Risk Management Report

Customer
 RISK MANAGEMENT REPORT

Contents

INTRODUCTION..................................................................................................................3

1 Outline of the workplace strategies for the management of risk.................................3

2 Evaluate workplace procedures for hazard inspections, record keeping and OHS&W

training and inductions.......................................................................................................3

2.1 Hazard inspections...............................................................................................3

2.2 Evaluate record keeping.......................................................................................3

2.3 Evaluate OHS&W training and inductions.............................................................3

2.4 Occupational health and safety induction must include........................................3

3 CONCLUSION..............................................................................................................3

4 APENDICIES................................................................................................................3

4.1 Systematic approach to managing health and safety in the workplace.................3

4.2 Workplace OHS responsibilities............................................................................3

INTRODUCTION
Let’s first have a look at what is a risk management and why do we need it. Risk management is a
practical way of finding and fixing workplace health and safety problems, it is the process of
identifying and managing risks avoiding exposure or loss. A workplace risk management strategy
helps reduce the incidence of injuries, illnesses or deaths relating to work activities or the workplace
environment.

The purpose of a risk assessment is to establish a risk rating in order to ensure that limited resources
are allocated to the most serious risks. The risk assessment process will also determine suitable
control measures that need to be implemented to reduce the risk.

In South Australia all fatalities, serious injuries and dangerous occurrences must be reported to
Department of Administrative and Information Services who will conduct an investigation. A record
must also be kept at the workplace of all injuries that occur. If injury does occur there should be a
procedure to ensure that; emergency first aid is administered, recording of the occurrence at the
workplace, notification of the relevant health and safety representative, investigation of the
occurrence and preventative action taken in consultation with the relevant health and safety
representative, reporting to DIAS and providing compensation and rehabilitation.

         
1 Outline of the workplace strategies for the management of risk.

A risk management strategy

The best way of maintaining a healthy and safe workplace is to ensure the workplace has a risk
management system. In order to understand the workplace health and safety requirements for risk
management and our obligations under the law we must consider and understand relevant
legislative requirements1 and codes of practice2.
Risk management is the cornerstone of legislation and good practice relating to health and safety. If
there is no Regulation or code of practice concerning a risk at the workplace, we must choose an
appropriate way to manage exposure to the risk. Risk management approach follows a five-step

Is there a regulation, ministerial notice or code of practice about the hazard?

NO YES

Choose an appropriate way Follow

to manage
the the
information
risk in the regulation, standard, code or guide

1
The Act, Regulations, etc. override all other considerations. Whatever controls are put in place must be compliant with the intent of the
legislation.
2
Codes of practice state ways to manage exposure to risks. If a code of practice exists for a risk at your workplace, you must: do what the
code says; or adopt another way that identifies and manages exposure to the risk; and take reasonable precautions and exercise due care
method, as shown below;

Step1.
Identify Hazards

Step 5. Step 2.
Monitor and Review Assess Risk

Step 4 Step 3.
Implement control Decide control
measure measures

Procedures to manage risks may include; Consultation with employees and their representatives, re-
designing job, process or workplace e.g. introduce mechanical handling equipment, Re-arranging
material flow, timing and scheduling , Eliminating the hazard e.g. removing stored goods
permanently from emergency exit passageways, Selecting control measures in accordance with the
hierarchy i.e. work through hierarchy from most effective to least effective control.

The five steps of the risk management process:

1. Look for the hazards - look for those things or processes at the workplace that could cause
harm
Types of workplace hazards to look for include:
  work environment e.g. slippery floor surfaces
 energy
 manual tasks, noise
 substances (chemicals)
 plant, machinery and equipment etc

2. How to look for those hazards

 Ask workers about hazards.

 consult with workplace health and safety representatives and committees
 walk through your workplace and look for hazards in a systematic way look at physical
things and workplace activities
 consider how people use equipment and materials and how they could be hurt directly
and indirectly by workplace activities
 conduct a safety audit
 review workplace records such as sick leave and incident reports

3. Decide on control measures - use the following questions to help with decision making

 Are there legislated things that I must do in relation to the specific hazard?
 Is there a code of practice relating to the specific hazard?
 What are existing controls?
 Are controls as high as possible in hierarchy of control priorities?
 Do controls protect everyone exposed to harm?
 What additional controls are required?

R If there is a provision within the Workplace Health and Safety Regulation about any hazards
you have identified then you must control the risks associated with those hazards in the way
specified. If there is a code of practice about any of the hazards you have identified then you
must do what the code of practice says or adopt and follow another way that gives the same
level of protection against the risks. If there is no direction within regulation, or you choose
to follow another way to protect against risks, you must consider the hierarchy of control
measures to decide on what are appropriate control measures.

Hierarchy of control measures

Control measures should be implemented in the following order; get rid of the harm or prevent the
risk if this is not possible then replace with something less harmful - separate people from the harm
change work processes or the physical work environment, e.g. by redesigning work, plant,
equipment, components or premises apply administrative arrangements, e.g. limit entry or time
spent in a hazardous area use personal protective equipment.

1. Put controls in place

Plan for improving controls must be implemented must include time frames and responsibilities. It
may involve a staged approach to improving controls. Maintenance of controls also needs to be
included at this stage. It is important to ensure that work procedures are changed or developed and
implemented to include new or changed controls. Plans for new or changed controls need to be
communicated throughout the organisation. Training, instruction and supervision should be
provided. Then controls need to be put in place.

2. Review the controls

Finally the controls that have been put in place need to be reviewed (to check if they work as
planned and if there are new problems) and changed as necessary.

2 Evaluate workplace procedures for hazard inspections, record

keeping and OHS&W training and inductions
Once procedures have been in place for a while, it is important to monitor their effectiveness and to
make sure that people are following them. Reviewing what is in place and how it is working allows
for the system to be changed accommodating any changes in the workplace. This will result in a
system which is continually being improved.
Evaluating and reviewing means checking to see if the decisions that were made about the risks and
the best way to control them are properly put into place and that they are working. Once a risk
assessment has been done it must be reviewed by both management and the people involved in the
job.
The effectiveness of the decisions which came from the assessment need to be re-evaluated if:
• There is evidence that the risk assessment is no longer valid or if someone is harmed from
exposure to the hazard that the assessment dealt with or if there are changes in the work
environment or the work practices concerning the hazard which the risk assessment addressed.

2.1 Hazard inspections

Why conduct a workplace hazard inspection?

 Managers need to control tasks & activities in the workplace so that they can make proper
business decisions.
 Control is another name for planning and choosing to act instead of reacting when
something goes wrong.
 A hazard inspection gives the prevention information to control OH&S problems before they
become injuries and emergencies.
 The inspection checklist is a simple step-by-step pathway around the business
 The information collected provides the decision making power about what needs to be fixed
or improved in the workplace in order of priority.
 Identifying workplace hazards and taking action to control them, is a regulatory requirement
under the South Australian Occupational Health Safety and Welfare Regulations 1995

2.2 Evaluate record keeping

An essential part of actively managing health and safety in the workplace is the requirement to keep
records of the processes and steps taken and of control methods used.

Why keep records?

Records are the means by which an organisation can demonstrate compliance with its OHSMS. They
are also necessary to demonstrate compliance with legal obligations. They can be used to assist in
the implementation and operation of the OHSMS and provide useful information that can assist
managers when reviewing their safety performance. Records are proof or evidence that certain
actions have been undertaken. Often these records are required to be presented to verify that
certain conditions and actions have been met.

What kind of records should be kept?

Records that may be kept by the organisation, including those that are required by legislation, assist
in the operation of the OHSMS and those pertaining to the day to day operation of the business.

Some records are required by legislation e.g. Emergency procedures including evacuation plans, fire
equipment maintenance, hazardous substances and health surveillance

There are a number of records that should be kept as they play an important role in reducing
workplace accidents. For example:

 Workplace inspections
 Incident and accident report forms
 First aid reports
 Training records
 Minutes of OHS&W meetings
 Plant and equipment maintenance and testing reports
 Reports on environmental testing
 Workers compensation claims
 Rehabilitation plans and programs.

Keeping records
There is a legal requirement to keep and maintain some records for specific periods. This includes
risk assessment, which must be kept for at least five years after the last review.

Health surveillance which must be kept for a period of 30 years after the last review, where the
assessment relates to exposure of a worker to a hazardous substance and the assessment indicates a
requirement for health surveillance or for monitoring of a worker's exposure to the substance

2.3 Evaluate OHS&W training and inductions.

It is important to provide training and instruction for the workers, supervisors and others in relation
to any new control measures and the application of any safe work procedure that has been
introduced. Supervisors are responsible for developing training programs for workers to ensure they
have the necessary expertise to carry out their jobs. Managers and supervisors should ensure
workers who are returning to work after being absent during the implementation stage, receive
training and instruction about the controls or procedures that have been implemented.

The importance of training

In all organisations key people need to have training so they can make an effective contribution to
ensuring OHS. In fact, employers have a legal obligation under the Act and Regulations to ensure
that managers, supervisors and employees are appropriately trained. Employers are required to
keep information and records relating to any OHSW training undertaken by their employees.
All line managers, including responsible officers and supervisors, need instruction and training so
they are aware of their responsibilities and the action they must take to ensure that employees
under their management or supervision are safe from injury and risks to health while they are at
work.

Objectives of training
The first step in planning training is to identify the skills, knowledge and competencies to be
acquired by the relevant managers and supervisors. While managers and supervisors will have
different training requirements depending on their specific health and safety role and
responsibilities, some of the areas in which skills and knowledge are likely to be required are:
• the various roles and legal responsibilities of employers, occupiers, managers and supervisors
including the importance of providing appropriate information, instruction and supervision to
employees
• How regulations and approved codes of practice apply to the workplace, and the role of managers
and supervisors in implementing them
• Organisational health and safety policies, practices and procedures
• The range of hazards to which employees under their supervision are exposed
• Modern hazard management techniques, which emphasise hazard identification, risk assessment
and control rather than a ‘safe person’ approach
• How to conduct workplace health and safety audits
• Investigation of injuries, incidents and dangerous occurrences
• The role, responsibilities and rights of employees
• How to consult with employees
• The role and function of HSRS and committees, and the consultation process
• The resolution of health and safety issues (including how to respond to default notices and an
order to stop unsafe work)
• The role of the Safework SA inspectorate in enforcing health and safety legislation.

Assessing how well a training program achieved the organisation's expectations should be an
integral part of the program. The organisation or individual conducting the training should be able to
assist in developing a means of assessing the effectiveness of the training.

Follow–up training
Training should not be a ‘one-off’ process. Like HSRs who have an ongoing entitlement to health and
safety training, managers and supervisors also need to update their training regularly. As a result of
the training evaluation, it may be found that a manager/supervisor needs follow–up training to
revise particular skills and knowledge. In addition, managers and supervisors will need to be made
aware of developments in OHS that will impact on the way they must do their job. These include
changes to legislation, Regulations, Approved Codes of Practice or the organisation's health and
safety policies and procedures.
Continuing training also allows managers and supervisors to broaden their skills and knowledge and
to obtain a deeper understanding of OHS issues. This enhances their ability to fulfil their
responsibilities in the workplace and enables them to make a more valuable contribution to
achieving the organisation's health and safety objectives.

2.4 Occupational health and safety induction must include

 Employer responsibilities
 Slips, Trips and Falls
 Fire prevention and evacuation procedures
 First Aid
 General Housekeeping Issues
 Harassment
 EEO and Diversity
 Workplace Hazards
 Drugs and Alcohol
 Office Ergonomics
 Workers Compensation and Rehabilitation
 Summary
Organisation has an obligation to their employees under the Workplace Health and Safety Act. To
meet its obligations the organisation must have an induction program to provide new employees
with knowledge of occupational health and safety factors in the workplace.

Example of Induction program

First Day

Details of Emergency Actions

1. Provide new employee with the copy of the Fire and Emergency Evacuation Procedures
Guideline

2. Explain the local emergency arrangements and location of emergency procedures cards

3. Show the location of :

 The nearest fire extinguisher to the workplace

 The location of emergency equipment relevant to work

 The nearest first aid officer and first aid kit

 The nearest emergency exits for the work area

 Any isolating electrical switches and gas taps relevant to the work area

4. Demonstrate the operation of fire extinguishers and other emergency equipment

5. Described the following responsibilities and procedures:

 Procedures for reporting hazards and unsafe work procedures

 Responsibility to report all work related accidents, illnesses and injuries on the
Accident, Injury and Incident Report form

During the induction supervisor also must;

 Provide new employee with any necessary personal protective equipment (eye
protection, hearing protection, lab coats etc.) and ensured a proper fit

 Provide new employee with necessary monitoring equipment

 Discuses the correct way of use, storage and maintenance of the equipment and
demonstrate how to use it.

 Checked that I am able to carry out my duties in a safe manner

First Week
1. General Safety

In the first week of the employment, supervise must discuss:

 The occupational health and safety responsibilities of the position including, if relevant,
duties in relation to staff supervision

 Procedures for the lodgement of workers' compensation claims and the workplace
rehabilitation process

 Access to laboratories, workshops and other specialised facilities

 Correct methods of waste disposal (If relevant)

 General safety and house keeping procedures

2. Personal safety including: long hair and jewellery in relation to hazardous machinery, proper
work attire, alcohol at work, correct footwear and contact lenses.

 Specific hazards that may be encountered and demonstrate safe operating procedures

 Where hazardous substances are used in the course of the work, advise new employee on
how to access material safety data sheets for these substances

 Procedures for risk assessment relevant to the work

 How to access OHS resources and obtain advice on general and specific safety topics

3. Introduce the new employee to;

 The Workplace Health and Safety Officer

 The Workplace Health and Safety Representative (if one has been elected)

 The fire warden for the work area

 The nearest first aid officer

4. New employee must be provided with the following information;

 An outline of the Organisation’s occupational health and safety arrangements

 A list of the members of the departments or section’s occupational health and safety
committee

 Procedures in the Department or Section for resolving occupational health and safety issues

 The organisation’s Occupational Health and Safety Policy

 The current list of organisation’s occupational health and safety policies and guidelines

 The Rehabilitation Policy and Guideline ,

 The Alcohol, Tobacco Smoking and other Drugs Policy

3 CONCLUSION

An essential step in the management of OHS is ensuring that all hazards are identified, the risks
assessed, and effective control measures are developed and implemented. This approach is a
fundamental principle of the Regulations and Approved Codes of Practice. Systematic management
helps employers to recognise hazards and plan to eliminate or control risks. The opposite approach
is to ignore the potential for harm at the planning stage and then manage the problem when it does
arise. This approach is far more disruptive and usually more costly and risky in terms of non-
compliance. The message is that the risk management obligations should not be seen as an
imposition or an added extra but will, when applied effectively, help employers plan and organise
their workplace in an efficient and safe manner. Proper record must be kept as it is a legal
requirement to keep and maintain some records for specific periods. Also organisations have an
obligation under the Workplace Health and Safety Act to their existing employees to provide them
with the proper training and provide new employees with knowledge of occupational health and
safety factors in the workplace.
4 APENDICIES
4.1 Systematic approach to managing health and safety in the workplace

Employers need to adopt a systematic approach to managing health and safety in the workplace.
Recommended essentials for an effective health and safety management program include:
1. Top level management are involved and committed.
Managers need to understand their responsibilities under health and safety legislation and be aware
of the hazards specific to their organisation. Management must be committed to and held
accountable for providing a healthy and safe workplace.

2. Supervisors are assigned responsibilities and authority for ensuring the health and safety
of employees under their supervision.
The responsibility for the health and safety of employees under their supervision should be
promoted as an integral part of a supervisor's job. To ensure the health and safety of employees,
supervisors need to be aware of their responsibilities and will require adequate information, training
and resources. Supervisors will need the authority to take action to protect health and safety.
Managers will need to ensure supervisors are accountable.

3. Health and safety policies and procedures are prepared.

A policy should detail the arrangements for protecting employees' health and safety and outline the
responsibilities of management and employees. It must be supported by written procedures so that
everyone in the organisation is aware of their responsibilities. Procedures need to be in plain English,
easy to follow and all employees should understand them. Policies and procedures must be
reviewed and updated to reflect any changes in legislation, plant and equipment, substances used in
the workplace, systems of work or the work environment.

4. Effective mechanisms for employee consultation are established.

Consultation between employers, employees and their elected representatives on all aspects of
health and safety in the workplace such as identifying, assessing and controlling hazards, injury and
incident investigation, and the development of health and safety policies and procedures, is
essential. Consultation encourages employees to participate, contribute ideas and assist with solving
problems.

5. Arrangements are put in place for the identification of hazards, and the assessment and
control of risks to health and safety in the workplace.
Regular workplace inspections must be conducted to identify problems. Injury, incident and disease
records need to be examined and employees consulted to identify problems.
 6. Provide a safe system of work.
A safe system of work is the total set of methods adopted for carrying out the operations required in
a particular workplace. They cover all aspects of the employment situation including the organisation
of work processes, the methods of using machinery, plant and equipment, the methods of hiring
labour, job training, instruction and supervision about associated hazards and their management,
and what to do when things go wrong.

7. Training is provided to enable management and employees to carry out their

responsibilities.

Managers, supervisors and employees all need information and training to ensure they are aware of
their responsibilities and understand the arrangements in place to protect OHS.

8. Records are kept of action taken to manage health and safety in the workplace.
The health and safety legislation require that some records are kept. In general, it is good
management to be able to show what action has been taken to protect health and safety.
4.2 Workplace OHS responsibilities

WORKPLACE OHS RESPONSIBILITIES

An employer has a legal ‘duty of care’ to protect the health and safety of people in the workplace.
This includes people who work for you casually, part-time, full-time, permanently, as volunteers or
as outworkers, plus members of the public while they are in your workplace.

An employee has a “duty of care” to follow instructions that an employer establishes to protect their
health and safety at work. For example – wear safety glasses provided.

Product manufacturers, suppliers, designers and building owners also have a “duty of care”
towards people in your workplace. Example – it is a legal requirement that the supplier of the
chemicals you use, MUST supply you on request, with an up-to-date copy of an MSDS for each
product

As an employer you must provide:.

A safe workplace and safe ways of working equipment, tools and machinery in a safe condition
safe and hygienic facilities, including toilets, eating areas and first aid information, supervision and
training to all workers a process to keep workers informed and involved in decisions that may affect
their health and safety processes for identifying hazards, assessing risks and controlling risks
methods to record and monitor work-related injuries and illness

Occupational health, safety and welfare legislation

The legal roles and responsibilities in relation to occupational health, safety and welfare
(OHSW) in all South Australian workplaces are specified in the:
 SA OHSW Act (1986)
 SA OHSW Regulations (1995)
 Approved Codes of Practice and Australian Standards.
The Regulations have been designed to help employers identify their legal responsibilities in the
workplace.
The Regulations are available in a folder - Call WorkCover Corporation 13 18 55 for a copy
OR download a copy from http://www.workcover.com/resources/resources.html