1. Policy Statement

Safety Elements is committed to ensuring the health, safety, and wellbeing of all workers, independent consultants, and clients who deliver or receive our services. This commitment extends to providing safe working conditions, identifying and managing workplace hazards, and fostering a culture of proactive health and safety practices.

2. Compliance

This policy is aligned with the Occupational Health and Safety Act 2004 (Vic) and associated regulations. When delivering training outside of Victoria, Safety Elements complies with the Model Work Health and Safety Act and relevant state or territory-specific legislation and codes of practice.

Safety Elements is dedicated to adhering to all applicable laws and industry standards to ensure the health, safety, and well-being of its workers, contractors, and clients across all operational locations.

3. Scope

This policy applies to all Safety Elements workers, including employees and independent consultants, as well as clients and any third parties interacting with the business during service delivery.

4. Identified Workplace Hazards

The following hazards have been identified as priorities for management:

4.1. Manual Handling and Office Ergonomics

• Prolonged use of computers and mobile devices.
• Prolonged standing when delivery onsite training
• Lifting and carrying training materials or equipment.

4.2. Driving

• Travel to and from client sites using personal vehicles.

4.3. Bullying and Harassment

• Potential inappropriate behaviour from clients or training participants.

4.4. Unsafe Practices in Client Premises

• Risks posed by clients’ failure to maintain safe working environments.

5. Risk Management

5.1. Formal Risk Assessments

• Formal risk assessments are conducted for all identified risks and reviewed every six months or following incidents.

5.2. Use of Bright HR Software

Safety Elements leverages Bright HR software to manage HR and OHS documentation and compliance efficiently. All employees and independent consultants are provided access to the platform and its mobile app, enabling them to:

• View policy documents and risk assessments.
• Report hazards and incidents promptly.
• Participate in consultations on health and safety matters.

This system ensures seamless communication, transparency, and accessibility for all workers, fostering a proactive approach to workplace health and safety.

5.3. Risk Register and Job Safety Analyses (JSAs)

• A risk register is maintained and updated regularly. During induction, hard copies are provided to all employees and consultants, and digital copies are accessible via the Bright HR platform.
• JSAs address specific safety requirements for delivering corporate training at client-designated locations. Consultants review the relevant JSA during Pre-Arrival Preparation to identify and address site-specific risks before training begins.
• Clients are provided with a copy of the JSA for health and safety trainers upon confirmation of booking.

5.4. Client Safety Checklists

• Once a booking is confirmed, a health and safety checklist is completed in consultation with the client. On the day of delivery, each consultant completes a pre-start checklist, which is available to the client on request.

5.5. Incident Reporting

• An Incident Reporting Form is available on the website to facilitate safety incident reporting by clients and workers. Anonymous submissions are accepted to encourage open reporting.

5.6. Anonymous Reporting Policy

• Safety Elements adheres to a zero-tolerance approach to “inaction” when issues are reported. For instance, if an anonymous report highlights a safety concern, a coaching session with the involved worker or consultant is initiated to reflect on the JSA and training evaluations, fostering continuous improvement. 
• For serious safety breaches or allegations of misconduct, Safety Elements conducts evidence-based investigations in consultation with the client. The investigations adhere to procedural fairness and prioritise the wellbeing of all parties involved.

6. Responsibilities

6.1. Director Responsibilities

Victoria Beresford, as the Director, has the primary duty of care to ensure the health and safety of workers and consultants. Key responsibilities include:

• Ensuring compliance with the Occupational Health and Safety Act 2004 (Vic).
• Providing resources, training, and support to manage risks effectively.
• Reviewing and maintaining the risk register, policies, and procedures every six months or after incidents.
• Managing consultation processes for addressing health and safety concerns.

6.2. Worker and Consultant Responsibilities

All employees, workers and consultants are responsible for:

• Complying with health and safety policies and procedures.
• Reporting hazards, incidents, or unsafe practices using Bright HR or other communication methods.
• Participating in consultations and training on health and safety.
• Using equipment and resources safely.
• Escalating unsafe practices at client venues to the Director.

6.3. Client Responsibilities

Clients are responsible for:

• Providing a safe working environment that meets legal standards.
• Communicating known hazards or risks associated with their premises.
• Providing consultants with short safety briefings, including bathroom locations and emergency evacuation procedures.
• Addressing safety concerns raised by Safety Elements consultants.
• Ensuring training participants adhere to codes of conduct to minimise risks of bullying, harassment, or aggression.
• Cooperating with pre-engagement safety assessments and implementing necessary adjustments.

7. Employee Assistance and Wellbeing

Safety Elements is committed to fostering a safe and supportive work environment.

7.1. Employee Assistance Program (EAP)

• For serious incidents or injuries, Safety Elements engages external EAP providers for ad hoc support services.
• If a risk assessment determines the need for ongoing EAP services, they will be provided in consultation with stakeholders, including employees, contractors, and relevant management representatives.

7.2. Mental Health and Wellbeing Resources

• Workers have access to resources and online learning modules focused on mental health and wellbeing, including guidance on accessing professional support services.

7.3. Induction and Training

• Induction includes a thorough review of all risk assessments and JSAs relevant to the role, ensuring new hires fully understand their content and application.
• Online training is provided on hazards specific to roles.
• Refresher training is conducted annually, with microlearning sessions and safety chats throughout the year.

7.4. Insurance Coverage

• Employees are covered by workers’ compensation insurance.
• Independent consultants must provide copies of their ABN details and Certificates of Currency for public liability insurance.

8. Monitoring and Review

8.1. Policy Review

• This policy and associated procedures are reviewed every six months or after incidents.

8.2. Stakeholder Feedback

• Feedback from workers, consultants, and clients is collected through surveys, interviews, and regular consultations and is incorporated into reviews to ensure continuous improvement.
• Additionally, employees, workers, and consultants can provide feedback or report hazards and incidents via the Bright HR and Safety App.
• The Safety Elements website has also included a reporting form to facilitate this process.

8.3. Communication

• Changes to this policy are promptly communicated to all stakeholders.