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RFCSV-G WHS Handbook of 44

WORK HEALTH & SAFETY

Policy & Procedure Manual

Version 3.0


Purpose of Manual Rural Financial Counselling Services Victoria – Gippsland (RFCSV-G) has a priority commitment to the work health, safety and wellbeing of its employees; contractors; clients and visitors, operating to achieve zero incidents of injury. RFCSV-G will promote and practice work health, safety & wellbeing, embedding it into workplace culture. The following WHS Manual has been developed by RFCSV-G to provide a practical reference guide for:

• Policies

• Procedures

• Responsibilities and Delegations

• Definitions

• Guidelines & Checklists

• Recording & Reporting Templates

Policies contained within this manual will be reviewed annually in the context of organisational change, or updated in immediate response to legislative changes.

Version Amendments Delegate Date

1.0 Initial draft approved by the Board VECCI February 2013

2.0 Reviewed and updated Administration & Finance Officer

May 2014

3.0 Complete update; edit and redesign for practical ease of use. Incorporation of updated & merged Policies & Procedures and supporting documentation.

Executive Officer May 2017

Acknowledgements

VECCI was commissioned by RFCS Vic – North Central on behalf of the Victorian rural financial counselling services to initially develop the

manual in compliance with the current Victorian WH&S legislation.

The document was originally adapted by the RFCS Victoria–Gippsland Board 1st February 2013.


Contents Introduction ................................................................................................................................................................................... 4

Risk Statement.............................................................................................................................................................................. 4

Work Health & Safety (WHS) Policy ................................................................................................................................... 5

Anti-Discrimination, Bullying & Harassment Policy ................................................................................................ 10

Procedures ................................................................................................................................................................................... 13

Workplace Consultation ................................................................................................................................................... 17

Risk & Hazard Management ............................................................................................................................................ 18

Workplace Bullying; Violence and Harassment .................................................................................................... 22

Emergency Management .................................................................................................................................................. 24

Maintaining General Safety ............................................................................................................................................ 27

Visiting Rural Properties .................................................................................................................................................. 35

First Aid Mental Health ..................................................................................................................................................... 36

Workers’ Compensation & work-related illness and injury ............................................................................ 38

Terms & Definitions ............................................................................................................................................................ 41

Appendices .................................................................................................................................................................................. 44


Introduction RFCSV-Gippsland (RFCSV-G) is committed to the implementation and promotion of safety. As part of this commitment, safety management information will be made available and easily accessible to all employees and contractors. It is the responsibility of all RFCSV-G employees, including Members of the Board, to read and understand the Work Health Safety (WHS) policies and procedures, sign acknowledgement, and ensure all reasonable efforts are made to comply. RFCSV-G employees who fail to comply with WHS obligations, or who consistently demonstrate poor safety performance, will be subject to disciplinary measures up to and including dismissal in severe instances. Contractors will be subject to the same requirements as employees. Should a contractor fail to comply with RFCSV-G WHS policies and procedures, a notice in writing will be sent to the contractor and/or their employer, and in certain non-complying circumstances, RFCSV-G reserves the right to refuse the contractor(s) access or entry to RFCSV-G premises. On initial appointment of their services, contractors must be inducted into, and sign acknowledgement of RFCSV-G policies and procedures, including emergency response. Sufficient induction; training; explanation and assistance will be given to employees and contractors to ensure they fully comprehend what is required of them. General safety promotion exercises will be conducted regularly throughout the year, normally at scheduled employee training meetings. These will involve both the employees and management and are designed to raise awareness of health, safety and wellbeing issues within the workplace. Neither the Board; Management nor any Employee will tolerate unsafe behaviour and non-compliance with WHS policies and procedures.

Risk Statement RFCSV-G will endeavor to minimise the risk any particular operation poses to our organisation, employees, contractors, clients, visitors and the general public. RFCSV-G has a duty to provide a safe workplace for its employees, contractors and clients and will put procedures in place that will, as far as possible, ensure risks are minimised and their consequences averted. RFCSV-G acknowledges specific risks faced particularly by our Financial Counsellors and have developed procedures and guidelines to best manage, minimise or mitigate these risks to the health, safety and wellbeing of our employees.

Policies The following policies are RFCSV-G’s guiding principles of operation and conduct as adopted by the Board. These policies apply to all members and representatives of RFCSV-G including members of the Board; Executive and Employees.

• Work Health Safety

• Anti Discrimination, Bullying & Harassment

Co-Location Offices Employees and contractors operating from co-location offices within Gippsland are expected to abide by RFCSV-G policies and procedures, as well as those of the governing body managing the co-location site of which RFCSV-G operates.


Work Health & Safety (WHS) Policy

Date Adopted: 21 Jun 2017 Scheduled Review:June 2018


1.0 Revised Work Health & Safety Policy with revised WHS Policy & Procedure Manual

Executive Officer May 2017

PURPOSE

Rural Financial Counseling Service Victoria - Gippsland (RFCSV-G) is committed to ensuring, as far as is reasonably practicable, the health, safety and welfare of the working environment for its employees; contractors; clients; and visitors to its premises.

SCOPE

This policy applies to:

(a) All Members of the Board (b) All employees; and (c) Contractors, volunteers and visitors to RFCSV-G's premises, to the extent it is relevant to them.

In this policy, 'workplace' includes working on site or off-site, attendance at a work-related conference or function, and attendance at a client or other work-related event, including retreats and social events.

Legislation

• Victorian Occupational Health and Safety Act (2004)

• Occupational Health and Safety Regulations (2017)

• Dangerous Goods Act (1985),

• Dangerous Goods regulations (storage and handling) (2000),

• Code of Practice for First Aid in the Workplace (2008)

THE POLICY

Overview Rural Financial Counselling Service Victoria - Gippsland (RFCSV-G) supports the rights of all persons covered by the policy and recognises its responsibilities for providing a safe and healthy workplace for its employees; contractors; visitors and clients. RFCSV-G will ensure that its operations do not place the wider community at risk of injury or illness. RFCSV-G is committed to the promotion of a joint and united approach to consultation, resolution and improvement of Work Health, Safety & Wellbeing issues. The health, safety and wellbeing goal for RFCSV-G is the pro-active prevention of work related injuries through the development and promotion of safe systems of work, hazard identification and rectification. In line with this, RFCSV-G expects all employees to regard accident prevention, and working safely, as both a collective, as well as an individual responsibility.


This will be accomplished through the ongoing development of risk management systems and procedures designed to, so far as is reasonably practicable:

• identify, assess and control workplace hazards;

• reduce the incidence and cost of occupational injury and illness; and

• provide a rehabilitation system for those affected by occupational injury or illness.

RFCSV-G will:

• Comply with all relevant legislated statutory requirements; regulations and codes of practice to which RFCSV-G is subject;

• Undertake risk management activities to adequately manage risks to persons in the work environment, including review of changes to work methods and practices;

• Regularly review and evaluate Work Health & Safety Management systems, including audits and workplace inspections;

• Instruct employees to notify management and record any perceived hazard risk(s), incidents, or injuries;

• Consult with all employees to enhance the effectiveness of the WHS Management System;

• Ensure that all vehicles, equipment and substances are safe, maintained and secured, without risk to health when used in accordance with standard operating procedures;

• Maintain safe systems of work, work premises, and the work environment, including systems to adequately manage emergency response;

• Provide adequate facilities to protect the welfare and wellbeing of employees, contractors and visitors;

• Provide appropriate WHS training to all employees on a consistent and regular basis;

• Provide adequate information and supervision for all employees, enabling them to work in a safe and healthy environment;

• Provide adequate resources and responsible officers to facilitate the fulfillment of RFCSV-G’s WHS obligations;

• Establish measurable objectives and targets to ensure continued improvement to eliminate workplace injury and illness.

Work Practices

RFCSV-G has an expectation that all employees, including Board Members, operate safely at all times, adhering to the following work practice policies: Incident, Injury & Hazard Reporting

RFCSV-G commits to preventing workplace accidents and minimising dangerous occurrences, endeavouring to achieve a zero lost time injury incident rate. RFCSV-G will:

• Provide a mechanism for reporting accidents, incidents, work-related illness and dangerous occurrences;

• Investigate accidents to determine the root cause with the objective of preventing a recurrence;

• Obtain statistical information about the accident or incidents;

• Meet legislative requirements for reporting accidents and incidents.

• The most appropriate corrective action will be taken to ensure the incident does not recur.

RFCSV-G will ensure all hazards; near misses; incidents; injury and accidents involving employees; property and activities are reported, investigated, rectified and recorded in accordance with the requirements of the Victorian Occupational Health and Safety Act (2004) (OHS Act 2004).


Smoking, Alcohol and Drugs

In the interest of all employees, RFCSV-G provides a work environment which ensures the health; safety; respect; wellbeing and productivity of all employees by ensuring the work environment is free from the effects of smoke, illicit drug and alcohol use. RFCSV-G considers alcohol and illicit drugs at the workplace, or operating under the influence of alcohol is unacceptable. All employees are required to be drug and alcohol free whilst at work and no employee is to commence work, or return to work while under the influence of alcohol or illicit drugs. Employees reporting or undertaking work on more than one occasion with illicit drug(s) and/or alcohol levels affecting their ability to perform and/or jeopardises the safety of others, will be subject to counselling and disciplinary action. Smoking is prohibited in all areas of RFCSV-G offices, with the exception of designated smoking areas. Smoking; illicit drug and alcohol use is not permitted in RFCSV-G service vehicles. All passengers are to be informed that smoking is not allowed in the vehicle with appropriate 'no-smoking' signage displayed. RFCSV-G employees have the right to request relocation or reconvening of a client meeting if the client premises are smoke affected.

Where RFCSV-G holds, or employees and contractors attend functions where alcohol is served, it is expected that representatives act responsibly and in moderation regarding alcohol consumption. If the level of alcohol consumption is a cause for concern for the safety of themselves or others, the person will be asked to go home and transport arranged to ensure a safe passage home. This decision will be made by one or more of the Executive Officers, and failure to comply with this request may result in disciplinary action. It is the affected employee's responsibility to understand the possible side-effects of any prescribed medication taken including co-ordination; vision; perception and/or decision-making abilities. Employees must inform the Executive Officer of these side-effects, of which the information is to be handled with utmost sensitivity and under the strictest confidence, to apply measures that eliminate any health, safety & wellbeing risks to the employee and/or other persons.

Vehicle & Equipment Operation

This policy is applicable to all RFCSV-G employees who operate vehicles or equipment to assist them in carrying out the duties of their employment. RFCSV-G will provide and maintain first aid kits and hands-free phone devices for all work vehicles. All work vehicles (including privately owned) must be kept in a clean and tidy manner, maintained in accordance with manufacturers' requirements and with any relevant road transport legislation, and ensure that the vehicle service book is completed accurately. Private owned vehicles used by Counsellors must comply with the motor vehicle and driving policy contained in this WHS Handbook. By law, a driver must always have safe control of their vehicle. RFCSV-G employees have a Duty of Care to take precautions for both their own and passenger safety, and not place others at risk by their actions or omissions. RFCSV-G will ensure that employees must:

• Have a valid drivers license relevant to the vehicle being operated;

• Be fit to drive at all times, free from alcohol or drug content and refrain from driving if impaired by fatigue

or medication;

• Abide by all road laws;

• Wear seat belts (all persons in vehicle);


• Ensure the vehicle is operating under safe circumstances; within the vehicle safety standards, and in

accordance with road conditions;

• Drive in a courteous manner with particular regard to pedestrians; cyclists and other motorists;

• Not to carry unauthorised persons or animals in the vehicle (e.g. hitchhikers or non domesticated animals)

• Report any driving related incidents;

• Carry out any routine vehicle checks prior to driving a vehicle;

• Refresh and service first aid kit and fire extinguisher;

• Faults or defects reported to the Fleet Manager as soon as is practicable; and

• Work Diary (Microsoft calendar) and / or log book is updated with destination and contact details and

expected travel time(s).

Hazardous substances

RFCSV-G is to ensure that arrangements are in place to minimise the risk of adverse health effects to persons through exposure to hazardous substances and dangerous goods used by RFCSV-G; and managing the risk of exposure to employees working off-site. RFCSV-G will ensure procedures are developed to comply with Occupational Health and Safety Act (2004), Dangerous Goods Act (1985), Dangerous Goods regulations (storage and handling) (2000), Occupational Health and Safety Regulations (2007) and the relevant subordinate legislation and Australian Standards pertaining to the storage, handling and use of Hazardous Substances and Dangerous Goods.

First Aid

RFCSV-G will ensure that appropriate facilities and qualified Officers are available to all employees and extended to contractors; visitors and the general public. RFCSV-G will provide:

• A minimum of two RFCSV-G employees will be trained and maintain qualification as First Aid Officers.

• First Aid Kits in all sites and vehicles, with provisions refreshed regularly; directly after an injury; or before a maximum period of 12 months as part of scheduled workplace inspections by nominated WHS Representatives and/or vehicle owners.

In accordance with the Code of Practice for First Aid in the Workplace (2008), RFCSV-G will not supply non-prescribed medications of any kind to any persons.

Manual Handling

RFCSV-G will ensure, as far as practicable, that the requirements for design and use of equipment, substances and work practices associated with manual handling comply with relevant Regulations.

RFCSV-G will ensure:

• all tasks involving hazardous manual handling are identified;

• any risk of musculoskeletal disorder possible as a result of this task, a risk assessment will be conducted and safe work procedures developed;

• implementation of safety control measures eliminating risk, or reviewing system of work to execute task. Training & Support

RFCSV-G is committed to the health, safety and wellbeing of all employees and will provide appropriate and regular training and support to enable the welfare of all employees, as well as meet their WHS obligations.

RFCSV-G will ensure the provision of formal and on-job training, or other methods deemed most appropriate, and must keep a record of all training undertaken, as signed by all attendees.

Minimum training requirements to be undertaken include:

• Induction for new employees and contractors;


• Training for all employees in the essential knowledge and skills they need to understand 'Duty of Care' and to carry out their WHS obligations;

• Emergency procedures training and regular practice exercises;

• Other training on issues which may become relevant to the workplace and conducting duties off-site;

• Training in risk assessment and risk management for those who will be undertaking or involved in those processes;

• Best practice counselling procedures and processes;

• Conflict avoidance and escalation methods;

• Wellbeing and welfare issue identification; and

• Manual Handling procedures.

RFCSV-G will ensure all employees receive confidential access to the Employee Assistance Program offering counselling services for themselves and/or family members.

Breach of this Policy

RFCSV-G expects strict adherence to this policy, and any breach may result in employees receiving counselling and/or disciplinary action, which may lead to dismissal or cessation of services for contractors and volunteers.

Review of Policy and Procedures

RFCSV-G will ensure that all Policies and related Procedures will be reviewed annually by the Executive Officer in consultation with relevant employee representatives. Review is to involve assessing the effectiveness of the procedures by (but not limited to):

• reviewing overall health and safety performance; and

• monitoring the effectiveness of policies and procedures.


Anti-Discrimination, Bullying & Harassment Policy

Date Adopted: 21 June 2017 Scheduled Review: June 2018


1.0 Creation of new WHS Handbook Executive Officer May 2017

PURPOSE Rural Financial Counselling Service Victoria - Gippsland (RFCSV-G) is committed to its obligation to eliminate discrimination; bullying; violence and harassment in the workplace, ensuring the equal opportunity; safety and welfare for its potential and current employees; contractors; clients; and visitors. RFCSV-G recognises the obligation, responsibility and right of every employee the ability to be employed and attend work without being subjected to any form of discrimination, bullying, violence and harassment.

SCOPE

This policy applies to:

(a) All Members of the Board (b) All employees; and (c) Contractors, volunteers and visitors to RFCSV-G's premises, to the extent it is relevant to them.

In this policy, 'workplace' includes working on site or off-site, attendance at a work-related conference or function, and attendance at a client or other work-related event, including retreats and social events. Legislation

• Fair Work Act (2009)

• Fair Work Amendment Act (2013)

• Victorian Occupational Health and Safety Act (2004)

• Occupational Health and Safety Regulations (2014)

• Disability Discrimination Act (1992)

• Racial Discrimination Act (1975)

• Workplace Relations Act (1996)

THE POLICY Overview RFCSV-G acknowledges workplace discrimination; bullying; harassment and violence is against the law. In line with

RFCSV-G’s statutory obligation to provide employees with a safe workplace of equal opportunity, RFCSV-G has a zero tolerance for incidents of discrimination; bullying; harassment or violence, and will ensure it does not occur.

It is unacceptable for a person to subject, or threaten to subject, another person to any detriment for any reason, including bullying or discrimination on basis of a protected attribute; or against a person or their associate making an alleged complaint of discrimination; harassment; violence or bullying.


Work Practices

RFCSV-G has an expectation that all employees, including Board Members, operate respectfully at all times, adhering to the following work practice policies: Bullying & Violence

RFCSV-G has a Duty of Care to provide a safe workplace, therefore has a zero tolerance to bullying; harassment and violence, and is committed to eliminating, so far as is practicable, any incident occurring.

RFCSV-G will ensure correct definitions of bullying and harassing behaviour are clearly communicated (refer to Code of Conduct) with procedures and processes in place (refer p. 22 of this manual) to take action if any instances occur. RFCSV-G accepts and acts on its Duty of Care and any reported allegations of workplace bullying will be promptly, thoroughly, and fairly investigated. Bullying complaints will be handled in a confidential and procedurally fair and respectful manner. Where confidentiality cannot be guaranteed this will be clearly communicated to the relevant parties. RFCSV-G acknowledges and will ensure the person against whom an allegation is made has the right to natural justice, with the right to know what is alleged against them, the right to put their case in reply, and the right for any decision to be made by an impartial decision-maker. RFCSV-G stipulates that reasonable management actions performed in a reasonable way is not characterised as workplace bullying and harassment.

Sexual Harassment

This policy applies to conduct that takes place in any work-related context, including conferences; work functions; social events and business trips. Federal and State equal opportunity legislation stipulates that sexual harassment is unlawful and RFCSV-G will not tolerate sexual harassment by any persons within the scope of this policy. RFCSV-G acknowledges that responsibility lies with every employee to ensure sexual harassment does not occur. No RFCSV-G employee or representative at any level should subject any other employee, volunteer, client; contractor; visitor and the general public to any form of sexual harassment. RFCSV-G will ensure no persons will be treated unfairly as a result of rejecting unwanted advances.

RFCSV-G supports and encourages any employee who feels they have been sexually harassed to take immediate action – refer p. 22 of this manual. Disciplinary action may be taken against anyone who victimises or retaliates against a complainant; or alleged harasser. Managers or Supervisors who fail to take appropriate corrective action when aware of harassment of a person will be subject to disciplinary action. RFCSV-G has the right to determine how incident reports be dealt with in accordance with its obligations and this policy.

RFCSV-G will ensure reports of sexual harassment is treated seriously and promptly with sensitivity. Such reports will be treated in confidence up to the point where a formal or informal complaint is lodged, at which point that alleged perpetrator must be notified under the rules of natural justice.

RFCSV-G acknowledges that all persons have the right to seek the assistance of the relevant tribunal or legislative body to assist them in the resolution of any concerns.


Complainants have the right to determine how to have a complaint treated, to have support or representation throughout the process, and the option to discontinue a complaint at any stage of the process. An alleged harasser also has the right to have support or representation during any investigation, as well as the right to respond fully to any formal allegations made. There will be no presumptions of guilt and no determination made until a full investigation has been completed.

Anti-Discrimination

RFCSV-G endorses, whether covered by applicable legislation or not, diversity and equal rights, and does not advocate, support or practice discrimination based on race; religion; age; national origin; language; sex; sexual orientation; and mental or physical handicap. RFCSV-G will undertake affirmative action where required to redress individual or social handicaps of people from disadvantaged groups, and will make all reasonable accommodations to allow people who experience difficulties in their dealings. RFCSV-G will ensure effective leadership and commitment to eliminate all forms of discrimination through promotion of an anti-discrimination culture; as well as work practices and processes. RFCSV-G does not endorse any forms of discrimination in areas of recruitment and selection; procurement or program delivery. RFCSV-G supports and encourages any persons who feels they have been discriminated against to take immediate action – refer p. 22 of this manual. RFCSV-G will ensure that all persons within the scope of this policy are aware of the policy and not act in a manner that would be considered discriminatory pursuant to applicable legislation; and where appropriate, suggest ways in which practices, systems and procedures could be improved so as to reduce the likelihood of discrimination occurring.

Breach of this Policy

RFCSV-G expects strict adherence to this policy, and any breach may result in employees receiving counselling and/or disciplinary action, which may lead to dismissal or cessation of services for contractors and volunteers.


Procedures


Declaration

RFCSV-G will support work practices from management and employees which promote general safety and reduce risks. RFCSV-G will provide safe and healthy working premises and to meet their legal obligations, ensuring a safe and healthy work environment for employees; contractors, visitors and the general public. RFCSV-G acknowledges that employees work in the field, drive on rural roads and visit rural properties, therefore training and awareness is especially important to avoid, mitigate and/or manage external risks. RFSV-G will ensure the protection of informants from any reprisal due to reporting any misconduct to management or external authorities including WorkSafe, Fair Work Authority, or the Independent Broad-Based Anti-Corruption Commission (IBAC)

Work Culture Commitment to WHS in the workplace can only be achieved by involving everyone in the process and creating a supportive and pro-active work culture. Good leadership will promote positive attitudes from employees. Some of the positive influences and processes RFCSV-G strives towards include:

• Fair and equal treatment of all employees

• Recognition and reward of achievements

• Open management style

• Regular feedback

• Open and honest communication

• Regular training, refresher training and education

Delegation of Responsibilities

RFCSV-G management acknowledges that it operates as a small organisation with limited employees, therefore the following delegation of duties is a shared responsibility of all employees, and that there is no 1 officer responsible for the WHS tasks.

Due to the level of danger to any persons, non-reporting of hazards and/or incidents will result in disciplinary action as a breach of WHS policy.

Executive Officer

Accountable to the Board for providing a healthy and safe workplace, implementing strategies and ensuring adequate resources to meet health, safety and wellbeing objectives.

In particular the Executive Officer will ensure:

• Appropriate health, safety and wellbeing policies and procedures are developed and implemented to enable effective management and risk controls of health, safety and wellbeing;

• Mechanisms that enable the identification, development, implementation and review of appropriate health, safety and welfare related policies and procedures;

• Mechanisms that enable employees to be consulted on any proposals for change to the workplace, work practices, policies and procedures which may affect the workplace health, safety and welfare of employees;


• Regular monitor and reporting on health, safety and wellbeing performance;

• Policies are reviewed regularly to remain accurate and comply with current legislative requirements.

The management of RFCSV-G is committed to a consultative approach to work health, safety and wellbeing, acknowledging the active cooperation of all employees is required to ensure a safe and healthy working environment.

Coordinators & Counsellors

Responsible for their areas of control to ensure:

• Relevant work health and safety policies and procedures are effectively implemented;

• All risks to health, safety and wellbeing are identified, assessed and effectively controlled;

• Gain adequate knowledge, support, skills and up-to-date training to carry out their health and safety responsibilities;

• Employees are consulted on any proposals or changes to the workplace, work practices, policies and procedures which may affect the health, safety and wellbeing of employees;

• All incidents within their area of control are reported and investigated, and basic cause and control strategies are identified.

Employees

All employees have a legal duty to take care to protect their own health, safety and wellbeing to avoid adversely affecting any other person.

Employees have a responsibility to:

• Carry out their roles and responsibilities in line with the requirements of the policies contained in the Work Health & Safety Policies and Procedures Manual;

• Assist in the identification of hazards, assessment of risks and the implementation of risk control measures in a timely manner;

• Cooperate with; facilitate and implement any instruction aimed at protecting their health and safety while at work;

• Use equipment provided to protect their health and safety while performing their duties, on and off-site;

• Consider and provide feedback on any matters which may affect their health, safety and wellbeing;

• Ensure they are not affected by alcohol or drugs (illicit or prescribed) which may endanger their own or any other persons’ health, safety and wellbeing.

• Contribute to the improvement of health, safety and wellbeing within the workplace.

• Ensure that any visitor(s) or contractor(s) they are engaging with on site must meet the requirements of this procedure, with clearly displayed evacuation and safety guidance

• Employees operating from co-located sites are to adhere to the RFCSV-G policies and procedures as well as those of the governing body within the site they operate.

Contractors and visitors

All RFCSV-G contractors and visitors are required to:

• Be inducted into and comply with RFCSV-G's Work health and safety policies, procedures and programs, including emergency response; and

• Observe directions on work health and safety.


This summary table describes the responsibilities of the differing levels of management of RFCSV-G with regards to Work Health, Safety & Wellbeing in the workplace.

Contractor Management RFCSV-G has the same duty of care for Contractors as they do for employees. Conversely, the Contractor owes a reciprocal Duty of Care to RFCSV-G and its employees; visitors and general public to conduct its business in a safe manner. Consequently, RFCSV-G will ensure:

• the contractor is able to undertake the work in a competent and safe manner;

• they are licensed (where required, e.g. an electrician);

• they have public liability and workers compensation insurance;

• provide RFCSV-G with a Situation Report (SitRep) prior to commencing works; and

• allocate someone to monitor the compliance of contractors to WHS standards; procedures and expectations.

All RFCSV-G employees are responsible to ensure that any visitor(s) or contractor(s) they are engaging with on site must meet the requirements of this procedure, with clearly displayed evacuation and safety guidance.

Role Representative Duties

Board of Directors All Board members Accountable overall for the provision of a healthy and safe workplace

Executive Officer As appointed

Accountable at regional level for the development and implementation of the Work Health, Safety & Wellbeing Management System, the day to day operation of WHS policy and procedures, and the responsible officer to act as the Return to Work Coordinator

Work Health & Safety Rep (HSR)

Executive Officer

Responsible to receive any notification of safety issues, investigate; control and rectify as a priority, and to conduct workplace safety inspections on an as needs or at least annual basis.

Fire Warden Executive Officer & Shared responsibility

Responsible for (in consultation with all staff) maintenance of fire and emergency related equipment, signage and for ensuring evacuation procedures are current and practiced regularly.

Supervisors Rural Financial Counsellors

Responsible for the supervision, implementation, and day to day operation of WHS policy and procedures in their area of control. Responsible for recognition and urgent reporting of hazards in the workplace to HSR.

Employees All Employees

Responsible for their own and other persons health, safety & wellbeing, and to follow WHS policy and procedure as part of daily duties. Responsible for recognition and urgent reporting of hazards in the workplace to HSR.

Contractors All Contractors

Responsible for their own and other people’s health and safety, and to follow Service policy and procedure as part of their contracted duties. Responsible for urgent recognition and reporting of hazards in the workplace to HSR.


WORKPLACE CONSULTATION

In accordance with its legal obligation, RFCSV-G will consult with employees to enable them to contribute to the making of decisions affecting their health, safety and welfare at work. RFCSV-G will ensure that consultation is meaningful and effective. Consultation will occur at each stage of the risk management process. These arrangements may be:

- Through Staff Meetings; - Employee representatives or meetings with all available employees ensuring both workplace sectors (Rural

Financial Counsellors and Administration/Management) are represented (unless the decision only impacts one of the sectors).

- Through authorised gatherings of larger employee groups in a seminar format. Records will be kept of consultation with employees, or their representatives, and will be made available to all employees. Consultation Occurrence

Consultation will occur:

• When changes (which may affect health, safety or welfare) are proposed to work premises, work systems, or equipment;

• When risks to health, safety and wellbeing arising from work are assessed or when the assessment of those risks is reviewed;

• When decisions are made about the measures to be taken to eliminate or control risks;

• When introducing or altering the procedures for controlling or monitoring risks;

• When decisions are made about the adequacy of facilities for the welfare of employees; and

• Any other circumstance where consultation could improve WHS and wellbeing outcomes.


RISK & HAZARD MANAGEMENT

RFCSV-G is adopting a risk management approach to work health, safety and wellbeing. It involves identifying hazards in the work environment and off-site and assessing the associated risks; and taking action to eliminate or mitigate the possible consequences of these situations. All employees have an obligation to comply with RFCSV-G's WHS policies, procedures and instructions. Employees are required to take corrective action to guard against hazards at work, and urgently report those hazards which cannot be immediately controlled.

Workplace Safety Inspections (WSI) In line with RFCSV-G’s commitment to ensuring a safe and healthy workplace, the Workplace Safety Inspection (WSI) is a tool which will support the early identification of hazards in the workplace and ensure ongoing compliance. The WSI provides for a systematic assessment of the workplace and supports essential elements of RFCSV-G’s safety management system. • A schedule for WSI will be established annually to ensure inspections are completed (at least) annually.

• The Workplace Safety Inspections (WSI) will be conducted by each office within RFCSV-G. For co-located offices, the Executive Officer will request copies of WSI conducted.

• The sections of the WSI checklist relevant to each area are to be completed, and a summary of the findings documented and reported to the Executive Officer.

Refer to RFCSV-G Workplace Safety Inspection Checklist tool

Once hazards have been identified in the workplace, the next stage in the risk management process is to assess and control the hazards and implement these controls. The risk management process is to be applied:

• Before any work practice is changed.

• When new or additional information concerning a hazard becomes available.

• Where a health, safety and wellbeing issue is raised.

The Risk Management Process

Stage 4

Review and Evaluation - ongoing review of the effectiveness of the control measures

Stage 3

Implementing appropriate control measures in order to reduce the risks.

Stage 2

Assess the risks associated with a hazard by evaluating the likelihood & severity of injury, disease or property damage most likely to occur.

Stage 1

Identifying potential sources of injury, disease, or property damage.


Incident & Hazard reporting The purpose of this procedure is to ensure all hazards, near miss, incidents and accidents involving RFCSV-G employees, property and activities are reported, investigated, and recorded in accordance with the requirements of the Victorian Occupational Health and Safety Act (2004) (OHS Act 2004). The main reasons for reporting workplace incidents and hazards are to:

• implement corrective actions to prevent reoccurrences.

• Ensure legal compliance.

• Record incidents for claim and legal purposes.

In the event of an incident and/or accident:

• Report the incident/accident in the register (using incident notification form)

• Inform your supervisor or Executive Officer of the incident.

• If there is a hazard, report it immediately and ensure controls are in place to mitigate the risk.

The Executive Officer or representative must:

• Take action to prevent any person being further exposed to the hazard. If the event is a serious incident or

dangerous occurrence, notify the relevant statutory authorities within prescribed timeframe e.g. WorkSafe

• Conduct an investigation, consulting with WHS representative as required.

• Identify the factors which may have contributed to the hazard or incident.

• Assess the level of risk associated with the hazard & determine controls / actions to eliminate the hazard or reduce the risk.

• Implement the controls allocating responsibility to person/s and giving time frames. RFCSV-G employees must:

• Ensure that all hazards, near miss and incidents involved in or identified are reported as soon as practicable (within 7 days) of the hazard or incident.

• Ensure the Executive Officer is made aware of the incident or hazard as appropriate.

• Participate in an investigation of the hazard or incident (as required).


Incident Investigation All incidents and dangerous occurrences are required to be investigated. The incident investigation report is to be completed by the Executive Officer, in conjunction with other relevant employees involved.

see Hazard/Incident/Injury form Incident investigations fall into four parts:

Incident Notification

Under Part 5 (Duties Relating to Incidents) of the OHS Act (2004) all serious injuries and dangerous occurrences must be notified to the Victorian WorkCover Authority (VWA) immediately

see WorkSafe website It must be determined whether or not an incident fits the following category of serious injury or dangerous occurrence and is therefore required to be reported. A serious injury must be reported to the VWA immediately after the Employer becomes aware of an incident at their workplace which results in:

• the death of a person; or

• a person requiring medical treatment within 48 hours of exposure to a hazardous substance; or

• a person being admitted to hospital for at least one night; or

• amputation of any body part; or

• serious eye injury; or serious head injury; or

• separation of skin from underlying tissue, e.g. scalping or de-gloving; or

• electric shock; or

• spinal injury; or

• loss of bodily function; or

• any serious lacerations.

The Executive Officer is the allocated person responsible to notify WorkSafe Victoria in the event of a dangerous occurrence or serious incident. Chair of the Board is to be notified immediately and report to the Board at their next available meeting.

Refer to WorkSafe website for notifiable incident report procedure & form

Reporting

Each investigation form must be signed by the Executive Officer. The report is to be completed within 24 hours of the investigation. A copy of the incident report is to be forwarded to other relevant personnel and reported to the Board.

Action

Identifying corrective actions and controls; each recommendation should be listed separately and detail exactly what is required to be done and should nominate who will be responsible to action and completion date expected.

Analysis

Identifying causes and contributory factors, eg. equipment, environment, work practice, training/ supervision, individual behaviours.

Observation

Note all observations, identify all eyewitnesses and arrange interviews with each person separately and as soon as possible.

http://www.worksafe.vic.gov.au/

https://www.worksafe.vic.gov.au/pages/safety-and-prevention/health-and-safety-topics/incident-notification


Resolution Process

RFCSV-G is committed to continuously improving the management and standards of Work Health, Safety and wellbeing (WHS) by ensuring that WHS issues raised are dealt with appropriately and progressed through to resolution in a timely manner. The issue resolution protocol is designed to give practical guidance to employees and managers on the resolution of issues relating to work health, safety and wellbeing.

Step 1 Notify EO or HSR

The employee; contractor or visitor must raise the WHS issue with the Executive Officer or HSR immediately. The issue must be reported as an incident, injury or hazard.

Immediate threat to health or safety? Where there is an immediate threat to health or safety the process or work should be stopped and management notified immediately. An immediate threat to health and safety arises when a continuation of work or exposure to a work related hazard has a high probability of serious injury or unacceptable risk. All reasonable attempts must be made within the work group to agree on the most appropriate course of action. Depending on circumstances, this may require: • Warning or evacuation of any other persons who are or could be affected; • removal, rectification or isolation of the hazard; • introduction of additional safety precautions; • a temporary cease work and assignment to other tasks; and • notifying the Executive Officer; and • doing what they can to control or rectify the situation within reason and without exposing a risk to themselves

or others.

Step 2 Attempt to resolve the issue

Within a suitable and reasonable time frame, the supervisor must meet with a colleague, HSR representative ,or Executive Officer to resolve the issue. If suitable controls are in place, the issue may be raised at the next workplace meeting or staff meeting for discussion and resolution. If the issue poses an immanent risk of danger to persons, or effect the performance of duties, the Executive Officer must be informed immediately, and outcomes communicated to all employees and contractors involved.

Step 3 Appropriate escalation of the issue

If no resolution can be reached, and the Executive Officer has not been notified, the issue is to be raised with the Executive Officer or Chair of the Board. Within a suitably reasonable time frame, the Executive Officer should consult with key stakeholders; seek advice from relevant external bodies; and/or engage contractors to resolve the issue to the satisfaction of all parties, and communicate the outcome(s) to all persons. The agreed resolution of the issue will be communicated to all employees involved and a formal record of the issue resolution and the process of communication will be kept on file.


WORKPLACE BULLYING; VIOLENCE AND HARASSMENT

It is in the interest of any person or group who believe they have been unlawfully discriminated against, sexually harassed, bullied or victimised to take action to prevent the behaviour from recurring.

RFCSV-G believes that all complaints and issues of concern should be resolved quickly, confidentially (where possible) and wherever possible, at the lowest appropriate level. NB: RFCSV-G will ensure that there is strictly no reprisal via bullying, violence, harassment or otherwise towards informants of inappropriate or corrupt behavior reported to management, WorkSafe or the Independent Broad-Based Anti-Corruption Commission (IBAC). Resolution of Complaints and Issues of Concern

A range of internal issue resolution options are available including:

i. Self-resolution;

ii. Informal resolution by Coordinator or Executive Officer;

iii. Local workplace resolution involving mediation and conciliation;

iv. Formal investigation/assessment by external provider.

What can an employee do if they are being harassed or bullied?

Bullying and harassment is to be dealt with and should not be ignored, as ignoring the behaviour could be taken as a form of consent.

Anybody who experiences or witnesses harassment or bullying is encouraged to either:

• Inform the offender that the behaviour is offensive and unacceptable and against Service policy;

• Seek assistance in having the behaviour stopped. This may include reporting the issue to the Executive Officer.

• Seek assistance from Victorian Equal Opportunity & Human Rights Commission and/or WorkSafe Victoria.

Who can assist you in making a report or complaint?

If an employee feels that they are unable to resolve the matter themselves, the following people are able to assist:

• In the first instance the Executive Officer or if that is not possible/appropriate

• The Chairperson or a member of the Board

For independent advice, employees should approach WorkSafe, Fair Work Australia or the Equal Opportunity Commission.

What will happen if a report or complaint is made?

Any complaints or reports of discrimination, harassment or bullying will be treated quickly, seriously and sympathetically.

They will be investigated thoroughly, impartially and where possible, confidentially (when investigating some complaints confidentially is not always possible).

Management must act immediately on any reports of harassment. Employees will not be disadvantaged in their employment conditions or opportunities as a result of lodging a complaint. What will happen to the person against whom a complaint is made?

Management considers all forms of workplace discrimination, harassment and bullying to be unacceptable behaviour which will not be tolerated.

Accordingly, where such complaints have been substantiated, appropriate disciplinary action will be taken.

Such action may range, based on severity of the complaint, from a formal warning to termination of employment for

Speak out


serious breaches of this policy.

Similarly, where necessary, action will be taken against anyone including employees or independent contractors, who have been found to have discriminated against, harassed or bullied a co-worker, or any other person during the course of their employment or contract for services with RFCSV-G .

Complaint Handling

Complaints Process

When a complaint is received, the contact officer will:

• Obtain and record a full, step-by-step account of the incident(s)

• Ensure RFCSV-G’s process for handling the complaint is understood

• ascertain the complainant’s preferred outcome, e.g. an apology; the behaviour to cease; a change in working arrangements

• agree on the next step: informal resolution or formal investigation

• keep a confidential record of all details of this discussion and subsequent steps in the process.

Information Resolution

Where a complainant has chosen informal resolution, following an informal process the contact officer will:

• inform the alleged harasser of the complaint and provide an opportunity to respond

• ensure both parties understand their rights and responsibilities under RFCSV-G’s policy

• ensure that confidentiality is maintained

• follow up to ensure the behaviour does not re-occur.

Formal investigation

If a formal investigation is requested by the complainant, or if an informal resolution fails, the contact officer will escalate the matter to a senior Board Member of RFCSV-G.

The Board Member will:

• afford natural justice to all involved

• appoint an independent investigator if preferred by the complainant

• interview all directly concerned, separately

• interview witnesses, separately

• keep records of the interviews and investigations

• ensure confidentiality and minimise disclosure

• make a determination as to whether there is sufficient evidence that a reasonable person could conclude, on the balance of probabilities (i.e. it is more likely that not), that an incident(s) as defined by legislation, has occurred

• in such case, determine appropriate action, which may include a change of duties for the harasser; change of working arrangements; or where the incidents were frequent and/or sever, dismissal

• where it cannot be determined by the required test, that a legal definition of incident(s) occurred, may still take action to ensure the proper functioning of the workplace; but these actions should not prejudice any party. They will also continue to closely monitor the situation and provide retraining where required

• check to ensure the action meets the needs of the complainant and RFCSV-G.

Report it


EMERGENCY MANAGEMENT

The Emergency Management Procedure has been prepared to ensure that RFCSV-G is able to manage emergency situations immediately and effectively. RFCSV-G’s prime concern is for the safety of employees, visitors, contractors and the community. The RFCSV-G Emergency Response Procedures have been developed in accordance with Australian Standard 3745 –2010 Planning for emergencies in facilities. The types of emergencies situations which may eventuate are as follows (but not limited to):

• Medical emergency • Bomb threat

• Fire • Flood/severe storm

• Gas leakage • Terrorism

In the event of an emergency the smooth execution of Emergency Response Procedures can only be achieved if everyone is thoroughly familiar with what is expected of them. The risk of panic, personal injury and loss of property is significantly reduced by having efficient emergency control procedures, with training in emergency response procedures including practice exercises.

Emergency Response Procedures

Office Emergency Response

Employees at each office is nominated as a Warden and trained to respond in the event of an evacuation emergency.

The Warden is clearly identified and communicated to all employees.

In the event of an emergency follow the directions of the Warden.

NOTE: In the event of a Warden being absent, other employees may be Deputised to perform the respective duties.


In the event of an Emergency (standard fire order):

• Remove anybody in immediate danger from exposure to the effect of smoke, heat and flames.

• Attempt to extinguish the fire only if you are trained and it is safe to do so.

• Obey the Warden’s instructions at all times

• Alert the local area warden, or Executive Officer

• Raise the alarm by dialing 000 (state your emergency)

Name and address of site:

Leongatha 1 Peart St

Ellinbank DEDJTR Office, Hazeldean Rd

Maffra DEDJTR Office, 1 Stratford Rd

Bairnsdale 68A Macleod St

• Contain the fire by closing windows and doors

• Under the instructions of the warden evacuate to the designated assembly area

• Remain at the assembly area until an all clear is given


Depending on the circumstance a decision may be made by the Warden to evacuate the premises and move to the designated assembly point.

The process for evacuation is as follows: Upon being directed all personnel will commence evacuation via the closest safe exit and proceed to the assembly point. The Emergency Warden will:

✓ Check the areas to ensure it is all clear

✓ Proceed to the Assembly Point and account for all area members and visitors

✓ When the emergency situation has passed, “the all clear” needs to be given by the Warden

Emergency Evacuation Procedure

In the event of an evacuation:

✓ Go to the nearest assembly point

✓ Remain at the assembly point until directed by the Warden

Assembly point

Leongatha office on the opposite side of Peart St.

Ellinbank, Maffra & Bairsndale

familarise yourself with the Emergency Evacuation Procedure as detailed by the managing body of the co-office location.

Training Emergency Wardens will be trained to perform their tasks and to use fire-fighting equipment. The training should cover:

• Roles and responsibilities;

• Raising the alarm;

• Different kinds of fire appliances (colour coding);

• Selection and operation of equipment, extinguishers and hose reels; and

• Personal safety in finding and fighting fires.

Employees operating from co-located offices must be inducted and remain familiar with the fire and evacuation procedures of the other organisation and participate in any practice exercises. RFCSV-G will issue fire extinguishers and fire blankets to co-located offices if none have been provided and will ensure that employees receive appropriate training in use of such equipment. In the case of a practice exercise or real evacuation, employees are to advise visitors of the procedures, assisting any visitor who requires special assistance due to their age, disability or are incapacitated in any way. Employees will inform the Executive Officer of any incident or evacuation as soon as is practicable.


MAINTAINING GENERAL SAFETY

Office Safety WHS requirements mean that managing risk in the workplace is more than a priority. It is a fundamental component

of effective workplace management. Though the office is not commonly associated with danger or risk, workplace

health and safety risks exist, even though they may not be as apparent or as obvious as dangerous machines or situations which you would normally find in a warehouse or in the field.

Housekeeping Untidy offices with materials placed in boxes or in piles on the floor create a hazardous environment and indicates

that there is insufficient storage space, or just poor management of the work area. As well as causing trip hazards,

poor housekeeping can also obstruct a person's egress from the workplace and leading to injury if a person is constantly moving around a cluttered work area.

Clutter will also affect the safe exiting/evacuation of an area during an emergency situation.

Temperature Offices may have difficulty finding a temperature setting which all employees find comfortable. The recommended range is 22 to 26 degrees Celsius, and an airflow rate of 0.1 metres per second. The humidity level is best between

60% and 40%. The perceived temperature inside will also depend on the outside temperature.Set the temperature

at 22 or 23 degrees and make adjustments from that point. Check that the air conditioning reaches all areas in the office, and that windows receiving substantial quantities of sunlight are not causing problems.

Airconditioning vents and stacks are to be maintained and cleaned on a regular basis to avoid contaminated, infected or particle filled air.

Electrical hazards All electrical cables should be periodically inspected by a registered electrician for integrity and replaced if damaged. The practice of 'piggy backing' double adaptors is not acceptable as it can create a fire risk. If there are insufficient power points, a power board is a safer option.

Electrical switchboards will be checked to ensure that neither combustible materials nor flammable liquids are stored nearby.

Suitable fire extinguishers are to be made accessible and clearly marked for electrical fires.

Ergonomics - Workstation Setup Guidelines Ergonomics is the study of how a workplace, the equipment used there and the work environment itself can best be designed for comfort, efficiency, safety and productivity.

Although ergonomics is a broad field, the main areas of concern for RFCSV-G and employees will relate to:

• workstations (sitting and standing); • driving; • noise; and • thermal comfort.

As a part of the consultative risk assessment process RFCSV-G will ensure that risk control strategies will be applied to minimise the risk of injuries resulting from tasks involving repetitive or forceful movement or both, and/or maintenance of constrained or awkward postures.

RFCSV-G will ensure employee's workstations and work practices are organised in such a way as to minimise the risk of occupational overuse syndrome.

Workstations (both sitting and standing) must be set up to fit the user, where required a site-specific workstation assessment can be conducted.

While it is noted that due to the nature of the work of the organisation, employees are rarely asked to complete tasks which require long periods of repetitive movement such as word processing large documents, RFCSV-G will ensure that all employees are informed and if appropriate, receive training on best practice to avoid occupational overuse syndrome.


Reflective surfaces and clear screen resolution and size is important for Screen Based Users.

Regular breaks are encouraged with physical movement, stretching and eye exercises.

Office environment workstation assessment guide

CHAIR

• Backrest height and back tilt are adjusted to

fit the curve of your back. • Seat height and angle are adjusted so that you

can sit your feet flat on the floor, or on a foot rest, with your thighs level.

Q. Can you get close enough to the workstation? Q. Is the seat height adjusted so that your feet are resting on the floor/footrest, with hips and knees are right angles? Q. Is the backrest adjusted to fit into the curve of your back? Q. Is the backrest angle adjusted so that you are sitting in a comfortable position? Q. Is there clearance between the front of the chair and the back of the knee? Q. Does the chair move easily within the workstation?

MONITOR

• Position your monitor at approximately arm’s length

from your seated position. • Position your monitor directly in front of you • Document holder can be utilised enabling documents

to be placed directly in front of user reducing the need for twisting.

• Position your screen to avoid reflections. Q Is the top of the monitor at eye level? Q Is the screen approximately arm lengths away from your

seated position? Q Are the characters easy to read? Q Can you adjust the contrast and brightness of the

screen?

KEYBOARD & MOUSE

• Position and use the mouse as close to the

keyboard as possible.

• Take your hand away from the mouse when

not in use to reduce strain. • Keep keyboard flat and centred with the "B"

key in line with your belly button. • Keep the keyboard feet recessed to position

the keyboard as flat as possible on the desk.

• Keep the keyboard close to the front edge of the desk allowing space for the wrists/forearms to rest on the desk surface.

Q. Is the keyboard centred with the “B” key inline with your belly button? Q. Is the mouse next to the keyboard? Q. Is the keyboard close to the front edge of the desk allowing space for the wrists/forearms to rest on the desk surface?

DESK

• Keep regularly used items in closest reach. • Place your telephone on alternating side of the

mouse. • Remove clutter from both top and underneath desk. • Documents required on a daily basis to be placed

within arms length, use of document trays and/or document rack recommended.

• If items are stored on shelves above desk, ensure that you stand to access these items.

Q Are your forearms parallel to the floor when seated? Q Is there adequate clearance underneath the desk? Q Are frequently used items within easy reach? Q Is a document holder required?


Manual Handling RFCSV-G is committed to minimise the risk of musculo-skeletal disorder resulting from manual handling tasks. Some basic principles of good manual handling which should be followed at work include: • Consider the task before starting

• Plan to use the correct technique to undertake a manual handling task.

• Organise the work to minimise the amount of lifting necessary, using mechanical means or other aids e.g. trolley.

• Reduce heavy loads to smaller, more manageable loads, and/or get help and perform a team lift

• Make sure the route is clear before you start moving

• Wear appropriate protection for hand and feet and additional protective clothing where necessary

• Check the load for splinters, nails, sharp edges or a weak base

Refer to Risk management section of manual to conduct a Risk Assessment

Basics of Good Lifting

Trolleys and other types of lifting equipment are used to lift heavy objects. However, sometimes it is necessary to lift moderate to heavy objects by hand. When that is the case, knowing the proper ways to lift can reduce the risk of injury from manual handling tasks. 

Assess the situation: before lifting or carrying a heavy object, ask yourself the following questions:

• Can you lift this load safely, or is it a two-person lift?

• How far will you have to carry the load?

• Is the path clear of clutter, cords, slippery areas, overhangs, stairs, curbs or uneven surfaces?

• Will you encounter closed doors which need to be opened?

• Once the load is lifted, will it block your view?

• Can the load be broken down into smaller parts?

• Should you wear gloves to get a better grip and protect your hands?

Size up the load:

• Test the weight by lifting one of the corners. If it is too heavy or an awkward shape, stop.

• If there is any doubt, ask for help from fellow employee(s).

• Try to use a mechanical lift or a hand truck.

• Try to break the load down into smaller parts.

Use good lifting techniques:

• Get close to the load. Centre yourself over the load and stand with your feet shoulder width apart.

• Tighten your stomach muscles. Tight abdominal muscles increase intra-abdominal pressure and help to support the back.

• Get a good handhold and pull the load close to you. The farther the load is from your body, the heavier it will feel.

• Bend your knees. Bending your knees is the single most important thing you can do when you lift moderate to heavy objects. Squat down like a weightlifter, bend your knees, keep your back in its natural arch, and let your legs do the lifting. Your leg muscles are much more powerful than the smaller muscles in your back.

• Do not jerk. Use a smooth motion and lift straight up.

• Do not twist or turn your body while lifting. Keep your head up, and look straight ahead. Hold the load close and keep it steady.


Carrying the load:

• Change direction by turning your feet, not your back.

• Your nose and your toes should always be pointing in the same direction. Any sudden twisting can result in damaging your back.

• Rest if you fatigue. Set the load down and rest for a few minutes.

Setting the load down:

• Bend your knees. Squat down and let your legs do the work.

• Keep your back curves. Remember not to twist your body while setting down a load, and keep your head up. Keep the load close.

• Plan your release. Once the load is where you want it, release your grip.

• Never release your grip until the load is secure.

Using trolleys and lifting aids:

• Push rather than pull. It is easier and safer to push than to pull. You can use your body weight to assist when pushing.

• Keep close to the load and lock your arms. Try not to lean over and keep your back in its natural arches.

• Use both hands. Carts are easier to push and control using both hands.

Onsite Safety- Pre Start Checklist The types of activities being performed outdoors and the environment in which they are conducted can present a range of hazards to a person’s health, safety and wellbeing.  Hazards associated with outdoor activities may include but are not limited to: • Traffic and pedestrian management;

• Ultraviolet (UV) radiation exposure 

• Adverse weather conditions (rain, wind, ice, temperature extremes etc.);

• Natural disasters (storms, fire, floods etc.);

• Animals and insects;

• Noxious plants;

• General environment (sharp objects, trip hazards, terrain etc.);

• Injuries and accidents; and

• Uncontrolled environments (public places etc.).

A safe, orderly, efficient work environment is a key to a successful operation. With so much going on and so much to keep track of, a worksite may also have increased potential for accidents and incidents than areas with more limited functions. Therefore it is important to pay close attention to safety in such an environment.


Chemical Safety

RFCSV-G is to ensure that arrangements are in place to minimise the risk of adverse health effects to persons through exposure to hazardous substances and dangerous goods used by RFCSV-G; and managing the risk of exposure to employees working off-site e.g. farm visits. Even if a chemical is not a dangerous good or hazardous substance, the risks associated with the storage and use of that chemical will still need to be effectively controlled.

Dangerous Goods Dangerous goods are items or substances that may present an immediate safety hazard through exposure to their explosive, flammable, radioactive, corrosive or toxic properties. They are easily recognisable by the diamond shaped sign displayed on the substance label. They are designated into nine classes according to their immediate physical or chemical effects.

Hazardous Substances Hazardous substances are classified on the basis of their health effects, both short and long term. They can enter the human body in a number of ways including inhalation, ingestion and contact through the skin and mucus membranes such as the eyes. The level of subsequent risk depends upon both the substance itself and the nature of the work being done with it. Examples of types of hazardous substances (depending on their concentration) include: • Acids; • Caustic substances; • Disinfectants; • Agricultural type products; and • Solvents and thinners. Note: Dangerous Goods can also be classified as Hazardous Substances.


First Aid A minimum of two RFCSV-G employees must be trained First Aid Officers, and refresher training provided at least every 24 months to ensure training is current. First Aid Officers are to be clearly communicated to all employees. First Aid kits are available to all employees and provisions are to be refreshed regularly or after use in an injury (or no more than maximum period of 12 months) and must be undertaken by the WHS Representative as part of scheduled workplace inspections. Employees responsible for First Aid Kits outside of Head Office are responsible to ensure items are refreshed as needed. RFCSV-G employees cannot supply drugs of any kind to any persons. First Aid Kit checklist

Minimum Contents for First Aid Kits Number of Employees

Contents More than

10 Less than 10

Adhesive plastic dressing strips, sterile, packet of 50 1 1

Adhesive dressing tape, 2.5cm 5cm 1 -

Dressings, non-adherent, sterile, 7.5cm 2 -

Eye pads, sterile 2 -

Gauze bandages: 5cm

10cm

1 1

1 -

Gloves, disposable, single 4 2

Rescue blanket, silver space 1 -

Safety pins, packets 1 1

Scissors, blunt / short nosed, minimum length 12.5cm 1 -

Splinter forceps 1 -

Sterile eyewash solution, 10ml single use ampules or sachets 6 -

Swabs, prepacked, antiseptic, packs of 10 1 -

Triangular bandages, minimum 90cm 4 1

Wound dressings, sterile, non-medicated, large 3 1

First aid pamphlet 1 1

Resuscitation face shield pocket mask 1 1


Safe Vehicle Operation Employees must:

• Carry out any routine vehicle checks prior to driving a vehicle (e.g. visual inspection for tyre pressure, working indicator and break lights, windscreen visibility);

• not drive the vehicle in a manner or at a time which would be a breach of laws including the law relating to blood alcohol or drug content;

• drive in accordance with traffic regulations applicable to the place of use of the vehicle;

• drive in a courteous manner with particular regard to pedestrians and others using the road;

• drive and control the vehicle at all times in a safe and proper manner and in accordance with road conditions;

• maintain at least a three second gap between themselves and the car in front with a longer gap being necessary in wet or icy conditions;

• minimise the risk of driver fatigue by taking rest breaks and planning their schedule sensibly;

• make necessary adjustments to the headrest, seat and drivers position to minimise the risk of body fatigue associated with driving;

• ensure seatbelts are properly adjusted. Employees must report to the Executive Officer immediately if the status of their driver’s licence is altered. Loss or temporary suspension of Drivers Licence that is a requirement to perform work duties will be assessed on a case by case basis by the Executive Officer. Driving Procedures

Employees will:

• remain fully qualified to drive;

• take the safest route if there is any forecast of adverse weather;

• avoid driving on flooded roads or flooded bridges;

• take particular care when driving on unpaved, poorly maintained or unfenced rural roads;

• take into account when driving, the possibility of encountering wildlife or livestock on rural roads;

• not use mobile phones unless a hands-free device is fitted. It is illegal for a driver to use a mobile telephone when driving unless a hands-free device is being used.

Mobile Phone accessories will be provided to maintain a safe method of operation. This may include a hands-free kit, cradle or voicemail system. Failure to use a mobile phone in accordance with the law is an offence.

Australian law allows the use of hands-free units while the vehicle is in motion (in Victoria it is illegal to use your mobile phone (or driver’s aid) when driving, unless it is within a commercially designed holder fixed to your vehicle). There is still concern however that a hands-free phone can create a distraction. There is a lot a driver can do to reduce the distraction of a mobile phone.

Some of these include:

• the use of voice mail or call divert

• the use of speed dialing

• having a passenger make the call

• installation of the phone close to eye-level

• keep calls as brief as possible

• Pull over and answer – or don’t answer until you have reached your destination.


Driver fatigue may place the driver at significant risk of crashing, resulting in injury to the driver, passengers or the public. and should never attempt to drive if fatigued.

Where long distances of travel are required, the trip needs to be planned to avoid driver fatigue.

The following steps should be taken when planning long trips:

• Prepare for the trip by getting a good night sleep the night before. Plan to drive during the time normally awake and stay overnight rather than travelling straight through the night. Employees should be aware that less than six hours of sleep the night before a journey is likely to impair their driving.

• Schedule breaks at least every two hours and stop sooner if there are any danger signs of sleepiness.

• Air conditioning / ventilation systems should be run on fresh air, not recirculating (unless necessary), as continual running with recirculated air gradually diminishes the amount of oxygen available within the car – so increasing the risk of fatigue.

• If drivers feel tired, they should stop somewhere safe, drink some water and if necessary, take a short nap.

• Avoid situations where you are required to work a full shift and then drive to another location or home. In these circumstances, the driver should stay overnight, in suitable accommodation and leave the following morning. Reasonable consideration should be given to the individual’s driving tolerance, the distance to be travelling and the work commitments when determining whether staying overnight is appropriate; any employees that are unsure should seek guidance from the Executive Officer.

• Employees should never drive when ill or taking medications which cause drowsiness.

• If sharing the driving with an authorised passenger, employees should rotate driving every two hours.

Event of an Accident an employee, provided they are able to, must stop and render assistance, regardless of whether on official business or not.

The driver must:

• stop at the scene;

• attempt to make the scene as safe as possible;

• render assistance to any person injured;

• arrange emergency services as required;

• exchange vehicle and licence information with the other driver(s);

• and, not admit liability.

The police must be called to the scene of the accident where the following occurs:

• a person is injured or killed;

• any of the drivers involved in the accident fail to stop after the accident;

• any of the drivers involved in the accident appear to be under the influence of alcohol or drugs; or

• a vehicle involved in the accident has to be towed.

The employee must report the accident to the Executive Officer by telephone as soon as possible after the event, and an incident report completed on return to the office.


VISITING RURAL PROPERTIES

RFCSV-G will ensure that contacts details are available via outlook calendar for scheduling visits to client’s premises. Prior to an initial visit to clients on rural properties, employees must make an assessment of safety and complete a Initial Client Engagement and Risk Assessment form. Client assessments are to be updated after a change in their circumstances altering levels of risk, e.g. marriage breakdown, mental health issues etc. The Client Engagement Assessment form will be kept on file to alert any other employee of the potential risk. When visiting clients on rural properties employees will:

• use the Outlook calendar system and physical diary to record details of client visits, and must include:

Name

Address

Contact Phone number

Expected Travel Time (to & from)

Meeting Time

If client files are with them

• notify the Administration Officer in advance of the above details of any farm visits or changes to arrangements;

• where there is thought to be significant risk in conducting the visit, consider attendance by two counsellors and/or request a safety check from another employee at a pre-agreed time;

• ensure that their mobile phone is always charged;

• stay in the car if unsure whether a dog is friendly until the owner is present and the dog is under control; and

• be mindful of and restrict their exposure to potential farm hazards; e.g. heavy plant and equipment in motion, chemical use; slippery, uneven surfaces and trip hazards.

RFCSV-G acknowledges that many clients are dealing with very stressful issues. Should an employee feel uncomfortable; threatened or afraid for any reason during the client visit, they should make an excuse and leave the premises immediately. In such cases, the Counsellor Coordinator or Executive Officer should be informed as soon as practicable. Management will assess the situation and decide on an appropriate course of action. Prior to visiting client’s premises, it is a requirement for counsellors to conduct a risk assessment If the Counsellor believes after an initial assessment OR when you arrive on premises, that the client is experiencing mental health crisis or emergency, please apply the ALGEE (mental health first aid action). Do not enter premises, ensure your own safety first and foremost.


FIRST AID MENTAL HEALTH

RFCSV-G employees mental health may be impacted from time to time due to personal reasons or as a consequence of performing duties. As part of their role, Counsellors may also be faced with situations where they need to deal with clients struggling with mental health issues. The following procedure outlines the services and support that are in place to support employees, as well as a protocol for offering support to clients. In all cases, follow the ALGEE mental health first aid action plan:

A Assess your risk of approaching person, make an assessment of their mental health state, in times of

crisis or emergency call 000 immediately. Reminder: we are not mental health professionals.

L Listen non judgmentally.

G Give support and information

E Encourage the person to get appropriate professional help

E Encourage other supports.

Client Support Rural Financial Counsellors will sometimes find that their client may be experiencing mental health problems. If you recognise or suspect a client is suffering from a mental health issue apply the ALGEE (mental health first aid action – as listed above). With the consent of the client, the counsellor may also arrange referrals or appointments on behalf of the client in a crisis or emergency situation. In many cases it is unlikely the client will be able to address the financial issues until they have addressed any psychosocial or mental health issues. On farm assessment of mental health issues:

You can help someone by:

• Spending time talking about their experiences

• Indicating that you’ve noticed a change in their behaviour

• Letting them know you’re there to listen without being judgmental

• Suggesting they see a doctor or health professional

• Assisting them to make an appointment with a doctor or health professional

• Going with the person to the doctor or health professional

• Asking how their appointment went

• Assisting them to find information about depression/anxiety

• Talking openly about depression/anxiety

• Encouraging them to become involved in social activities

• Encouraging them to exercise and eat well

• Providing a change of scenery occasionally

• Maintaining contact with close friends and family

• Encouraging them to practice stress management and relaxation techniques.


Employee Support

Stress Management

Employees may need assistance to manage personal stress and are encouraged to speak with the Executive Officer or Coordinator if faced with this situation. A plan for managing personal stress will be developed in consultation with the employee. Alternatively, the Executive Officer or Coordinator who are concerned about an employee and how they are coping may request the employee to seek appropriate professional help. Management will document all details of discussions and outcomes via the Incident form If an employee makes a stress related WorkCover claim, any plan developed by RFCSV-G will need to be signed off or initiated by a medical professional. RFCSV-G provides employees with access to, and encouraged to use the Employee Assistance Program to help manage stressful or upsetting circumstances either within their personal life and/or work situation. This is a confidential program offering conselling services by a suitably qualified and certified counselling practitioner of the employee’s choice.

Training & Support Mental health first aid training is provided to all employees. RFCSV-G provides ongoing training and support, professional supervision, and regular opportunities for debriefing. As a Counsellor who may be experiencing depression/anxiety OR dealing with clients with mental health issue, it’s important to take care of yourself.


WORKERS’ COMPENSATION & WORK-RELATED ILLNESS AND INJURY

In the event of work related injury or illness, RFCSV-G will act promptly and in accordance with relevant legislation, primarily the Accident Compensation Act (1985) as amended, to ensure rehabilitation following a work related illness or injury.

Workers Compensation Procedure

RFCSV-G will:

• Keep a summary of the Workplace Injury Rehabilitation and Compensation Act 2013 in a place where it can easily be accessed by employees.

• Maintain records of all accidents and injuries.

Where a claim for Workers’ Compensation has been made, RFCSV-G will:

• forward all completed documentation to the insurer within prescribed time frames;

• deal honestly and openly with both the insurer and the employee during the process of claiming for workers' compensation;

• participate in, and cooperate with, the establishment of an injury management plan with the insurer and the employee;

• provide, where reasonably practical, suitable employment for the injured worker;

• maintain confidentiality in all matters relating to injury, Workers' Compensation claims and rehabilitation.

An employee who has suffered a work-related illness or injury will:

• notify the Executive Officer as soon as possible after injury occurs;

• seek medical treatment and attain an appropriate medical certificate;

• complete all required documentation and forward this to the Executive Officer as soon as possible;

• deal honestly and openly with both the insurer and RFCSV-G during the process of claiming for Workers' Compensation;

• participate in, and cooperate with, establishment of an injury management plan with the insurer and RFCSV-G;

• ensure that current medical certificates are provided to RFCSV-G prior to the end date of previous certificates. Failure to do so may result in an inability to pay the employee;

• work with RFCSV-G to ensure early return to work and/or suitable duties during rehabilitation.

Making a Claim for Workers Compensation

As soon as possible following the injury, the employee should lodge with RFCSV-G all required information on the prescribed forms. This will include:

• a WorkCover medical certificate;

• a claim form from the insurance company.

Where the Executive Officer or Board considers that the injury to the employee may be significant (i.e. may result in employee being incapacitated for more than seven days), insurer must be notified within forty-eight hours of RFCSV-G becoming aware of the injury.

On receipt of the required documentation from the employee, the Executive Officer or a delegated member of the Board must, within seven days:

• complete an Accident and Injury form

• forward the form with the employee's documents to the insurer.

https://www.worksafe.vic.gov.au/laws/wirc-act


Failure to lodge appropriate forms within seven days of receipt of documentation from the employee is in contravention of the Act and will result in a penalty being imposed on RFCSV-G.

Rehabilitation following work-related injury

RFCSV-G will support and contribute to the provision of workplace rehabilitation for all employees whose ability to carry out their duties is affected by work-related illness or injury. The primary aim of rehabilitation will be to ensure that return to work occurs as soon as medically advisable.

When rehabilitation of an employee is required, a rehabilitation coordinator will be appointed by the Executive Officer.

RFCSV-G will facilitate the rehabilitation coordinator's access to rehabilitation coordination training.

Returning to Work Procedure

RFCSV-G will establish a return-to-work program in consultation with the employee and other relevant parties, including the treating doctor and rehabilitation personnel. The program will be consistent with the injury management plan.

To ensure that the injured employee has the opportunity to recover and return to work, the Executive Officer will:

• ensure the employee is referred for early access to rehabilitation services and providers;

• consult with affected employees on all aspects of the rehabilitation process, including the provision of suitable duties, and to ensure that the rehabilitation program operates smoothly and effectively;

• inform employees of their rights in relation to a Workers' Compensation claim, including their right to choose their own doctor and rehabilitation provider;

• provide suitable duties where practicable;

• coordinate rehabilitation;

• advise the employee that refusal to cooperate in rehabilitation may result in their weekly benefits being affected.

Rehabilitation procedures

The rehabilitation coordinator will:

• provide direct support and assist the employee to complete necessary Workers' Compensation forms;

• liaise with all relevant parties involved in the rehabilitation;

• provide details of the rehabilitation process to the employee;

• ensure that the employee is offered the help of an accredited rehabilitation provider where necessary;

• arrange for the employee's return-to-work on the advice of the treating doctor or rehabilitation provider;

• arrange a return to work plan for a seriously injured employee before they have been absent from the workplace for twelve weeks. This plan must be developed by an accredited rehabilitation provider in consultation with the treating doctor.

Suitable employment

When an injured employee is deemed by the treating doctor to be well enough to return to work, the Executive Officer will, so far as is reasonably practical, provide suitable employment. Suitable employment should:

• be approved by the treating doctor;

• involve consultation with the injured employee, treating doctor, rehabilitation coordinator, rehabilitation provider, and other employees;

• be detailed in a written plan and include the duties to be undertaken, hours of work and the process for upgrading suitable duties in line with the injured employee's progress, based on advice from the treating doctor;

• be, where appropriate, the same as or equivalent to pre-injury employment;


• endeavour to strike a balance between the needs of the injured employee and needs and workloads of other employees.

Disputes and dismissal

RFCSV-G will not dismiss any employee on Workers’ Compensation within six (6) months of injury, solely, or principally, because of that injury.

Disputes will be handled by discussion between the Rehabilitation Coordinator, the employee, the Executive Officer, the Board and other relevant parties.


TERMS & DEFINITIONS

Term Definition

Persons A collective word making reference to all employees, Board members, Contractors, visitors, clients, volunteers and general public

Bullying

Repeated and unreasonable behaviour directed towards a person or group of persons that creates a risk to health and safety. It includes behaviour that could be expected to intimidate, offend, degrade, humiliate, undermine or threaten.

Workplace bullying can occur between workers (sideways), from managers to workers (downwards), or workers to supervisors/managers (upwards).

Workplace bullying can be carried out in a variety of ways including through email, text or social media channels.

Bullying is repeated, unreasonable behaviour directed toward a person, or a group of persons, that creates a risk to their health and safety.

• abusive, insulting or offensive language or comments

• unjustified criticism or complaints

• deliberately excluding someone from workplace activities

• withholding information that is vital for effective work performance

• setting unreasonable timelines or constantly changing deadlines

• setting tasks that are unreasonably below or beyond a person’s skill level

• denying access to information, supervision, consultation or resources to the detriment of the

worker

• spreading misinformation or malicious rumours

• changing work arrangements such as rosters and leave to deliberately inconvenience a particular

workers or workers.

Repeated behaviour

The persistent nature of the behavior and can involve a range of behaviours over time

Unreasonable behaviour

Behaviour that a reasonable person, having considered the circumstances would see as unreasonable, including behavior that is victimising, humiliating, intimidating or threatening.

Reasonable management action

Behaviour not considered to be workplace bullying if it is carried out lawfully and in a reasonable manner in the circumstances. Examples of reasonable management action include but are not limited to:

• setting reasonable performance goals, standards and deadlines

• deciding not to select a worker for promotion where a reasonable process is followed

• informing a worker about unsatisfactory work performance in an honest, fair and constructive way

• taking disciplinary action, including suspension or terminating employment.

Differences of opinion and disagreements are generally not considered to be workplace bullying.


Term Definition

Sexual harassment

means any unwelcome sexual advance, unwelcome request for sexual favours, or other unwelcome conduct of a sexual nature which makes a person feel offended, humiliated or intimidated, and where that reaction is reasonable in the circumstances. Examples of sexual harassment include, but are not limited to:

• staring or leering

• unnecessary familiarity, such as deliberately brushing up against you or unwelcome touching

• suggestive comments or jokes

• insults or taunts of a sexual nature

• intrusive questions or statements about your private life

• displaying posters, magazines or screen savers of a sexual nature

• sending sexually explicit emails or text messages

• inappropriate advances on social networking sites

• accessing sexually explicit internet sites

• requests for sex or repeated unwanted requests to go out on dates

• behaviour that may also be considered to be an offence under criminal law, such as physical

assault, indecent exposure, sexual assault, stalking or obscene communications

Behaviour that is based on mutual attraction, friendship and respect is not sexual harassment.

Occupational violence

Any incident where a person is physically attacked, abused, assaulted or threatened in the workplace.

• striking, kicking, scratching, biting, spitting or any other type of direct physical contact;

• throwing objects;

• attacking with knives, guns, clubs or any other type of weapon;

• pushing, shoving, tripping grabbing;

• any form of indecent physical contact.

Risk The probability that an occasion will arise that presents a danger to our organisation, our staff, our volunteers, our clients, or the general public

Hazard

The potential to cause injury or illness. Examples of potential harm which systems of work may cause to people at work include:

• Injury from entanglement

• Crushing by falling or moving objects

• Cutting or piercing due to sharp or flying objects

• Injury from electricity

• Injury from explosion

• Slips trips and falls

• Motor vehicle incidents

• Chemical Substances

• Confined Spaces

Risk Assessment

A process of determining whether there is a risk associated with each of the hazards identified, that is, whether there is any likelihood of injury or illness

Risk Control A process of implementing measures to reduce the risk associated with a hazard. When controlling risk, the hierarchy of control should be considered in order of priority.

Hierarchy of Control

The established priority order for the types of measures to be used to control risks.

1 Elimination of the hazard

2 Substitution e.g. of the equipment or substance

3 Engineering controls, controls, which use engineering measures to change the physical characteristic

of plant to eliminate or reduce risk. E.g. guarding

4 Administrative controls, controls, which use systems of work to eliminate or reduce, risk e.g.

supervision, training, and rotation

5 Personal protective equipment, (PPE ) e.g. footwear, protective eyewear, protective clothing etc.


Term Definition

Emergency Any event which arises internally or from external sources, which may adversely affect RFCSV-G employees; contractors or the general community, and which requires immediate response.

Plant

any machinery, equipment (including scaffolding), appliance, implement or tool and any component or fitting thereof or accessory thereto.

Plant is machinery that processes material by way of a mechanical action which:

• Cuts, drills, punches or grinds

• Presses forms, hammers, joins, or molds material

• Combines, mixes, sort, packages, assembles, knits or weaves material.

• Plant also includes lifts, cranes, tractors, earth moving equipment, pressure equipment, hoists,

powered mobile plant, plant that lifts or moves people or materials, amusement structures, high

powered lasers, turbines, explosive powered tools, scaffolds, chisels, saws, photocopiers, desks,

filing cabinets and temporary access equipment.


Appendices

All documents filed on intranet. Links below:

Training Records Register Workplace Safety Inspection (WSI) Checklist Hazard Report – template Injury & Incident report – template Emergency Contacts

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