Work Health and Safety Management System Web viewThis Manual details the responsibilities and accountabilities together with the documents of the system in the ... Indirect Outputs

Work Health and Safety Management SystemWHSMS Manual

Department of Justice

WHSMS Manual WHS 9-002

Table of contents1. Purpose 3

2. Scope 3

3. Definitions/Abbreviations 4

4. References 6

5. Responsibilities 8

6. Work Health and Safety (WHS) Policy 10

7. Planning 11

8. Implementation and operation 13

9. Measurement and evaluation 18

10. Management review 20

11. WHSMS Manual review 21

12. Document history 22

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1. PurposeThrough leadership and individual commitment, the Department of Justice is committed to ensuring that no person will suffer a preventable injury and/or illness. The protection of our people is paramount. At times, we require personnel to operate in environments of high risk due to the nature of Justice’s operations. However, at all times we will manage the risk to ensure that when risks are undertaken they are understood, accounted for, and integrated into our plans and the way we operate.

This WHSMS Manual defines the Work Health and Safety Management System (WHSMS) at the Department of Justice (DoJ). It outlines the core elements required by the WHSMS and their interaction, in compliance with AS/NZS 4801:2001 Occupational Health & Safety Management Systems – requirements and AS/NZS 4804:2001 Occupational Health & Safety Management Systems – specifications with guidance for use.

This Manual details the responsibilities and accountabilities together with the documents of the system in the form of policies, procedures, forms, templates, guidelines, plans and processes that form the Department’s WHSMS to provide a consistent approach to work health and safety within the Department.

2. ScopeThis document applies to all Department of Justice activities across the controlled entities it manages and supports.

It applies to personnel in all Department of Justice workplaces, including:

Department of Justice employees and workers Visitors to DoJ workplaces Inmates detained in the prison and offenders on parole or on community

work orders Members of the public e.g. visiting court, visiting inmates, etc.

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3. Definitions/Abbreviations3.1 DefinitionsTerm Definition

Consultation A discussion between management and employees on safety and health related issues, aimed at exchanging views, ascertaining the employees’ opinions, taking these opinions into consideration, and attempting to reach a consensus, so as to foster participation, involvement and cooperation.

Controlled Entity Department controlled entities (Outputs) include entities where DoJ can control decision making, directly or indirectly, in relation to financial and operating polices so as to enable the entity to operate with it in pursuing the objectives of the Department.Entities include:

Direct Outputs: Tasmanian Prison Service, Supreme Court, etc.

Indirect Outputs: Tasmanian Industrial Commission, Mental Health Tribunal, etc.

Indirect Outputs with Service Level Agreements: Integrity Commission, Macquarie Point Development Corporation, etc.

Governance Defining each person’s role, responsibility and accountability within the business for health and safety

Induction The process of introducing new workers to the company; their work, their supervisors and their fellow workers.

Monitoring All methods of validating required safety performance including audits, reviews, inspections, observations and investigations

Notifiable Incident

Notifiable incidents are described in the WHS Act 2012 to mean, the death of a person or a serious injury or illness of a person or a dangerous incident.

Output A discreet division / section / component of the Department of Justice. For example, Tasmania Prison

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Term Definition

Service, Magistrates Courts, Library Services

Risk Register A central register of all risks or several risk registers identified by the organisation and for each risk includes a risk ranking based on likelihood and consequence, impact and control strategies.

Safety Management System

A set of policies and procedures designed to address health and safety issues in a systematic and integrated way.

Safety Plan A strategic action plan that forms part of the business plan, usually over a year. It should have a budget.

Supervision Authorized and delegated control, direction and oversight of activities.

Worker Is a person who carries out work in any capacity for a PCBU in its workplace.

Workplace Is a place where work is carried out, including any place where a worker goes or is likely to be while at work.

Workplace Training

Training in internal policies, procedures and practices that apply within the workplace.Can include accredited external training requirements, for example emergency response.

3.2 AbbreviationsAbbreviation What it stands for

AS/NZS Australian / New Zealand Standard

DoJ Department of Justice (also known as the Agency)

ED 23 Employment Directive No.23 – Workplace Health and Wellbeing

ED 27 Employment Directive No.27 – Work Health and Safety

HSR Health and Safety Representative

PCBU Person Conducting a Business or Undertaking

SSMO State Service Management Office

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Abbreviation What it stands for

WHS / WH&S Work Health & Safety

WHSEC Work Health & Safety Executive Committee

WHSMS Work Health & Safety Management System

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4. ReferencesAS/NZS 4801:2001 Australian and New Zealand Standard Occupational health and safety management systems – Specifications with guidance for use

AS/NZS 4804:2001 Australian and New Zealand Standard Occupational health and safety management systems – General guidelines on principles, systems and supporting techniques

Work Health and Safety Act 2012

This is the principal legislation that drives WHS. This Act provides the framework to protect the health, safety, and welfare of all personnel and others who might be affected by Agency operations. The WHS Act aims to:

Protect the health and safety of workers and other people by eliminating or minimising risks arising from work or workplaces.

Ensure fair and effective representation, consultation and cooperation to address and resolve health and safety issues in the workplace.

Encourage unions and employer organisations to take a constructive role in improving work health and safety practices.

Assisting Outputs and workers to achieve a healthier and safer working environment.

Promote information, education, and training on work health and safety.

Provide effective compliance and enforcement measures, and Delivering continuous improvement and progressively higher standards

of workplace health and safety.

Work Health and Safety Regulations 2012

The WHS Regulations identify specific requirements that must be implemented to address certain categories of risk and sets out in general terms the methodology that must be used to manage other risks specifically.

The WHS Regulations are made up of two parts. The first part is what will impact the workplace generally, that is, those that regulate health and safety matters which are common to almost all workplaces. The second part

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addresses specific high risk health and safety issues which arise as a consequence of the type of work being performed or the type of hazards encountered within the workplace.

Safe Work Australia Codes of Practice relevant to Agency activities

A Code of Practice is a practical guide to achieving the standard of safety required by WHS legislation. Codes of Practice are admissible in court proceedings and should be followed unless there is an alternative course of action, which achieves the same or better standard of health and safety in the workplace.

The model codes of practice issued by Safe Work Australia have been determined as appropriate codes of practice by Worksafe Tasmania.

Australian Standards relevant to Agency activities

Australian and New Zealand Standards are developed by Standards Australia to assist in managing specific risks. Some are called up in WHS legislation, but most are provided as guidance.

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5. Responsibilities

5.1 Officers of the AgencyOfficers of the Agency must exercise due diligence to ensure compliance by the PCBU (Crown) with its health and safety obligations.

The Officers of the Department of Justice are the:

Secretary Deputy Secretary, Corrections Deputy Secretary, Administration of Justice.

The Officers have a duty of due diligence to:

Fully understand how the business operates Be aware of the common risks that exist within the business, in particular

higher-risk hazards Understand the level of risk associated with each hazard Know what the appropriate controls for those hazards are Ensure appropriate resources are allocated to eliminate the risk of those

hazards causing work-related harm.

Officers must ensure that the PCBU complies with its duty to ensure safe management systems used by the PCBU enable all persons in the workplace to be safe from work-related harm, and act effectively to prevent work-related harm.

This means:

Identifying hazards, risk management, resource allocation and system development.

5.2 Managers & supervisorsManagers and supervisors have a primary duty (general duty) under WHS legislation to:

Ensure that, so far as reasonably practicable, the health and safety of workers while at work

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Ensure that so far as reasonably practicable that the health and safety of other persons is not put at risk

Provide and maintain a work environment without risk to health and safety Provide and maintain safe plant and structures Ensure the safe use, handling and storage of plant, structures or

substances Provide adequate facilities for the welfare of workers, including access Provide information, training, instruction or supervision that is necessary to

protect all persons from risks to their health and safety Ensure that the health of workers and conditions in the workplace are

monitored for the purpose of preventing illness or injury.

Managers and supervisors are also responsible for:

Knowing and understanding the company’s WHS obligations Ensuring that an appropriate WHSMS is developed and effectively

implemented through resourcing, supervision and training Implementing regular internal and external safety audit programs,

including safety inspections Overseeing appropriate workplace consultative processes Ensuring safety concerns (hazards) are raised and incidents are reported

and effectively investigated; especially serious safety incidents Ensuring systems are in place to identify hazards and assess and control

risk Challenging unsafe behaviour Requiring regular reporting on how WHS is maintained in the workplace Keeping records.

5.3 Workers, including contractors The WHS Act obliges workers to:

Take reasonable care for their own health and safety Take reasonable care that their acts or omissions do not adversely affect

the health and safety of others So far as reasonably able, comply with lawful instructions given, requiring

compliance with the WHS Act

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Cooperate with any reasonable policy or procedure relating to health or safety in the workplace that the worker has been told about.

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6. Work Health and Safety (WHS) Policy The Department of Justice’s Work Health and Safety Policy (DoJ WHS Policy) is the over-arching document of the WHSMS.

This Policy is approved by Secretary of the DoJ. The policy was developed after consultation with staff and unions. The Agency communicates its commitment to safety via this Policy to personnel, contractors and others. This is achieved primarily through induction processes, meetings, noticeboards, work health and safety plans, and through the Department’s Intranet site.

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http://www.justice.tas.gov.au/__data/assets/pdf_file/0020/345251/Department_of_Justice_WHS_Policy.pdf


7. Planning

7.1 Hazard and Risk Management 7.1.1 Risk Management There must be a documented method for the identification, assessment and control of WHS hazards and their associated risks. The detailed requirements are described in the Risk Management Procedure.

7.1.2 Risk Management Tools A risk rating matrix has been developed in order to assess the likelihood and consequence of a risk causing harm – Risk Rating Matrix.

A list of typical hazards likely to require risk controls across the Agency has also been developed – WHS List of Typical Hazards.

Further a list of fifteen Common Hazards Across the Agency to which workers within the Department are exposed to.

An approved risk assessment tool must be available for use across the Department. The details are described in the Risk Assessment Form.

7.1.3 Output WHS Hazard / Risk Registers Each Output (Direct or Indirect) must produce a Hazard / Risk Register detailing the WHS risks associated with their operations. The register must include the likely impact of risks, causes and risk rating as well as the treatment strategies or controls in place to minimise identified risks. The details are described in the risk management procedure.

A Hazard / Risk Register Template can be found at Hazard / Risk Register Template.

7.1.4 WHS Hazard / Risk Register The Department maintains a consolidated WHS Risk Register from 7.1.3 above, detailing the WHS risks associated with all of its operations (Agency Risk Profile).

The register allows for the Officers of the Agency to gain a clear understanding of the risk profile of the Department.

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Preventative and corrective actions identified as a result of review of the risk registers, where risks are not rated as low as reasonably practical (ALARP), must be tracked to completion.

7.1.5 Management of Change The Department must ensure its risk management procedures include the risks associated with changes to procedure, process, materials or equipment. The details are yet to be described in a Management of Change Procedure.

7.2 Legal & other requirements The Department of Justice shall maintain a documented set of procedures that include legal requirements that are directly applicable to the activities, products or services, including relevant relationships with contractors or suppliers. The details are described in the Legal and Other Requirements Procedure.

The DoJ subscribes, where appropriate, to relevant online software packages that allow for regular updates on changes to WHS legislation. The use of tools such as Safety Law is described in the procedure.

7.3 WHS plans WHS Plans for the financial year are developed to drive safety performance improvement and the implementation of an effective WHSMS. The plans identify actions to:

Address poor performing areas of work and / or activities involving high risk to health and safety within the Agency with the aim to improve performance and or reduce risk

Achieve compliance with AS/NZS 4801:2001 by end of 2016 Achieve compliance with the WHS Act by end of 2016.

The WH&S Plan should also include elements for a health and wellbeing program as a proactive approach to improving health and safety across the Agency.

An Annual WH&S Plan is approved by the Secretary and progress needs to be reported six-monthly to SSMO and more frequently to the Agency Executive. The Annual WH&S Plan is to be used by Outputs as part of their annual planning process to ensure they assist in delivering the outcomes of the plan. Hazard and

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incident data will be used to assist in developing the objectives. Regular reporting on progress against the plan is required e.g. quarterly.

A Strategic Plan or WHSMS Roadmap has been prepared to outline the activities over the 3 years (2014-2016) of the development of an effective WHSMS for the Agency and to achieve the Department’s compliance objectives for WHS. Actions must be measurable.

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8. Implementation and operation

8.1 Resources The Department of Justice must identify and allocate financial and physical resources to enable the effective implementation of the WHSMS. These resources must be provided for in budget allocation to WH&S and in the WHS budget of each Output.

8.2 Responsibility, accountability and authority The WHS roles and responsibilities for staff and students are detailed in the Roles & Responsibilities Procedure for all personnel within the Department, including contractors used by and visitors to the Department.

The Agency Executive are the Officers of the Agency and are ultimately accountable for health and safety matters within the Department and its controlled entities. However the Agency Executive may choose to delegate responsibility for specific matters where appropriate. For example the Deputy Secretary Corrections may delegate responsibilities under the Corrections Act 1997 to the Director of the Tasmanian Prison Service.

8.3 Competence, training and awareness The requirements for training and competence are detailed in the WHS Training Guidelines Procedure and supported by the Department’s Training Policy.

Where possible the DoJ will provide supporting systems such as a training database to allow for efficient and timely gathering and reporting of training and competence of its workers.

8.4 Consultation, communication, reporting8.4.1 Consultation The primary method for consultation must be through direct communication with Health & Safety Representatives (HSR’s), staff and WHS Managers / Officers / Advisors. Unions need to be part of the consultation process as well.

The requirements for WHS consultation are detailed in the Consultation, Communication Procedure.

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The consultation process is supported by the following flowcharts:

Consultation & Communication Flowchart – When to Consult Consultation & Communication Flowchart – Procedures

If health and safety issues are proving difficult to resolve, then the process outlined in the Issue Resolution Flowchart should be used.

Consultation can be undertaken in a number of forums from the Work Health & Safety Executive Committee (refer to the WHSEC Terms of Reference), through the Output WHS Committees (refer to the respective WHS Committee Terms of Reference), to direct involvement of elected and nominated Health & Safety Representatives and workers.

Outputs are encouraged to nominate &/or elect Health and Safety Representatives (HSR’s) and implement consultative WHS Committees.

8.4.2 Internal Communication The DoJ WHS Policy, WHS documentation and all other relevant WHS information must be communicated to employees, contractors and visitors through the following media as appropriate:

DoJ Intranet website; Work health and safety and Health and wellbeing sites

Targeted or global emails to employees WHS induction and orientation processes Contacting WHS by phone or email Output Toolbox Meetings and other suitable forums DoJ publications, such as JustNews Safety manuals/Safe Operating Procedures/Safe Work Instructions Safety signage.

8.4.3 External Communication The Department must establish, implement and maintain a process for communicating with contractors and other visitors to the workplace; and receiving, documenting and responding to relevant communications from external interested parties, including complaints. The details are described in the Consultation, Communication Procedure.

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8.4.4 Reporting The Department must measure and report on its WHS performance on a regular basis via:

WHS Executive Committee Meetings Output WHS Committee Meetings Through the Internal Audit & Risk Management Committee WHS Officer / Advisor reports Any externally commissioned WHS Reports, for example noise surveys Six-monthly Reports against WHS Plan to SSMO WHS Unit.

Minutes of Meetings should be retained and made available by suitable means to any employee wishing to see them.

8.5 Documentation 8.5.1 Requirements for the WHSMSThe requirements for the Agency’s WHSMS are described in this Manual. Certain key elements are described in more detail in their specific procedures, which are referenced in this document.

8.5.2 Document ManagementThe requirements for document management and control are detailed in Document Management Procedure.

8.6 Hazard identification, risk assessment and control of risksThe requirements for hazard identification, risk assessment and risk control and the evaluation of effectiveness of control measures when developing Hazard / Risk Registers is documented in the Risk Management Procedure.

Hazards may be identified from a variety of sources, such as:

Workers raise a safety issue Workplace inspections Incident investigations Health monitoring Safety audits Safety observations

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WHS Committees.

Control of hazards/risks for operational and maintenance tasks are documented in the supporting WHS documents, such as the;

Risk Assessment Form Job Safety Analysis Procedure used by contractors Safe Work Method Statements, where applicable Directors Standing Orders, at the prison Standard Operating Procedures for various Outputs Work Instructions for various Outputs.

These may be Output specific as appropriate.

8.7 Emergency preparedness & responseThe overarching approach to Emergency Preparedness and Response will be detailed in the Department’s Emergency Management Plan.

Requirements for emergency planning and response must be documented for each Output. Resources must be provided to respond to actual emergency situations and prevent or mitigate associated adverse OHS consequences.

The procedure for crisis response is detailed separately.

The Emergency Control Organisation in each building must conduct evacuation exercises at least annually.

8.8 Other specific WHSMS procedures These procedures will be developed to meet the size, nature and complexity of the various sections of the DoJ. Many procedures will be common across the Agency, for example:

Asbestos Management Plan with supporting Output Asbestos Registers Bullying, discrimination and harassment maintained by Human Resources Dealing with Client Aggression – Policy, Procedure and Supporting

Documents Driver Safety Policy Electrical Safety Ergonomics – Guidelines and Supporting Documents

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First Aid Health & Wellbeing Policy and Program Incident Reporting and Investigation Procedure Injury management and rehabilitation – maintained by Human Resources Psychosocial and workplace behaviour Workplace Inspections Stress management Vehicle Policy – maintained by Finance Working from home

Other procedures will be more applicable to specific Outputs of the Agency, for example:

Asbestos Registers – building, facility or Output specific Contractor Management – Output specific e.g. Tasmania Prison Service Emergency Response Procedures – building, facility or Output specific Field work at Community Corrections; Field Work at Work Safe Tasmania Managing the general public, visitors and clients Manual handling Noise Occupational health e.g. Infectious diseases Personal Protective Equipment (PPE) Field & Isolated work Communication Procedure (WorkSafe) Workplace Visits (BSOL / WorkSafe)

These procedures will be added to the WHSMS Manual as they are developed and published on the Intranet site.

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9. Measurement and evaluation

9.1 Measurement & monitoringMonitoring consists of any method of validating required safety performance including audits, reviews, inspections, observations and investigations.

The obligation to monitor and the level required will depend on the level of risk. The higher the risk, the more frequent and detailed the monitoring needs to be within an Output.

Monitoring also includes risk assessments as part of a change management program.

Measurements include the suite of key performance indicators developed to ensure the safety performance of the Department and its respective Outputs is measured and reported.

9.1.1 Health surveillanceThe requirements for health surveillance programs for the Department will be detailed in the Health Surveillance Procedure.

9.2 Evaluation of complianceThe Department of Justice will establish an audit and assessment program to periodically evaluate compliance with applicable legal and other requirements.

A scheduled Audit program will be developed as detailed in the Internal Audit Procedure.

The ultimate aim of the Department is to have an auditable WHSMS against AS/NZS 4801:2001.

9.3 Hazard and incident reportingThe requirements for reporting hazards and following up on corrective and preventative actions are detailed in the Reporting a Hazard & Safety Incident.

The requirements for reporting incidents (near misses, accidents and illnesses), undertaking incident investigations and following up on corrective and

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preventative actions are detailed in the Incident Reporting and Investigation Procedure.

The DoJ will ensure the reporting of notifiable incidents as defined in Section 3 of the WHS Act 2012.

Hazards and incidents reported are managed in the LANDesk Incident Management System, including managing corrective and preventative actions.

9.4 Control of recordsWHSMS records must be maintained. The requirements are detailed in the WHS Records Retention Procedure.

9.5 AuditsThe requirements for auditing, reporting methods and responsibilities are detailed in Internal Audit Procedure.

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10. Management review

10.1 Responsibility Outputs or controlled entities must meet the requirements of monitoring and measurement procedures.

The relevant WHS professional must provide all relevant WHS performance indicators to the WHSEC, and where relevant the Output Managers. The management review process is described in the Management Review Procedure.

The relevant WHS professional must provide all relevant WHS performance indicators to the Internal Audit & Risk Management Committee when requested.

10.2 WHSMS annual reviewAn annual review meeting of the WHSEC must ensure that the WHSMS continues to be an effective means of satisfying the Department’s WHS Policy commitments and stated objectives, for example legal requirements and performance improvement.

10.3 WHS performance indicatorsThe annual WHS Plan will identify a list of key performance indicators which provide an effective measure of the safety performance of the Agency. Typically these will be a mixture of lag and lead indicators and be made up of measures for safety, injury management and workers compensation and health and wellbeing activities.

The WHSEC needs to be kept informed through appropriate reporting and management review processes to ensure they:

Monitor the performance of the WHSMS, and that it remains adequate Monitor performance against agreed WHS KPI’s Monitor planned activities are completed against schedule e.g. workplace

inspections, audits, etc. Monitor progress against annual WHS Plan(s).

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11. WHSMS manual reviewThis plan will be maintained current as the documents identified within it are developed.

It will undergo a review for adequacy by the WHSEC on an annual basis, as part of the annual planning process.

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12. Document history

Document Author Ken Holmes

Document Owner WHS Project Officer

Document Title WHSMS Manual

Document Number

WHS 9-002

Approved by WHS Executive Committee

Approval Date 14.01.2014

Version Number 2.0

Issue Date 01.06.2016

Review Date N/A

Changes Updated to reflect new documents developed

12.1 Change logVersion Number

Date of Issue Changes made to document

1.0 16.01.2014 New document

2.0 01.06.2016 Document systematically updated with new documents and links to them as the WHS Management System has been built.

2.1 01.06.2016 Removed reference to Employment Directions as they are no longer supported by SSMO.General review of the status of documentation with some planned documents removed as they are now considered not necessary.

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