Example Audit Questions - Workplace Health and Safety Officer

HSWMS Audits Page 1 Health Safety and Wellbeing Management Systems audits

Department of Education, Training and Employment

Date: Location: Institute/Region WHSO: Institute/Region Contact Person: Auditor:

Question List: WHSO

Element A: WHS Policy and Commitment 1. [PC1] How do your Institute/Region ensure the DETE health and safety policy objectives and responsibilities are communicated to all personnel? [Policy posted in every work area and/or staff noticeboard; Copy of policy provided at induction and/or on intranet]

2. [PC1] Do you have a system for planning and implementing WHS? [Evidence that WHS activities link to and reflect agency’s corporate WHS objectives; Evidence that WHS is set out as a key accountability in performance agreements]

3. [PC1] If so, does the system incorporate consultation with all relevant parties, including the Institute/Region management?

4. [PC1] Is there any system for reviewing WHS performance? [Evidence that performance measures are developed to assess senior manager’s progress with WHS activities; Evidence that WHS activities performance are measured on an annual basis]

Element B: Planning 5. [PC3] Does the Institute/Region’s corporate or business plan contain measurable WHS targets, performance indicators, specific actions and assigned responsibilities? [Plan should reflect high risk and/or emerging WHS issues as identified through a risk assessment process and/or claims, accident or injury recording and analysis and current legislative impacts; Evidence that responsibilities for actions have been assigned and evidence of timetable for action and where appropriate linked to performance agreement; Evidence that assigned actions are to be completed by specified date in plan]

Uncontrolled copy. Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document. Page 1 of 4 HSWMS Audits Page 2 6. [PC3] How are your Institute/Region’s WHS plans developed? [Evidence of consultation with personnel regarding development and any changes to the plan; Evidence that responsibilities for actions have been assigned and evidence of timetable for action and where appropriate linked to performance agreement; Evidence of involvement of employees and health and safety representatives regarding development of plan and any changes to the plan; Evidence that management and staff are kept up to date with progress on the plan]

7. [PC3] Do the WHS systems consider arrangements for emergency planning?

Element C: Implementation 8. [PC4] How does your Institute/Region manage the provision of information about WHS to all personnel? [Evidence of established and implemented arrangements for consultation, for example WHS committees, election of WHS representatives that meets legislative requirements; Evidence that consultative arrangements are currently active, for example regular meetings; Examine minutes of meetings]

9. [PC4] Is the consultation process clearly communicated to all personnel? [Evidence that information about WHS is shared with employees and employees are given the opportunity to participate in decisions affecting WHS and those views are taken into account]

10. [PC5] Does the Institute/Region have a formal process in place for the identification, assessment, elimination or control and review of all hazardous activities, including the potential for workplace stress and violence? [Evidence of a risk management system to identify and assess hazards for their risk potential; Evidence that priority safety improvements are included in WHS plan]

11. [PC5] Are health and safety risks systemically identified, such as prior to procurement of goods and services, during refurbishments, or through regular workplace inspections? [Evidence that risk management is integrated into planning and design of work environment and tasks, design and purchase of equipment, purchase of goods/services and contractor services; Evidence that accident/injury information are reviewed and incorporated into risk assessment process]

12. [PC5a] Has the Institute/Region implemented a ‘Safe Driving program’? [Evidence that a safe vehicle use policy/guideline/standard has been developed and implemented; Evidence that appropriate human and material resources have been allocated to the safe driving program; Evidence that a process for monitoring driver safety and providing feedback to drivers has been developed; Evidence that a needs assessment has been completed]

13. [PC5a] If required, does the Institute/Region have a program for education and training for officers required to operated four-wheel drive or other non-standard vehicles and/or operate vehicles in off-road conditions or remote locations?

14. [PC5a] How is the program communicated to staff? [Evidence of incorporation of safe vehicle use policy into induction; Evidence of a marketing and communications plan for the safe driving program]

15. [PC6] Has the Institute/Region implemented a healthy lifestyle program? [Evidence of an established worksite based committee to coordinate the healthy lifestyle program; Evidence that appropriate human and material resources have been allocated to the

Uncontrolled copy. Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document. Page 2 of 4 HSWMS Audits Page 3 healthy lifestyle program; Evidence that an organisational profile and a needs assessment has been completed]

16. [PC6] How is the program communicated to staff? [Evidence a program plan and a comprehensive evaluation plan has been developed and communicated to all personnel; Evidence that information about healthy lifestyle is hared with all staff and staff are given the opportunity to participate in decisions about the healthy lifestyle program and those views are taken into account]

17. [PC7] Explain to me how the Institute/Region provides personnel with specific WHS information, instruction and training? [Evidence of written policy/procedure regarding WHS training; Evidence of current WHS training provided in induction and staff development programs, supervisor and management training, Senior Executive training, specific hazard and hazard management training, on the job training, work systems and procedures training, first aid training, emergency response training, OH&S committee training; Evidence of training needs review and evaluation]

18. [PC7] What instruction and training have you been provided with to assist with identifying, assessing and controlling workplace hazards? [Evidence that WHS practitioners undertake specific professional development training]

19. [PC8] Do you have any involvement with injury treatment and management? [Evidence of written policy/procedures for injury treatment and management and return to work; Evidence of first aid facilities, for example first aid officers, kits, rooms, trained personnel; Arrangements with local medical centre/GP/staff health centre for priority treatment; Notification to Rehabilitation Coordinator or other relevant personnel of injury; Evidence of monitoring of progress]

20. [PC9, 10] Does the Safety Committee receive reports and analyse incidents and claims data to understand trends and identify improvements and opportunities to reduce risks? [Evidence that a central repository for collection and analysis of incidents and claims exists; Evidence that information from the analysis of accidents, injuries, incidents and notices is incorporated into risk management system; Evidence of analysis of accidents, injuries, incidents and notices are available to all staff]

21. [PC10] What is the Institute/Region’s mechanism for keeping a register of injuries and notifying Workplace Health and Safety Qld in accordance with section 134 and 135 of the WHS Regs? [View completed incident report forms]

22. [PC10] Are notices issued by Workplace Health and Safety Qld reviewed?

23. [PC10] What is the process for reviewing risk assessments of activities/processes where an injury or illness has occurred?

24. [PC10] How do you ensure any recommended corrective actions following incident investigations are implemented?

Element D: Measurement and Evaluation 25. [PC11, 12] How do you identify and keep track of changes to applicable legislation?

26. [PC11] How does the Institute/Region assess the degree of compliance with legislation?

27. [PC11] How does your Institute/Region measure and evaluate WHS performance?

Uncontrolled copy. Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document. Page 3 of 4 HSWMS Audits Page 4 [Evidence of written policy/procedures for monitoring of WHS management system; Evidence that performance indicators are determined, successful strategies and current gaps identified; Actions for improvement should be included in the Institute/Region’s planning processes and/or other plans as necessary e.g. Human Resources, IT, Procurement and design; Evidence that results of monitoring are reported to senior management and acted upon; Link between results of monitoring and WHS plan and other relevant plans]

Element E: Review and Improvement 28. [PC12] Has the Institute/Region reviewed the effectiveness of risk, injury and claims management and WHS planning processes? [Evidence of review process in place including documented outcomes]

29. [PC13] Does this information get reported to the Institute/Region Director? Evidence of a written policy/procedure on reporting of WHS performance to Director; Evidence of review of WHS performance by Director, for example minutes of meetings, internal memorandums, annual health and safety report; Evidence of involvement of Director in performance improvement process, for example memorandum to senior staff encouraging improvements and decisions]

30. [PC13] Is there a mechanism for immediately notifying the Director of serious risks, serious incidents and/or prohibition and improvement notices?

Thank you for your time.

Uncontrolled copy. Refer to the Department of Education, Training and Employment Policy and Procedure Register at http://ppr.det.qld.gov.au to ensure you have the most current version of this document. Page 4 of 4