HS017
HS Risk management form
For additional information refer to HS329 Risk Management Procedure
Faculty/Division: All of UNSW
School/Unit: All schools and units
Document number:
HS_RA_01
Initial Issue date:
March 2010
Risk management name
Current version
3.0
Current Version
Issue date
Next review date
March 2015
March 2013
Working in an office environment
Form completed by
Melinda Chylinski
Responsible supervisor/ authorising officer
Signature
Date
Signature
Date
Adam Janssen
Identify the activity and the location of the activity
Identify who may be at risk from the activity:
Description
of activity
This may include fellow workers, visitors, contractors and the public. The types of people may
affect the risk controls needed and the location may affect the number of people at risk
Working in an office environment including; working with computers, working inside a
building, working with office equipment, using kitchen appliances, thermal comfort in
offices, moving furniture, boxes, and other objects, bulk photocopying and workload,
liaising with staff and students
Description
of location
Persons at risk
General staff; Part-time/ Casual staff; Academic staff;
PhD students; Research students; Visitors to the School
How they were
consulted on the risk
HS Committees
All offices at UNSW
List legislation, standards, codes of practice, manufacturer’s guidance etc used to determine control measures necessary
Work Health and Safety Act 2011
Work Health and Safety Regulation 2011
Code of Practice for Hazardous Manual tasks
Code of Practice for management of workplace environments
HS Risk Management Form
Version 3.5 23rd April 2013
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Identify hazards and control the risks.
1. An activity may be divided into tasks. For each task identify the hazards and associated risks. Also list the possible scenarios which could sooner or later cause harm.
2. Determine controls necessary based on legislation, codes of practice, Australian standards, manufacturer’s instructions etc.
3. List existing risk controls and any additional controls that need to be implemented
4. Rate the risk once all controls are in place using the matrix in HS329 Risk Management Procedure
SHADED GREY AREAS
If you need to determine whether it’s reasonably practicable to implement a control, based on the risk complete the shaded grey columns
Feel free to resize the boxes to suit your situation/the amount of text you need to use
Hazard
Task/
Associated harm
Existing controls
Any
additional
controls
required?
Risk Rating
C
Working
with
computers
Working
with other
office
equipment
e.g.
photocopier
s, printers,
fax,
electronic
1.Ergonomic:
 Poor posture
 Excessive
duration in a
seated position
 Incorrect setup
of workstation
 Glare
 Repetitive
movements
2. Electrical
 Exposure to
Toner
 Electrical
HS Risk Management Form
Version 3.5 23rd April 2013
 Physical injury to
the wrists, arms,
neck, shoulder or
back.
 Eye strain
 All staff are provided with the UNSW Setting up your
Workstation guide (HS705) and Workstation Checklist
(HS114) to conduct their own workstation assessment
 All new staff complete online ergonomics course
 Adjustable chairs, desks and ergonomic accessories such
as document holders are available for staff to use
 Individual staff are responsible for taking breaks and
doing stretches
 Staff are advised to report any symptoms ASAP









Inspection, Testing and Monitoring Procedure
Testing and tagging program
RCD’s on main switchboard checked by Facilities
Individual RCD’s on specific equipment
Regular workplace inspections






Ensure photocopiers are located in well ventilated areas
Inspection, Testing and Monitoring Procedure
Testing and tagging program
RCD’s on main switchboard checked by Facilities
Individual RCD’s on specific equipment
Regular workplace inspections
Electrical shock ,
Fire ,
Burns,
Physical injury
from tripping over
cords
 Irritation to skin,
eyes
 Electrical shock
Is this
reasonably
practicable
Y/N
Scenario
Working
with
computers
Cost of controls
(in terms of time,
effort, money)
L
R
Page 2 of 6
Hazard
Task/
Associated harm
Existing controls
Any
additional
controls
required?
Risk Rating
Cost of controls
(in terms of time,
effort, money)
Is this
reasonably
practicable
Y/N
Scenario
C
L
R
stapler,
electronic
paper folder,
paper
shaker,
Scanner,
binder
Working
with
shredders,
laminators,
guillotines
Using
compactus
Meetings/
face to face
dealings
with staff
and
students
Telephone
and email
enquires
and
communicati
on




Sharp edges
Moving parts
Pinch points
Hot parts
 Cuts
 Entanglement
 Physical injury
 Collisions with
moving shelves
 Moving shelves
 Falling items
 Physical injury
 Physical
/emotional
intimidation
 Aggression
towards staff
members
 Physical or
emotional injury to
staff’
 Malicious damage
 Aggression
towards staff
members
 Intimidation and
harassment
issues
 Emotional injury to
staff
HS Risk Management Form
Version 3.5 23rd April 2013
 Ensure covers prevent people having access to moving
parts during operation
 Do not insert items other than those allowed by the
operating manual
 Do not operate with loose clothing or jewellery. People
with long hair must tie it back.
 Safe work procedures
 Training and instruction given
 Never place objects on top of the unit
 Always place heavy objects on the lower shelves
 Check that aisles are clear
 Always use the hand wheel to move bays along if
available
 Only move one bay a time
 Safe working procedure
 Training and instruction given
 Consultation with staff
 Procedures to minimise risk
 Workplace bullying policy communicated to all staff
 Equity unit advice and policies
 Conflict resolution training
 Security staff
 Workplace violence Prevention and management
 policy
 Consultation with staff
 Procedures to minimise risk
 Workplace bullying policy communicated to all staff
 Equity unit advice and policies
 Conflict resolution training
 Security staff
 Workplace violence Prevention and management policy
Page 3 of 6
Hazard
Task/
Associated harm
Existing controls
Any
additional
controls
required?
Risk Rating
C
Using
kitchen
appliances
for preparing
food &
drinks








Thermal
comfort in
offices
Working
after
business
hours or
working
alone


Slips, trips and
falls
Fire in building
Working after
hours/ working
alone
Boiling water
from urn
Hot surfaces
with sandwich
maker/toaster
Food getting
caught in
toaster
Overheating
food in
microwave
Using cleaning
chemicals
Excessive heat
Lack of
ventilation/air
flow
Walking to and from
your vehicle
/transport alone or
in the dark
HS Risk Management Form
Version 3.5 23rd April 2013



Physical injury
Burns and smoke
inhalation
Personal assault
 Burns from hot
water or touching
hot surfaces
 Severe scalding
from superheated
food & fluids
 Irritation to skin,
eyes, chemical
burns.





Heat exhaustion
Dehydration
Headaches
Fainting
Dizziness
 Risk of being
physically
assaulted
Is this
reasonably
practicable
Y/N
Scenario
Working
inside a
building
Cost of controls
(in terms of time,
effort, money)
L
R








Building fire wardens
Building fire safety
Compliance with Emergency drills
Making sure staff are aware of emergency procedures
Workplace inspections to identify slip and trip hazards
UNSW After hours guideline
Swipe card access only after hours
Signage put up in kitchen to remind people e.g. “Caution:
Hot Water” etc.
 Follow instructions on label for cleaning chemicals
 Microwaves should not be placed at high levels
 Providing fans and opening doors, windows and vents
where practical;
 Providing water
 Wearing lighter and loose fitting clothing during hot
weather
 Monitor staff for signs of heat distress
 Use well-lit areas like the University Walk to access
car/bus
 Try to walk in groups or pairs
 Contact Unibeat for a Security Escort from any lift phone
or University Help Point
 Use free Security Shuttle Bus Service
Page 4 of 6
Hazard
Task/
Any
additional
controls
required?
Associated harm
Existing controls
Risk Rating
Cost of controls
(in terms of time,
effort, money)
Is this
reasonably
practicable
Y/N
Scenario
C
L
R
List emergency procedures and controls
List emergency controls for how to deal with fires, spills or exposure to hazardous substances and/or emergency shutdown procedures
Filing &
storage hard
copies of
documents
 Repetitive
movements
involved in filing
documents,
reaching
up/down to
reach shelving in
storage
room/compactus
, lifting & moving
archive boxes
 Overuse injuries
from extended
periods of filing
low or high
cabinets/shelving
Implementation
Additional control measures needed:
 UNSW Hazardous Manual task procedure provided for all
staff
 Manual Handling Training for all staff
 Rest breaks, exercise, and task rotation
 Manual handling aids provided e.g. Trolleys
 Early intervention when identified
Resources required
Responsible person
Date of implementation
REVIEW
Scheduled review date:
Are all control measures in place?
HS Risk Management Form
Version 3.5 23rd April 2013
Page 5 of 6
Are controls eliminating or minimising the risk?
Are there any new problems with the risk?
Review by: (name)
Review date:
Acknowledgement of Understanding
All persons performing these tasks must sign that they have read and understood the risk management (as described in HS329 Risk Management Procedure).
Note: for activities which are low risk or include a large group of people (e.g. open days, BBQ’s, student classes etc), only the persons undertaking the key activities need to sign below. For all others involved in such
activities, the information can be covered by other methods including for example a safety briefing, induction, and/or safety information sheet (ensure the method of communicating this information is specified here)
Risk management name and version number:
Name
HS Risk Management Form
Version 3.5 23rd April 2013
I have read and understand this risk management form
Signature
Date
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