Title Responsibilities for Health and Safety Management Reference Number AR-RMD-HSMS02 DOCUMENT HISTORY Review dates Issue Date Issue Date 1.0 May-02 8.0 May - 11 2.0 May-04 9.0 Sept-12 3.0 May-05 10.0 Nov-13 4.0 Jan-06 11.0 Sep-15 5.0 Jan - 07 12.0 March-17 None Changed Support Services to Professional Services. Change of VC name. Risk management objectives are measured by the board via strategic planning. 6.0 Jan - 08 7.0 Oct-09 Author Name: P Varley Reviewer Name: HSPG Authorised by Name: I. Martin Vice Chancellor Issued by Name: AR-RMD-HSMS02/Issue 12.0 Page 0 of 10
Responsibilities for Health and Safety Management AR-RMD-HSMS02 Table of Contents 1. Executive Summary... 2 2. Responsibilities for Health and Safety Management... 3 2.1 Policy... 3 2.2 Compliance... 3 2.3 Application... 4 3. Responsibilities for Health and Safety Management... 4 3.1 Vice Chancellor and Board of Governors... 4 Health and Safety Policy Group... 4 3.3 Secretary and Clerk... 4 3.4 Faculty Deans and Directors of Professional Services... 4 3.5 All Managers... 5 3.6 Policy Makers... 5 3.7 Planners... 6 3.8 Implementers... 7 4. Health and Safety Objectives... 8 5. General Recommendation s... 8 Appendix 1 Health and Safety Flowchart... 10 AR-RMD-HSMS02/Issue 12.0 Page 1 of 10
1. Executive Summary Under the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999, Anglia Ruskin have a duty to protect the health, safety and welfare of all affected by our undertaking. Overall responsibility for the management of health and safety lies with the board of governors and vice chancellor, with certain aspects delegated to other parties. These other parties, who will actively promote a positive safety culture, and their duties, are as follows: Policy Makers members of the health and safety policy group (HSPG). The policy makers are responsible for providing leadership and direction to safeguard the health, safety and welfare of those involved in Anglia Ruskin business Planners members of the university health and safety committee. The planners are responsible for implementation of the university HSMS Implementers members of the Cambridge and Essex campus health and safety committees, and the faculty deans and directors of Professional Services and safety coordinators. The Implementers are responsible for ensuring local compliance with both the university HSMS and faculty/professional Services health and safety policies and procedures This policy also details the responsibilities of Anglia Ruskin s employees, with regard to the management of health and safety. Originating Legislation: Health and Safety at Work Act 1974 Management of Health and Safety Regulations 1999 Other relevant documents: Health and Safety Management System Review, Formulation and Development of the University s Health and Safety Management System Supervision and Management Health and Safety Committees The Provision of Health and Safety Assistance Review, Formulation and Development of Faculty and Professional Services Health and Safety Management Systems AR-RMD-HSMS03 AR-RMD-HSMS04 AR-RMD-HSMS13 AR-RMD-HSMS16 AR-RMD-HSMS23 AR-RMD-HSMS02/Issue 12.0 Page 2 of 10
2. Responsibilities for Health and Safety Management 2.1 Policy Anglia Ruskin is committed to ensuring that all its employees are consistently provided with a level of competent health and safety management appropriate to the degree of risk associated with their activities. Anglia Ruskin will ensure, so far as is reasonably practicable, that the risks to the health and safety of staff, students and visitors will be managed in compliance with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 and other appropriate regulations and guidance. 2.2 Compliance To comply with the relevant legislation and guidance, Anglia Ruskin will: Appoint competent persons, within, to assist Anglia Ruskin in understanding, coming to terms with and complying with the regulations Clearly define the role of all personnel in order to help them to effectively meet their responsibilities within the university health and safety management system (HSMS) Ensure that all staff are suitably trained to deal with the health and safety issues relevant to their position Identify the possible hazards to the health, safety and welfare of staff, students and visitors through carrying out their legitimate Anglia Ruskin activities (work tasks, study etc) Identify and implement reasonably practicable control measures to control the risks to the health, safety and welfare of staff, students and visitors Ensure that faculty deans and directors of Professional Services have made arrangements for suitable and sufficient written assessment of the risks posed to the health, safety and welfare of their staff, students and visitors (who are required to carry out manual handling operations) Provide suitable and sufficient information, instruction, training and supervision to all relevant staff, students and visitors Ensure effective liaison with local authorities and other external bodies where appropriate AR-RMD-HSMS02/Issue 12.0 Page 3 of 10
2.3 Application This policy document applies to all staff, as all staff has responsibilities under health and safety legislation. It describes the responsibilities of individuals and groups for the establishment, ongoing development, and implementation, monitoring and reviewing of the HSMS. 3. Responsibilities for Health and Safety Management The following responsibilities have been assigned for health and safety management within the university (see Appendix 1): 3.1 Vice Chancellor and Board of Governors The vice chancellor and board of governors have overall responsibility for the establishment, ongoing development, implementation, monitoring and review of the HSMS. Setting appropriate objectives and ensuring sufficient resources are allocated to achieve these objectives Health and Safety Policy Group The health and safety policy group (HSPG) has been delegated responsibility for planning and guiding the ongoing development, implementation, monitoring and review of the HSMS 3.3 Secretary and Clerk The secretary and clerk has been delegated the overall responsibility for the day-to-day management of all health and safety issues, including ensuring the board are appraised of; The degree of compliance with current health and safety procedures. Areas or activities where health and safety procedures are absent or inadequate. The achievement of specific health and safety objectives. Comparison of the university s achievements in health and safety with the performance of other organisations. 3.4 Faculty Deans and Directors of Professional Services The faculty deans and directors of Professional Services have been delegated the responsibility for; Ensuring the planned implementation of the HSMS within their area of authority AR-RMD-HSMS02/Issue 12.0 Page 4 of 10
Producing detailed plans, which will enable the H&S policy to be achieved Co-ordinate advice to ensure the effective planning of, as well as the implementation of safety procedures, policies etc. The establishment, ongoing development, implementation, monitoring and review of policies and procedures required to control the health and safety issues specific to their area of authority 3.5 All Managers All other managers are responsible for the implementation of the HSMS and local health and safety policies and procedures 3.6 Policy Makers The vice chancellor and board of governors alongside the members of the HSPG are assigned as the policy makers within Anglia Ruskin. The policy makers are responsible for providing leadership and direction so that the health, safety and welfare of all employees, students and other persons affected by the University s activities are assured. The HSPG comprises: Secretary and Clerk (Chair) Director of Estates and Facilities Management Head of Security Director of HR Dean of Science and Technology Head of (ex-officio) Their responsibilities include: The review and development of the university health and safety policy statement and HSMS Ensuring, at strategic level, the ongoing development, implementation, monitoring and review of the HSMS and faculty/ Professional Services health and safety policies and procedures by; Ensuring that there is a clear management structure in place Approving formal procedures Ensuring that any required resources are made available Setting and agreeing corporate level plans for the improvement and review of the HSMS and faculty/professional Services health and safety policies and procedures. These plans will form a section of the overall University, Faculty or Professional Services strategic plans and will contain specific objectives for the next year or longer periods. AR-RMD-HSMS02/Issue 12.0 Page 5 of 10
3.7 Planners Persons assigned responsibility as planners (these are the members of the university health and safety committee) are responsible for: Working with in establishing detailed plans and strategies for local implementation of the HSMS and faculty/ Professional Services health and safety policies and procedures. These will; Establish priorities for attaining objectives Recommend to the vice chancellor the allocation of resources for implementation of the objectives Set deadlines for implementation Ensure the participation of staff, as appropriate, in the formulation and development of the plans and strategies Allocate responsibilities to individuals to achieve health and safety objectives, and ensure these have been agreed with each designated individual Integrating the strategies to implement health and safety policies and procedures into the general activities of the organisation Producing formal procedures to plan the ongoing development, implementation, monitoring and review of the HSMS and faculty/ Professional Services health and safety policies and procedures Ensuring there are formal arrangements to ensure consultation with employees, or their representative, on health and safety issues that may affect them Ensuring that there are formal arrangements for the acquisition and dissemination of health and safety information, both within the university and faculties/professional Services and as appropriate, to other bodies Ensuring that there are arrangements to ensure the health and safety competency of all employees, students and contractors Ensuring systematic risk assessment are undertaken and the development and implementation of appropriate risk control systems Ensuring that there are arrangements for the systematic auditing of the HSMS Ensuring that there are arrangements to ensure the university and faculties/support units have access to appropriate sources of health and safety expertise and advice to assist the formulation, ongoing development, implementation, monitoring and review of the HSMS and faculty/ Professional Services health and safety policies and procedures. Ensuring that they keep themselves up to date with changes in safety legislation and good practices relevant to the university AR-RMD-HSMS02/Issue 12.0 Page 6 of 10
3.8 Implementers The members of the Essex and Cambridge campus health and safety committees and the faculty deans and safety coordinators and Directors of Professional Services are assigned responsibility as Implementers. They are responsible for ensuring compliance with the requirements of the HSMS and faculty/professional services health and safety policies and procedures within their area of authority. These duties include: The formulation, ongoing development, implementation, monitoring and review of health and safety policies and procedures within individual faculties and Professional Services The provision of the necessary physical and human resources and information to enable tasks to be carried out without risk to health and safety. Where resources available to the implementers are insufficient, they should refer the matter to the vice chancellor Active participation in planned inspections and accident investigation activities The provision of timely feedback on health and safety performance, including successes and failures, to the HSPG in order to help their review of the HSMS. This will include information concerning deficiencies in health and safety plans, standards, policies, procedures and systems Ensuring an active participation of their staff in health and safety activities Ensuring all their staff are competent to carry out their assigned duties in a safe and effective manner Co-operating with the planners, and safety coordinators 1 in the implementation of their assigned functions Ensuring that local emergency arrangements are maintained at a suitable and effective level The promotion and development by all safety advisors of a positive safety culture In addition to the duties detailed above, planners and implementers have the same duties as all other employed individuals, as outlined below. These general duties of employees are legal obligations and are contained in the Health and Safety at Work, etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999. 1 Note: The safety co-ordinators are not responsible for the implementation of the HSMS or the faculty/professional Services health and safety policies and procedures, but will provide professional support to the assigned implementers AR-RMD-HSMS02/Issue 12.0 Page 7 of 10
4. Health and Safety Objectives All persons or groups assigned responsibly for achieving health and safety objectives shall; Receive sufficient training to ensure they are competent to perform their assigned duties Produce detailed plans and strategy statements designed to ensure that assigned objectives are achieved Set a schedule for any required planning meetings in order to maintain progress Identify the expected outcomes from this planning process. These should include: New procedures and supporting safe systems of work (these documents will be subject to the Control of Health and Safety Documents procedure, AR-RMD-HSMS12) Reviewing and revising, as necessary, existing procedures and safe systems of work Identifying the outcome indicators that will enable Anglia Ruskin to verify that objectives have been met Devising an implementation programme that contains detailed targets to be achieved in order to meet the assigned objectives. This will also identify required resources, new competencies and communication tools required to ensure successful implementation Ensuring they take into account changes in legislation and safety management relevant to Anglia Ruskin and information provided by implementing managers and staff as well as inspection and accident investigation reports Ensuring that the planning process is recorded Submitting progress reports on an agreed basis to the health and safety policy group 5. General Recommendation s As stated in section 3 the main responsibility for ensuring the health and safety of all persons who could be affected by the university s activities lies with the vice chancellor and those groups mentioned above. However, each and every employee and student must play their part otherwise a satisfactory level of safety will not be achieved. In the context of this document the reference to employees should be regarded to include all employed individuals including temporary workers and trainees. AR-RMD-HSMS02/Issue 12.0 Page 8 of 10
The general duties of employees are: To take reasonable care for the health and safety of themselves and other persons (including members of the public) who may foreseeably be affected by their acts or omissions at work To co-operate with their managers, or any other person (e.g. contractors working on site), to enable them to comply with the duties and requirements imposed on them to the required standard. This requires the employees to follow established safe systems of work and any verbal work instructions given by their immediate manager Not to intentionally or recklessly interfere with or misuse anything provided for the purpose of protecting their health, safety and welfare Not to use machinery, equipment, substances, transport equipment or other means of production, or safety device except in conformity with the training and instruction provided To report accidents, and co-operate in their investigation, in order that remedial actions can be developed to help prevent a reoccurrence To notify their manager of any work situation of which they become aware that has the potential for serious or imminent danger to health and safety To notify their manager of any shortcomings in protective measures of which they become aware Where necessary specific additional roles will be defined and formally communicated to the relevant persons. The responsibilities of with assistance from safety co-ordinators for providing specialist technical and legal advice are detailed in the HSMS chapter on The Provision of Health and Safety Assistance (AR-RMD-HSMS16). They will be supported by other health and safety specialists (such as RoSPA, HSE, and British Safety Council) as required in; Assisting in planning and setting H&S objectives, these objectives have a targeted and measured approach and are measured by the board through strategic planning. Advise on auditing and reviewing the HSMS Maintaining information and giving advice on law and best practice Assisting in the development of facilities and safe systems of work Assisting in the provision of health surveillance and workplace & equipment inspections Liaising with other H&S organisations Keep records of HSMS review for a minimum of three years AR-RMD-HSMS02/Issue 12.0 Page 9 of 10
The roles of the Safety Committee and the Employee Representatives2 are detailed in the HSMS chapter on Health and Safety Committees (AR-RMD-HSMS13). Appendix 1 Health and Safety Flowchart Anglia Ruskin Health and Safety Flowchart Board of Governors Vice Chancellor Policy Makers Health and Safety Policy Group (HSPG) University Health and Safety Committee (Planners) Cambridge Campus Health and Safety Committee (Implementers) Essex Campus Health and Safety Committee (Implementers) Faculty or Central Unit Committees (Implementers) Faculty or Central Unit Committees (Implementers) 2 Note: As with safety co-ordinators, employee representatives are not responsible for the implementation of the HSMS or the faculty/professional Services health and safety policies and procedures AR-RMD-HSMS02/Issue 12.0 Page 10 of 10