Responsibilities for OHS

The main responsibility for workplace health and safety falls on the employer, but employees also have a duty to help create a safe working environment. Safety at work is a shared responsibility, and workers at every level have a part to play in making it a priority. Structures and processes should be set up to:

• make health and safety a line-management responsibility that is known and accepted at all levels
• define the responsibility, accountability and authority of everyone, and communicate this to all members of the organisation
• promote cooperation and communication among members of the organisation, including workers and their representatives, so that the elements of the management system are carried out
• meet the principles of OHS management systems set out in relevant national guidelines, tailored guidelines or voluntary programmes that the organisation has signed up to
• establish effective arrangements to identify and eliminate or control work-related hazards and risks, and to promote health at work
• ensure workers and their representatives take full part in running the OHS management system

The detailed roles are covered in sections 1.2 and 1.3 of Element 1.

Practical arrangements for making it work

Setting overall objectives and measurable targets

The current NEBOSH syllabus uses SMART as specific, measurable, achievable, reasonable and time-bound. Set a defined measure and deadline, then check feasibility and resources. The examples below are illustrative planning targets, not legal allowances to leave people untrained or unprotected.

• Example 1. Complete and verify the corrective actions from a defined manual-handling review within three months, with an owner and deadline for each action. Dangerous tasks need effective interim control or suspension immediately; do not wait for the improvement deadline.
• Example 2. Review the training needs and practical competence of all workers in a named department within one month. Provide essential instruction, training and supervision before anyone undertakes affected work.
• Example 3. Check required PPE selection, fit, condition and use on every planned inspection for the next three months, correcting unsafe conditions immediately and reviewing recurring causes. A percentage target must not legitimise unprotected work.

Stating the organisation's arrangements

Planning and organisation. Think about:

• the hours of work of employees, including representation of those on shift work
• the pattern of work, including representation of part-time, seasonal or short-term employees
• the number and grouping of employees
• where employees work, including representation of those in dispersed locations such as transport or home working
• the different types of work and levels of responsibility
• employee attributes, including gender, ethnicity, age and special needs
• the nature of OHS hazards and risks
• how employees interact with the employees of other employers, such as contractors and labour hire

Controlling hazards. You must know the hazards before you can control them. Hazards can be found through site inspections, risk assessments, a review of incident data, talking to workers and similar methods. Then:

1. Prioritise the hazards found.
2. Make a plan to correct them.
3. Correct them using the hierarchy of controls.

Communication and consultation. Set up channels with everyone involved: workers, visitors, contractors, neighbours, insurers, regulators, emergency services and other interested parties.

• Create effective two-way communication and respond to workers' needs and concerns.
• Support a work environment that builds trust, creativity and general wellbeing.
• Set up an active workplace safety and health committee.
• Keep employees informed about safety inspections, injury and illness statistics and other safety issues.
• Value employee input and feedback. Employees often know more about safety problems and solutions than managers do.

Monitoring compliance.

• Make daily safety inspections part of some employees' jobs.
• Give everyone a meaningful activity that supports safety.
• Inspect specific equipment and processes often, daily or weekly as needed.
• Respond to every report of an unsafe or unhealthy condition or work practice.
• If injuries or illnesses occur, find out why.
• Make sure hazard correction systems are in place and working.

Assessing effectiveness.

• Set a planned review interval appropriate to the risks, and review sooner after significant change, incidents or evidence that arrangements are ineffective. An annual interval is an example, not a universal rule.
• Investigate accidents, injuries, illnesses and close calls as they occur.
• Evaluate injury and illness statistics.
• Document all safety efforts.
• Review new and changed processes, materials, facilities and equipment for hazards.
• Evaluate how effective training is.
• Listen to staff. Do employees know the hazards of their jobs and how to work safely? Do managers enforce safe work practices and praise safe behaviour?

Keeping it current: when to review

The elements of a management system should be reviewed regularly and revised where necessary. A review is needed:

• when new technology or a new process is introduced, including a new way of doing a task
• when a risk control measure is revised
• when a notifiable incident occurs at the workplace
• when an audit of performance standards shows a deficiency
• after enforcement action
• after a worker's task is changed because of health surveillance results
• when there is evidence that a risk control measure does not adequately control the risk
• when a health and safety representative asks for a review
• when the organisational structure changes or a change is proposed
• when a legal requirement changes
• periodically, for example once a year

Further Reading

• Guidelines on occupational safety and health management systems (ILO-OSH 2001)
• Managing for health and safety (HSG65), third edition, 2013
• ISO 45001:2018, Occupational health and safety management systems
• Plan, Do, Check, Act: An introduction to managing for health and safety (INDG275), HSE

Summary notes for Element 2 · Cheat sheet · Glossary. A study aid, not published or endorsed by NEBOSH.