Structure of a Health and Safety Management System
As with any type of management system there are a number of items to think about prior to establishing, documenting and implementing a Health and Safety Management system. The HSE provide detailed guidance on the advised structure of a health and safety management system in the guidance document HSG65 - http://www.hse.gov.uk/pubns/priced/hsg65.pdf This document goes into detail on each key aspect of a health and safety management system but it really comes down to the following four items:
- Plan - Determine a strategic plan and policy for how the management of health and safety is to be organised, arranged and subsequently managed.
- Do - Identify, profile & assess the health and safety risks present in the workplace and identify control measures to implement a plan of action to improve.
- Check - Measure the performance of the management system and how well it is being implemented.
- Act - Review the performance to ensure that the strategic planning is correct (PLAN) and the risk assessments and plan of action are up to date (DO).
In order to create an efficient health and safety management system and cover the four aspects mentioned above, the following aspects could be considered at each stage:
- The health and safety competence of any individual within the management team.
- Think about where you are now and where you need to be.
- Say what you want to achieve, who will be responsible for what, how you will achieve your aims, and how you will measure your success. You may need to write down this policy and your plan to deliver it.
- Decide how you will measure performance. Think about ways to do this that go beyond looking at accident figures; look for active indicators as well as reactive indicators.
- Consider fire and other emergencies. Co-operate with anyone who shares your workplace and co-ordinate plans with them.
- Remember to plan for changes and identify any specific legal requirements that apply to you.
1. Identify your risk profile:
- Assess the risks, identify what could cause harm in the workplace, who it could harm and how, and what you will do to manage the risk.
- Decide what the priorities are and identify the biggest risks.
2. Organise your activities to deliver your plan, in particular, aim to:
- Involve workers and communicate, so that everyone is clear on what is needed and can discuss issues – develop positive attitudes and behaviours.
- Provide adequate resources, including competent help where needed.
3. Implement your plan:
- Decide on the preventive and protective measures needed and put them in place.
- Provide the right tools and equipment to do the job and keep them maintained.
- Train and instruct, to ensure everyone is competent to carry out their work.
- Supervise to make sure that arrangements are followed.
1. Measure your performance:
- Make sure that your plan has been implemented – ‘paperwork’ on its own is not a good performance measure.
- Assess how well the risks are being controlled and if you are achieving your aims. In some circumstances formal audits may be useful.
2. Investigate the causes of accidents, incidents or near misses.
1. Review your performance:
- Learn from accidents and incidents, ill-health data, errors and relevant experience, including from other organisations.
- Revisit plans, policy documents and risk assessments to see if they need updating.
2. Take action on lessons learned, including from audit and inspection reports:
There are a number of health and safety management systems that are available for commercial operations (including golf clubs) that help to save time in creation, establishment and the implementation of the management system. If you do not feel that you are competent in one of more of the management aspects it is recommended that external help is sought after.
Questions to Consider
- Is there a plan in place to ensure that there is sufficient competence and duties in place for a health and safety management system to operate efficiently in the golf club?
- Do you have a documented safety management system in place?
- Does the safety management include elements of Plan, Do, Check & Act within it?
- Is the risk profile suitable for the current activities?
- Have you communicated this to relevant staff and 3rd parties?
- Is there a system in place to check that the system is still fit for use and there have not been any changes since its inception?
- Are there suitable contingencies in place that if remedial action is needed, that it can be provided?
The above guidance provides an introduction on the main requirements needed to adequately manage this health and safety topic. If you require further guidance, risk assessments or template documentation on this subject please consult your relevant full guidance health and safety website (BIGGA, England Golf, Scottish Golf, Wales Golf). If you do not hold the log in details for this website, for your club, please speak to your golf club management team to identify who the account administrator is and request the details.