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03A7 OH&S Working Group 7 Terms of Reference

By Ralph Jenkins,2014-05-07 16:45
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03A7 OH&S Working Group 7 Terms of Reference

    4.03A7 OHS Working Group 7’s Terms of Reference

    Page 1 of 5

    Overview

    4.03.01 OHS Working Group 7 facilitates the implementation and ongoing

    continuous improvement of workplace health and safety

    throughout the following:

    ? Facilities Management Services OHS Committee:

    ? Director’s Office

    ? Building Maintenance

    ? Building Services

    Sub Working

    Group 1 ? Property and Services

    ? Safety and Security

    ? Construction

    ? Rural Properties

    ? Finance OHS Committee

    ? Stores

    ? Motor Pool Sub Working

    Group 2 ? Printery/Bindery

    ? TLC Despatch

    ? Publications

Terms of Reference

    Name of the Group: Occupational Health & Safety (OHS) Working Group

    7 - hereafter referred to as “the Working Group”.

    Reports to: OHS Strategic Committee - hereafter referred to as

    “the Committee”.

     Human Resource Management Handbook 7 May 2010

4.03A7 OH&S Working Group 7’s Terms of Reference Page 2 of 5

    Composition of the Working Group

    4.03.02 The Working Group will consist of five Employee OHS

    Representatives elected by and from staff that are represented by

    the Working Group, normally consisting of:

    (a) 3 General Staff Representatives from Sub-Working Group 1

    (b) 2 General Staff Representative from Sub-Working Group 2 4.03.03 OHS Representatives will hold office for a period of two years,

    however, may be re-elected.

    To ensure continuity, elected members would normally be elected for a two-

    year term, with half the elected members retiring each year.

    4.03.04 After the composition of the Work Group has been established,

    the OHS unit will publish the members’ names on the OHS web

    site.

    Elections

    4.03.05 All employees within the Schools represented by the Working

    Group are eligible to stand for election. 4.03.06 Elections will be held every two years, and each member will be

    elected for a two year term. At each election, all Representatives

    who have served for two years (including any Representatives

    appointed to fill a casual vacancy for a person who would have

    served for two years) will be required to vacate their position on

    the Working Group and such positions will be opened to election. 4.03.07 Candidates can either nominate themselves or be nominated by

    another staff member represented by that Working Group. In both

    cases, they must sign a nomination form. 4.03.08 If more than the required number of nominations is received, then

    a postal ballot will be conducted among the staff members of the

    Working Group. The method of election will be by a "first past the

    post" system of voting.

    4.03.09 Where the required number of nominations are not received, the

    Working Group may co-opt additional staff by invitation and will

    consider (1) gender balance, - (2) the balance of Academic and

    General Staff, and - (3) the geographical working location of the

    staff member.

    4.03.10 In the event of a casual or permanent vacancy occurring, the

    Working Group may co-opt a representative to fill that vacancy

    until the next election.

    Human Resource Management Handbook 7 May 2010

4.03A7 OH&S Working Group 7’s Terms of Reference Page 3 of 5

    Training of OHS Representatives

    4.03.11 All OHS Representatives must complete an appropriate

    accredited Committee Training Course in accordance with

    Clauses 31 and 32 of the Occupational Health Safety Regulation

    2001.

    4.03.12 The training of new OHS Representatives will take place as soon

    as possible after their election or appointment to the Working

    Group.

    4.03.13 Any OHS Representative attending a training course in

    accordance with the provisions as laid down in Clause 31 of the

    Occupational Health and Safety Regulation 2001 shall be entitled

    to the appropriate rate of pay, travel allowance and subsistence.

Role of the Working Group

    4.03.14 The Working Group will:

    (a) Hold regular meetings to look at issues which have arisen.

    (b) Appoint a representative to the OHS Strategic Committee.

    (c) Attempt to resolve OHS issues in accordance with the Policy

    for Resolving OHS Issues.

    (d) Provide general information and assistance to all staff within

    the Working Group on OHS matters.

    (e) Discuss workplace health and safety matters in general and

    make recommendations of workplace health and safety

    systems to the Committee.

    (f) Attend and monitor the activities of the Sub-Working Group

    OHS Committees.

    Meetings

    4.03.15 The Working Group will meet at least quarterly, and at least three

    weeks before each next scheduled OHS Strategic Committee

    Meeting.

    4.03.16 The date, time and place will be decided by mutual agreement

    between members of the Working Group.

    4.03.17 The meeting’s Agenda will include:

     (a) A list of those present.

    Human Resource Management Handbook 7 May 2010

4.03A7 OH&S Working Group 7’s Terms of Reference Page 4 of 5

    (b) Apologies for absences.

    (c) Business arising from the previous meeting.

    (d) Verbal Report of OHS Issues since the previous meeting.

    (e) Review of OHS Policies, Reports or correspondence.

    (f) Items of General Business, the decision of the meeting, and

    the appropriate action to be taken.

    (g) Venue for next meeting.

Appointing an OHS Representative to the OHS Strategic Committee

    4.03.18 The OHS Working Group will appoint a representative to the OHS

    Strategic Committee by consensus within the Working Group. If

    agreement cannot be reached by members of the Working Group,

    the matter will be referred to the OHS Strategic Committee, which

    will make a decision, taking into account gender balance, and the

    balance of General and Academic staff on the Committee. Workplace Inspections 4.03.19 Workplace Inspections will be conducted by each Sub-Working

    Group’s OHS Committee. Copies of the Inspections will be

    provided to the Working Group, which will be forwarded to the

    Committee.

    Resolving OHS Issues

    4.03.20 In the event of strong conflicting views in the workplace on how an

    OHS matter should be managed, an OHS Representative, may

    become involved to assist in the resolution of the issue, in

    accordance with the University Policy for Resolving OHS Issues.

    The Representative will keep a record of the matter and inform

    the other OHS representatives at the next scheduled Working

    Group meeting, for their information/discussion.

Provide general information and assistance to all staff within the Working

    Group on OHS matters. 4.03.21 OHS Representatives shall be permitted reasonable time to

    discuss and provide assistance to staff that they represent on

    OHS matters, and may refer the matter to the next scheduled

    Working Group meeting for discussion.

    Human Resource Management Handbook 7 May 2010

4.03A7 OH&S Working Group 7’s Terms of Reference Page 5 of 5

    Discuss workplace health and safety matters in general and make

    recommendations of workplace health and safety systems to the Committee.

    4.03.22 Any documentation which the Working Group wishes to have

    considered by the Committee, must be in the hands of the

    Secretary at least seven working days prior to any Committee

    meeting, for it to be able to be included in the Agenda of that

    meeting.

Ratification of the Terms of Reference

    4.03.23 These Terms of Reference will be submitted in writing to the OHS

    Strategic Committee by the Working Group’s representative to the

    Committee. The Terms of Reference will need to be ratified by a

    two-thirds majority vote of the Committee. 4.03.24 The Terms of Reference must be in the hands of the Secretary at

    least seven working days prior to any Committee meeting, for it to

    be able to be included in the Agenda of that meeting. Amendments to the Terms of Reference

    4.03.25 Any changes to the Terms of Reference will be developed by

    consensus of the Working Group and then submitted, in writing, to

    the Secretary to the Committee at least seven working days prior

    to any Committee meeting, for it to be able to be included in the

    Agenda of that meeting.

    Further Information

    Occupational Health and Safety Officer (ext. 3232)

    References

    Occupational Health and Safety Act 2000

    Occupational Health and Safety Regulation 2001

    WorkCover Code of Practice: OHS Consultation

    Human Resource Management Handbook 7 May 2010

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