In accordance with The Health & Safety at Work an organisation with 5 or more employees must have a written policy. It should contain three individual sections:Statement of Intent What we intend to achieveOrganisational Responsibilities Who is responsibleArrangements for Implementation How it will be done
This is a tool that helps organisations achieve compliance and manage risks. Recognised systems ensure smooth operation and also provide auditable control of any process. Examples are:Health & Safety (HSG65, OHSAS 18001)Quality (ISO 900, 9001 etc)Environmental (ISO 14001)Security, EnergyKey elements of a health & safety management systemPolicy setting clear aims, objectives, state management intentions, lay down criteria, principles for action and response.Organisation Ensure adequate control of H&S activities, allocate responsibilities, ensure staff competence, effective communication, cooperation between management and employees.Planning and Implementation Identify hazards, assess risks, introduce controls, SSOW and documentation to reduce risks.Measuring Performance Measuring performance provides an opportunity to see where achievements have been made, and also identify areas of weakness or failure. This can be using reactive (accident stats etc) or proactive (inspections etc).Review evaluating performance, trends, set remedial actions and set targets.Audit This can be independent audit of the whole system and ensure compliance to legislation. The actions can then be noted and acted against to improve standards or procedures where there are weaknesses.OHSAS 18001Key elements of a health & safety management system
Health & Safety Management SystemPolicy Key elements of a H&S Management SystemHealth & Safety Management SystemPolicy OHSAS 18001 ModelHealth & Safety Management SystemPolicy 1Health & Safety Management SystemPolicy - HSG65 Model
Policy Statement of Intent
The policy forms the commitment from management that H&S is taken seriously and offer a measure of performance as well as compliance with legal requirements.
The policy statement is signed by the most senior person on site, and should be dated to ensure a review period is set. This is usually annually but may be more often should certain changes occur such as a change of CEO / GM, a restructure, or where new changes to legislation or working practice dictate a review of the statement of intent.
Policy H&S ArrangementsThis is where procedures are detailed for implementing the policy. This is imperative to monitor compliance and setting objectives and how these arrangements are communicated to the workforce. This should include:Risk assessments when they are done, forms, who carries them out, review period.H&S Training Identifying needs, induction training, frequency of refresher training. Specific needs such as fork lift truck licenses etc.Monitoring H&S performance regular inspections, investigating accidents, incidents, audits, who should be responsible.Contractor selection and management how competency is assessed, who appoints them, how assessment is recorded, control of contractors.Communication / consultation with employees.SSOW / Permit to Work who is responsible, how SSOW are documented and communicated to staff, tasks that require permits, training.Disciplinary procedures.Emergency Procedures actions to take, procedures such as fire, first aid, major disasters etc.Accident investigation who accidents are reported to, records to be kept etc.PPE Storage, use and maintenance of PPEFirst aid arrangements, who first aiders are, contacts, supplies etc.Visitor Safety Control of visitorsWelfare facilities arrangements in place / Environmental controls Waste etcPolicy Organisational Responsibilities
This defines how H&S is organised. It defines roles and responsibilities for each area. Often this supported by an organisational chart. Such positions may be Directors required to set general policy and objectives and make sure adequate resources are available.Middle manager may be required to implement policy in their area of responsibility, or carry out risk assessments.Supervisors May be required to check day to day compliance.Competent Persons / Safety advisors have specific responsibilities on advising the company on H&S matters.Safety representatives representing the workforce in relation to H&S.Employees acting responsibly for themselves and others.First AidersFire MarshalsPolicy Review
The policy must be reviewed on a regular basis so it is up to date and relevant. Reasons for review may include change in management, accidents where findings indicate a need for a change of procedure or system of work, moving premises, authority findings or audit findings.
The policy must also be communicated to all employees to ensure everyone is aware of it by either posting the statement on notice boards or issuing to each employee or making them aware of its location through mail etc.
Health & Safety Management SystemPolicy Organisational ResponsibilitiesHealth & Safety Management SystemPolicy Policy ReviewHealth & Safety Management SystemPolicy Statement of Intent Health & Safety Management SystemPolicy H&S Arrangements
Policy Communication of Health & Safety Policy
Examples of how the policy can be communicated are:Issue a hard copy to each individual employee, and obtain a signature of receipt.E-mail a copy to all employees and add a read receipt.Training courses (good practice to include the policy in every training course).Display the policy on notice boards or the intranet.Employee handbooks if used.Other interested parties may be:VisitorsContractorsEnforcing AuthoritiesClients / CustomersShareholdersOrganisation Roles and responsibilities Directors
It is good practice for directors to have overall responsibility for health and safety, and to show the collective director responsibilities as well as their own individual responsibilities to provide health and safety leadership within the organisation.
Directors must ensure that board decisions reflect their health and safety intentions and recognise their role in engaging the active participation of the workers in improving health & safety standards.
As a board member, directors will need to ensure that any health & safety failures are clearly communicated at board level and that any investigation findings are also brought to this forum.
Directors have responsibility under section 37 of the HSWA 1974 Where an offence is committed by the body corporate and is attributable to any neglect, consent or connivance of a director or senior manager, then that person may also be prosecuted.Organisation Legal and organisational roles and responsibilities
Every organisation has to ensure that it clearly defines safety roles and responsibilities across the workforce. The responsibilities will need to include provisions for anyone affected by the activities of the organisation. Managers and individuals must know what they are responsible for in order to fulfil their duties and only then will it be possible to measure these individuals against their responsibilities.
This can be achieved by a combination of the following:Job descriptions (including health & safety responsibility)Appraisal systemsArrangements for dealing with poor performanceDisciplinary procedures.
In terms of organisational requirements, every level of employee should have defined responsibilities including, directors, senior managers, line manager / supervisors, employees, H&S manager / advisor.Organisation Roles and responsibilities Senior Managers
Senior Managers can demonstrate commitment to health & safety by:Ensuring adequate resources for health and safetyDefining roles and responsibilities of all staff.Appointing a member of senior management with specific responsibility for health and safety.Appointing one or more competent persons to advise on health and safety.Conducting regular reviews of health and safety performance.This commitment can be further reinforced by senior managers setting the right example. For instance:Wearing PPE when necessaryFollowing marked walkwaysParticipation in safety inspectionsParticipations in safety meetingsInitiating and being personally involved in any health and safety training.
Health & Safety Management SystemOrganising Legal and Organisational Roles and ResponsibilitiesHealth & Safety Management SystemOrganisation Roles and Responsibilities Senior ManagersHealth & Safety Management SystemPolicy Communication of Health & Safety PolicyHealth & Safety Management SystemOrganisation Roles and Responsibilities - Directors
Organisation Roles and Responsibilities - Employees
Employees should be given responsibility to report any shortcomings within the organisations health & safety arrangements and report immediately any unsafe acts or conditions.
Employees should be instructed that they have a duty to work in accordance with the organisations health and safety arrangements and should not endanger anyone they are working with or around by unsafe behaviour.
These requirements are set out in sections 7 and 8 of the HSWA 1974 and regulation 14 of the MHSWR 1999.Organisation Health & Safety Culture
Tangible outputs or Indicators of an organisations health and safety culture.Accident Rate A high number can indicate poor safety, whereas a low number can mean accidents are not being reported.Absenteeism and Sickness Rates Excessive rates of sickness or absence can indicate a poor culture or unsafe environment of an organisation. Staff turnover High staff turnover is unsettling and ca
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