4.03A7 OHS Working Group 7’s Terms of Reference
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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
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(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
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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