AUSTRALIA POST WORK HEALTH AND SAFETY STANDARDS FOR MAIL AND PARCEL CONTRACTORS

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1 Introduction AUSTRALIA POST WORK HEALTH AND SAFETY STANDARDS FOR MAIL AND PARCEL CONTRACTORS Australia Post contractors have duties under work health and safety legislation to ensure their own health and safety at work as well as the health and safety of their employees and subcontractors. Contractors must also exercise all necessary precautions for the health of safety of other persons who could be put at risk by their work such as Australia Post employees, other contractors, customers and members of the public. This duty applies equally at Australia Post premises and any other locations where contractors work (for example, on deliveries). To assist you to comply with your work health and safety duties, Australia Post has developed these Work Health and Safety Standards (Standards). You are required to comply with these Standards pursuant to your Mail Contractor Agreement with Australia Post. Your WHS Management Plan must also comply with these Standards. These Standards are not comprehensive and you should not assume that they cover all of your duties under work health and safety legislation. Australia Post encourages you to obtain independent advice on your work health and safety duties. Table of Contents 1. Contractors OHS Responsibilities Hazard Register Consultation Personal Protective Equipment (PPE) Incident Reporting and Investigation First Aid Emergency Procedures Specialised Work and Licensing Induction, Training and Supervision Plant and Equipment Safety Monitoring Personnel Management Site Rules Insurance Isolated/Remote Work Chain of Responsibility Fatigue Management for Heavy Vehicles... 8 Version 1 December 2012 Australia Post Page 1

2 1. Contractors OHS Responsibilities At Australia Post premises, contractors must work safely and not create a risk or increase an existing risk to their own health and safety and the health and safety of their employees and subcontractors, Australia Post employees, other contractors, customers or members of the public. Contractors must follow, and ensure that their employees and subcontractors follow, Australia Post WHS rules, procedures and safety instructions when on Australia Post premises. When working off-site, Contractors are responsible for providing a safe workplace and safe system of work for themselves and their employees and subcontractors that does not place Australia Post customers or members of the public at risk. In particular, contractors must ensure that they: comply with all applicable WHS laws, regulations, client and industry requirements; maintain health and safety records for themselves and their employees and subcontractors; monitor health and safety at work; consult with Australia Post or other persons (as required) to review and/or improve their work health and safety arrangements; participate in Australia Post WHS management and supervision activities at Australia Post premises (where relevant); and provide education and training to enhance the skill levels and safety awareness of their employees and subcontractors. Contractors must develop and implement a WHS Management Plan that demonstrates compliance with their work health and safety duties under applicable legislation and satisfies Australia Post WHS requirements, including these Standards. Australia Post recommends that contractors document these responsibilities in their WHS Management Plan. 2. Hazard Register A hazard is something that has the potential to harm the health, safety and welfare of people at work. Under work health and safety legislation, contractors are required to control hazards and risks. This is done by a four step process: 1. identify hazards know what hazards are present; 2. assess risks understand the nature of risks, the harm that could occur and the likelihood; 3. control hazards and risks determine options for eliminating or reducing risk, select the best and implement it; and 4. check controls review the implemented controls to ensure they are effective. There are several well identified risk areas in the mail and parcel industry. These include, but are not limited to: vehicle maintenance manual Handling load restraint for vehicles housekeeping slips, trips & falls hazardous substances Version 1 December 2012 Australia Post Page 2

3 Contractors must maintain a hazards and risk register. Refer to the Template WHS Management Plan for a sample Hazards and Risk Register Vehicle Maintenance Vehicle maintenance is critical because owner drivers are always on the road and therefore constantly exposed to the risk of vehicle accidents. Contractors must: identify and assess risks prior to purchasing a vehicle; ensure that their vehicles are maintained in a roadworthy condition at all times; and undertake, and ensure that their employees and subcontractors undertake, regular vehicle and safety maintenance checks. Refer to the Template WHS Management Plan for a sample Vehicle Safety Checklist Manual Handling Many different types of injuries can result from poor handling techniques involving loading and unloading vehicles, lifting from the ground or from storage areas above shoulder height as well as other repetitive movements. Contractors must: identify all tasks that require lifting, pushing, pulling and carrying within the scope of work for Australia Post; assess and document the risk of injury from carrying out those tasks; implement control measures so that the risk of injury is removed or reduced; and provide information, training and supervision for their employees and subcontractors on how to undertake the tasks safely. Contractors must have a safe work method statement or safe operating procedure for the use and storage of any manual handling equipment owned by the contractor, if applicable. Refer to the Template WHS Management Plan for a sample Manual Handling Risk Assessment Form and Safe Operating Procedure Load Restraint Vehicle loads must be adequately restrained in accordance with relevant legislation and codes of practice. Contractors must have a safe work method statement or safe operating procedure for the use and storage of any load shifting equipment owned by the contractor, if applicable. Refer to the Template WHS Management Plan for a sample Load Restraint Safe Operating Procedure Housekeeping Slips, Trips and Falls Getting up and down from vehicles and loading/unloading vehicles are potentially risky activities. Slips, trips and falls whilst getting in and out of vehicles are common safety risks. Version 1 December 2012 Australia Post Page 3

4 Contractors must: inspect their workplace to assess housekeeping risks; ensure there is adequate lighting for all tasks; wear, and ensure that their employees and subcontractors wear, appropriate footwear that reduces the risk of slipping; and assess customer locations for housekeeping standards and safe access during loading/unloading processes. Refer to the Template WHS Management Plan for a sample Workplace Inspection Checklist Hazardous Substances Many workplaces store and use hazardous substances in their operations. Hazardous substances are substances that may cause ill health from skin contact, breathing, vapour or dust, or from swallowing. Contractors must: maintain a list of all chemicals/substances under their control by using a hazardous substance register; obtain a Material Safety Data Sheet (MSDS) for each substance; ensure that all MSDS s are current ie. not more than 5 years old; and label all hazardous substances. Refer to the Template WHS Management Plan for a sample Hazardous Substance Register 3. Consultation Contractors must inform their employees and subcontractors about WHS rules and expectations (including Australia Post WHS rules, procedures and safety instructions) and consult with them on safety issues. Employees and subcontractors must have access to the WHS Management Plan. Contractors must also consult and cooperate with Australia Post and other contractors on shared safety issues. 4. Personal Protective Equipment (PPE) Contractors must use, issue and maintain appropriate PPE and ensure that their employees and subcontractors are trained on its use. When working at Australia Post premises, contractors and their employees and subcontractors must comply with Australia Post PPE requirements, which includes safety footwear (rigid toe-caps) and high visibility garments (e.g. safety vests). The road rules require motorcycle riders to wear an approved motorcycle helmet. Contractors must ensure that their riders also wear appropriate gloves, eyewear, boots and other protective and high visibility garments. Refer to the Template WHS Management Plan for a sample PPE Issue Record Version 1 December 2012 Australia Post Page 4

5 5. Incident Reporting and Investigation Contractors must immediately report any incident, death, dangerous occurrence, serious personal injury or incapacity involving the contractor or their employees and subcontractors to the Australia Post work centre manager using the Australia Post Incident Report Form. Contractors and their employees and subcontractors must complete reports or statements for Australia Post and cooperate with Australia Post incident investigation activities, as requested. Contractors are also required to have an internal system where all incidents/accidents are reported, recorded, followed up and/or investigated to prevent a recurrence. Relevant authorities (e.g. Comcare, Police, WorkCover, EPA) must be notified, as required by legislation. Refer to the Template WHS Management Plan for the Australia Post Incident Report Form 6. First Aid Contractors may use Australia Post first aid facilities and assistance when on Australia Post Corporate premises. Contractors must assess their off-site first aid requirements and arrange for adequate first aid facilities for themselves and their employees and subcontractors when carrying out work for Australia Post. Refer to the Template WHS Management Plan for a sample First Aid Register 7. Emergency Procedures Contractors must comply, and ensure that their employees and subcontractors comply, with Australia Post emergency procedures for incidents such as fire and building evacuation at Australia Post premises. All Australia Post premises have building emergency control personnel i.e. Wardens and Building Emergency Controllers (usually supervisors and managers). Contractors must follow, and ensure that their employees and subcontractors follow, all reasonable instructions given by Australia Post building emergency control personnel if an emergency occurs. If a building or site is evacuated all contractors and their employees and subcontractors must stay at the emergency assembly area until advised by Australia Post building emergency control personnel. When working off-site, contractors must assess their own emergency requirements, develop appropriate emergency management plans and have adequate resources to manage identified risks. This is particularly important for workers in isolated or remote areas. 8. Specialised Work and Licensing Contractors must hold, and ensure that their employees and subcontractors hold, the qualifications, certificates of competency and licences required by applicable legislation or specified by Australia Post. This includes drivers, motorcycle and forklift licences. Motorcycle riders must not deliver mail on a learners permit. Contractors must maintain a licence register for all licences held by them and their employees and subcontractors to ensure that they are current. Version 1 December 2012 Australia Post Page 5

6 Refer to the Template WHS Management Plan for a sample Licence Register 9. Induction, Training and Supervision Contractors must attend, and ensure that their employees and subcontractors attend, a site induction before commencing work at an Australia Post facility. Where practical, this induction will be conducted by Australia Post. Contractors who operate in remote areas and/or off-site must conduct their own induction training using the Australia Post Self-Paced Contractor Induction Checklist. Contractors must also provide appropriate training for their employees and subcontractors on an ongoing basis. This training should consist of regular meetings/forums and tool box talks. In particular, the training should cover high risk hazards such as motorcycles, powered load shifting equipment, heavy vehicles, isolated or remote work and handling extra large product. Contractors and their employees and subcontractors are required to complete any training programs specified by Australia Post and attend safety related forums provided by Australia Post. A record of training attendance must be maintained. Contractors must ensure that their employees and subcontractors are supervised to ensure they are working safely. Refer to the Template WHS Management Plan for a copy of the Australia Post Self-Paced Induction Checklist and a sample Training Record 10. Plant and Equipment Contractors must provide, at their own cost, the plant, vehicle(s) and equipment necessary to carry out the contract work in a safe manner and in accordance with applicable legislation. Contractors must, at their own cost, maintain, service, repair and replace the plant and equipment as necessary to ensure it performs its function safely, in accordance with the manufacturers maintenance schedule and in compliance with applicable legislation and industry standards. A plant and equipment register should be used to record the types of plant used in each facility and the service/inspection schedule for each item. Refer to the Template WHS Management Plan for a sample Plant and Equipment Register 11. Safety Monitoring To achieve continued improvement in health and safety, contractors must regularly monitor and review health and safety. The review process should include: regular review of incidents and hazards; and annual review and audit of their WHS Management Plan (new contractors must also review their safety plan within 3 months of commencing work for Australia Post). Version 1 December 2012 Australia Post Page 6

7 12. Personnel Management Contractors must ensure that all employees and subcontractors who perform work for Australia Post are engaged under a written contract. 13. Site Rules Smoking Australia Post workplaces are smoke-free. Contractors and their employees and subcontractors must not smoke at an Australia Post facility unless they use a designated smoking area. Alcohol and Drugs Contractors and their employees and subcontractors must not: consume alcohol or use unlawful drugs at an Australia Post facility; or carry out any work for Australia Post, either on-site or off-site, whilst under the influence of alcohol or other unlawful drugs. 14. Insurance Under the Mail Contractor Agreement, contractors are required to indemnify Australia Post from and against any claim caused by any failure of a contractor or their employees or subcontractors to comply with Australia Post s WHS policies and procedures, and/or the contractor s WHS Management Plan. Contractors are required to maintain the following forms of insurance in the joint names of the contractor and Australia Post as principal: public liability; motor vehicle third party property damage; marine cargo (also known as goods-in-transit insurance); and workcover (or personal accident if Workcover is not applicable). Contractors must document and ensure currency of all relevant insurance policies. Refer to the Template WHS Management Plan for a sample Insurance Register 15. Isolated/Remote Work Contractors must assess the risks associated with isolated or remote work, develop appropriate management plans and have adequate resources to manage identified risks. 16. Chain of Responsibility Where vehicles greater than 4.5 tonne gross vehicle mass (GVM) are used to perform services, contractors must comply with Chain of Responsibility principles. These include: heavy vehicle, mass, dimension and load restraint vehicles are required to be loaded correctly and operated in compliance with vehicle mass limits and load restraint requirements; heavy vehicle driver fatigue (see Section 17); and Version 1 December 2012 Australia Post Page 7

8 heavy vehicle speeding - arrangements must be in place to monitor and ensure drivers comply with prescribed speed limits. 17. Fatigue Management for Heavy Vehicles Where contractors use a vehicle of more than 12 tonne GVM to perform services, the contractor must document, assess and control the risks arising from driver fatigue in compliance with the national heavy vehicle driver fatigue legislation. Version 1 December 2012 Australia Post Page 8

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