Whether your business employs five people or 500 people, meeting the health and safety requirements set out in the Occupational Health and Safety (OHS) Act 85 of 1993 and its regulations is a legal obligation. As such, failing to comply with these requirements can result in serious consequences, ranging from fines and penalties to operational shutdowns and even criminal liability.
The OHS Act and its regulations
The OHS Act is made up of 50 sections and 26 different regulations. The 50 sections and some of the regulations apply to all businesses and industries, such as the General administrative regulations, General safety regulations, Facilities regulations, Environmental regulations for workplaces, and Ergonomics regulations. The occupational health and safety requirements stipulated by these regulations apply to all workplace settings, including small, low-risk administrative offices.
Other regulations are more specific and only apply to certain industries, for example the Asbestos regulations, Construction regulations, Explosives regulations, and Electrical installation regulations. Which of these regulations apply to your workplace depends on your industry.
With so many sections and regulations to understand and apply, the OHS Act can seem overwhelming and confusing. But with the right direction and guidance, ensuring compliance – and thereby providing a healthy, prepared, and safe working environment for all employees – doesn’t need to be a minefield.
The aim of this article is to outline a three-pronged approach to meeting occupational health and safety requirements in the workplace. This approach is applicable whether you work in a low-risk office environment or operate in a high-risk industry.
The three-pronged approach to workplace health and safety compliance
Breaking down occupational health and safety requirements into three broad categories provides a useful framework for approaching OHS compliance in the workplace. These three categories can be defined as follows:
OHS management
OHS management refers to the development and implementation of logical and successful health and safety management systems in the workplace. What your OHS management system should look like will depend on your unique work environment, risk profile, and industry. However, a health and safety management system should take the following occupational health and safety requirements into account:
- Ensure the development of required health and safety policy documentation (for example, the Health and Safety Policy including a policy statement hanging in reception, Evacuation Policy or Emergency Response Plan, Incident Investigation Policy, etc.).
- Ensure that the Health and Safety Policy, Evacuation Policy, and any other important policies are effectively communicated to all staff members.
- Ensure that the correct number of Health and Safety Team members in the necessary OHS disciplines are appointed, attend accredited OHS training, and receive official appointment letters (for example, Health and Safety Supervisors, Health and Safety Representatives, First Aiders, Fire Wardens, and Evacuation Marshals).
- Establish an active Health and Safety Committee, which must meet at least once every three months, to develop and drive health and safety in the workplace.
- Conduct annual health and safety risk assessments and ensure that any identified hazards and risks are appropriately addressed by the Health and Safety Committee and company management.
- Conduct bi-annual emergency evacuation drills.
To help businesses ensure that they are fully compliant in the above areas, First Aid, Fire and Safety Training (FAFST) provides a specialised OHS Management Services This service is designed to assist you in developing and maintaining a successful health and safety management system that is uniquely tailored to the requirements of your particular workplace. A dedicated Health and Safety Practitioner will visit your premises on a monthly basis and provide strategic advice and assistance in developing an effective health and safety management structure and system.
OHS training
Accredited OHS training forms a critically important aspect of health and safety compliance . For example, the OHS Act stipulates that any business employing over 10 people must appoint a First Aider, and thereafter, must appoint additional First Aiders at a rate of one First Aider per 50 employees. The Act also states that any business employing over 20 employees must appoint a Health and Safety Representative, and thereafter, must appoint additional Health and Safety Representatives at a rate of one Health and Safety Representative per 50 employees.
The Department of Employment and Labour performs workplace checks to determine if employees have been trained in first aid by an ‘Approved First Aid Training Organisation’.
Generally, health and safety training requirements in an office environment include the following accredited health and safety courses:
- First Aid NQF Level 1 (2-day course)
- Firefighting (1-day course)
- Evacuation Planning (1-day course)
- Health and Safety Representative (1-day course)
- Health and Safety Supervisor (2-day course)
Depending on the size and risk profile of your organisation, and the industry in which you operate, additional OHS training may be needed. This could include Incident Investigation, Hazard Identification and Risk Assessment, HAZMAT, or Advanced Firefighting, etc. An accredited OHS training provider will be able to advise you on the OHS training requirements for your organisation.
OHS equipment
The third element to consider when working towards OHS compliance is making sure that you have the correct and sufficient health and safety and emergency preparedness equipment available on your premises.
Getting a professional OHS Equipment Assessment done by accredited Health and Safety Practitioners is the best way to assess your OHS equipment needs, as these are dependent not only on the requirements of the OHS Act and its regulations, but also on local municipality bylaws and various SANS (South African National Standards) codes.
The following health and safety equipment is mandatory in all workplaces:
- Regulation first aid kits
- Fire extinguishers
- Evacuation floor plans
- Luminescent SABS-approved health and safety signage
- Fire alarm or ‘loud and clear’ alarm horn
- Posters displaying the OHS Act
- Assembly area location sign
- Health and Safety Team bibs/vests
Take the first steps to achieving occupational health and safety compliance
In this article, we’ve outlined our three-pronged approach to achieving workplace health and safety compliance. Using this approach, FAFST provides a comprehensive and holistic occupational health and safety offering, giving you peace of mind that your legal OHS obligations are met.
Contact us to discuss your health and safety needs and begin your journey towards OHS compliance.
