Occupational Health & Safety
and
Injury Management
System
The Brief Group Pty Ltd – Level 67 MLC Centre Martin Place Sydney NSW 2000
Tel 02 9238 6821 Fax 02 9238 6824 Freecall 1800 99 50 99
www.thebriefgroup.com.au
 Developed by the Brief Group Pty Ltd
February 2003
1
Disclaimer
This Occupational Health & Safety and Injury Management System has been prepared to
assist businesses in the task of developing and implementing their own safety and injury
management systems. It is generic in nature and not intended to be site specific. It is not
intended to constitute professional advice or to be a substitute for such advice. In
customising, adding to and implementing this System users should be prepared to obtain
and rely on such professional assistance as may be necessary to meet their particular
needs. The Brief Group Pty Ltd, including its officers and employees, accept no liability
for any injury, loss or damage whatsoever suffered either directly or indirectly, by or
through any person purporting to rely on information contained in this Manual or any
supporting documentation that may be from time to time supplied as part of any agreed
Safety Program.
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February 2003
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Table of Contents
Introduction
5
Module I - Management Responsibility
6
Section 1.01
OHS Policy............................................................................................................................ 6
Section 1.02
Statements of Responsibilities ............................................................................................. 7
Section 1.03
Management Review ........................................................................................................... 8
Section 1.04
Sources of OHS Information ................................................................................................ 9
Module II - Consultation and Communication
Section 2.01
10
OHS Consultative Mechanism........................................................................................... 10
Module III - Risk Management and Process Control
11
Section 3.01
Hazard Identification and Recording ................................................................................. 11
Section 3.02
Risk Management Register................................................................................................ 11
Section 3.03
Risk Assessment ................................................................................................................ 11
Section 3.04
Risk Control......................................................................................................................... 12
Section 3.05
OH&S Surveys.................................................................................................................... 14
Section 3.06
Safe Work Method Statements (SWMS) .......................................................................... 14
Section 3.07
Site Safety Rules ................................................................................................................ 14
Section 3.08
Contractor OH&S Management ........................................................................................ 15
Section 3.09
Purchasing Hazard Identification ....................................................................................... 17
Section 3.10
Maintenance Procedures ................................................................................................... 17
Section 3.11
Accident/ Incident Reporting and Investigation ................................................................. 18
Section 3.12
Emergency Procedures...................................................................................................... 19
Module IV - Training, Learning and Skills Development
22
Section 4.01
OHS Competency Development ....................................................................................... 22
Section 4.02
External Training Sources .................................................................................................. 22
Section 4.03
Competency Assessment .................................................................................................. 22
Section 4.04
Record Keeping .................................................................................................................. 22
Section 4.05
Induction Training ............................................................................................................... 22
Section 4.06
Workplace Induction ........................................................................................................... 23
Section 4.07
Contractor Induction ........................................................................................................... 23
Module V - Records and Records Management
24
Section 5.01
OHS Committee ................................................................................................................. 24
Section 5.02
Maintenance Records ........................................................................................................ 24
Section 5.03
Department Records .......................................................................................................... 24
Section 5.04
Site Records ....................................................................................................................... 24
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Module VI - Return to Work Programme
25
List of Appendices
33
Appendix 1 –Property Inspection Checklist
34
Appendix 2 – Risk Management Register
42
Appendix 3 – Risk Assessment Matrix
44
Appendix 4 – Back Injury Prevention - Task/ Work Area Assessment
45
Appendix 5 – Hazardous Substance Risk Assessment
47
Appendix 6 – Hazardous Substances Register
51
Appendix 7 – Safe Work Method Statement Guideline
52
Appendix 8 – Safe Work Method Statement
54
Appendix 9 – Site Safety Rules
56
Appendix 10 – Plant/Workplace Hazard Identification Checklist
60
Appendix 11 – Accident/ Incident Report and Investigation Form
63
Appendix 12 – Manager Manager OHS Competency Matrix
66
Appendix 13 – Employee OHS Competency Matrix
67
Appendix 14 – External OHS Competency Matrix
68
Appendix 15 – Competency Assessment Record Sheet
69
Appendix 16 – Workplace Induction Checklist
71
Appendix 17 – Contractor Induction Checklist
72
Appendix 18 - Sample Return to Work Summary
73
Appendix 19 -Injury Notification Fax
75
Appendix 20 -Letter to Injured Employee
76
Appendix 21 -Letter to Doctor
77
Appendix 22 - Return to Work Notes
78
Appendix 23 – Return to Work Checklist
79
Appendix 24 – Return to Work Flowchart
80
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Introduction
This document sets out the Occupational Health Safety and Injury Management System (OHSIMS)
to be adopted by Hobart Food Equipment Pty Ltd (“Hobart Food Equipment”) located at Unit 1 of 2
Picken Street, Silverwater.
The six-element approach to safety and health protection has been designed to improve efficiency
and reduce insurance claims and costs. Although it does not guarantee compliance with prevailing
legislative requirements, this OHSIMS will help you towards this objective and will certainly express
and document your good faith. The elements that make up the OHSIMS are as follows:

Management Responsibility.

Consultation and Communication.

Risk Management and Process Control.

Training, learning and Skills Development.

Records and Records Management.

Injury Management.
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Module I -
Management Responsibility
Section 1.01 OHS Policy
At Hobart Food Equipment our Occupational Health and Safety (OHS) Policy is based on a belief
that the well being of people employed at work, or people affected by our work, is a paramount
consideration.
People are our most important asset and their health and safety is our greatest responsibility. The
public, including contractors and visitors, shall be given equal priority to that of our employees.
The objectives of our Safety Policy are:









To achieve an accident free workplace.
To comply with the requirements of OHS Acts, Regulations, Codes and relevant industry
standards.
To make OHS an integral part of every managerial and supervisory position.
To ensure OHS is considered in all planning and work activities.
To involve our employees in the decision making processes through a continuous program of
regular communication, consultation and training to ensure that they work in the safest possible
manner.
To manage all potential danger in the workplace through hazard identification, risk assessment
and risk control.
To ensure all actual and potential accident/ incidents are investigated and the causes
controlled.
To provide effective injury management for all employees.
To ensure that the work team is totally committed to achieving these objectives.
The success of our health & safety management can be measured through the following
performance indicators:

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


All work activities are analysed and planned with due consideration given to implementing
OHS controls that are suitable to each given situation.
Open and honest communication occurs between management and employees and is
recorded.
Managers and Managers regularly check that work and workplaces are safe and those
incidents or hazards reported to them are investigated and dealt with.
Employees keep their work and workplace safe and report all incidents and hazards to their
Manager.
Contractors and visitors comply with company OHS requirements they are informed of and
report all incidents or hazards they become aware of.
Signed: ______________________________________ Dated: _______________
Jim Marsh
General Manager
Hobart Food Equipment Pty Ltd
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Section 1.02 Statements of Responsibilities
(a) OHS Representative
This person is the employee representative who has the authority to make decisions on OHS
matters. This person shall be accountable for and responsible for:

Acting as the Hobart Food Equipment OHS Representative and, based on the
recommendation/s made through OHS consultative meetings, make decisions within their
spending authority for the control of OHS issues.

If the decision required is outside their spending authority, directly represent the required
control to executive management.

Coordinating consultative meetings for Sales, Service and Administration departments.

Discussing employee and management OHS issues with any recommendation referred to the
OHS Consultative meetings.

Carrying out workplace inspections.

Ensuring that statistical information regarding accidents and injuries on site is available for the
executive management.

Developing and reviewing of OHS Procedures for issues that are generic to the whole of the
workplace.

Developing and reviewing a list of regular OHS activities (such as training, inspections or
meetings) to be undertaken during the year.

Reviewing of accident/ incident investigations and follow-up remedial actions.

Reviewing of hazard reports and follow-up remedial actions.

Providing advice and assistance on OHS issues.
(b) General Manager
As well as their existing responsibilities for productivity, quality, sales and business administration,
this person holds ultimate accountability for Occupational Health and Safety within the organisation.
It is their responsibility to:

Ensure the adequate allocation of resources to meet the requirements of the Occupational
Health and Safety Management System

Delegate operational responsibility for occupational health and safety to Directors and
Managers for the implementation and maintenance of the management system
(c) Managers
As well as their existing responsibilities for productivity, quality and general supervision, all Managers
shall have the following OHS responsibilities:
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Investigate hazard reports and ensure that corrective actions are undertaken.

Manage compliance with OHS legislation and site safety rules.

Manage workplace injury management in accordance with the Policy and procedures.

Communicate OHS information and consult with their employees on OHS issues.

Ensure personnel have undertaken appropriate training for risk management and Safe Work
Method Statements.

Ensure that all tasks are conducted in a manner consistent with the Safe work method
statement.

Facilitate the preparation of Safe Work Method Statements with their employees.

Ensure compliance with Safe Work Method Statements.

Participate in accident/ incident investigations.

Monitor contractor OHS performance in their area of responsibility.
They shall be accountable to report to the General Manager on their OHS activities and
achievements.
(d) Employees
Employees will be accountable to their manager for:

Keeping their workplace clean and tidy.

Complying with all site safety rules.

Complying with all Safe Work Method Statements.

Reporting all accidents and incidents to their manager or OHS Representative.

Reporting all hazards they identify to their OHS Representative.

Participating in workplace consultative meetings.

Participating in the development and review of Safe Work Method Statements.
Section 1.03 Management Review
The main vehicle for management review on site shall be the OHS Representative. Other
management review requirements will be as follows:
(a) OHS Reports
The OHS Representative shall produce a quarterly report to the General Manager on:

Hazards reported and controlled.
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OHS activities carried out.

OHS Consultative meetings.

Accidents and incidents that have occurred.
(b) OHS Audits
This OHSIMS shall be subject to an annual audit, conducted internally or by an external consultant to
determine whether the requirements of this OHSIMS are being met as required.
The OHS Representative, as well as Executive Management, shall review the audit report/s and shall
develop a management plan, with stated objectives, activities, responsibilities and time frames to
carry out any corrective actions or system modifications arising from the audit. The OHS
Representative will monitor the progress of the management plan.
Section 1.04 Sources of OHS Information
The OHS Representative shall regularly access OHS information on legislation through the NSW
WorkCover Authority Internet site. Other sources of OHS information such as The Brief Group Pty
Ltd and Australian Standards shall be regularly accessed through The Brief Group Pty Ltd internet
site www.thebriefgroup.com.au. Any information on OHS issues is to be disseminated to all staff
through the workplace consultative meetings.
Information is also to be sourced through manufacturers and suppliers to enable the correct selection
of personal protective equipment for the risk exposure that it is protecting against eg chemical
exposure.
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Module II -
Consultation and Communication
Section 2.01 OHS Consultative Mechanism
Given the size and nature of the work conducted at the Hobart Food Equipment the formation of an
occupational health and safety committee has not been seen as critical. Employees have been
addressed and their desire not to have a formal committee taken into account.
Consultation with employees on occupational health and safety issues will be the responsibility of the
OHS Representative. This employee is to address Occupational health and safety on a monthly
basis at all Service, Sales, and Administration meetings. At this forum, OHS will be a standing
agenda item and the OHS Representative will be expected to seek employee input regarding OHS
issues prior to the commencement of each meeting.
During this forum, it is the responsibility of the OHS Representative to seek feedback from staff as to
OHS issues within the organisation. These issues will be discussed until a mutual agreement is
reached as to the best way to address or control the situation.
Records of these meetings will be minuted by the appropriate party and circulated via internal e-mail
and notice boards.
On a quarterly basis the OHS Representative will prepare a report on health and safety and submit
this to executive management for review. This report will detail OHS activities completed, a statistical
analysis of accidents and lost time as well as a trend analysis on the reporting of hazards. It is
expected that this report will also cover other issues such as barriers encountered in implementing
the process.
The OHS Representative shall have the following functions:

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



Development and review of OHS Procedures for issues that are generic to the whole of the
workplace.
Develop and review a list of regular OHS activities (such as training, inspections or meetings)
to be undertaken during the year.
Review of accident/ incident investigations and follow-up remedial actions.
Review of hazard reports and follow-up remedial actions.
Discussion of employee and management OHS issues with any recommendation referred to
the relevant meetings.
Preparation and review of statistical data on injuries, including first aid injuries and treatment.
At two yearly intervals, all employees are to be given the opportunity to vote on their OHS
Representative.
The OHS representative shall not have the authority to initiate or implement control activities outside
of their spending authority. This can only be done with the permission and authority of the General
Manager.
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February 2003
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Module III -
Risk Management and Process Control
Section 3.01
Hazard Identification and Recording
(a) Hazard Identification
Hazard identification will be accomplished through two main mechanisms:


Planned Inspection Programme; and
Ad Hoc Hazard Identification
Planned Inspection Program
The Planned Inspection Program (PIP) will be completed as a regular part of business operations
within Hobart Food Equipment. All areas of the business will be subject to a planned inspection at
least quarterly in line with the Property Inspection Checklist (see Appendix 1). This will be completed
with the intention of identifying hazards associated with physical working environment.
A Planned Inspection Program will be developed and maintained by the OHS Representative. This
plan shall note the location, the date of inspection and persons responsible for its completion.
Ad Hoc Identification
Ad hoc identification will primarily be done by Managers and Employees as they are the persons who
are in the workplace and who are exposed to situations where hazards may exist. Any person who
identifies a workplace hazard shall follow the following steps:
1.
If it is safe to do so, take steps to prevent the hazard causing injury to others.
2.
Report the hazard to the relevant Manager or, if this person is unavailable and the hazard is a
high risk, to the OHS Representative.
The Manager or the OHS Representative must then investigate the hazard and ensure that
immediate control action is taken.
Section 3.02
Risk Management Register
For hazards that cannot be controlled immediately the hazard is to be written in the Risk
Management Register (see Appendix 2).
A copy of the Risk Management Register is to be kept by the OHS Representative. It is to be
addressed by the OHS Representative to ensure that the remedial risk control activity is implemented
without undue delay. The OHS Representative is to ensure that all staff are made aware of any
control activity undertaken or planned for reported hazards and when that activity is closed out.
The OHS Representative is to bring the register to the OHS Consultative meeting and the meeting
will address progress for unresolved hazards/ risks. The OHS Representative is to ensure that the
relevant Managers and staff are aware of the outcome of any control activities that they have
undertaken.
Section 3.03
Risk Assessment
A Risk Assessment Matrix (see Appendix 3) is to be used in the following situations:
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Assessing the risk posed by a hazard on the Risk Management Register.

Assessing the risk posed by manual handling tasks in the workplace.
The risk assessments are to be completed to:
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Enable the prioritisation of risk elimination or control activities.
Determine the most appropriate risk control activity.
Justify the risk control based on the level of risk reduction.
(a) Manual Handling Risk Assessments
Where manual handling hazards are identified additional information about the task is required before
an assessment of risk can be completed. The National Standard and Code for Manual Handling
Sets out fourteen criteria that when assessed, provide the assessor with a detailed picture of the risks
associated with the task assessed prior to its assessment. The Back Injury Prevention Checklist is
included (see Appendix 4) in this manual.
(b) Hazardous Substances Risk assessments
For all purchased hazardous substances, the material safety data sheet for the substance must be
obtained and, utilising the information contained therein, a risk assessment using the Hazardous
Substance Risk Assessment (see Appendix 5) is to be carried out. This will be done by a group
which includes OHS Representative, management representation from the area/task where the
substance is to be used, person/s responsible for storage of the substance and, if deemed
necessary, an expert adviser such as an Industrial Chemist, Occupational Hygienist or representative
of the manufacturer.
(c)
Hazardous Substances Register
The Hazardous Substances Register is to consist of a collection of all material safety data sheets in
alphabetical order with a separate section for contractor-supplied chemicals (including cleaner
supplied chemicals). The register is to have as its covering page a manifest (see Appendix 6) which
records the chemical by name, UN number, whether a risk assessment has been carried out,
location of storage and maximum amount likely to be stored at that location.
This register is to kept and maintained by the OHS Representative.
The register is to be reviewed annually and for any MSDS older than 5 years the supplier is to be
contacted and an updated MSDS required. Where hazardous substances are no longer used, they
are to be disposed of and the MSDS removed from the register and the reference in the manifest
removed.
Section 3.04
Risk Control
Where identified hazards have been subject to risk assessment, the next step is to determine the
most appropriate control for the risk. The control of risk must be addressed from the point of both
immediate and long-term control. Addressing the hierarchy in order for long term controls does this.
For immediate controls the hierarchy may be addressed by isolation, the use of administrative or
personal protective equipment controls. The hierarchy is as follows:
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(a)
Elimination
This is the ultimate means of controlling the risk posed by a hazard as its application results in the
hazard ceasing to exist. Examples are:

Changing the design of a task or process so that a hazardous operation is no longer performed
(eg: heavy lifting),

Removing burrs or unsuitable sharp edges from furniture.

Repairing something that is broken.
(b) Substitution
This is the replacement of a hazardous operation, material or substance by something that is less
hazardous. Examples are:

The replacement of use of methylated spirit to clean whiteboards with whiteboard cleaner, or

Replacing a small container that caused manual handling problems with a very large container
that can only be moved by mechanical means (trolley).
It is important to realise that a hazard may still exist although the risk may be lower. The replacement
will need to be evaluated for hazards and those hazards will need to be assessed so that their risk
can be reduced through appropriate controls.
(c) Isolation
Isolation can be by either physical barrier or by distance. Examples include:

The use of screens or barriers between people and the hazard (eg: Use of welding screens
around hot work areas).
(d) Minimising through Engineering
This means lessening the hazard or the effect of the hazard by engineering means. Examples are:

Limitation where the effect of the hazard is limited to ensure that it remains below a dangerous
level as in the use of earth leakage devices for electricity.
(e) Minimising through Administrative Controls
Administrative solutions require the development and application of procedures so that, although the
hazard still exists, its effect is minimised.
Examples are:

Work rotation or breaks to reduce exposure to a hazard;

Providing staff with training (manual handling training).

Procedures for the isolation of electrical or mechanical equipment, or
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A warning sign.
(f)
Personal Protective Equipment
Personal protective equipment should always be seen as almost the last resort or as a temporary
measure until a solution higher in the hierarchy of hazard controls is used.
Section 3.05
OH&S Surveys
OHS Surveys are conducted by specialists for specific workplace issues.
There are situations where hazards cannot be assessed as one may need additional information
before an informed assessment of risk can be made. Situations where external assessment
(quantification) may be required include hazards such as:

Lighting

Indoor air quality

Airborne contaminants including vapours, dusts and fumes

Ergonomic risks.
The reports of these external professionals shall be used by the organisation to define OHS risks and
guide control strategies.
Section 3.06 Safe Work Method Statements (SWMS)
(a) Development of SWMS
A SWMS is to be developed in order to determine the hazards inherent in each task, the risk posed
by these hazards and the control activity to reduce these hazards to a reasonably acceptable level.
The SWMS is to be conducted for all workplaces. The analysis and subsequent development of
operational procedures is to begin with the high-risk tasks.
The Development of the SWMS is to be carried out by Managers and the OHS Representative with
the work group involved in carrying out the task/s.
(b) Review of SWMS
The Safe Work Method Statement is to be developed in the format set out in Appendices 7 and 8.
The Safe Work Method Statement is to be kept by the Manager and subject to an annual review by
the Manager, OHS Representative and work group. The SWMS is also to be reviewed if there is any
change in plant or materials.
Section 3.07 Site Safety Rules
Site Safety Rules (see Appendix 9) have been developed to address common workplace hazards
and their risk controls.
These rules are to form part of the induction given to employees and contractor personnel.
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Failure to comply with the Site Safety Rules will expose the individual concern to disciplinary
procedures for employees or ejection from the site and contract review in the case of contractors.
Section 3.08 Contractor OH&S Management
When contractors are working on site, the OHS legislation imposes responsibilities on both the
contractor and on Hobart Food Equipment. Addressing these responsibilities will require activities by
both parties. The issues of short-term contractors and Labour Hire Personnel are also covered.
(a) Contractor Selection
When selecting a contractor the following criteria must be addressed:

Knowledge of, and intention to comply with, all legislative requirements for the task
(established through provision of a safe work method statement).

Insurance coverage for worker’s compensation with a policy covering the length of time of the
contract.

Public Liability Insurance cover of at least $10 million.

How the contractor will address the OHS requirements of the contract (established through
provision of a safe work method statement).

The ability of the contractor to carry out the work to the required quality and timing (established
through references).

Qualifications and experience of the contractor and contractor personnel (established through
provision of a safe work method statement).
(b) Information to be provided to the Contractor
Hobart Food Equipment will provide the following to the contractor and contractor personnel:

Hobart Food Equipment OHS Policy.

The name and position of the Hobart Food Equipment person responsible for the contractor
and contractor personnel on site.

The Site Safety Rules.
(c) Information required from the Contractor
The contractor needs to provide the following information:

Worker’s Compensation and Public Liability insurance details.

Safe Work Method Statement.

Material Safety Data Sheets (MSDS) for any hazardous substances to be brought onto the
site.

List of persons to be employed on the contract.
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
The name and position of the contractor contact person on site.
(d) Hobart Food Equipment Responsibility
Hobart Food Equipment will be responsible for the following:

Inducting all contractor personnel onto the site.

Inspecting the work carried out and examining any operational test required.

Providing a safe area for the contractor to work in.
(e) Contractor Responsibility
The contractor is responsible for the following:

Providing and maintaining their equipment (including hazardous substance containers) in a
safe condition compliant with regulatory requirements.

Complying with all Site Safety Rules and instructions given to them by the Hobart Food
Equipment.

Testing all work done where possible to ensure proper completion.

Supervising their personnel on site.

Reporting any accident or injury to Hobart Food Equipment.

Reporting any hazard to Hobart Food Equipment.

Ensuring that their work areas do not pose an uncontrolled risk to other persons in the
workplace.

Ensuring that their work areas are kept as clean and tidy as possible and are left in such a
state on completion of the contract.

All leads, lifting equipment etc used is properly tested and tagged.

That all contracted staff are competent to carry out work they have been employed for.
(f)
Labour Hire Contract Personnel
Where Labour Hire personnel are employed on site then the Labour Hire Company will be
responsible for their worker’s compensation and injury management. They shall also be responsible
for providing the person with all required personal protective equipment and clothing as well as
general OHS training.
Hobart Food Equipment will provide supervision and will induct the person as for an employee.
Hobart Food Equipment will also inform the Labour Hire Company of any proposed change to the
employment conditions and of any accident/ injury involving their employee.
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(g) Preferred Contractor List
For short term contracts (less than one day) contractors can be chosen from a preferred contractor’s
list. Preferred contractors will be those who have:

Been inducted into the workplace.

Have a proven “track record” for quality of work, promptness of response, cost effectiveness
and good time management.

Have provided a generic safe work method statement for the work they undertake.
Section 3.09 Purchasing Hazard Identification
(a) Purchasing
As well as considerations of cost effectiveness, quality of product and proper supply, the OHS
aspects of purchased products need to be addressed by those persons commissioning the
purchase. Generally, all plant, tools and personal protective equipment purchased are to comply with
Australian Standards.
Plant
For major purchases of plant, guarding and other OHS specifications are to be addressed by the
person requiring the purchase. For further detail please refer to the Plant Procedure.
Substances
For substances, the Material Safety Data Sheet for the substance must be obtained before purchase
and evaluated by the OHS Representative to ensure that storage and use requirements can be met.
This also applies to any substance that a contractor proposes to bring on site.
(b) Plant or Workplace Commissioning Hazard Assessment Procedure
For any new plant or workplace, a hazard assessment is to be carried out by the affected work group
with the assistance of the OH&S Consultative Committee.
Such an assessment is to be carried out using the Hazard Identification Checklist (see Appendix
10). This will identify any changes required so that it will be safe to use.
Hazards identified are to be addressed with the supplier/ manufacturer of the plant or workplace by
the person who is responsible for the purchase, modification, or construction.
Section 3.10 Maintenance Procedures
(a) Preventative Maintenance
Contractors under a fixed contract carry out and schedule regular preventative maintenance on all
building related services on site. This is organised by the Property Manager.
Preventative maintenance on all other plant is undertaken by Service Technicians on and off site. For
further detail on this please refer to the Hobart Food Equipment Plant procedure.
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(b) Repairs
An employee first reports breakdowns of, facilities, buildings and fittings to Accounts Payable.
Accounts Payable then contacts the Property Manager to effect the repairs.
Section 3.11 Accident/ Incident Reporting and Investigation
(a) Reporting/ Recording
Minor Injury/ Damage
Where an accident occurs which results in minor injury requiring basic first aid treatment (band-aid
etc) and/ or damage having no effect on production, the injured person is to contact the Customer
Care Representative who will note the details of the first aid treatment on the Insurer’s Notice of Injury
Register. Where the employee identifies a hazard, it is to be dealt with as covered earlier in this
OHSIMS.
Significant Injury/ Damage Incident
A significant incident is where an injury requiring a significant level of first aid treatment, treatment by
a Doctor and/ or damage to plant, product or workplace structure such that there is significant
interference with production occurs. Where a significant incident occurs the Department Manager is
to initiate an Accident/ Incident Report and Investigation Form (see Appendix 11).
Major Injury/ Damage Incident
A major incident is where a person is killed, disabled or requires removal to a hospital by ambulance
and/ or there is stoppage of production. In such cases the Manager is to ensure that:

Treatment is given, the Ambulance Service is notified and that the work area is made safe.

NSW WorkCover Authority is notified by telephone and that the plant and/ or area is isolated
(where practicable, for a distance of four metres) and undisturbed.

The Accident/ Incident Report and Investigation Form are initiated. The First Aider is to
complete the Insurer’s Notice of Injury Register.
(b) Investigation
In the case of a Significant Injury/ Damage Incident, the investigation is to be conducted by the
Manager.
In the case of a Major Injury/ Damage Incident, the investigation is to be conducted by the Manager,
and the OHS Representative.
For all investigations, control or improvements are to be identified and the OHS Representative is to
ensure that they have been implemented before signing the completion section of the form. The
OHS Representative will also review the investigations and the progress of remedial/ improvement
activities.
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(c) Near Miss/ Hit
All incidents where no injury or damage occurs (but it is considered by the OHS Representative and
Manager that the result could have been more serious) are to be treated as if injury or damage did
occur and investigated accordingly.
Section 3.12 Emergency Procedures
(a) Workplace Evacuation Procedures
There may be occasions where it will be necessary to evacuate the workplace because of threats
such as fire or bomb threat. The procedures for workplace evacuation will be practiced through drills
at least once per year. On the completion of each drill, a meeting will be held between the
Emergency Control Officer and the wardens to discuss potential improvements to the procedure and
evacuation resources.
Warnings
In the case of fire the person who first notices the flame and/ or smoke will raise the alarm. This
person should take immediate action, if it is safe to do so, to extinguish the fire using the fire
extinguishers in the workplace, at the same time as calling out to nearby personnel to warn them. A
warden should be notified as soon as possible if the fire cannot be extinguished and evacuation of all
persons organised.
In the case of a bomb threat, the receptionist will usually get the first warning through a telephone
call. The receptionist will alert a senior manager on site. This person will act as the Emergency
Control Officer (ECO) and will assess the extent of workplace evacuation.
Actions by All Persons
All persons without a designated emergency procedure responsibility will comply with the instructions
of the ECO and their area warden (Departmental Manager or Deputy) to evacuate the workplace.
They are to take with them only those personal possessions as are with them in the workplace.
In the case of a bomb threat all persons are to desist from leaving the workplace until the wardens
have confirmed the safe exit route.
After leaving the workplace all persons are to proceed to the muster point where they are to stay until
given permission to leave or return to work.
Any person approached for information on the emergency is to refer the questioner to the ECO.
Actions by the ECO
The ECO will be the most senior executive person on site at the time of the emergency.
When a warning is given the ECO will give the authorisation to evacuate the whole of the workplace
and order the receptionist to call the appropriate emergency services (if it seems unsafe to do this
then the emergency services can be contacted by mobile telephone).
When this is given the ECO is to proceed to the front of the building, taking with them their mobile
telephone and a copy of the Hazardous Substance Register.
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At this position the ECO is to await the report from the wardens that all persons are out of the
workplace or who cannot be accounted for.
The ECO is to await the Emergency Services, give them the copy of the Hazardous Substances
Register and any information about persons unaccounted for. The officer in charge of the
Emergency Services will then be in charge of the area until it is returned to a safe state. At this stage
the ECO is to proceed to the muster point.
The ECO will be the only person on site authorised to speak to the media.
Actions by Wardens
Wardens will be the Department Managers or their deputy. Up to the time when the order to
evacuate is given the Warden shall organise fire fighting activities if it is safe to do so and otherwise
prepare for evacuation. Upon receiving orders to evacuate, or if the situation is such that evacuation
must take place, the warden is to:

Check for the safest exit route (in the case of bomb threat they should survey the exit routes for
out-of-place items that could be bombs).

Order persons to evacuate the workplace and go to the muster points (if it can be done safely,
the forklifts should be moved to a safe location).

Check the workplace and amenities/ facilities (if it is safe to do so) to ensure all persons have
left.

Leave, taking their mobile phone and list of personnel and proceed to the muster point.

Conduct a roll call of their employees and inform the ECO by mobile phone of the result of the
rollcall.

Stay with employees and others at the muster point until receiving instructions from the ECO.
Actions by First Aiders
First aiders are to carry out the following:

Take possession of the portable first aid kit in the workplace.

Proceed with other persons to the muster point.

Give first aid treatment as required.
Telephone Receptionist
The telephone receptionist is to call the emergency services when told to do so and then evacuate
with other staff to the muster point.
In the case of a bomb threat the receptionist is the person most likely to be first made aware of the
situation. The receptionist is to attempt to get the answers from the caller as detailed in the NSW
Police Bomb Threat Checklist held at reception. When the person hangs up the receptionist is to
inform the ECO of the situation and then follow the warden’s instructions.
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Contractor or Other Nominated Person
When evacuation of the workplace is required, the Contractoror other nominated person is to:

Isolate all sources of power supplies if it is safe to do so.

Wait with the ECO to inform the emergency services officer in charge of what isolations have
been done and of the sources of power or gas.

Leave with the ECO and proceed to the muster point.
 Developed by the Brief Group Pty Ltd
February 2003
21
Module IV -
Training, Learning and Skills Development
Section 4.01 OHS Competency Development
Appendices 12 and 13 contain lists of OHS competencies that would be expected of Managers and
employees. These competencies have been identified through reference to the National Guidelines
for integrating OHS Competencies into National Industry Competency Standards [NOHSC: 7025
(1998)].
The OHS Representative with the assistance of managers shall annually review these matrixes to
confirm the General OHS competencies for Managers and Employees.
Section 4.02 External Training Sources
Where a competency (eg: Fire Extinguisher use, First Aid, OHS Representatives, train the trainer)
needs to be achieved through external training providers, the OHS Representative, with the
assistance of Managers is to identify the source of such training. This training is to be recorded
against the subjects on the External OHS Competency Matrix (see Appendix 14).
Section 4.03 Competency Assessment
For each specific task that is subject to a Safe Work Method Statement, a list of competencies is to
be developed and each employee undertaking that task is to be trained in these competencies.
Following training, each employee is to be assessed as to whether that competency has been
achieved.
The assessment is to be conducted by the Manager of the area concerned using a Competency
Assessment Record Sheet (see Appendix 15) with the required competency criteria filled in on the
sheet by the assessor prior to the assessment. The completed Competency Assessment Sheet is to
be kept on the person’s individual personnel file.
For OHS competencies as listed on the OHS Competency Matrixes for Managers/ Managers,
Employees and External, The OHS Representative and the Service Manager are to determine the
required specific competencies for the Competency Assessment Record Sheets. When each person
is assessed as competent in these areas, this is to be marked on the appropriate matrix and the
assessment sheet kept on their personnel file.
Section 4.04 Record Keeping
Each Manager is to keep a competency matrix for employees in their workplace. The Manager
matrix and the External Competency Matrix are to be kept by the OHS Representative. Copies of all
certificates from external training sources and NSW WorkCover Certificates of Competency are to be
kept on the person’s individual personnel file as well as being recorded on the appropriate matrix.
Section 4.05 Induction Training
It shall be the responsibility of the Relevant Manager to induct new employees into the company’s
OHS requirements. This induction will include the company’s OHS Policy and the site safety rules.
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Section 4.06 Workplace Induction
It shall be the responsibility of the Relevant Manager to ensure that new employees or Labour Hire
personnel are inducted into their workplace in accordance with the Employee Workplace Induction
Checklist (see Appendix 16). When complete and signed for by both the inductee and the person
conducting the induction, the checklist is to be placed on the inducted person’s personnel file.
Section 4.07 Contractor Induction
It shall be the responsibility of the Manager to induct contractor personnel who will be working in the
manager’s work area in accordance with the Contractor Induction Checklist (see Appendix 17). If
the contractor personnel has or have done an induction within the past 12 months, then the induction
does not need to be repeated. When complete and signed for, the checklist is to be placed on the
preferred contractor’s file.
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Module V -
Records and Records Management
Section 5.01 OHS Consultative Meetings
The OHS Representative shall be responsible for keeping and securely maintaining all OHS
Consultative records. They are to be available to all employees.
The OHS Consultative records shall include the meeting agendas and minutes, workplace inspection
reports, specialist OHS Survey reports and risk assessments for new plant and workplaces and new
substances.
Section 5.02 Maintenance Records
Maintenance records (for plant and workplaces) such as maintenance requests, preventative
maintenance and inspection reports from contractors and plant/ workplace repair reports from
contractors shall be kept and maintained, secure and available, by the accounts department. Such
reports shall cover:

Fire fighting equipment,

Air conditioner maintenance.
For portable items of electrical equipment, extension leads and power cables for equipment. A check
by a qualified electrician is to be carried out for work premises. A register is to be kept on site to
record the conduct of the checks. The register is to contain the information as required in the NSW
OHS Regulation 2001.
Section 5.03 Department Records
Managers shall keep and maintain records of Safe Work Method Statements for their operations.
The OHS Representative is to maintain a hazardous substance register for substances, the training
matrix for all staff and the risk management register. The Department Manager and OHS
Representative are to ensure reviews of this documentation are conducted in accordance with the
requirements of this OHSMS.
Section 5.04 Site Records
Records of employee induction are to be kept on the employee’s personal file as well as copies of
any training certificates or certificates of competency they possess. For contractors, the induction
record will be kept with the contract file or the list of preferred contractors.
Master copies of the Safe Work Method Statements and the hazardous substance register for the
site as a whole are to be kept and maintained by the General Manager.
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Module VI -
Return to Work Programme
Introduction
Occupational return to work is a multi party process and it is acknowledged that the injured employee,
their nominated treating doctor, the employer, Managers, the fund manager, the employees union,
treatment providers and accredited rehabilitation providers all play an integral and important role in the
process.
Hobart Food Equipment acknowledges the high social and financial cost of work related injury and
illness, and is committed to preventing such injury/ illness by providing a safe working environment.
In the event of a work-related injury/illness, the Hobart Food Equipment Executive acknowledges that
the process of occupational return to work and Injury Management is a normal and essential aspect of
the treatment process. The aim of occupational return to work is the restoration of the injured worker to
the fullest physical, psychological, social, vocational and economic usefulness of which they are
capable. In order to achieve this aim, occupational return to work must commence as soon as possible
following an injury/ illness.
Throughout Hobart Food Equipment’s Return to Work Program, reference will be made to the “injured
worker”. Please note that this term is that used by WorkCover NSW, and refers to workers who have
sustained a medically diagnosed occupational injury and/ or illness which may be physical or
psychological.
Employer Responsibilities
In accordance with the Workplace Injury Management and Workers Compensation Act 1998
Hobart Food Equipment has accepted the following responsibilities:

Have a current Workers Compensation policy covering all employees.

Develop a Workplace Return to Work program and display summary copies of this program
prominently in the workplace. The program will be made available to any employee who
requests or who applies for workers compensation. The workplace return to work program
will include return to work procedures to be followed to ensure prompt assessment of
occupational return to work requirements following injury.

Notify the fund manager of any injury/ illness within 48 hours and have claim forms to the
fund manger within 7 days of receipt.

To cooperate with the employers insurance company in the development of injury
management plans.

To provide appropriate suitable duties consistent with medical advice.

To maintain confidentiality concerning an employees occupational return to work within
WorkCover guidelines.

To inform staff of policies and procedures relating to Workers Compensation and return to
work through ongoing education, information and advice.

Ensuring workers are not dismissed within 6 months of injury, solely or principally because of
their injury.
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
Advising employees that refusal to cooperate with their injury management plan may result
in suspension of weekly benefits.

In the case where a worker cannot return to their pre-injury job, the company is committed to
assisting the worker to find alternative employment. This is consistent with the ‘Worktrial’
scheme and is a voluntary agreement between Hobart Food Equipment, an injured worker,
a rehabilitation provider and WorkCover NSW. It involves short-term placement of an injured
worker with an employer other than Hobart Food Equipment. The purpose of this placement
is to either provide a suitable work environment for increasing work capacity or to increase
the worker’s transferable skills with a view to gaining permanent employment.

A system for use of interpreters for workers for whom English is a second language is to be
used if necessary. See below:
Interpreter Services
Telephone Interpretation Services
Ethnic Affairs
Commission
164 - 174 Liverpool
Road
ASHFIELD 2131
Phone: (02) 9716
2222
Translating and Interpreting
Service
Department of Immigration,
Local Government and Ethnic
Affairs
88 CUMBERLAND STREET
THE ROCKS 2001
Phone: 13 14 50
Managers Responsibilities

Ensure that the injured worker receives, or is referred for first aid and/ or medical
assessment, as appropriate for the injury/ illness and injury severity.

Ensure that employees complete an Incident/ Accident Report form as soon as possible
following the accident or onset of a work-related medical condition.

Refer any injured worker who requires medical assessment or treatment to the Assistant
Accountant for advice regarding workers compensation and return to work following injury.

Immediately notify the Assistant Accountant if an injured worker presents a medical
certificate indicating that they are not fit for pre-injury or normal duties.

Assist the Workplace Contact (and Rehabilitation Provider if involved) with the identification
and assessment of potential suitable duties for consideration in the injured worker’s injury
management plan.

Ensure that any training and/or workplace modifications, agreed to as part of an injured
workers injury management plan, are completed.

Monitor the injured workers’ injury management plan progress, and liaise with the Workplace
Contact (and Rehabilitation Provider if involved) regarding the outlined plan.
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Employee Responsibilities

Take reasonable care and comply with Hobart Food Equipment policies, procedures and
instructions in the performance of work, so as to prevent workplace injuries to themselves
and others.

Seek first aid and/ or medical treatment where indicated following work-related injury or
illness.

Request that any recommendations regarding capacity for work be documented by the
examining medical practitioner on a WorkCover medical certificate.

Present any documentation relevant to their workers compensation and/ or return to work
(eg: medical certificates, leave forms) to their Manager as soon as possible.

Actively participate in any agreed individual injury management plan of appropriately
modified or suitable duties.

Co-operate with reasonable workplace changes designed to assist the return to work of
fellow workers.

Support the principles and procedures of the Hobart Food Equipment Workplace Return to
Work Program.

Attend any medical examination arranged by Hobart Food Equipment or the compensation
insurer for the purpose of assessing or reviewing their condition.

Ensure that the scheduling of any medical treatment appointments take into consideration
the operational requirements of their department/ unit and liaise with their Manager
regarding these requirements.

Hobart Food Equipment acknowledges that employees undergoing return to work have the
following rights:
(i) To be involved in all decisions and actions relating to their return to work.
(ii) To involve a union representative or other person of their choice at any time during
their return to work.
(iii) To be provided with an appropriate return to work service and be able to choose their
rehabilitation provider. They should also be able to change service provider where
their intervention is unsatisfactory, as deemed by WorkCover.
(iv) To be treated by the medical and health professionals of their choice. At the initial
medical consultation, the employee is required to nominate the doctor they wish to be
their treating doctor for the purpose of developing their Injury Management Plan and
for return to work purposes. The nominated treating doctor can only be changed
following discussion with and agreement of the Assistant Accountant. Potential
reasons for an employee requesting a change of nominated treating doctor include:


The treating doctor or the injured worker changes physical location;
The nominated treating doctor recommends a change in medical practitioner;
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

The injured worker expresses concerns regarding their medical treatment and/
or progress, or
Any other reasonable circumstances agreed to by both parties - the injured
worker and the Assistant Accountant.
(v) To nominate an accredited rehabilitation provider of their choice if so required.

Injured Workers should be aware that if they unreasonably refuse to cooperate with
their injury management plan, the insurance company can suspend weekly benefits.
Before suspending benefits, the insurer must write to the worker stating the reasons
for suspension and what the worker must do to prevent the suspension.
Insurer Responsibilities

The insurer must ensure that employers are made aware of their legislative obligations in
relation to the insurer’s injury management program.

The insurer must contact the employer, worker and doctor if necessary within 3 days of
being notified by the employer that a worker has sustained a significant injury.

An injury management plan must be established by the insurer, when a worker has
sustained a significant injury in the workplace.

The injury management plan must be established in consultation with the employer, the
injured worker and the workers nominated treating doctor.

The insurer must provide both the employer and the injured worker with information with
respect to the injury management plan.

The insurer must inform the worker that entitlements to weekly benefits can be suspended, if
the worker does not reasonably comply with the injury management plan.

The insurer must inform the worker regarding changing the nominated treating doctor.

The insurer must inform the worker of changes to, or actions taken under the injury
management plan.

An insurer must ensure vocational retraining is provided or arranged for an injured worker,
where appropriate, ie: when a return to pre-injury duties and provision of suitable duties is no
longer possible.
Role of the Workplace Contact
Please note that the Assistant Accountant is the Workplace Contact for facilitating the injured worker’s
Return to Work and has the following responsibilities:

Act as the consultative link between all parties involved in the injured worker’s injury
management and return to work in an effort to facilitate the employee’s return to work as
soon as is practically and safely possible.
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
Provide information regarding the injury management process and associated workers
compensation benefits to injured workers (or in the case of the latter, refer them to the
Workers Compensation Insurer for such information).

Abide by WorkCover NSW Confidentiality of return to work Information guidelines
(WorkCover NSW, 09/95) for employees in relation to access to rehabilitation records and
consent to obtain/ release information.

Liaise with the following parties, as required, in assessing the needs of the injured worker,
co-ordinating services necessary to meet those needs and in nominating suitable duties:
Injured worker, Treating doctor/s, Manager/s or Manager/s, Accredited Rehabilitation
Provider (if involved), Treating health professionals/ therapists Insurer Claims Officer, Union
representative (where requested by worker).

Ensure that, for significant injuries, contact is made with the injured worker and the
treating doctor within 3 days and cooperate with the insurance company in the
development of the injury management plan. A ‘significant’ injury is defined within
workers compensation legislation as a workplace injury that is likely to result in the
worker being incapacitated for a continuous period of more than 7 days, whether or not
any of those days are work-days, and whether or not the incapacity is total or partial.

Ensure that workers returning to work on suitable duties have an individual written injury
management plan as developed by the insurance company in accordance with
WorkCover NSW guidelines. The injury management plan should clearly identify the
agreed upon return to work goal.
Injury Notification Procedures

Early notification of injury/ illness is essential to ensure that the return to work can be
organised as quickly as possible. Incidents must be notified as soon as practical and no
later than the end of the day/shift. The incident must be reported by the employee or
Manager (in writing if possible) on the Hobart Food Equipment Incident Report form, which is
then forwarded to their Manager/s or manager.

Depending on the severity of the injury and the worker’s preference, the injured worker
should attend one or more of the following to seek appropriate first aid/ medical attention:
(i)
(ii)
(iii)

Hobart Food Equipment first aid officer
Local hospital - emergency department (if required) – Auburn Hospital
Their treating/ local doctor
Managers/ line managers should be aware that the injured worker retains the right of choice
of medical services. The injured worker is required to nominate the doctor they wish to be
their treating doctor for the purposes of injury management and return to work on the initial
WorkCover medical certificate.
Return to Work Process

The Manager must immediately notify the Assistant Accountant if presented with a
WorkCover or other medical certificate indicating an injured employee is fit for duties that
vary from their normal duties (eg: restricted, selected, suitable, modified, alternate or light
duties). The Manager should ensure that these medical recommendations are followed.
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
Once notified, the Assistant Accountant will liaise with the injured employee to ascertain the
expected capacity for work and current treatment. If it appears likely that the worker will not
be able to resume their pre-injury duties, and/ or usual hours of work the Assistant
Accountant will, after obtaining the worker’s consent, contact the treating practitioners to
determine the worker’s likely needs and restrictions.

If the injury is ‘significant’ (ie: the employee is totally or partially incapacitated for a period of
longer than 7 continuous days) an injury management plan must be developed within 3 days
following contact with the worker, insurer and nominated treating doctor.

Rehabilitation may not be necessary in all cases of work-related injury, however, the need
for early assessment of rehabilitation is imperative. Initial injury management contact will be
made in the event of all workers compensation claims.
Claims Management Procedure

When advised that the worker will require medical or other treatment and/ or time off work for
their injury/ condition, the Manager must refer the worker to the Assistant Accountant
immediately for advice on their eligibility for workers compensation, and to initiate the injury
management process.

Workers Compensation Claims forms are obtained from the Assistant Accountant and must
be signed by the worker in the presence of a witness. An approved WorkCover medical
certificate must accompany the claim form, along with a company Incident Report form.
Workers Compensation claim forms should be completed within 48 hours. The claim form
and associated documentation is then forwarded to the insurer with 7 days.

The Assistant Accountant then commences the injury management process, which involves
3-point contact (with the worker, the doctor and the Manager). An injury management plan
will then be developed by the insurance company.

The company’s Compensation insurer reviews the claim and/ or undertakes investigations to
determine liability. Liability is determined within 12 weeks, or the worker is sent a letter
stating why liability has not yet been accepted, and WorkCover timeframes in relation to
pending claims. Payments of medical treatment to the worker may commence immediately
if the claim is received on a ‘without prejudice’ basis and without admission of liability as part
of the injury management process. If liability is denied a letter is sent to the worker that
provides information regarding the declinature and the Workers Compensation Resolution
Service (WCRS).
Provisional Liability
The insurer’s obligations to commence injury management as described in Chapter 3
Workplace Injury Management and Worker’s Compensation Act 1998 are required by, and
work in parallel with, the provisional liability provisions prescribed by, Part 3 Division 1 of that
Act.
What is provisional liability?
Provisional liability allows an insurer to make weekly and medical expenses payments without admitting liability.
This enables an insurer to make early payments to the worker without delay. Reference sections 267 (3), (4)
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Suitable Duties

Provision of suitable duties where possible, is an integral part of any Workplace return to
work Program. Suitable duties are to be provided by Hobart Food Equipment where it is
reasonably practical to do so. There are occasions where it is not reasonably practical to
provide suitable duties for an injured worker. This is determined by the Assistant Accountant
and the injured workers Manager, provider, doctor and if appropriate union representative.
The injured worker is to be advised immediately if suitable duties are not able to provided by
the employer.

Where it is medically identified that the worker will be unable to resume their full pre-injury
duties, consultation regarding suitable duties as part of a return to work plan will involve all
parties, with the following considered:

(i)
The range of activities the injured worker is capable of performing.
(ii)
The abilities and knowledge of the injured worker.
(iii)
Availability of meaningful tasks and the ability of the workplace to
accommodate graded return and alternate suitable duties programs.
Suitable duties should be meaningful and productive, and allow the injured employee to
gradually increase their work capacity to achieve the agreed upon injury management goals
within a specified timeframe, according to the WorkCover NSW hierarchy of return to work
goals. The initial focus will be on maintaining the worker in, or returning the worker to their
pre-injury duties.
In the event of a workers compensation claim dispute, the provision of rehabilitation/ suitable
duties should not be taken as an admission of liability, but as a proactive approach to injury
management and rehabilitation for the injured employee.
There are three phases of return to work that should be considered either separately or
jointly when planning a return to work process. These are:
(i)
Job Modification - which involves hours, shifts, work organisation. Alterations such as
change or reduction in shifts, return to work on initially reduced hours and upgrading or reorganising work patterns to avoid specific activities that may aggravate the injury/ illness.
(ii)
Employee Assistance - which includes the provision of aids to assist an employee carry out
their work, eg: lumbar rolls, splints, specific tools. Training such as a specific fitness
program, functional education regarding work technique may also be necessary.
(iii)
Workplace Alteration - which includes all structural or environmental changes to the
workplace to accommodate the injured employee, eg: mechanical lifting aids. Alternatively,
part of a process may be altered to eliminate or modify a task that may place excessive
physical demands on an employee.
Rehabilitation Providers

Rehabilitation Providers are multi-disciplinary teams of health professionals who can assist
Hobart Food Equipment with return to work of injured workers. Rehabilitation Providers
need to be accredited by WorkCover NSW.
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
The following is a list of nominated accredited Rehabilitation Providers who are available to
assist when required in the rehabilitation injury management process:
Mend Services Pty. Ltd – Toll Free 1800 300 011
(i)
Insurance Providers
Hobart Food Equipment’s Insurance Provider is QBE. Contact details are Hamish Jeacocke
02 93754454.
Dispute Resolution

Successful return to work in the workplace requires co-operation between all parties. Any
conflict of interest or dispute should be resolved as quickly as possible in order to ensure
continued effective return to work for the injured employee. It should be noted that Hobart
Food Equipment is committed to making all efforts to resolve injury management disputes.

In the event of a dispute over an individual workers compensation case, the dispute will be
handled in the following manner:
(i) The Assistant Accountant will attempt to informally resolve the dispute by co-ordinating
discussions with, as appropriate, the worker, the rehabilitation team (ie: doctors, insurer
and rehabilitation provider if involved), Managers/ managers, and where requested, the
employee’s union representative.
(ii) Should the dispute not be satisfactorily resolved the matter may, at the instigation of
either party be referred to a WorkCover NSW Injury Management Consultant
(Specialist Medical Practitioner) to facilitate resolution of issues regarding fitness for
work and suitability of duties offered to the injured worker or to a WorkCover NSW
Approved Medical Specialist in relation to medical disputes regarding the worker’s
condition or fitness for employment.
(iii) If the matter remains unresolved, the issue should be referred to the Workers
Compensation Resolution Service (WCRS).
(iv) If the matter is still unresolved, the matter is to be referred to the NSW Workers
Compensation Court.
Information
Occupational Health and Safety Act 2000
Occupational Health and Safety Regulation 2001
WorkCover’s Guidelines for employer’s return-to-work programs
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List of Appendices
Appendix 1 – Property Inspection Checklist
Appendix 2 – Risk Management Register
Appendix 3 - Risk Assessment Matrix
Appendix 4 – Back Injury Prevention - Task/ Work Area Assessment
Appendix 5 – Hazardous Substance Risk Assessment
Appendix 6 – Hazardous Substances Register
Appendix 7 – Safe Work Method Statement Guideline
Appendix 8 – Safe Work Method Statement
Appendix 9 – Site Safety Rules
Appendix 10 – Hazard Identification Checklist
Appendix 11 – Accident/ Incident Report and Investigation Form
Appendix 12 – Manager Manager OH&S Competency Matrix
Appendix 13 – Employee OH&S Competency Matrix
Appendix 14 – External OH&S Competency Matrix
Appendix 15 – Competency Assessment Record Sheet
Appendix 16 – Workplace Induction Checklist
Appendix 17 – Contractor Induction Checklist
Appendix 18 – Sample Return to Work Summery
Appendix 19 – Injury Notification Fax
Appendix 20 – Letter to Injured Employee
Appendix 21 – Letter to Doctor
Appendix 22 – Return to Work Notes
Appendix 23 – Return to Work Checklist
Appendix 24 – Return to Work Flowchart
 Developed by The Brief Group Pty Ltd
February 2003
33
Appendix 1 –Property Inspection Checklist
Company:
Date:
Work Area Inspected:
Inspected by:
No
Item
Hazard Description
FLOOR SURFACES
1
Are there any instances of worn or
torn carpet, which could cause a trip
and fall?
2
Are there any instances of lifting tiles,
which could cause a trip and fall?
3
Where mats are used, do they have
non-slip backing and do they lie flat
on the floor?
4
Are tiles, areas of marble in foyer
areas kept clear of water in wet
weather?
5
Are non-carpeted areas covered with
a suitable non-slip surface?
6
Are passageways and areas
between desks/workstations kept
clear of stored materials so there is
clear access and egress?
STEPS/STAIRS/PLATFORMS
7
Are steps, carpeted or tiles, provided
with anti-slip nosings on the treads?
8
Are carpeted stairs free of rumpling of
the carpet or tears in the carpet?
9
Are stairs provided with hand railings,
including a centre rail if the stairs are
wide enough for 3 or four abreast?
10
Are the handrails adjacent to empty
space provided with a barricade to
stop a person slipping and falling
 Developed by The Brief Group Pty Ltd
February 2003
34
No
11
12
Item
through the rails?
Where platforms are adjacent to
empty space, are they provided with
protection against a person falling
through the railings or kicking an item
through the railings?
Are stairs and platforms kept clear of
stored material so as to allow free
access/egress?
Hazard Description
STORAGE AREAS
13
Are storage shelves correctly loaded
so that any heavy items are between
shoulder and knuckle height?
14
Are items stored on the top of
cupboards or shelves stable and not
easily dislodged?
15
Is there a step-up device or a
stepladder available to reach items
on the top shelves?
16
If a ladder is available do persons
know how to use it?
17
Are all shelves and cupboards clear
of all material etc stored in front on
the floor?
18
Are there means to prevent
accumulations of combustible
material (eg: cardboard boxes etc
accumulating?
19
Are compactuses well maintained
and able to be moved easily?
20
Is there some means of preventing a
compactus being closed on a person
inside if that person cannot be readily
seen?
Are compactus shelves properly
loaded so as to minimise the need to
stretch for heavy objects?
21
COPYING/DOCUMENT ROOMS
22
Are photocopiers sited so that they
are at least 1800 cm away from
workstations?
23
Are tables for laying out work to be
copied at a comfortable height so as
to prevent stooping and subsequent
back strain?
 Developed by The Brief Group Pty Ltd
February 2003
35
No
Item
24 Are all sharp implements such as
knives properly stowed away when
not in use?
25
Are there measures to prevent any
build up of combustible material such
as shredded paper etc?
26
Are there measures to prevent
fingers, neckties etc being caught in
shredders or in guillotines?
27
Are four drawer filing cabinets
properly loaded so that there is
weight in the bottom drawer or the
cabinet is bolted to a solid fixture?
Hazard Description
KITCHEN/LUNCH ROOM AREAS
28
Is the floor area free of spills?
29
Are rubbish containers not filled to
overflowing?
30
Are refrigerators and cooking
appliances regularly cleaned and
contents checked?
31
Are power points so fitted that they
cannot be easily splashed with
water?
32
Are appliances such as microwaves
etc mounted at such a height as to be
accessible to all persons in the
workplace?
Are cutlery, mugs and dishes
regularly cleaned and stowed away?
33
34
Are cleaning materials put away after
use?
35
Are clean dishcloths and tea towels
available?
TOILETS/CHANGE ROOMS
36
Are floors surfaces non-slip and clear
of spilled water etc?
37
Are shower areas clean and clear of
soap etc on floors?
 Developed by The Brief Group Pty Ltd
February 2003
36
No
38
Item
Hazard Description
Are locker tops clear of stored
material?
DOORWAYS
39
Are there see through sections or
warning signs fitted to commonly
used doors?
40
Are doors in good repair and swing
easily without too great a pressure in
door closers?
41
Are doorways free of splinters or
sharp surfaces?
FIRST AID
42
Are there adequate numbers of first
aid trained personnel (at least one
per floor)?
43
Are there adequate numbers of first
aid kits (one per 25 employees)?
44
Is there a first aid room needed and
provided (more than 200 persons in
the workplace)?
45
Is there a Register of Injuries book in
the first aid room or with the first aid
kits?
46
Are the name and contact details of
first aid personnel and the medical
emergency procedures prominently
displayed in the workplace?
Are first aid rooms and kits equipped
as per the NSW OHS Regulation
2001, Chapter 2.
47
EMERGENCY FACILITIES/EQUIPMENT
48
Are fire extinguishers and fire hose
reels serviced every 6 months as
required by Australian Standard?
49
Is the location of fire fighting
equipment clearly signposted?
50
Are fire fighting equipment storage
cupboards clear of other stored
material (eg: cleaning equipment)
which could interfere with its
deployment?
 Developed by The Brief Group Pty Ltd
February 2003
37
No
Item
51 Do office personnel know how to use
the fire fighting equipment?
52 Are fire escape doors always closed?
54
Are the fire escape stairs slipresistant?
55
Are the fire escape stairwells clear of
any combustible or flammable
material?
56
Are evacuation instructions and
personnel clearly displayed in the
workplace?
57
Are workplace evacuation
procedures regularly practiced (eg:
within the last 12 months)?
Hazard Description
ELECTRICAL
59
Are there measures in place to
prevent electrical leads being a trip
hazard in passageways?
60
Are electrical leads protected from
damage from dropped objects?
61
Are electrical power and extension
leads subject to regular checks with a
register kept recording these checks?
62
Are electrical leads, plugs, sockets
and power points free of damage
with the plugs and sockets properly
fitted (ie no insulated wires
exposed)?
Are power boards properly used with
no “piggy backing” of power boards
or of double adaptors fitted to power
boards?
63
VENTILATION
64
Does the temperature in the office
appear to be comfortable?
65
Are there any complaints from staff
regarding temperature?
66
Is regular cleaning and disinfecting of
the water tower air conditioning
system carried out?
67
Does the condition of air conditioning
outlets (clean and not dirty) indicate
that filters are regularly
changed/cleaned?
 Developed by The Brief Group Pty Ltd
February 2003
38
No
Item
68 Do staff suffer from dry, irritated eyes
by the end of the day?
Hazard Description
NOISE
69
Is it difficult to hear a person 1 metre
away speaking in a normal voice?
70
Are there distracting or disruptive
noises in the workplace?
LIGHTING
71
Are employees able to control
incoming natural light?
72
Are there windows or pictures
available for eye relief?
73
Is the overhead lighting over desks
properly positioned so as not to
enhance glare?
74
Is task lighting available if required?
75
Is all lighting working with diffusers
properly fitted?
76
Do employees find that they have
tired, irritated eyes by the end of the
day?
CHEMICALS
77
78
Are there Material Safety Data
Sheets (MSDS) available for all
chemicals on site used for work
(including the cleaner’s chemicals)?
Has a chemical register been
established?
79
Are spray cans properly stowed away
when not in use?
80
Are domestic cleaning agents used in
preference to liquids such as
methylated spirits?
WORK STATION SET-UP
81
Do VDU’s appear to be set up so that
the top of the VDU is just below the
person’s line of sight?
82
Are VDU’s sited so that the screen is
not reflecting light into the eyes of the
operator?
83
Is the VDU set-up so that the screen
is about an arms length away from
 Developed by The Brief Group Pty Ltd
February 2003
39
No
84
Item
the eyes of the operator?
Are low radiation VDU’s used?
85
Are five spoked base chairs used?
86
Do operators appear to be using the
adjustments of the chairs properly
(eg: sitting so that the arms and
thighs are parallel to the ground?
87
Have persons been trained in how to
adjust their chairs.
88
Are footrests available if required?
89
Do the desks have rounded corners
for their tops?
90
Is underneath desks free of stored
material so that the operator’s legs
will comfortably fit?
91
Do desks have a non-reflective
surface in good repair?
92
Are angle boards available for
persons who need to write a lot in
their job?
93
Are operators able to support their
arms on their desks when using a
mouse?
94
Is the mouse mat as close to and
beside the keyboard as possible?
95
Do operators who use the mouse or
a trackball frequently complain of
pains or burning in their wrist or hand
muscles?
Are other frequently used items such
as telephones within easy reach so
that there is no need to stretch?
96
97
Are telephones positioned so that the
cord is not stretched across a
walkway or blocking desk
access/egress?
98
Are document holders available and
used so that there is the minimum
movement of the neck required to
look from document to screen?
Hazard Description
MANUAL HANDLING
99
Are there objects which require
pushing, pulling, lowering, carrying,
holding or moving and do these
 Developed by The Brief Group Pty Ltd
February 2003
40
No
Item
movements require considerable
force?
100 Are there large, awkward or heavy
objects to be handled more than
once every 5 minutes?
Hazard Description
101 Is manual handling required more
than 5 times per hour over the day?
102 Is manual handling performed below
mid thigh height or above shoulder
height?
103 Are trolleys available to be used for
moving heavy items on level surfaces
and up and down stairs if needed?
104 Are trolley wheels properly
serviced/maintained?
JOB DESIGN
105 Are there measures in place to
prevent highly repetitive tasks being
performed for more than 2 hours at
any one time?
106 Do tasks require constant sitting or
standing for more than 2 hours at any
one time?
107 Do employees have some freedom
of when, how and how frequently
they perform some tasks or is this
determined by the equipment of
machine thewy use or by their
Manager?
108 Are employees trained to vary their
tasks and postures throughout the
day?
Any other issue?
Signature of Person(s) Conducting Assessment:
 Developed by The Brief Group Pty Ltd
February 2003
41
Appendix 2 – Risk Management Register
Work Area/ Location: _______________________________________________________________________________________________
NOTE: CON = Consequences, PROB = Probability, COMP = Complete.
HAZARD
 Developed by the Brief Group Pty Ltd
February 2003
HOW THE HAZARD COULD CAUSE
INJURY
CON PROB
RISK
RISK CONTROLS
COMP
42
Appendix 3 – Risk Assessment Matrix
NSW WorkCover Authority Risk Assessment (from the NSW WorkCover Authority
Hazpak Worksheet)
How dangerous is the hazard you’ve found?
For each hazard, think about:
2. How likely is it to be that bad?
1.
X
How severely
could it hurt
someone OR
how ill could it
make
someone?
Kill or cause
permanent
disability or ill
health.
!!!
Long term illness
or serious injury.
!!
Medical attention
and several days
off work.
!
First aid needed.
++ Very Likely
+ Likely
= Unlikely
- Very Unlikely
Could happen
anytime.
Could happen
at some time.
Could happen
but very rarely.
Could happen but
probably never
will.
1
1
1
2
3
2
3
4
2
3
4
5
3
4
5
6
At levels 1 and 2, executive management will need to be immediately informed and they may need to authorise
immediate shut down of the cause of the hazardous or significant event. Control action would need to be
immediately implemented before starting up again.
At all other levels the OH&S Committee could be involved in investigation and/ or monitoring control activity with
managers, Managers and work teams involved as appropriate depending on the circumstances. If no OH&S
Committee exists then any similar body (eg: consultative committee, safety improvement team) or the
management team will need to address the issue.
It should be noted that a hazard posing a risk at level 6 should not automatically be assessed as acceptable as if
there is a means of further reducing or eliminating this risk then this must be done.
 Developed by the Brief Group Pty Ltd
February 2003
44
Appendix 4 – Back Injury Prevention - Task/ Work Area
Assessment
The following Checklist has been developed using the Worksafe Australia National Code of Practice
for Manual Handling (National Occupational Health and Safety Commission's National Standard for
Manual Handling and National Code of Practice for Manual Handling, published by the Australian
Government Publishing Service, Canberra, 1990).
It should be used to evaluate a task or work area in order to assess the potential for a back injury to
occur. It is based on the main causes of back injury as being manual handling and fall hazards.
If any of the questions in the checklist result in a [Y] answer, further assessment of that hazard will be
required in order to determine why the situation exists and the risk it poses. This can be done using a
standard risk assessment matrix or nomogram. In order for this risk assessment to be properly done,
it is very important that the source of the hazard/s be written in the appropriate column of the checklist.
Workplace/ Task:
Date:
Assessment Team:
Inspection Item
Y/N
N/A
Description and Location of the Hazard
Is there frequent or prolonged bending
down where the hands pass below midthigh height?
Is there frequent or prolonged reaching
above the shoulder?
Is there frequent or prolonged bending due
to extended reaching forward?
Is there frequent or prolonged twisting of the
back?
Are awkward postures assumed frequently
or over prolonged periods. That is, postures
that are not forward facing and upright?
Is manual handling performed frequently or
for long time periods by the employee(s)?
Are loads moved or carried over long
distances or up steps or stairs?
 Developed by the Brief Group Pty Ltd
February 2003
45
Inspection Item
Y/N
N/A
Description and Location of the Hazard
Is the weight of the object:

More than 4.5 kg and handled from
a seated position?

More than 16 kg and handled in a
working posture other than seated?

More than 55 kg?
Note: Weight is not used to describe
absolute limits, but is one of the
important factors to be considered
when assessing and controlling risk.
For pushing, pulling or other application of
forces, are large push/ pull forces involved?
Is the load difficult or awkward to handle, for
example, due to its size, shape,
temperature, instability or unpredictability?
Is it difficult or unsafe to get an adequate
grip on the load?
Is the task performed in a confined space?
Is the lighting inadequate for safe manual
handling?
Is the climate particularly cold or hot?
Is the employee new to the work or
returning from an extended period away
from work?
Are there age-related factors, disabilities or
other special factors that may affect task
performance?
Does the employee's clothing or personal
protective equipment interfere with manual
handling performance?
 Developed by the Brief Group Pty Ltd
February 2003
46
Appendix 5 – Hazardous Substance Risk Assessment
Hazardous Substance:
Date:
Task:
Assessment Team:
Training Requirements:
PPE Requirements:
Environmental Monitoring:
Biological Monitoring:
 Developed by the Brief Group Pty Ltd
February 2003
47
Route of Exposure
Absorption (Skin)
Hazard
Existing Controls
Risk
Controls to be Implemented
Existing Controls
Risk
Controls to be Implemented
Inhalation (Lungs)
Hazard
 Developed by the Brief Group Pty Ltd
February 2003
48
Ingestion (Stomach)
Hazard
Existing Controls
Risk
Controls to be Implemented
Existing Controls
Risk
Controls to be Implemented
Risk
Controls to be Implemented
Eyes (Fluid)
Hazard
Ability to React with other Substances/Conditions
Hazard
 Developed by the Brief Group Pty Ltd
February 2003
Existing Controls
49
Combustion
Hazard
Existing Controls
Risk
Controls to be Implemented
Comment:
Assessor Signature/s: ______________________________________________________________________________________________
 Developed by the Brief Group Pty Ltd
February 2003
50
Appendix 6 – Hazardous Substances Register
Hazardous Substance
 Developed by the Brief Group Pty Ltd
February 2003
Supplier
UN Number
Risk
Assessed?
Storage Location
Maximum Amt
Stored
51
Appendix 7 – Safe Work Method Statement Guideline
Safe Work Method Statement
Organisation: The name and address (if applicable) of the company.
Work Description: This is a description of the work to be carried out. It may also be termed the “Scope of
Works”.
Page:
of:
Date: Date of issue
Department/ Location of Work: This is the area where the task is to be carried out.
Authorised Person/s: The person authorised to carry out the task. This
person may be nominated by position or by name.
Manager: The person responsible for supervising the area where the work
is to be conducted.
Qualifications/ Training: What training, a certificate of competency, trade
qualifications does the person carrying out the work need.
Qualifications/ Training: What training, a certificate of competency, trade
qualifications does the person supervising the work need.
References: Regulations, Australian Standards, other Work Methods or Codes of Practice relevant to the work.
Tools/ Equipment Required: This is the equipment or tools required to carry
out the work. It is listed so that the person conducting the work can assemble
it prior to the work being done.
 Developed by the Brief Group Pty Ltd
February 2003
PPE Required: As for the Tools/ Equipment.
52
Tasks
OH&S Problems
List all of the tasks or operations carried out in your
area.
For each task, ask yourself, or the analysis team,
what could be the effect on the safety or health of
the person carrying out that stage.
A task will describe the whole of an operation and
will usually be part of the production or service (eg:
the operation of a machine, the production of a
particular product or the carrying out of a specific
service.
You can get answers by:
For each possible accident or quality incident,
ask how the task could be performed in such a
way as to avoid the hazard, hazardous situation
or quality non-conformance. You can get
answers by:

Recalling past accidents or quality incidents.

Discussing precautions with experienced
operators.

Observing the conduct of the work.

Observing the work being carried out.

Discussing it with the operator.

Drawing on your own knowledge and
experience.

A combination of the above.
You can identify the tasks by:

Observing the work.

Discussing the work with the operator.

Drawing on your own knowledge or
experience.


A combination of the above.
To follow the flow of production for the work area,
you can record the tasks in their normal order of
occurrence.
A combination of the above.
Can the person be struck by or come into contact
with anything harmful?
Can the person be caught in, on or between
anything?
Be sure to describe specifically what
precautions must be taken and what aids must
be used.
Can the person fall or have something fall on
them?
Take into account those already in place. Don’t
leave out important details.
Can the person suffer a strain injury?
Do not use general statements such as “be
more careful” or “be alert”.
Is the person exposed to anything injurious such as
gas, radiation, welding, electricity, chemicals etc?
 Developed by the Brief Group Pty Ltd
February 2003
Corrective Action
Ensure (eg: by numbering or alignment) that
each recommended control is referenced to the
corresponding OH&S problem identified.
53
Appendix 8 – Safe Work Method Statement
Safe Work Method Statement
Organisation:
Work Description:
Page:
of:
Date:
Department/ Location of Work:
Authorised Person/s:
Manager:
Qualifications/ Training:
Qualifications/ Training:
References:
Tools/ Equipment Required:
 Developed by the Brief Group Pty Ltd
February 2003
PPE Required:
54
Task Stages
OH&S Problems
Risk
Corrective Action
Authorised by:
Name: ______________________________________Position: _________________________________Signature: ___________________________
 Developed by the Brief Group Pty Ltd
February 2003
55
Appendix 9 – Site Safety Rules
Purpose:
The Site Safety Rules establish the basic requirements for OH&S that apply to
all persons on Hobart Food Equipment premises.
Application:
All persons, including visitors and contractors.
Definitions:
Plant:
PPE:
MSDS:
Premises:
Responsibilities:
All employees are to comply with this procedure.
All Contractors and Visitors are to comply with this procedure.
All Managers and managers are to comply with and implement this procedure
for employees, contractors and visitors.
The OHS Committee is to review this procedure at 6-monthly intervals.
Any equipment, fixed, mobile or portable, used to perform work.
Personal Protective Equipment.
Material Safety Data Sheet.
Building or places where persons work.
(a) Behaviour
Running and throwing of objects in the workplace is not allowed. Also, horseplay or skylarking,
particularly where it may expose any person to potential injury will not be tolerated. Any person/s
involved in such behaviours will be subject to the company’s disciplinary procedures.
(b) Clothing
Appropriate professional business attire is the minimum standard of dress.
(c) PPE
All persons in the workplace are to wear the personal protective equipment (PPE) as supplied
wherever signs in the workplace indicate the need to do so or in recognised PPE areas
Persons working in the Warehouse and operating the forklift are to wear steel capped footwear.
(d) Smoking
This site is a no smoking site during working hours in the workplaces. Persons wishing to smoke must
do so outside the buildings.
(e) Alcohol/ Drugs
Alcohol and drugs are not permitted on the premises. Any person who exhibits behaviour that
indicates an inability to perform work safely will be sent off premises. For further detail please refer to
the Drug and alcohol policy.
 Developed by the Brief Group Pty Ltd
February 2003
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(f)
Manual Handling
Any person who feels that a load they are required to lift or otherwise move is either too heavy or too
awkward for them to move is to seek assistance from other persons or the forklift. Any person asked
for such assistance is to co-operate as far as practicable with this request. Any task that is believed by
any person to be a manual-handling hazard is to be reported to their Manager so that a risk
assessment can be undertaken.
(g) Hazard Reporting
Any person who identifies a potential danger or hazard in the workplace is to first do what they can,
provided it is safe to do so in their opinion, to make the situation safer. Warning nearby persons of the
danger, highlighting the danger in some way or isolating it could do this. The hazard is then to be
reported to the Manager for that area or the local OHS Representative or OHS Committee
Representative if no Manager is present.
(h) Accident/ Injury Reporting
Any injury is to be reported without delay to the first aid person so that the injury can be treated and
recorded. The first aid person is to determine if treatment is within their ability and, if it is, to ensure
that the injury and treatment are recorded in the Register of Injuries book in the first aid kit. If they are
not already aware, the Manager of the injured person is to be made aware as soon as possible. In
serious cases where the injured person requires hospital or Doctor treatment, the Return to Work Coordinator and OHS Representative are to be informed.
(i)
Breaches of Safety Rules
Any breach of the site or legal safety requirements will result in the offending person being subject to
disciplinary procedures. These procedures are as follows:

For a first warning, the person will be verbally warned and retrained and a note will be made of
this on their personal file.

For the second warning, the person will receive a written warning, a copy of which will be placed
on their personal file.

For a third warning they will receive a final warning that any further breach will result in summary
termination of employment.
In some cases, where the breach is deliberate and creates a situation of such high risk that other
persons are placed at risk, then summary dismissal, when the full circumstances of the case are taken
into account, may result.
(j)
Isolation of Power/ Plant
When any maintenance or set-up task is being performed on any Plant, or Plant is unsafe to turn on or
operate, it must be isolated either by disabling its power supply and, where possible, by barricading
the plant to prevent access.
Isolation is to be effected by the removal by the person carrying out the work of any operating key,
placing an authorised isolation tag over the operating controls and unplugging or blocking of any
 Developed by the Brief Group Pty Ltd
February 2003
57
electrical, fluid or mechanical power source. The isolation tag is to be completely filled in and signed
and dated. The reason for the isolation and the person who placed the tag are to be clearly identified.
Only the person who has placed the isolation tag is authorised to remove it. If this person is
unavailable then the Department Manager, after thoroughly inspecting the situation to ensure that it is
safe to do so, are authorised to remove the isolation.
(k) Hazardous Substances on Site
Any person, including contractors or sub-contractors, who bring any hazardous substance on site is to
provide in advance an MSDS for that substance to site management.
Any person using or storing a hazardous substance on site is to do so in accordance with all
information supplied in the relevant MSDS for that substance.
(l)
Plant/ Premises Repairs
Any breakdown of plant or damage to premises is to be reported to the Building Manager. The
Building Manager is to organise repair to be carried out. Any plant concerned is to be isolated until
such repair has been affected and the correct operation of the plant confirmed.
(q) Electrical Leads
No electrical leads or extensions should be left exposed on the floor of office or warehouse areas
where they can form a trip hazard or that could be subject to damage from trolleys, vehicles or
dropped objects.
Any electrical lead where the outer insulation is damaged may be repaired by electrical tape but this
must be remedied within one shift. Any case where the inner coloured insulated wires of an electrical
cable are exposed must be reported to a manager. If the copper cores are showing the cable must be
switched off, removed from any power source and isolated by tagging to indicate that it cannot be
used.
(m) Ladder Use
Where access to high shelves or tops of cupboards in the office or stores is required, persons are not
to use chairs but are to use the small stepladders provided.
(n) Access/ Egress
Access to all fire fighting equipment such as fire extinguishers and fire hose reels must be kept clear.
Fire extinguishers and fire hose reels are not to be used as storage items for clothes, PPE, rags,
leads, hoses, materials etc.
All passageways to emergency exits must be kept clear of stored material, rubbish etc.
Nothing is to be stored in any area marked by painting on the floor.
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February 2003
58
(u) Housekeeping
All work areas are to be kept clear of accumulated scrap or rubbish at all times. Oil and water leaks
are to be reported and absorbent material used to remove the leaked fluid.
All workplace waste containers are to be regularly emptied by the cleaner.
No unreasonable collection of combustible material should be allowed to accumulate in office or
warehouse.
(o) First Aid
First aid is only to be given by authorised and trained first aiders whose name appears on the front of
first aid kits. First aiders are to complete the Register of Injuries form and report the treatment to the
Manager.
(p) Signs
All persons must comply with the requirements of any safety signs on site.
The wilful defacing of any sign is an offence.
Damage to any safety sign is to be reported without delay to the area Manager.
 Developed by the Brief Group Pty Ltd
February 2003
59
Appendix 10 – Plant/Workplace Hazard Identification Checklist
Workplace/ Task/ Equipment assessed:
Assessment team:
Item
Comment
Physical Hazards.
Gravitational – falling
person.
Gravitational – falling object/
substance.
Noise.
Vibration.
Radiation sources (x-ray,
laser, microwave.
Ultra-violet light radiation
sources (eg: sunlight,
welding flash).
Manual handling.
Liquid/ air/ gas pressure.
Fire or explosion.
Thermal.
Laceration.
Access/ egress.
Restricted/ confined space.
Operator comfort.
 Developed by the Brief Group Pty Ltd
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Item
Comment
Air quality.
Lighting.
Chemical Hazards.
Explosive.
Flammable gas.
Flammable liquid.
Flammable solid.
Reactive.
Toxic.
Corrosive.
MSDS available and in good
condition.
Biological Hazards.
Exposure to bacteria/
viruses.
Exposure to fungi/ parasites.
Short/ long-term health
effects.
Mechanical/
Electrical Hazards.
Impact and crushing.
Shearing.
Entanglement.
Laceration.
Controls - identification and
ease of operation.
 Developed by the Brief Group Pty Ltd
February 2003
61
Item
Comment
Electricity.
High frequency radiation
source.
Electro-magnetic radiation.
Psychological
Hazards.
Operator isolation.
Noise.
Interruptions.
Boring tasks.
Exposure to assault/ verbal
abuse.
Work/ production targets.
Assessment Team Leader Name: _________________________________________________
Signature: ___________________________________________________Date: _____________
 Developed by the Brief Group Pty Ltd
February 2003
62
Appendix 11 – Accident/ Incident Report and Investigation Form
Reference No. ______________
 Injury
 Damage
 Near Miss/ Hit
Site: ___________________________________________________________________
Injured Person Details
Surname: ___________________________________ First Name: _________________
Date of Birth: ___________ Sex M/F__________ Contact No.______________________
Occupation/ Job Title & Details
How long at this occupation:
Description of occupation:
Main tasks performed:
Training provided:
Time & Date of Damage/ Accident/ Near Miss
Reported: ____ am/pm ____/___/___ Report Received: ____ am/pm ____/___/___
Accident Results
 Fatal
 Hospital in-patient
 Property damage
 Doctor only
 First aid only
 Nil (injury/ damage)
Nature of injury, disease or damage:
Details of plant/ equipment damaged:
 Developed by the Brief Group Pty Ltd
February 2003
63
Location of injury, disease or damage
Description of Incident
What was the worker doing at the time?
Name/s of witnesses:
Signature of worker: _______________________________________ Date: _____/_____/______
Investigation
How exactly was the injury, disease or damage sustained (what happened)?
What was the sequence of events that led to the event?
List contributing factors
Management system breakdown/s:
Investigator: ______________________ Signature: ___________________ Date:
___/___/___
 Developed by the Brief Group Pty Ltd
February 2003
64
Remedial Action/s
Immediate actions:
Long term actions:
Estimated Cost of Incident: ____________________________________________________
Closeout
Comment:
OH&S Representative Signature: __________________________________ Date: __________
 Developed by the Brief Group Pty Ltd
February 2003
65
Appendix 12 – Manager OHS Competency Matrix
Name
Competency
O
H
S
R
E
S
P
O
N
S
I
B
I
L
I
T
Y
H
A
Z
A
R
D
H
A
Z
A
R
D
I
D
E
N
T
I
F
I
C
A
T
I
O
N
R
E
P
O
R
T
I
N
G
R
I
S
K
R
I
S
K
A
S
S
E
S
S
M
E
N
T
C
O
N
T
R
O
L
H
A
Z
A
R
D
O
U
S
S
U
B
S
T
A
N
C
E
S
A
C
C
I
D
E
N
T
I
N
V
E
S
T
I
G
A
T
I
O
N
S
A
F
E
W
O
R
K
M
E
T
H
O
D
S
T
A
T
E
E
M
E
R
G
E
N
C
Y
W
O
R
K
P
L
A
C
E
P
R
O
C
E
D
U
R
E
S
I
N
S
P
E
C
T
I
O
N
S
O
N
T
H
E
J
O
B
T
R
A
I
N
I
N
G
O
H
S
O
H
S
I
N
D
U
C
T
I
O
N
P
R
O
C
E
D
U
R
E
S
Reviewed by
Name: ____________________________ Position: _______________________________
Signature: ___________________________________________ Date: _____________
 Developed by the Brief Group Pty Ltd
February 2003
66
Appendix 13 – Employee OHS Competency Matrix
Name
Competency
I
N
D
U
C
T
I
O
N
T
R
A
I
N
I
N
G
O
H
S
R
E
S
P
O
N
S
I
B
I
L
I
T
I
E
S
H
O
U
S
E
K
E
E
P
I
N
G
H
A
Z
A
R
D
H
A
Z
A
R
D
I
D
E
N
T
I
F
I
C
A
T
I
O
N
R
E
P
O
R
T
I
N
G
O
H
S
P
R
O
C
E
D
U
R
E
S
S
I
T
E
S
A
F
E
T
Y
R
U
L
E
S
A
C
C
I
D
E
N
T
R
E
P
O
R
T
I
N
G
W
O
R
K
G
R
O
U
P
M
E
E
T
I
N
G
S
M
A
N
U
A
L
H
A
N
D
L
I
N
G
H
A
Z
A
R
D
O
U
S
S
U
B
S
T
A
N
C
E
S
Reviewed by
Name: ____________________________ Position: _____________________________
Signature: ___________________________________________ Date: ______________
 Developed by the Brief Group Pty Ltd
February 2003
67
Appendix 14 – External OHS Competency Matrix
Name
Competency
F
I
R
E
E
X
T
I
N
G
U
I
S
H
E
R
U
S
E
F
I
R
S
T
A
I
D
W
A
R
D
E
N
S
T
R
A
I
N
I
N
G
R
E
H
A
B
I
L
I
T
A
T
I
O
N
C
O
O
R
D
I
N
A
T
O
R
O
H
S
R
E
P
R
E
S
E
N
T
A
T
I
V
E
S
M
A
N
U
A
L
H
A
N
D
L
I
N
G
S
U
P
E
R
V
I
S
I
O
N
Reviewed by
Name: _________________________________ Position: __________________________
Signature: ___________________________________________ Date: _____________
 Developed by the Brief Group Pty Ltd
February 2003
68
Appendix 15 – Competency Assessment Record Sheet
Person Assessed: ___________________________________________ Date: ________________
Task/ Operation: __________________________________________________________________
Location: ________________________________________________________________________
Assessor Name: __________________________________________________________________
Position: ________________________________________________________________________
NOTE: “Y” indicates that the competency has been demonstrated.
“N” indicates that the person is not yet competent for that criteria.
Competency Criteria
 Developed by the Brief Group Pty Ltd
February 2003
Y/N
Comment
69
Competency Criteria
Y/N
Comment
Comments:
Signature of person assessed: _____________________________________________________
Signature of assessor: __________________________________________ Date: ____________
 Developed by the Brief Group Pty Ltd
February 2003
70
Appendix 16 – Workplace Induction Checklist
Name of Inductee:
Date:
Workplace:
Person Conducting Induction:
Position:
Note: the signature is used to indicate that the particular topic signed for has been covered. It is not
proof that the person has fully understood the information.
Signature of
Inductee
Topic
1.
Workplace PPE and clothing requirements.
2.
Safe Work Method Statement for the work they will be
undertaking.
3.
MSDS for any Hazardous Substances the employee
may come into contact with.
4.
Specific work area hazards and their controls.
5.
Site Safety Rules.
6.
Plant maintenance and repair procedures.
7.
Accident Reporting.
8.
Hazard Reporting.
9.
Introduction to OH&S Representative.
10.
Introduction to the First Aider/s.
11.
Emergency Procedures.
Signature of
Person
Conducting
Induction
Comments:
Person Conducting Induction:
Position:
 Developed by the Brief Group Pty Ltd
February 2003
Date:
Signature:
71
Appendix 17 – Contractor Induction Checklist
Name of Inductee:
Date:
Employer:
Workplace:
Person Conducting Induction:
Position:
Note: the signature is used to indicate that the particular topic signed for has been covered. It is not
proof that the person has fully understood the information.
Signature of
Inductee
Topic
1.
OH&S Policy:
2.
Workplace PPE and clothing requirements.
3.
Site Safety Rules:
4.
Specific work area hazards and their controls.
5.
Accident Reporting.
6.
Hazard Reporting.
7.
Introduction to OH&S Representative.
8.
Introduction to the First Aider/s.
9.
Emergency Procedures.
Signature of
Person
Conducting
Induction
Comments:
Person Conducting Induction:
Position:
 Developed by the Brief Group Pty Ltd
February 2003
Date:
Signature:
72
Appendix 18 -
Sample Return to Work Summary
Return to Work Commitments
1. Occupational Health and Safety
To prevent injury and illness by providing a safe and healthy working environment.
2. Return to Work
To manage the process of return to work in the workplace to ensure that all injured workers have
the opportunity to recover and return to work by:
 Ensuring that return to work as soon as possible is a normal expectation
 Ensuring that access to rehabilitation services such as rehabilitation providers for









workers who need them
Provide suitable duties where practicable
Consulting with the workers nominated treating doctor about return to work
Consulting with workers and, where applicable, unions
To ensure that the return-to-work program operates smoothly and effectively
Participating in the development of an injury management plan for a worker with a
significant injury
Informing workers of their rights in relation to a workers compensation claim including
the right to choose their own doctor and rehabilitation provider
Providing access to interpreter services where needed
Ensuring workers are not dismissed within 6 months of injury, solely or principally
because of their injury
Advising employees that refusal to cooperate with their injury management plan may
result in suspension of weekly benefits
3. Confidentiality
To maintain the confidentiality of rehabilitation records.
Please note that the Assistant Accountant is the Workplace Contact for facilitating the
injured worker’s Return to Work and should be consulted with as soon as possible after the
injury.
 Developed by the Brief Group Pty Ltd
February 2003
73
Return to Work Procedures
1. When work injury or illness occurs
Significant injuries will be reported to the insurer within 48 hours, an accident form will be
completed and immediate treatment arranged whether a claim is made or not.
2. Return to Work
Employers should arrange for a suitable person in the organisation, or their workers
compensation insurer, to:
 Assist the worker in filling out workers compensation claim forms
 Explain the return to work process to the injured worker
 Ensure that the worker is offered the help of an accredited rehabilitation provider where
necessary
 This provider should be given reasonable access to the workplace
 Arrange for worker’s return to work on the advice of their nominated treating doctor or
rehabilitation provider.
3. Providing Suitable Duties
When medical advice says the worker is fit for some work the employer should, so far as practicable,
provide suitable duties. Suitable duties must be approved by the treating doctor. They should not be
token or demeaning and should be reviewed regularly.
4. Consultation
The employer is required to consult with the injured worker, the doctor, the insurer, and other workers
about the injury management plan for an individual worker.
5. Resolving Disputes
Rehabilitation disputes are usually resolved by negotiating between the parties. If you cannot resolve
the problem contact your insurer and ask for advice.
Workers Compensation and Rehabilitation Provider
Insurance Provider
Hobart Food Equipment Insurance
Provider is:
QBE
Rehabilitation Provider
Hobart Food Equipment
Rehabilitation provider is:
To be allocated by the insurer
Phone: 02 93754454
Contact:
Policy Number:
Approved by______________ Signed____________
Dated_____________
This policy is to be reviewed no later than:
 Developed by the Brief Group Pty Ltd
February 2003
74
Appendix 19 -
Injury Notification Fax
To:
Date:
Fax:
From:
Re:
Pages:
Hobart Food Equipment
Return to Work
Coordinators Phone:
Policy Number:
Contact
:
INJURY NOTIFICATION –
Tick if applicable (more than one can be ticked if necessary)
 Non-disturbance Occurrence
 Medical Assistance Needed
 No Medical Assistance Required
 The employee needs time away from normal duties
 The injury is aggravated by normal duties
 Notification Only (An injury where no compensation is likely to be payable)
Injured Worker’s Details
Employees full name
Employees contact details
(Address and Contact
Numbers)
Treating Doctor Details
(Name, Address and contact
numbers)
Nature of Injury
Time and date of injury
How and where did the injury
occur?
Describe the worker’s injury
or condition
Other comments
 Developed by the Brief Group Pty Ltd
February 2003
75
Appendix 20 -
Letter to Injured Employee
DATE
EMPLOYEE NAME
EMPLOYEE ADDRESS
Dear EMPLOYEE NAME,
On behalf of Hobart Food Equipment please accept our best wishes for your recovery
following your recent injury/illness. As a valued member of the organisation we know that
your friends and colleagues your friends and colleagues are missing you at work.
The company’s full rehabilitation services are available if required to assist your recovery. If
you request, we can also make available to you our Return to Work Policy. I will contact
you shortly to discuss how we can best assist you.
If in the meantime you wish to contact me to discuss this matter further, please feel free to
contact me on CONTACT NUMBER.
Yours sincerely,
RETURN TO WORK COORDINATOR NAME
Return to Work Coordinator
Hobart Food Equipment
 Developed by the Brief Group Pty Ltd
February 2003
76
Appendix 21 -
Letter to Doctor
DATE
DOCTOR’S NAME
ADDRESS
Dear NAME
RE: WORKCOVER RETURN TO WORK GUIDELINES
Please be advised that in accordance with WorkCover legislation, I have been appointed
as the Return to Work (RTW) Coordinator for Hobart Food Equipment. As a provider of
medical services to PATIENT NAME and with patients who may be employed by this
company, you will no doubt be interested to learn of our rehabilitation program. I also wish
to briefly inform you of my role.
RTW COORDINATOR RESPONSIBILITIES
Hobart Food Equipment is committed to the prevention of occupational injury/illness and to
workplace-based rehabilitation. In particular, early commencement of rehabilitation is
encouraged and, therefore, suitable duties or employment are provided where practicable.
My responsibilities focus on facilitating the injured worker's return to work and coordinating
the individual return to work program. In order to assist you and other parties involved in
this return to work process I am required under the provisions of the Workers
Compensation Act, 1987 to coordinate contact between the injured employee and
medical/rehabilitation professionals, managers and union representatives.
To help the return-to-work and rehabilitation program it is necessary for me to be able to
discuss the worker's injury/illness with you. As you would be aware, a consent declaration
is signed by the injured worker at the bottom of the WorkCover medical certificate to
facilitate the necessary discussions. Naturally all information obtained regarding the injured
worker would be treated in strict confidence.
I trust this letter provides sufficient information of our company's employee Return to work
program and my role within it. I would welcome any enquiry from you and can be
contacted on at the office or on NUMBER.
Yours sincerely,
NAME
Return to Work Coordinator
Hobart Food Equipment
 Developed by the Brief Group Pty Ltd
February 2003
77
Appendix 22 Surname:
Return to Work Notes
Other names:
Oraha
Claim number: Remoon
Employee Contact
Details
Name:
Address:
Contact Details:
Nominated
Treating Doctor:
Name:
Address:
Contact Details:
Rehabilitation
Provider
Name:
Address:
Contact Details:
Insurer:
Claims Manager:
Contact Details:
Company:
Return to Work Coordinator:
Manager:
D
a
t
e
Notes
 Developed by the Brief Group Pty Ltd
February 2003
78
Appendix 23 – Return to Work Checklist
Date
Sign
Yes
No
N/A
Date of injury
Date of injury notification
Insurance company notification
WorkCover medical certificate received*
Accident Notification/ Investigation form received
WorkCover notified immediately for Non-disturbance Occurrences and within 7
days for significant injuries
WorkCover Incident Form sent to WorkCover within 7 days
Contact made with injured employee
Contact made with the NTD
Letter sent to injured employee
Letter sent to NTD
RTW plan developed within 3 days for significant injury
Claims forms submitted to insurer within 7 days
*medical certificate Unfit
Fit suit. Duties
Fit full pre-injury duties  Until
____/____/____
Unfit 
Fit suit duties 
Fit full pre-injury duties  Until
____/____/_____
Unfit 
Fit suit duties 
Fit full pre-injury duties  Until
____/____/_____
Unfit 
Fit suit duties 
Fit full pre-injury duties  Until
____/____/_____
Unfit 
Fit suit duties 
Fit full pre-injury duties  Until
____/____/_____
Unfit 
Fit suit duties 
Fit full pre-injury duties  Until
____/____/_____
Date
Sign
Yes
No
N/A
Preliminary RTW plan developed
Preliminary RTW plan sent to NTD
NTD verifies RTW plan
RTW plan sent to insurer and injured employees manager
IM plan received from insurance company within 3 days
*Return to work plan complete, review date____/____/_____
*Return to work plan complete, review date____/____/_____
*Return to work plan complete, review date____/____/_____
*Return to work plan complete, review date____/____/_____
This checklist is to be used in conjunction with the RTW Flowchart
 Developed by the Brief Group Pty Ltd
February 2003
79
Appendix 24 – Return to Work Flowchart
Developed by the Brief Group Pty Ltd
February 2003
80