Practical health and safety steps for employers in office environments in Northcliff and Melville

Injuries may still occur for which the employer may be liable should they be non-compliant with the Occupational Health and Safety Act.

Why must office health and safety be regarded seriously?

One of the main assets of any organisation in South Africa is the employees. The Occupational Health and Safety Act legally requires that all employers provide employees with a healthy and safe working environment, and that employees’ health and safety, and those of visitors to the premises, are ensured.

Furthermore, it also gives employees the responsibility to safeguard their own health and safety along with those working around them.

The costs that can result from non-compliance may be astronomical; penalties and fines handed to employers across all industries and sectors due to a breach in health and safety are not trivial.

In addition to this, substantial costs are involved with medical treatment for injured or ill employees, claims and several others. These can dig deeply into the cash flows and balance sheets of the sturdiest organisations.

Therefore, employers must make concerted efforts to ensure employees are protected, and that the organisation’s future can be guaranteed.

What are the duties that employers have towards office health and safety?

All employers have a legal duty in protecting the health, safety and welfare of all employees under the Occupational Health and Safety Act.

However, this duty does not end there. It further extends to include anyone who may be affected by the operations and activities of the organisation. This includes all temporary and/or casual workers, those who are self-employed and contracted by the employer, customers, clients and all visitors to the employer’s premises.

Furthermore, employers are also bound to ensure the following:

• The provision of a workplace that is safe and free of any risk to the health of employees and those who visit the premises.
• Preparation and implementation of health, safety and environmental policies that must be reviewed annually or if an incident or accident occurs.
• Appointing of a competent person with the required health and safety knowledge, experience, training and qualifications to assist the employer in fulfilling their legal obligations.
• Conducting a risk assessment to identify existing or potential hazards followed by implementing necessary steps to minimise or eliminate these.
• Providing all employees with relevant and necessary information, instruction and training in office health and safety.
• Ensuring adequate and sufficient first aid facilities.
• Development of suitable emergency procedures and evacuation.
• Ensuring compliance with the required and relevant standards towards temperature, ventilation, illumination, toilets, washing rooms and rest facilities.
• Ensuring the necessary equipment is provided for the work to be done safely and that the equipment is used correctly.
• Taking the steps necessary to prevent dangerous manual handling. This includes the provision of instruction manuals, manual handling aids and training where necessary.
• Ensuring adequate and effective recordkeeping of accidents, injuries and property damages with the required reporting procedures in place.

Common health and safety hazards present in the office

Even though several health and safety hazards can be found in the office environment, some of the most common ones are slips, trips and falls.

Slips occur when there is little or no friction between the soles of an employee’s shoes and the floor on which they are walking. Slips most commonly result from:

• Spillages
• Wet floors after cleaning
• Wet floors due to rain
• Footwear that lacks the proper grip
• Unsecured floor mats and carpeting

Trips, on the other hand, occur when the employee’s foot meets an object, causing them to stumble, lose their balance and fall. Some of the most common tripping hazards include but are not limited to the following:

• Electrical cords and/or wires across walkways.
• Open desk drawers and/or filing cabinets.
• Objects that are not stored properly and often obscure walkways.
• Loose carpeting.

Falls can result from several factors, often either from slips, trips or a combination of the two. Falls are also strongly associated with heights, having the potential to severely injure employees or result in a fatality.

What does SafetyWallet offer its subscribers?

SafetyWallet offers organisations across South Africa, regardless of the sector, industry, size or nature of business, the perfect solution to health and safety compliance.

With SafetyWallet, members have all the assistance and support they need to improve their office health and safety and ensure that they are compliant with the Occupational Health and Safety Act.