WHS System and Manual
1 July 2013 to 30 June 2016
Work Health and Safety (WHS) System and Manual1 July 2013 to 30 July 2016
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
WHS System and Manual
1 July 2013 to 30 June 2016
Contents
Work Health and Safety (WHS) System and Manual 1 July 2013 to 30 July 2016
Section 1 Work Health and Safety (WHS) System
Introduction
Aim
Scope
Framework
Hazard and Risks Identification
Emergency Preparedness and Response
Section 2 Measurement and Evaluation of System
Measuring Risks
Section 3 Review of System
Consultation, Monitoring and Review
Section 4 WHS Manual
Whole of Office Identified Risks and Assessment of Risks
Essential WHS Policies and Procedures for the Office
Appendices
Appendix 1: Identifying and Assessing Hazards and Risks
Appendix 1: WHS Incident Form and Risk Matrix
Appendix 2: Emergency Wardens
Appendix 3: Workstation and Ergonomic Checklists
Appendix 4: WHS Checklist
Appendix 5: Manual Handling Checklist
Appendix 6: First Aid Officers
Appendix 7: Checklists when injury occurs at work
Appendix 8: Visitor Induction Checklist
Appendix 9: Contact Support Officer Role
Appendix 10: Leave Reduction Plans
Appendix 11: EAP Providers
Section 1Work Health and Safety (WHS) System
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
WHS System
1 July 2013 to 30 June 2016
Introduction
The Office’s (TAO or the Office) Workplace Health and Safety Management System(WHSMS) has been developed to support the Office’s management of Workplace Health and Safety (WHS).
The WHSMS outlines the Office’sWHS priorities, procedures, key performance indicators and accountabilities. The priorities have been identified through a risk identification approach in the areas of injury prevention and legislative compliance with a commitment to continuous improvement.
The accountability of most priorities is allocated to the Executive Management Group (EMG)with underpinning tasks being a collaborative approach between EMG and Business Units (General Managers and relevant staff).
Aim
This system sets out TAO’s intentions for improving work health, safety, wellbeing and injury management for its entireworkforce. This system focuses on the controls in place to manage risks identified by the EMG.
The Office includes ‘Injury and Harm to employees’ as one of its top strategic risks and so the goals of TAO’s WHSMS are to:
- Reduce the occurrence of workplace injuries and illnesses
- Increase WHS knowledge, leadership and culture throughout the Office to ensure that staff can undertake their jobs effectively and safely
- Provide high quality, consistent and practical WHS information and advice to all Business Units
- Ensure compliance with WHS legislation.
Scope
The WHSMS and manual is to be followed by the whole of Office including all employees, contractors and visitors. All individuals have a responsibility with regard to the prevention of workplace injuries and illness.
Injury management is an important element of our system and is covered separately in our injury management policy and program. Contingency preparedness and response is covered separately in our Business Continuity plan. References to these documents are shown at page 12.
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
WHS System
1 July 2013 to 30 June 2016
Framework
Commitment
The Office is committed to support the achievement of the highest level of WHS performance through the systematic procedural elimination and reduction of risks.
The Auditor General,as Head of Agency, is committed to, and has the ultimate responsibility for, the effective implementation of the WHSMS.
Policy
The current TAOWHS Policy (COR 2.0) is located in(TRIM ID13/212). The policy, along with this system, are intended to clearly inform employees, contractors, visitors, suppliers and other interested parties that WHS is an integral part of all operations.
Injury management is an important element of this system and is covered separately in the Injury Management Program(COR 38.0)(TRIM ID10/209). Contingency preparedness and response is covered separately in the Business Continuity Plan (TRIM ID13/138).
Responsibilities
The Auditor General and the Chief Operating Officer (COO) have overall management responsibility and are considered to be Responsible Officers. They are responsible for the following:
- Exercising due diligence to ensure the PCBU ( person conducting a business or undertaking) complies with their health and safety duties
- Acquiring and keeping up to date knowledge on WHS matters and recording on the legal register
- Understanding the nature and operations of the work and associated hazards and risks
- Ensuring the Office has, and uses, appropriate resources and processes to eliminate or minimise risks in relation to WHS
- Ensuring the Office meets its primary duty of care responsibilities as an Agency of the Tasmanian State Service
- Ensuring the effective resourcing and implementation of the Office’s WHSMS
- Ensuring compliance with applicable policies, minimum standards and procedures
- Providing leadership and ensure there is appropriate planning, development, implementation and monitoring of WHSSystem
- Determining in conjunction with EMG the acceptable levels of risk.
TheEMG approves policies, procedures and minimum compliance standards and makes recommendations to the EMG.The EMG also provides resource allocation, including setting budgets, responsibilities authority and accountability.
Legal Register
The office has a legal register in relation to WHS which outlines all legal and other requirements that are directly attributable to WHS. This register is used to communicate relevant information on legal and other requirements to its employees. This register is available to all staff members via TRIM OHSID13/12.
Training
TAO has partnered with DoJ to ensure all employees are adequately trained in WHS competency. This takes the form of e-modules and is coordinated by DoJ and TAO CSS. Training ensures that employees are aware of the characteristics and compositions of the workplace which impact on workplace health and safety management.
CSS will also coordinate whole of Office training and information sessions on WHS issues on an ongoing basis.
Consultation
The Office values the knowledge and experience of its workforce and workers are encouraged to participate in the development and implementation of our WHSMS. TAO will undertake adequate consultation with all workers to enhance the effectiveness of this system and on any changes that affect workplace WHS.
Communication
TAO is committed to improving the Office’s WHS performance, TAO realises that this requires the cooperation of all employees and the development of a supportive organisational culture. TAO recognizes that knowledge and experience throughout the workforce is a valuable resource and employees are encouraged to participate in the development and implementation of the Office’s WHSthrough consultation and involvement in the setting of objectives and targets.
Reporting
Six monthly reports are to be provided to EMG and the Officers on work health, safety, wellbeing and injury management performance in accordance with State Service Management Office (SSMO)Improving Workforce Health and Safety Guidelines, the Workplace Health and Safety Act 2012 and the Workplace Health and Safety Regulations 2012.
These reports include:
- WHS performance reporting (including the results of WHS audits and reviews)
- Reporting on incidents and system failures
- Reporting on hazard identifications
- Reporting on hazard/risk assessment
- Reporting on preventive and corrective action.
Templates for reports are available on TRIM (OHSID14/4)and will be saved in the same container.
Specific reporting on WHS reported incidents will come via the DoJ Incident Reporting system. These will be provided to CSS upon request to DoJ at anytime.
Document and data control
All documents related to WHS are easily located on TRIM, with all references available in this document and in the document register (Insert TRIM Ref). Documents are reviewed periodically and as legislation changes/updated. Review is by CSS and approved by EMG.
All the forms as prescribed in the Appendices are to be kept for periods specified in the Office’s disposal schedule.
All of the following forms must be saved and kept on employee personnel files:
- Duty statements
- Delegations
- Workers compensation forms
- Rehabilitation plans and reports
- Training checklists.
All the following forms will be saved and keptin the specific containers in TRIM
- All hazard forms on the ‘Hazard Management” file
- All internal notification/external notification forms for accidents, dangerous incidents, injuries, illnesses and near misses(TRIM OHS14/1)
All of the information contained on the above forms is to be treated as ‘CONFIDENTIAL’.
Obsolete documents and data are removed from issues and archived by the CSS in accordance with the Office’s Disposal Schedule (TRIM IMID11/54)
Hazard and Risks Identification
The Office operates under the following framework which provides the foundation for this system.
(Taken from SafeWork Australia ‘How to manage work health and safety risks’ Code of Practice, Dec 2011)
Identifying Hazards
TAO is committed to the effective control of hazards/risks. The most efficient way of controlling risks is to eliminate a hazard, so far as is reasonably practicable.
A ‘near miss’ is an unplanned event that did not result in injury, illness or damage, but had the potential to do so. ‘Near Misses’ should be reported via the same procedure as a reporting a hazard or risk.
Hazard Assessment
In evaluating hazards, the assessment of what is reasonably practicable includes:
Control of Hazards/Risks
Hazards and risks identified will be controlled through a hierarchy of control, based on reasonable practicability. Elimination will always be the first control method to be considered (Detailed diagram in Appendix 1)
The Office’s risk register is available on TRIM(SMID12/40). Risks alluding to WHS have been assessed by the Human Resources Committee and headline risks have been identified.This includes “Injury and harm to employees” as one of its top strategic risks.Consequences and treatments are detailed in the Office’s risk register by SLG, managed through the EMG.
Emergency Preparedness and Response
Emergency evacuation plans are available throughout the TAO Offices. There are four emergency wardens who have completed the TasFire Emergency course and are qualified to operate as wardens. Three in Hobart and one in Launceston.
A list of Wardens for both locations, Hobart and Launceston, is available in
Appendix 2.
Both Offices have an emergency drill at least annually with the results being reported back to the Building Safety Management Groups, of which, all the TAO fire wardens are members.The Launceston Fire Warden reports back to the Building Group in the Launceston building.
The Office has an in-depth Business Continuity Plan (BCP) which is available centrally on TRIM ID13/138. This is tested annually.
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
System Measurement and Evaluation
Section 2Measurement and Evaluation of System
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
System Measurement and Evaluation
Measuring Risks
Performance Objectives, Measures and Targets
Objective / Measures / Benchmark 2013/14 / Target2014/2015 / Report Annually (By 31 July)2 / By
Measures including those identified in the Australian Work Health and Safety Strategy 2014-2016
Improve reported lost time due to workplace incidents / Incidence Rate (IR) of claims resulting in lost time (hourly) / Incidence rate 2013/14 / Target rate 0% / IR = / 30 June 2016
Improve the reported incidence rate of physical injuries1 / Incidence Rate (IR) physical injuries / Incidence rate 2013/14 / Target rate 0% / IR = / 30 June 2016
Improve the reported incidence rate non-physical injuries1 / Incidence Rate (IR) of non-physical injuries / Incidence rate 2013/14 / Target rate 0% / IR = / 30 June 2016
Address reported hazards/risks/incident / Implementation of required controls / % / 100% within 6 months of recording on register / = / 30 June 2014
WHSMS
WHS mandated training – attendance rate, training includes:
-WHS induction training
-Annual WHS refresher training / Training provided and employee attendance / # trainings provided
% attendance / Annually
100% attendance / Annually
% attendance / 30 June 2014
Workers Compensation/Injury Management
Improve the Lost Time of Claims / Lost time for all claims / Lost Time for 2013/14
= days / 0% / 30 June 2016
Minimise cost of all claims by TAO workers / Cost for all claims the financial year ($) / Cost for claims 2013/14
= $ / $0 / $ / June 30 2016
Note 1:Physical Injury: Musculoskeletal injury and disease (body stressing)
Non-Physical Injury: Psychological injury (mental disease)
Note 2:The reporting period is based upon the financial year. Presentation of data and statistics within reports should be identified by year of occurrence i.e. the year in which; training is provided, WHS inspections and audits occur, corrective actions are identified and closed out, committee meetings are held and incidents and claims occurred.
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
Review of System
Section 3Review of System
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
Review of System
Consultation, Monitoring and Review
TAO’s WHSMS will be periodically reviewed and updated (6 monthly) against key performance indicators to determine the progress against each priority; with a formal review and assessment of TAO’s priorities conducted annually by EMG and Responsible Officers.
Status reports to be provided to all EMG meetings including Responsible Officers in attendance, at minimum six monthly.
WHS will be a standing item at all Business Unit meetings. Periodic reporting to the Audit Committee will be provided by CSS as required. Copies of the agenda and/or minutes will be forwarded to CSS for recording purposes.
Standing agenda items at staff information sessionsto include:
- Report on workplace hazards and incidents
- Updates on WHS improvements and corrective actions
- Feedback from staff and identification of WHS issues and concerns.
Document Development History
Version / Date / Author / Reason / Sections1.1 / 31 January 2013 / J. Reardon / Compliance with State Service Management Office (SSMO) Improving Workforce Health and Safety Guidelines WHS system template / All
1.2 / October 2013 / A.Cunningham / Updating in line with legislation and new approach / All
2.0 / February 2014 / A Cunningham / Updating in line with legislation and new approach / All
Approval
Signature:Date: 17th March 2014
Auditor-General Tasmanian Audit Office (and Responsible Officer)
Signature:Date: 17th March 2014
COO(and Responsible Officer)
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
WHS Manual
Section 4WHS Manual
(Policies and Procedures)
Whole of Office Identified Risks and Assessment of Risks
The Office addresses the following risks by implementing standardprocedures to helpmitigate the likelihood of the risks occurring and, if they should occur, aid in the control and management of consequences
Likelihood / Consequence / Risk Rating / Risk Description / Policy/Procedure/ Manual1 / Likely / Moderate / High / Staff feeling harassed or bullied in the workplace / Diversity Policy
2 / Likely / Moderate / High / The impact of excessive workloads results in staff that are stressed and/or become ill. Lost productivity / Performance Management Manual
EAP
3 / Likely / Moderate / High / Lack of guidance, training and communication / Performance Management Manual
4 / Likely / Moderate / High / Lack of a relevant diversity policy which results in discrimination in the workplace / Diversity Policy
5 / Possible / Major / High / The impact of family violence on employees in the workplace / Diversity Policy
EAP
6 / Possible / Moderate / High / The impact of mental illness on employees in the workplace / Diversity Policy
EAP
7 / Possible / Moderate / Moderate / Employees being involved in motor vehicle accidents / Motor Vehicle Policy
8 / Possible / Moderate / Moderate / Ergonomic injuries including eye strain, lifting, sedentary behaviour, occupational overuse syndrome / Prevention of Workplace Injuries
9 / Likely / Minor / Moderate / Employees being affected by pandemic / Emergency Preparedness
10 / Possible / Moderate / Moderate / Employees suffer from fatigue due to issues such as travel, family commitments, workloads / Employee Health and Wellbeing Program
11 / Rare / Catastrophic / Low / Dangerous exposure to chemicals / Prevention of Workplace Injuries
12 / Unlikely / Minor / Low / Employee being injured or injuring others as a result of alcohol and drug abuse / Alcohol and Other Drugs Policy
13 / Rare / Catastrophic / Low / Employees being affected by natural disasters and or acts of terrorism / Emergency Preparedness
14 / Rare / Major / Low / Employees suffer from electrical shock in the workplace / Prevention of Workplace Injuries
Last modified: 31 March 20141
By: Cunningham, Anne
Version 2.0 Version 1
WHS Manual
Essential WHS Policies and Procedures for the Office
Prevention of Workplace Injuries
The prevention of workplace injuries is managedfor, as far as reasonably practicable, through robust office procedures. Procedures for a safe workplace environment are outlined below and in the appendices. These procedures are in line with State Service Act 2000,Workplace Health and Safety Act 2012 (section 274), and Workplace safety standards AS/NZS 4801:2001. These procedures act as controls to manage workplace injury risks.
Workplace and Environment
The Office has a commitment to maintaining a safe and comfortable work environment for its employees. The Office recognises that regular workplace inspections are effective mechanisms for identifying workplace hazards. This allows for controls to be implemented, monitored and assessed.
Hazards that may be identified through workplace inspections include the observation of any items or situations that may cause personal harm to employees. For example; the risk of electrical shock through inappropriate storage or use of electrical equipment.
The Workplace Inspection Checklist has been developed to assist in the inspection process and may be adapted to suit individual areas. This checklist is available in Appendix3. CSS endeavour to complete workplace assessments quarterly. CSS immediately analyse the assessmentsand develop action plans according to agreed priorities. CSS also set realistic dates for completion and review.