Defining Roles and Responsibilities in Your Health and Safety Policy – Part 2

Introduction

In Part 1 of this series, we discussed the Statement of Intent, your organisation’s formal commitment to health and safety. However, a written promise is meaningless without people to implement it.

That’s where the roles and responsibilities in your health and safety policy (sometimes called the Organisation for Health and Safety section) come in. It outlines who is responsible for what, creating a clear, practical framework that transforms intent into accountability. If you’re an HR professional or office manager in an SME, this is often where things become unclear. This article will guide you on what this section of your policy must include to remain compliant, prevent confusion, and foster a safer workplace.

Why This Section is Vital for SMEs

When defining the roles and responsibilities in your health and safety policy, it’s essential to understand that in small and medium-sized enterprises (SMEs), the roles of employees often overlap. An HR manager may also be involved in recruitment and training, while an office manager might oversee suppliers and facilities. This multitasking can lead to the misconception that “someone else” is managing certain health and safety responsibilities.

However, it is important to remember that the law, particularly the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999, requires employers to establish suitable arrangements for the effective planning, organisation, control, monitoring, and review of health and safety measures.

Without a written Organisation section that delineates who is responsible for what, it becomes difficult to demonstrate compliance with these legal requirements. Having this clarity not only helps adhere to regulations but also fosters a safer working environment.

What the Organisation (Roles and Responsibilities) Section Covers in Your Health and Safety Policy

A visual snapshot of how key workplace roles and responsibilities in your
health and safety policy connects to create a safer workplace.

Think of this section as your responsibility map. It identifies the key roles within your business and summarises the responsibilities associated with each. Below are some of the most common roles and their typical responsibilities:

Senior Leadership

This role is usually held by your Managing Director, CEO, or Business Owner, and is a core part of the roles and responsibilities in your health and safety policy. The law clearly states that ultimate responsibility for health and safety rests with those at the top. Even if day-to-day health and safety duties are delegated, the senior leadership remains accountable.

Typical responsibilities include:

• Approving and signing the health and safety policy.
• Allocating sufficient time, money, and resources for health and safety initiatives.
• Regularly reviewing the policy and the organisation’s health and safety performance.

✅ Why it Matters:

If leadership isn’t visibly involved, health and safety can be seen as a mere “tick-box” exercise rather than a genuine business priority. There are instances in SMEs where the absence of directors from health and safety discussions leads staff to believe that safety “wasn’t really their concern.” This perception can seriously weaken a strong safety culture.

👥 Example statement:

“The Managing Director ensures annual reviews of the policy are carried out and that funding is available for all mandatory training and equipment.”

The Competent Person

The competent person is a legally required role in the organisation for health and safety, and should be clearly stated in your policy. Every UK employer must appoint one or more ‘competent persons’ to help meet their legal responsibilities, as indicated in Regulation 7 of the Management of Health and Safety at Work Regulations 1999. In many small and medium-sized enterprises (SMEs), this role is frequently taken on by the HR manager, office manager, or another senior administrator. However, depending on the responsibilities, the competent person could also be an external consultant with the required expertise.

Typical responsibilities include:

• Coordinates health and safety activities.
• Monitors compliance with health and safety regulations.
• Acts as the main contact for staff, contractors, and regulators.

✅ Why it Matters:

If leadership isn’t visibly involved, health and safety can be seen as a mere “tick-box” exercise rather than a genuine business priority. There are instances in SMEs where the absence of directors from health and safety discussions leads staff to believe that safety “wasn’t really their concern.” This perception can seriously weaken a strong safety culture.

👥 Example statement:

“ The Competent Person ensures that all necessary risk assessments are completed, kept current, and that staff are informed about where to find these documents.”

Managers and Supervisors

Managers and supervisors have an essential role in making sure that health and safety rules are applied effectively within their teams or departments. They should be set out in the roles and responsibilities in your health and safety policy.

The health and safety policy should confirm that they:

• Ensure staff follow safe working practices.
• Arrange relevant training and periodic refreshers.
• Ensure all staff identified as “a user” complete DSE workstation assessments and make necessary adjustments.

✅ Why it Matters:

If health and safety responsibilities are not clearly allocated to managers, there is a risk they may see health and safety as “someone else’s job.” This attitude can lead to unsafe conditions being ignored. I have seen businesses where managers believed that HR was managing all aspects of health and safety, only to find that essential training records and equipment checks had been neglected for years.

👥 Example statement:

“Team Leaders must ensure that all new staff in their department complete a DSE self-assessment within their first week.”

Employees

Employees have legal duties under the Health and Safety at Work etc. Act 1974 to take reasonable care of themselves and others.

The health and safety policy should remind employees to:

• Follow health and safety procedures and training.
• Use equipment and personal protective equipment (PPE) correctly.
• Report hazards and near misses promptly.

✅ Why it Matters:

Staff members are often the first to notice when something is wrong. If they are unaware that it is their duty to report hazards, potential risks may remain unaddressed until it is too late. Fostering a culture of awareness among employees is vital for maintaining a safe workplace.

👥 Example statement:

“Employees must report faulty equipment to their line manager immediately and refrain from using it until it has been repaired.”

Specialist Roles

If your workplace has designated roles, such as first aiders or fire marshals, it’s essential to include these positions in this section along with an outline of their responsibilities.

✅ Why it Matters:

These specialist roles are often voluntary, and without their inclusion in the policy, other staff members may not even know who these individuals are. This lack of awareness can delay critical responses in an emergency.

👥 Example statement:

“Fire Marshals will lead the evacuation in an emergency and ensure that fire exit routes remain clear at all times.”

📌 These roles and responsibilities are examples and might not reflect exactly what you do in your organisation. It’s a starting point to help you think about what’s right for your workplace.

Common Mistakes to Avoid When Writing the Organisation Section of Your Health and Safety Policy

Clear roles and responsibilities in your health and safety policy
can turn confusion into confident teamwork.

• Lack of Clarity in Roles and Responsibilities
  Mistake: Not clearly defining roles and responsibilities can lead to confusion. Employees may be unsure of who to turn to for health and safety matters.
  Solution: Clearly define each role, including key responsibilities. Use simple language that all employees can understand.
  
• Failing to Update the Policy
  Mistake: Once written, many businesses put their health and safety policy on the shelf and forget about it. This can result in outdated information and ineffective practices.
  Solution: Schedule regular reviews of the policy to ensure it reflects current practices, roles, and regulations. Ideally, this should be done at least annually.
  
• Ignoring Legal Requirements
  Mistake: Failing to properly meet legal obligations can put your organisation at risk of penalties and other issues.
  Solution: Familiarise yourself with relevant legislation, such as the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999. Incorporate these requirements directly into your policy.
  
• Overlooking Training and Support
  Mistake: Assuming that employees will naturally understand their responsibilities regarding health and safety can result in gaps in knowledge and compliance.
  Solution: Clearly communicate that ongoing training and support will be offered to all staff, including refresher opportunities.
  
• Vague Language
  Mistake: Using vague or ambiguous language can cause misunderstandings about responsibilities.
  Solution: Use clear and actionable language. Instead of saying “manage health and safety,” specify actions like “conduct regular safety audits” or “report accidents within 24 hours.”
  
• Not Involving Key Stakeholders
  Mistake: Drafting the policy without input from key roles—such as employees, managers, and health and safety representatives—can lead to an ineffective policy that fails to meet the needs of the workforce.
  Solution: Involve relevant stakeholders in the drafting process. This helps create a more comprehensive policy and fosters ownership and accountability among staff.
  

Key Takeaway

The Organisation section of your health and safety policy isn’t merely a formality; it acts as the essential link between the commitments outlined in your Statement of Intent and the practical steps to realise those promises.

If you get the roles and responsibilities in your health and safety policy right, you establish a clear chain of accountability that supports compliance, builds confidence within your team, and satisfies the Health and Safety Executive (HSE). Conversely, if you get it wrong, you risk gaps, confusion, and unnecessary exposure to legal and operational risks.

In Part 3, we’ll explore the Arrangements for Health and Safety, the practical systems and procedures that bring these responsibilities to life.

If you’re unsure whether your Organisation section is watertight, this is precisely where expert support can make a significant difference. My role is to ensure that the “what” is clear and the “how” is rock-solid, allowing you to focus on those tasks that form the core of your responsibilities.

Want the Complete Framework in One Place?

Frequently Asked Questions About the Organisation for Health and Safety (Roles and Responsibilities)

Next Steps

Need help and assistance? Here’s what you can do.

✅ Get in touch to discuss any specific health and safety arrangements you may need to clarify. Email me at ray@howletthealthsafetyservices.co.uk

📞 Book a call: Ray’s Calendar