General Trades & Office WHS Manual – Chapters 01-03

Joshua Easton

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The policies contained in this manual apply to all workers, while they are present in any building, facility or grounds owned, occupied or managed by<insert company name>  (“the Company”)  irrespective of their employment relationship with<insert company name>  (“the Company”) , inclusive of workers, contractors and workers of contractors.

**These policies and procedures have been designed to work in conjunction with the General Trades & Office WHS Checklists, Forms & Documentation, General Trades & Office Emergency Response Plan and WHS General Trades & Office- Safe Work Methods (SWMs).

The content of this Work Health and Safety Management System (WHSMS) has been aligned with key elements from:

  • AS/NZS 4801
  • WHSAS 18001
  • Work Health & Safety Act (Australian Capital Territory) 2011
  • Work Health & Safety Regulations (Australian Capital Territory) 2011
  • Work Health & Safety Act (NSW) 2011
  • Work Health & Safety Regulations (NSW) 2011
  • Work Health & Safety (National Uniform Legislation) ACT 2011
  • Work Health & Safety (National Uniform Legislation) Regulations 2011
  • Work Health & Safety Act (QLD) 2011
  • Work Health & Safety Regulations (QLD) 2011
  • Work Health & Safety Act (South Australia) 2012
  • Work Health & Safety Regulations (South Australia) 2012
  • Work Health & Safety Act (Tasmania) 2012
  • Work Health & Safety Regulations (Tasmania) 2012
  • Relevant approved Codes of Practice

 

Purpose, Scope and Review

Purpose: 

The purpose of the WHS Manual is to outline <insert company name> (“the Company”) procedures for Work Health and Safety (WHS) in accordance with the requirements of the Work Health and Safety Act 2011 and Work Health and Safety Regulations 2011 and Relevant approved Codes of Practice.

The Manual describes procedures covering processes for:

  • Risk Management
  • Worker Induction & Training
  • Consultation, Cooperation and Coordination
  • Contractor Management
  • Incident Management and Reporting
  • Emergency Management
  • Record Keeping, Auditing & Review

Scope:

The Manual details important information for workers to enable them to follow procedures to ensure health, welfare and safety as far as is reasonably practicable. The Manual includes roles and responsibilities of key personnel (including managers/supervisors and Health and Safety Representatives), step-by-step guidelines and instructions and provisions for the regular review of procedures.

The procedures contained in this Manual apply to all workers, while they are present in any building, facility or grounds owned, occupied or managed by (“the Company”)  irrespective of their employment relationship with (“the Company”) , inclusive of workers, contractors and workers of contractors. Visitors to (“the Company”) sites are requested to cooperate and follow reasonable directions in respect of these procedures as given to them by (“the Company”) workers.

Review:

All procedures will be reviewed if:

  • It is identified that there are changes in the workplace that affect the procedure
  • It is identified that the procedure is not effective
  • There are legislative changes that affect the procedure
  • There is a serious incident or dangerous occurrence.

All procedures will be reviewed at least annually.

1       Consultation, Cooperation and Coordination

         Consultation, Cooperation and Coordination Policy

WHS legislation requires a Person who Conducts a Business or Undertaking (PCBU) to consult with their workers and other relevant persons on matters that will or are likely to directly affect their health and safety. (“the Company”) recognises the benefits that regular and effective consultation including, communication, cooperation and coordination can produce and is committed to fulfilling this duty.

Objective

Ensure formal consultation, Cooperation and Coordination methods are established so workers and other duty holders, such as contractors (and workers of contractors) are aware of health and safety matters relevant to them.

Policy

(“the Company”) will establish the following AGREED consultative arrangements in line with State legislative requirements:

  • Health and Safety Committees and regular meetings
  • Work Groups
  • Elected Health and Safety Representatives
  • Regular toolbox/safety meetings with WHS as a standing agenda item.

Further to this, consultation will take place in the following ways:

  • Formal Inductions
  • Training
  • Information on hazards and the existing WHS Management System
  • Emergency Response
  • WHS meeting minutes displayed
  • Incident investigation and corrective actions
  • Results of WHS evaluations including audits, non-conformances
  • Review of WHS objectives
  • Safe Work Procedures, Safe Work Method Statements
  • Risk Assessments, Risk controls and feedback regarding long-term controls
  • Material Safety Data Sheets (MSDS), product safety sheets, operating manuals etc.
  • Reporting and keeping records in line with legislative requirements.

(“the Company”) will make every effort to ensure that the above information will be modified for languages other than English and persons with learning disabilities as relevant.

Consultation will be timely and allow for relevant persons to contribute their views and feedback. Feedback will be considered during hazard identification, risk assessment and implementation of risk controls.

         Consultation, Cooperation and Coordination Procedure

Responsibilities:

All workers, and others, are responsible for actively participating in consultation and for following reasonable directions in respect of WHS consultation procedures whilst working at (“the Company”).

Managers / Supervisors are responsible for:

  • Informing workers & others about the requirement to actively participate in, and follow, the Consultation, Cooperation and Coordination Procedure and associated mechanisms whilst working at (“the Company”)
  • Ensuring that all people are adequately trained in how to consult in the workplace
  • Conducting, and enabling, regular consultation with all workers and work groups
  • Maintaining records required by legislation relating to consultation.

The HSR / WHS Manager / Coordinator is responsible for:

  • Maintaining and reviewing the Consultation, Cooperation and Coordination Procedure as required
  • Ensuring all workers have access to adequate consultation mechanisms and that they actively participate in consultation in the workplace
  • Informing and consulting with (“the Company”) owner/CEO regarding consultation as necessary
  • Maintaining formal, approved consultation mechanisms and records required by legislation.

At (“the Company”) the PCBU is responsible for ensuring that:

  • There is an effective Consultation, Cooperation and Coordination Procedure and associated mechanisms in place that meet legislative requirements
  • All workers are trained and familiar with, have access to and participate in the Consultation, Cooperation and Coordination Procedure and associated mechanisms while working at (“the Company”)
  • Those other persons, who are impacted by WHS at (“the Company”), such as other PCBU’s, self-employed persons and visitors, are included in consultation as required
  • Review of the Consultation, Cooperation and Coordination Procedure is conducted as required.

Procedure:

(“the Company”) has established the following AGREED consultative arrangements in line with State legislative requirements:

  • Health and Safety Committee and regular meetings
  • Work Groups
  • Elected Health and Safety Representatives (HSR’s)
  • Regular toolbox/safety meetings with WHS as a standing agenda item. (“the Company”) records the Minutes on the Toolbox Meeting Minutes Form.

Consultation mechanisms at (“the Company”) include the following:

  • Formal Induction Training following the Site Induction Procedure
  • Training as outlined in the Training and Competency Procedure
  • Information on hazards and the existing WHS Management System
  • Emergency Response as outlined in the Emergency Plan
  • WHS meeting minutes displayed
  • Incident investigation and corrective actions as detailed in the Incident Reporting procedure
  • Results of WHS evaluations including audits, non-conformances
  • Review of WHS objectives
  • Safe Work Procedures, Safe Work Method Statements
  • Risk Assessments, risk controls and feedback regarding long-term controls
  • Safety Data Sheets, product safety sheets, operating manuals etc.
  • Reporting and keeping records in line with legislative requirements.

In the first instance, workers who identify WHS issues in the workplace, or who wish to communicate with (“the Company”) in regard to WHS, should contact their supervisor or manager.

If it is not possible, or the worker feels uncomfortable to raise a particular WHS issue with their supervisor or manager, they should contact their work group’s Health & Safety Representative (HSR) for assistance and/or consultation.

Workers who are HSR’s are deemed to represent workers in particular work groups and as such, will undertake regular meaningful consultation with the workers in their work group. They will also respond to WHS issues raised with them by a worker or group of workers, in accordance with their duties as a HSR.

HSR’s are then empowered to raise WHS issues formally at meetings with the supervisor or manager and may in certain circumstances contact the relevant State Authority for assistance and/or information.

The WHS Manager will coordinate, manage, resolve, and document any formally raised WHS issues, in consultation with the relevant workers and HSR’s involved with the issue. They will then report to (“the Company”) owner/CEO to ensure they are fully consulted with regarding the nature and outcome of the WHS issue.

(“the Company”) owner/CEO will be actively included and engaged with the consultation procedure in regard to WHS issues identified and raised at (“the Company”) by the WHS Manager or HSR.

         Remote or Isolated Work Policy

(“the Company”) has an obligation to manage risks to health and safety for their workers, including remote or isolated workers. Remote or isolated workers include those workers who may not have the adequate assistance from rescue or emergency service workers or medical treatments whilst performing duties for (“the Company”).

Aim

(“the Company”) is committed to the development of a system to ensure an effective risk management for workers who may be at increased risk with working remotely or in isolation.

Policy

(“the Company”) will develop a system to:

  • Identify persons/tasks working remotely or in isolation.
  • Assess the risk to persons working remotely or in isolation. Consideration will be given to the following:
    • Duration of task
    • Time
    • Existing communication systems
    • Location
    • Proximity to medical treatment facilities and emergency responders
    • Nature of work
    • Skills and Experience of workers
  • Suitable controls will be selected for remote/isolated workers:
    • Reducing time spent working remotely/in isolation wherever possible
    • Develop list of tasks that are considered too risky for working in isolation
    • Provision of effective and functional communication equipment
    • Provision of distress alarms/beacons or other equipment as necessary
    • Mobile phones
    • GPS locators
    • Reporting /checking-in procedures
    • Other equipment specific to the tasks as required.
  • All controls will be reviewed whenever:
    • Control is no longer effective
    • Before any change likely to introduce new or different hazards that current controls will not adequately address
    • A new hazard or risk is identified
    • Results of consultation indicate a review is needed
    • Requested by workers or Health and Safety Representative.

2  Emergency Management

Emergency Management Policy

Aim

(“the Company”) has an obligation to provide and maintain a safe environment for all people at the workplace, whether they are workers or not. (“the Company”) is committed to the development of an Emergency Management Plan (EMP) to ensure an effective response to an emergency.

Policy

(“the Company”) will determine likely emergency situations and develop and implement an EMP for action in the event of an incident or situation that could pose a threat to life, health, or property. Including:

  • Fire and/or explosion
  • Dangerous chemical release
  • Medical Emergency
  • Bomb Threats
  • Violence or Robbery
  • Other relevant matters based on the nature of the work, hazards, size and location and number and composition of persons at the workplace.

The EMP will ensure the health, welfare, and safety of persons by including the following:

  • Written instructions to ensure emergency service organisations are contacted at the earliest opportunity
  • Written instructions for specific emergencies
  • Site Plan displayed and accessible to all persons on site
  • Evacuation procedures and assembly points clearly marked
  • Alert /Warning Alarms/Systems
  • Emergency Exits well-lit and clear of obstructions
  • Fire Protection that is accessible and in working order
  • MMSDS for all chemicals accessible and current
  • Trained First Aid personnel and First Aid equipment
  • Roles/Responsibilities, such Area Wardens
  • Specialised training
  • Specific procedures for mobility impaired persons
  • Contact details for Emergency Services
  • Reliable and functional communication equipment
  • Instructions for notifying relevant Authorities
  • Involvement with Emergency Response Organisations and neighbours as relevant.

The EMP will be reviewed and tested at least … (insert timeframe as suitable for the risks at your workplace)… to ensure its effectiveness.

Insert a building plan specific to your business

Insert a photograph of your evacuation assembly point.

Emergency Management Procedure

Responsibilities:

All workers employed or engaged by (“the Company”)  are responsible to ensure that they are familiar with the content of the Emergency Management Plan (EMP); that they are competent in carrying out the emergency response procedures contained within the EMP; and that they participate in consultation and emergency response drills when required to maintain emergency preparedness at all times.

Procedure:

The Emergency Management plan includes details of the following that will be enacted during emergency & evacuation events:

  • Facility (site and buildings) description and Site Plan
  • Evacuation Plan
  • Emergency contact numbers
  • List of persons responsible for Emergency Response
  • Evacuation communication procedures
  • General emergency response procedure
  • Emergency fire evacuation procedure
  • Firefighting use, equipment, and procedures
  • First Aid access/equipment details and First Aid staff register
  • Medical emergency procedure
  • Hazardous chemicals/materials emergency procedure
  • Bomb threat procedure
  • Emergency response drill records.

First Aid Policy

First aid is the provision of initial care for an illness or injury and generally consists of a series of simple and in some cases, potentially life-saving techniques that can be done with minimal equipment. (“the Company”) has a moral and legal obligation to provide first aid services to workers, visitors, and others.

Aim

To minimise the negative effects of an incident/injury by providing first aid resources and trained First Aid Officers (FAO’s).

Policy

(“the Company”) will use the guidelines as outlined in the WorkSafe Code of Practice for First Aid to ensure the provision of a prompt, coordinated First Aid response in the following ways:

  • Meet and/or exceed legislative requirements
  • Identify and assess the potential for an injury/incident occurring by:
    • Observing tasks/work performed/work environment
    • Consulting with workers/Health and Safety Representatives/Officers
    • Reviewing near misses and past injury reports
    • Reviewing MSDS for hazardous chemicals
    • Other means as necessary
  • Determine suitable resources based on the nature of the work, hazards, size and location and number and composition of persons at the workplace
  • Specify minimum requirements based on risk. For example:
    • Type, contents, and number of kits
    • Number and location of FAO’s (including remote locations)
    • Provision of First Aid rooms and specialist kits
  • Advertise location of First Aid Kits, Rooms
  • Advertise location and contact details for FAO’s
  • Regularly audit contents of kits and contact details
  • Document all treatment, injuries, and illness
  • Appointing, training, and replacing FAO’s as required
  • Ensure FAO’s:
    • Receive adequate training from Registered Training Organisation
    • Able to perform First Aid duties
    • Willing to provide First Aid treatment as required.

3       Hazardous Chemicals

         Hazardous Chemicals Policy 

Aim

(“the Company”) is committed to providing a safe environment for workers (including contractors and workers of contractors) visitors, members of the public and the environment in relation to hazardous chemicals. Chemicals (such as acids, hydrocarbons, heavy metals) and dusts (such as asbestos and silica) can cause respiratory illnesses, cancers or dermatitis. 

Objective

(“the Company”) will ensure that hazards associated with the use, handling, generating, storage, and disposal of hazardous chemicals are identified, assessed, and controlled as far as reasonable.

Policy

(“the Company”) will ensure a systematic approach to managing health, welfare and safety risks associated with hazardous chemicals. Consideration will be given to the properties of the chemicals, physical reactions and health effects, nature of work and other plant or structures that may cause adverse reactions with the hazardous chemicals.

(“the Company”) will implement a system to manage all hazardous chemicals to include:

  • Register of hazardous chemicals
  • Legislative requirements for quantities:
    • Manifest
    • Placarding
  • Consultative approach to risk assessments
  • Suitable storage facilities
  • Substitution with less hazardous chemicals where possible
  • Access to Information:
    • Correct Labelling
    • MSDS (accessible and current – within 5-year issue date)
    • Safe Work Instructions
    • Results of risk assessments
    • Training and Supervision
  • Responsible persons
  • Health monitoring
  • Suitable Personal Protective Equipment
  • Regular audits of system.

(“the Company”) will ensure risk controls are reviewed if there are changes to MSDS, health monitoring results indicate exposure, atmospheric monitoring reveals concentrations have exceeded the exposure standard for the chemicals