In South Africa, workplace safety and legal compliance are essential for responsible business practice. The Department of Employment and Labour (DoEL) conducts inspections to ensure companies meet these standards and protect employees from hazards. With plans to increase inspectors from 2,000 to 20,000, businesses need to be proactive. This blog explores the key requirements for a successful health and safety inspection, essential health and safety training, common non-compliance issues, preparation steps, and how Absolute Health Services (AHS) can help you achieve compliance and create a safer workplace.
Key Requirements for a Successful Inspection
To pass a Department of Labour inspection, understanding the essential requirements and elements they are inspecting is vital. These requirements ensure your workplace is safe, compliant, and ready for scrutiny. To assist you in preparing for this kind of inspection, Absolute Health Services has put together a full Department of Employment and Labour Audit Checklist as a guide below:
This Department of Employment and Labour Audit Checklist
This checklist helps ensure your organisation comply with health, safety, and employment regulations. By following this checklist as a guide, you can prepare your business for Department of Employment and Labour inspections, promote workplace safety, and demonstrate a commitment to employee well-being.
Documentation and Records
Written Policies and Plans
- Health and Safety Policy signed by the CEO and prominently displayed.
- Emergency evacuation plan specific to your premises.
- Risk assessment reports identifying workplace hazards.
Employee Training Records
- Certificates of competency for first aiders, fire marshals, and health and safety representatives.
- Proof of employee attendance at safety training sessions.
Incident and Accident Records
- Log of workplace incidents and injuries, including investigations and corrective actions.
- Records of compensation claims submitted to the Compensation Fund.
Registration and Compliance Proof
- Registration certificate with the Compensation Fund.
- Proof of compliance with the Unemployment Insurance Act (UIA) and Employment Equity Act (EEA).
Inspection and Maintenance Logs
- Inspection reports for firefighting equipment (extinguishers, hose reels, etc.).
- Maintenance logs for machinery and personal protective equipment (PPE).
Workplace Setup
First Aid Readiness
- Fully stocked first aid kits in accessible locations.
- Adequate number of certified first aiders on-site (1 for every 50 employees in non-office environments, 1 for every 100 employees in office environments).
Safety Signage
- Clear and visible safety signs, including exit routes, no-smoking zones, and fire extinguisher locations.
- Compliance with signage requirements for confined spaces and hazardous materials.
Personal Protective Equipment (PPE)
- Adequate PPE is provided to employees (e.g., hard hats, gloves, and goggles).
- Regular checks to ensure PPE is in good condition and used correctly.
Workplace Ergonomics and Safety
- Proper lighting, ventilation, and cleanliness standards.
- Machinery fitted with appropriate safety guards and emergency stops.
Compliance Checks
Employment Equity
- Documentation to show compliance with the Employment Equity Act, including employment equity plans if applicable.
Compensation and Benefits
- Up-to-date contributions to the Compensation Fund and Unemployment Insurance Fund (UIF).
- Hazard and Risk Management
- Evidence of regular hazard identification and risk assessments.
- Proof of steps taken to mitigate identified risks (e.g., engineering controls, administrative controls, PPE).
Incident Response and Emergency Drills
- Scheduled emergency evacuation drills with participation records.
- Fire safety drills and training documentation.
On the Day of the Inspection
Appoint a Compliance Officer
- Designate a knowledgeable individual to accompany the inspector and provide the requested documentation.
Prepare Employees
- Brief employees on what to expect during the inspection.
- Ensure employees are aware of their safety responsibilities under the OHS Act.
Workspace Accessibility
- Ensure all areas of the workplace are tidy and accessible for inspection.
- Remove unnecessary clutter that may pose safety hazards or obstruct the inspection.
Staying compliant with labour regulations requires ongoing effort. By using this checklist as a guide, you can meet legal requirements, ensure a safe work environment, and uphold your organisation’s reputation as a responsible employer. From the above checklist, it is clear that proper health and safety training is vital to meeting these requirements. Let’s now explore the essential health and safety training that is required to ensure your employees are fully prepared for any health and safety-related incident and that your workplace is a safe environment.
Health and Safety Training Requirements
Training is a fundamental part of compliance. By ensuring your employees are well-trained, you not only meet legal requirements but also create a safer, more efficient workplace. Here are the key training courses your business needs to facilitate:
- Health and Safety Representative Training – According to Section 17 of the OHS Act, any employer with over 20 employees must appoint H&S representatives. Their responsibilities include conducting regular inspections, reporting hazards, and communicating between employees and management.
- First Aid Training – The General Safety Regulations, part of the OHS Act, specify that if your workplace has more than ten employees, a first aid box must be provided, and at least one person should be trained in first aid.
- Fire Fighting Training – This training covers fire prevention, extinguisher use, and evacuation procedures for designated fire wardens.
- Emergency Evacuation Training – This training covers evacuation plans, assembly points, and periodic drills.
- OHS Induction Training -This training covers company-specific safety policies, hazard awareness, and PPE use for new employees.
Regular training helps businesses ensure compliance and avoid common pitfalls. But what happens when these requirements are not met? Let’s look at the potential consequences.
Addressing Common Non-Compliance Issues and Penalties
Common issues include missing documentation, inadequate risk assessments, and untrained staff. Failure to monitor and enforce compliance with occupational health and safety laws can lead to fines, legal action, or suspension of operations. In certain cases, non-compliance can even constitute a criminal offence, damaging your company’s reputation and eroding trust with employees and clients. Addressing these issues proactively builds a culture of safety and responsibility. One way to address these issues is to partner with an accredited training provider like Absolute Health Services.
Why Partner with Absolute Health Services?
Navigating labour compliance is challenging, but Absolute Health Services (AHS) is here to help. AHS offers expert support, including audit preparation, accredited training programs, and compliance assessments.
AHS conducts thorough OHS Compliance Assessments, evaluating your health and safety system, documentation, risk assessments, training, and equipment. They provide a detailed report indicating your organisation’s OHS compliance rating, highlighting compliant and non-compliant areas of the OHS Act, regulations, and municipal by-laws. This report helps you plan and improve your organisation’s compliance with labour legislation.
Absolute Health Services also offers a variety of accredited health and safety training courses, including First Aid (Levels 1-3), Firefighting (Basic and Advanced), Health and Safety Officer and Representative training, CPR and AED courses, and specialised training like HAZMAT and Evacuation Planning. These courses are designed to meet industry standards and provide comprehensive workplace safety knowledge for the employees assigned to the specific roles as set out by the health and safety regulations, such as first aiders and health and safety representatives.
By partnering with AHS, you can streamline compliance efforts and ensure compliance with all DoEL standards. This partnership provides peace of mind and ensures compliance and a safer workplace.
Conclusion
From the above, it is clear that compliance isn’t just about ticking boxes, it’s about fostering a culture of safety, responsibility, and care. By prioritising proactive compliance, you protect your employees, enhance productivity, and build a resilient business. Don’t let compliance be a last-minute scramble, make it a part of your organisation’s core values by partnering with Absolute Health Services. Contact AHS for tailored assistance with your audit checklist, training programs, and ongoing compliance needs.
