Professional Documents
Culture Documents
WHSMS Manual
Department of Justice
WHSMS Manual WHS 9-002
Table of contents
1. Purpose 3
2. Scope 3
3. Definitions/Abbreviations 4
4. References 6
5. Responsibilities 8
7. Planning 11
1. Purpose
Through leadership and individual commitment, the Department of Justice is committed to ensuring
that no person will suffer a preventable injury and/or illness. The protection of our people is
paramount. At times, we require personnel to operate in environments of high risk due to the nature
of Justice’s operations. However, at all times we will manage the risk to ensure that when risks are
undertaken they are understood, accounted for, and integrated into our plans and the way we
operate.
This WHSMS Manual defines the Work Health and Safety Management System (WHSMS) at the
Department of Justice (DoJ). It outlines the core elements required by the WHSMS and their
interaction, in compliance with AS/NZS 4801:2001 Occupational Health & Safety Management Systems
– requirements and AS/NZS 4804:2001 Occupational Health & Safety Management Systems –
specifications with guidance for use.
This Manual details the responsibilities and accountabilities together with the documents of the
system in the form of policies, procedures, forms, templates, guidelines, plans and processes that
form the Department’s WHSMS to provide a consistent approach to work health and safety within
the Department.
2. Scope
This document applies to all Department of Justice activities across the controlled entities it manages
and supports.
3. Definitions/Abbreviations
3.1 Definitions
Term Definition
Controlled Entity Department controlled entities (Outputs) include entities where DoJ can
control decision making, directly or indirectly, in relation to financial and
operating polices so as to enable the entity to operate with it in pursuing
the objectives of the Department.
Entities include:
Governance Defining each person’s role, responsibility and accountability within the
business for health and safety
Induction The process of introducing new workers to the company; their work, their
supervisors and their fellow workers.
Notifiable Incident Notifiable incidents are described in the WHS Act 2012 to mean, the death
of a person or a serious injury or illness of a person or a dangerous
incident.
Risk Register A central register of all risks or several risk registers identified by the
organisation and for each risk includes a risk ranking based on likelihood
and consequence, impact and control strategies.
Safety Management A set of policies and procedures designed to address health and safety
System issues in a systematic and integrated way.
Term Definition
Safety Plan A strategic action plan that forms part of the business plan, usually over a
year. It should have a budget.
Worker Is a person who carries out work in any capacity for a PCBU in its
workplace.
Workplace Is a place where work is carried out, including any place where a worker
goes or is likely to be while at work.
Workplace Training Training in internal policies, procedures and practices that apply within the
workplace.
Can include accredited external training requirements, for example
emergency response.
3.2 Abbreviations
4. References
AS/NZS 4801:2001 Australian and New Zealand Standard Occupational health and safety management
systems – Specifications with guidance for use
AS/NZS 4804:2001 Australian and New Zealand Standard Occupational health and safety management
systems – General guidelines on principles, systems and supporting techniques
This is the principal legislation that drives WHS. This Act provides the framework to protect the
health, safety, and welfare of all personnel and others who might be affected by Agency
operations. The WHS Act aims to:
Protect the health and safety of workers and other people by eliminating or minimising
risks arising from work or workplaces.
Ensure fair and effective representation, consultation and cooperation to address and
resolve health and safety issues in the workplace.
Encourage unions and employer organisations to take a constructive role in improving
work health and safety practices.
Assisting Outputs and workers to achieve a healthier and safer working environment.
Promote information, education, and training on work health and safety.
Provide effective compliance and enforcement measures, and
Delivering continuous improvement and progressively higher standards of workplace
health and safety.
The WHS Regulations identify specific requirements that must be implemented to address
certain categories of risk and sets out in general terms the methodology that must be used to
manage other risks specifically.
The WHS Regulations are made up of two parts. The first part is what will impact the workplace
generally, that is, those that regulate health and safety matters which are common to almost all
workplaces. The second part addresses specific high risk health and safety issues which arise as a
consequence of the type of work being performed or the type of hazards encountered within the
workplace.
A Code of Practice is a practical guide to achieving the standard of safety required by WHS
legislation. Codes of Practice are admissible in court proceedings and should be followed unless
there is an alternative course of action, which achieves the same or better standard of health and
safety in the workplace.
The model codes of practice issued by Safe Work Australia have been determined as appropriate
codes of practice by Worksafe Tasmania.
Australian and New Zealand Standards are developed by Standards Australia to assist in
managing specific risks. Some are called up in WHS legislation, but most are provided as
guidance.
5. Responsibilities
Secretary
Deputy Secretary, Corrections
Deputy Secretary, Administration of Justice.
Officers must ensure that the PCBU complies with its duty to ensure safe management systems used
by the PCBU enable all persons in the workplace to be safe from work-related harm, and act
effectively to prevent work-related harm.
This means:
Ensure that, so far as reasonably practicable, the health and safety of workers while at work
Ensure that so far as reasonably practicable that the health and safety of other persons is not
put at risk
Provide and maintain a work environment without risk to health and safety
Provide and maintain safe plant and structures
Ensure the safe use, handling and storage of plant, structures or substances
This Policy is approved by Secretary of the DoJ. The policy was developed after consultation with
staff and unions. The Agency communicates its commitment to safety via this Policy to personnel,
contractors and others. This is achieved primarily through induction processes, meetings,
noticeboards, work health and safety plans, and through the Department’s Intranet site.
7. Planning
A list of typical hazards likely to require risk controls across the Agency has also been developed –
WHS List of Typical Hazards.
Further a list of fifteen Common Hazards Across the Agency to which workers within the
Department are exposed to.
An approved risk assessment tool must be available for use across the Department. The details are
described in the Risk Assessment Form.
A Hazard / Risk Register Template can be found at Hazard / Risk Register Template.
The register allows for the Officers of the Agency to gain a clear understanding of the risk profile of
the Department.
Preventative and corrective actions identified as a result of review of the risk registers, where risks
are not rated as low as reasonably practical (ALARP), must be tracked to completion.
The DoJ subscribes, where appropriate, to relevant online software packages that allow for regular
updates on changes to WHS legislation. The use of tools such as Safety Law is described in the
procedure.
Address poor performing areas of work and / or activities involving high risk to health and
safety within the Agency with the aim to improve performance and or reduce risk
Achieve compliance with AS/NZS 4801:2001 by end of 2016
Achieve compliance with the WHS Act by end of 2016.
The WH&S Plan should also include elements for a health and wellbeing program as a proactive
approach to improving health and safety across the Agency.
An Annual WH&S Plan is approved by the Secretary and progress needs to be reported six-monthly
to SSMO and more frequently to the Agency Executive. The Annual WH&S Plan is to be used by
Outputs as part of their annual planning process to ensure they assist in delivering the outcomes of
the plan. Hazard and incident data will be used to assist in developing the objectives. Regular
reporting on progress against the plan is required e.g. quarterly.
A Strategic Plan or WHSMS Roadmap has been prepared to outline the activities over the 3 years
(2014-2016) of the development of an effective WHSMS for the Agency and to achieve the
Department’s compliance objectives for WHS. Actions must be measurable.
8.1 Resources
The Department of Justice must identify and allocate financial and physical resources to enable the
effective implementation of the WHSMS. These resources must be provided for in budget allocation
to WH&S and in the WHS budget of each Output.
The Agency Executive are the Officers of the Agency and are ultimately accountable for health and
safety matters within the Department and its controlled entities. However the Agency Executive may
choose to delegate responsibility for specific matters where appropriate. For example the Deputy
Secretary Corrections may delegate responsibilities under the Corrections Act 1997 to the Director of
the Tasmanian Prison Service.
Where possible the DoJ will provide supporting systems such as a training database to allow for
efficient and timely gathering and reporting of training and competence of its workers.
8.4.1 Consultation
The primary method for consultation must be through direct communication with Health & Safety
Representatives (HSR’s), staff and WHS Managers / Officers / Advisors. Unions need to be part of
the consultation process as well.
The requirements for WHS consultation are detailed in the Consultation, Communication
Procedure.
If health and safety issues are proving difficult to resolve, then the process outlined in the Issue
Resolution Flowchart should be used.
Consultation can be undertaken in a number of forums from the Work Health & Safety Executive
Committee (refer to the WHSEC Terms of Reference), through the Output WHS Committees
(refer to the respective WHS Committee Terms of Reference), to direct involvement of elected and
nominated Health & Safety Representatives and workers.
Outputs are encouraged to nominate &/or elect Health and Safety Representatives (HSR’s) and
implement consultative WHS Committees.
DoJ Intranet website; Work health and safety and Health and wellbeing sites
Targeted or global emails to employees
WHS induction and orientation processes
Contacting WHS by phone or email
Output Toolbox Meetings and other suitable forums
DoJ publications, such as JustNews
Safety manuals/Safe Operating Procedures/Safe Work Instructions
Safety signage.
8.4.4 Reporting
The Department must measure and report on its WHS performance on a regular basis via:
Minutes of Meetings should be retained and made available by suitable means to any employee
wishing to see them.
8.5 Documentation
Control of hazards/risks for operational and maintenance tasks are documented in the supporting
WHS documents, such as the;
Requirements for emergency planning and response must be documented for each Output.
Resources must be provided to respond to actual emergency situations and prevent or mitigate
associated adverse OHS consequences.
The Emergency Control Organisation in each building must conduct evacuation exercises at least
annually.
Other procedures will be more applicable to specific Outputs of the Agency, for example:
These procedures will be added to the WHSMS Manual as they are developed and published on the
Intranet site.
The obligation to monitor and the level required will depend on the level of risk. The higher the risk,
the more frequent and detailed the monitoring needs to be within an Output.
Measurements include the suite of key performance indicators developed to ensure the safety
performance of the Department and its respective Outputs is measured and reported.
A scheduled Audit program will be developed as detailed in the Internal Audit Procedure.
The ultimate aim of the Department is to have an auditable WHSMS against AS/NZS 4801:2001.
The requirements for reporting incidents (near misses, accidents and illnesses), undertaking incident
investigations and following up on corrective and preventative actions are detailed in the Incident
Reporting and Investigation Procedure.
The DoJ will ensure the reporting of notifiable incidents as defined in Section 3 of the WHS Act 2012.
Hazards and incidents reported are managed in the LANDesk Incident Management System, including
managing corrective and preventative actions.
9.5 Audits
The requirements for auditing, reporting methods and responsibilities are detailed in Internal Audit
Procedure.
10.1 Responsibility
Outputs or controlled entities must meet the requirements of monitoring and measurement
procedures.
The relevant WHS professional must provide all relevant WHS performance indicators to the
WHSEC, and where relevant the Output Managers. The management review process is described in
the Management Review Procedure.
The relevant WHS professional must provide all relevant WHS performance indicators to the
Internal Audit & Risk Management Committee when requested.
The WHSEC needs to be kept informed through appropriate reporting and management review
processes to ensure they:
It will undergo a review for adequacy by the WHSEC on an annual basis, as part of the annual
planning process.