OHS POLICIES AND PROCEDURES MANUAL

OHS RESPONSIBILITIES

AN INTRODUCTION

Accountability for workplace health and safety means that the buck stops here. In
OHS legislation, accountability for workplace health and safety rests with the
management of a business. This is contained in the Duty of Care principle. That said,
others may also be accountable and therefore no workplace participant should think, or
be allowed to think that safety is someone elses responsibility.
In order to meet OHS legal obligations, a business needs to identify responsibilities in
the workplace, so that everyone is clear about who will be taking responsibility for
various safety activities, and who will be responsible for specific actions.
Different people may have different responsibilities in a workplace, depending on many
things such as company culture, structure of the business, assigned responsibilities,
shiftwork, locations of work sites, and reporting structures.

OHS RESPONSIBILITIES:

1A: Management
1B: Employees
1C: Contractor

OHS POLICY STATEMENT

AN INTRODUCTION

A company Occupational Health and Safety Policy is a way of communicating the

commitment to workplace health and safety, and documenting this commitment.
OHS Policies detail:
1.
A statement of commitment by Management and the owners of the company,
to workplace health and safety and to managing the process.
2.

Responsibilities for OHS are clearly defined in the policy. This will generally
include Employees, Supervisors, Management, and Directors, and other
workplace participants.

3.

Resources to be provided for the implementation of workplace safety, for

example time to conduct workplace inspections, hold safety consultation
meetings, or finances to provide equipment or training.

4.

Various activities that will occur in the workplace, such as inspections,

training, safety programs, risk assessments, OHS information, etc.

Our OHS Policy is discussed with employees, and agreed upon.

Our OHS Policy is signed by a senior person in the company, dated, and placed in a
prominent location so that people in the workplace can see it.

OHS POLICY:

OHS POLICIES AND PROCEDURES MANUAL

CONSULTATION AND COMMUNICATION

AN INTRODUCTION

Consultation with all parties in the workplace is good management. The team
approach has proved successful in opening up communication, improving productivity,
commitment, morale and giving a sense of ownership at all levels.
Consultation with employees on workplace safety is critical to the effective
management of health and safety. It is important that consultation arrangements are
established in accordance to each jurisdiction requirements.
It is part of all Managers duties to review the OHS Implementation Plan, OHS POLICY,
and procedures on a regular basis to ensure that they are being adhered to and that
they comply with legislative requirements.
Workplace consultation and cooperation is part of good management. It is also a
means by which employers, employees and elected representatives of employees work
together to improve their work environment and make it safer for all.

CONSULTATION STATEMENT:

3A: Safety Meeting Minutes

HAZARD IDENTIFICATION AND RISK

ASSESSMENT

AN INTRODUCTION

Hazard identification and risk assessment are essential steps in providing and
maintaining a safe and healthy work environment.
Hazard Reporting enables hazards to be identified in all areas of the workplace in order
to facilitate assessment and the selection of appropriate control strategies.

HAZARD IDENTIFICATION & RISK ASSESSMENT PROCEDURE:

4A: Hazard Report Form

4B: Hazard Record Book
4C: Fire Equipment Inspection Checklist
4D: Office Hazard Inspection Checklist
4E:Vehicle Inspection Checklist
4F: Hazard Flowchart

INCIDENT REPORTING AND INVESTIGATION

AN INTRODUCTION

An incident is an unplanned event that has resulted in, or has the potential to result in
injury, illness, damage or loss. The term incident includes accidents and near hits.
Incidents should be reported and investigated as soon as practical after the event to
prevent re-occurrences. The aim of incident investigation is to identify deficiencies in
the occupational health and safety management system and improve the existing
system to prevent further incidents, not to assign blame.

INCIDENT REPORTING & INVESTIGATION PROCEDURE:

5A: Incident Report Form

Occupational Health and Safety Policies and Procedures

6A: First Aid Register

OHS POLICIES AND PROCEDURES MANUAL

FIRST AID TREATMENT AND FACILITIES

AN INTRODUCTION

First aid provides for the initial and immediate attention to a person suffering an injury
or illness.
Requirements for first aid kits and facilities are set out in OHS regulations, Advisory
Standards and Codes of Practice around Australia.

FIRST AID FACILITIES PROCEDURE:

6A: First Aid Register

6B: First Aid Implementation Action Plan

REHABILITATION (RETURN TO WORK/INJURY

MANAGEMENT)
AN INTRODUCTION

Workers compensation is controlled by legislation - principally State and Territory

legislation for private industry. Workers compensation provides financial benefits and
assistance to injured workers. There are some basic requirements for Rehabilitation
(also known as Return to Work/Injury Management) Rehabilitation/Return to
Work/Injury Management refers to all activities associated with ensuring the early
return of an injured worker to the workplace.
Employers need to be equipped to manage injured workers and so a range of
information is needed to cover such matters as rehabilitation and return to work
programs.
It is important that all lost time injuries are managed, to ensure that employees
understand their value to the employer and the benefits of an early return to work.
Employers should liaise with their insurers to make rehabilitation as effective as
possible. Insurers are obviously keen to put effective rehabilitation into practice as
reductions in the cost of workers compensation flow from such schemes.

REHABILITATION POLICY:

7A: Return to Work Plan

OHS POLICIES AND PROCEDURES MANUAL

EMERGENCY MANAGEMENT

AN INTRODUCTION

Emergency Management requires that potential emergency situations in the workplace

should be identified, and processes put in place to manage them. Examples of
emergency situations include:

Fire

Bomb threat

Flood

Confined Space Emergency

Violence/ armed hold up

Major Chemical spill

Explosion

Emergency procedures should be developed to ensure the controlled management of

the emergency and evacuation of the workplace until the appropriate emergency
service/s arrives to take control.

EMERGENCY EVACUATION PROCEDURE

8A: Emergency Procedure- Team

8B: Emergency Procedure- Tool

OHS TRAINING

AN INTRODUCTION

OHS legislation requires an employer to provide an adequate level of training to all

employees and contractors. Once procedures have been developed, employees need
to know about them. Procedures can be used as the basis for OHS training for all
personnel.
All employees must be trained in the work they perform. New employees should
receive induction training to advise them of specific hazards and procedures in the
workplace.
For training to be effective, it needs to be planned, implemented and evaluated.

OHS TRAINING PROCEDURE:

9A: Training schedule Template

9B: Record of Attendance and Training Content Form

9C: Employee Training Record

9D: Essential Induction Training program

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OHS WORKPLACE
INSPECTIONS/WORKPLACE REVIEW
AN INTRODUCTION
Workplace inspections are physical inspections of the workplace conducted by
Managers, Supervisors, OHS committee members/OHS Representatives in
consultation with employees/and or employee representatives. Inspections can
facilitate consultation between the employer and employees and assist in the
identification of hazards.
Occupational Health and Safety Audits evaluate the implementation and effectiveness
of the business occupational health and safety management system. External
consultants or health and safety professionals within a business may conduct the audit.
Audits also assist in the identification of hazards in the workplace.

OHS WORKPLACE INSPECTIONS PROCEDURE:

10A: Monthly Workplace Inspection

Appendix 4A 4E

11

SAFE WORK PROCEDURES

AN INTRODUCTION
Following the Risk Management process where identified hazards associated with
various processes and plant, assessed risks, and identified and implemented control
measures, it is useful and important in the management of safety and demonstration of
due diligence, to write Safe Work Procedures. The control measures identified can be
written up as safe work procedures/or instructions that inform employees how to do the
job safely.
Safe Work Procedures can also be used during OHS and induction training. While
compliance with legislative requirements is a duty under the OHS law, the development
and implementation of safe work procedures has many additional benefits. These
include
Allowing the business to structure an OHS training program based on the safe
working procedures developed.
Controlling procedures provides a basis for a safe place and system of work.
Consistent task performance.
Reduction of down time and lost time due to accidents.
Improved productivity and profitability.
Increased skill and understanding levels for employees.
Assist in identifying suitable employment for injured workers.

SAFE WORK PROCEDURE:

11A: Safe Working Procedure Template

11B: Job Safety Analysis Form Template

Occupational Health and Safety Policies and Procedures

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HEALTH AND SAFETY PROMOTION

AN INTRODUCTION
Promoting health and safety is an important component to the effective management of
health and safety.
Health and safety strategies can be promoted through training programs; display of
posters and signs in the workplace and health promotional programs (For eg back care;
lifestyle training sessions).

HEALTH AND SAFETY PROMOTION PROCEDURE:

13

HOUSEKEEPING

AN INTRODUCTION
Housekeeping is the maintenance of clean tidy workplaces. Poor housekeeping can
lead to injuries as result of people tripping over objects, slipping on wet floors or
equipment falling off benches.

HOUSEKEEPING PROCEDURE:

10 A: Monthly Workplace Inspection

14

MANUAL HANDLING

AN INTRODUCTION
Manual Handling is any activity requiring the use of force, to push, pull, lift, lower, carry,
fold, restrain or otherwise move an object, person or animal.
Manual Handling, also known as materials handling, is responsible for approximately
70% of injuries in workplaces.
OHS Legislation requires a pro-active approach to manual handling activities in the
workplace, by identifying them, assessing them, and by eliminating or implementing
control measures to minimise the risk of manual handling injury. Other provisions
require training and consultation in manual handling.

MANUAL HANDLING PROCEDURE:

14A: Manual Handling Checklist

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NOTICES & SIGNS

AN INTRODUCTION
An effective way to communicate OHS information is by the use of notices and safety
signs. The Australian Standard, Safety Signs for Occupational Environment (AS 13191994) provides information about requirements for safety signs.

NOTICES AND SAFETY SIGNS PROCEDURE:

16

PERSONAL PROTECTIVE EQUIPMENT (PPE)

AN INTRODUCTION
Personal Protective Equipment (PPE) refers to equipment, which is used in the
workplace by a person, to protect them from a hazard. It is the least preferred method
for controlling hazards, however in some circumstances it is the only method available
to minimise the risk.
Examples of Personal Protective Equipment (PPE) include:

Safety Glasses

Safety footwear (steel cap boots, shoes, rubber boots, non-slip shoes)

Safety goggles, face shields

Ear plugs, ear muffs

Hard hats

Welding shields

Aprons

Overalls

Gloves

Gauntlets

Respiratory protection (dust masks, respirators, self contained breathing

apparatus etc)

PERSONAL PROTECTIVE EQUIPMENT & CLOTHING PROCEDURE:

OHS POLICIES AND PROCEDURES MANUAL

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ELECTRICAL SAFETY REQUIREMENTS

AN INTRODUCTION

OHS Legislation requires that an employer ensure that any risk of injury from electricity
is eliminated or controlled
A maintenance schedule is an essential part of this process to ensure electrical system
integrity. The responsibility lies with the business to ensure electrical system integrity is
checked by an authorised and adequately trained person.

ELECTRICAL SAFETY REQUIREMENTS PROCEDURE:

18

HAZARDOUS SUBSTANCES

AN INTRODUCTION
Chemicals are present in every workplace, from the cleaning chemicals being used, to
the industrial manufacturing processes, and welding fumes.
All chemicals pose a risk to the health and safety of persons in the workplace to some
extent and for this reason there are some basic requirements in the OHS legislation.
Hazardous substances have the potential to harm the health and safety of people at the
workplace. Control of Hazardous Substances include a Hazardous Substances
Register, training for people exposed to hazardous substances, material safety data
sheets, and risk assessments on the use of the substances.
Dangerous Goods are goods containing substances which have been classified as
dangerous, eg under the Australian Code for the Transport of Dangerous Goods by
Road and Rail (the ADG Code) or by the United Nations Committee of Experts on the
Transport of Dangerous Goods. Australia has adopted a system of classification and
labelling for dangerous goods based on the United Nations system used in other
countries. Dangerous Goods are classified into nine classes according to their
dangerous properties. The label (or diamond sign) shows the nature of the hazard by
the colour and the symbol, and the Class of goods by the numeral.

HAZARDOUS SUBSTANCES PROCEDURE:

18A: Hazardous Substances Register Form

18B: Chemical Safety Checklist

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SKIN PROTECTION

AN INTRODUCTION

Ultraviolet radiation is electromagnetic energy. The most common source of UV

Radiation is the sun, but there are other sources such as welding flashes and lasers.
The issue of sun protection for outdoor workers is becoming an increasingly important
OH&S issue as awareness of the potentially harmful effects of the sun continues to
grow.

SKIN PROTECTION PROCEDURE:

20

WORKING AT HEIGHTS

AN INTRODUCTION

Falls of people or objects from a height pose a serious risk to the health and safety of
individuals.
The OHS Legislation requires an employer to ensure that risks associated with falls
from heights are controlled.
WORKING FROM HEIGHTS PROCEDURE:

21

DRUGS AND ALCOHOL IN THE WORKPLACE

AN INTRODUCTION
Employers have a right and an obligation to ensure that the workplace is not subject to
increase risk of injury through the use of drugs and alcohol.
This responsibility on employers may extend to employers having a testing regime in
place.
Testing should be carried out in a fair and non-discriminatory manner.
A sound policy on drugs and alcohol in the workplace is good practice.

DRUGS AND ALCOHOL POLICY:

Occupational Health and Safety Policies and Procedures

AN INTRODUCTION
A non-smoking policy is widely becoming a legislative requirement for employers to
introduce.
Some problem areas are smoking outside the actual building and employees taking
smoking breaks. Employers should consider their attitude in these respects.

NON-SMOKING POLICY:

22

CONTRACTORS/SUBCONTRACTOR
MANAGEMENT

AN INTRODUCTION
Managing the safety of contractors working on site is a legal requirement under the
OHS legislation. This requires that the company ensure the health and safety of any
non employees on the premises, such as contractors. An employers legal obligations
are the same for contractors as they are to permanent employees.
Contractors/Subcontractors and casual personnel must be informed of the health and
safety implications related to the work to be performed.
Managing contractors includes:

Evaluation of contractors safety performance and procedures of work.

Verification that contractors and casuals possess appropriate qualifications

and licenses

System based induction of all contractors relating to the hazards of the

workplace, safety procedures and emergency procedures.

Inspection of equipment to be used in connection with the contract.

Contractors assigned to appropriate personnel to monitor their standard of

work while at the workplace. This system should be used to recognise the
need for further training.

Development of checklist to ensure that all the items above are covered

SUBCONTRACTOR PROCEDURE:

23A: Contractor Checklist

23B: Contractor Safety Plan

1C: OHS Responsibilities- Contractors

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BEHAVIOUR

AN INTRODUCTION
Employees behaviour is obviously critical to the effective implementation of an OHS
system.
The culture of a business should be one that rejects dangerous behaviour, harassment
and bullying as OHS is often the victim when such behaviour persists.
There are equal opportunity and anti-discrimination laws applying throughout Australia
and the reinforcement of these laws by sound policies and procedures is critical.

BEHAVIOUR PROCEDURE:

AN INTRODUCTION
Measurement of safety performance through reviewing incident statistics is important to
the development, monitoring and evaluation of occupational health and safety
strategies.

PERFORMANCE MEASUREMENT PROCEDURE:

24
O

PLANT SAFETY

AN INTRODUCTION

When we think about Plant used at work, we should look at the definition of plant. Plant
is defined in the National Standard for Plant 1994 as "any machinery, equipment
(including scaffolding) appliance, implement or tool. This definition of Plant is all
encompassing and applies to a diverse range of equipment from office equipment,
manufacturing and engineering machinery through to farming equipment. Forklifts,
scaffolding, electrical equipment, power tools, photocopiers and tractors are examples
that can be included under the Plant definition.
In the National Standard for Plant, there is a requirement to identify the hazards
associated with plant which may cause harm, (for example moving parts of machinery,
noisy machinery, electrical equipment).

PLANT SAFETY PROCEDURE:

26A: Plant Register