Occupational Health & Safety Corporate Procedures Manual

Transcription

1 Occupational Health & Safety Corporate Procedures Manual CONTROLLED COPY Copyright July 2013 Hutchinson Builders This document in whole or part, may not be copied, reproduced, stored in any form within a retrieval system or transmitted by any means without the prior written permission of the Managing Director. NOTE: This document is UNCONTROLLED in hard copy.

2 Table of Contents POLICY STATEMENTS Version HB-HSEQ-P-001 WH&S Policy 3 HB-HSEQ-P-002 Environmental Policy 3 HB-HSEQ-P-003 Quality Policy 3 HB-HSEQ-P-004 Waste Policy 2 HB-HSEQ-P-005 Sustainability Policy 2 HB-HSEQ-P-006 Harassment & Bullying Policy 1 HB-HSEQ-P-007 Equal Opportunities Policy 1 HB-HSEQ-P-008 Fitness for Work Policy 1 HB-HSEQ-P-009 Rehabilitation Policy 2 HB-HSEQ-P-010 Workforce Development Policy 1 MANAGEMENT MANUALS OHSCPM Occupational Health & Safety Corporate Procedures Manual EMSM Environmental Management Systems Manual QMSM Quality Management Systems Manual MANAGEMENT PROCEDURES MP:01 WH&S Policy Statement & Communication 7 MP:02 Organisational Overview and WH&S Responsibility 7 MP:03 WH&S Consultation 6 MP:04 Training & Competency 9 MP:05 Inspection & Monitoring of Health & Safety 11 MP:06 Non-Compliance with Health & Safety Requirements 6 MP:07 First Aid 6 MP:08 Incident/Accident Investigation & Reporting 13 MP:09 Emergency Planning 7 MP:10 Risk Assessment Procedure 9 MP:11 Selection & Purchasing of, Goods and Services 7 MP:12 OH&S Records & Documentation Development 8 MP:13 Risk Management for Design-Construct Project 8 MP:14 Harassment & Bullying 1 PROJECT PROCEDURES PP:01 Development and Maintenance of a Work Health & Safety (WHS) Management Plan 6 PP:02 Induction Training 8 PP:03 Subcontractor Management 8 PP:04 Construction Amenities 5 PP:05 Construction First Aid 6 PP:06 Consultative Arrangement on Site (HSOs, H&S Reps, H&S Committees) 7 PP:07 Plant & Equipment on Site 6 SPECIFIC PROCEDURES SP:01 Hazardous Substances, Dangerous Goods & Lead 5 SP:02 Noise 3 SP:03 Isolation & Lock Out 3 SP:04 Fitness for Work 5 Page 1 of 4

3 Table of Contents MANAGEMENT PLANS WHSMP Work Health & Safety Management Plan 8 EMP Environmental Management Plan 2 TMP Traffic Management Plan 2 QMP Quality Management Plan 3 PMP Project Management Plan 1 ERP Emergency Response Plan 2 CRP Cyclone Response Plan 1 APPENDICES & FORMS HB-HSEQ-F-001 Document Master Register 7 HB-HSEQ-F-002 Documents Record Matrix 10 HB-HSEQ-F-003 Management System & Legislation Amendment Register 3 HB-HSEQ-F-004 List of Relevant Australian Standards 4 HB-HSEQ-F-005 List of Referenced Legislation & Codes of Practice 5 HB-HSEQ-F-005-A List of Referenced Legislation & Codes of Practice - Environment 1 HB-HSEQ-F-006 Major Hazard & Risk Register 2 HB-HSEQ-F-007 Project Roles & Responsibilities 9 HB-HSEQ-F-007-A Responsibility Statement - Team Leader 6 HB-HSEQ-F-007-B Responsibility Statement - Project Manager 7 HB-HSEQ-F-007-C Responsibility Statement - Site Manager 7 HB-HSEQ-F-007-D Responsibility Statement - Foreman 5 HB-HSEQ-F-007-E Responsibility Statement - H&S Officer 4 HB-HSEQ-F-007-F Responsibility Statement - H&S Representative 3 HB-HSEQ-F-007-G Responsibility Statement - Hutchinson Builders Personnel/Employees 4 HB-HSEQ-F-007-H Responsibility Statement - Project H&S Committee Member 2 HB-HSEQ-F-007-I Responsibility Statement Team H&S Manager 5 HB-HSEQ-F-007-J Responsibility Statement Contract Administrator 1 HB-HSEQ-F-007-K Responsibility Statement Project Quality Representative 1 HB-HSEQ-F-007-L Responsibility Statement Project Environmental Representative 1 HB-HSEQ-F-008 Administrator Priority Checklist 2 HB-HSEQ-F-009 Estimators / Cost Planners Pre War Room Checklist 2 HB-HSEQ-F-010 Project Start Up Checklist 2 HB-HSEQ-F-010-A Handover Sheet 6 HB-HSEQ-F-011 Job File Index 3 HB-HSEQ-F-012 Bank Guarantee Request 2 HB-HSEQ-F-013 Subletting Register 2 HB-HSEQ-F-013-A Request for Quotation - Template 2 HB-HSEQ-F-014 Drawing & Transmittal Register 2 HB-HSEQ-F-015 Request for Information (RFI) Register 2 HB-HSEQ-F-015-A Request for Information (RFI) Form 2 HB-HSEQ-F-016 Contract Variation Register 2 HB-HSEQ-F-016-A Contract Variation Request Form 2 HB-HSEQ-F-016-B Contract Variation Approval Form 2 HB-HSEQ-F-017 Delay/Extension of Time (EOT) Register 2 HB-HSEQ-F-018 Site Instruction Register 2 Page 2 of 4

4 Table of Contents HB-HSEQ-F-018-A Site Instruction Template 1 HB-HSEQ-F-019 Provisional Quantity Register 2 HB-HSEQ-F-020 Project Risk Assessment - Template 1 HB-HSEQ-F-021 Safe Work Method Statement Form 4 HB-HSEQ-F-021-A Subcontractor SWMS Checklist 10 HB-HSEQ-F-022 Job Hazard Analysis (JHA)Form 1 HB-HSEQ-F-023 Design Risk Assessment 3 HB-HSEQ-F-023-A Design Change Risk Assessment 2 HB-HSEQ-F-024 H&S Purchasing Checklist 6 HB-HSEQ-F-025 Induction Register 1 HB-HSEQ-F-025-A HSE Induction Training Record Form 5 HB-HSEQ-F-025-B Subcontractor Operator Competency Declaration 2 HB-HSEQ-F-026 Visitor Register 2 HB-HSEQ-F-027 Incident Report Register 2 HB-HSEQ-F-027-A Incident Management & Notification Process 4 HB-HSEQ-F-027-B Incident Report Form 8 HB-HSEQ-F-027-C Witness Statement Form 1 HB-HSEQ-F-027-D Critical Response Checklist 3 HB-HSEQ-F-028 Minor First Aid Report Form 2 HB-HSEQ-F-028-A First Aid Checklist Form 3 HB-HSEQ-F-029 Corrective Action Register 2 HB-HSEQ-F-029-A Corrective Action Report 7 HB-HSEQ-F-030 Regulatory Notice register 2 HB-HSEQ-F-031 Site Training Register 4 HB-HSEQ-F-031-A Training Attendance Record 2 HB-HSEQ-F-031-B Training Review/ Feed back 5 HB-HSEQ-F-032 Plant and Equipment Register 6 HB-HSEQ-F-033 Initial Inspection Checklist See checklist for Specific Equipment 1 HB-HSEQ-F-034 Plant Risk Assessment (See checklist for Specific Equipment) 1 HB-HSEQ-F-035 Generic Weekly Inspection Checklist 1 HB-HSEQ-F-036 Plant Specific Weekly Inspection Checklist (see Checklists for Specific Equipment) 1 HB-HSEQ-F-037 Electrical Register 2 HB-HSEQ-F-038 Lifting Gear Register 1 HB-HSEQ-F-039 Height Safety gear Register 3 HB-HSEQ-F-040 Hazardous Substances Register 5 HB-HSEQ-F-040-A Hazardous Substances Risk Assessment Form 4 HB-HSEQ-F-040-B Hazardous Substances / Dangerous Goods Training Record 4 HB-HSEQ-F-041 Community Consultation & Complaints Register 2 HB-HSEQ-F-042 Register of Environmental Monitoring 2 HB-HSEQ-F-043 Memo Register 2 HB-HSEQ-F-044 Alert Register 2 HB-HSEQ-F-045 OHSMS Internal Audit Schedule 6 HB-HSEQ-F-045-A OHSMS Internal Audit Report 3 HB-HSEQ-F-046 HSE Team Internal Audit Schedule 1 Page 3 of 4

5 Table of Contents HB-HSEQ-F-046-A HSE/O&T Audit Checklist 3 HB-HSEQ-F-047 QMS Audit Schedule 1 HB-HSEQ-F-047-A QMS Audit Report 1 HB-HSEQ-F-048 Weekly Health, Safety & Environment Inspection Checklist 7 HB-HSEQ-F-049 HSE Project Performance Register 8 HB-HSEQ-F-049-A Site Weekly Data Collection Form 5 HB-HSEQ-F-050 Register of Health, Safety & Environment Performance Measures 11 HB-HSEQ-F-051 Office Inspection Checklist 2 HB-HSEQ-F-052 Task Observation Form 4 HB-HSEQ-F-053 Foreman s Daily Reports 1 HB-HSEQ-F-054 Site Daily Prestart Meeting 2 HB-HSEQ-F-055 Record of Toolbox Talk Form 3 HB-HSEQ-F-056 HSE Management Review Committee Agenda 4 HB-HSEQ-F-057 Project HSE Monthly Review Meeting 2 HB-HSEQ-F-058 H&S Committee - Agenda 2 HB-HSEQ-F-058-A Committee Functions - Information Sheet 3 HB-HSEQ-F-059 Off Site Waste Management Form 2 HB-HSEQ-F-060 Formwork & Concrete Placement Installation - Checklist 4 HB-HSEQ-F-061 Monthly Scaffold Inspection - Checklist 4 HB-HSEQ-F-062 Construct and Erect Tilt Up Concrete Panels - Checklist 4 HB-HSEQ-F-063 Removal of Asbestos Material - Checklist 2 HB-HSEQ-F-064 Erection of Precast Wall and Column Panels Checklist 2 HB-HSEQ-F-065 Pre Lift Checklist 3 HB-HSEQ-F-066 Demolition Work of Structures - Checklist 2 HB-HSEQ-F-067 Erecting Portal Steel Structures 2 HB-HSEQ-F-068 Tower Crane Selection & Positioning 2 HB-HSEQ-F-069 Erection, Climbing, Servicing & Dismantling of a Tower Crane - Checklist 4 HB-HSEQ-F-070 Swing Stage Placement Erection & Dismantling - Checklist 2 HB-HSEQ-F-071 Removal of Lead Materials Checklist 2 HB-HSEQ-F-072 Scaffold Handover Certificate 2 HB-HSEQ-F-073 Permit to Work 2 HB-HSEQ-F-074 Isolation & Lock Out Permit 2 HB-HSEQ-F-075 Confined Space Permit 2 HB-HSEQ-F-076 Hot Work Permit 2 HB-HSEQ-F-077 Work at Heights Permit 3 HB-HSEQ-F-078 Excavation Permit 3 HB-HSEQ-F-079 Concrete Cutting & Core Drilling Permit 1 HB-HSEQ-F-080 Plant & Machine on Suspended Slab 1 HB-HSEQ-F-081 Project Finalisation Checklist 3 HB-HSEQ-F-082 Control of Defects 2 HB-HSEQ-F-083 Defects List 2 Page 4 of 4

6 MP:01 WH&S Policy Statement & Communication Version: 7 PURPOSE & SCOPE Hutchinson Builders is committed to planning and communicating the company s objectives in the area of health and safety. A written policy statement and H&S objectives and targets have been used to plan and communicate their health and safety goals and objectives to the large numbers of staff, subcontractors and suppliers. The policy statement applies to all operations of Hutchinson Builders. PROCEDURES Planning, Development and Review of Safety Management Plans 1. The Managing Director is to formally acknowledge (sign off) the policy after discussing the contents of the proposed WH&S Policy Statement, with key senior management personnel, and making any amendments as deemed necessary. 2. The Policy Statement is to be reviewed, formally signed off and re-issued every two (2) years. (Refer to HB-HSEQ- P-001 for a copy of the current policy.) 3. The Policy Statement is to be displayed throughout Hutchinson Builders Head office and Site offices, and included in all site-specific WHS Management Plans developed by Hutchinson Builders. 4. All new company employees are to be shown the Policy Statement and advised to acquaint themselves to its specific content at the time of attending the company induction training. 5. Health and Safety information given to contractors and suppliers is to include a copy of Hutchinson Builders Policy Statement. 6. The Managing Director is to discuss any changes to the Policy Statement with the Corporate Health and Safety Manager so that amendments can be made to the WMSMP to achieve and maintain the company objectives and targets within a reasonable time frame and then distribute those changes to relevant office and site personnel. H&S Planning, Performance and Review of Objectives and Targets 7. Objective planning and setting: When the Managing Director sets the H&S Objectives (HB-HSEQ-F-050 Register of Health & Safety Performance Measures), the objectives must: Be consistent with the WH&S Policy; Consider the significant aspects of the company; Consider legal and other requirements; Be suitable for establishing targets which are specific, measurable, attainable, relevant, and traceable; and Be relevant to the various functions and level of operations. 8. Corporate H&S performance and review of objectives: The Managing Director shall: Develop, compile and maintain a list of Corporate H&S Performance Targets (HB-HSEQ-F-050 Register of Health & Safety Performance Measures). Develop a plan (Corporate Procedures Manual) that describes how these objectives shall be achieved; Assess the organisation s performance from scheduled audits against these objectives at intervals (not exceeding 1 year) with the company Corporate Health & Safety Manager; Amend the list of performance targets where required to maintain Corporate objectives. Page 1 of 2

7 9. Project specific H&S performance and review of objectives: For Construction-related works, the Project Management Team shall: HUTCHINSON BUILDERS - OH&S Corporate Procedures Manual MP:01 WH&S Policy Statement & Communication Version: 7 Review the WHS Management Plan template, identify project specific H&S performance targets for the project and if necessary, amend to make them specific; Develop a plan (WHS Management Plan) that describes how these objectives shall be achieved; and Assess the organisation s performance against these objectives at predetermined audit intervals throughout the project (not exceeding 3 months) by the company safety officer or site team, and upon project completion; Amend the list of performance targets where required to maintain project objectives. REFERENCES Document Title Standard/Section No. Work Health and Safety Act 2011 Sections VIC Occupational Health and Safety Act 2004 Sections 21-23, 26 & 31 Occupational Health & Safety Management Systems - Specifications with guidance for use Workplace Health and Safety Policy Statement Register of OHS Performance Measures AS HB-HSEQ-F-001 HB-HSEQ-F-050 RESPONSIBILITY/MONITORING Items 1-8 and review of the statement Items 3-5,9 and dissemination Managing Director/Management Team Site Manager &/or H&S Officer DOCUMENTATION REQUIRED Signed, current Policy Statement to be displayed in site offices and lunchrooms Corporate Objectives and Targets Audit form WHS Management Plan Objectives and Targets Audit form DOCUMENT CONTROL Version: 7 Approving Authority: Corporate H&S Manager Date Approved: Review Date: Approval Date + 2 years Restriction: Controlled Document No: MP:01 Page 2 of 2

8 MP:02 Organisational Overview & WH&S Responsibility Version: 7 PURPOSE & SCOPE All employees within the Hutchinson Builders management structure are responsible in various ways for the health and safety of themselves and other persons relating to the processes in which they and Hutchinson Builders are involved. No one person is responsible for health and safety within the organisation. Each level of the organisation s structure has a responsibility for ensuring the health and safety of fellow employees, contractors and the public. Therefore, responsibilities in the form of responsibility statements for each person or level within the company have been developed to help ensure health and safety management is an integral function of everyone s role. It should be made clear that health and safety responsibilities are no less important than any other duties a manager, or administrator, or any other Hutchinson Builders employee may have. The structure of Hutchinson Builders Management System facilitates the effective management of H&S related issues and ensures that appropriate resources, expertise and consultative structures are available to assist those parties with responsibilities to discharge them. This procedure attempts to simplify the management structure within the organisation by identifying those parties/groups with key H&S-related functions, accountability for key aspects of the H&S Management System, communication pathways between these groups, and relevant procedures and documentation that make up Hutchinson Builders HSMS. DEFINITIONS Accountability & Responsibility Statement Relevant Manager A statement that lists/defines responsibilities of the relevant party in relation to the development, promotion and maintenance of Hutchinson Builders Management System. The person within the H&S Management structure who ought reasonably to be expected to be responsible for a given activity. PROCEDURE H&S Management Structure and Resources 1. The structure of Hutchinson Builders H&S Management System shall facilitate the effective management of all H&S related issues, and ensure that appropriate resources, expertise and consultative structures are available to assist those parties with H&S responsibilities to discharge them; a) Managing Director and Corporate Health and Safety Manager to ensure that the WHSMS is implemented, maintained and continuously improved to meet company objectives and targets; b) Team Leaders and Project Managers to ensure that adequate financial resources are allocated to provide materials and training for project team members to implement and maintain the Work Health & Safety Management Plan. c) Site Managers and Foremen to ensure that specialised skills and technology advances are reviewed to keep improving personnel skill levels to implement, maintain, manage and perform OH&S requirements. Communication of H&S Management Structure 2. The H&S management structure shall be communicated according to the following: a) A list of key personnel with specific workplace health and safety responsibilities (including Health & Safety Representatives, Health and Safety Officers etc. as prescribed in accordance with statutory requirements) shall be displayed in prominent positions within each Hutchinson Builders office or permanent work area. b) The basic Corporate H&S management structure (as per Figure 1) shall be communicated at all Company Induction sessions. Page 1 of 5

9 MP:02 Organisational Overview & WH&S Responsibility Version: 7 c) Project or Work area specific H&S management structures (i.e. Workplace Committee structures, H&S Officers, H&S Rep s etc.) shall be communicated to project personnel and contractors during Project or Workplace Inductions, and in accordance with relevant Operational H&S procedures. 3. The list of key personnel (described in Provision 2a) shall be kept current at all times and reviewed following any employees changes or modifications to work area, project or company structure. Accountability & Responsibility Statements 4. Accountability and Responsibility statements regarding H&S shall be developed and maintained for all persons involved in Hutchinson Builders H&S Management structure including the following: a) Team Leader b) Project Manager c) Site Managers d) Site Foreman e) Health & Safety Officer f) Health and Safety Representatives g) Hutchinson Builders Personnel / Employees h) Workplace Project H&S Committee Members i) Team Health & Safety Manager j) Contractors (as per Tender and Contract Documentation) k) Other parties as per Operational requirements NOTE: Sample responsibility statements are provided in Appendix: HB-HSEQ-F-007-A to HB-HSEQ-F-007-L. These statements may be used or modified by the Team Leaders or Relevant Manager to address specific responsibilities for individuals. If modified, the revised statements should remain consistent with the authority and qualifications of the person in the company, workplace and/or project. 5. Responsibility statements shall be provided to each person by the relevant manager such that the terms of the statement can be discussed and confirmed. A summary of responsibilities is provided in HB-HSEQ-F-007 Project Roles & Responsibilities. 6. All persons (both existing and new employees) are required to review and acknowledge the responsibilities that have been established regarding their position (and any subsequent responsibility statement revisions). 7. Personnel performance reviews shall consider (in addition to other key performance indicators) performance against those responsibilities described in the Responsibility Statement. 8. Responsibility Statements may be periodically reviewed and revised by the relevant manager to reflect changes in the HSMS or workplace. 9. A copy of all signed/acknowledged Responsibility Statements shall be retained on the project file (WHS Management Plan). 10. The Hutchinson Builders Contract or Project Management Team shall develop and communicate contractor responsibilities, in relation to each project (during the tender stage or prior to contracted works commencing) and shall assess contractor performance against these criteria in accordance with PP:03 Subcontractor Management. 11. Once acknowledged, the relevant party shall undertake and fulfil their health and safety responsibilities to the best of their ability as outlined in the respective responsibility statement(s). 12. The Corporate H&S Manager will be responsible to ensure that the HSMS is implemented, maintained in accordance with the AS 4801 standard, and to report on the performance of the HSMS to the Managing Page 2 of 5

10 MP:02 Organisational Overview & WH&S Responsibility Version: 7 Director and Team Leaders for review as a basis of continuos improvement of the overall WHSMP. The Managing Director will report directly to the board in regards to all health and safety matters. H&S Management System Documentation Hutchinson Builders H&S Management System documentation consists of five (5) primary levels: a) Policy Statement- The policy statement for the highest level of responsibility, accountability and commitment given its signatory by the Managing Director on behalf of The Board. b) Corporate or Administrative H&S Procedures - i.e. procedures (and subordinate documents) relating to the overall maintenance of Hutchinson Builders WHS Management Plan; c) Project Establishment Procedures procedures that outline specific HS issues to be considered during the preplanning and establishment of construction-related projects; d) Specific H&S Procedures and Guidelines - i.e. Safe Work Method Statements (SWMS) or Project Risk Assessment (PRA) and other procedures (and subordinate documents) relating to the functioning and maintenance of specific aspects of Hutchinson Builders on site activities and construction work practices; and e) Project/Site Specific WHS Management Plans. 13. A list of all H&S Procedures shall be maintained and shall be updated to reflect revisions and new documents as required. Page 3 of 5

11 MP:02 Organisational Overview & WH&S Responsibility Version: 7 REFERENCES RESPONSIBILITY/MONITORING Document Title Standard / Section No. Work Health and Safety Act 2011 Section VIC Occupational Health and Safety Act 2004 Sections Safety Management Systems AS/NZS 4801 Subcontractor Management PP:03 Project Roles & Responsibilities HB-HSEQ-F-007 Hutchinson Builders H&S Responsibility Statements HB-HSEQ-F-007-A to HB-HSEQ-F-007-L Item 1&12 Items 2-9 Items 10 & 12 Items 6 & 11 Item 12 & 13 Directors and Managing Director Relevant Manager Team Leader Person owing Responsibility as per relevant Responsibility Statement Corporate H&S Manager DOCUMENTATION REQUIRED Signed copy of Responsibility Statements for all parties. Description of the Management structure in each Work area or project. List of all H&S related Procedures to be maintained by Corporate H&S Manager DOCUMENT CONTROL Version: 7 Approving Authority: Corporate H&S Manager Date Approved: Review Date: Approval Date + 2 years Restriction: Controlled Document No: MP:02 Page 4 of 5

12 MP:02 Organisational Overview & WH&S Responsibility Version: 7 DIRECTORS Managing Director OHS Steering Committee Corporate Health & Safety Manager Team Leader Team Leader Construction Workplace Team Health & Safey Officer Project Manager Administration Site Manager Contracts Administrator Health & Safety Officer Employees Site Foreman Employees Subcontracted Personnel Figure 1. Flowchart of General OH&S Management Structure Page 5 of 5

13 MP:03 WH&S Consultation Version: 6 PURPOSE & SCOPE Hutchinson Builders recognises that internal consultation between workers, supervisory personnel, and managers and external consultation with contractors, experienced consultants and statutory authorities is essential if an effective OH&S culture is to be maintained within the organisation. Hutchinson Builders acknowledges and embraces this ideal and aim to establish a working environment where Hutchinson Builders personnel and contractors are encouraged to contribute to safety in their respective workplace, and throughout the company through a healthy consultative framework. Typically, arrangements or structures relating to H&S consultation (the requirements of which vary from jurisdiction to jurisdiction) consists of: a) Management Review; b) Health and Safety Representatives (H&S Reps); and c) Health and Safety Committees; and d) Health and Safety Officers (HSO s). This procedure defines the general H&S consultative framework that shall be applied throughout all Hutchinson Builders controlled work areas and Projects. NOTE: Consult Hutchinson Builders PP:06 Consultative Arrangements on Site (HSO s, H&S Reps, H&S Committees) for specific information regarding the establishment of consultative structures at a construction workplace. PROCEDURE Part A. General 1. Hutchinson Builders shall ensure that the consultative arrangements in each Operational area (i.e. Hutchinson Builders workplace and/or Hutchinson Builders Project) are established in accordance with relevant jurisdictional H&S requirements. NOTE: Based on consultation with workplace personnel, this may include the following (where applicable): The formation/establishment of a Workgroup(s); The election of Health & Safety Representatives; The appointment of Health and Safety Officers; The formation of Project H&S Committees; The communication and dissemination of H&S information through other means (i.e. general employees meetings, toolbox meetings etc.); and The allocation of resources to facilitate relevant parties performing the functions dictated by legislation (i.e. training requirements for specific roles). 2. Hutchinson Builders shall establish an HESQ Steering Committee (refer to Part B), as part of the company s H&S Management Review and Structure. 3. Where specific responsibilities are to be owned by relevant consultative structures, an appropriate Accountability and Responsibility statement shall be developed and shall be acknowledged by the relevant party in accordance with Hutchinson Builders Procedure MP:02 Organisational Overview and WH&S Responsibility. Refer to Appendix HB-HSEQ-F-007-A to HB-HSEQ-F-007-L for specific responsibility statements relating to several consultative positions. 4. The respective roles of each consultative structure shall be communicated to all persons in the workplace 5. Members of the HSEQ Steering Committee and Senior Management shall visit site on a regular basis to discuss HS issues with site management and employees. Page 1 of 3

14 MP:03 WH&S Consultation Version: 6 6. External Consultation is imperative on both a corporate and project level (see PP:06) with all stakeholders. External consultation at a corporate level will include communication with consultants, legal representation, industry bodies and regulators by any of the following means; a) Letter on company letterhead b) for a Hutchinson Builders account c) Meetings with formal meeting minutes d) Other documented correspondence. Part B. Hutchinson Builders H&S Management Review / Steering Committee 7. The primary function of the Hutchinson Builders HSEQ Steering Committee will be the strategic planning, implementation and maintenance of the H&S Management System. 8. The HSEQ Steering Committee will strive to ensure complete support of the committee by all areas of Hutchinson Builders operations. 9. The HSEQ Steering Committee will be chaired by the Managing Director or in absence, a delegate thereof. 10. The HSEQ Steering Committee will provide for consultation with Hutchinson Builders employees by providing for the nomination of employee representative/s as member/s of the HSEQ Steering Committee. 11. Minutes of each meeting shall be recorded on company form (HSE Management Review Committee Agenda HB-HSEQ-F-056) and communicated among Hutchinson Builders Team Leaders. A summary of the relevant and appropriate information from the meeting/minutes will be disseminated to all site management including but not limited to the company performance, outcomes and decisions made that affect projects directly via memo correspondence. 12. A record of the minutes shall be retained for a period of not less than five (5) years. 13. The Hutchinson Builders HSEQ Steering Committee shall convene at intervals not exceeding six (6) months, at a time determined by the Committee, or at the request of a Committee Member. 14. Functions of the Hutchinson Builders HSEQ Steering Committee shall include: a) Promote and assist in the development, review and implementation of Hutchinson Builders H&S policies and procedures; b) Act in advisory capacity to Senior Management; c) Promote an interest in safety and the adoption of a safety culture within Hutchinson Builders operations; d) Review work injuries, work caused illness and dangerous events ref to C.A.R registers; e) Assist in the resolution of health and safety disputes; f) Reviewing the outcomes of internal HS Management System audits; g) Monitoring H&S performance, procedural compliance and environmental conditions; and h) The formation of task-specific H&S-related sub-committees where the committee deems necessary. 15. In addition, the committee (in consultation with management) shall ensure that specialist resources/consultants are sought for expertise and advice on H&S risks as required. 16. Observers/guests may be invited to participate in Hutchinson Builders HSEQ Steering Committee meetings if prior approval of the committee chair has been obtained. 17. Appropriate resources and training shall be afforded to the Hutchinson Builders HSEQ Steering Committee and committee members to facilitate the performance of their functions. Part C. Discrimination of Persons for Raising OHS issues 18. Hutchinson Builders endorses open consultation between personnel and management regarding the identification and resolution of OHS issues. Therefore, the discrimination, intimidation, harassment etc. of persons who raise OHS issues or provide assistance to an Inspector (of a statutory body) during an investigation will not be tolerated. Page 2 of 3

15 MP:03 WH&S Consultation Version: 6 REFERENCES Document Title Standard/Section No. Work Health and Safety Act 2011 Part 5 Section Safety Management Systems AS/NZS 4801 National Code of Practice Consultation, Cooperation and Coordination All VIC Occupational Health and Safety Act 2004 Parts 4 and 8 Consultative Arrangements on Site (HSO s, H&S Reps, H&S Committees) PP:06 Project Roles & Responsibilities HB-HSEQ-F-007 Hutchinson Builders Responsibility Statements HB-HSEQ-F-007-A HB-HSEQ-F-007-L HSE Management Review HB-HSEQ-F-056 Committee Functions - Information Sheet HB-HSEQ-F-058-A RESPONSIBILITY/MONITORING Item 1, 2, 4 & 17 Item 3-16 Item 17 Item 18 Managing Director & Team Leader HSEQ Steering Committee DOCUMENTATION REQUIRED HSEQ Steering Committee meeting minutes Responsibility Statements signed by relevant parties DOCUMENT CONTROL Version: 6 Approving Authority: Corporate H&S Manager Date Approved: Review Date: Approval Date + 2 years Restriction: Controlled Document No: MP:03 Page 3 of 3

16 MP:04 Training & Competency Version: 9 PURPOSE & SCOPE Although Hutchinson Builders maintains established processes and procedures for ensuring health & safety, the organisation recognises that these can only be effectively used if employees are trained and competent to perform their respective work tasks, and are knowledgeable in the organisations internal requirements. Therefore, an objective of the organisation is to establish procedures to identify both competency levels and training needs, set standards of competency which address potential hazards, and to provide training to help ensure that standards are met and that awareness and knowledge of the H&S issues are increased. The requirement to ensure only adequately trained and competent employees perform Hutchinson Builders related activities applies to all Hutchinson Builders personnel, and all Hutchinson Builders-controlled working environments (including Project works). DEFINITIONS Competency Certification of Competency Competent Person Possessing the necessary skills, training, experience, knowledge or combination of these aspects such that an activity can be performed in a safe manner. Formal recognition of competency which has been issued or endorsed by the relevant statutory body in relation to a particular activity or task. The ability to perform particular tasks and duties to the standard of performance expected in the workplace. Currency & Experience For in-house courses, means having completed the training course in the past 2 years. PROCEDURE Assessment of Training Needs 1. A basic H&S Training Needs Analysis shall be undertaken across Hutchinson Builders operations and must consider: a) Activities performed by personnel and the environment in which the activity is performed; b) Equipment operated by personnel; c) Substances used by personnel; and d) Relevant legislative requirements. 2. Following the development of Item 1, a formal documented H&S Training Plan shall be developed that addresses the training required to meet those needs. NOTE: For project-related works Operational work procedures may also describe training and induction requirements. An assessment of the training needs for workers in unforeseen circumstances will be made by the individual teams, booked through the Training Coordinator Post Trade Training and approved through the submission of a Purchase Order identifying the Job Number and Cost Code. Page 1 of 6

17 MP:04 Training & Competency Version: 9 TRAINING PLAN The flow chart below identifies the planned training for various levels of Hutchinson Builders personnel to meet WH&S statutory requirements and company procedures. Team Leader / Project Manager/ Contracts Administrator HSMS Manual Industry Induction Project Risks Other Training as identified in the Site Training Register. Site Manager / Site Foreman HSMS Manual Project Risks Company SWMS Industry Induction Site Induction Other Training as identified in the Site Training Register. HSO / Reps HSMS Manual Project Risks Company SWMS Industry Induction Site Induction Other Training as identified in the Site Training Register. Workers Industry Induction Site Induction Employer SWMS Tool Box Talks Other Training as identified in the Site Training Register. The Safety Manager together with the Workforce Development Manager is to ensure that this plan provides continuous improvement and personnel development on issues of Health and Safety in accordance with the Site Training Register (HB-HSEQ-F-031). Page 2 of 6

18 MP:04 Training & Competency Version: 9 H&S RELATED TRAINING OVERVIEW Source Design Delivery Assessment NATIONALLY RECOGNISED TRAINING Skill sets in the H&S Training needs Analysis are matched to nationally recognized qualifications, courses and competencies. Training can be customized by the assigned RTO in line with the course qualification and guidelines. By assigned RTO staff in accordance with the National VET Regulation (NVR). In accordance with the assessment guidelines of the course/ qualifications/ competency as interpreted by the assigned RTO. Evidence of Competency Statement of attainment from the assigned RTO for each successful student. IN-HOUSE TRAINING COURSES Specific Hutchinson Builders training needs identified in the H&S Training Needs Analysis that do not match nationally recognized competencies. Training course design will be overseen by GCSC staff to ensure it has appropriate curriculum and assessment to meet training needs identified. By GCSC staff if they have the currency and experience in the area or Team Health and Safety Managers in accordance with MP:04 Paragraphs 9 and 10. As identified during the design phase to establish competency. Statement of Attendance with a brief overview of the course objectives for each successful student. Provision of Training & Information 3. All Hutchinson Builders personnel who are required to perform activities identified in the Training Plan shall receive the appropriate course of instruction to enable them to perform the activity in a competent manner. 4. All Hutchinson Builders personnel shall be provided with relevant information to enable them to fulfil specific work-related responsibilities, including: a) Access to Hutchinson Builders H&S Policy & Procedures Manual and associated documents; b) All available information necessary to: i) identify hazards ii) iii) iv) Assess risks arising from those hazards; Eliminate or control those risks; and Provide feedback or information to management regarding specific activities. c) Each new Hutchinson Builders employee shall receive induction training that covers the following: i) Arrangements at the place of work for the management of H&S, including arrangements for reporting hazards to management; ii) iii) Health and safety procedures at the place of work relevant to the employee, including (but not restricted to) the use and maintenance of risk control measures, emergency response procedures, key contact persons, etc.; and How employees can access any health and safety information that Hutchinson Builders is required to make available to employees. NOTE: Specific requirements for inducting personnel required to undertake work on constructions sites is addressed in PP:02 Induction Training. 5. Hutchinson Builders personnel must not engage in activities beyond their skills and competencies and all training is to be under the supervision of suitably competent person. Page 3 of 6

19 MP:04 Training & Competency Version: 9 6. Wherever practicable, for internal H&S-related training courses, a formal assessment of the participant s competency may include theoretical and/ or practical testing. 7. All H&S-related training courses (including induction training) developed internally by Hutchinson Builders shall be: a) Consistent with adult learning principles; and b) Critiqued by personnel at relevant levels in the organisation to ensure they reflect legislative and minimum competency/awareness expectations prior to being delivered. 8. All internal training courses (including induction training) presented by Hutchinson Builders shall be delivered by a competent person(s), and may be recorded on internal Training Attendance Record (HB-HSEQ-F-031-A). Training Providers 9. All training providers used by Hutchinson Builders shall meet the requirements of the National Skills Framework and in particular the NVR where nationally registered competencies, courses, qualifications are involved. For other in-house training, Hutchinson Builders will use either its own GCSC trainers who meet the NVR requirements or team H&S Management with Certificate IV in H&S; and Training Assessments or equivalent; along with currency and experience in the area of training being delivered. Training Records 10. Hutchinson Builders shall maintain appropriate records of all training and competency assessments. Records shall be maintained at Head Office and should where relevant include (but are not limited to): a) Participant attendance lists; b) Competency assessments; c) Course overviews and learning outcomes; d) Instructor/training provider details; e) Date training provided; and f) Certification (where applicable) or similar proof of attendance and/or competency. Note: Each project to have a Site Training Register (HB-HSEQ-F-031) which provides the details for training achieved by each Hutchinson employee for the project reference to the - VETtrak training database employee training details are available upon request from the Workforce Development Team at Head Office on Project Specific Training Requirements 11. Specific induction, training and competency requirements with respect to contractors engaged in project works must be specified within the WHS Management Plan, and shall be maintained with Project Documentation (refer to WHSMP). 12. Any contractor(s) working on behalf of Hutchinson Builders are required to have training and competency levels that are: a) Equivalent to that required by Hutchinson Builders personnel to do the task (where relevant); b) As per legislative requirements; and c) Proportionate with the tasks they are to undertake. 13. The project monthly review, daily prestarts and safety committee meeting are to be used to review any changes in training requirements for the project (refer HB-HSEQ-F-057 Project HSE Monthly Review Agenda). Internal Training 14. Hutchinson Builders has developed internal training modules that have been included in the Site Training Register. (HB-HSEQ-F-031) for implementation on our projects. The training register identifies the minimum training requirements for each level of employee on a construction project. The modules developed include; Page 4 of 6

20 Topic1: Topic 2: Topic 3: Topic 4: Topic 5: Topic 6: Topic 7: Topic 8: Topic 9: Topic 10: Topic 11: WHS Management Plan Legal Requirements & Duty of Care Risk Assessment Incident & Accident Reporting Emergency and Fire Response Subcontractor Management Working at Heights Scaffold and Formwork Hazardous Chemicals Asbestos, Demolition & Lead Powered Plants and Cranes HUTCHINSON BUILDERS - OH&S Corporate Procedures Manual MP:04 Training & Competency Version: 9 By completing the above modules site management and employees will be provided with a certificate of attendance and deemed as competent to carry out certain processes required in the Work Health and Safety Management Plan and Project Risk Assessment. The training module will be supplemented with The Hutchinson Builders process documentation relevant to that topic, i.e. Project Risk Assessment, Forms & Safe Work Method Statements. Training will be delivered through the teams with a central schedule for the regions organised by a Training Coordinator from the Workforce Development Team Post Trade Training. Effectiveness of Training 15. Effectiveness of delivered training shall be verified by review of the training needs analysis register during the annual performance review process or other means such as surveys of participants (via feedback sheets, HB- HSEQ-F-031-B Training Review / Feedback Form are to be sent to the H&S Manager for review) or on the job performance. All Training Evaluation Forms will be returned to the Training Department and review for effectiveness of training and overall performance of the trainer. This will assist the Training Coordinators to determine future training providers when scheduling courses. New Employees/Promotions 16. Prior to engaging a new employee, promoting an existing employee or providing additional resources to cater for unforseen workforce requirements. Individual employee assessments of current competencies against the Site Training Register (HB-HSEQ-F-031) will be undertaken to ensure the person has the required competencies for the role. Where necessary, additional training is to be planned and undertaken within the first three (3) months of starting the position and additional qualifications added to Site Training Register (HB-HSEQ-F-031). Subcontractor Training Records 17. All subcontractor/workers on site are to be required to complete a Site Specific HSE Induction Training Record Form (HB-HSEQ-F-025-A) to detail certificates of competencies for high risk work licenses and other related safety training. 18. Safe Work Method Statements are to review specific training requirements for the activity and ensure details are recorded (refer to HB-HSEQ-F-021-A Subcontractor SWMS Checklist Form). Page 5 of 6

21 MP:04 Training & Competency Version: 9 REFERENCES Document Title Standard/Section No. Work Health and Safety Act 2011 Sections 28 & 31 VIC Occupational Health and Safety Act 2004 Sections & 26 Induction Training PP:02 Subcontractor SWMS Checklist HB-HSEQ-F-021-A HSE Induction Training Record Form HB-HSEQ-F-025-A Site Training Register HB-HSEQ-F-031 Training Attendance Record HB-HSEQ-F-031-A Training Review / Feedback Form HB-HSEQ-F-031-B Project HSE Monthly Review Meeting HB-HSEQ-F-057 RESPONSIBILITY/MONITORING Item 1, 2 &10 Items 3, 4 & 7-10, 13,14-17 Items 7 &10-11, Items 7-8 Item 5 Item 12, 16,18 Item 6 Managing Director Team Leader/Project Manager OH&S Manager Training Organiser All Personnel Contractor engaged by Hutchinson Builders Course Developer DOCUMENTATION REQUIRED Training Needs Analysis and Training Plan Training review / feedback forms Training Records and Assessment results (where applicable) DOCUMENT CONTROL Version: 9 Approving Authority: Corporate H&S Manager Date Approved: Review Date: Approval Date + 2 years Restriction: Controlled Document No: MP:04 Page 6 of 6

22 MP:05 Inspections & Monitoring of Health & Safety Version: 11 PURPOSE & SCOPE Health and Safety legislation requires that a system be implemented which monitors and reviews the effectiveness of control measures that have been implemented to ensure workplace health and safety. In addition to this, it also allows a Health and Safety Representative (where applicable) or site team member to undertake inspections at weekly intervals. Inspections help to keep management informed of the general level of safety efficiency at a workplace and form a background against which accidents can be reviewed. There are numerous ways an inspection can be conducted including: - Informal walk through of areas; - Systematic formal inspections; and - Specialist inspections of issues i.e. manual handling, formwork, etc. Hutchinson Builders adopts a system that utilises all of these together with regular audits. Checklists and forms have been developed for specific issues to assist in the process of site inspections. Health and Safety Audits are conducted to minimise the potential for accidents by subjecting each area of Hutchinson Builders activities to a systematic, critical examination. A health and safety audit is a safety management tool for management to measure performance of the health and safety program in place for Hutchinson Builders. Audits will be undertaken on a regular basis with the involvement of the site team members, over and above regular site safety inspections. The audit should consider a wide variety of topics from evaluation of public protection to measuring the effectiveness of the injury reporting system. This procedure applies to all Hutchinson Builders controlled workplaces and construction projects. DEFINITIONS Inspection Formal Workplace Inspection Responsible Manager Audit Means a formal or informal observation of the workplace to evaluate the effectiveness of implemented control measures of known hazards. Observations will evaluate all areas of workplace with the goal of identifying new hazards. Means a systematic, documented inspection of a Hutchinson Builders controlled working environment Means the Hutchinson Builders Manager (or person in control of the workplace) who is accountable (in accordance with the OHSCP) for ensuring that H&S inspections are conducted in the workplace. A formal observation and evaluation of the workplace or organisation according to a defined set of criteria. Audits may also be conducted to H&S documentation including but not limited to - inspection reports, accident/incident information, rehabilitation information, policies and procedures, and training records. PROCEDURES General 1. Hutchinson Builders shall implement and maintain a process that facilitates the systematic identification and monitoring of safety issues at Hutchinson Builders controlled workplaces and construction sites, a Scheduled Project Action Plan (HB-HSEQ-F-007 Project Roles & Responsibilities) is to be developed for each project to reflect activities for the project team on a daily, weekly and monthly basis including: a. Informal inspections; b. Formal workplace inspections; c. Audits; d. Corrective Action Reports (C.A.R. s) (MP:06 - Non-compliance with Health & Safety Requirements) and e. Project H&S Monthly Review meetings Page 1 of 6

23 MP:05 Inspections & Monitoring of Health & Safety Version: All Hutchinson Builders personnel are encouraged to undertake informal inspections during their movement throughout Hutchinson Builders controlled workplaces as part of their daily activities, and to report any situations that they consider to be unsafe or unsatisfactory. 3. Significant issues identified during inspections that cannot be corrected immediately should be reported to the relevant manager and documented using the Corrective Action Report system where appropriate (Refer to MP:06). 4. All formal inspections shall be conducted by a competent person (i.e. Health and Safety Representative, Site Team Member) and the completed formal checklists are to be: a) Signed off by the relevant manager; and b) Filed in a prominent and easily accessible location in the work area (or Site office for on-site Inspections). Note: It is recommended that the checklist from the previous inspection be retained and used during the next inspection to ensure issues identified have been addressed. 5. A copy of the H&S Inspection Reports is to be made available to Hutchinson Builders Management, HSEQ Steering Committee, WHS Representative or the relevant Workplace Safety Committee (if applicable), to discuss issues and ensure resolution. Inspections & Reporting Administration and Non-Construction Sites 6. A formal workplace inspection shall be conducted at intervals not exceeding six (6) months, and shall be documented using the Office Inspection Checklist (HB-HSEQ-F-051- Office Inspection Checklist). Inspections & Reporting On-site 7. Daily informal walk through inspections are to be undertaken by the Site Manager, Site Foremen &/or H&S Representative (where applicable) with actions taken to ensure health and safety standards are maintained on site. 8. A formal workplace inspection shall be conducted at weekly intervals specified in the WHS Management Plan (e.g. depending on the nature of the project this may be daily or weekly) and shall be documented using Weekly Health Safety & Environment Inspection Checklists (HB-HSEQ-F-048). Subcontractors shall participate in the inspection and the inspection shall include plant, substances, equipment and temporary structures used by subcontractors. 9. Task Observations of subcontractor and employee activities are to be undertaken and recorded on the Task Observation form (Task Observation HB-HSEQ-F-052), any non-conformances identified during the observation, a C.A.R. (Corrective Action Report HB-HSEQ-F-029-A) is to be actioned to ensure that a person s competency to perform the task or operate machinery is reviewed to ensure a person s ability to work safely. 10. All Subcontractor and employee issues identified during informal or formal checklist inspections or task observations are to be notified immediately to the Subcontractor or employee concerned using a copy of the completed inspection checklist/form or where there is an ongoing risk to health and safety of personnel a Corrective Action Report (C.A.R.) is to be issued Refer to MP:06 - Non-compliance with Health & Safety Requirements. 11. A Weekly Health and Safety Report is to be completed by the Manager/Foreman & or H&S Representative (where applicable), (Site Weekly Data Collection Form HB-HSEQ-F-049-A). The information from the weekly report is to be transferred to the HSE Project Performance Register (HB-HSEQ-F-049). Each Team is responsible for collating the statistical information for all active jobs on the Team Monthly HSE Project Performance Summary (HB-HSEQ-F-049-B) and submitting the completed information to Head Office by the second Friday of the following month. Internal Audits 12. Hutchinson Builders is to undertake audits of its operations to ensure compliance with the H&S Corporate Procedures Manual and to: a) Determine whether activities comply with minimum statutory requirements; b) Determine whether health and safety management arrangements have been implemented effectively and maintained; c) Determine if it has been effective in meeting the Hutchinson Builder s WH&S Policy and objectives and targets; and Page 2 of 6