Health and Safety Policies and Procedures That Work in Practice
Health and Safety Policies and Procedures That Work in Practice
SS Safety Ltd helps small and growing businesses establish clear, practical and proportionate health and safety policies and procedures.
Your documentation should accurately describe your business, its risks, who is responsible and how health and safety will be managed in practice. It should not be a collection of generic templates that employees do not understand and managers cannot implement.
Whether your existing arrangements require updating or you need a complete health and safety management framework, SS Safety can review your organisation, identify what is required and create a controlled system around your actual activities.
You will work directly with Shaun Smith, Chartered Member of IOSH, from the initial review through to implementation and ongoing support.
Request a Policy and Procedure Review
Has Your Business Outgrown Its Health and Safety Arrangements?
Health and safety arrangements often develop informally during the early stages of a business. As the organisation grows, employs more people, introduces equipment or undertakes more complex work, those original arrangements may no longer be sufficient.
A review may be required where:
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The business is approaching or has exceeded five employees.
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Your health and safety policy is generic or out of date.
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Policies do not reflect your current activities, premises or equipment.
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Responsibilities have not been formally assigned.
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Managers and supervisors are unclear about what is expected of them.
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Risk assessments are incomplete, inconsistent or overdue for review.
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Procedures exist on paper but are not followed in practice.
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New machinery, vehicles, substances or work activities have been introduced.
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The business has moved premises or opened additional locations.
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A client, insurer, auditor or accreditation body has requested evidence.
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You are completing a tender, CHAS or SafeContractor assessment.
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An accident or near miss has identified weaknesses.
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Documentation has been accumulated from different sources without effective control.
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Employees have not been properly informed or consulted.
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Nobody is responsible for monitoring actions and reviewing performance.
SS Safety can establish what you already have, what remains suitable and what needs to be improved.
What Does the Law Require?
Section 2(3) of the Health and Safety at Work etc. Act 1974 requires an employer to prepare and revise a written statement of its general health and safety policy and the organisation and arrangements for carrying it out, except in prescribed circumstances.
Employers with five or more employees must record their significant risk-assessment findings under the Management of Health and Safety at Work Regulations 1999.
The written policy normally contains three principal elements:
Statement of Intent
This explains the organisation’s commitment, objectives and overall approach to protecting employees and other people who may be affected by its activities.
Organisation and Responsibilities
This identifies who is responsible for health and safety at each level of the business, from directors and senior managers to supervisors and employees.
Arrangements
This explains how significant health and safety matters will be controlled, monitored and reviewed.
The policy must be supported by suitable risk assessments, procedures, records and evidence of implementation. Producing a document does not, by itself, demonstrate that health and safety is being managed effectively.
More Than a Standard Health and Safety Policy
A policy is only one part of a functioning health and safety management system.
Your arrangements may need to address:
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Leadership and management responsibilities.
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Access to competent health and safety assistance.
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Risk assessment.
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Employee consultation.
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Information, instruction, training and supervision.
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Accident and near-miss reporting.
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Workplace inspections.
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Contractor selection and control.
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Work equipment and machinery.
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Workplace transport.
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Hazardous substances.
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Fire and emergency arrangements.
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Occupational health and health surveillance.
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Monitoring, audit and management review.
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Document control and record retention.
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Management of organisational and operational change.
The documents required will depend on the nature and complexity of your business. A small office does not need the same system as a manufacturer, haulage operator, chemical business or construction contractor.
SS Safety will identify the arrangements relevant to your organisation rather than automatically producing policies that serve no practical purpose.
What Our Review Covers
The service begins with an assessment of your business and current arrangements.
Depending on the agreed scope, this may include:
Business Activities
We establish what the company does, where work is undertaken, who performs it and who else could be affected.
Organisation and Responsibilities
We review the management structure and determine how health and safety responsibilities should be allocated.
Existing Documentation
We examine current policies, risk assessments, procedures, forms, inspection records, training information and action plans.
Workplace Conditions and Activities
Where necessary, we visit the workplace to observe how work is performed and whether existing documentation reflects actual practice.
Significant Hazards
We identify the main hazards arising from your premises, equipment, substances, vehicles, employees, contractors and work activities.
Legal and Other Requirements
We consider relevant health and safety legislation together with applicable customer, contractual, certification and industry requirements.
Employee Knowledge and Consultation
We assess whether employees understand the arrangements, have been adequately consulted and know what is expected of them.
Implementation and Monitoring
We review whether responsibilities, inspections, actions and document reviews are planned, recorded and completed.
The result is a clear understanding of what is already effective, what needs improvement and what should be prioritised.
Documents We Can Develop
The final document package is agreed following the initial review. It may include the following.
Health and Safety Policy
A company-specific policy comprising:
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Statement of intent.
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Health and safety objectives.
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Organisation and responsibilities.
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Management arrangements.
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Approval and signature.
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Communication and review requirements.
Supporting Policies
Where relevant, these may cover:
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Accident and incident reporting.
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Asbestos management.
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Communication and consultation.
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Control of contractors.
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COSHH and hazardous substances.
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Display screen equipment.
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Driving for work.
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Drugs and alcohol.
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Electrical safety.
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Fire safety.
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First aid.
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Home and hybrid working.
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Lone working.
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Manual handling.
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New and expectant mothers.
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Noise and vibration.
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Occupational health.
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Personal protective equipment.
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Stress and mental wellbeing.
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Training and competence.
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Work equipment.
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Working at height.
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Young persons.
Only policies relevant to the organisation will be recommended.
Risk Assessments
The service may include:
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General workplace risk assessments.
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Task-specific risk assessments.
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Risk-assessment register.
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COSHH assessments.
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DSE assessments.
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Manual-handling assessments.
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Young-person assessments.
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New and expectant mother assessments.
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Lone-working assessments.
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Fire-risk arrangements.
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Method statements and safe systems of work.
Procedures and Management Controls
These may include:
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Accident and near-miss investigation.
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RIDDOR assessment and reporting.
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Contractor approval and monitoring.
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Training-needs identification.
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New-starter induction.
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Workplace inspection.
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Equipment pre-use checks.
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Planned maintenance and statutory examination.
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Emergency response.
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Corrective-action management.
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Change management.
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Document approval, review and revision.
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Health and safety monitoring.
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Annual management review.
Registers and Supporting Records
Where appropriate, we can establish:
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Legal and compliance registers.
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Risk-assessment registers.
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Training and competence matrices.
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COSHH inventories.
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Equipment registers.
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Inspection schedules.
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Accident and near-miss logs.
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Corrective-action trackers.
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Contractor approval records.
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Policy and document registers.
All documents will be proportionate to the organisation and designed to provide useful evidence of how health and safety is managed.
How the Service Works
1. Initial Consultation
We discuss your business, employee numbers, work activities, locations, current concerns and reason for requesting the review.
2. Document and Workplace Review
Existing documents are reviewed and, where appropriate, Shaun visits your workplace to understand the actual activities and risks.
3. Gap Assessment
We compare current arrangements with relevant legal requirements, recognised guidance and the needs of your organisation.
The review distinguishes between:
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Arrangements that are already suitable.
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Immediate health and safety priorities.
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Documentation requiring amendment.
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Missing arrangements.
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Longer-term improvement opportunities.
4. Agreed Scope and Priorities
The proposed work is explained before documents are developed. You decide whether to commission the complete programme or address it in agreed stages.
5. Document Development
Policies and procedures are written around your organisation, management structure and working methods.
Management and relevant employees are consulted so that the documents describe practical and achievable arrangements.
6. Management Review and Approval
Draft documents are presented for review. Responsibilities, actions and expectations are explained before final approval.
The company remains responsible for authorising its policies and allocating the resources required to implement them.
7. Communication and Implementation
Where commissioned, SS Safety can help:
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Introduce the revised arrangements.
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Brief managers and supervisors.
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Consult employees.
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Develop induction or toolbox-talk material.
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Establish inspection and monitoring schedules.
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Create action plans.
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Confirm that the documents are being used.
8. Ongoing Review
Documents should be reviewed when circumstances change and periodically to confirm that they remain effective.
SS Safety can provide continuing competent-person support, scheduled audits or annual reviews after the initial project is complete.
Bespoke Documentation, Not Rebranded Templates
Generic documents often contain responsibilities, equipment and procedures that do not exist within the business. They may also omit significant hazards or require actions the organisation cannot realistically implement.
This creates the appearance of a management system without providing effective control.
SS Safety develops documentation using information obtained from:
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Management discussions.
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Workplace observations.
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Existing procedures and records.
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Employee and supervisor consultation.
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Equipment and substance information.
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Client and contractual requirements.
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Relevant legislation and recognised guidance.
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The business’s available resources and capabilities.
The finished system should be understandable, proportionate and capable of being followed.
It should describe what your business does—not what a standard template assumes it does.
Suitable for Small and Growing Businesses
This service is particularly suitable for:
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New employers establishing formal arrangements.
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Businesses approaching or exceeding five employees.
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Family businesses moving to a more structured management model.
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Companies employing supervisors or departmental managers for the first time.
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Businesses taking on larger or more demanding clients.
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Contractors completing prequalification assessments.
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Companies moving into manufacturing, warehousing or other higher-risk activities.
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Organisations preparing for ISO 45001.
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Businesses that have inherited incomplete or inconsistent documentation.
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Directors who want an independent assessment of their current position.
The system can begin simply and develop as your organisation grows. Complexity should be introduced only where it is needed to control risk and manage the business effectively.
Why Use SS Safety?
Direct Access to a Chartered Consultant
You will work directly with Shaun Smith, Chartered Member of IOSH, throughout the review and development process.
Practical Workplace Knowledge
SS Safety has experience supporting businesses across manufacturing, haulage, chemicals, construction, utilities, agriculture, printing, waste management and professional services.
Documents Based on Real Activities
Where necessary, we attend the workplace, observe the work and speak with the people who undertake and manage it.
Clear Priorities
Not every weakness carries the same level of risk. Findings are prioritised so that management can address the most important issues first.
Implementation Support
We can help explain and introduce the arrangements rather than simply emailing documents and leaving the business to interpret them.
Ongoing Assistance
The initial project can be followed by retained competent-person support, workplace inspections, audits and scheduled document reviews.
Our Approach to Health and Safety Documentation
A suitable management system should enable the business to answer five fundamental questions:
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What are our significant health and safety risks?
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What controls are required?
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Who is responsible for implementing and maintaining them?
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How do we know the controls are being followed?
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What do we do when circumstances change or performance is inadequate?
Every policy, procedure, assessment or record should contribute to answering one or more of these questions.
If a document has no clear purpose, is not understood or is never used, it is unlikely to add value to the organisation.
What Our Clients Say
“SS Safety Ltd has delivered our nominated competent advice since March 2021. 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 to ensure best practice and ultimately compliance.”
Kerrie Morris, Facilities Compliance Manager, Cooper Parry
“SS Safety gives added value to my company with excellent knowledge of legislation, compliance and ISO conformance. Shaun drives a personal approach, understanding business needs and values.”
Mark Royston, Managing Director, MRC Greenmoor
Frequently Asked Questions
Does every business need a written health and safety policy?
Every employer must have a health and safety policy. Where the employer has five or more employees, the policy must be recorded in writing.
The extent of the policy and supporting arrangements should reflect the size, structure, activities and risks of the organisation.
What are the three parts of a health and safety policy?
A written policy is normally divided into:
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Statement of intent.
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Organisation and responsibilities.
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Arrangements for implementation.
The arrangements section should address the significant health and safety matters relevant to the business.
Can we use a standard policy template?
A template can provide a starting structure, but the finished policy must reflect your organisation, responsibilities, hazards and control arrangements.
A template that contains inaccurate or irrelevant information may create confusion and provide poor evidence of effective management.
Will you replace all our existing documents?
Not automatically. Existing documents will be reviewed and retained where they remain suitable.
The objective is to improve your arrangements, not discard useful work or create unnecessary documents.
Do you need to visit our workplace?
A site visit is normally recommended where the work involves significant operational risks or the documentation must reflect specific premises, equipment and activities.
Some office-based or limited-scope reviews may be completed partly remotely, subject to suitable information being available.
How long does a complete review take?
Timescale depends on the size, complexity and current position of the organisation.
Following the initial discussion and review, SS Safety will propose a scope, priorities and realistic delivery programme.
Who signs the health and safety policy?
The policy should be signed and dated by the person with overall responsibility and authority within the organisation, normally the managing director, chief executive or equivalent senior leader.
SS Safety prepares and advises on the document but does not sign the client’s policy on behalf of its management.
Will the documents guarantee legal compliance?
No document can guarantee compliance.
Compliance depends on suitable arrangements being properly implemented, resourced, monitored and reviewed. SS Safety helps the organisation understand its requirements and establish proportionate controls, but management must ensure those controls are applied.
Will our documents be editable?
Yes. Final policies and procedures can be supplied in an editable format so that the organisation can maintain them as circumstances change.
Controlled documents should still include suitable approval, issue, revision and review information.
Can you maintain the system after it is completed?
Yes. Continuing support can include scheduled visits, policy reviews, inspections, risk-assessment updates, management meetings and access to competent advice.
Request a Health and Safety Policy and Procedure Review
If your health and safety arrangements are incomplete, out of date or no longer reflect your growing business, contact SS Safety for an initial discussion.
Please tell us:
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What your business does.
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Where you are located.
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Approximately how many people you employ.
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Whether you have an existing health and safety policy.
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What has prompted the review.
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Whether you need a complete system or help with a particular area.
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Any client, tender or accreditation deadline.
Shaun will review your enquiry and normally respond within one working day.
Request a Policy and Procedure Review
Email: info@ss-safety.co.uk
Telephone: 01332 492616