The Occupational Health and Safety Act (Act 85 of 1993) mandates employers to ensure a safe and healthy work environment as much as reasonably practical. Although the Act requires the formulation of a health and safety policy only when directed by the chief inspector, employers must still inform employees about risks and preventative measures.
A health and safety policy is crucial for:
Preventing Accidents: By outlining clear procedures, the policy helps in reducing workplace accidents and occupational diseases.
Providing Direction: It establishes guidelines for employees and contractors, ensuring they understand their responsibilities and the standards expected.
Regulating Behaviour: A well-structured policy helps in managing and controlling workplace behaviour effectively.
1. Description of the Organisation
Purpose: This section provides a snapshot of the organisation, including its nature of business, operations, and any specific activities that might impact health and safety.
Importance: Understanding the context helps in tailoring the policy to the specific risks associated with the organisation's activities.
2. Compliance with Legislation
Requirement: The policy should explicitly state that the organisation complies with the Occupational Health and Safety Act and any other relevant legislation.
Implementation: Detail how the organisation meets these legal requirements and stays updated with any legislative changes.
3. Priority of Safety
Integration: Safety should be integrated into the organisational culture and considered in all decision-making processes.
Commitment: Emphasise that safety is a top priority, on par with other organisational goals like productivity and profitability.
4. Employee Rights
Safe Environment: Clearly state that every employee has the right to work in a safe and healthy environment.
Reporting: Outline procedures for employees to report safety concerns or hazards without fear of retaliation.
5. Management Accountability
Roles and Responsibilities: Define the roles of management in ensuring health and safety, including the appointment of safety officers or committees.
Commitment: Management must demonstrate a commitment to safety by actively participating in safety programs and addressing safety concerns promptly.
6. Health and Safety Philosophy
Principles: Articulate the organisation's approach to health and safety, including values such as proactive hazard identification and risk management.
Goals: Set clear, achievable goals for improving health and safety performance.
7. General Responsibilities of Employees
Awareness: Employees should be aware of their individual responsibilities regarding health and safety.
Compliance: Outline expectations for employees to follow safety procedures, report hazards, and participate in safety training.
8. No Sacrifice for Expediency
Principle: Ensure that safety measures are not compromised for the sake of convenience or speed.
Policy: Clearly state that shortcuts or unsafe practices are unacceptable and will be addressed.
9. Unacceptable Performance
Standards: Define what constitutes unacceptable performance in health and safety duties.
Consequences: Outline the consequences for failing to meet safety standards, including disciplinary actions if necessary.
10. Cooperation with Unions and Workers
Involvement: Encourage collaboration between management, employees, and unions to develop and implement health and safety measures.
Feedback: Establish channels for employees to provide feedback and participate in safety initiatives.
11. Policy Date
Effective Date: Specify the date the policy comes into effect.
Updates: Ensure the policy is updated periodically and that employees are informed of any changes.
12. Signature
Authorisation: The policy must be signed by the chief executive officer or another senior executive to demonstrate top-level commitment.
Validation: This signature serves as formal validation of the policy and its implementation.
13. Visibility
Accessibility: The policy should be prominently displayed in common areas where all employees can easily access and read it.
Communication: Ensure that new employees are introduced to the policy during their onboarding process.
14. Review Date
Regular Reviews: Set a specific date or timeframe for reviewing and updating the policy to ensure it remains relevant and effective.
Continuous Improvement: Use feedback from employees and safety audits to make necessary improvements.
Implementation and Monitoring
Training: Provide training to employees on health and safety policies and procedures.
Monitoring: Regularly monitor compliance with the policy through inspections, audits, and safety performance metrics.
Feedback Loop: Implement a feedback system for employees to report issues and suggest improvements to the policy.
Documentation: Keep records of policy implementation, training, and incident reports to demonstrate ongoing compliance and commitment.
By addressing these detailed aspects, a health and safety policy not only meets legal requirements but also fosters a safe and productive work environment. Reach out to your EOHCB consultants for further assistance.
