards occur.

3. Report all deviations and corrective measures to the national health and safety committee for the CEO to endorse.

4. Familiarize yourself with the requirements of GAR 7.

Signature……………………….… Signature……………………. (Employer) (Witness) Designation…………………………….. Designation ………………… Date ………..…………………………….…Date…………………………….

ACCEPTANCE I ___________________________ accept this appointment. I have studied the

relevant sections of the Act and regulations and understand what is required of me.

Signed: ……………………………… Date: ………………………………….

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1.5 Contract Addendum:

23 National Renal Care Occupational Health and Safety

1.6.1 NOMINATION AND ELECTIONS

Nomination Forms for Health and Safety Representative.

(Your details)

Name: Department: Date: The appointment of a HS Representative is a serious contribution to the Health and Safety programme within National Renal Care. Ensure that the person you nominate will be capable of carrying out the task required by a HS representative and will be committed to this position. Please note that all OHS representatives will be trained. (Details of person being nominated)

Nomination:_______________________________________________ Contact details of person being nominated: ______________________

Signature of acceptance: _____________________________________