Workplace health and safety (WHS)

What Is Workplace Health and Safety (WHS)?

Workplace Health and Safety (WHS), often also referred to as Occupational Health and Safety (OHS), is a field concerned with protecting the health, safety, and welfare of all people at a workplace. This includes workers, visitors, customers, and others who may be affected by the work activities. WHS encompasses the laws, systems, and procedures designed to prevent harm, injury, and illness, both physical and psychological, arising from work.

In Australia, WHS laws are largely harmonised across states and territories, primarily based on the model Work Health and Safety Act and its supporting Regulations and Codes of Practice. These laws establish duties for various parties to ensure a safe work environment.

Importance of WHS for Australian Businesses

Implementing and maintaining robust WHS practices is critical for Australian businesses for several reasons:

• Legal Obligation: It is a non-negotiable legal requirement. Businesses face significant penalties, fines, and even prosecution for non-compliance, including industrial manslaughter charges in some jurisdictions for severe breaches resulting in death.
• Moral Responsibility: Employers have a moral duty to provide a safe environment, protecting the well-being of their workers and others affected by their operations.
• Cost Reduction: Effective WHS reduces incidents, injuries, and illnesses, leading to fewer workers' compensation claims, lower premiums, reduced absenteeism, and less disruption to productivity.
• Increased Productivity and Morale: A safe workplace fosters employee confidence, morale, and engagement, leading to higher productivity and retention.
• Reputation Protection: Strong WHS practices enhance a business's reputation as a responsible and ethical employer.

Key Roles and Responsibilities under WHS Laws

Australian WHS laws assign specific duties to different parties within a workplace:

• Person Conducting a Business or Undertaking (PCBU): This is typically the employer (company, partnership, sole trader). A PCBU has the primary duty to ensure, so far as is reasonably practicable, the health and safety of workers and other persons at the workplace. This includes providing:
  • A safe work environment, including safe access and egress.
  • Safe plant, structures, and substances.
  • Safe systems of work.
  • Adequate facilities for workers' welfare.
  • Necessary information, training, instruction, and supervision.
  • Monitoring of workers' health and workplace conditions.
• Officers: Individuals who hold a position of influence in a PCBU (e.g., company directors, CEOs). Officers have a proactive duty to exercise "due diligence" to ensure that the PCBU complies with its WHS duties. This involves staying up-to-date on WHS matters, understanding risks, ensuring adequate resources, and verifying that WHS processes are implemented.
• Workers: All individuals who carry out work for a PCBU (including employees, contractors, apprentices, volunteers). Workers have a duty to:
  • Take reasonable care for their own health and safety.
  • Take reasonable care that their acts or omissions do not adversely affect the health and safety of others.
  • Comply with any reasonable instruction given by the PCBU.
  • Cooperate with any reasonable WHS policy or procedure.
• Other Duty Holders: This can include designers, manufacturers, importers, suppliers, and installers of plant, substances, or structures, each with duties to ensure their products are safe when used at a workplace.

For detailed information, refer to Safe Work Australia and your specific state or territory WHS regulator.

Elements of a WHS Management System

An effective WHS management system provides a systematic approach to managing health and safety risks. Key elements typically include:

• Policies and Procedures: Clear statements of commitment to WHS and documented safe work procedures.
• Hazard Identification and Risk Management: A continuous process of identifying potential hazards, assessing their associated risks, implementing control measures (eliminate, substitute, isolate, engineer, administer, PPE), and regularly reviewing their effectiveness.
• Consultation: Regular and effective consultation with workers and their health and safety representatives (HSRs) on WHS matters.
• Training and Induction: Providing workers with the necessary information, instruction, and training to perform their jobs safely.
• Incident Management: Procedures for reporting, investigating, and responding to workplace incidents, injuries, and near misses to prevent recurrence.
• Emergency Preparedness: Developing and practising emergency plans (e.g., evacuation procedures, first aid).
• Record-Keeping: Maintaining accurate and accessible records related to WHS (e.g., risk assessments, training records, incident reports).

How Microkeeper Data Supports WHS

While Microkeeper does not directly manage physical safety aspects of WHS (like conducting risk assessments or inspecting equipment), its HR Software and Workforce Management features provide crucial support for WHS compliance and management by centralising essential employee data and documentation:

• Skills and Certification Tracking: Employers can track and manage employee qualifications, licences, and certifications (e.g., forklift licences, white cards for Construction, specific machinery qualifications for Mining). The system can store expiry dates and send automated reminders for renewals, ensuring that only qualified workers are assigned to specific tasks, which directly supports safe work practices.
• Training Records Management: Records of completed WHS inductions, safety training modules, and refresher courses can be stored within the HR module. This provides an audit trail of compliance with training obligations.
• Incident-Related Information: While not a dedicated incident management system, the HR module can facilitate storing notes or basic records related to workplace incidents or near misses, including dates, individuals involved, and initial follow-up. This information can then be used in conjunction with a dedicated WHS system.
• Communication: Digital communication features can aid in distributing WHS policies, procedures, and safety alerts to the workforce.
• Reporting: Generate reports on employee qualifications and training status, which can be useful for WHS audits and demonstrating due diligence.

FAQs About Workplace Health and Safety (WHS)

Who is responsible for WHS in a workplace?‍

All parties have duties under WHS laws, including the PCBU (employer), officers (directors/managers), and workers themselves. The PCBU has the primary duty of care.

What does "reasonably practicable" mean in WHS?‍

"Reasonably practicable" means doing what is reasonable in the circumstances to ensure health and safety, taking into account factors like the likelihood and severity of the risk, the availability and suitability of control measures, and the cost of those measures.

‍Do psychosocial hazards fall under WHS?‍

Yes. Australian WHS laws explicitly include managing psychosocial hazards (e.g., those relating to work design, management of work, or workplace interactions) that could lead to psychological harm.

Are WHS laws the same across all of Australia?‍

Most Australian states and territories have adopted the model WHS laws, leading to a largely harmonised framework. However, there can be some variations or specific regulations in each jurisdiction.

Can a worker refuse to do unsafe work?‍

Yes. Under WHS laws, a worker has the right to cease unsafe work if they have a reasonable concern that to continue work would expose them to a serious risk to their health or safety.

Best Practices for WHS Management

• Leadership Commitment: Demonstrate a strong commitment to WHS from the top down.
• Risk Management: Systematically identify, assess, control, and review workplace hazards and risks.
• Active Consultation: Engage workers and HSRs in all stages of WHS decision-making.
• Training and Education: Provide ongoing WHS training relevant to job roles and specific hazards.
• Effective Reporting: Encourage and facilitate prompt reporting of incidents, near misses, and hazards.
• Continuous Improvement: Regularly review and audit your WHS system to ensure its ongoing effectiveness.
• Utilise Supporting Technology: Implement HR and workforce management systems that help track key WHS-related data, such as training and qualifications.

Final Thoughts

Workplace Health and Safety is a foundational pillar of responsible business operation in Australia, extending beyond mere compliance to foster a culture of well-being and productivity. By proactively managing risks, fostering consultation, and leveraging supporting technologies, businesses can create safer workplaces, protect their most valuable asset – their people – and ensure long-term operational sustainability.

_{Disclaimer: This entry is intended for informational purposes only and does not constitute legal or WHS advice. For tailored guidance, consult with a qualified WHS professional or your state/territory WHS regulator.}