WHO NEEDS THIS LETTER?

This letter is required for lower management members of the business, who have responsibility and accountability for the running of particular areas (departments, sections, etc) of the business. They will be responsible for the overall running of that particular department or section and so are considered to be the overall person of authority and responsibility for that area or section. This will usually be either the Departmental or Section Manager or Departmental or Section Head.

WHAT IS THIS LETTER FOR?

This letter shows that the 16(2) has delegated health and safety responsibilities and accountabilities to lower management members in order to ensure health and safety is enforced and maintained within the business (departments or sections). The letter allows these persons to act under the authority of the 16(2) in order to drive and maintain health and safety lower down in the business.

WHY IS THIS LETTER IMPORTANT?

This letter shows that health and safety responsibilities and authorities have been delegated down to the lower management of the business where they can be used to enforce and maintain health and safety. This provides evidence to an inspector that a basic structure is in place showing that health and safety responsibilities and authorities have been delegated from the top of the organisation down. This letter is mandatory under section 8(2) of the OHS Act and its availability shows that the employer is complying with these Regulations in respects of this appointment requirement. 

VALIDITY

This letter needs to be signed by the 16(2) (as the appointer) and by each appointee, dated and kept on record where it can be accessible to an inspector. Each appointee must undergo accredited OHS Act for Management training in order to be aware of their health and safety responsibilities.

HOW DOES THIS WORK AS A CONTROL MEASURE?

In the hierarchy of controls this letter forms part of the administrative control measures which should be in place to ensure that health and safety responsibilities are driven down through the business. This letter ensures that lower management members are formally appointed to their health and safety duties and responsibilities in the workplace.