Common Appointment Gaps
Many businesses have appointment letters in their OHS File but have not established whether the appointments accurately reflect their workplace responsibilities.
Common gaps include outdated appointment letters, missing designations, unclear duties, employees appointed without the necessary competence, and responsibilities that have not been communicated properly.
Other problems include the absence of an organisational chart, training records that cannot be produced, appointment letters that do not match the company's current management structure, and employees who have changed positions without their appointments being reviewed.
These gaps can make it difficult to demonstrate how health and safety responsibilities are managed within the organisation.
An effective OHS appointment system should bring together the correct documentation, competent appointed individuals, relevant training and a clear organisational structure.
Legal Appointments
Types of Appointments
OHS appointments formally assign specific health and safety responsibilities to competent persons within the workplace. SafetySolve prepares appointment documentation according to the duties, responsibilities and workplace activities applicable to each role.
CEO 16(1)
The CEO retains overall responsibility for ensuring that the employer’s duties under the Occupational Health and Safety Act are properly carried out. The appointment establishes the overall OHS responsibility at executive level.
Section 16(2)
A Section 16(2) appointee is formally designated by the Chief Executive Officer (CEO) to assist with delegated Occupational Health and Safety responsibilities within the organisation. This role is commonly assigned to a Facilities Manager, Branch Manager or another suitably competent manager who reports directly to the CEO. The appointee is responsible for overseeing assigned OHS duties, monitoring workplace compliance and ensuring that relevant safety requirements are implemented within their area of responsibility.
Note: The CEO retains their overall statutory responsibilities under Section 16(1); delegation does not transfer or remove those responsibilities.
Our Legal Liability Training for Management provides valuable guidance on management responsibilities and legal obligations under the OHS Act.
Section 8
A Section 8 appointment is generally assigned to supervisors or departmental managers responsible for overseeing workplace activities. The appointee must ensure the safe use of plant and machinery, supervise relevant work activities and enforce applicable OHS requirements within their area of responsibility.
Our Legal Liability Training for Management provides essential guidance on management duties, supervisory responsibilities and legal obligations under the Occupational Health and Safety Act.
Health & Safety Representative
Health and Safety Representatives play an important role in identifying workplace hazards, conducting inspections and communicating health and safety concerns to management. Appointed representatives should understand their responsibilities under the Occupational Health and Safety Act.
Health and Safety Representative Training helps representatives develop the knowledge and practical skills needed to perform their duties effectively.
Accident and Incident Investigator
Appointed Accident and Incident Investigators assist with examining workplace incidents, identifying contributing factors and recommending corrective actions to prevent recurrence.
Accident and Incident Investigation Training equips designated employees with practical investigation techniques, reporting knowledge and an understanding of incident investigation responsibilities.
First Aider
Designated First Aiders assist with workplace injuries and medical emergencies by providing immediate assistance until further medical support is available. Employers must ensure that designated First Aiders meet the applicable competency requirements.
First Aid Training supports employees in developing the necessary emergency response skills.
Fire Fighter
Appointed Fire Fighters and Emergency Response Officers assist with workplace fire prevention, initial emergency response and the implementation of emergency procedures. Appropriate training is essential to ensure employees understand their responsibilities and can respond safely.
Fire Fighting and Emergency Response Training helps employees prepare for these duties.
Evacuation Officer
Evacuation Officers assist with coordinating safe workplace evacuations, guiding employees to designated assembly points and implementing emergency procedures. They must understand the organisation's Emergency Response Plan and receive appropriate instruction and practical training to perform their duties effectively.
Our Fire Fighting and Emergency Response Training equips designated personnel with the knowledge and practical skills to respond to workplace emergencies, assist with evacuations and protect employees.
Other Appointments
Additional appointments may be required depending on the workplace, activities, equipment, hazards and specific OHS responsibilities. SafetySolve can assist in identifying and preparing the appropriate appointment documentation for your workplace.
What Is a Health and Safety Organogram?
An OHS organogram, also known as an organisational chart, is a visual representation of a company's management structure and reporting lines. It identifies the different positions within the organisation and illustrates how authority, responsibility and communication flow between management, supervisors and employees.
For Occupational Health and Safety purposes, an organogram helps demonstrate where designated health and safety responsibilities fit within the business. It can show the CEO or director, management, supervisors, Health and Safety Representatives and other appointed individuals.
An organogram is particularly useful when preparing and managing OHS legal appointments because it helps establish who reports to whom and how assigned responsibilities connect to the company's management structure.
An OHS organogram, appointment letters and training records should support one another. The organogram shows where responsibilities sit, the appointment letters document the duties assigned, and training helps appointed individuals understand how to fulfil those duties.
Organisational Structure
A company organogram provides an overview of the organisation's management levels, departments, positions and reporting relationships. It helps employees understand the management structure and identify the appropriate person to whom they report.
OHS Responsibilities
An OHS organogram can illustrate how health and safety responsibilities are distributed throughout the workplace. When used alongside appointment letters, it helps demonstrate where appointed individuals fit into the organisation and how their responsibilities relate to management.
Is Your Workplace OHS Compliant?
Book a FREE Workplace Health & Safety Assessment
One of our experienced OHS consultants will walk through your workplace with you, identify potential compliance gaps and provide practical feedback.
Free on-site assessments available in Cape Town and selected surrounding areas.