Report of operations 3
Occupational health and safety
Consistent with Comcare’s strategic vision Australia’s Safest Workplaces, providing and maintaining a healthy, safe and supportive internal working environment continued to be a priority people management objective in 2003 – 04. As mentioned in the 2002 – 03 Annual Report, a representative working group was established to consult widely with staff to identify, develop and support the implementation of innovative ideas to improve staff health, wellbeing and injury prevention. As a result of initiatives developed by the working group and supported by Comcare Executive, a Health and Wellbeing Strategy was formally launched in April 2004, with the timing chosen to mark Comcare’s public recognition of and commitment to the objectives of World Day for Safety and Health at Work on 28 April 2004. The strategy is aimed at
- improving physical fitness levels, including through adoption of the ‘10,000 steps a day’ program to encourage walking activities, and the formation of walking groups (a related objective is to raise funds for charity through participation in major community walks at least twice a year)
- reducing the impacts of smoking
- extension of the previous program of lunch-time activities and speakers on health and fitness-related topics (known as EATS: Educational And Titillating Sessions).
At the launch, all Comcare staff were issued with a sample bag containing a variety of health-related information as well as a pedometer, logbook and calendar of future events. The Health and Wellbeing working group has an ongoing role in coordinating, promoting and monitoring activities to achieve the goals of the strategy.
Workplace incidents
A total of 88 workplace incident reports were recorded in the 2003 – 04 financial year. The most common injury types were overuse type injuries (17), strains excluding back (8), back (8) and contusion/crush (6). None of these incidents required notification under section 68 of the Occupational Health and Safety (Commonwealth Employment) Act 1991.
Prevention
In the light of Comcare’s injury profile, a high priority in 2003 – 04 was targeting the prevention of injuries that may result from the use of desktop computers. One of the key measures implemented during the year was the instalment of rest break software. The objectives of implementing rest break software included reminding people to take breaks, enforcing breaks where required (for example, as part of a return to work program), identifying individuals at risk of injury through excessive use and/or not taking breaks at appropriate intervals or of sufficient duration, encouraging staff to complete exercises designed to reduce muscle fatigue and strain, collecting statistics to inform work and information systems design, and raising awareness about the risks associated with using desktop computers.
The proposal to install rest break software was endorsed by the OHS Committee and the Comcare National Consultative Committee (CNCC). The CEO Guideline Use of IT Facilities and the Internet was also revised following consultation with CNCC and OHS Committee members to incorporate a policy position on monitoring for OHS purposes.
A further initiative involved engaging a specialist ergonomist to provide advice on the design of computer system interfaces. The resulting advice is being used to inform the in-house development of computer software and consideration is being given to the integration of ISO 13407:1999 (Human-centred design processes for interactive systems) into Comcare’s ISO9000 accredited quality management system for software development.
A wide range of other ongoing prevention and intervention activities continued during 2003 – 04 including the provision of workplace assessments and ergonomic furniture and equipment, and information and awareness sessions. Influenza vaccinations were also made available at no cost to staff, with over 100 staff taking up the offer.
OHS Agreement
Comcare’s OHS Agreement 2002 – 05 was developed in consultation with staff and their representatives. The Agreement details the agreed responsibilities for maintaining a safe and healthy working environment, the occupational health and safety structures and consultative forums, measures for monitoring, evaluating and striving for continual improvement in our occupational health and safety (OHS) performance. It provides for continuing consultation on occupational health and safety matters between Comcare, its employees and their representatives. The Agreement is due to be reviewed in 2005.
Health and safety representatives
Under the OHS Agreement, Comcare has three designated work groups covering Canberra, Melbourne and NSW/South Australia/Queensland. Each designated work group has a Health and Safety Representative (HSR) and Deputy HSR. During the year new selection processes were conducted for the Melbourne HSR and Deputy HSR, and the Canberra Deputy HSR.
Investigations under s74(1)(f) of the OHS(CE) Act 1991
Under paragraph 74(1)(f) of the OHS (CE) Act 1991, employers are required to report any investigations conducted under that Act that relate to their undertakings. No investigations were conducted under the Act in 2003 – 04 in relation to Comcare’s undertakings.
National OHS Committee
The National OHS Committee met quarterly throughout 2003 – 04 to review and monitor OHS issues, including the results of regular workplace health and safety checks conducted in workplaces. Issues raised by Health and Safety Representatives (HSRs) included physical security and a range of other accommodation-related issues.
OHS management system
A draft Health and Safety framework (‘Sign On’) documenting the elements of Comcare’s internal OHS management system was placed on the intranet in December 2003 for consultation and feedback from staff. The draft received good feedback from the National OHS Committee and other staff, and was adopted as a basis for further development.
During 2003 – 04 Comcare undertook a review of actions taken in response to an earlier planned investigation. As a result of recommendations made by that review, Comcare has developed a more comprehensive system for visitors to ensure they receive appropriate health and safety information, including through the display of safety/emergency cards in all meeting rooms and amenities rooms. Action also commenced to undertake a risk assessment of all actual and potential risks to health and safety associated with the full range of Comcare activities conducted at other workplaces, and to document these risks and the associated controls.
Unscheduled absence
During the 12 months ending 30 June 2004 the level of unscheduled absence for all Comcare employees increased to an average of 10.8 days per FTE, compared to 8.4 days per FTE in 2002 – 03. An increased emphasis will be placed on managing unscheduled absence during 2004 – 05, which will include providing more detailed reporting to managers to assist them in monitoring absence levels in their areas of responsibility.
Employee Assistance Program
Employment Assistance Program services continued to be used by staff for both work-related and non-work related interpersonal and personal issues. Comcare receives quarterly reports on the use of the program, the results of which are made available to and discussed by the People Management Committee, OHS Committee and Comcare National Consultative Committee (CNCC).
Workers’ compensation in Comcare
Comcare’s workers’ compensation premium rate prescribed for 2003 – 04 was 1.96% (and thus above the Australian Government average of 1.43% for this year). The premium rate for 2004 – 05 is to be reduced slightly to 1.91% which will, however, still be above the Australian Government average rate of 1.67%. At 30 June 2004, the total number of accepted claims with a date of injury during 2003 – 04 was 18, slightly higher than the total of 16 accepted claims with a date of injury in 2002 – 03. Occupational overuse syndrome continued to be the single injury category with the highest number of compensation claims in Comcare. The second most common category was back injury, followed by sprains and strains excluding back. The most common cause of injury was body stressing caused by repetitive movement and low muscle loading.
Due to the active management of injured employees to achieve a quick, safe and sustainable return to work, Comcare’s average claim costs and time lost continued to be below the Australian Government average. For example, as at 30 June 2004 the average actual cost to date of Comcare claims for injuries that occurred in the 2003 – 04 experience year was $3,400 compared to $4,982 for the Australian Government, average time lost was 2.20 weeks compared to the Australian Government average of 3.08 weeks, and the average estimated total cost was $10,860 compared to the Australian Government average of $22,024.
Workforce planning
At 30 June 2004 Comcare had a total of 313.6 staff (full time equivalent (FTE), excluding inoperatives), 94% of whom were employed on an ongoing basis. About two-thirds of Comcare staff were employed in Claims Management, one-fifth in Regulatory Services, while the remainder worked in Research and Strategy Group and in Corporate Management Division. The majority of staff were based in Canberra (77%), with the remainder based in Melbourne (19%), Sydney (2%), Brisbane (1%) and Adelaide (1%).
At 30 June 2004 12.5% of Comcare employees were working part-time, a figure which is well above the APS average of 9.4% at June 2003 (APSC State of the Service Report 2003 – 03). The annual turnover rate3 in 2003 – 04 was 15.3%, a reduction on the rate of 16.3% in 2002 – 03.
To meet the challenges and strategic priorities highlighted in the Director’s report Comcare needs skilled and motivated people who have a strong customer focus, a commitment to ongoing learning and innovation, and the flexibility to respond and adapt quickly to change. During 2003 – 04 Comcare commenced a strategic workforce planning project with the objective of ensuring that its staffing structures, recruitment, learning and development and other people management strategies are best designed for achieving its future workforce needs. Major elements of this project included defining jobs and capabilities with more generic requirements, and documenting and aligning the learning and development opportunities for building these capabilities.
Recruitment
Three Graduate recruits commenced in Comcare on 2 February 2004 to participate in a 12-month structured development program, which includes a range of internal and external training and three varied job placements.
The approach mentioned in the 2002 – 03 Annual Report of implementing bulk recruitment to fill current and projected vacancies was reviewed in the context of the work emerging from the strategic workforce planning project, resulting in Comcare re-affirming the use of more generic criteria focused on broadly-defined skills at all levels. During 2003 – 04 a total of 80 positions at all levels below SES were filled through bulk selection processes
- 3 Graduate APS jobs
- 41 APS1-3 jobs in Claims Management
- 29 APS4-6 jobs in three streams: Claims Management, Regulatory Services/Research & Strategy, and Personal Assistant
- 7 EL1-2 jobs in Claims Management and Regulatory Services.
In applying generic criteria, the objective is to ensure Comcare’s people have the capacity, flexibility and willingness to perform in and move (over time) between jobs in any functional area of the organisation. As at 30 June 2004 selection processes had commenced for the 2004 round of bulk recruitment to jobs at all levels below SES.
Performance management
Proposals to enhance and streamline aspects of Comcare’s performance management system, the Performance and Development Framework (PDF), were developed during 2003 – 04 following a review which took into account an analysis of Comcare’s results in the Australian National Audit Office’s (ANAO) audit of performance management, the results from the staff survey questions on Individual Actions Plans and performance discussions with supervisors, and a range of other relevant information sources. A more rigorous reporting system was developed for management reporting on the completion of end-of-cycle performance assessment discussions. A PDF assessment rating of at least satisfactory is required for pay-point advancement within a classification level under the Comcare Certified Agreement 2003 – 2005 and for access to a salary increase under an individual AWA.
Information about the PDF is provided to all new starters at induction and PDF individual action plans are used as the basis for monitoring the performance and conduct of probationary staff.
Reward and recognition
Under Comcare’s reward and recognition program Comcare Executive consider nominations against a set of criteria. Awards were made throughout 2003 – 04 to many individuals and teams. All awards are published in the internal staff bulletin and on the intranet. In January 2004 Australia Day Medals were awarded to
- Alex O’Shea for leadership in the regulation of licensed self-insurers and the monitoring and reporting of scheme performance
- Dorothy Doherty for her ongoing contribution to providing a supportive workplace environment in Comcare
- The Complaints Handling and Information Service for the courteous and helpful approach they take when dealing with claimant service concerns
- The Information Systems Group Help Desk for consistently providing prompt and courteous support to technology users.