HSE manager tasks

Minimum requirements

As a manager, you must:

• Have an overview of activities, rules, and requirements at the workplaces

• Delegate and follow up on HSE tasks

• Develop HSE goals and HSE action plans

• Ensure that employees, students, and guests have the necessary HSE competence

• Conduct HSE smappings and risk assessments, implement measures, and evaluate whether the measures have achieved the desired effect

• Collaborate with safety representatives

• Ensure participation in HSE work

• Follow up on HSE non-conformance

• Coordinate HSE work with other employers

• Conduct an annual review of systematic HSE work and report the results of the review through the management line

As a manager, you must ensure that the following are documented in writing:

• HSE objectives

• Responsibilities and task distribution

• HSE surveys and risk assessments

• HSE action plan

• HSE non-conformance

• Annual review of the unit's systematic HSE work (internal control)

Guidelines and useful resources:

Internal control regulations
Regulations on systematic HSE work in companies (Internal Control Regulations)

Establish an overview of HSE regulations and activities

As a manager, you need to establish an overview of HSE regulations and requirements that are particularly important in the workplaces.

On the webpage for central regulations at UiT, you will find an overview of internal and external HSE regulations. For mapping whether work involves potentially harmful health factors, this form can be used.

Delegate HSE tasks

The Working Environment Act establishes that HSE is a leadership responsibility, while each employee is obligated to contribute to HSE work

Responsibilities and task distribition in HSE work at UiT:

University board and rector:

• The responsibility for following up on HSE work is delegated from the University Board to the Rector

Managers:

• Managers have the daily employer responsibility for HSE

• If a manager delegates HSE tasks within the unit, this must be documented in writing. Form that can be used.

Employees and students:

• Employees and students must contribute to HSE work

• Employees and students must take responsibility for their own and others' safety by adhering to UiT's HSE regulations

Safety representatives:

• The safety representative must ensure that the employer fulfills their HSE responsibilities according to the Working Environment Act

• The safety representative must participate in the planning and implementation of systematic HSE work within the unit

• The safety representative must not be assigned extensive or central HSE tasks that could conflict with their supervisory role

Establish HSE goals and action plans

The faculties, departments, and other units at the same level must develop HSE goals and measures that contribute to the university achieving its overarching HSE objectives. The HSE goals must be specific and action-oriented to ensure continuous improvement.

In addition, the annual review of HSE work, as well as the annual HSE surveys and risk assessments, must result in HSE goals and measures that are specific and action-oriented for the areas important to the unit.

HSE goals and measures must be documented in an HSE action plan. The measures must be implemented, maintained, and communicated to employees, students, guests, and coordinating organizations.

HSE action plan

Ensure HSE competence

As a manager, you have overarching responsibility for HSE within your unit. To fulfill this responsibility, it is essential that you possess sufficient HSE competence and ensure that employees, students, and guests have the necessary knowledge and skills.

The manager is responsible for:

• mapping and identifying the need for HSE competence and ensuring that necessary training measures are implemented
• offering tailored HSE training at relevant workplaces and study locations
• ensuring that necessary training is completed and documented for relevant users
• ensuring that required safety training is defined as a work requirement in study programs where applicable

HSE mappings

As a manager. you mus

• Assess the physical working environment
• Assess the psychosocial and organisational working environment
• Identify whether work involves potentially harmful health factors

Read more about HSE assessments here.

HSE risk assessments

As a manager, you are responsible for ensuring that:

• Risk assessments are carried out within the unit.

• The risk assessments are maintained.

• Measures are implemented to address risks within the unit.

Read more about HSE risk assessments here.

Collaboration between manager and safety representative

For the safety representative system to function effectively, managers must facilitate good collaboration and provide favorable working conditions for the system. This requires, among other things, that you:

• Ensure that the safety representative has the proper competence to perform the role responsibly.

• Schedule regular meetings with the safety representative to discuss the work environment situation within the safety area.

• Consult the safety representative during the planning and implementation of measures that affect the work environment within the safety area.

• Ensure that the safety representative is given the necessary time to perform their tasks responsibly.

Guidelines for facilitating collaboration between managers and safety representatives 

Guidelines for the election of safety representatives

Facilitate participation in HSE work

As a manager, you have a duty to ensure that employees can participate in the design, implementation, and follow-up of measures related to the work environment (Working Environment Act § 3-1). This involves:

 Involvement in HSE work

• You must facilitate active participation by employees in health, safety, and environment (HSE) work.
• This includes providing employees with the opportunity to give input and participate in processes concerning the work environment.

 Information and communication

• You must ensure that employees receive the necessary information about the work environment and planned measures.
• The information must be understandable and accessible to all employees.

Participation in risk assessments

• Employees must be involved in risk assessments and in developing measures to reduce risks.
• This ensures that those directly affected by working conditions can contribute their knowledge and experience.

 Facilitation for collaboration with safety representatives

• You must collaborate with safety representatives to ensure that employees' voices are heard.
• The safety representative is an important channel for employee participation

The Working Environment Act § 2-3 also imposes a duty on employees to participate in HSE work. This includes:

• Participating in training and following routines related to health, safety, and the environment.
• Reporting errors, deficiencies, or hazardous conditions in the workplace.
• Contributing to the implementation of measures that improve the work environment.

Practical importance of participation

• Participation contributes to a better work environment because employees often have valuable insights into challenges and opportunities in the workplace.
• It fosters engagement and ownership of HSE work.

Follow up on HSE non-conformance

When you as a manager receiving an HSE non-conformance report, you must:

• Inform the safety representative in the safety area where the HSE deviation occurred.
• Evaluate the case in consultation with the reporter and the safety representative, and identify possible measures.
• Decide on the measures to be implemented.
• Follow up on the implementation of the decided measures.
• Report back to the case handler about planned and implemented measures.
• Monitor the measures to ensure that the corrective actions taken have been effective.

For HSE non-conformances involving personal injury and/or exposure, you must:

• Fill out the form for internal notification of personal injury together with the injured person. The form must be archived in UiT's electronic archive system, Elements.
• For exposure or potential exposure to chemicals, biological factors, or ionizing radiation, fill out and archive the relevant form.
• For injuries that may qualify for registration as an occupational injury and occupational injury insurance, report the to NAV.
• For injuries that may qualify for registration as an occupational injury and occupational injury insurance, complete Part 2 of the personal injury report for the Norwegian Public Service Pension Fund (Statens pensjonskasse). The injured person must complete Part 1.
• For electrical accidents and injuries, report the incident to the Directorate for Civil Protection and Emergency Planning (DSB).
• For incidents involving radiation sources covered by the Radiation Protection Regulations, report the incident to the Directorate for Radiation Protection and Nuclear Safety (DSA).
• For serious personal injury or death occurring in connection with work, immediately notify the Norwegian Labour Inspection Authority and the nearest police station.

Read more about HSE non-conformance here.

Coordination of HSE work with other organizations

At UiT, we shall coordinate HSE work with our partners to ensure a proper working environment in areas where both are located and/or engaged in activity as described in the Working Environment Act § 2-2.

By entering into an HSE coordination agreement, the parties undertake to work together to ensure that activities are planned, organised, executed and maintained in accordance with HSE legislation. The agreement shows who is responsible for coordination (main company) responsible for coordinating HSE work. The HSE coordination agreement shall be in writing and entered into by the managers of the enterprises.

HSE coordination agreements are part of leaders systematic HSE work. The coordination agreement is signed by the managers of both organisations, as well as the safety representatives.

Annual review of HSE work

As a manager, you must annually review the HSE work within the unit together with the safety representative, as described in the guidelines for annual review of the systematic HSE work

The annual review of HSE work should help ensure that the elements of systematic HSE work comply with internal regulations and legal requirement, and to enable targeted measures to be implemented.

Guidelines and useful resources

Guidelines
Responsibility and duties in the HSE activities
Guidelines for annual review of the systematic HSE work
Guidelines for the election of safety representatives
Guidelines for facilitating collaboration between managers and safety representatives
Guidelines for systematic health, safety and environment work

Forms, checklists and templates

• delegation of HSE tasts at the unit
• The unit's HSE goals
• Documentation of HSE training.  
• HSE annual plan
• HSE surveys and risk assessments

Eksterne lenker

• The Norwegian Labour Inspection Authority on systematic HSE work
• Regulations on systematic HSE work in companies (Internal Control Regulations)