Communication and Consultation

Procedure
CEN-HSE-PRO-024
 CEN-HSE-PRO-024
Communication and Consultation Procedure
Contents

1. Introduction ....................................................................................................................................................... 2
2. Scope .................................................................................................................................................................. 2
3. Incident Notification and Communication ....................................................................................................... 2
4.1 HSEQ Alert ....................................................................................................................................................... 2
4.2 Significant Incident Notification (SIN) ............................................................................................................ 2
4. Toolbox Talks ..................................................................................................................................................... 2
5.1 When to Hold a Toolbox ................................................................................................................................. 3
5.2 How to Facilitate an Effective Toolbox Talk ................................................................................................... 3
5.3 How to Record a Toolbox Talk ........................................................................................................................ 3
5. Health and Safety Representatives (HSRs) ....................................................................................................... 4
6.1 When Do You Need HSRs? .............................................................................................................................. 4
6.2 How to Establish HSRs ..................................................................................................................................... 4
6.3 Term of Office .................................................................................................................................................. 6
6. Health and Safety Committee (HSC) ................................................................................................................. 7
7.1 Committee Membership ................................................................................................................................. 7
7.2 Health and Safety Committee Meetings ........................................................................................................ 7
7.2.1 Meeting Schedule ..................................................................................................................................... 7
7.2.2 Meeting Agenda ........................................................................................................................................ 7
7.2.3 Meeting Minutes ....................................................................................................................................... 8
7.2.4 Making Decisions ...................................................................................................................................... 8
7. Issue Resolution................................................................................................................................................. 8
8.1 The Issue Resolution Procedure...................................................................................................................... 8
8.2 Significant Issues ...........................................................................................................................................10
8.2.1 Refusal to Work.......................................................................................................................................10
8.3 Provisional Improvement Notices (PINs)......................................................................................................10
8.3.1 Issuing and Management of PINs ...........................................................................................................10
8.3.2 Review of PINs.........................................................................................................................................10
8. Referenced Documents and Supporting Information ....................................................................................11
8.1 External Resources ........................................................................................................................................11
8.2 Internal Resources .........................................................................................................................................11
9. Document Revision .........................................................................................................................................11

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1. Introduction
Legislation places a responsibility on Centurion to ensure HSE information is effectively communicated to all
workers, and to consult with workers on matters which may affect their health and safety at work. This
procedure outlines Centurion’s arrangements for consultation and communication relating to work health,
safety and environmental issues.

2. Scope
This procedure is applicable to all Centurion operations, and applies to all Centurion employees, including sub-
contractors performing work on Centurion’s behalf.

3. Incident Notification and Communication

It is important to ensure that all incidents and learnings from investigations are communicated to the business.
Managers are required to communicate the findings of incident investigations with their workers at branch or
department toolbox talks.

HSEQ Alerts and Significant Incident Notifications are to be recorded in CEN-HSE-REG-021 – SIN and HSEQ Alert
Register.

4.1 HSEQ Alert

An HSEQ Alert is required for all incidents with a Maximum Reasonable Outcome (MRO) of High or Extreme
after the investigation has been completed. Its intent is to share the investigation’s findings (e.g. what went
wrong, why, how it can be prevented in the future) with the rest of the business to assist with company-wide
prevention of a re-occurrence.

Additionally, the template is also used as an awareness tool to communicate HSEQ related information.

The drafted HSEQ Alert should be forwarded to the HSEQ Team for review and distribution to email distribution
group Centurion Transport Company (CTC) Notifications (all employees).

4.2 Significant Incident Notification (SIN)

A SIN is a communication in the form of a short notice which is used to urgently communicate a serious incident
or unsafe practice to the business. Its intent is to prompt urgent action from all areas of the business, to stop
that unsafe practice or a recurrence of the serious incident.

A SIN is required to be drafted using information available at the time, within 24 hours of an incident with an
MRO of High or Extreme. The drafted SIN should be forwarded to the HSEQ Team for review and distribution to
email distribution group CTC Notifications (all employees).

4. Toolbox Talks
Managers are responsible for ensuring all workers within their area of responsibility (which is to include
employees, contractor and sub-contractors as appropriate) receive HSE information relevant to them, and that
workers have an opportunity to ask questions and provide input/feedback. This is to include Centurion
employees, contractors, sub-contractors and labour hire as appropriate. Centurion uses toolbox talks as a key
method of meeting this requirement.

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Toolbox meetings are an informative face-to-face meeting held by a manager with their team to deliver
important operational and HSE information, and allow team members to ask questions, raise concerns and
problem solve as a group.

5.1 When to Hold a Toolbox

Toolbox meetings are to be held at a time and place that maximises participation (e.g. start of shift). Not all
workers need to attend at one time; a single toolbox talk may be run multiple times to cover everyone without
major disruption to operations (e.g. one of drivers and one for branch staff in the branches, or one for each
shift).

Monthly toolbox meetings are a mandatory method of communicating HSE information to Team Members
(target: minimum 12 per year). Managers may facilitate more than the target number of meetings.

5.2 How to Facilitate an Effective Toolbox Talk

Prior to a toolbox talk, use the Toolbox Meeting Record and the Toolbox PowerPoint Template like an agenda to
plan discussion topics as items are brought to your attention. Topic examples include:

• Review incidents, hazards and other issues reported by the site/team since the last toolbox meeting
(e.g. what happened, what controls were put in place, what did we learn from it)
• Planned changes to the workplace, equipment or procedures, and how that impacts the team
• Corporate information communicated from Head Office

During the toolbox talk, use the pre-populated Toolbox PowerPoint Template as a guide to facilitate the
meeting.

• Explain relevant changes, responsibilities and actions required regarding each topic; and
• Encourage workers to participate in discussions as toolbox meetings are an opportunity to provide
feedback and ask questions.
• Have all attendees record their name and sign where indicated on the Toolbox Meeting Record to
acknowledge their attendance.

5.3 How to Record a Toolbox Talk

During a toolbox talk, it is critical that the following information is captured on the Toolbox Meeting Template:
• Evidence of two-way communication be recorded in meeting minutes. This includes:
o Feedback/questions from workers
o Agreed actions
• Name and signature of all toolbox talk participants. This acts as acknowledgement that they received
the information documented and assists the manager in tracking that HSE information has been
communicated to all relevant workers.
It is important to record and manage the completion of agreed actions through Myosh, and provide feedback on
the progress of those agreed actions at the next toolbox meeting to reflect that the communications from the
workers are valued. After the toolbox meeting, submit a toolbox meeting into Myosh:
• Create a new record in the Safety Meetings module, and select type ‘Toolbox’.
• Upload/attach a copy of your completed, signed Toolbox Meeting Record (Form) as evidence of the
meeting.

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• Create an action for all agreed actions arising from the Toolbox Meeting from within the Toolbox record
to ensure management of the close out of that action is linked to the meeting record.

5. Health and Safety Representatives (HSRs)

An HSR is a Team Member elected to represent the health and safety interests of all workers in their Work
Group. Work Groups are a way of dividing the workers within a site/team into groups who share a workplace or
carry out similar tasks (e.g. Port Hedland Branch, Mackay (QLD) Branch or Perth Airport Workshop). The purpose
of establishing Work Groups is to make managing HSE easier by electing a Team Member to represent the HSE
interests for each Work Group during discussions with management.

Key roles of an HSR include:

HSR • Actively consult with workers and managers on HSE issues affecting
their Work Group;
• Work with managers to resolve HSE issues;
• Assist managers to complete incident investigations occurring within
the Work Group;
• Actively participate in HSE Committee
• Conduct monthly workplace inspections.

HSRs are required to represent the interests of all workers in their Work Group, rather than the interests of
individuals, cliques or outside parties.

6.1 When Do You Need HSRs?

It is not mandatory to have elected HSRs in the workplace. It is only mandatory to establish Work Groups and
elect HSRs where requested by a worker. This means that if a manager receives a request for elected HSR/s then
they must put actions in place to facilitate this.

The establishment of HSRs is encouraged by Centurion as HSRs provide the vital communication link between
people at work and the business.

6.2 How to Establish HSRs

It is important to ensure that the workers are aware when an employee has nominated to be an HSR and that
a vote is planned. This can be done by completing the Notice of Election Form.

The process of establishing HSRs includes the following key steps:

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DEFINE WORK GROUPS

1. Reach agreement on number and division of Work Groups

NOMINATIONS

2. Call for nominations.

3. Receive nominations

More than one nomination received?

Yes

ELECTION

4. Reach agreement on election method

5. Give notice of election

No
6. Conduct election

NOTIFICATION

7. Notify Work Group of results

8. Notify Regulator

TRAINING

9. HSR to complete 5-day Regulator-approved HSR course

HSR able to perform all HSR functions

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Step Details
1 Reach agreement on number It is recommended that this step be completed via toolbox talk,
and division of Work Groups so group discussion takes place and is recorded. Reach an
agreement on how many Work Groups should be formed in
your site/department. An agreement to only form 1 Work
Group is acceptable.
2 Call for nominations 1 HSR is to be elected per Work Group. For each Work Group:
invite workers to submit a nomination (in writing) for the
position of HSR
communicate the nomination period (e.g. 2 weeks)
it is recommended that the nomination period be
communicated by toolbox and displayed on a workplace
noticeboard to ensure all workers are notified.
3 Receive nominations Accept nominations for the duration of the nomination period.
Workers are able to nominate themselves.
Retain received nominations.
If only one nomination received for HSR, go to step 7. If multiple nominations received, go to step 4.
4 Reach agreement on election It is recommended that this step be completed via toolbox talk,
method so group discussion takes place and is recorded. Reach an
agreement on how the workers would like to vote for their HSR
(e.g. simple show of hands within the group or a secret ballot
where their vote is confidential).
5 Give notice of election Give notice of an upcoming election to notify workers of who
can vote for (i.e. names of all nominees for Work Group) and to
give people time to consider who they will vote for.
6 Conduct election Management to coordinate voting process. If conducting a
ballot, use a list of all workers within the Work Group to check
off that each worker has voted.
Tally the votes. The nominee with the most votes shall become
HSR of that Work Group.
Retain all documentation relating to the election.
7 Notify Work Group of results Communicate all members of the Work Group (e.g. via toolbox
talk) of who the elected HSR will be. A list of HSRs for a site
must be displayed at the site, for the information of all workers.
8 Notify Regulator Notify the relevant Work Health & Safety Regulator of all new
HSRs.

9 HSR to complete 5-day Coordinate that the HSR completes the Health & Safety
Regulator-approved HSR Regulator-approved 5-day HSR training course (within 12
course months for WA, within 3 months for QLD and NT).

Contact the HSEQ Team if you have any queries or need assistance with any of these steps.

6.3 Term of Office

Health and Safety Representatives can hold the position for two years in WA and three years in Queensland /
Northern Territory unless any of the below occurs:
• At the end of the two or three years (dependent on state) the person is not re-elected
• Employee ceases employment at Centurion

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• Employee moves to a different section of the company
• Employee resigns as a Health and Safety Representative
• Is disqualified due to:
o Inadequately performing the actions of a Health and Safety Representative
o Undertaking unsafe work activities
o Breaching confidentiality agreements

Records of HSR’s can be records in the HSR Register.

6.4 Notification to the regulator
Under certain legislation, the applicable business unit must notify a regulator of their current HSR’s. Authority to
communicate particular information resides with the GM HSEQ.

6. Health and Safety Committee (HSC)

An HSC can be established by a Site/Department upon request from workers. The Safety and Health
Committee’s main objectives are to;
• Facilitate cooperation between Centurion and its employees in instigating, developing and
implementing measures designed to ensure the safety and health of employees at work.
• Formulate, review and distribute standards, rules and procedures relating to safety and health, which
are to be carried out or complied with at Centurion

7.1 Committee Membership

An HSC Committee should consist of representatives from both workers and management, with at least half of
the Committee being worker representatives. It is expected that any elected HSRs will actively participate in any
HSC relating to their Work Group.

7.2 Health and Safety Committee Meetings

7.2.1 Meeting Schedule
Safety and Health Committee meetings will be held at least quarterly. The date and time of the meetings should
be planned well in advance and communicated to everyone at the workplace.
The committee can meet out of schedule where an issue relating to occupational safety or health arises requires
the urgent assistance of the committee to resolve it, where a serious incident occurs, or a high-risk hazard has
been identified, or as required.
The quorum of members in order to make it a valid meeting will be at least two employee representatives and
two employer representatives.

7.2.2 Meeting Agenda

The standard meeting agenda will include:
• Welcome/Safety Share
• Statistics and Performance Indicators
• Monthly Toolbox Review
• Workplace Hazard Inspection
• New Procedures
• Current Projects
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• Round the Table

The agenda and any documents to be discussed at the meeting are to be provided to the committee
members at least 1 week prior to the schedule meeting, to allow time for review before the meeting.

7.2.3 Meeting Minutes

Minutes from the meeting will be taken and recorded by the member of the Health and Safety Team in
attendance using the HSE Committee Meeting Agenda and Minutes Form.
The minutes will include the following details: organisational and committee name, meeting time, date and
location of meeting, members present and absent, items discussed and what action to be taken by what date
and by whom.
The minutes should be finalised and distributed to the committee members within 1 week from the date of the
meeting. The minutes shall be distributed throughout the business via toolbox meetings and made available by
posting on noticeboards and through Myosh documents database.

7.2.4 Making Decisions

Any recommendations arising from the Committee meeting shall be made by majority consensus of members.
The recommendations shall be forwarded to management and staff.

7. Issue Resolution
A defined Issue Resolution Procedure documents the chain of responsibility for escalating an HSE issue where
attempts have been made in consultation with management to resolve the issue, and it remains unresolved.

8.1 The Issue Resolution Procedure

Where an HSE issue is considered of serious imminent risk to the health or safety of a worker, the Hazard and
Identification and Reporting Procedure and the Incident Management and Investigation Procedure should be
followed.

Where an HSE issue arises that is not of serious imminent risk, the flowchart in Figure 1 must be followed.

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Figure 1 – Issue Resolution Procedure Flowchart

Resolution may be found by referring to applicable Policies, Procedures and Safe Work Procedures.

Where a Direct Line Manager may be unable to resolve the issue, Divisional/Departmental Managers may be
consulted. If an issue is unable to be resolved through Departmental Management, Executive Management shall
be consulted.

Where a resolution is unable to be achieved by the Direct Line Manager due to the issue being systemic or
organisational, the HSEQ Team will be consulted to assist in a resolution. If an issue cannot be resolved within
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the HSEQ Team due to reputational impacts, cost or client involvement, the National HSE Committee may be
consulted.

A Health and Safety Representative may be elected to assist in issue resolution collaboratively at any stage of
the issue resolution process.

8.2 Significant Issues

If the issue still cannot be resolved through the Hazard and Identification and Reporting Procedure and the
Incident Management and Investigation Procedure, and the risk remains serious or imminent, then either the
Supervisor/Manager or the safety and health representative could notify WorkSafe and request an inspector to
visit the workplace to assist with the resolution.

8.2.1 Refusal to Work

Where a worker has reasonable grounds to believe there is a risk of imminent and serious harm or injury to the
health of the individual, the employee has the right to refuse work. However, the employee must have
reasonable grounds for believing the work is unsafe and there must be real probability of an accident, injury or
harm occurring.
Once a risk of an immediate injury or harm to health has been identified, the steps to follow are:
• Notify the employer (Centurion) and Safety and Health Representative (if there is one)
• Resolve the issue according to the Issue Resolution Procedure Flowchart shown in Figure 1.

8.3 Provisional Improvement Notices (PINs)

8.3.1 Issuing and Management of PINs
Where a qualified safety and health representative is of the opinion that somebody is breaching a particular
provision of the relevant states legislation, or somebody in the past has breached a provision of the relevant
states legislation and the circumstances make it likely that the breach will continue or be repeated, they may
issue a PIN.
Any breach of legislation is deemed an incident, and the Hazard and Incident Management and Investigation
Procedure is to be followed. This means the issued will be reported, investigated with corrective actions
implemented. Results of the investigation will be communicated back to the safety and health representative.
The breach is to be reported as an incident irrespective of whether a PIN is issued or not.
Qualified representatives must consult directly with the person whom the notice will be directed to, prior to
issuing a PIN. This will ensure the Supervisor/Manager is aware and can assist to resolve the issue before
escalating to a PIN.
If no resolution is reached during consultation, the qualified representative must consider the timeframe in
which the breach must be fixed. This must be more than seven days after the day the notice is issued. If a
matter has not been resolved by the consultation process, then the qualified representative may issue a PIN.

8.3.2 Review of PINs

The requirement to comply with a Provisional Improvement Notice falls away if a review by an Inspector is
sought. A request for review can be made by writing by post, fax or email to WorkSafe. This must be received by
WorkSafe by the day the PIN must be complied with; otherwise the offence provision comes into effect. Once
WorkSafe receives a review request, the PIN is suspended until the inspector confirms, modifies or cancels the
PIN.

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8. Referenced Documents and Supporting Information
8.1 External Resources
Title
AS/NZS ISO 45001:2018 - OHS Management Systems
Work Health & Safety Regulation 2011 (QLD)
Occupational Safety & Health Regulations 1996 (WA)
Work Health and Safety (National Uniform Legislation) Regulations 2011 (NT)

8.2 Internal Resources

As part of HSEQ management system this procedure is also associated with the following:

Document Code Title

CEN-HSE-FRM-001 Toolbox Meeting Record
CEN-HSE-FRM-217 Powerpoint Toolbox Template
CEN-HSE-FRM-216 HSEQ Alert
CEN-HSE-FRM-211 Significant Incident Notification (SIN)
CEN-HSE-REG-021 SIN and HSEQ Alert Register
CEN-HSE-FRM-078 Notice of Election (HSR)
CEN-HSE-FRM-039 HSE Committee Meeting Agenda and Minutes
CEN-QMS-FRM-021 Management Review Meeting Agenda and
Minutes
CEN-HSE-REG-022 HSR Register
CEN-HSE-PRO-011 Incident Management and Investigation
CEN-HSE-PRO-029 Hazard Identification and Reporting Procedure

9. Document Revision
Revision Revision Date Reviewed By Changes/Comments

1 01/05/2017 A. Rastani, T. Young Document creation

2 21/01/2020 C. Russ, M. Vasyli Transferred to new document template and content
reviewed.
3
4

Document Approval

Name Title
T. Nichols General Manager HSEQ

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