Day 1 Unit 1

1) Explain why it is important to effectively manage health and safety in the

workplace. (5)

Answer

A serious workplace injury or death changes lives forever – for families, friends, communities,
and coworkers too. Human loss and suffering is immeasurable.  Occupational injuries and
illnesses can provoke major crises for the families in which they occur.

There are a variety of reasons why an organization should manage the risks faced by it and its
employees, these can be broadly grouped into;

 Economic
 Moral
 Legal

Moral: There are moral reasons for Health and Safety, such as duty of reasonable care. This is
a duty on an individual as well as on organization to take reasonable care of their actions and the
potential side effects or consequences. Basically one should not hurt or put others in danger with
one’s own actions, especially at the workplace.
Employees do not normally go to work to get injured, equally visitors and clients in an
organization do not normally expect to be put at an unacceptable level of risk.
It is unacceptable to put the health and safety of people at risk especially for own profit. A perfect
example would be if a company is trying to save money by not installing safety guards on
dangerous moving parts of machine. Or being careless about Asbestos exposure. As Society
develops and changes, moral obligations and expectations change as well.

Legal: The Legal reasons for Health and Safety are probably the main reasons why most
organization tolerate the Health and Safety measures at workplace. These legal reasons further
classified as Preventative (Local authorities), Punitive (Criminal law) and Compensatory effect of
law (Civil law).

When we talk about the legal reasons for Health and Safety we have to understand how statute
and common law works in H&S implementation.
Statute law is ultimate law which consist of primary legislation such as Acts, Regulations or
Orders. This law passed by parliament or established by parliament. On the other hand, Common
law is traditionally grown over centuries and judicial precedent that involves previous judgment
decisions made by Courts.
We also need to look at other legal instruments such as Civil law and Criminal law and their effects
on health and safety. A simple definition of Criminal law would be that is an offence against the
State. On the other hand, Civil law would be offence against individuals seeking compensation.
Compensatory (Civil Law): Where employee can litigate employer in civil court for compensation.
Punitive (Criminal Law): Criminal courts may impose fine or imprisonment for breaches of legal
duties. These punishments can be given to company or individuals within the company.
Preventative (Local authorities): Enforcement notices can be served by local authorities either
improvement or prohibition.
Economic: There are powerful economic reasons for decreasing work concerning accidents as
well as ill-health. Accidents can hinder normal operations and is a possible addition to the
operating costs of the company. These costs could be insured or uninsured and further divided in
to direct and indirect costs. Reducing injuries will reduces the costs of business If a worker is
injured on the job, it costs the company in lost work hours, increased insurance premium, workers'
compensation premiums and possible litigation. Productivity is lost when other workers have to
stop work to deal with the injury. Even after the injured employee has been sent home or taken to
the hospital, other employees may be distracted or need to take time off from work in the aftermath
of the incident. Even a single injury can have far-reaching and debilitating effects on organization
business and people morale. Good health and safety can improve productivity, reduce risks and
improve team spirt and morale in the workplace. A perfect example of good H&S practice would be
to provide additional cooling fans for a worker who works on a molding machine that generates
high temperatures, especially during hot summery days. Providing regular and frequent breaks or
job rotations can also help.

2) Outline the role and function of TWO key occupational health and safety informing
bodies . (5)
Answer

International Labor Organization

The ILO Constitution sets forth the principle that workers should be protected from sickness,
disease and injury arising from their employment. ILO standards on occupational safety and
health provide essential tools for governments, employers, and workers to establish such
practices and to provide for maximum safety at work. 

World Health Organization (WHO)

The WHO is a specialized agency of the United Nations governed by 193 Member States
throughout the World Health Assembly.
Its four main functions are:
 To give world-wide guidance in the field of health.
 To set global standards for health.
 To co-operate with governments in strengthening national health programs.
 To develop and transfer appropriate health technology, information and standards.

Health and Safety Executive

The Health and Safety Executive (HSE) is the body responsible for the encouragement,
regulation and enforcement of workplace health, safety and welfare, and for research into
occupational risks in Great Britain. It is a non-departmental public body of the United
Kingdom with its headquarters in Liverpool, England. The HSE was created by the Health and
Safety at Work etc. Act 1974, in 1st January 1975 and has since absorbed earlier regulatory
bodies such as the Factory Inspectorate and the Railway Inspectorate though the Railway
Inspectorate was transferred to the Office of Rail Regulation in April 2006. The HSE is
sponsored by the Department for Work and Pensions. As part of its work HSE investigates
industrial accidents, small and large, including major incidents such as the explosion and 
fire.
3) Describe the main responsibilities placed on employers in relation to the health,
safety and welfare of their staff. (5)

4) Using either a Construction site OR a Manufacturing site as a case study example:

(a)Outline the general duties an employer owes to employees in relation to occupational
safety
and health. (5)
Answer

The Health and Safety at Work etc. Act 1974 is the principle legislation governing health and
safety standards in the UK. The principles underlying the general duties of employers with
respect to occupational safety and health.

The general responsibilities includes:

Safe Workplace & Plant: It is responsibility of employer to provide and maintain plant and
systems of work that are safe and without risks to health. In case of any malfunctioning of
plant, corrective or preventive maintenance must be carry out by employer to prevent any
accident.
Appointment Of Competent HSE Individual: It is employer responsibility to appoint a
'competent person' responsible for health and safety to oversee day-to-day safety
management, oversee safety inspections, and liaise with staff safety & health.
Risk Assessments: It is employer responsibility to carry out suitable and sufficient risk
assessment, in which all work related risk & hazards should be identified and evaluated then
take clear steps to eliminate or control all identified risks.
Communication & Consultation: It is employer responsibility to consult with employees while
carrying out risk assessment, changing plant, changing the process and communicate the risk
assessment findings, risk control measures, safety precautions verbally through trainings, tool
box talks, safety campaign etc. and non-verbally through posters, pamphlets, emails etc.
Welfare Facilities: It employer responsibility to provide adequate welfare facilities like
washrooms, toilets, lockers, dining areas, first aid facilities, proper rest breaks etc. 

5) Describe the benefits of implementing a health and safety management system. (5)

Answer
It is undisputed fact that if a company is implanting an effective health & safety management
system the benefits will also be fruitful. Some of these benefits are as under;

The implementation of health & safety management system is legal requirement, if

organization have an effective HSMS in place than the chance of legal prosecutions or
penalties will be less or zero. On the other hand effective HSMS will also help organization
to create safer work environment for employees, customers, visitors and other stakeholders.
Safer workplace will boost the employees morale & customers confidence. The prevention of
accident/incident will be another benefit of effective implementation of HSMS which will reduce
injuries and injury-related costs, by pre-empting injuries, employers save money on medical
expenses, the injured employee's wages, insurance claim excesses, replacement labor and
increased workers' compensation insurance premiums. An effective HSMS will also enhance
the organization’s reputation among the competitors which attract investors to invest their
money as well as existing business partners confidence will increase. Good reputation due to
effective HSMS will also open the ways in national & international market for organization and
organization can contribute in countries economy through good clientele locally &
internationally.
Answer 2 for same question
 Operational cost savings through OSH management system.
 Reducing work-related accidents and ill health and the costs associated with them.
 Improving performance through heightened employee morale and adherence to policies and
procedures.
 Increased control of regulator issue.
 Reinforcing a responsible and well-managed reputation with customers, stakeholders and
communities.
 Clear demonstration of legal and regulatory compliance to regulatory authorities, customers and
employees.
 Better management of health and safety risks on a planned and ongoing basis.
 Increased access to new customers and business partners through an improved corporate
image.

6) (a) Outline the essential elements of the organization section of a health and safety
management
system (5)

AND
7) Organizing' is one of the elements of an effective health and safety management
system. (10)
Describe how 'organizing' can best be achieved.

Answer (Below Ans is as per question no. 7, you can alter it as per question 6)

The essential elements of the organization section of health & safety management system are
as follow;

Control
Control is about getting everyone to work together to achieve good health and safety
performance.  It starts at the top of an organization, by nominating someone to have overall
accountability.
Responsibilities are then allocated to line managers. HSE Specialists are appointed to advise
the line.
Safety only happens when people accept it as part of the job.  To achieve control
responsibilities must be clearly set out & understood by concern individuals & People with
responsibilities must have necessary time and resources as well as held accountable in case
of any violation.
 Co-operation
Co-operation is achieved by allowing and encouraging workforce to participate in health and
safety.  This generates ownership and understanding.  Also, it ensures knowledge and
experience is built into solutions.
Participation can be achieved through safety representatives and committees.  However,
everyone can be involved to some degree by inputting into and getting involved in decision
making and problem solving.
Communication
Communication is much more than sending out messages and assuming people receive
them. Successful communication means that ‘receivers’ understand messages in the same as
was meant by the ‘sender.’  
The effectiveness of communication will depend on how a message is formed, presented and
transmitted.  Face-to-face communication is usually most effective because people have the
chance to interact, asking questions and seeking clarification.  Direct communication can be
achieved through:
•    Training, including induction and tool box talks;
•    Team briefings;
•    Formal and informal meetings;
•    Appraisal sessions.
Whilst written communication is often less reliable than face-to-face, it is still important. 
Readability, legibility and availability will influence its effectiveness.  Options for written
communication include:
•    Notice boards;
•    Newsletters;
•    Posters;
•    Competitions; 
•    Notes in wage slips.
Competence
Employers need to be sure that everyone is capable of doing their work in a proper way (i.e.
one that ensures their own safety and that of other people).

In an organization, senior management need to be satisfied that subordinate managers and

supervisors are capable of organizing a safe workplace. They need to be able to:

 Establish control over risks.

 Communicate effectively to maintain a flow of information about safety, in both
directions.
 Obtain co-operation from those for whom they are responsible.
 Allocate and organize activity in a safe way.
 There are two principal ways of ensuring competence for a job:

 At recruitment and placement, have effective checks to ensure that everyone (including
managers) has the relevant knowledge, experience etc., to be capable of doing their jobs
safely, or can get these the doing the job or through training. Where necessary, the
procedures may require:
o Medical examinations;
o Aptitude and ability tests; and/or
o Recognized qualifications or training certificates to be held by employees.
 Provide information, instruction and training to maintain or improve employees'
competence, particularly where changes in staff, equipment or procedures are planned. This
should take into account the abilities and experience of the employee.
Proper management and supervision is needed to ensure that the competence of employees,
contractors, etc., is maintained and developed.

(b ) Outline the essential elements of the review section of a health and safety
management System? (5)

Answer
Reviewing health and safety performance is a key part of any health and safety management
system. Reviews must be carried out by mangers at all levels on regular basis.

Elements of Review Section are as follow;

 Evaluation of compliance with legal and organizational requirements as well as Any

developments in legal requirements or best practice within the industry;
 Incident data, recommendations and action plans from investigations as well as
Monitoring of data, reports and records.
 Inspections, surveys, tours and sampling outcomes
 Absences and sickness records and their analysis
 Any reports on quality assurance or environmental protection;
 Audit results and implementation.
 Communications from enforcing authorities and insurance company.
 Changed circumstances or processes;
 Benchmarking with other similar organizations;
 Complaints from neighbors, customers and the public.
 Effectiveness of consultation and internal communications.
 Whether health and safety objectives have been met.
 Whether actions from previous reviews have been completed.

8) Describe the main techniques used to measure health and safety performance in the
workplace. (10)
OR
9) Outline using relevant examples the use of the following monitoring techniques
(a) Active monitoring (5)
(b) Reactive monitoring (5)
 Answer (Below Ans is as per Question No. 8, you can alter it as per Question 9)
There many different types of monitoring but they can generally be categorized as either
ACTIVE or REACTIVE.

Active Monitoring: This type of monitoring refers to ensure that health and safety standards
are correct in the workplace before accidents, incidents or ill-health are caused.

Active monitoring methods are as follow;

Safety Inspection: A workplace inspection involves someone walking round a part of the
premises, looking for hazards or non-compliance with legislation, rules or safe practice, and
taking notes. The task is made easier and more methodical if some form of checklist is used.
There are different types of safety inspections as give below;
 The Routine Inspection to determine general HSE standards are acceptable e.g.
Housekeeping inspection at workplace.
 The Statutory Inspection of an item by competent person to fulfill legal requirement
like annual through examination of lifting gears.
 The Periodic Inspection of plant & machinery as part of a planned maintenance
program like mechanic inspects the brakes or lorry of tiers on a regular basis to ensure
they are not excessively worn.
 The Pre-Use Checks carried out by plant operator before using any plant/equipment like
the startup checks carried out by fork lift operator or trailer driver.

Safety Sampling: It is a helpful technique that helps organizations to concentrate on one

particular area or subject at a time. A specific area is chosen which can be inspected for
certain time period like 30 minutes. A checklist is drawn up to facilitate the inspection looking at
specific issues. These may be different types of hazard: they may be unsafe acts or conditions
noted; they may be proactive, good behavior or practices noted. The Sampling team or person
then carries out the sampling at the same time each day or week in the specified period. The
results are recorded and analyzed to see if the changes are good or bad over time.

Safety Tour: The Safety Tour addresses the workers, aspects of workplace safety, and by
discussions with a range of staff, establishes their familiarity with safety procedures and
requirements. Safety tours can also be used to monitor the way that workers are behaving.
Once behaviors are observed, feedback (positive and negative) is given to the worker so that
the organization and operator can learn from the process. It is normally carried out by middle
and senior management along with safety representatives. This is also one of the means of
demonstrating higher management commitment to safety.

Safety Surveys: A safety survey is a detailed examination of one particular issue or topic, e.g.
a detailed examination of the provision of emergency lighting within a building. The word
“survey” can be used to refer to various types of detailed examination:
  Environmental monitoring is a form of safety survey, e.g. a noise assessment usually
requires that a noise survey is carried out by a competent person using a sound level
meter.
 A structural survey is a detailed examination of the structural integrity of a building or
item.
 A staff survey is an examination of workers’ opinions, usually collected by asking staff to
fill in a questionnaire.

All of these types of survey might be used to actively monitor safety.

Safety Management System (SMS) Audit : It is a major exercise, typically carried out
annually, as a means of assessing the adequacy of the whole organization’s SMS. It
addresses all aspects of safety management in a structured manner, using written questions
e.g. an organization audit with answers being confirmed by a review of records, staff
interviews, and observation of workplaces and operations. The SMS Audit may benefit from
being undertaken by a person or team independent of the organization and should be carried
out in real time, where practicable.

Reactive Monitoring: Failures in risk control also need to be measured, to provide

opportunities to check performance, learn from failures and improve the health and safety
management system is called reactive monitoring.

Near-Miss Reports
The near misses data has a significant part to play in monitoring safety performance. It is
generally regarded as being a better guide to accident potential than actual injury data. To
some extent, such data can be seen as falling between reactive and active measures, because
it represents information on accidents that have not yet happened, but where the potential
accident exists already.

Accident Reports: Data on accidents, dangerous occurrences and ill-health have a significant part to
play in monitoring safety performance. Accident data in particular is relatively easy to collect. Injuries are
generally reported and investigated, so the information is usually readily available. It is easily understood by
the workforce, and can be discussed at safety committee meetings. Management can easily link accidents
with safety performance, so it is easy to discuss accident reports and get management to take action.
Accident data can act as a guide to resource allocation, and also helpful to determining the costs of
accidents.

First-Aid Reports: First-aid reports provide valuable data on health and safety performance, because
they represent an accurate record of actual injuries occurring in the workplace. If the simple objective of the
health and safety policy is to prevent injury at work, then first-aid reports give a direct indication of the level
of success.

Property Damage Reports: Property damage can be considered as a non-injury accident and therefore
gives an indication of unsafe acts/conditions that had the potential for harm, which was not realized. It can
be included with near misses and accident reports proper as an overall indication of management system
failures and provide reactive monitoring data that can be used as a performance indicator.
10) (a) Describe the elements of a suitable and sufficient risk assessment.

Answer

Risk assessments are a legal requirement under the Management of Health and Safety at
Work Regulations 1999.
These Regulations require that:
 A ‘suitable and sufficient’ risk assessment should be carried out;
 The assessment should be recorded if the employer has five or more employees; and
 The assessment should be reviewed when necessary.
The term ‘suitable and sufficient’ is important as it defines the limits to the risk assessment
process. A suitable and sufficient risk assessment should:
 Identify the major risks and ignore the minor ones;
 Identify and prioritize the measures required to comply with any relevant statutory
provisions;
 Remain appropriate to the nature of the work and valid over a reasonable period of
time;
 Identify the risk arising from or in connection with the work. The level of detail should be
proportionate to the risk.

There are five steps to carry out suitable and sufficient risk assessment which are as follow;

Step 1
Identify the Hazard: The first step in the risk assessment process is to identify all the
significant hazards associated with the work. Hazards are the things with the potential to cause
harm. It is important to identify both the safety hazards that might give rise to immediate
physical injury (such as moving parts of machinery, vehicles and potholes in a pedestrian
walkway), and the health hazards that might cause disease or ill-health (such as asbestos,
loud noise and repetitive handling).

Step 2
Decide who might be harm and how: Employees and contractors who work full time at the
workplace are the most obvious groups at risk and it will be a necessary check that they are
competent to perform their particular tasks. However, there may be other groups who spend
time in or around the workplace. These include young workers, trainees, new and expectant
mothers, cleaners, contractors, maintenance workers and members of the public. Members of
the public will include visitors, patients, students or customers as well as passers-by.
The risk assessment must include any additional controls required due to the vulnerability of
any of these groups, perhaps caused by inexperience or disability.

Step 3
Evaluate the Risks and Decide on Precautions: The term risk can be defined as ‘the
likelihood of harm’. This is usually considered to have two components:
  The likelihood of the hazardous event occurring
 The severity of the harm that hazardous event results
Therefore, a better definition might be ‘the likelihood of harm together with the potential
severity of harm that results from a hazard’ is called risk.
Asses the risk of the hazard causing harm. This will help to determine whether or not anything
else can be done to reduce the likelihood further. This will usually involve monitoring and
reviewing existing control measures and practices. A risk of harm will always exist and the risk
assessment process will help you decide whether any further action needs to be taken to
reduce the risk. A useful way of carrying out your risk assessment is to priorities these
remaining risks. They could be categorized as high, medium or low. The risk assessments
need to be suitable and sufficient in order to address the category of risk.

Step 4
Record Your Findings: It is very useful to keep a written record of the risk assessment even if
there are less than five employees in the organization. For an assessment to be ‘suitable and
sufficient’, only the significant hazards and conclusions need be recorded. The record should
also include details of the groups of people affected by the hazards and the existing control
measures and their effectiveness. The conclusions should identify any new controls required
and a review date.

Step 5
Review Your Assessments and Revise If Necessary: The way we work is constantly
changing like new or modifications of existing equipment, building alterations, new procedures,
new or modified products, etc. Review and revision may be necessary when conditions change
as a result of the introduction of new machinery, processes or hazards. There may be new
information on hazardous substances or new legislation.

(b) With reference of examples, explain why dynamic risk assessments are sometimes
used for workplace activities (5)

Answer
Dynamic risk assessment is the practice of mentally observing, assessing and analyzing an
environment while we work, to identify and remove risk. The process allows individuals to
identify a hazard on the spot and make quick decisions in regards to their own safety.

For remote and lone workers operating within irregular environments such as client’s homes, a
formal risk assessment is unlikely to have been carried out by the employer. Yet when entering
unknown environments, particularly behind closed doors, the lone worker could be met with a
range of hazards from hostile visitors, animals, trip hazards and even harmful substances.

In any of these situations, the ability to carry out a dynamic risk assessment allows the
employee to identify a potentially dangerous environment or situation and take the appropriate
steps to leave the environment or remove the risk before it causes an accident or incident.

It is important to note that dynamic risk assessments should in no way replace risk
assessments carried out by the business. Risk assessments are a legal requirement and
should be carried out by the employer before employees enter the workplace. If the workplace
cannot be risk assessed, the job role still requires a risk assessment.

11) You are advising a contractor that is designing and building a new call center. The
local climate can experience atmospheric temperatures regularly above 40 C .

Describe the design features that you would encourage to be incorporated into the
building to enable reasonable working conditions to be achieved. (10)

Answer

The fundamental design features of new call centers are describe below;

Thermal Comfort and Temperature: Thermal comfort is created through the right
combination of temperature, airflow and humidity. A combination of these elements is required
for physical comfort in the workplace. While constructing new call center building consider
underfloor air, which provides individual control of air flow. Provide zoned temperature controls
or, if possible, individual controls in each enclosed space (offices, conference rooms, etc.).
Provide operable windows or operable window coverings to maximize sunlight, airflow and
temperature control.

Noise Control: Noise is an issue in most workplace environments. Interestingly, it can enable
or disable productivity, depending on individual preferences and the type of work being done.
The key is enabling people to control noise by providing access to a room with a door and
acoustical separation when needed. There are three recommended strategies for achieving a
non-intrusive level of speech privacy, which are given below;

1. Absorption (through acoustical ceiling, fabrics and carpet)

2. Blocking (through furniture system, panels, walls, partitions and screens
3. Covering (sound masking)

While designing & construction try to separate energetic, centralized and noisy spaces from
quiet areas. Create opportunities for people to come together without disturbing colleagues.

Safe Means of Access and Egress: There should be sufficient traffic routes, of sufficient
width and headroom, to allow people on foot or in vehicles to circulate safely and without
difficulty. Floors and traffic routes should be of sound construction & have adequate strength
and stability, taking into account the loads placed on them and the traffic passing over them.
All means of access & egress should not have holes, slopes, or uneven or slippery surfaces
which could be cause a person to slip, trip or fall, or to drop or lose control of anything being
lifted or carried or cause instability or loss of control of vehicles and/or their loads. All routes
kept free of obstructions which may present a hazard or impede access.
Open sides of staircases should be securely fenced and provided with a secure and
substantial handrail.
Workstations and Seating: Workstations should be arranged so that each task can be carried
out safely and comfortably. It should be suitable for any special needs of the individual worker,
including workers with disabilities. It should allow persons adequate freedom of movement and
the ability to stand upright. It should provide sufficient clear and unobstructed space to enable
the work to be done safely.
Seating should provide adequate support for the lower back & it should Include a footrest for
any worker who cannot comfortably place his or her feet flat on the floor.

Lighting: Lighting affects workers’ physical and mental well-being. The quality and nature of
lighting influences mood, attitudes, and concentration. If lighting solutions don’t adequately
meet the needs of workers then it could lead to straining their eyes, bending their necks, or
sitting in uncomfortable positions which may result in eye strain, headaches and sore muscles.
While in designing & construction phase, consider the individual control over task lighting in
workspace is important so each person can adjust light levels to his or her task and reference.