Work Health and Safety Management System Approving Authority: Establishment date: February 2012 Date of last amendment: Nature of amendment: Date last reviewed: Next review due: Responsible Officer: Amendments reflect new Work Health and Safety legislation 4 years Director, Human Resources Table of Contents 1. Description and Purpose... 1 2. Scope... 2 3. Definitions... 2 4. Work Health and Safety Policy... 3 5. Risk management and legal compliance... 3 5.1 Risk management... 3 5.2 Legal and other requirements... 3 6. Planning... 3 6.1 WHS Plan... 3 6.2 Objectives and targets... 4 6.3 Monitoring progress... 4 6.4 Contingency and emergency planning... 4 6.5 Training... 4 7. Implementation... 4 7.1 Resources, responsibility and accountability... 4 7.2 Training and competence... 4 7.3 Consultation, communication and reporting... 5 7.4 Documentation... 5 7.5 Document and data control... 6 7.6 Managing operational risk... 6 7.7 Emergency preparedness and response... 6 8. Measurement and Evaluation... 6 8.1 Monitoring and measurement... 6 8.2 Incident investigation, corrective and preventative action... 7 8.3 Workplace inspections... 7 8.4 Records and record management... 7 8.5 WHS audits... 7 8.6 Performance measurement and reporting... 8 9. System Review... 8 10. References... 8 11. Appendix A Flinders Work Health and Safety Management System 10 1. Description and Purpose The s Work Health and Safety (WHS) Management System is a planned framework for the management and control of health and safety risks associated with the Overview of WHS Management System _Nov13 Page 1 of 10
s activities. It consists of an interdependent set of policies, procedures and mechanisms that enables a consistent, planned approach and targeted implementation strategies, together with the ability to monitor, evaluate, review and apply corrective actions. The purpose of the WHS Management System is to ensure the safety of workers, students and others; ensure an effective injury management (rehabilitation and workers compensation claims) system provide the framework for the to achieve its stated goals and ensure legislative compliance; and assist Officers, managers, supervisors, workers and students to carry out their responsibilities. This document describes the core elements of the s WHS Management System. 2. Scope The WHS Management System applies to every activity performed by all workers and students at all Flinders workplaces, whether teaching, undertaking research, studying or working. 3. Definitions Work Health and Safety (WHS) WHS Management System Officers Senior Executives Worker Student Includes injury management (rehabilitation, return to work and claims management). That part of the overall management system which includes organisational structure, planning activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the WHS Policy, and so managing the risks associated with the business of the 1 Members of Council, Vice-Chancellor, Deputy Vice-Chancellors, Pro Vice-Chancellor, Vice-President (Strategy and Planning), Vice-President (Strategic Finance and Resources), Executive Deans of Faculty, Division Directors, Faculty General Managers, Deans of School and staff appointed at Director level. Deputy Vice-Chancellors, Pro Vice-Chancellor, Vice- President (Strategy and Planning), Vice-President (Strategic Finance and Resources), Executive Deans of Faculty A person who carries out work in any capacity for the including academic and professional staff, contractors and sub-contractors and their workers, labour hire company workers, trainees, students persons gaining work experience and volunteers. A person who has an active enrolment status in a course of study at the in accordance with the s statutes and policies on enrolment Comment [VJ1]: Add link to Statute 6.2, and student related policies 1 Definition from Australian Standard AS 4801:2001 Overview of WHS Management System _Nov13 Page 2 of 10
Workplace WHS Unit A place where work, study or research is carried out for the and includes any place where a worker goes, or is likely to be, while working, teaching, studying or undertaking research. An administrative unit of the which facilitates and co-ordinates the 's health and safety management system, injury management and rehabilitation. 4. Work Health and Safety Policy The s Work Health and Safety (WHS) Policy, approved by Council, and developed in consultation with staff, is the primary underpinning document of the WHS Management System. The WHS Policy states overall WHS objectives and strategies and commits the to improving WHS performance, including through Officer and senior executive responsibilities and accountabilities and Officer involvement in the review and continual improvement of WHS performance and the allocation of resources. The WHS Policy is available on the WHS website where hardcopies can be downloaded. Any hardcopies will be uncontrolled copies. The policy is reviewed regularly in the light of legislative and organizational changes, and in any case, at least every 4 years to ensure it remains effective, relevant and appropriate to the, and reflects current legislative requirements. 5. Risk management and legal compliance 5.1 Risk management The s risk management approach is based on Australian Standard AS/NZS ISO 31000:2009 Risk Management Principles and guidelines. The has established a methodology which is documented in the Risk Management Policy, Work Health and Safety Risk Management Policy and Work Health and Safety Risk Management Guidelines. The maintains a Work Health and Safety Operational Risk Register. 5.2 Legal and other requirements The maintains a Legal Compliance Register, including legislative requirements applicable to work health and safety. Work health and safety legislative requirements are incorporated into relevant WHS systems, plans, policies and procedures. WHS legislative requirements are kept up to date through membership of peak professional bodies and subscription to legislative updating services. The WHS Unit is responsible for ongoing monitoring of health and safety legislation in all relevant jurisdictions. 6. Planning 6.1 WHS Plan The strategic framework for the WHS Plan is set out in the Strategic Plan, Vision and Values. The WHS Plan comprises: Overview of WHS Management System _Nov13 Page 3 of 10
Faculty/Portfolio WHS Planned Actions based on legislative requirements and the s policies and procedures; and The WHS Unit Operational Plan. The WHS Plan is developed in accordance with the process documented in WHS Management System Planning and approved by Council. 6.2 Objectives and targets Council approves objectives, targets and performance indicators which are based on organisational and legislative requirements, the WHS operational risk profile and previous work health and safety and injury management performance. 6.3 Monitoring progress Council monitors progress against established performance indicators, milestones and goals. 6.4 Contingency and emergency planning The planning process includes development of contingency plans for interruption to critical operational activity and loss of key staff, and emergency plans for effective responses to emergencies for all workplaces. 6.5 Training Training required for meeting the planned objectives and targets is identified in the planning process and incorporated into the training plans for the relevant workers. 7. Implementation 7.1 Resources, responsibility and accountability 7.1.1 Resources The identifies and allocates financial, human and physical resources to enable the effective implementation of the WHS management system. The resources are provided for in the budget allocation to the WHS Unit at level and in the budget in each Faculty/Portfolio. Council and the Vice-Chancellor are responsible for ensuring that adequate resources are provided to meet the s work health and safety and injury management objectives and strategies. Senior executives are responsible for ensuring that there are adequate resources to implement and monitor relevant work health and safety programmes, policies and procedures in their Faculty/Portfolio. 7.1.2 Responsibility and accountability WHS roles and responsibilities are documented in the s WHS Policy and accompanying WHS policies and procedures, and in position descriptions. WHS roles and responsibilities are defined for all levels of management and supervision, and are implemented and monitored through the performance management processes. 7.2 Training and competence The provides training to ensure that workers, students and others are inducted and have the necessary competencies to work safely. The WHS training procedures outline the requirements for WHS training, including induction, training needs, competencies and training for work tasks. Overview of WHS Management System _Nov13 Page 4 of 10
The provides training in a number of formats, including on-line, small group training both on and off campus, and training by in-house and external trainers. 7.3 Consultation, communication and reporting 7.3.1 Consultation and communication A key component of the WHS Management System is communication and consultation, which is critical for having a positive health and safety culture at the. The s WHS consultation and communication arrangements are described in WHS Management System Consultation and Communication. The takes a team approach in addressing work health and safety matters, including assisting in the return to work of injured staff. The WHS Committee is the principle forum for consultation on the management of health and safety across the whole. Faculty/Portfolios Committees are also a forum for staff and management to discuss issues affecting workers and others in Faculties/Portfolios. Health and Safety Representatives play a vital role in the consultative process for the workgroup they represent. The s WHS Policy, procedures and other relevant work health and safety information are communicated to staff, students, labour hire, contractors and their sub-contractors and their workers, volunteers and visitors through: the WHS website staff orientation/induction on-line learning resources electronic communication contractor on-line safety induction and contractor handbook WHS Unit staff student handbooks and publications safety manuals/safe operating procedures/safe work instructions safety signage 7.3.2 Reporting The measures and reports on its safety performance on a regular basis, including, but not limited to: health, safety and injury management performance reporting, including results of audits, actions and controls and system reviews; reporting of accidents, incidents and system failures; reporting on workplace inspections, hazard identification and risk assessments; reporting on preventative and corrective actions; and statutory reporting requirements. 7.4 Documentation 7.4.1 The has an extensive range of WHS documentation available to staff and students on the WHS website. Documentation relevant to contractors, volunteers and visitors is also available on this website. Faculties also have documentation relevant to their operations available on their websites (eg laboratory safety manuals, risk assessments, safe work procedures [SWPs]). Overview of WHS Management System _Nov13 Page 5 of 10
Policies and procedures are developed when required by new or changed legislation, changes in procedures, new teaching or research activities, incident reports or audits, and are reviewed regularly to ensure they remain current and effective. Consultation with the community occurs during the development or review process. 7.4.2 The WHS documentation on the website includes policies, procedures, guidelines, hazard alerts, forms, checklists, training information and other documentation. 7.4.3 The WHS website provides direction to related documentation. 7.5 Document and data control All WHS policies and procedures are developed, approved and reviewed in accordance with the s Policy Development, Approval and Review Policy and Procedures for Approving, Gazetting and Publishing -wide Policies and Procedures. WHS documents on the WHS website are the most up to date version. Any hard copies of documents are considered to be uncontrolled and users are directed to the WHS website for the current version. 7.6 Managing operational risk The procedures for hazard identification, risk assessment, hazard control and evaluation of the effectiveness of control measures are documented in the Work Health and Safety Risk Management Policy and Work Health and Safety Risk Management Guidelines. 7.7 Emergency preparedness and response 7.7.1 The Incident Control Policy documents the s approach to emergency preparedness and response. Potential emergency situations have been identified and incident control procedures are in place. Emergency procedures are available on the WHS website and can be printed for ready access. Procedures for incident control are on the website. 7.7.2 The requires that building evacuation exercises are conducted twice a year. Where practicable, incident control exercises are held regularly to test the effectiveness of the established procedures. Where it is not practicable to conduct such exercises, the procedures are tested using desk top exercises. 8. Measurement and Evaluation 8.1 Monitoring and measurement 8.1.1 General The processes and information required to review the s WHS performance outcomes against established performance indicators, milestones and goals and to identify activities requiring corrective action and improvement are documented in WHS performance measurement and reporting. Overview of WHS Management System _Nov13 Page 6 of 10
Faculty/Portfolios planned actions include testing and monitoring requirements including aspects of the operation of buildings, plant/equipment/machinery, activities involving hazardous chemicals, animals, biological materials and radioactive substances, lasers and other sources as required by WHS, other relevant legislation and policies and procedures. 8.1.2 Health surveillance Health surveillance programmes undertaken at the are developed based on risk assessments and/or legislative requirements. These programmes are coordinated by the WHS Unit and cover areas such as noise and exposure to substances in accordance with WHS and other relevant legislation. 8.2 Incident investigation, corrective and preventative action The WHS website details the procedures for reporting and investigating accidents/incidents. The WHS Unit maintains records of reported accidents/incidents and uses these for the analysis and updating of the hazard and corrective actions registers. Preventative action is reviewed by the WHS Unit and by the work area concerned to ensure completion and effectiveness. Accident/incident and injury data is reported quarterly to the WHS Committee, Faculty/Portfolios WHS Committees, senior executives and to each meeting of Council. The data is also used to identify areas requiring action in the WHS Plan. 8.3 Workplace inspections Inspections of all workplaces are required at least twice a year for high risk areas, and at least annually for low risk areas. The procedures are documented in Workplace Hazard Inspections Procedures. Records of completed inspections are maintained by the School/administrative area, and corrective actions registers are reported to Faculty/Portfolios WHS Committees and the WHS Unit. The WHS Unit compiles data across the and reports it to the Health and Safety Committee, senior executives and Council as a performance indicator. 8.4 Records and record management WHS records are kept in accordance with the Records Management Policy. 8.5 WHS audits The has a WHS Audit Plan covering elements of the WHS system across the, including its controlled entities. The audit process is documented in WHS Auditing Procedures. Council approves the WHS Audit Plan which is risk based and may be modified following any incidents, the introduction of new procedures or operations, or legislative change. Overview of WHS Management System _Nov13 Page 7 of 10
WHS Audit results, WHS Audit Progress Reports and WHS Audit Agreed Actions are reported to the Health and Safety Committee, senior executives and Council. 8.6 Performance measurement and reporting The processes, information and reporting required to review the s WHS performance outcomes against established performance indicators, milestones and goals and to identify activities requiring corrective action and improvement are described in WHS performance measurement and reporting. 9. System Review 9.1 Council continually reviews the WHS Audit Plan; reviews the results of WHS audits of the and actions taken by the in response to the audit findings; reviews the adequacy of controls/corrective actions put in place to mitigate WHS risk; and reviews the WHS Operational Risk Register. 9.2 Senior executives review the WHS management system annually. The purpose of the review is to ensure that the system continues to be effective in achieving the WHS Policy objectives. The review of the WHS management system includes: an evaluation of whether implementation of the WHS Management System is meeting the s WHS and injury management objectives as stated in the s WHS Policy; review of progress against the WHS Plan including objectives, targets and performance indicators; a review of WHS internal and external audit findings and corrective actions registers; an evaluation of the effectiveness of the WHS Management System and any need for changes in the light of - legislative changes - changing expectations and requirements of stakeholders; - changes in the organisational structure and/or operations of the ; - advances in science and technology; - accident and incident investigation outcomes; and - feedback, including from staff, students and contractors. The procedures for review and evaluation are documented in WHS Management System Review. 10. References AS/NZS ISO 31000:2009 Risk Management principles and guidelines AS/NZS 4801:2001 Occupational health and safety management systems specification with guidance for use. WorkCoverSA Code of conduct for self-insured employers under the WorkCover Scheme. Overview of WHS Management System _Nov13 Page 8 of 10
AS/NZS 4804:2001 Occupational health and safety management systems General guidelines on principles, systems and supporting techniques. Overview of WHS Management System _Nov13 Page 9 of 10
Flinders Work Health and Safety Management System Version 4 March 2013 Appendix A Work Health and Safety (WHS) Policy WHS Risk Management Planning Consultation Implementation Monitoring and Evaluation Management Review Risk Management Methodology AS/NZS ISO 31000:2009 Legal Compliance Register Legislative Compliance WHS Operational Risk Register WHS Information Resources Faculty/Portfolio WHS Operational Risk Register WHS Unit Operational Plan Targets Performance indicators Strategic Plan Objectives Targets Performance Indicators WHS Plan Faculty/Portfolios Planned Actions Targets Performance indicators Health and Safety Committee Health and Safety Representatives Faculty/ Portfolios Health and Safety Committees WHS Risk Management Policy Document Control System Review Policy Reporting Requirements WHS Management System Processes and Maintenance Planning Policy Consultation and Communication Processes Internal Audits Monitoring and Evaluation Policy Corrective Actions Register WHS policies, procedures & work instructions for known hazards, or legislatively required, all based on risk assessments Material on the website Faculty/Portfolio specific documentation for hazards Health Monitoring Analysis of key WHS performance indicators Internal Audits Results on the Corrective Actions Register Analysis of the Internal Audit results External Audits and Evaluations Review of the WHS Policy for effectiveness, relevence and appropriateness to the and legislative requirements Review of supporting policies and procedures legislative compliance and findings from risk assessments Management Review of the WHS Management System for effectiveness and efficiency in achieving WHS Policy objectives Overview of WHS Management System _Nov13 Page 10 of 10