Generic Work Health and Safety Policy and Procedures Manual.

(previously Generic OHS Policy and

Procedure Manual) The contents of this Manual should be adjusted to suit each individual property in accordance with the weekly email instructions received from HEMSafe.com.au

All queries should be sent to info@hotelemployersmutual.com.au or info@hemsafe.com.au

Version 7 February 2012 (Including references to Work Health and Safety Act 2011 effective from 1/1/12)

Version 7 February 2012

Effective from 1 January 2012 the NSW Occupational Health and Safety Act 2000 (OHS Act) was repealed and replaced with the Work Health and Safety Act 2011 (WHS Act 2011). At the same time the OHS Regulation 2001 was repealed and replaced with the

Work Health and Safety Regulation 2011. In the text of this version of the Manual, the terms OHS and WHS are used interchangeably

(except when referring to the title of legislation).

WHS Policy and Procedures Manual Contents Introduction

Our hotel Mission

About Our hotel and our Organisational chart

What is Our WHSMS and How Does it Work?

Our hotel Policy and Procedures in order of Procedure number

Procedure

Number

Procedure Relevant AS 4801

Clause

WHS001 Work Health and Safety Policy (previously OHS Policy) 4.2

WHS002 Management and Legal Responsibilities for WHS (OHS) 4.4.1.2; 4.3.2

WHS003 WHS Objectives and Targets 4.3.3

WHS004 WHS Training and Skills Register 4.4.2

WHS005 Safety Meetings and Consultation 4.4.3

WHS006 Recording and Improving the WHS Management System 4.3.4; 4.4.3.3; 4.4.4; 4.6

WHS007 Legal and Other WHS Information 4.4.5; 4.5.3

WHS008 Hazard Identification and Risk Assessment 4.4.6, 4.4.6.2

WHS009 Hotel Inspection Procedure 4.3.1; 4.4.6

WHS010 First Aid Procedure 4.4.7; 4.4.2

WHS011 Emergency Preparedness and Evacuation Procedure 4.4.7; 4.4.2 WHS012 Contractors to this Organisation 4.4.6.4; 4.4.6

WHS013 Purchasing and Maintenance of General Plant and PPE 4.4.1, 4.4.3.3 WHS014 Safety Signs 4.4.6.4; 4.4.6 WHS015 Specific Risks - Manual Handling 4.4.6.4; 4.4.6 WHS016 Specific Risks - Hazardous Substances, Dangerous Goods 4.4.6.4; 4.4.6 WHS017 Specific Risks – Electrical Equipment 4.4.6.4; 4.4.6 WHS018 Specific Risks - Cellar and Storeroom Procedures 4.4.6.4; 4.4.6 WHS019 Specific Risks – Housekeeping and Storing of Unused

Equipment and Stock 4.4.6.4; 4.4.6

WHS020 Specific Risks - Food Safety 4.4.7; 4.4.2

WHS021 Standard Forms, Recording and Reporting OHS Information 4.5.2; 4.4.1

WHS022 Employee Health Monitoring 4.5.1.2

WHS023 Incident Reporting, Investigation, Injury Management and RTW Program

4.5.2; 4.4.3.3

WHS024 WHS Audit and Management Review 4.5.1.2

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Introduction

Our hotel Mission

Our hotel mission is to deliver an outstanding service to our customers. We pride ourselves on training the best staff to deliver results to both our organisation and our clients/customers.

We strive to exceed all customer, staff and company expectations. We will provide high levels of customer service and financial returns by focusing on our:

PEOPLE, PRODUCT, CUSTOMER and PROFIT Our values that support the management function are: • To strive to provide a work environment where employee safety and well-being are

paramount • To establish and maintain open communication, respecting confidentiality where appropriate

and when requested • To recognise the achievements of staff and let them know when they have performed well

• To conduct all relations with staff in a fair and respectful manner • To be honest

• To be flexible

About Our hotel is located at… Our hotel has approximately… staff, including… fulltime and … casual. Our hotel has always been a safety first company.

Our hotel Organisational Chart

Directors

General Manager / Licencee

Asst. Manager – / Site manager

Duty Managers –

WHS Provider –

HEMSafe

Contractors

Staff

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What is Our Work Health and Safety Management System and How Does it Work?

Our Work Health and Safety Management System is the framework of how we organise Work Health

and Safety (WHS) in the hotel. This Policy and Procedure Manual is organised in accordance with AS/NZ 4801- Occupational Health and Safety Management Systems and includes references to applicable WHS legislation including the WHS Regulation 2011.

This WHS Policy and Procedures Manual contains general procedures for safe work. Individual job specific safety procedures are maintained by individual departments. Our WHS related documentation is stored in the HEMSafe system

Using the HEMSafe guided system we have developed our WHS Policy and have planned how our WHS Management System is going to work. We are implementing that system now through communication and instruction so that everyone in the hotel knows what is expected of them. We will regularly evaluate our WHS Management System performance through regular internal WHS (OHS) System Self audits and through regular workplace inspections, and Risk Assessments Management will also review our Work Health and Safety Management System after the results of any external audit (if undertaken) by examining the results of the audit, the recommendations stated in the audit, and by consulting with workers to provide a clearer picture on how we can improve our performance.

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Reference: WHS001

Work Health and Safety Policy (WHS) Policy

Reference: AS/NZ4801. WHS Act 2011 section 19 contains the primary duty of a ‘person conducting a business or undertaking’ (PCBU) to ensure as far as reasonably practicable a safe and healthy workplace. A statement of Policy or ‘intent ‘ fulfills this requirement

OObblliiggaattiioonnss In accordance with the Work Health and Safety Legislation 2011 our hotel and its Directors recognise

their moral and legal obligations to provide a safe and healthy working environment for employees, apprentices, contractors, and labour hire employees, (defined in the WHS Act 2011 as workers) so far as is reasonably practical. Where hotel employees are required to work offsite the same Policies and

Procedures will apply. The hotel is also committed to providing a safe and health environment for its customers/clients and visitors so far as is reasonably practical. We are committed to implementing and maintaining a clear, Work Health and Safety Management System that has the support of everyone in the organisation.

OObbjjeeccttiivveess So far as is reasonably practical our hotel will:

• Provide a safe and healthy workplace for all workers • Provide safe plant and systems of work • Provide written procedures and instructions that ensure safe systems of work • Ensure compliance with WHS legislation and current industry standards

• Provide relevant training, information, instruction, and supervision to employees, contractors, visitors and /or customers to ensure their health and safety

• Provide assistance and ongoing support to employees regarding WHS issues

RReessppoonnssiibbiilliittiieess All staff are responsible and will be held accountable for implementing those aspects of the Policy for

which they are responsible. Performance will be measured regularly in accordance with hotel policy. Designated ‘Officers’ and / or Management will:

• Provide a hotel in a safe condition

• Be involved in developing, promoting and implementing health and safety policies and procedures

• Be involved in developing, promoting and implementing workplace hazard and risk identification and management

• Train employees and other relevant workers in the safest method to perform their work tasks

• Provide and ensure usage of, adequate resources and information to meet our hotels’s commitment to Work Health and Safety

Workers will:

• Take reasonable care for their own health and safety

• Follow all procedures detailed within our hotel WHS Policy and Procedures

• Report any injury, illness, hazard or unsafe work practice to Management as they occur

CCoonnssuullttaattiioonn As per the relevant WHS legislation, our hotel understands and is committed to consultation with all its employees with regard to hotel health and safety. This hotel has designated staff who will be the first point of contact for all employees regarding issues relating to WHS and are clearly identified via internal hotel communication procedures and during initial induction training

Policy Authorised by __________________ (Manager/Licensee/Business Manager/Director) Date: _____________ Next Date of Review: ___________________ (12 months)

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Reference: WHS002

Management and Legal Responsibilities for WHS WHS Act 2011 section 19 contains the primary duty of a ‘person conducting a business or undertaking (‘PCBU’) to ensure as far as reasonably practicable a safe and healthy workplace. Section 20 is likely to be relevant to the hospitality industry as well, insofar as it prescribes a duty on the person with management or control of a workplace to ensure as far as reasonably practicable that the workplace and anything arising from it are without risk to any person. The over-arching general duties of officers, workers and others at the workplace are found in sections 27, 28 and 29 respectively. Under the new legislation, the term “PCBU” is broader than the term “employer”.

Purpose: To identify and highlight the key Management responsibilities for WHS under the legislation.

Scope: This policy is to be understood by all management and staff.

Responsibilities: Directors The Directors accept that they have a key responsibility for WHS in this hotel in accordance with the WHS Act 2011 S 19 ‘primary duty of care’ provisions and S27 the officer ‘due diligence’ requirements. With that in mind, they have set aside a budget for WHS, to be used for the following: • Provision of resources (physical, financial and human) to ensure a safe and healthy workplace • Provision of information and publications relating to WHS

• Provision of instruction, training and supervision • Maintenance of the built environment of the hotel including the immediate assessment and control

of any identified hazards

Management

The General Manager / Licencee / Venue manager and Assistant Managers are responsible for the WHS of all employees and may be classified as ‘officers’ of the company under the WHS legislation with specific duties outlined under the ‘due diligence’ provisions (S 27 of WHS Act 2011) Whilst Management may delegate some WHS duties, they acknowledge that they are accountable for the

operational implementation of all aspects of the Company’s WHS system. Some key responsibilities include:

• Carry out all duties required to implement and maintain the WHS Management System including supervision, training, and provision of safe systems of work

• Ensure steps are taken to maintain compliance with WHS Legislation and Australian Standards.

• Distribute WHS information to staff as and when it becomes available and consult regularly with staff on WHS issues

• Keep records of all injuries in the Incident Register • Conduct or delegate to staff member/s regular workplace inspections and risk assessments

• Include safety as an item on the agenda at every staff meeting, record minutes and / or report to the directors (record all minutes may be uploaded to OHS Consultation records section of HEMSafe).

• Actively promote Health and Safety in the hotel to all employees and patrons. • Ensure completion of the Self Audit Questionnaire as a means of regular OHS Management

System review.

Duty/Assistant Managers/ Supervisors The Duty Managers are responsible for the following:

• Carrying out any WHS duties delegated by the General Manager and Senior Managers.

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• Supervision and training of relevant line staff • Completing the Incident Register and report the incident to Management • Investigate Incidents as required in accordance with hotel policy and legislation • Immediately reporting any unsafe working practices to management

• Actively promoting Health and Safety in the hotel to all staff and patrons. • Ensuring that all employees are working in a safe manner.

• Taking note of (and recording) any suggestions made by staff or customers regarding safety.

Staff Responsibilities of staff are defined in WHS Act 2011 (s 28) Staff are responsible for the following:

• Take reasonable care for his or her own health and safety by observing safety rules, working safely and reporting any hazards and incidents to General Manager/Assistant Managers immediately.

• Comply so far as the worker is able with any reasonable instructions issued by the PCBU including following the procedures for safe work contained within this Policy and Procedures Manual and associated documents.

• Take reasonable care that his /her acts or omissions do not adversely affect the health and safety of other persons.

• Asking for specific training and instruction regarding any hazards associated with performing a task.

• Making suggestions and participating in meetings to further the development of a safer working environment.

Staff are advised of their respective WHS responsibilities during staff induction training and responsibilities are included in job descriptions. The WHS performance of all staff is measured during performance reviews. Where staff are not performing in accordance with those responsibilities additional training is provided.

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Reference: WHS003

WHS Objectives and Targets References: AS/NZS 4801

PPuurrppoossee:: TThhee ppuurrppoossee ooff tthhiiss sseeccttiioonn iiss ttoo sseett mmeeaassuurraabbllee oobbjjeeccttiivveess aanndd ttaarrggeettss ffoorr tthhee hhootteell tthhaatt

aallllooccaattee rreessppoonnssiibbiilliittiieess aanndd pprroovviiddee iinnddiiccaattoorrss ttoo ddeetteerrmmiinnee ppeerrffoorrmmaannccee.. FFoorr iinnddiivviidduuaallss tthheessee

oobbjjeeccttiivveess sshhoouulldd bbee aaddjjuusstteedd aanndd iinnccoorrppoorraatteedd iinnttoo ppoossiittiioonn ddeessccrriippttiioonnss..

Objective Target Indicator /Evidence

Responsibility Date for Completion

All management and staff know their WHS

responsibilities and conduct themselves in a safe and responsible manner

All staff are familiar with, and operate in accordance with

the Policy and Procedures Manual and associated documentation

Independent audits and/or WHS Self audit quarterly to

confirm the WHS Management System is fully implemented.

Management to implement and maintain WHSMS.

Staff to assist and cooperate.

Ongoing. WHS Self audit quarterly (refer to HEMSafe

resources)

Ensure all staff and workers receive appropriate WHS training

All staff trained in accordance with requirements of their position descriptions.

Training needs and requirements are known, training is conducted, training records are accurate.

Management to assess needs and book training. Staff to attend training.

Ongoing. WHS Self audit quarterly (refer to HEMSafe

resources)

Minimise incident frequency and severity occurring to staff and others.

Nil incidents. Where incidents occur RTW procedures are followed and investigations undertaken

Management to maintain OHSMS plan and respond quickly to Hazard reports.

Ongoing. WHS Self audit quarterly (refer to HEMSafe

resources)

Effective contractor management in accordance with WHS Act

contractors provide confirmation of insurances, safe work statements

OHS policy and procedures Contractors receive

site induction.

Documents recorded and regularly updated, induction records

where relevant.

Management to review regularly and decide on action.

Ongoing. WHS Self audit quarterly (refer to HEMSafe resources)

Maintain hotel WHS Management

System in a current practical format

Current WHS MS implementation

Regular workplace inspections, risk

assessments, staff trained, internal audits , current

documentation

Management to review regularly

and decide on action in consultation with

staff

WHS Self audit quarterly (refer to

HEMSafe resources)

Regular workplace inspections are

undertaken and all items identified are rectified

Inspections monthly

Documented records

Management to review regularly

and decide on action in consultation with staff

ongoing

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Reference: WHS004

WHS Training and Skills Register Reference: WHS Act 2011 (S 19) requires employers to provide the instruction and training necessary to ensure health and safety at work; The WorkCover publication Occupational Health & Safety in Hospitality – Employee Induction Checklist may prove useful for employers, as it sets out some key WHS induction topics relevant to the hospitality industry. Purpose: To maintain a secure workplace where all staff, management and contractors training and

WHS skills are recorded the need for additional training identified and scheduled. Scope: This procedure covers the training records and WHS skills of all management, staff and contractors at the hotel. Skills Register The hotel maintains an WHS Skills Register / Training Records which is essentially a record of all

staff/management training and qualifications and where relevant training records of contractors.. Copies of these training documents /certificates are kept in individual staff files. Attendance records for training sessions held on the premises are retained with the skills register.

Training materials Copies of all training materials such as standard operating procedures, induction handbooks etc are retained with the training records. Contractors receive site induction for each site. Staff Induction The hotel has a program of induction for all new staff that includes general WHS knowledge and information on individual responsibilities. Job specific and site specific information is provided by the supervisor of the area in which the employee will work. Responsibilities: Directors The Directors will provide the necessary funds to further the training and WHS Skills of Management and staff as appropriate. Management Management is responsible for organising proper training for staff as appropriate. Management is also responsible for the recording of that training. Management will be trained in First Aid. Supervisors / Staff Supervisors and staff must produce copies of all relevant qualifications/certificates relevant to WHS and their hotel role upon commencement of their duties in this hotel. They must also attend all/any WHS related training as directed by Management.

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Reference: WHS005

Safety Meetings and Consultation

References: WHS Act 2011 Part 5 addresses consultation, representation and participation and includes specific information on the role of Health and Safety Representatives and ‘work groups’ Relevant information and guidance is also contained in the WHS Consultation Cooperation and Coordination Code of Practice available on the WorkCover NSW website There are specific requirements for consultation contained in the WHS legislation that must be followed depending on the size of the hotel.

Purpose: Our hotel is committed to holding regular Safety Meetings and / or discussion of WHS issues in regular staff meetings This hotel uses its WHS Committee and /or elected representatives in accordance with the legislation as the forum for this consultation process. The representatives in

conjunction with management are responsible for communicating WHS issues throughout the hotel. Scope: This procedure relates to the duties of all staff within the hotel and highlights the process for

Consultation in the organization. All staff are responsible for maintaining a safe workplace and the WHS Committee (or other agreed representative process) is the formal communication channel to be used to ensure consultation is carried out at all levels of the organization.

Responsibilities: Management The Management must:

• Address all issues raised in the WHS Committee Meeting Minutes • Be responsible for ensuring communication of WHS issues throughout the hotel.

• Discuss all safety issues within the hotel with staff at the WHS Committee Meeting or other relevant forum as applicable.

• Ensure relevant, frequently used contractors / labour hire staff are included in the consultation

process where relevant • Be present at any interview between an employee and a WorkCover inspector concerning WHS. • Know the implementation process for the WHS Policy and maintain the WHS Management system

in the hotel. Committee or representative The functions of the Committee (if applicable) shall be: • to review the safety performance of each hotel. • to monitor the effectiveness of the health and safety policy and programs. • to carry out hotel inspections. • to monitor the effectiveness of safety training. • Other site specific functions as determined Attendance: The committee (if applicable) consists of at least one elected representative from each departmental area, one from hotel management, and the Return-to-Work Coordinator. Attendance at meetings will be limited to members of the Committee, invited guests, deputies and special speakers following consultation with the Chairperson and a Management Representative. Where regular contractors / labour hire staff are employed (eg hotel housekeeping) they may be included in the committee.

The Chairperson: The Chairperson (if applicable) will be elected by and from the elected members of the Committee and the position will be reviewed each 12 months. The management Rep will not be the Chairperson. Election of Members: Elected members shall hold office for a period of two years or until they are no longer employed by the hotel. At such time elected Committee positions will become vacant and a ballot shall be held for re-election. All staff shall be eligible for re-election to the Committee.

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Reference: WHS006

Recording and Improving the OHSMS Reference: AS/NZS 4801 (see also WHS 024 in this Manual) Purpose The WHSMS is the framework of how WHS is organized in the hotel. This Policy and Procedures Manual contains all the basic procedures for safe work. WHS records and information is retained on the HEMSafe software system or on site The hotel WHSMS works in a cycle of Continuous Improvement in accordance with AS/NZ 4801 as

follows:

1. Write the Policy / procedure in consultation with staff

2. Plan how the procedure is to be implemented 3. Implement the plan 4. Measure and evaluate to see if the plan is working 5. Management review 6. Back to 1. 7. These stages are addressed in the regular guidance emails when the hotel is registered with

HEMSafe and in the continuous monthly reminders on an ongoing basis. 8. The Self Audit Questionnaire provides opportunity for regular OHS Management System review. Evaluation and Review:

The Managers are responsible for collecting information and uploaded it to the Member Area (My WHS(OHS) Documents) in HEMSafe. Information collected includes material relating to performance of this hotels’ WHS Management System including the following: • All WHS (OHS) Systems Self Audits and /or External Audits • All Risk Assessments (through the Risk Assessment section of HEMSafe).

• All minutes and any suggestions from Safety Meetings (uploaded to WHS (OHS) Consultation Records section of HEMSAfe.

• Any correspondence from a third party relating to our WHS Management System i.e. Recommendations from our WHS Provider, letters from WorkCover etc. (Upload to My WHS (OHS) Documents on HEMSafe)

• All workplace inspections (uploaded to the Workplace Inspections section of HEMSafe) • Keep and record all other WHS information uploaded to My WHS (OHS) Documents in HEMSafe • Self Audit review regularly completed and uploaded to WHS(OHS) self audit section Management will store all of the above information in My WHS (OHS) Documents’ section in HEMSafe. If the workplace is Audited the Auditors will need access to that information. Some of the documents are also used in calculating the overall risk score of the hotel From time to time there will also be suggestions from staff and others as to how we may improve our WHS performance. The WHS Managers and /or Management must record these suggestions and communicate them to the WHS Committee or direct to their employees for further action. This can be done using the WHS (OHS) Consultation section of HEMSafe

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Reference: WHS007

Legal and Other OHS Information Reference: AS/NZ4801 Purpose: To ensure that Management and Staff are able to access and understand WHS in the hotel. we are committed to providing the necessary information. Scope: This covers all the WHS information gathering and storing in the hotel.

Procedure Our hotel can routinely access WHS information and news by accessing the HEMSafe system and

viewing the ‘News’ and ‘Legislation Guide’ sections of the system. In addition information and guidance for specific issues can be obtained by emailing Hotel Employers Mutual directly at info@hotelemployersmutual.com.au Guidance documents specific to HEMSafe system are also

available on the HEMSafe website. Other information sources are WorkCover NSW and AHA(NSW) When we find information that is relevant to our workplace it is saved in the following location internally ………….

Responsibilities Management will display the most important documents on the staff notice board and/or other relevant site specific location Management will include relevant WHS information in staff briefings Management and Staff may also wish to access WHS websites in their own time. Some Useful OHS Websites:

www.workcover.gov.nsw

WorkCover NSW Website

www.industrialrelations.nsw.gov.au

The Industrial Relations Website

www.saiglobal.com

The Australian Standards Website

www.safeworkaustralia.gov.au Safe Work Australia

www.nsw.gov.au

New South Wales Government Website

www.ahri.com.au

Australian Human Resource Institute

www.anta.gov.au

Australian National Training Authority Website

www.ntis.gov.au

National Training Information Service

www.ahansw.com.au

Australian Hotels Association (NSW)

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Reference: WHS008

Hazard Identification, Risk Assessment and Control References: The WHS Act 2011 s17, 18, and 19 refer to the primary ‘duty of care’ duties owed by all PCBU’s and s27 refers to the duties as defined for ‘officers’ of the PCBU. These duties include the identification and management of hazards and risks throughout the workplace.

Hazpak – Making Your Workplace Safer – A Practical Guide to Basic Risk Management (a WorkCover publication) is the most practical document to assist with understanding the risk management process which is fundamental to implementation of WHS procedures throughout the organisation. See also

Risk Management Standard ISO31000 – 2009 (replaces AS/NZS 4360 – 2004) and the Risk Assessment: Code of Practice

Purpose: To have a defined method of Hazard Identification, Risk Assessment and Control so as to eliminate or minimise the potential for work place related injuries and incidents.

Scope: This procedure covers all employees and contractors in the hotel. Special responsibility for this procedure lies with Management and those delegated to perform Inspections. This procedure applies to all activities within the hotel.

Responsibilities It is the responsibility of management to understand and implement the process and procedures of risk management to ensure their WHS obligations are fulfilled in accordance with the requirements of

the WHS Act 2011 including the S 27 due diligence provisions. It is management’s responsibility to ensure staff are trained in implementation of this procedure It is the responsibility of staff to ensure they follow the hazard identification processes of the hotel particularly with regard to notification of operational hazards as they may occur and to notify management immediately. Terms Hazard is an activity, procedure or physical situation that has the potential to cause injury or harm. Hazard Identification is the procedure used to identify all of these situations that could lead to injury Risk is the likelihood of injury, incident or damage to property or people because of the exposure to

the hazard. Risk Assessment is the evaluation of the likelihood of an injury, incident or damage and the consequences/outcomes associated. Risk Control is how we eliminate or control the hazard and/or risks associated with the hazard

Hierarchy of Control is the preferred order of Risk Control - detailed in Section 3 of this procedure. How the Hazard Identification, Risk Assessment and Control Procedure Works The procedure works in a cycle as follows:

1. Identify Hazard 2. Assess Risk 3. Control Risk

4. Review

1. Identify HazardHazards are identified in any one of the following ways:Workplace Inspection • Incident Investigation • Observation by staff member, contractor or visitor • When introducing new systems of work, procedures, plant or equipment • WHS System self Audit

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If you identify a hazard in the hotel: • Stop the task you are doing • Report the Hazard to your Manager on Duty immediately • Ensure that either you or the Manager on Duty records the hazard on the Risk Assessment Form

on HEMSafe Member Area

• Submit that Risk Assessment Form to Management or WHS Manager for further action

2. Assess Risk

This will be undertaken by Management and/or the person completing the workplace inspection. Using HEMSafe - Risk assessment form choose both likelihood and severity of risk. If you are unsure,

use the Risk Matrix below to identify firstly: What is the likelihood of a hazard or incident occurring to cause harm? Then select the potential severity / consequence from the matrix.

From your result, find a risk score which will show you how soon you’ll need to complete ‘fixing’ this hazard. i.e a ‘Risk score’ of 1 means you must fix this hazard immediately.

Be sure to record what you have done to fix the hazard in the ‘Action’ area relating to that hazard, then fill in the date you completed that task in the relevant section.

Risk Matrix (Hazpak- WorkCover)

Likelihood – how likely is it that the hazardous event could occur? Consequences – how badly could someone be hurt by this hazard?

Very Likely Could happen anytime

Likely Could happen some time

Unlikely Could happen but very rarely

Very Unlikely Could happen but probably never will

Death or permanent disability

1 1 2 3

Long-term injury of serious illness

1 2 3 4

Medical attention required

2 3 4 5

First Aid only

3 4 5 6

Risk Scores and suggested Action time frames

1 = Do something about this hazard immediately 2 = Do something about this hazard within 24 hours 3 = Do something about this hazard within 48 hours 4 = Do something about this hazard within one week 5 = Do something about this hazard within two weeks 6 = Do something when possible

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3. Control Risks

The Hierarchy of Control is used to eliminate or reduce the risk. Elimination of a hazard is the best option. The lower the risk score the more important it is to try and use the high order controls

(elimination, substitution etc. Personal Protective Equipment should only be used as an adjunct to other control methods or as a ‘last resort. The order of preference for hazard controls is:

1. Elimination of the Hazard 2. Substitution e.g. Substitute your equipment with something different 3. Isolation e.g. Store away hazardous item or cordon off area where hazard is found 4. Engineering Controls e.g. Put a guard on a blender 5. Administrative Controls e.g. Training, creation of safe operating procedures, job rotation and

Policies and Procedures 6. Personal Protective Equipment and Clothing e.g. Gloves

Complete the risk assessment with the preferred controls in consultation with Management.

Note that safe operating procedures (sometimes called safe work method statements or standard operating procedures) support an WHS procedure; they prescribe methods for carrying out certain procedures, types of work, tasks or operating equipment. Safe operating procedures are to be

documented and readily accessible; they should form part of training for certain functions or tasks. The procedure describes the task and identifies the WHS risks associated with it; it details appropriate hazard controls and provides a ‘blueprint’ for completing the task safely. Employees should be consulted when safe operating procedures are developed.

Once the controls have been decided these must be agreed with management, implemented and then reviewed for effectiveness.

4. Review

This is a vital step in the Risk Management process. When implementing the controls a diary note should be created to review their effectiveness.

Important: Hazard Identification, Risk Assessment and Hazard Elimination/Risk Control are processes that are ongoing. Any and every member of staff and management are expected to be

diligent and responsible when it comes to identifying, reporting and controlling a risk. If you are aware of a risk associated with your work tasks report it to management

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Reference: WHS009

Workplace Inspection Procedure Reference: Regular workplace inspections will assist towards meeting the requirements to identify

hazards that may arise in the workplace, to assess the risks of those hazards and to eliminate them or, if this is not reasonably practicable, to control the risks in accordance WHS Act 2011 Purpose: To ensure that monthly Inspections are conducted on this hotel to identify hazards, assess risks and control those risks or eliminate hazards. Areas throughout the premises are to include building infrastructure and services – eg. Lifts, air conditioning, fire equipment, fixtures and fittings, and ensuring emergency exits are clear and un-cluttered (so general housekeeping OHS 019 is also

relevant). Scope: This procedure covers all Hotel Inspections conducted by Staff or Management.

Responsibilities Management is Responsible for

• either completing the inspection themselves or delegating to a suitable competent individual . • The appointment of the nominated person to perform the inspection (the person nominated must

have the training and ability to do the job) • The way in which the inspection is performed and the action to be taken based upon the results

of that inspection. If Management is unable to delegate to a suitably qualified person then management should undertake the inspection themselves. Nominated Person The nominated person must be suitably qualified (experienced) to perform the regular Hotel Inspection. They must be shown how to perform the inspection and may require training to allow them to perform this role better. The procedure they must observe during the Inspection is as follows. Procedure Using the Workplace Inspection Checklist walk through each section of the hotel, noting all details on

the checklist form and making note of any Hazards. When the walkthrough is finished Management must be notified of all hazards identified. The

information from the Workplace inspection checklist should be transferred to the electronic format on HEMSafe and risk assessments and action plans completed for outstanding items.

This action can also be undertaken directly using the ipad Where action items are required nominate due dates and HEMSafe will automatically generate reminder emails to assist completion.

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Reference: WHS010

First Aid Reference: WHS Regulation Div3 stipulates the requirements for provision of first aid amenities and

for training of first aid personnel. The Code of Practice – First Aid in the Workplace released as a draft in September 2011 by Safe Work Australia providedes further information See Also OHS024 Incident Investigation

Purpose

To ensure that injuries to individuals are properly treated.

Scope

This procedure encompasses all injuries sustained to staff in this hotel.

Responsibilities

It is the responsibility of Management to ensure that there are enough staff trained in First Aid at the hotel. First Aid training can be provided through the Australian Hotels Association (AHA) (phone 1800 100 047) St Johns Ambulance and many other organizations.

Management must be satisfied that all staff know what to do in the event of minor injuries. All staff are expected to know the location of the First Aid Kit and who to contact in the event of serious injury. Trained staff must attend a refresher course every three years. The trained staff are responsible for displaying and distributing vital First Aid-related information to all other staff and management within this hotel.

Names of qualified first aiders are displayed on notice boards or other common areas

First Aid kits First Aid Kits should be provided in accordance with the requirements of the Draft Code of Practice and /or following a risk assessment in accordance with the WHS Act s42.

Kits are categorized A,B or C depending on size of workplace however this should be adjusted for risk level of premises or department. For example kitchen areas should included ‘blue’ plasters for cuts and additional burn aid creams. All Staff: If it is noticed that first aid supplies are low, it should be reported to the Manager on Duty so that supplies can be replenished. Otherwise, First Aid Kits are to be serviced on a quarterly basis. HIV / HEPATITIS: A risk assessment has been undertaken to determine the need for vaccinations and a counseling service has been identified for possible use in the event of needlestick injury; safe operating procedures have been created and staff trained in needlestick disposal.

FIRST AID TREATMENT: All incidents requiring the person to receive first aid will require the person/treating party to fill in the details of First Aid given on the First Aid register. Incident investigation may be required depending on severity of the incident and additionally WorkCover may

need to be advised of the incident. If in doubt contact Hotel Employers Mutual on info@hotelemployersmutual.com.au for further advice

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Reference: WHS011

Emergency Preparedness and Evacuation

Reference: WHS Regulation 2912 s43 requires PCBU’s to prepare maintain and implement emergency plans See also – Emergency planning Factsheet - Safe Work Australia Standard AS 3745-2010 Planning for emergencies in facilities; Standard ISO/TS 11602-2:2010 Fire protection - Portable and wheeled fire extinguishers - Part 2: Inspection and maintenance; Standard AS 1851 - Maintenance of Fire Extinguishers Standard (Part 1); Standard AS 2444-2001 - Portable fire extinguishers and fire blankets - Selection and location; Standard AS 1851-2005 - Maintenance of fire protection systems and equipment; Standard AS 2293 - Emergency Evacuation Lighting Standard (Part 2) – Inspection and Maintenance Code.

In the hospitality industry the potential for a ‘hold up’ is a reasonably foreseeable hazard depending upon the nature of the workplace (eg. a bottle shop) refer to WorkCover publications Managing the Risk of Robbery and Violence in Bottleshops: Factsheet and Armed Hold-Ups and Cash Handling.

Purpose To ensure that all employees and customers are safe and not exposed to hazards in the event of an

emergency. Also to ensure that staff are responsible and capable in the event of an emergency. Scope This procedure encompasses this hotels’ Emergency Preparedness and Evacuation Procedure which includes responses to Armed holdups and applies to all staff. This procedure covers (1) Threatening Individuals and Armed Hold ups (2) Bomb threats (3) Fire evacuation (4) Hazardous chemical spills Responsibilities It is the responsibility of all in this hotel to ensure that they act in a safe and responsible manner, ensuring that they do not perform any action that will result in a risk to the health of any other

individual or thing in this hotel. Management and Staff

Management is responsible for

• Ensuring there is an Evacuation Plan devised for all areas of the hotel which is clearly displayed in the appropriate areas inside the hotel

• That staff are appropriately trained in all emergency procedures including evacuation procedures and use of extinguishers if necessary

• Ensuring procedures are in place to manage the risk of hold ups or other emergencies not

requiring evacuation are in place

• Ensuring counseling services have been identified and made available to all staff.

Both Staff and Management must make themselves aware of this procedure and ensure that in the event of an emergency, they are capable of following the site specific procedures. This training is included in staff induction which also included information regarding access to counselling services.

1. Response to Threatening Individuals / Holdup’s The following steps should be followed to respond to threatening individuals: • DO NOT BECOME CONFRONTATIONAL. If they are argumentative, do not antagonise.

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• Observe the person closely, taking note of clothing, method of travel, any weapons displayed or implied.

• Take note of whether the threats are verbal or physical. Disengage the individual by calmly asking them to leave and call Police on 000 if they refuse.

• Notify your Manager on Duty and fellow workers.

• Remain as calm and collected as possible, avoiding panic. • Immediately after the incident write down as much as you can remember of the episode. Record

the threats in as much detail as you can remember • All staff are offered access to counselling services after the event • Advise your Workers Compensation insurer (Hotel Employers Mutual

(info@hoteleployersmutual.com.au) 2. Response to Telephone Bomb Threats

• Keep the person on the phone - ask "When", "Where", "What", and "Why" • After the call, do not hang up the phone unless you must call for help • Call Police on 000 immediately (during the call if possible) • Notify your Manager on Duty and follow his/her guidance • Do not touch or move any suspicious package. • Above all, remain calm and avoid creating a panic.

• All staff are offered access to counselling services after the event • Advise your Workers Compensation insurer (Hotel Employers Mutual

(info@hoteleployersmutual.com.au 3 Chemical and Hazardous Substance Spills

• Utilise spill kit where appropriate and trained to do so • Notify your Manager on Duty and determine the level of severity • Call Fire Service on 000 if Management ascertains that the problem is serious. Get the MSDS

(Material Safety Data Sheet) for the chemical and make available to emergency response personnel

• Protect yourself and others from exposure to chemicals and vapors • Control ignition sources if flammables are involved, i.e. electrical switches (such as turning off

power source if safe to do so) • Begin evacuation if necessary to preserve health and safety • Follow Directions from your Manager on Duty

• Some incidents may be reportable to WorkCover

4 Fire and Evacuation Emergency Response Plan Emergency response plans are located around the premises on the walls. Please refer to them. They include a floor plan of the hotel and locations of First Aid Kits, Fire Exits, Extinguishers, Hose Reels and Fire Blankets.

It is the responsibility of each staff member to know the location of fire extinguishers, especially those in his or her immediate vicinity. This is included in induction training It is also the responsibility of all staff to know their appropriate evacuation route and assembly location. Fire wardens are designated

and trained Fire extinguishers and hose reels are checked regularly (6 monthly) to ensure they are fully functional Internal Emergency Drills: Evacuation drills are conducted under the supervision of the Manager or his or her designee. Drills are necessary to train and prepare building occupants for safe evacuation should an internal emergency

occur. All fire alarms should be treated as “real” and full evacuation conducted.

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Responsibilities • The Manager or his/her designee will supervise the evacuation of the building. • The staff will assist in ensuring evacuation and report to the Manager any persons missing or

unaccounted for. IN CASE OF FIRE • Sound the Alarm • Call 000 (Police and Fire) to report name, location, description of emergency, • If trained, use fire extinguishers to aid in evacuation and to confine the area of the fire • Remove victims in the immediate area of the fire

• Ensure every area/room including bathrooms, have been checked and cleared. • Confine fire and smoke by closing doors and windows in vicinity of fire

• Direct persons to assigned exits and the Assembly Point • Ensure area is completely evacuated. • Check all persons at Assembly Point and identify missing persons. • Report missing person(s) presumed to be in the building to Police/Fire Services • Remain at Assembly Point until further instruction from Police/Fire Services.

After any emergency event all staff are given access to free counselling services. Contact AHA(NSW) or Hotel Employers Mutual (info@hotelemployersmutual.com.au) for further information

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Reference: WHS012

Contractors to this Organisation Reference: The duty of employers (PCBU) to ensure the health and safety of contractors follows

from WHS Act 2011 – definition of “worker” (s7) which includes contractors, and sub contractors, in addition to employees. Therefore wherever there is a requirement by the PCBU to undertake certain actions in respect of ‘workers’ contractors will also be included. WorkCover ‘Subby Pack’ is written to assist with management of contractors on construction projects however the principles are generally applicable to non construction work also. Purpose

To ensure that all and any contractors to this hotel conduct themselves in a safe and responsible manner. Scope

This procedure covers all the safety aspects of the tasks undertaken by contractors to this hotel, including, but not limited to tradesmen, labour hire organizations, regular service suppliers and individuals. Where the hotel contracts out services on a permanent / regular basis (eg housekeeping)

the hotel remains responsible for ensuring the workplace is safe and that safe systems of work are in place and being implemented.

Responsibilities Management Ultimately, Management is responsible for ensuring the safety and safe work practices of contractors to the hotel. The following are the key responsibilities that should be addressed. Procedure • Request relevant qualifications, safe work method statements or equivalent and insurance

certificates from all contractors before they undertake any work on site. Check the documents and Store all of these records in the ‘Contractor Insurances’ section of HEMSagfe using the relevant fields.

• Consult with contractors regarding specific issues relating to the work being undertaken. Where

labour hire companies are regularly used consultation should be part of the contractual requirements. They may also be included as invitees or members of the WHS Committee

• When the Contractors’ insurances are set to expire, a request should be sent to the contractor for a copy of the renewed Certificate of Currency.

• Ensure management is fully aware of the scope of the contractors work to ensure the correct

documentation is requested and received. • Provide, explain and document individual contractor site induction and explain site specific safety

issues clearly to each contractor. Obtain contractor sign off after induction training. Retain sign off sheets.

• Provide assistance and set up restrictive barriers around the area that work is to be undertaken if

relevant so that entry to other persons is impossible. Ensure warning signage is used where necessary

• It is managements responsibility to ensure staff are trained in implementation of this procedure

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Staff Staff must observe all safety related direction they receive from both Management and the Contractor relating to the Contractor’s work, including staying well clear of the area of work. Contractors Contractors must, upon request, provide Management representatives with certificates showing qualifications and insurance coverage and currency. They must also either provide this hotel with a signed Safe Work Method Statement and / or site specific risk assessment relating to each task they undertake within the workplace or sign the Safe Work Statement provided by the hotel. Contractors must conduct themselves in a safe and responsible manner in accordance with the safe work method statement or other contract specifications. Where labour hire companies are used for regular work the contracts should include clear information regarding the areas of responsibility covered by the respective parties. Eg equipment maintenance, training etc. Should an incident occur to a contract employee this should be reported to the hotel and an investigation undertaken and documented. Documents should be retained in case of future legal issues.

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Reference WHS013

Purchasing and Maintenance of Plant and

Equipment and Personal Protective Equipment References: WHS Act 2011 requires the PCBU to provide a safe workplace with safe plant and structures as part of the primary Duty of care owed to ‘workers’ (s 19) Additional duties are required by those in control of plant (s21) designing, (s22) manufacturing, (s23) supplying (s25) and installing plant (s26) Code of Practice for Managing Risk of Plant in the Workplace released as a draft in September 2011 by Safe Work Australia. Purpose To describe the process of selection, purchase and maintenance of plant, equipment and Personal Protective Equipment (PPE). Responsibilities

Management

Selection and purchase of plant, equipment and PPE from a recommended seller in consultation with staff end users Ensure plant, equipment and PPE conforms to the appropriate Australian Standard Ensure employees are instructed / trained in the safe use of plant and equipment using Standard operating procedures derived from the manufacturer instructions. Ensure all plant and equipment is maintained in accordance with manufacturer instructions. Provide appropriate PPE to staff and provide training in its use. Promptly replace any lost or damaged PPE Ensure there is a process for tagging / lock out of any defective equipment and that staff are trained in this procedure

Staff

Observe directions and training received for use and maintenance of plant, equipment and PPE. Tag and Report any defective or damaged equipment to management. Ensure it is removed from use.

Procedure A risk assessment is undertaken when new equipment is purchased and a standard operating procedure developed, or manufacturer instructions used to train all staff who may use the equipment. Training is documented and records retained. If PPE is required this is issued to relevant staff as required and they are trained in its use and maintenance. Maintenance of some plant and equipment is carried out ‘in house’ to manufacturer specifications. Where this is not the case a regular maintenance schedule is established to ensure safety of all users. A system for locking out defective equipment is in place and staff are trained in the procedure.

Specifications for some PPE in use at this hotel Item of PPE Relevant Specification Requirement Provisions

Ear Muffs and Ear

Plugs

AS 1270 and provide protection of

minimum - 26 dBC (SLC 80).

Employees who may be exposed to high

noise levels in the course of their work.

Clear Safety Glasses or Overspecs

AS 1337 (medium impact safety glasses). Overspecs provided for persons required to wear glasses

Employees who may be exposed to particles that may enter the eye, e.g handling rubbish/glass bins./ chemicals

Disposable Latex

Gloves

May be provided on demand. But

must be used by food handlers

Employees working with food, detergents

and other cleaning chemicals.

Safety Footwear AS 2210 -Type 1 Steel Capped. As specified by Management

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Reference: WHS014

Safety Signs Reference: WHS Act 2011 (s19) requires employers to ensure premises where employees work are safe and without risks to health – adequate safety signs assist in meeting this duty.

Sign specifications are generally addressed by Australian standards. Eg : AS/NZ 1319 Safety Signs for the Occupational Environment AS/NZ 2293 – Emergency exit signage, AS/NZ 1841 Fire extinguisher signage.

Purpose To ensure that the hotel is adequately signposted to reduce WHS hazards.

Some signs such as Emergency exits are mandatory however generally signage is a method to provide warning of a possible hazard but it is not a risk control in itself. Where possible alternative control methods should be used to remove or minimize the hazard.

Scope This applies to all areas of the hotel.

Responsibilities

• Management is responsible for ensuring that all fixed signs are in good repair, and that all

portable signs are available when required.

• It is management’s responsibility to ensure staff are trained in implementation of this procedure

• Staff are responsible for using and following signage provided Signage used in the hotel

EXIT signs indicate that the door is an access way to an exit from the building. These signs are located above the doors (so they are above head height and can be seen) and they indicate the exit route from the building. They are illuminated and powered by an emergency power source.

Emergency exit signs indicate that the door is used as an emergency exit and should not be blocked. These signs are located on fire escape doors including on external surfaces.

Fire Extinguisher Signs- There are two types of fire extinguisher signs required. The first says “fire extinguisher” and is to notify people of the location of fire extinguishers. It is located above head height so it can be seen from a distance. The second sign specifies the type of extinguisher and what fires it can be used to fight. It is located just above the fire extinguisher itself to allow for easy reading in an emergency to ensure you have the correct extinguisher. Access to extinguishers must be clear at all time

Fire Hose Reel Signs – These are placed on the outside of the Fire Hose Reel cupboard. Access to fire

reels must never be blocked

Portable Wet Floor Signs are yellow in colour and must be used when the floor is slippery from mopping, spills, rain or any other reason. They should be stored in the same place for easy access. There should be one on each level of the hotel.

Warning signs are to indicate potential physical hazards in an area. They indicate such things as “Beware of opening swing doors”.

Authorised Entry Only signs are to prevent entry of unauthorised persons to restricted areas. These signs should be put on all entry doors to restricted areas such as plant rooms.

First Aid Kit signs indicate the location of the first aid kits. They are green and white in colour. They are located above the first aid kit above head height so they can be seen clearly from a distance.

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Reference: WHS015

Specific Risks - Manual Handling References:

WHS Regulation 2011 Part 4.2 National Standard for Manual Tasks 2007 (safeworkaustralia.gov.au) website Manual handling - Hierarchy of controls: Factsheet issued by WorkCover.

Code of practice – Hazardous Manual Tasks 2011 available from WorkCover Purpose: To prevent the occurrence of manual handling back injuries in the hotel. Scope: This procedure covers any lifting, pushing, pulling or moving of heavy/cumbersome or awkward items that any employee participates in for this hotel that could result in back injury Responsibilities: Each and every person in this hotel is responsible for using correct Manual Handling Procedures. All

staff should be trained in correct manual handling techniques and standard operating procedures (SOP) or equivalent created for standard tasks. SOP’s can then be used as training documents.

If you have not been trained or there is no suitable equipment available to complete the manual handling task, and/or if you are unsure how you should be undertaking the manual handling task, please refer to Management immediately.

What kind of injuries can result from manual handling? Unsafe manual handling may cause a range of injuries, including: • muscle sprains and strains – sudden onset and gradual onset. • injuries to muscles, ligaments, intervertebral discs and other structures in the back

• injuries to soft tissues in the wrist, arms, shoulders, neck or legs

• abdominal hernias Conditions can be acute, trauma injuries or gradual onset where a high level of repetition is involved. Lifting By Hand: Manual handling injuries are minimised if the correct techniques are used and the

body is in good physical condition.

Body Condition: How much can/should I lift? There is no legal maximum /minimum lifting limit. Lifting ability partly depends on the body’s condition, including flexibility and strength, and physical make-up. Building up strength by a regular exercise program and stretching your body before doing

any heavy or awkward manual handling task can assist with minimizing the risk of injury

Sizing Up The Load: Questions to ask yourself: - Consider size, shape, ability to grasp, height, distance to be transported.

Lifting It Correctly There are several principles to be applied to correct lifting.

• Keep feet approx shoulder width apart or parted--one alongside the object and one behind the

object, so that you can stand as close to the object as possible. Comfortably spread feet give greater stability;

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• Keep back straight. Use the squat or half kneel position to do so, but remember that "straight" does not mean absolutely "vertical". A straight back helps keeps the spine, back muscles, in correct alignment.

• Tuck in chin so the neck and head continue the straight back line and keep spine straight and firm. • Grasp the object with the whole hand for maximum strength. Fingers alone have very little power.

Wearing gloves is recommended. • Keep eyes looking straight ahead and neck and shoulders squared and upright. Keep knees bent

and use your legs to begin to straighten your body to take the weight of the load.

• Tuck elbows and arms in and hold load close to body. When the arms are held away from the body, they lose much of their strength and power. Keeping the arms tucked in also helps keep body weight centered.

• Keep body weight directly over feet. This provides a more powerful line of thrust and ensures better balance. Start the lift with a thrust of the rear foot and hold object very close to the body.

• Keep eyes and head firmly pointed in the direction of movement.

Note: When setting the load down, use the same lifting steps in reverse.

Change of Direction

To change direction, lift the object to the carrying position and turn the entire body including the feet. Never twist the body as this is a common cause of back injury Team Lifting • When two or more people carry one object, adjust the load so that it rides level. • When team lifting, designate one person to give the signal when to lift.

• When team lifting make sure that you and your lifting partner are of similar strength

Handling of Odd Shapes Beds It is imperative bed castors are in good condition to allow beds to be easily moved as this is a common cause of back injury Kegs It is recommended that a trolley or other type of material handling equipment be used for lifting and transporting kegs. If it is necessary to roll keg, push against the sides with both hands. To change directions, stop the keg and change direction by holding the upper and lower rim seams. Compressed gas cylinders /other odd-shaped objects It is recommended that a hand trolley or other type of material handling equipment be used for lifting

and transporting gas cylinders. Cylinders may be rolled on the bottom edge for short distances, but never dragged. Ideally, use two people to move the cylinder and be very careful not to knock the cylinder against anything. Cylinders should never be moved by holding the cover of the exit valve.

When storing cylinders they should always be secured to avoid falling

Remember: The important principles for safe manual handling are

• Avoid twisting your body while turning with a load. • Maintain a straight back wherever possible

• Use strong leg muscles to help lift the load • Use assistive equipment when provided to help move the load

• Avoid high reaching and high lifting. Use a suitable, sturdy platform to reach the load. • Check the materials to be lifted for overall weight and shape, nails, splinters, or other things that

might injure hands. • Always maintain good visibility- especially on the stairs.

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Reference WHS016

Specific Risks - Hazardous Substances and Dangerous Goods Reference: WHS Regulation 2011 chapter 7 covers the identification, purchase, use, labeling and storage of chemicals with instructions for acquisition and availability of Material Safety Data Sheets (MSDS) WorkCover information concerning hazardous substances – • Managing chemical hazards in the workplace: Advice for managers and supervisors • Chemicals in the workplace dangerous goods and hazardous substances: Factsheet See also the following codes of practice – • Storage and handling of dangerous goods: Code of practice • Labeling of Workplace Substances: Code of Practice

• Control of workplace hazardous substances: Code of practice • Safe use of pesticides in non-agricultural workplaces: Code of practice. • Safe Handling and Storage of Enzymatic Detergent Powders and Liquids: Code of Practice

Purpose To ensure that safe and responsible conduct is observed at all times around chemicals, both hazardous and non-hazardous, The chemicals in this hotel are mostly confined to cleaning products,

(kitchen, bathrooms, public areas, swimming pool) with carbon dioxide cylinders used to service the bar.

Scope This procedure applies to every person in this hotel. Responsibilities It is management responsibility to ensure procedures are in place and staff are trained in safe management and use of all chemicals. This may include provision of PPE and spill kits if relevant It is the responsibility of all staff to follow procedures (including use of PPE where required ) and to notify management of any issues that may arise with use of a particular chemical. Procedure The supplier of a chemical will provide the hotel with an MSDS (Material Safety Data Sheet) relating to all chemicals. The MSDS will describe the composition of the chemical, storage recommendations,

method of use, First Aid information, information regarding spills etc. The MSDS should be retained at a central location and also in close proximity to the storage area of the individual chemical. Ensure only compatible chemicals are stored together. Eg Strong acids (low

pH value-) should not be stored with strong alkali’s (high ph value) Chemicals used at the hotel may include bleach, detergent, soap, beer line cleaner, polish, glass/chrome spray, disinfectant, insect spray and gas bottles. For every chemical on site there is an

MSDS. If an MSDS is missing, management must immediately contact the supplier/manufacturer (contact details are usually on the label) and ask for an MSDS to be faxed to the hotel.

All staff using the chemicals must be trained in their safe use and where PPE is required this must be provided.

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Staff should be sufficiently familiar with the location and content of the MSDS to ensure that in the event of a spill or if first aid is required there will be no delays in applying the correct procedure or first aid. Where necessary spill kits should be readily available and staff trained in their use. Following purchase of chemicals use the following procedure when they are delivered

• If there is no MSDS on the premises already for this chemical, check that the delivery comes with an MSDS. If not, do not accept the delivery.

• Refer to the MSDS and check to see if you are required to wear Personal Protective

Equipment whilst handling the Hazardous Substance. If so, wear it. • Check the MSDS for storage instructions. Make sure you follow those instructions. • Check with the Manager on duty as to the exact location for chemical storage. • When transporting the chemical use the correct procedure - trolley, 2 person lift etc • Take a copy of the MSDS and fill in the details of the chemical on the form provided in the

Hazardous Substance Register stored in HEMSafe System close to where the chemical is used and stored.

• Make sure the chemical is stored well away from areas that the general public may have

access to. • Do not store the chemical in any areas of extreme heat, damp or cold or in proximity to other

incompatible chemicals • Even if the chemical is regularly used e.g. for cleaning, only decant / dilute the exact quantity

you require for your immediate task. Leave the remainder in its original packaging. All containers used for decanting must be labeled with the correct chemical name

• When decanting / diluting chemicals follow instructions exactly particularly with regard to use

of PPE. Ensure spill kit and first aid is readily available.

Never ‘store’ anything in an unlabelled container. You may order labels for spray/squeeze bottles from the supplier/manufacturer of the chemical.

• When disposing of excess unused chemicals follow instructions contained in the MSDS Pouring

excess chemical down the drain may cause a chemical reaction and / or contamination Carbon Dioxide Cylinders When using carbon dioxide cylinders it may be necessary to have gas monitors installed depending on cellar location and ventilation. A Risk assessment has been undertaken to determine the need for this and where a monitor is required this is serviced regularly.

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Reference: WHS017

Specific Risks - Electrical Equipment

References: WHS Regulation 2011 Part 4.7 covers issues of electrical safety and management throughout the workplace. Records of any testing and tagging should be kept. Clause 164 addresses the need for installation of RCD’s in hostile environments (exposure to heat, water, vibration, corrosion, dust, chemicals) however unlike the remainder of the WHS Regulation 2011 there is a 12 month period allowed to install these as the clause does not become enforceable until 1/1/13 See also:

• Code of Practice – Managing electrical risks at the Workplace released as a draft in September 2011 by Safe Work Australia.

• AS 3760 - In Service Safety Inspection and Testing of Electrical Equipment Standard

(Tagging). and the following WorkCover publications:

• Testing and tagging of electrical equipment: FAQs

• Electrical Equipment Risk Assessment checklist • Competent person for testing and tagging electrical equipment

Purpose To significantly reduce the risks of electrocution or fires associated with use of electrical fixtures, fittings or appliances. It is imperative everything is done to prevent incidents occurring as a result of electrical hazards. Scope This procedure covers all of the electrical appliances fixtures and fittings used in this hotel. Responsibilities Management Management is responsible for ensuring that, appliances are purchased and subsequently tested and

tagged in accordance with the Australian Standards and WorkCover guidelines and accurate records are maintained. Management is responsible for ensuring all electrical fixtures and fittings are appropriately installed,

that points are not overloaded and RCD’s/ circuit breakers are installed and tested in switchboards Management is responsible for ensuring only qualified electricians are used when maintaining /installing any electrical equipment or fittings and that all staff are trained in safe electrical procedures including the need for visual checks of appliances prior to use.

Management is responsible for ensuring there is a reliable system for withdrawing faulty equipment from use and that all staff are aware of the procedure.

Staff are responsible for following instructions, for visually checking all electrical equipment prior to use, for withdrawing faulty equipment from use and notifying management of any electrical hazard.

Procedures

Frequency of ‘Testing and Tagging’ for electrical equipment is related to environmental and equipment risk level. If equipment is operated in a “Hostile environment” (defined in AS 3760) including

equipment used near water - testing and tagging must be done more frequently than in a low risk environment. In a hotel environment kitchens are the most common potential ‘hostile environment’.

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The following guides can be used

• fixed equipment such as computers photocopiers etc – tagging unnecessary.

• portable small equipment, eg irons, bedside lights annual tagging with visual inspections regularly • equipment in a “hostile environment” ( eg where subject to heat, water, vibration, corrosion,

dust, chemicals such as kitchen equipment )monthly.

Refer to Draft COP (referenced above) and WorkCover FAQ on Electrical Testing and tagging and WorkCover Electrical risk assessment guidelines for more information. WorkCover Code of Practice for testing electrical equipment and undertake a risk assessment to determine risk levels applicable to the hotel.

Testing should be undertaken by a “competent person” or a qualified electrician

2. All Emergency Exit Lights are tested 6 monthly by a qualified electrician or Fire Safety Consultant

3. All fire extinguishers are tested and tagged every 6 months by a qualified fire consultant or NSW

Fire Service

Lockout procedure

Where an appliance or socket is defective it must be labeled to ensure it cannot be used by others and be removed and sent for repair or disposal. Management should be notified and are responsible for ensuring the appliance is safely isolated.

Electrical Maintenance work

When work is being carried out on electrical installations a qualified electrician must be used and the system must be isolated to avoid any unintentional use by others

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Reference: WHS018

Specific Risks: Cellar and Storeroom Procedures Reference : WHS Act 2011 (S19) contains the general duty of PCBU to ensure the health, safety and welfare at work of workers so far as reasonably practicable; and to ensure premises are safe and without risks to health. In the hospitality industry, having appropriate cellar and storeroom procedures

will help meet these and related OHS obligations. Purpose

To ensure that every precaution is taken in the Cellar/Storeroom area of our hotel to ensure the Safety of all employees.

Scope This procedure encompasses all cellar, coolroom and storeroom issues in our hotel. Responsibilities Management is responsible for ensuring the building premises, systems of work, training and supervision introduced to manage the cellars and storeroom in the hotel are appropriate. Staff are responsible for ensuring they work in accordance with the safe procedures develop, and using all devices and PPE provided by the hotel.(such as keg lifters etc.) Procedure When working in the cool room or cellar, employees should take all safety precautions to prevent

injury to themselves and others. Staff should be trained in Standard Operating Procedures which should be available within the cellar area. Be aware that in cold areas manual handling related injuries are more likely to occur.

• When changing or moving kegs, make sure you have you have control of the keg at all times.

Use a trolley or 2 person lift. (Bend the legs and keep your back straight).

• Where installed check gas monitoring equipment prior to changing gas cylinders and follow the safe operating procedure

• Do not stack items (kegs, cartons) above shoulder height.

• Make sure there is a clear passage to all areas of the cool room and cellar area. • When changing kegs, ensure the beer lines are not tangled or kinked.

• Use ear protectors, safety goggles and gloves when emptying glass bins • Clean up any spills immediately. Keep area free of broken glass. If area is wet, use portable

wet floor signs. • Do not attempt to lift or fix anything unless you are completely confident you are able to. Just

ask for help.

• Secure gas cylinders with chains and when necessary move them in accordance with Manual

Handling Procedures

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Reference: WHS019

Specific Risks: Housekeeping and Storage of

Unused Equipment Reference: WHS Act 2011 section 19 contains the primary duty of a person conducting a business or undertaking to ensure as far as reasonably practicable a safe and healthy workplace; 19(3) stipulates the provision of a work environment without risks to health and safety.) Purpose To ensure that the hotel is kept clean, hygienic and tidy, with clean air, floors and work surfaces and fire exits not blocked.This contributes to the prevention of illness and injury. Scope This procedure covers all general housekeeping procedures within this hotel. Responsibilities It is the responsibility of all staff to ensure that they act in a safe, clean and responsible manner. General Housekeeping 1 Staff are expected to clean as they go. 2 Any trip hazards are picked up immediately.

3 Spills/wet floors are to be cleaned up immediately. 4 All surfaces are to be cleaned using the correct cleaning materials. 5 Cushion mats are to be used and maintained in a safe condition.

Cleaning Contractors Where a cleaning contractor is used their performance will be governed by the conditions of their individual contract. In addition the hotel is responsible for providing a safe place of work for both the

contractors and its own employees. Rubbish Collections Rubbish and Recycle bins are kept in a designated area and collected on a regular basis from the hotel by contractors. When filling Glass recycle bins PPE should be worn. Where cardboard compactors are used the equipment is serviced regularly and all staff trained in safe operating procedures for its use.

Heating, Ventilating and Air Conditioning Our maintenance provider includes monitoring, inspecting and cleaning of all components such as

outside air intakes, outside air dampers, air filters, drain pans, heating and cooling coils, the interior of air handling units, fan motors and belts, air humidification, controls and cooling towers regularly

Environmental Tobacco Smoke Smoking is only permitted in signed outdoor areas in the licensed premises. Pest Control

A risk assessment has been conducted to determine the need for pest control and systems established to ensure measures are undertaken.

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Reference: WHS020

Specific Risks: Food Safety Reference: WHS Act 2011 s.19 stipulates the provision of a work environment without risks to health and safety not only for ‘workers’’ but also for ‘others’ at the workplace – in the hospitality industry food safety is clearly a potential risk area. Clean and sanitary food preparation areas is a component of ensuring premises controlled by the PCBU are safe and without risks to health. Specific Food Safety legislation covers the issues of food preparation, cooking handling and service refer to Food Safety Standards Code; see also WorkCover’s guide – Health and Safety at Work: Kitchen Purpose Food Safety Standards and Legislation is separate to WHS legislation and is prescriptive in its requirements for food preparation, handling, storage and service. (refer to ANZ Food Standards Code at www.foodstandards.gov.au) The hotel should develop its own Food Safety Management Plan to address these requirements. This procedure addresses the basic principles of food safety management only. There is some overlap with WHS legislation as this requires the hotel to be maintained as a safe and healthy place to work however Food Safety legislation addresses detailed and specific issues. Scope This applies to all staff who handle or work around food. This procedure should be given to all Food Preparation Contractors.

Responsibilities Management is responsible for ensuring that a Food Safety Management Plan is in place where required and training, information, protective clothing and/or equipment is provided to all staff/contractors who handle or work around food. Staff are responsible for following instructions in this procedure, and adhering to their training. They are responsible for wearing protective clothing and using protective equipment. Safe Handling of Food Safe steps in food handling, cooking, and storage are essential to avoiding food borne illness. Plastic / latex gloves should always be worn when handling food. Principles of Food delivery and storage • Check packaging for tears and leaks, ensure frozen food is still frozen and check sell-by dates. • Keep food in the fridge or freezer until required. • Check the temperature of the fridge. min and max temps are specified in the Food Standards Code. Food Preparation • Keep everything clean and wash hands before and after handling all food. • Sanitize cutting boards daily Use separate cutting boards for meat/ fish/ poultry and other foods.

Wash kitchen towels and cloths often in hot water in washing machine each day. • Do not cross-contaminate. Keep raw meat, poultry, fish, and their juices away from other food.

After cutting raw meats, wash hands, cutting board, knife, and counter tops with hot, soapy water. • Marinate meat and poultry in a covered dish in the refrigerator. Thawing and Refreezing • Refrigerator: Allows slow, safe thawing. Make sure thawing juices do not drip on other foods. • Microwave: Cook meat and poultry immediately after microwave thawing. Serving Food Safely • Never leave food out longer than 2 hours. • When serving food at a buffet, keep hot food over a heat source and keep cold food on ice. Min

and Max temperatures are specified in the Food Standard Codes

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Reference: WHS021

Standard Forms, Reporting and Recording WHS Information References: AS 4801 There are a number of legislative provisions regarding reporting and recording in specific circumstances – such as the requirement for a written return to work program in Workplace Injury Management and Workers Compensation Act 1998 chapter 4; The HEMSafe process acknowledges that the reporting and recording of OHS information and processes is central to good WHS practice and accordingly users are regularly asked to document and record their actions processes, systems, risk assessments, training and incidents. The specific requirements for reporting certain incidents to WorkCover are addressed in WHS Act 2011 Part 3

Purpose To establish a clear framework within this hotel with regard to recording important WHS related information.

Scope This procedure covers all the documentation, records and materials related to WHS in this hotel. Responsibilities Management It is the responsibility of the Management to ensure that all documentation and recording and reporting of WHS related information is stored and easily accessed by all staff and any one else who requests access. Some documentation is maintained in hard copy at the hotel and other documents are stored in HEMSafe. Where there is action needed eg. procedural changes, all staff are advised and where ‘Risk Assessment’ are required these are completed and stored in HEMSafe as appropriate. Procedure All WHS related documents can be recorded and stored in HEMSafe. This includes, but is not limited to:

• Servicing/testing of fire equipment/electrical appliances/First Aid Kit – ‘My WHS(OHS) Documentation’ section of HEMSafe system

• WHS meetings/discussions – ‘ WHS(OHS)Consultation Records’ section • Workplace Inspections • WHS(OHS)systems self audit questionnaire- WHS(OHS)systems self audit sections • Hazard/Incident reports and Investigations – ‘Incident Reporting’, ‘Workplace Inspection’ and

‘Risk Assessment’ sections • Training – Record in ‘WHS(OHS)Training Plan’ section

Records can be kept in soft copy on HEMSafe, and/or in hard copy. Records may be in the form of written notes, invoices, forms, certificates etc.

Standard Forms List in HEMSafe OHSMS Plan –This document was sent to the hotel in the first week after joining the HEMSafe program. This document highlights the main activities required during the first 26 weeks of the year for the workplace. This is sent to your workplace in the form of your first ‘welcome email’ at the beginning of

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the HEMsafe sign on process. This plan can be accessed in the ‘Other OHS Resources‘ section of your Member Area page on HEMSafe. WHS(OHS) System self audit – Relevant sections are completed each quarter - This is an internal ‘mini-audit’ and you will be reminded to undertake this every quarter via email reminder through the HEMSafe system. Workplace Inspection –- A checklist used in the monthly workplace WHS inspection. You will be reminded to undertake this using the electronic form provided in your Member Area section of the HEMSafe website. Email reminders will be sent to you monthly. Incident Report Form– An electronic form found in your Member Area of the HEMSafe system website, used when an incident has occurred, with corrective/preventative actions that need to be actioned and followed through to completion. Hazardous Substances Register - A form for listing all the MSDS relating to hazardous substances/chemicals used in the workplace. Found in your Member Area Section of the HEMSafe system website. Staff Induction Register –- A form for listing all staff and details of their induction in the workplace. Found in your Member Area Section of the HEMSafe system website. WHS (OHS) Training Plan –- A form used to create a training plan for staff and to upload any certificates detailing staff qualifications in the workplace. Found in your Member Area Section of the HEMSafe system website. Contractor Management Tool –- A section to be used for managing contractors under the new requirements of the WHS Act 2011. This includes recording of Contractor insurances, safe work method statements, risk assessment, individual qualifications, site induction records and sign in /out sheets.. Found in your Member Area Section of the HEMSafe system website.

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Reference: WHS022

Employee Health Monitoring Reference: WHS Regulation 2011 ch 7 requires health monitoring to be undertaken in specific situations where exposure to chemicals has occurred. Monitoring may also be required where there may be exposure to noise – WHS Regulation 2011 ch 4 part 4.1 Amongst other benefits, health monitoring is a means of hazard identification as it may help determine whether a process, a substance or an environment is safe or otherwise and it may assist in determining a level of risk. Purpose: To ensure that all employees are fit, healthy and able to work free from illness.

Scope: This procedure covers the monitoring of the health and fitness of all employees within this hotel. Responsibilities Management It is the responsibility of Management, and Staff to report, record and update all records concerning the health and fitness of all employees in this hotel.

Musculoskeletal disorders Work-related musculoskeletal disorders occur when there is a mismatch between the physical requirements of the job and the physical capacity of the human body. Many different injuries can result from repetitive motions that produce wear and tear on the body. Specific risk factors include repetitive motion, heavy lifting, forceful exertion, contact stress, vibration, awkward posture and rapid hand and wrist movement.

The hotel may use a system of pre employment medicals to determine whether it is likely to be safe to employ staff in particular job roles

Prevention • Look at injury and illness records to find jobs where problems have occurred.

• Talk with workers to identify specific tasks that contribute to pain and lost workdays. • Ask workers what changes they think will make a difference.

• Use the ‘/Risk Assessment’ tool in the HEMSafe system to undertake a Risk Assessment on any areas of work that you have identified as having the ‘potential to injure’

• Share the results of your Risk Assessment with all staff and encourage their feedback

• Find ways to reduce repeated motions, forceful exertion, prolonged bending or working above shoulder Reduce or eliminate vibration in equipment that is frequently used.

• Rely on equipment-not backs-for heavy or repetitive lifting. • Keep physically fit, maintain good muscle tone, exercise and take plenty of breaks.

• Engage the services of a suitably qualified professional (e.g. Occupational Therapist or Physiotherapist) to conduct an Ergonomic Assessment on any task that is repeatedly causing an injury

• Ensure access to employee assistance program has been negotiated to address any issues where counseling may be required eg following armed holdup or as a result of industrial issues within the workplace

Asbestos Health Monitoring If the hotel building contains asbestos and construction or maintenance work has been undertaken without protection selected employees may have been exposed to asbestos. If so Hotel Employers Mutual (the

hotel’s Workers Compensation insurer) should be notified. Noise Monitoring. In some hotel environments noise levels may exceed recommended levels. A risk assessment maybe

required to determine this and control actions taken to manage the issues

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Reference: WHS023

Incident Reporting, Investigation, Injury Management and Return to Work Program

References: WHS Act 2011 Part 3 covers WorkCover incident notification requirements and s.36 and 37 defines those incidents. Pursuant to the due diligence obligations in s.27, s27(5d) requires officers to use due diligence to ensure the undertaking has adequate processes to receive and consider information regarding incidents and to respond to such information. Chapter 4 of the Workplace Injury Management and Workers Compensation Act 1998 addresses workplace injury management; s.52 mandates a return-to-work program and s.63 requires a register of injuries. See WorkCover publication Injury management and return-to-work programs: Factsheet 2 Purpose: To ensure that every incident is handled in the correct manner as outlined in the WHS Act 2011 and Workers Compensation and Return to Work legislation and to ensure that injured workers are brought

back to full health and fitness and resume duties at work as soon as possible. Additionally incidents are investigated as part of the risk management process to identify causes and establish controls to minimize recurrence

Scope: This procedure encompasses all incidents, accidents and injuries that occur within the workplace. Responsibilities: Management It is the responsibility of Management to contact the Workers Compensation Insurer (Hotel Employers Mutual – info@hotelemployersmutual.com.au) and /or WorkCover NSW and /or the Return to Work Coordinator and cooperate fully with the process. Where there is no Return to work coordinator the licencess /manager will liaise with the worker, insurer and treating practitioners to obtain the optimum return to work outcome. Staff It is the responsibility of every member of Staff to follow the instructions within this procedure. Procedure:

• Whenever there is an incident, it must be reported to management • Provide injured person with immediate First Aid and medical attention when necessary • The incident must be recorded in the Incident Report Form register, found in the Member Area of

HEMSafe or in a separate manual register of injuries book • The incident form will ask you to nominate the parties that must be notified and will give you

options on how you are going to follow-up and what you are going to do

• Where relevant the following people must be made aware of the incident: the General Manager, Human Resources Department, In some circumstances WorkCover must be notified and if there is

a chance the incident might become a Workers Compensation claim the Insurer (Hotel Employers Mutual) should be notified.

• The Incident Report will also allow you to complete a ‘risk assessment ‘ to address any physical or

system related issues that need to be addressed to avoid an incident recurrence. • For follow up and next steps, please refer to Return to Work Coordinators handbook which includes

information about the legislative requirements for a Return to Work program.

• If the incident has occurred to a contractor or members of the public an incident report form and investigation should be completed and retained in the system and in hard copy

First Aid: Please refer to WHS010 – First Aid. All incidents requiring the person to receive first aid will require the person/treating party to fill in the details of First Aid given on the First aid register in HEMSafe

and save

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Reference: WHS025

OHS Audit and Management Review References: WHS Act 2011 s27 requires ‘officers’ to ‘verify the provision and use of resources and processes’– this requires the hotel to have a process of review /audit in place as specified earlier in WHS 006 ‘Recording and Improving the WHS Management System’ . Purpose To ensure the continual monitoring, updating and improving of the performance of our WHS Management System.

Scope This procedure applies to every element of the hotel’s Work Health and Safety Management System, policies, and procedures, and refers to implementation of those procedures together with feedback of

management and staff alike, Responsibilities Management Under the WHS legislation it is one of the duties of an ‘Officer’ of the company to verify that the procedures applicable to the hotel are being implemented. An internal and /or external audit is one way to undertake this verification. In an Audit, it is the responsibility of Management to make available all the information relating to WHS that the Auditor requires to complete the audit. Procedure Internal WHS (OHS) Self Audit/ Document Review The hotel undertakes a self audit process by completing sections of the WHS(OHS) self audit on HEMSafe and creating an action plan to improve processes on a continuous cycle in accordance with the Risk Management process. Management will review the self audit reports, WHS policy and procedures and any other relevant documentation to decide what is relevant and functional and what changes and updates, if any need to be made. Changes to the WHS Management System may be uploaded into HEMSafe where necessary. External WHS Management System Audit In addition to the internal audit process an independent third party audit may be performed by an Accredited WHS Auditor. In most instances, the Auditor will provide a report to the Management, detailing the results of the Audit and where recommendations for changes are to be made. Management will review the recommendations and determine follow up action.