Posted By Trudy Sharp
Hi there,

I have been requested to draft some letters to staff at various management levels detailing their health and safety responsibilities. Bit of a cheek I know - but does anyone out there have a template that I could look at? I'm having difficulties pitching them at the right level because, ultimately, the letters can't be too detailed - the fear being that the managers won't read them or take them on board if they are too long winded. Any thoughts or advice would be gratefully received.

Thanks ever so much,

Trudy.

p.s. Have now finished NVQ4 so I won't be filling the boards with queries over units anymore!

Posted By Trudy Sharp
Hi Frank,
I'm afraid its just not that easy when you work in my field. I'm not going to be allowed to revise their job descriptions although I have been able to include 'roles and responisbilities' in the H&S Policy and Arrangements. I'm just struggling to write a very basic letter. Silly isn't it - the more complex I'm allowed to make it the easier it would be!

T.

Posted By Trudy Sharp
I'm afraid it all gets a bit complicated. I work on a Campus where there are three different employers - albeit all linked into the same organisation. The H&S policy statement is for the entire campus. Staff for each of the three different employers have different contracts, job descriptions etc. I need to write letters for all different management levels so one letter to the directors (whichever the employer), one to the line managers etc. I can't do anything to influence the HR side of things. I take your point about the job specifications but the fact is that they do not contain H&S responsibilities and to correct that for the entire campus is way out of my position. Hence the letters to ensure that staff at each management level have the same responsibilities regardless of employer, which means they have to be vague enough to cross the employer barrier. Clear as mud! I'm dealing with high ranking scientists and academics - so the letters need to be short and to the point. Hence my problem!

Thanks for your advice.

T.

Posted By Jonathan Sandler CMIOSH
Trudi,
Maybe it might be easier to state the requirements of section 7&8 of the HASAWA 74 employees duty of care therefore covering all aspects you require.
Regards

Posted By Trudy Sharp
Thank you. you have all been useful - if only because you have confirmed my fear that this is going to be a nightmare of a task - it's not that I'm stupid! Have a meeting with one of the Directors tomorrow - he wanted drafts, he's going to be getting a plea for further direction!

Frank - my month will improve - there's only a few hours left so it hardly get worse ;-)

Posted By Jonathan Sandler CMIOSH
PS well done only completeing your NVQ Level 4!!!!!!!

Posted By Frank Hallett
Trudy

May I suggest that you print the responses to your question on this Forum and ask the Directors what they think?

I'll be happy to stand by what I've written.

Frank Hallett

Posted By Jonathan Sandler CMIOSH
Trudie,
If you email me direct I might have something that covers your requirements

Posted By Ron Hunter
Hmmmm........three employers and one Policy. Has this document been signed and adopted by the 'controlling mind(s)' of all three employers?
I suggest that a good Policy should be clear and succint enough to give all employees a clear understanding of their roles and responsibilities for health and safety management within the Organisation. To write letters is in effect to re-write elements of Policy on seperate bits of paper, and so invite potential conflict.
Perhaps there is an argument that it is the Policy document (particularly the roles and responsibilities section)which needs amendment, or perhaps even that each employer needs to have their own separate Policy?

Posted By SDJC
Dear Trudi,

There are surely some general points which could be included. e.g...

1. All of those working under your direction must have sufficient training, information and supervision so as to ensure safety.
2. All activities undertaken by those people working under your direction must be covered by suitable and sufficient risk assessments, which must be regularly reviewed.
3. All control measures identified as being necessary during the risk assessment process must be used consistently in the workplace.

Notwithstanding the difficulties already mentioned, there are surely some general points like these which could be included? That is, if you do have to draft the letter. You could also refer to policy documents and explain what sources of advice are available (yourself!?)

Best wishes,
Sarada

Posted By Trudy Sharp
Thank you all so much for your help and advice. I'm still struggling to get the wording of the letters right as they need to be short and to the point. However, I have today managed to get our new H&S Policy and Arrangements, including the roles and responsibilities, agreed in principle. So I think I will go for attaching the H&S Policy and Arrangements to the letter and going for some thing along the lines of:

"Strong leadership is vital in delivering effective health and safety risk control. Your commitment is required to continuous improvement in health and safety and your actions and decisions at work must always reinforce the messages contained within the Campus Health and Safety Policy and Arrangements. Your role is to upwardly influence and drive the practical implementation of the Campus Health and Safety Policy and Arrangements. In addition, you are required to ensure that local health and safety arrangements for your area(s) of responsibility are developed as necessary."

I can then refer them to the document for further information and clarification.

Today I have a feeling of achievement!

Thanks again.

T.

Posted By Jerry Lucey
Hi Trudy,

Is there any way you could do a presentation in advance of the letters being sent to these individuals. Where this comes in useful Trudy is that meeting people face to face is always easier in that you can gauge re-action as they become aware of these responsibilities and perhaps you can help to overcome some of their concerns. This will also act as a guide to the tone or approach of your letter as your letters can be tailored to your audience.

You will also probably find that you gain a few sympatheisers in your audience once they realise that you are making them aware of their legislative responsibilities as opposed to responsibilities which are being introduced within the organisation, especially if you come across as supportive. You can always re-phrase what you are saying in a presentation whereas once a letter is sent it is difficult to retract or re-phrase any of the contents.

In such a presentation and ultimately in the letter you might phrase it so that you are asking them to support you in implementing your safety policy through the fulfilment of their legislative duties rather than quoting their duties.

As Frank pointed out, a letter may receive an adverse reaction. I feel initial face to face contact with a well presented supportive presentation may get these personnel to buy into what you are trying to achieve.