Roles, responsibilities and authorities
Plain-language summary
Making sure everyone knows their part in the EMS — who is responsible for what, and who has the authority to report on how the system is performing.
What the clause is really asking
Systems fall through the cracks when responsibilities are vague. The clause requires top management to assign and communicate the relevant roles, responsibilities and authorities, including the specific job of reporting on EMS performance to top management. The intent is clear accountability so that nothing important — a permit renewal, an effluent check, a waste manifest — is left to chance because nobody owned it.
What auditors look for
Auditors ask people what they are responsible for environmentally and cross-check against documented assignments. They look for the reporting line to top management to be defined and working. A frequent probe is to pick a task — managing hazardous waste, monitoring emissions — and ask who owns it and whether they have the authority to act.
Typical evidence
Organisation chart with environmental responsibilities; job descriptions or responsibility matrix; appointment of the person reporting EMS performance; communication records.
How to comply — recommendations
Build a simple responsibility matrix tying each key environmental task to a named role. Name the person who reports EMS performance to top management and give them real authority. Communicate roles at induction and when they change, not just on paper. Make sure cover exists for critical roles so a permit or monitoring task does not lapse when someone is on leave.
Common nonconformities
Responsibilities undefined or only in one person's head; nobody clearly tasked with reporting EMS performance to top management; staff unaware of their environmental duties; no cover for critical roles.
Related clauses
ISO 9001 5.3; ISO 45001 5.3
Qlause provides interpretive guidance only and is not a substitute for the standard. Refer to your licensed copy of the relevant standard for the authoritative text.