3 Health and safety management systems 2 - Organising Flashcards
(a) Outline why it is important for an organisation to develop and
maintain emergency procedures. (4)
(b) When developing emergency procedures outline why the
arrangements for contacting the emergency and rescue services
needs to be included. (4)
Apart from the fact that the development of emergency procedures is a legal and
probably an insurance requirement, candidates should also point out that the main
reason for developing such procedures is to reduce the severity of an event by
avoiding or reducing casualties, property loss and environmental impact and ensuring
business continuity. An emergency is not an everyday event and planning and
preparation is required to ensure that employees know what to do if such an event
were to occur.
The arrangements for contacting emergency and rescue services should form an
integral part of any emergency procedures to ensure a timely response to an incident
and particularly if it is likely to escalate to a point where the organisation is unable to
deal with it with its own resources. Employees should be given advice on the services
that need to be contacted, when the contact should be made and the information that
should be provided when the call is made such as the presence of any hazardous
material on site.
Better answers are usually provided for the first part of this question although a few
candidates refer to reducing environmental impact and ensuring business continuity
while some explain what the procedures might involve rather than the reasons for
putting them in place. For part (b), candidates generally mention the need to ensure a
timely response but little else. Some explain why the services should be involved in
planning emergency procedures which is a valid point to make but not in answer to a
question on why contact arrangements should form part of the procedures.
When answering a question it is easy to move away from the specifics which have
been asked. Candidates may which to consider re-reading the question once they
have started their answer or even starting their answer with the key words from the
question eg in part (b) “It is important to include arrangements for contacting the
emergency services because…” this may assist in keeping the answer in focus rather
than going into the general issues associated with emergency procedures.
(a) Outline the main functions of first aid. (3)
(b) Outline the main factors that should be taken into account when
deciding the number of first-aid boxes that are needed in the
workplace. (5)
This question related to Element 3 of the syllabus and assessed candidates’
knowledge of learning outcomes 3.6: Outline the requirements for, and effective
provision of, first aid in the workplace.
Part (a) was quite well answered although the candidates often listed the three main
points without gaining full marks by outlining the answer. Part (b) was less well answered;
candidates often misunderstood the question and concentrated on first aid box contents
and numbers of first aiders rather than the factors to be considered on determining how
many first aid boxes may be needed. Issues such as the proximity of hospitals and
number of first aiders would be relevant for other first aid related questions but they were
not relevant here and as such did not attract any marks.
Give reasons why a verbal instruction may not be clearly understood by
an employee. (8)
This question related to Element 3 of the syllabus and assessed candidates’
knowledge of learning outcomes 3.4: Explain the ways in which health and safety
behaviour at work can be improved, with effective communication within the
organisation.
There were some good broad answers to the question focusing on why verbal
instructions may not be clearly understood, with issues on the receiver, communicator,
the message itself and the work environment. In some cases the answers were almost
too in-depth as the command word was “give”.
(a) Identify the individual factors that may increase the risks to an
employee who is required to work alone away from his/her
workplace. (4)
(b) Describe the procedural controls that employers could
implement to help minimise the risk to lone workers. (4)
This question related to Element 3 and 4 of the syllabus and assessed candidates’
knowledge of learning outcomes 3.3 Outline the human factors which influence
behaviour at work in a way that can affect health and safety and 4.2: Explain the
principles and practice of risk assessment.
Part (a) of the question considered the individual factors which may increase the risks,
these related to the person themselves and not factors associated with the task or
organisation. Environmental or procedural issues were covered in a number of
answers but these were not required.
Part (b) of the question required “procedural controls” to be described. In some cases
this was misread with technical controls included such as radios and satellite tracking.
(a) Outline the functions of a safety representative as stated in the
Safety Representatives and Safety Committees Regulations
1977. (6)
(b) Describe the facilities that an employer may need to provide to
safety representatives. (2)
This question related to Element 3 of the syllabus and assessed candidates’
knowledge of learning outcome 4: Explain how health and safety behaviour at work
can be improved.
As the question stated, these Regulations have been in force since 1977 giving trade
union safety representatives’ specific functions which they may fulfil. Although many companies may no longer all have recognised trade unions, this topic and legislation
forms part of the NGC1 syllabus and as such needs to be reviewed by candidates
attempting the NGC1 examination. There was some confusion between the safety
representative role and that of a health and safety adviser.
Part (b) required a description of the facilities that may be provided to safety
representatives. These were confused in some cases with the welfare facilities which
should be provided to all employees not just safety representatives.
Two methods of conveying health and safety information to employees
are via noticeboards and toolbox talks.
(a) (i) Outline TWO advantages of using noticeboards. (2)
(ii) Outline TWO advantages of using toolbox talks. (2)
(b) (i) Outline TWO limitations of using noticeboards. (2)
(ii) Outline TWO limitations of using toolbox talks. (2)
This question related to Element 3 of the syllabus and assessed candidates’
knowledge of learning outcome 3.4: Explain how health and safety behaviour at work
can be improved. Outcome 3.4 focuses on effective communication within an
organisation.
Generally this question was well answered with most candidates attaining at least half
marks or better. However, from the responses, it is clear that candidates had a better
knowledge of the advantages and limitations of noticeboards than of toolbox talks. For
part (a), some candidates outlined the types of information best conveyed by each of
the two methods, which was an approach that was not required by the question.
It appears that some candidates had no knowledge of toolbox talks at all and hence
were unable to provide any advantages or limitations. It was disappointing to note that
some candidates considered that toolbox talks were considered an inconvenience as
time would be lost from the work at hand.
(a) Explain the term ‘first aider’. (2)
(b) Outline why it is important to train employees as:
(i) ‘first aiders’; (4)
(ii) ‘appointed persons’. (2)
This question related to Element 3 of the syllabus and assessed candidates’
knowledge of learning outcome 3.6: Outline the requirements for, and effective
provision of, first aid in the workplace. It covers the role and training of first aiders and
appointed persons.
Part (a) required an explanation. Most of the candidates, however, did not give an
answer of sufficient depth to gain both of the marks that were available. The vast
majority knew that a first aider should be trained but omitted to add that the training
must be in first aid at work or the training must be approved. Further, rather than
explain the term, some candidates outlined the role of the first aider and were unable
to be awarded any marks.
Part (b)(i) produced a reasonable response with the majority of candidates able to
gain at least half of the available marks. Whilst a significant number of candidates
correctly recognised that there are legal reasons to train first aiders, it was
disappointing to find that many thought that the legal source is the Health and Safety
at Work etc Act 1974 rather than the Health and Safety (First Aid) at Work
Regulations1981.
For part (b)(ii), very few candidates recognised the term ‘appointed person’ and hence
were unable to answer. Many mistakenly referred to persons appointed to other roles
with fire marshals frequently given as an example.
Outline ways to help ensure the effectiveness of a health and safety
committee. (8)
One of the prime requirements in setting up an effective safety committee is to ensure
that it has the full backing of senior management, is provided with terms of reference
and objectives and that its membership constitutes an even balance between
management and employee representatives under the chairmanship of a fair, strong
but diplomatic individual with one member of sufficient seniority to authorise any
agreed action. It would be essential that time and resources are set aside for
committee meetings which should be at a convenient time and notified in advance to
all members with a copy of the agenda. Items for discussion should be topical and
relevant to the organisation and the safety adviser should always be present to
provide professional health and safety advice. Formal minutes should be prepared
after each meeting including actions that have been agreed and a copy of these
should be displayed where it is accessible to all employees, such as on the employee
notice board, so that they might be aware of the decisions that have been taken.
This question asked for ways in which the effectiveness of a health and safety
committee might be ensured but few answers actually addressed this point. Some
wrote of the rights, responsibilities and functions of safety representatives, others of
the rights and functions of a health and safety committee none of which was relevant.
Identify the factors that might cause a positive health and safety culture
in an organisation to decline. (8)
In answering this question, candidates were expected to identify factors such as the
lack of visible leadership and commitment at senior level and a loss of key personnel;
the lack of effective communication with the employees; the fact that health and safety
was not given the same priority as other objectives such as production or quality; the
lack of consultation with and involvement of the workforce; a failure by management
to implement and maintain risk controls, to investigate accidents to identify their
causes and to introduce appropriate remedial action; a poor working environment with
inadequate welfare facilities; the setting of unrealistic and unachievable targets and
the suspicion of the presence of a blame culture; a high staff turnover and a continual
influx of new employees; and external influences such as a downturn in the economy
leading to job insecurity.
Answers to this question were to a reasonable standard, though a few candidates
gave reasons for the existence of a positive culture, perhaps through not reading the
question with sufficient care, while others identified symptoms of a decline rather than
reasons for it.
(a) Identify TWO main functions of first-aid treatment. (2)
(b) Outline factors that should be considered when selecting an
employee to be a first-aider. (6)
For part (a), the main functions of first-aid treatment include the preservation of life,
the minimisation of the consequences of injury until medical help is obtained and the
treatment of minor injuries that would not receive or do not need medical attention.
This part of the question did not cause too many problems for the majority of
candidates.
For part (b), factors to be considered in selecting an employee for a first aid post
include existing knowledge and/or qualifications or if none exist, aptitude to learn and
ability to absorb knowledge during their training period; physical fitness and ability, his
communication skills and an awareness of their own limitations; willingness to accept
responsibility and ability to cope with stressful situations; the ease with which they
may be released from normal duties when needed to give first aid; and the mix of the
workforce taking into account gender, ethnicity and religious convictions. Answers to
this part of the question varied in quality, with some referring only to competence and
training without giving any further detail. A few outlined factors to be considered when
deciding on the number of first aid personnel that might be required, others on the
type of first aid that should be provided.
Following a significant increase in accidents, a campaign is planned to
improve the health and safety culture of an organisation.
(a) Describe the term ‘health and safety culture’. (4)
(b) Identify reasons why the current safety procedures may not
have been followed. (8)
(c) Identify how the organisation might ensure that the campaign is
effectively communicated to, and understood by employees. (8)
For part (a) of the question, a good answer would have described that the health and
safety culture of an organisation is the product of individual and group values,
attitudes, perceptions, competencies and patterns of behaviour that determine the
commitment to, and the style and proficiency of, the organisation’s management of
health and safety. There were not many candidates who were able to offer a coherent
description of a culture often confusing it with a health and safety management
system or a health and safety policy.
For part (b), candidates were expected to identify reasons such as a poor health and
safety culture in the organisation and a lack of management commitment; unrealistic
targets being set resulting in pressure being applied to the workforce and this could
have been exacerbated by the lack of adequate resources such as the provision of
suitable equipment; a lack of adequate communication and consultation with the
workforce and a failure to provide them with the necessary training and information
so that employees’ roles and responsibilities were unclear; inadequate levels of
supervision and monitoring of compliance with the set procedures; the repetitive
nature of the tasks to be completed leading to boredom and complacency; and
environmental factors such as noise and inadequate standards of lighting.
Answers to this part of the question were to a reasonable standard though some
candidates explained why the current procedures should be followed without giving
reasons why they were not.
To ensure the campaign is effectively communicated to and understood by the
employees, the first important step to be taken would be to ensure that its objectives
are made abundantly clear. To achieve this, appropriate language should be used,
jargon should be avoided and it would be useful to use a variety of means of
communication to reinforce the message to be delivered. Candidates should also
have identified the importance of the commitment of senior management to the
campaign, the allocation of responsibilities and the opportunities both for consultation
with the workforce on the issues involved and the opportunities offered for their
involvement. Additional marks were available for those candidates who identified the
importance of providing regular feedback and updates on the progress of the
campaign and the need for a review on its completion. Answers to this part of the
question were often limited in content identifying only different methods of
communication that might be used or describing actions that could be taken to
improve an existing health and safety culture.
(a) Explain the purpose of the “statement of intent” section of a
health and safety policy. (2)
(b) Identify SIX categories of persons who may be included in the
“organisation” section of the health and safety policy AND give
an example of a specific responsibility in EACH case. (6)
In answering the first part of the question, candidates should have explained that the
purpose of the ‘statement of intent’ section of the policy is to set health and safety
goals and objectives for the organisation; demonstrate management’s commitment to
health and safety; explain the allocation of resources to attain the stated goals and
objectives and give an indication of the cultural health and safety framework for the
organisation. Most candidates had little difficulty in answering this part of the
question.
Part (b) required candidates both to identify six categories of persons who might be
included in the “organisation” section of a policy document and also to give an
example of their specific responsibilities in each case. Categories identified could
have included directors and senior managers - setting general policy and objectives;
middle managers - implementing the policy and completing risk assessments; line
managers - checking day to day compliance with the policy by carrying out workplace
inspections; safety advisors - advising the company on accident and compliance
issues; safety representatives and representatives of employee safety - representing
employees in consultation on health and safety matters with the employers;
employees - responsible for their own safety by wearing personal protective
equipment and reporting problems.
W hile candidates were generally able to identify six categories of persons they often
found it difficult to give examples of their specific responsibilities.
(a) Outline why organisations should develop an emergency
procedure. (3)
(b) Identify the main issues which should be covered by an effective
emergency procedure. (5)
The main reasons for an organisation to develop emergency procedures are to
reduce the severity of an event and ensure steps are taken to mitigate its effect with
the ultimate aim of protecting employees and others. Candidates should also have
referred to specific legal requirements such as those contained in the Management of
Health and Safety at Work Regulations. In most cases, candidates could only offer
the reason of preventing injury to employees forgetting that an emergency might
involve others such as contractors or visitors. There were few answers that contained
a reference to legal requirements while some candidates suggested issues that
should be contained in an emergency procedure limiting their answer to the second
part of the question.
For part (b), candidates were expected to identify issues such as the roles and
responsibilities of key employees; the information and training to be provided for the
workforce as a whole; the methods to be adopted for sounding the alarm and
providing contact details both internal and external; the location of the designated
escape routes and assembly points, the arrangements for the evacuation if needed
of vulnerable persons and visitors and for carrying out regular drills of the evacuation
procedures; the provision and siting of isolation points such as, for example, for gas
and electricity; the arrangements for the provision of emergency equipment and personal protective equipment; and the arrangements for any necessary
decontamination and/or clean up following an emergency and for the completion of a
subsequent review.
Answers to this part of the question were to a better standard with most able to
identify the relevant issues. Those who did not do so well only gave procedures to be
followed in the event of a fire requiring evacuation of personnel.
Identify ways in which the following can be achieved to help promote a
positive health and safety culture in a workplace:
(a) control; (2)
(b) cooperation; (2)
(c) competence; (2)
(d) communication. (2)
In considering how ‘control‘ might help to promote a positive health and safety culture
in the workplace, candidates could have identified ways such as appointing a senior
person in the organisation to monitor the implementation of the health and safety
policy; ensuring health and safety management procedures are in place; allocating
responsibilities to specific personnel with managers taking full responsibility for
controlling risk factors and reporting on performance; persuading employees to
commit to clear health and safety objectives and setting health and safety standards;
encouraging safety representatives to promote both the policy and the standards set;
enforcing health and safety measures and taking disciplinary action where this is
thought to be necessary.
As far as ‘cooperation’ is concerned, this would involve consultation with the
employees and their representatives to motivate them and encourage their ownership
of the control measures that have been put in place; involving the workforce in health
and safety matters such as for example the completion of risk assessments and
workplace inspections; and sharing information with them regarding loss and other
health and safety experiences.
‘Competence’ might be achieved by assessing the skills necessary to ensure tasks
are carried out safely by careful selection of the staff to be involved and identifying
their training needs; by the provision of the necessary instruction, information and
training to individuals with particular emphasis on that needed for high risk activities;
and by making arrangements for employees to have access to advice and information
sources to assist in increasing their knowledge.
Finally ‘communication’ can play an important part in promoting a positive health and
safety culture if clear and effective lines of communication have been established and
any barriers removed; if information is provided by tool box talks for example and
health and safety is discussed regularly not only at official safety committee meetings
but also at all team meetings; and if managers are seen to lead by example and to
encourage two way communication.
Familiarity with HSG65 would have helped candidates to provide the information
required to answer this question. However, many could identify only the importance of
the four elements in promoting health and safety in the workplace without identifying
how they might be achieved. It was not sufficient to make general statements such as
‘competence’ involves the use of competent personnel or ’cooperation’ can be
achieved by employers cooperating with their employees.
