CBLM Perfoming Safety Workplace and Practices

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COMPETENCY BASED
LEARNING MATERIALS
Performing Workplace and Safety
Practices
PROF. JAYSON. D. CABATUANDO
PROF. JAYSON D. CABATUANDO 1

Unit
descriptor
Table of Contents
Glossary....................................................................................................... 8
Element 1: Identify workplace health, safety and security

responsibilities.......................................................................................... 10
Element 2: Develop and maintain framework to maintain workplace

health, safety and security ...................................................................... 39
Element 3: Implement procedures for identifying health, safety and

security hazards and risks........................................................................90
Element 4: Implement procedures for assessing health, safety and

security risks........................................................................................... 108
Element 5: Implement procedures for controlling health, safety and

security risks........................................................................................... 129
Element 6: Investigate injuries, illnesses and incidents.......................142
Element 7: Evaluate the organisation’s health, safety and security

effectiveness........................................................................................... 152
Recommended reading............................................................................160

Unit
descriptor
Unit descriptor
This unit deals with the skills and knowledge required to in a range
of settings within the hotel and travel industries workplace context.
Element 1:
Identify workplace health, safety and security responsibilities
Performance Criteria
1.1 Describe the legislated rights and obligations of employers
1.2 Describe the legislated rights and obligations of employees
1.3
Describe the health, safety and security policies of the host employer
Element 2:
Develop and maintain framework to maintain workplace health, safety an
2.1
Prepare job descriptions that incorporate health, safety and security responsibilities
2.2 Establish working relationship with management
2.3 Create health, safety and security reporting structure
2.4 Disseminate information on health, safety and security
2.5 Initiate workplace health, safety and security training
2.6
Develop health, safety and security records and allied documentation
Element 3:
Implement procedures for identifying health, safety and security hazar
3.1 Conduct physical workplace inspections
3.2 Encourage staff to report workplace hazards and risks
3.3 Analysis of internal records
3.4 Address risk identification at planning and purchasing stages
3.5 Monitor industry sources of workplace hazards and risks
Element 4:
Implement procedures for assessing health, safety and security risks
4.1 Identify those to be involved in assessment
4.2 Schedule risk assessments
4.3 Apply risk assessment activities
4.4 Record deliberations at risk assessment meetings
4.5 Facilitate meaningful and effective consultation
4.6 Adopt ‘safe place’ rather than ‘safe person’ approach
4.7 Prioritise risks levels
4.8 Finalise assessment and take action
Element 5:
Implement procedures for controlling health, safety and security risks
5.1 Plan for implementation of the control
5.2 Initiate the control
5.3 Monitor the control
5.4 Take remedial action where necessary

Unit
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Element 6: Investigate injuries, illnesses and incidents

6.1 Describe how to notify injury, illness or incident
6.2 Investigate injuries, illnesses or incidents
6.3 Identify causes of injuries, illnesses or incidents
6.4 Implement remedial action
Element 7:
Evaluate the organisation’s health, safety and security effectiveness
7.1
Review and assess the effectiveness of the systems that have been put in place
7.2 Implement improvements, where necessary
7.3 Assess compliance with legislated and internal requirements

Oral
Work Written
Question
Projects Questions
s
Element 1: Identify workplace health, safety and security responsibilities
1.1 Describe the legislated rights and

1.1 1 1
obligations of employers
1.2 Describe the legislated rights and

1.2 2 2
obligations of employees
1.3 Describe the health, safety and

1.3 3 3
security policies of the host employer
Element 2: Develop and maintain framework to maintain workplace health,

safety and security
2.1 Prepare job descriptions that

incorporate health, safety and 2.1 4 4
security responsibilities
2.2 Establish working relationship with

2.2 5 5
management
2.3 Create health, safety and security

2.3 6 6
reporting structure
2.4 Disseminate information on health,

2.4 7 7
safety and security
2.5 Initiate workplace health, safety and

2.5 8 8
security training
2.6 Develop health, safety and security

2.6 9 9
records and allied documentation
Element 3: Implement procedures for identifying health, safety and security

hazards and risks
3.1 Conduct physical workplace

3.1 10 10
inspections
3.2 Encourage staff to report workplace

3.2 11 11
hazards and risks
3.3 Analysis of internal records 3.3 12 12
3.4 Address risk identification at

3.4 13 13
planning and purchasing stages
3.5 Monitor industry sources of 3.5 14 14

Oral
Work Written
Question
Projects Questions
s
workplace hazards and risks
Element 4: Implement procedures for assessing health, safety and security

risks
4.1 Identify those to be involved in

4.1 15 15
assessment
4.2 Schedule risk assessments 4.2 16 16
4.3 Apply risk assessment activities 4.3 17 17
4.4 Record deliberations at risk

4.4 18 18
assessment meetings
4.5 Facilitate meaningful and effective

4.5 19 19
consultation
4.6 Adopt ‘safe place’ rather than ‘safe

4.6 20 20
person’ approach
4.7 Prioritise risks levels 4.7 21 21
4.8 Finalise assessment and take action 4.8 22 22
Element 5: Implement procedures for controlling health, safety and security

risks
5.1 Plan for implementation of the

5.1 23 23
control
5.2 Initiate the control 5.2 24 24
5.3 Monitor the control 5.3 25 25
5.4 Take remedial action where

5.4 26 26
necessary
Element 6: Investigate injuries, illnesses and incidents
6.1 Describe how to notify injury, illness

6.1 27 27
or incident
6.2 Investigate injuries, illnesses or

6.2 28 28
incidents
6.3 Identify causes of injuries, illnesses

6.3 29 29
or incidents
6.4 Implement remedial action 6.4 30 30

Oral
Work Written
Question
Projects Questions
s
Element 7: Evaluate the organisation’s health, safety and security

effectiveness
7.1 Review and assess the effectiveness

of the systems that have been put in 7.1 31 31
place
7.2 Implement improvements, where

7.2 32 32
necessary
7.3 Assess compliance with legislated

7.3 33 33
and internal requirements

Glossary
Term Explanation
Act A piece of law
Assessment The act of assessing; appraisal; evaluation
A meeting for deliberation, discussion, or

Consultation
decision
To check, regulate, manage, eliminate or

Control
prevent the flourishing or spread of
Disseminate To distribute
An influence on the business caused by a

External person, law or pressure from outside the
business
Framework A structural plan or basis of a project
The general condition of the body or mind

Health
with reference to soundness and vigour
Any system of persons or things ranked one

Hierarchy
above another
HSR Health and Safety Representative
Induction The act of inducting; introduction; initiation
The act of inspecting or viewing, especially

Inspection
carefully or critically
An influence on the business caused by a

Internal
person or pressure from within the business
KPI Key Performance Indicator
KRA Key Result Area
Legislation A law, regulation of code of practice
An act or instance of notifying, making

Notification
known, or giving notice; notice
Term Explanation
Something by which a person is bound or

obliged to do certain things, and which arises
Obligation
out of a sense of duty or results from custom,
law, etc.
OSH refers to ‘Occupational Safety and

Health’. In some countries the term OHS
‘Occupational Health and Safety’ is used. The
OSH
concept is identical and relates to workplace
health and safety policies, procedures and
practices.
Prioritise To arrange or do in order of priority
A particular burden of obligation upon one

Responsibility
who is responsible
That which is due to anyone by just claim,

Right
legal guarantees, moral principles
The state of being safe; freedom from the

Safety
occurrence or risk of injury, danger, or loss
Freedom from danger, risk; precautions taken

Security to guard against crime, attack, sabotage,
espionage
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PROF. JAYSON D. CABATUANDO
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responsibilities
Information Sheet 4.1-1

Identify workplace health, safety and security
responsibilities
Describe the legislated rights and obligations of

employers
LEARNING OBJECTIVES:
a. Identify workplace health, safety and security responsibilities
b. Describe the legislated rights and obligations of employers
What is occupational health and safety?
Occupational health and safety is a discipline with a broad scope

involving many specialized fields. In its broadest sense, it should aim at:
 the promotion and maintenance of the highest degree of physical,

mental and social well-being of workers in all occupations;
 the prevention among workers of adverse effects on health

caused by their working conditions;
 the protection of workers in their employment from risks resulting

from factors adverse to health;
 the placing and maintenance of workers in an occupational

environment adapted to physical and mental needs;
 the adaptation of work to humans.
In other words, occupational health and safety encompasses the social,

mental and physical well-being of workers, that is the “whole person”.
Successful occupational health and safety practice requires the

collaboration and participation of both employers and workers in health
and safety programmes, and involves the consideration of issues
relating to occupational medicine, industrial hygiene, toxicology,
education, engineering safety, ergonomics, psychology, etc.
Occupational health issues are often given less attention than

occupational safety issues because the former are generally more
difficult to confront. However, when health is addressed, so is safety,
because a healthy workplace is by definition also a safe workplace. The
converse, though, may not be true - a so-called safe workplace is not
necessarily also a healthy workplace. The important point is
that issues of both health and safety must be addressed in every
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workplace. By and large, the definition of occupational health and safety

given above encompasses both health and safety in their broadest
contexts.
Poor working conditions affect worker health and safety
 Poor working conditions of any type have the potential to affect a

worker's health and safety.
 Unhealthy or unsafe working conditions are not limited to

factories — they can be found anywhere, whether the workplace
is indoors or outdoors. For many workers, such as agricultural
workers or miners, the workplace is “outdoors” and can pose
many health and safety hazards.
 Poor working conditions can also affect the environment workers

live in, since the working and living environments are the same for
many workers. This means that occupational hazards can have
harmful effects on workers, their families, and other people in the
community, as well as on the physical environment around the
workplace.
A classic example is the use of pesticides in agricultural work. Workers

can be exposed to toxic chemicals in a number of ways when spraying
pesticides: they can inhale the chemicals during and after spraying, the
chemicals can be absorbed through the skin, and the workers can
ingest the chemicals if they eat, drink, or smoke without first washing
their hands, or if drinking water has become contaminated with the
chemicals.
The workers' families can also be exposed in a number of ways: they

can inhale the pesticides which may linger in the air, they can drink
contaminated water, or they can be exposed to residues which may be
on the worker's clothes. Other people in the community can all be
exposed in the same ways as well. When the chemicals get absorbed
into the soil or leach into groundwater supplies, the adverse effects on
the natural environment can be permanent.
Overall, efforts in occupational health and safety must aim

to prevent industrial accidents and diseases, and at the same time
recognize the connection between worker health and safety, the
workplace, and the environment outside the workplace.
Why is occupational health and safety important?
Work plays a central role in people's lives, since most workers spend at
least eight hours a day in the workplace, whether it is on a plantation, in
an office, factory, etc. Therefore, work environments should be safe and
healthy. Yet this is not the case for many workers. Every day workers all
over the world are faced with a multitude of health hazards, such as:
 dusts;
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 gases;
 noise;
 vibration;
 extreme temperatures.
Unfortunately some employers assume little responsibility for the

protection of workers' health and safety. In fact, some employers do not
even know that they have the moral and often legal responsibility to
protect workers. As a result of the hazards and a lack of attention given
to health and safety, work-related accidents and diseases are common
in all parts of the world.
Costs of occupational injury/disease
How much
does an
occupatio
nal
disease or
accident
cost?
Work-related accidents or diseases are very costly and can have many
serious direct and indirect effects on the lives of workers and their
families. For workers some of the direct costs of an injury or illness
are:
 the pain and suffering of the injury or illness;
 the loss of income;
 the possible loss of a job;
 health-care costs.
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It has been estimated that the indirect costs of an accident or illness

can be four to ten times greater than the direct costs, or even more. An
occupational illness or accident can have so many indirect costs to
workers that it is often difficult to measure them. One of the most
obvious indirect costs is the human suffering caused to workers'
families, which cannot be compensated with money.
The costs to employers of occupational accidents or illnesses are also

estimated to be enormous. For a small business, the cost of even one
accident can be a financial disaster. For employers, some of the direct
costs are:
 payment for work not performed;
 medical and compensation payments;
 repair or replacement of damaged machinery and equipment;
 reduction or a temporary halt in production;
 increased training expenses and administration costs;
 possible reduction in the quality of work;
 negative effect on morale in other workers.
Some of the indirect costs for employers are:
 the injured/ill worker has to be replaced;
 a new worker has to be trained and given time to adjust;
 it takes time before the new worker is producing at the rate of the
original worker;
 time must be devoted to obligatory investigations, to the writing

of reports and filling out of forms;
 accidents often arouse the concern of fellow workers and

influence labour relations in a negative way;
 poor health and safety conditions in the workplace can also result
in poor public relations.
Overall, the costs of most work-related accidents or illnesses to

workers and their families and to employers are very high.
On a national scale, the estimated costs of occupational accidents and

illnesses can be as high as three to four per cent of a country's gross
national product. In reality, no one really knows the total costs of work-
related accidents or diseases because there are a multitude of indirect
costs which are difficult to measure besides the more obvious direct
costs.
Health and safety programs
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For all of the reasons given above, it is crucial that employers, workers
and unions are committed to health and safety and that:
 workplace hazards are controlled - at the source whenever

possible;
 records of any exposure are maintained for many years;
 both workers and employers are informed about health and safety
risks in the workplace;
 there is an active and effective health and safety committee that

includes both workers and management;
 worker health and safety efforts are ongoing.
Safety Measures
Businesses can take measures to ensure that their workplace is safe.

They can look for the least hazardous equipment or material. They can
separate workers from specific known hazards, via protective clothing
and equipment or architectural features. They can provide adequate
ventilation to protect against fumes. They can enact rules and
procedures that promote safe practices.
Security in the Workplace
Security measures vary depending on the industry and other specifics

relating to each business. Some of the considerations with regard to
security include the following: Computer and Internet-related activity;
crisis management; prevention of theft and fraud; prevention of
violence; electronic security systems and alarms; providing and
restricting access to various parts of the physical facility to authorized
personnel; and protection of company secrets, trademarks and
copyrights. Each business will address these in different ways, which
will include rules and policies, physical security measures such as locks
and alarms and plans to be enacted in the event of an emergency.
Small Businesses
The Occupational Safety & Health Administration oversees workplace

safety. Its function is to help employers get hazardous materials and
circumstances out of the workplace, keep workers from being injured,
killed or becoming sick, and take responsibility for safety in the
workplace.
Government Agencies
One of the aspects of maintaining a productive workplace is making

sure that there are effective health, safety and security procedures in
place. Effective procedures protect your employees, customers, guests
and facilities from harm and damage. Review your health and safety
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procedures regularly with your management team to see if any changes

need to be made to make the policies more effective.
Health
An effective health policy that protects and informs employees and

managers within your company is one of training and education. By
helping your staff to better understand how to prevent disease in the
workplace, you can reduce the fear that may set in when a traditional
health risk, such as flu season, comes around. Education can also help
you and your staff better understand the reality of communicable
diseases, how they affect those that do not have them and what the
threats they pose.
Safety
Creating a safe workplace can be a matter of creating good safety

habits. According to Inc.com, one of the more common workplace safety
hazards is falling. Create a policy of clearing common walkways and
removing potential tripping and falling hazards. Use barriers to mark
areas where employees could fall such as high stairways and open
floors. Teach your employees to be mindful of where they are walking,
and get your entire staff involved in creating a safer workplace. You can
also post hazard signs around the workplace to remind employees of
areas where they should pay attention, and make the wearing of safety
gear mandatory in areas where it is applicable.
Security
Making sure your facility is secure is a major part in reducing

workplace stress. Most businesses today recommends using a badge
system that allows only authorized personnel into the facility at any
time. When an employee is laid off or terminated, be sure to get their
badge to prevent that employee from re-entering the building to
perpetrate a violent act. Install surveillance cameras so that people
entering and leaving the building can be seen. You should also put
surveillance cameras in your parking lot to give your employees an
added sense of security
Effective workplace health and safety programmes can help to save the
lives of workers by reducing hazards and their consequences. Health
and safety programmes also have positive effects on both worker
morale and productivity, which are important benefits. At the same
time, effective programmes can save employers a great deal of money.
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Points to remember
1. Occupational health and safety encompasses the social, mental

and physical well-being of workers in all occupations.
2. Poor working conditions have the potential to affect a worker's

health and safety.
3. Unhealthy or unsafe working conditions can be found anywhere,

whether the workplace is indoors or outdoors.
4. Poor working conditions can affect the environment workers live in.
This means that workers, their families, other people in the
community, and the physical environment around the workplace,
can all be at risk from exposure to workplace hazards.
5. Employers have a moral and often legal responsibility to protect

workers.
6. Work-related accidents and diseases are common in all parts of the

world and often have many direct and indirect negative
consequences for workers and their families. A single accident or
illness can mean enormous financial loss to both workers and
employers.
7. Effective workplace health and safety programmes can help to

save the lives of workers by reducing hazards and their
consequences. Effective programmes can also have positive
effects on both worker morale and productivity, and can save
employers a great deal of money.
Health, safety and security

Ensuring the health, safety and security of all
people in a hospitality and tourism organisation
is the single most important concern of all
managers. Whilst it is important that a business
makes a profit, at the end of the day, it is only
money. There is no quicker way to lose the
confidence and patronage of people, than by
placing people at harm.
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A sad yet alarming fact is that 75% of workplace accidents and injuries
are inevitable.
By having sound health, safety and security practices in place, the pain,
frustration and costs associated with injuries can be reduced, to the
benefit of all people.
‘People’ does not just relate to ‘paying customers’ of

our organisation, it also includes:
 Owners and managers
 Staff
 Suppliers
 External community.
This manual looks at how to ensure the health, safety and security of all
people through:
 Establishing management commitment
 Consultation with external experts
 Identifying rights, obligations and responsibilities
 Implementing policies and procedures
 Ensuring suitable safety and security resources
 Training staff
 Identifying all potential risks and hazards
 Assessing risks and hazards
 Controlling risk and hazards.
Before we explore how to ensure all patrons are able to enjoy a

hospitality organisation in a safe and secure manner, it is important to
understand the following key phrases:
 Health – the physical and mental state of a person with

freedom from disease or ailment
 Safety – being free from the occurrence or risk of injury,

danger or loss
 Security – something that secures or makes safe with

freedom from risk.
In summary health, safety and security aims to protect the physical

safety and security of the business (profit, reputation, and liability),
assets, staff, guests and the public from injuries or illness, or loss of
property, that may occur as a result of a breakdown in workplace
actions.
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We are all responsible for safety and security in the work place. This
includes:
 Management
 Our selves
 Fellow employees
 Customers
 The public.
Legislation
Whilst there is a moral obligation for all managers to ensure the safety
and security of all those who come into contact with the organisation,
there are a number of laws that will identify the responsibilities and
actions required by employers and employees of a hospitality
organisation.
Each country will have their own laws in relation to health, safety and
security. There will be a number of laws relating to different aspects of
this important field.
‘Occupational Safety and Health Act’
The main piece of legislation that covers health, safety and security will
be an ‘Occupational Safety and Health Act’. This will be referred to as
‘The Act’ in this manual.
As the name suggests, it covers workplace health and safety. Whilst the
name and content of the Act will vary between countries, the general
meaning and aim will remain constant.
Objectives of the Act
The Act normally gives an overview of duties and/or rights

to all those who have health and safety responsibilities or
roles, including employers, those who manage or control
workplaces, employees, health and safety representatives,
suppliers, designers and manufacturers.
The Act is designed to provide a broad framework for

improving standards of workplace health and safety to reduce work-
related injury and illness. It allows duty-holders to determine their
approach to achieving compliance with the Act.
The Act aims to:
 Secure the health, safety and welfare of employees and other people
at work
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 Protect the public from the health and safety risks of business
activities
 Eliminate workplace risks at the source
 Involve employers, employees and the organisations that represent

them in the formulation and implementation of health, safety and
welfare standards.
Throughout the Act, the meaning of health includes psychological health

as well as physical health.
Principles of health and safety protection
The following health and safety principles should be applied in the

administration of the Act:
 All people are given the highest level of health and safety protection
that is reasonably practicable
 Those who manage or control activities that give rise, or may give
rise, to risks to health or safety are responsible for eliminating or
reducing health and safety risks, so far as is reasonably practicable
 Employers and self-employed people should be

proactive and take reasonably practicable measures to
ensure health and safety in their business activities
 Employers and employees should exchange information

about risks to health or safety and measures that can
be taken to eliminate or reduce those risks
 Employees are entitled, and should be encouraged, to

be represented on health and safety issues.
Who is covered by the Act?
All workers are provided with protection by this Act. This includes
employers, employees, contractors, sub-contractors and outworkers.
The Act also provides protection for the general public so that their
health and safety is not placed at risk by work
activities.
Governing body
Each country will have a dedicated authority which will

focus on the implementation and compliance of the Act
and any associated regulations.
This authority will have a broad range of functions designed to improve

occupational safety and health.
Three of these functions are:
 Monitoring and enforcing compliance with the Act and regulations
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 Making recommendations to the Minister on regulations and

compliance codes
 Informing employers and employees of their duties, obligations and

rights.
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General OHS obligations and duties

Following are general obligations, duties and responsibilities as
identified in the Act. This will include obligations of all persons
associated with a business.
As mentioned, these may vary from country to country however are

important to discuss.
Concept of ensuring health and safety
The Act imposes general OHS duties on employers, the self-employed,

employees, designers, manufacturers, suppliers and others.
These general OHS duties require a person, in most instances; to ensure

health and safety as far as is reasonably practicable. This
requires the person:
 To eliminate risks to health and safety so far as is

reasonably practicable
 If it is not reasonably practicable to eliminate risks to

health and safety, to reduce those risks so far as is
reasonably practicable.
Reasonably practicable
The words ‘so far as is reasonably practicable’ are words of limitation.
What is ‘reasonably practicable’ in a given situation is to be determined

objectively. The duty-holder must do what a reasonable person would do
in the particular circumstances by putting in place ‘reasonably
practicable’ measures.
In determining what is ‘reasonably practicable’, account must be taken

of:
 The likelihood of a hazard or risk occurring (i.e. the probability of a

person being exposed to harm)
 The degree of harm that would result if the hazard or risk occurred
(i.e. the potential seriousness of injury or harm)
 What the person concerned knows, or ought reasonably to know,

about the hazard or risk and any ways of eliminating or reducing that
hazard or risk
 The availability and suitability of ways to eliminate or reduce the

hazard or risk
 The cost of eliminating or reducing the hazard or risk.
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The term ‘reasonably practicable’ in the Act has the same practical
effect on how duties are to be met as the term ‘practicable’ had in the
old Act.
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Employer rights obligations and responsibilities
OHS legislation outlines responsibilities that must be adhered to by all

parties
Employer responsibilities may include.
 Providing safety training and clear safety rules
 Encouraging a Health and Safety Committee – the aim of the

committee is to identify areas in the workplace where changes
should be made so as to create a safer working environment. This
may include upgrading equipment, equipment training and safety
matters
 Maintaining an injury register - so that accidents are logged for

insurance and monitoring purposes
 Adhering to all workplace agreements
 Providing information and written instructions in

all appropriate languages
 Providing all necessary safety equipment to

perform the required work - this may include
gloves, masks, ear protectors, goggles, protective
clothing and footwear
 Maintaining a safe workplace for their employees and monitoring

health and safety issues
 Equipment and machinery must be maintained

and must conform to safety standards
 Providing well-lit and ventilated places to work
 First aid must be provided to all employees

when and where necessary. This covers
employees when they are coming to and from
work, provided the accident is not self inflicted or of a malicious or
wilful nature.
Extent of responsibilities
The OHS responsibilities extend a ‘duty of care’ to all employers,

employees and all customers of the establishment.
‘Duty of care’ means employers have a legal responsibility, in addition to

the responsibility and obligations imposed by legislation, to provide a
reasonable standard of care in relation to actions (such as work
practices) that could foreseeably cause harm to people.
The employer must therefore:
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 Ensure the health, safety and welfare of all customers, delivery

drivers, suppliers and visitors to the venue
 Provide safe access to the venue
 Provide information, training and supervision when and where

required.
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Duties of employers to employees and contractors
The Act requires all employers to provide and maintain a working

environment that is safe and without risks to health.
Employers owe the same duty to independent contractors and their

employees who are working at the workplace, but only for matters over
which the employer has, or should have, control.
The Act sets out specific duties that employers must comply with as
part of their general duty. These include:
 Providing and maintaining plant and systems of work

that are safe and do not pose health risks (e.g.
providing effective guards on machines and regulating
the pace and frequency of work)
 Making arrangements to ensure the absence of risks

to health and safety connected with the use, handling,
storage and transport of plant or substances (e.g. toxic chemicals,
dusts and fibres)
 Maintaining workplaces under their management and

control in a condition that is safe and without health
risks (e.g. controlling noise and lighting levels)
 Providing adequate facilities for the welfare of

employees at workplaces under their management
and control (e.g. washrooms, lockers and dining
areas)
 Providing employees with information, instruction, training or

supervision needed for them to work safely and without risks to their
health.
An employer must provide their employees with health and safety

information in languages appropriate for their employees, including the
name of any person to whom employees may make an enquiry or
complaint about health or safety.
Duties of employers to monitor health and safety conditions
Employers must:
 Monitor the health of their employees and the

conditions of the workplaces under their
management and control
 Keep records on the health and safety of their

employees
 Employ or engage the services of a person suitably qualified in OHS

to provide advice on the health and safety of their employees.
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Duties of employers and self-employed to other people
Employers and the self-employed must ensure that the health and safety
of members of the public is not adversely affected by their business
activities.
This duty includes matters such as protecting visitors to a workplace,

protecting the general public from construction or demolition work
being done near roads and footpaths, and preventing the emission of
hazardous substances from a workplace.
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Duties of those who manage or control workplaces
Any person or body that manages or controls a workplace, to any

extent, must ensure that the workplace, including entering and exiting
the workplace, is safe and without risk to
health. This duty is limited to matters over
which the person has management or control.
Those who manage or control a workplace

could include the employer, the occupier of the
workplace, the owner of the workplace and
others.
Note: The general OHS duties under the Act are all duties to be met ‘so
far as is reasonably practicable’ with the exception of those marked.
Contractor’s rights obligations and responsibilities
In a hospitality industry:
a) ‘Plant’ includes:
 Any machinery, equipment, appliance, implement and tool
 Any component of any of those things
 Anything fitted, connected or related to any of those things.
b) ‘Substance’ means any natural or artificial substance, whether in the

form of a solid, liquid, gas or vapour. This normally includes gas,
electricity and chemicals.
There are many people who have responsibility for providing ‘plant and
substance’ to a hospitality organisation. This includes designers,
manufacturers and suppliers.
In a hospitality industry it is also important to note that people who are

part of any food production, distribution, transportation, sale or
preparation activities also have health, safety and security obligations.
Duties of designers of plant
A person who designs plant and knows, or ought reasonably to know,

that the plant is to be used at a workplace must ensure that it is
designed to be without risks to health or safety when
used for a purpose for which it was designed.
A designer of plant must carry out tests and

examinations sufficient to ensure that plant used for
its intended purpose is safe and without risks to
health. Information must be made available to those
for whom the plant was designed about its intended purpose, test
results and any conditions necessary to ensure that it is safe and
without risks to health, when used for its intended purpose.
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Duties of manufacturers of plant and substances
Manufacturers of any plant or substance which is manufactured to be

used, or could reasonably be expected to be used, at a workplace must
ensure that the plant or substance is safe and without risks to health
when used for a purpose for which it was manufactured.
Manufacturers must carry out or arrange tests and examinations

sufficient to ensure that the plant or substance is manufactured to be
safe and without risks to health when used for a purpose for which it
was manufactured.
Manufacturers must give to each person they supply with any plant or
substance, and on request to any person who uses or is to use the plant
or substance, information about the intended purpose(s) of the plant or
substance, the results of tests for the plant or substance and any
conditions necessary to ensure that when used for their intended
purpose they are safe and without risks to health.
Duties of suppliers of plant and substances
Suppliers of any plant or substance that is to be used, or

could reasonably be expected to be used, at a workplace
must ensure that the plant or substance is safe and
without risks to health when used for the purpose for
which it was designed, manufactured or supplied.
Suppliers must provide to each person they supply with

any plant or substance, and on request to any person who
uses or is to use the plant or substance, information about
the intended purpose of the plant or substance and any conditions for
the safe use of the plant or substance.
Other sources of legislation

Whilst the Act may be the primary source of laws and regulations that
an employer must follow, there are other sources of legislation or
regulations that relate to health safety and security.
The following are focused towards employer representatives, health and

safety representatives, health and safety committee members and other
employees.
They explore the key features of effective health and safety

management arrangements, and are designed to show that getting
started on improved health and safety in the workplace is not difficult,
but does require commitment, consultation and co-operation.
Again these may vary from country to country but laws normally exist
relating to:
 Managing Safety in Your Workplace

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 Hazard Management
 Health & Safety Responsibilities, Roles & Functions
 Training Information & Records
 Workplace Health & Safety Policies, Procedures
 Workplace Health and Safety Consultation
 Manual Handling
 Chemicals Management in the Workplace
 Hazardous Substances
 First Aid in the Workplace
 Hazard identification, risk assessment & risk control in the

workplace
 Plant Hazard Management.
This section has looked at the rights, obligations and responsibilities of

employers and suppliers of items for a hospitality business.
The next section will explore the rights, obligations and responsibilities
of employees.
INFORMATION SHEET 4.1.2
Describe the legislated rights and obligations of employees
Introduction
Whilst it is essential that employers have obligations to ensure the
safety and security of all stakeholders, it is also vital that employees
have rights and obligations when it comes to maintaining health, safety
and security practices.
Obligations of employees
While at work, employees are required to take reasonable care for their
own safety and the safety of others who may be affected by their
actions or omissions. They must also cooperate with any actions taken
by their employer to comply with the Act and regulations.
An employee must not intentionally or recklessly interfere with or

misuse anything provided at the workplace in the interests of health,
safety and welfare.
Employee responsibilities
These include:
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 Working in a way that ensures personal safety, and the safety of

others including colleagues and customers
 Using safety equipment in accordance with the manufacturer’s

instructions
 Using all safety equipment when and where required and in a correct
manner (such as goggles, masks, gloves, guards)
 Following all occupational safety and health regulations

in-line with establishment requirements
 Reporting accidents, injuries or illness to the

appropriate person
 Reporting any equipment in need of repair
 Adhering to all workers compensation laws and

regulations
 Not interfering or getting in the way of a person who is trying to

assist another in need.
Extent of responsibilities
The employee must:
 Cooperate with the employer
 Act professionally and responsibly at all times
 Enforce health and safety issues to others in the

workplace
 Inform the employer of any breaches of the regulations
 Ensure a hygienic and safe environment in accordance with the

individual’s responsibility and authority.
INFORMATION SHEET 4.1-3

Describe the health, safety and security
policies of the host employer
Introduction
The previous two sections have identified a range of
responsibilities and obligations of both employers and
employees.
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In order to ensure all requirements are met, a formalised set of rules

and instructions must be prepared in a manner which is clear and easy
to understand and to follow.
Properly developed, implemented and monitored policies and

procedures greatly improve the operation of a business in all areas.
Identification of policy and procedure

First it is important to understand the difference between a ‘policy’ and
‘procedure’.
Policy
A policy is a statement or rule about an issue in the workplace and says

what the business intends to do about the issue.
Examples of policies include:
 Hours of operation
 Use of safety gloves and glasses
 Use of warning signs when cleaning
 Amount of keys to be given to a guest
 Information about guests to be given to non-guests.
Procedure
A procedure sets out step-by-step instructions on how to deal with an

activity in the workplace.
Types of procedures include:
 How to use and store chemicals
 How to clean a room
 How to prepare a meal
 How to store food
 Manual handling
 Safe working techniques
 How to handle Emergency, fire and accidents
 Hazard identification & control.
It is normal for some areas of operations to have both policies and

procedures. This normally identifies what you need to do and how it
should be done.
Some examples include:
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 State and use of fire equipment
 Security of money, people and assets
 Key control systems
 Preparation of meals in a hygienic manner.
Importance of health and safety policies and procedures

Health and safety policies and procedures are part of a framework for
effective health and safety management.
Whilst it is important to have policies and procedures pertaining to all

areas of the operation, the first step is to establish a general health and
safety policy which is the primary safety document for the organisation.
A general health and safety policy states management’s

intention to provide a safe and healthy workplace, and
states the health and safety goals of a workplace. It
should also demonstrate the employer’s acknowledgment
of their legal duties and their intention to voluntarily
comply with those duties.
Specific policies and procedures address particular issues

or hazards. They are administrative measures to control
workplace hazards and should be used together with other hazard
control measures to eliminate or reduce the risk of workplace illness or
injury. We will examine hazard control later in this booklet.
Preparing a general health and safety policy

Successfully preparing a policy requires consultation. Elected health
and safety representatives, nominated management representatives
responsible for health and safety and employees can all contribute to
ensure an effective health and safety policy.
Health and safety policies will vary from one

organisation to another, and should reflect the
particular needs and operation of the organisation
preparing the policy. The policy should also reflect
the relevant requirements of any Acts and legislations.
Inclusions
The policy statement should indicate, in clear and simple terms, your
company’s health and safety objectives. It should describe the
arrangements to achieve those objectives, including the allocation of
functions and roles. It should be signed and dated by the chief executive
or equivalent of your organisation.
Some policies and procedures are specific to a particular workplace.

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Each workplace has to comply with health and safety regulations, but
workplaces vary, and the specific policies relevant to each must be set
down, implemented and monitored. There are rules on health and safety
that apply to all workplaces, such as fire regulations, and some which
are relevant to specific workplaces. An example of the latter would be
the regulations on transporting hazardous material, which would only
apply in particular circumstances or to particular companies.
A. Accidents
In general, health and safety in the workplace has improved in
most industrialized countries over the past 20 to 30 years. However,
the situation in developing countries is relatively unclear largely
because of inadequate accident and disease recognition, record-
keeping and reporting mechanisms.
It is estimated that at least 250 million occupational accidents occur

every year worldwide. 335,000 of these accidents are fatal (result in
death). (Since many countries do not have accurate record-keeping and
reporting mechanisms, it can be assumed that the real figures are much
higher than this.) The number of fatal accidents is much higher in
developing countries than in industrialized ones. This difference is
primarily due to better health and safety programmes, improved first-aid
and medical facilities in the industrialized countries, and to active
participation of workers in the decision-making process on health and
safety issues. Some of the industries with the highest risk of accidents
worldwide are: mining, agriculture, including forestry and logging, and
construction.
Identifying the cause of an accident
In some cases, the cause of an industrial injury is easy to identify.

However, very often there is a hidden chain of events behind the
accident which led up to the injury. For example, accidents are often
indirectly caused by negligence on the part of the employer who may
not have provided adequate worker training, or a supplier who gave the
wrong information about a product, etc. The consistently high fatal
accident rates in developing countries emphasize the need for
occupational health and safety education programmes that focus on
prevention. It is equally important to promote the development of
occupational health services, including the training of doctors to
recognize work-related diseases in the early stages.
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B. Diseases
Exposure to
hazards in
the
workplace
can lead to
serious
illness.
Some occupational diseases have been recognized for many years, and
affect workers in different ways depending on the nature of the hazard,
the route of exposure, the dose, etc. Some well known occupational
diseases include:
 asbestosis (caused by asbestos, which is common in insulation,

automobile brake linings, etc.);
 silicosis (caused by silica, which is common in mining,

sandblasting, etc.);
 lead poisoning (caused by lead, which is common in battery

plants, paint factories, etc.);
 and noise-induced hearing loss (caused by noise, which is

common in many workplaces, including airports, and workplaces
where noisy machines, such as presses or drills, etc. are used).
There are also a number of potentially crippling health problems that

can be associated with poor working conditions, including:
 heart disease;
 musculoskeletal disorders such as permanent back injuries or

muscle disorders;
 allergies;
 reproductive problems;
 stress-related disorders.
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Many developing countries report only a small number of workers

affected by work-related diseases. These numbers look small for a
variety of reasons that include:
 inadequate or non-existent reporting mechanisms;
 a lack of occupational health facilities;
 a lack of health care practitioners who are trained to recognize

work-related diseases.
Because of these reasons and others, it is fair to assume that in reality,

the numbers of workers afflicted with occupational diseases are much
higher. In fact, overall, the number of cases and types of occupational
diseases are increasing, not decreasing, in both developing and
industrialized countries.
Identifying the cause of occupational disease
The cause of work-related diseases is very often difficult to determine.

One factor is the latency period (the fact that it may take years before
the disease produces an obvious effect on the worker's health). By the
time the disease is identified, it may be too late to do anything about it
or to find out what hazards the worker was exposed to in the past. Other
factors such as changing jobs, or personal behaviours (such as smoking
tobacco or drinking alcohol) further increase the difficulty of linking
workplace exposures to a disease outcome.
Although more is understood now about some occupational hazards

than in the past, every year new chemicals and new technologies are
being introduced which present new and often unknown hazards to both
workers and the community. These new and unknown
hazards present great challenges to workers,
employers, educators, and scientists, that is to
everyone concerned about workers' health and the
effects that hazardous agents have on the
environment.
Written policies and procedures
1. Follow correct procedures on staff safety.
Ensure that all staff members are aware of their responsibilities

regarding the Occupational Health and Safety Administration (OSHA)
regulations. Staff should comply with general workplace policies and
procedures on attending mandatory training sessions and following
protective clothing rules. Appoint a suitably qualified person to be in
charge of implementing health, safety and security in your workplace.
1. Ensure that correct protective clothing is provided.
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Ensure the staff receives the correct training on health and safety
procedures. Keep a training log detailing this training and reminding you
of when refresher sessions are necessary. Ensure that staff members
have copies of particular policies and procedures when they join the
organization. Ask them to sign to confirm that they
have read these. Issue appropriate personal
protective equipment and clothing. Provide correct
changing facilities, and, where appropriate, laundry
facilities.
2. Ensure that all health, safety and security procedures are

regularly monitored. These should be revised in the light of new
developments or accidents that highlight inadequacies. Detailed
accident records must be kept. New laws on workplace health
and safety must be incorporated into policies and procedures.
Those in charge of the implementation of these policies must
regularly update their own training.
Tips & Warnings
 Ensure all written warning notices are properly displayed and

visible.
 Over familiarity and overconfidence may lead to accidents; even

the most experienced staff needs regular training on health,
safety and security.
Points to remember about

the extent of the problem worldwide
1. There are at least 250 million occupational accidents every year

worldwide, at least 335,000 of which result in death.
2. Developing countries have more fatal accidents than industrialized

nations, emphasizing the need for health and safety education
programmes that focus on prevention.
3. Some occupational diseases have been recognized for many years

and affect workers in different ways. Such diseases are still
problems in all parts of the world.
4. The numbers of work-related diseases in developing countries are

much higher in reality than the numbers that are reported.
5. The numbers of cases and types of occupational diseases are

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increasing in both developing and industrialized countries.
6. It is often difficult to identify the cause of both occupational

accidents and diseases.
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Issues that should be covered include:
 Senior management commitment to the provision and maintenance

of a working environment which is safe and without risks to health
 The integration of that commitment into all organisational activities
 A commitment to establishing the functions and roles of all people in

the organisation involved in maintaining workplace health and safety
 Accountability of all levels of management for implementing health

and safety practices and procedures
 The importance of consultation and

cooperation between management and
employees for effective translation of
objectives into action
 Training in, and communication of, health and

safety practices and procedures
 Commitment to regular monitoring and review of the policy and its

effectiveness.
Sample General OH&S Policy
A sample General OH&S Policy for a workplace is included on the next

page.
Blanket Bay Resort

Occupational Safety and Health Policy
Obligations
Blanket Bay Resort recognises its moral and legal responsibility to
provide a safe and healthy work environment for employees,
contractors, customers and visitors. This commitment extends to
ensuring that the organisation’s operations do not place the local
community at risk of injury, illness or property damage.
Objectives
Blanket Bay Resort will:
 Provide safe plant and systems of work
 Provide written procedures and instructions to ensure safe systems

of work
 Ensure compliance with legislative requirements and current

industry standards
 Provide support and assistance to employees.

responsibilities
Responsibilities
Each management representative is accountable for implementing this
policy in their area of responsibility. This will be measured via their
annual performance reviews.
Management is responsible for:
 The provision and maintenance of the workplace in a safe condition
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 Training employees in the safe performance of their assigned tasks
 The provision of resources to meet the health and safety

commitment.
Employees are to:
 Follow all health and safety policies and procedures
 Report all known or observed hazards to their immediate supervisor

or manager.
Contractors and Sub-contractors

All contractors and sub-contractors engaged to perform work on the
premises are required, as part of their contract, to comply with the
occupational safety and health policies, programs and procedures of the
organization.
They must observe directions on health and safety from designated

managers of Blanket Bay Resort.
Application of the Policy

This policy is applicable to Blanket Bay Resort in all its operations and
functions including those situations where employees are required to
work off site.
Consultation
The organisation is committed to consultation and cooperation between
management and employees. The organisation will consult with elected
employee health and safety representatives and employees in any
workplace change that will affect the health and safety of any of its
employees.
Preparing specific health and safety policies and

procedures
Now that an overriding general health and safety policy has been
established, it is important to establish specific policies and procedures
for each department.
These will normally be prepared by:
 Head Office – to establish a consistent standard across the

organisation
 Departmental managers or supervisors - with the input and

recommendations from staff, suppliers or legislation.
Health and safety policies and procedures

responsibilities
Whilst some health and safety policies and procedures have been
identified previously, following are some specific examples relating to
different departments
Health and safety policies and procedures can relate to:
Front Office
Policies and procedures may relate to:
 Taking reservations
 Checking in a guest
 Checking out a guest
 Giving private information relating to guests
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 Receiving payments
 Currency exchange
 Ordering supplies.
Restaurants
 Welcoming a guest
 Setting a table
 Taking an order
 Carrying food to a table
 Serving intoxicated people.
Kitchens
 Washing hands
 Wearing clean uniforms
 Personal hygiene
 Time food can be displayed before being disposed.
Security policies and procedures
Security policies and procedures can relate to:
Documents
Requirements may relate to:
 Access and distribution of sensitive and ‘commercial

in confidence’ material (reports, trading figures,
financial statements)
 Version control requirement relating to policies and procedures,

SOPs
 Destruction of documentation that is no longer required – by

shredding, security removal or burning
 Protocols to be followed when nominated documents are accessed

or removed from a file and distributed within the
property
 Storage requirements to protect documents from theft

or unauthorised access
 Back-up and security of electronic documents.

responsibilities
Handling Cash
The security of cash may cover:
 Procedures for moving cash within the premises
 Removing notes from the register when they get to a certain level
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 Protocols for registering money and giving change to customers
 Banking of takings
 Use of the on-premises safe
 Procedures relating to the location, storage and handling of change
 Specification of where cash registers should be reconciled at the end

of the shift to optimise security.
Register security
Venues always have specific requirements relating

to cash registers as these areas have traditionally
been locations for theft both from customers and
staff. The very fact that lots of cash is at these
locations means they deserve a great deal of
attention in terms of security.
The security of cash registers may cover:
 Never leaving any cash register unattended
 Always locking the cash register with the key when the register is
not in use
 Never leaving the cash drawer in a locked register at night
 Nominating who is allowed to operate the registers.
Equipment
Policies and procedures in relation to equipment can

include:
 Requirement for nominated new equipment to be

marked with property name
 Establishment of an Assets Register to record and

track the movement of assets purchased by the
venue
 Identification of procedures to be followed to

optimise security of equipment from theft
 Prohibiting staff from using venue equipment for their own personal
gain
 Ban on equipment being removed from the premises
 Requirement that all equipment is operated strictly in accordance

with manufacturer’s instructions.
Security of keys
responsibilities
Keys give access to cash and stock as well as enabling entry to areas
where there may be sensitive information.
There will always be policies and procedures in relation to keys

including:
 Restricting key access
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 Signing for keys
 Using key safes
 Policy forbidding the lending of keys
 Policy forbidding the copying of keys
 Policy forbidding taking keys off the premises
 Use of a master key system.
Security of people
The security of people is paramount in all properties –

wherever there is a decision as to whether a person or a
piece of equipment is to be protected, the person must
always take priority.
Policies in this regard may relate to:
 Evacuation procedures and emergency assembly points
 The provision of security staff
 Standard practice of handing over money immediately when faced by

thieves
 Adhering to maximum patron numbers where applicable on licensed

premises
 Conducting risk analyses of potential problem areas within the

property with a view to eliminating potential trouble of danger spots.
Now that all obligations and responsibilities have been identified, in

accordance with any legislation requirements, and incorporated into
general and specific policies and procedures, these must now be
explained to all organisational staff members and implemented into
everyday operations.
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Work Projects
It is a requirement of this Unit you complete Work Projects as advised
by your Trainer. You must submit documentation, suitable evidence or
other relevant proof of completion of the project to your Trainer by the
agreed date.
1.1 To fulfil the requirements of this Work Project you are asked to
research and describe the legislated rights and obligations of
employers including:
 Definition and importance of maintaining health, safety and

security
 Types of legislation dictating health, safety and security
 Obligations and responsibilities of employers.
research and identify:
 The obligations and responsibilities of employees.
research and describe health, safety and security policies of the
host employer including:
 Identification and importance of a policy and procedure
 What is included in a general health and safety policy
 Examples of specific policies and procedures relating to:
- Health and safety
- Security.
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Summary
Identify workplace health, safety and security responsibilities
Describe the legislated rights and obligations of employers
 Health, safety and security
 Legislation
 General OHS obligations and duties
 Other sources of legislation.
Describe the legislated rights and obligations of employees
 Obligations of employees.
Describe the health, safety and security policies of the host employer
 Identification of policy and procedure
 Importance of health and safety policies and procedures
 Preparing a general health and safety policy
 Preparing specific health and safety policies and procedures.

safety and security

Develop and maintain framework
to maintain workplace health,
safety and security
Prepare job descriptions that incorporate
health, safety and security
responsibilities
INTRODUCTION
There is an unlimited number of hazards that can be found in almost any

workplace. There are obvious unsafe working conditions, such as
unguarded machinery, slippery floors or inadequate fire precautions, but
there are also a number of categories of insidious hazards (that is, those
hazards that are dangerous but which may not be obvious) including:
 chemical hazards, arising from liquids, solids, dusts, fumes,

vapours and gases;
 physical hazards, such as noise, vibration, unsatisfactory lighting,

radiation and extreme temperatures;
 biological hazards, such as bacteria, viruses, infectious waste and

infestations;
 psychological hazards resulting from stress and strain;
 hazards associated with the non-application of ergonomic

principles, for example badly designed machinery, mechanical
devices and tools used by workers, improper seating and
workstation design, or poorly designed work practices.
Most workers are faced with a combination of these hazards at work.

For example, it is not difficult to imagine a workplace where you are
exposed to chemicals, unguarded and noisy machines, hot
temperatures, slippery floors, etc. all at the same time. Think about your
own workplace. Are there various hazards there that you can think of?
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Hazards are
often built into
workplace.
Work
processes can
be designed to
prevent
accidents and
illnesses.
Existing
hazards
should be
removed from
the
workplace.
Workers do not create hazards - in many cases the hazards are built into
the workplace. The trade union position on occupational health and
safety is to ensure that work is made safer by modifying the workplace
and any unsafe work processes. This means that the solution is
to remove the hazards, not to try to get workers to adapt to unsafe
conditions. Requiring workers to wear protective clothing which may
not be suited or designed for the climate of your region is an example of
safety and security
forcing workers to try to adapt themselves to unsafe conditions, which

is also shifting the responsibility from management to the worker.
It is important for unions to maintain this position because many

employers blame workers when there is an accident, claiming that the
workers were careless. This attitude implies that work can be made
safer if workers change their behaviour or if employers only hire
workers who never make mistakes. Everyone makes mistakes — it is
human nature, but workers should not pay for mistakes with their lives.
Accidents do not stop simply by making workers more safety conscious.
Safety awareness may help but it does not remove unsafe work
processes or conditions. The most effective accident and disease
prevention begins when work processes are still in the design stage,
when safe conditions can be built into the work process.
When calling for assistance, the following information should be given to

the dispatcher:
1. Name of the caller.
2. Present location of the caller and the location of the situation, if

known.
3. Phone number where the caller can be reached if called back.
4. Description of the situation (i.e., fire, type of injury, etc.).
If possible, stay on the phone until the dispatcher has obtained all the
pertinent information.
Important: Under no circumstances is anyone to place him or her in

danger to make a phone call or to stay on the phone.
Fire Evacuation Procedures and Drills
Fire is a very serious situation. It can easily cause death, injury, and
loss of property. All personnel on campus should know what procedures
to follow in case of a fire in their immediate area and/or when a fire
alarm sounds. Personnel should also know how to evacuate their
building and should practice this evacuation.
Procedures for All Campus Personnel to Follow in Case of Fire
The procedures to follow when a fire occurs in a room or office include:
1. Leave immediately and close the door behind you.
2. Pull the nearest fire alarm to alert others of the problem.
3. Call 911 and report the fire if possible, without endangering your
life or health.
4. Evacuate the building by using the nearest exit.
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5. Do not use the elevators.
The Procedures for All Campus Personnel to Follow when a Fire Alarm
Sounds
The procedures to follow when a fire alarm sounds include:
1. Call 911 immediately and report the alarm. Please note that if an
alarm is sounding, but it is unknown if there is a fire, the report to
the dispatcher should only indicate that there is an alarm, not a
fire.
2. All alarms should be considered real. No one is to remain in the

building unless they are prevented from exiting by fire and/or
smoke.
3. Always check the doors for heat and the halls for smoke before
exiting.
4. Evacuate the building by using the nearest exit.
5. Do not use the elevators.
Evacuation Procedures and Drills
Personnel should know how to evacuate any building they occupy. This
means that everyone should know where the nearest exit is located,
how to get to that exit in the dark, and where alternative exits are
located (just in case the primary exit is blocked).
Periodic drills should be conducted to ensure that the evacuation routes

are known and feasible. At this time all residence halls, health services,
and laboratory schools hold building-wide drills. It is anticipated that
fire drills will be expanded to all buildings over the next several years.
Each department is required to develop or adopt fire safety procedures

for their personnel and building. If assistance is needed, contact the
Bureau of Fire Protection.
If there are any problems identifying the sound of fire alarms, or the
routes to take during evacuation, contact the Bureau of Fire Protection.
Personnel in this office will be glad to assist your department.
Fire Safety and Life Safety Inspections
Fire Investigations
The Bureau of Fire Protection has the responsibility of inspecting all

campus buildings to see if they conform to fire and life safety codes. If
any violations of the codes are found, the BFP notifies the responsible
department for correction.
The BFP, along with the Philippine National Police, is responsible for
investigating all fires to determine the cause of the fire. They also
determine what can be done to prevent such occurrences.
safety and security
TTI personnel can assist this office in these areas in the following ways:
1. Contact the BFP if there is any fire safety or life safety concerns
in your building.
2. Contact the BFP if there has been any kind of fire in your area that
has not been investigated by the PNP OR BFP.
3. Be conscious of the things that can create a possible fire safety or

life safety situation, such as the improper use of extension cords,
smoking material, improper storage of flammable material,
storage of material in hallways, etc.
4. Notify the PNP Department or the BFP if you notice anyone

creating a fire or life safety hazard (i.e., setting fires, tampering
with the fire alarm system, etc.).
5. Contact the BFP if there are any questions or needs for training in
these areas.
Fire Extinguishers and Alarm Systems
All of the major buildings on campus are equipped with some type of fire
extinguishers and alarm systems. These items are installed in the
buildings to aid in the protection of life and property. Personnel who
damage or misuse these items not only cause disruptions for others, but
also endanger the lives and health of all other occupants.
Fire Extinguishers
There are several things that campus personnel should know about fire
extinguishers. First, fire extinguishers are designed to fight only very
small fires. Most average size extinguishers have enough water, dry
chemical, or gas for about 15 seconds of fire fighting. The rating and the
type of extinguisher determine the type of fire it can extinguish.
It is recommended that campus personnel not fight fires. Most

personnel are not trained or properly equipped to put out fires. If
personnel insist on putting out fires, then the following prerequisites
should be met before any fire fighting occurs:
1. The fire department has been notified and is on the way.
2. All personnel within the area have been notified of the fire and
have evacuated the building.
3. The fire is very small (less than the size of a basketball).
4. The person who is going to fight the fire has been trained in the
use of the fire extinguisher.
5. The person who is going to fight the fire has notified someone
about where he or she is going and what he or she is going to
attempt to do.
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6. If the fire is not extinguished in the first 15-20 seconds, if the fire
gets bigger, or if the smoke increases, the person should leave the
area. Saving property at the cost of life or health is not a good
trade.
Rescue Squad Procedures
Medical aid may be needed should accidents or serious illness occur.

The person aiding the injured or ill individual, in the event of such an
occurrence, should follow the following procedures.
Dial 911 and provide the following information:
1. Name of the caller.
2. Name of victim, if known.
3. Nature of illness or injury.
4. Location of the victim.
5. Where someone will meet the rescue squad to lead them to the
victim.
6. Other information that may be pertinent or necessary, or that is

requested by the 911 operator or rescue squad personnel.
The caller should stay on the phone with the operator until he or she is
sure no more information is needed.
How to Follow Emergency Procedures
Instructions
1. Contact your organization or building's management office to ask

for a copy of the appropriate emergency procedure manual. Read
the manual from cover to cover and then keep it in a place where
you can refer to it quickly in case of an emergency.
2. Review the manual to determine the cases when immediate

evacuation is suggested as well as situations where it may be
best for you to stay put. If you have to stay put, examine the
procedure for shielding yourself from harm. For instance, if there's
an earthquake or explosion, the manual will likely suggest that
you position yourself underneath a table to protect yourself from
falling objects. If there is toxic air outside of the room, the manual
would most likely suggest that you stay put and seal the doors
and windows.
safety and security
3. Identify the point-person in your department or floor who is

specifically trained in emergency procedures and must help
others in a time of need. If you don't currently have a point-person
and you feel that you are capable, ask your building management
office if you can attend a training program to become the
emergency guide for your area.
4. Determine the location of first aid kits, breathing or oxygen

masks, emergency phones, and tools throughout the building that
will help you to escape in case of an emergency.
5. Locate all of the fire extinguishers or hoses in the building so that

you'll know exactly where to go in case of a small fire in the
building. Read the instructions thoroughly on how to remove the
extinguisher or hose from its holder and operate the unit. If there
is a fire ax available for breaking through doors in case of a fire
read the instructions for how to break the glass safely as well.
6. Take a walk around the building to look for signs around

entrances to staircases and elevators that give you information on
emergency procedures. These signs will help lead you in the
direction of safety in case of an emergency.
7. Observe all drills conducted by the building. Take these drills

seriously---get out of the building via emergency exits as
described in your manual and building signs as if you were in an
actual emergency.
8. Keep a listing of emergency phone numbers in your cell phone

address book and on speed dial at your desk (if applicable) so that
you know exactly who to call immediately when there's an
incident.
Points to remember
about the range of hazards
1. There is an unlimited number of hazards that can be found in

almost every workplace. These include both obvious unsafe
working conditions and insidious, less obvious hazards.
2. Hazards often are built into the workplace. Therefore, trade unions
must ensure that hazards are removed, rather than trying to get
workers to adapt to unsafe conditions.
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3. The most effective accident and disease prevention begins when

work processes are still in the design stage, when safe conditions
can be built into the work process.
Now that all responsibilities and obligations of both employers and

employees have been identified, and respective policies and procedures
have been constructed, it is logical that these are incorporated into job
descriptions of staff.
Supervisor and management job descriptions

Importance of management commitment
A successful health
and safety program
requires strong
management
commitment and
worker participation.
In order to develop a successful health and safety program, it is essential that there be strong
management commitment and strong worker participation in the effort to create and maintain a
safe and healthy workplace. An effective management addresses all work-related hazards, not
only those covered by government standards.
All levels of management must make health and safety a priority. They must communicate this by
going out into the worksite to talk with workers about their concerns and to observe work
procedures and equipment. In each workplace, the lines of responsibility from top to bottom
safety and security
need to be clear, and workers should know who is responsible for different health and safety
issues.
Points to remember about the importance of management

commitment
1. Strong management commitment and strong worker involvement are necessary elements
for a successful workplace health and safety programme.
2. An effective management addresses all work-related hazards, not only those covered by
government standards, and communicates with workers.
The importance of training
Effective
training
is a key
compon
ent of
any
health
and
safety
program
.
Workers often experience work-related health problems and do not realize that the problems are
related to their work, particularly when an occupational disease, for example, is in the early
stages. Besides the other more obvious benefits of training, such as skills development, hazard
recognition, etc., a comprehensive training programme in each workplace will help workers to:
 recognize early signs/symptoms of any potential occupational diseases before they

become permanent conditions;
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 assess their work environment;
 insist that management make changes before hazardous conditions can develop.
Points to remember
about the importance of training
A comprehensive health and safety training programme in each workplace

will, among other more obvious benefits, help workers to recognize any early
signs/symptoms of potential occupational diseases before they become
permanent conditions, to assess their work environment, and to insist that
management make changes before hazardous conditions can develop.
Role of the health and safety representative
Health and
safety
representa
tive
As health and safety representative your role is to work proactively (this means taking
action before hazards become a problem) to prevent workers from being exposed to
occupational hazards. You can do this by making sure management eliminates hazards or keeps
them under control when they cannot be eliminated.
safety and security
Steps to help you reach your goals are:
1. Be well informed about the various hazards in your workplace and the possible solutions for
controlling those hazards.
2. Work together with your union and the employer to identify and control hazards.
3. Although these Modules have been developed for the protection of workers, you may
occasionally need to share some of this information with your supervisors and employer in the
process of working towards a safe and healthy workplace.
Being a health and safety representative is not always easy, but helping to protect the lives of
your fellow workers is worth all the time and effort you put into the job.
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safety and security
Use a
variety of
sources
for
informati
on about
potential
or
existing
hazards
in your
workplac
e.
safety and security
Summary
Workers in every occupation can be faced with a multitude of hazards in the

workplace. Occupational health and safety addresses the broad range of workplace
hazards from accident prevention to the more insidious hazards including toxic
fumes, dust, noise, heat, stress, etc. Preventing work-related diseases and accidents
must be the goal of occupational health and safety programmes, rather than
attempting to solve problems after they have already developed.
Hazards in the workplace can be found in a variety of forms, including chemical,

physical, biological, psychological, non-application of ergonomic principles, etc.
Because of the multitude of hazards in most workplaces and the overall lack of
attention given to health and safety by many employers, work-related accidents
and diseases continue to be serious problems in all parts of the world. Therefore,
trade unions must insist that employers control hazards at the source and not force
workers to adapt to unsafe conditions.
Management commitment to health and safety and strong worker participation are
two essential elements of any successful workplace health and safety programme.
The most effective accident and disease prevention begins when work processes
are still in the design stage.
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safety and security
EXERCISES
Instructions
The pictures below show different workplaces where a variety of hazards can be found. Look at the
pictures and imagine what sort of problems might exist in each workplace. Write your responses for
each workplace on a journal .Some of the major hazards associated with each of these jobs are
given below.
Discuss the hazards that may be associated with these jobs
1. Welder — A welder can be burnt from the sparks and there is always the danger of the work
process starting a fire. There is the problem of the intense light which can cause permanent eye
damage as well as the fumes given off by the process which can damage the lungs.
safety and security
2. Mechanic - Depending on the precise nature of a mechanic's duties, there may be safety
problems from cuts and falls, etc., and exposure to chemical hazards: oils, solvents, asbestos and
exhaust fumes. Mechanics can also have back and other musculoskeletal problems from lifting
heavy parts or bending for long periods.
3. Port worker -
Again hazards
depend largely on
the nature of the
job and in particular
the cargo being
handled. Port
workers often have
no idea of the
dangerous nature of
the cargo; there
may be a sign on
the side of a box or
drum, but the
information may
not be in their
language or in
words that make
much sense to the
average worker.
The condition of the
cargo is also
important as leaking
drums or split bags
can be very
hazardous for the handlers. Other risks include falls, cuts, back and other musculoskeletal
problems as well as collisions with fast moving vehicles such as fork-lift trucks or delivery trucks.
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safety and security
4. Textile worker -
The textile worker
faces a variety of
problems. First
there is the problem
of safety with many
machines around
that are often
unguarded, as well
as the risk of fire
with so much
combustible
material in the
workplace. Then
there are the
hazards of noise
and vibration. There is also exposure to dust from the material which can seriously affect the
lungs. Exposure to cotton dust can lead to the occupational disease known as byssinosis.
5. Tractor driver -
One of the most
serious problems
with tractors is that
they often overturn
and, if they have no
safety cab, the
driver can easily be
crushed. Other
problems include
noise, vibration and
exposure to
chemical herbicides
and pesticides when
being sprayed by
tractor.
safety and security
6. Agricultural worker - When spraying crops the worker may be exposed to hazardous chemicals
contained in the spray. Many pesticides and herbicides that have been banned in some countries
because of their toxic effects are still used in many developing countries. If spraying takes place
on a windy day, the spray can be breathed into the lungs and blown on to the skin where it can
cause damage. It can also be absorbed into the body through the skin.
7. Electronics
assembly worker -
An electronics
assembly worker
can suffer eye
problems from
doing close work,
often in poor light.
Because such
workers sit still for
long periods with
inadequate seating,
they can also suffer
from back and other
musculoskeletal
problems. For some
workers there are
the dangers of
solder fumes or solder “flecks” in the eye when the excess solder is cut off with pliers.
8. Office worker -
Many people may
think that office
workers have no
health and safety
problems; this is far
from true. Stress is
one of the most
common
complaints, as well
as exposure to
chemical hazards
from office
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safety and security
machines such as photocopiers. Poor lighting, noise and poorly designed chairs and stools can
also present problems.
9. Construction
worker -
Construction
workers face a
variety of hazards,
particularly safety
problems such as
falls, slips, trips,
cuts, and being hit
by falling objects.
There are also
dangers from
working high up,
often without
adequate safety
equipment, musculoskeletal problems from lifting heavy objects, as well as the hazards
associated with
exposure to noisy
machinery.
10. Miner - The

hazards of mining
are well known and
include the ever
present danger of
dusts, fire,
explosion and
electrocution, as
well as the hazards
associated with
vibration, extreme
temperatures,
noise, slips, falls,
cuts, etc.
safety and security
(1) Describe the job you do.
(2) What hazards do you know exist in you workplace?
(3) Are there other conditions at work that you suspect may be hazardous but you are not sure
about?
The importance of safety and health at work
Health and Safety at work – why care?
People spend large part of their lives at the workplace, carrying out their tasks and responsibilities
Their physical, mental and social wellbeing is critically dependent on the working environment
and work practices
Work-related accidents, ill health and environmental hazards can cause death, injury and disease
The impact and costs of injuries and illnesses for workers and employers are very large, and in
addition to direct costs, there are often indirect or hidden ones
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safety and security
Reducing work-related accidents and illnesses - How? •
1. Find out what can cause accidents and illnesses at work.
2. Think of solutions to prevent accidents and illnesses, incorporate then in SOP and staff
training
3. Plan actions
4. Implement actions
5. Regularly monitor and review progress and results
6. Ensure there are identified staff/management responsible for taking the lead on safety
and health issues (safety officer / Occupational Health and Safety Committee)
7. Involve workers and workers organizations: they the ones who have direct knowledge of
the workplace and tasks at hand and can come up with solutions
safety and security
Hazards and risks – definitions
Hazard - Something that can harm a person, the environment or damage property. Example:
exposed electrical wiring in the kitchen
Risk -The probability (likelihood) of harm or damage occurring and the likely consequences of that
harm or damage for example. Example: risk of electrocution from accidentally touching the
exposed wiring while working in the kitchen
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safety and security
In section 1.1, key responsibilities of employers were identified. These

are good general responsibilities that should be incorporated into any
supervisory or management job description.
As a reminder these were as follows:
Employer rights obligations and responsibilities
 Providing safety training and clear safety rules
 Encouraging a Health and Safety Committee – the aim of

the committee is to identify areas in the workplace
where changes should be made so as to create a
safer working environment. This may include
upgrading equipment, equipment training and safety
matters
 Maintaining an injury register - so that accidents are logged for

insurance and monitoring purposes
 Adhering to all workplace agreements
 Providing information and written instructions in all appropriate

languages
safety and security
 Providing all necessary safety equipment to perform the required

work - this may include gloves, masks, ear protectors, goggles,
protective clothing and footwear
 Maintaining a safe workplace for their employees and monitoring

health and safety issues
 Maintaining all equipment and machinery and

ensuring its conformity to safety standards
 Providing well-lit and ventilated places to work
 Providing first aid to all employees when and where

necessary.
Key Result Areas / Key Performance Indicators
Whilst line staff job descriptions within a hospitality organisation

normally consist of tasks or duties that need to be performed,
supervisors and managers are employed to manage an operation in a
number of areas. They will be required to meet specified objectives.
These areas are commonly called ‘Key Result Areas’ (KRA) or Key
Performance Indicators (KPI).
In essence KRA’s are the areas in which supervisors and managers have
responsibility, whilst KPI’s are set targets within KPI’s in which
supervisors and managers must strive to reach.
Depending on the organisation, KRA’s and KPI’s may in incorporated

into management of supervisory job descriptions. In terms of health,
safety and security, these may include, but are not limited to:
KRA 1 - Health and safety non-conformance
 Number of non-conformance per year / quarter
 Number of accidents per year
 Number of reportable accidents year
 Number of reportable non-fatal accidents per

year
 Number of solved safety non-conformance for the month
 Percentage of corrective actions closed out within specified time-

frame
 Percentage of fatal accidents relative to all accidents per year.
KRA 2 - Health and safety training
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safety and security
 Percentage of staff with adequate occupational safety and health

training
 Total of hours in safety and health training in the month.
KRA 3 - Health and safety representatives
 Percentage of attendance at occupational safety and health

committee meetings
 Percentage of health and safety representatives positions filled
 Percentage of issues raised by H&S Reps acted
 Percentage of occupational safety and health

committee recommendations implemented.
KRA 4 - Health and safety costing
 Cost of solved safety non-conformance for the month
 Health and safety prevention costs within the month.

safety and security
KRA 5 - Health and safety results
 Lost time (in hours) due to non-fatal accidents per

year
 Lost time (in hours) due to accidents (including

fatalities) per year.
Line staff job descriptions

In section 1.2, key responsibilities of employees were identified. These
are good general responsibilities that should be incorporated into any
line staff job description.
As a reminder these were as follows:
 Working in a way that ensures personal safety, and the safety of

others including colleagues and customers
 Using safety equipment in accordance with the manufacturer’s

instructions
 Using all safety equipment when and where required and in a correct
manner (such as goggles, masks, gloves, guards)
 Following all occupational safety and health regulations

in-line with establishment requirements
 Reporting accidents, injuries or illness to the

appropriate person
 Reporting any equipment in need of repair
 Adhering to all workers compensation laws and

regulations
 Not interfering or getting in the way of a person who is trying to

assist another in need.
Additional responsibilities
Whilst most of the key responsibilities relating to health, safety and

security are identified above, there are other ones that may also be
incorporated into job descriptions for staff.
These include:
 Adhere to health, safety and security procedures of

the organisation
 Deal with emergency situations in accordance with

organisational policies and procedures
 Maintain safe personal and hygiene presentation standards
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safety and security
 Proactively provide feedback to management regarding hazards in

the workplace and any other health, safety and security issues which
may have impact on the organisations
 Follow all policies and procedures in the workplace
 Ensure that all facilities are maintained in a clean and tidy manner at
all times
safety and security
 Select and use equipment in a safe manner, ensuring it is clean after

use
 Select, use and store all chemicals in compliance with regulations
 Wear all necessary protective clothing
 Accompany your line supervisor on the regular

health, safety and security inspections of the area
within you control
 Carry out or inform supervisor of regular maintenance of equipment
 Notifying your line supervisor of any defects or maintenance

requirements within your area
 Report immediately to your supervisor any

incidents of fire, accidents, theft or loss
 Ensure the safety of personal and company

property in production and office buildings
 Attend all health and safety training.
There are many more responsibilities that may be applicable to health,

safety and security, however the above mentioned is a good base. There
may be specific responsibilities that apply to a type of organisation or
duties of each employee that may also be applicable.

Establish working relationship with
management
Introduction
Although job descriptions may identify what management and staff in an
organisation must do to ensure the health, safety and security of other
stakeholders this does not mean that activities cease.
It is important that teams are established which specifically focus on

monitoring and improving health, safety and security standards.
Health and Safety Committee

Normally these teams will be structured and be
classified as a ‘Health and Safety Committee’.
Each person within this group is identified as a
‘Health Safety Representative (HSR)’
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safety and security
An employer must establish a committee within 3 months of being

requested to do so by an HSR or when required by regulations.
There is no requirement for every department at a workplace to have a

committee.
Health and safety committees cover the workplace as a whole, and

therefore consultation should occur between the HSRs and their
respective different departments. The HSRs will then communicate
information with the Committee. However, a particularly large
department with quite specific risks or hazards associated with their
work may have its own committee.
safety and security
Factors such as the number of employees, the size and layout of the
workplace and the types of activities undertaken, will all have
influences on the type of health and safety consultative structures in
place to best serve the workplace.
People in a Health and Safety Committee

The people normally included in this committee are:
 Health and Safety Officer
 Fire Warden
 Security Manager
 General Manager
 Duty Manager
 Representatives from each department from within the organisation
 Health and Safety specialists from industry where required. This can
include suppliers, police, fire departments or first aid and medical
supply companies.
Role of the Health and Safety Committee

It is the role of this group to ensure the organisation is compliant in all
aspects of health, safety and security. They will meet at a scheduled
time each month or as the need arises.
Their role may include, but not limited to:
 Liaise with legislative bodies to ensure organisation is compliant
 Investigate state of health, safety and security operations within an

organisation
 Research latest health, safety and security trends
 Arrange health, safety and security equipment
 Communicate health, safety and security matters

with management and staff
 Prepare health, safety and security policies and

procedures
 Prepare health, safety and security training, including

the use of external experts
 Investigate health, safety and security problems and

issues
 Report health, safety and security matters
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 Take responsibility during evacuations and other emergencies.

safety and security
Training of Health and Safety Representatives (HSRs)

Employers must, if requested, allow HSRs and their deputies to attend
an initial course in OHS after their election and refresher courses at
least annually.
Requests for training must be made at least 14 days before the training
is to start.
The employer must give the HSR paid time off work
to attend the course and must cover course costs.
If the HSR’s department includes employees of
multiple employers, those employers must split the
costs.
Courses must be approved or conducted by the

Authority, be relevant to the work of the department or the HSR’s role
and selected in consultation with the employer.

Create health, safety and security reporting
structure
Introduction
The need for a clear and concise reporting structure is very important
when it comes to the communication of health, safety and security
information.
Establishing a set reporting structure is vital to ensure all information is

delivered to all the appropriate persons in the most effective and
convenient manner. How the reporting structure is
decided will differ between organisations.
Factors such as the number of employees, the size

and layout of the workplace and the types of
activities undertaken, will all have influences on the
type of health and safety consultative structures in
place to best serve the workplace.
Following is one suggested reporting structure and examples of

communication which may flow through this channel.
Types of health and safety communication and reporting

channels
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safety and security
This communication takes place in a number of ways:
Health and Safety Committee to management and staff
This is normally the communication of specific health and safety

initiatives or activities that management and staff need to know. It
could include:
 New health and safety legislation
 Health and safety training
 Feedback of health and safety KRA/KPI’s
 Notification of accidents and investigations
 New health and safety topics.

safety and security
Given that most departments will have a specific representative on the

Health and Safety committee, who may indeed be a line staff member
instead of a manager, this person may pass information directly to staff,
or go through the departmental or outlet manager, to ensure
consistency and managers are aware of all communication.
From management to staff
This could include, but not limited to communication

relating to:
 New health and safety policies and procedures
 Staff training
 Feedback on operational performance specific to

health and safety
From staff to management
This could include, but not limited to communication relating to:
 Reporting health and safety issues
 Giving feedback to specific questions asked by management.
Again, this may be directed through the departmental or outlet

managers or be presented directly to the committee representative.
Normally all communication with go through management to ensure

communication is inclusive and consistent. Managers will normally have
to report to their superiors in matters relating to their department,
therefore be included in this communication process is necessary.
Management to Health and Safety Committee
This could include, but not limited to

communication relating to:
 Reporting health and safety issues
 Giving feedback to specific questions asked by

the committee.
Whatever the communication and reporting structure created, it must be

done so in a way that it includes all necessary persons and that the
message remains clear and accurate.
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safety and security

Disseminate information on health, safety
and security
Introduction
Any information or decision made by management in consultation with
the Health and Safety Committee, in relation to matters or health, safety
and security, normally need to be communicated with staff as they will
be the people who will be required to implement any new policies and
procedures into the workplace.
Consulting with employees on Health and Safety

Employers are required to consult with their employees about health or
safety matters that directly affect them.
Employers must consult directly with affected employees on OHS

actions including when they are:
 Identifying or assessing hazards or risks arising from the activities of

the business
 Deciding on measures to control these risks
 Deciding on the adequacy of employee facilities
 Deciding on procedures for resolving health or

safety issues arising from the activities of the
business, consultation, monitoring employee
health and workplace conditions, and the
provision of information and training
 Determining the membership of any health and safety committee
 Proposing changes that may affect health or safety.
Employers must also consult independent contractors and their

employees, although this duty is limited to matters over which the
employer has control, or would have control, but for an agreement
which attempts to limit that control.
How employees are to be consulted

Consultation means that employers must share
information with employees, give them a reasonable
opportunity to express their views and take those
views into account.
safety and security
Procedures for consultation that have been agreed on must be adhered

to. Where employees are represented by a health and safety
representative (HSR), the consultation must involve that HSR.
OHS legislation requires employers to ensure their staff are aware of all
OHS requirements that attach to any job staff undertake in the
workplace.
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safety and security
Supervisors and managers with OHS responsibilities can discharge their

duty to make sure staff are aware of relevant OHS information can be
achieved in several ways including:
 The workplace structure that exists in terms of OHS committees and

groups as well as relevant other personnel such as OHS Officers,
Health and Safety Representatives.
 Verbal notification as part of the structured Induction and

Orientation program
 Provision of printed material to support the verbal advice including:
 Work Instructions
 Job Safety Analyses
 Standard Operating Procedures (SOPs)
 Establishment policies relating to:
- Safety
- Use of equipment, chemicals and materials
- Workplace bullying
- Sexual harassment
- Mechanisms available in the workplace for notifying management
of unsafe practices
 Checklists to follow prior to, or as part of, undertaking workplace
tasks
 Material Safety Data Sheets
 Alerts, Guidance Notes, Codes of Practice and similar other materials

freely available
 Practical instruction and demonstration of the safe

working procedures for the tasks that new staff are
expected to perform immediately as part of their
allocated workplace duties
 This instruction and training must then be supported

by:
- Supervision of staff activities – to make sure they

are working correctly and safely
- Monitoring of their activities on an ongoing basis.
The moral of this story is that supervisors and managers cannot simply
tell staff what to do and then leave them alone to get on with it.
safety and security
Providing ongoing health and safety information

Employers have a legal obligation to supply relevant health and safety
information to all employees.
Written notification
This may be done verbally, but it is preferable if some form of written

information can be provided to support this initial
notification.
All new OHS information has to be communicated to

staff as soon as it is received, or as soon as
management becomes aware of it.
To optimise the likelihood of OHS information and safety issues being

effectively discussed at staff meetings, management should make OHS
a standing topic at every one of these meetings.
In some properties the responsibilities for communicating new or

revised OHS information may be delegated to a senior staff member.
The formation of an OHS library is to be encouraged with someone

allocated responsibility for maintaining it and ensuring the currency of
all articles and materials etc. It should be standard practice for a
nominated person to regular access the relevant OHS authority website
to check for new material. The property should also subscribe to any
‘Newsletters’ this authority provides.
Verbal notification
Staff should always have some form of written information to

accompany any OHS information which is provided verbally to them.
Verbal notification may occur:
 At Induction and Orientation
 At regular staff meetings – including daily

staff briefings and de-briefings
 At OHS committee meetings and meetings

of relevant other internal group structures
 At informal meetings between management

and staff
 At specially convened meetings where there is an urgent need to

communicate information to staff regarding a workplace OHS issue.
Documentary notification
Documentary notification can refer to any OHS information that is

provided in paper-based or electronic format.
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safety and security
Paper-based format can include:

 Alerts, Guidance notes, codes of practice, legislation and articles on
OHS
 Operational manuals, SOPs, Work Instructions, Job Safety Analyses,

checklists.
Electronic format refers to the above information which may be provided

via the company’s intranet.
safety and security

Initiate workplace health, safety and
security training
Introduction
For staff to work safely and effectively, they must be well trained in
their jobs. Always work out what training your staff need to their jobs
properly and safely, and keep a record of who’s been trained and who
hasn’t. Also, take the time to regularly review all work practices.
What is health, safety and security training

Health and safety training means making management and
staff aware of and competent in areas relating to health
and safety at workplace.
This training is about educating and informing people what

they should or should not do, or simply giving them
adequate and vital subject information. Health and safety
training isn’t just about some formal sessions.
Benefits of health, safety and security training

Providing health, safety and security training is important as it enables
an organisation to:
 Ensure that your employees are not injured and reduce the amount of
accidents in the workplace
 Build and develop a positive health and safety culture, where staff
keep safety in the front of their minds
 Consistent focus on striving to improve safety
 Identify, understand and respond to health and

security risk factors and issues quicker and more
efficiently
 Fulfil your moral and legal duty to take care of any

health and safety issues for your employees.
 Ensure your staff have the equipment, knowledge

and skills to handle issues as they arise
 Reduce overall work related accident costs.
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safety and security
Who needs health, safety and security training?

All staff in an organisation
All staff members of a hospitality organisation need it,

regardless of whether you are a general manager or line
staff member.
Owners and Executives need to ensure that all relevant

information and standards are updated to clearly identify
the hazards and control the health risks in the workplace
Departmental managers and supervisors do will certainly

need some health and safety training to carry out their
job functions properly. They would want to know what you expect from
them in terms of health and safety, and how you expect results from
them to be delivered. They would need to understand the health and
safety policy at workplace, where they might fit in this policy, and how
do you want your health and safety in the organisation to
be managed.
Managers and supervisors might also need to have

training in the specific hazards of your different
organizational processes and how you expect the risks to
be controlled.
Staff need to know how to work safely and without health

risks and hazards. Like your departmental managers and supervisors,
your employees also need to know about health and safety,
implementation arrangements regarding policies and procedures and
their role in this implementation. Employees also need to know any
health and safety concerns can be raised with management.
New staff
In many properties staff are not authorised to undertake certain tasks,

operate nominated equipment or handle identified chemicals until they
have successfully completed an internal or external training course that
delivers the skills and knowledge specific to the job to be done.
Even where a new employee comes to the property with extensive and
seemingly relevant industry experience many properties will
nonetheless insist they complete nominated training before they are
authorised to complete nominated tasks.
Induction for employees, contractors and

visitors
Existing employees aren’t the only people you need to
think about. To properly manage safety, you also need to
inform new employees, contractors and visitors about the
safety and security
safety requirements at your workplace. Put together a simple pack that

tells them exactly what you expect from them in regard to health and
safety, and hand it to them before they begin any tasks. Take everyone
through the requirements and make sure they understand them. Keep a
list of all the people you’ve explained your requirements to.
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safety and security
Examples of the OHS information that should be explained to new

personnel
It is essential that the information provided to new staff covers the

specifics of the particular jobs each staff member is required to
perform.
This means it is impossible to set out a comprehensive list of

information that needs to be communicated. For example, the OHS
information that needs to be given to a green-keeper (where the
property boasts its own golf course) will be different to the information
given to a cellar person which will be different to what needs to be
communicated to a room attendant, bar attendant or gaming room
attendant.
Each role has its unique safety issues and each position and each
employee must be addressed on an individual basis.
The following gives a good generic list of what should be covered:
 Details of the organisation’s OHS policy – including

identification of relevant people and their OHS
responsibilities, forms to be completed and
identification of when they have to be completed
 All OHS policies and procedures that relate to the

job position of the new staff member
 Details of the hazard identification procedures

applied by the workplace including relevant
documentation, existing examples of completed
hazard identifications and identification of past instances where and
how workplace hazards have been identified and addressed
 Identification for individual staff regarding their liability should they

fail to comply with required OHS procedures – this should embrace
legal liability as well as workplace sanctions that apply
 Explanation of the existing consultative arrangements that apply

within the property – which can involve explanation of OHS
committees and relevant other structures,
 Identification of Health and Safety

Representatives and Deputy Health and
Safety Representatives, and identification of
meetings frequency, times, dates and
locations
 Application of risk assessment workplace

documents that the property uses detailing when they are used and
how to complete them
safety and security
 Details of specific existing risk control measures that have been

introduced into the workplace – explaining why they have been
initiated, what they involve and how to comply with all applicable
requirements. It is preferable for these control measures to be
verbally explained and for there to be actual on-site viewing of these
and, where appropriate, practice in implementing these controls
 Presentation and explanation of all relevant codes that apply to the

work the individual staff member is required to perform – together
with practical, on-the-job demonstration of what is required to align
with the requirements of these codes
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safety and security
 Explanation of the OHS training that is available within the

workplace – explaining what training is mandatory and what is
optional, and detailing how staff can access
this training
 Provision of OHS updates – such as sharing

information with new staff that has been
provided by OHS authorities, manufacturers,
suppliers, unions or other reliable sources of
safety information
 Location of the first aid kits within the property with emphasis on
where they exist in the departments the new staff member is going
to work in
 Location of fire fighting equipment including alarms, hoses,

extinguishers and fire blankets as appropriate to the nature of the
work being done and the location the staff member will be working in
 Explanation of the ‘Emergency Management Plan’ (EMP) for the venue

including identification of where copies of the plan are located and
individual responsibilities new staff have under the plan
 Attention must also be paid to informing the new staff member about
relevant alarms provided for, practical action to take in the event an
emergency arises and their obligations in relation to participating in
drills.
Preparing staff for emergencies

Preparing for emergencies is another important part of managing safety
in your workplace.
Make sure clear instructions are in place so employees know what to do

in any emergency situation.
Emergencies may include:
 Robbery
 Bomb Threats
 Fire
 Natural disasters common to the region including

hurricanes, cyclones and earthquakes
 Serious illness or death of a person.
Preparing staff for emergencies may include:
 Training
 Development of policies and procedures

safety and security
 Emergency practice drills.
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safety and security
Preparing training schedules

The Health and Safety Committee, or smaller safety focused
committees in large departments within an organisation should prepare
specific types of training programs that ensure all staff receive relevant
and consistent training in all aspects of health, safety and security
which applies in their work role.
An example of an established training schedule is as follows:
Course Time of
Training course Target group Refresher
length delivery
New 1 day Prior to start 1 week later

personnel ½ day Prior to start 1 week late
Transferred ½ day Prior to start 1 week later
1. Induction
personnel 1 hour Prior to start not
Contractors applicable
Visitors
Employees 1 day Within 1 Yearly ½ day

with no month of
supervisory commenceme
1 day Yearly 2 hour
responsibility nt
2. Employee
Health and Contractors Within 1
Safety course (e.g. cleaners month of
assigned to commenceme
site on nt
permanent
basis)
All 3 day Within 1 Yearly 1 day

3. OHS for supervisors month of
1 day Yearly ½ day
Supervisors appointment
All
Contractors
4. OHS for All Managers 2 day Within 3 Yearly ½ day

months of
Managers
appointment
5. OHS for Senior All Executive 1 day Within 3 Yearly 2 hour

level staff months of
Managers
appointment
6. Management 3 day Within 3 Yearly 1 day

Health and months of
appointment
Safety
safety and security
Course Time of
Training course Target group Refresher
length delivery
Representative
s
7. Employee 5 day Within 3 Yearly 1 day

Health and months of
election
Safety
Representative
s
Level Prior to Yearly ½ day

8. First Aid dependa appointment
nt
2 day Within 1 Yearly 2 hour

9. Fire Wardens month of
appointment
10. Health and All members Within 3

of Health and months of Yearly 2 hour
Safety ½ day
Safety nomination/
Committee
Committee appointment
11. Hazard
Identification, All Within 3
Supervisors months of
Risk 1 day
appointment/
Assessment & All HSRs election
Risk Control
All
12. Incident Supervisors Within 1
1 day month of
Investigation All Section appointment
Managers
Having clear records of training that is to be completed, as well as an

accurate and updated list, of which staff members have undertaken
training, is essential to ensure that all members of the organization will
have the necessary knowledge and skills to be able to handle any
health, safety or security situation. Even if it only saves one life, it is
certainly worth it.
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safety and security
INFORMATIO SHEET 4.2.6

Develop health, safety and security records
and allied documentation
Introduction
Whatever health and safety consultative structure is in place, it is vital
that incidents and issues are:
 Recorded in an appropriate manner
 Discussed to ensure the issue is clear to all parties
 Solutions discussed
 An appropriate action decided upon
 Responsibilities allocated
 Follow-up monitored
 Finally results should be communicated to

management, staff or the Health and Safety Committee.
If your workplace is small it should not mean such procedures are

neglected. “If we have a problem, we just tell the boss”, is not enough.
The use of logbooks, incident registers short daily/weekly team
meetings to discuss issues can be implemented.
Health, Safety & Environment Records Management

Procedure
All organisations, regardless of size, should have a procedure in place
which clearly identifies how information regarding health, safety and
security is recorded.
Having a clear written record of information is vital. Not only does it

help ensure that any small details are not forgotten, it is usually
required for legislative, compliance, insurance and investigatory
purposes.
Following is a sample template of one such ‘Records Management’

document.
Document Title: Health, Safety & Environment Records Management

Procedure SAMPLE ONLY
Purpose
safety and security
To outline the record and maintenance requirements for health, safety

and environmental records. These requirements are designed to meet
any standards imposed upon the organisation by legislation, Australian
Standards, Insurance Companies, customers and other relevant bodies.
Definitions
Nil
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safety and security
Procedure
1. Records relating to the health and safety of employees and to the

activities of the organisation shall be identified, collected and
retained for the appropriate period of time and in a manner which
protects their respective confidentiality
2. Responsibility will be allocated for the retention of each identified

record type
3. Responsible persons will also ensure that access to each record is

confined to the persons identified and authorised to do so
4. An overall register will be kept which identifies all record types, and
the storage and disposal requirements. (Form OHS-036/1; see below)
Responsibility
Note: A person/job title should be allocated overall responsibility for the

implementation of this procedure.
Procedure Owner
Note: An individual or position should be assigned ownership to ensure

the procedure is maintained and updated.
Form OHS-036/1
RECORD Responsibility Accessibility Location Storage Disposal
Employee medical
records
Health monitoring
results
Risk assessment
reports
Training
registers/records
Hazard reports
Hazard inspection
reports
Incident
Notifications
Incident
investigation
reports
safety and security
RECORD Responsibility Accessibility Location Storage Disposal
Injury register
Rehabilitation
case notes
H&S Committee
minutes
Plant register
Confined Space
Entry Permits
Employee
assistance notes
Environmental
reports
Material Safety
Data Sheets
Hazardous
substances
register
Hazardous
substances
reports
Consultants
reports
H&S management
reports
Electronic
information
Responsibility
Refers to the person/job title responsible for the retention of the record.
Accessibility
Lists the persons/job titles who are able to access the record.
Storage
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safety and security
Details the storage type (e.g. filing cabinet) and the access control (e.g.
key).
Disposal
Length of period document is to be kept before disposal. Relevant

legislation and Standards will need to be considered when determining
retention periods.
Source: CD Rom: Managing Safety in your Workplace, A step-by-step

Guide. WorkSafe Vic.
safety and security
Consultation Meeting Record

Whilst it is important to have an overriding records
keeping procedure, most communication regarding
health and safety takes place either:
a) Through a meeting – Health and Safety

Committee Meeting or management meeting
b) Through discussions - between 2 to 3 persons.
Any meeting that deals with health and safety issues must be recorded
using an appropriate format.
If meetings are to take place in formal meetings, normally an agenda

and minutes of the meeting will be prepared. For further information
relating to the inclusions of meeting agendas and minutes please refer
to the Training Manual for the subject ‘Plan, manage and conduct
meetings’.
For discussions between 2 to 3 persons, one such

format is a ‘Consultation Meeting Record’. It is
commonly used to record the concerns of staff who
have met to discuss Health and Safety issues.
A ‘Consultation Meeting Record’ template is shown

on the following page.
What is included in this form may be changed to suit the needs of an

organisation and the types of information to be recorded.
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safety and security
Consultation Meeting Record
Date: / / Location:
Present:
Discussion: Action: What / who /

Topic
Recommendations when
Date for next scheduled meeting / /

safety and security
Work Projects
agreed date.
research suitable health, safety and security responsibilities that
can be included in:
 Supervisor and management job descriptions
 Line staff job descriptions.
identify the function of a Health and Safety Committee including:
 People in a Health and Safety Committee
 Role of the Health and Safety Committee
 Required training for Health and Safety Representatives (HSRs).
identify the types of health and safety communication and reporting
channels.
identify how to disseminate information on health, safety and
security including:
 What information is to be consulted with employees relating to

Health and Safety
 How employees are to be consulted
 How to provide ongoing health and safety information.
identify how to initiate workplace health, safety and security
training including:
 What are health, safety and security training?
 Benefits of health, safety and security training
 Who needs health, safety and security training?
 Induction for employees, contractors and visitors
 Preparing staff for emergencies
 Preparing training schedules.
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safety and security
identify health, safety and security records and allied
documentation including:
 Health, Safety & Environment Records Management Procedure
 Consultation Meeting Record.

safety and security
Summary
Develop and maintain framework to maintain workplace health,
safety and security
Prepare job descriptions that incorporate health, safety and security

responsibilities
 Supervisor and management job descriptions
 Line staff job descriptions.
Establish working relationship with management
 Health and Safety Committee
 People in a Health and Safety Committee
 Role of the Health and Safety Committee
 Training of Health and Safety Representatives (HSRs).
Create health, safety and security reporting structure
 Types of health and safety communication and reporting channels.
Disseminate information on health, safety and security
 Consulting with employees on Health and Safety
 How employees are to be consulted
 Providing ongoing health and safety information.
Initiate workplace health, safety and security training
 What is health, safety and security training
 Benefits of health, safety and security training
 Who needs health, safety and security training?
 Induction for employees, contractors and visitors
 Preparing staff for emergencies
 Preparing training schedules.
Develop health, safety and security records and allied documentation
 Health, Safety & Environment Records Management Procedure
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safety and security
 Consultation Meeting Record.

safety and security
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hazards and risks

Implement procedures for
identifying health, safety and
security hazards and risks
Conduct physical workplace inspections
Introduction
The goal of any workplace health and safety strategy is to eliminate or
reduce, as far as reasonably practicable, all workplace risks. This can
be achieved by setting standards in accordance with current
occupational safety and health legislation, implementing measures to
meet those standards, monitoring that the measures are maintained,
and having a program of regular health and safety review and
improvement.
Risk management is all about identifying, understanding and controlling

hazards.
So what is a hazard?
 A hazard is anything that has the potential

to cause injury or illness to employees,
visitors or the public
 A hazard may also have the potential to

cause damage to property or the environment.
Types of hazards
There are many hazards in the workplace and each different hospitality
organisation will have their own types of hazards. That said, most
hazards will normally fit into six distinct categories:
 Biological
 Physical
 Ergonomic
 Manual Handling
hazards and risks
 Psychological.
Each of these categories, including examples within each, will be

discussed on the following pages. Ways to control these hazards will be
identified in later sections.
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hazards and risks
Hazardous Substances in the Workplace
Types of hazardous substances include:
 Solid – detergents, any hard substance
 Liquid – boiling water, petrol, chemicals
 Vapour – hot air, fumes from chemicals
 Mist – steam.
Most people are normally exposed to Hazardous Substances by:
 Direct contact with skin
 Inhalation
 Eye absorption
 Ingestion.
Biological Hazards
 Infections – cuts that are not treated correctly
 Bacteria – whether on surfaces or airborne
 Viruses – normally transferred between people

including cold and flu, hepatitis, HIV
 Food poisoning – this is unfortunately common in

hotels and restaurants often caused by improper
storage and handling of food, unhygienic staff, dirty
surfaces and cross contamination of cooked and raw food.
Physical Hazards
 Noise – this is a common hazard in loud locations such as night clubs
 Lighting – many hospitality venues have low lighting to create mood.

This is common in restaurants and nightclubs. In addition guests
staying in hotels are unfamiliar with light switch locations and
operations and may injure themselves in dark guest rooms as they
try to find light switches
 Electrical – whether electrical sockets, cords or laying of extension

cords
 Heat and cold – normally kitchens and night clubs

are locations of extreme heat, with guest rooms
and fridges commonly cold. Some hotels have
centralised air conditioning and heating which
transfers air to guest rooms. Guests do not have
control over temperatures
hazards and risks
 Dust – this is located in all locations
 Fire and explosion – common in kitchen and laundry areas
 Equipment – used in all locations
 Working space – hotel working spaces are often crowded.
Ergonomics
Ergonomics relates to the applied science of equipment design, as for

the workplace, intended to maximise productivity by reducing operator
fatigue and discomfort.
Many hotels design work spaces around the needs of the customer, or
the ‘average’ staff member. For example a reception desk may be set at
a height for a person who is 5 foot 7 inches. For a staff member who is 6
foot 4 inches the desk may be too low, causing back pain.
 Tool design – this includes furniture such as tables and

chairs
 Equipment design – the design of equipment including

ovens, stoves, vacuum cleaners
 Job or task design – different jobs have different tasks

that need to be performed. Some jobs such as a room
attendant require more physical movements that increase risk. A
room attendant is required to lift beds, bend down to clean shower
floors and have greater contact with chemicals. Chefs are more
likely to receive cuts and burns
 Work station design – this relates to the work area and its immediate
environment, and includes proximity of other people, access to light,
air and ventilation
 Manual handling – this is explained below
 Occupational over use syndrome – injuries and

strains that occur from continuing repeating the
same activities such as typing, mopping, carrying heavy trays and
plates.
Manual Handling
Manual Handling involves people physically moving objects with or

without mechanical aids.
Manual handling activities include:
 Lifting – of stock, cartons and boxes
 Carrying – items from storage areas to trolleys,

moving stock from place-to-place
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hazards and risks
 Pulling – boxes and cartons forward in storage areas
 Pushing – trolleys.
Psychological Hazards
 Shift work – hospitality is one job that takes place 24

hours a day, 7 days a week. Therefore staff members
may be required to work in the middle of the night of
for long hours
 Work load – hospitality staff members are required to

work hard in physically and mentally strenuous
conditions
 Stress – this is natural in all jobs, regardless of industry

hazards and risks
 Dealing with the public – hospitality is all about contact with

customers and providing customer service. At times, this may be
stressful as the customer does not speak your language, understand
culture or customs, or may simply be irrational
 Harassment – when a person receives unwanted behaviour. This is

common in areas where patrons may be under the influence of
alcohol
 Discrimination - when a person is treated

unfairly because of a specific trait, be it
age, sex, race or culture. Given the
‘international’ environment of a
hospitality business, this is also common
 Threat of danger – a person may have

received an actual or perceived threat
 Constant noise – common in nightclubs, laundries, kitchen,

restaurants and busy reception and reservation areas.
Importance of physical workplace inspections

Regular inspections of the workplace allow discussion with employees
on health and safety issues to take place. Consultation between
management and employees can only enhance health and safety
performance.
Workplace inspections are planned, systematic

appraisals of the workplace which can help identify
hazards, assess and control risks, ensure a safe and
healthy working environment and assist in
complying with occupational safety and health
legislation.
Inspections are generally carried out by management representatives

and health and safety representatives or members of the health and
safety committee. Employees can also be involved.
Why have physical inspections?

The main reason for doing inspections is to identify the health and
safety hazards in the workplace.
During inspections, health and safety issues can often be identified and
resolved before any harmful event takes place.
Inspections also help to identify whether measures are
in place to ensure the workplace complies with all
relevant health and safety legislation.
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hazards and risks
Regular inspections of the workplace allow discussion with employees

on health and safety issues to take place. It is the employees who are
most familiar with all aspects of the work, equipment and processes
within the workplace and they are an invaluable source of information.
Consultation between management and employees can only enhance

health and safety performance.
hazards and risks
Types of inspections
Inspections can take various forms and are usually classified according
to the purpose of the inspection, for example:
 Routine hazard inspections of the workplace
 Routine inspections of particular activities,

processes or areas
 Specific inspections arising from complaints by

employees
 Accident and incident investigations
 Follow-up inspections after implementing measures to improve

health and safety.
Designing inspections
When developing inspection systems it is important to establish:
 The emphasis and scope of the inspections
 How they are to be conducted
 How often they are to be carried out
 Who will be involved in the inspections
 Who is responsible for ensuring that suggested

improvements are taken into account
 What checks should be carried out to ensure that corrective action

has been taken
 How they are to be documented.
Methods of inspections
Now that we have identified different types of hazards, it is important
that they are identified in the workplace. This not only includes
identifying hazards that may impact yourself, but also other staff,
customers and the general public.
There are a number of ways to identify hazards including:
 Observation
 Ask management & employees
 Ask suppliers
 Review incident and accident reports
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hazards and risks
 Check the First Aid Register
 Review statistics and data from similar workplaces
 Ask an expert outsider to help audit the workplace
 Talk to other people who work in your industry.

hazards and risks
What should be inspected?

When deciding which aspects of the workplace are priority areas for
routine inspection, it is important to consider:
 The existing and potential health and safety hazards within each
workplace
 The types of processes, operations and occupations present in the

workplace
 Any health and safety regulations, codes of practice or standards

relating to particular hazards, occupations, industrial processes and
operations which apply to each workplace
 Any new processes or arrangements

which have been introduced to the
workplace
 The equipment, substances or situations

that have caused injury or disease in the
past
 The need to follow up and monitor any changes which have been
suggested or implemented during previous inspections.
Discussions with employees will assist in building up a more complete

guide to inspection requirements and will encourage their involvement
in health and safety activities.
Inspection checklists
When the areas for routine inspection have been established, simple
questions or checklists which can be systematically completed during
inspections should be prepared. Checklists will help save time and help
ensure a thorough inspection is carried out.
Checklists can form the basis of a comprehensive review of workplace

practices on a regular basis.
Checklists will vary according to the workplace environment. The types

of hazards present will determine the areas covered in a checklist.
Some of the areas to cover are:
 Manual handling hazards
 Housekeeping — floors, work benches,

ladders and walkways
 Machinery — machines and moving parts,

waste disposal, noise levels
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hazards and risks
 Working at height — roofing, construction areas, demolition
 Chemical hazards — fumes, gases, storage, labelling, handling,

Material Safety Data Sheets, personal protective clothing and
equipment
 Electrical safety
 Fire safety — fire fighting equipment, access

and exits, alarm systems, instructions for
employees
 First aid provisions.

hazards and risks
Because each workplace is different, it is

important to develop checklists which match the
actual design and processes of the workplace.
Tailoring inspection checklists to suit the
workplace will ensure that all existing and
potential health and safety problems can be identified.
Codes of practice may contain checklists which can be used to identify

particular hazards and hazard areas.
Some common questions managers should ask themselves include:
 Do you have any checklists in your work area?
 Are these checklists performed on a daily basis (morning/night),

monthly or quarterly basis
 What are the main purposes they serve?
Frequency of inspections
Routine hazard inspections of workplace activities
should occur regularly, but their frequency will depend
on the nature and circumstances of each workplace. In
workplaces that do not change much, inspections may
be organised less frequently than in those where change
is part of the daily operations.
Inspections to investigate specific problems should be

scheduled at a time when the problems are most clearly showing to
enable the most useful, accurate information to be gathered.
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hazards and risks

Encourage staff to report workplace
hazards and risks
Introduction
Whilst workplace inspections will be carried out at scheduled times and
carried out by the nominated management representative and the
elected health and safety representative for the area, where there is no
health and safety representative, the employees who work in the area
should be involved in the inspection.
Those most closely involved in a particular type of work can contribute

useful suggestions on doing the job safely. Staff know the processes
and potential hazards because they work with them daily.
In addition, staff will be able to identify potential hazards, as they arise

and quicker than any management or committee inspection.
Hence their contribution is vital.
Encouraging staff
So how do you actively encourage staff to be involved in reporting
workplace hazards and risks?
Some common techniques include:
 Remind staff – let the importance of safety be a daily message in a

shift briefing session
 Allocate specific risk daily – management may pick one topic in

which to bring to the attention of staff on a daily basis. By selecting
one topic, such as faulty electrical cords, it is in the mind of staff as
they go about their daily duties
 Allocate areas of responsibility – management may give each staff

member one type of hazard for which they must investigate and
determine how to control
 Remind staff of benefits – the benefits of having

fewer hazards is quite obvious. Not only does it help
to reduce injuries, but makes the tasks performed by
staff easier to undertake as they have the necessary
working equipment and environment in which to
work
hazards and risks
 Ask staff – at the end of each shift, whether in a personal

conversation or in a debrief session if they identified any hazards
during the day
 Thank and reward staff – there should be some sort of incentive

scheme for eliminating hazards in the workplace. It could be an
individual reward or a collective reward for the group if they achieve
a KPI.
By including all people in an organisation, everyone understands they

have a role to play in creating a safe and secure workplace.
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hazards and risks

Analysis of internal records
Introduction
When identifying health, safety and security risks, conducting
workplace inspections is normally the most effective method used in
collecting information to current risks. That said, conducting a review of
internal records will also be able to shed light on hazards and risks
including:
 Historical risks and hazards – which were the

most common and in which departments?
 Frequency and time line of risks or hazards – how

often did they occur? Were they seasonal or
linked to a specific time of year or event?
 Reasons for risks or hazards –why did they

occur?
 Resulting impact – what injury resulted? What impact or loss of

revenue resulted?
 Steps taken to control risks or hazards – what did we do previously to

resolve the issue?
Types of internal records

Each organisation will have endless records that help to identify risks
and hazards in the workplace. Each type of record will contain
information which may be helpful. Some of these internal records will
include:
 Customer feedback forms
 Employee medical records
 Health monitoring results
 Risk assessment reports
 Training registers/records
 Hazard reports
 Hazard inspection reports
 Incident Notifications
 Incident investigation reports

hazards and risks
 Injury register
 Rehabilitation case notes
 HS Committee minutes
 Plant register
 Employee assistance notes
 Environmental reports
 Hazardous substances register
 Hazardous substances reports
 Consultants reports
 HS management reports
 Consultation Meeting Record
 Staff handover reports
 Management meeting notes
 Departmental meeting notes
 Emails and memos.
In a perfect world all records relating to health, safety and security will
be nicely and conveniently stored in one location, however in reality this
is not often the case.
The best starting point for accessing information is through the Health
and Safety Committee.
Internal interviews
Whilst collecting and analysing records provides
valuable information, it can someone leave
questions unanswered. In addition, records may
be outdated, hard to find or missing.
It is worthwhile speaking with the Health and

Safety Committee to gather general information and departmental
managers to gather information specific to their department.
There are many reasons why conducting personal interviews with

people is extremely beneficial:
 They can clear any issues or questions resulting from the collection
of records
 They can provide a clear and concise answer
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hazards and risks
 It is quicker and easier to gather both general and specific

information
 They can provide updated information, as some records may be from

a long time ago
 They can provide the background reasoning or explanation for past

risks and hazards and why certain approaches were taken.
The more approaches you can use to gather information relating to the
causes or solutions to control risks and hazards, the more effective your
approach will be to controlling them in the future.
hazards and risks

Address risk identification at planning and
purchasing stages
Introduction
This manual to date has enabled an organization to gather useful
information regarding risks and hazards through conducting physical
inspections, researching internal records and conducting interviews
with relevant health, safety and operational management and personnel.
The best way to control hazards and risks is to address them when
planning operational activities and purchasing equipment and supplies
in conducting these activities.
Addressing risks when planning

Firstly it is important to look at the operational activities that are
planned and identifying possible risks that can occur.
There is a good chance that whatever activities a hospitality business is

planning on doing, it has already been done before. Therefore some
background information on potential risks exist. If not, it is a case of
carefully reviewing what needs to take place and trying to identify
possible risks and how to control them.
The most effective way to understand planned activities is to research:
 Job descriptions of staff – this provides the most

fruitful information regarding what different
positions need to do, towards the overall
activities. By looking through the duties and
responsibilities you are able to see what risks
and hazards may present themselves
 SOP’s and other policies and procedures – this will give an insight to
what and how activities to be undertaken
 Historical information – if a planned activity has taken place before,

it is worthwhile understanding what risks were present and how they
were handled.
Addressing risks when purchasing

In order to provide a wide range of products and services in a hospitality
industry, there is a great deal of financial investment that needs to take
place in purchasing items including:
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hazards and risks
 Furniture - commonly refers to items in the room that are movable

including tables, chairs and sundecks
 Fixtures - refer to items that are attached including heaters, air

conditioners and lights
 Fittings - refers to taps, pipes and electrical aspects of a public

space
 Equipment – this includes both electrical and manually

operated items
 Chemicals – cleaning agents used to clean physical

items
 Uniforms – staff uniforms and personal protective

equipment
 Supplies – stationery and food to name a few.
It is wise to:
 Brainstorm and identify possible risks and hazards that may result
from the purchase of these items
 Chat with suppliers to understand possible operational risks and

hazards and how these can be controlled.
As much pre-planning and forethought that can be given to potential

hazards and risks that may exist gives an organisation a better chance
to prepare for any undesirable outcomes when they arise.

Monitor industry sources of workplace
hazards and risks
Introduction
Most workplace hazards and risks are not unique or isolated to one
specific property. Due to location or nature of the business activities,
the problems affecting one business, are likely to affecting others.
This is reassuring in the fact that:
 The problem is not unique
 Reasons for specific risks and hazards can be discussed with others
 A solution may already exist.
Sources of hazards and risk information

hazards and risks
To find out information relating to existing or potential hazards and risks

that may affect the hospitality industry, there are many sources in
which to explore including:
 Partner hotels or properties with chain – properties within a chain
will most likely have the same problems due to the nature of
establishing identical and consistent service. They will also be the
most effective in sharing honest information about problems that
have arisen and solutions they may have
 Competitors – most hotels share information with competitors. This
may be a valuable source of identifying risks and hazards that are
specific to a region. It may also enable mutual benefit through
collective action to resolve a problem
 Local government – they may provide information that affects all
businesses, not just hospitality based
 Industry Associations – they will be able to provide valuable
information regarding the industry on a regional, national or
international level
 Internet – there are endless websites that can be
explored
 Industry publications
 Newspapers
 Suppliers – equipment, medical and uniform. Not only
can they tell you where problems lie, but will often have ready-made
solutions for greater control
 Manufacturer’s instructions and manuals
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hazards and risks
 Specialist bodies – fire, police, medical. The

specialist advice these experts can give you can
be invaluable
 Health and Safety Associations – these are

government departments or associations
designed to promote work safety in the
community. They are a valuable source of
training aids, statistics and solutions
 Health and Safety businesses – these are private businesses in the

industry
 Security firms – they will be able to give specialist advice and tips
relating to security.
Areas of hazards and risk information

Areas in which you may wish to research include, but are not limited to:
 Managing Safety in Your Workplace
 Hazard Management
 Health and Safety Responsibilities, Roles and

Functions
 Training Information and Records
 Workplace Health and Safety Policies, Procedures
 Workplace Health and Safety Consultation
 Manual Handling
 Chemicals Management in the Workplace
 First Aid in the Workplace
 Hazard identification, risk assessment and risk control in the

workplace
 Plant Hazard Management.
By remembering that most risks and hazards are common to most

businesses in the same location or industry, there is greater opportunity
to understanding why they exist and to have a better chance of
controlling or eliminating them in the future.
hazards and risks
Work Projects
agreed date.
identify how to conduct physical workplace inspections including:
 Types of hazards
 Importance of physical workplace inspections
 Types of inspections
 Methods of inspections.
identify how to encourage staff to report workplace hazards and
risks.
identify how to conduct analysis of internal records including:
 Types of internal records
 Purpose of internal interviews.
identify how to address risk identification at planning and
purchasing stages including:
 Addressing risks when planning
 Addressing risks when purchasing.
identify how to monitor industry sources of workplace hazards and
risks including:
 Sources of hazards and risk information
 Areas of hazards and risk information.
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hazards and risks
Summary
Implement procedures for identifying health, safety and security
hazards and risks
Conduct physical workplace inspections
 Types of hazards
 Importance of physical workplace inspections
 Why have physical inspections?
 Types of inspections
 Designing inspections
 Methods of inspections
 What should be inspected?
 Inspection checklists
 Frequency of inspections.
Encourage staff to report workplace hazards and risks
 Encouraging staff.
Analysis of internal records
 Types of internal records
 Internal interviews.
Address risk identification at planning and purchasing stages
 Addressing risks when planning
 Addressing risks when purchasing.
Monitor industry sources of workplace hazards and risks
 Sources of hazards and risk information
 Areas of hazards and risk information.

hazards and risks
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security risks

assessing health, safety and
security risks
Identify those to be involved in
assessment
Introduction
While staff are encouraged to participate in workplace safety processes
(consultation and collaboration), they have no legal obligation to do
anything – the legal obligation for workplace safety is always with
management and owners.
It is the managers and owners who must lead the entire process,
hopefully supported by staff.
Activities after the inspection

The inspection checklist should indicate the problem
areas, the action required to address those problems, a
timetable for action, and who will be responsible for
taking that action. Some workplace hazards will be
dealt with immediately.
Others will involve several stages from identification

and assessment of the risks, to making health and
safety improvements and monitoring and evaluating their effectiveness.
What is a risk assessment?

Risk assessment is the process used to determine the likelihood that
people may be exposed to injury, illness or disease in the workplace
arising from any situation identified during the hazard identification
process.
Once the hazards have been identified, they should be listed for a risk
assessment to be carried out in consultation with the relevant health
and safety representatives and employees.
The purpose of risk assessment is to determine whether there is any

likelihood of injury, illness or disease associated with each of the
Element 4: Implement procedures for assessing health, safety
and security risks
potentially hazardous situations identified in the hazard identification

process by considering:
 Whether any person (workers or members of the public) would be

exposed to the identified situations under all possible scenarios (e.g.
during installation, commissioning, erection, operation, inspection,
maintenance, repair, service and cleaning of plant)
 What existing measures are in place to protect the health and safety
of people who may be exposed
 How adequate the existing measures are for protecting the health
and safety of people who may be exposed.
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security risks
If the likelihood that anyone will be exposed to a situation under all

possible scenarios is nil, then there is no risk and no additional risk
control measures are required.
The adequacy of existing control measures should be considered if

there is the potential that someone may be exposed to a particular
situation.
Who is involved in a risk assessment?

There are a number of people who should be involved in a risk
assessment for different reasons. These people include:
 General Manager – this person may or not be

involved in this process, but it is important to
recognise their input as they will normally
approve any final decisions to be made (if
major) and any related expenses
 Health and Safety Committee – they are

responsible for health and safety in the
organisation and their expertise in areas of
health and safety is critical as they will be the people responsible for
implementation
 Department or outlet managers – as any changes will likely affect the

operations or activities within their department and their expertise in
operational areas is critical as they will be the people responsible for
the outlet and the effect on staff and customers
 Key departmental line staff – it is good to involve staff that will be

directly impacted by the hazard for their input and to also let them
know what is to take place
 Any other persons who conducted the workplace inspection – they

had first-hand knowledge of the hazards identified and will be able to
provide further information or explanation
 External experts and consultants – in areas requiring specific

expertise their input will be welcomed. They will also have solutions
to controlling hazards and their risk.
Once the correct people have been identified to participate in the

assessment process they should be notified accordingly.
and security risks
4.2 Schedule risk assessments

Introduction
Once you have decided the participants who are required to attend a
risk assessment you need to schedule the actual event.
The event normally will involve a meeting of key personnel, most of who
are busy and therefore require adequate notice of:
 The date, time and location of the meeting
 What will be discussed and
 What they need to prepare before the meeting.
Arrange meeting activities

Identify meeting leader or organiser
There is normally a specific person who has asked

for the meeting to be prepared. It is vital to talk to
that person to gain an understanding of how they
would like the meeting to be prepared and what
resources they need.
Identify date, time and location
It is vital to get this information before major arrangement can

commence.
Book meeting facility
Once the date, time and location have been

determined, it is important to book or reserve the
venue in adequate time. Meetings may be held in
an office, a boardroom or conference room within the hotel or at an
external venue.
Prepare information and agenda
An agenda is simply a list of things to be discussed at a meeting. Most

agendas take the shape of a one-page document and are given out to
the expected participants, prior to the meeting. In informal meetings,
quite often the agenda is handed out prior to the commencement of the
meeting, just as the participants are arriving.
An informal agenda may include the following:
 Title stating name of meeting
 Date of meeting
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 Time of meeting
 Place of meeting
 Objectives of the meeting – usually brief paragraph outlining the

purpose of the meeting
 A list of participants, their title and their position
 A list of topics for discussion.
Notify people
You may be required to notify a range of people
that a meeting is scheduled. This includes:
 General Manager
 Health and Safety Committee
 Department or outlet managers
 Key staff.
Arrange venue layout
Once you have access to the venue, it is important to arrange it in a
manner that reflects the type of meeting to be conducted.
Layout aspects to be arranged include:
 Tables and Chairs – for speakers and
participants
 Surrounding furniture.
Arrange Equipment
The type of equipment required for a risk assessment meeting may
include:
 Data Projector and screen
 Internet connection or ‘wi-fi’
 Whiteboards and or electronic whiteboards
 Flip carts, butchers paper and pens.
It is important that all participants have all the necessary tools at their
disposal to record information. Most participants will expect these to be
provided.
Effective meeting planners will arrange:
 A ‘Stationery kit’ which comprises a ruler, pencils, pens, scissors,
highlighters, glue, pins, ‘blue tak’, calculator, laser pointer,
whiteboard markets, eraser, stapler, staple
remover and hole punch.
and security risks
 Pens and pads

 Name badges
 Place settings
 Water glass
 Mints.
Arrange catering
Catering will normally include:
 Catering staff
 Glassware, crockery and cutlery
 Food.
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security risks
4.3 Apply risk assessment activities

Introduction
Once hazards have been identified, an assessment of the risks
associated with each hazard determines the likelihood of injury or
illness being caused by that hazard.
There are a number of risk assessment activities that can take place.
Investigations
Most incidents (occurrences that result in death, injury or illness) and
dangerous occurrences (where there is the potential to cause death,
injury or illness) are likely to have a number of causes.
Regular inspections and consultation between management and

employees will assist in preventing many incidents from occurring.
When incidents do occur, they should be investigated thoroughly to
identify all underlying causes and develop suitable risk controls.
Factors that may contribute to incidents include:
 Unguarded machinery hazards
 Inadequate maintenance resulting in broken or malfunctioning

machinery
 Using incorrect materials
 Failure to establish or follow safe working practices
 Pressure to override safe working practices
 Inadequate training and supervision
 Environmental factors such as excessive noise, heat or cold
 Excessive work or production schedules
 Incorrect work procedures
 Blocked aisles or passages
 Housekeeping problems.
Where the investigation identifies a specific hazard, then a full risk

assessment should be carried out.
Coupled with a regular inspection program, an effective system of

incident or dangerous occurrence investigation and reporting will
provide vital information for management. These arrangements will help
identify measures that need to be taken to prevent similar occurrences
and security risks
and they can help evaluate the effectiveness of controls already in

place.
What should be investigated?
All incidents or near-injury dangerous occurrences should be

investigated as soon as possible after the event. An immediate
inspection of the site should be conducted by the nominated
management representative and the health and safety representative,
and a chronology of events should be obtained, including witnesses
reports.
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security risks
A standard comprehensive investigation form should be used and

completed for any incident or dangerous occurrence. This form should:
 Provide an objective assessment of the severity of the incident both

in human and financial terms
 Identify causes
 Identify problem areas or particular hazards
 Recommend corrective action
 Provide information which can be used as a preventive tool
 Provide management, supervisors, health and safety representatives

and committees with data about health and safety problems
 Provide information which can be used to analyse the need for

training programs
 Provide information to assist with the preparation of compensation

claims.
Following an incident or dangerous occurrence, it is the employer’s

responsibility to ensure corrective action is taken to ensure the incident
does not recur.
Hazard Review
Review of hazards
In the previous section, hazards were identified through a number of

means, including physical workplace inspection, review of internal
reports and other documents, and consultation with others.
To begin with, it is important to review the hazards that were identified.
Hazards may include:
 Workplace sickness
 Fire
 Crowd-related risks
 Accidents
 Bomb scares
 Theft and armed robbery
 Deranged customers
 Equipment failure
 Weather emergencies
and security risks
 Pests.
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security risks
Impact of hazard
When assessing the risk associated with each hazard, it is necessary to

ask the following questions:
 Who is exposed to the hazard?
 How often are people near the hazard?
 Has this hazard already caused any problems?
 How easily could someone be hurt?
 How common is it for this hazard to cause problems in other

workplaces?
 Which factors relating to that hazard need to be taken into account,

according to health and safety law?
 Which factors or specific aspects of the work are increasing the

likelihood of injury or illness?
Classification of risk
It is important to record the identified hazards and classify them

according to type of potential injury or illness, for example:
 Hazards that could kill or cause serious injury, permanent disability

or ill health
 Hazards that might cause injury or illness resulting in an employee

being off work for several days
 Hazards that might cause injury or illness resulting in an employee

requiring first aid.
Likelihood of risk
Risk assessment also involves deciding whether it is likely that

someone could be hurt by being exposed to those hazards, and
establishing whether it is:
 Very likely
 Likely
 Unlikely
 Very unlikely
To cause harm in the workplace. Once these assessments have been

made, plans to control the risks can be developed.
The documentation used in conducting risk assessment will be

discussed in the next section.
and security risks
4.4 Record deliberations at risk assessment

meetings
Introduction
Having a record of risk assessment meetings and activities is very
important as it leaves clear evidence of items discussed, decisions
reached and reasoning behind these decisions.
There are a number of records you can use to document the actual
meeting and the risk assessment activities performed as part of the
meeting.
Minutes of meetings
One of the key requirements of any meeting is to
record minutes. Minutes are a written record of
what was discussed, agreed and actioned.
The minutes of a meeting are evidence of that

meeting, they are in fact a record of the things said,
a list of those who attended the meetings and
decisions made at that meeting. They clearly state
what happened, who said what and who has been
actioned to do what in the future.
They provide participants with a tangible record of

events resulting from the meeting. They enable future meetings to
proceed in a logical format and enable new members to follow
guidelines about meetings by viewing previous minutes of meetings.
They also provide those who failed to attend the meeting, with a
document stating what happened and this enables them to fill in the bits
they missed out on.
Auditors can also use minutes as evidence in cases of law and for
evidence.
Minutes ensure that objectives are addressed and

outcomes are attained. They are a very effective
method of ensuring meetings are productive and
orderly. They help participants focus and remain on-
track to achieving outcomes.
In large organisations, meetings will be attended by

participants who hold positions and if this is the
case the secretary may be again nominated to take
the minutes from the meetings.
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security risks
Minutes should be taken on the spot and elaborated on (if need be) as
soon after the meeting as possible. This ensures that nothing is
forgotten. Minutes should be a true and accurate reproduction of what
took place at the meeting, not what individuals thought took place.
In essence minutes can be likened to a photocopy of the meeting.

and security risks
Formal and informal minutes
Generally minutes can be divided into formal and informal.
Informal minutes
A very informal meeting may only include the following:
 Outcomes or conclusions reached
 A list of intended actions and the name of person

responsible for that action
 A brief dot point of items that remains unresolved (these may be

carried over to the next meeting and will generally be placed on the
next meeting’s agenda).
Formal minutes
Formal, detailed minutes should include the following:
 Date, time and location of the meeting
 Objectives of the meeting
 List of participants
 Items discussed - this normally includes a comment

beside each item – comments include person’s name
and what they said.
Often decisions need to be made about taking action on an item and this
is called voting. When voting is involved, the names of those individuals
who first vote and those that second the vote are needed. This is
immediately followed by the outcome of the vote.
Next a list of assigned tasks will appear. This will be followed by

expected results and a timeline.
It should also list items that were not discussed and the reason why
they were not.
Verify minutes
Minutes of the meeting are often taken by a different person, than the
person who arranged the meeting. At times their perception of events,
discussions and future actions may be perceived in a slightly different
way to what you may believe.
Once minutes of the meeting have been prepared, it is

good to revise them to ensure they are accurate.
Check any personal notes taken during the meeting to

ensure they match the minutes taken. If not, it is often
wise to discuss these with the person taking the notes
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to try to understand why there were recorded in a specific way. You,

personally, may be person it interpreted information differently that
what the other participants agreed.
In addition, to ensure accuracy, you may want to confirm minute

meetings with another participant at the meeting.
and security risks
Risk assessment worksheets

Risk assessment worksheets are detailed yet invaluable tools when
assessing risk of activities.
The following example is taken from the Manual Handling Code

(Victoria) and sets out all the factors you need to look at when
assessing the risks for manual handling.
Risk assessment worksheet – Manual Handling

Task: Date:
Management rep: HSR:
Step 1a – Does the task involve repetitive or sustained postures, movement or

forces?
Tick yes if the task requires any of the following actions to be done more than
twice a minute or for
Yes Comments
Bending the back forwards or sideways more than 20 

degrees
Twisting the back more than 20 degrees 
Backward bending of the back more than 5 degrees 
Twisting the neck more than 20 degrees 
Bending the head backwards more than 5 degrees 
Working with one or both hands above shoulder


height
Reaching forwards or sideways more than 30cm from


the body
Reaching behind the body 
Squatting, kneeling, crawling, lying, semi-lying or


jumping
Standing with most of the body’s weight on one leg 
Twisting, turning, grabbing, picking or wringing 

actions with the fingers, hands or arms
Working with the fingers close together or wide


apart
Very fast movements 
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Risk assessment worksheet – Manual Handling

Task: Date:
Management rep: HSR:
Step 1a – Does the task involve repetitive or sustained postures, movement or

forces?
Tick yes if the task requires any of the following actions to be done more than
twice a minute or for
Excessive bending of the wrist 
Lifting or lowering 
Carrying with one hand or one side of the body 
Exerting force with one hand or one side of the body 
Pushing, pulling or dragging 
Gripping with the fingers pinched together or held 

wide apart
Exerting force while in an awkward position 
Holding, supporting or restraining any object, person, 

animal or tool
Step 1b – Does the task involve long duration?

Tick yes if the task is done more than 2 hours over a whole shift or continually for
more than 30 seconds at a time
Yes Comments
and security risks
Step 2 – Does the task involve high force?

Tick yes if the task requires any of the following high force actions
Yes Comments
Lifting, lowering or carrying heavy loads 
Applying uneven, fast or jerky forces during


lifting, carrying, pushing or pulling
Applying sudden or unexpected forces (e.g.


when handling a person or animal)
Pushing or pulling objects that are hard to


move or to stop (e.g. a trolley)
Using a finger-grip, a pinch-grip or an open-


handed grip to handle a heavy or large load
Exerting force at the limit of the grip span 
Needing to use two hands to operate a tool


designed for one hand
Throwing or catching 
Hitting or kicking 
Holding, supporting or restraining a person,


animal or heavy object
Jumping while holding a load 
Exerting force with the non-preferred hand 
Two or more people need to be assigned to


handle a heavy or bulky load
Exerting high force while in an awkward


posture
Tick yes if your employees report any of the following about a task
Yes Comments
Pain or significant discomfort during or after


the task
The task can only be done for short periods 
Stronger employees are assigned to do the


task
Employees think the task should be done by

more person, or seek help to do the task than 
one
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Employees say the task is physically very

strenuous or difficult to do 
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Step 3 – Is there a risk?

Yes Comments
Does the task involve repetitive or sustained

postures, movements or forces, and long
duration? (Did you tick yes in step 1a and

step 1b?)
If yes, the task is a risk. Risk control is
required.
Does the task involve high force?

(Did you tick yes in step 2?)

If yes, the task is a risk. Risk control is
required.
Step 4 – Are environmental factors increasing the risk?

Tick yes if any of the following environmental factors are present in the task
Yes Comments
Vibration (hand-arm or whole-body) 
High temperatures 
Radiant heat 
High humidity 
Low temperatures 
Wearing protective clothing while working in 
hot conditions
Wearing thick clothing while working in cold 
conditions (e.g. gloves)
Handling very cold or frozen objects 
Employees are working in hot conditions and 
are not used to it
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Hazard Identification and Control document

Following is a form that can help document hazards and addresses their
risk level and control methods.
FORM FOR DOCUMENTING HAZARDS, RISKS AND RISK CONTROL

MEASURES
Worksheet No: Area covered in the assessment:
Date of Assessment: Assessment conducted by:
People consulted:
Risk assessment method used:
Curren Person
Date for
Impa General t Suggeste responsible
Hazar Classificati Likelihoo control
ct of Commen contro d control for
d on of risk d of risk implementati
risk t l of of risk implementatio
on
risk n
For the purpose of this manual, risk assessment analyses the risks and
the impact they may have. Whilst how to control these risks has been
briefly commented upon in this section, it will be explained in great
detail in the next section.
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4.5 Facilitate meaningful and effective

consultation
Introduction
Due to the amount of senior organisational people and level of activity
involved, risk assessment activities general happen at scheduled times
during the year. In essence they are often more infrequent than
frequent.
Therefore when they take place, it is important to ensure the people

involved and the information presented is conducted in such a manner,
that everyone has the opportunity to say their piece and contribute
appropriately.
Ground rules
There are four simple ground rules that help form the foundation for
running successful meetings:
 Allow people to participate – everyone should have an equal

opportunity to speak and be heard, without discrimination
 Focus on the topic – stick to the topics on the agenda. If new topics
are introduced they should be noted for discussion in ‘other
businesses at the end of the meeting, if time permits
 Maintain momentum - always try to reach the desired action in a

positive and constructive manner
 Try to reach closure – whether a decision is made or an action is

allocated to a staff member for completion, some form of conclusion
should be reached for each agenda topic.
Acceptable behaviour
The type of behaviour that should be encouraged includes:
 Listening effectively and actively to others
 Being open to other’s suggestions
 Ensuring that everybody is clear about what is

being said and expected
 Mediating to ensure that amicable solutions are

reached
 Negotiating issues so that all participants feel a consensus has been

reached.
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Everyone who has been invited to the risk assessment meeting has
been chosen based on their valued input of their intended role in
controlling risks in the future. It is vital everyone agrees with the
solutions reached and how they have arisen.
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4.6 Adopt ‘safe place’ rather than ‘safe

person’ approach
Introduction
Ensuring a safe and secure work place is the primary goal of all people
who are in a hospitality organization. This includes management, staff,
suppliers, customers and the general community.
Whilst it is important that all people conduct their activities in a safe

manner, this is not a common reality.
Staff will take short cuts to conduct their

activities quicker; customers may not be aware of
safety requirements (due to language, cultural or
other reasons) or simply choose to ignore them.
Therefore the emphasis should be to build a ‘safe

place’ rather than a ‘safe person’. Whilst having both would be the most
ideal, it is not possible.
‘Safe place’ instead of ‘safe person’

Management have the responsibility to ensure the ‘place’ is safe and
secure.
It must be remembered that OHS legislation places substantial

emphasis on the need for management to ensure the workplace itself is
safe and secure through:
 Established policies and procedures
 Trained staff
 Safe equipment and safe materials
 Full communication to staff, suppliers and customers of all

information relevant to the safety and security.
People will generally be happy to comply with any rules or activities

that ensure their safety and security. In most cases they need to know
they exist and how they can comply.
Whilst this manual has focused on what

management and staff can do to make the
workplace safe, it is only part of the equation. The
involvement of customers in helping to improve
their own safety and security has a tremendous beneficial effect.
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4.7 Prioritise risks levels

Steps to prioritise risks
After the list of hazards has been finalised, documented and agreed on,
a judgement needs to be made about the seriousness of each hazard
and which ones require the most urgent attention:
1) Take a close look at each item on your ‘hazard identification’ list and
consider:
 “What is the possible outcome if things go wrong?”
 Are you talking about cuts, scratches and bruises or is there the
potential for someone to be seriously injured or even killed?
 Is the hazard an everyday task, or something that comes up only

now and again giving you more time to find a solution?
 Are there things you can do right now as a short-term fix while
you work out a better, more permanent solution?
2) Don’t wait for all risks to be assessed before you start fixing things
3) Once you have worked out which hazards have the greatest potential
to cause injury or disease, or are a risk to public safety, they should
be marked as your high-priority hazards. The other hazards should be
ranked in priority order
4) The hazard list must be reviewed regularly to ensure every aspect of

the workplace is monitored and any new hazards are immediately
identified.
You assess risks so that you can make sure you control them
effectively. Health and safety representatives must be involved in this
step to provide accurate information about risk control in the workplace
and so that the views of their designated work groups can be taken into
account.
The risk from a hazard is a combination of the chance of an incident

occurring (that is, ‘very likely’, ‘likely’, unlikely’ or ‘very unlikely’) and
how badly someone could be hurt.
Risk level formula

General guidelines on principles, systems and supporting techniques’
sees risk assessment as critical to prioritising risk control measures
and uses the following formula to determine risk level:
Risk level = Consequence x Exposure x Probability

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Where:
 Consequence is ‘the outcome severity (injury/illness) of the scenario
 Exposure is ‘frequency and duration of exposure of persons to the

chosen hazard’
 Probability is the ‘likelihood or chance that the chosen sequence and

consequence will occur’.
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4.8 Finalise assessment and take action

Reaching agreement on path forward
Once all hazards have been identified, assessed and prioritised, there
must be agreement on:
 The priority of hazards to be addressed
 A summary idea how to address them
 When each hazard will be addressed
 Who will address the hazard.
The next section will look at the different types of

control that can be used to reduce the risk of hazards.
The aim of the risk assessment meeting is to ensure all the hazards that
have been identified, have been discussed with a strategy attached to
each.
Action after meeting

Once the meeting has concluded, the following activities are to take
place:
 Minutes of the meeting are to be prepared and forwarded
 Any documentation prepared in the risk assessment meeting copied,

distributed or stored
 Any communication relevant to staff forwarded in a prompt and clear

manner
 Persons responsible for implementing procedures to control risks

undertaking their duties.
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Work Projects
date agreed to.
identify who is involved in a risk assessment.
identify how to arrange and schedule risk assessment meetings.
identify how to apply risk assessment activities including:
 Investigations
 Hazard Review.
identify how to record deliberations at risk assessment meetings
including:
 Minutes of meetings
 Risk assessment worksheets
 Hazard Identification and Control document.
identify how to facilitate meaningful and effective consultation in
meetings.
explain why it is better to adopt a ‘safe place’ rather than ‘safe
person’ approach.
explain the steps involved in prioritising risks.
explain the activities associated with finalising assessment and
taking action.
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Summary
Implement procedures for assessing health, safety and security
risks
Identify those to be involved in assessment
 Activities after the inspection
 What is a risk assessment?
 Who is involved in a risk assessment?
Schedule risk assessments
 Arrange meeting activities.
Apply risk assessment activities
 Investigations
 Hazard Review.
Record deliberations at risk assessment meetings
 Minutes of meetings
 Risk assessment worksheets
 Hazard Identification and Control document.
Facilitate meaningful and effective consultation
 Ground rules
 Acceptable behaviour.
Adopt ‘safe place’ rather than ‘safe person’ approach
 ‘Safe place’ instead of ‘safe person’.
Prioritise risks levels
 Steps to prioritise risks
 Risk level formula.
Finalise assessment and take action
 Reaching agreement on path forward

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 Action after meeting.
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Element 5: Implement procedures for controlling health, safety
and security risks

controlling health, safety and
security risks
5.1 Plan for implementation of the control
Introduction
Controlling risk is the third step in risk management.
The first step was hazard identification and the

second step was risk assessment and analysis.
Implementing risk control methods means putting in

place the risk control options deemed most
appropriate and effective for the identified hazard.
Where a manager or supervisor is unable to implement identified risk

control methods these situations must immediately be reported to the
‘appropriate person’ (owner, more senior manager) for their attention
and action.
When hazards have been identified, and the risks to health and safety
assessed, the risks need to be controlled. Risk control is a requirement
of most Occupational safety and health Act legislation as part of the
employer’s duty “.to provide and maintain so far as is practicable for
employees a working environment which is safe and without risks to
health.”
Risk control
Risk control means taking actions to eliminate or reduce the likelihood
that exposure to a hazard will result in injury or disease.
The term “as far as is reasonably practicable” is defined in the OHS Act
as taking into account:
a) The likelihood of a hazard or risk occurring (i.e. the probability of a

person being exposed to harm)
b) The degree of harm that would result if the hazard or risk occurred
(i.e. the potential seriousness of injury or harm)
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c) What the person concerned knows, or ought reasonably to know,

about the hazard or risk and any ways of eliminating or reducing
that hazard or risk
d) The availability and suitability of ways to eliminate or reduce the

hazard or risk
e) The cost of eliminating or reducing the hazard or risk.
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Hierarchy of control
The Hierarchy of Control is a list of control measures in descending
order of effectiveness that may be applied to specific risks only after an
assessment has been made of all possible risk controls.
This highlights the need for time, planning and consultation throughout
the entire process.
While it is preferred that hazards and risks are subject to

planned and comprehensive procedure, if there is an
immediate risk to health and safety, you must make sure
the activity in question is ceased until measures are taken
to remove the immediate risk.
In most cases, effective control of a risk requires a

combination of the following controls to be applied. In
addition it is vital to make sure that the introduction of a control
measure doesn’t create another, new risk.
Some control options are better than others. Again, ‘safe place’ options
are better than ‘safe person’ options. It’s better to create a ‘safe place’
than rely on people wearing protective clothing or ‘behaving safely’.
The ‘hierarchy’ of control reflects this idea.
As an overview, the hierarchy of control comprises the following

controls:
1. Elimination
2. Substitution
3. Isolation
4. Engineering controls
5. Administrative controls
6. Personal protective clothing and equipment.
These controls may be classified under three levels as set out below.
Elimination
At the top of the hierarchy of control is elimination.
It is the best option for controlling hazards but is not always available or
practicable.
Elimination means changing the procedure so that it does not have to

take place at all.
For example:
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 A cleaning process which uses ultrasound instead of a chemical

avoids the need for the chemical in the workplace
 Buying pre-cut steaks eliminates the need for slicing
 Getting rid of noisy equipment or facilities.
Elimination of hazardous substances should always be the priority

simply because this is the most effective way of making the workplace
safe.
Where elimination is not reasonably practicable, steps must be taken to

identify effective measures to reduce the risk (Levels 2 and 3).
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Substitution
Substitution means replacing a hazardous process or substance with a
less hazardous one:
 A detergent may be substituted for a chlorinated degreaser
 Using a neutral detergent instead of caustic soda for cleaning
 A chemical could be used in pellet form instead of a powder to
reduce the risk of inhalation
 Applying a substance with a brush might be safer
than spraying the substance
 Lifting smaller and lighter packages
 Using an electric forklift instead of a petrol one
 Vacuuming instead of sweeping.
Isolation
Isolation involves separating the risky process from
people, either by distance or by using barriers to prevent
exposure:
 Placing a noisy piece of equipment in a soundproof

box or behind a baffling wall
 Physically stopping people (customers) from coming

into contact with the hazard
 Moving the hazard to some distant location
 Locking dangerous items away out of reach of unauthorised contact.
Engineering controls
Engineering controls include plant or processes which:
 Minimise the generation of risk
 Suppress or contain the risk
 Limit the risk in should an event occur.
Examples include:
 Ventilation booths for spray painting

 Machine guards to prevent clothing, jewellery and
body parts being caught in equipment
 Machine operation controls such as ‘Emergency Stop’
buttons, automatic cut-offs, the ability to remotely
operate an item
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 Ventilation – exhaust fans to remove dust, smoke

 Wetting down techniques to reduce dust
 Changing the height of work levels to minimise bending and twisting
during manual handling.
Administrative controls
If it is not practicable to make the workplace itself safe it is necessary
to look for ‘safe person’ options, which are a lower priority because they
depend on people “doing the right thing”.
Administrative controls are safe work practices which help to reduce

employee exposure to risk. For example:
 Restricting access to certain areas at certain

times
 Good housekeeping, including regular cleaning

of work areas and regular and appropriate
maintenance of workplace items and equipment
 Changing purchasing procedures so substances are supplied in

ready-to-use containers and decanting is not required
 Providing trolleys to move items
 Providing accurate work instructions and methods of

work (work practices, standard operating procedures)
 Changing work practices to include job rotation (but

note this, on its own, is generally regarded as an
insufficient control method)
 Shorter working periods for jobs performed under

difficult conditions – such as in extreme cold, heat, noise or vibration
 Providing training – such as in lifting and manual handling

techniques.
The effective use of administrative controls relies on full cooperation of

employees, so it is essential that extensive consultation occurs during
their development and implementation.
Adequate supervision and training are also very important.
Personal protective equipment and clothing

Personal protective equipment (PPE) and clothing includes such things
as:
 Eye protection – goggles, face masks, visors
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 Respiratory protection
 Gloves and gauntlets
 Safety shoes and boots – including ‘clogs’ for kitchen workers
 Protective clothing – aprons, thermal wear, ‘pull off’ ties for security
staff
 Head protection – hard hats, and caps for food handlers.
Personal protective equipment is generally the least effective way to

control risk and should only be used if you can’t reduce the risk enough
using other means.
It should then be used in conjunction with other measures.
Personal protective equipment might also be used as a temporary

measure until other controls can be implemented.
All personal protective equipment should:
 Meet the relevant Safety Standards of the country
 Be appropriate to its application
 Be issued to an individual and not shared
 Be properly maintained and cleaned.
Employees who have to use personal protective

equipment must be trained so that they know why and
how to use the equipment effectively.
Combination of controls
The most effective method of controlling risks is usually a combination
of the above options.
If we consider the hazard of slips in the cafeteria kitchen, we cannot

eliminate the kitchen floor, neither is it possible to always ensure the
kitchen floor is not slippery.
However we can substitute work practices – for example, only clean

when there is minimal foot traffic through the kitchen.
We can control the risk by proper engineering – for

example, by using non-slip matting.
We can make an administrative arrangement– for

example, direct staff not to enter the kitchen during
service and cleaning, and training to raise awareness
of the problem.
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We can also use personal protective equipment such as provision of

rubber sole shoes. We can also put out ‘caution signs’.
This illustrates that there are often more than one option for dealing
with an identified workplace hazard.
Identifying appropriate controls

Now that we have explored the different types of control, it is important
to decide which method/s of control to be applied to each risk in the
workplace.
This is a simple process but takes time. One possible way of doing this
is through the use of ‘Risk Control Identification Cards’
A template and an example are provided on the next page.
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Risk Control Identification Cards
TEMPLATE
Hazard:
Elimination:
Substitution:
Engineering Controls:
Isolation:
Administrative Controls:
Personal Protective equipment:
EXAMPLE
Hazard: Smoking in bars
Elimination: Introduce laws to ban
Substitution: N/A
Engineering Controls: Air purifiers/ventilation systems/air flow design
Isolation: Designated smoking areas
Administrative Controls: No smoking policy/ “No Smoking” signage
Personal Protective equipment: N/A

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5.2 Initiate the control

Introduction
Once the appropriate control methods have been identified for each
hazard, as identified and prioritised, the respective action must be put
into place.
Steps to initiate control methods

When initiating the control there may be a number of activities that
need to take place.
These include:
 Review documents to understand hazard and supporting thoughts,

opinions and suggestions. These documents
may include, but are not limited to:
- Minutes of meetings
- Hazard Identification and Control document
- Risk assessment worksheets
 Purchase equipment or supplies associated with the control.
 Communicate control method and any related processes with staff
 Select persons to implement controls
 Allocate responsibilities to selected persons. This

may include the issuing of new policies and
procedures
 Provide appropriate training so staff can undertake

control methods
 Take appropriate steps to minimise inconvenience

or disruption to operations and customer enjoyment of facilities.
Active management
Any changes that take place in any organisation often cause some
added stress, work and inconvenience for all involved.
Persons responsible for initiating change must take an

active role in ensuring it is implemented with minimal
stresses and with sufficient support, guidance and
encouragement to those initiating the changes.
By undertaking active management any required

changes can be implemented in a timely manner.
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Methods of control and remedial action to ensure correct initiation of

control methods are explained in the next two sections.
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5.3 Monitor the control

Introduction
Just because we have allocated responsibility for hazard controls to be
put into place, does not mean that they:
 Have been implemented correctly
 Were explained to those concerned (staff members

who have to carry out specific activities)
 Have any effect
 Have the desired effect.
When risk controls have been implemented they need to be monitored to

see if they have been effective in addressing the identified hazards.
Need to plan monitoring of control measures

The checking procedures that will be used for risk control measures
should be planned in the same way the implementation of the actual
control measures are planned.
This means the planning phase should address:
 Who will do the checks
 When they will be done
 What will be evaluated and assessed as part of the

checking process?
The use of checklists is recommended to provide a consistent basis for

the checks to be made.
Actual workplace checks

Checks should be made of the control measures applied:
 Prior to their actual implementation – to verify the control has been

implemented as intended
 During use – to evaluate the effectiveness of the control during

actual operation.
Objective observation using a rating chart to guide observations is an

effective way to achieve this
 Immediately after use – by talking with staff involved and evaluating

(for example) finished products.
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Getting feedback from operators about safety, ease of use and

potential issues is imperative and demonstrates that management is
committed to involving staff in a practical way in workplace safety.

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5.4 Take remedial action where necessary

Introduction
Whilst most control methods may be effective in controlling risks in
their intended manner, at times this is not possible for a number of
reasons.
Regardless of the reason, it is essential that new problems and risks are
not created in the process.
Creation of new problems

Checks on a control measure should seek to answer two questions:
 To what extent has the control effectively addressed the identified

hazard?
 Has a new hazard been created by virtue of the control that has been
applied?
When a new risk control initiative has been implemented it is important

that any monitoring of its application takes into account whether or not
the initiative itself has created any new OHS issues.
This highlights that it is not sufficient for monitoring to

simply determine whether the identified hazard had been
effectively controlled but monitoring must also identify if a
new problem has been caused.
For example, a new system that eliminates a manual

handling or repetitive strain hazard could have
inadvertently introduced a new hazard in terms of eye
strain.
Once again, observation of the task and the control as well discussions
with operational staff are keys in working out if this is the case.
Action to take
Where the approved risk control method has been monitored and found
to have not fixed the identified hazard – or to have created a new or
different hazard – this situation must be:
 Immediately resolved – if that falls within your level of

expertise or scope of authority
 Reported to the appropriate person for their follow-up

and action – this can be a senior management, the
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Health and Safety rep, the Designated Work group (or similar) or the
OHS Committee.
A verbal report may suffice that includes feedback from staff and
identifies causal factors as well as potential additional control which
may be required.
Immediacy in reporting is essential to facilitate supplementary action -

attention must always be paid to ceasing any work where a danger to
staff or others exists.
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Work Projects
agreed date.
identify how to plan for implementation of the control by:
 Using the hierarchy of control
 Identifying appropriate controls.
identify how to initiate the control including:
 Steps to initiate control methods
 How to demonstrate active management.
identify how to monitor the control.
identify how to take remedial action where necessary including:
 Action to take.
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Summary
Implement procedures for controlling health, safety and security
risks
Plan for implementation of the control
 Risk control
 Hierarchy of control
 Elimination
 Substitution
 Isolation
 Engineering controls
 Administrative controls
 Personal protective equipment and clothing
 Combination of controls
 Identifying appropriate controls.
Initiate the control
 Steps to initiate control methods
 Active management.
Monitor the control
 Need to plan monitoring of control measures
 Actual workplace checks.
Take remedial action where necessary
 Creation of new problems
 Action to take.
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Element 6: Investigate injuries, illnesses and
incidents
Element 6:
Investigate injuries, illnesses
and incidents
6.1 Describe how to notify injury, illness or
incident
Introduction
The most important resource in any hospitality business is its staff.
There are many benefits of having a workforce that is healthy and free
from injury or illness.
Most accidents in a hospitality environment are certainly avoidable. The

different sections in this manual have shed light on
how to control hazards and any negative impact
they may have.
That said, injuries, illnesses and accidents are

inevitable. Managers must understand their causes
and where possible learn from them to reduce the chance of re-
occurrence.
Impacts of injury and accidents

Any injury or incident in the workplace greatly impacts on many people
in many different ways. These include:
 The pain, stress and inconvenience of the injured staff member and
their immediate family
 The stress and emotional strain of fellow staff members who have
witnessed the accident
 Reduction in service standards due to staff shortages
 The loss of customer confidence
 The financial costs associated with medical

treatment, replacement of staff, sick pay,
rehabilitation, overtime payments for other
staff and loss of productivity
 The negative publicity associated with accidents in the workplace.

incidents
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incidents
Legal requirements
In most countries managers are legally required to arrange regular
health checks for any employees who work with lead, asbestos, noise,
or certain hazardous substances.
They are also required to keep a record of these checks. It’s vital for the
health of employees and the information can also be used to improve
organisational safety management.
It is common practice that staff notify any injury, illness or incident, via
written format. Regardless of how small the incident may be, a written
record must be maintained for many reasons including:
 Recognition incident has taken place
 The reasoning for the accident has been

identified
 Is a record that can be used at a later stage to

investigate the matter, to help seek solutions
 Requirement for police, medical and insurance purposes.
Types of written ‘notifications’

OHS records relating to injury, illness or incident include:
 Records relating to the health and safety of the employees –

including the results of monitoring activities where legislation or
organisational policies require such records to be kept. These
include:
- Sick leave form

- Doctor’s certificate
 Injury register – a ‘Register of Injuries’ or an ‘Injury Report Book’ must
be maintained to keep track of all workplace injuries must contain
details of any accidents or injury including:
- Worker’s name and job details

- Time and date of injury
- Exact location where injury or illness
occurred
- How it happened
- The nature of the injury or illness and the
body parts affected
- Names of any witnesses
incidents
- Name of person entering details in the register

- Date employer was notified
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incidents
 Incident notification – where accident or injury occurs in the

workplace of a certain severity or type such as death, or serious
injury (referred to as a ’notifiable incident’, or similar) there is a need
to complete, forward to the authorities and maintain official
forms/records.
Serious injury may include anything requiring:
 Medical treatment within 48 hours of exposure to a substance
 Immediate treatment as an in-patient in a hospital
 Immediate medical treatment for:
- Amputation
- Serious head injury
- Serious eye injury
- Separation of skin from underlying
tissue (for example de-gloving or
scalping)
- Electric shock
- Spinal injury
- Loss of bodily function
- Serious lacerations
 Results of investigations in workplace OHS events (including ‘near
misses’) – which may include photographs, witness statements,
medical reports
 Reports from WorkCover/WorkSafe inspectors
 Documentation relating to the insurance of workers to cover them for

workplace accidents or injury – including claims made
 Return to Work documentation – detailing the plan devised to assist

the injured worker to return to work after an accident or incident
 Records from suppliers stating that the products they supply to you
are safe and complaint with all legislated requirements.
Benefits of records
It is advisable to keep all OHS documents that are generated as part of
your efforts to create a safe workplace, even though there may not be a
legislated requirement to do so.
incidents
These documents may be of use at a later stage for reference purposes,

or to help demonstrate your on-going efforts at attempting to create
safe workplace.
In the event that an incident occurs, these records can serve as

mitigating factors and assist in providing you took your OHS
responsibilities seriously.
1
7
incidents
6.2 Investigate injuries, illnesses or

incidents
Introduction
By having a comprehensive documentation system of any injuries,
illnesses or incidents that take place in a hospitality organisation it
makes it easier to investigate possible causes and appropriate
solutions.
Purpose of investigation
The primary purpose of investigation is to try to learn
from actions that have taken place that have caused
injuries, illnesses or incidents.
The process of investigation is to not lay blame on an

individual or operational system, but to try to identify
the causes of the problem. In the next section, a list of
common types and causes of hospitality injuries has
been identified as an example.
Investigations should be focused on factual

examination, removing any emotion from the process. By having clear
and concise data which identifies causes, it makes the process of
finding suitable solutions and remedies easier.
By first we must collect information through an investigation.
Methods of investigation
As mentioned, the purpose of investigation is to collect information to
determine causes of injuries, illnesses or incidents. It then begs to
reason that a range of activities can be used to collect information from
persons who may have information to give.
Methods of investigation include:
 Interviewing witnesses
 Interviewing medical personnel
 Inspecting the location and equipment
 Reviewing reports and documents
 Reviewing policies and procedures
 Reviewing job descriptions
 Reviewing training.
incidents
By conducting a thorough investigation, using a combination of different

methods it will hopefully not only reduce the chance of a similar
accident happening again, but may also highlight potential problems
associated with this type of accident.
1
9
incidents
Who should investigate

The extent and number of people involved in an investigation will vary
depending on the seriousness of the accident.
Generally a member of the Health and Safety Committee and the

representative from the department in which the accident occurred
should lead any investigation, provided an impartial and unbiased
decision can be reached. No-one directly related to the accident should
be involved in leading an investigation.
The seriousness of an accident can be simply broken down into three

categories of priority:
 Low priority – cuts, burns, knocks, bumps,

bruising and scrapes
 Medium priority – strains and sprains
 Top priority – broken bones, lacerations,

severe burns and concussions.
Low and medium priority accidents are lead and managed by the above
mentioned internal persons from within the organisation.
Top priority accidents, not considered life threatening may be

investigated internally, with senior executives involved in the process.
For any life threatening or illegal activities associated with the
accident, external investigators such as medical staff, police or other
authorities may lead an investigation. In this case, the Health and
Safety Committee must provide help and support where required.
incidents
6.3 Identify causes of injuries, illnesses or

incidents
Introduction
Most injuries, illness or incidents in the hospitality industry as similar
amongst related organisations as the type of roles and duties are
similar.
It is important to understand the types and causes of injuries, illness or

incidents in order to find solutions to reduce their occurrence.
WorkSafe Victoria, a health and safety specialist division of the

Victorian government, has provided a list of common types and causes
of injuries relating specifically to the hospitality industry.
Types and causes of injuries, illness or incidents

WorkSafe Victoria states the types of causes of injuries, illness and
incidents include:
Manual handling
Manual handling risks include lifting, carrying,

pushing and pulling. The risk of injury is
highest when the work is heavy (e.g. carrying
several plates or lifting bags of laundry and
rubbish), repetitive (e.g. mopping floors,
chopping vegetables or stirring large pots) or
awkward (making beds and reaching high or
low for supplies).
When assessing kitchens, look for frequently used items kept in hard to
reach places or large containers being moved frequently.
Also look at the way that heavy products (e.g. kegs and coins from
pokies) are moved and consider whether there is a better way.
Slips, trips and falls
Slips, trips and falls cause or contribute to most

injuries in the hospitality industry. When looking
for these hazards, check out floors, steps and
transitions from one type of floor covering to
another. These hazards are most common in
kitchens, laundries and bar areas.
Slips typically occur on wet, oily or greasy floors,

while people tend to trip over rubbish, uneven floor
1
1
incidents
surfaces or power leads. Multi-tasking, poor lighting and unexpected (or

unseen) steps are the most frequent causes of falls.
The risk of slips, trips and falls is highest when there are several risk
factors present (e.g. walking down dimly a lit stairwell while carrying
several plates that interfere with their view of the stairs).
incidents
Prolonged or repetitive work
Cleaning, hotel services and laundry workers are

particularly at risk of back injuries and muscle strains
from repetitive forceful activities such as vacuuming,
scrubbing and moving wet laundry from the washer to the
dryer. Some injuries also result from reaching far from
the body (e.g. stripping and making beds, folding bed
sheets or cleaning high areas).
Most hospitality workers stand or walk for long periods of time and this
can cause back and leg pain.
Cuts and burns
Cuts and burns are very common injuries for staff

working in food areas. Check whether machines (e.g.
slicers and fryers) have appropriate guards and are de-
energised before being cleaned or maintained.
Workplace stress and occupational violence
Hospitality workers may experience work-related stress

if work demands are too high or if they are required to deal with difficult
customers.
Occupational violence includes assault, sexual harassment, threatening

language and robberies. Staff who handle money, work alone, handle
people who are under the influence of drugs and alcohol or provide
security services are particularly at risk of occupational violence.
Bullying
Bullying is repeated, unreasonable behaviour directed toward an

employee or group of employees that creates a risk to health and safety.
Examples of bullying include: verbal abuse; intimidation;
excluding or isolating employees; using work systems to
undermine employees; pressure to do extra shifts or work
for the same pay; and threats of dismissal.
Workplace chemicals
Many common cleaning products used in workplaces are

hazardous substances or dangerous goods, and exposure
to these products can cause serious injuries. Workers
who do not know how to safely use chemicals are at risk
of injury and long-term illness.
Noise
Working in noisy areas such as nightclubs and bars or using loud

equipment such as vacuum cleaners for long periods of time may affect
hearing.
1
3
incidents
Infectious diseases
Cleaning toilets, stripping beds, working with raw meat and handling
sharps may expose workers to infectious diseases.
The above information has been derived from the WorkSafe Victoria
website.
incidents
6.4 Implement remedial action

Introduction
It is no point conducting investigation into the causes of injuries, illness
or incidents unless action is taken to try to prevent its reoccurrence.
Any action, regardless of how large or small, should be implemented at

the earliest possible time which will also have minimal impact on
operations and customer satisfaction.
Remedial action steps

Once an investigation has been completed, the following action may
take place:
 Prepare new policies and procedures where required
 Purchase equipment or supplies associated with operational changes
 Communicate any changes and any related processes with staff
 Provide appropriate training to help reduce the

chance of accidents happening again
 Actively manage any new changes and

implement any revisions where required
 Review and compare the effect of new changes against past levels of
injuries, illness or incidents.
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5
incidents
Work Projects
agreed date.
identify how to notify injury, illness or incident including:
 Types of written ‘notifications’ to be used.
identify how investigate injuries, illnesses or incidents including:
 Purpose of investigation
 Methods of investigation
 Who should investigate.
identify how to identify causes of injuries, illnesses or incidents
including:
 Types and causes of injuries, illness or incidents.
identify how to implement remedial action to reduce further
accidents.
incidents
Summary
Investigate injuries, illnesses and incidents
Describe how to notify injury, illness or incident
 Impacts of injury and accidents
 Legal requirements
 Types of written ‘notifications’
 Benefits of records.
Investigate injuries, illnesses or incidents
 Purpose of investigation
 Methods of investigation
 Who should investigate?
Identify causes of injuries, illnesses or incidents
 Types and causes of injuries, illness or incidents.
Implement remedial action
 Remedial action steps.
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7
Element 7: Evaluate the organisation’s health, safety and
security effectiveness
Element 7:
Evaluate the organisation’s
health, safety and security
effectiveness
7.1 Review and assess the effectiveness of
the systems that have been put in place
Introduction
A formal review of health and safety performance within a hospitality
organisation is essential.
It enables management and the Health and Safety Committee to

determine whether the essential health and safety systems, including
the role of leadership, staff involvement, implementation, assessment
and review, has been successfully incorporated and followed in the
workplace. More importantly it indicates the effectiveness of the
current system. It tells you whether your system is effective in
managing risk and protecting people.
Having an effective health, safety and security system is a competitive

advantage and a reflection of management strength. By conducting a
comprehensive review of current systems and performance, informed
decisions can be made, actions prioritised and resources allocated.
Furthermore, regular reviews of safety performance will lead to a
culture of continuous improvement.
As with all systems, just because control or management systems have

been put into place, doesn’t mean it will remain effective or require
updating.
Like all operations, there are many influences, whether created

internally within the organisation or by external parties including
governments and policy makers that will require changes to an
organisation’s health and safety plan.
Reasons for system review

There are many reasons why systems should be reviewed
including:
 Scheduled reviews
 Change in management or key health and safety staff
 Company direction has changed
 New products and services have been introduced
 Injuries, illness or incidents have taken place
 Policies and procedures may be outdated
 New equipment and technology has been introduces
 New health and safety legislation and regulation have been

introduced
 Feedback from staff and customers
 Actions by competitors requiring an organisation to compete or

create a new competitive advantage.
There are endless reasons why an organisation’s health and safety

system should be reviewed. Regardless of the whether a reason exists
or not, a systematic review should take place on a regular basis to
ensure that the systems in place are current, valid and effective.
Organisations should be proactive in assessing their health and safety

management systems using audits. Generally auditing of health, safety
and security systems is not a legal requirement except however it
should be commonplace in all hospitality organisations.
Actions in system review

The Health and Safety Committee should conduct an annual review of
the organisation’s health, safety and security systems and current
performance at least once a year. The review process should:
 Examine whether the health and safety policy reflects the

organisation’s current priorities, plans and targets
 Examine whether risk management and other health and safety

systems are current and effective. This normally looks at three
areas:
- Appropriate workplace precautions are in place

- Adequate risk control systems exist which both reflect the hazard
profile of the organisation and are properly implemented
- Appropriate management arrangements are in place
 Ensure health, safety and security reporting is accurate, reflects
actual performance and is given in a timely manner
1
9
 Identify and report health and safety

shortcomings
 Discuss and decide actions to address any

weaknesses
 Develop a system to monitor their

implementation
 Schedule reviews of changes.
Most local government bodies will have a range of audit and evaluation
tools that can be used by hospitality organisations to ensure adequate
health, safety and security systems are in place.
7.2 Implement improvements, where

necessary
Introduction
An effective health, safety and security system is an essential part of an
active, preventive approach to Occupational safety and health.
Any recommended changes that arise from a systems evaluation and

audit should be implemented in a timely manner.
Areas for improvement

Any changes must lead to current, appropriate and effective:
 Health and safety committees, representatives and departmental

safety groups
 Hazard identification
 Policies and procedures
 Job descriptions
 Communication channels
 Documentation and reporting systems
 Training
 Equipment and resources
 Management support.
It is important to remember that the best system in the world is no use

unless it is implemented, understood, followed and reviewed by all
people in the organisation.
2
1
7.3 Assess compliance with legislated and

internal requirements
Introduction
Put simply, every organisation must follow the
legal requirements that apply in their country and
to their specific industry.
This is no different when it comes to following

health, safety and security laws. Ignorance is no
excuse. Therefore it is essential that every
hospitality organization understands and implements systems to ensure
compliance.
Legislative requirements
Each country will have their own legal requirements in terms of health,
safety and security. In addition different industries will also individual
laws and regulations that apply.
It is essential that all organisations comply with any legislative

requirements.
Laws, Regulations and Codes
Most countries will have one overriding laws and regulations which
covers most issues relating to heath, safety and security within the
hospitality industry.
As an example ‘Workplace health and Safety Queensland’ provides an

explanation of different types of legislation and how they must be
followed. This example and the requirements identified, whilst not
identical, will be similar in most countries around the world.
‘Workplace Health and Safety Queensland’ states:
‘To understand their obligations and safety requirements, hospitality

organisations must have a comprehensive understanding of the
following legislation as applies to their country:
 Workplace Health and Safety Act - which imposes obligations on

people at workplaces to ensure workplace health and safety
 Workplace Health and Safety Regulations - describes what must be

done to prevent or control certain hazards which cause injury, illness
or death
 Codes of practices – these are designed to give practical advice

about ways to manage exposure to risks common to industry.
It is a requirement of most ‘Acts’ that risks must be assessed and

control measures then implemented and reviewed to prevent or
minimise exposure to the risks.
If the regulation describes how to prevent or minimise a risk at your

workplace you must do what the regulation says. If there is a code of
practice that describes how to prevent or minimise a risk at your
workplace you must do what the code says or adopt and follow another
way that gives the same level of protection against the risk.
2
3
If there is no regulation or code of practice about a risk at your

workplace you must choose an appropriate way to manage exposure to
the risk. People must, where there is no regulation or code of practice
about a risk, take reasonable precautions and exercise proper diligence
against the risk.’
For further information visit the ‘Workplace Health and Safety

Queensland’ website ‘www.deir.qld.gov.au’
Topics included in legislation, regulations and codes

These include, but are not limited to:
 Obligations, rights and responsibilities of

employers
 Obligations, rights and responsibilities of

employees
 Codes of practice
 Work health and safety duties
 Role of Health and Safety Committees and representatives
 Provision of first aid
 Personal protective equipment
 Training of Health and Safety Representatives
 Incident notification
 Issue resolutions
 Recruitment and training of staff
 Protection from discrimination, coercion and

misrepresentation
 Right of entry
 Role of inspectors in compliance and

enforcement
 Role of the regulator in compliance and

enforcement
 Food Management
 Management and service of alcohol
 Handling of intoxicated persons.
Normally the health and Safety Committee is responsible for ensuring

that the organisation is compliant with legal obligations.
They will then ensure all management and staff understand their
requirements in ensuring laws are followed.
2
5
Internal requirements
As well as legislative requirements, each organization will have their
own internal requirements and standards that must be maintained.
These may be set by Head office, executive managers, departmental

managers or respective Health and Safety Committees and their
representatives.
Internal requirements may relate to implementing, following or

achieving standards relating to:
 Health and Safety KRA and KPI’s
 Health and safety committees, representatives and departmental

safety groups
 Hazard identification
 Policies and procedures
 Job descriptions
 Communication channels
 Documentation and reporting systems
 Training
 Equipment and resources
 Management support.
Conclusion
This manual has detailed a comprehensive list of obligations, laws and
requirements associated in ensuring a sound foundation of safe and
secure work practices are put in place.
There is nothing more important in any business, than having people

enter, enjoy, work and leave a hospitality establishment alive and
uninjured.
Work Projects
agreed date.
identify how to review and assess the effectiveness of the systems
that have been put in place including:
 Reasons for system review
 Actions in system review.
identify areas of improvement and how to implement them.
assess compliance with legislated and internal requirements
including:
 Legislative requirements
 Internal requirements.
2
7
Summary
Evaluate the organisation’s health, safety and security
effectiveness
Review and assess the effectiveness of the systems that have been put in
place
 Reasons for system review
 Actions in system review.
Implement improvements, where necessary
 Areas for improvement.
Assess compliance with legislated and internal requirements
 Legislative requirements
 Internal requirements.
209
Recommended
reading
Recommended reading
Burstein, H; 1980 (1st edition); Management of Hotel and Motel Security;
CRC Press
Dalton, Alan; 1998 (1st edition); Safety, Health and Environmental

Hazards at the Workplace; Cengage Learning EMEA
Goetsch, David L; 1999 (1st edition); The Safety and Health Handbook;
Prentice Hall
Gordon-Davis, Lisa; 1999 (1st edition); Hospitality Industry Handbook on

Hygiene and Safety; Juta Academic
Hotel & Catering Training Board; 1990 (1st edition); Mastercraft: Health,
Hygiene and Safety in the Hotel and Catering Industry; Palgrave
Macmillan
O'Fallon, Michael J; 2010 (5th edition); Hotel Management and

Operations; Wiley
Nash, Claire; 1986 (1st edition); Health and safety in hotels and Catering;
Hotel & Catering Training Board
Satin, Morton; 2008 (2nd edition); Food Alert!: The Ultimate Sourcebook
for Food Safety; Facts on File
Wilks, Jeff; 2003 (1st edition); Managing Tourist Health and Safety in the
New Millennium; Pergamon
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210
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PROF. JAYSON. D. CABATUANDO

PROF. JAYSON D. CABATUANDO 1

Element 1: Identify workplace health, safety and security

Element 2: Develop and maintain framework to maintain workplace

Element 3: Implement procedures for identifying health, safety and

Element 4: Implement procedures for assessing health, safety and

Element 5: Implement procedures for controlling health, safety and

Element 6: Investigate injuries, illnesses and incidents.......................142

Element 7: Evaluate the organisation’s health, safety and security

PROF. JAYSON D. CABATUANDO 3

1.1 Describe the legislated rights and obligations of employers

1.2 Describe the legislated rights and obligations of employees

2.2 Establish working relationship with management

2.3 Create health, safety and security reporting structure

2.4 Disseminate information on health, safety and security

2.5 Initiate workplace health, safety and security training

3.1 Conduct physical workplace inspections

3.2 Encourage staff to report workplace hazards and risks

3.3 Analysis of internal records

3.4 Address risk identification at planning and purchasing stages

3.5 Monitor industry sources of workplace hazards and risks

4.1 Identify those to be involved in assessment

4.2 Schedule risk assessments

4.3 Apply risk assessment activities

4.4 Record deliberations at risk assessment meetings

4.5 Facilitate meaningful and effective consultation

4.6 Adopt ‘safe place’ rather than ‘safe person’ approach

4.7 Prioritise risks levels

4.8 Finalise assessment and take action

5.1 Plan for implementation of the control

5.2 Initiate the control

5.3 Monitor the control

5.4 Take remedial action where necessary

PROF. JAYSON D. CABATUANDO 5

Element 6: Investigate injuries, illnesses and incidents

6.1 Describe how to notify injury, illness or incident

6.2 Investigate injuries, illnesses or incidents

6.3 Identify causes of injuries, illnesses or incidents

6.4 Implement remedial action

7.2 Implement improvements, where necessary

7.3 Assess compliance with legislated and internal requirements

Element 1: Identify workplace health, safety and security responsibilities

1.1 Describe the legislated rights and

1.2 Describe the legislated rights and

1.3 Describe the health, safety and

Element 2: Develop and maintain framework to maintain workplace health,

2.1 Prepare job descriptions that

2.2 Establish working relationship with

2.3 Create health, safety and security

2.4 Disseminate information on health,

2.5 Initiate workplace health, safety and

2.6 Develop health, safety and security

Element 3: Implement procedures for identifying health, safety and security

3.1 Conduct physical workplace

3.2 Encourage staff to report workplace

3.3 Analysis of internal records 3.3 12 12

3.4 Address risk identification at

3.5 Monitor industry sources of 3.5 14 14