Business
VIRTUAL SAFETY OFFICERS
By Louise Woodburn , General Manager KBC Risk Solutions
The next evolutionary step in health and safety
When it comes to health and safety laws , there is a belief that this is only applicable to high-risk industries like mining , construction , and manufacturing . However , the reality is that the Occupational Health and Safety Act ( OHSA ) applies to every single business , regardless of size or industry .
The challenge is that many organisations cannot afford a full-time safety officer , therefore health and safety are not prioritised . However , once an incident occurs , the damage has already been done , and this could have unfortunate repercussions for a business .
A virtual safety officer ( VSO ) is the ideal solution , offering a shared resource on a part-time basis to make health and safety compliance accessible to businesses of any size .
HEALTH AND SAFETY REQUIREMENTS CAN BE COMPLEX Some industries are more heavily regulated than others from a health and safety perspective , and for good reason . However , the OHSA applies to all , and there are various other requirements that may be relevant depending on the nature of an organisation .
In fact , there are 274 individual pieces of legislation relating to health and safety , so understanding what needs to be applied and how , can be a complex undertaking .
Safety Officers fulfil the role of ensuring organisations are compliant with relevant laws but employing one on a permanent basis is out of reach for most businesses , especially in the small to medium business ( SMB ) space . This role generally ends up with human resources and is not given the attention it deserves .
The challenge here is that if an incident occurs and a business cannot prove compliance , they will be subject to fines and prohibition notices from the Department of Labour . If negligence is proven , the owner of the business is personally legally responsible , and could face jail time . No business can afford to take health and safety lightly .
A VIRTUAL SOLUTION TO THE PROBLEM Shared resources are the answer , helping businesses to access the skills and expertise of a trained safety officer without the need to employ them fulltime . In today ’ s digital world where social distancing is key , this role can also be virtualised .
A VSO can use collaboration tools like WhatsApp and Microsoft Teams to perform video calls that enable the officer to review legal compliance , give legislative advice and ensure compliance with applicable laws .
The VSO will review documentation and systems , perform a gap analysis , assess the environment , and develop a system to meet legislative requirements . They will perform compliance audits , either in person or via video feed and develop risk assessments .
The VSO also works with the business to develop the safety , health , environment , and quality ( SHEQ ) file , perform online inductions to train staff in their roles and requirements and help businesses of all sizes achieve their compliance objectives .
In addition , the VSO performs inspections on machinery , ensures they are maintained , applies for necessary permits , and certifies that systems are current and managed according to the law .
Should an incident occur , the VSO will assess , investigate , and register with the Workmen ’ s Compensation Fund . The entire health and safety role is outsourced to a virtual , shared resource according to a company ’ s unique needs , making it a feasible solution for all businesses .
EXPERIENCE IS KEY With a VSO , experience is critical – consultants must be SHEQ professionals with sufficient knowledge and of various environments to understand what applies and what they need to look out for .
Ideally , a hybrid approach provides the best coverage , with on-site visits and virtual follow ups , but when this is not possible , digital solutions enable a fully virtualised offering . Not only does this maximise health , safety and compliance while minimising in person contact , it also enables this service to be accessible to any organisation .
Businesses have a moral and legal obligation to ensure the health and safety of their employees , and should they not meet this requirement , there are financial and reputational risks involved .
With a VSO , businesses can leverage the skills and experience of a SHEQ professional at a cost-effective rate , removing the complexity of compliance while ensuring that all legal commitments have been fulfilled and all risks and opportunities have been identified . RACA
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RACA Journal I September 2021 www . hvacronline . co . za