ELEMENT 2

HEALTH AND
SAFETY
MANAGEMENT
SYSTEMS 1 -
POLICY
1) Outline the key elements of health and safety management system – 8marks

Health and safety management system key elements are classified in to policy, organizing,
planning and implementation, evaluation, audit, action for improvement and continual
improvement (POPEAC)

Policy: It is a clear statement given by the management to achieve the organization health and
safety goal. Shows the prime commitment of management. A health and safety policy
highlights objectives and target of the organization.

Organizing: It is a frame work of clear health and safety roles and responsibilities of each
individual in the organization. To establish a successful organization it needs four C’s –
Competence, Co-ordination, Commitment, and Communication.

Planning and implementation: The organization has to develop well established health and
safety systems and procedures. Adequate hazard identification and risk assessment to be
performed to control the hazard in the work place, for that developed systems and procedures
implemented by organization.

Evaluation: Implemented systems and procedures should be monitored periodically to review

the effectiveness, for that scheduled health and safety inspections has to be performed

Audit: Systematic and critical examination of management system and procedure. Audit mainly
focus to identify the weakness and also to ensure that management system acceptably working
or not.

Action for improvement: Any shortcoming in the management system has been identified
during the audit should be corrected by developing new systems and procedures. Management
review meeting to be done for reviewing the systems

Continual improvement: Health and safety management system never remain static. It should
be periodically reviewed to maintain the policy statement
2) Identify the three main sections/contents of an organization’s health and safety policy and
outline the purpose of each – 8 marks

Organization health and safety policy divided in to three sections which are General Statement
of intent, Organization and Arrangements.

General statement of intent: It is the prime part of health and safety and the commitment
given by the top management. The statement of the intent usually contains health and safety
goals and objectives. The statement of intent should recognize that managers and workers at
all levels within the organization have a party to play in implementing the policy. Every person
must comply with the policy and any breach of policy may be treated as a disciplinary offence.
It should be signed by the top level of management (CEO, MD, etc.), indicates its commitment

Organization: It outlines the chain of command of health and safety management and identifies
the clear roles and responsibilities in relation to health and safety. To establish a successful
organization, it needs four C’s – Competence, Co-ordination, Commitment and Communication.

Arrangements: It outlines the health and safety systems and procedures to deal with the risk.
This is the largest section of health and safety policy and specifies the health and safety
procedures. It defines the planning and implementation part for effective accident prevention
program. E.g. Hazard identification and risk assessment.

3) Outline the contents of a health and safety policy arrangement section - 8 marks

Carrying out risk assessment (planning organizing for health and safety)
Accident, near miss reporting, recording and investigation
Consultation with workers and safety matters.
Developing safe system of work (operational control procedures)
Permit to work system to control hazards.
Detailsofspecifichazardstotheorganizatione.g.Hazardoussubstancesandlone working
Control of contractors and visitors.
Provision of safety related training.
Welfare and first aid provision.
Emergency procedures.

4) Give the reasons why health and safety policy should be signed by the most senior person in
an organization such as Managing Director or Chief Executive Officer – 2 marks

Shows management commitment

Gives policy authority
Person who signed it has ultimate responsibility
5) Outline the purpose of health and safety policy of an organization – 2 marks

Declares and shows the management commitment

Health and safety policy is a piece of internal law
Complies with legal requirement
To establish organization and procedures

6) Outline why it is important for an organization to set health and safety targets – 2 marks

To achieve health and safety policy of the organization.

Health and safety targets are the part of management system.
Setting health and safety targets helps to improve the management system continually.
Health and safety targets are help to achieve the individuals targets which assigned by the
organization.
While setting health and safety target, it should be “SMART”
(S = Specific, M = Measurable, A = Achievable, R = Realistic, T = Time bound)

7) Identify health and safety targets that an organization could set – 6 marks

Reduce/zero accidents
Zero prosecution
Reduced sickness absence/lost time injury
Reduction in compensation claims
Improve reporting of accidents and incidents
Increase number of training programs in health and safety
Improve audit scores

8) Outline the circumstances that may require a health and safety policy to be reviewed – 8
marks

Health and safety policy of an organization has been reviewed under certain circumstances,
which are:
Technological Changes: e.g. Introduction of new plant / process
Legal Changes: Such as introduction of new legislation applicable to the organization
Changes in work pattern: may increase hazards and risk
Enforcement Action: The policy has been reviewed, in case of any compensation claim or
criminal claims
When Audit suggests the policy is not adequate for the organization
Risk assessment suggests: That health and safety policy is no longer effective and has to be
reviewed
 Professional advice/consultant advice: That health and safety policy is not fit for the
organization it has to be reviewed
Management Changes: Organizational changes to key personnel such as new CEO or MD or
changes to the management structure of the organization
Increase in accidents: Policy has to be reviewed because the policy is no longer valid for the
organization
Periodical review: After a certain time period ( a n n u a l l y ) the policy has to be reviewed since
it is a part of management system

9) Benchmarking:

The process of comparison between two similar organizations or industry standards

 ADVANTAGES:

Identifies key performance indicators

Ensures monitoring procedures are effective
Feedbacks for continues improvement cycle
Avoid making mistakes by learning lessons from others
Gains the confidence of stake holders
Generates management focus, interest and action

 DISADVANTAGES:

Choosing a company to bench mark against that has similar activities, but is not a close
competitor
Need to ensure the accuracy of the data used
Both organizations use common definitions
Accessing data, this may be spread across several departments
Time consuming process

10) Outline the different ways that health and safety policy of an organization can be
communicated
Displaying on notice boards
Induction and training sessions
Team briefings
Tool box talks
Newsletters, Wage slips
Use of posters
Incorporating in safe systems of work or codes of practice