MORE RISK MANAGEMENT CHECKLISTS
Checklist and typical recommendations for an Office based business employing over 30 people (based on QLD WHS Legislation):
- Implement an OHS Management System to achieve compliance with QLD WHS Act, 1995, s.29 (d).
- Develop a plan with accountability and timelines as a means of managing safety within the workplace (AS4801 – OHS Management Systems). The plan should include but not be limited to:
- Opportunities for improvement identified in this report
- Consultative Committee Actions
- Hazards and risks identified on an ongoing basis
- Activities including: training, meetings, inspections
- Establish an induction checklist to ensure all safety related induction information is provided to new employees. (QLD WHS Act, 1995, s28). This checklist should be included in the new Staff Induction Manual.
- Ensure all personnel are inducted into the workplace and records of induction training records are maintained on personnel files. (QLD Risk Management Code of Practice, 2007)
- Establish a process to account for visitors in the workplace in the event of an emergency situation.
- Establish a Risk Management process for use in the office environment which also covers those employees that go to out to sites. eg: filing cabinets, storage, ergonomics, driving safety, mobile phone usage when driving etc. Establish a Risk Register of identified risks and control measures. Conduct and document a risk assessment of office based activities to identify hazards and levels of risk; eliminate risk or implement controls to mitigate risks; monitor and review the effectiveness of risk controls (Qld WHS Act, 1995, s27).
- Establish a checklist for the conduct of regular workplace inspections, as a means to identify new hazards and to review the effectiveness of implemented risk controls.
- Implement a schedule to conduct an office based hazard assessment using the developed checklist, prior to Consultation Committee Meetings; record results and document and review risk controls (Qld WHS Act, 1995, s27).
- Conduct a First Aid Risk Assessment for the workplace (Qld WHS Act, 1995, s27; QLD First Aid Code of Practice, 2004).
10. Consider providing First Aid Personnel with an offer of Hepatitis B vaccination (QLD First Aid Code of Practice, 2004)
11. Develop a confidentiality agreement and have personnel such as First Aid Personnel and Return to Work and Rehabilitation Coordinator sign; Maintain signed copy on personnel files (Federal Privacy Act, 1998).
12. Set up a safety noticeboard to attach relevant safety information for staff to view eg: OHS Policy, Safety Committee Minutes, Hazard Alerts, Emergency Information, Accident report form etc.
13. Ensure Workplace Health and Safety Representative/s (WHSR/s) are elected by Investa employees (Qld WHS Act, 1995, s71). The employer can not appoint a WHSR (Qld WHS Act, 1995, s67 (2)).
14. Display a notice (Form 11) advising the identity of each workplace health and safety representative for the workplace (Qld WHS Act, 1995, s67 (1)).
15. Ensure that WHSR attend a training course prescribed under a regulation and refresher courses for the training course, and to have all reasonable costs of the representative’s attendance at the courses, including course fees and the representative’s usual remuneration, met by the employer ((Qld WHS Act, 1995, s81 (o)).
16. Identify a management representative to be trained as a Workplace Health and Safety Officer (WHSO) and arrange training with a Registered Training Organisation (RTO), if more than 30 workers are normally employed at the workplace (Qld WHS Act, 1995, s93 (1)).
17. Appoint the identified WHSO for the workplace and display a notice advising the identity of the WHSO for the workplace (Qld WHS Act, 1995, s9 5(1)).
18. Ensure that the WHSO conducts an assessment of the workplace to identify any hazards and unsafe or unsatisfactory workplace health and safety conditions and practices at least annually using a audit tool using either:
- criteria approved by the chief executive; or
- criteria agreed to by the committee (Qld WHS Act, 1995, s96A).
19. Inform the OHS Committee, Managers and employees of the legislation requirements, workplace changes, incidents in the workplace and workplace hazards and risk controls, results of inspections, etc.
20. Develop a training matrix set against positions and tasks identifying the mandatory and other training requirements (AS4801).
21. Ensure that all electrical equipment used in the office is tested by a competent person and tagged at intervals if they are not connected to a type 1 safety switch or a type 2 safety switch. Testing intervals are as follows:
- if the equipment is used only for office work, at least once every 5 years; or
- otherwise, at least once every year. (Queensland Electrical Safety Regulation, 2002, s93; AS/NZS 3760:2003)
22. Liaise with Building Managers to determine if and where Residual Current Devices are installed and that these are regularly tested including at all GPOs (Queensland Electrical Safety Regulation, 2002, s94; AS/NZS 3760:2003).
23. Conduct regular housekeeping inspections to ensure that all work areas are kept clean and tidy and that storage practices are not creating a safety risk, fire hazard or impediment of fire protection systems.
24. An employer meets the criteria for being required to appoint a rehabilitation and return to work coordinator if the employer employs 30 or more workers at a workplace and if either:
- in a high risk industry; or
- the wages of the employer in Queensland for the preceding financial year were more than $4.9 million. (QLD Workers Compensation and Rehabilitation Regulation, s99C)
- If the requirements of 24 are met, requiring the appointment of a rehabilitation and return to work coordinator, enrol the appointed person on a approved workplace rehabilitation course. (QLD Workers Compensation and Rehabilitation Regulation, s99A)
26. Establish a Workplace Rehabilitation Policy and Procedures and have these documents endorsed by QComp, if the employer employs 30 or more workers at a workplace and if either:
- in a high risk industry; or
- the wages of the employer in Queensland for the preceding financial year were more than $4.9 million.
27. On a six monthly basis, review and trial of emergency response and evacuation procedures (this would usually be by active participation in overall building exercises). Emergency procedures should be included in induction of all new employees. All personnel must receive additional instruction in operation of fire fighting equipment. Instruction on emergency procedures and fire fighting equipment must be conducted within one month of the day on which the person starts working in the building; and must be repeated at intervals of not more than 12 months while the person works in the building. (QLD Building Fire Safety Regulation)
28. Ensure fire wardens and other workplace personnel are trained to enable duties to be conducted in the event of an emergency; Maintain records (QLD Building Fire Safety Regulation).
29. There have been a number of serious injuries in workplaces involving microwave ovens. Develop simple operating instructions for each unique oven and display prominently. These instructions should be included in employee induction training.
30. Establish register and rules for ladders and trolleys. Ensure these items are compliant with Australian Standards and that staff are made aware, through signage and/or consultation of the importance of returning these items to their correct locations.
31. Obtain posters or cards on basic ergonomics for office work stations. Place on safety notice boards and include this information in Staff Induction Manual. Include ergonomic assessments in office safety inspections.
33. Based on AS4801 or otherwise, overtime, develop any existing induction manual and other procedures/documents into a comprehensive Office Safety Manual including sections on:
- Policy Statement
- Responsibilities of Managers, Employees and Third Parties
- Consultation and Communication
- Skills Development and Training
- Office Safety (manual handling, electrical, display screens, ergonomics etc)
- Injury Management (first aid, reporting, rehab etc)
- Emergency Procedures
- Safety when visiting other sites
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