Contributing to Workplace Procedures for Identifying Hazards and Controlling Risks

All workplaces hold potential risks to people’s physical and mental health and safety. Any practice that a worker uses to increase either the safety of the work environment or to introduce practices that keep workers safe is referred to as workplace health and safety (WHS). WHS practices and legislation help to keep you, your work colleagues, clients, and visitors to your workplace safe and reduces the occurrence of illness, injury, and accident.

The full definition of occupational health, set jointly by the International Labour Organization (ILO) and the World Health Organization, reads:

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In previous years, each state and territory in Australia has had their own legislation, guides, standards, and acts covering WHS practices. Thus, Safe Work Australia was set up to facilitate ‘harmonised’ workplace health and safety laws, making them more consistent across jurisdictions. Safe Work Australia also developed the model WHS laws, comprised of model WHS Act, model WHS Regulation, and model WHS Codes of Practice for guidance. As of year 2021, all states and territories, excluding Victoria and Western Australia, had implemented the new WHS laws, and Western Australia on its way – see the following extract.

While most jurisdictions now implement the same laws, the WHS regulatory authorities of each state/territory remain responsible for regulating the WHS laws within their state, hence it is important for you to refer to respective regulator to clarify how WHS laws are implemented in your specific jurisdiction. The table below lists the regulatory authorities that are responsible for implanting, regulating, and enforcing workplace health and safety laws within each jurisdiction of Australia.

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WHS Acts and Regulations set out requirements about how work should be undertaken and what policies and procedures must be in place in order to keep the workplace safe.

WHS requirements will vary depending on the worker’s role and the industry they work in. It is the responsibility of each worker to know their WHS requirements, undertake daily work routines with safety in mind, and apply safe work practices in their role. The duties and responsibilities of the major WHS parties are outlined in the table on the following pages.

As you can see, every worker has workplace health and safety responsibilities under the Work Health and Safety Act 2011. Some workers may take additional WHS responsibilities if they are a health and safety representative (HSR) in their workplace or become a member in the health and safety committee (HSC). Health administrators may often act as representatives.

The person conducting a business or undertaking (PCBU) has the primary duty of care to, so far as reasonably practicable, ensure the health and safety of their workers. PCBUs can be either an individual or an organisation, (i.e., in the allied health sector PCBUs are generally the allied health organisation itself).

The responsibilities and accountabilities of the PCBU are supported by the PCBU’s officers (i.e., officers of the organisation) who must exercise ‘due diligence’ to ensure that the PCBU complies with their duty and that their organisation fulfils its WHS requirements. Not all leaders in a workplace are necessarily officers. An ‘officer’ refers to a person who “makes, or participates in making, decisions that affect the whole, or a substantial part, of” how the organisation operates (Workplace health and safety act 2011 (NSW) s. 252). Officers are generally those in senior management positions. These individuals have a legislative responsibility to exercise due diligence and be proactive in addressing WHS issues in the organisation in a timely manner. The following extract outlines the responsibilities involved in ‘due diligence’.

In addition, clients, and any other persons (e.g., contractors, volunteers, families, carers) attending the workplace are obligated with WHS responsibilities under the Work Health and Safety Act 2011 section 29, such as to cooperate with the workplace’s WHS procedures:

Ultimately, safe work practices are the responsibility of every person in the workplace. You will be required to follow relevant WHS legislation in order to conduct your work safely. Most organisations will have a range of policies and procedures and code of conduct in place that underpin the management of work health and safety to ensure adherence to the relevant WHS laws. It is essential that all workers adhere to their organisation’s policies and procedures for safe work practices. For example, most organisations will have established policies and procedures concerning:

• Risk management – This usually includes procedures for hazard identification, risk assessment, and the control measures implemented to monitor and reduce risks identified in the workplace (e.g., a requirement to complete Hazard Logs when a hazard is identified in the workplace, monthly vehicle maintenance checklists).
• Incident and injury reporting – WHS laws require some serious incidents to be reported to respective WHS regulator. Organisations are also likely to require documentation of all near-misses, incidents, and injuries (e.g., staff to complete an Incident Report following a workplace incident) which informs risk management.
• Consultation and participation – This includes how general staff will be consulted in relation to WHS matters as required by the laws (e.g., monthly meetings for all workers in which WHS issues are discussed), as well as involvement of WHS Reps and committee.
• Specific WHS policies and procedures, such as harassment and grievance, induction, anti-bullying, and alcohol and other drug use. These documents usually provide guidance for WHS compliance such as documentation requirement, who to report to and steps to escalate the matter (where necessary).

You will typically be provided with information about your workplace’s WHS policies and processes, as well as the specific WHS-related responsibilities of your role, when you begin your employment with a new organisation. It will be your responsibility to ensure that you are familiar with these policies within your own workplace and that you successfully conduct your work in accordance with all WHS requirement.

Additionally, depending upon the exact requirements of your role, you may require extra training to ensure you are able to successfully identify and address hazards and risks and plan your work according to safe work practices. For example, workers conducting home visits will require training in the use of risk assessment checklists, and workers with computer-based desk jobs will require health and safety training such as being trained in ergonomic workstation set-up and the importance of taking regular breaks.

The WHS requirements of your workplace may seem unnecessary at times, but they are there for your protection and the protection of others. Ultimately, by complying with all WHS legislation, standards, and codes of practice you are helping to ensure the safety of yourself, your colleagues, and your clients.

Remember that each workplace will have different WHS policy and procedures, and it is important that you find out those of your own workplace and do so every time you enter into a new workplace. If you are ever uncertain about how to apply a particular policy or how to fulfil the WHS-related requirements of your role you should consult your policies and procedures manual and/or seek clarification from your supervisor. As an example, consider the case study below which outlines one process that a worker can take when they identify a WHS issue in their workplace.

In the above case study, a worker identified a WHS issue, checked her organisation’s policies and procedures to find out how to report the matter, and then followed those procedures. In this example, the worker readily identified the presence of an issue herself; however, in practice, there are a number of processes workers may use to identify the presence of WHS hazards in the workplace.

Most organisations have specific policies and procedures in place that underpin the management of work health and safety to ensure adherence to the relevant WHS laws. A WHS policy outlines the organisation’s commitment to the principles of WHS in compliance with relevant WHS Acts and Regulations, while WHS procedures outline the actions required to put the policy into practice (WorkSafe Victoria, 2006). To help workers understand their duties in promoting WHS, organisational management must develop clear WHS policies and processes that include easily understood and practical steps that workers can follow to fulfil their WHS responsibilities.

Most organisations will have a range of WHS-related policies and procedures. For example, most organisations will have policies and procedures relating to:

• Hazard identification, risk assessment, and control (e.g., a requirement to complete Hazard Logs when a hazard is identified in the workplace, monthly vehicle maintenance checklists, etc.)
• Hazard, incident, and injury reporting (e.g., a requirement to complete an Incident Report following a workplace injury)
• Consultation and participation (e.g., a requirement for monthly meetings for all workers in which WHS issues are discussed, designated persons for raising WHS issues, etc.)
• Quality system documentation (e.g., ensuring that authorised and standard documentation that meets legal requirements is used across the organisation, ensuring that incident reports, checklists, log books are completed, etc.)
• Use of personal protective equipment (PPE) (e.g., a requirement to specific protective gear, such as gloves, personal alarms, etc.)

These policies and procedures are specifically developed to ensure compliance with WHS legislation in relation to various aspects of managing work health and safety. You will learn much more about these various requirements throughout this module; however, for more practical information on how workplaces can comply with WHS laws, you can refer to the Model Code of Practice and other guidance materials available on the Safe Work Australia website.

In addition to specific WHS policies and procedures, you may also need to follow other policies and procedures that provide guidelines to workers in managing particular hazards or completing their work safely. Let’s take a quick look at some of these policies and procedures.

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Human Resources Policies and Procedures

There are a number of human resources policies and procedures that serve to outline responsibilities and processes to ensure health, safety, and wellbeing of workers within workplace. These policies and procedures may include:

• Emergency management
• Fire prevention and control
• First aid
• Working environment risks
• Workplace violence (e.g., workplace bullying, aggressive clients, etc.)
• Shift work and remote or isolated workers
• Drugs and alcohol within workplace
• Smoking in the workplace
• Manual handling
• Safe vehicle operation
• Fatigue management
• Mental health

Human resources policies and procedures are designed to provide workers and management with best practice requirements for fulfilling their WHS obligations within the workplace. Some of these also help to fulfil obligations to comply with legal requirements such as the Fair Work Act and Anti-discrimination legislation. These are important policies and procedures and it is important that they are easily accessible to workers. Additionally, it is important to understand that all policies and procedures will need to be reviewed regularly and updated (this is typically the responsibility of organisational management).

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Emergency Procedures

It is important that all workers know how to respond in an emergency situation. Some workers may be assigned specific roles (such as fire warden) during emergency situations and will need to receive specific training before they can undertake the role. However, even if a worker is not assigned a specific role, it is imperative that they are trained in what to do in the case of an emergency. Employers have a duty of care towards their employees to ensure that they have an emergency management plan and that all workers are aware of their responsibilities.

Emergencies refer to any abnormal or sudden event requiring an immediate action. Examples of an emergency include:

• Events that cause serious injury (e.g., a vehicle accident while a worker is transporting clients).
• Events requiring evacuation (e.g., a fire alarm being activated).
• Fires and explosions (e.g., a fire might occur in the staff kitchen).
• The spilling of hazardous substance and chemicals (e.g., a client may present with a toxic substance).
• Bomb threats and alerts (e.g., a bomb threat might be phoned in).
• Security emergencies, such as armed robberies, intruders, and disturbed persons (e.g., a disgruntled family member might present at the premises).
• Internal emergencies, such as loss of power or water supply, and structural collapse (e.g., a power outage in the area restricts communication).
• External emergencies and natural disasters, such as floods, storms, and traffic accidents impacting on the organisation (e.g., flash flooding from a storm might prevent entry into the premises).

Each worker must be familiar with their organisation’s policies and procedures in the event of an emergency. You should make yourself familiar with your organisation’s emergency management plan (also called emergency response procedures). Under WHS legislation, it is the duty of all PCBUs (persons conducting a business undertaking) to have an emergency management plan or response procedures for their workplace (Safe Work Australia, 2021). The following extract outlines what a workplace emergency plan should contain.

The following is the evacuation information provided by Fire and Rescue NSW (2021):

The case study below demonstrates how a worker should typically respond in the event of an emergency:

Most workplaces will have some way of signalling to their workers that a situation has occurred that requires immediate attention. In most cases, this will be in the form of an alarm. Although emergencies may not be common, workers need to be ready to act quickly when signals and alarms start to sound. Emergency signals and alarms may include:

• Machinery malfunction alarms.
• Fire alarms.
• Evacuation alarms or announcements.
• Reversing beepers on a mobile plant (such as a truck).
• Code words in announcements.

All workers should know what to do when they hear an alarm. Different signals and alarms will require workers to do different things, therefore, it is important to know the difference between each alarm and be aware of the procedures that will follow. For example, in the case of a fire alarm, workers may be asked to immediately walk quickly and calmly to a designated assembly area. However, in the case of an intruder in the building, the procedure may be to remain in the building, notify security immediately, and record observations for the police.

Workers should also be aware when alarm systems are being checked, as alarms are often tested to ensure they are working correctly. Typically, a workplace will inform workers that the alarm systems are being checked and will ask workers to carry out their daily tasks as usual. However, it is also common for workplaces to have emergency drills that will require workers to treat an alarm as though it is a real emergency and proceed as appropriate. It is important that workers take these drills seriously as they will help them to understand what to do in the case of a real emergency.

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Code of Conduct

In most organisations, workers will also need to comply with a code of conduct, which is a document that outlines specific requirements that workers must comply with while carrying out their duties as part of their role. While Codes of Conduct do vary from organisation to organisation, they generally include a series of statements such as:

• I will immediately report abuse, neglects, accident, incident, injury or event.
• I will document all details of any accident/incident via an appropriate form.
• I will not be under the influence of drugs or alcohol at any time while conducting my duties.
• I will always act with due diligence in regard to WHS and ensure the safety and wellbeing of all those around me.
• I will execute my activities in accordance with appropriate standards and relevant legislation.
• I will only provide work-based activities for which I am capable and qualified and are safe to provide.
• I will report any concerns regarding WHS to the designated person.
• I will operate a motor vehicle safely and in accordance with all laws and legal obligations.
• I will maintain my best efforts to provide a working environment where services can be delivered safely.

A code of conduct sets out an organisation’s expectations for workers to conduct their work in a safe, legal, and ethical manner. It is also important to note that a signed employee Code of Conduct can be considered a legal document and therefore failure to comply can result in legal prosecution.

Information about the workplace’s WHS policies and procedures, as well as the specific WHS-related responsibilities of an individual’s role, will be provided to all workers within the organisation. These documents are usually set out in the organisation’s policies and procedures manual or intranet that workers can easily access. While it is the worker’s responsibility to ensure that they understand and comply with these policies, workers should seek clarification or raise WHS issues with their supervisor. Additionally, workers should refer to relevant policies and procedures when dealing with any WHS issues.

The presence of clear WHS and WHS-related policies and procedures helps to ensure that all workers comply with WHS requirements or identify the presence of hazards and breaches of policies. Let’s take a look at a case study that demonstrates how an allied health worker identifies a WHS-related issue, consults their policies and procedures, and takes appropriate steps based upon these policies and procedures.

In this scenario, the health administration officer identified a WHS issue, checked her organisation’s policies and procedures to find out how to report the matter, and then followed those procedures. While in this example the worker readily identified the presence of an issue herself, in practice, the organisation should ensure that there are procedures in place to help workers identify the presence of any potential WHS hazards in the workplace so as to manage work health and safety risk. Indeed, effective hazard identification processes is a core component of the appropriate management of risks to health and safety in the workplace. Of course, it is not the only component – let’s explore the core aspects of managing work health and safety risk.

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As previously discussed, PCBUs have the primary duty for managing work health and safety risks in the workplace. However, managers, coordinators, and supervisors may also be legally obliged to exercise due diligence to establish and maintain the WHS management systems of an organisation in compliance with the relevant WHS Acts and Regulations. As a health administrator, you will be required to understand, comply with, and contribute to the WHS practices of the organisation. This requires all workers to contribute to the management of WHS risks.

According to Safe Work Australia (2018), the process of managing work health and safety risks can be summarised in the following four steps:

1. Hazard identification – find out what could cause harm;
2. Risk assessment – understand the nature of the harm that could be caused by the hazard, how serious the harm could be and the likelihood of it happening;
3. Risk controls – implement the most effective control measure that is reasonably practicable in the circumstances; and
4. Review control measures – to ensure they are working as planned.

Let’s explore each of these steps in detail.

A hazard refers to a source or situation with the potential for harm in terms of human injury or ill-health, damage to property, the environment, or a combination of these. A risk refers to the probability and consequences of injury, illness, or damage resulting from exposure to a hazard. For example, doing shift work in the evening can be viewed as a hazard because it increases the risk of personal danger due to fatigue. It is important for all workers to be able to identify potential hazards within their organisation.

Hazard identification is a process that involves identifying the hazard, or the potential for harm or damage, and what contributes to it. When developing a procedural guide for identifying hazards, it is useful to consider adopting the following processes:

• Inspecting the workplace (e.g., observing how work is performed, how equipment is used, what safety practices are used, the state of workplace housekeeping, etc.)
• Consulting with workers (e.g., asking about any problems or incidents that have not been reported)
• Reviewing workplace data (e.g., analysing information about reported workplace incidents, results of inspections, complaints, worker sick leave patterns, etc.)
• Reviewing external data (e.g., external regulators, safety consultants and manufacturers/suppliers are a vital source of information for hazards associated with specific industries, pieces of equipment or the use of specific substances)

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Most of the time, hazard identification processes are conducted as part of routine workplace procedures (e.g., scheduled monitoring by the workplace health and safety officer). However, hazard identification processes should also be undertaken in specific conditions, such as:

• Before new forms of work and organisation of work are implemented (e.g., introduction of a new service)
• Before changes are made to a workplace, including changes to equipment, work processes, or work arrangements (e.g., before changing a specific process)
• As a part of planning major tasks or activities, such as equipment shutdowns (e.g., planning a group workshop)
• Following an incident report (e.g., following a physical outburst by an angry client that results in a staff member being injured)
• When new knowledge regarding the workplace becomes available (e.g., when a railing at the entrance to the building becomes loose)

Every organisation should have its own procedures in place to help workers identify hazards relevant to their work role. It can be useful to provide workers with a list of examples of common hazards found in the workplace to help increase the workers’ awareness and subsequent ability to identify hazards.

The table below, adapted from Safe Work Australia (2018)’s model Code of Practice, lists some specific types of physical hazards that you may encounter in a workplace. While some of these hazards may not be present in an allied health organisation, it is good practice to still be aware of them.

Workers also have their own, more specific, workplace hazards that they may encounter. For example, people who work in the health care industry, such as health administrators, need to be aware of the potential for:

• Ergonomic hazards caused from lifting, moving, or supporting people and performing repetitive tasks
• Medical equipment, e.g., x-rays and lasers
• Work-related stress, burnout, and fatigue
• Occupational violence, harassment or bullying
• Slips, trips, and falls
• Manual handling of packages (potential)
• Biological and/or chemical hazards
• Health risks related to working in direct contact with people who may have health conditions (e.g., working at a doctor’s clinic or hospital setting)

In the allied health sector, workers are not only exposed to hazards in their work environment, but they also need to be aware of hazards relating to direct client care. The type of hazards identified in each allied health organisation will also vary depending on the nature of services provided. To help you better understand how to develop procedures for hazard identification within the allied health sector, let’s look at a few hazards common to allied health workers.

Hazardous Manual Tasks

According to Safe Work Australia’s (2018) Hazardous manual tasks: Code of Practice, hazardous manual task is defined as:

These tasks have a potential to lead to injuries such as a musculoskeletal disorder (MSD), which refers to “an injury to, or a disease of, the musculoskeletal system, whether occurring suddenly or over time” (Safe Work Australia, 2018, p. 5). MSD may include conditions such as muscle sprains, back injuries, nerve injuries (e.g., carpal tunnel syndrome), injuries to joint and bone, and chronic pain.

In the Code of Practice, Safe Work Australia (2018) has suggested the following steps for identifying hazardous manual tasks in a work environment:

• Consultation with workers: This involves drawing on workers’ experience to identify tasks that are difficult to carry out, likely to result in muscle tiredness, putting them in awkward positions or movements, or causing any discomfort.
• Review available information: Documentations such as workplace injuries and incidents record, inspection reports, worker complaints or compensation claims can help to identify potential hazardous manual tasks.
• Look for trends: From the information collected, you may identify certain trends, such whether a particular task is more hazardous than others, or that a particular location has reported more issues than others.
• Observe manual tasks: Observing how tasks are carried out (e.g., postures) allows you to identify hazardous tasks. Particularly you want to focus on tasks that fit the criteria of a hazardous manual task above, as well as any task that may involve use of tools or equipment, and where workers have improvised to avoid discomfort.

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Slips, Trips, and Falls

Slips, trips, and falls in a workplace can also result in multiple MSDs and significant injuries. Major slip, trip, and fall hazards may include uneven or damaged floor surfaces (e.g., a ripped piece of carpet), loose mats and rugs, wet or oily floors (e.g., spills or recently washed floors), poor lighting, uneven steps or paths, a box left in a walkway, or even a faulty chair. These potential hazards must be reported promptly and recorded according to workplace procedures.

Musculoskeletal disorders (MSD) are injuries or disorders of the muscles, nerves, tendons, joints, cartilage and spinal discs.

Workers should be trained to monitor their work environment and keep paths clear of hazards such as equipment, rubbish, and electrical cords. When more permanent hazards are identified (i.e., damaged floor surfaces), they should be eliminated promptly, if possible (e.g., repair/replacement organised), and workers should be informed immediately to prevent incidents. Alternatively, preventative measures (e.g., using luminous reflective tape to mark stairs) should be implemented to reduce the risk of slip, trip, and fall.

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Infection Control

Depending upon the exact nature of their work, some workers may be exposed to higher levels of ‘biological risk’ (e.g., viruses, pathogens, etc.) when working closely with young people. Therefore, it is important that these workers understand and implement infection control procedures pursuant to WHS legislation and organisational policies and procedures. In controlling the spread of infection, one must first understand the means by which infection spreads. Infectious agents can be spread in a number of ways as outlined in the extract below.

“Infection control in the workplace aims to prevent pathogens from coming into contact with a person in the first place” (Better Health Channel, 2018). The general approach taken is to assume that everyone is potentially infectious – as such workers must be equipped with appropriate protection from the outset. It is vitally important to establish proper procedures that relate to personal hygiene and that promote workplace cleanliness. Some infection control methods suggested by the Victorian Government include:

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Vehicle and Driver Safety

In the allied health sector, workers may be required to travel or transport clients in company vehicles. Given this, it is important to ensure that the vehicles are mechanically sound and fit to drive. To identify hazards relevant to vehicle use, you should take into consideration:

Safe driving procedures can be developed to ensure that workers allow sufficient time for travelling between locations and take regular breaks when travelling for long distances. If necessary, safe driving training can be delivered to provide workers with tips for safe driving, strategies for dealing with road rage, and worker safety information (e.g., keeping doors locked, always lock vehicle, and remove keys when existing vehicle, etc.) (SafeWork SA, 2014). Regular vehicle checks should also be conducted to ensure that vehicles are in a safe operating condition. These checks are often carried out by the worker completing a vehicle inspection checklist. An example checklist is included below.

Work-Related Stress and Fatigue

Stress in the workplace is a significant issue and one that is costly to the Australian workforce. The consequences of stress include lost productivity, absenteeism, increased work accidents, and trained staff leaving the workplace. Workers in the allied health sector, such as practice managers, are particularly susceptible to burnout and need to be vigilant about managing stress and fatigue.

According to Safe Work Australia (2013), the following factors can be considered psychosocial hazards in the workplace:

Not all stress is bad; however, ongoing, unmanaged stress at work can lead to burnout and vicarious traumatisation. This is particularly relevant for allied health workers who are highly involved in providing direct client care (Safe Work Australia, 2013). Consultation with workers is vital to identifying psychosocial hazards in an organisation. Management may also identify trends in an organisation by reviewing incident reports, sick leave, and annual leave records, and records of absenteeism and staff turnover.

Although stress cannot be fully eliminated in the workplace, it can be prevented or monitored to reduce its impact on workers’ psychological health. At the organisational level, having clear and orderly work procedures and training can help workers to manage work-related stress. At the personal level, it is also important to ensure that workers are equipped with personal self-care strategies and supported to debrief after a challenging incident. Regular supervision and support are also important to help workers recognise signs of stress and fatigue. When necessary, external support can also be accessed via suitable workplace support services.

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Workplace Violence

Workplace violence (including sexual harassment, bullying, and challenging client behaviours) is considered to be one of the major contributors to work-related stress in Australian workplaces. In the allied health sector, workers often come across situations where they feel their personal safety is threatened (e.g., working alone with challenging client, working after dark, or working in isolated or remote areas). Allied health workers may also experience challenging, aggressive, or violent behaviours from interacting with clients (e.g., involuntary client) or other workers (e.g., workplace bullying). These incidents can have a cumulative effect and result in psychological harm over time.

Allied health organisations should develop WHS policies and procedures to address potential workplace violence (e.g., Prevention of workplace violence policy; Challenging behaviour procedures, etc.). Workers need to be provided with information, instruction, training, and supervision so that they are able to prevent or manage the occurrence of violence in the workplace (e.g., withdraw immediately if workers feel unsafe and report the situation, how to report workplace bullying, etc.). Some organisations will use duress alarms or implement specific systems to flag potential risks or challenging clients to relevant workers. It is also important to ensure that workers can access support systems such as debriefing and Employee Assistance Programs after incidents. As it can be difficult to anticipate the occurrence of workplace violence, training workers in interpersonal skills is also beneficial to de-escalate challenging situations and reduce impact of workplace violence (SafeWork SA, 2014).

Strategies to prevent and manage workplace violence are available in the following guidance materials:

• Guide for Preventing and Responding to Workplace Bullying (Safe Work Australia, 2016).
• Violence in the Workplace Guide (SafeWork NSW, 2022).
• Work-related Violence: Preventing and Responding to Work-related Violence (SafeWork SA, 2021).

A Note on Workplace Support Services

Although not mandated by WHS law directly, many organisations do offer workers opportunities to use various workplace support services. These services are available as additional support to workers such as those who have experienced an undue amount of stress or workplace violence. Their focus is in preventing or reducing long term impacts of incidents on workers. Typically, workplace support services may include:

• Employee assistance programs (counselling, critical incident support, disaster response, wellbeing checks, caching, peer support, team assessment, etc.)
• Medical services (flu vaccinations, health screenings, exercise and relation, nutrition and healthy eating, etc.)
• Training (managing mental health, bullying and harassment, building resilience, navigating change, mentoring, conflict resolution, building effective teams, etc.)

Workplace support services are usually offered by independent third-party services, which helps to ensure confidentiality and neutrality for workers. By offering this option to workers, organisations are able to demonstrate that effective strategies have been put in place to deal with incidents, crisis, or events that can cause trauma to its workers.

Once hazards have been identified, it’s important that you assess their risk level by conducting a risk assessment. Assessing risk involves considering how severe the risk is, the actions that need to be taken, and how urgent the risk is. In a risk assessment, you will gather facts about the nature of the hazard, the way it can lead to injury, accident, or death, and the impact it will have.

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A vital part of a risk assessment procedure is to assess the severity of the risk. Most organisations use a risk matrix to help identify hazards that are likely to cause risk to workers. An example of a risk matrix is shown below. While there may be slight variations in the structure of the risk matrix between organisations, it will generally seek to assess the potential impact of the hazard (the seriousness of the consequences) and the likelihood of it happening.

^{(Adapted from SafeWork SA, 2014)}

Management often prioritise risks according to their potential for harm. By rating the impact of the hazard and the likelihood of it happening, they are able to categorise the hazard by its risk rating and determine its priority. Depending upon the complexity of the risk matrix used (i.e., degree of detail in the measurements), it is not uncommon to end up with hazards that have the same risk rating when assessing the hazard and allocating a risk rating. If this occurs, it is important to re-assess and compare those with the same risk rating against each other in order to identify which hazard you feel is more serious. Hazards that cause the greatest risk should be listed first and they should be the priority.

When conducting a risk assessment, it is important to document your findings. The impact or consequences of a risk should be given a rating that indicates the hazard’s severity and likelihood. Factors that increase or decrease the impact should also be identified and recorded. Hazards that cause the greatest risk should be listed first and they should be the priority. At this stage you should also consider whether a risk can be eliminated or reduced (a process known as “risk control”).

One tool that is often used as part of the risk assessment process is a hazard log – an example is included below. The specific documents used in different organisations will vary, however, all will identify hazards and the possible risks associated with each hazard. Completing this form also involves the assessment of the effectiveness of any existing strategies to manage the risk.

Alternatively, organisations may use a Risk Register (such as the one shown below), to record the information required for a risk assessment. This register also allows for the documentation of action plans that will be implemented to eliminate or reduce these risks.

^{(Safe Work Australia, 2018 p. 38)}

While completing regular risk assessments is best practice in all situations, it is important to note that a risk assessment is mandatory under the WHS Regulations for high-risk activities (e.g., entry into confined spaces, diving work, and live electrical work).

Within the allied health sector, it is common to combine the Risk Matrix and the Hazard log to establish documentation that centres on controlling the risk associated with specific activities around the workplace. Consider the following case study to see how the risk matrix can be used in conjunction with completing a hazard log sheet.

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Controlling risks is the most important step in the risk management process. Controlling risks involves eliminating the risk if it is possible and if not, minimising the risk as much as possible by implementing procedures to control the risk. It is always important for the hazard to be removed, contained, or controlled before work is started or recommenced in order to prevent accidents or injuries. If the hazard is one you can address directly, then you should do so. For example, if you notice that there is a small spill in the kitchen area that is causing a slip hazard then you should clean it up. Similarly, if you observe that a chair has been left in front of a fire exit you should move the chair. If the hazard is a larger issue that you are unable to take direct action about, it is vitally important to follow your organisation’s procedures in relation to reporting the matter – usually by reporting it to your supervisor or a designated WHS representative (who will then remove, contain, or control the hazard). When deciding how to control risks, PCBUs/officers are required to consult with workers and their representatives. If more than one risk needs to be controlled, the risk that is most likely to cause the most harm should be prioritised and controlled first (Safe Work Australia, 2018).

According to the Work Health and Safety Regulations, PCBUs and other duty holders are required to work top down through the hierarchy of control when controlling risks (Safe Work Australia, 2018). The strategies described in the hierarchy of risk control are known as control measures. The control measures have been ranked from the most reliable and the highest level of protection to the least reliable and the lowest level of protection. The hierarchy of control consists of three levels:

Essentially, wherever possible, you want to start off by applying Level 1 strategies and eliminating the risk. However, if that is not possible, then you should attempt a Level 2 strategy of substitution, isolation, or engineering controls. Finally, if none of those are possible, it would then be appropriate to apply a Level 3 strategy of administrative controls or the use of personal protective equipment to protect workers from the hazard.

Each of these hierarchy of control measures are detailed below:

• Elimination. The most effective control measure that is often a cheaper and more practical option, is Elimination.  and may involve removing an existing hazard, such as removing wires that present trip hazards, or not working in a particular area, such as an isolated area or working from a height. It also allows for earlier intervention during the design or development stage, such as not using an overly noisy machine rather than having to provide protective hearing equipment later.
• Substitution, isolation and engineering controls. If it is not possible to eliminate the hazard, then you should minimise it by used one of these level 2 options. Substitution may involve replacing the hazardous object or substance with a safer option, such as replacing solvent-based paints with water-based ones. Isolation involves using barriers or physical distance between the hazard and people. This could be achieved by using guardrails for an elevated platform or protective barriers, such as the clear barriers installed in a lot of service industry positions during COVID to keep workers safe. Engineering controls refer to physical control measures such as a mechanical device. For instance, using mechanical devices to lift heavy items or loads or installing soundproofing to reduce hazardous noise exposure.
• Administrative controls and PPE. This level 3 control measure should be used if level 1 and 2 control measures have not been effective or are not appropriate. Administrative controls involve implementing work methods or procedures that minimise exposure to a hazard, and information and training for safe working practices. For instance, learning how to safely operate machinery or using warning signs to alert people to hazards. Risks that remain after all of these steps should be minimised with use of appropriate Personal Protective Equipment (PPE) such as face masks, respirators, hard hats, gloves, aprons or protective eye wear. More information on PPE is provided below.

In most cases, there is also information about suitable control measures for common hazards within codes of practice, WHS procedures, WHS Acts and regulations, and other guidance materials. While these are great sources of guidance, in many cases, organisational management may need to develop specific control measures by reviewing information from risk assessments and determining the most appropriate control.

There is often more than one possible control measure to control any risk, and sometimes it will be necessary to use a combination of methods. In this case, according to Safe Work Australia (2018) the control measure chosen for implementation should:

1. Provide the most reliable and highest level of protection – towards the top of to the hierarchy of control
2. Be readily available – can be purchased, made to suit or to be put in place
3. Be suitable for the circumstance in your workplace – it will work properly given the workplace conditions, work process and your workers

It is important that the risk controls and hazard-specific procedures are consistent with the hierarchy of control. For example, in the event that there was a spillage of liquid on the kitchen floor (e.g., a drink), WHS procedures should state that it should be cleaned up immediately – Level 1 Elimination. It would be inappropriate in this case to set up barriers to isolate the workers from the spillage or to prevent workers from accessing the kitchen. Inconsistency between the organisation’s hazard-specific procedural manual and the hierarchy of control can increase the risk associated with the hazard. Furthermore, there are some risk controls that have legislative requirements, such as using correct disposal methods for sharps and medical waste. It is important that these legal requirements are reflected in the organisation’s hazard-specific procedures manual and that these procedures are consistent with the hierarchy of control.

Let’s look at an example of hazard identification, risk assessment, and risk control in the allied health sector – this example highlights how management considers options for risk control before selected the most appropriate option.

A Note on Residual risk

Despite the implementation of control measures, levels of risk may still remain. This is known as residual risks. For example, in the residential setting, by locking away potential weapons, such as kitchen knives, it reduces the risk of workers sustaining critical injuries from young people with complex and violent behaviours. However, while it may reduce the potential severity of an injury, it does not reduce the risk of the young person physically assaulting the worker. In some cases, it may not be possible to eliminate all amounts of risk; therefore, it may be acceptable to limit risk to a tolerable amount and then monitor the residual risk to ensure that it does not increase over time. For that reason, it is important that residual risk is reported according to your organisation’s procedures and is done in a timely fashion. Reporting residual risk will also ensure that all workers remain alert to potential risks

Revisiting the hazard log example provided in the case study in Step 2: Risk Assessment, let’s look more closely at residual risks.

Raising WHS issues

When a hazard posing an immediate risk is identified, it should be reported to a manager, health and safety representative, or any other designated personnel in your organisation’s procedures. Determining who you report hazards and inadequacies in risk controls can depend on the type of hazard and risk and organisational reporting procedures. For example, a worker who scratches their arm using equipment may need to firstly report to the First Aid Officer, followed by their supervisor, whereas a worker who notices that the office building lighting is not adequate may need to report to the Health and Safety representative. Designated persons that workers report to typically include team leaders, supervisors, health and safety representatives, health and safety committee members, managers, first aid officers, and other persons designated by the organisation.

It is also important to be vigilant about monitoring for potential issues that may become a hazard in the future and raising such concerns in an appropriate manner. Every organisation will have specific procedures about how staff should raise WHS-related concerns. If you are unsure of your organisation’s processes. Every organisation has is its own reporting structure for WHS hazards and issues you should consult your organisation’s policies and procedures manual or ask your supervisor about appropriate steps to take if you’re ever unsure.

Work health and safety is everyone’s responsibility. If you notice a situation that may have the potential to develop into a hazard, you should be proactive about reporting your concern. For example, a worker may be concerned about how a work practice is undertaken or a specific equipment (e.g., a chair that seems to be worn-out). Reporting WHS concerns is a major step in preventing accident and injury in the workplace. A typical way of reporting concerns is through staff or team meetings where WHS issues are regular agenda items. Once a concern is raised, it is usually noted as an action item in the minutes with the agreed follow up action, and an estimated timeframe for the action. This ensures that at the next meeting the concern will be raised and any follow up action taken will be reported. It will also highlight if the person(s) responsible still need to action the item. Workers’ meetings should always include an agenda item for highlighting various aspects of WHS, and workers should be encouraged to highlight their concerns or ask for further training.

The case study below provides an example of a worker raising a WHS issue during a workplace meeting.

This case study highlights how Danielle followed her organisation’s procedures in raising WHS concerns. This method creates a trail of accountability to ensure WHS concerns are actioned. It also provides a way for staff to keep a track of all the concerns raised and the action taken as a result of the concern. Furthermore, this method can highlight when action is not occurring. When a WHS audit or review is undertaken, minutes of workers’ meetings are often used to substantiate what action the organisation takes.

Workers are also encouraged to provide WHS feedback during the organisation’s scheduled WHS inspections and consultative activities. Consultative activities and methods for providing feedback on WHS policies, procedures, and processes will be expanded on in Section 3 of this study guide.

A Note on Use of Personal Protective Equipment (PPE)

As part of risk control, allied health workers may be required to use specific Personal Protective Equipment (PPE) such as gloves and masks order to minimise the risk of harm in the workplace. For example, an allied health worker should wear gloves when applying first aid. Alternatively, if a health administrator is working with potentially violent clients, their organisation may have them wear a personal alarm as a safety measure.

In order to minimise risk to workers, PPE should also be properly maintained, repaired, or replaced when needed. Organisations should develop an effective system for maintaining their PPE and ensuring that the equipment is clean, hygienic, and functioning (Safe Work Australia n.d.). Suitable storage is important for keeping PPE free from contamination, loss, or damage. Additionally, alarms should be tested regularly.

Whilst using appropriate PPE is important to maintaining good WHS practices, it is noteworthy that use of PPE is, as shown in the hierarchy of control, the least effective way to control risk – it is a Level 3 strategy. Safe Work Australia suggests only using PPE in the following circumstances:

• When there are no other practical control measures available (as a last resort)
• As an interim measure until a more effective way of controlling the risk can be used
• To supplement higher level control measures (as a back-up).

^{(Safe Work Australia, n.d.b)}

It is important that control measures are put in place and reviewed frequently to ensure their smooth and effective operation. It is good practice to be proactive in your efforts and try to pre-empt potential WHS issues.

Under the WHS Regulations, there are certain situations where review of control measures must take place so that the procedures can be revised if necessary. These conditions should be stipulated in your organisation’s WHS procedures manual in regard to reviewing controls.

It is appropriate to repeat the steps taken during initial hazard identification to check controls. The procedures of reviewing controls should also stipulate consultation with workers or WHS representatives and consider the following questions:

The controls review procedures manual should also include steps for when problems are encountered. For example, when there is a problem you should revisit the risk management steps, review the information, and make an informed decision on risk control. When determining priority for review, precedence should be given to those with the most serious risk and should subsequently be reviewed with greater frequency.

To help workers understand their duties in promoting WHS, organisational management must ensure that clear WHS policies and procedures are developed. These policies and procedures must include easily understood and practical steps that workers can follow to fulfil their WHS responsibilities. Additionally, each worker’s responsibilities should be clearly listed in organisational WHS policies and procedures. Some organisations also use a WHS responsibility and accountability matrix to document the responsibilities and accountabilities of each role or person within the organisation. An example of WHS responsibility and accountability matrix is included below.

^{(University of Wollongong, 2016, p. 14)}

Other processes that are commonly used to help workers of all levels remain accountable to upholding WHS in the organisation include:

• Ensuring that workers are properly trained in their duties
• Creating checklists/sign-off sheets to ensure duties are completed as needed
• Regularly reviewing checklists/sign-off sheet to ensure duties are being completed
• Integrating WHS accountability as part of performance review processes

For example, a duty of care checklist can be developed to help monitor workers’ accountability on WHS matters. An example of this type of checklist that was developed by Courtenell (n.d.) is included below.

Ultimately, the PCBU and its representatives are responsible for ensuring that all WHS legislative requirements are reflected in the organisation’s policies and procedures and that they are being complied with.

A Note on WHS Record-Keeping

Appropriate record keeping is a mandatory requirement under WHS legislation. In some cases, WHS records may be requested by a regulator or inspector to ensure compliance with WHS Acts and Regulations. Keeping appropriate records can also enable PCBUs/officers to:

Ultimately, in addition to meeting legislative requirements, WHS records offer a plethora of information relating to hazards, incidents, and injuries in the workplace. This data can be used to identify whether WHS processes are working and improve processes through the analysis of trends and issues. Therefore, it is important that appropriate WHS record-keeping policies and procedures are in place and that all workers are aware of their requirements for WHS record keeping.

While there are some state/territory-based differences, most organisations are required to keep similar types of records.

Ultimately, it is vital that all organisation’s WHS record-keeping policies and procedures comply with all legislative requirements. Record-keeping policies should outline the organisation’s commitment to WHS record-keeping, and procedures should outline the practical steps required to implement the policy. Examples of the key information that should be included are outlined in the following table.

Watch

Workplace health and safety practices are not only a legal requirement but also essential for ensuring health and well-being of everyone in the workplace. In this section of the module you have learned about WHS legislation and the key processes of risk management – hazard identification, risk assessment, risk control, and review control. You have also learned about contributing to workplace procedures by knowing how to identify hazards and control risks. The next section of the module will explore how you can implement policies and procedures within work group processes.

Archer, R., Borthwick, K., Travers, M., & Ruschena, L. (2021). Understanding the Legal framework. In WHS: A management guide (pp. 13-18). Cengage Learning Australia

Courtenell Pty Ltd. (n.d.). How to ensure workers comply with their Duty of Care. https://www.courtenell.com.au/single-post/whs-duties-and-the-primary-duty-of-care

NT Worksafe. (2022). Business Rights and Responsibilities. Retrieved from https://worksafe.nt.gov.au/laws-and-compliance/business-rights-and-responsibilities

OHS Reps. (2015). Workers’ rights. Retrieved from http://www.ohsrep.org.au/law-rights/rights/workers-rights

Safe Work Australia. (2012a). Emergency plans fact sheet. Retrieved from https://www.safeworkaustralia.gov.au/system/files/documents/1702/emergency_plans_fact_sheet.pdf

Safe Work Australia. (2012b). Slips and trips at the workplace fact sheet. Retrieved from https://www.safeworkaustralia.gov.au/resources-and-publications/fact-sheets/slips-and-trips-fact-sheet

Safe Work Australia. (2012c). Principles of good work design: A work health and safety handbook. Retrieved from https://www.safeworkaustralia.gov.au/system/files/documents/1702/good-work-design-handbook.pdf

Safe Work Australia. (2013). The incidence of accepted workers’ compensation claims for mental stress in Australia. Retrieved from http://www.safeworkaustralia.gov.au/sites/SWA/about/Publications/Documents/769/The-Incidence-Accepted-WC-Claims-Mental-Stress-Australia.pdf

Safe Work Australia. (2016). Guide for preventing and responding to workplace bullying. https://www.safeworkaustralia.gov.au/doc/guide-preventing-and-responding-workplace-bullying

Safe Work Australia. (2018). How to manage work health and safety risks: Code of practice.  http://www.safeworkaustralia.gov.au/sites/swa/about/publications/pages/manage-whs-risks-cop

Safe Work Australia. (2020a). Guide to the Model Work Health and Safety Act.  https://www.safeworkaustralia.gov.au/doc/guide-model-work-health-and-safety-act

Safe Work Australia. (2020b). Hazardous manual tasks. https://www.safeworkaustralia.gov.au/doc/model-code-practice-hazardous-manual-tasks

Safe Work Australia. (n.d.-a). Health and Safety Committees. https://www.safeworkaustralia.gov.au/safety-topic/managing-health-and-safety/consultation/health-and-safety-committees

Safe Work Australia. (n.d.-b). Personal protective equipment (PPE): Frequently asked questions. https://www.safeworkaustralia.gov.au/safety-topic/managing-health-and-safety/personal-protective-equipment-ppe

Safe Work Australia. (n.d.-c). Managing Risks. https://www.safeworkaustralia.gov.au/safety-topic/industry-and-business/health-care-and-social-assistance/managing-risks

SafeWork NSW. (2011). The work health and safety duty of an officer. https://www.safework.nsw.gov.au/resource-library/the-work-health-and-safety-duty-of-an-officer#:~:text=An%20officer%20must%20ensure%20that,active%20involvement%20of%20its%20officers

SafeWork NSW. (2022). Violence in the workplace Guide. https://www.safework.nsw.gov.au/resource-library/violence-workplace-guidehttps://smah.uow.edu.au/content/groups/public/@web/@sci/@biol/documents/doc/uow150273.pdf

SafeWork NSW. (n.d.-a). Duties of persons conducting business or undertakings. https://www.safeworkaustralia.gov.au/law-and-regulation/duties-under-whs-laws/duties-pcbu#:~:text=A%20person%20conducting%20a%20business,of%20work%2C%20such%20as%20visitors.

SafeWork NSW. (n.d.-b). Worker Obligations. https://www.safework.nsw.gov.au/legal-obligations/worker-obligations

SafeWork South Australia. (2014). Community workers: Work health and safety guidelines.
https://www.safework.sa.gov.au/__data/assets/pdf_file/0003/140772/Community-Workers-work-health-and-safety-guidelines.pdf

SafeWork South Australia. (2021). Work-related violence: Preventing and responding to work-related violence.
https://www.safework.sa.gov.au/workers/health-and-wellbeing/violence

University of Wollongong. (2013). Roles & Responsibilities for workplace health & safety – biological sciences. https://staff.uow.edu.au/content/groups/public/@web/@ohs/documents/doc/uow016892.pdf

Victoria State Government. (2018). Workplace safety – infection control. https://www.betterhealth.vic.gov.au/health/conditionsandtreatments/workplace-safety-infection-control

Work health and safety act 2011 (NSW). Sect 252 https://www.ilo.org/dyn/natlex/natlex4.detail?p_lang=en&p_isn=93156#:~:text=The%20Work%20Health%20and%20Safety,safe%20and%20healthy%20work%20environments.

WorkSafe Victoria. (2006). Working safely in community services. https://www.worksafe.vic.gov.au/resources/working-safely-community-services

WorkSafe Victoria. (2008). Employing or engaging suitably qualified persons to provide health and safety advice. https://www.worksafe.vic.gov.au/resources/employing-or-engaging-suitably-qualified-persons-provide-health-and-safety-advice