Our health and safety overview

Our system for managing our health and safety of workers and clients

Overview of our system “How it works”

Summarise your system, how does your system work Imagine someone asking you “How does your xxx system work”

[e.g. We explore risks and hazards of each work environment, we document our systems to ensure everyone is up to speed on policies and then..]

Critical to the success of our system is:

What critical success factors have you identified to ensure a smooth system

• [e.g. must provide a safe work environment]
• [e.g. everyone who needs to know knows]
• [e.g. safety systems are documented and available for all to see]
• [e.g. everyone is engaged in safe work practices]

4.1.0 General requirements

Purpose

To demonstrate that the organisation has established, implemented and maintains an Occupational, Health and Safety Management System in accordance with Clause 4 of the standard.

Procedure

[enter-your-company-name-here] has established, implemented and maintains an Occupational, Health and Safety Management System (OH&SMS) to monitor the organisation’s activities and to ensure that the health and safety of every member, visitor and subcontractor is protected.

The OH&SMS has been developed to ensure compliance with the requirements of the OH&S legislation and is in accordance with [enter-your-company-name-here]’s stated OH&S policy.

4.2.0 OH & S Policy

Obligations

[enter-your-company-name-here] recognises its moral and legal responsibility to provide a safe and healthy work environment for employees, contractors, customers and visitors. This commitment extends to ensuring that the organisation’s operations do not place the local community at risk of injury, illness, environmental or property damage.

Values and Objectives

A core value of [enter-your-company-name-here] is that safety is an integral part of every job. No task is so urgent and no service is so important that we cannot do it safely. Occupational Health and Safety considerations are not to be compromised by other business objectives.

[enter-your-company-name-here] believes that accidents and injuries are preventable and that good safety is good business. Our reputation and profitability depend upon our ability to manage our operations safely.

[enter-your-company-name-here]’s approach to safety is based upon consultation, learning and continual improvement.

Our objectives are to:

• Provide safe working environment and systems of work.
• Promote the active identification, assessment and control of workplace risk.
• Ensure compliance with legislation, contractual requirements and current industry standards.
• Be an industry leader in occupational health and safety.
• Provide information, instruction, training and supervision to employees, contractors and customers to ensure their safety. This includes ensuring that they understand that they must adhere to [enter-your-company-name-here] policy, procedures, safety rules and safe work methods.
• Provide a structured Injury Management and Rehabilitation program to injured employees in order to assist rehabilitation and return to work.
• Ensuring that all work activities are carried out by competent and suitably trained people.
• Systematically audit and continuously improve OH&S performance through the maintenance of a safety management system.

Responsibilities

Health and Safety responsibility and accountability rests with every employee.

Each management representative is accountable for implementing this policy in their area of control. This will be measured at annual performance reviews.

Management is responsible for:

• The provision and maintenance of the workplace in a safe condition.
• Involvement in the development, promotion and implementation of health, safety and environmental policies and procedures.
• Training employees in the safe performance of their assigned tasks.
• The provision of resources to meet the health and safety commitment.

Employees are to:

• Follow all health and safety policies and procedures.
• Report all known or observed hazards to their immediate supervisor or manager.
• Report immediately, any work related injury to management

Application Of The Policy

This policy is applicable to all [enter-your-company-name-here] operations and functions including those situations where employees are required to work off site.

Consultation

[enter-your-company-name-here] is committed to consultation and cooperation between management and employees. [enter-your-company-name-here] encourages consultation with elected employee health and safety representatives and employees in any workplace change that will affect the health and safety of any of its employees.

Accessibility

A copy of this policy shall be made available to every member of our organisation, either as hard copy, displayed on notice boards or reproduced in electronic form.

4.3.1 Planning Identification of Hazards, assessment and control of risks

Purpose

• A hazard is something with the potential to cause harm to an employee, contractor, visitor, member of the public or anyone who may reason to be in the vicinity of the hazard. Hazards can include manual tasks, noise, lighting, electricity, biological hazards, chemicals or poisonous substances, sharp instruments or tools, doorways blocked by objects, objects left on the floor and slippery surfaces.
• Risk is a measure of the likelihood or chance that a particular activity, program, project or situation may cause an injury, illness or death.
• Risk and Hazard management involves the implementation of organisational policies and procedures that promote workplace practices which enable personnel to effectively prevent, monitor, evaluate and eliminate hazards.
• Risk and Hazard management also relates to a responsibility by personnel to adequately identify and report hazards to senior members of staff or managers and the [enter-your-company-name-here]’s responsibility to take appropriate action when a hazard is reported.

Procedure

The Workplace Health and Safety Act prescribes a process of Risk and Hazard Assessment in order to evaluate what is considered a hazard and what is considered a risk.

[enter-your-company-name-here] will use the following process, in consultation with all staff and employees, to manage workplace health and safety:

• Identify and assess potential hazards
• Decide on control measures
• Implement control measures
• Monitor and review outcomes

Identify and assess potential hazards

By assessing the potential risk of a hazard, [enter-your-company-name-here] determines the need for control measures. Assessment of the potential risks will be carried out on an ongoing basis and at the commencement of any new process or project or the introduction of new plant or equipment.

Decide on control measures

Control measures are actions that are decided upon in order to reduce the risk of a hazard causing harm to any person. Control measures are determined by the level of risk that the hazards poses. Hazard control is managed by the manager or senior staff member responsible for the area, process or project that presents the hazard.

Implement control measures

When implementing control measures, the responsible manager or senior staff member considers the risk of harm to others.

• If the hazard can be controlled, appropriate action is taken to control the hazard.
• If a hazard is classified with the potential for high risk of harm or injury the hazard is removed if possible.
• If a hazard is classified with the potential for high risk of harm or injury and cannot be removed [enter-your-company-name-here] will consult with all ‘stakeholders’ to ensure that every effort is made to monitor and reduce the risk at all times.

.

Monitor and review outcomes

[enter-your-company-name-here] will maintain close communication with its employees and contractors to ensure that the control measures have eliminated or minimized the hazard or risk, and to evaluate the effectiveness of these measures.

This monitoring process will be repeated as a continual cycle of improvement. Monitoring of hazards and risks will be extended to ensure that the control measures do not create additional hazards.

4.3.2 Legal and Other Requirements

Purpose

[enter-your-company-name-here] has established, implemented and maintains procedures to identify and have access to all legal and other requirements that are directly applicable to the Occupational Health and Safety (OH&S) issues related to its activities, products or services, including relevant relationships with contractors or suppliers.  [enter-your-company-name-here] keeps this information up-to-date. It communicates relevant information on legal and other requirements to its employees.

Procedure

Current information

The OH&S manager shall monitor OH&S information sources from government departments, industry associations, peak bodies etc to ensure that he/she is alert to changes in legislation.

[enter-your-company-name-here] will communicate relevant information on legal and other requirements to its employees. This information will be given in the form of newsletters and/or posted on notice boards.

Incident reports – public

Relevant public incident reports shall be discussed by the OH&S committee to determine if they contain information that is useful for risk assessment purposes.

Legal access

[enter-your-company-name-here] will provide access to legal services for the purpose of managing actual or potential risks associated with its activities. The OH&S manager is responsible for coordinating the use of legal services in consultation with top management.

Codes of Practice

The OH&S manager shall maintain current copies of all Codes of Practice that are relevant to the activities of [enter-your-company-name-here]. Where appropriate, copies of these codes shall be made available to all members of staff, visitors and sub-contractors and maintained in a current status.

Third party responsibility

[enter-your-company-name-here] will ensure that all sub-contractors and suppliers are advised of any OH&S issue that relates to their dealings with the company. This includes the requirements for access, personal protection equipment and any hazards that exist as the result of [enter-your-company-name-here]’s activities. In some cases, visitors, sub-contractors and suppliers may be required to sign a document that acknowledges receipt of information such as risks and special conditions for access etc.  

4.3.3 Objectives and Targets

Purpose

[enter-your-company-name-here] has established, implemented and maintains documented Occupational Health and Safety objectives and targets at each relevant function and level within the organisation. 

Procedure

Top Management has a commitment to the development, implementation and improvement of the Occupational Health & Safety management system.

[enter-your-company-name-here]’s Occupational Health & Safety (OH&S) objectives describe the required outcome. 

The targets are;

• Specific
• Measurable wherever practicable
• Attainable
• Realistic
• Time constrained (they have timelines and completion dates)

When reviewing the objectives for Occupational Health & Safety, [enter-your-company-name-here] will consider;

• The legal and other requirements
• The OH&S hazards and risks
• The technological options available to reduce or eliminate the risks
• [enter-your-company-name-here]’s operational and business requirements
• The views of interested parties

(Expansion required)

4.3.4 OH&S Management Plans

Purpose

[enter-your-company-name-here] has established and maintains management plans for achieving its objectives and targets.

They include:

• designation of responsibility for the achievement of objectives and targets at relevant functions and levels of the organization; and
• outlining the means and timeframes by which objectives and targets are to be achieved.
• procedures are established to ensure that current plans are reviewed and amended, if necessary, to address such changes at regular and planned intervals. Amendments are made  whenever there are changes to the activities, products, or services of the organization or significant changes in operating conditions.

Procedure

• The OH&S committee and the OH&S manager are responsible for establishing OH&S objectives and targets.  The objectives and targets will be written and published in newsletters, on notice boards, company web sites or contained in a letter or memorandum.
• OH&S objectives and targets shall be given a timeframe for achievement.  The timeframe shall be discussed by the OH&S committee and, where appropriate, with top management. Regular reviews will be conducted to ensure that the objective or target is on schedule for completion within the allotted timeframe.  The review period will be dependent upon the nature of the objective or target and the period of the timeframe.  The status of the objective or target shall be reviewed at each OH&S committee meeting.
• [enter-your-company-name-here]’s OH&S procedures are periodically reviewed every [how long] to ensure that they are relevant and are compliant with the Standard. Whenever there is a change to [enter-your-company-name-here]’s activities, products, or services of the organisation or a significant change in operating conditions, the OH&S committee will determine whether a procedure or procedures require change.  All changes will be documented for historical reference and reference the background to the change. The change will be published in newsletters, on notice boards or company web sites.

4.4.1 Structure and Responsibility

Purpose

[enter-your-company-name-here] has identified and provides the resources required to implement, maintain and improve its Occupational Health & Safety Management System (OH&SMS). These include human resources and specialized skills, technology and financial resources.

Procedure

OH&S Committee

[enter-your-company-name-here] has established an Occupational Health & Safety (OH&S) committee, chaired by the OH&S manager. Committee members include representatives from all levels and departments and at least one member from Top Management. The committee meets [how often] to review the performance of the OH&SMS and examine any incidents or reports.  All meetings are minuted and these are distributed to all committee members, management and posted on notice boards.

Reports

The OH&S manager ensures that all incident reports are completed and are available for review at the meeting of the OH&S committee. Where appropriate, trend and historical data from reports shall be presented to the committee for analysis.

Changes & Improvements

Whenever the OH&SMS is deemed to require a change, the committee shall examine the conditions and  prepare a draft amendment.  All changes shall be approved by the OH&S manager in consultation with the OH&S committee and Top Management.  The OH&S manager shall ensure that all relevant documentation is changed and details distributed to all committee members, management and posted on notice boards. If the change is deemed to be urgent, the OH&S manager shall effect the change immediately and convene an urgent meeting of the OH&S committee to ratify the change.

Specialised assistance

[enter-your-company-name-here] will, when necessary, engage persons or organisations to assist with the implementation or management of measures that require specialised skills or equipment.

These measures may include;

• fire protection initiatives
• fire fighting equipment
• first aid training
• resuscitation equipment
• ergonomics
• security

Financial resources

To ensure that sufficient resources are allocated for the development and maintenance of the OH&SMS, the OH&S manager shall prepare a budget for expenditure [how often] and present this for approval.

4.4.2 Training and Competency

Purpose

[enter-your-company-name-here], in consultation with its employees and relevant contractors, identifies training needs in relation to performing work activities competently, including OH&S training. Procedures are in place to ensure that OH&S competencies are developed and maintained. Personnel are assessed as competent, on the basis of skills achieved through education, training or experience, to perform assigned tasks taking into account the OH&S obligations, hazards and risks associated with the work activities.

Procedures have been developed to provide OH&S training. These procedures cover:

• the characteristics and composition of the workforce which impact on OH&S management; and
• responsibilities, hazards and risks.

[enter-your-company-name-here] ensures that all personnel (including contractors and visitors) have undertaken training appropriate to the identified needs.

Training is carried out by persons with appropriate knowledge, skills and experience in OH&S and training.

Procedure

Skills and Training records

[enter-your-company-name-here] maintains detailed records of skills, competences and training for all employees and relevant contractors. These records are reviewed [how often] to ensure that they are up to date and relevant. During the review process, any training needs, including OH&S, are identified and a training program established.

Skills assessment

[enter-your-company-name-here] has developed a skills matrix for each position to ensure that employees have the necessary skills and experience to perform their duties effectively and safely. Compliance with the skills matrix will be assessed on the basis of skills achieved through education, training or experience to perform assigned tasks. The skills matrix identifies the hazards and risks associated with the task and records the employee’s competency to work safely.

Training reviews

The OH&S committee conducts a regular and systematic review of training methods to ensure that they are relevant and effective. During these reviews, the committee will examine trend and historical data from reports to determine the need for changes to training methods.

Immediate training action

Whenever an employee is deemed to fall short of the skills necessary to perform their work effectively and safely, immediate action is taken to rectify the situation. On completion of training, the responsible supervisor or manager ensures that the training is satisfactory and records the details in the appropriate record.  Follow up action is taken [when] to ensure that the training was effective and a note to this effect is made in the training record.

OH&S training

[enter-your-company-name-here] is committed to the development and provision of OH&S training for all employees.

When providing training, consideration is given to the;

• ethnic composition of the workforce
• level of English language comprehension
• educational background of the workforce
• past experience in working with OH&S protocols

When developing OH&S training, consideration is given to the;

• responsibilities assigned to the employee(s)
• inherent hazards associated with the work
• level of risk

Before commencing work

Before an employee, contractor or visitor is allowed to commence work or be in the vicinity of the work, the responsible supervisor or manager will ensure that they have received appropriate training, including OH&S.  The responsible supervisor or manager will ensure that the employee, contractor or visitor is made aware of the hazards and risks present and ensure that all protective clothing and equipment is available and in use.

Approval to train

OH&S training shall be carried out by appropriately trained and experienced personnel.  The OH&S manager must authorise all persons who carry out OH&S training.  The OH&S manager will check the  trainer’s necessary skills, experience and knowledge before authorising that person to commence training. Where the training involves plant, equipment or materials for which specific qualifications, licences or knowledge is required, the trainer must be qualified to deliver that training.

4.4.3 Consultation, Communication and Reporting

Purpose

It is the policy of [enter-your-company-name-here] to ensure that employees:

• are involved in the development, implementation and review of policies and procedures to identify hazards and assess and control risks;
• are consulted where there are any changes that affect workplace OH&S;
• select those who will represent them on OH&S matters; and
• are informed as to who is, or are their employee OH&S representative(s) and specified management representative(s).

[enter-your-company-name-here] has developed documented procedures, agreed to by employees, for employee involvement and consultation in OH&S issues. Information regarding the arrangements is made available to all interested parties.

OH&S representatives, representing the employees and employer, receive appropriate training to effectively carry out their duties with respect to the development, implementation and review of OH&S arrangements.

Procedure

Employee involvement

All employees are encouraged to participate in the development, implementation and review of policies and procedures. The OH&S manager and committee representatives, conduct regular meetings with employees to discuss the operation of the OH&SMS and to receive feedback, comments and suggestions for improvement. At these meetings, a review of hazards and risks is conducted and all employees are encouraged to identify any that may not have been previously considered. At any time, suggestions for the control of risks are sought from all employees and careful consideration is given to every proposal.

Change management

When a change to the workplace is proposed, the OH&S committee will assess the effect on OH&S to determine any changes necessary to the OH&SMS.  If the workplace change effects the OH&S, then the effected employees will be consulted and agreement reached before the change is implemented. The OH&S manager will ensure that all documentation is changed to reflect the new conditions and any additional protective clothing or equipment is available for immediate use.  The OH&S manager will ensure that additional training is provided prior to the implementation of the change and that all skills and training records are updated.

OH&S Representatives

Employees are represented on the OH&S committee by one or more representative of their choice. The OH&S manager will ensure that the selection of the representatives is open and fair and is representative of the workforce. All OH&S committee meetings are scheduled during normal business hours; any out of hours activities will be compensated by additional payment or time in lieu.

The OH&S manager will maintain a listing of employer and employee representatives serving on the OH&S committee. The list will be circulated as appropriate and placed on notice boards.

OH&S Representative training

[enter-your-company-name-here] provides appropriate training for all OH&S representatives. The company will arrange for update training and specific skills training for roles such as auditing, in-house training and working with special processes or materials.

4.4.4 Documentation

Purpose

[enter-your-company-name-here] has established, implemented and maintains its OH&S management system by means of the TKO document control system.

Core elements of the management system are displayed in the Key Business Area section. By clicking on the relevant Key Business Area, the user is able to navigate the management system and to preview or print any part or all of the documentation.

Or detail here, the method for storing the information.

Procedure

The TKO system is a PC based document control system that incorporates a relational database.

Core elements

The core elements of the OH&SMS are as follows;

• Introduction
• Planning
• Implementation
• Measurement and evaluation
• Management review

Related documentation

The core elements have the following related documentation;

Introduction

4.1        General requirements

4.2        OH&S Policy

Planning

4.3.1        Planning Identification of hazards, assessment and control of risks

4.3.2        Legal and other requirements

4.3.3        Objectives and targets

4.3.4        OH&S management plans

Implementation

4.4.1        Structure and responsibility

4.4.2        Training and competency

4.4.3        Consultation, communication and reporting

4.4.4        Documentation

4.4.5        Documentation and data control

4.4.6        Hazard identification, risk assessment and control of risks

4.4.7        Emergency preparedness and response

Measurement and evaluation

4.5.1        Monitoring and measurement

4.5.2        Incident investigation, corrective and preventive action

4.5.3        Records and records management

4.5.4        OH&SMS audit

Management review

4.6        Management review

4.4.5 Document and Data Control

Purpose

[enter-your-company-name-here] has established, implemented and maintains procedures for controlling all relevant documents and data required by the international standard ISO4801 to ensure that:

• they can be quickly and easily located;
• they are regularly reviewed, revised as necessary and approved for adequacy by competent and responsible personnel;
• current versions of relevant documents and data are available at all locations where operations essential to the effective functioning of the OH&SMS are performed;
• obsolete documents and data are promptly removed from all points of issue and points of use actions taken to prevent their use; and
• archival documents and data retained for legal or knowledge preservation purposes or both, are identified as such.

Documentation and data shall be legible, dated (with dates of revision) and readily identifiable and is maintained in an orderly manner for a specified period.

Procedures and responsibilities have been established and are maintained, concerning the creation and modification of the various types of documents and data.

[enter-your-company-name-here] employs controls to prevent the use of obsolete documents

Procedure

Storage

[enter-your-company-name-here] maintains its OH&S management documentation by means of the TKO document control system.

The relevant documents may be found under the Core element headings in the Key Business Area.  Clicking on the Core element will reveal the corresponding documents; these may then be previewed or printed.

Or detail here, the method for storing and retrieving the documentation.

Periodic review, revision and approval

• [enter-your-company-name-here]’s OH&SMS is periodically reviewed every [how long] to ensure that it is relevant and is compliant with the Standard.
• If a revision is necessary, the OH&S manager will authorise an appropriately qualified person or persons to prepare a draft amendment.  If the revision is necessary as the result of changes to work practices or workplace, then all personnel effected will be consulted – see 4.4.3 Consultation, Communication and Reporting
• If the revision is minor or does not impact upon other OH&S procedures or does not require consultation with other stake holders, then the OH&S manager may approve the revision.  The OH&S manager shall ensure that all documentation, forms, signs etc is changed to reflect the revision.
• If the revision does not conform with the conditions above, the OH&S committee shall review the draft amendments, make any recommendations for further change and approve the revision. The OH&S manager shall ensure that all documentation, forms, signs etc is changed to reflect the revision.

Revision control

All documentation shall be clearly marked with the latest revision date, the title of the document and the person or title of the person who has approved the issue.  Whenever a document is found to have a revision date that is older than another copy of the same document, the older document shall be withdrawn from circulation immediately and destroyed or handled as Obsolete documentation – see below.

Availability of documentation

Copies of the relevant documentation are made available in all locations covered by the OH&SMS.  If these documents are Un-Controlled, then they are clearly marked UN-CONTROLLED. If controlled documents are copied for reference purposes, they are must be immediately stamped UN-CONTROLLED.

Obsolete documentation

Superseded, obsolete or damaged documentation shall be removed from all locations covered by the OH&SMS. Unless it is required for archival, legal or knowledge preservation purposes, the superseded, obsolete or damaged documentation shall be destroyed in a manner that prevents it from being returned to circulation.

Copies of superseded or obsolete documentation may be retained for archival, legal or knowledge preservation purposes; all such documentation shall be clearly stamped SUPERSEDED and stored in a manner that would prevent accidental access.

The OH&S manager shall ensure that all documentation and registers are updated to  record this action.

4.4.6 Hazard Identification, risk assessment and control of risks

Purpose

[enter-your-company-name-here] has established, implemented and maintains documented procedures to ensure that:

• hazards are identified;
• risks are assessed;
• risks are controlled; and then
• the steps 1 to 3 above are evaluated.

Procedure

Hazard identification

The OH&S committee conducts regular audits [how often] of our premises to identify hazards. The audits extend to every area of the business, including offices, toilets, lunchrooms and carparks.  Identified hazards are recorded on a Risk Assessment form and, if there is an immediate danger to personnel or property, the hazard is removed or isolated.

Generally, the audits are conducted by persons who do not generally work in the area that is under inspection and who have received training in hazard identification.

Wherever a hazard exists, appropriate guards, barriers and warning signs shall be installed. These measures are regularly monitored to ensure that they are in place and are effective.

Appropriate Personal Protection Equipment (PPE), signs and training is provided where necessary.

Risk assessment

Risk assessment is a process of identifying and evaluating the effect of an actual or potential risk.  The source of the risk may be internal or external, physical or non-physical.  The OH&S committee conducts regular assessments [how often] of risks; most often determined during the hazard identification audit.  Actual or potential risks are recorded on a Risk Assessment form and, if there is an immediate danger to personnel or property, urgent action is taken to remove or reduce the risk. 

The OH&S committee evaluates the identified risks using the following tools;

Firstly, each risk is assigned one of the four categories – the ones that receive the highest priority are the ones in the top right corner. 

Then, a more detailed assessment is then made by rating the risk against a scale.

Likelihood rating

A – Frequent – Likely to occur frequently
B – Probable – Would occur but not frequently
C – Occasional – Could happen occasionally
D – Remote – Rare; not likely, but possible
E – Improbable – Highly unlikely but still possible

Severity/Consequence rating

A – Catastrophic – May result in death or loss of bodily functions
B – Critical – May cause severe injury, illness
C – Marginal – May cause injury or illness resulting in, for example, missing work
D – Negligible – May cause minor injury or illness

A rating table is then developed to assist in evaluating the risk.

Control of risks

When a risk has been identified and assessed, the OH&S committee, in consultation with management and staff, will develop methods to eliminate, reduce or control the risk. Where the risk is assessed to have the potential for financial loss or legal action, Top Management is informed and may, at their discretion, assume control of the risk management process.

Evaluation

The OH&S committee conducts regular [how often] evaluations of the hazard identification and risk management processes and will make or recommend changes as necessary.

4.4.7 Emergency Preparedness and response

Purpose

[enter-your-company-name-here] has identified all potential emergency situations and documented procedures for preventing and mitigating the associated illness and injury.

[enter-your-company-name-here] reviews and makes changes, where necessary, to its emergency preparedness and response procedures, in particular, after the occurrence of incidents or emergency situations.

[enter-your-company-name-here] periodically tests its emergency response procedures.  Whenever testing is not possible, the  procedures are verified by other means.

Procedure

First Aid

Selected staff members in all locations are trained in the delivery of First Aid.  Regular training up-dates are provided to maintain the currency of the First Aid qualifications. [enter-your-company-name-here] will pay all costs associated with the training.  The name, location and contact details for all trained First Aiders is displayed in a prominent position in all work areas, lunch rooms and notice boards.

First Aid kits are provided in all work areas and maintained on a weekly basis or more frequently as required.

All incidents, that require First Aid attention, are recorded in the Injury register and regularly reviewed [how often] by the OH&S committee as part of the risk management process.

Fire

[enter-your-company-name-here] engages [Who] to manage and maintain its fire prevention and fire fighting equipment. The OH&S committee conducts regular [How often] audits to ensure that the maintenance program is operating satisfactorily.

Emergencies

The OH&S committee has developed a series of procedures for handling emergencies, these include;

• Serious injury or death
• Fire
• Flood
• Explosion
• Gas leak
• Burglary
• Structural damage through impact
• Aggressive, violent intruders
• Bomb threats

These procedures are subject to [How often] review by the OH&S committee and any amendments or additions are carried out following this review.

Testing

Fire

Regular [How often] fire drills are conducted to check the effectiveness of the fire fighting and evacuation procedures. This testing may include an actual response from the fire brigade.

Accident emergency

Regular [How often] accident emergency drills are conducted to check the effectiveness of the first aid and medical response.

Other emergency scenarios

Other emergency response procedures are tested at regular intervals, as determined by the OH&S committee.

4.5.1 Monitoring and Measurement

Purpose

[enter-your-company-name-here] has established, implemented and maintains documented procedures to regularly monitor and measure the key characteristics of its operations and activities that have the potential to cause illness and injury. These procedures are evaluated to ensure that they are effective.

Appropriate equipment for the monitoring and measurement of health and safety risks is calibrated, maintained and stored as necessary. Records of this process are retained according to the [enter-your-company-name-here]’s procedures.

With respect to the OH&SMS, [enter-your-company-name-here] has established, implemented and maintains procedures to monitor:

• the performance and effectiveness of the relevant operational controls and whether they conform   with [enter-your-company-name-here]’s objectives and targets; and
• compliance with relevant OH&S legislation.

Procedure

• [enter-your-company-name-here] ensures that all inspection measuring and test equipment relating to health and safety risks that is in use, is known to be calibrated, accurate and appropriate to the service and testing activities for which it is used.  All plant and equipment is maintained in a safe and reliable manner.
• All equipment requiring calibration, is registered in the Calibration Equipment Master List.
• Each individual item has its own calibration record, to record calibration schedules, tolerances and records of calibration results.
• All newly purchased measuring and testing equipment is checked and registered before use.
• All staff are required to store and use measuring equipment in a manner which prevents abuse, misuse or damage.
• When measuring equipment is found to be out of calibration, it is withdrawn from service and tagged until the status of the error is determined.  The equipment may require calibration or be declared unserviceable.
• Equipment that has been inspected by calibrated equipment, which is later found to be “out of calibration”, is quarantined immediately for recheck.
• Company plant and equipment must be maintained in a safe and reliable condition.  All plant and equipment details are written up on the Plant and Equipment Register.  Records of service and repair work or written up on the Plant and Equipment Maintenance Record Sheet.

4.5.2 Incident Investigation, corrective and preventive action

Purpose

[enter-your-company-name-here] has established, implemented and maintains procedures for;

• investigating, responding to and taking action to minimise any harm caused from incidents;
• investigating and responding to system failures; and
• initiating and completing appropriate corrective and preventative action.

[enter-your-company-name-here] implements and records any changes in the OH&SMS procedures resulting from incident investigations and corrective and preventative action.

Procedure

• Whenever an incident occurs, it shall be reported immediately to the OH&S manager. The OH&S manager or other responsible person shall initiate immediate action to minimise any harm and prevent a reoccurrence. If necessary, any process or machinery that has caused or may have contributed to the incident shall be halted or withdrawn from service until a full investigation has been completed, the cause established and measure taken to eliminate or reduce the risk of a reoccurrence.
• The OH&S manager shall ensure that all information, data, witness statements etc is collected without delay and that the appropriate forms are completed. Any reports from the emergency services, hospitals, doctors etc shall be collected and held by the OH&S manager. 
• The OH&S manager shall conduct an urgent and thorough investigation of the incident. The OH&S manager shall keep detailed records of all interviews, witness statements, tests and circumstances relating to the incident. Where appropriate, the OH&S manager shall arrange for specialised or expert assistance with the investigation.
• The OH&S manager and the OH&S committee shall review the results of the investigation and identify any system failures that may have caused or contributed to the incident.  When a system failure is identified, it shall be rectified without delay and all procedures, documentation, forms etc changed. Any changes shall be published in newsletters, on notice boards and/or discussed at staff meetings.
• The OH&S manager shall ensure that corrective and preventative action is initiated to prevent a reoccurrence of the incident. [enter-your-company-name-here] will provide the necessary resources to support the corrective and preventative action. 

4.5.3 Records and records Management

Purpose

[enter-your-company-name-here] has established, implemented and maintains procedures for the identification, maintenance and disposition of OH&S records, audits and reviews. 

Records are maintained, as appropriate, to demonstrate conformance with the requirements of the International Standard ISO4801.

Procedure

• Records shall be kept to provide objective evidence of the management of the OH&S system in all areas of our operations.

• All OH&S records shall be legible, identifiable and traceable to the activity, product or service involved.

• A filing system that allows for easy storage and retrieval has been established for all records, and is controlled within our office. Our filing systems, unless otherwise specified, are identified, have sections labelled, with individual files neatly kept in alphabetical order.

• All records, whether hard copy or electronic, are kept in a clean, dry and secure location by the custodian to prevent deterioration or loss.

• All files are stored until the retention period is complete or which time they are removed for safe disposal.

• Retention periods are as set out in legislation with most items for seven years retention period however some items are permanently retained for prudence sake.  Such items include:
• Serious accident and incident reports
• Files relating to serious injury or death
• Legal claims

4.5.4 OH&SMS Audit

Purpose

[enter-your-company-name-here] has established, implemented and maintains an audit program and procedures for regular, planned OH&SMS audits to be carried out by a competent person, in order to determine that the OH&SMS:

• conforms to documented policy and procedures for OH&S management, including the requirements of the International Standard ISO4801;
• is properly implemented and maintained; and
• is effective in meeting [enter-your-company-name-here]’s policy, its objectives and its targets for continual improvement; and
• provides information on the results of audits to management and employees.

The audit program, including the schedule, is based on the OH&S importance of the activity concerned, and the results of previous audits. The audit procedures cover the scope, frequency, methodologies and competencies, as well as the responsibilities and requirements for conducting audits and reporting results.

Procedure

Audit schedule

The OH&S committee shall establish the audit schedule for the OH&SMS.  Audits shall be conducted by a trained and competent person in accordance with this schedule and an audit report prepared.  To maintain objectivity, the auditor shall not work directly in the area that is subject to audit unless the audit requires specialised knowledge or expertise. The frequency of the audit shall be determined by the level of risk associated with the activity and the results of previous audits.

Audit areas

The audit shall ensure that the activities under review conform with the documented OH&S management system and the requirements of the standard.  The audit shall identify any shortfall or errors in the documentation and report these to the OH&S committee for action.

Implementation and Compliance

The audit shall confirm that the OH&SMS is properly implemented and obtain evidence that there is full compliance.  Any instances of faulty implementation or non-compliance shall be recorded and immediate action taken if an OH&S risk is identified.

Audit reports

As soon as is practicable following the audit, the OH&S committee shall review the results to determine whether the management system meets the agreed objectives and targets for continual improvement.  This review shall refer to the results of past audits and data to identify trends.

As soon as is practicable after the audit, the results together with recommendations for improvement shall be collated and delivered as a report. The report shall be given to management and relevant information communicated to employees by means of newsletters or on notice boards.

4.6.0 Management Review

Purpose

To define the management process for the Occupational Health & Safety Management System (OH&SMS) and its continuing suitability, adequacy and effectiveness.

Procedure

[enter-your-company-name-here] holds management review meetings (how often) to ensure that the OH&S Management System is effective, and to discuss areas for improvement. 

Minutes of all meetings are recorded and stored in accordance with 4.5.3

Review agenda items may include:

• Results from internal audits
• Results from external audits
• Employee & Contractor feedback
• Industry feedback
• Incident trends
• Improvements to specific areas, e.g. training, reporting, etc
• appropriateness of policy statements

Review outcomes may include:

• Improvements to procedures and forms
• Reduced accident and injury rates
• Improved communication systems

The Agenda for this Meeting will respond to these Review Inputs by covering the following issues:

• Assessment of the effectiveness of the OH&S system in achieving established objectives;
• Assessment of its continuing suitability and effectiveness in satisfying the International Standard;
• Assessment of likely future requirements to ensure that the system will remain suitable and effective;
• Review of the evidence from internal audits, corrective actions, feedback and safety improvement activities.

Other management meetings and other activities such as internal audits, look at the effectiveness of specific areas of the management system.

Minutes are prepared by the OH&S Manager addressing the agenda items and the conclusions reached. The minutes are distributed.

Health and safety attached documents

List of attached files for this department

Create a list by:

• Click the “Hyperlink button”

• When the dialog appears click the “Existing File” radio button at top

• Browse various folders and find all the documents you want to link

• Select them individually and click “Apply linked list item” or

• multi-select and click “Apply linked list item”

Incident_Report_Form.doc

Induction_Checklist.doc

Staff_Induction_Checklist.doc

Training_Register.doc

Training_Register_-_Environmental.docx

Safe Work Method Statement (SWMS)

Contains

• Organisational details
• Project details
• Risk risk assessment
• Qualifications and skill requirements
• Workers sign off form
• How to use this form

Project

Risk ranking chart

To be used in conjunction with the risk assessment table below

Pre-Start Risk Assessment

Qualifications and skill requirements

Sign off form

Using the SWMS template

1. Consult with all workers involved, contractors and health and safety representatives involved with the high risk construction work, the activities involved, and associated hazards, risks and controls.

2. In the ‘Identified hazards’ column, identify the high risk construction work for the construction work activity that will be undertaken.

3. Identify the workplace circumstances that may affect the way in the high risk work will be done.

Examples of workplace circumstances that may impact on the hazards and risks include:

1. information relating to the design of the structure, the workplace (e.g. location, access, transport), and information contained in the WHS Management Plan

2. information on any ‘essential services’ located on or near the workplace

3. confirmation that the regulator has been advised of any ‘notifiable work’ (e.g. demolition work involving explosives)

4. safe work methods and plant to be used.

4. In the ‘Control measures’ column, select an appropriate control or combination of controls by working through the hierarchy of controls. It is important that you are able to justify why the selected control measure is reasonably practicable for the specific workplace. 

Control measures

1. Eliminate the risks so far as is reasonable practicable

2. If this is not reasonably practicable, minimise them so far as reasonably practicable by applying the following hierarchy of control measures:

1. minimise the risk by doing one or more of the following:

1. substituting the hazard

2. isolating the hazard

3. implementing engineering controls

2. if the risk still remains, minimise the remaining risk by implementing administrative controls

3. if the risk still remains, minimise the remaining risk by ensuring the provision and use of suitable personal protective equipment (PPE).

SWMS implementation and compliance (information, monitoring and review)

1. Brief each team member on the SWMS before commencing work. Ensure team knows work is to stop if the SWMS is not followed.

1. Observe the work being carried out and monitor compliance with the SWMS. Review risk controls regularly:

2. before a change occurs to the work itself, the system of work or the work location

3. if a new hazard associated with the work is identified

4. when new or additional information about the hazard becomes available

5. when a notifiable incident occurs in relation to the work

6. when risk controls are inadequate or the SWMS is not being followed.

In all of the above situations stop the work, review the SWMS, adjust as required and re-brief the team.

Keep the SWMS in a readily available location for the duration of the high risk construction work and for at least 2 years after a notifiable incident occurs.

Project and site specific details and introduction

The following table sets out a brief description of the work to be carried out by [enter-your-company-name-here] during the course of the [insert activity] contract/agreed works on the [insert site name] project managed by [insert contractors name]     .

The table below identifies the designated person on site responsible for the management of occupational health safety and environment.

Sub subcontractors intended to be used (if any) on this site are:

[enter-your-company-name-here] will ensure that the above mentioned subcontractors provide a SWMS for their specialised work, and that [enter-your-company-name-here] shall review the SWMS, and append the SWMS to this Plan. If they are an employer, [enter-your-company-name-here] will also ensure that evidence relating to a current workers compensation policy is provided.

Director / Manager______________________________                Date____/____/____