Develop, Implement and Maintain WHS

Management Systems
Task: 1 Propose the Workplacemanagement system (Role play)
1. Review the simulated workplace information for Pitstop Pty Ltd (below).

Pitstop is a privately owned company that until recently operated one independent service
station in Melbourne’s north. The owner has been run the company past 5 years. In the past
eight months, Pitstop has raised sufficient finance to buy out the Independent Service
Station (ISS) chain of nine stores across Victoria, NSW and Queensland and rebrand them all
as Pitstop.

- Trade 24 hours
- Typically include a vehicle access forecourt with at least six pump stations, a retail shop,
a food bar, Store Manager’s office and stockroom.
- They sell fuel, oil, gas, supermarket goods, hot pies and cold drinks.
- 60 employees.
- Most of them has poor English literacy.
- All stores have computerized point-of-sale teminals that are linked to the company’s
enterprise resource panning and accounting systems.
- The flagship store has an attached office space that accommodates the directors and
senior management staff.
● Victoria:
○ Craigieburn
○ Bendigo
○ Shepparton
○ Wodonga
● NSW:
○ Ballina
○ Wagga Wagga
○ Wollongong
● Qld:
○ Coolangatta
 ○ Ipswich
○ Toowoomba.

2. Conduct an initial review of the simulated workplace, including core elements of the
system:
○ organisational requirements for WHS management
To ensure a workplace that is safe and without risks to the health of our
employees, customers, suppliers and visitors to the sites. You may need to
create or rewrite organisational policies as well as devise training schemes,
implement changes and develop reports.
○ responsibilities and accountabilities for WHS
Regular maintenance of industrial plant and safety
Putting process in place to reduce health risks in operations the use, handling, storage
or transport of plant or subsstances
Minimising hazards and maintaining safe conditions in the work environment
Providing adequate facilities for worker’s welfare
Providing proper information, training and supervision that teaches workers to perform
their work safely and without risk

○ WHS risk management and procedures

 Step 1 - Identify hazards. Find out what could cause harm. ...
 Step 2 - Assess risks.
 Step 3 - Control risks.
 Step 4 - Review control measures.

○ documentation and record-keeping requirements for monitoring and review and

demonstration of compliance
○ employee capability and need for training
 Pitstop has a workforce of approximately 60 employees and most of them has a poor
English. They need to get better communication skills.

3.Review the summaries of consultation meetings with organisational stakeholders to gain

input into proposed WHSMS (you will need to address the stakeholder concerns in your
WHSMS).

Jim want to you develop a WHSMS, as far as is practicable, to ensure a workplace that is
safe and without risks to the health of his employees, customers, suppliers and visitors
to the sites. The general manger need to create or rewrite organizational policies as well
as devise training schemes, implement changes and develop reports.
And Jim concerned about the future multi-store enterprise. He need a system that can
be effectively implemented and monitored without him having to there.

4. Conduct any research necessary to support your proposal for the design of a WHSMS,
for
example on:
○ Victorian WHS legal framework
○ NSW or Qld WHS Act, to support your proposal for the design of a WHSMS.
○ relevant standards for WHS management systems, risk management and record-
keeping.

Victorian WHS legal framework

The Occupational Health and Safety Act 2004 (OHS Act) is the main workplace health
and safety law in Victoria. It sets out key principles, duties and rights about OHS.

Who the OHS Act protects

The OHS Act seeks to protect the health, safety and welfare of employees and other
people at work. It also aims to ensure that the health and safety of the public is not put
at risk by work activities.
 Occupational Health and Safety Regulations 2017
The Occupational Health and Safety Regulations 2017 (OHS Regulations) build on the
OHS Act. They set out how to fulfil duties and obligations, and particular processes that
support the OHS Act.

NSW WHS Act

We administer, provide advice and monitor and enforce compliance with the Work
Health and Safety Act 2011 and the Work Health and Safety Regulation 2017.

If you are an employer or business (or other PCBU) you must comply with these laws to
ensure the health and safety of your workers.

The WHS legislation is supported by our prosecution guidelines, which supplements

the National compliance and enforcement policy.

This information is general about the law only, and is not a statement of the law as it is
applied to a particular problem or individual.

5. Develop a draft WHS policy for Pitstop Pty Ltd.

Integrate health and safety into business strategy and planning, so that risks to health and
safety are considered in business decisions, and establishing health and safety objectives and
targets is part of pitstop business planning process.

 Maintain systems to identify and manage risks to the health and safety of
employees, contractors and the communities in which pitstop operates, and prevent
health and safety incidents.
 Measure health and safety performance to monitor improvement and progress
towards pitstop goal of zero injuries and incidents.
 Document and report health and safety performance throughout the organisation
and publicly.
 Allocate resources to effectively manage pitstop health and safety risks.
 Comply with health and safety and other workplace legislation and with pitstop
health and safety management systems.
 Audit health and safety systems regularly to verify risk management control
effectiveness.
 Communicate health and safety priorities and ensure those who work with Caltex
are trained in and have effective tools to achieve safe, secure and incident free
operations.
  Consult with employees to provide opportunities to contribute to the making of
decisions affecting their health, safety and welfare.
 Be good stewards of our products by providing information and advice on safe and
responsible use of our products throughout the production and supply process.

6. Develop a (1–2 page) written outline of core elements of your proposed WHS
management

system and your response to issues raised by Amanda Kaisig and Pat Lee:

○ Store Manager of flagship store, Amanda Kaisig needs to be reassured that the new

system will deal systematically with all health and safety problems, that the board of

directors is fully committed and will provide the required resources.

○ Worker representative from former ISS stores, Pat Lee is willing to communicate the

importance and benefits of the new WHSMS to workers, but only if convinced of the

benefits to workers and that management has given its full commitment any new

WHSMS.

There are so many aspects to creating and maintaining a safe working environment that
sometimes it's easy to get lost in it all. To truly succeed in creating a safe place of work, the key
is to develop and implement an effective safety management system.
A safety management system combines all the different elements in your workplace that need
attention to ensure you provide a safe working environment for everyone who joins it.
Safety management systems make health and safety an integral part of your business's core
operations. By designing, developing and implementing an effective safety management
system, you will have methods for managing reporting, responsibilities, planning and resourcing
to create the safer workplace, and such elements could be taken into consideration by Amanda
and Pat in the administration of Pitstop Pty Ltd.
Safety management systems have six elements:
a safety plan;
policies, procedures and processes;
training and induction;
monitoring;
supervision; and
reporting.
Remember, it is not enough to simply adopt a satisfactory safety management system. You
must also actively implement that system in your workplace. To do this, you must ensure that:
workers comply with procedures and instructions;
workers are appropriately trained; and
workers are subject to ongoing supervision, and this should also be noted by Amanda and Pat in
the administration of Pitstop Pty Ltd ..
1. Safety plan
A safety plan is a strategic action plan that forms part of the business plan. It analyzes the
current and prospective risk for a company and charts how the risks will be eradicated and
controlled over a calendar period (the safety plan must have a budget).
This plan will ensure that there is a governance structure within your company that ensures
each employee clearly understands their safety obligations and is accountable to carry out
those obligations, this would be very helpful at Pitstop Pty Ltd.
2. Policies, procedures and processes
Policies, procedures and processes include all safety paper infrastructures within your
company. This paperwork will describe all safety behaviors, expectations, record-keeping,
incident reporting, and incident notification documentation.
3. Training and induction
Depending on the nature of your workplace (whether it is low-risk or high-risk), everyone who
enters your workplace should receive training on:

 the rules of your company;

 the rules of the site; and
 the rules of the location they are visiting.

The training content will depend on the level of risk the person is exposed to.
4. Monitoring
Your obligations to monitor your workplace depend on circumstances and need. Always
consider the level of risk. The higher the risk, the more frequent and detailed the monitoring
needs to be.
Other times when monitoring will be necessary include:

 to ensure that all risk has been covered by a new risk assessment that has been
carried out due to change in process, e.g. the installation of new workstations; and
  when an investigation takes place following an incident, which would be very valid
for the good performance of Pitstop Pty Ltd.

5. Supervision
The only way to ensure your workers are carrying out their safety obligations is to have
adequate supervision.
The level of supervision required in your workplace will increase if the level of safety control is
low, i.e. the less effective the control measure used, the higher the level of supervision
necessary.
6. Reporting
The governance structure of your company needs reporting at all levels, not just at the board
level.
The. Store Manager of flagship store, Amanda Kaisig needs to be reassured that the new system
will deal systematically with all health and safety problems, that the board of directors is fully
committed and will provide the required resources.
Worker representative from former ISS stores, Pat Lee is willing to communicate the
importance and benefits of the new WHSMS to workers, but only if convinced of the benefits to
workers and that management has given its full commitment to any new WHSMS.

7. Arrange a time with your assessor to complete management role-play in which you propose
design of your WHS management system and WHS policy to the board of directors and CEO
during a meeting.
8. In a 10–15 minute role-play presentation and consultation session, propose the design of an
appropriate WHS management system and WHS draft policy to the board of directors and CEO.
Ensure you lead the meeting and discuss:
○ core elements of system and proposed changes or additions
○ relevant standards
○ relevant legislative requirements for WHS management, including those related to record-
keeping
○ WHS policy requirements
○ how policy will be communicated to employees
○ how design of WHS management system and WHS policy meet internal and external
requirements
○ possible certification option and process of certification.
Note that, during the presentation and consultation session, you will need to:
○ answer questions
○ ask for feedback and input into the system
○ work to build support and ask for management commitment to policy and WHSMS.

***Script

General Manager(ME)- Hi. Jim and Alan. I appreciate that you giving me opportunity that I can
be part of your team.

Jim- Hi. Did you have a look our current policy and procedure?

General Manager- Yes. It was good enough to understand about this company. I tried to
looking for some stuff which can help this situation.

Alan- Okay. And what do you think? Have you find any better way than now?

General Manager- I think we can keep some of the procedure and policy but need to fix
something as well for making suitable for our company.

Jim- What you want to change?

General Manager- First of all, We all know our business getting bigger and getting more multi
enterprise. It means that we need to make more strict rule on it. For example, Formal written
policy and procedure. We should make all the things relate with WHSMS procedure to formal
document and make sure all the employees make sense with that.

Alan- That’s such a good point. And?

General Manager- And also we need to training properly. Because most of our employees not
good at English so if we can, it would be great we provide interpreting system.

Jim- I agree with that. Any other thing do you want to speak?
 General Manager- I want to pick the point when the suppliers deliver their product to our
company. We need to interaction with them about safe.

Alan- Okay. Can you make kind of formal document with this?

General Manger- Don’t worry. I will let you know when I get ready. And we will do discuss with
this.

Alan,Jim- Thanks.

9. Incorporate necessary changes into your WHS policy draft and design of WHSMS based on

consultation.

10. Submit all documents to your assessor as per the specifications below. Ensure you keep a
copyof all work submitted for your records.