NEBOSH International General Certificate

Resource Pack

Ian Harries CMIOSH

© 2013 Ian Harries. All rights reserved. No part of this material may be reprinted or reproduced or utilised in any form or by any electronic, mechanical or other means, now known or hereafter invented, including photocopying and recording, or in any storage retrieval system without permission in writing from the publishers.

NEBOSH International General Certificatein Occupational Safety and Health

IGC1.2

Health and Safety Management Systems 1: Policy

Chapter 2

Unit contents

Learning outcomes The key elements of a health and safety

management system

Learning outcomes

Outline the key elements of a health and safety management system

Explain the purpose and importance of setting policy for health and safety

Describe the key features and appropriate content of an effective health and safety policy.

Key elements of a Key elements of a health and safety health and safety management systemmanagement system

Group discussion

ILO-OSH 2001

OHSAS 18001

Key elements of all H&S management systems

Auditing & Improvement

HSG 65

Key elements

All recognized occupational health and safety management systems follow the same basic and common elements:

A planning phaseA planning phase

A performance phaseA performance phase

A performance assessment phaseA performance assessment phase

A performance improvement phase

A performance improvement phase

Group discussion

ILO-OSH 2001

OHSAS 18001

Key elements of all H&S management systems

Auditing & Improvement

HSG 65

Setting policySetting policy

OrganizingOrganizing

Identification & assessment

Identification & assessment

ProceduresProcedures

CommunicationCommunication

Employee participation

Employee participation

Acceptance monitoring

Acceptance monitoring

Active monitoring

Active monitoring

Reactive monitoring

Reactive monitoring

ReviewReview

Continual improvement

Continual improvement

Planning phase Performance phase

Assessment phase

Improvement phase

Key elements

Group discussion

ILO-OSH 2001

OHSAS 18001

Key elements of all H&S management systems

Auditing & Improvement

HSG 65

Common basis for HSG 65, OHSAS 18001 and ILO-OSH 2001

PlanPlan

DoDo

CheckCheck

ActAct

Plan:

Establish standards for health and safety management based on risk assessment and legal requirements

Plan:

Establish standards for health and safety management based on risk assessment and legal requirements

Do:

Implement plans to achieve objectives and standards

Do:

Implement plans to achieve objectives and standards

Check:

Measure progress with plans and compliance with standards

Check:

Measure progress with plans and compliance with standards

Act

Review against objectives and standards and take appropriate action

Act

Review against objectives and standards and take appropriate action

Key elements

Group discussion

ILO-OSH 2001

OHSAS 18001

Auditing & Improvement

Key elements of all H&S management systems

HSG 65

HSG 65 is published in the UK by the Health & Safety Executive (HSE) as a guide to successful health and safety management.

The guide is more concerned with continual improvement than the attainment of minimum health and safety standards.

This framework is used by HSE Inspectors when auditing the health and safety management arrangements of employers.

Key elements

Group discussion

ILO-OSH 2001

OHSAS 18001

Auditing & Improvement

Key elements of all H&S management systems

HSG 65

Policy:

Set a clear direction, aims and objectives for the organization to follow

REVIEWREVIEW

Organize:

Put in a structure and arrangements to deliver the policy effectively

Plan and Implement:

Establish, operate and maintain good systems to deliver the policy’s aims and objectives effectively

Measure:

Measure performance against agreed standards to reveal where improvement is needed also praise instances of good working practice, compliance with procedures, etc.

Audit:

Planned assessment of arrangements to ensure they are effective, suitable and meet any legal requirements as well as in-house standards

Review

Review of performance – actual vs. planned taking into account relevant experiences and applying lessons learnt

POLICYPOLICY

ORGANIZEORGANIZE

PLAN & IMPLEMENT

PLAN & IMPLEMENT

MEASURE PERFORMANCE

MEASURE PERFORMANCE

Key elements

OHSAS 18001

HSG 65

Group discussion

ILO-OSH 2001

Auditing & Improvement

Key elements of all H&S management systems

OHSAS 18001 is an internationally recognized accredited standard for occupational health and safety management.

The standard is similar in structure to ILO-OSH 2001, with the main exception that it is only awarded to organizations following a successful audit by an awarding institution.

Key elements

OHSAS 18001

HSG 65

Group discussion

ILO-OSH 2001

Auditing & Improvement

Key elements of all H&S management systems

MANAGEMENT REVIEW

MANAGEMENT REVIEW

POLICYPOLICY

PLANNINGPLANNING

IMPLEMENTATION & OPERATION

IMPLEMENTATION & OPERATION

CHECKING & CORRECTIVE ACTION

CHECKING & CORRECTIVE ACTION

Key elements

Appropriate to the nature and scale of organizational risks

Commitment to the prevention of injury and continual improvement

Commitment to at least comply with legal requirements

Provides a framework for setting and reviewing occupational standards

Communicated Is reviewed periodically

Appropriate to the nature and scale of organizational risks

Commitment to the prevention of injury and continual improvement

Commitment to at least comply with legal requirements

Provides a framework for setting and reviewing occupational standards

Communicated Is reviewed periodically

On-going hazard identification, risk assessment and establishment of necessary control measures.

Results of risk assessments considered when determining risk control measures.

Results documented and kept up-to-date.

Establish, implement and maintain a procedure for identifying and accessing legal and other OH&S requirements.

Establish, implement and maintain OH&S objectives which must be measureable.

On-going hazard identification, risk assessment and establishment of necessary control measures.

Results of risk assessments considered when determining risk control measures.

Results documented and kept up-to-date.

Establish, implement and maintain a procedure for identifying and accessing legal and other OH&S requirements.

Establish, implement and maintain OH&S objectives which must be measureable.

Provide adequate resources Define roles, responsibilities

and accountabilities. Appoint a senior manager

with specific OH&S responsibilities.

Competent persons in place.

Effective internal communication structures.

Procedures for employee consultation.

Appropriate level of documentation.

Appropriate operational controls – purchasing, emergencies, etc.

Provide adequate resources Define roles, responsibilities

and accountabilities. Appoint a senior manager

with specific OH&S responsibilities.

Competent persons in place.

Effective internal communication structures.

Procedures for employee consultation.

Appropriate level of documentation.

Appropriate operational controls – purchasing, emergencies, etc.

Procedures to monitor and measure OH&S performance.

Procedures for evaluating legal etc. compliance.

Procedures to record, investigate and analyse accidents.

Procedures for dealing with actual or potential non-conformity including taking corrective action.

Records demonstrating compliance with the management system & 18001.

Internal audit programme.

Procedures to monitor and measure OH&S performance.

Procedures for evaluating legal etc. compliance.

Procedures to record, investigate and analyse accidents.

Procedures for dealing with actual or potential non-conformity including taking corrective action.

Records demonstrating compliance with the management system & 18001.

Internal audit programme.

Results of internal audits and evaluations of compliance

Results of consultation Communications from

external parties (including complaints)

OH&S performance How well objectives have

been met Status of investigations and

corrective actions Follow up from previous

reviews Recommendations for

improvement

Results of internal audits and evaluations of compliance

Results of consultation Communications from

external parties (including complaints)

OH&S performance How well objectives have

been met Status of investigations and

corrective actions Follow up from previous

reviews Recommendations for

improvement

OHSAS 18001

HSG 65

Group discussion

Auditing & Improvement

Key elements of all H&S management systems

ILO-OSH 2001

ILO-OSH 2001 is a guideline offering a recommended occupational health and safety management framework.

There are main common elements with the UK’s HSG 65 and OHSAS 18001; the framework is not legally binding on ILO member states and does not seek to replace national laws, regulations or standards.

To be successful the ILO recognizes that there must be a national policy on health and safety and occupational health and safety management systems in place.

Key elements

OHSAS 18001

HSG 65

Group discussion

Auditing & Improvement

Key elements of all H&S management systems

ILO-OSH 2001

POLICY

Key elements

More emphasis on employee participation

Employees and safety representatives to have sufficient time and resources to allow effective participation.

Formation of a health and safety committee.

Occupational health and safety should be compatible or integrated with the organization’s other management systems

More emphasis on employee participation

Employees and safety representatives to have sufficient time and resources to allow effective participation.

Formation of a health and safety committee.

Occupational health and safety should be compatible or integrated with the organization’s other management systems

ACTION FOR IMPROVEMENT

ACTION FOR IMPROVEMENT

Setting of responsibilities, accountability, competence, training and communication.

Effective supervision to ensure protection of workers

Establishment of prevention and health promotion programmes.

Worker access to records, monitoring documents, etc.

Health and safety training available to all employees.

Setting of responsibilities, accountability, competence, training and communication.

Effective supervision to ensure protection of workers

Establishment of prevention and health promotion programmes.

Worker access to records, monitoring documents, etc.

Health and safety training available to all employees.

Development of a plan following an initial review of any existing health and safety system.

Plan to remedy any deficiencies.

Support compliance with national legislation and require continual improvement.

Contain measureable and realistic objectives.

Hazard identification and risk assessment.

Establish, implement and monitor procedures.

Development of a plan following an initial review of any existing health and safety system.

Plan to remedy any deficiencies.

Support compliance with national legislation and require continual improvement.

Contain measureable and realistic objectives.

Hazard identification and risk assessment.

Establish, implement and monitor procedures.

Emphasis on the health and welfare of workers.

Recommendations concerning investigation of work-related accidents, injuries, ill-health, disease and incidents.

Emphasis on the health and welfare of workers.

Recommendations concerning investigation of work-related accidents, injuries, ill-health, disease and incidents.

Arrangements introduced and maintained for any preventative and/or corrective actions in relation to performance monitoring, audits and management reviews.

Arrangements in place for continued improvement of the management system.

Arrangements introduced and maintained for any preventative and/or corrective actions in relation to performance monitoring, audits and management reviews.

Arrangements in place for continued improvement of the management system.

Performed by competent and trained personnel at agreed intervals.

Cover: Elements of the

management system.

Employee participation and consultation.

National legislation compliance.

Meeting objectives.

Performed by competent and trained personnel at agreed intervals.

Cover: Elements of the

management system.

Employee participation and consultation.

National legislation compliance.

Meeting objectives.

POLICYPOLICY

ORGANIZINGORGANIZING

PLANNING & IMPLEMENTATIO

N

PLANNING & IMPLEMENTATIO

N

EVALUATIONEVALUATION

Key elements

ILO-OSH 2001

OHSAS 18001

HSG 65

Group discussion

Key elements of all H&S management systems

Auditing and Improvement

Auditing should establish how effective the following three components of the health and safety management are in reality: 

1 Management organization and arrangements

2 Identification and implementation of risk control measures

3 Workplace precautions and control measures.

ILO-OSH 2001

OHSAS 18001

HSG 65

Group discussion

Key elements of all H&S management systems

Key elements

Auditing and Improvement

To be effective improvement does not need to be expensive or complex but can benefit organization:

By decreasing the rate of injuries, ill health and damage

By a possible reduction in the resources required to maintain the system

By accepting high standards and improvement in the health and safety culture

With overall improvements in the management system itself.

Auditing & Improvement

ILO-OSH 2001

OHSAS 18001

HSG 65

Key elements of all H&S management systems

Group discussion

1 What are the main elements of an occupational health and safety management system?

Key elements

Key features and Key features and content of a health content of a health and safety policyand safety policy

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Key features and content

ILO-OSH 2001 identifies that the employer, in consultation with the workforce and their representatives, should set out in writing a health and safety policy:

Specific to the organization and appropriate to its size and activities

Concise, clearly written, dated and made effective by the signature of the most senior accountable person

Communicated and readily accessible to all persons at their place of work

Reviewed for continuing suitability Made available to relevant external interested parties.

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The ILO further recommends:

Protecting the safety and health of all members of the organization by preventing work-related injuries, ill health, disease and incidents

Complying with relevant occupational health and safety national laws and regulations, voluntary programmes, etc.

Ensuring that workers and their representatives are consulted and encouraged to participate actively in all areas of occupational health and safety management

Continual improvement in the performance.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The statement of intent should set out in clear and simple language the commitment of the organization to meeting its obligations for managing the health and safety risks arising from its normal operations.

This should include:

A commitment to the effective management of health and safety risks arising from the normal operations of the organization

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The aims and objectives should be set and agreed by the health and safety committee, following consultation with safety representatives

It should be signed by the most senior accountable person to signal senior management commitment to effectively managing health and safety.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

What the organization is aiming to achieve in relation managing health and safety

What the organization is aiming to achieve in relation managing health and safety

Who has general and specific roles & functions in relation to managing health and safety

Who has general and specific roles & functions in relation to managing health and safety

The measures in place to manage general and specific aspects of the organization’s health and safety

The measures in place to manage general and specific aspects of the organization’s health and safety

Key features and content

What Who How

ArrangementsArrangementsOrganizationOrganizationStatement of intent

Statement of intent

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The policy should include the following:

The name or job title of the senior accountable person in the organization who is responsible for health and safety

The name of the Health and Safety Adviser, any safety representatives and others who have specific roles and responsibilities for health and safety

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The commitment to employee consultation e.g. using a safety committee, recognition of safety representatives 

Identify the relevant health and safety, welfare and environmental issues relating to the organization's activities

A commitment to risk assessment, emergency procedures, health surveillance and employment of competent persons

Duties towards non-employees, e.g. contractors, visitors, members of the public

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Reference to specific policies of the organization e.g. smoking, violence to staff etc.

Duties of employees

Specific performance targets for the immediate and long-term future

The aims and objectives should be set and agreed by the health and safety committee, following consultation with safety representatives.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Key features and content

Common health and safety performance targets:

A specific reduction in the number of accidents, incidents and cases of work-related illness

A reduction in the level of sickness absence A specific increase in the number of minor accidents and near

miss incidents A reduction in the number of civil claims No enforcement notices from the relevant ‘Enforcement

Agency’ A specific improvement in health and safety audit scores Achievement of a nationally recognised health and safety

management system (e.g. OHSAS 18001).

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Key features and content

The setting of health and safety performance standards is an important aspect of the statement of intent, because:

They indicate that there is management commitment to improve health and safety performance

They motivate the workforce with goals

They provide evidence during the monitoring, review and auditing of phases of a safety management system.

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The organization section of the policy should define the names and duties of the people within the organization who are responsible for the development and communication to the workplace of the health and safety policy.

Two key personnel to be identified are:

the most senior accountable person for managing occupational health and safety and

the Health & Safety Competent Person.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Managers (e.g. directors, departmental managers, supervisors etc.) with delegated health & safety responsibilities

Competent persons (e.g. occupational nurse, first aiders, fire marshals, in-house inspection/testing personnel, etc.)

Safety representatives.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

This section of the policy will outline the arrangements in place within the organization for meeting any specific hazards, legal requirements, etc.

This will include health and safety rules and procedures and the provision of facilities, such as a first aid room and wash rooms.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

For evaluating and managing risks arising from workplaces, hazardous substances, activities, fire, etc.

Health and safety inspection and audit procedures

Accident and illness reporting and investigation procedure, emergency procedures, first aid

Employee health and safety responsibilities

Control of hazardous substances, manual handling, noise, vibration, etc.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Electricity and electrical equipment (maintenance and testing)

Machinery safety (including safe systems of work), lifting and pressure equipment permits to work procedures

Procedures for contractors and visitors

Catering and food hygiene procedures

Terms of reference and constitution of the safety committee (where appropriate).

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Specific arrangements

Accident investigation and reporting Health and safety training and information Health and safety monitoring and audit Health surveillance Monitoring of plant and equipment and its maintenance Liaison with external agencies.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

The best control systems will deteriorate over time, or become obsolete as a result of change, new processes, etc.

Therefore it makes sense to periodically review the policy to ensure it remains effective, measure the aims and objectives and update the organizational and arrangement sections as necessary.

When and why should an organization review its health and safety policy?

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

Annually as part of a formal review cycle, and following:

A change in the health and safety responsible person and/or health and safety competent person

Changes in management affecting delegated responsibilities

Changes in workplace arrangements, facilities, or the introduction of new processes

Introduction of new legislation introducing new duties or responsibilities

A prosecution or issuing of an enforcement notice.

Key features and content

ReviewILOrecommendations

Group discussion

Organization ArrangementsStatement of intent

1 a What is the general content of the three sections of a health and safety policy?

b Why should the most senior person in an organization sign the health and safety policy?

2 What should be covered in the arrangements section of a health and safety policy?

3 Under what circumstances should a health and safety policy be reviewed?

Key features and content