03 Health and SafetyManagement Systems 2 - Organising

Question 1

What is the responsibility of te employer, and to who does he owe duty? (5)

Answer 1

Responsibility for ensuring that the workplace is safe and free of health risk rests with the employer An employer owes a duty to:

• His or own employees, to ensure their health and safety.
• Other workers who might be working within his or her workplace but are not direct employees, e.g. casual workers, agency workers, contractors.
• Workers who are not his or her employees and are not working in his workplace, but are carrying out work on his or her behalf, e.g. contractors installing a piece of machinery on behalf of the employer at a client’s premises.
• People who might be in his or her workplace but not carrying out work on his or her behalf, e.g. visitors.
• People who might be outside his or her workplace, but are affected by his or her work activities, e.g. members of the public passing by.

So an employer has some responsibility for the health and safety of everyone who might be affected by what he or she does for work, whether they are his or her employees, or not.

Question 2

What is the role of Directors and Senior Managers related to H&S? (6)

Answer 2

Directors and senior managers give an organisation its direction and set its priorities. They decide what the organisation does and how it does it. Their role does not normally involve “doing”, but rather “setting strategy” and allocating resources.

So the responsibility of directors and senior managers is to ensure that:

• The right health and safety policy is put in place.
• Adequate resources are allocated to establish, implement and maintain the health and safety management system. This includes sufficient funding to deliver the objectives in the policy, but also competent personnel to assist in the delivery of the policy objectives.
• The right organisational structures with clear roles and responsibilities are put in place.
• A senior manager is appointed with specific responsibility for health and safety.
• One or more competent persons are appointed to assist the organisation in meeting its health and safety obligations.
• The health and safety performance of the organization is reviewed on a regular basis to ensure that the objectives are being achieved and that the objectives and measures in place remain valid.

Question 3

What is the role of Middle Managers and supervisors related to H&S?(3)

Answer 3

Middle managers and supervisors are involved in the day-to-day operational running of the organisation so are responsible for the health and safety standards within the operations under their control. Line managers will be operationally responsible for the health and safety of:

• The staff that work directly for them (their direct reports).
• Staff lower down in the organisational chart (below their direct reports).
• The areas and activities under their control.

Question 4

What is the role of Safety Specialists related to H&S?(8)

Answer 4

They are responsible for giving correct advice to the organisation so that the organisation can meet its legal obligations and achieve its policy aims, and will require adequate resources to support their role.

Typical responsibilities of the safety specialist include:

• Providing advice and guidance on health and safety standards.
• Promoting a positive health and safety culture.
• Advising management on accident prevention.
• Developing and implementing policy.
• Overseeing the development of adequate risk assessments.
• Identifying training needs.
• Monitoring health and safety performance.
• Overseeing accident reporting and investigations.

Question 5

What is the role of workers related to H&S?

Answer 5

Workers have a responsibility to take reasonable care of their own health and safety and the health and safety of other people who might be affected by the things that they do (their acts) and the things that they fail to do (their omissions).

Question 6

What is the role of controllers of premises in relation to H&S?

Answer 6

Controllers of premises will be responsible for certain health and safety matters that are within their control, but not for matters that are outside their control. For example, they will be responsible for ensuring the safety of the outer fabric of the building and of the building entrance and external fire escape routes, but not for the safety of a photocopier that belongs to one of their tenants and is used in that tenant’s office. Controllers of premises are responsible for ensuring that:

• The premises are safe to use as a workplace, to the extent that they have control.
• Access to and from the workplace is safe, to the extent that they have control.

Question 7

What is the role of self-employed related to H&S?

Answer 7

Self-Employed as well as workers have a responsibility to take reasonable care of their own health and safety and the health and safety of other people who might be affected by the things that they do (their acts) and the things that they fail to do (their omissions).

Question 8

What is the role of suppliers, manufacturers and designers in relation to H&S?

Answer 8

For items of plant and equipment those involved in the supply chain are responsible for ensuring that they:

• Are adequately designed, constructed and tested so as to be safe for their intended purpose.
• Come with appropriate instructions.

For chemicals and substances those involved in the supply chain are responsible for ensuring that they:

• Are appropriately tested so that their hazardous properties are understood.
• Are appropriately packaged and labelled.
• Come with appropriate information (usually in the form of a Material Safety Data Sheet (MSDS)).

Question 9

What is the role of contractors in relation to H&S?

Answer 9

Contractors are responsible for their own health and safety and the health and safety of others who might be affected by their work activities, e.g. a contractor might be held responsible if they bring an unsafe power tool into a client’s factory and injure themselves, one of the client’s employees, or a visitor.

Question 10

What are the key areas that a client has to break down to manage a contractor?

Answer 10

• Selection of the right contractor, verifying its competence.
• Planning the work. The contractor should carry out risk assessments on the work involved and develop safe working methods to control the risks identified. This safe working method must be documented and is often referred to as a “method statement”.
• Co-ordination of the activities between contractor and client, and with other contactors.
• Monitoring of the work to ensure that the contractors are working to the agreed H&S standards. Arrangements must be made by the client to ensure the contractor complies with safe working practices. These arrangements should include:
  
  • Having a signing in and out procedure.
  • Ensuring that the contractor provides a named works foreman.
  • Carrying out site induction training for all contractor workers.
  • Controlling high risk activities with a permit-to-work system.

Question 11

What to check to verify the competency of a contractor?(9)

Answer 11

• A copy of their health and safety policy.
• Examples of risk assessments.
• The qualifications and training records of staff.
• Membership of a professional organisation or certified body.
• Records of maintenance and test for plant and equipment.
• Names of previous or current clients.
• Accident history records.
• Records of enforcement action taken by authorities against them.
• Proof of adequate resources, such as access to specialist safety advice.

Question 12

Which categories of people does an employer owe a duty to?

Answer 12

An employer owes a duty

• to his own employees,
• other people (both workers and non-workers) who may be in his workplace,
• other workers who may be carrying out work on his behalf outside of his workplace and
• other people who may be outside his workplace but affected by his undertaking.

Question 13

Outline common duties of employees.

Answer 13

The two general duties of employees are:

• To take reasonable care for their own health and safety and that of other persons who may be affected by their acts or omissions at work.
• To co-operate with the employer so far as is necessary to enable the employer to fulfil his legal obligations.

Question 14

Where business premises are rented, is the employer responsible for health and safety matters relating to points of entry to and exit from the workplace?

Answer 14

It would depend on the terms of the tenancy agreement. Responsibility lies with the person who may be said to control that particular aspect of the premises.

Question 15

Outline the areas of responsibility placed on people in the supply chain for the articles and substances which they supply to workplaces.

Answer 15

All people involved in the design, manufacture and supply of articles and substances, insofar as it relates to their own role, should:

• Ensure that the articles and substances are safe and without risks to health.
• Carry out any necessary tests.
• Provide end-users with information about the article/substance (this might cover intended use, limitations and inherent hazards as well as how to use it properly).

Question 16

Outline the responsibilities of the client and the contractor where a contractor is working in a client’s workplace.

Answer 16

In general terms, the client would be responsible for the workplace and environment, and the contractor for the job that they are carrying out. Both parties would be responsible for the health and safety of their own workers, but they would also be responsible for the health and safety of other people who might be affected by their work. So the contractor would be responsible for the safety of the client’s employees if they were carrying out work that might injure the client’s employees; and the client might be partly responsible for the safety of members of the public if they might be injured by the work that the contractors were carrying out.

Question 17

Define health and safety culture

Answer 17

Safety culture is the shared attitudes, values, beliefs and behaviours relating to health and safety, or

Safety culture is the way that all the people within an organisation think and feel about health and safety and how this translates into behaviour.

Question 18

How do an individual’s peers exert influence over his/her behaviour?

Answer 18

Through the influence of peer group pressure. This is the process by which social groups form in the workplace, group behaviour is established, and then social pressure is exerted to force individuals to comply with the group behaviour. There will usually be one or more group leaders who influence the group to a very high degree.

Question 19

What is perceptual distortion and how may it arise?

Answer 19

Perceptual distortion occurs when something is not recognised for what it is. The brain does not correctly interpret information. This can arise as a result of illness, inexperience, poor education and training, drugs and alcohol, fatigue, etc.

Question 20

Is feedback essential for effective communication?

Answer 20

No. Feedback opportunities may help, but are not essential. Most written communication is one way and this does not make that form of communication ineffective; it simply means that the message must be carefully worded to ensure clear understanding.

Question 21

How are graphical (picture) symbols used in safety communications?

Answer 21

Mostly they are incorporated into safety signs.

Question 22

Apart from at induction, when should training be provided?

Answer 22

There are various times when training should be provided:

• When people first start a job where specific rules and procedures need to be followed.
• When there are significant changes to work equipment, substances or activities.
• Refresher training.
• After an accident or near miss.
• When the law or standards change.

Question 23

What is the main objective of an emergency procedure?

Answer 23

The main objective of an emergency procedure is to ensure the safety and health of staff and others who might be affected by the emergency. In some instances minimising other losses associated with the emergency will also be a priority. Preventing an escalation of the emergency may also be important.

Question 24

Name three typical emergencies that may require the development of emergency procedures

Answer 24

Fire or explosion;

bomb threat;

release or spillage of a hazardous substance.

Question 25

What factors might need to be considered when determining the first-aid facilities for a workplace?

Answer 25

• Hazards in the workplace;
• general risk level;
• accident history;
• number of workers;
• specific work processes;
• geographic spread of the workplace;
• geographic location of the workplace and proximity to the emergency services;
• vulnerable groups in the workplace;
• presence of members of the public.

Question 26

Factors which could result in the deterioration of health and safety culture in an organisation include:(11)

Answer 26

• Lack of leadership from management.
• Presence of a blame culture.
• Lack of management commitment to safety e.g. saying one thing and doing another.
• Health and safety receiving lower priority than other business issues.
• Organisational changes (frequent or poorly communicated change can result in uncertainty).
• High staff turnover rates.
• Lack of resources, e.g. too few workers due to downsizing.
• Lack of worker consultation.
• Interpersonal issues, e.g. peer group pressure, bullying or harassment.
• Poor management systems and procedures.
• External influences, e.g. economic climate resulting in difficult operating conditions.

Question 27

Indicators used to assess safety culture

Answer 27

• Accidents. Accident records can be used to work out how many accidents are happening as a rate (e.g. number of accidents per 100,000 hours worked - see later element). can be compared with the:
  
  • Organisation’s performance in previous years – this will indicate whether the accident rate is increasing or decreasing. A decreasing rate might be seen as an indicator of a positive safety culture.
  • Rate for other organisations that do the same work or the industry average
• Absenteeism. A high level of worker absenteeism indicates that workers are either not able, or not willing, to come to work.
• Sickness Rates. Sickness rates can be used in the same way that accident rates are, as an indicator of safety culture.
• Staff Turnover. low staff turnover may indicate a good safety culture,
• Compliance with Safety Rules. Formal or informal safety inspections or audits usually find that there is a high level of compliance. The safety culture has influenced workers’ behaviour in a positive way.
• Complaints about working conditions. An organisation with a positive culture may actively encourage complaints, but few serious ones will be made.

Question 28

Three significant factors influence a worker’s behaviour:

Answer 28

• The individual - their personal characteristics.
• The job - the task that they are carrying out.
• The organisation - characteristics of the organisation that they are working for. If we can understand worker’s behaviour, then it may be possible to:
  
  • Correct poor behaviour when it is identified by removing the cause of that behaviour.
  • Anticipate poor behaviour before it occurs and introduce changes to reduce the likelihood of it occurring.

Question 29

What are examples of organizational factors that influence workers’ behaviour.(10)

Answer 29

• Safety culture of the organization.
• Policies and procedures, the existence and quality of these and the way that they might encourage or discourage good safety-related behavior.
• Commitment and leadership from management
• Levels of supervision – the presence or absence of, and the competence of,supervision
• Peer group pressure
• Consultation and worker involvement – the extent to which workers are involved in the management of health and safety issues and in the decision-making process
• Communication Resources – the availability of any necessary equipment and the allocation of time to provide training in health and safety
• Training – to create well informed, competent staff.
• Work patterns – such as shift systems, work at night, or extended hours.

Question 30

What are examples of job factors that influence workers’ behaviour.(5)

Answer 30

• Task – the characteristics of the work itself, in particular the ergonomic requirements. In the absence of ergonomic design, workers will find the most comfortable way of working and this may not be the safest way.
• Workload. Environment. Workers may find ways of working that are not necessarily safe, in order to minimize physical exertion. They may also start to suffer degradation in physical and mental performance as a result of heat stress.
• Displays and controls. the design of these, and the way that poorly designed displays and controls can contribute to the likelihood of human error.
• Procedures - the existence of, and quality of, working procedures. To be effective, procedures should be accurate, concise, use familiar language and they must be do-able.

Question 31

What are examples of job factors that influence workers’ behaviour.(4)

Answer 31

People bring to their job their own personal mix of skills, knowledge and experience, attitudes, motivations, habits and personality.

Attitude, competence, motivation and perception of risk are individual factors that we will now look at in greater detail.

Question 32

What do we mean when we refer to attitude, and what it is its relation with H&S?

Answer 32

An “attitude” is a person’s point of view or way of looking at something; how they think and feel about it. Attitudes develop over time. This is because they are a part of self-image – the mental picture a person has of themselves and who they are. Attitudes do change but normally only slowly.

Changing attitudes is notoriously difficult but can be done using various methods such as:

• Educational and training
• High impact interventions
• Enforcement
• Consultation and involvement in the decision making process.

Question 33

What do we mean when we refer to competence, and what it is its relation with H&S?

Answer 33

Competence is a combination of knowledge, experience, training and ability that brings a person to a level where they are able to perform to an acceptable standard and they are aware of their own limitations. Employers must ensure that workers are competent for the role that they carry out. To be competent a worker must hhave the right combination of training and experience .

Question 34

What do we mean when we refer to motivation, and what it is its relation with H&S?

Answer 34

Workers often behave unsafely not simply because they are wilful, but because they perceive a reward and they think that the risk is worth the reward.

Their unsafe behaviour is incentivized. Any reward scheme in the workplace which is intended to improve safety must be carefully thought through to ensure that it will incentivise the right kind of behaviour. People do not take more care. Instead what happens is that they report fewer of the accidents that they are having at work so that the number looks better.

Question 35

What do we understand as Perception of Risk?

Answer 35

Perception can be defined as the way that a person interprets information detected by their senses.

Sensory impairment can also result from workplace controls that affect the senses, e.g. personal protective equipment (PPE) such as hearing protection reduces sharpness of hearing, gloves reduce sensitivity, etc. Loud noise in the workplace also reduces a person’s ability to hear properly. However, perception goes beyond this simple “sensory impairment” issue to also cover the way that a person’s brain interprets the information sent to it by the senses.

Other factors that can distort a person’s perception of hazard and risk include:

• Illness.
• Stress.
• Fatigue.
• Drugs and alcohol.
• Previous experiences.
• Training and education.

Question 36

Ways of Improving Worker Perception of Hazards

Answer 36

Use surveys or discussion groups to establish why workers don’t appreciate the presence of a particular hazard then set about dealing with the issues by, for example:

• Carrying out safety awareness campaigns using posters, toolbox talks, etc.
• Developing training programmes to increase awareness of the hazard and its consequences.
• Highlighting hazards, e.g. using safety signs to inform employees that hearing protection is required or to warn of a hazard such as the presence of forklift trucks or wet floors. Paint and tape can also be used to highlight hazards such as low objects or changes in level (e.g. the edge of steps).
• Ensuring that there is adequate lighting.
• Removing distractions such as noise (which could result in a worker not hearing a warning) or excessive heat (which can cause fatigue).

Question 37

What is the management Commitment and leadership, and how can we prove it?

Answer 37

Senior managers must provide the leadership necessary to inspire and motivate managers at all levels to pursue health and safety objectives rigorously. This is done by establishing the organisation’s safety policy with clear priorities and targets to be achieved.

Commitment is cascaded down through the organisation

Visible commitment can be demonstrated by:

• Behaving safely.
• Involvement in the day-to-day management of health and safety, e.g. by attending safety meetings.
• Taking part in safety tours or audits.
• Promoting changes to improve health and safety.
• Enforcing the company safety rules.

Question 38

Types of Communication

Answer 38

Verbal

Written

Graphic

Question 39

Verbal Communication.(10/7)

Answer 39

This is the easiest and most commonly used form of communication but there are various weaknesses

Limitations

• Language barrier may exist.
• Jargon may not be understood.
• Strong accent or dialect may interfere.
• Background noise may interfere.
• Recipient may have poor hearing.
• Message may be ambiguous.
• Recipient may miss information.
• Recipient may forget information.
• No written record as proof.
• Poor transmission quality if by telephone or PA system.

Merits

• Personal.
• Quick.
• Direct.
• Allows for checking of understanding.
• Allows for feedback to be given.
• Allows for exchange of views.
• Usually allows for additional information to be transmitted by means of tone of voice, facial expression and body language.

Question 40

Written Communication (11/4)

Answer 40

Limitations

• Indirect.
• Takes time to write.
• May contain jargon and abbreviations.
• Can be impersonal.
• Message may be ambiguous.
• Message may not be read by recipient.
• Language barrier may exist.
• Recipient may not be able to read.
• Immediate feedback is not available.
• Questions cannot be asked.
• Recipient may have impaired vision.

Merits

• Permanent record.
• Can be referred back to.
• Can be written very carefully to avoid use of jargon, abbreviations and ambiguity.
• Can be distributed to a wide audience relatively cheaply.

Question 41

Graphic Communication (7/6)

Answer 41

Limitations

• Can only convey simple messages.
• Expensive to buy or produce.
• May be ignored.
• Symbols or pictograms may be unknown to the recipient.
• No immediate feedback available.
• Questions cannot be asked.
• Recipient may have impaired vision.

Merits

• Eye-catching.
• Visual.
• Quick to interpret.
• No language barrier.
• Jargon-free.
• Conveys a message to a wide audience.

Question 42

Type of Broadcasting Methods

Answer 42

Notice Boards

Posters and Videos

Tollbox Talks Memos and e-mails

Worker handbooks

Question 43

What are examples of H&S subjects that are appropriate to include for consultation with the workers?

Answer 43

• The introduction of measures affecting the health and safety of the workers.
• The appointment of safety advisors and specialists.
• Health and safety training plans.
• The introduction of new technology into the workplace that will affect health and safety.

Question 44

Type of consultations

Answer 44

• Direct consultation - the employer talks directly to each worker and resolves issues as they occur. This works well in very small organisations but is ineffective in larger workplaces.

• Worker representatives - a Health and Safety Committee is established, made up of key management personnel and workers’ representatives. This committee meets regularly to discuss health and safety matters and resolve issues. Worker representatives may even have specific additional rights under local law, such as time off with pay for training.

Question 45

Typical content of a general induction training course for new starters:(11)

Answer 45

• The organisation’s health and safety policy.
• Fire and other emergency procedures.
• First-aid facilities and personnel.
• The location of welfare facilities.
• Safe movement around the workplace.
• Accident and incident reporting procedures.
• Worker consultation arrangements.
• General safety rules, such as no smoking areas.
• Personal protective equipment requirements.
• Introduction to the safe systems of work and permit systems.
• Introduction to the risk assessment system.

Question 46

What are good circumstances to give training?

Answer 46

New employees – induction training

Job change Process change

New technology

New Legislation

Question 47

Factors to consider when planning a training program?

Answer 47

• Type and function of the organisation.
• Hazard and risk profile of the organisation, e.g. if woodworking machinery is used, training in its safe use should be provided.
• Accident history of the organisation, which may indicate areas where awareness is lacking or training is needed.
• Any statutory training requirements, e.g. for first-aiders.
• Level of training previously provided, together with the details of which employees have been trained and when.

Question 48

How to evaluate training effectiveness

Answer 48

May complete post-training evaluation forms, which give an indication of how well the course went. Once the trainees have returned to work success indicators vary according to the training provided, but may include:

• Reduction in accident and absence rates.
• Increased awareness of the topic covered, e.g. an increased number of worker comments/concerns highlighted.
• Improved compliance with safe systems of work.

Question 49

What are foreseeable incidents that might be included? (7)

Answer 49

• Fire.
• Bomb threat.
• Spillage of a hazardous chemical.
• Release of a toxic gas.
• Outbreak of disease.
• Severe weather or flooding.
• Multiple casualty accident.

Question 50

What are the arrangements that have to be included in the emergency procedures? (5)

Answer 50

Procedures to be followed

Provision of suitable equipment

Nomination of responsible staff

Provision of training and information

Drills and exercises

Question 51

Arrangements for contacting emergency services

Answer 51

• Communication equipment, e.g. land-line and mobile phones, satellite phones or VHF radio. The more remote the location the more difficult communication becomes.
• Contact details, e.g. national and local emergency service numbers. This may involve international medical evacuation as well.
• Responsible individuals with the necessary information and knowledge nominated to make the call. In many instances the emergency services can provide a more effective response if they are given critical information quickly.

Question 52

First Aid Requirements

Answer 52

• Facilities - an appropriate location where first-aid treatment can be given.
• Equipment - suitably stocked first-aid kits and other equipment as necessary.
• Personnel - staff with appropriate training to deliver first-aid treatment.

Question 53

Basic Role of the first-aiders

Answer 53

Preserve life Prevent deterioration

Promote recovery

Question 54

Considerations to determine the number of first-aiders

Answer 54

• Facilities - an appropriate location where first-aid treatment can be given.
• Equipment - suitably stocked first-aid kits and other equipment as necessary.
• Personnel - staff with appropriate training to deliver first-aid treatment.

Question 55

Requirements for first-aid boxes and facilities

Answer 55

• Centrally located in an area that can be accessed by the emergency services.
• Clean and adequately heated, ventilated and lit.
• Provided with hand-wash facilities, a chair and a clinical waste bin, etc.

Question 56

Factors to consider when deciding first-aid provision:

Answer 56

• General risk level of the workplace.
• Hazards present in the workplace.
• Accident history.
• Specific procedures required, e.g. some toxic materials have specific antidotes or first-aid protocols.
• Presence of vulnerable persons.
• Number of workers in the workplace.
• Work patterns and shift systems of workers.
• Geographic location of the workplace.
• Spread of the workplace.

Question 57

(a) Give the meaning of the term ’perception’. (2) (b) Outline ways in which workers’ perceptions of hazards in the workplace might be improved. (6)

Answer 57

(a) Perception can be defined as the way people interpret information which they take in through their senses, e.g. hearing and sight. Different people will perceive things in different ways.
(b) To improve hazard perception there are a number of approaches which can be used. Firstly the hazards need to be apparent to the workers. This can be achieved by making them easy to identify, e.g. by using signs to warn of hot surfaces and painting trip hazards yellow. Hazards can also be made more obvious to workers through the use of training and awareness-raising sessions, e.g. to introduce the idea that noise can be harmful to hearing. Hazards may also not be noticed as the senses are overloaded with other information, e.g. a noisy workplace may prevent a worker hearing an approaching vehicle, so background noise levels may be reduced to address this. Finally there may be issues affecting the way in which information is absorbed by different people - those with hearing or sight impairment may require additional steps to be taken to highlight hazards, e.g. tactile flooring near to crossing points, or vibrating pagers to warn of the fire alarm. PPE can also impair the senses - the use of hearing protection reduces the ability of the wearer to hear a warning.