Activity 1A

As a Manager of a retail garment store maintaining safe and healthy working environment is one of
the legal responsibility. Factors that can affect a typical retail environment are as follows:
1.
2.
3.
4.
5.

Most common health related injury of the retail sector is due to manual handling of heavy
boxes or cartons.
Slips, trips and falls are the next common cause of injury.
Frayed cord or electrical equipment if not used properly may cause electrocution.
Verbal or physical abuse or threat may occur by the dissatisfied customer or robbery.
Young workers need extra attention because of their limited work experience and reluctance
to raise safety concerns.

As per holding the role of a manager, my organization is committed to ensure and complied with the
published relevant health and safety act and regulations and applicable code as Australian standard.
Like:
According to Manual handling code of practice 2000, published by related Worksafe, we provide
information, instruction how to handle heavy boxes or cartons, arrange necessary training and proper
supervision in relation to the work procedure. Like: Provision and encourage to use mechanical
equipment instead of heavy lifting, reduce the frequency of object being moved, identify the size and
weight and use recommended handling instruction, provision of adequate storage facility.
For slips, trips and falls according to Worksafe Australia regulation no 80 we arrange a fall arrest
system to control the risk and along with this we implemented regulation no 42, so that employees
must have an access to first aid.
According to Worksafe Australia regulation no 38 we review and as necessary take a control measure
to maintain WHS in case of electrical hazards. Like: ensure power circuits are protected by the
appropriate rated fuse or circuit breaker to prevent overloading. Arrange electrical leads so they will
not be damaged. Avoid running leads across the floor or ground, through doorways and over sharp
edges, and use lead stands or insulated cable hangers to keep leads off the ground.

1B
In order to manage a hazard first we need to identify the hazard. Hazard can be identified by:
1. Doing regular inspection by walking around and looking at the workplace
2. By involving and talking with the employees
3. Also by using injury records to identify any particular trends that may show an existing
problem.
4. The workplace safety checklist in the tool box is a useful tool for identifying hazards.
When a hazard is being identified next step is to assess how much the object is hazardous. Assessment
can be done by:
1. How much it is likely that person may exposed to the hazard is identified and then we can
grade it like very likely, likely, unlikely and very unlikely.
2. Next step is to determine how severe the potential injury is like fatal, critical, major or minor.
3. Then we need to match the risk of exposure with the severity
4. Next we need to rate the risk like urgent, high, medium etc.
5. Last we need to take action to control the risk.
Most widely used risk assessment tools are:
1.
2.
3.
4.

Charts
Checklist
Scale of danger
Questionnaire

After finishing the assessment, we need to control the risk by using the hierarchy control model like:
1. Eliminate the hazard: Hazard need to be eliminated whenever possible.
2. Substitution: Hazardous substance need to be replaced or need to use modified one.
3. Isolation: Hazardous substance need to be isolated and properly labelled with marks of
hazard.
4. Engineering control: Use of engineering or design control to control the hazard at it source.
5. Administrative control: Administrative control need to be introduced.
6. Personal protective equipment: Regular inspection and continuous encouragement to the
workers of using personal protective equipment when it is need to do so according WHS
policy.

1C
In my workplace in order to manage a hazard like slip, trips or fall first step is to identify the cause of
the hazard and causes can be identified by:
1. Slips occur due to wearing inappropriate footwear or walking on a slippery surface.
2. Trips due to low obstacle which is not usually noticed like uneven edges in the flooring, loose
mats, untidy cable etc.
3. Falls can occur from a slip, trip or from stairs.
4. Doing regular inspection by walking around and looking at the workplace
5. By involving and talking with the employees
6. Also by using injury records to identify any particular trends that may show an existing
problem.
7. The workplace safety checklist in the tool box is a useful tool for identifying hazards.
When a hazard is being identified in my workplace next step is to assess how much the object is
hazardous. Assessment done by inspection of the place of incident, asking questions to the injured
worker and if there is any witness of the incident, also by seeing the injury record book any similar
incidence in the past and what actions were taken in order to improve the existing policy. Next step of
assessment is the grading of the hazard and we do the following steps:
1. How much it is likely that person may exposed to the hazard is identified and then we can
grade it like very likely, likely, unlikely and very unlikely.
2. Next step is to determine how severe the potential injury is like fatal, critical, major or minor.
3. Then we need to match the risk of exposure with the severity
4. Next we need to rate the risk like urgent, high, medium etc.
5. Last we need to take action to control the risk.
After finishing the assessment, we need to control the risk by using the hierarchy control model like:
1. Eliminate the hazard: By removing slip and trip hazards at the design stages such as
eliminating changes in floor levels and installing more power outlets to avoid trailing cords.
2. Substitution: Replace flooring by more slip resistant surface.
3. Isolation: By cordoning the area while cleaning is in progress.
4. Engineering control: Apply floor treatment to increase slip resistance, improve lightening,
adequate drainage, stop leaks etc.
5. Administrative control: Good housekeeping practice including keeping access way clean,
provide training and supervision.
6. Personal protective equipment: By wearing slip resistant footwear.
1d.
It is probable that employer must have known all the legislative procedure related to work health and
safety. In that case they need to take advice from the WHS experts. They are specially trained
regarding work health and safety issues.
Other than work health safety issues like in some aspect if an employer found that his or her employee
is suffering from any sorts of mental health issues that has been significantly affecting the employees
work performance in that case employer can talk with his employee and arrange a consultation with
mental care health worker or social worker. This will enable the employee to get back to his or her
normal health very easily if the action taken at a proper time. On the other hand, if we think we need
to install an air conditioner in the office can contact with the technical person whose work is to install

air conditioner only. Also we can think about if we want to build a new storage area and which needs
to have an adequate storage facility, civil engineer will be the ideal person to contact with.
Typical WHS experts and organizations are:
1. WHS/Health and safety committee (HSC)
2. WHS/Health and safety representative (HSR)
3. Organisations/agencies:
Safe Work Australia: http://www.safeworkaustralia.gov.au/sites/SWA
Comcare: https://www.comcare.gov.au/
State/territory WHS agencies,
2A
One of the key purposes of the Occupational Health and Safety Act 2004 is to encourage greater
participation and co-operation between employers and workers on workplace health and safety
matters. Employers must consult with workers about the followings:

Identification of hazards or risks like lifting heavy boxes, cartons, fall, frayed cord.
Making decisions on how to control risks by following WHS policies like how to lift a heavy
box, how to reduce the incidence of fall and fall related health injury, how to reduce slip,
trips.
Making decisions about the adequacy of facilities for worker welfare (such as dining
facilities, change rooms, toilets or first aid)
Resolve health and safety issues specially how to maintain the cleanliness of the dining area,
maintaining the hygiene of the equipment used in the kitchen.
Consult with workers on health and safety like if the workers have any issues related to their
health find out probable solution for those raised issues.
Monitor workers health and workplace conditions like how they are maintaining their work
stations, are they following the regulations properly, are they using personal protective
equipment in order to reduce health hazards.
Provide information and training when there is an implementation of new WHS policy or
installation of a new equipment.
Determining the membership of any health and safety committee in the workplace
Proposing changes that may affect workers health and safety, such as changes to: the
workplace plant, substances or other things used in the workplace the work performed at
the workplace
Doing any other thing prescribed by the Regulations.
Consultation is also needed for communicating information on proposed changes at work
(such as new equipment or a new work building) and for training purposes. It is important to
ensure that all employees are aware of current health and safety as well as any new additions
or changes.

Questions asked for relevant feedback

The variety of monitoring apparatuses that will be employed the emphasis and scope of each
monitoring mechanism how they are to be implemented how and when to use experts and how
they will be selected who will be involved who is responsible for ensuring that suggested
improvements are taken into account what reviews should be carried out to ensure that corrective
action has been taken how the monitoring outcomes/records are to be documented and stored who
is entitled to have access to OHS records how often the monitoring practices are to be carried out.
The frequency will depend on the nature and circumstances of each workplace.
Reference:

1. A guide for Victorian workplace consultation. 2012 (www.worksafe.vic.gov.au)

2B

Provision of safe working environment is an act of regulation in Australia. Along with the employer it
is also the responsibility of the workers to participate in WHS issues. Because it is the employee who
has to spend the most of the time in the workplace. So staff should be encouraged to involve in WHS
safety issues. They can be involved in the following processes:

Arrangement of monthly staff meeting with prior notice so that those who will be in day off
can also participate. In this way they can also prepare themselves what issues need to be
raised regarding WHS.
Staffs comments and recommendations need to be evaluated with full respect. This will
encourage them to be involved more in future.
Employers need to make them understand that their thoughts, opinions and ideas related to
WHS are for the best interest of themselves as well as for the business.
Whenever an issue arises related to WHS asked them what did they think about the cause of
the issue, how to solve the issue so that in future company can take necessary steps for
prevention.
Each and every time when there is a new change related to WHS asked them for their
feedback about the new change.
Also employer need to give worker a feedback that their recommendations have been
analysed and has been implemented. This will give them inspiration for future involvement
and maintain a safe workplace.
Also workers can be involved in WHS safety issues by asking them to participate while
inspecting the premises of the workplace. As they know better about the potential risk or
hazards existence.

2C

Documentation is very important specially anything related to legislation and for record keeping.
Each and every incident, consultation, action taken related to WHS, any new change in WHS,
risk management plan, workplace assessment, feedback from the employee needs to be
documented for legislative purpose and also for the benefit of the company.
Documentation can be done in the form of report, form or other business documentation.
Company needs to confirm clear form of documentation can be made according to the specific
need of the company. Organisational document template is available and company needs to use
them and it should contain specific company logo, using certain style, size, colour and using
certain business information like contact details and disclaimer. All reporting and documenting
should be clear in content and purpose; it should provide information and evidence in support of
WHS.
The above documentation procedure will be done following the Occupational Health and Safety
Regulation 5.2.7 section 4.

Email:
Date: 30/08/2016
To: Employers, all the workers and other related person of the company
Subject: Update of the consultation regarding record keeping process.
Dear All,
Good Day.
I would like to thanks all of you on behalf of our company for your kind participation on our
WHS Record Keeping consultation held on 25/8/2016 at 9,00am. I am going to send you all
the latest update of the conclusion that we are agreed on. This will help us all to use it as a
guideline for workplace safety and it is also a part of work health and safety regulation 2007
section 4 of part 5.2.7. We did consultation on the followings and outcomes were:

Identifying and assessing hazard or risks to health and safety in the workplace. Like
Moving any heavy things manually. We need to follow the rules of WHS in order to
prevent muscle sprain, strain or ligament injury, chronic pain, soft tissue injury etc.
Always try to use the equipment like trolley to move objects, if trolley is not available
ask for help is the best option. Never try to lift heavy box or carton alone. Employees
can also store heavier and frequently needed items at the waist level to eliminate the
lifting below the mid-thigh or above shoulder. Before start working have a look around
the workplace if anything is misplaced need to keep it in the position to make the work
area obstacle free. This will reduce the rate of slip, trip and falls.
Making decisions to control risk to health and safety in workplace. Maintain the hygiene
of the dining area and regular cleaning of the kitchen utensils and equipment is the duty
of the all. Because dining and kitchen areas are potential source of infection. So kitchen
utensils must be clean properly and place it in appropriate place after use. After using
microwave if there is any spillage of food need to clean them immediately. Fridge should
be clean regularly. When anyone kept food in the fridge it should be sealed tightly and a
roaster will be send to everyone email address for cleaning the kitchen and dining area
by turn.
Changes proposed to be implemented that may contribute to the health and safety of the
employees will be updated through meeting.

Details about every discussion will be available in a Red file named MEETING OUTCOME in
the 2nd drawer of the cabinet of my office room.
Again thanks to all.
Sincerely Yours
Rumana Ali Anee
Manager

2D
Both the employer and employees are accounted for the work health safety.
A daily routine duty:
A daily routine duty is to maintained the work area safe. In order to maintain the work area safe, it is
the duty of the employee to make sure that their work areas are kept tidy and maintained for safe
working as expected by organisation and WHS requirements. This will help prevent risk of incident or
injury and will improve work efficiency. Housekeeping should be performed every day to ensure the
work area left tidy and clean for the next shift or next working day. It should also be performed during
the working day to make sure that work area is hazard free. If work area is not organized Like if an
employee empties a carton and does not disposed it straightway in the disposal area it may cause trip
hazard.
A statutory business requirement:
It is the duty of everyone in the workplace to maintain a hazard free working environment. It may
involve: Daily inspection if anything is not left lying around after use, confirming equipment is
switched off, or not left unguarded when being used, checking cables and items are not left in the way
to cause a trip hazard and that fire doors are closed at the end of the working day, Keeping desks tidy
and replacing items used during the working day, such as work file copies or borrowed equipment
,cleaning is carried out for used equipment and return them in place, re-stocking items, such as paper
or stationery supplies, correct disposal of waste items, confirming documentation or work sheets are
updated. This should be done to work smoothly everyday otherwise any incident/accident can have
happened in no time.

A proper manual handling procedure for individuals carrying heavy objects:

In a retail sector, workers frequently need to move heavy object from storage area to showroom also
sometimes need to unload when situation arises. By following the regulation of WHS heavy lifting
can be done in a risk freeway. At first check the item being lifted for weight and how to hold, if the
item is too heavy ask for help, when ready to lift, pace feet correctly then feet apart, one foot beside
the load and one slightly behind it then bend knees and keep a straight back then grip firmly with both
hands and keep close to the body then raise head and pull the chin in to help keep back straight, next
tighten stomach muscles to help support back then straighten legs to lift to waist level and never twist
the body, to turn and move should use feet and to finish to put the item down, use the same process of
carefully bending the knees with a straight back and make sure the item is not placed on feet or toes.
If not follow the rules injuries with manual work can develop over a period of time or suddenly due to
repetitive or sustained force, high or sudden force, strain to the posture or parts of the body.

A process for maintain food hygiene in the fridge:

It is the duty of everyone both employee and employer should maintain cleanliness of the dining area and
its equipment. Because different people using the same fridge so it is very easy to food get contaminated.
Contamination occur by bacteria and mould from food left in the fridge or left them uncovered. So food
should not be left in the fridge more many days, while keep it in the fridge it should be properly covered
and if possible staff should take away their left over on daily basis. If something need to be kept for a
period to time it should be labelled properly with length of time mentioned on it. so that old food may be
identified. Organise for the refrigerator to be emptied at regular intervals and cleaned on a regular basis in
line with the manufacturers directions. If not done, then it may be a potential source of infection for
worker which may leads to gastro.
2E

How to conduct an induction process:

The induction process is the honeymoon period of a new employee in an organization. It generally
occurs during the first few days after an employee joins a company, and during the induction time the
employee is made aware of the policies, legal obligations, goal of the company, job role requirement,
duration of working hours, holiday entitlement, sick leave, disciplinary procedure, emergency
procedure. As a part of induction, the employee may also participate in training for their new role.
To make an induction successful and effective, HR will follow several steps. Like:

Decide the aim of the induction: HR will communicate with the employee manager about the
goal of the induction.
Group the newcomers: It will be wise to make a group of the newcomers to depending on the
recruitment rate.
Communicate about the process: Inform the employee ahead of time and asked them to
confirm their participation.
Selection of the communication medium properly: Audio-visual communication medium is
always preferable and it makes the session lively also.
Plan what the session going to cover: Detailed information about policies, legislation, goal,
job requirement, training and administrative issues.
Confirm the venues availability and other amenities: Usually done in the board room or
auditorium. If company has no facility of these need book it and confirm availability of other
amenities.
Provide breaks and snacks.
Need to make the induction process interactive,
Provision of all necessary training and
Ending with question and answer session.

In order to make safe training more improved than last one it is better to use:

Lots of visual and avoid heavy text based training.

Use more stories because stories and metaphors provide an emotional connection to
information.
Need to use more positive language like what they can do rather than what they cant do.
More involvement of the seniors of the company because the drive the culture.
Always try to answer of the why question along with how.
Ensuring that induction is an active process of learning rather than passive.
Using quizzes in induction training improve message recall and retention.

If face to face training option is not possible then employer can arrange:

Reference:

Online training
On the job training

1. www.safeworkaustralia.gov.au

3A
The record keeping procedure is important as data collected will help with identifying trends of injury,
and employer will be able a solution to be found to prevent recurrence. This aims to prompt
supervisors to ensure that immediate remedial action is taken and to notify the incident to Worksafe
Victoria. So whenever an accident or an incident happened as a manager need to documented all the
things for legal requirement and record keeping purpose. Even the incident or accident is minor.
Its important to capture the main details of the injury. The record must include:
Injured workers name, occupation or job title
The time and date of the injury or illness
Exact location when and how they were injured or became unwell
The nature of the injury or illness and what parts of their body were affected
The names of any witnesses to the injury or illness
The date you were notified of the injury or illness
The name of the person completing the register, if they are not your injured worker. Any first aid
provided on site and whether person need to attend the hospital. What was the outcome
For risk assessment as a manager need to do some investigation. Such as:
The work practices that were being undertaken
The employees skills and experience to carry out the task being undertaken when the injury
occurred
The time of day in which the incident occurred
The number of hours that the employee had been on duty, and what rest breaks were taken
Weather conditions
Informations that can be extracted from the records are:
Do the workers follow the WHS policy?
Does the existing WHS policy need any change?
Is it necessary to arrange an updated training session?
Accident/incident reporting will need to be communicated to all employees and explained thoroughly.
The Register of Injuries will help to identify hazards in workplace that need attention. Also by looking
at the register regularly can make changes where necessary to prevent further injuries. Also record the
actions have taken to fix an unsafe situation identified in the register.

Reference
1. www.safeworkaustralia.gov.au
2. www.gbcma.vic.gov.au/ohs

3B
Workplace needs to be monitored frequently because accident/incident can have happened in no time.
Incident/ accident can occur in different form also depends on the work place and variation of work
was done at that particular time.
Such as if a slip, trip or fall occurred in workplace as a manager attend the injured worker, take the
details of the event, provision of first aid and if necessary arrange transfer to the hospital. All these
events need to be kept in injury registrar book in details for legislative purpose. Then I need find out
the cause behind the incident/accident, any associated risk factor was present or not. The causes of
incidents/accidents fall into three categories. Immediate causes may include came in contact with
sharps and harmful substances. Underlying causes may include irresponsible behaviour and unsafe
working conditions. There may also be root causes which lead to potentially serious scenarios. Such
grounds should be recognized at first instance so that undesirable events have the minimum possible
effect on organisation. This steps are essential for risk assessment and review of the workplace. Then
next step is to inform Worksafe Australia, returning to work should be start with suitable duties and
also inform the injured person about compensation claim wherever it is necessary.
It is obligatory to compliant with the record keeping policy about the event of accident/incident for
legislative purpose. My organisation keeps records that needs to be reviewed for legal reasons. Other
agencies may need these evidence for legal issues. WHS experts like HSR, HSC or others will need to
consult and decide if my organisation is meeting the current legislation according to the Occupational
Health Safety Regulation act 2007 section 5.
In order to check the legal compliance, the record keeping policies and procedures needs to be
evaluated. Evaluating record-keeping policies includes:
Checking current record-keeping follows all legal requirements
Making sure information is captured correctly and accurately
All required information is being recorded
New processes and procedures are reviewed for record-keeping requirements
Appropriate storage, access and retrieval of records.
It is required to continually update WHS policies and procedures in accordance with the development
of the business. Regular inspection is a must and confirm that employees are accounting for health
and safety. Apparatus should be correctly maintained and stored safely. Also need to encourage
employee to give feedback and respond if there are any concerns. Similarly need to think about
variety of what if scenarios and develop strategies and measures consequently. For the profit of my
workplace a process of continuous improvement should be established.

4A
Health safety issue is an important component for any workplace in Australia. The employer has a
duty of care under Section 21(2)(c) of the 2004 OHS Act to 'maintain, so far as is reasonably
practicable, each workplace under the employer's management and control in a condition that is safe
and without risks to health'.
For a safe working environment lighting system is an important factor. For a typical retail sector if
light facility is not meeting the quality according to the Health Safety Regulation act 2007, workers
can suffer from different sorts of health issues like:
1.
2.
3.
4.
5.

Slips, trips or falls can have happened easily due to inadequate lighting facility
Worker will not be able to concentrate in their work, so they can do mistake very easily
Workers performance will decline very easily
Visual problem and eyes get stressed very easily due to constant pressure on eyes
Also due to dim light they will maintained an awkward posture which leads to
musculoskeletal problem.

As the employees are facing this issue constantly it is always a good idea to consult with them. So a
meeting can be arranged with a prior notice having enough time in hand so that everyone can
participate. This is a crucial step for the benefit of the organisation and also to maintain WHS code.
All the employees should be encouraged to express their concerns and consideration for WHS. Then
priorities can be ordered according to the raised issues to maintain health and wellbeing of the
workers. Most commonly asked questions are:
1.
2.
3.
4.

What kind of common health issues they are facing most?

How inadequate lighting system affecting their performance and in what extent?
Any kind of health hazard that leads to take leave from work?
Is there any glare problem?

So when the employer is aware of the problem after discussion with the workers next step is to do the
inspection. The adequacy of workstation size, space and lighting should be checked by observations
during a workplace inspection, in consultation with workers and in consideration of the types of tasks
they are carrying out. An occupational hygienist can be consulted to measure and assess lighting
levels (known as Lux readings). There is an Australian Standard (AS/NZS 1680.1:2006 Interior and
workplace lighting General principles and recommendations) that provides recommendations for
lighting in interiors of buildings to enhance the performance and comfort of those performing visual
tasks. It deals with illuminating essential task details, using both artificial light and daylight, while
controlling or excluding factors that might cause visual discomfort.

4B
In order to prevent the hazard related to dim light an action plan is very important. By developing a
plan, we can solve the issues according to WHS code. Also employer may want to order WHS
requirement in different areas of the workplace. To schedule tasks and plan timelines, employer can
use a Gantt chart to map out requirements. A Gantt chart is a visual representation of a project
schedule that shows what has to be done within the project of dim light and when it needs to be done
by.

To prevent the slips, trips and falls due to dim light employer need to contact with the expert of WHS
and do according to the advice given by the expert. Depends on location of workplace, source of light
and whether the lighting facility of the building is maintained according to the building code. In the
meantime, employer can provide instruction and training until the issue has been resolve. Can do the
following:
1.
2.
3.
4.
5.
6.
7.

Workers should take time and pay attention to where are they going
Adjust stride to a pace that is suitable for the walking surface and the task doing
Walking with the feet pointed slightly outward making wide turn at corner.
Walking areas should be clear from obstacles or clutters
Maintain the good condition of the floor
Using flash light while enter a dark room like storage area.
Ensuring that things are carrying or pushing do not prevent from seeing any obstruction

In order to prevent lose concentration and eye strain workers can work in turn and take break at a
frequent interval of time.
The lighting in a workplace needs to allow employees and others to move about easily. It needs to
allow them to carry out their work effectively, without adopting awkward postures or straining their
eyes to see.

4C
The potential barrier for work place improvement
The potential barriers for the work place improvement can come from different sources. Some of the
barriers may be avoidable and some or not. Also the barriers of improvement depend on the type of
the industry or business person is working. For a typical working place barriers of improvement
where workers have to work in dim lit area for work health safety are the followings:
1. Financial constrain: Financial constrain issue can arise from unplanned budget.
2. Restriction: Most of the retail shops are rented and restriction by the owner of the premises
like no further constructional work.
3. Negative response and attitude from the employee
4. Not enough time spend for the improvement of the workplace for maintain health and safety
of the employee
5. Lack of communication or misunderstanding of the priority need may also act as barrier for
the work place safety improvement.
6. Review of the plan regularly to see if the barriers still exist.
Monitor
In order to monitor the improvement employer, need to established a sound process. Organisational
achievement should be monitored to ensure that attainments can be measured and assessed
consequently. Whenever a task is done proper future planning is necessary. If needed can take help
from the WHS expert.
These processes will allow to monitor and control improvements, thus ensuring adjustments and
updates can be made along the way if needed. Improvement plans will also provide the means to
check progress and work against any organisational plans. It can help to ensure that improvements
stay in line with organisational objectives. By planning improvements, it allows employer to make
periodic checks against organisational plans to update elements as necessary. For example,
organisation may have made improvement plans to change the interior to increase work consumers

attraction. Organisational plans may not take into consideration that additional staff may be required
to operate in a new environment and a revision of staff resources or staff training may be needed prior
to proceeding with the intended improvements.
Processes may include:
Reviewing plans with management and/or HSC
Evaluating organisational needs and WHS requirements
Assessing required improvements
Obtaining approval from the PCBU
Developing action and implementation plans
Producing schedules and timelines
Obtaining approval for costings/budget
Review of required resources
Final review of plans.