OHS POLICIES AND PROCEDURES MANUAL

1 OHS RESPONSIBILITIES
1.1 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 else’s 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.

1.2 OHS RESPONSIBILITIES:

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

2 OHS POLICY STATEMENT

2.1 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.

2.2 OHS POLICY:

OHS POLICIES AND PROCEDURES MANUAL

3 CONSULTATION AND COMMUNICATION

3.1 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.

3.2 CONSULTATION STATEMENT:

 3A: Safety Meeting Minutes

4 HAZARD IDENTIFICATION AND RISK

ASSESSMENT
4.1 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.

4.2 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

5 INCIDENT REPORTING AND INVESTIGATION

5.1 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.

5.2 INCIDENT REPORTING & INVESTIGATION PROCEDURE:

 5A: Incident Report Form
 6A: First Aid Register
OHS POLICIES AND PROCEDURES MANUAL

6 FIRST AID TREATMENT AND FACILITIES

6.1 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.

6.2 FIRST AID FACILITIES PROCEDURE:

 6A: First Aid Register
 6B: First Aid Implementation Action Plan

7 REHABILITATION (RETURN TO WORK/INJURY

MANAGEMENT)
7.1 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.

7.2 REHABILITATION POLICY:

 7A: Return to Work Plan
OHS POLICIES AND PROCEDURES MANUAL

8 EMERGENCY MANAGEMENT
8.1 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.

8.2 EMERGENCY EVACUATION PROCEDURE

 8A: Emergency Procedure- Team
 8B: Emergency Procedure- Tool

9 OHS TRAINING
9.1 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.

9.2 OHS TRAINING PROCEDURE:

 9A: Training schedule Template

 9B: Record of Attendance and Training Content Form
 9C: Employee Training Record
 9D: Essential Induction Training program
OHS POLICIES AND PROCEDURES MANUAL

10 OHS WORKPLACE
INSPECTIONS/WORKPLACE REVIEW
10.1 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.

10.2 OHS WORKPLACE INSPECTIONS PROCEDURE:

 10A: Monthly Workplace Inspection
 Appendix 4A – 4E

11 SAFE WORK PROCEDURES

11.1 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.

11.2 SAFE WORK PROCEDURE:

 11A: Safe Working Procedure Template
 11B: Job Safety Analysis Form Template
OHS POLICIES AND PROCEDURES MANUAL

12 HEALTH AND SAFETY PROMOTION

12.1 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).

12.2 HEALTH AND SAFETY PROMOTION PROCEDURE:

13 HOUSEKEEPING
13.1 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.

13.2 HOUSEKEEPING PROCEDURE:

 10 A: Monthly Workplace Inspection

14 MANUAL HANDLING
14.1 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.

14.2 MANUAL HANDLING PROCEDURE:

 14A: Manual Handling Checklist
OHS POLICIES AND PROCEDURES MANUAL

15 NOTICES & SIGNS

15.1 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 1319-
1994) provides information about requirements for safety signs.

15.2 NOTICES AND SAFETY SIGNS PROCEDURE:

16 PERSONAL PROTECTIVE EQUIPMENT (PPE)

16.1 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)

16.2 PERSONAL PROTECTIVE EQUIPMENT & CLOTHING PROCEDURE:

OHS POLICIES AND PROCEDURES MANUAL

17 ELECTRICAL SAFETY REQUIREMENTS

17.1 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.

17.2 ELECTRICAL SAFETY REQUIREMENTS PROCEDURE:

18 HAZARDOUS SUBSTANCES
18.1 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.

18.2 HAZARDOUS SUBSTANCES PROCEDURE:

 18A: Hazardous Substances Register Form

 18B: Chemical Safety Checklist
OHS POLICIES AND PROCEDURES MANUAL

19 SKIN PROTECTION
19.1 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.

19.2 SKIN PROTECTION PROCEDURE:

20 WORKING AT HEIGHTS
20.1 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.

20.2 WORKING FROM HEIGHTS PROCEDURE:

21 DRUGS AND ALCOHOL IN THE WORKPLACE

21.1 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.

21.2 DRUGS AND ALCOHOL POLICY:

Occupational Health and Safety Policies and Procedures
21.3 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.

21.4 NON-SMOKING POLICY:

22 CONTRACTORS/SUBCONTRACTOR
MANAGEMENT
22.1 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 employer’s 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

22.2 SUBCONTRACTOR PROCEDURE:

 23A: Contractor Checklist

 23B: Contractor Safety Plan
 1C: OHS Responsibilities- Contractors
OHS POLICIES AND PROCEDURES MANUAL

23 BEHAVIOUR
23.1 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.

23.2 BEHAVIOUR PROCEDURE:

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

23.4 PERFORMANCE MEASUREMENT PROCEDURE:

24 PLANT SAFETY
24.1 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).

24.2 PLANT SAFETY PROCEDURE:

 26A: Plant Register