HUMAN RESOURCE MANAGEMENT POLICY WORKPLACE HEALTH AND SAFETY POLICY. Workplace Health and Safety (WH&S) 1.1 Introduction. 1.

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1 HUMAN RESOURCE MANAGEMENT POLICY WORKPLACE HEALTH AND SAFETY POLICY Table of Contents Workplace Health and Safety (WH&S) 1.1 Introduction Purpose Effective Date References Application Overview of Workplace Health and Safety Systems to Manage WH&S 3 Workplace Health and Safety (WH&S) 1.1 Introduction All employees of the Office of the Information Commissioner (the Office) are employed under the Public Service Act 2008 (PSA) or by Governor in Council for Senior Executive appointed staff. Therefore, Office human resource (HR) policies, such as this one, are developed directly from the PSA and policies, procedures and directives issued by the responsible Minister and the Public Service Commissioner. All Office HR policies are approved by the Information Commissioner and are representative of the size and function of the OIC. 1.2 Purpose The purpose of this policy is to ensure: the OIC provides and maintains a safe and healthy work environment for its employees and other persons in accordance with the ; Management and employees are aware of their responsibilities. 1.3 Effective Date Approved by the Information Commissioner on 19 December Version 2 19 December 2011 Page 1 of 10

2 1.4 References Workplace Health and Safety Regulations 2008 Manual Tasks Code of Practice 2010 National Standard for Manual Tasks 2007 Public Service Act 2008 Office of the Information Commissioner Code of Conduct 1.5 Application In order for the Office to successfully achieve its goals, there are a range of structures, systems and standards that must be put in place to guide and support the delivery of services. These include- management structures and communication networks; management systems, including planning, resource and performance management systems; and management standards that develop a culture of care, ethical behaviour and leadership. These structures, systems and standards are sometimes referred to as Corporate Governance. Corporate Governance is the manner in which the Office is controlled and governed in order to achieve its objectives. Workplace Health and Safety (WH&S) is an important part of Corporate Governance within the Office. The Information Commissioner has recognised the importance of WH&S through the appointment of a WH&S Officer (). This document provides the WH&S systems and standards established to protect the WH&S of staff and clients. The Information Commissioner is committed to the protection of employees, contractors and visitors on or near the Office s workplace. providing adequate human and financial resources to provide this protection; and implementing and maintaining effective WH&S management systems. In order to give effect to the above commitment, the Information Commissioner has established a framework designed to ensure WH&S obligations are met. This framework comprises management, the and the Manager, Corporate and Executive Services (). One of the roles of the is to provide coordination and performance of WH&S matters in the Office. Managers and staff are required to be familiar with this document; work with the EMT to ensure compliance with policy and procedures; and actively promote WH&S within the workplace. Version 2 19 December 2011 Page 2 of 10

3 1.6 Overview of Workplace Health and Safety What is workplace health and safety? In very broad terms workplace health and safety is a description of the health and safety in our workplace. We can assess and measure how healthy and safe our workplace is using a number of indicators including- Practical measures (e.g. the number of incidents of injury to staff within the workplace, lost time injuries and absenteeism rates). Structural measures (e.g. what management policies, processes and controls exist to prevent or minimise the incidence of WH&S). WH&S is a key human resource management objective designed to protect our most valuable resource our people. Why managing WH&S is important Better management practice Workplace accidents, injuries and sickness cause personal pain and suffering, work disruption and financial loss. Effective policies, practices and training play an important role in helping eliminate workplace injuries and illness. Statutory compliance The Regulation 2008 places certain obligations upon the employer and senior management to manage workplace health and safety. Managing WH&S The Office manages WH&S using a comprehensive management framework. That framework incorporates clear WH&S Policy, including statements of management commitment, responsibility and authority regarding WH&S and ongoing WH&S processes. Management of conditions and practices are detailed in Attachment A. 1.7 Systems to Manage WH&S The Office employs a number of management systems to support WH&S. These management systems fall under 4 categories: 1. Consultative/participative systems The statements outlined in Section 1.5 place a strong emphasis on shared responsibility for WH&S. Unit management ensure that all staff have an opportunity to participate in delivering WH&S within the Office. In addition, the WHSO has a number of roles and responsibilities under the Workplace Health and Safety Act These include - - advise the employer on the overall state of health and safety at the workplace; - conduct inspections to identify hazards and unsafe or unsatisfactory work practices; - investigate or assist in the investigation of workplace incidents; and - assist the Division of Workplace Health and Safety Inspectors in conducting their inspection duties. Version 2 19 December 2011 Page 3 of 10

4 2. Training and development systems These systems seek to encourage and maintain a positive and proactive WH&S culture within the Office through safety and work training programs. Training and development takes into consideration the WH&S needs of executive; managers; staff (cover induction training and general safety training); consultants and contractors; visitors 3. Incident reporting, investigations and analysis These systems ensure that all WH&S incidents are reported, investigated, acted upon and reviewed to ensure the cause of the incident is treated and no other hazards are introduced due to the implemented controls. The systems also provide for on-going analysis of current and historical data to allow for continual improvement. Reporting and recording of injuries, hazards and near misses are important to prevent future injuries. It also allows for workplace injury trends to be detected and analysed. If we know injury trends we can develop strategies to prevent common injuries. Reporting injuries and keeping records are also important for individuals. Sometimes work activities and environments can cause or aggravate an injury or illness. In these instances, it is important to be able to review an individual's injury history to show how work activities and environments might have contributed. Such documentation is important in supporting the legitimacy of rehabilitation if required. An incident is an event or an occurrence that injuries a person or damages property. A near miss is considered to be an incident even though no injury was sustained or damage incurred. A hazard is anything that has the potential to harm a person or property. A risk is the potential outcome of a hazard. An incident must be reported by any witness to the event. This may include- the injured person (where an injury has been sustained) the injured person s supervisor or manager; and any other staff member witnessing the incident. Reporting an incident promptly is critical. All treatment and prevention strategies rely on accurate and timely incident reporting. Incident and Hazard notification forms are attached to this policy. All completed Incident Report forms must be completed and returned to the within 24 hours of the incident occurring. In certain circumstances, Incident Report forms may be required to be completed immediately following the incident. Hazards and risks should be reported in the same way as incidents. Incident investigation involves a number of steps: a) The incident is recorded - The allocates a number to the Incident Report form and records it in a register. b) The may investigate the incident and may - - liaise with the person who reported the incident and witnesses; - make a final report; - implement short and long term controls; and - review controls to ensure effectiveness. Version 2 19 December 2011 Page 4 of 10

5 Note: In the case of - incidents causing (or in the future potentially causing) serious bodily injury; - a work caused illness or dangerous event; - a serious electrical incident; or - a dangerous electrical event The will notify the Information Commissioner within 24 hours of being made aware of the incident. c) If the case of an incident causing death, the will notify the Information Commissioner within 24 hours of being made aware of the incident. d) The completes an Investigation Report and make recommendations on possible improvements to work procedures/practices and any equipment upgrades required. e) The will periodically review work procedures/practices associated with implemented recommendations to assess their effectiveness. The will provide a report concerning incidents to meetings of the Executive Team as soon as is practicable after the incident occurs. The report will include: the number of Incidents reported within each operational Unit, the number of Hazard/Risk Reports submitted from each Unit; and any outstanding Safety Issues. 4. Inspections and reviews A program of regular inspections, review and audits provide important measures of the overall performance of the Service in managing WH&S. The WH&S Coordinator and the are to conduct an inspection of any part of the workplace as required or at a minimum of once every twelve months. ( (Qld), S96(7)b). An independent audit of any workplace, work procedure or both may follow inspections as appropriate. Date 5 March Version No. Amendment Log Name Change 19 December Greg Argue Updated to reflect change in organisation structure resulting from introduction of the RTI and IP Acts 2009 Version 2 19 December 2011 Page 5 of 10

6 ATTACHMENT A MANAGEMENT OF CONDITIONS AND PRACTICES Previous sections in this document have focused on Office policy and the management systems designed to give effect to that policy. This document provides an overview of how actual workplace conditions and practices are managed. It identifies - the various workplace conditions experienced by staff and visitors; for each of the above conditions, the broad responsibilities of management and staff in keeping these conditions safe; and key staff and reference resources critical to delivering safe conditions. General workplace, health and safety obligations and responsibilities of management, staff and visitors Workplace Management Responsibilities Condition 1. Office Staff To ensure staff provided with access to buildings to conduct business are protected and have been advised of their WH&S responsibilities while in the Office. To ensure that all staff have been inducted to the work place within three months of commencement of work. 2. Visitors & Guests To ensure visitors/guests provided with access to the Office are protected and upon arrival have been advised of their workplace health and safety responsibilities while in the office and made aware of any WH&S matters that may impact upon their visit. 3. Contractors To ensure that contractors provided with access to the Office to conduct business are protected and have been advised of their workplace health and safety responsibilities while in the office. To ensure that all contractors have been inducted and have been notified of any specific hazards in their work area. 4. Emergency evacuation & fire extinguisher operation To ensure an effective and complete evacuation of the building when required. To ensure that effective monitoring and review of all emergency evacuations are undertaken. Ensure all staff are trained in the effective operation of fire extinguishers. 5. First Aid establish a First Aid Policy governing the provision of, and access to, first aid. provide a quantity of first aid kits and also First Aid Officers. ensure that all staff are made aware of the location of first aid kits and who the first aid officers are. ensure that all first aid kits are checked and restocked regularly. Controlling Officers through induction process Corp & Exec Services Corp & Exec Services Fire Wardens First Aid Officers Reference Material Industry codes of practice, Australian Standards and Building codes. Industry codes of practice, Australian Standards and Building codes. Industry codes of practice, Australian Standards and Building codes. The Office First Aid Policy. First Aid Code of Practice 2004 Staff Responsibility To be aware of and comply with policy and procedures To comply with all reasonable instructions To comply with all reasonable instructions To meet the terms and conditions of entry under the contract To comply with all reasonable instructions To be aware of and comply with the Emergency Response Plan and all reasonable instructions. To participate in training and familiarise themselves with equipment in their workplace. To be aware of and comply with policy and procedures. In the event of an illness, injury, fire or other emergency, take appropriate action. In the case of serious/life threatening, incident, staff within the precinct should dial (Security desk). In the case of minor incidents, staff may elect to administer first aid if qualified to do so. Version 2 19 December 2011 Page 7 of 10

7 Workplace Condition 6. Workplace Harassment 7.Alcohol & Drugs Management Responsibilities To ensure that all staff and visitors provided with access to buildings are not subjected to workplace harassment. To ensure that appropriate measures are immediately taken to address any issue raised. To ensure staff have access to appropriate resources (Employee Assistance Service). To ensure that all staff are aware of and understand the Office policy relating to alcohol and drug use. Controlling Officers Harassment Contact Officer Unit Managers Unit Managers Reference Material. PSC Directive Managing Employee Complaints 08/10 The Office Code of Conduct. Prevention of Workplace Harassment Code of Practice The Office Code of Conduct. Staff Responsibility To comply with relevant Office policy To report any incident immediately to their supervisor or other manager if required. To comply with relevant Office policy 8. Hygiene To provide the basic amenities to support the hygiene needs of staff within the workplace. 9. Waste To dispose of waste in a safe and environmentally friendly way. To provide appropriate receptacles for general waste (food scraps and non-recyclable items) To provide appropriate receptacles for recyclable waste (paper and cardboard). Unit Managers. The Office Code of Conduct.. The Office Code of Conduct. To be aware of and comply with relevant Office policy and the Code of Conduct To be aware of and comply with relevant Office policy, particularly the appropriate disposal of waste. 10. Signage To ensure appropriate signage is erected throughout the Office.. Australian Standard 1319 Safety Signs for the Occupational Environment To comply with Office signage 11.General security access To establish and maintain a safe working environment. To establish and administer precinct access controls Unit Managers. The Office s Emergency and General Security Plan To comply with Office requirements for secure access. 12. Lighting & Air To provide a safe, comfortable and efficient visual environment. To deliver lighting and air in accordance with relevant Australian Standards. To effectively monitor and review indoor working conditions on a regular basis. Australian Standard 1668 The use of Mechanical Ventilation and Air- Conditioning in Buildings Australian Standard 1680 Interior and Workplace Lighting To adopt safe work practices and take all necessary steps to use available lighting (natural or artificial) when working. To report any problems or difficulties being experienced to the relevant controlling officer. Version 2 19 December 2011 Page 8 of 10

8 Workplace Condition 13. Use of Office electrical equipment Management Responsibilities To deliver electricity and electrical equipment in accordance with relevant Standards and Codes. To undertake periodic safety checks in accordance with relevant Standards and Codes. Controlling Officers Reference Material This WH&S Policy and procedures document Regulations 2008 Electrical Safety Act & Regulations Australian Standards Staff Responsibility To adopt safe work practices and take due care and attention in the use and handling of all electrical equipment. To operate all equipment in accordance with the manufacturer s instructions. To not use privately owned or personal electrical items in the workplace. To report any problems or difficulties being experienced to the relevant officer. 14. Manual tasks To minimise the incidence of manual handling within the workplace. Unit Managers Regulations 2008 Manual Tasks Code of Practice 2010 National Standard for Manual Tasks 2007 To take due care and attention when lifting. 15. Workstation ergonomics To provide a reasonable standard of workstation to all staff. To ensure the equipment is used in the correct manner. To ensure that workstation assessments are conducted when required. Unit Managers & Commissioners Regulations 2008 To use all workstation equipment appropriately To report any faulty or unstable equipment Version 2 19 December 2011 Page 9 of 10

9 HAZARD NOTIFICATION FORM This form is to be used for reporting a hazard or a potential hazard whereby an employee may sustain an injury if the hazardous situation is not addressed. Description What is the Hazard/Health and Safety Issue? Who is affected?... Has any temporary immediate action been taken to ensure the safety of others? YES / NO If so what action?... Location Where is the Hazard/Health and Safety Issue located?... When was the Hazard Identified? Day:.. Date:../ / Time: am /pm Recommendations Any actions that could rectify the issue?.... Reported by Given Name:.Surname:. Contact Telephone Number:... Mobile: RETURN THIS FORM TO AND ADVISE YOUR MANAGER/SUPERVISOR Office Use Only: Received:././. Name of Investigating WHSC: PS Hazard Report No.:.. Telephone Number:... Page 10 of 10

10 INCIDENT NOTIFICATION FORM Details of Person Involved/Injured Tick Applicable: Employee of the Office of the Information Commisisoner Contractor Member of the public Other (Please Specify) Employment Status: Full time Part Time Casual Volunteer Given Names: Surname: Address: Contact Telephone Number: Date of Birth: / / Mobile: Occupation: Description of Incident Date of Incident: / / Time: am/pm Date Reported: / / Incident Reported to: Designation: What were you doing at the time of the incident? Where were you when the incident occurred? What happened to cause the incident? Other factors involved: Falls, trips and slips Sound and pressure Biological factors Hitting objects with part of body Body stressing Mental stress Heat radiation and electricity Chemicals and other substances Other and unspecified factors: PLEASE INDICATE INJURY LOCATION Type of Injury: Sprain & Strain Fracture Cut Electric Shock Burns Bruising Bodily Location of Injury: Medical Treatment: nil first aid Doctor only hospital Hospital admitted to : Other items involved: Machinery and (mainly) fixed plant Mobile plant and transport Biological agencies Power equipment, tools and appliances Non-powered tools and equipment Environmental agencies Chemicals and chemical products Materials and substances Other and unspecified agencies: Names and contact details of Witnesses: Signature of Person involved/injured: / / Incident Type Office Use Only: Received / / PS Incident Report No. Type of incident: Work injury Serious bodily injury Work caused illness Dangerous Event Dangerous electrical event Serious electrical incident, has the area been made safe? Yes No Yes No Was injury/illness fatal? Yes No Notify Department of Industrial Relations? Name of Investigating WHSO: Telephone Number: Page 11 of 10