NEBOSH IGC1: Element 2, Health and Safety Management Systems 1 - POLICY

Topic 1: Key Elements of Health and Safety Management System

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The seven key elements are:

1) Policy A clear health and safety policy contributes to business efficiency and
continuous improvement throughout the operation. The policy should state the intentions
of the organisation in terms of clear aims, objectives, targets and senior management
involvement.

2) Organising A well-defined health and safety organisation should identify health and
safety responsibilities at all levels of the organisation. An effective organisation will be
noted for good communication, the promotion of competency, the commitment of all
employees and a responsive reporting system.

3) Planning and implementing A clear health and safety plan, based on risk assessment,
sets and implements performance standards, targets and procedures through an effective
health and safety management system. The plan should set priorities and objectives for
the control or elimination of hazards and the reduction of risks.

4) Measuring performance This includes both active (sometimes called proactive) and
reactive monitoring of the health and safety management system. It is also important to
measure the organisation against its own long-term goals and objectives.

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5) Reviewing performance The results of monitoring and independent audits should

indicate whether the objectives and targets set in the health and safety policy need to be
changed. Changes in the health and safety environment in the organisation, such as an
accident, should also trigger a performance review. Performance reviews should include
comparisons with internal performance indicators and the external performance
indicators of similar organisations with exemplary practices and high standards.

6) Auditing An independent and structured audit of all parts of the health and safety
management system reinforces the review process. If the audit is to be really effective, it
must assess both the compliance with stated procedures and the performance in the
workplace. It will identify weaknesses in the health and safety policy and procedures and
identify unrealistic or inadequate standards and targets

7) Continual improvement The simplest way to achieve continual improvement is to

implement the recommendations of audits and management reviews and use benchmarks
from similar organisations and any revised national or industrial guidelines. Suggestions
from the workforce, managers, supervisors and the health and safety committee can be a
very effective vehicle for continual improvement.

Q No. 1: What are the organisational requirements for effective health and safety management?

Ans: There should be a framework of roles and responsibilities for health and safety allocated to
individuals throughout the organisation, including the appointment of specialist staff and
ensuring that general management roles and arrangements address health and safety issues.

Q No. 2: What is the role of evaluation?

Ans: To ensure that the organisational arrangements, health and safety standards and operational
systems and measures are working effectively and, where they are not, to provide the
information required to revise them.

Topic 2: Purpose and Importance of Setting Policy for Health and Safety

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ROLE OF THE HEALTH AND SAFETY POLICY IN DECISION-MAKING

In particular the policy should influence decision-making within the organisation. This will occur
in two ways:

Firstly, senior management have to decide what kind of health and safety standards they
are committing the organization to, and will have to allocate resources accordingly.

Secondly, other managers have to ensure that their decision-making is in line with the
policy and does not work against the organisations stated aims and objectives.

The purpose of setting a health and safety policy is to ensure that:

1. everybody associated with the organisation is aware of its health and safety aims and
objectives and how they are to be achieved;
2. the performance of the organisation is enhanced in areas other than health and safety;
3. there is effective personal development of the workforce;
4. business effi ciency is improved throughout the operation; and
5. the involvement of senior management in health and safety issues is evident to all
stakeholders.

The policy should state the intentions of the business in terms of clear aims, objectives,
organisation, arrangements and targets for all health and safety issues. The written health and
safety policy should include the following three sections:
1. a health and safety policy statement of intent which includes the health and safety aims
and objectives of the organisation;
2. the health and safety organisation detailing the people with specifi c health and safety
responsibilities and their duties; and
3. the health and safety arrangements in place in terms of systems and procedures.

Policy statement of intent:

1. Aims and objectives;
2. Duties of employer and employees;
3. Performance targets and benchmarks;
4. Name of person responsible for health and safety; and
5. Posted and dated.

Organisation:
1. Safety manual
2. Organisational chart
3. Responsibilities
4. Allocation of resources, including fi nance
5. Safety monitoring system
6. Identification of main hazards.

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Arrangements to include:
1. Planning and organising
2. Accident reporting
3. Emergencies
4. Contractors and visitors
5. Consultation and communication with employees
6. Fire precautions
7. Main risk assessments and hazard control
8. Performance monitoring.

Q No. 3: Why might the health and safety policy of two organisations, both undertaking similar
work, be different?

Ans: Because the policy is a reflection of the particular circumstances of each organisation; so
any variations in size, nature and organisation of operations, etc. will mean that the health and
safety policy will also vary.

Topic 3: Key Features and Content of a Health and Safety Policy

GENERAL STATEMENT OF INTENT

The Statement of Intent should recognise that managers and workers at all levels within the
organisation have a part to play in implementing policy, and it will therefore state very clearly
that every person must comply with the policy and that serious breaches of policy may be treated
as disciplinary offences.

The General Statement of Intent should be:

Signed by the person at the top of the organization (Chief Executive Officer (CEO),
Managing Director (MD), etc.) to authorise the policy and indicate that the policy

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commitment comes from the highest level. This person also has ultimate responsibility
for health and safety in the organisation so should be committed to the policys contents.

Dated, to indicate when the current statement was prepared and provide a reference point
for review.

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ORGANISATION (HEALTH AND SAFETY ROLES AND RESPONSIBILITIES)v

The Organisation section will usually reflect the management hierarchy within the organisation
and allocate responsibilities accordingly:

1) The CEO or MD - ultimately responsible and accountable for the entire organisation.

2) Management at all levels - responsible for ensuring that all appropriate safety measures
are in place and being carried out effectively within the part of the organisation under
their management control. This might be done by breaking down the management
hierarchy into discrete layers and allocating responsibilities to each layer, e.g. senior
managers responsibilities, middle managers responsibilities, supervisors
responsibilities.

3) All employees - responsible for acting safely at all times in the course of their duties at
work.

4) Competent persons - have operational duties but are also considered competent to carry
out one or more specialist health and safety duties, e.g. as first-aiders, fire marshals, etc.

5) Specialist health and safety practitioners - responsible for providing advice to support
management and employees in achieving safety.

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ARRANGEMENTS

The Arrangements section is often the largest section of the policy. It deals with the general
arrangements that exist to manage health and safety and the specific arrangements that are
necessary to deal with particular risks relevant to the organisation and its activities.

Examples of specific risks and problems within an organisation that may need detailed
arrangements include:
Lone working.
Noise-exposure control.
Vibration-exposure control.
Control of exposure to toxic materials.
Control of contractors and visitors.
Control of transport risks.
Waste disposal.

REVIEWING POLICY

A health and safety policy should not be considered as rigid and unchanging. Instead, it should
be subject to regular review so that it remains current and relevant. In this way it can be kept a
live document.
It is good practice to review policy on a regular basis, e.g. annually. However, there are other
circumstances which could give rise to reviews.

The aim of the review is to make sure that the policy is up-to-date and accurate. The date of the
previous review should be recorded on policy documents to indicate how current they are.

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THE EFFECTS OF A POSITIVE HEALTH AND SAFETY PERFORMANCE

Are to:
support the overall development of personnel;
improve communication and consultation throughout the organisation;
minimise financial losses due to accidents and ill health and other incidents;
directly involve senior managers in all levels of the organisation;
improve supervision, particularly for young persons and those on occupational training
courses;
improve production processes; and
improve the public image of the organisation or company.

THE REASONS FOR UNSUCCESSFUL HEALTH AND SAFETY POLICIES

Include:
the statements in the policy and the health and safety priorities are not understood by, or
properly communicated to, the workforce;
minimal resources are made available for the implementation of the policy;
too much emphasis on rules for employees and too little on management policy;
a lack of parity with other activities of the organisation (such as fi nance);
lack of senior management involvement in health and safety;
inadequate personal protective equipment;

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unsafe and poorly maintained machinery and equipment; and

a lack of health and safety monitoring procedures.

STANDARDS AND GUIDANCE RELATING TO HEALTH AND SAFETY POLICY

The ILO recommends (in ILO-OSH 2001) that a health and safety policy should be:

a) specific to the organisation and appropriate to its size and the nature of its activities;
b) concise, clearly written, dated and made effective by the signature or endorsement of the
employer or the most senior accountable person in the organisation;
c) communicated and readily accessible to all persons at their place of work;
d) reviewed for continuing suitability; and
e) (e) made available to relevant external interested parties, as appropriate.

Further, the ILO recommends that the policy should include, as a minimum, the following key
principles and objectives:
(a) the protection of the health and safety of all members of the organization by the
prevention of work-related injuries, ill health, diseases and incidents;
(b) the compliance with relevant national laws and regulations, voluntary programmes and
collective agreements involving occupational health and safety;
(c) consultation with the workers and their representatives and encouragement for them to
participate actively in all elements of the health and safety management system; and
(d) the continual improvement of the performance of the health and safety management
system.

Q No. 4: What are the three key elements of a health and safety policy?
Ans: The General Statement of Intent, the Organisation (i.e. roles and responsibilities), and the
Arrangements

Q No. 5: Who should sign the policy statement?

Ans: A senior director, or the Chief Executive Officer, indicating the organisations commitment
at the highest level.

Q No. 6: What health and safety responsibilities do all workers have?

Ans: To act responsibly and safely at all times, and to do everything they can to prevent injury to
themselves and to fellow workers.

Q No. 7: What does a safety organisation chart show?

Ans: The hierarchy of roles and responsibilities for health and safety, and the lines of
accountability between them.

Q No. 8: What circumstances might require a review of policy?

Ans: The circumstances that should give rise to reviews, either of general policy or specific
aspects of it, include:

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Changes in the structure of the organisation, and/or changes in key personnel.

A change in buildings, workplace, or worksite.

When work arrangements change, or new processes are introduced.

When indicated by a safety audit, or a risk assessment.

Following government enforcement action, or as the result of the findings from accident
investigations.

Following a change in legislation.

o If consultation with employees or their representatives highlights deficiencies.

o If requested by a third party.

Q No. 9:
(a) Outline the main components of a health and safety management system.
(b) Identify TWO practical measures that managers could take to motivate employees to follow
the standards contained within the health and safety management system.

(a)
The main components of a management system are:

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1. Policy,
2. Organisation
3. Planning arid Implementation.
4. Measuring performance,
5. Reviewing Performance,
6. Audit and
7. Continuous Improvement.

(b)
Managers can motivate people in health and safety by a number of means, including:
1. A clear and evident commitment from the most senior manager downwards, which
provides a climate for safety in which managements objectives and the need for
appropriate standards are communicated and in which constructive exchange of
information at all levels is positively encouraged
2. An analytical and imaginative approach identifying possible routes to human factor
failure. This may well require access to specialist advice
3. Procedures and standards for all aspects of critical work and mechanisms for reviewing
them
4. Effective monitoring systems to check the implementation of the procedures and
standards
5. Incident investigation and the effective use of information drawn from such
investigations
6. Adequate and effective supervision with the power to remedy deficiencies when found.
7. Effective health and safety management system
8. Encouraging a positive health and safety culture
9. Ensuring adequate and competency of supervision
10. Insisting on effective incident reporting and analysis
11. Willing to learn from experience
12. Clearly visible health and safety leadership
13. A suitable team structures
14. Efficient communication systems and practices
15. Providing adequate staffing levels
16. Ensuring suitable work patterns are implemented
17. Recognition and reward

Q No. 10:
(a) Draw a flowchart to show the relationships between the six elements of the health and safety
management model in HSEs Successful Health and Safety Management (HSG65).
(b) Outline the part that EACH element of the HSG65 model plays within the health and safety
management system.

(a)

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(b)
The seven key elements are:
1) Policy A clear health and safety policy contributes to business efficiency and
continuous improvement throughout the operation. The policy should state the intentions
of the organisation in terms of clear aims, objectives, targets and senior management
involvement.

2) Organising A well-defined health and safety organisation should identify health and
safety responsibilities at all levels of the organisation. An effective organisation will be
noted for good communication, the promotion of competency, the commitment of all
employees and a responsive reporting system.

3) Planning and implementing A clear health and safety plan, based on risk assessment,
sets and implements performance standards, targets and procedures through an effective
health and safety management system. The plan should set priorities and objectives for
the control or elimination of hazards and the reduction of risks.

4) Measuring performance This includes both active (sometimes called proactive) and
reactive monitoring of the health and safety management system. It is also important to
measure the organisation against its own long-term goals and objectives.

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5) Reviewing performance The results of monitoring and independent audits should

indicate whether the objectives and targets set in the health and safety policy need to be
changed. Changes in the health and safety environment in the organisation, such as an
accident, should also trigger a performance review. Performance reviews should include
comparisons with internal performance indicators and the external performance
indicators of similar organisations with exemplary practices and high standards.

6) Auditing An independent and structured audit of all parts of the health and safety
management system reinforces the review process. If the audit is to be really effective, it
must assess both the compliance with stated procedures and the performance in the
workplace. It will identify weaknesses in the health and safety policy and procedures and
identify unrealistic or inadequate standards and targets

7) Continual improvement The simplest way to achieve continual improvement is to

implement the recommendations of audits and management reviews and use benchmarks
from similar organisations and any revised national or industrial guidelines. Suggestions
from the workforce, managers, supervisors and the health and safety committee can be a
very effective vehicle for continual improvement.

Q No. 11:
(a) Draw a flowchart to identify the main components of the health and safety management
system described in the HSE publication Successful Health and Safety Management (HSG65).
(b) Outline TWO components of the health and safety management system identified in (a).

Same as above ans:

Q No. 12: Outline the economic benefits that an organizationmay obtain by implementing a
successful health and safety management system.

Ans:
Reduces risk to an organisation risk assessments allow the identification and onwards
management of risk
Reduced risk allows/attracts reduced insurance liability coverage
Ensures legal compliance and as a consequence helps the organisation to avoid costly legal as
well as civil actions
Having less accidents/incidents means that time is more productive and as such would improve
overall financial performance (could even have quality improvement connotations).
There will be cost savings to employers (as stated earlier), individuals as they will not have
earnings affected due to accident/ill-health absence, the economy would benefit by having
additional availability of cash and of course society would not be faced with the financial burden
of caring for persons who are ill/recovering/disabled due to poor and /or unsafe working
practices.
It would allow target setting and as such economic benefit would be obtained by the company
being aware of their performance and effectively managing it accordingly.

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Q No. 13: Identify the advantages AND disadvantages of carrying out a health and safety audit
of an organizations activities by:
(i) an internal auditor
(ii) an external auditor.

Part (i)
The possible advantages of using an internal auditor for a safety audit of an organization would
include:
Familiarity with the workplace, its tasks and processes
An awareness of what might be practicable for the industry;
The ability to see improvements or a deterioration from the last audit;
Familiarity with the workforce and an individuals qualities and attitude;
An audit which was relatively less costly and easier to arrange.

Possible disadvantages being,

An internal auditor may not be in possession of recognised auditing skills,
May not be up to date with legal requirements
Be less likely to be aware of best practice in other organisations.
They may be subject to pressure from management and the workforce and
Have time constraints imposed upon them.

Part (b)
Advantages with an external auditor:
Is more likely to possess the necessary auditing skills and credibility;
Will not be inhibited from criticising members of management or the workforce;
Is more likely to be up to date with legal requirements and best practice in other companies
Will view the organisations performance with a fresh pair of eyes.

Disadvantaged are:
They are unlikely to be familiar with the workplace, tasks and processes;
Will not be familiar with the workforce and their individual attitudes to health and safety
Will have difficulty in obtaining the full cooperation of the workforce;
May be unfamiliar with the industry and seek unrealistic standards and
May well be more costly than an internal member of staff.

Q No. 14:
(a) Outline the legal requirements whereby an employer must prepare a written health and safety
policy.
(b) Identify the three main sections of a health and safety policy document and explain the
purpose and general content of each section.

(a)

Written health & safety policy is imposed on employers with 5 or more employees by the
HASAWA 1974, Section 2(3).

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(b)
This question was intended to test candidates understanding of health and safety policies and
their structure. Most candidates correctly identified the three main sections, and then went on to
explain their purpose with varying degrees of success.
Better candidates first referred to the statement of intent, which both demonstrates
managements commitment to health and safety and sets goals and objectives for the
organisation; they then referred to the organisation section, the purpose of which is to identify
health and safety responsibilities within the company; and, finally, they turned to the
arrangements section, which sets out in detail the systems and procedures that show how the
policy is to be implemented.

Q No. 15:
(a) Identify the legal requirements whereby employers must prepare a written statement of their
health and safety policy.
(b) Outline the various methods for communicating the contents of a health and safety policy to
a workforce.
(c) Outline reasons why organizations should set health and safety targets.

(a)
Written health & safety policy is imposed on employers with 5 or more employees by the
HASAWA 1974, Section 2(3).

(b)
The policy statement of intent should be
Posted on prominent notice boards throughout the workplace and
Brought to the attention of all employees at induction and refresher training sessions.

It can also be communicated to the workforce:

During team briefing sessions,
At toolbox talks which are conducted at the workplace or
Directly by email, intranet,
Newsletters or
Booklets.
It should be a permanent item on the agenda for health and safety committee meetings where it
should be reviewed at each meeting.

(c)
There are several reasons for an organisation to set health and safety targets:
1. Evidence of management commitment
2. To prioritise and focus on important health and safety issues
3. To motivate staff by giving them something tangible to aim for and to encourage their
ownership
4. To enable performance with standards to be measured and to identify improvements that
have been made
5. To enable trends to be identified
6. To meet the standards of the health and safety management systems

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7. To highlight the important part that targets can play in facilitating the measurement and
review of performance

Q No. 16: Explain why a health and safety policy should be signed by the most senior person in
an organization, such as a Managing Director or Chief Executive.

Ans: The signature of the most senior person in the organisation would demonstrate management
commitment and this would give authority to the policy or that the person concerned ultimately
had responsibility for health and safety in the organisation.

Q No. 17:
(a) Outline the typical responsibilities of a managing director in relation to the health and safety
policy.
(b) Outline the possible breaches of the Health and Safety at Work etc Act 1974 if a managing
director neglects his/her legal responsibilities in relation to the health and safety policy.

(a)
The main health and safety responsibilities of directors and senior managers are to
1. Prepare and sign a health and safety policy
2. Set goals and objectives for the organisation;
3. Lead by example and
4. Demonstrate commitment;
5. Allocate responsibilities for health and safety throughout the organisation and
6. Set aside sufficient resources such as for example for training those who have been
allocated special roles;
7. Secure competent health and safety advice such as by appointing a health and safety
advisor; and
8. Receive monitoring reports and instigate action to rectify any deficiencies that have been
found.

Q No. 18:
(a) Identify the typical content of the statement of intent section of an organizations health and
safety policy document.
(b) Outline the factors that may indicate that health and safety standards within an organization
do not reflect the objectives within the statement of intent.

Part a)
The following points should be included or considered when a health and safety policy statement
is being drafted:
The aims should cover health and safety, welfare and relevant environmental issues
The position of the senior person in the organization or company who is responsible for health
and safety (normally the chief executive)
The names of the health and safety adviser and any safety representatives
A commitment to the basic requirements of the relevant health and safety legislation (access,
egress, risk assessments, safe plant and systems of work, use, handling, transport and handling of
articles and substances, information, training and supervision)

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A commitment to the additional requirements of the good management of health and safety in
the workplace (risk assessment, emergency procedures, health surveillance and employment of
competent persons)
Duties towards the wider general public and others (contractors, customers, students, etc.)
The principal hazards in the organization
Specific policies of the organization (e.g. Smoking policy, violence to staff, etc.)
A commitment to employee consultation possibly using a safety committee or plant council
Specific performance targets for the immediate and long term future.

Part b)
The factors that may indicate that health and safety standards within an organisation do not
reflect the objectives within the 'statement of intent' are numerous and may include:
Absence and accident rates deteriorating or not achieving their target
Enforcement actions following non-compliance to legislative standards
Non-conformances being raised at times such as audits and inspections
Increase of complaints by workers regarding conditions
Risk assessments not being reviewed in a timely manner
Trainings that are health and safety related are not taking place or are not refreshed if and when
required.
Persons not conforming to safe systems of work indicating a slipping / negative safety culture

Q No. 19: With respect to the statement of intent section of a health and safety policy:
(a) Explain its purpose;
(b) Outline the issues that may be addressed in this section of the health and safety policy.

(b)
Issues that might be addressed in the statement of intent section of a health and safety policy
could include such targets as
1. Compliance by the organisation with the requirements of relevant legislation;
2. A reduction in the number of accidents and cases of ill-health;
3. The completion of an assessment of all risks in the workplace and its review within a
defined time scale;
4. The provision to all workers of the necessary information, instruction and training to
ensure their competence;
5. The maintenance of exposure levels below defined limits;
6. Full consultation with the workforce on health and safety issues;
7. The provision of sufficient resources to secure the above targets;
8. Increasing the number of trainings delivered related to health and safety.

Q No. 20: Identify the purposes of each of the following sections of a health and safety policy
document:
(i) statement of intent
(ii) organization
(iii) arrangements.

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A statement of intent demonstrates an organisations commitment to, & sets

organisational objectives for, health & safety.
The organisation section identifies the health & safety responsibilities & channels of
communication within the organisation.
& the arrangements section deals the practical means for achieving the objectives laid
down in the policy statement.

Q No. 21: Identify SIX categories of persons who may be shown in the organization section of
a health and safety policy document AND state their likely general or specific health and safety
responsibilities.

Ans:
1. Directors and senior managers (responsible for setting policy, objectives and targets)
2. Supervisors (responsible for checking day-to-day compliance with the policy)
3. Safety advisers (responsible for giving advice during accident investigations and on
compliance issues)
4. Other specialist, such as an occupational nurse, chemical analyst and an electrician
(responsible for giving specialist advice on particular health and safety issues)
5. Safety representatives (responsible for representing employees during consultation meetings
on health and safety issues with the employer)
6. Employees (responsible for taking reasonable care of the health and safety of themselves and
others who may be affected by their acts or omissions)
7. Fire marshals (responsible for the safe evacuation of the building in an emergency)
8. First aiders (responsible for administering first aid to injured persons)
For smaller organizations, some of the specialists mentioned above may well be employed on a
consultancy basis.

Q No. 22:
(a) State the employees duties under the Management of Health and Safety at Work Regulations
1999.
(b) Identify SIX employee responsibilities which could be included in the organization section
of a health and safety policy.

(a)

Regulation 14 of the Management Regulations, on the other hand, requires employees to use
all work items in accordance with the training & instructions that they have been given
It also requires employees to inform their employer (or a specified employee with health &
safety responsibilities) of work situations that could present a serious & immediate danger, as
well as any shortcomings that they might reasonably recognise in the existing arrangements for
health & safety.

(b)
1) The CEO or MD - ultimately responsible and accountable for the entire organisation.

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2) Management at all levels - responsible for ensuring that all appropriate safety measures
are in place and being carried out effectively within the part of the organisation under
their management control. This might be done by breaking down the management
hierarchy into discrete layers and allocating responsibilities to each layer, e.g. senior
managers responsibilities, middle managers responsibilities, supervisors
responsibilities.

3) All employees - responsible for acting safely at all times in the course of their duties at
work.

4) Competent persons - have operational duties but are also considered competent to carry
out one or more specialist health and safety duties, e.g. as first-aiders, fire marshals, etc.

5) Specialist health and safety practitioners - responsible for providing advice to support
management and employees in achieving safety.

Q No. 23: Outline the issues that are typically included in the arrangements section of a health
and safety document.

Ans:
The arrangements section of the health and safety policy document should state how the
organisation, through the responsibilities of the people identified in the organisation section, will
carry out the general intentions given in the statement.

This is the most company-specific part of the policy and should have details of procedures for
controlling risks identified by the risk assessments.

Arrangements and procedures will control the significant risks identified in the risk assessments,
which can involve any combination of:
1. Inspection Regimes
2. Maintenance Arrangements
3. Operating Procedures
4. Training, supervision or monitoring procedures which are needed to control an identified risk.
5. Risk Assessments
6. Safe System Of Work
7. Emergency Arrangements Fire / First Aid Accident / Spillages
8. Training Analysis, Programmes, Tool Box TAlks
9. Permits To Work
10. Statistic Gathering
11. Accident / Incident Investigation
12. Accident Reporting
13. Safety Committee Protocols Structure, Constitution
14. Controlling Exposure To Workplace Hazards
15. Health Monitoring

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Q No. 24: Identify the information that should be contained in the arrangements section of a
health and safety policy.

Ans:
Examples of specific risks and problems within an organisation that may need detailed
arrangements include:
Lone working.
Noise-exposure control.
Vibration-exposure control.
Control of exposure to toxic materials.
Control of contractors and visitors.
Control of transport risks.
Waste disposal.

Q No. 25: Outline the key areas that should be addressed in the arrangements section of a
health and safety policy document.

Ans:

1. Carrying out risk assessments

2. Controlling exposure to specific hazards (e.g.
3. Noise
4. Radiation
5. Hazardous substances
6. Manual handling, etc
7. Unsafe conditions
8. Controlling contractors
9. Ensuring the safety of visitors
10. Maintenance
11. The provision of welfare facilities
12. Dealing with emergencies
13. Training
14. Consultation with employees
15. & environmental control including dealing with waste, to name a few

Q No. 26:
(a) Explain why it is important for an organization to set targets in terms of its health and safety
performance.
(b) Outline SIX types of target that an organization might typically set in relation to health and
safety.

Part a)
Health and safety performance targets are an important part of the statement of intent because:

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They indicate that there is management commitment to improve health and safety performance
They motivate the workforce with tangible goals resulting, perhaps, in individual or collective
rewards
They offer evidence during the monitoring, review and audit phases of the management system.

Part b)
The following list, which is not exhaustive, shows common health and safety performance
targets:
1. A specific reduction in the number of accidents, incidents and cases of work-related illhealth
(perhaps to zero)
2. A reduction in the level of sickness absence
3. A specific increase in the number of employees trained in health and safety
4. An increase in the reporting of minor accidents and near miss incidents
5. A reduction in the number of civil claims
6. No enforcement notices from the local authority
7. A specific improvement in health and safety audit scores
8. The achievement of a nationally recognised health and safety management standard, such as
OHSAS18001.

Q No. 27: Outline the circumstances that would require a health and safety policy to be
reviewed.

Ans:
A health and safety policy is not a static document and should be reviewed at regular intervals,
those intervals can be determined by certain factors and they include:
1. Passage of time - at least annually is there have not been organisational changes.
2. Technological changes (research development) and advancements have led to a better
understanding of work practices and as a consequence has indicated a need for change in
working practices
3. Introduction of new technology - when new technology has been introduced into the
workplace that may pose further hazards,
4. Organisational changes where there has been a shift in accountabilities and/or
responsibilities
5. Legal changes that may impose fresh requirements on an organisation within the work
processes that it undertakes.
6. Accident patterns - if a pattern of accidents, accidents in a certain area have been
highlighted, a single significant accident accidents tend to indicate a management
system failure.

Q No. 28: Outline FOUR external AND FOUR internal influences that might initiate a health
and safety policy review.

Ans:

External Influences:
1. Changes in legislation and guidance;

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2. Action by the enforcement authority;

3. A civil claim and/or advice from an insurance company;
4. Information from manufacturers;
5. Client considerations or complaints;
6. Suggestions from professional bodies or trade unions
7. As a result of an audit by an external body.
Internal influences:
1. Significant changes in the structure of the organisation;
2. Alterations to working arrangements;
3. After the introduction of new or changed processes or work methods;
4. Following changes in key personnel;
5. Where risk assessments, monitoring exercises or accident investigations show that the policy
is no longer effective or relevant;
6. Following consultation with employees and after a sufficient period of time has elapsed since
the previous review to suggest that another one is due.

Q No. 29:
(a) Outline the purpose of the three main sections of an organisations health and safety policy.
(b) Give reasons why the health and safety policy should be signed by the most senior person in
an organisation, such as a Managing Director or Chief Executive Officer.

Ans:
Part (a) of this question is intended to test candidates understanding of health and safety policies
and their structure.
Initial referral to the statement of intent which both demonstrates managements commitment
to health and safety and sets goals and objectives for the organisation,

Moving on to the organisation section, the purpose of which is to allocate health and safety
responsibilities within the company and to ensure effective delegating and reporting and

Finally, to the arrangements section which sets out in detail the systems and procedures that
show how the policy is to be implemented.

Those who do not do so well outline the contents of the sections rather than their purpose.

For part (b),

The signature of the most senior person in the organisation would demonstrate management
commitment and this would give authority to the policy or that the person concerned ultimately
had responsibility for health and safety in the organization

Q No. 31: Outline the typical issued included in the arrangement section of the Health & safety
policy

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Ans: The arrangements section of the health and safety policy document should state how the
organisation, through the responsibilities of the people identified in the organisation section, will
carry out the general intentions given in the statement.

This is the most company-specific part of the policy and should have details of procedures for
controlling risks identified by the risk assessments.
Arrangements and procedures will control the significant risks identified in the risk assessments,
which can involve any combination of:
1. Inspection

2. Maintenance

3. Operating procedures

4. Training, supervision or monitoring procedures which are needed to control an identified risk.

Risk assessments
Safe system of work
Emergency arrangements fire / first aid accident
Training
Permits to work
Statistic gathering
Accident / incident investigation
Accident reporting
Safety committee protocols
Controlling exposure to workplace hazards
Health monitoring

Q No. 32: Outline the circumstances that may give rise to a need for a health and safety policy
to be revised

Ans: A health and safety policy is not a static document and should be reviewed at regular
intervals, those intervals can be determined by certain factors and they include:
1) Passage of time - at least annually is there have not been organisational changes.
2) Technological changes (research development) and advancements have led to a better
understanding of work practices and as a consequence has indicated a need for change in
working practices
3) Introduction of new technology - when new technology has been introduced into the
workplace that may pose further hazards,
4) Organisational changes where there has been a shift in accountabilities and/or
responsibilities

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5) Legal changes that may impose fresh requirements on an organisation within the work
processes that it undertakes.
6) Accident patterns - if a pattern accidents in a certain area have been highlighted. This
may even be a single accident accidents tend to indicate a management system failure

Q No. 33: Outline the three main reasons why manage health and safety and explain which is
the most important of those reasons.

Ans: The Moral, Legal and Financial are three main reasons for promoting good standards of
health and safety within an organization.

The most important reason is MORAL because, we all have moral obligation not to cause harm
to others. Employers have a moral obligation toward, their employees and others.

Moral is increasingly important at a time when employers go to great lengths to encourage their
workforce to give commitment.

Q No. 34: Outline reasons why an organisation should review its health and safety
performance.

Ans: These reasons should be written to include such areas as:

a) To identify substandard health and safety practices and conditions;
b) To identify trends in relation to different types of incident, or incidents in general by
analysis of relevant incident data;
c) To compare actual performance with previously set targets;
d) To benchmark the organisations performance against that of similar organisations or
an industry norm;
e) To identify whether control measures are in use, to assess their effectiveness
f) To be able to make decisions on appropriate remedial measures for any deficiencies
identified;
g) To identify any new or changed risks;
h) To assess compliance with legal requirements and accepted national/international
standards;
i) To be able to provide a Board of Directors or safety committee with relevant information;
j) To boost morale and motivate the workforce; and ultimately because monitoring and
review is a vital component of any safety management system and is essential if the
system is externally accredited and audited by a specific body.

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The importance of reading a question carefully cannot be over-emphasised since a number of

candidates outline circumstances that would suggest a review of a health and safety policy was
indicated whilst others explain when an organisation should carry out a performance review
rather than giving reasons why it should be carried out.

Q No.35: Outline the reasons why an organisation should establish health and safety targets

Ans: There are several reasons for an organisation to set health and safety targets:
a) Evidence of management commitment
b) To prioritise and focus on important health and safety issues
c) To motivate staff by giving them something tangible to aim for and to encourage their
ownership
d) To enable performance with standards to be measured and to identify improvements that
have been made
e) To enable trends to be identified
f) To meet the standards of the health and safety management systems
g) To highlight the important part that targets can play in facilitating the measurement and
review of performance

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