The employer cannot do everything alone. In larger businesses the work environment tasks are allocated to managers, supervisors and others. The rules on this are in sections 9 and 10 of AFS 2023:1 and in appendix 1 to the regulation.
Allocating the tasks
The employer must allocate the tasks in systematic work environment management to one or more managers, supervisors or other employees. The allocation of tasks must be in writing if there are ten or more employees.
The person who receives tasks must have:
- enough staff for the tasks to be carried out in time
- the authority and resources that are needed
- sufficient knowledge of the rules, of the risks in the work environment and of how to prevent ill health and accidents
Authority means the right to take decisions and take action. Resources can be money, staff, equipment, premises, time and knowledge.
The responsibility does not disappear
The most important thing to remember: the employer always keeps the responsibility, even when tasks have been allocated. If a manager is given a task without the authority or resources that are needed, they should be able to turn to their own manager and ask for a change or decline the task. Tasks should be described so clearly that everyone knows who is to do what.
What the person with tasks is entitled to
Under appendix 1, anyone with work environment tasks must have access to work injuries reported to the Social Insurance Agency (Försäkringskassan) and to information about preventive measures. They must know of any requirements from the Work Environment Authority. They must also be able to give their views on, among other things, risk assessments, measures, protective equipment and the choice of occupational health services.
Knowledge among all employees
All employees must have sufficient knowledge of the work and the risks in it (section 10). New knowledge is often needed when tasks, equipment or methods change, or after a long absence. If the work involves serious risks, there must be written instructions on how to carry it out safely. They must be adapted to the people who will use them and kept up to date. Under the Work Environment Act, chapter 3, section 3, only people who have received sufficient instructions may enter areas where there is a clear risk.
The induction must be adapted to the person, for example their age, experience and language skills. That way you make sure the instructions have been understood.
Occupational health services
If the competence within the business is not enough, the employer must use occupational health services or equivalent expert help from outside (section 15). This applies both to systematic work environment management and to workplace adaptation and rehabilitation. Under the Work Environment Act, chapter 3, section 2 c, occupational health services are an independent expert resource in work environment and rehabilitation. The employer must give it information about risks and about who has been appointed for first aid, firefighting and evacuation (section 16).
What you still have to do yourself
Hiring an expert does not remove the responsibility. You must make sure yourself that the tasks are allocated, that those who received them can handle them and that the staff get an induction and instructions.