General health and safety responsibilities
Health and safety responsibilities of employees
Employees must take reasonable care for their own health and safety and that of others who may be affected by their actions at work. This includes following safety procedures, using equipment properly, reporting hazards, cooperating with the employer’s safety arrangements, and not interfering with anything provided for health, safety, or welfare. Employees are also required to participate in training and adhere to emergency procedures as set out by their employer.
Actions if an employee is injured at work
If an employee is injured at work, immediate first aid should be provided and the incident must be recorded in the workplace accident book. For injuries that meet the criteria under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations), the employer must report the incident to the Health and Safety Executive (HSE) without delay. All injuries, including near misses and minor incidents, should be investigated to prevent recurrence, and employees should be informed about any follow-up actions taken.
Requirement for health and safety training
Employers are legally required to provide health and safety training to ensure employees understand the risks in their work and how to work safely. Training must be provided at induction, when new risks are introduced, when employees change roles, and at regular intervals as appropriate. The training should be tailored to the specific hazards of the workplace and must be refreshed periodically to maintain competence.
Frequency of reviewing health and safety policies
Health and safety policies must be reviewed at least annually, or sooner if there are significant changes in the workplace, following an incident, or if new legislation comes into effect. Regular reviews ensure that policies remain effective and compliant, and any updates should be communicated to all staff.
Role of health and safety representatives
Health and safety representatives act as a liaison between employees and management on safety matters. Their statutory functions include investigating potential hazards, carrying out workplace inspections, representing employees in consultations with the employer, and making representations about health and safety concerns. Representatives are entitled to paid time off for training and to perform their duties, and their involvement is key to fostering a positive safety culture.
Right to refuse unsafe work
Employees have the legal right to refuse to work if they reasonably believe there is a serious and imminent danger to their health or safety. Employers must not penalise employees for exercising this right, and any concerns raised should be investigated promptly. Employees should report their concerns to their manager or health and safety representative, and if unresolved, escalate to the HSE or appropriate authority.
Risk assessments
What is a risk assessment and who should perform it?
A risk assessment is a systematic process to identify hazards in the workplace, evaluate the risks they pose, and determine measures to eliminate or control those risks. The legal duty to conduct risk assessments falls on the employer, but the task can be delegated to a competent person—someone with the necessary training, skills, knowledge, and experience to identify hazards, assess risks, and recommend appropriate controls. Competency is required regardless of the workplace’s size or sector, and the employer remains ultimately responsible for ensuring the assessment is suitable and sufficient. For low-risk environments, an experienced employee may be competent; for complex or high-risk settings, specialist knowledge may be required. The process should also involve consultation with employees, as they often have valuable insights into workplace hazards and practical controls.
How to carry out a risk assessment
The standard approach comprises five steps:
Identify hazards: Examine all areas and activities to spot anything that could cause harm, including physical, chemical, biological, ergonomic, and psychosocial hazards. Review accident records, manufacturer’s instructions, and consult staff.
Identify who may be harmed and how: Consider employees, contractors, visitors, vulnerable groups (e.g., young persons, pregnant workers), and the public. Assess how each group could be affected by identified hazards.
Evaluate the risks and decide on control measures: Assess the likelihood and severity of harm. Prioritise risks and implement controls to eliminate or reduce them as far as is reasonably practicable. Controls may include changes to processes, equipment, training, or the use of personal protective equipment.
Record findings: If you employ five or more people, document the hazards, who may be harmed, control measures, and decisions taken. This record demonstrates compliance and supports ongoing risk management.
Review and update: Regularly review the assessment, especially after incidents, changes in processes, staff, or workplace layout. Update as necessary to ensure ongoing effectiveness.
Carrying out a pregnancy risk assessment
Review the general risk assessment and conduct an individual assessment as soon as you are notified in writing that an employee is pregnant, has given birth in the last six months, or is breastfeeding. Assess any specific risks to the employee or baby, including manual handling, exposure to chemicals, long hours, stress, or extremes of temperature.
Consult with the employee about their work and any concerns. Take into account medical advice and adjust working conditions or hours to avoid identified risks. If risks cannot be avoided, offer suitable alternative work on the same terms; if this is not possible, suspend the employee on full pay.
Review the assessment regularly throughout pregnancy and after return to work.
Carrying out a new mother risk assessment
Conduct an individual risk assessment for employees who have given birth within the last six months or are breastfeeding. Review the general risk assessment and consult with the employee regarding any risks specific to their situation, such as exposure to hazardous substances, manual handling, or work patterns.
Adjust working conditions or provide suitable alternative work if risks are identified and cannot be eliminated. Suspension on full pay is required if neither adjustments nor alternative work are possible.
Continue to review and update the assessment as circumstances change.
Carrying out a risk assessment for a homework
Identify hazards specific to the home working environment, such as workstation setup, electrical safety, slips/trips, fire safety, and mental health risks from isolation or lone working.
Assess who may be harmed (the employee, family members, visitors) and how. Consider ergonomic risks, display screen equipment, and the suitability of the workspace.
Implement controls such as guidance on workstation setup, regular breaks, provision of suitable equipment, and support for mental health. Ensure employees know how to report concerns and access support.
Record findings and review the assessment regularly, especially if there are changes in work arrangements or the home environment.
Carrying out a risk assessment in relation to a young person
Identify hazards that may present a particular risk to young persons (under 18), such as inexperience, lack of awareness, or physical/psychological immaturity. Consider exposure to hazardous substances, machinery, or high-risk activities.
Consult with the young person and their supervisor. Adjust tasks, provide additional supervision, and restrict access to high-risk activities as required by law.
Record the assessment and review it regularly, especially if the young person’s duties or workplace change.
Carrying out a lone worker risk assessment
Identify hazards specific to lone working, such as the risk of accidents without immediate assistance, violence, or mental health impacts from isolation.
Assess who may be harmed and how, considering the nature of the work, location, and the individual’s experience and health. Evaluate risks both in the workplace and for remote or mobile workers.
Implement controls such as regular check-ins, emergency procedures, training, and provision of communication devices. Ensure lone workers know how to access support and report incidents.
Record findings and review the assessment regularly, particularly after incidents or changes in work arrangements.
Supporting specific employee groups
Introducing and managing mental health first-aiders
Identify suitable employees to undertake mental health first-aider training, ensuring they have the capacity and willingness to support colleagues. Training should be provided by accredited organisations such as Mental Health First Aid England or St John Ambulance. There is no statutory requirement for mental health first-aiders, but appointing them demonstrates a commitment to wellbeing and can reduce stigma, improve early intervention, and provide a clear point of contact for support.
Ensure mental health first-aiders are visible and accessible to all staff, and that their role is clearly communicated. Their responsibilities include recognising signs of mental distress, offering non-judgemental support, signposting to professional help, and maintaining confidentiality unless there is a risk of harm.
Regularly review the number and distribution of mental health first-aiders, taking into account shift patterns, workplace size, and employee feedback. Provide ongoing support and supervision to first-aiders to prevent burnout and ensure effectiveness.
Integrate mental health first-aiders into wider wellbeing strategies, including employee assistance programmes, awareness campaigns, and training for line managers on mental health conversations.
Managing a workaholic employee
Monitor employees for signs of excessive working, such as consistently long hours, skipping breaks, or reluctance to take annual leave, as these behaviours can lead to burnout and poor mental health. Encourage a culture where taking breaks and annual leave is normalised and supported by leadership.
Engage in regular, supportive conversations with the employee to understand the reasons behind their working patterns. Discuss workload, expectations, and any underlying issues, and agree on practical steps to promote work-life balance, such as flexible working or workload adjustments.
Provide training to managers to identify and address unhealthy working habits, and ensure policies discourage presenteeism and “always on” behaviours. Consider implementing wellbeing policies that specifically address overworking and promote healthy boundaries.
Where mental health concerns are identified, consider reasonable adjustments and signpost to mental health resources or occupational health as appropriate. Maintain records of discussions and agreed actions.
Assessing fitness for night work
Before assigning night work, conduct a health assessment to determine if the worker is fit for night duties, as required by the Working Time Regulations 1998. Assessments should be offered before starting night work and at regular intervals thereafter, and must be free and confidential.
The assessment should consider any medical conditions that may be affected by night work, including mental health, pregnancy, or caring responsibilities. Occupational health professionals should be involved where necessary, and adjustments or alternative duties offered if the employee is unfit for night work.
Maintain records of assessments and any recommendations or adjustments made, ensuring compliance with data protection requirements.
Supporting a breastfeeding employee
Provide suitable facilities for breastfeeding employees to express milk or breastfeed, including a clean, private space (not a toilet) and access to refrigeration for milk storage. This is a requirement under the Workplace (Health, Safety and Welfare) Regulations 1992 and best practice under Health and Safety Executive guidance.
Discuss the employee’s needs in advance, including flexible breaks and adjustments to working patterns where possible. Ensure line managers are aware of their responsibilities and that the workplace culture is supportive.
Carry out a risk assessment to identify and address any workplace risks to breastfeeding employees, and review this regularly as circumstances change.
Taking action if a risk to the health and safety of a pregnant employee is identified
Conduct an individual risk assessment as soon as the employee notifies you of their pregnancy, considering risks such as manual handling, exposure to hazardous substances, or long working hours. Update the assessment as the pregnancy progresses or if circumstances change.
Where a risk is identified, take steps to remove it, such as adjusting duties, providing additional breaks, or offering alternative work. If the risk cannot be removed and no suitable alternative work is available, the employee must be suspended on full pay for as long as necessary.
Document all assessments, actions taken, and communications with the employee. Ensure compliance with the Equality Act 2010 and Health and Safety at Work Act 1974.
Taking action if a risk to the health and safety of a new mother is identified
Carry out a risk assessment for employees who have recently given birth or are breastfeeding, considering factors such as fatigue, exposure to hazardous substances, or workplace stressors. Update the assessment regularly and in response to any changes.
Remove or control identified risks through adjustments to duties, working hours, or environment. If risks cannot be adequately controlled, offer suitable alternative work or suspend the employee on full pay if necessary.
Maintain clear records of all assessments and actions, and communicate openly with the employee about the support available.
Establishing a policy on supporting employees experiencing domestic violence
Develop a clear, accessible policy outlining the organisation’s approach to supporting employees experiencing domestic violence. The policy should include guidance on recognising signs, responding to disclosures, maintaining confidentiality, and signposting to specialist support services.
Train managers and HR staff to respond empathetically and appropriately to disclosures, including offering flexibility (such as time off or changes to working patterns), providing a safe space for communication, and ensuring the employee’s safety at work.
Publicise the policy and available support through internal communications, posters, and the intranet. Provide information about national and local support services, and encourage a culture where employees feel safe to seek help.
Regularly review the policy in consultation with staff and update it in line with best practice and legal developments.
Compliance and insurance
Employers’ liability insurance compliance
Employers must hold valid employers’ liability insurance with an authorised insurer to cover claims for injury or disease arising from employment. The insurance certificate must be displayed in the workplace and made available to employees or inspectors on request. Failure to maintain this insurance or display the certificate is a criminal offence and can result in fines of up to £2,500 per day without cover, and £1,000 for not displaying the certificate.
Reporting injuries, fatalities, and dangerous occurrences
Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), employers must report certain work-related injuries, fatalities, occupational diseases, and specified dangerous occurrences to the Health and Safety Executive (HSE) without delay. Notifiable incidents include deaths, major injuries (such as fractures, amputations, or loss of sight), injuries resulting in over seven days’ absence, and dangerous occurrences with the potential to cause harm. Reports must be made as soon as possible and within ten days of the incident. Maintain an accident book if you have more than ten employees, and keep all records confidentially.
Responding to eye test requests from DSE users
Employers are legally required to arrange and pay for an eye and eyesight test for any employee who regularly uses display screen equipment (DSE) for continuous periods of an hour or more and requests a test. If the test shows that the employee needs glasses specifically for DSE work, the employer must pay for a basic pair of glasses. Employers may allow employees to choose their own optician and reimburse the cost, or arrange a provider directly. This duty applies to both office-based and remote workers.
Checking minimum and maximum workplace temperatures
Employers must ensure that workplace temperatures are “reasonable” during working hours, as required by the Workplace (Health, Safety and Welfare) Regulations 1992. The Approved Code of Practice suggests a minimum temperature of 16°C for offices and 13°C where rigorous physical work is undertaken, but there is no legal maximum temperature. Employers should conduct risk assessments to identify and control risks from hot or cold environments, consult with staff, and implement measures such as ventilation, insulation, flexible working, or relaxed dress codes as needed. Provide thermometers so employees can check temperatures, and record any complaints or incidents related to temperature.
