Who may take it on
Article 14 of the Occupational Health and Safety Services Regulation sets the conditions: the employer, or a representative working under a full-time employment contract at the workplace; in legal entities, a representative authorised to represent, taking part in the management of the work and the workplace, and working under a full-time contract; and in public bodies, a manager or deputy who takes part in the management of the workplace and is regularly present there.
What the record rests on
The same article states that Social Security Institution records are taken as the basis when the role is taken on. It is the record, not the title, that decides; someone appointed on paper but without the record cannot take the role.
The approval window
Taking it on is completed when the undertaking, in the form held in the system, is approved by the people concerned within five days at the latest. An assignment left unapproved is not treated as made.
What the appointment letter contains
Who is assigned, for which workplace, from what date and in what capacity; the scope of the role and the limits of authority; signature and date. The letter should also show that the capacity meets the conditions in the regulation.
In Optifora
The workplace record ties the assignment to a person, a date and a workplace; it reminds you before the approval window closes and, when an assignment changes, keeps the previous record as a version rather than deleting it.