Health and safety at work: What are my responsibilities as an employer?

When you talk about “health and safety in the workplace”, some people automatically picture hard hats and high-vis jackets. But in reality, health and safety are much more complex than that. Thanks to the Health and Safety at Work etc. Act 1974, it’s a legal requirement for employers within all industries and places of work, not just those in manual labour roles.

Complying with these laws is crucial not only in avoiding costly fines and penalties but also in fostering a culture of employee care and safety. Both of these, in turn, help to strengthen and protect your organisation’s brand and reputation and can positively influence employee retention rates. More importantly, prioritising health and safety demonstrates that you care about the wellbeing of your team, which is a value that today’s employees increasingly expect from their employers.

This guide highlights the key responsibilities of an employer, whether your team is office-based, home-based, or in a manual working environment. Understanding these responsibilities helps create a safer, healthier workplace for everyone.

Overview of your key responsibilities

• Uphold your duty of care: You have a legal and moral duty to do everything reasonably practicable to protect the physical and mental health of your employees.
• Create a written policy: If you have five or more employees, you must have a formal, written health and safety policy.
• Assess, train, and consult: You are required to conduct regular risk assessments (including for stress and psychological risks), provide your team with adequate training, and consult with them on safety matters.
• Appoint a competent person: You must designate a person with the necessary skills and knowledge to manage workplace health and safety.
• Remember it’s a shared responsibility: While the employer holds the primary duty, employees are also responsible for their own safety and for cooperating with your procedures.

What is duty of care?

At the heart of health and safety law lies the concept of “duty of care”. This is both a legal obligation and a moral responsibility. It means that as an employer, you must do everything reasonably practicable to protect the health, safety, and wellbeing of your employees and anyone else who might be affected by your business operations (such as visitors or contractors).

This duty extends beyond preventing accidents and injuries. It also includes protecting your team’s mental health and wellbeing. In today’s workplace, stress, burnout, and psychological safety are recognised as legitimate health and safety concerns. Employers have a responsibility to identify and manage these risks, just as they would physical hazards.

Your core responsibilities

Develop a clear, comprehensive health and safety policy

Every organisation is required by law to have a policy for managing health and safety, and for any employer with five or more employees, this policy must be written down. As a minimum, the policy should cover three main areas: what you intend to do, who will do it, and how it will be done.

A comprehensive policy should include a policy statement, an outline of responsibilities, an up-to-date risk assessment, your emergency procedure, training initiatives, communication channels, incident reporting processes, and plans for continuous improvement and reviews.

Provide a safe and healthy working environment

Employers must ensure that all facilities and equipment are safe and suitable for the tasks being carried out. This includes providing appropriate ventilation, lighting, sanitation, and access to clean drinking water. Additional areas to consider include secure and hazard-free access and exit routes, first aid facilities, and fire, gas, and electrical safety checks.

Assess and manage risks

Like a health and safety policy, a risk assessment must be in writing if you have five or more employees. When conducting a risk assessment, consider physical hazards, fire and electrical safety, manual handling, workstation ergonomics, slips, trips and falls, chemicals and hazardous materials, building security, and training requirements.

Importantly, risk assessments should also include psychological hazards – such as workload, stress, isolation (particularly for remote workers), and the overall work environment. It’s also critical to review and update your assessments regularly in case of any changes.

Provide training, information, and supervision

It’s your responsibility to ensure that everyone is informed of hazards, risks, control measures, and what to do in an emergency. Information should be accessible and easy to understand. Health and safety training shouldn’t be a one-time task – keep formal records and set timeframes for refresher sessions to ensure all employees (including new starters and those changing roles) stay informed.

Consult with your employees

Health and safety isn’t something to impose from above – it’s a collaborative effort. You have a legal duty to consult with your employees on safety matters, listen to their concerns, and involve them in decision-making around workplace safety. Employees often have valuable insights into hazards and practical solutions.

Employ a competent person

Hiring a competent person to manage your workplace health and safety duties is a legal requirement, not just best practice. This could be a health and safety manager, certified professional, or external consultant. This person must have the necessary knowledge, skills, experience, and training to effectively manage health and safety matters.

It’s a shared responsibility

While employers have significant responsibilities, health and safety is a two-way street, and employees also have duties under the Health and Safety at Work Act. They must take care of themselves and others, use equipment correctly, report hazards, and cooperate with you in meeting your legal obligations. Making this clear helps create a culture of shared responsibility.

Protect your business: Health, safety and insurance

Other than legal compliance, maintaining robust health and safety practices also protects your business financially. Employers’ Liability Insurance is a legal requirement for most UK businesses, and insurers will often make compliance with health and safety standards a condition of your cover. This means that if you fail to meet your health and safety duties, your insurer may refuse to pay out a claim – potentially leaving your business exposed to significant financial liability.

By demonstrating a commitment to workplace safety through documented risk assessments, staff training, and clear policies, you not only meet your legal obligations but also strengthen your insurance position. Insurance providers view compliant, safety-conscious employers as lower risk, which can also help negotiate better premiums.

In short, investing in health and safety is an investment in protecting both your employees and your business.

Need support?

Whether it’s an initial audit, policy development, risk assessments, or ongoing support, our dedicated health and safety team can help you navigate these responsibilities. Contact us today for more information.