Stay ahead of the curve with our exclusive Q&A series, brought to you by leading law firm, Arthur Cox, LLP, designed to answer your most pressing legal questions. These expert insights provide clear guidance to ensure your HR practices remain compliant and protect your organisation.  

This month's question:

Are your mandatory workplace notices clear, visible, and fully compliant?

We have set in bullet points below the information that should be displayed in the workplace. Overall, this information should be displayed in a prominent place which is visible and accessible for all staff:

•    Health and Safety Law Poster: 
In NI under the Health and Safety Information for Employees Regulations (Northern Ireland) 1991, an employer is required to ensure that the approved poster is kept and displayed in readable condition. The poster must be displayed at a place which is reasonably accessible to the employee whilst at work. The Health and Safety Law Poster for NI employers can be obtained through the HSENI website.

•    Health And Safety Policy - Statement Of Intent: 
The Health and Safety at Work (Northern Ireland) Order 1978 notes it is the duty of every employer to prepare (and as often as may be appropriate revise) a written statement of his general policy with respect to the health and safety at work of his employees and the organisation and arrangements for the time being in force for carrying out that policy, and to bring the statement and any revision of it to the notice of all of his employees. The ‘statement of intent' should be signed and dated by the person with overall responsibility for the business. It is good practice to print their name clearly below their signature.

•    Employer’s Liability Compulsory Insurance (“ELCI”) Certificate: 
As an employer you must display one or more valid copies of your ELCI certificate at each of your business premises where your employees can easily see and read it. You may display your insurance certificate electronically. If you decide on this option you need to make sure your employees know how and where to find the certificate and readily access it.

•    Fire Evacuation Arrangements: 
Employers are required to put up notices telling people about the fire precautions in the workplace and what to do if there is a fire. This includes, information about which escape route to use, the names of staff nominated to help if there is an evacuation and the fire warning system used in the area where they are working. Fire notices should be in places where they can be easily seen and read by employees.

•    First-Aid Information: 
Employers are required to tell their employees about first aid arrangements within the work place. This can be actioned by putting up notices telling staff who and where the first-aiders or appointed persons are and where the nearest first aid box is to the employees.