Management and Leadership Program

Transcription

1 Management and Leadership Program Recognising, Understanding and Working with Risk Tuesday 20 March 2012 Occupational Health & Safety and Risk Management

2 Table of Contents Key concepts from the Occupational Health, Safety and Welfare Act so far as reasonably practicable Extracts from OHSW/IM POLICY... 4 Objectives Managers and Supervisors Staff and students... 5 OHS&IM Core Documents... 6 OHSW&IM Management system... 6 Consultation & Communication... 6 Hazard Management... 6 OHSW and Injury Management Auditing... 6 Harmonisation Work Health and Safety... 7 Elements of a Task... 8 People... 9 Method Material Plant, Tools, Equipment, Machinery Environment Risk Assessment... Error! Bookmark not defined. Page 2 of 14

3 Key concepts from the Occupational Health, Safety and Welfare Act 1986 There are three major themes in Occupational Health and Safety: Duty of Care who has responsibility and therefore held accountable for breached of that duty. Consultation Hazard Management the control of risks associated with the activities of the University Duty of Care is owed to each staff member. This is a unique duty and the individual staff members requirements for safety need to be addressed. so far as reasonably practicable. There is no definition of this term currently in South Australian Legislation. The Courts have used the following four point test: The likelihood and severity of the Hazard The knowledge about the Hazard The knowledge about the Control and its suitability in the environment in which the Hazard is located Cost (which has two considerations human cost and financial cost) It is important to understand that the severity of the Hazard is determined by the risk assessment process. The Northern Territory has adopted the model Work Health and Safety Legislation which South Australia has yet to do. There will be no difference in the definitions. In the Northern Territory legislation the term so far as reasonably practicable is defined as follows: Northern Territory Work Health and Safety (National Uniform Legislation) Act Section 18 What is reasonably practicable in ensuring health and safety In this Act: reasonably practicable, in relation to a duty to ensure health and safety, means that which is, or was at a particular time, reasonably able to be done in relation to ensuring health and safety, taking into account and weighing up all relevant matters including: (a) the likelihood of the hazard or the risk concerned occurring; and (b) the degree of harm that might result from the hazard or the risk; and (c) what the person concerned knows, or ought reasonably to know, about: (i) the hazard or the risk; and (ii) ways of eliminating or minimising the risk; and (d) the availability and suitability of ways to eliminate or minimise the risk; and (e) after assessing the extent of the risk and the available ways of eliminating or minimising the risk, the cost associated with available ways of eliminating or minimising the risk, including whether the cost is grossly disproportionate to the risk. Page 3 of 14

4 Extracts from OHSW/IM POLICY The Objects of the University Occupational Health, Safety and Welfare/Injury Management Policy strongly focuses on the risk management practices of identify, assessing, and controlling the hazards associated with the activities of the University. Objectives The objectives of this policy are to ensure that: 3.1 hazards and risks to health and safety are identified, assessed and, where they cannot be eliminated, are controlled effectively; 3.2 measures to control hazards and risks to health and safety are monitored and evaluated regularly; 3.3 there is a systematic hazard management approach to identify, eliminate, or control hazards; 3.4 there is a continuous improvement approach in University-wide OHSW planning, systems, procedures and injury management; 3.5 there is communication and consultation with staff on occupational health, safety, welfare and injury management; 3.6 managers, supervisors, staff, students, contractors and visitors receive appropriate information, instruction, training and supervision that they need to understand and carry out safely their responsibilities; 3.7 internal and external expertise is utilized to improve workplace safety and injury management standards; 3.8 effective support and rehabilitation is provided to staff in the event of a work related injury; and 3.9 workers compensation claims are managed promptly, fairly and equitably. The OHSW/IM Policy establishes the roles and responsibilities of staff in managerial roles and are: The implementers of the the OHS/IM management system; And Risk Managers 7.4 Managers and Supervisors Managers and Supervisors are responsible and accountable for the day-to-day health and safety within their areas of responsibility and have the authority to fulfill those responsibilities In particular, Managers and Supervisors are responsible for carrying out their roles and responsibilities as specified in relevant health, safety, welfare and injury management policies, procedures, guidelines and programmes; implementing relevant health, safety, welfare and injury management policies, procedures, guidelines and programmes in their areas of responsibility; ensuring that hazards in work/study/research in their areas of responsibility are identified, risk assessed and controlled and that these risk control measures are monitored regularly, reviewed and maintained; ensuring that staff and students under their management or supervision are provided with the necessary information, instruction and training to carry out their jobs, study or research safely and effectively; and Page 4 of 14

5 providing leadership and setting a good example for staff and students in occupational health and safety matters. Deans and Managers are also staff and are required to met the following requirements as set out in the OHSW/IM Policy which reflects the legislative requirements of workers under the Occupational Health, Safety and Welfare Act Staff and students Staff and students are responsible for taking care to protect their own health and safety and to avoid affecting adversely the health and safety of any other person in the workplace In particular staff and students are responsible for: complying with relevant University health, safety, welfare and injury management policies, procedures and programmes; carrying out their roles and responsibilities as specified in relevant health, safety, welfare and injury management policies, procedures, guidelines and programmes; obeying any reasonable instruction aimed at protecting their health and safety in the workplace; using any equipment provided to protect their health and safety in the workplace; assisting in the identification of hazards, the assessment of risks and implementation of risk control measures; reporting any incident or hazard in the workplace to their manager or supervisor; considering and providing feedback on any matters which may affect their health and safety; and not being so affected by alcohol or another drug that they endanger their own or any other person s health and safety. Page 5 of 14

6 OHS&IM Core Documents Supporting the OHSW/IM Policy are the recently endorsed documents: Occupational Health, Safety & Welfare and Injury Management (OHSW&IM) Management System Occupational Health, Safety & Welfare and Injury Management (OHSW&IM) Management System Planning Occupational Health, Safety & Welfare and Injury Management (OHSW&IM) Management System Consultation and Communication Hazard Management Policy Occupational Health, Safety, Welfare and Injury Management Auditing Procedures OHSW&IM Management System Review OHSW&IM performance measurement and reporting The full text of these documents can be viewed on the OHS Web page ( Listed below are the responsibilities allocated to Deans and reflect the strong risk management role. OHSW&IM Management system 1 Implement University OHSW &IM policy & system Consultation & Communication 1. Ensure effective methods of consultation are established & maintained in their area 2. Health & Safety discussed regularly at meetings Hazard Management 1. Ensure that hazardous work, study or research in their area is risk assessed and hazards are controlled 2. Controls are documented, monitored and regularly reviewed 3. Staff and students they supervise are informed about hazards; trained; instructed in control measures and procedures; and supervised 4. Contractors are provided with information about potential hazards of the environment to enable them to determine safe systems of work 5. Visitors receive appropriate information about appropriate hazards and controls 6. Consult with Health and Safety Representatives and staff on hazard management process OHSW and Injury Management Auditing 1. Provide the auditor(s) with evidence of current system and procedural practices in response to audit questions 2. Identify and implement corrective actions to improve OHSW system and general safety 3. Monitor that corrective actions are implemented within time frames 4. Communicate the results of audits to staff Page 6 of 14

7 Harmonisation Work Health and Safety Harmonised Legislation The harmonised legislation more clearly states the concept of due diligence for Officer of the Person Conducting a Business or Undertaking. In the application of the harmonised legislation to the University, the Deans and School Managers are Officers. Northern Territory Work Health and Safety (National Uniform Legislation) Act South Australian Work Health and Safety Bill Duty of officers (1) If a person conducting a business or undertaking has a duty or obligation under this Act, an officer of the person conducting the business or undertaking must exercise due diligence to ensure that the person conducting the business or undertaking complies with that duty or obligation (5) In this section, due diligence includes taking reasonable steps (a) to acquire and keep up-to-date knowledge of work health and safety matters; and (b) to gain an understanding of the nature of the operations of the business or undertaking of the person conducting the business or undertaking and generally of the hazards and risks associated with those operations; and (c) to ensure that the person conducting the business or undertaking has available for use, and uses, appropriate resources and processes to eliminate or minimise risks to health and safety from work carried out as part of the conduct of the business or undertaking; and (d) to ensure that the person conducting the business or undertaking has appropriate processes for receiving and considering information regarding incidents, hazards and risks and responding in a timely way to that information; and (e) to ensure that the person conducting the business or undertaking has, and implements, processes for complying with any duty or obligation of the person conducting the business or undertaking under this Act; and Examples For the purposes of paragraph (e), the duties or obligations under this Act of a person conducting a business or undertaking may include: reporting notifiable incidents; consulting with workers; ensuring compliance with notices issued under this Act; ensuring the provision of training and instruction to workers about work health and safety; ensuring that health and safety representatives receive their entitlements to training. (f) to verify the provision and use of the resources and processes referred to in paragraphs (c) to (e). Page 7 of 14

8 Elements of a Task People Method ( SOP) Materials Plant, Tools, Environment Equipment, Machinery Monitor Monitor Monitor Monitor Monitor Placement and selection Type of method used to perform the task Purchasing standards required Purchasing Monitoring and measuring Induction Levels Variations Availability Installation Standards Instruction Job Safety Transport Maintenance Conditions Analysis incorporating risk assessment process Training Condition on Depreciation Controlling receipt Supervision Handling and Use use Emergency Disposal Cleaning procedures Rehabilitation Disposal Page 8 of 14

9 People People Monitor Placement and selection Induction Levels Instruction Training Supervision Emergency procedures Rehabilitation The Dean or manager of the area need to monitor that the staff and students have the correct skill and experience base to ensure they are able to allocate the task appropriately Deans need to be mindful of their responsibility to communicate the requirements of the tasks over which they have control. This should be communicated clearly to the HR area or recruitment body in the case of staff. Induction occurs at several levels and the Dean or Supervisor needs to ensure there is induction to the University, to the Faculty/School, to the area in which the employee will be working and to the work they will perform. The Dean/Supervisor needs to ensure that risk assessments and Safe operating Procedures have been created and communicated. For all new workers, transferred staff, or workers returning from extended leave the provision of instruction on the tasks should occur. This may involve the use of the buddy system. The training requirements of each task need to be identified and documented. The training needs analysis for each staff member and higher degree student to be performed. The Dean/supervisor should also identify the training that needs to be competency based. The implementation of each employees training requirement should be attended to by the Dean/Supervisor The level of supervision is important. The level required is based on the risks associated with the task and the competency of the person performing the task. All staff and Students are required to know the emergency procedures for evacuation and where appropriate the stopping of plant and equipment. Should there be an injury sustained the Dean and Supervisor must be aware of the opportunities to assist in the return to work of the individual. This requires knowing the alternative duties that are possible. The primary focus for Flinders University is to return the staff member to preinjury duties. Page 9 of 14

10 Method Method ( SOP) Monitor Type of method used to perform the task Variations Job Safety Analysis incorporating risk assessment process The Dean/Supervisor should monitor the current operating procedures to ensure they are being followed every time and they are appropriate. To ignore a situation is to condone it and is a breach of the due diligence requirements. Is the current methodology for performing the task the most appropriate? Has a better method of performing the task been identified? There are two types of variations which the Dean/Supervisor should consider in the application of the work method. Variations in normal circumstances. Variations in abnormal circumstances such as emergencies or unexpected changes in the environment. Are the Safe Operating Procedures or methods used by the task supported by the requirements of the Risk Assessment or Job Safety Analysis as established by Flinders University policy and procedure. Page 10 of 14

11 Material Monitor Materials Purchasing standards required Availability Transport Condition on receipt Handling and use Disposal The Dean/Supervisor should monitor the material being utilised in the tasks being performed by the Staff and Students they are in control of. The Deans/Supervisor needs to communicate the standard of material required to perform the task. Inferior quality may introduce potential hazards through failure. To successfully complete the task there needs be enough material around to achieve this. Inadequate amounts may encourage employees to utilise inappropriate material. Consideration of the transportation of the material to Flinders, the storage area and to where the task is to be performed. This may require consideration of traffic control or the method of transportation. The condition of the material on arrival at Flinders may be critical for the task. Does it meet the required standard? Is it broken or damaged which will impact on the completion of the task? How will the Staff or Students handle and use the material? Will there be hazards associated with the handling of the material? The Dean/Supervisor will need to consider the need to dispose of excess material, material no longer required and waste products. This particularly important for hazardous and Biological waste. Page 11 of 14

12 Plant, Tools, Equipment, Machinery Plant, Tools, Equipment, Machinery Monitor The Dean/Supervisor need to monitor that the correct plant, equipment and tools are acquired for the task. Further the monitoring will also cover the continual use of the agreed appropriate equipment Purchasing The Dean/Supervisor needs to ensure that the plant, equipment and tools are fit for purpose and that the requirements are communicated during the purchasing process. In this process the consultation with the employees is invaluable Installation The Dean/Supervisor during the installation process needs to be assured that the plant and equipment is installed according to the requirement so the manufacturer and the requirements of the work flow. Maintenance The Dean/Supervisor need to be assured that there is a maintenance program which addresses the break down situation efficiently and there is a preventative maintenance which is effective at maintaining the plant, equipment and tools in excellent condition. Depreciation For the Dean/Supervisor there is no action in this area. Use The Dean/Supervisor in their roles are required to ensure that employees are trained in the use of the plant, equipment and tools they use. Particular attention needs to paid to new staff and students during their learning phase. The Dean/Supervisor also need to ensure themselves that the plant, equipment and tools are being used correctly. Cleaning The cleaning of plant, equipment and tools is part of the house keeping activities and poor housekeeping is a sign of a low level of Dean/Supervisor involvement in establishing the standards of the work place. Disposal As part of the role of Deans/Supervisors at the time of disposal, the Dean/Supervisor needs to ensure the process is conducted safely and all required documentation is completed and dispatched with the plant/equipment. Page 12 of 14

13 Environment Environment Monitor Monitoring and measuring Standards In Monitoring the environment the Dean/Supervisor is meeting the requirements of legislation and Flinders University s environmental objectives. The focus is to ensure there is a safe work environment. This does not have to be a formal process and can be conducted as they walk around the workplace. On occasions the environment will require monitoring and measuring. The Dean/Supervisor needs to be aware of the need to monitor or measure noise, fumes, gases, heat, cold depending on the environment the task is being performed. The Dean/Supervisor needs to establish standards in relation to housekeeping and behaviour. Conditions The Dean/Supervisor should be aware of the conditions hot cold, wet/dry, day/night, dusty, fumes adequate lighting for the task and manage these to reduce the risk associated with the impact of these conditions on the work being performed Controlling The Dean/Supervisor may need to consider the use of controls such as ventilation, cooling or heating etc to ensure the work is able to be carried out Page 13 of 14

14 Risk Assessment See sample form attached on next pages. Page 14 of 14

15 RISK ASSESSMENT FORM Risk Assessment No. Reference to SOP No. sample List identified hazards and detail measures taken to address the hazards: Cost Centre Faculty XXXX School/Unit YYYYY Location Room 337 Task/procedure Packing Books for moving rooms School/Unit Manager XXXXX Assessed by SHA Date 16/3/12 Review Date 16/3/14 Identified Hazards Risk Assessment Hazard Controls No. Description Consequences Likelihood Risk Measure (see matrix) 1 Repetative Bending and twisting Minor injury Possible Medium Control measures vary the task and avoid bending and twisting at the same time Who is responsible Person packing Controls implemented By when Yes No during task the 2 Weight of packed boxes Major injury Likely High half fill the boxes person packing immediately -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- -Select- SUMMARY OF RISK Review the risk measured, and the controls, then please select the relevant risk summary statement: A B C The assessment reveals that the potential risk to health from the use of the plant/equipment/procedure is not currently significant The assessment reveals that the potential risk to health from the use of the plant/equipment/procedure is significant. However controls are in place that reduce risk to acceptable levels The assessment reveals that the potential risk to health from the use of the plant/equipment/procedure is significant. Interim controls are in place to reduce risk to acceptable levels. Approved by Supervisor: Dean/Supervisor Date: 16/3/2012 REVIEW OF CONTROL MEASURES Control measures are effective yes *no (*If no, you must do another Risk Assessment.) V:\HR Client Services\UNIVERSITY WIDE MATTERS\Mngmt & LEADERSHIP PROGRAM\Session 7 Understanding and Managing Risk 20 March 2012\Completed RA_Form.doc page 1 of 3

16 Date reviewed: Signed: V:\HR Client Services\UNIVERSITY WIDE MATTERS\Mngmt & LEADERSHIP PROGRAM\Session 7 Understanding and Managing Risk 20 March 2012\Completed RA_Form.doc page 2 of 3

17 HOW TO ACCESS THE RISK Step A - Consider the consequences For each hazard, consider the consequences if something happens. Consider what could reasonably have happened, as well as what actually happened (if there was an accident/incident). Look at the descriptions below and choose the most suitable consequence Step B - Consider the likelihood How likely is it that something will happen as a result of the hazard? Look at the descriptions below and choose the most suitable Likelihood Consequence Description Likelihood Description Fatality May cause death and/or severe irreversible disability, Very likely Expected to occur in most circumstances and/or permanent ill health Major Severe injury or illness Likely Will probably occur in most Minor Minor (usually reversible) injury or illness resulting in days off work Possible First Aid First aid level medical Unlikely treatment Negligible No treatment required Highly unlikely circumstances Might occur occasionally Could happen at some time May happen only in exceptional circumstances Step C Calculate the Risk Level 1. Take the Step A rating and select the correct line 2. Take the Step B rating and select the correct column 3. Circle the risk level where the two ratings cross in the matrix below Risk Matrix Risk level = Likelihood Consequence Highly Very likely Likely Possible Unlikely unlikely Fatality Extreme High High High Medium Major injury High High High Medium Medium Minor injury High Medium Medium Medium Medium First aid Medium Medium Medium Low Low Negligible Medium Medium Low Low Low Prioritising Hazards Control Hierarchy Risk Level Prio rity Extreme 1 High 2 Medium 3 Low 4 Action The activity should cease immediately and short term safety controls implemented. Notify manager and assess activity. Implement short term safety measures immediately. Notify manager and assess activity. Implement short term safety controls. Notify manager and assess activity. Implement long term safety controls. Notify manager and assess activity. Timeframe for implementation of corrective action Immediate Within 24 hours Within 14 days Within 28 days (if possible) or demonstrate that it is not reasonably practicable to achieve further minimization of the risk Elimination Substitution Isolation Engineering Administration PPE - Personal Protective Equipment Remove hazard Use a less hazardous alternative Eg Restrict access, use in a closed container, fume cabinet Eg Trolleys to move loads, guards on machinery, Fume cupboard Eg: Training, Safe Work Procedure, signage Eg: Gloves, respirator, safety glasses See Hazard Management Policy for further details V:\HR Client Services\UNIVERSITY WIDE MATTERS\Mngmt & LEADERSHIP PROGRAM\Session 7 Understanding and Managing Risk 20 March 2012\Completed RA_Form.doc page 3 of 3