1. Purpose

The majority of accidents in Group factories are not caused by work equipment,
but by human error.

In other words, they are caused by a general failure by people to plan and carry out their work safely. This procedure has been produced to assist factories to complete risk assessments in accordance with the Management of Health and Safety at Work Regulations 1992.

2. What is a Risk Assessment?

2.1 The requirement to complete risk assessments in British industry marked a watershed in the legislative system; requiring companies to become pro-active, rather than reactive, in health, safety and environmental management.

2.2 Risk assessment requires companies to thoroughly examine every aspect of work activity to identify what hazards are present and then evaluate what risks are involved.. By assessing the risk, employers have an opportunity to introduce improvements before incidents occur. By taking this action the factory is demonstrating compliance with the spirit of the regulations.

3. Employee Responsibilities

3.1 The management of health and safety at work regulations ultimately imposes duties on the employer; however, the regulations do also impose actions onto the employee.

3.2 Employees are required to use any equipment with which they are provided in accordance with any safety training or special instructions they have received.

Example
If the employee were to be instructed never to use a machine without the guard down, it is against the law to disobey that instruction.

3.3 If the workstation or equipment is dangerous, then the employee has a duty to report it, either to the company or to the Safety Representative.

4. Completing a Risk Assessment

4.1 The first step to completing a risk assessment is to identify what hazards are present. In order to do this, the risk assessor will require information. Some of this will come from legislation, supplier's manuals, trade press, the remainder will come from the workplace by discussing the task with employees and supervisors.

4.2 When the Risk Assessor is completing the assessment, as much detail as possible regarding the working day must be recorded. Are there any activities which cause particular problems? Does the employee have to lift and carry heavy or awkwardly shaped objects? Does the employee spend lengthy periods working at a computer terminal? Is the chair comfortable, or does the employee suffer from aches and pains after a full days work?

4.3 Another consideration when carrying out the risk assessment is that it must be appropriate to the kind of work being carried out. The higher the level of risk the more detailed the assessment is required to be.

4.4 Certain hazards (e.g. noise or electricity) will require expert advice on risk. Further information on consultants can be obtained from the Group Health and Safety Manager. If you don't feel competent to complete an assessment, do not be afraid to request support.

5. Competency of assessors

5.1 The regulations require employers to appoint assessors with sufficient knowledge or experience to complete assessments. This does not mean that companies can delegate their responsibilities under the law.

5.2 The level of competence that assessors must demonstrate will depend on the kind of work carried out. In very simple situations, the guidance which accompanies the regulations suggests the assessor should:

i) have an understanding of the relevant current best practice;

ii) be aware of their limitations and level of knowledge and experience;

iii) have a willingness to supplement their existing knowledge and experience. In more complex situations, the assessor will require additional specialist knowledge for the job.

6. Specialist Support

The approved code of practice, which accompanies the management regulations, does not specify qualifications that a person must have to qualify as a specialist. However, Group would expect factories to consider:

i) a relevant degree;

ii) membership of a professional body by examination;

iii) other recognised training or qualifications;

iv) direct recommendation by another Group company.

7. Recording the risk assessment

7.1 The regulations require companies with 5 or more employees to record the significant findings of the assessment. The information can be electronically stored.

7.2 The document must include a statement of the hazards and risks which have been discovered during the risk assessment.

7.3 The information recorded on the risk assessment must be provided to employees and in a format that can easily be understood.

7.4 When presenting information to employees, Management must consider any language difficulties which may present problems.

8. Making effective use of risk assessments

8.1 The risk assessment is only the first step towards a safer workplace. The next step is to reduce the risks as much as possible, and there are a number of principles which should be considered. The basic principles to consider are:

i) if possible, avoid the hazard altogether;

ii) deal with risks at source - if a guard is missing, replace it rather than put up a warning notice;

iii) adapt the task to the individual - think how the workload can be lightened with just a few minor changes;

iv) keep up to date with technological and technical progress, so that the company can take full advantage of any developments which might help to make the workplace safer;

v) ensure that measures introduced as a result of risk assessment form part of the overall management health and safety policy.

9. Training

9.1 The Health and Safety at Work Act 1974 requires employers to provide sufficient training to enable employees to carry out the activity safely.

9.2 Training needs are likely to be greater when new employees commence work. To meet this need factories must design adequate induction training, addressing all identified hazards. The risk assessment must also identify any ongoing and refresher training appropriate to the activity.

10. Reviewing the risk assessment

10.1 How often the assessment will need to be reviewed will depend on the type of environment, and how frequently it changes. The regulations do not specify the frequency of assessments, however, Group policy requires assessments to be reviewed at least three yearly, or when significant change has taken place.

11. Final Comment

11.1 The key to good workplace safety does not lie in more machine guards, warning notices and personal protective equipment. Important as these things are in the right situations, workplace safety relies on developing good safety culture, which runs through the company from board room to the factory floor.

11.2 Good risk assessment involves the whole workforce
and makes for a safer and healthier factory for everyone.