BSBCMM511 - Policies and Procedures - Phuoc Duong - 14 Apr

OZHOUSE CLEAN COMPANY
POLICIES AND PROCEDURES
PURPOSE
This policy and procedure manual outlines your roles and responsibilities as an employee of OzHouse Clean
Company. This policy will outline the expectations the company has of all employees and establishes the
framework for your legal obligations when working within this company.
SCOPE
This policy applies to all employees, contractors and visitors within and to the OzHouse Clean Company. It is
your responsibility to be aware of the contents of this manual.
POLICY STATEMENT
It is an expectation that when working with OzHouse Clean Company that you work effectively with diversity
and with others in general. You are expected to comply with the laws and regulations required by Australian
Law, including but not limited to the following:
 Fair Work Act 2009
 Australian Human Rights Commission Act 1986
 Age Discrimination Act 2004
 Racial Discrimination Act 1975
 Disability Discrimination Act 1992
 South Australian Equal Opportunity Act 1984
 Sex Discrimination Act 1984
 Privacy Act 1988
Failure to follow these regulations will result in instant dismissal from the OzHouse Clean Company.
It is a requirement when working with OzHouse Clean Company that you comply with the Work Health and
Safety Act 2012. You will be provided with training and the necessary personal protective equipment to
safely complete your work; however, it is your responsibility to understand your obligations and to utilise
the equipment as and when required.
Page 1
PROCEDURE
If at any point you feel you have been unfairly treated, you are to contact your direct supervisor for
guidance, support, and rectification. The process will be escalated through the chain of command by your
supervisor, depending on the severity of the circumstances.
If you are unsatisfied with the outcome of this process, you may contact the Fair Work Ombudsman for
further clarification and action.
If a complaint has been made against you, your immediate supervisor will address this with you privately.
This will then follow the same escalation process, and may involve mediation sessions, meetings, and
disciplinary actions, depending on the severity of the circumstances
If you feel the actions taken were unjust, you can contact the Fair Work Ombudsman for further information
and action.
RELATED LEGISLATION AND DOCUMENTS

For further information you can access the links provided below:
- https://www.legislation.gov.au/Details/C2017C00323
- https://www.legislation.gov.au/Series/C2004A04426
- https://www.legislation.sa.gov.au/LZ/C/A/EQUAL%20OPPORTUNITY%20ACT
%201984/CURRENT/1984.95.AUTH.PDF
- https://www.legislation.sa.gov.au/LZ/C/A/WORK%20HEALTH%20AND%20SAFETY%20ACT
%202012.aspx
- https://www.fairwork.gov.au /
FEEDBACK
You may provide feedback about this document by emailing the HR Manager via email:
[email protected]
Page 2
Meeting Policy and Procedures
Policy and Procedures

Internal communication policy
Internal communication includes online and offline communication between an employer and it’s
employees. It can be one way or two-way communication. Effective two-way internal communications
methods include:
• Email/Newsletters – You can add a poll to your newsletters to increase engagement or embed a
video where your readers are able to leave comments. Add a survey link as well tolearn more about
your audience.
• Forums/Chats – Set up a forum where your employees can go and ask questions on particular
topics and get answers from others on topics.
• Social Media Rooms and Groups – Set social media rooms and groups up so employees have the
chance to interact with management, other colleagues and use this as a place to collaborate and
share ideas.
Meeting policy
OzHouse Clean convenes a range of meetings, including regular staff meetings, meetings to discuss specific
projects or issues, management meetings and client meetings. Only the executive team should arrange and
chair meetings. No information should be shared with other staff unless agreed on at the executive team
meeting.
All formal meetings must be properly convened in accordance with the following guidance.
All intended meeting attendees should receive the following within two days of a meeting:
• the place, date and time of the meeting
• the business to be considered at the meeting
Appointments
All client appointments must be confirmed with an email, even if they have been confirmed by both parties
on the telephone.
All employees are expected to attend all appointments with clients and with colleagues when they have
been confirmed by both parties. If one party cannot attend due to a planning conflict, every effort must be
made to negotiate a rescheduling for the meeting at a time that is beneficial to all.
To ensure that appointment rescheduling has as little impact on the company as possible, appointments
should be prioritised. The highest priority appointment should be carried out as planned, and the lower
priority meeting rescheduled.
Meetings can only be carried out successfully when they are well attended.
OzHouse Clean expects every employee to attend all meetings that they are invited to attend.
If they cannot attend, they must send their apologies to the meeting’s chairperson.
Page 3
Meeting rules
Meetings must be run in a democratic way as follows:
• Make sure that everyone at the meeting gets a say. This can mean that some people who tend to
dominate should be stopped, and quieter people should be encouraged to say what they think.
• Limit the amount of time each staff member can have to speak on a matter
• Make sure that there are clear decisions on the matters being discussed, which everyone understands.
• It is especially important that the person taking the minutes has the opportunity to write down what is
agreed, and it can sometimes be a good idea to stop and check that everyone is happy with what has
been recorded as the resolution passed. (For further information, see Minutes).
Implementing these suggestions is properly the role of the chairperson.
Meeting agenda
The purpose of a agenda is to inform the staff of when and where the meeting will be, as well as what will
be discussed and done at the meeting.
An agenda and any reports for consideration should be sent out far enough in advance for them to be read
and considered.
The minimum time that a notice may be sent before the meeting is 5 working days. This must be strictly
adhered to.
Agendas must be sent by email to each individual staff member.
A typical agenda briefly sets out what matters will be covered and in what order. If staff members are
notified of the business to be conducted at the meeting, then the meeting must be confined to dealing with
those matters. The chairperson needs to ensure that any new agenda items raised during the meeting are
put on the agenda for the next meeting and are not discussed at the current meeting. This allows staff
members time to consider matters properly.
Chairperson
A meeting must have a chairperson to chair the proceedings. This will usually be the person who organizes
the meeting and sends out the agenda. The chairperson is required to control the meeting procedures and
has the task of:
• nominating or requesting a staff member to take meeting minutes (see following section)
• making sure proper notice is given and that there is an agenda, listing all items that need to be covered
• checking (and, usually, signing) the minutes of previous meetings if applicable
• keeping time (this is important, to ensure the meeting gets through its business in the allocated time)
• dealing with the order of business
• facilitating discussion
• keeping order
• ensuring that everyone has an opportunity to speak
Page 4
• making sure that decisions are reached on issues that are discussed and that everyone understands
what the decisions are declaring the meeting closed.
Page 5

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OZHOUSE CLEAN COMPANY

POLICIES AND PROCEDURES

RELATED LEGISLATION AND DOCUMENTS

Policy and Procedures

• the business to be considered at the meeting

• checking (and, usually, signing) the minutes of previous meetings if applicable

• dealing with the order of business

• ensuring that everyone has an opportunity to speak

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