How Health and Safety Management Systems Work and What They Look Like

How health and safety management systems work
and what they look like

(Candidates are advised only take this as class notes. A detailed reading is very important
for open book examination)
Health and Safety Management Systems
In the publication Successful health and safety management - HSG 65, the UK
HSE recommend a
similar four-step approach to occupational health and safety management
known as:
• Plan - establish standards for health and safety
management based on risk assessment and legal
requirements.
• Do - implement plans to achieve objectives and
standards.
• Check- measure progress with plans and compliance
with standards.
• Act - review against objectives and standards and
take appropriate action.
Organisational models for health and safety
ILO OSH 2001 (Guidelines on Occupational Health and Safety

Management Systems
Plan
Policy
The employer, in consultation with workers and their
representatives, should set out in writing an OSH policy and signed
by the senior most person of the organisation
Organizing
• Responsibility and Accountability
• Competence and Training
• Co-operation
• Communication
• Documentation
DO
Planning and Implementation
• Initial Review
• System Planning, Development and Implementation
• Occupational Safety and Health Objectives
• Preventive and Protective measures
• Emergency preparedness
Check
Evaluation
Performance Monitoring and Measurement
(Qualitative, Quantitative and active, Reactive)
Act
Audit
The ILO recommends that an audit should be performed by competent

personnel at regular intervals, should cover all the element of Management
System, including worker participation, communication, procurement,
contracting and continual improvement. The audit conclusions must state
that whether the health and safety management system is effective in meeting
the health and safety policy, objective and promotes workers participation. It
should check that there are compliances with national laws and regulations
Action for Improvement

• Preventive and Corrective Action
• Continual Improvement
ISO 45001:2018: Occupational health and safety management systems
(H&SMS)
H&SMS framework - leadership and worker participation

• Demonstrating leadership and commitment;
• Developing an OH&S policy;
• Outlining roles, responsibilities and authorities for the OHS management
system;
• Defining the processes necessary for consultation and participation of
workers
Plan
(Planning)
• Actions to address risks and opportunities, including hazard identification
and OHS risks assessment, and determination of applicable legal
requirements and other requirements;
• OHS objectives and planning to achieve them.
DO
(Support)
• resources;
• competence;
• awareness;
• information and communication;
• documented information
(Operation)
• operational planning and control;
• management of change:
• outsourcing; - procurement;
• contractors;
• emergency preparedness and response.
Check
(Performance Evaluation)
• monitoring, measurement, analysis and evaluation, including evaluation
of
• compliance with legal requirements and other requirements;
• internal audit;
• management review
ACT
(Improvement)
• Incident, nonconformity and corrective action;
• Continual improvement.
a nal al an
a ana n
The benefits of having a formal/certified health and safety
management system
• Reduction of workplace incidents
• Reduced absenteeism and staff turnover, leading to increased
productivity
• Reduced cost of insurance premiums
• Creation of a health and safety culture, whereby employees are
encouraged to take an active role in their own OH&S
• Reinforced leadership commitment to proactively improve OH&S
performance
• Ability to meet legal and regulatory requirements
• Enhanced reputation
• Improved staff morale
T R l al an a l n n ak n
A clear policy for the management of health and safety allows everybody
associated with organisations to be aware of its health and safety aims
and objective and how they are going to be achieve.
al an a P l C n r El n
1. Statement of intent
The purpose of the ‘statement of intent’ section of a policy is to demonstrate

management’s commitment to health and safety and set health and safety goals
and objectives for the organisation. So, it includes objective and targets
OBJECTIVE – Are general goal.
TARGETS- 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. Always
targets should be ‘SMART’ (Specific to the organization, Measurable objectives,
Achievable objectives, Realistic objective and to be achieved by a specific time).
Some examples of targets are
• Reduced / Zero accidents

• Zero prosecutions
• Reduced sickness absence
• Reduction in compensation climes
• Improve reporting the near misses
• Improve reporting in minor accidents
• Increase numbers trained in health and safety
• Improve audit scores
2. Organisation
The purpose of the ‘organisation’ section is to allocate health and safety

responsibilities within the company and to ensure effective delegating and
reporting. W r n bl w an rw a )
Specific health and safety responsibilities
Directors and senior managers – Setting policy, objectives and targets
Line Managers – implementing policy under their departments
Supervisors –Checking day to day compliances with the policy
Safety advisors – Giving advices on accident investigations and on

compliance issue
Fire Marshals – Safe evacuation of building in an emergency
First aiders – Administrating first aid to injured person
Safety representatives – Representing employees during consultation

meeting on health and safety issues with the employer
Occupational nurse – Giving specialist advice on particular health issues
Employees – Responsible for taking reasonable care of the health and

safety of themselves and others who may be affected by their acts or
omissions
3. Arrangements
The ‘arrangements’ section is to detail the systems and procedures which assist
in the implementation of the policy (practical arrangements).
Arrangement includes
• Safe systems of work

• Risk assessment procedures
• Personal protective equipment
• Health and safety training
• Incident reporting and investigation procedures
• Emergency and fire safety procedures
• Welfare arrangements (including first-aid)
• Arrangements for consultation with employees
Communicating the content of health and safety policy
• Introducing it at induction and subsequent training

• Displaying it on notice boards
• Introducing it at team briefing or tool box talk
• Using newsletters
• Use of posters
• Incorporating into safe system of work
• Formal or informal discussions with employees by managers or
supervisors
Circumstances that would require a health and safety policy to be reviewed

• Significant changes in the structure of the organisation
• Change of premises
• After the introduction of new or changed processes or work
methods
• Changes in key personnel
• Changes in legislation
• Where audits, risk assessments, monitoring exercises or accident
investigations show that the policy is no longer effective
• As a result of consultation with the employees
• Following an enforcement action
• After the elapse of time
When policy become ineffective
• No commitment or Leadership
• No priority for Health and Safety
• Insufficient Resources
• Personnel do not understand the aims
• No measurement on performance

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How health and safety management systems work

and what they look like

Health and Safety Management Systems

Organisational models for health and safety

ILO OSH 2001 (Guidelines on Occupational Health and Safety

Planning and Implementation

The ILO recommends that an audit should be performed by competent

Action for Improvement

H&SMS framework - leadership and worker participation

The purpose of the ‘statement of intent’ section of a policy is to demonstrate

OBJECTIVE – Are general goal.

TARGETS- They indicate that there is management commitment to improve

• Reduced / Zero accidents

The purpose of the ‘organisation’ section is to allocate health and safety

Directors and senior managers – Setting policy, objectives and targets

Line Managers – implementing policy under their departments

Supervisors –Checking day to day compliances with the policy

Safety advisors – Giving advices on accident investigations and on

Fire Marshals – Safe evacuation of building in an emergency

First aiders – Administrating first aid to injured person

Safety representatives – Representing employees during consultation

Occupational nurse – Giving specialist advice on particular health issues

Employees – Responsible for taking reasonable care of the health and

• Safe systems of work

Communicating the content of health and safety policy

• Introducing it at induction and subsequent training

Circumstances that would require a health and safety policy to be reviewed

When policy become ineffective

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