Legal Requirements Relating to Health and Safety Policies and Arrangements

- Wayne Turner


Before looking at Policies and Arrangements it is important to understand the definition of a couple key terms.....

Can you explain the difference between a Risk and a Hazard?

What is a Hazard…..? Well, a Hazard is something that has the potential to cause harm.  It can be helpful to categorise hazards, such as Physical, Chemical, Biological and Psychosocial.

How is that different to a Risk..? Do you know what a Risk is…?  Well, a Risk is the likelihood that the hazard will be realised.

Now lets look at Safety Policies, Arrangements and the legal duty behind them.  These duties apply to every employer no matter the size, so be sure to understand the requirement.

Safety Policy

The duty for employers to have a documented Health and Safety Policy is detailed in Section 2(3) of the Health and Safety at Work Act 1974.  It states:

“In such cases that maybe prescribed, it shall be the duty of every employer to prepare and as often as may be appropriate revise a written statement of his general policy with respect to the Health and Safety at Work of his employees and the organisation, and arrangements for the time being in force for carrying out the policy, and to bring the statement and any revision of it to the notice of his employees.”

That statement applies to employers with 5 or more employees.  For those employing less than 5 a Safety Policy must still be in place, but there is no requirement to document it.

Arrangements

The duty to have documented Arrangements is contained within the Management of Health and Safety at Work Regulations 1999 Regulation 5 states…

“ (1) Every employer shall make and give effect to such arrangements as are appropriate, having regard to the nature of his activities and the size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventative and protective measures.”

“ (2) Where the employer employs five or more employees he shall record the arrangements referred in paragraph (1).”

Risk Assessment

Risk Assessment is a fundamental requirement throughout health and safety management systems.  Regulation 3 of the Management of Health and Safety at Work Regulations 1999 states…

“ (1) Every employer shall make a suitable and sufficient assessment of..

a)      The risks to the health and safety of his employees to which they are exposed whilst they are at work; and

b)      The risks to the health and safety of persons not in his employment arising out of or in connection with the conduct of his undertakings, for the purpose of identifying the measures he needs to take to comply with the requirements and prohibitions imposed upon him by or under the relevant statutory provisions. “

“ (2) Every self employed person shall make a suitable and sufficient assessment of…

a)      The risks to his own health and safety to which he is exposed whilst he is at work.

b)      The risks to the health and safety of persons not in his employment arising out of or in connection with the conduct by him of his undertakings.

Competence

Competent H&S advice for every employer is a requirement specified within Regulation 7 of the Management of Health and Safety at Work Regulations 1999.

7 (1) The employer shall appoint one or more competent persons to assist him in undertaking the measures he needs to take to comply with the requirements and prohibitions imposed upon him by or under the relevant statutory provisions.

(2) Where an employer appoints persons in accordance with paragraph 1 he shall make arrangements for ensuring adequate cooperation between them.

(3) The employer shall ensure that the number of persons appointed under paragraph (1), the time available for them to fulfil their functions and the means at their disposal are adequate having regard to the size of his undertaking, the risks to which his employees are exposed and the distribution of those risks throughout the undertaking.

There is a statutory definition as to what a competent person is, this is defined in regulation 7 part (5).   It states…..

“A person shall be regarded as competent where he has sufficient training and experience or knowledge and other qualities to enable him to properly assist in undertaking the measures referred to in paragraph (1).”

We have identified here the legal duties for employers to prepare Safety Policies and Arrangements, I hope that you were also able to identify the morale reasons why this documentation and procedures that follow it are so important.


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Amazing! Learnsom successfully aids Stoneman Engineering in reducing training costs by 61%.

-Vicky Jarman

Stoneman Engineering, a Devon based company, has recently subscribed with Learnsom in order to enhance their internal training abilities.

Learnsom, the social interactive learning site, now offers a business user page which can be used either internally or externally for however the paying customer chooses. Stoneman Engineering were interested in how they might reduce the training costs of their employees.

The company has 26 employees, all requiring training in; risk assessment, manual handling, noise awareness and the importance of PPE. This training was essential for the company in order to maintain a safe and competent work environment. However, for a small company the costs of such training can be extensive.

To cover all four training areas, Stoneman Engineering was previously paying £8450; this was before the additional travelling, accommodation and refreshment costs. This is a cost of £325 per employee per year, again before expenses.  Learnsom allowed this cost to be reduced to just £3300 a year, a huge saving of 61%!

When using Learnsom, Stoneman Engineering are able to train all their employees from the office, reducing travel costs and time required. This is also done at the convenience of the company and is available 24/7, 365 days of the year. With specific training videos uploaded depending on the relevant material, these videos can then be viewed repeatedly should the employee remain unsure. They can also engage in online chat rooms and use interactive tools such as a whiteboard and video calling to further their understanding of the topic.

Once the video has been viewed the employee takes a confirmation test which will ascertain whether or not the employee is competent or needs to view the video again or even seek additional advice.

Should the employee pass, Learnsom will inform Stoneman Engineering and keep a record of when this employee needs to take a refresher course to remain legally compliant.

Whilst the experience and convenience is of a great benefit to Stoneman Engineering, the cost reduction really made a difference. The cost of training each employee per year with Learnsom is £142.30, almost 1/3 of the previous cost. However, the value for money will increase as the quantity of training material increases.

“We are delighted with the impact Learnsom has made on our business. Not only are we saving a lot of money but also improving staff morale and understanding of risks within the workplace.”

 – Rob Stoneman, MD of Stoneman Engineering.

Whilst Stoneman Engineering benefitted from the reduction in training costs, there are many other benefits that they and other companies could utilise, as both marketing and a management tool.

If you’d like any information on how Learnsom could help your business please don’t hesitate to contact us at www.learnsom.com or call 01884 210655.