Occupational safety responsibility matrix template (Excel & PDF) with organisation chart
Excel matrix assigning 24 occupational safety tasks to roles from management to works council – with R/E/C/I codes, legal basis, interval, automatic due date and record location, plus a list of roles and a PDF with organisation chart and printable matrix.
As of PDF and ExcelAMS Go editorial team
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The German Occupational Safety and Health Act (ArbSchG) requires a suitable organisation with the necessary resources, integrated into the company's management structures (Section 3(2) ArbSchG). Besides the employer, the management, plant and department managers and persons commissioned in writing are responsible – each within the scope of their tasks and powers (Section 13 ArbSchG). It should therefore be clear for every task who is responsible for what.
This template makes it visible: the Excel matrix assigns 24 typical tasks – from the risk assessment through instruction, inspections and health checks to the accident report – to seven roles and records the legal basis, interval, date last done, next due date and where the record is kept. A second sheet lists the people behind the roles, and the PDF contains an occupational safety organisation chart for display and a printable version of the matrix.
What the template contains
- Excel matrix with 24 pre-filled tasks, seven role columns and an R/E/C/I drop-down list
- Columns for legal basis, interval, date last done, automatically calculated due date and status
- “Roles” sheet with names, deputies, appointments, legal basis, records and refresher training due
- “Key” sheet explaining the codes with rules of thumb for clear assignment
- Landscape PDF with occupational safety organisation chart and a printable matrix to fill in
How to use the template
- 1
Adapt tasks and roles
Delete what does not occur in your company and add your own tasks, for example from the risk assessment. Rename the role columns to match your structure – for example plant manager, shift leader or building services.
- 2
Define responsibilities
Assign exactly one R per task and check that the role has the necessary powers and resources. Where employer duties are delegated, a written delegation of duties is needed as well. Enter names and deputies in the “Roles” sheet.
- 3
Make it known and follow up
Display the organisation chart, enter the date last done and keep an eye on due dates and status. Review the matrix at least once a year, for example in the occupational safety committee, and whenever someone in a role changes.
Legal basis
- Section 3(2) of the Occupational Safety and Health Act: suitable organisation, necessary resources, integration into the company's management structures
- Section 13 of the Occupational Safety and Health Act and Section 13 DGUV Regulation 1: responsible persons, written commission defining the area of responsibility and powers
- Sections 2, 5 and 11 of the Occupational Safety Act (ASiG): appointment of company doctor and occupational safety specialist, occupational safety committee for more than 20 employees
- Section 22 SGB VII: safety representatives from 50 regular employees, or from more than 20 where there are particular hazards
- Section 10 of the Occupational Safety and Health Act: designation of employees for first aid, firefighting and evacuation after consulting the works council
Frequently asked questions
What do R, E, C and I mean?
R stands for responsible – the role decides and ensures the task is done. E carries out the task, C contributes, advises or must be involved, and I is informed of the result. The codes are not prescribed; similar schemes are known as RACI. What matters is that every task has exactly one responsible role.
Does the responsibility matrix replace a delegation of duties?
No. The matrix shows who is responsible for what. If managers are to perform employer duties on their own responsibility, a written commission is also needed that defines the area of responsibility and powers and is signed by the commissioned person (Section 13(2) ArbSchG, Section 13 DGUV Regulation 1).
How does the spreadsheet calculate the next due date?
Enter a number in the “Interval (months)” column, such as 12 for annually, and the date last done. The spreadsheet adds the interval and shows the status “current”, “due within 30 days” or “overdue”. For tasks that only arise as required, the due date stays blank.
You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.
Never search a spreadsheet for a deadline again
In AMS Go, what this template covers lives in one system with reminders, history and records at the push of a button – mobile and with AI support.
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