A sample procedure for Responsibilities and authorities within OH&SMS (Clause 5.3)
Here's a sample procedure for defining responsibilities and authorities within the Occupational Health and Safety Management System (OH&SMS) in compliance with ISO 45001 Clause 5.3:
Procedure for Responsibilities and Authorities within OH&SMS
1. Purpose
To establish and communicate the responsibilities and authorities for roles within the OH&SMS to ensure effective implementation and maintenance of the system.
2. Scope
This procedure applies to all employees, contractors, and visitors at [Your Company Name].
3. Responsibilities
- Top Management: Ensure the OH&S policy and objectives are established and compatible with the strategic direction of the organization. Provide resources and support for the OH&SMS.
- OH&S Manager: Oversee the implementation and maintenance of the OH&SMS. Ensure compliance with OH&S policies and procedures. Report on the performance of the OH&SMS to top management.
- Department Heads: Implement OH&S policies and procedures within their departments. Ensure employees are aware of their OH&S responsibilities. Monitor and report on OH&S performance.
- Supervisors: Ensure that work is performed in accordance with OH&S policies and procedures. Conduct regular safety inspections and risk assessments. Provide training and support to employees.
- Employees: Follow OH&S policies and procedures. Report hazards, incidents, and near misses. Participate in OH&S training and initiatives.
- Contractors and Visitors: Comply with OH&S policies and procedures while on company premises. Report any hazards or incidents to the relevant authority.
4. Procedure
4.1 Defining Responsibilities and Authorities
- Document Roles: Clearly define and document the roles, responsibilities, and authorities of all personnel involved in the OH&SMS.
- Job Descriptions: Include OH&S responsibilities in job descriptions for all relevant positions.
- Organizational Chart: Maintain an up-to-date organizational chart that shows the structure of the OH&SMS and the reporting lines.
4.2 Communication
- Internal Communication: Ensure that responsibilities and authorities are communicated to all employees through meetings, training sessions, and internal communications.
- External Communication: Communicate relevant OH&S responsibilities to contractors and visitors through induction programs and signage.
4.3 Training and Competence
- Training Programs: Develop and implement training programs to ensure that all employees understand their OH&S responsibilities and are competent to perform their roles.
- Competence Assessment: Regularly assess the competence of employees in relation to their OH&S responsibilities and provide additional training as needed.
4.4 Monitoring and Review
- Performance Monitoring: Monitor the performance of individuals in fulfilling their OH&S responsibilities through regular audits and performance reviews.
- Review and Update: Review and update the responsibilities and authorities as necessary to reflect changes in the organization or the OH&SMS.
5. Records
- Job Descriptions: Maintain records of job descriptions that include OH&S responsibilities.
- Training Records: Keep records of all OH&S training provided to employees.
- Audit Reports: Document the results of audits and performance reviews related to OH&S responsibilities.
6. References
- ISO 45001:2018 Clause 5.3
- [Your Company Name] OH&S Policy
Feel free to customize this procedure to fit the specific needs and context of your organization.
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