Workplace Health and Safety Policy

What is a workplace health and safety policy?

An employer can use a workplace health and safety policy to set out key information to keep employees and workers safe at work.

This workplace health and safety policy is designed for use by employers who are based in Great Britain.

Is it mandatory to have a health and safety policy?

Yes, it is a legal requirement for any organisation with five or more employees to have a written health and safety policy. Even if an organisation has fewer than five employees, it is still helpful to have a written health and safety policy. An employer has a specific statutory duty to ensure the health, safety and well-being of its workers.

What is the Health and Safety Executive (HSE)?

The Health and Safety Executive (HSE) is the regulatory body for workplace health and safety. The HSE will ensure that health and safety rules and laws are complied with. The HSE can conduct investigations and may take enforcement action against individuals or organisations.

What are the prerequisites of a health and safety policy?

If an employer formally recognises a trade union or staff association, they may wish to consult and agree on the terms of the policy with them. If a collective agreement* is in place between the employer and the relevant union or association it may be a requirement to consult with them about the policy and/or agree upon the terms with them.

A collective agreement is a written contract that is negotiated between a union and an employer on behalf of its union members.

Who will be involved in the preparation of a health and safety policy?

Usually, senior members of staff will be responsible for finalising the policy. This might include a senior manager or a director of a company. Some organisations may have a designated health and safety officer.

What will be the duration of a health and safety policy?

A health and safety policy can remain in place indefinitely but should be reviewed at regular interviews to ensure that it is relevant and up-to-date. The policy will say that the information will be reviewed annually.

What happens once a health and safety policy has been finalised?

The health and safety policy does not need to be signed. Once it has been approved by the relevant person (usually a manager or director), it should be drawn to the attention of staff members. It should be kept in a readily accessible place for staff members to refer to.

The employer should also display or provide employees with a designated health and safety poster/leaflet.

What happens if the health and safety policy is not complied with?

If an individual staff member fails to comply with the standards set out in the policy, they may be subjected to a disciplinary process.

Furthermore, if the employer fails to adhere to the principles in the policy this may give rise to grievances, complaints and legal claims. The health and safety executive may also issue enforcement action against an employer.

What other documents should be used in conjunction with a health and safety policy?

An organisation should hold other relevant policies and documents which may be read in conjunction with a health and safety policy. This may include

• A child safeguarding policy (in circumstances where employees work with children)
• A whistleblowing policy
• Relevant disclaimers
• A complaints policy
• A disciplinary policy
• A grievance policy

What must a health and safety policy contain?

A health and safety policy should include:

• general information about the purpose of the policy – this will explain the general aims and intentions of the policy
• information about the key roles of staff members– this will define the particular duties and responsibilities for certain areas of health and safety (e.g first aid or fire safety)
• practical information – this will confirm information about the practical arrangements for keeping the workplace safe. This might include details about training, risk assessments and the rules concerning the use of protective equipment.

Which laws apply to a health and safety policy?

The following key legal provisions are relevant to a health and safety policy:

• The Health and Safety at Work etc. Act 1974 (see section 2(3) in particular – this stipulates the requirements for holding a written health and safety policy)
• The Management of Health and Safety at Work Regulations 1999 (SI 1999/3242)
• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (SI 2013/1471)
• The Safety Representatives and Safety Committees Regulations 1977 (SI 1977/500)
• The Health and Safety (Consultation with Employees) Regulations 1996 (SI 1996/1513)
• The Health and Safety (First-Aid) Regulations 1981 (SI 1981/917)
• The Control of Substances Hazardous to Health Regulations 2002 (SI 2002/2677)
• The Personal Protective Equipment at Work Regulations 1992 (SI 1992/2966)
• The Manual Handling Operations Regulations 1992 (SI 1992/2793)
• The Health and Safety (Display Screen Equipment) Regulations 1992 (SI 1992/2792)
• The Reform (Fire Safety) Order 2005

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