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Work Health & Safety Managment

 

CONTENTS
Overview
Scope
Procedure
WHS Policy

  • Planning for Hazard Identification and Risk Management
  • Planning for Legal and Other Requirements
  • Planning for Objectives and Targets
  • Planning for WHS Management
  • Implementation of WHSM: Structure and Responsibility
  • Implementation of WHSM: Training and Competency
  • Implementation of WHSM: Consultation, Communication and Reporting
  • Implementation of WHSM: Documentation
  • Implementation of WHSM: Documentation and Data Control
  • Implementation of WHSM: Hazard Identification, Risk Assessment and Control
  • Implementation of WHSM: Emergency Preparedness and Response
  • Measurement and Evaluation: Monitoring and Measurement
  • Measurement and Evaluation: Incident Investigation, Corrective and Preventative Action
  • Measurement and Evaluation: Record Management
  • Measurement and Evaluation: WHS Audit
  • Management Review

OVERVIEW

  1. This document outlines how SWD will manage its Work Health and Safety (WHS) obligations through a documented Work Health and Safety Management System (WHSMS).
  2. The purpose of this document is to:
    1. support the implementation of the SWD WHS Policy by providing a framework for the development of the WHSMS; and
    2. Establish, implement and maintain information that describes the core elements of the WHSMS and their interaction.

SCOPE

  1. This management system has been developed in accordance with:
    1. Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011;
    2. AS/NZS 4801:2001 Work health and safety management systems — Specification with guidance for use; and
    3. AS/NZS 4804:2001 Occupational health and safety management systems — general guidelines on principles, systems and supporting techniques.
  2. SWD is based in Sydney, NSW with an additional centre of operation in Melbourne, Victoria.
  3. SWD also provides outreach services to Hobart in Tasmania; Newcastle and Coffs Harbour in NSW; Southport, Roslyn Bay and Mackay in Queensland.
  4. The SWD WHSMS applies to all locations where SWD has direct control over the work environment.
  5. The SWD WHSMS applies to all SWD representatives, participants and guests.

PROCEDURE

WHS Policy

  1. SWD has in place a documented WHS Policy which:
    1. is available for consultation and review by all SWD representatives;
    2. includes a commitment to establish measurable objectives and targets and to ensure continual improvement;
    3. includes a commitment to comply with relevant legislation, regulations, standards and codes of practice; and
    4. Is implemented, maintained, communicated and available to all interested parties via the SWD website.
  2. The SWD Board is responsible for approving SWD’s WHS Policy.

Planning for Hazard Identification and Risk Management

  1. SWD has procedures for the systematic approach to risk management.
  2. Hazard identification is planned via routine inspections and mandated risk assessments for specified activities. Tools are available for the reporting of ad hoc identification of hazards by SWD representatives.
  3. A centralised Hazard register is maintained to identify and record risks and hazards (including those of contractors and suppliers) over which SWD has control or influence. The hazard register is periodically reviewed to enable logging of corrective actions to ensure effective controls are identified and actioned.
  4. Hazard identification is facilitated by:
    1. audits;
    2. inspection and monitoring;
    3. observation;
    4. analysis of hazard reports;
    5. analysis of damaging incidents and dangerous occurrence history;
    6. expert knowledge; and
    7. consultation with SWD representatives.
  5. The risk assessment methodology utilised by SWD is defined and applied consistently in all risk assessment tools within the WHSMS.

Planning for Legal and Other Requirements

  1. The SWD General Manager is responsible for the implementation of the documented procedures.
  2. SWD maintains a Policy Register.
  3. Legal and other requirements are communicated to SWD representatives through:
    1. the induction and training process; and
    2. Newsletter and website updates.
  4. The SWD Policy Register is available to all SWD representatives.
  5. Any change to the SWD Policy Register is to be tabled for noting and/or consideration by the SWD Board.

Planning for Objectives and Targets

  1. SWD WHS objectives and targets are developed, documented and communicated by the SWD General Manager in consultation with the SWD Leadership Group and relevant SWD representatives.
  2. The identification of SWD WHS objectives and targets consider:
    1. legal and other requirements;
    2. identified hazards and risks (via review of risk registers and risk assessments);
    3. technological options;
    4. operational and business requirements;
    5. views of stakeholders; and
    6. Shall include the imperative to continue measuring and improving upon WHS performance at SWD.
  3. The SWD General Manager and members of the Leadership Group are responsible for the development and implementation of objectives and targets.

Planning for WHS Management

  1. The setting of objectives and targets, as well as how they will be achieved is implemented according to the procedural requirements of SWD. Planning and review for the management of WHS is scheduled (regularly) and documented.
  2. Management plans for the achievement of objectives and targets include:
    1. clear designation of accountability and responsibility;
    2. details on how the objectives and targets will be met;
    3. target timeframes for completion; and
    4. Are changed according to operational need and/or when there are material changes to SWD’s environment that the WHSMS operates in.

Implementation of WHSM: Structure and Responsibility

  1. SWD’s Board of Directors will identify and provide adequate resources required to implement, maintain and improve SWD’s WHSMS.
  2. SWD has defined, documented and communicated the WHS responsibilities relating to all SWD representatives.
  3. WHS responsibilities are reinforced through induction, ongoing training and development activities, the Leadership Group and Work Teams.
  4. Contractor WHS responsibility is included in tender and contract documents and in contractor inductions.
  5. The SWD General Manager has been assigned responsibility for:
    1. ensuring WHS requirements are established, implemented and maintained in accordance with SWD Policies; and
    2. Reporting on the performance of the WHSMS to the SWD Board of Directors.

Implementation of WHSM: Training and Competency

  1. The SWD recruitment process ensures that all its representatives are adequately trained in the specific requirements of the job/task they are given to perform.
  2. All SWD representatives that perform WHS related duties are adequately trained in these activities.
  3. All SWD representatives are given the opportunity to contribute to job specific training requirements as well as WHS training needs through the SWD General Manager.
  4. SWD has procedures to ensure WHS competencies are developed and maintained through training and assessment. The procedures ensure:
    1. WHS competencies are developed and maintained via an annual training needs analysis and provision and attendance at training;
    2. all SWD representatives, participants and guests have undertaken Health and Safety training that is appropriate to identified needs;
    3. the training is sufficient (according to identified hazards and risks) to provide the skills required to safely and competently perform assigned tasks;
    4. SWD representatives are assessed as competent to perform assigned tasks;
    5. training accounts for the characteristics of the work force and the WHSMS;
    6. WHS responsibilities can be executed; and
    7. Training is facilitated by persons with appropriate knowledge, skills and experience in WHS and training.
  5. In addition, SWD WHS training procedures ensure WHS needs are identified before new activities are commenced or new workplaces commissioned.

Implementation of WHSM: Consultation, Communication and Reporting

  1. SWD has documented procedures that outline SWD’s consultation network.
  2. SWD representatives (either directly or indirectly):
    1. have the opportunity to be involved in the development, implementation and review of policies and procedures for hazard identification, risk assessment and control of risks;
    2. are consulted where there are changes that affect WHS; and
    3. Are informed as to who represents them via the SWD induction, website and newsletter.
  3. All SWD Leadership Group members are trained to ensure their effective contribution to the consultation network at SWD.
  4. Procedures are in place to ensure the communication of the SWD WHSMS to all stakeholders.
  5. SWD has several reporting mechanisms to ensure the relevant and timely sharing of information to facilitate monitoring and improvement in WHS performance including:
    1. incident/hazard reports and associated corrective actions;
    2. hazard registers;
    3. WHS audits;
    4. Leadership Group and network of contributing Work Teams;
    5. Monthly reports by the General Manager to the SWD Board; and
    6. SWD’s publication of the Annual Report.

Implementation of WHSM: Documentation

  1. SWD has established, implemented and maintains WHS information in electronic form or in hard copy where necessary. The documented WHSMS defines the core elements for the management of WHS at SWD and provides procedures and tools and other resources for its implementation.

Implementation of WHSM: Documentation and Data Control

  1. SWD has established, implemented and maintains a procedure for the control of all documents and relevant data required to develop a robust WHSMS.
  2. The procedure ensures that all documents pertaining to the WHSMS are:
    1. properly filed in the SWD information system and able to be readily located;
    2. periodically reviewed as necessary;
    3. approved for adequacy by competent and responsible personnel;
    4. available at all essential locations;
    5. legible, dated and maintained in an orderly manner;
    6. created and modified according to established procedures and responsibilities;
    7. precluded from use when obsolete; and
    8. Reviewed every three years or as changes are required.

Implementation of WHSM: Hazard Identification, Risk Assessment and Control

  1. SWD will, as a minimum, comply with applicable legislation for the identification of hazards and assessing and controlling risks in the workplace.
  2. SWD has in place a Risk Management Procedure to ensure that:
    1. hazards associated with work processes are identified;
    2. risk assessments are conducted;
    3. control measures are implemented and reviewed; and
    4. The risk management process is evaluated.
  3. SWD has documented procedures for systematic hazard identification which consider:
    1. work situations and activities that have the potential to cause harm;
    2. the nature of potential harm; and
    3. SWD’s incident, illness and injury history.
  4. The procedures for identifying hazards have been developed according to SWD’s specific requirements.
  5. The SWD Risk Management Procedure specifies the risk assessment methodology that is applied consistently in all risk assessment tools within the WHSMS. It provides the basis for comparison and prioritisation.
  6. The Hierarchy of Control is applied when managing SWD’s identified WHS risks and requires adopting the highest ranked control measure that is reasonably practicable from the following order:
    1. elimination;
    2. substitution;
    3. isolation;
    4. engineering; then
    5.  
  7. Hazard identification, risk assessment and control of risk processes are subject to a documented evaluation of effectiveness and are modified as necessary.

Implementation of WHSM: Emergency Preparedness and Response

  1. SWD has endeavoured to identify all potential emergency situations and documented procedures for response to prevent and mitigate harm.

Measurement and Evaluation: Monitoring and Measurement

  1. SWD has in place procedures for monitoring and measuring the key characteristics of operations and activities that can cause harm.
  2. The procedure includes a process for the monitoring and measurement of the WHSMS in terms of:
    1. performance;
    2. effectiveness of operational controls;
    3. conformance with objectives and targets; and
    4. Compliance with relevant legislation and other requirements.
  3. The effectiveness of these measures will also be evaluated upon scheduled review.
  4. Records of monitoring and measurement are retained according to SWD procedures.

Measurement and Evaluation: Incident Investigation, Corrective and Preventative Action

  1. SWD has established, implemented and maintains a procedure for:
    1. investigating, responding to and acting to minimise any harm caused from incidents;
    2. investigating and responding to system failures; and
    3. Initiating and completing appropriate corrective and preventive action.
  2. The SWD General Manager is responsible for updating relevant areas of the WHSMS that result from incident investigations and corrective and preventive actions.

Measurement and Evaluation: Record Management

  1. SWD has an established and implemented Records Management Procedure for the identification, maintenance and disposal of WHS records, including the results of audits and reviews.
  2. The procedure ensures that WHS records:
    1. are legible, identifiable and traceable to the activity or service involved;
    2. are stored electronically (where possible) and maintained to ensure they are readily retrievable and protected against damage, deterioration or loss; and
    3. Have their retention times established and recorded.
  3. A process is in place for the archiving and/or disposal of SWD’s records.

Measurement and Evaluation: WHS Audit

  1. SWD has developed a WHS Audit procedure that ensures periodic WHS audits are conducted by a competent person. The purpose of the SWD WHS Audit procedure is to:
    1. provide meaningful information to SWD representatives for review;
    2. determine that the SWD WHSMS:
      1. conforms to planned arrangements for WHS management as defined by the SWD WHSMS as well as legislative and other requirements;
      2. has been properly implemented and maintained; and
  • Is effective in meeting the SWD’s WHS Policy, including objectives and targets for continual improvement.
  1. The WHS Audit procedure includes:
    1. scheduling requirements;
    2. scope;
    3. methodologies;
    4. competencies of auditors;
    5. responsibilities for the implementation of the audit schedule; and
    6. Requirements for reporting of audit results.

Management Review

  1. The SWD Board is responsible for reviewing the WHSMS at defined intervals to:
    1. ensure its continuing suitability, adequacy and effectiveness;
    2. consider the continued relevance of the Health and Safety policies, minimum standards, procedures, objectives and targets, plans and responsibilities; and
    3. Make changes where appropriate in response to audits, changing circumstances and the commitment to continual improvement.
  2. The SWD General Manager is responsible for:
    1. collecting the necessary information to allow the SWD Board to carry out the review process, including provision of audit results and information regarding changing circumstances; and
    2. Documenting the review process.