ROLES & RESPONSIBILITIES FOR OCCUPATIONAL HEALTH & SAFETY

Contents 1 2 Introduction ............................................................................................................................................... 2 OHS Responsibilities................................................................................................................................ 2 2.1 2.2 2.3 3 4 5 6 7 Employers ................................................................................................................................. 2 Employees ................................................................................................................................ 2 Specific OHS Responsibilities .................................................................................................. 3

OHS Authority .......................................................................................................................................... 3 OHS Accountability .................................................................................................................................. 3 Reporting Relationships ........................................................................................................................... 3 Review and Evaluation ............................................................................................................................. 3 Version Control Table............................................................................................................................... 4

Appendix 1: OHS Responsibilities, Authority and Accountability Mechanisms .......................................................5

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Roles & Responsibilities for OHS

Introduction

The University of Wollongong is committed to ensuring the health, safety and welfare of its employees, and the health and safety of students, visitors and contractors. As such, University Executive and management have OHS responsibilities, authority and accountabilities as outlined in position descriptions, guidelines and procedures and as summarised in this document. By recognising, reporting and addressing potential hazards in the University environment, the campus community can assist the University of Wollongong in taking every reasonable practicable step to provide a safe environment. In support of this, the University will give appropriate priority and support to eliminate or mitigate hazards that pose a threat to the health and safety of all in the workplace. The University strives to foster the development of safety consciousness in all members of its community in order to minimise the risk of injury to persons or of damage to property or facilities. In addition, the University has a moral and a legal responsibility to provide a safe and healthy environment in which to study and to work. All staff have the responsibility and authority to ensure that a safe working environment exists within the University and that they can fulfil their OHS obligations. All staff will be held accountable for ensuring that they fulfil their OHS responsibilities. The University will ensure that the requirements outlined by the Occupational Health and Safety Act (2000) and associated legislation are complied with at all University facilities. Legislated and other accredited standards in health and safety are accepted by the University as minimum standards. The University reserves the right to apply a risk management approach and establish and enforce more stringent standards where appropriate. Resultant policies and procedures are considered as binding upon all staff and students. The University will develop, implement, evaluate and improve occupational health and safety policies, procedures and programs according to legislative requirements and University policies and programs. The University is committed to keeping abreast of changing safety standards and to communicating these standards within the University via OHS consultation arrangements.

OHS Responsibilities

Responsibility for Occupational Health and Safety is legislated in the Occupational Health and Safety Act 2000 and contains the requirements for employers and employees in the workplace. The matrix on page 3 of this document outlines the OHS responsibilities, authorities, and accountabilities for each role in the University.

2.1

Employers

Under the General Duties section of the Act, employers (i.e. the University) have the responsibility of ensuring the health, safety and welfare of their employees when at work by: maintaining places of work under their control in a safe condition, and ensuring safe entrances and exits; making arrangements for ensuring the safe use, handling, storage and transport of plant and substances; providing and maintaining systems of work, and working environments, that are safe and without risks to health; providing the information, instruction, training and supervision necessary to ensure the health and safety of employees; providing adequate facilities for the welfare of employees.

In addition, employers must ensure the health and safety of people visiting or working at their places of work, who are not their employees, by not exposing them to risk. In the University environment this includes students, contractors and visitors to the campus.

2.2

Employees

Employees must take reasonable care of the health and safety of themselves and others and must co-operate with employers in their efforts to comply with occupational health and safety requirements.

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Roles and Responsibilities for OHS

All persons must not: interfere with or misuse things provided for the health, safety or welfare of persons at work; obstruct attempts to give aid or attempts to prevent a serious risk to the health and safety of a person at work; refuse a reasonable request to assist in giving aid or preventing a risk to health and safety; disrupt a workplace by creating health or safety fears.

2.3

Specific OHS Responsibilities

As the responsibilities for OHS are defined at the macro level, specific responsibilities for roles within the University have been documented in Appendix 1: OHS Responsibilities, Accountabilities and Authority Matrix. Further detail on OHS responsibilities shall be outlined in position descriptions where appropriate.

OHS Authority

Commensurate with responsibility, the level of OHS authority details the level of control a role with the University has to influence OHS outcomes. Every role within the University has the authority to report hazards in the workplace and exercise their responsibilities under the OHS Act. However, the authority to make decisions in the workplace to eliminate or reduce the risk of occupational hazards varies in the University, according to the organisational structure. Financial authority, which is closely linked to the level of OHS authority a role can be perform, is detailed in the Universitys Delegations of Authority Policy.

OHS Accountability

OHS Accountability refers to the method(s) by which fulfilment of OHS responsibility can be assessed. OHS accountability mechanisms which are utilised at the University to verify the implementation of OHS responsibilities at the University include:

hazard and incident reporting process, review of OHS performance indicators, internal OHS verification audits, review of business plans, performance enhancement and career development record, performance planner process, UOW performance management procedures.

Reporting Relationships

Reporting relationships for OHS matters will be in accordance with the University organisational structure.

Review and Evaluation

In order to ensure that these guidelines continue to be effective and applicable to the University, this document will be reviewed biennially in consultation with the OHS committee. However, more frequent reviews may be required according to legislative requirements, organisational change or OHS performance.

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Roles and Responsibilities for OHS

Version Control Table

Date Released January 1996 April 2003 March 2005 December 2005 March 2007 February 2009 Approved By Manager OHS Manager OHS Manager OHS Manager OHS Manager OHS Manager OHS Amendment Document created Minor revisions Minor revisions Minor revisions Scheduled review Scheduled review and inclusion of School Safety Committee and Contractor Responsibilities. Document updated to incorporate the Personnel name change to Human Resources Division. Document updated to include the roles and responsibilities of an OHS Representative. Rebrand

Version Control 1 2 3 4 5 6

August 2010

Manager OHS

8 9

January 2010 March 2012

Manager OHS Manager OHS

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Roles and Responsibilities for OHS

Appendix 1: OHS Responsibilities, Authority and Accountability Mechanisms

OHS Responsibilities
Implementation and review of the University OHS policy, and delegation of OHS management responsibilities; Legal compliance; Employee and student welfare; OHS performance of direct reports; Provision and allocation of resources for OHS. Ensure areas of responsibility are compliant with legislation and the University OHS management system relevant to activities conducted; Participate in the monitoring of the implementation of the OHS management system for area of responsibility; Monitoring/ keeping abreast of OHS issues. Ensure OHS requirements are implemented and monitored for faculty/division to enable legislative compliance; Ensure communication/consultative mechanisms are established; Ensure appropriate OHS training is provided; Monitor OHS performance of faculty/division and direct reports; Dedicate appropriate resources to enable OHS functions in the faculty/division; Other as outlined in OHS system documentation. Ensure activities of the school/research centre comply with workplace health & safety legislation and UOW OHS management system; Ensure OHS risk management activities are implemented within area of responsibility including any site specific measures required to eliminate or reduce risk in their area are identified, developed and implemented; The provision of safe plant and processes for staff, students and visitors; Staff and students are provided with the necessary instruction, information, training and supervision to enable work to be carried out safely; Ensure the implementation of corrective actions as a result of hazard/incident reports or incident analysis;

Position Vice Chancellor

OHS Authority
The authority to make decisions and act on any matter of OHS management for the entire University.

Council performance criteria review

Accountability Mechanisms

DVCs, PVCR, PVCI and VPA

The authority to make decisions and act on any matter of OHS management within their area of responsibility as described in the Delegations of Authority Policy and applicable OHS Guidelines. The authority to make decisions and act on any matter of OHS management within their area of responsibility as described in the Delegations of Authority Policy and applicable OHS Guidelines.

Performance reviews; UOW strategic plans; OHS verification audits.

Deans, Administrative Directors and University Librarian

OHS performance indicators; Faculty/Division strategic plans; Hazard and Incident Reporting; OHS verification audits; Performance reviews.

Head of School or Department/ Research Centre Directors/Unit Managers.

The authority to make decisions and act on any matter of OHS management within their area of responsibility as described in the Universitys Delegations of Authority Policy and applicable OHS Guidelines.

OHS performance indicators; Unit plans; OHS verification audits; Hazard and incident reporting; Performance reviews; UOW performance management procedures.

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Roles and Responsibilities for OHS

Position

OHS Responsibilities
Monitor OHS performance of unit and direct reports; Fulfil responsibilities of the UOW injury management program for injured employees; Other as outlined in OHS system documentation. Ensuring that work/study/research areas under their control are without risk to health and safety of occupants; Ensure employees, staff and others are trained in and adhere to safe work procedures, legislative requirements and University guidelines; Staff and students are provided with the necessary instruction, information, training and supervision to enable work to be carried out safely; The identification of hazards, assessment and risk control in the workplace; Reporting health and safety risks or difficulties to senior managers, relevant specialist areas, or the OHS Unit; Assist individual employees to improve OHS performance; Ensure all hazards and incidents are reported and corrective actions implemented via the University reporting processes; As outlined in OHS system documentation. Are required to take reasonable care of themselves and others in the workplace; Have a responsibility to co-operate with management and staff with nominated or elected OH&S functions; Have a responsibility to comply with relevant University OH&S management system policies, procedures and programs, as appropriate; Must not bypass or misuse systems or equipment provided for OH&S purposes; Must report any unsafe conditions which come to their attention and address where possible; As outlined in OHS system documentation.

OHS Authority

Accountability Mechanisms

Academic & general staff with responsibility for the management or supervision of staff, students or facilities.

The authority to make decisions and act on any matter of OHS management within their area of responsibility as described in the Universitys Delegations of Authority Policy and applicable OHS Guidelines.

Performance planner reviews; Hazard and incident reporting; OHS inspections; OHS verification audits. UOW performance management procedures.

All Staff and Students

The authority to make decisions and act on any matter of OHS management within their area of responsibility as described in the Universitys Delegations of Authority Policy and applicable OHS Guidelines.

Performance planner reviews; Hazard and incident reporting guidelines; Local area supervision; UOW Performance management procedures.

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Roles and Responsibilities for OHS

Position OHS Committee

OHS Responsibilities
Assist and support University management in consultation on strategic OHS issues affecting the University as a whole and implementation of OHS improvements and including : - monitoring the overall safety performance of the University; - providing recommendations to improve OHS policy; - overseeing activities of any subcommittee (including WACs) or working parties reporting to it; - improve communication and awareness of OHS across the University; - investigate OHS issues or incidents for the University; - recommend initiatives to improve the standard of OHS for the University. Assist and support area management in consultation and implementation of OHS improvements including: - monitoring the overall safety performance of the area represented; - providing advice on the implementation of OHS policy and procedures; - overseeing activities of any subcommittee or working parties reporting to it; - improve communication and awareness of OHS across the area of representation; - assist with the investigation of OHS issues or incidents; - recommend initiatives to improve the standard of OHS for the area. Assist and support management in consultation and implementation of OHS improvements for the area of representation including: - providing advice on the implementation of OHS policy and procedures; - raising OHS issues to management on behalf of employees; - communication and awareness raising of OHS requirements; - assisting with the investigation of OHS issues or incidents.

OHS Authority
Raise OHS issues to University management or WorkCover NSW;

Accountability Mechanisms

Employees represented; Periodic consultation arrangement review.

Workplace Advisory Committees

Raise OHS issues to the OHS Committee, University management or WorkCover NSW.

Biannual WAC Committee Survey; OHS Committee attendance; Periodic consultation arrangement review.

OHS Representatives

Raise OHS issues to the OHS Committee, University management or WorkCover NSW.

Biannual Survey.

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Roles and Responsibilities for OHS

Position

OHS Responsibilities

OHS Authority

Accountability Mechanisms
Nil

School Safety Committees

Assist and support area management in the implementation of OHS improvements and awareness including: - monitoring the overall safety performance of the area represented; - raising OHS issues to area management and the WAC; - improve communication and awareness of OHS for the area of representation. Developing and communicating occupational health and safety policies, procedures and programs to the University community, and for ensuring that such policies are disseminated, implemented, evaluated and improved (i.e. maintenance of the OHS management system); Communication to, and the education of, the University community regarding its obligations in occupational health and safety; Ensuring Workplace Advisory Committees undertaken regular, systematic safety inspections of the Campus for compliance with legislated and University standards; Supporting the safety responsibilities of all Units by assisting in identifying and resolving health and safety problems; Evaluating and reporting on the status of compliance with standards, provision of technical OHS advice where appropriate, and recommendation of required remedial actions; For recording, analysing and reporting University incident and hazard performance. Ensuring that the Universitys buildings and grounds (as opposed to the activities carried out in them) are safe for use and that they comply with all relevant building regulations and codes. Ensuring their first aid qualifications and training are current; Checking and ensuring first aid kits and equipment are appropriately stocked after use; Ensuring administered first aid treatment is recorded via University procedures; Assisting in emergency coordination; Assisting in and promoting the University procedures in relation to reporting and recording incidents;

Investigate OHS issues or incidents for the area of representation; Recommend initiatives to improve the standard of OHS for the area of representation; Raise OHS issues to the WAC, OHS Committee, University management or WorkCover NSW. These positions have the authority to make decisions and act on OHS matters within the areas of responsibility including the site(s) that their particular position supports; They are to do so in consultation with management and within the OHS requirements for the area including any regulatory requirements.

OHS Unit

OHS performance reporting - internal and external; OHS system audits; OHS Unit and Human Resources divisions strategic plan; Performance planner reviews.

Buildings and Grounds Nominated First Aid Officers

Issue instructions to prevent access to an unsafe area until removal of the hazard occurs or rectification works have been completed. These positions have the authority to give first aid treatment within their skills and competency and arrange for further treatment if required.

Contractor management processes; Hazard and incident reporting guidelines. Hazard and incident reporting.

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Roles and Responsibilities for OHS

Position

OHS Responsibilities
Notifying personnel of changes in their position or contact details. Co-ordination of the emergency evacuation of staff, students and visitors from buildings. They are the contact person until the University Emergency Coordinator or the emergency services arrive with regard to fire evacuations. Follow University policies and procedures including the Universitys Contractor Safety program; Contractors must comply with all relevant OHS legislation, standards and codes of practice; Contractors must not, through their acts or omissions, do anything that could put at risk their own health or safety or that of University staff, students or visitors.

OHS Authority

Accountability Mechanisms
Emergency management processes.

Building Wardens

These positions have the authority to conduct sweeps of buildings to notify staff, students and visitors to exit the building in case of an emergency. These positions have the authority to make decisions and act on OHS matters within the contractors area of responsibility.

Contractors

Monthly OHS Contractor performance report; Hazard and incident reporting guidelines; Contractor/University project meetings; Contractor monitoring processes.

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