Introduction. The Northern Rural Fire Authority (Northern Rural Fire Authority) embraces the following five fundamental beliefs:

Transcription

1 Introduction The Northern Rural Fire Authority (Northern Rural Fire Authority) embraces the following five fundamental beliefs: 1. The health and safety of our people is valued above all else. 2. All occupational injuries and illnesses can be prevented. 3. Excellence in safety and risk mitigation will be achieved through quality management. Everything we do from training through to reporting will be managed for quality. The Northern Rural Fire Authority will make every attempt to conduct its business with excellence. Safe, healthy employees have a positive impact on all operations and customers, and enhance credibility in the community. 4. Safety must be an integral part of everything we do. 5 Good safety is mainly the result of attitudes and beliefs of our people. Most injuries and safety incidents occur because of inattention, inexperience or lack of training. People take risks and allow others to take risks because they believe they will not get hurt. The Northern Rural Fire Authority will train its staff well, provide adequate opportunities to gain experience safely and encourage all staff to focus on the management of risk no matter how small it seems. Health & Safety Policies Manual

2 The Northern Rural Fire Authority administers the Northern Rural Fire District. The Northern Rural Fire Authority is governed by a Committee called the Northern Rural Fire Committee. Representation on this committee is made up of: Department of Conservation New Zealand Forest Owners Association Far North District Council Iwi Representation Independent Director The New Zealand Fire Service The Northern Rural Fire District was formed on the 1 July 2011 through the amalgamation of three separate fire authorities. These were the Aupouri / Karikari Rural Fire District, the Department of Conservation and the Far North District Council. The new Fire Authority covers an area of ha and operates within the territorial boundary of the Far North District. The Northern Rural Fire District has one full time employee which performs the function of Principal Rural Fire Officer. All other functions including fire suppression are performed by utilising employees of stakeholder organisations or contractors or volunteers. Each contractor organisations that are used by the Northern Rural Fire Authority have Health and Safety policies and plans which incorporate fire management. Contractors must use their own H&S procedures to manage risks that they may be exposing Northern Rural Fire Authority employees to when operating in Northern Rural Fire Authority controlled areas. However When stakeholder employees and contractors are working under the direct control of the Northern Rural Fire Authority they will operate under this H&S plan. This includes any loaned employees. Each stakeholder organisation or contractor organisation will be made aware of this system and be provided a copy on the 1 st of October each year. Pukenui Rangiputa Kaitaia Karikari Hihi Broadwood Wekaweka Taupo Bay Kaikohe Rural Fire Stations Cavalli Purerua Rawhiti Towai Northern Rural Fire Authority

3 The Structure of the Northern Rural Fire District Northern Rural Fire Authority Community member 1: Iwi Far North District Council Department of Conservation NZ Forest Owners Association NZ Fire Service Independent member Principal Rural Fire Officer Deputy Principal Rural Fire Officer Operations Deputy Principal Rural Fire Officer Community Engagement Depot Manager Volunteer Rural Fire Forces Broadwood Karikari Cavalli Rangiputa Hihi Rawhiti Houhora / Pukenui Taupo Bay Kaikohe Towai Kaitaia Wekaweka Health & Safety Policies Manual

4 1. Occupational Health and Safety Policy Objective: Northern Rural Fire Authority is able to demonstrate an active, consultative commitment to all areas of Health and Safety management in the workplace. 1.1 Health and Safety Policy Northern Rural Fire Authority have developed and implemented a structured health and safety management system to meet its obligations and legislative requirements. This will also assist to achieve a consistently high standard of safety performance. Regular review of H&S at senior level reinforces its importance to Northern Rural Fire Authority objectives and legal obligations. 1.2 Authorised by the Directors The Northern Rural Fire Authority will formally sign and date the current written policy and display it in the designated areas. The Principal Rural Fire Officer (PRFO) will formally approve the policy and procedures. The PRFO reviews the documented health and safety policy every second year. 1.3 Policy Incorporates Management Commitment to Comply with Relevant Legislation Northern Rural Fire Authority health and safety policy will ensure compliance with legislative requirements and current industrial standards such as but not limited to: The Health and Safety in Employment Act 1992 Accident Compensation Act 2001 Relevant Codes of Practice AS/NZS 4804 ~ Occupational Health and Safety Management Systems General guidelines on principles, systems and supporting techniques. 1.4 Policy Includes Management Responsibilities Northern Rural Fire Authority has delegated general and specific health and safety responsibilities applicable to the various management levels of the organisation. The responsibilities are assigned to the levels of management as shown below and are based on the referenced legislative standards. Further individual responsibilities are contained in particular procedures and position descriptions. Every level participates in the establishment and maintenance of the H&S controls as well as assisting in H&S plaing. The Northern Rural Fire Authority H&S policy is to inform employees and other interested parties that H&S is an integral part of its operations. Staff are encouraged to be actively involved in the review and continual improvement of H&S performance reinforces this. General Responsibilities: Northern Rural Fire Authority shall Formally approve the Occupational Health and Safety Policy; Assign custody to ensure procedure is maintained and updated; Review overall organisational health and safety performance; Ensure organisational compliance with health and safety legislation; Participate where required in the resolution of safety issues; Review serious accidents/incidents and monitor corrective actions; Review health and safety performance of middle management. Health and Safety Coordinator will Provide an oversight function and highlight areas where this policy is not being adhered to Northern Rural Fire Authority

5 PRFO will Formally approve the Occupational Health and Safety Policy; Implement the H&S Policy, H&S Procedures and legislative requirements; Monitor health and safety performance within area of responsibility; Demonstrate commitment to health and safety through participation in formal and informal discussions, workplace visits and hazard inspections, etc; Participate where required in the resolution of safety issues; Investigate all accidents/incidents within area of responsibility; Ensure liaison with employees, volunteers and contractors particularly on any workplace changes which have a health and safety component; Initiate actions to improve health and safety within area of responsibility; Actively monitor the workplace to determine presence of hazards and take appropriate action to rectify any hazards found ; Participate in consultation; Ensure all employees, volunteers and contractors are inducted and receive regular training as required to perform jobs safely. Formally approve policy & procedures 1.5 Individual Employees Responsibilities to Health and Safety Employees, volunteers and contractors will: Comply with relevant legislation, regulations, codes of practice, standards and safe operating procedures either statutory or established by our organisation. Adhere to all safe working procedures in accordance with instructions. Take reasonable care of themselves and others who may be affected by their actions. Ensure that you are accountable and responsible for health and safety within your areas of responsibility. Providing the appropriate personal protective equipment and providing training that will help you to work safely. Accurate reporting, recording and investigation of all work-related accidents and near-miss incidents. 1.6 Consultation with Employee Representatives Northern Rural Fire Authority is committed to consultation and cooperation between management and employees, volunteers and their representatives to any change or input to the health and safety policy that will affect the workplace. It is the responsibility and accountability of the Northern Rural Fire Authority Committee to ensure that the outcomes are achieved in a timely maer 1.7 Reporting and Recording of Workplace Incidents and Injuries Northern Rural Fire Authority has a strict procedure for internal or external reporting and recording of work-related incident, injury, or illness. 1.8 Continuous Improvement in Health and Safety Northern Rural Fire Authority H&S processes are subject to regular reviews when factors likely to affect the degree of risks from hazards, such as changes in the organisation, materials, work procedures, work location, processes or methods occur. There are legislative requirements related to the type or frequency of monitoring and review activities such as safety inspections and audits. It is the responsibility and accountability of the Northern Rural Fire Authority to ensure that the outcomes are achieved in a timely maer. Northern Rural Fire Authority will continue to access best practice information and integrate this into H&S improvement and will continue to monitor developments in design and Personal Protective Equipment to ensure that our plant and staff remain as safe as possible Health & Safety Policies Manual

6 Over time new information may come to light which may require the H&S assessment to be repeated. Regularly repeating the assessment process, with rigorous acceptability criteria, also promotes continual improvement in managing H&S. 1.9 Managers Understand Health and Safety Management The Northern Rural Fire Authority management team are responsible for the development, promotion and implementation of H&S policies and procedures and therefore have a thorough understanding of the scope and structure of health and safety management. The PRFO or a delegated representative will conduct first day induction and is responsible for communicating and training employees H&S within their work environment on an ongoing basis. Various seminars, briefings conferences and training sessions are attended as and when necessary and available Management Support of Early Return To Work of Injured Employees Northern Rural Fire Authority supports the early return to work (RTW) of injured employees. The primary criterion for enabling any RTW is to gain endorsement by a medical physician that the injured employee is capable of RTW. A RTW plan will be developed including suitable alternative duties, which will be identified after consultation with relevant parties and will be in writing. Appropriate assistance will be given to workers from a non-english speaking background and to those permanently unable to return to pre-injury duties. It is the responsibility and accountability of the Health & Safety Coordinator to ensure that the outcomes are achieved in a timely maer Northern Rural Fire Authority

7 2. Plaing, Review and Evaluation Objective: Northern Rural Fire Authority is able to demonstrate a focus on continuous improvement through a systematic approach to occupational health and safety that includes setting specific objectives, establishing and supporting systems or programmes to achieve objectives, regular review of progress and evaluation of outcomes. 2.1 Review of Health and Safety Management Northern Rural Fire Authority reviews its health and safety system aually to gather material to help develop an improvement plan. This includes: Identifying the effectiveness of systems and practices currently in place; Establishing baselines against which future progress can be measured; Quantifying costs related to workplace illness and injury; and Identifying hazards and injury factors. More frequent reviews will take place in response to organisational and legislative changes. Management will undertake the reviews in consultation with staff. The H&S Management system is reviewed following: Critical event (Serious Harm); Change in work procedures; and Change in policy including any applicable legislation changes. The review can occur whenever the above is recognised by either management or employee. 2.2 Health and Safety Objectives Northern Rural Fire Authority has documented health and safety objectives. Objectives Northern Rural Fire Authority will provide a safe place, plant and systems of work provide written procedures and instructions, as necessary, to ensure safe systems of work ensure compliance with legislative requirements and current industry standards provide information, instruction, training and supervision to employees, contractors and customers to ensure their safety provide support and assistance to employees. 2.3 Consultative Process to Review and Evaluate Hazard Management Northern Rural Fire Authority is committed to consultation and cooperation between management and employees. The organisation will consult with employees by direct consultation and regular meetings and on any workplace change that will affect the health and safety of any of its employees. The hazard management review is a consultative process with employees as demonstrated in the minutes of employee meetings. The H&S Business Plan also indicates when the hazard management review take place. 2.4 Knowledge of Current Health and Safety Information Northern Rural Fire Authority is committed to building a strong foundation for health and safety. To ensure that management and employees have a greater understanding of health and safety policies and procedures they have access to current health and safety information and legislation, as well as Northern Rural Fire Authority maintaining a list of current health and safety documents and resource information. Health & Safety Policies Manual

8 All H&S information is available through; Legislation Health and Safety in Employment Act 1992 and Amendments Accident Compensation Act 2001 and Amendments Regulations associated with above Codes of Practice If not available in hard copy they are available through the Dept. of Labour website. and NZ Standards To demonstrate conformance the following occurs Regular audits Action on audit recommendations Minutes of both senior management meetings and employee meetings where H&S was discussed Records of accident investigations 2.5 Self-Assessment Procedure Northern Rural Fire Authority have an internal audit system (see Book 4 Health & Safety Documentation Manual Section 2 pages-&-) to determine whether the system has been properly implemented and maintained and whether the organisation has met the performance objectives set within its H&S policy. The internal audit system uses similar methodology to that of the ACC WSMP to ensure consistency of the audit process and its outcome. The audit frequency is determined by the review of past results and the nature of hazards evident in the work area, practices and activities. In addition to the internal audit programme Northern Rural Fire Authority may also arrange with an independent third party to conduct an aual audit prior to the formal independent audit required by ACC Northern Rural Fire Authority

9 3. Hazard Identification, Assessment and Management Objective Northern Rural Fire Authority has an active method that systematically identifies, assesses and manages the actual and potential hazards in the workplace, over which Northern Rural Fire Authority have authority or influence. 3.1 Procedure to Identify and Record Hazards in the Workplace Northern Rural Fire Authority has a procedure by which all hazards will be identified, including all situations or events that could give rise to potential injury, illness or damage to plant or property: 1. Potential hazards, which have been identified, should be notified to the PRFO. 2. Hazard identification and risk assessment must accompany any proposal for the introduction of new equipment or processes or the modification of equipment or processes. 3. Once a potential hazard has been reported or changes proposed it shall be brought to the attention of the volunteers, contractors, and employees through the consultative process. 4. The full assessment report will be tabled at the following Meeting. The employees may recommend additional action. 5. The Health & Safety Coordinator will implement control measures where appropriate, based on the hierarchy of control (see 3.3 below). 6. Hazard Control Plans (Safe Work Practices) or similar will be developed as part of the control mechanism. 7. The management and employees should review the controls within 1 week of their introduction to ensure that they are appropriate and that additional hazards have not been introduced. The assessment team may recommend changes to controls where appropriate. 8. The Health & Safety Coordinator implements any modifications to the controls. 9. A full Hazard Control Report is tabled at the next operations committee meeting (under the H&S agenda item). 10. Review of controls is included in the regular hazard inspections of the area. 3.2 Process to Assess and Identify Significant Hazards Hazard identification is the process of identifying all situations or events that could give rise to the potential for injury, illness or damage to plant or property. 3.3 Appropriate Control for Significant Hazards Hazard control is the process of implementing measures to reduce the risk associated with a hazard. Significant hazard control is the process of implementing measures to reduce the risk associated with significant hazards. The control process must follow the control hierarchy, in order, as prescribed in health and safety legislation. It is always important that any control measures do not introduce new hazards, and that ongoing effectiveness of the control is monitored. The Hierarchy of Control is: 1. ELIMINATION - Remove the hazard completely 2. ISOLATION - Separate people from the hazard (guards, barriers, enclosure etc) 3. MINIMISATION - Engineering controls (earth leakage device, mechanical lifters etc) - Change of work practices (training, Safe Work Method Statements, procedures etc) - Personal protective equipment (hearing protection, eye protection, gloves etc) Note: Provision of protective equipment should always be the last control option considered. A combination of controls may be appropriate. However, the combination must be based on the control hierarchy. Health & Safety Policies Manual

10 3.4 Trained and Experienced People to Identify and Manage Hazards Northern Rural Fire Authority has appointed trained and competent staff and they will receive ongoing training in hazard identification and management, risk assessment and control techniques. 3.5 Obtaining Special Advice Northern Rural Fire Authority will develop a list of qualified persoel that provide health and safety advice within the organisation. The list ensures that decisions concerning health and safety incorporate the expertise currently available to the organisation prior to any approach to an external party. Relevant legislation, regulations, codes of practice safe operating procedures MSDS are available to all staff Specialist advice that would be consulted includes Dept of Labour ACC Employers and Manufactures Assoc. Workplace Assistance NZ Ltd (WANZ) Suppliers Specialist H&S advice is available and includes: WANZ Dept of Labour EMA ACC Occupational Medicine Specialist 3.6 Significant Hazards Review Timetable A review of Significant Hazard s is timetabled so as to continually reduce their risks and improve controls. The hazards are recorded on a register and a reminder process is in place for the next review. Any changes or opportunities for improvement have to be approved by senior management. 3.7 Hazard Identification of New or Modified Equipment, Material, Process or Services Northern Rural Fire Authority will identify hazards and assess risks for any new or modified equipment, material, process or services. The assessment will be conducted in consultation with relevant employees and a report will be provided to the PRFO within 1 week of the requested assessment, for further discussion or implementation. 3.8 Active Involvement of Employees & Employee Representatives in Hazard Management Northern Rural Fire Authority has a consultation mechanism where employees and employee representatives are involved in decisions affecting H&S. All employees are encouraged to participate in discussions, development, and the implementation of H&S issues. All employees are encouraged to have input into the Operations Committee Meetings where H&S is discussed as part of the overall operational function of the district. Northern Rural Fire Authority has an open door communication policy to encourage employees to discuss any concerns on H&S issues and to offer suggestions on H&S and injury management with the PRFO. 3.9 Process to Identify Tasks that requires Monitoring and Regular Testing Northern Rural Fire Authority has tools and techniques to identify tasks that are safety risks. The tools are utilised from the plaing stages to find risks and hazards associated with tasks or processes. The type of tools and techniques used will vary according to each scenario e.g. sudden impact or illness will rapidly increase if exposure to a particular hazard occurs Northern Rural Fire Authority

11 Risk Ranking assess qualitatively Consequences Scale most probable result as a potential accident Exposure frequency of the exposure Probability the complete sequence of events leading up to the accident will occur upon exposure to the hazard. The result from this analysis process is compared against the relevant criteria for the management of the hazard and for management to decide whether the tasks require further monitoring and regular testing. When and where employees are exposed to an identified hazard, which has the potential for adverse health effects, and biological monitoring is available; the following procedure will be adopted: Identify the hazard Identify feasibility of monitoring programme Consult with medical practitioner or occupational health specialist and agree on monitoring regime Implement monitoring Convey results to individual employees Where results exceed acceptable limits the following procedures will be implemented: Thoroughly investigate and establish cause of elevated result Consult if appropriate with Occupational Medicine Specialist Remove if necessary the individual employee from the work process (do not replace unless controls are improved) Implement improved control strategies Document on hazard register Review monitoring programme 3.10 Process for Pre-Employment Health Screening Northern Rural Fire Authority has a pre-employment health screening process, where appropriate, to ensure that potential employees have the competency and the capacity to perform the tasks related to the position descriptions. It is also a H&S requirement to ensure the safety of other employees Clear Marking of Designated Areas to Minimised Hazards Other work areas where workers, visitors or the public at large are exposed to some risks or hazards are identified with proper markings. Some of these marked areas may require appropriate foot wear; clothing or safety equipment to be worn as a H&S requirement. Northern Rural Fire Authority ensures that visitors and employees are informed of the risks involved and ways to avoid those risks. Health & Safety Policies Manual

12 4. Information, Training and Supervision Objective Northern Rural Fire Authority will ensure that all employees are informed of their own responsibilities for health and safety in the workplace. Northern Rural Fire Authority will ensure that employees have specific knowledge concerning the management of hazards to which they are exposed. This will be achieved through training in workplace procedures, environment, equipment and materials. 4.1 Health and Safety Induction Programme for New Employees First Day Induction for new or transferred employees is to be provided by the PRFO or delegated person. The Induction may be a verbal explanation plus observation of the task in a safe working environment with supervision. All items on the First Day Induction Checklist Form (Documentation Section 4) are to be explained to the employee and this includes: - hazards associated with the job and appropriate controls; safe way to do the job; emergency procedures and equipment, facilities such as toilets, meal rooms and first aid kit; copy of health and safety policies and procedures; explain safety signs, symbols and safety controls; safety equipment and how to use them; procedures and forms for reporting injury and near hit; etc. Work injury claims process Return to work and rehabilitation responsibilities Rehabilitation contact people. The induction form is to be signed by both the new employee and the person providing the training (i.e. Volunteer Fire Force Controller or Safety Officer) and filed in individual persoel files. 4.2 Identification of Health and Safety Training Needs Northern Rural Fire Authority will undertake on going assessment and record required training in the Training register to ensure that every employee is provided with the appropriate training. Procedures are in place to ensure that employees have appropriate competencies and these are kept up-to-date in tasks where hazards and risks have been identified. Training programmes are developed after completing an assessment of current capability against the required competency profile. Northern Rural Fire Authority documents and records training provided to establish and evaluate its effectiveness. The H&S competency standards includes: - using industrial competency standards, examining job descriptions, analysing work tasks, analysing results of inspection and audits and review of incident reports. 4.3 Health and Safety Information and Training are Clearly Understood All employees and volunteers who are required to complete some form of recurring training, certification or assignment of responsibilities must be reminded through the bring-up process. All in-house and external training is recorded and signed by employees who participated. The employee must demonstrate competency in the area of training. Qualified, experienced, and competent professionals must carry out all training. The Office maintains a reminder for recurring training Understanding of training is demonstrated by Post training questioaire Practical demonstration Verbal confirmation Northern Rural Fire Authority

13 4.4 Access to Staff with Skills, Experience and Qualification for Training Northern Rural Fire Authority ensures that its managers and employees are adequately trained, experienced and qualified, with the relevant skills to undertake in-house training. Trainers are documented on the Training Attendance Register Form with their qualification, relevant skills, or experience. 4.5 Process to Determine External Trainers External trainers are selected by demonstrating through Qualifications Experience Recommendation their competency to complete the training at the required standard issues. All obsolete documents are removed and archived for historic or legal reasons. 4.7 Access to Health and Safety Information The H&S Manual and other safety information such as current H&S legislation and other H&S information are held by the Health & Safety Coordinator and are available to all persoel. Other information is placed on notice boards by way of signs and posters 4.8 Experience and Skills Supervision to Train New Employees Supervision of employees who are undergoing on-the-job training is provided by highly skilled staff with relevant experience to undertake the supervision. The PRFO is responsible for the supervision of new employees. 4.6 Health and Safety Documented Control System Documentation of operation processes and procedures are defined and appropriately documented and updated as necessary. Northern Rural Fire Authority has clearly defined the various types of documents, which establish and specify effective operation procedure and control. Employees are trained as to why and when these procedures are required and to be competent in their use. Procedures are reviewed regularly as well as when changes to equipment, processes or material have occurred. H&S documentation supports employee awareness of what is required to achieve the H&S objectives and enables the evaluation of the system and performance. The documentation, also known as the H&S manual, is current, comprehensive, and dated (date of last revision), to ensure it is the current version. The documents are located at all sites where operations are performed and are easily accessible by all Northern Rural Fire Authority employees. The document contains the name of the contact person with specific responsibilities to H&S Health & Safety Policies Manual

14 5. Incident and Injury Reporting, Recording and Investigation Objective Northern Rural Fire Authority has an active reporting, recording and investigation process and ensures corrective actions are taken. The terms incidents and injuries in this context includes all near miss or near hit events, work-related illnesses and injury events that harmed or might have harmed any employee during the course of their work. 5.1 System for Reporting, Recording and Analysing Incidents, Injuries and Work-related Illness Northern Rural Fire Authority has a documented procedure for reporting, recording and analysing incidents, injuries and work-related illnesses. The Injury/Incident/Serious Harm Report (Documentation Section 5) is to be completed by the employee or the immediate Manager as soon as possible within 12 hours of the injury or incident. All injuries are to be reported. Incidents where a person could have been injured or equipment damaged must be reported. It is the responsibility of each Fire Force Controller or other person in a position of Authority within the Northern Rural Fire Authority to ensure the completed Injury/Incident/Serious Harm Report is sent to the Health & Safety Coordinator within 24 hours of the time of the injury or incident. On receipt of an Injury/Incident Report, the PRFO shall immediately arrange for an investigation to be commenced. For all injuries and incidents, an Injury/Incident/Serious Harm Report (Documentation Section 5) is to be completed by the person designated by the PRFO in conjunction with the employee involved (if possible). Training in accident investigation will be provided to nominated employee representatives. The report is to be completed within 24 hours of the incident and forwarded to the Health & Safety Coordinator. Each investigation should have attached to it a copy of the Injury/Incident/ Serious Harm Report. All ACC claims must have an investigation report completed. 5.2 Employee Specific Responsibilities to Report Incidents, Injuries and Work-related Illness Employees are responsible for reporting of all work-related injuries, illnesses, incidents where a person could have been injured, and equipment damaged. The employee or PRFO must complete Incident/Accident Report as soon as possible within 12 hours of the accident or incident. The PRFO will forward the report to the Health & Safety Coordinator within 24 hours of the time of the injury/incident. 5.3 Advise OSH when Serious Harm Occurs Northern Rural Fire Authority has a procedure to record in a register all accidents/incidents in the workplace. If the accident involves serious harm then PRFO has a procedure to notify OSH (Dept of Labour) by telephone, fax or as soon as possible advising them of how the accident happened, employees that are injured and the work site. A written notice in the required form is to be provided to the nearest OSH Office of the Department of Labour within 7 days of the accident or as soon as possible after Northern Rural Fire Authority is aware of the accident/incident. 5.4 Procedure to Investigate Injuries, Incidents that Harmed or might have Harmed an Employee Investigation of accidents/incidents provides an opportunity to examine many aspects of the operation of the organisation. The key of the investigation is to identify control measures that will prevent a recurrence of the same incident/ accident. The focus is to identify the deficiencies in the system and to make changes if necessary to prevent a recurrence Northern Rural Fire Authority

15 The procedure starts with an investigating team selected to conduct the investigation. Depending on the seriousness or the complexity of the accident, the Health & Safety Coordinator or a senior member of management, and a person with technical knowledge of the work externally and an H&S professional may be included in the team. The main stages of the investigation are: Gather objective information and establish facts. Data collected relates to machine, environment and human factors Isolate the contributing factors Determine corrective and preventive actions Prepare a report (contain a proposed action plan for management consideration and implementation). 5.6 Review Injury and Incident Data to Identify Trends and Provide Injury Prevention Initiative Northern Rural Fire Authority regularly utilises the data from the incident/accident register to identify injury/incident gaps, trends and area of opportunity for improvement. This will include the developing of corrective strategies, verifying the effectiveness of preventive or corrective actions and the development of objectives and targets for further improvements. 5.5 Procedure for Corrective Action to any Deficiencies Identified during an Investigation Northern Rural Fire Authority will evaluate the action plan proposed by the investigating team before taking preventive and corrective action. Northern Rural Fire Authority then either implements the corrective action provided by the investigating team or develops a system that will address the deficiency with the current system and prevent any future recurrence. Hazards identified during the investigation must be recorded on the Hazard Register unless eliminated immediately. The new system will comply with the designated standards and H&S legislative requirements and after implementation will have a follow-up procedure to ensure its effectiveness. On completion of the investigation relevant management will be provided with a copy of the report to ensure that any recommendation has been actioned. Health & Safety Policies Manual

16 6. Employee Participation in Health and Safety Management Objective Northern Rural Fire Authority will ensure that all employees including volunteers have ongoing opportunities to be involved and to have their interests represented in the development, implementation and evaluation of safe workplace practices. 6.1 Forum for Communication between Employer, Employees & Employee Representatives Northern Rural Fire Authority encourages employees and employee representatives to participate in discussions regarding safe work practices and H&S issues. A monthly meeting is held, into which employees are encouraged to have input and raise ideas regarding incidents/accidents and hazards. Northern Rural Fire Authority have an open door communication arrangement and encourages employees to discuss any concerns, H&S issues and offer any suggestions on H&S, work safe practices and injury management. 6.3 H&S training for Employees actively involved in H&S Management Northern Rural Fire Authority has a procedure for identifying competencies, licences and training needs of all employees. Any employees who are actively involved with H&S management but require further training are entered into a Training Register. This information is used as a method of targeting future training requirements. 6.2 Employees and Employee Representatives to be Involved in H&S Development, Monitoring and Review Northern Rural Fire Authority has recognised the importance of employee involvement in the process and consults with employees concerning the development, assessment of risks, identification of hazards, monitoring of performance, the reviewing of objectives and of targets against performance Northern Rural Fire Authority

17 7. Emergency Plaing and Readiness Objective Northern Rural Fire Authority has an effective general emergency plan to manage emergencies likely to occur within any part of the organisation s operation and to comply with the legislative requirements. 7.1 Documented Emergency Plan that identifies Potential Emergency Situations All areas of work occupied by the Northern Rural Fire Authority and its employees and or volunteers are owned and operated by either the Far North District Council or the Department of Conservation. The Northern Rural Fire Authority will use emergency procedures detailed by the organisation who owns and operates the building or work space being occupied. A copy of the relevant procedure will be displayed on the H&S noticeboard. Health & Safety Policies Manual

18 8. Protection of Employees from Contractors & Subcontractors Objective Northern Rural Fire Authority has a systematic approach to ensure that contractors, subcontractors and their employees do not cause harm to the employees of the principal while undertaking the work required by the contract. 8.1 Designated Person(s) to Coordinate H&S Induction for Contractors and one-off Maintenance Northern Rural Fire Authority carrying out a first day induction of all contractors and one-off maintenance. The induction programme is set out in a form induction form which has to be signed by both parties at its completion and filed in the Contractors File. 8.2 Criteria to Select and Manage Contractors Includes Assessment of H&S Performance Contractor induction to Northern Rural Fire Authority is to be coordinated through the PRFO. All items on the Contractor Induction Checklist (Documentation Section 8) are to be explained and the Record of Induction signed by both the person providing the induction and the contractor s employee. This record is to be filed in the Contractors File. The selection of contractors is on their ability to complete the contracted work in a safe competent maer. This includes the following: - adequacy of contractors H&S policy, competency, license & registration, compliance with H&S induction, work methods, materials, and equipment conforming to H&S regulations, adequacy of supervisory arrangements and work safety record. 8.3 H&S Expectations and Responsibilities are Written into Contracts The induction form is signed by the contractors and the relevant manager as evidence of compliance to H&S. However, the selection of contractors is based on their ability to conform to H&S regulations and adequacy of contractors H&S policy. 8.4 Process to Actively Monitor Contractors H&S Performance The PRFO is responsible for monitoring the contractor s compliance to H&S regulations. However, their performance is no different from any other employee of Northern Rural Fire Authority. Any incidents/accidents are to be reported and treated the same way. The completed report is filed in the Contractors File. 8.5 Post-Contract Evaluation includes H&S Post contract evaluation at this stage is carried out using the appropriate form and filed in the Contractors File Northern Rural Fire Authority

19 9. Definitions Audit A systematic examination against defined criteria to determine whether activities and related results conform to plaed arrangements and whether these arrangements are implemented effectively to achieve the organisation s policy and objectives. Employee Representatives An employee representative may be a staff member elected by fellow staff by ballot or acclamation or simply someone who volunteers for this role, if there are no other candidates. An employee representative can be someone who has undergone formal H&S Representative training, but it is not a requirement that all representatives have done so. An employee representative may also include Union delegates or functionaries should any employee be a member of a union. Fatigue The temporary inability, decrease in ability, or strong disinclination to respond to a situation because of previous over-activity, whether mental, emotional or physical. Hazard A source or a situation with potential for harm in terms of human injury or ill health, damage to property, damage to the environment, or a combination of these. Hazard Assessment The overall process of determining whether a hazard is significant, or not. Hazard Identification The process of recognising that a hazard exists and defining its characteristics. Health Surveillance Monitoring of individuals for the purpose of identifying changes in health status that may be due to the occupational exposure to a hazard. Incident Any unplaed event resulting in or having a potential for injury, ill health, damage or other loss. Occupational Health and Safety Management System (HSMS) That part of the overall management systems which includes organisational structure, plaing activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the H&S policy, and so managing the H&S risks associated with the business of the organisation. Occupational Health and Safety Objectives An overall H&S goal in terms of H&S performance, arising from the occupational health and safety policy that an organisation sets itself to achieve, and which are quantified where practicable. Occupational Health and Safety Performance The measurable results of the H&SMS, related to the organisation s control of health and safety risks, based on its H&S policy, objectives and targets. Performance measurement includes measurement of H&S management activities and results. Occupational Health and Safety Policy A statement by the organisation of its commitment, intentions and principles in relation to its overall occupational health and safety performance which provides a framework for action and for the setting of its occupational health and safety objectives and targets. Health & Safety Policies Manual

20 Occupational Health and Safety Risk The chance of an adverse health and safety outcome occurring. It is measured in terms of consequences and likelihood. Occupational Health and Safety Target A detailed performance requirement quantified where practicable and pertaining to the organisation, that arises from the health and safety objectives and that needs to be met in order to achieve those objectives. Risk Assessment The overall process of estimating the magnitude of risk and deciding what actions will be taken. Significant Hazards Hazard that is an actual or potential cause or source of serious harm; or harm (being harm that is more than trivial), the severity of whose effects on any person depend (entirely or among other things) on the extent or frequency of the person s exposure to the hazards; or harm that does not usually is not easily detectable, until a significant time after exposure to the hazards. (Documentation Section 3 Hazard Identification). Stress The awareness of not being able to cope with the demands of one s environment, when this realisation is of concern to the person in that both are associated with negative emotional response. Safety A state in which the risk of harm (to persons) or damage is limited to an acceptable level. Serious Harm Serious Harm means: - any of the following conditions that amounts to, or results in, permanent loss of bodily function; amputation of body part; burns requiring referral to a specialist registered medical practitioner, or specialist outpatient clinic; loss of consciousness from lack of oxygen; loss of consciousness or acute illness requiring treatment by a medical practitioner, from absorption, inhalation, or ingestion of any substances; or any harm that causes the person harmed to be hospitalised for a period of 48 hours or more commencing within seven days of harm s occurrence Northern Rural Fire Authority