OHS Staff Handbook

ABN 79 909 375 322

PORT HEDLAND KARRATHA 26 & 38 Anderson St 1923 Coolawanyah Rd PO Box 334 PO Box 859 Port Hedland WA 6721 Karratha WA 6714 Phone 08 9173 1622 Phone 08 9185 2700 Fax 08 9173 1406 Fax 08 9185 2800

OCCUPATIONAL HEALTH & SAFETY HANDBOOK

ABN 79 909 375 322

March 2005 - 1 -


INDEX Page

Occupational Health & Safety Policy …………………………………………….…… 3

Hazard Management Policy …………………………………………………….….. 4

Network, Internet & E-mail Policy …………………………………………….….. 7

Human Resources Policies …………………………………………………….….. 9

Discipline ………………………………………………………... 9

Issue Resolution ………………………………………………………... 12

Workplace Harassment ………………………………………………………... 13

Alcohol & Other Drugs ………………………………………………………... 14

Induction ………………………………………………………... 15

Hygiene and Eating/Drinking in the Workshop ………………………………... 15

Smoking ………………………………………………………... 15

Occupational Rehabilitation ………………………………………………… 15

Procedure for Reporting Hazards, Accidents & Near Misses ………………… 17

Procedure for Injury Management ………………………………………………… 17

Procedure for Dealing with Violence In the Workplace ………….…………… 18

Procedure for Cash Handling ………………………………………………………… 20

Emergency Procedures ………………………………………………………… 21

Emergency Evacuation Plan – Service/Parts ………………………………… 22

Emergency Evacuation Plan – Sales ………………………………… 23

Emergency Contact Numbers ………………………………… 24

Bomb Threat Emergency Procedures ………………………………… 25

Cyclone Emergency Procedures ………………………………… 26

Fire / Explosion Emergency Procedures ………………………………… 27

Hazardous Material Spill & Toxic Emission Emergency Procedures ………… 29

Medical Emergency Procedures ………………………………… 30

Procedure for Working Outdoors ………………………………………………… 32

Procedure for Manual handling ………………………………………………… 35

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INDEX Continued Page

Procedure for the Safe Use of Compressed Air ………………………………… 36

Procedure for Fume Management ………………………………………………… 37

Procedure for Personal Protective Equipment & Uniforms ………………………… 38

Procedure for Tagging ………………………………………………………………… 39

Procedure for the Safe Use of Pressure Vessels and Storage ………………… 40

Procedure regarding Electrical Components ………………………………………… 41

Procedure for Vehicle Control ………………………………………………… 42

Procedure for Stolen Vehicles ………………………………………………… 43

Procedure for Housekeeping ………………………………………………… 44

Procedure for Chemical use and Storage ………………………………………… 45

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OCCUPATIONAL HEALTH & SAFETY POLICY Pilbara Motor Group is committed to providing a safe and healthy working environment. Management will work towards ensuring elements such as;

• All levels of Management will be involved with the implementation of the safety policy

and demonstrate a strong commitment to Safety and Health;

• Safety and Health procedures are implemented and followed;

• Suitable training will be provided to personnel as required to enable them to undertake

their tasks safely;

• Toolbox meetings and a Safety Committee, will meet regularly and ensure follow up of

Safety and Health issues;

• Being accountable for providing a safe workplace within the parameters of Safety and

Health Legislation;

• And providing information to employees on Safety and Health issues. Employees will ensure;

• That they follow Policies and Procedures accordingly as set out by management;

• They operate in a safe manner in accordance with the Occupational Safety and Health

Act 1984 and Regulations 1996;

• They participate in providing a safe working environment by being involved in safety

programs and other means set out by management.

• They take reasonable care for their own safety and the safety of others. By identifying hazards in the workplace and controlling those hazards, we believe that all

incidents can be eliminated with the commitment from Management and Employees. This

will have an impact on the safety of our staff, create a good safety culture in the organization

and lead to higher productivity and more secure jobs.

Employees will be notified of any changes in regard to policies and procedures.

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HAZARD MANAGEMENT POLICY

Pilbara Motor Group has a systematic Four Step process in place for identifying hazards,

assessing the risk associated with identified hazards and controlling these risks. 1. Hazard Identification

A Hazard is anything that has the potential to cause injury or harm to health, or damage to

equipment or property. A hazard can be:

• Substances eg gases, acids • Machinery eg unguarded moving parts • Tools eg inappropriate tool for the job • Working conditions eg heat, cold, fatigue, job design

Hazards in the workplace are identified in a number of ways, including:

• Monthly in-house Hazard Checklist inspections

• Reporting of Hazards, Accidents & Near Misses by employees

• Investigation of previous incidents and accidents

• Job observations

• Job Safety Analysis

• Industry sources (eg newsletters, MTA advice)

• Review of chemical MSDS

• Consultation with employees

If an employee notices a hazard at any time, they must follow the following procedure:

1. Make sure the area is safe. Do not put yourself or others at risk.

2. Shut down, isolate or tag equipment if required.

3. Tell your supervisor immediately.

4. Fill in a Hazard, Accident, and Near Miss Report Form and give it to your manager.

5. If desired, you may choose to also discuss the hazard with your Health and Safety

Representative.

The manager is to keep the employee(s) with the safety concern informed of progress.

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2. Hazard Assessment

Once a hazard has been identified, it is placed on the company Risk Register. The Business

Manager will record the hazard on the Risk Register and will carry out a risk assessment by

applying the Risk Assessment Matrix below.

CONSEQUENCES Consider the consequences if this hazardous situation were to occur

LIKELIHOOD Consider the chance of the hazardous situation occurring

1 Insignificant No injuries, low $ loss, low risk of environmental damage

A Almost Certain Is expected to occur in most circumstances

2 Minor First aid treatment, medium $ loss B

Likely Will probably occur in most circumstances

3 Moderate Medical treatment, high $ loss, moderate environmental damage risk

C Possible Might occur at some time

4 Major Extensive injuries, loss of production capability, major $ loss

D Unlikely Could occur at some time, have heard of it happening

5 Catastrophic Death, huge $ loss, toxic release to environment with detrimental effect

E Rare Could only happen in exceptional circumstances

Consequences Likelihood

1 2 3 4 5 A H H E E E B M H H E E C L M H E E D L L M H E E L L M H H

E EXTREME risk, immediate action required, cease job immediately. H HIGH risk, urgent management attention required. Action required within 1 week.

M MODERATE risk, management responsibility for control assigned, controlled within one month

L LOW risk. Should be addressed within 6 months or when work environment changes are considered

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3. Risk Control

After the level of risk has been assessed and prioritised, control measures will be designed

and implemented to control the risk. These control measures will be created in consultation

with employees, in conjunction with relevant legislation & regulations and industry best

practice.

Control measures will consist of any or all of the following methods, listed here in order of

effectiveness and preference:

1. Elimination eg Disposal of dangerous equipment

2. Substitution eg Substitute for a less hazardous chemical

3. Engineering Controls eg Fitting guards to dangerous equipment

4. Administration eg Creation of a new Safe Work Procedure

5. Personal Protective Equipment eg Use of safety gloves for job 4. Reassess the Risk

After control measures have been implemented, a second Risk Assessment will be carried

out on the Hazard. This is to ensure that the control measures have eliminated or reduced

the risk and that no new hazards have been introduced with the control measures.

The Hazard will also be periodically reviewed thereafter to ensure that the risk has been

permanently controlled.

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NETWORK, INTERNET AND E-MAIL POLICY

All network, e-mail and internet equipment is the property of Pilbara Motor Group and as

such it is important we maintain knowledge of use and control of the facilities.

All network, e-mail and internet access can and may be reviewed by Management. This is to

ensure use is appropriate, professional and poses no threat to system security, the privacy of

employees and others and the legal liability of the organisation.

A breach of this policy will result in disciplinary action and may include dismissal.

Network

• Employees must keep their password safe & should not give their password to

anyone else.

• Computer terminals must be switched off at the close of business each day to

ensure successful back up and the update of the latest virus signatures.

• Use of systems and or networks in an attempt to gain unauthorised access to

remote systems is prohibited.

• The wilful introduction of computer “viruses” or other disruptive/destructive

programs into the company network or into external networks is also strictly

prohibited.

• The installation of software onto the local drive or network drive without prior

permission from management is also prohibited.

• The attaching of non-company owned computers to the network or phone systems

is strictly prohibited. Internet

• All internet usage must be to business related sites.

• All internet traffic is monitored and may be recorded.

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• The following practices are prohibited:

o Visiting sites of a pornographic or offensive nature

o Transferring any material of pornographic or offensive nature

o Visiting sites unrelated to Pilbara Motor Group business

o Downloading files that have not been scanned for viruses

o Downloading any files unrelated to Pilbara Motor Group business

o No Pilbara Motor Groiup business critical or sensitive information is to be submitted or disclosed to any internet or intranet site, bulletin board and any other interactive web sites.

E-mail

• Pilbara Motor Group accepts some non-business usage for e-mail. For this

reason, Pilbara Motor Group does not desire to completely prohibit the use of e-

mail for non-business use. Such usage should be regarded as a privilege and

therefore limited in number and size. Pilbara Motor Group reserves the right to

withdraw this privilege at any time.

• Further to our discrimination and harassment policies, acts of or attempts at

sending obscene, harassing and or threatening e-mails to people (internally or

externally) is strictly prohibited.

• Sending, receiving, printing or otherwise disseminating business critical or

sensitive information is prohibited. Business critical or sensitive information

includes but is not limited to:

o Financial information relating to the performance of the organisation

o Information relating to the strategy of the organisation

o Sensitive information relating to employees

• Forgery attempted or otherwise, of electronic mail messages is prohibited.

• Unauthorised acts of, or attempts to read, delete, copy or modify the electronic mail

of other employees is prohibited.

• Care should be taken when sending e-mails to third parties. If the content of the e-

mail is of an inappropriate nature, this may cause embarrassment or be harmful to

Pilbara Motor Group’s (PMG) interest and could result in you and PMG being sued.

• Employees are to delete unnecessary e-mails from the “inbox”, “sent” folder and

trash folder on a regular basis.

• Employees must not open files from unknown sources as they may contain viruses.

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HUMAN RESOURCES POLICIES

DISCIPLINE POLICY The following procedures will be followed when disciplinary action is required. Depending

upon the seriousness of the behaviour or offence, one or more of the following steps may not

be required.

Initial Counselling

The appropriate manager will counsel an employee with respect to a problem such as

unsatisfactory performance and or conduct on the job. Counselling should take place as

soon as practical after the problem occurs.

The manager and employee should discuss the problem areas, Pilbara Motor Group’s

expectations and the improvements to be achieved. This is to ensure the employee is made

aware of Pilbara Motor Group’s expectations.

A review date and time needs to be set in order to determine whether the employee’s

performance and or conduct has improved to the level required by the employer.

A record of the interview will be completed and signed by both parties and a copy will be

provided to the employee. The employee may have a witness present.

Initial Formal Warning

If upon review the employee’s performance has not improved, the manager shall counsel the

employee with a witness present. The employee may also have a witness present.

A written initial warning will be issued to the employee.

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The written initial warning will include an action plan and a copy will be provided to the

employee. The action plan will outline the required changes or improvements to be made by

the employee and the time frame in which this is to occur. This should not be less than two

weeks.

Second Formal Warning

If the employee has not fulfilled the requirements of the initial formal warning notice then the

employee would be formally counselled again with a witness present. The employee may

also have a witness present.

A written second warning will be issued to the employee.

The written second warning will include an action plan and a copy will be provided to the



weeks.

Final Written Warning

If the employee has not fulfilled the requirements of the previous warning notice(s) then the

employee would be formally counselled again with a witness present. The employee may

also have a witness present.

A written final warning will be issued to the employee.

The written final warning will include an action plan and a copy will be provided to the



weeks.

The manager must ensure the employee fully understands that non-compliance with the

employer’s directions will result in their dismissal.

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Termination of Employment

Failure to satisfy the conditions of the final written warning will result in the termination of the

employee’s contract and may or may not require notice, or pay in lieu of notice. This will

depend upon the circumstances.

Summary Dismissal – Serious Misconduct

Pilbara Motor Group may not be required to follow the procedures above where an employee

is dismissed immediately for serious misconduct.

If this is the situation, a time and place will be arranged for the manager to interview the

employee with a witness present. This should happen as quickly as possible.

The employee may request another person assist them at the interview.

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PORT HEDLAND KARRATHA yah Rd

4

800

26 & 38 Anderson St 1923 CoolawanPO Box 334 PO Box 859 Port Hedland WA 6721 Karratha WA 671Phone 08 9173 1622 Phone 08 9185 2700 Fax 08 9173 1406 Fax 08 9185 2

PROCEDURE FOR ISSUE RESOLUTION The following procedure must be followed if there is an Occupational Health and Safety

issue.

Issue arises

Employee notifies supervisor

Employee notifies safety and health representative

No Resolution

Discuss Issue

Refer to next senior manager

Refer to OSH Committee

Resolution

No Resolution

Record resolution and notify relevant

Refer to WorkSafe WA

parties

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WORKPLACE HARASSMENT POLICY All persons are to be treated with respect and equality in the workplace. Harassment and

discrimination will not be tolerated in any way. Employees responsible for the harassment of

others will be disciplined.

What is Harassment?

Harassment is any unwanted, unwelcome or uninvited behaviour of a nature that makes a

person feel humiliated, intimidated or offended. Harassment is unlawful if it is of a sexual

nature or based on a person’s:

Race Disability or impairment Physical Features Gender Age Sexual preference Political or religious beliefs Status as a parent or carer Marital status Personal association Industrial activity (union membership or non-membership)

Acts of harassment can be committed by anyone – a supervisor, co-worker, contractor,

service provider, client or customer. It is important to recognise that behaviour or comments

that may not offend one person may be unwelcome or offensive to another. Also it is

important to recognise cultural differences among employees. What is acceptable to one

cultural group may be unacceptable to another.

If the behaviour of a person in the workplace offends you or makes you feel uncomfortable

you need to advise the person that the behaviour is not acceptable. If the unwanted attention

persists, advise your manager who will support you in the situation.

What is not Sexual Harassment

Sexual harassment is not behaviour that is based on mutual attraction, friendship and

respect. If the interaction is consensual, welcome or reciprocated it is not sexual

harassment.

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ALCOHOL & OTHER DRUGS POLICY Pilbara Motor Group recognises the use of alcohol, other drugs and other substances will

impair the employees ability to perform adequately at work and will have severe detrimental

effects on safety, efficiency and productivity.

For the purposes of this policy, “under the influence”, shall mean a blood alcohol level of over

0.00%. No quantifiable level has been determined for drugs. Responsibility of Employees

• It is prohibited for employees to be under the influence of alcohol and other drugs in

the workplace.

• Employees are not permitted to consume alcohol or other drugs (other than those

prescribed by a doctor) during work hours either at the Pilbara Motor Group site or

property at which you are located to work.

• Employees who need to take prescribed medication must advise their doctor of their

duties and ensure their doctor agrees they can work.

• Employees using over the counter medication must read the packet instructions and

discuss with a pharmacist if necessary.

• Only employees aged 18 years and above may consume alcohol at work functions.

• Any breach of this policy is regarded as serious misconduct and will result in

immediate disciplinary action. Management will also have the right to prevent you

working the remainder of the shift if it is deemed necessary.

• It is the policy of Pilbara Motor Group to assist any employee with an alcohol or other

drug dependence problem, including the opportunity to take annual leave to attend

counselling and or a rehabilitation program.

• Employees are reminded that they should always respect relevant legislation in

regards to driving a motor vehicle whilst under the influence of alcohol or other drugs.

• Driving company or customer vehicles under the influence of alcohol or other drugs is

strictly prohibited.

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INDUCTION POLICY All new employees starting at Pilbara Motor Group must be inducted into the workplace. The

Induction Checklist must be signed by the new employee and the manager who provided the

induction.

HYGIENE AND EATING & DRINKING IN THE WORKSHOP POLICY Employees must wash their hands before eating and drinking during their breaks. Chemicals

used in the workshop may spill onto hands and therefore possible contamination of food may

occur.

There is to be no eating in the workshop. SMOKING POLICY All enclosed premises including those with a roof and open sides, workshops and vehicles

are smoke free. Employees who wish to smoke must do so outside and away from any main

thoroughfares of any building.

The designated smoking area for the Sales yard is behind the showroom.

Smoke breaks should only be taken during break times or as specified by the manager. OCCUPATIONAL REHABILITATION POLICY Pilbara Motor Group supports occupational rehabilitation. Employees are entitled to

workplace rehabilitation and are entitled to choose their own provider. Occupational

rehabilitation with a graded return to work needs to occur as soon as possible after an

employee is injured.

Employers are required to hold the injured employee’s job “open” for 12 months from the date

of injury. All records will be stored confidentially. Outlined below is The Worker’s Compensation process “The Employee’s Perspective”.

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The Worker submits Form2B andFirst Medical Certificate to Employerand aw aits decision fromAllianz on

liability

The Worker fully completes theEmployee Report Form

[Form 2 B].

The Worker reports injury immediatelyto Supervisor / Manager.

Incident report completed or noted inincident report book.

The Worker is obliged to reportthe incident as soon aspracticable follow ing the event

If the injury is not reported immediately, itmay lead to a delay in assessment ofliability.

Incident report forms can protect employersfrom claims that are lodged w hen no reportof injury is made by the worker.

The Worker attends designatedMedical Centre and obtains First

Medical Certificate

If Form2B is not fully completed,signed and dated it can lead todelays in processing the claim. The Worker is obliged to attend the

designated Medical Centre in the firstinstance as directed by the Employer orAllianz, but may also attend their ow nGeneral Practicioner

LIABILITYACCEPTED

LIABILITYDISPUTED

Employer or Alllianzdiscusses Return toWork options with the

Worker and theirtreating doctor

The Worker may apply tothe Directorate for

Conciliation

Refer to WorkLink if noimmediate return to work is

made

A conciliation officer w illattempt to resolve thedispute and may make

orders against theemployer

The Worker may apply after 17days of lodging claim w ithEmployer if no decision hasbeen made by Allianz

The Worker attends a conciliationconference w ith or w ithout arepresentative. Allianz representsthe employer at the conference.

The Worker is legally obligedto participate inrehabilitation, but has thechoice of accreditedproviders

The Worker is obliged toadvise the Employer if thecommence remunerated w orkw ith another employer

Worker sustainsinjury

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PROCEDURE FOR REPORTING HAZARDS, ACCIDENTS & NEAR MISSES All hazards, accidents and near misses must be reported by completing a Hazard, Accident

and Near Miss form, as soon as practical.

Forms can be found in the lunch room or they can be obtained from your manager or the

Business Manager. Completed forms are to be given to your supervisor, manager or the

Business Manager. Please ensure all questions are completed to aid in the accurate

investigation and identification of all risks involved.

PROCEDURE FOR INJURY MANAGEMENT

If an employee injures themselves at work, they must notify their supervisor immediately. If

they are unable to do so, send the nearest available person.

The supervisor will ensure the injury is treated by a first aider (a list is located with the first aid

kits). If further medical treatment is required, the supervisor will arrange transport to the

hospital or doctor’s surgery.

As soon as practical after the event, the employee must fill in a Hazard, Accident & Near

Miss Report.

If the injury sustained requires time off work, please refer to the Occupational Rehabilitation

Policy.

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PROCEDURE FOR DEALING WITH VIOLENCE IN THE WORKPLACE Violence at work is considered any incident in which employees and other people are

abused, threatened or assaulted at work. Violence includes physical assault, verbal abuse,

intimidation and low level threatening behaviour.

Violence should be isolated, managed and minimised.

Be prepared. Violent situations often follow a pattern of escalating aggression:

• annoyance • raised voice • verbal threats, physical gestures • actual physical violence

Avoid physical violence by recognising the above signs and trying to diffuse the situation.

What to do during a Verbal assault and threat

• Withdraw from the situation immediately. Do not put yourself or others at risk and

make the situation worse.

• Inform your manager immediately.

• Report the situation to police where appropriate.

What to do during a Physical and armed assault

• Withdraw from the situation immediately. Do not put yourself or others at risk and

make the situation worse.

• Take refuge in a safe place.

• Summon help if possible.

• If you are injured, seek medical assistance immediately.

• Call the police and notify your supervisor.

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What to do after a violent assault

• Record the details of the assault as soon as practicable.

• Notify your supervisor if you have not done so.

• Report the incident via the Hazard, Accident & Near Miss Report.

Management is to ensure that the threatened worker is not left alone at work or placed in

situations at work where they could be at risk of repeat aggression. If there is reasonable

threat of repeated aggression, the employee should be accompanied home or taken home by

a taxi.

Pilbara Motor Group is to ensure post incident support is provided as required. This may

include first aid, debriefing or counselling services or legal assistance as required.

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PROCEDURE FOR CASH HANDLING

• If more than $500.00 cash is taken in one transaction, the Business Manager must be

notified.

• Excess cash is to be regularly removed from the cash register and given to the

Business Manager.

• Cash takings will be stored in a safe overnight and banked the following day.

• The route and time of the cash transfer will be changed constantly along with the

vehicle and bag used.

• Cash will be counted in a secure room and out of sight of the public.

In the event of an armed hold up;

• Protect yourself, not the money or goods.

• Stand still, remain calm and quiet.

• Keep your hands where they can be seen and do not make any sudden moves. Avoid

eye contact with the robber.

• Stand slightly side on to the robber (A submissive position).

• Do not use the telephone.

• Obey the robbers’ instructions – do exactly what you are told.

• Allow the robber(s) to leave.

• Make a mental note of the robbers’ appearance including hair colour, height, weight,

clothing, race, age and type of weapon. Look for identifying features such as scars

and tattoos.

• Call the police when it is safe to do so.

• Seal off the area, so evidence remains untouched.

• Ask any witnesses to remain until the police arrive.

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EMERGENCY PROCEDURES • Risks will be continually monitored in order to minimise the potential of an emergency.

• The safety of employees is foremost.

• A practice of an emergency evacuation procedure will occur no less than once a year.

• Emergencies covered by this procedure include:

Bomb Threat

Cyclone

Fire / Explosion

Hazardous Material Spill & Toxic Emissions

Medical Emergency

For the purpose of this policy, 26 Anderson Street will be referred to as “Service/Parts” and

38 Anderson Street will be referred to as “Sales”.

Assembly Points

The following locations have been designated Assembly Points.

Service / Parts Drive Way on McKay Street

Sales Drive Way on Hardie Street

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EMERGENCY EVACUATION PLAN Service / Parts 26 Anderson Street

Port Hedland WA 6721

In an emergency, exit via the nearest safe emergency exit and head straight to the Assembly Point.

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EMERGENCY EVACUATION PLAN Sales 38 Anderson Street

Port Hedland WA 6721

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EMERGENCY CONTACT NUMBERS

Ambulance 000 9172 1800

Fire 000 9173 2333

Police 000 9172 1444

Emergency Services 9173 2333 Service Address Corner of Anderson & McKay Streets Port Hedland

Sales Address Corner of Anderson & Hardie Streets Port Hedland

Poisons Information Centre 13 11 26 Hospital Emergency 9158 1663

Local Doctor Edgar Street 9173 2201

First Aid Officers Listed on Contact number sheet located with First Aid Kits

Electricity Western Power 13 13 51

Electrician O’Donnell Griffin 9173 2411

Water Water Corporation 13 13 75

Plumber South Hedland Plumbing 9172 1981

Dealer Principal 0418 923 583

Employees may call for emergency assistance if they believe it is

required. Once the call has been made, notify your manager.

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BOMB THREAT EMERGENCY PROCEDURES

General Instructions for Employees

• Take any threat seriously.

• Remain calm and record the exact wording of the caller.

• Ask questions such as:

When will the bomb go off? Hour? Time remaining? Where is the bomb planted? What kind of bomb is it? Where are you now? How do you know so much about the bomb? What is your name and address? Why a bomb?

• Record the following;

Sex of caller Age Child / Youth / Adult / Elderly Local Call / Long Distance Voice characteristics eg High / low pitch, soft, deep, taped Speech characteristics eg Fast, flustered, slow, slurred, nasal Language eg Normal, cultured, obscene Accent eg Australian, New Zealand, Asian, Other Manner eg Calm, rational, coherent, angry, laughing Background Noise eg Office Machinery, cars, music, planes, animals

• Report the incident immediately to your manager and fill out a Hazard, Accident and

Near Miss Report.

• Assist as instructed to report the incident to the police and evacuate the area.

General Instructions for Managers

• Take any threat seriously.

• Remain calm.

• Report the incident immediately to the police.

• Arrange for the evacuation of the area.

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CYCLONE EMERGENCY PROCEDURES The cyclone season is from November to April. A cyclone may cause a tidal or storm surge

which may present a significant hazard to the community. The SES, in conjunction with the

police, monitor the situation continuously and will initiate evacuation if necessary.

The SES will issue the following community alerts:

Stage Blue Cyclone has formed and may affect the area within 48 hours

Stage Yellow Cyclone is moving toward the area and appears inevitable within 12 hours

Stage Red Cyclone is imminent

Management will direct employees to assist with the following:

Stage Blue

• Identify any loose material and rubbish around the property and consider time and

methods of removal or securing.

• Ensure there is adequate tie down material and anchor points.

• Purchase any supplies as necessary.

Stage Yellow

• Store or secure loose material and items likely to be dislodged by destructive winds.

• Ensure any objects on the floor in the workshop and offices are water proof, if they are

not; move them so they are off the ground.

• Move cars – apply handbrake and engage park or reverse gear.

• Disconnect electrical appliances and turn off gas supply.

• Management will advise employees when to go home or move to an evacuation centre.

After a cyclone Once the cyclone ”All Clear With Caution” message is given by emergency services, staff are

asked to call the Dealer Principal (0418 923 583) who will advise when to return to work.

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FIRE / EXPLOSION EMERGENCY PROCEDURES

General Instructions for Employees

In the event of fire or the presence of smoke being discovered anywhere in the building;

1. Shout “FIRE” or use the PA system located in the administration department to advise

everyone in the building of the possible danger.

2. If safe to do so, rescue any person in immediate danger.

3. If safe to do so, use an extinguisher or fire blanket to smother the fire.

4. If the fire warden is not present, notify the Fire Brigade.

5. Proceed to the assembly point when instructed or when it is unsafe to remain in the

area.

6. Remain at the assembly point until instructed by the Warden.

General Instructions for Fire Wardens

In the event of fire or the presence of smoke being discovered anywhere in the building;

1. Ensure the Fire Brigade has been notified.

2. Evacuate Personnel in the immediate fire area.

3. If safe to do so, attempt to contain or extinguish the fire, using the fire extinguishers

in the area. Ensure you use the correct type of extinguisher.

4. If you can not get near the fire or contain the fire, commence a full evacuation.

5. Supervise the evacuation.

6. Check all rooms, toilets, common areas and passageways to ensure everybody

has been evacuated to the assembly point.

7. Close door/windows to prevent fire spreading.

8. Go to the assembly point and ensure a roll call has been completed.

9. Advise the Fire Brigade of any people not accounted for.

10. Do not re-enter the building until directed by the Fire Brigade.

11. Attend to those in need of first aid.

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Fire Wardens Service / Parts Service Manager

Sales Pre-Delivery Manager

Fire Extinguisher Locations Refer Evacuation Plan

Site Location Type

Service / Parts Administration Door between Admin/Parts CO2

Administration Archive Room H2O

Parts Store Top of Stairs H2O

Workshop Near Lunch room door DCP

Workshop Near Hoist 3 Foam

Workshop Wash bay DCP

Workshop Wash bay entry DCP

Workshop Next to Oil storage bay DCP

Sales TBA

Fire Extinguisher Types

Type Use

CO2 Carbon Dioxide Use for flammable liquid & electrical fires

H2O Water Use for wood, paper & fabric fires

(Not oil or electrical fires)

Foam Foam Use for flammable liquid fires

(Not electrical fires)

DCP Dry Chemical Powder Use for paper, wood, textile, oil, liquid

& electrical fires

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March 2005 - 29 -


HAZARDOUS MATERIAL SPILL & TOXIC EMISSIONS EMERGENCY PROCEDURES It is important to remember that staff can be exposed to hazardous materials in several ways

including skin contact, inhalation, ingestion and eye contact.

1. Stop the source of the spill or emission, if safe to do so.

2. Contain and control the flow. Prevent the spill from entering stormwater or

sewerage drains, by blocking the inlets. Use booms and absorbent granules.

3. Clean up the spill promptly. Follow the relevant material safety data sheet. Ensure

you wear the appropriate Personal Protective Equipment.

4. Notify your manager.

5. Notify the relevant authorities, if required.

Department of Environment (Emergency Response) 1800 018 800

6. Fill out a Hazard, Accident & Near Miss report.

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MEDICAL EMERGENCY PROCEDURES

1. Check that there is no hazard to you, the injured person or other people.

2. Administer first aid if you are trained, if not, notify the first aid officer immediately.

3. Assist the first aid officer if required.

4. If required call 000 and ask for Ambulance and provide the following information:

• Exact place of the accident, with directions

• Telephone number of the phone you are using

• Number of casualties

• Indication of type and extent of injuries

• State if other emergency services are required

• Ask for the likely arrival time

• Answer any further questions

6. Remain at the assembly point until instructed by the Warden.

7. Fill out a Hazard, Accident & Near Miss report. Fist Aid Kit Locations

Service / Parts 1. Administration

2. Lunch Room

Sales 3. PD Shed

NB: First Aid Officers are listed on the Emergency Contact List located with the First Aid Kits.

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Basic First Aid Instructions St John Ambulance Action Plan: DR ABC D Check for DANGER; to you, the casualty and others. Only move the casualty if

necessary. R Check for RESPONSE: shake gently and shout. If conscious, check for other injuries. A If unconscious turn on side and check AIRWAY. Clear any loose material in mouth. B Check for BREATHING. Look for chest rise and fall; listen for breath sounds, feel for

breath on cheek or hand.

If NO breathing, roll casualty on back. Tilt head and lift jaw to open airway. Seal nose, cover mouth, give up to 5 breaths to achieve at least two effective breaths, each of which make the chest rise and fall.

If THERE IS breathing put casualty in stable side position and check for other injuries. C Check for CIRCULATION: Feel for a neck pulse for no more than 10 seconds.

IF THERE IS A PULSE, continue MOUTH TO MOUTH breathing:

Adult 15 breaths per minute (Full breaths) Child/Infant 20 breaths per minute (Blow gently for child/puff lightly for infant)

Continue this until casualty starts breathing or help arrives

IF NO PULSE, start CPR or call for help if you do not have this skill. Adult 15 compressions, 2 breaths = 1 cycle; 4 cycles per minute

Depth 5cm using 2 hands

Child/Infant 5 compressions, 1 breath = 1 cycle; 12 cycles per minute

Depth Child (1-8 years) 1/3 depth of chest, use heel of 1 hand

Depth Infant (up to 1 year) 1/3 depth of chest, use 2 fingers only.

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PROCEDURE FOR WORKING OUTDOORS Pilbara Motor Group recognizes the danger of UV radiation and the need to minimise

exposure to this risk. The most effective way of reducing UV exposure is to use a

combination of protection methods. Control measures will consist of any or all of the

following methods, listed here in order of effectiveness and preference.

1. Re-organise work to avoid the UV peak of the day Where practicable, and where the work schedule permits, employees should try to avoid

being outside in the middle of the day for long periods. Try to:

• Minimise the amount of outdoor work.

• Move jobs undercover.

• Complete outdoor tasks in the early morning or late in the day.

• Share outdoor and indoor work to minimise individual exposure.

2. Provide natural or artificial shade Where work has to occur outside for extended periods, assess the location of the work,

proximity to reflective surfaces and the availability of natural shade from surrounding

structures or trees.

If there is no natural shade, have a physical barrier to UV radiation by erecting temporary

shade structures, if practicable.

Employees are potentially exposed to UV radiation even when working in shade and should

continue to wear sun protection when working in the shade. This is due to UV radiation being

reflected or scattered from surrounding surfaces.

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3. Wearing appropriate protective clothing

Protective Clothing

Ideally sun protection clothing for employees should consist of long sleeve shirts with a collar

and long trousers. Where this is not practicable, shirts with sleeves at least to the elbow and

shorts at least to the knee would be a suitable alternative.

When choosing clothing, be aware that the levels of UV protection provided by clothing

increases with the density of the fabric's weave. Also darker colours absorb more UV

radiation than lighter colours of the same fabric. It is advisable to choose clothing that covers

as much skin as possible.

Hats

Hats must be worn when working outdoors for prolonged periods. If required, hats will be

provided by your manager. If supplying your own hat it is suggested a hat with a broad brim

(8 to 10 cm), and made from a close-weave fabric should be chosen. Legionnaire style caps

also provide excellent UV protection.

Hats only protect the face from direct sunlight and will not stop exposure from reflected or

scattered UV radiation.

Sunglasses It is recommended that sunglasses be worn when working outdoors for prolonged periods.

Close-fitting, wrap-around style sunglasses (or sunglasses with side shields) that comply with

Australian Standard AS/NZS 1067 – Sunglasses and fashion spectacles are recommended.

These types of sunglasses will prevent 95% of UV radiation reaching the eyes.

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4. Applying sunscreen.

Sunscreen should be used in combination with other methods of protection previously

mentioned.

Sunscreen is provided by Pilbara Motor Group when working outdoors. For best results with

sunscreen:

• "Broad spectrum SPF 30+ and water resistant" should be used.

• Apply liberally 20 minutes before going outside (if possible) to ensure it is absorbed by

the skin. A thin application will reduce the protection level by up to a half.

• Reapply every two hours to clean, dry skin, or more frequently if perspiring or in

contact with water.

• Employees with a natural sun tan also need to apply sunscreen as a tan does not

provide any significant protection from UV exposure.

REMEMBER TO DRINK PLENTY OF WATER!

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PROCEDURE FOR MANUAL HANDLING

Manual handling means any activity requiring the use of force exerted by a person to lift, lower, pull,

push, carry or otherwise move hold or restrain a person, object or a thing.

Procedures

• Check path is clear before the object is moved.

• Before lifting, ensure the load or object is assessed for likelihood of injury. Refer to

checklists to assess the risk of the task.

• Consult with all employees or fellow workers performing the tasks as they are likely to

be aware of other handling injuries that may be associated.

• Identify whether other mechanisms such as lifters, machinery, trolleys, increased man

power, ramps, and pallets can be used to reduce the risk of injury. This should be done

in consultation with employees.

• Make sure the load is placed in a location that does not cause a hazard or a risk to any

personnel.

• Ensure the knees are bent, stomach muscles are pulled in tight and the back is straight

when lifting or moving an object. If the load is heavy or of a difficult shape or size, get

assistance.

• Conduct toolbox meetings to assess whether control measures are effective. Change

the process if required.

• If in a difficult position or posture, ensure that job rotation and stretching is performed.

• Employees will be trained in manual handling via the Accelerate Program during

induction and once yearly.

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PROCEDURE FOR THE SAFE USE OF COMPRESSED AIR Serious injuries are associated with the abuse or misuse of compressed air. These mainly occur

through eye injuries by having foreign objects blown into the eyes, high pressure air penetrating the

skin and couplings failing & being expelled at a high force into objects & people.

Procedures

• No Horseplay with equipment.

• Compressed air is not to be used to blow down clothing or cool the body, as air particles

can penetrate the skin.

• Employees are to ensure that all compressed air equipment such as hose(s), clamps &

fittings are in good condition before use. If not, an out of service tag must be placed on

the piece of plant/equipment until repaired and the plant/equipment must be isolated.

• All employees using compressed air are to ensure that good housekeeping rules are

applied.

• Hose reels are to be retracted when equipment is not in use.

• Employees are to wear their safety glasses at all times. Eyewash solution is located in

the first aid kits in the event of an eye injury.

• Employees using compressed air must notify people working in close proximity and

suggest caution.

• Equipment is to be serviced at least yearly and checked monthly as part of the Hazard

Inspection. A sticker should be displayed on the machine indicating the date of the last

service.

• Caution should be exercised at all times during use.

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PROCEDURE FOR FUME MANAGEMENT Fumes are generally anything that is not from the ambient atmosphere and in concentrations that can

be detrimental to human health. Fume management is necessary to prevent a toxic atmosphere.

Ventilation and correct work practices can help to control fumes whether the substance is from

chemicals, dusts, fuel or other sources.

Procedures

• All employees are to ensure there is appropriate ventilation circulating when starting up

vehicles to prevent carbon monoxide poisoning.

• Excessive revving and unnecessary running of vehicles must not occur

• Make sure all employees are aware of the dangers that are faced with fume

management.

• Ensure all MSDS for chemical substances are read and appropriate PPE (respirators) is

worn.

• Ensure that if chemical vapours or other toxins are likely to be present in the

atmosphere, notify fellow employees in the work area and outline the precautions they

should take.

• Prevent dust and other airborne contaminants by not dumping sands or fine material in

or around workshop and doors.

• Ensure all employees are fully aware of, and competent with respiratory masks and

other PPE.

• When it is necessary to run a vehicle for extended periods, the employee will ensure the

vehicle is placed in a bay close to external doorways. Ensure that any wind does not

blow fumes back into the workshop.

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PROCEDURE FOR PERSONAL PROTECTIVE EQUIPMENT & UNIFORMS Personal Protective Equipment (PPE) is protective equipment that can be used in conjunction with

other techniques to minimize the risk of a particular hazard or the chance of an incident.

Procedures

• Safety glasses are to be worn at all times when in the workshop, unless in the

designated walkways, the lens cleaning station or the lunch room.

• As per WorkSafe guidelines, when grinding, a full face shield & safety glasses must be

worn together.

• Steel cap boots are required to be worn by technicians, trades assistants and parts

department employees.

• Closed in shoes are required to be worn by service advisors and car detailers.

• Workshop employees are required to wear cotton short or long sleeve shirts, with

reflective tape, and cotton long pants. (This is due to the fact there are many sharp objects

in the work shop for example exhaust pipes and side steps which can cut legs. Also, chemicals

when spilt tend to fall on lower limbs and without trousers more severe damage is done.)

• Shorts may be worn by workshop employees on extremely hot days to avoid the risk of

heat stress if permission is given by the Service Manager.

• If an employee is issued with a uniform, they must wear that uniform.

• No t-shirts are to be worn.

• Any visitor entering the workshop must wear safety glasses and closed in shoes/boots

and must report to the Service Manager at reception before entering the workshop.

• If gloves are required for a specific task, they will be provided and must be worn.

• Ear protection will be issued to workshop employees and must be worn when the

employee is exposed to excessive noise.

• Uniforms and PPE are not to be wilfully damaged or modified in any way.

• When PPE is supplied by PMG, employees will be required to sign the PPE register. It

will be the employee’s responsibility to maintain and wear their PPE as appropriate.

• Pilbara Motor Group will reissue PPE after a reasonable time period or when required

through reasonable wear and tear.

• PPE can be ordered through your supervisor.

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PROCEDURE FOR TAGGING Isolating malfunctioning machinery and/or plant and equipment being serviced is essential for a safe

working environment. It prevents the piece of equipment being used when malfunctioning or being

serviced.

Procedures

• Machinery with an Out of Service tag attached shall not be operated.

• All employees are able to tag equipment or vehicles if it is deemed unsafe to operate.

• Out of service tags are kept in the workshop lunch room.

• The person who places a tag on a piece of plant/equipment must sign, date and name

him/herself on the tag and notify their supervisor.

• The tag is to be placed in a visible position on the isolation point of the equipment. If

there is more than one point, additional tags will be used.

• Under no circumstance will an employee or manager remove a tag prior to repairs being

carried out without the consent of the person issuing the tag.

• Once the tag has been placed on the plant/equipment other areas may need to be

isolated to ensure the equipment can not be used.

• If a tag is not available a person shall stand next to the piece of machinery/equipment at

all times whilst corrective work is being conducted. A temporary tag will also be made

until others arrive.

• Only the person who has attached the out of service tag or the person who has repaired

the equipment satisfactorily may remove the tag.

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PROCEDURE FOR THE SAFE USE OF PRESSURE VESSELS & STORAGE Pressure vessels such as gas cylinders are extremely dangerous if not treated appropriately

and have the effect of a small bomb if they are mistreated to a degree of malfunction (eg fall

over).

Procedures

• All employees using equipment are to make sure the pressure vessels are upright,

secured and protected from damage. Ensure full and empty gas cylinders are

separated, secured and stored in the shade.

• Labelling, safe storage and approved secured areas are to be visible and in compliance

with regulations and standards.

• Employees are to exercise good housekeeping practices by keeping gas cylinders &

other pressurized equipment/plant away from doors & exits, away from leads & other

hazardous materials and away from high traffic areas.

• Ensure that the gas cylinders are inspected and maintained in accordance with OSH

Regulations and Standards 4.43 and AS 2030.

• Ensure the liquid/fluid when filled is compatible with the particular cylinder.

• Ensure that gas cylinders are stored or used in a safe place.

• All employees are to have appropriate training in the correct use of gas cylinders and be

made aware of the potential hazards.

• Use cylinders in a well ventilated area.

• Ensure all connections comply with standards & regulations and correct fittings are

used.

• PPE will be provided where necessary including gloves & welding masks.

• Flash back arresters must be fitted and be operational at both the regulator & blowpipe

ends on both the oxygen & acetylene hoses.

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PROCEDURE REGARDING ELECTRICAL COMPONENTS Electrocution is the greatest concern and by following safe work procedures and having good

housekeeping practices the dangers can be dramatically reduced for everyone in the work-area.

Procedures

• Ensure that all electrical installations in the workplace are designed, constructed,

installed, protected and maintained to minimize risk of electrical shock or fire in

accordance with AS 3012.

• All employees need to be aware of the hazards associated with electricity and what

procedures to adopt in the event of an electrical shock, fire or explosion.

• Ensure all employees are given appropriate training with the correct type of fire

extinguisher to use in the event of an electrical fire.

• Ensure that no work is done above electrical wires or cables.

• No work is done next to a metal scaffold.

• Residual Current Devices shall be installed at the power supply to all outlets.

• Electrical leads are to be kept in good condition and stored appropriately when not in

use.

• No electrical cable is to be fastened to a pole or scaffold.

• An approved electrician to conduct an electrical assessment 6 monthly.

• All electrical equipment must be inspected and tagged before use.

• Faulty electrical equipment must be tagged and isolated and your manager notified.

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PROCEDURE FOR VEHICLE CONTROL

Procedures

• All employees that operate vehicles must be licensed and have competent skills. If the

employee loses their license they must advise their manager immediately and will not

be permitted to drive or control a vehicle.

• Seatbelts are to be worn during all movement of vehicles, including when driving a

vehicle within the dealership. Do not remove your seatbelt until the car has stopped

and the engine has been turned off. Seatbelts should also be worn when reversing a

vehicle.

• Employees who drive vehicles on the grounds are not to exceed a 5km speed limit

inside the workshop and showroom and a 10km speed limit will apply outside of the

workshop.

• Signage of vehicle speed limits will be posted at entry and exits points and directional

arrows marked in accordance with regulations.

• Vehicles are to be directed by another employee when reversing or driving a vehicle on

a ramp or hoist.

• Vehicles will be secured once on a hoist or ramp by applying the handbrake and

chocking the wheels to prevent roll or slip. This standard will comply with the

regulations.

• Vehicles must be placed in a manner that does not interfere with equipment that is likely

to be of a flammable or hazardous nature.

• No tools or objects are to be left under a vehicle whilst the vehicle is in motion.

• All vehicles will give way at pedestrian walkways.

• When required to travel with a customer on a test drive, employees must realise that

they are not required to tolerate a potential client’s unsafe driving. In the event of such

an issue the employee must advise their manager who can alert other employees to not

travel with the potential client.

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PROCEDURE FOR STOLEN VEHICLES This procedure focuses on employee safety and at no time are employees to put themselves at risk in

the event of a theft or potential theft of company property.

Procedures

• In the event of a vehicle being stolen, employees are not, under any circumstances, to

pursue the offender by car or any other means.

• Employees are not to attempt to bar the movement of stolen vehicles as in doing so

will put themselves at risk of being run over by the stolen vehicle.

• When safe to do so, employees should note any details of the offender’s presentation

and manner, name etc and advise their supervisor.

• Notify the police as soon as possible.

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PROCEDURE FOR HOUSEKEEPING All work areas are to be kept as clean as possible during the work process. This will

minimize the chance of hazards and injuries occurring from slips, trips and falls.

Procedures All employees are to ensure:

• Work areas to be kept clean and tidy at all times.

• Walkways to be clearly marked.

• Walkways will be kept free from oil and grease, obstacles and electrical leads.

• Bins are to be used and emptied when they are full. Do not over fill bins.

• Machines are to be kept clean.

• Drip trays to be used on floor to prevent spillage.

• Regular cleaning of all amenities is to be conducted.

• Clean up of oils or other spills occur immediately.

• Appropriate signage to be used, such as, "Wet Floors" or "Slippery Surface".

• Weekly inspections on housekeeping standards to be documented, filed and changes

made where necessary.

• All equipment to be stored in appropriate places, i.e.: gas cylinders, tools and

chemicals.

• Work benches are clear of rubbish.

• Tools, equipment and parts not in use are to be stored away.

• Drums containing oils to be kept clean and disposed of appropriately when empty.

• First aid equipment, fire extinguishers, signs and other relevant information to be kept

clean, well displayed and clear of clutter within 1 metre.

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PROCEDURE FOR CHEMICAL USE AND STORAGE Chemicals can cause many injuries to workers who do not understand the information on Material

Safety Data Sheets. It is in everyone’s best interest to obtain as much information about the product

as possible and assess whether PPE is required and how it should be applied.

Procedures

• Material Safety Data Sheets (MSDS) will be provided at the point of use and in a folder

located in the administration department.

• Ensure that all suppliers deliver MSDS when chemicals are delivered.

• All employees, who use chemicals as part of their job, are provided appropriate training

for the safe use of the chemicals.

• The MSDS are to be reviewed to ensure there is sufficient first aid treatment available

on-site and appropriate to the needs specified on the MSDS.

• PPE supplied for use with chemicals will be compatible with the chemicals used and will

be supplied at no charge to the employee. Do not use the product if the correct PPE is

not available.

• All Chemicals are to be labelled in accordance with OS&H Regulations.

• Containers used for decanting of chemicals must be labelled in accordance with OSH

Regulation 5.12(2).

• Soft drink bottles are not to be used for decanting chemicals.

• Storage of chemicals must be in an adequately ventilated area away from hazards of

fire, heat and other dangers. Storage facility must be lockable and supervised.

• Chemicals are not to be placed in hazardous areas such as in front of doorways, under

cars, near electrical leads and high traffic areas.

• A chemical register is to be kept to ensure the company knows exactly what chemicals

are on site.

• Ensure non compatible chemicals are not stored together.

• For hygiene and safety concerns hands must be washed before consumption of food

and drink. No food is to be consumed in the workshop.

• A non-toxic hand cleaner is to be provided.

OHS Staff Handbook

Documents

Transcript of OHS Staff Handbook