WHS Policy and Procedure System
The WHS Procedure and Policy develop a transparent, accountable and effective structure to manage the responsibilities of Work Health and Safety and make sure obedience to the Work Health and Safety Act 2011. The organizational council takes its duty of care too seriously towards the staff and identifies its accountability for complying with entire accurate legislation mainly related to making sure the safety and health of individuals and staff working at the organization (Madison, 2021).
– The policy of WHS will accurately state the responsibilities and roles of employers and workers.
– The policy will be available to entire employees.
– This policy assists in the execution of the management system of safety.
- Codes of practice – It gives applied guidance for individuals who have duties of work health and safety. These significant codes guide on:
– Efficient manner for identifying and managing risk
– How to attain the principles needed under the WHS act
The code of practice applies to the individual who has a particular duty of care in the situations defined in the code.
- Hazard – The thing or situation has the prospective of harming the individual. Hazards at the workplace might include violence, bullying, electricity, chemicals etc.
- Risk – The likelihood harm such as illness, injury or death may happen when the uncovered hazard.
- Safe Work Procedures – The means of concisely documenting the particular risks allied with the activities and integrating accurate controls and measures into the order of phases for performing the task securely (Madison, 2021).
- Work-related incident – It is frequently an isolated occasion that might cause illness, injury or environmental or property damage but is controlled during the ordinary course of functions and within ordinary reporting procedures, processes and lines.
The incident related to work could be:
– An incident related to work resulting in illness or injury
– Failure of equipment like property damage or illness can occur
- Workers – The individual who performs work for the individual undertaking or conducting the business (Hopkin, 2018).
- Workplace – The site where tasks and activities are performed for the business and include the sites where the worker or labours go to work.
Emergency plans and procedures
The procedures and plans of an emergency comprise instructions of mainly what to implement and do in the period of emergency at the workplace. The emergency plan should be personalized to the workplace (Hopkin, 2018).
The procedures of emergency include the following points that should be covered in the plan:
- How to efficiently respond to the emergency
- Procedures of evacuation
- Notifying the services of emergency speedily
- Medical help and treatment
- Protocols of communication between the entire individuals at the workplace and the response coordinator of emergency
- How and when to do testing of emergency plan and procedure
- Instructions, training and information to accurate employees regarding the procedures of emergency (Miller &Palenik, 2016).
The plan of emergency might include:
- Details of contact for key individuals such as officers of first aid, floor and fire wardens
- Details of contact for services of local emergency
- How to make people alert and aware of the emergency at the workplace
- Assistance for mobility, vision and hearing-impaired individuals
Things that should be considered for the plan of emergency are given below:
- The nature of business work
- Workplace hazards
- Location and size of the workplace
- Structure and size of the workplace(Miller &Palenik, 2016)
Risk management procedures
It includes the following points:
- Identification of hazard – The hazards could be identified through:
– Inspections at the workplace
– Reporting of incident
– By developing the register of risk f injuries
– By consulting with employees
– By getting feedback from employees
- Assessment of risk – It is where it is determined how serious and likely the implications be on individuals at the workplace who are mainly exposed to the particular hazard. Recognize which of the hazards are adverse and control them initially. To analyze risk, the following things should be considered:
– The kind of hazard
– The duration and frequency of hazard
– Who it might affect
– Age, experience and skills of individuals
- Risk Controlling
It includes mainly deciding accurately what is required to be done for eliminating or controlling the risks to safety and health (Park, et al., 2020).
- Review – A review of measures of risk control and also assessment of risks must be held for at least two years period for ensuring the measures of control executed are effective and accurate and the assessment of risks is reliable and valid.
Chemical and hazardous substance handling procedures
Employers should make sure that the Sheets of Safety Data for every hazardous chemical utilized in the workplace are accessible to workers, and that the middle register of all hazardous and chemical substances is developed.
The procedures for handling hazardous and chemical substances are given below:
- The hazardous and chemical substances should be isolated in separate areas of storage
- Ventilate or purge areas of storage separately mainly from the remaining workplace
- Train the workers thoroughly in procedures of safety and handling
- Give personal prevention tools and equipment like goggles, gloves and respirators
- Monitor and inspect the workplace regularly with accurate equipment for tracking the amount of hazardous and chemical substances in the environment
- Consult with workers regularly for improving and maintaining existing practices of handling and safety (Park, et al., 2020).
Manual handling procedures
It covers a variety of activities such as carrying, throwing, restraining, holding, pulling, pushing and lifting. It also includes some repetitive tasks like sorting, cleaning, assembling, typing and packing, utilizing handequipment, and operating equipment and machinery (Peltier, 2016).
It includes the following points:
- Carry and lift heavy weight or load by mainly keeping the load very close to the body and then lifting the load.
- One should take some breaks while carrying heavy loads
- Utilize some aids of machinery while carrying heavy loads
- Organize the area of work for reducing the amount of stretching, twisting and bending needed.
The workplace requires ensuring that it meets the accurate regulations of safety and health. Having the procedures of security in the organization could help in preventing and managing damage, theft and injury at the workplace. Employers have the accountability to the workers for maintaining safety at the workplace. The procedures of security are given below:
- The system of security should be implemented at the workplace and also promote this system
- Entire points of entry and exit should be checked regularly
- Entire employees should be trained regarding the safety and security at the workplace
- Culture should be created around security and safety
- Secure entire workspaces(Peltier, 2016).
Incident / Accident reporting procedures
As per the policy of WHS, accidents or incidents should be accurately reported immediately for expediting investigation and the maximising likelihood of essential findings. Report forms of incidents or accidents should be submitted to the executive who is accountable for them. The incidents that are near misses must be reported also. Entire incidents and accidents must be reported for prevention. The supervisor should instantly be notifying the HR Department when an accident or incident happens (Strauch, 2017).
Notifiable incident reporting procedures
The notifiable incidents are mainly the death of the individual, an adverse illness or injury or a too-dangerous accident that mainly exposes the individual to severe hazards.
If the notifiable incident happens, then it should be:
– Reported to the regulator as soon as possible
– Preserve the site of the incident till the inspector come and then direct the whole situation. This mainly does not protect us from helping the victim and makesthe incident site secure (Strauch, 2017).
– Notifications should be made instantly to the regulator of WHS
General WHS policy and procedures
These are the documented commitments, obligations, objectives and principles that guide the decision-making related to WHS within the organization. These are essential as they accurately demonstrate that the company is addressing its key legal duties and obligations. These also highlight that the workplace is committed or obligated to operate within the significant set of WHS standards (Goode, et al., 2016).
For implementing the policy and procedures of WHS, the following points should be considered:
- Consult with entire stakeholders mainly including contractors, employees and representatives of safety
- Train entire employees in the procedures and policy
- Evaluate and review entire procedures and policies for ensuring they mainly remain effective and relevant enforce the procedures and policies
The WHS policy issues will be consulted with the stakeholders by considering the following points:
- Significant issues will be identified initially and then an analysis of stakeholders will be conducted
- Plan of consultation will be prepared and while preparing this plan, the accessibility of recipients and impacted individuals should be the priority
- Make sure prior dissemination of information(Goode, et al., 2016).
- Then incorporate constructive feedback and share all outcomes
- Engagement with continuous stakeholders should maintain and also easy approach to the complaint mechanism should be there.
WHS Information Dissemination procedure
Information on WHS is disseminated through supervisors and also the Committee of WHS. The information related to WHS is disseminated by sending the relevant information via social media, publications, the website of the project, presentations etc. It is important to share the information at the workplace regarding WHS as it increases awareness among employees and also reduces the likelihood of risks and hazards (Sauvage, et al., 2021)
It is the ability for addressing the issues that required being resolved, for mitigating the risks and for making relevant decisions.
The processes of resolution are given below:
- Identify the issue and then formulate the issue and document the particular issue in that register
- Report the issues to the management and notify them regarding these issues
- Conduct meeting for logging issues
- Assign the responsibilities to the employees regarding solving the issue
- Track the resolving progress
- Then assess the implications
- Then approve the relevant resolution
WHS Record Keeping requirements and processes
It includes the following:
- Records of maintenance and repair
- Inductions and training
- Assessments of risk
- Outcomes of audits, reviews and inspections
- Entire guidelines, procedures and policies of WHS(Sauvage, et al., 2021)
The processes of record keeping are:
- Schedule of records retention should be set-up
- Procedures and policies should be considered
- Storage, indexing and accessibility should be considered
- auditing of compliance should be implemented
- Outdated records should be disposed
All supporting documents and forms for each procedure
It includes the following:
– Dashboard report of WHS
– Management plan of WHS
– Accountability plan of WHS
Allocations of responsibilities for all procedures
The responsibilities for the entire procedure will be allocated to the managers to maintain and provide healthy and safe workers at the workplace. They have to take special care of the safety and health of the company (Phillips & Pugh, 2015).
Staff WHS Responsibilities
- PCBU (Owner) – PCBU must make sure the safety and health of workers while working at the workplace and it includes the following:
– Maintain and provide a safe environment for work
– Maintain and provide safe structures and plant
– Maintain and provide safe working systems
– Maintain storage, handling and use of substances, structures and plant
– Provision of sufficient and accessible facilities
– Provision of supervision, information, training and instruction
– Monitor conditions and health of workers at the workplace
– Maintain the accommodation for ensuring the safety and health of workers (Phillips & Pugh, 2015).
- Supervisors – The duty of the supervisor include the following:
– Making relevant decisions regarding safety and health that might implicate the activities of work or other individuals
– Ensuring official needs regarding safety and health are met
– Formulate reports of safety and also implement inspections of the workplace
– Make sure statements of safe work methods are accomplished
– Participate in investigations of the incident
– Conduct programs of inductions and also brief procedures of safety (Shewan, et al., 2018).
- Travel Agents–These includes:
– Make the guests feel safe and comfortable by providing better travelling facilities
– Provide services by assuring the health and safety of consumers
– Offer them safe locations and sites
Relevant financial and human resourcesrequired to implement policies and procedures
- WHS Officer
- Budget (Shewan, et al., 2018).
Store manager – Good morning, Toni!
Toni – Good morning!
Store manager – How are you?
Toni – I am fine, what about you?
Store Manager – I am also fine; I have conducted this meeting to discuss the accidents that are happening in our store. These accidents are happening and should be mitigated as soon as possible as these are affecting the productivity of our store. We should also make the WHS policy and procedures regarding this.
Toni – Yes, I also think that. We should also purchase protective equipment that should help the workers to operate the activities safely and also for reducing the likelihood of illness or injury due to this.
Store manager – Yes, for this there should be systems for dealing with issues of workplace safety and health at our store. The policy and procedures of WHS should be formulated at the store that will ensure that the workers are safe while operating the activities of work at the workplace.
Toni – Yes, I also think that there is a need to formulate the procedures and policies of WHS at the store as this will help the workers to work safely. I also want that all safety resources should be made available to the workers so that they can lift the load and can do difficult handling activities with ease and with safety.
Store manager – Yes, I will make sure that all the resources are available at the store. We will also purchase PPE suites, and safety goggles for any dangerous activity and also purchase protective gloves to lift heavy things and to carry some hazardous and chemical substances at the store. I will also train the employees regarding using the safety tools and equipment so that they use them effectively and safely.
Toni – Thank you for conducting this meeting and giving me the recommendation to reduce the likelihood of the accidents that happened earlier.
Store manager – It is all my pleasure.
In the meeting, it was discussed how the chances of happening incidents and accidents can be reduced. The store manager and Toni consulted that the policy and procedures of WHS should be formulated and implemented soon at the store for protecting employees from potential risks that can turn out to be illnesses and accidents while working at the workplace. They also discussed that protective equipment and tools will be made available to reduce injury to workers. Protective goggles and gloves will be made available so that they carry hazardous chemicals and substances safely and securely. WHS systems will be formulated and implemented to protect the workers from injury and also it will make sure that the store is further productive and effective. Also, the employees will be trained regarding using safety tools and equipment.
Manager – Good morning.
Worker – A very good morning to you too sir.
Manager – This meeting is about the to gain the correct information about workplace-related hazards so that they could be managed in a better way.
Worker – Sir, there are very few risk parameters which are as follows environmental-related crises, the health of the traveller, the need for travel risk assessment, taking the wrong person at the time of pick up etc.
Manager – Ok, I am getting all the points.
Worker – Sir, there are issues when there is
a language barrier.
Manager – Ok!
Worker – And the working environment such as no rest for the drivers and lack of breaks could lead to accidents also.
Manager – All right.
Worker – Is there anything else sir?
Manager – No everything you have said I have noted and it is very helpful. You may go now
Worker – Thank you, sir.
Hazard and risk assessment checklist
|Likelihood (1-5)||Impact (1-5)|
|Language barrier(difference in language of staff and the traveller)||2||4|
|Break during work (Particular break hours for the drivers and others.)||3||4|
|Health issues (health issues regarding the traveller)||3||3|
|The wrong work done (Getting the wrong person or to the wrong destination)||2||4|
|Unaware staff (staff who have less knowledge about the area and work) (Plank, 2016).||3||4|
Email to involved staff in the activity
To – email@example.com
Sub – about the risk analysis
Respected staff members,
The risk and hazard register has been made per your help and it is time to use it for the assessment of the workplace.
The identified hazards are as follows –
|Effect||Likelihood (1-5)||Impact (1-5)|
|Language barrier(difference in language of staff and the traveller)||The traveller won’t get the right kind of help||2||4|
|Break during work (Particular break hours for the drivers and others.)||The accident could happen at the workplace||3||4|
|Health issues (health issues regarding the traveller)||A traveller could be at risk if not get the proper help||3||3|
|The wrong work done (Getting the wrong person or to the wrong destination)||It could result in a bad image of the firm.||2||4|
|Unaware staff (staff who have less knowledge about the area and work)||It could result in a bad image of the firm.||3||4|
The hazard and risk register
Control measures, the person responsible, and the implementation has been added to the risk and hazard register.
|Effect||Likelihood (1-5)||Impact (1-5)||Person responsible||Solution|
|Language barrier(difference in language of staff and the traveller)||The traveller won’t get the right kind of help||2||4||Manager||having a staff member who knows more languages|
|Break during work (Particular break hours for the drivers and others.)||The accident could happen at the workplace||3||4||Manager||Proper breaking hours between work|
|Health issues (health issues regarding the traveller)||A traveller could be at risk if not get the proper help||3||3||Manager||Knowing the health-related issue before getting the traveller|
|The wrong work done (Getting the wrong person or to the wrong destination)||It could result in a bad image of the firm.||2||4||Manager||Making sure to provide the worker with the right and complete information|
|Unaware staff (staff who have less knowledge about the area and work)||It could result in a bad image of the firm.||3||4||Manager||Making sure to provide the worker with the right and complete information (Kim, et al., 2018).|
Update in WHS management system
The necessary changes which have been done in the WHS system for more effective work health and safety are as follows –
1 The well-trained staff member who is having the right knowledge about the work and the place.
2 The proper breaking hours for the staff members such as the drivers
3 The staff members with the proper knowledge of other required languages for better service and help in an emergency (Cui, et al., 2016).
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