OHS Worksite Inspections

February 2011

Health & Safety Systems

> The goal of any health & safety system is to eliminate or reduce as far as is practicable all workplace risks which pose a threat to a persons health & safety.

> OHS Worksite Inspections are just one way of identifying hazards in the workplace before the hazard results in an incident or injury

Identifying hazards in the workplace

> Identifying hazards in the workplace can be achieved through:

Product information

Incident / Hazard reports

Worksite Inspections

Legislative requirements

Industry Knowledge

OHS Consultants reports

Health & Safety committees & team meetings

OHS worksite inspections

> Level 1 – Swinburne’s Risk Management Framework

> Senior Management undertake a process of brainstorming areas of risk (including OHS) and go through a process of identifying ways to control the organisational risks identified. External audits of the management unit’s OHS system may also occur.

> Level 2 – Self audits / internal adhoc or periodical reviews

> Departments self monitor their OHS systems and process to assess compliance with organisational policies & procedures; periodical or ad hoc reviews of processes which have OHS implications e.g. horticulture reviewing its systems in relation to the storage of flammable liquids.

> Level 3 – Swinburne’s OHS worksite inspection schedule

> Worksite inspections written in procedure; primarily designed to identify individual deficiencies and failures at the local level.

OHS Worksite inspections - Responsibilities

Who is responsible for undertaking OHS inspections?

> A workplace inspection should involve at a minimum manager (or delegate) with an employee representative or health & safety representative assisting.

> Where an inspection reveals deficiencies the local manager is responsible for ensuring an action plan is developed, assigning responsibilities and following up their resolution.

> Actions beyond the authority of the manager should be raised with senior management.

> The Head of Management unit has ultimate responsibility to ensure all agreed actions are implemented within the time frames specified in the action plan.

OHS Worksite Inspections – Planning & Frequency

> Frequency:

– Swinburne’s OHS Work Site Inspection Procedure requires that all Swinburne workplaces are inspected twice yearly.

> Plan ahead:

– Choose a time that is most suitable in terms of your areas operational requirements

– Can be staggered or scheduled across areas (don’t do all areas at once)

– Arrange for a local employee or health & safety representative to assist

> Review previous inspection report prior to inspection to establish if all actions implemented

> Obtain the most recent template from the OHS website

OHS Work site inspections - forms

> Two forms are available to be used to conduct your OHS work site inspection

These are available in word or excel format.

– Checklist A – all areas

– Checklist B – Specialised areas (chemical & bio safety laboratories, barns, industrial kitchens, workshops, horticulture, theatres and specialist storage areas.)

Once completed they become your working document to record the implementation of actions. Don’t forget to send a copy of your work site inspection report to OHS.

OHS Worksite Inspections – Action Plans

> Controlling the risks of hazards (non-conformances) identified

> Conformance / Non-Conformance x / Not applicable NA

> For all non – conformance items an action item must be allocated to an appropriate person (not title) with time frames.

> Person being allocated task must be consulted. HSRs are NOT responsible.

> Actions must be clear and be understood / interpreted by others (e.g. delegated manager or WorkSafe Inspector)

> Monitor all agreed actions until implemented

OHS Worksite Inspections – Prioritising actions

> Worksite inspections can identify any number of actions, some of which require time or resources to implement.

> How to prioritise?

Use the risk matrix - > risk the more urgent the response

Contact OHS Consultant

Consult with staff – team meetings etc.

State of knowledge of the risk (e.g. working at heights hazards widely known)

Talk to another department who has already dealt with the same or similar issue

Raise topic at OHS committee meeting

OHS Worksite Inspections – Prioritising actions

> When establishing actions consider what is ‘reasonably practicable’

> OHS Act defines ‘reasonably practicable’ as having regard to:

The severity of the hazard or risk in question

The state of knowledge about the hazard or risk and any ways of removing or mitigating the hazard or risk

The availability and suitability of ways to remove or mitigate the hazard or risk

The cost of removing or mitigating the hazard or risk (capacity of an employer to pay)

Inspection Reports – what happens at OHS?

> Head of Management unit to ensure that actions are monitor until all implemented; copies of completed checklists sent to OHS consultant. Original to be retained on site for 5 years.

> OHS Consultant - review and monitor

– Inspection report logged in data base

– Participation rates reported in OHS monthly report

– Review planned actions

– Monitor trends / issues across the University

OHS Worksite Inspections - Benefits

> Identifies areas of opportunity to incorporate longer term / high resource actions into management unit plans

> Improves staff workforce moral – see that safety is important

> Pro-active not reactive