Right now, there’s a flood of compliance requirements stemming from the contractor management programs that work providers have implemented.
Dianne Rawlings of Risk Management Essentials explains the basics of compliance. Work providers have a responsibility, through chain of responsibility, to ensure that their contractors adhere to the WHS Act legislation and applicable Australian Standards.
It’s a lot to handle, and I’m sure many of you are struggling to navigate these challenges. As experienced industry consultants the key evidence required. includes: communication, registers, and training.
Breaking it down
Work Health & Safety Act - WHS (OH&S Vic) Act is fundamentally built on the principles of ‘communication and documentation’. Unfortunately, as our legislators see it, if you can’t provide evidence, it’s as if it didn’t happen. This is why thorough documentation is crucial to your compliance.
Communication - Effective communication is crucial for WHS compliance. Regularly update employees on hazards, procedures, and protocols via meetings and toolbox talks. Ensure safety documentation like Safe Operating Procedures and emergency preparedness is easily accessible and encourage reporting of hazards. Monthly recorded meetings/toolbox talk with team signoffs support compliance.
Hazardous Chemical Register - Maintain a manifest of chemicals and up-to-date Safety Data Sheets (ask your paint company). Provide additional documentation for thinners and cleaning products.
Risk Assessment - Document risks, initial and residual ratings, and controls for the refinish department. Include risks like paint mist inhalation and ventilation effectiveness. While some work providers request that all team members sign the assessment, this is not a legislative requirement.
Equipment Maintenance Register - Track the last service date, due date, and who performed it for equipment like hoists, electrical tests, welders, spray booths, air lines/compressors, and fire extinguishers. Failure to maintain this equipment can lead to prosecution and fines - more so if you have an incident.
Training register - This is a requirement for businesses to meet compliance with safety obligations and ensure employees are equipped to perform their duties safely. The register is essential for verifying compliance during inspections and audits, and it helps to identify any gaps in training that need to be addressed to maintain a safe workplace.
Safe Operating Procedures (SOPs) - These outline the steps and precautions required to safely perform a specific task or operation. It serves as a detailed guide for employees to follow, ensuring that all safety measures are observed to prevent accidents and injuries. For example, a SOP for operating a hoist might include instructions on pre-operation checks. SOPs help standardise operations and maintain a consistent safety culture, ensuring employees have read and understood the SOP and signoff is required.
Cyber Compliance - This focuses on the privacy, access, and storage of information. If you use a quoting platform like iBodyshop, which has SOC3 data security accreditation and you don't store customer private details elsewhere, you should meet current cyber requirements. For other platforms and accounting programs, ISO27001 accreditation is sufficient. Verify supplier accreditations, use cloud-based platforms, and restrict access to vetted employees.
Signs of Modern Slavery – these can include poor working conditions, unusual working hours, lack of freedom, controlled or coerced behaviour, debt bondage, inadequate wages, isolation, fraudulent practices. Develop a clear policy that outlines your commitment to preventing the above and ensure this policy is communicated to your staff and suppliers.
Psychosocial Hazards – that’s another whole article
Compliance can be challenging due to awareness, training, and time constraints. Industry consultants can offer valuable assistance in managing these processes, so my key message is to seek help if needed and avoid handling these tasks alone.