Maintaining a Safe and Healthy Workplace

Purpose and Scope

Skills Insight is committed to providing, as far as is reasonably practicable, a safe and healthy workplace, safe working methods, and the provision of safe equipment. This Policy applies to all employees, visitors and contractors.

In this policy, a ‘workplace’ includes working on site or off-site, attendance at a work-related conference or function, and attendance at a client workplace or other work-related event, including retreats and social events.

Work health and safety (WHS) laws based on national model legislation now apply in the Commonwealth and in all Australian states and territories except Victoria and Western Australia, where earlier occupational health and safety (OHS) laws still apply. For the purpose of this policy Skills Insight will aim to meet the legislative and regulatory requirements of all states where our employees are based.

This policy sets out the responsibilities of the organisation and its employees with the aim that together we can keep our workplaces safe and productive.
Skills Insight values, behaviours and strategies are the foundations for this policy and all actions must be consistent with them. Any conflict between this policy and the values, behaviours and strategies of Skills Insight should be brought to the attention of the CEO for resolution.

Policy and Procedure

Skills Insight supports the rights of all persons covered by the policy to work in an environment that is, so far as is reasonably practicable, safe and without risks to health.

Skills Insight is committed to the promotion of a joint and united approach to consultation and resolution of Work Health and Safety issues.

This will be accomplished through the ongoing development, in consultation with Skills Insight’s Health and Wellness Committee, of management systems and procedures designed to, so far as is reasonably practicable:

• identify, assess and control workplace hazards
• reduce the incidence and cost of occupational injury, physical and mental
• provide a rehabilitation system for those affected by occupational injury or illness
• develop and implement safe systems of work
• provide adequate safety information, training and supervision.

Work Health and Safety statutory requirements, including regulations and codes of practice, are minimum standards and so the aim is for them to be improved upon, where practicable.

Maintaining safe premises

Premises

As Skills Insight sub-lets the premises the ability to change the fabric of the building is limited. Good communications will be developed and maintained with the head-lessee and the landlord to ensure they provide safe premises.

Skills Insight will conduct office “walk-throughs” on no less than a quarterly basis, using the relevant parts of Safe Work Australia check lists. Where possible problems will be rectified as soon as practicable.

Lighting, air quality, air conditioner temperature controls, firefighting equipment, signage and emergency lighting will be regularly checked and monitored.

There will be the required number of fire wardens and first aid officers on site and they will be appropriately trained and certified.

Regular emergency drills will be conducted covering a range of potential incidents to test readiness.

Contractors and visitors

Skills Insight will ensure that visiting contractors are clearly identified, that they are fully inducted on to the premises and sign an agreement that states they will abide by OHS legislation and industry codes, and work in a compliant and considerate manner. See WPS for visiting tradespersons and associated agreement form.

First aid

Victorian employers have specific duties and obligations under the Occupational Health and Safety Act (OHS Act) 2004 and Occupational Health and Safety Regulations (OHS Regulations) 2017 for providing appropriate workplace first aid facilities. Guidelines for compliance are contained in the WorkSafe Victoria Compliance Code 2008 (the Code). As a small to medium sized organisation Skills Insight will meet or exceed the prescribed approach in the latest available version of the Code when providing first aid services. The prescribed approach defines the number of first aid officers required and their duties and training, the number of first aid kits and their contents. This relates to at least one first aid officer and one first aid kit for 10 to 50 employees. Location and use of the first aid kit, its contents, monitoring and signage will be as required by the Code.

First Aid Officers will hold at a minimum the unit of competency Provide first aid and training will be current and updated regularly. CPR refresher training will be carried out annually, and first aid qualifications will be renewed every three years.

Staff who travel where first aid facilities may not be available will be issued with mobile first aid kits.

When Skills Insight conducts off-site events first aid needs will be provided by the host organisation and the first aid contact will be provided in event documentation.

Maintaining a safe working environment

Managing fatigue

In a work context, fatigue refers to a state of mental and/or physical exhaustion that reduces a person’s ability to perform work safely and effectively, often caused by prolonged or intense mental or physical activity, sleep deprivation and/or disruption of the internal body clock. It is more than just feeling tired or drowsy, and can manifest as decreased alertness, impaired judgement, and reduced productivity. Fatigue is considered a significant workplace safety hazard, as it can increase the risk of accidents and injuries, particularly in jobs requiring high levels of alertness.

At Skills Insight fatigue is most likely to arise from periods of extended travel, or as a result of days of intense concentration when working to external deadlines.

Staff members and their mangers will monitor fatigue levels and discuss what measures to take to relieve the effects of fatigue. Measures include taking frequent breaks, getting some exercise, working from home, using leave in lieu of working long days, or providing a cab fare home.

Ergonomics

At Skills Insight, providing a safe working environment includes providing fit-for-purpose equipment and ensuring this equipment is adjusted and used properly.

Staff members have a responsibility to ensure they can work comfortably and if not, to discuss this with their People Manager as soon as a problem arises. Problems may be rectified by reviewing the equipment and how it is used and making modifications, taking breaks and performing simple exercises and stretches, or sourcing more suitable equipment.

Mental wellness

Skills Insight recognises that workplace stress is a health and safety issue and acknowledges the importance of identifying and reducing workplace stressors. Mental health problems and stress can impact anyone, regardless of their role within the organisation. We aim to foster a workplace environment that promotes the mental wellbeing of all employees. Our goal is to address workplace factors that may negatively impact mental wellbeing, while equipping managers with the skills to promote wellbeing and effectively handle mental health challenges effectively.

We provide access to free support and assistance through our Employment Access program (EAP) provider.

Staff members are responsible for monitoring their own mental wellbeing and taking early action to prevent issues from escalating. Given stress can cause blind spots in our on behavour, People Managers will monitor staff for signs of mental stress or distress and address any concerns with the employee confidentially.

Psychosocial Hazards and Risk Management

Understanding Psychosocial Hazards
Psychosocial hazards arise from the design or management of work and can increase the risk of work-related stress, potentially leading to psychological or physical harm. Common examples include high job demands or inadequate supervisor support. Employees are often exposed to multiple psychosocial hazards, which can interact and heighten the risk of work-related stress.

Impact of Psychosocial Hazards

Prolonged or intense stress can lead to psychological harm, such as anxiety, depression, or sleep disorders.
It can also cause physical harm, including musculoskeletal injuries and chronic diseases.
Some hazards may not be harmful alone but can become risks when combined, such as excessive workloads paired with inadequate breaks or lack of support.

Managing Psychosocial Risks
Skills Insight is committed to eliminating or minimising psychosocial risks in line with workplace safety regulations, including the model WHS Regulations, Work Safe Victoria guidelines, and the Safe Work Australia Code of Practice. Resource: model Code of Practice: Managing psychosocial hazards at work.

Identifying and assessing the risks of remote or isolated work
Skills Insight is committed to eliminating psychosocial risks wherever possible. When elimination is not reasonably practicable, risks are minimised as far as possible by following the model WHS Regulations, Work Safe Victoria guidelines, and the Safe Work Australia Code of Practice. Additional guidance is available in the Safe Work Australia Model Code of Practice: Managing Psychosocial Hazards at Work.

Identifying and Assessing Risks in Remote or Isolated Work
Skills Insight proactively identifies and addresses psychological risks, including those related to remote or isolated work. This is achieved through:

Consulting employees to understand concerns and challenges.
Observing work practices and behaviours to detect potential risks.
Reviewing relevant data, such as overtime records, leave patterns, incident reports, and workers’ compensation claims.
Encouraging and facilitating reporting by providing clear reporting mechanisms for workers.
Considering multiple hazards together, as risks can interact and escalate when combined.

To strengthen risk assessment, Skills Insight is exploring the use of People at Work , a validated psychological risk assessment survey that evaluates common workplace psychological hazards and contributing factors.

Managing Difficult Stakeholder Interactions
Difficult stakeholder interactions often stem from conflicting priorities, expectations, or communication issues. A strategic approach can help resolve tensions effectively.

Active Listening & Empathy – Allow stakeholders to voice concerns, acknowledge their perspectives, and show understanding.
Clear Communication – Provide factual, transparent information and use simple, direct language to prevent misunderstandings.
Managing Expectations – Set realistic expectations, clarify limitations, and follow up to reinforce agreements.
Professionalism & Composure – Stay calm, patient, and solution-focused, even in confrontational situations.
Finding Common Ground – Identify shared interests, align discussions with mutual goals, and offer compromises where feasible.
Conflict Management – Set boundaries, keep discussions structured, and escalate persistent conflicts if necessary. If a stakeholder becomes abusive or engages in inappropriate behavior, take immediate steps to protect staff, enforce organisational policies, and, if needed, disengage or involve your line manager.
Follow-Up & Relationship Building – Document discussions, express appreciation, and maintain open communication to build long-term trust.

Reporting

There is a regulatory requirement all States to report and record health and safety incidents to management. Staff should report incidents directly to their Go-To, who will lodge a report in the Employment Hero HR portal and follow the incident through to resolution. If the incident warrants, it will also be reported to the regulator.

Certifications for fire wardens and First Aid Officers will be kept on their personnel file within Employment Hero.

Training

Skills Insight offers first aid training to all staff on a voluntary basis. More than 80% of Skills Insight staff have receive first aid training over a rolling 4-year period.

Other training will be offered periodically on topics such as stress management and resilience.

Health and Wellness Committee

Skills Insight will form a Health and Wellness committee with committee members representing all work teams. The committee will meet monthly, or more frequently if required, and report to the Executive Management Team and make recommendations on:

• OHS monitoring and rectification
• security
• fire
• staff wellbeing – in and out of the office
• policies and procedures related to the above.

Responsibilities

Everyone has a responsibility to contribute to making the workplace health and safety policy effective.

CEO and Executive Managers will:

• be committed to the provision and maintenance of a healthy and safe workplace;
• consult and participate in health, safety and wellness programs
• inform all persons to whom this policy applies in relevant policies, procedures and health and safety obligations
• participate in Skills Insight’s inductions and implement all safety procedures.
• coordinate the identification, development, implementation and review of Work Health and Safety policies and procedures
• ensure that all staff receive appropriate training in the policy and related procedures, and their obligations under occupational health and safety laws
• consider any proposal for, or changes to the workplace, policies, work practices or procedures which may affect the health and safety of employees
• promote the importance of health and safety amongst management and employees
• ensure any reportable incidents acted upon promptly and are recorded in the Employment Hero HR portal
• monitor Skills Insight’s health and safety performance.

Employees will:

• read, and accept, this and other related policies
• participate in health and safety training, actions and activities and support Skills Insight in its efforts to reach its health and safety and, where relevant, rehabilitation objectives
• follow reasonable health and safety instructions from Go-Tos or supervisors
• report any serious incidents, accidents, injuries or hazards in the workplace to supervisors or designated representatives
• aim to work in a way that does not endanger the health or safety of themselves or others;
• properly use and maintain safety equipment
• make sure visitors follow safety rules in the workplace; and
• participate in Skills Insight induction and wellness programs and implement all detailed safety procedures.

Communication and consultation

We recognise that employee consultation and participation in our safety system is vital and improves decision–making about health and safety matters in the workplace. Consultation is also included in the process of risk assessments and the development of our safe work practices.

Employees shall be actively involved in the workplace safety and wellness system. Suggestions for change and improvements to policies, procedures or safe work practices are encouraged, through reporting to management or directly to the Health and Wellness committee. Meetings to consult and inform employees on safety issues shall be conducted through staff meetings, as regularly as is necessary.

Employees shall be made aware of safety issues relating to their jobs on a regular basis. The manner of doing so will vary depending upon the type of information to be conveyed.

We expect our employees to be committed to working with management to effectively manage health and safety on the job. Employees are encouraged to contribute to decisions that may affect their health and safety in the workplace, through contact with management and staff meetings.

Executive Management shall work in conjunction with employees to review and update this, and other policies and procedures.

Breach of this Policy

Any breach of this policy may result in counselling and/or disciplinary action, which, in the case of employees, may lead to dismissal, or, in the case of volunteers, may lead to the cessation of their engagement.

Any breach of this policy by a contractor may result in the cancellation by Skills Insight of the services provided by that contractor.

Feedback and Amendments

Organisations change and develop over time, and so do their policies. Please contact an Executive Manager if you believe that any part of this policy needs changing or updating. The Executive Manager will follow a policy review process as endorsed by the Executive Management Team.