Essential Documents for WHS within a workplace

In the Motor Trade Industry, there are several documents which every business should have at hand to ensure WHS compliance with legislation or to ease the daily operation of your business. Based on discussions with members, SafeWork SA and industry, the Workplace Relations team has sourced and created the following documents which have been combined in a product called 7 Steps to Safety for Small Business. The documents included are as follows:

  • WHS policy
  • Incident/injury report form
  • Visitor/Contractor Register
  • Tool Box Meeting Minutes Record
  • Workplace inspection checklists
  • Risk Assessment forms
  • Hazard Report Forms
  • Hazard action sheet
  • Induction Checklist
  • SOP’s for plant and equipment on site
  • Plant and Equipment Maintenance Schedule

WHS Policy

A WHS policy is an essential document for any work place to display their commitment to WHS. This document should be displayed in the reception area and in the workers lunch room. A WHS policy should be unique to the business and should be discussed with staff. Before implementing, it should be signed by the owner of the company (PCBU).

Incident/Injury Report form

The completion of this form after any incident or injury on site is an essential part of the WHS compliance. Completing an incident injury report form allows both the employer and worker to discuss what happened and investigate the cause and implement control measures. It is also important for the lodgement of any Return to Work Claims and possible SafeWork SA investigations. 

Visitor/Contractor Sign in Register

Whenever a visitor or contractor arrives on site, they should be required to sign in at reception prior to commencing work or entering the workshop / office environment. Essentially, this is to produce a record of all people on site at any particular time which would be required for any emergency situation where an evacuation may take place. It is also a good way to ensure all contractors have been inducted on site.

Tool Box Meeting Minutes Record

Under the WHS Act 2012, the PCBU (Person Conducting Business or Undertaking) must consult with workers. This can be done in many different ways, however in the automotive industry conducting a Tool Box meeting is the best way to cover off this requirement. In order to provide evidence of this consultation happening, a PCBU would need to have evidence. Completing a minutes record or agenda would serve as evidence of consultation in this case. 

Workplace Inspection Checklist

A workplace inspection should be carried out regularly in the workplace, this can be every week to every 3 months depending on the size of the business and the risks associated with the work performed.

Risk Assessment Form

All businesses should be conducting risk assessments of their workplace and equipment annually or as required. A risk assessment will give businesses an idea of the level of risk and what control measures should be put in place to reduce risks involved.

Hazard Report Forms/Hazard Action Lists

All workers should have access to hazard report forms in the workplace to be able to raise hazards with management. They should also be trained in how to complete these forms and management should encourage their use. Once a hazard report form has been handed to management, it is important to document the hazard and any actions that have arisen from the report. This may include the person responsible for fixing the issue and the date it was fixed etc. 

Induction Forms

All employees and contractors should be inducted on site. These forms are a guide as to what should be covered in the induction process. There are separate forms for employees and contractors, given the different conditions of the work to be performed and the liabilities attached to each.

SOP’s (Standard Operating Procedures) 

SOP’s are required for all plants on site and equipment where practicable. These documents stipulate the PPE requirement for the equipment and the recommended procedure for use. These should be personalised to each workplace to ensure compliance. The MTA can provide templates of each piece of equipment in the workplace and can work with members to personalise to their workplace as well.

Plant and Equipment Maintenance Schedule

This document should be used to track all maintenance completed on plants and equipment in the workplace. It is important to be able to determine the exact service / maintenance date, who completed the service / maintenance, and when it is next due for service / maintenance of these identified pieces of equipment.

The 7 Steps to Safety product can be purchased through the Workplace Relations department by clicking here or calling 8291 2000. This product is $99.95 for members.