Health and Safety Guidance for Line Managers

Your Legal Responsibilities

Under the Health and Safety at Work etc. Act 1974 (HSWA), employers have a legal duty to ensure, so far as reasonably practicable, the health, safety, and welfare of employees. While the Act places ultimate responsibility on the employer, as a line manager you are expected to take an active role in fulfilling these duties.

Specifically, line managers should:

• Ensure that all work is carried out safely and in accordance with company policies.

• Supervise staff effectively to ensure compliance with safety procedures.

• Identify and manage risks in the areas under your responsibility.

• Report incidents, injuries, and unsafe conditions promptly.

Additionally, managers must understand relevant regulations derived from the HSWA, such as:

• Management of Health and Safety at Work Regulations 1999 – requiring risk assessments, implementation of preventive measures, and adequate training for staff.

• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 – mandating the reporting of certain workplace incidents to the Health and Safety Executive (HSE).

• Provision and Use of Work Equipment Regulations (PUWER) 1998 – ensuring equipment is suitable, maintained, and used safely.

Practical Responsibilities for Line Managers

The role of a line manager in health and safety goes beyond compliance; it involves actively managing risks and creating a safety-conscious culture. Core responsibilities include:

Risk Assessment and Management

Line managers should be able to identify hazards in the workplace and assess the risks they pose. This includes:

• Recognising physical hazards such as machinery, chemicals, or uneven surfaces.

• Understanding organisational risks, including workload pressures, lone working, or stress.

• Implementing control measures to reduce or eliminate risks.

• Ensuring that risk assessments are reviewed regularly and updated as work processes or equipment change.

Supervision and Staff Guidance

Managers are responsible for making sure employees:

• Understand and follow safe working procedures.

• Receive adequate training, supervision, and information relevant to their work.

• Are aware of emergency procedures and know how to respond to incidents.

Incident Reporting and Investigation

When accidents or near misses occur, line managers must ensure:

• Immediate response to any injuries or hazardous situations.

• Accurate recording and reporting in line with company policy and RIDDOR requirements.

• Investigation to identify root causes and prevent recurrence.

Promoting a Positive Health and Safety Culture

A manager’s attitude has a significant impact on team behaviour. By demonstrating safe practices, actively discussing safety issues, and encouraging open reporting, managers foster a culture where health and safety is a shared responsibility.

Supporting Resources

Line managers should make use of available guidance and support, including:

• Internal company policies and risk assessments.

• Consultation with health and safety officers or competent persons.

• Guidance and publications from the Health and Safety Executive (HSE): www.hse.gov.uk

Understanding these resources ensures managers can make informed decisions and take practical steps to protect their teams.

Conclusion

Line managers are a critical link between policy and practice. By understanding their responsibilities under the Health and Safety at Work Act and associated regulations, implementing effective risk management, supervising staff, and promoting a safety culture, line managers contribute directly to safer, healthier, and more productive workplaces.