Work Health & Safety Handbook - Kidsafe NSW · Kidsafe NSW Work Health and Safety Handbook 2017 3 Contents Page 1. Work Health and Safety Policy 4 2. Hazard Identification , Risk

Child Accident Prevention Foundation of Australia

New South Wales Inc.

Work Health & Safety

Handbook 2017

Kidsafe NSW Work Health and Safety Handbook 2017 2


Contents Page

1. Work Health and Safety Policy

4

2. Hazard Identification , Risk Assessment and Control

8

3. Reporting of Hazards, Incidents and Injury

13

4. Staff Training

14

5. Consultation on Workplace Health and Safety Issues

14

6. Resolution of Issues

14

7. Workplace Inspections

14

8. Safe Work Practices 8.1 Duty of Care 8.2 Good housekeeping 8.3 Manual Handling 8.4 Staff Use of Vehicles 8.5 Staff Immunisations 8.6 Cleanliness and Hygiene 8.7 Hazardous Materials 8.8 Emergencies Accidents and Injuries

15

9. Appendices

20


7.1 Work Health and Safety Policy Obligations Kidsafe NSW Council and Management is firmly committed to a policy enabling all work activities

to be carried out safely, and with all possible measures taken to remove (or at least reduce) risks

to the health, safety and welfare of workers, contractors, visitors, and anyone else who may be

affected by our operations.

We are committed to ensuring we comply with the Work Health and Safety Act 2012, the Work

Health and Safety Regulations 2012 and applicable Codes of Practice and Australian Standards as

far as possible.

Responsibilities

Management:

Will provide and maintain as far as possible:

a safe working environment

safe systems of work

plant and substances in safe condition

facilities for the welfare of workers

information, instruction, training and supervision that is reasonably necessary to

ensure that each worker is safe from injury and risks to health

a commitment to consult and co-operate with workers in all matters relating to health

and safety in the workplace

a commitment to continually improve our performance through effective safety

management.

Workers:

Each worker has an obligation to:

comply with safe work practices, with the intent of avoiding injury to themselves and

others and damage to plant and equipment

take reasonable care of the health and safety of themselves and others

wear personal protective equipment and clothing where necessary

comply with any direction given by management for health and safety

not misuse or interfere with anything provided for health and safety

report all accidents and incidents on the job immediately, no matter how trivial

report all known or observed hazards to their supervisor or manager.

Application of this policy

Kidsafe NSW seeks the co-operation of all workers, customers and other persons. We encourage

suggestions for realising our health and safety objectives to create a safe working environment

with a zero accident rate.

This policy applies to all business operations and functions, including those situations where

workers are required to work off-site.

Authorised by:

Effective Date: 7th

February 2017

Next Review date: February 2019


Version Date Initiated Changes Made

1.1 7 Feb 2012 Initial implementation

1.1 26 Feb 2014 Minor changes to text

1.1 Feb 2016 Nil

2.1 Feb 2017 Rewrite to simplify. Worksafe NSW sample policy used as template.


2. Hazard Identification, Risk Assessment and Control

Purpose To ensure that there is a formal process for hazard identification, risk assessment and control to effectively manage hazards that may occur within the workplaces of Kidsafe NSW.

Preamble Employers have obligations under the Work Health and Safety Act 2011 to identify any foreseeable hazards that may arise in the workplace and to access the risk of harm arising from the identified hazards. There are three main reasons for this process:

(1) Out of concern for the health and safety of staff, contractors and visitors. (2) It makes good business sense and is cost effective. (3) So that the organisation’s duty of care to its employees, customers, contractors and visitors

can be undertaken, and so health and safety legal requirements can be met. Workplace hazard identification, assessment and control is an on-going process. It should be undertaken at various times, including:

If it has not been done before.

When a hazard has been identified.

When a change to the workplace occurs.

After an incident, accident or workplace illness.

At regularly scheduled times appropriate to the workplace. The following procedure for risk assessment (involving hazard identification, risk assessment and control) is a practical guide for helping make workplaces safe for staff, and visitors. It will help both management and employees, through consultation, to comply with the health and safety regulations set by Safe Work NSW. These regulations require employers to identify, assess, fix and record all hazards and risks in their workplace. The procedure will assist in:

Finding hazards in the workplace.

Assessing the risks that may result because of the hazards.

Deciding on control measures to prevent or minimise the level of the risks.

Fixing the problem using control measures.

Monitoring and reviewing the effectiveness of the measures.

Definitions

Hazard: Anything (e.g. condition, situation, practice, behaviour) that has the potential to cause harm, including injury, disease, death, environmental or property and equipment damage.

Hazard Identification: This is the process of examining each work area and work task for the purpose of identifying all the hazards which are “inherent in the job”. Work areas include (but are not limited to) office and display areas, storerooms, vehicles, maintenance and grounds. Tasks can include (but may not be limited to) using audio and visual equipment, dealing with people, driving a vehicle, dealing with emergency situations.

Risk: The likelihood or probability that a hazardous event (with a given outcome or consequence) will occur.

Risk Assessment: Is defined as the process of assessing the risks associated with each of the hazards identified so that appropriate control measures can be implemented based on the probability, ie. likelihood that harm, injury or ill health may occur and how severe the consequences of exposure might be.


Risk Control: This is the process of identifying and implementing the most cost effective risk control measures having regard to the Hierarchy of Control Principle, legislative provisions, Australian Standards and other relevant information.

Monitoring and Review: This involves ongoing monitoring of the hazards identified, risk assessment and risk control processes and reviewing them to make sure they are working effectively.

Aim Kidsafe NSW is committed to providing and implementing a procedure to cover both systematic and incidental identification, assessment and control of all workplace hazards so that it meets its statutory workplace health and safety obligations.

Responsibilities It is the responsibility of all managers and supervisors to ensure that this policy is fully implemented in their area(s) of control and to consult with staff as part of undertaking the hazard identification, risk assessment and control process. It is the responsibility of staff to cooperate and comply with this policy.

Risk Assessment Procedure The risk assessment procedure can best be illustrated the following way:

A process of hazard identification, risk assessment and control will be implemented at Kidsafe NSW in accordance with the procedures set out below. The process will include the assessment and control of risk arising out of:

Systems of work

The use of equipment

Working environment Any proposal for the commencement of a project, introduction of new equipment, processes or systems of work must have a hazard identification process completed. A risk assessment must be completed on identified hazards. Risk controls must be developed and documented if required by the risk rating.


Checks for specific types of work Certain work types are required to be assessed regularly. This assessment will be via a checklist as outlined below. PAU Onsite Inspection Check An assessment is required to be conducted prior to each playground inspection service. Inspectors are to complete the assessment included on the inspection checklist. Office Safety Checklist All office workplaces are to be assessed using the Office Safety Checklist (WHS Appendix 1) initially and then every 12 months. The risk assessment checklist shall be completed by the nominated staff member in consultation with staff. Venue Checklist An assessment of external venues is to be completed using the Venue Checklist (WHS Appendix 2). Pre-departure Vehicle Check Drivers are required to visually inspect the Kidsafe van pre departure and report any defects to the Executive officer.

Step 1: Identify the Hazard Health and safety legislation requires that employers in consultation with employees identify all potentially hazardous situations which could result in any person in the workplace being harmed. The hazard identification process requires that:

(i) Past incidents/accidents be examined to see what happened and whether the incident/accident could happen again.

(ii) Employees be consulted to find out what they consider are safety issues, eg. how could an employee be exposed to this hazard?

(iii) Work areas or work sites be examined to find out what is happening now. (iv) Information about equipment (e.g. plant, operating instructions) and Material Safety

Data Sheets be reviewed to see what is said about safety precautions. (v) Some creative thinking about what could go wrong takes place, i.e. what hazardous

event could take place here?

Any hazard which is identified by this process should be recorded on the Hazard Identification and Risk Assessment Form (WHS Appendix 3)

Assess the risks

WHS legislation requires that once a hazard has been identified, an employer is required, in consultation with employees (or their representative), to determine how likely it is that someone could be harmed by the hazard and what the consequence of the resulting injury or illness could be. This should include:

(i) Identify factors that may be contributing to the risk, (ii) Review health and safety information that is reasonably available from an authoritative

source and is relevant to the particular hazard, (iii) Evaluate the likelihood of an injury occurring and the likely severity of an injury or illness

that may occur, (iv) Identify the actions necessary to eliminate or control the risk; and (v) Identify records that it is necessary to keep to ensure that the risks are eliminated or

controlled. Other risk factors should also be identified as they may contribute to the risk: including

(vi) The work premises and the working environment, including their layout and condition,


(vii) The capability, skill, experience and age of people ordinarily undertaking work, (viii) The systems of work being used; and (ix) The range of reasonably foreseeable conditions.

The process of assessing the risk is undertaken by reviewing any available information about the hazard (e.g. a law, regulation, Australian Standard, Industry Code of Practice or guidance material about the hazard) and by using your personal work experience about what sort of accident or illness the hazard could create and how likely this would be to happen. When determining how likely it is that a person could be exposed to a hazard or hazardous event, consideration needs to be given to these “exposure factors”:

(i) Whether there are any other risk factors that increase the likelihood of exposure? (ii) How often is the person exposed (frequency)? (iii) For how long is the person exposed (duration)? (iv) How many people are exposed? (v) The likely dose to which the person is exposed? (vi) Any legislative or recommended exposure levels required by statutory authorities.

Managers and staff are to identify hazards, assess the risk of an accident or illness which has occurred and set a priority for corrective action by using a clearly laid out process. The process is as follows:

(i) Identified hazards are placed on the Hazard Identification and Risk Assessment Form (WHS Appendix 3)

(ii) The Risk Rating Matrix is used to assess the likelihood and the severity or consequences of each hazard and to give it a “risk rating”.

CONSEQUENCES Major Moderat

e Minor Insignifican

t

LIK

EL

IHO

OD

Almost

Certain

1 1 2 3

Likely

1 2 3 4

Possibl

e

2 3 4 5

Unlikely

3 4 5 5

Risk rating 1: Very High Risk – Rectify immediately 2: High Risk – Immediate control required 3: Significant Risk – Make plan to control risk 4: Moderate Risk – Monitor risk on ongoing basis 5: Low Risk – Set a time to review risks

(Adapted from AS/NZS ISO 31000:2009 Risk Management – Principles and Guidelines; HB 437:2010)


Step 3: Evaluation existing risk controls Once a risk rating is determined, each hazard must have its existing risk control measures evaluated using the Evaluation of Control Effectiveness Table. This allows for determination of any additional requirement necessary.

Evaluation of Control Effectiveness Table

Well Designed Control ? Effectively Implemented ?

3 Needs improvement 3 Deficient (b)

2 Adequate 2 Marginal

1 Strong 1 Effective

Step 4: Implement additional risk controls Having identified the hazards in your workplace, assessed their risks and reviewed the existing controls, all hazards must be managed before people are hurt, become ill or there is damage to plant, property or the environment. All hazards that have been assessed should be dealt with in order of priority in one or more of the following hierarchy of controls

(i) Eliminate the hazard: remove it from the workplace

(ii) Substitute the hazard: substitute a substance, method or material to reduce the risk or the hazard

(iii) Isolate or enclose the hazard: separate the hazard from the workplace, eg: a. Chemical store room, or laboratory kept locked except to an authorised person. b. Lock out procedures on faulty equipment. c. Appropriate guarding for machinery.

(iv) Use engineering solutions: modify existing machinery or plant or purchase different machinery or plant.

(v) Administrative Procedures: develop work methods to reduce the conditions of risk, eg: a. Written Safe Operating Procedures b. Job rotation to restrict hours worked on difficult jobs. c. Staff trained in the correct operating procedures.

(vi) Use Personal Protective Equipment (PPE) and training in its use: this should only be used as a last resort to deal with the hazard, where the hazard cannot be removed or reduced by any other means, eg: a. Handling of chemicals – gloves, safety glasses, aprons.

b. Protecting eyes from flying particles. c. Protecting feet – safety boots.

Each measure must have a designated person and date assigned for the implementation of controls. This ensures that all required safety measures will be completed.

Step 5: Monitor and Review Hazard identification, risk assessment and control is an on-going process. Therefore, regularly review the effectiveness of your hazard assessment and control measures. Make sure that you undertake a hazard and risk assessment when there is a change to the workplace including when work systems, tools, machinery or equipment change. Provide additional supervision when new employees with reduced skill levels or knowledge are introduced to the workplace.


3. Reporting of Hazards, Incidents and Injury When there is a work related incident (accident, injury or illness) the employee must report to a supervisor or the Execuitive Officer as soon as practicable. They should include as much information as available at the time. All hazards, potential hazards including near misses need to

be reported (Hazard Identification and Risk Assessment Form (WHS Appendix 3) and

addressed immediately. If the hazard or risk cannot be resolved immediately, staff are to isolate it. All staff are to be alerted to the risk or hazard. In the event of injury or illness, an Incident/Injury/Accident/Illness Report Form (WHS Appendix 4) will be completed with a record of action taken to address the incident, and a copy to the Executive Officer. The Executive Officer will follow-up to ensure appropriate action has been taken to remove the hazard or risk. If a solution needs to be explored further it will be discussed at a staff meeting. In addition to physical risks, any procedural or work practice risk can be recorded on the Hazard Identification and Risk Assessment Form (WHS Appendix 3) and given to the Executive Officer for follow-up. The Work Health and Safety Act requires employers to report incidents involving a fatality, serious

injury, serious illness or dangerous incident in the workplace to Safe Work NSW immediately on

13 10 50.

Injuries that must be reported are:

The death of a person

A serious injury or illness of a person, or

A potentially dangerous incident

Serious injury or illness includes:

Immediate treatment as an in-patient in a hospital

Immediate treatment for the amputation of any part of the body

Immediate treatment for a serious head injury

Immediate treatment for a serious eye injury

Immediate treatment for a serious burn

Immediate treatment for the separation of skin from an underlying tissue (such as de-gloving or scalping)

Immediate treatment for a spinal injury

Immediate treatment for the loss of a bodily function

Immediate treatment for serious lacerations

Medical treatment within 48 hours of exposure to a substance

Other incidents involving and injury or illness where workers compensation is payable or may be payable such as for lost time and/or medical expenses must be notified to the insurer within 48 hours.

Employers are required to report injuries promptly, on the prescribed forms, so that action can be taken to prevent similar injuries occurring, and so that an investigation into the cause can be undertaken. The Executive Officer will ensure that a copy of all Injury Reports are kept for seven (7) years. The Executive Officer will ensure that appropriate workers compensation cover is available to all employees and that employees understand the importance of reporting injuries or illness which


occur during the course of their work. Employees will also be informed about the deadlines for completing workers compensation forms. The Executive Officer will ensure that injured employees are provided with appropriate rehabilitation and health care services.

Authorised by:

Effective Date: 7th

February 2012

Next Review date: February 2019

Version Date Initiated Changes Made

1.1 7 Feb 2012 Initial implementation

1.1 26 Feb 2014 Nil

1.1 Feb 2016 Nil

1.2 Feb 2017 Minor changes to text.eg. reference to Safe Work NSW. Delete use of some checklists. Rename and number appendices.


4. Staff Training All employees are to be instructed, trained and supervised in how to do their jobs safely. This includes safe methods for carrying out tasks, use of equipment, use of personal protective equipment, and what to do in the case of an accident or emergency. A training program will be organised every 12 months to ensure all staff can identify:

- Key elements of the Work Health and Safety Act, including the content in general terms, responsibilities that apply to them, and consequences of failing to

comply. - Kidsafe NSW safety and health procedures and policies. - Safe and healthy workplace practices. - How to report hazards. - How to have a say in safe work practices and procedures. - How to use safety equipment i.e. fire equipment.

5. Consultation on Work Health and Safety Issues Consultation between the employer and employees is a positive approach to managing safety and health in the workplace, as well as being a legal requirement. Work Health and Safety issues will be routinely discussed at staff meetings and issues raised at these meetings reported to the Executive Officer for resolution where appropriate.

6. Resolution of Issues Wherever possible resolution of issues should happen at the office level. If a resolution cannot be found, the issue will be referred to the Executive Officer. If an employee is concerned about a health and safety issue in the workplace they should: - If in immediate danger, cease work in the area of hazard. - Report the hazard or talk about the issue with the Executive Officer. - If the issue is still unresolved the issue will be discussed at a Staff Meeting to try to find a safe

resolution. - If the issue is still unresolved the Executive Officer will take the issue to the Council for

assessment of the risk. As a final resort, where issues that involve a risk of serious and imminent harm to health, and where a resolution cannot be found, the employees or the Executive Officer may request a WorkCover inspector to attend the workplace.

7. Workplace Inspections Workplace inspections, will be carried out by staff at least every 12 months to ensure all hazards or potential hazards are identified. Staff can request that these inspections occur more regularly, where they feel this is warranted. Checklists are provided to assist staff in this task. Office Safety Checklist (WHS Appendix 1) Basic Work Station Checklist (WHS Appendix 5) Cleanliness and Hygiene Checklist (WHS Appendix 6) Where a physical hazard or procedural or work practice risk is identified, it should be documented on the Hazard Identification and Risk Assessment Form (WHS Appendix 3) and referred to the Executive Officer. Staff will assess the hazard and implement appropriate action at the office level by taking action themselves, or by requesting the Executive Officer to take further action as required. The issue will be discussed at the next Staff Meeting and a resolution found. Should staff have any difficulty in ensuring any hazard is effectively dealt with, the Executive Officer will be immediately informed.


Once a hazard has been identified the next step is to assess its significance and priority. The significance of a hazard is the combination of the probability and likelihood of injury or illness from exposure to the hazard and the severity of the injury or illness that may result. How the hazard is assessed will determine what priority should be assigned to its elimination or control and subsequently what needs to be done to eliminate or control it. Completing Workplace Inspections: The Executive Officer will: - Ensure that inspections are undertaken at least every 12 months, or more regularly if required. - Involve staff members in workplace inspections. - Provide checklists for each area of the organisation. - Read and file all WHS Incident/Accident Reports. - Follow-up with staff to determine that all hazards and risks have been eliminated or controlled. - Assess any uncontrolled risks or hazards in regard to the significance and priority of the

risk/hazard and take appropriate action. The Staff will: - Report hazards and risks to the Executive Officer. - Complete workplace checklists, where they have agreed to participate in workplace

inspections. - Assess the hazard and take appropriate action to minimise or eliminate the hazard or

risk. - Discuss procedural or work practice risks at Staff Meetings and with the Executive Officer. - Hand the completed checklists to the Executive Officer and advise them of any problems.

8. Safe work practices Most accidents can be prevented with safe work practices. All work activity should be co-ordinated so that one task or aspect of the work done does not endanger a person working on another task or other people within the office. This involves taking the following into account when planning activities or work responsibilities for the office: - Lay out of the office. - Handling and storage of materials and equipment. - Location and movement of everyone in the office.

8.1 Good Housekeeping Good housekeeping at a workplace is essential. Many accidents occur as a result of cluttered floor space, slippery floors, untidy work areas and a lack of maintenance to buildings and equipment. To help to maintain a safe workplace Staff will: - Keep all surfaces at the office clean and tidy. - Report maintenance requirements for floors and other surfaces. - Keep aisles, exits and stairs free of clutter and report issues relating to poor lighting and signage of these areas. - Control minor spills of all substances, even if non-dangerous substances are involved. - Check tools and equipment to ensure their proper installation and maintenance. - Report on issues relating to inadequate storage areas. - Ensure difficulties with lighting are reported and addressed. - Handle and dispose of wastes in the appropriate manner. - Label dangerous materials clearly with appropriate warning signs. - Ensure clearly visible warning signs are erected where hazards exist.

8.2 Manual Handling Manual handling and lifting form a part of work within the office. Manual handling means any activity requiring the use of force exerted by a person to lift, lower, push, pull, carry or otherwise move, hold or restrain any people, animals or objects.


Ways to reduce the risk of injury should be followed including: - Identifying potential hazards e.g. heavy or long pieces of equipment, high or low shelves etc. - Assessing the risk of each hazard e.g. how often is the equipment used? How awkward is it to

carry? etc. - Controlling the risk using the control hierarchy (See below in Making Hazards Safe). - Monitoring the control measures to ensure they are effective. At staff meetings staff members should discuss as a team the identified hazards and use these steps to develop control measures to reduce exposure to the risk. The office has a Two People Lift Sticker strategy to control manual handling of heavy equipment. The staff team will need to assess whether each piece of equipment requires one or two people to lift safely without placing unnecessary strain on backs. Once decided, a sticker is placed in a prominent position on each piece of equipment. All pieces of equipment labelled Two People Lift must be stored between floor and waist height. Smaller pieces of equipment can be stored on high or low shelves. A set of steps should be used to reach higher places. Storage boxes should also be assessed and only half filled if the contents are heavy i.e. books, magazines. Whenever a staff member has to lift they should: - Bend knees and tuck in bottom - Keep back straight - Keep load close to the body - Avoid twisting the body as they lift. Before lifting, employees should: - Acknowledge how much they can safely lift. Know their limits. - Practice how to lift safely. - Ask for help if in doubt.

Image source: Seaton Spine and Scoliosis Centre

8.3 Staff Use of Vehicles Where an employee uses their own vehicle for work-related purposes, they will be required to meet all conditions set out in the Third Party Policy issued in conjunction with the Motor Vehicle Registration, thus ensuring both driver and passengers are covered by appropriate insurance. i.e.

- The vehicle has a current registration. - The vehicle is not driven in an unsafe or damaged condition. - The vehicle is not driven by a person without the correct and current driving licence for the

vehicle, or who is under the influence of intoxicating substances.


- The owner ensures the vehicle is kept in a roadworthy condition. - Staff in private cars will be required to wear a seat belt at all times.

Refer to Staff Handbook Sections 7.22 and 7.23, Policy and Procedures Manual 5.28 Motor Vehicle Policy.

8.5 Staff Immunisations Kidsafe NSW recommends that all staff should be up to date with all the vaccinations that are recommended for adults. These include: measles, mumps, rubella, chicken pox, hepatitis A, hepatitis B, and also diphtheria and tetanus for people over 50 years.

8.6 Cleanliness and Hygiene Cleanliness and hygiene are important to prevent the risk of disease and infection spreading to staff. Staff will be particularly vigilant in following cleanliness and hygiene principles when handling any dangerous materials to avoid dermatitis and other injuries to health.

8.7 Hazardous Materials Whilst the use of some dangerous substances will be unavoidable in the day to day operations of the office, these will be minimised wherever possible by choosing products which are least hazardous and assessing if one product can have more than one use, thus reducing the number of products required. Common dangerous substances which the staff may come into contact with include: cleaning liquids and powders, glue, antiseptics, and medications. These substances are dangerous and must be handled and stored appropriately. Cleaning products will be stored in a well-ventilated cupboard that is away from food or drink. Substances will be kept in their original containers, with labels intact. Substances that may react to each other will be stored separately. A Material Safety Data Sheet (MSDS) is to be kept for all dangerous products. These sheets are available from the manufacturer and tell you: what is in the product; what the health hazards are; the safest way to handle and use the product; first aid advice; how to clean up a spill of the product; and safe ways to dispose of the product. Employees are required to use these substances according to the manufacturer’s written instructions (on the MSDS). Employees must also ensure they do not eat or drink while working with a dangerous substance; wash their hands with soap and water after using the substance; and always wear protective gloves or other required protective clothing when using dangerous materials.

8.8 Emergencies, Accidents & Injuries All employees should be oriented to the following Accident and Emergency Procedures. Employees should: - Be aware of the location of first aid boxes. - Know who is qualified in First Aid. - Understand the procedures in the case of reporting an accident or injury in the workplace. - Have access to a mobile telephone for accident and emergency situations. The Executive Officer will ensure employees are provided with information and training in the location of fire equipment, their uses and limitations and correct method of operation. Emergency evacuation plans are clearly displayed near the main entrance and exit and in a prominent location in the office, to be followed in the event of a fire, natural disaster or other


emergency. All staff are oriented to the plan. Safety drills involving staff will be practiced at least twice a year. An Evacuation Drill Evaluation Form (WHS Appendix 7) will be completed after each drill and a copy kept at the office.

8.9 Working Offsite Guidelines

Introduction Working offsite includes tasks undertaken by staff and volunteers at locations which may/may not be recognised as workplaces, and where the organisation is responsible for the safety of its staff and those exposed to their activities. The organisation frequently conducts offsite tasks which are diverse in their nature and which may take place in unfamiliar surroundings. Tasks undertaken offsite may involve a potentially high level of risk to the health and safety of the participants, and the offsite environment may be potentially hazardous. Examples of offsite work include:

Conference or workshop attendance

Expos and Seminars

Presentations

Driving

Working at remote locations (playground inspections) outdoor Family Fun Days & fundraisers.

Documents (check lists) need to be formulated that cover these locations.

The offsite location where work is conducted is recognised as a workplace under The Work Health and Safety Act 201. Accordingly management, staff and volunteers are required to meet their legal obligations for occupational health and safety for planning and participation for offsite work.

Objectives

Outline responsibilities of management, supervisors, staff and volunteers for planning and undertaking offsite work.

Provide information regarding hazards, risks and risk control measures for specific offsite work activities.

Provide methods for conducting risk assessment and control, and for development of the offsite work plan.

. The broad aim of the Guideline is to assist in the prevention of work-related injury, illness or disease by the carrying out of safe and proven work procedures by all offsite work participants.

Responsibilities for Offsite Work Occupational Health & Safety The Executive Officer, Council and Unit Managers have obligations under the Work Health & Safety Act 2011 to ensure the health and safety of all participants in offsite work activities.

The responsibilities for offsite work are as follows:


Executive Officer and Program Manager/s

Ensure that adequate resources have been allocated for carrying out the work in accordance with the offsite work plan.

Provide induction and training for offsite work participants.

Develop a set of documents for staff use and ensure they are used in the planning process of each activity...

Ensure that appropriate records are kept relating to offsite work activities.

Review offsite work plans and ensure that if the nature of the work changes and/or a plan proves inappropriate.

Ensure the provision, maintenance and proper use of Personal Protective Equipment (PPE) associated with offsite work.

Ensure that corrective action is implemented for all accidents and incidents involving offsite work

Staff and Volunteers Responsibilities for Offsite Work

Participate in development of offsite work plans and obtain approval from the Executive Officer or Program Manager prior to the commencement of work.

Follow the procedures set out in offsite work plans when conducting an outdoor activity.

Submit a new work plan for each activity.

Limit work to activities specified in the approved offsite work plan.

Participate in offsite work induction and training programs as instructed by Executive Officer or Program Manager.

Ensure that emergency procedures and equipment are in place for solo offsite work which has been approved.

Wear PPE as provided by the organisation in compliance with the work plan.

Review & update the offsite work plan in relation to change in the work activities. This should be done in consultation with the Executive Officer or Program Manager.

Report via the relevant form &/or verbally to the Executive Officer or Program Manager any accident, injury, illness or near miss event associated with offsite work.

Offsite Work Plan & Risk Assessment The Offsite Work Plan (Appendix …) should be completed by staff before any routine, new or occasional activity is undertaken and the Executive Officer or Program Manager approve the plan. The more complicated and potentially hazardous the work activity, the more extensive the planning must be, and expert advice should be sought when appropriate. The development of an offsite work plan requires a risk assessment for each work activity, so that risks can be measured and control strategies prioritised for each activity. Work activities should be listed and for each, the following steps should be completed:

a) identify the hazards associated with the activity b) assess risks that may result because of the hazards c) identify and document control measures to prevent, or minimise the level of the risks d) ensure adequate resourcing and procedures to implement the control measures e) monitor and review the effectiveness of the measures during the offsite work.

The risk assessment and management plan for each work activity should be documented on the Kidsafe NSW Risk Assessment Database. Each office will maintain its own database. The database can be searched to determine if there have been previously completed risk assessments or generic risk assessments for comparable activities. A sample offsite work plan is documented in WHS Appendix 8 Other information which should be included in the plan includes:


Offsite work participant/s

Departure date and time

Arrival date and time

Itinerary

Accommodation

Transport arrangements

Catering arrangements

Personal protective equipment and clothing requirements

Expected weather conditions Briefing sessions should occur at least 2 weeks prior to commencing the offsite work to ensure that participants have time for preparation such as acquiring appropriate clothing. All offsite work participants should be familiar with the details of the work plan and safe working procedures.

OHS Issues for Offsite Work Planning The general risk assessment strategy should be applied to all offsite work activities. This section will address specific activities and risks associated with offsite work, and will assist staff to approach planning in a thorough manner. It is not intended to be an exhaustive overview of all activities and risks associated with offsite work, but rather a starting point for the work planning. Simply put this would be taken care of in the Risk assessment document.

OHS Policy and Procedures Kidsafe NSW OHS policy and procedures which are relevant to offsite work activities should be reviewed by staff when planning and conducting the work. Risks categories that may relate to offsite work activities and which are covered by OHS procedures include manual handling, electrical safety, sun protection, slips trips and falls, travel.

Fire and Emergency Procedures The general principles of Kidsafe NSW emergency evacuation procedures should be used in the development of emergency procedures for each offsite work activity. The purpose of emergency procedures for offsite work is to ensure a timely and appropriate response to emergency situations by participants, in order that their health and safety is assured. The emergency procedures for the offsite work should include the following information:

A contingency plan for reasonably foreseeable emergencies which have arisen from the risk assessment undertaken for work planning Again this should be address in the documents that are developed.

Communication for emergencies including use of mobile telephone.

Contact details of relevant emergency services and the means of contacting them e.g. police, ambulance, fire authority.

An emergency contact at the office should be available at all times and the contact person should have a complete copy of the offsite work plan including the names of all participants.

Provision of emergency equipment suited to the general environment and potential risks encountered including first aid kit.

Skills and capacities required by work participants to effectively manage emergency situations e.g. training in relevant first aid procedures.

Kidsafe NSW Accident / Injury / Illness reporting procedures.

Communication Contact should be made on a regular pre-arranged basis with a nominated staff member. The means of communication should be appropriate to the offsite work environment.

Solo Offsite Work Solo offsite work can be described as the performance of any work by an individual who is out of audio or visual range of another person for more than a few minutes at a time.


It is not advisable for any person to work alone on an offsite work project which has been assessed as high risk or where the work activities are undertaken at a remote location. In these circumstances there should be at least 2 people undertaking the work activity. Where it has been assessed as appropriate for a staff member to work alone, regular contact should be made by that person with the office.

Medical Conditions Affecting Offsite Work Participation In the planning stage of offsite work, the Executive Officer or Program Manager should advise potential participants of their obligation to take appropriate medical advice and disclose any limitations imposed by their health which may affect their ability to safely participate in the offsite work activities. This obligation applies before and during any offsite work activity. In the case that the medical limitation is likely to impact on the safety of the offsite work, the participant should discuss this directly with the Executive Officer or Program Manager. A risk assessment approach should be used to determine whether it is suitable for the individual to participate in the offsite work activity. In the case of work at a remote location, all participants should be fit. It is not appropriate for staff with a potentially life threatening medical condition to participate in offsite work at remote locations. To ensure that Kidsafe NSW meets its obligations, it is vital that relevant information regarding the medical limitations is confidentially documented by the Executive Officer or Program Manager.

Climate Weather forecasts 4 days ahead should be obtained during offsite work planning. The following climatic factors should be considered in planning:

temperature range

rain

flood

wind

electrical storm

dry, hot conditions and fire risk

UV exposure Hypothermia and heat stroke are examples of serious medical conditions arising from exposure to the elements. A risk assessment should determine the suitability of weather conditions for the offsite work and control measures to reduce the risk of illness or injury.

Equipment All equipment must be thoroughly checked and tested before use. This is particularly important for items such as vehicles, audio visual equipment etc. Safe working procedures should be documented and operational for the use of equipment. Damaged equipment must be repaired or replaced.

Clothing and Personal Protective Equipment Clothing should be appropriate to the climate, particularly in environments prone to climatic change. The physical environment in general and the physical demands of the work activities must also be considered when stipulating suitable clothing for participants. Personal protective equipment will also be required for offsite work activities eg UV light protection during outdoor activities.


It is Kidsafe NSW responsibility to provide appropriate equipment and personal protective equipment which is required for the work activities. It is the responsibility of the work participant to meet Kidsafe NSW minimum dress requirements.

Insurance Cover and Liability The Executive Officer and Program Managers should ensure that they have knowledge of the extent of insurance provisions for the following categories of the offsite work participant: • Staff (personal injury and public liability) • Students (personal injury and public liability) • Volunteers (personal injury and public liability) Insurance provisions for vehicles and equipment should also be determined. In the first instance the Finance Officer should be contacted to determine the level and type of insurance for participants, vehicles and equipment. On the basis of a risk assessment the work supervisor should assess whether the insurance provisions are appropriate, and ensure that suitable insurance is obtained prior to commencement of the offsite work. Offsite work participants should be informed of the extent of insurance provisions prior to commencing the work.

Driving Safety

i) Vehicle selection Offsite work may involve driving vehicles on:

sealed roads in the metropolitan, country, or remote areas; or on

unsealed roads. Vehicles may be used for a variety of offsite work activities and may carry any combination of passengers and equipment. Accordingly, the vehicle should be selected to suit:

the road surfaces or terrain travelled

the general environment of the offsite work destination

the type of work being carried out

the amount and type of equipment and passengers being carried

ii) Licence, skill and experience of the driver Motor vehicles may only be driven by people who are appropriately qualified, trained, authorised and insured to do so. All drivers of vehicles must have a current vehicle licence that covers the vehicle being used for work. Only person/s to drive a vehicle are those mentioned in the insurance policy.

iii) Emergency breakdown and maintenance In case of emergency or the need for assistance communication should be ensured for all vehicular travel, and this is of particular importance for remote work. Strategies to minimise the risk of accidents and breakdowns include the following:

Those whose functional capacities are impaired to a dangerous extent by fatigue, injury, illness, alcohol or drugs must not drive a vehicle.

Vehicles must not be driven in a careless, reckless or dangerous manner

Vehicles must be maintained in a safe and reliable condition

All vehicles should carry an appropriate first aid kit.

Seat restraints must be used at all times. If there is no seatbelt then no passenger may ride in the vehicle. Ps below

Loads must not be excessive or dangerously distributed. They must be properly secured.

Cargo nets should be fitted to vehicles carrying loads in the back compartments.


The law says that passengers only need to use the seatbelts that are available, which means you can take extra passengers unrestrained. To cover ourselves no passengers may ride that are not wearing a seat belt.

Authorised by: Executive Officer

Effective Date: 26 June 2012

Review date: Feb 2019

Version Number

Date Initiated Changes Made

1.1 June 2012 Initial implementation

1.1 Feb 2017 Nil


Supporting Policies and Documents Staff should become familiar with the following policies relevant to WHS:

Policy/Section Located

4.15 Working from Home Policy Kidsafe NSW Policy and Procedures Manual

5.28 Motor Vehicle Policy Kidsafe NSW Policy and Procedures Manual

7.3 Rehabilitation Policy Kidsafe NSW Policy and Procedures Manual

7.3 Return to Work Policy Kidsafe NSW Policy and Procedures Manual

7.4 Critical Incidents Policy Kidsafe NSW Policy and Procedures Manual

7.22 Vehicles – Use of Private Vehicle Kidsafe NSW Staff Handbook

7.24 Working Alone Kidsafe NSW Staff Handbook

8.1 Workplace Health and Safety Kidsafe NSW Staff Handbook

9. WHS Appendices

1. Office Safety Checklist

2. Venue Checklist

3. Hazard Identification and Risk Assessment Form

4. Incident/Accident/Injury/Illness Report Form

5. Workstation Checklist

6. Cleanliness and Hygiene Checklist

7. Evaluation of Emergency Evacuation Drill Form

8. Off Site Work Plan (sample)