AGENDA: SET UP MEETING 1

Transcription

1 AGENDA: SET UP MEETING 1 File this sheet with the Employee Acknowledgement Form in the Filing Manual under Tab 1. Contractor name Date Agenda Item Number 1 2 Item Introduction Briefly describe that the purpose of this meeting is to introduce the Safety Management Program and explain the operation of each part of the Program. The expected total time 1 hour. Employee Acknowledgement Form Explain that throughout the SafetyConnect process, each employee attending the meeting will be asked to sign an acknowledgement Form that they have understood each document discussed. The completed Agenda and form should be filed under Tab 1 of the Filing Manual. Explain that an Employee Acknowledgement Form will normally be attached to the rear of the meeting Agenda. 3 Purpose Relationship to AS/NZS The Five Elements of the Safety Management System 5 The Manual Layout 6 Section 1 7 Section 2 - Policies 8 Section 3 - Electrical Procedures 9 Section 4 - Work Health & Safety Procedures 10 Section 5 - Forms 11 Section 6 - Safety Manual (Service) 12 Section 7 - Safety Manual (Construction)

2 13 Section 8 - Incident Reporting 14 Section 9 - Legal Register 15 Tool box meetings 16 Safety Meetings 17 Yearly Meeting Schedule 18 Review & Assistance 19 SafetyConnect Portal Login Confirm the subscriber details Reports Downloads Confirm that the contractor understands that they will need to enter all: Employees Establish an equipment locations Test equipment Safety equipment Download the manual 20 Documents 21 Ask if there are any questions 22 Implementing the Safety Management System 23 Issue Employee Acknowledgement Form for signing and advise contractor to file this form under Tab 1 in the Filing Manual. 24 Close The Meeting Facilitator name: Facilitator signature: Date:

3 AS/NZS 4801: IMPLEMENTATION GUIDE Manual Section 1. Safety Management Manual 2. Policies 3. Electrical Procedures 4. Work Health & Safety Procedures Implementation Process Section 1 This section of the Manual is a road map to the program, review each clause and decide how you will implement this in your business. Nominate a management representative who will be responsible for ensuring that the requirements of the Safety Management System are properly implemented and maintained. Review all policies for their suitability to the business Approved policies to be signed and dated by a director /partner /principal of the business who will be responsible for safety. Place safety and rehabilitation policies on display at reception or some prominent place in the business. Ensure all existing staff are informed of the policies and have access to them as required. Ensure that all approved policies are included in the induction process for new employees. Management representative to review all electrical procedures for suitability to the operations of the business. Ensure that all employees are instructed in the relevant procedures (Toolbox Talks & Safety Meetings) Ensure that the minutes and records of attendance are maintained for all Toolbox Talks and Safety Meetings (SafetyConnect will provide minutes and attendance forms) Management representative to review all work procedures for suitability to the operations of the business and establish the Safety Management Plan (4.2), goals and objectives (Table 5). Ensure that all employees are instructed in the relevant procedures (Toolbox Talks & Safety Meetings) Ensure that the minutes and records of attendance are maintained for all Toolbox Talks and Safety Meetings (SafetyConnect will provide minutes and attendance forms) Establish safety audit/inspection schedule. Train auditors as required. Carry out audits and inspections as per the procedure and in accordance with the schedule. Review 4.28 Document Management/Legal and other Requirements. Complete Table 11 with details of Document type, custodian and Authorising Officer Establish a document Master Register Develop an Emergency Evacuation Plan. Induct all existing employees and include in new employee induction. Carry out an emergency evacuation practice at least once a year. Ensure that there is a first aid officer and that their contact details are readily available to all staff. Ensure that first aid kits are readily available and contain all suitable equipment.

4 Forms Safety Manual (Service) Safety Manual (Construction) Incident Reporting Legal Register DO NOT ISSUE PANADOL, ASPRIN ETC. Update the Safety Risk Register (Table 6) within the Safety Management Plan (4.2) to include the inherent and residual risk ratings and adjust the control measures as required. Identify all hazardous chemicals used in the business; include those used in the office and warehouse. Ensure there is a Safety Data Sheet (SDS) for each hazardous substance which is less than 5 years old. Ensure that the SDS is available at the point of use for each substance. Develop a Safe Work Method Statement (SWMS) for each hazardous substance and ensure they are properly stored Review the Records Register (Table 13) and update as required. Records should be maintained in good condition, clearly identified and easily retrievable. Ensure that computer records are backed up regularly. Human Resource Records (Licenses, Training etc) need to be maintained and kept indefinitely. Safety Management Plan (4.2) Establish safety goals and objectives, and review on an annual basis. Once goals and objectives are identified develop an action plan which specifies how they will be achieved, by whom and when. Monitor the progress of the Risk Management Action Plan (Table 7) at the Management Review Meetings. Review forms for their suitability to the business operations This section is used to develop a Service Safety Manual for use in vehicles or on the job: Review the Safe Work Method Statements in this section and include relevant reviewed SWMS in the Staff Manuals. Add any relevant Policies and Procedures from Sections 2, 3 & 4 and Forms from Section 5 as required. Establish and maintain a distribution list. This section is designed to facilitate the development of a Construction Safety Plan and will need to be tailored to the requirements of each individual safety plan. The SWMS format in this section is different from that of Section 6 to accommodate the requirements of Construction Safety Plans This section covers the legal requirements for reporting safety incidents in each state. SafetyConnect will provide updates to this section as legislation changes in each State and Territory. This section provides a cross reference to legal requirements in each State. SafetyConnect will provide updates to this section as legislation changes in each State and Territory

5 AS/NZS 4801: OHSMS MODEL 1. OHS Policy An OHS policy sets out the overall OHS objectives and demonstrates a commitment to improving OHS performance. 2. Planning Planning is based on a risk management approach and includes things like: Establishing safety performance targets Financial, material and human resource requirements Defining roles and responsibilities Provision of access to legal and other requirements. 3. Implementation The required resources are applied to achieve the company's OHS policies, objectives and Targets. Implementation includes: Training and competency Consultation, communication and reporting Documentation Document and data control Hazard identification, risk assessment and control of risks Emergency preparedness and response 4. Measurement and Evaluation The company measures, monitors and evaluates the key characteristics of its operations and activities that can cause illness and injury. This includes: Monitoring and surveillance Incident investigation, corrective and preventive action Records and record management OHSMS audits. 5. Management Review The management team reviews the OHSMS annually to ensure its continuing suitability, adequacy and effectiveness.

6 Notes / Comments

7 EMPLOYEE ACKNOWLEDGEMENT FORM Company Name... Date:... Meeting Facilitator (print name) Type of Meeting... Signature:... Setup Meeting Subject of this acknowledgement: SafetyConnect Manual Version 5 Employee - you must sign this acknowledgement only when you are satisfied that you understand the content of this procedure and that you will comply with these requirements. Employee Name Signature Date

8 MEETING FEEDBACK FORM Your feedback from this meeting is essential for the preparation of meeting materials for your next toolbox talk and safety meeting. Please complete the following survey and return to your SafetyConnect Coordinator, FAX or Company Name... Meeting no. :... Meeting Facilitator (print name)... Date:... Type of Meeting Setup Meeting No. of attendees:... Strongly Agree Agree Neutral Disagree Strongly Disagree The meeting adequately covered all agenda items The meeting provided you and your staff with a clear understanding of the material covered? You now feel confident to move to the next item. If you disagree with this item, your SafetyConnect Coordinator will be in contact with you to arrange a revision of the meeting. The material was relevant and related directly to the work the company performs The meeting material was delivered at a pace that was easy to follow The Facilitator was well prepared and organised The Facilitator display a thorough knowledge of the subject Comments/Recommendations