Everyone is disadvantaged if an employee suffers an injury or illness as a result of his or her employment. Not only does a workplace injury or illness have a high cost for the injured employee but it also has the potential to affect the workplace at large. An injury or illness affects productivity, staff morale and, adversely, an organisation's workers' compensation premium. In addition, the injured employee's supervisor or line manager will often be required to provide reports on accidents and liaise with the organisation’s case manager regarding the claim.

The greatest risk of injury for a new worker is during their first few weeks on the job. There is an entirely new working environment and new systems of work to cope with. Line managers should be conscious of the risks to young employees and new employees, and must ensure that they are made aware of, and are fully trained in, safe working procedures.

As a supervisor and manager it is vital that you recognise and understand the issues faced by new workers. The supervisor or manager should ensure during the induction process that occupational health and safety (OHS) is given special consideration, and should take appropriate action to ensure the safety and well being of these new employees.

Purpose of the Guide

This Guide has been developed to help supervisors meet their responsibilities under the Occupational Health and Safety Act 1991 (the Act). The purpose of this Guide is to:

give basic information about the Act;
clarify the supervisor's role and responsibilities; and
provide practical advice on how to act in specific circumstances.

It should be noted that this Guide is not intended to be a substitute for the legislation.

What is contained in this Guide?

This Guide contains information on:

the supervisor's role and responsibilities with regard to new workers;
common problems faced by new workers; and
suggestions to overcome these common problems.

It is recommended that this booklet be read in conjunction with Comcare's publication Safety at work: your responsibilities as an employer (OHS 60), which provides comprehensive information on:

the Act and associated regulations;
workplace structures and arrangements;
managing a safe and healthy workplace; and
the employers’ roles and responsibilities.

top

Responsibilities

Employer's responsibilities

As an employer, your organisation has certain responsibilities to protect the health and safety at work of employees. Section 16 of the Act states an employer must:

take all reasonably practicable steps to protect the health and safety at work of their employees;
provide and maintain a working environment (including plant and systems of work) that is safe for employees and without risk to their health;
provide adequate facilities for employees' welfare at work;
ensure the workplace is safe and without risk to their employees' health, and has appropriate means of access and egress;
ensure that the use, handling, storage or transport of plant or substances is safe for employees and without risk to their health;
develop health and safety management arrangements (HSMAs) in consultation with employees and/or their employee representative (if requested); and
provide, in appropriate languages, information, instruction, training and supervision to employees to enable them to perform their work in a manner that is safe and without risk to their health.

For more information on what should be included in your organisation’s HSMAs please refer to the Comcare publication ‘Health and safety management arrangements - A guide to developing HSMAs’. (online)

Supervisor's responsibilities

As the administrator of the Act, Comcare considers that the most efficient and effective way to create and maintain a safe and healthy work environment is for organisations within the Commonwealth OHS jurisdiction to integrate their HSMAs, particularly OHS risk management practices, into their management systems and workplace operations.

As a supervisor, you play a pivotal role in making your employer's OHS risk management policies and procedures actually work and ensuring that they are effective in the workplace. This includes putting in place procedures to monitor the health and safety of employees for whom you are responsible.

Accordingly, as you are responsible for the new worker, you should ensure you are providing a workplace and work systems that are safe and without risk to their health. You should also encourage the new employee to discuss any occupational health and safety problems with you from the outset. If they feel they can bring OHS issues to your attention, they will. This increases awareness and enables you to assist your organisation in maintaining compliance with the Act.

Employee's responsibilities

Employees also have responsibilities under the Act.

As well as having the responsibility of notifying a supervisor of any potential hazards, Section 21 of the Act says that all employees have a responsibility to:

ensure that they don't take any action, or fail to take any action, that creates a risk - or increases an existing risk- to the health and safety of the employee or any other persons at or near the workplace;
in respect of any duty or obligation placed on the employer or any other person, to co-operate with the employer or other person to the extent necessary to enable the employer or other person to fulfil their duties or obligations; and
to use equipment supplied by the employer in a safe and proper manner, in accordance with any instructions provided by the employer.

top

Pre-Induction

Introduction

A new worker, or inductee, is anyone joining the work group for the first time. It is important to realise that an inductee may fall into any one of the following categories:

a young and/or inexperienced worker, straight from school or university, who is starting their first job;
people promoted or transferred to the work group from elsewhere in the organisation, or from an external source;
someone re-entering the workforce, who may have lost much of their skill base because they haven't had the opportunity to regularly utilise these skills;
trainees or work experience personnel;
people on short or long-term contracts; and
a person placed in the position as part of a rehabilitation program (particularly when they are medically unfit to carry out their normal duties or role due to injuries or illness).

It is important to consider that some of the above groups may need a higher level of induction training. For example, a young or inexperienced worker will need a comprehensive induction program.

You should also consider contractors performing work on your premises, who are not employees, these may include electricians, builders, computer technicians, or financial auditors. Providing them with an OHS briefing addressing issues such as the emergency warning system, the location of fire stairs and evacuation procedures would be appropriate.

What do I need to arrange for a new worker?

Prior to the new worker arriving you should arrange/ensure:

that the appropriate equipment is on site to enable the employee to carry out their duties in a safe manner, without risk to their health (in the case of an office worker, you may need to organise items such as a desk, chair, telephone, computer, and other office necessities);
all access necessary (eg. building and computer access);
notification to your reception area that the new worker will be starting;
an advice notice to staff in your area detailing the new worker's name, phone number, role, and commencement date;
ergonomic assessment of the workplace; and
any special access requirements (ie. for mobility-impaired persons).

When could the new worker be at risk?

The new worker could be at risk from the moment they enter the workplace on their first day.

Young or inexperienced workers are often given menial tasks to perform during the initial stages of their employment. These are usually the tasks no one else likes, or has time to do, and may be awkward, repetitive, heavy, or generally involving some degree of risk. Carefully consider the tasks you are giving the new employee, and whether they could be injured by performing them.

More often than not, a new worker will have a heightened level of enthusiasm, because they want to show their supervisor that they can do the job well, and get it done quickly. This enthusiasm can put the worker in danger, because they may:

try to lift too much (either volume or weight);
type too fast, or not take regular breaks from keying;
take short-cuts in order to perform tasks more quickly; or
not have been trained in their new work, or need a re-train period.

Tasks to monitor

Tasks that will need to be carefully monitored include:

menial, for these can reduce the level of the employee's awareness or alertness;
tasks that are repetitive, as these have the possibility of causing occupational overuse syndrome (OOS) and other related musculoskeletal diseases;
those tasks that involve heavy lifting or awkward movements - these can cause muscular strains to areas such as the back, shoulders, or arms (for example, moving furniture or computer equipment);
tasks that bring the employee into potential contact with dangerous or hazardous substances – make sure that your new employee understands the risks and how to appropriately handle such substances; and
visually demanding tasks that may have the potential to strain the eyes or the neck.

You should consider eyesight testing and ergonomic assessments for people that will be performing these types of tasks.

top

On the job induction

Important

Don't let their first day be their worst day!

Orientation

It is important that, as a supervisor, you are available on the first day to meet and greet the new worker, preferably when they arrive. If you are not available, delegate someone from your work area to be on hand. In addition, you should ensure contact is maintained throughout the first day.

Generally, you should:

introduce the new worker to their colleagues;
provide an organisation plan (preferably with staff names and phone numbers on it), explain how the work unit operates, and explain how your work unit fits into the overall organisation;
give them instructions (preferably written) and provide training to enable them to operate any plant or equipment they may be required to use;
advise where they can obtain items required for work (including any items of personal protective equipment (PPE) that may be necessary, such as steel-capped boots, earmuffs or safety glasses); and
show them the location of:
- toilets;
- light switches;
- coffee or tea-making facilities;
- amenities rooms;
- places to obtain lunch;
- parking (if provided or applicable);
- other facilities they may need to utilise;
- and emergency exits.

It is essential to make it clear that the employee can approach you at any time with health and safety concerns they may have.

The health and safety perspective

During the induction process, the role of OHS should be given a very high priority.

It is vital that the new worker is provided with a thorough briefing on the organisation's OHS policies and procedures. You should:

provide the inductee with a copy of the organisation’s health and safety management arrangements (HSMAs) and associated OHS Policies;
discuss emergency procedures, including the location of fire escapes, emergency marshalling/meeting areas, fire extinguishers, what to do in threatening situations;
give them a written telephone list for staff members on the Emergency Control Organisation, which should include Fire Wardens, First Aid Officers, and similar roles;
provide information and instruction where necessary on anything in the workplace, including items of plant or hazardous substances, which may pose a threat to the employee's health or safety; and
introduce the new worker to staff with defined health and safety responsibilities, such as the Health and Safety Representative (HSR) and, where possible, the OHS Advisor and/or Manager.

Identifying hazards and managing risks

One of the most important things you can do as a supervisor is teach the new worker to identify the hazards and assess the risks inherent in various tasks. OHS skills don't come naturally - they need to be taught.

Risk management is a four-step process. Essentially, it involves:

1. identifying the hazard;

2. assessing the risk associated with the hazard;

3. controlling the risk; and

4. reviewing the process.

Risk management can take place at any level of an organisation, from an organisational wide level, to a local or individual level. At the organisational level, the work environment is assessed via a hazard identification checklist.

Effective communication is key to achieving risk management at an individual level. Ensure employees know that they can approach you at any time with any health and safety concerns they may have. Get them interested and involved in taking care of their own safety and health at work - you'll find that they'll be more responsive to the whole issue of workplace health and safety if they have some involvement in, or ownership of, the process.

Encouraging individual involvement at the induction stage is extremely important, because it gives the new worker a positive image of the organisation's health and safety commitment, and encourages them to report any issues they become aware of.

top

Post-induction and ongoing training

Introduction

Once induction training is complete, on-the-job and staff training becomes an on-going process. Work environments change - new work systems are introduced, furniture and buildings are upgraded, computers are replaced, or more efficient machinery and plant are introduced. People also join and leave the workplace with the result that the skills base in the workplace is constantly changing.

Types of information, training, instruction and supervision

Information, instruction, training and supervision may be in the form of:

in-house or externally provided training on the correct usage of a computer system or software package (such as financial accounting, records management or personnel packages);
personal instruction on the safe use of plant or equipment necessary for work (this can range from electric guillotines and hole-punches to fork-lifts, trucks or cherry-pickers);
provision of training when new systems of work are introduced into the workplace; and
ergonomic and/or safety assessment of the work environment (such as work-stations, mail-opening and record management areas, laboratories, and warehouses).

It should be noted that the Act says this information, instruction, training and supervision should be "in appropriate languages." If any employees are from a non-English speaking background, ensure that they are catered for - your organisation may have roles devoted to promoting and supporting workplace diversity who are able to provide further information about the use of interpreters, availability of English enhancement courses, etc, if required.

top

Induction checklist

Overview

The following checklist is generic, and should only be used as a template. It does not encompass all items that should be checked when an inductee joins your work area.

In order to ensure induction is carried out correctly, it is advisable to design an induction checklist that suits your own organisation or work environment.

1 Prior to the new worker arriving, have you arranged:	Yes	No
• an induction kit, containing information on the organisation
• for someone to provide induction training
• appropriate equipment for the worker (workstation, etc)
• written information on safe working procedures/policies
• access to the building/workplace
• notification to staff/reception that the worker will be starting
• special access requirements (if necessary)
• ergonomic requirements (seating, reading slope, etc)
• someone to meet/greet the new worker
2 The new worker has arrived- have you:	Yes	No
• been on hand to meet/greet the new worker
• given them an introductory tour of the building/workplace
• provided them with information on facilities
• shown the worker what to do in case of emergencies
• assessed what skill levels appropriate to the job they possess
• ascertained the level of induction they may require
• commenced generic induction training
• provided specific health and safety training
• assessed their duties as visually demanding and if so, have you arranged eyesight testing as per Comcare's "Guidance on the management of Eye Health in the Workplace"
3 After the new worker has been at work for a few weeks, check - have you:	Yes	No
• kept in regular contact with them
• provided all induction training necessary
• followed up any requests for work items (eg reading slope)
• assessed whether the employee is competent
• discussed and arranged any training requirements they may have
• actioned any OHS issue of concern the worker may have

I acknowledge that I have received an induction

____________________________	/ /	____________________________	/ /
Inductee's Signature	Date	Supervisors Signature	Date

top

Other sources of information

While this Guide has been designed as an easy reference tool, it is not the only source of information available. Other sources of information include:

the Occupational Health and Safety Act 1991;
the Occupational Health and Safety (Safety Arrangements) Regulations 1991;
the Occupational Health and Safety (Safety Standards) Regulations 1994;
approved codes of practice;
specific documents provided by your organisation which detail appropriate practices and procedures for the effective management of OHS at the workplace such as your organisation’s HSMAs and OHS hazard policies and procedures (for example, prevention strategies aimed at reducing the incidence of Manual Handling Injuries);
Identifying Hazards in the Workplace (OHS 10);
Officewise: A guide to health and safety in the office (OHS 1);
Health and Safety Representatives Handbook (OHS 4);
When an investigator calls ... Putting health and safety law to work (OHS 3);
OHS consultative workplace arrangements – A guide to commonwealth legislative provisions (OHS 67);
Injury Prevention: Some Practical Suggestions for Managers (PUB 34);
Bullying in the workplace: A guide to prevention for managers and supervisors (OHS65);
Guide to incident notification (OHS 43);
Comcare's Fact Sheets, which provide information on specific subjects such as approved codes of practice, legislative obligations on various parties, and guidance on specific injuries;
your organisation's OHS Manager/Advisor; and
your organisation's workplace diversity program.

For further information contact:

Comcare
GPO Box 9905
Canberra ACT 2601

Telephone - 1300 366 979
Internet - www.comcare.gov.au

Publication OHS 13 (December 07)

top

Glossary

An explanation of words and phrases used in Commonwealth occupational health and safety legislation.

Accident	An unplanned or unexpected event with undesirable or unfortunate consequences, which may cause a person to be injured or suffer ill health. Illness includes the contraction of a disease.
Association	An association of employees, which protects and promotes employees’ interests in matters concerning their employment.
Code of practice	A code of practice is an approved statement of preferred work practices, procedures or arrangements.
Contractor	A person, other than an employee, who performs work on Commonwealth premises on the basis of a contract for service.
Dangerous occurrence	A dangerous occurrence is an occurrence that resulted from operations that arose from the undertaking conducted by an employer and could have caused: the death of, or serious personal injury to any person; or the incapacity of an employee for the duration of 30 or more successive working days or shifts. but as a result of which the death, serious personal injury or incapacity did not occur.
Designated Work Group	A group of employees established as a designated work group in accordance with section 24 of the Act. In relation to an employer, it means a group that consists entirely of employees of the employer.
Emergency	A situation where there is reasonable cause to think that there is an immediate threat to the health and safety of work group members.
Employee	A person who is employed by the Commonwealth, or by a Commonwealth authority, a member of the Australian Federal Police, a member of the Defence Force or of a non-Commonwealth licensee.
Employee Representative	A registered organisation of employees, or an association of which the employee is a member. An employee representative represents the interests of the employee in consultations with the employee’s employer regarding HSMAs.
Employer	The Commonwealth, a Commonwealth authority or a non-Commonwealth licensee.
Government Business Enterprise (GBE)	GBEs are Commonwealth authorities incorporated under law in which the Commonwealth has a controlling or substantial interest, that are declared by the Minister to be a GBE, are listed in schedule 1 of the Act, or have a licence to self insure under the Safety, Rehabilitation and Compensation Act 1988, and were not eligible corporations when the licence was granted.
Hazard	A potential source of harm to life, health or property. Workplace hazards can be classified into six groups: physical, chemical, ergonomic, radiation, psychological and biological hazards.
Hazardous substance	A substance that is described in the "List of Designated Hazardous Substances" [NOHSC: 10005 (1994)] or has been determined by its manufacturer to be a hazardous substance in accordance with the "Approved Criteria for Classifying Hazardous Substances [NOHSC: 1008 (1994)].
Health and safety committee (HSC)	A representative body which is set up in a workplace to assist the employer in developing appropriate health and safety procedures, to facilitate co-operation with employees, and to help the employer disseminate information relating to health and safety. An organisation must have at least one national HSC and may also have local HSCs.
Health and Safety Management Arrangements (HSMAs)	HSMAs enable effective cooperation between the employer and the employees in promoting and developing measures to ensure the employees’ health, safety and welfare at work. This may consist of OHS policies, risk management arrangements, training in relation to OHS and agreements in relation to continuing consultation and other matters (if any).
Health and Safety Representative(HSR)	A person selected by a designated work group to represent it on occupational health and safety matters.
Inspection	A review of workplace practices and/or procedures. Should be carried out routinely by a supervisor, in association with the health and safety representative. Can be carried out by the health and safety representative after reasonable notice to the employer.
Investigator	Comcare appointed person, issued with an identity card, who can carry out an investigation of a contravention of the Act or the health and safety policies and practices of a department or authority, or to investigate an accident or dangerous occurrence. They can also ascertain whether requirements of the Act are being complied with.
Manufacturer	A maker of plant or substances used by employees.
Material Safety Data Sheet (MSDS)	Describes the properties and hazards of a material or substance, including amongst other things its identity, normal uses, physical and chemical properties, ingredients, health hazards, first-aid treatment, storage and transport.
Notices	Served by a health and safety representative or an investigator. Notices include provisional improvement notices, do not disturb notices, improvement notices and prohibition notices.
Plant	Plant includes any machinery, equipment or tool, or any component thereof.
Premises	Any place including a place situated underground or under water, a building, aircraft, vehicle, vessel, fixed or movable structure, or a part of premises.
Registered Organisation	(a) An organisation within the meaning of Schedule 1B to the Workplace Relations Act 1996 or (b) a body that is declared by the regulations to be a registered organisation for the purposes of this Act.
SRC Commission	The Safety, Rehabilitation and Compensation Commission.
Third party	A person who is not an employee or a contractor, at or near a workplace under the employer's control.
Workplace	Any Commonwealth premises in which employees or contractors work.

top

Your OHS contact details

Name:	_________________________________________________________________________
Position:	_________________________________________________________________________
Organisation:	_________________________________________________________________________
Location:	_________________________________________________________________________
Postal address:	_________________________________________________________________________
	_________________________________________________________________________
Phone number:	____________________________	Fax number:	____________________________
Email address:	_________________________________________________________________________

Name:	_________________________________________________________________________
Position:	_________________________________________________________________________
Organisation:	_________________________________________________________________________
Location:	_________________________________________________________________________
Postal address:	_________________________________________________________________________
	_________________________________________________________________________
Phone number:	____________________________	Fax number:	____________________________
Email address:	_________________________________________________________________________

Name:	_________________________________________________________________________
Position:	_________________________________________________________________________
Organisation:	_________________________________________________________________________
Location:	_________________________________________________________________________
Postal address:	_________________________________________________________________________
	_________________________________________________________________________
Phone number:	____________________________	Fax number:	____________________________
Email address:	_________________________________________________________________________

top

Publication Details

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior permission from Comcare.

ISBN — 1 876700 16 5 (on-line)

top

Page last updated:January 30, 2008

OHS13

The Management of Occupational Health and Safety in Commonwealth Agencies

Induction into the workplace

Contents

Introduction

Introduction to the Guide

What is contained in this Guide?

Responsibilities

Employer's responsibilities

Pre-Induction

Introduction

On the job induction

Important

Orientation

The health and safety perspective

Identifying hazards and managing risks

Post-induction and ongoing training

Introduction

Types of information, training, instruction and supervision

Induction checklist

Overview

Other sources of information

Glossary

Your OHS contact details

Publication Details