External Competent Person Support |
SS Safety Ltd

External Competent Person Health and Safety Support

Every employer must appoint one or more competent people to assist them in meeting their health and safety duties.

Where your business does not have sufficient health and safety competence internally, SS Safety Ltd can provide experienced external support tailored to your organisation, activities and level of risk.

You will work directly with Shaun Smith, a Chartered Member of IOSH with extensive practical experience across manufacturing, haulage, chemicals, construction, utilities, agriculture and professional services.

The service can range from occasional advice to an ongoing retained arrangement involving workplace visits, policy development, risk assessments, inspections, management meetings and continued support.

Does Your Business Need External Competent-Person Support?

The competent person does not always need to be an external consultant.

The employer may appoint:

The employer personally, where suitably competent.
One or more competent employees.
Someone from outside the organisation.
A suitable combination of internal and external assistance.

Where a competent employee is available within the organisation, Regulation 7 requires that person to be appointed in preference to someone from outside the business.

External support may therefore be appropriate where:

Sufficient competence is not available internally.
Internal staff need specialist support or mentoring.
The company’s risks have become more complex.
The business is expanding rapidly.
Managers cannot devote sufficient time to maintaining the arrangements.
A competent employee needs independent advice on unfamiliar risks.
Customers, tenders or accreditation schemes require evidence of competent assistance.
The organisation needs periodic independent review.
An accident or significant change has exposed weaknesses.
The business needs a reliable source of advice between scheduled visits.

SS Safety can work alongside your directors, managers, employees and existing health and safety representatives. The intention is to strengthen internal management—not replace it.

What Is a Health and Safety Competent Person?

Signs That Your Current Arrangements May Be Insufficient

A competent person helps an employer identify what must be done to manage workplace health and safety properly.

Regulation 7 of the Management of Health and Safety at Work Regulations 1999 requires every employer to appoint one or more competent persons to assist with the measures needed to comply with relevant health and safety law.

For the purposes of Regulation 7, a person is regarded as competent where they have:

“sufficient training and experience or knowledge and other qualities to enable him properly to assist in undertaking the measures referred to.”

The required level of competence depends on the nature and complexity of the business, its hazards and the particular assistance required.

The Health and Safety Executive explains that a competent person should have the skills, knowledge and experience needed to recognise hazards and help the business establish sensible controls to protect workers and others.

You may benefit from competent-person support if:

Your policy no longer reflects how the company operates.
Risk assessments are generic, inconsistent or overdue for review.
Managers are unclear about their responsibilities.
Actions identified during inspections are not being completed.
You rely on documents downloaded from the internet.
Employees have not been adequately consulted.
Training requirements are not formally identified or recorded.
New machinery, substances, vehicles or work activities have been introduced.
Contractor arrangements are informal.
Accidents and near misses are not investigated consistently.
Legal or industry requirements are not systematically monitored.
Health and safety is addressed only when a customer or auditor asks for evidence.
The business has no planned programme of inspections, audits and reviews.
Senior management is unsure whether the company is compliant.

SS Safety can review the current position, identify priorities and establish a manageable programme of improvement.

What Can the SS Safety Competent Person Service Include?

The service is adapted to the size, activities, risk profile and existing resources of your business. It can include the following:

Initial Health and Safety Review:

We establish a clear understanding of your organisation and its current arrangements. This may involve:

An initial management meeting.
Workplace and site visits.
Review of existing policies and procedures.
Review of risk assessments and safe systems of work.
Discussion with managers, supervisors and employees.
Identification of significant hazards.
Review of training and competence arrangements.
Assessment of contractor controls.
Review of accident and near-miss information.
Identification of immediate and longer-term priorities.

The findings are used to agree the appropriate scope of support.

Named Source of Competent Assistance:

Where agreed, SS Safety can be formally identified as an external source of competent health and safety assistance.

This may be evidenced through:

A competent-person appointment letter.
A defined consultancy agreement.
Description of the agreed services.
Contact and escalation arrangements.
Evidence of professional competence and insurance.
Periodic review of the appointment.

SS Safety may also be identified as your external competent adviser in suitable client questionnaires, tenders and accreditation submissions, provided that the description accurately reflects the service supplied.

Telephone and Email Advice:

Clients can obtain advice when questions arise between scheduled visits.

This may include:

Interpretation of health and safety requirements.
Advice concerning changes to work activities.
Accident and near-miss response.
RIDDOR considerations.
Risk-assessment queries.
Contractor and client requirements.
Employee health and safety concerns.
Enforcement or inspection preparation.
Review of customer and tender questions.

The service is intended to give management reliable access to someone who already understands the business.

Policies and Procedures:

SS Safety can prepare and maintain the documents appropriate to your organisation, which may include:

Health and safety policy and arrangements.
Roles and responsibilities.
Risk-assessment procedure.
Accident and incident reporting.
Contractor management.
Work equipment.
Workplace transport.
COSHH and chemical safety.
Working at height.
Manual handling.
Display screen equipment.
Lone working.
Fire and emergency arrangements.
Occupational health.
Employee consultation.
Training and competence.
Monitoring and review.

The documentation required will be determined by your activities and risks. We do not supply an identical package to every client.

Risk Assessments and Safe Working Procedures:

Support can include:

Risk-assessment planning.
Task and workplace risk assessments.
Method statements and safe systems of work.
COSHH assessments.
DSE and homeworking assessments.
Young-person assessments.
New and expectant mother assessments.
Manual-handling assessments.
Review of client or contractor RAMS.
Communication and implementation of findings.

Where necessary, assessments are informed by workplace observation and consultation with the people who undertake and supervise the work.

Workplace Inspections and Audits:

Scheduled visits can be used to:

Observe work activities.
Confirm whether agreed controls are implemented.
Identify new or changing hazards.
Speak with employees and supervisors.
Review equipment and workplace conditions.
Check progress against previous actions.
Examine records and supporting evidence.
Provide management with a prioritised report.

The frequency of visits will depend on the level of risk, rate of change and internal management capability.

Accident and Incident Support:

SS Safety can help management respond appropriately following an accident, near miss or dangerous occurrence.

Support may include:

Initial advice and preservation of evidence.
RIDDOR considerations.
Investigation planning.
Interviews and evidence gathering.
Identification of immediate, underlying and root causes.
Review of existing risk controls.
Corrective and preventive actions.
Revision of policies, risk assessments and procedures.
Communication of lessons learned.

Where legal representation, engineering analysis, occupational hygiene or another specialist service is required, this will be explained.

Management Support and Review:

Competent advice must result in action. Support may therefore include:

Attendance at management meetings.
Health and safety action planning.
Performance indicators.
Review of accident and near-miss trends.
Monitoring of outstanding actions.
Annual policy review.
Legal and industry updates.
Assistance with consultation arrangements.
Improvement objectives.
Periodic management-system review.

What Does the Employer Remain Responsible For?

Appointing SS Safety does not transfer the employer’s legal duties to the consultant.

The Health and Safety Executive states that managing health and safety remains the employer’s legal duty even where external assistance is used. HSE guidance on appointing a competent person

Your organisation remains responsible for:

Leadership and decision-making.
Providing sufficient time, information and resources.
Implementing agreed control measures.
Allocating responsibilities internally.
Consulting employees.
Providing suitable information, instruction, training and supervision.
Maintaining safe equipment and workplaces.
Acting on competent advice.
Monitoring whether arrangements remain effective.
Informing SS Safety about relevant changes and incidents.

SS Safety will explain what needs to be done, help develop suitable arrangements and support implementation. Management must authorise, resource and enforce those arrangements.

This shared approach provides a more effective result than treating the consultant as a name placed in a policy or tender document.

A Service Proportionate to Your Business

The level of support should reflect:

The size and structure of the organisation.
Number and location of workplaces.
Nature of the work.
Significant hazards.
Number and experience of employees.
Existing internal competence.
Rate of organisational change.
Accident and enforcement history.
Contractor and customer requirements.
Availability of management resources.

A relatively low-risk business with established internal arrangements may need periodic review and access to advice.

A growing manufacturer, haulier, contractor or chemical business may require regular visits, extensive documentation, management meetings and closer monitoring.

We will recommend a proportionate arrangement after reviewing your circumstances. The service can then increase or reduce as the business and internal competence develop.

Why Appoint SS Safety?

Direct Access to a Chartered Professional

You will work directly with Shaun Smith rather than having the initial assessment completed by a senior consultant and routine work passed to less experienced staff.

Practical Industry Experience

SS Safety has experience across:

Manufacturing and engineering.
Haulage and workplace transport.
Chemical preparation and solvent use.
Waste and recycling.
Utilities and biosolids.
Construction and building services.
Grounds maintenance and agriculture.
Printing and packaging.
Offices and professional services.

Understanding Before Documentation

We take the time to understand the activities, workplace and people before developing procedures. Documents should reflect the way work is actually undertaken and the improvements genuinely needed.

Continuity

Long-term relationships allow SS Safety to understand the organisation, monitor progress and provide advice in context.

Proportionate Advice

The objective is to establish suitable arrangements—not impose unnecessary systems. Priorities are based on the nature and level of risk.

Recognised Professional Standing

Shaun is a Chartered Member of IOSH and, where current, registered on the Occupational Safety and Health Consultants Register.

HSE supports OSHCR as a means of finding consultants who have recognised professional status, valid insurance and up-to-date professional knowledge. HSE guidance on selecting a consultant

How the Service Begins

1. Initial Consultation

We discuss your organisation, activities, employee numbers, locations, current arrangements and reason for seeking support.

2. Workplace and Document Review

Where appropriate, Shaun visits the workplace and reviews existing policies, assessments, records and management arrangements.

3. Findings and Priorities

You receive a clear explanation of:

What is already working.
What requires immediate attention.
What should be improved.
What ongoing support may be appropriate.

4. Agreed Scope

We agree the services, visit frequency, communication arrangements, priorities and responsibilities.

5. Appointment and Implementation

The competent-person arrangement is documented and the agreed improvement programme begins.

6. Ongoing Monitoring

Progress, business changes and emerging requirements are reviewed through visits, meetings and continued communication.

What Our Clients Say

“SS Safety Ltd has delivered our nominated competent advice since March 2021. During that time, Shaun has been instrumental in helping Cooper Parry identify gaps in our health and safety processes, some of which had previously been missed by historical consultants.”

“Shaun has slotted into our business seamlessly—educating our team and allowing us to build our own health and safety knowledge, whilst supporting us through implementation of new procedures.”

Kerrie Morris, Facilities Compliance Manager, Cooper Parry

Frequently Asked Questions

Must every employer appoint a competent person?
Every employer must appoint one or more competent persons to assist with the measures required to comply with health and safety law. The appropriate person may be the employer, an employee, an external adviser or a suitable combination.

Does the competent person have to hold formal qualifications?
Health and safety law does not require every competent person to hold a particular qualification. Competence must be appropriate to the risks and assistance required.
For more complex or higher-risk businesses, professional qualifications, relevant industry experience, continuing professional development and suitable insurance provide important evidence when selecting an external adviser.

Can SS Safety be appointed if we already have someone internally?
Yes. SS Safety can provide additional expertise, mentoring or independent review while an employee retains the internal role.
Regulation 7 gives preference to a competent employee where one is available. External assistance can supplement internal competence where additional knowledge or support is required.

Does appointing SS Safety make us legally compliant?
No consultant can guarantee legal compliance merely by being appointed.
Compliance depends on the organisation providing resources, implementing controls, maintaining safe conditions and acting on suitable advice. SS Safety helps identify requirements, create practical arrangements and monitor their effectiveness.

Can we name SS Safety in a tender or accreditation application?
This can normally be agreed where you have an active consultancy arrangement and the wording accurately describes the support provided.
SS Safety should not be named as the competent person solely to satisfy a questionnaire where no genuine service or continuing relationship exists.

How often will you visit?
The frequency depends on the organisation’s risks, size, activities, rate of change and internal resources.
Some businesses require monthly visits. Others may need quarterly, six-monthly or project-specific support. The appropriate frequency will be recommended following the initial review.

Are telephone and email queries included?
They can be included within a retained arrangement. The agreed scope should define availability, response expectations and whether more extensive work requires separate approval.

Do we have to sign a long-term contract?
Not necessarily. You may commission an initial review before deciding whether ongoing support is required.
Where a retained arrangement is agreed, the terms, review period and termination provisions should be stated clearly in the consultancy agreement.

What happens if specialist assistance is required?
A general health and safety consultant should recognise the limits of their competence.
Where occupational hygiene measurements, asbestos surveying, structural assessment, fire engineering, medical advice or another specialist service is required, SS Safety will explain this and help identify appropriate competent assistance.

Need a Reliable Source of Competent Health and Safety Advice?

If your organisation does not have sufficient competence internally—or your existing team needs additional support—contact SS Safety for an initial discussion.

Please provide:

Your company name.
Business location.
Approximate number of employees.
Description of your activities.
Current health and safety arrangements.
Reason you are seeking competent-person support.
Any immediate concern, deadline or customer requirement.

Shaun will review the information and normally respond within one working day.

Enquiry form

Use these fields:

Name — required
Company — required
Email address — required
Telephone number — optional
Business location or postcode
Approximate number of employees
Industry or principal activities
Number of workplaces
Current source of competent assistance
Support required
Please describe your requirements — required
Preferred method of response
Privacy acknowledgement — required

For Current source of competent assistance, use:

No current appointment
Business owner or director
Employee
Existing external consultant
Unsure

For Support required, use:

Initial compliance review
External competent-person appointment
Ongoing retained support
Support for an internal competent person
Tender or accreditation requirement
Urgent advice following an incident or concern
Unsure

External Competent Person Support | SS Safety Ltd

Initial Health and Safety Review:

Named Source of Competent Assistance:

Telephone and Email Advice:

Policies and Procedures:

Risk Assessments and Safe Working Procedures:

Workplace Inspections and Audits:

Accident and Incident Support:

Management Support and Review:

Direct Access to a Chartered Professional

You will work directly with Shaun Smith rather than having the initial assessment completed by a senior consultant and routine work passed to less experienced staff.

Practical Industry Experience

SS Safety has experience across:

Manufacturing and engineering.

Haulage and workplace transport.

Chemical preparation and solvent use.

Waste and recycling.

Utilities and biosolids.

Construction and building services.

Grounds maintenance and agriculture.

Printing and packaging.

Offices and professional services.