1.2 H&S Management systems - Policy

Question 1

1.2 When is a review of the H&S policy needed?

Answer 1

• technological changes – plant / equipment / work processes have changed and new significant risks have been identified (or sometimes risks are removed);
• organisational changes – significant changes such as new management, an increase or decrease in staff numbers, change in the make up of the workforce, e.g. language barriers, new premises etc.; and/or
• legal changes – would obviously require review to ensure compliance

Question 2

1.2 What arrangements need to be in place for planning, implementation and monitoring of performance?

Answer 2

• Means of identifying risks and appropriate controls for those risks, e.g. risk assessments, provision of written safe systems of work (method statements – permits to work), standard operating procedures (SOP);
• Fire and first aid or other emergency procedures;
• Training of staff (both induction and ongoing);
• Consultation with the workforce; and
• Allocation of finances for health and safety activities

Question 3

1.2 What types of communication are there for H&S?

Answer 3

• Vertical communication – which involves a hierarchical approach with individuals communicating with the levels above and below. Depending on the culture of the organisation, this can take place in formal (e.g. safety meetings) or informal (e.g. open door policy) settings.
• Horizontal communication – where communication takes place across management boundaries (such as across departments).
• Feedback loops – these will vary according the style(s) of communication but they must be effective in order for the system to work properly.

Question 4

1.2 What are the roles and responsibilities for H&S for management and employees?

Answer 4

• Senior management – concerned with setting the strategy (e.g. setting policies and objectives) across the organisation and ensuring that the
system works.
• Middle management – concerned with the detailed plans to achieve objectives – determination of the key risks for their functions /
departments.
• First-line management (Supervisors) – concerned with the technical operation of work activities – e.g. risk assessment, induction or other training, monitoring of health and safety standards in the workplace (e.g. inspections).

Employees are expected to:
• take reasonable care for themselves and others whilst at work;
• cooperate with the employer, so that the law is complied with;
• not recklessly interfere with or misuse anything that is provided in the interests of health and safety;
• use any machinery, equipment, dangerous substances or safety devices in accordance with any training that is given; and
• inform their employer of any hazards that pose a serious risk, or anything that may lead to risk control measures deteriorating.

Question 5

1.2 What targets can a H&S policy include?

Answer 5

• accident and incident rates;
• benchmarking, i.e. comparing performance with accident / incident rates in similar industries;
• monitoring activities, e.g. ensuring that all high risk activities are closely supervised, all remote work sites inspected monthly, etc.;
• completion of corrective actions from audits / inspections;
• physical measurements of the workplace, e.g. levels of noise / vibration; and/or
• frequency of health and safety review activities.

Question 6

1.2 What is the statement of intent?

Answer 6

• outline the organisation’s philosophy in relation to the management of health and safety;
• state how the legislation applies in the particular circumstances of the organisation;
• identify general responsibilities of both management and workforce;
• set aims, objectives and quantifiable targets; and
• demonstrate management commitment – it should be signed by the MD, CEO or similar senior person.

Question 7

1.1 What are the 3 key elements of the H&S policy?

Answer 7

• A general statement outlining management’s commitment to health and safety, which states the aims and objectives of the organisation in terms of their health and safety performance – the Statement of Intent.
• The roles and responsibilities of all individuals – the Organisation.
• The details of how the organisation will manage the health and safety risks that it faces – the Arrangements.

Question 8

1.1 What does the ILO recommend as a minimum that should be in the H&S policy?

Answer 8

• Protecting the safety and health of all members of the organisation by preventing work-related injuries, ill health, diseases and incidents.
• Complying with relevant occupational health and safety national laws and regulations, voluntary programmes, collective agreements on occupational health and safety and other requirements to which the organisation subscribes.
• Ensuring that workers and their representatives are consulted and encourage to participate actively in all elements of the occupational health and safety management system.
• Continually improving the performance of the occupational health and safety management system.

Question 9

1.1 What is the main role of the H&S policy?

Answer 9

• The main role of the policy is to set out how an organisation will fulfil its duties under relevant regulations. An organisation’s policy should be based on its own circumstances, i.e. the risks it faces.
• It should show commitment to achieving good standards of health and safety and create a framework for managing risks, i.e. the responsibilities of all staff and arrangements for achieving the policy’s objectives.
• If the policies are relevant and everyone is aware of them, they are more likely to be considered in decision-making processes.
• There is no specific format for health and safety policies.

Question 10

1.2 What is the purpose of setting health and safety policy?

Answer 10

A health and safety policy outlines the acceptable organisational and procedural arrangements to ensure that health and safety matters are controlled. It includes the responsibilities of staff at all levels and describes the health and safety systems and procedural arrangements that exist to ensure that hazards are reduced to an acceptable level. It is in effect the route map for the organisation, which outlines not only the aims and objectives for the company, but also sets out the role that each person will play in helping the company achieve its objectives.

Question 11

1.2 What are the key elements of the HSG 65 policy?

Answer 11

Policy

• Setting the culture
• Integrating health and safety and business issues
• Setting policies

Organisation

• Allocating responsibility
• Communicating
• Training

Planning and implenting AUDITING

• Setting standards
• Eliminating risks
• Using proper equipment
• Improving work systems

Measuring performance

• Active monitoring
• Reactive monitoring

Reviewing performance

• Learning from monitoring
• Updating policy
• Seeking continuous improvement

Question 12

1.2 Name 3 Occupational H&S systems?

Answer 12

HSG 65. Published in 1991, the HSE’s ‘Successful Health and Safety Management’ quickly became the benchmark that many organisations took up in an attempt to introduce systems for managing health and safety.
OHSAS 18001. Developed in conjunction with the ISO 9000 series for quality management, this internationally recognised Standard specifies the requirement for an occupational health and safety (OH&S) management system, to enable an organisation to control its OH&S risks and improve its performance.
ILO-OSH 2001. Very similar to OHSAS 18001, this international system was developed by the ILO after extensive study of many occupational health and safety management systems used across the world.

Question 13

1.2. What are the key elements to a H&S system?

Answer 13

These include
increased productivity and lower incidences of downtime, as well as improved staff morale,
which in turn can result in lower absence and staff turnover rates, lower insurance costs and
less chance of having legal action taken against the company.