TBT-01: Health & Safety for Managers¶

Reference: TBT-01 | Issue Date: 14/03/2026 | Review Date: Sep 2026 Applicable Standards: ISO 45001 Cl. 5.1, 5.3, 6.1 | HASAWA 1974 Related Documents: HPOL04, HSQEMS03, HPROC01, HPROC15, HREG03

Role-Specific — Management Only

This toolbox talk is for Dragos Ciordas (CEO) and Sean Ashton (Operations Manager). It covers the legal duties and practical responsibilities that apply to managers specifically.

Your Legal Position¶

Under the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999, managers have both corporate and personal legal responsibilities. You can be held personally liable for health and safety failures in areas under your control.

Key Legislation¶

Health and Safety at Work Act 1974 — Primary UK legislation; general duties on employers
Management Regulations 1999 — Risk assessment, competent persons, management systems
ISO 45001:2018 — CRGI's certified OH&S management system
Corporate Manslaughter Act 2007 — Corporate liability for gross management failures causing death

Management Structure and Accountability¶

As defined in HSQEMS03 (Roles & Responsibilities):

CEO (Dragos Ciordas)¶

Ultimate accountability for H&S across CRGI, including: implementation of all policies, ensuring operations protect health, safety, and welfare, providing competent H&S advice, setting H&S objectives, and demonstrating leadership commitment (ISO 45001 Cl. 5.1).

Operations Manager (Sean Ashton)¶

Day-to-day H&S coordination, including: ensuring operational activities adhere to IMS policies, coordinating HSQE requirement implementation, reviewing and approving RAMS before work, monitoring performance against KPIs, managing emergency response arrangements, and ensuring staff competency.

Key Management Responsibilities¶

1. Risk Management¶

Ensure current risk assessments exist for all activities (HPROC01)
Review and approve RAMS (HFORM15) before site work begins
Monitor control effectiveness through the Risk Register (HREG01)
Review the Hazard Register (HREG03) quarterly

CRGI maintains 10 core risk assessments covering: client site visits, data security, DSE/ergonomics, fire, lone working, manual handling, remote working, slips/trips/falls, technical design, and site-specific work.

2. Managing Remote Workers¶

With a fully distributed team, you must:

Ensure all staff complete annual DSE assessments (HFORM11)
Monitor working hours and stress levels through regular check-ins
Provide equipment meeting safety standards (HREG11)
Conduct regular wellbeing check-ins (not just project updates)
Address isolation and mental health risks (HREG03 Refs 9, 14)
Verify home working environments are safe

3. Client Site Safety¶

When staff visit client sites:

Verify site inductions are completed before work begins
Ensure appropriate PPE is provided and used (HPOL15)
Review site-specific risk assessments
Maintain communication during visits (lone working procedures)
Confirm emergency procedures are understood
Monitor lone working arrangements

4. Training and Competence¶

Maintain the Training Matrix (HREG06) with up-to-date records
Identify training needs through performance reviews and competency assessment
Ensure mandatory training is completed (induction, annual refreshers)
Verify competency for assigned tasks before work begins
Plan refresher training in line with the audit programme

5. Incident Management¶

Following HPROC15 (Incident Investigation):

Ensure all incidents and near misses are reported via HFORM03
Investigate promptly and thoroughly
Identify root causes, not just immediate causes
Implement corrective actions and track through HREG08
Monitor effectiveness of corrective actions
Share lessons learned with the team

6. Documentation and Records¶

Essential records you must maintain:

Risk assessments and review records (HREG01, HREG03)
Training records and certifications (HREG06)
Incident reports and investigation records (HREG09)
Equipment inspection and calibration records (HREG11, HREG12)
Corrective Action Log (HREG08)
Management review records (HFORM09)

Managing Specific Hazards¶

Workload and Stress¶

Monitor project allocation fairly across the team
Recognise signs of stress and burnout in staff
Adjust deadlines when necessary — overloaded staff produce poor work and suffer
Promote work-life balance actively, not just in policy
Support flexible working requests
Address workload concerns promptly when raised

Display Screen Equipment¶

Ensure all staff complete annual DSE assessments (HFORM11)
Provide appropriate equipment or budget for adjustments
Authorise eye test expenses where requested
Promote regular breaks — model the behaviour yourself
Address ergonomic issues raised by staff

Lone Working¶

Implement check-in procedures for site visits
Provide emergency contact information
Monitor lone worker safety — especially for unfamiliar sites
Review lone working arrangements regularly

Communication and Consultation¶

ISO 45001 requires worker consultation and participation (Cl. 5.4). In practice:

Hold regular H&S discussions — not just as an agenda item, but meaningfully
Encourage hazard reporting — create a culture where raising concerns is valued
Act on safety suggestions — if you can't implement them, explain why
Share H&S information openly and promptly
Consult staff on changes that affect their safety before implementing them

Key Takeaways¶

H&S is a legal personal duty, not just a corporate one
Know your risk assessments — review them regularly
Check in on your team's wellbeing, not just their output
Maintain your records — they're your evidence of compliance
When something goes wrong, investigate properly and fix the root cause
Lead by example — if you skip the safety process, your team will too

CRGI Solutions HSQE Department | HSQEMS v2.0 | Classification: CRGI Information