OHS Management System for Business Services in Australia

OHS Management System for Business Services in Australia: A Quick Summary

An OHS Management System for Business Services in Australia gives organisations a structured way to identify hazards, manage risk, and maintain compliance with workplace health and safety laws. It applies to offices, professional services, and other low-to-moderate risk business environments just as much as it does to high-risk industries.

Below, we break down what an OHS management system involves, how it differs from a WHS management system, and how businesses across various services can build one that works for their operations.

Being a business owner or manager is no small responsibility. Collaboration between key stakeholders is essential for developing an effective policy that ensures your staff remains safe. Such policies should be regularly monitored and reviewed to maintain compliance with laws on employee protection.

With the right approach, you can create an environment of trust, giving your workplace increased peace of mind knowing working conditions are carefully managed. Occupational health and safety (OHS) management systems provide the framework for doing that. They cover many topics around health, safety, and welfare for employees in any business.

What is an OHS Management System?

An OHS Management System (OHSMS) is a coordinated and systematic approach to managing occupational health and safety risk in the workplace. It offers a framework that helps organisations identify, assess, and manage health and safety hazards across their work environment.

An OHSMS provides a structured approach to ensure safety for employees, contractors, visitors, and other stakeholders. It encompasses laws, regulations, processes, and procedures needed to maintain safe and healthy working conditions. The system includes:

• Identification, assessment, and control of hazards present in the workplace
• Appropriate training, supervision, communication, and reporting between employees, employers, and other stakeholders
• Provision of necessary personal protective equipment to prevent accidents, injuries, or illnesses related to work activities

Are WHS Management System and OHS Management System the Same?

In the Australian context, distinguishing a WHS Management System from an OHS Management System comes down mainly to terminology and legal framework.

WHS stands for Workplace Health and Safety, a term used in Australia since 2012 when most Australian jurisdictions adopted model Work Health and Safety (WHS) laws.

Before adopting WHS laws, Australia used the term OHS (Occupational Health and Safety) to describe workplace health and safety management.

Regarding OHS management systems, it's worth noting OHS terminology remains commonly used in Australia for international standards, such as AS/NZS ISO 45001:2018. This standard provides a framework for organisations to manage and improve occupational health and safety performance.

Adoption of WHS laws aimed to simplify and harmonise legal frameworks for workplace safety across Australia, creating a nationally consistent approach to managing safety risk. Therefore, while some terminology and legal requirements may differ between a WHS Management System and an OHS Management System, general principles and objectives remain the same.

Components of OHS Management Systems

Core components of OHS management systems stay relatively consistent, regardless of industry or country. Effective systems generally include the following:

• Planning: The first key component of any OHS management system involves setting up a safety management system for occupational health, identifying hazards and risk, and assigning responsibility for corrective actions.
• Organising: This step involves allocating resources, roles, and responsibilities, record-keeping, and communication processes to protect workers.
• Policies and procedures: Establishing and communicating policies and procedures for employee health and safety should be prioritised. Policies provide direction to guide decision-making throughout your organisation, while procedures outline how to implement those decisions.
• Training: Every employer holds duty-of-care obligations towards employees. That means providing adequate training on best practices, proper equipment use, safety protocols, and more.
• Risk management and mitigation: Conducting occupational risk assessments remains essential to any OHS management system. Identifying potential hazards before they become incidents can save lives and money. Once identified, hazards can be mitigated or eliminated through appropriate control measures such as engineering interventions or process modifications.
• Inspections and audits: Regular inspections help account for unsafe conditions that might arise over time. Meanwhile, periodic audits ensure compliance with safety legislation at all times, from local codes to international standards.
• Incident investigation and reporting: When accidents happen, organisations must investigate thoroughly – not only to determine fault but also why an incident occurred; this information can prevent similar occurrences from happening again.
• Documentation and validation: Formal validation of your OHS management system confirms the effectiveness of your processes and procedures, assuring stakeholders and customers your organisation takes occupational health and safety seriously.
• Monitoring and evaluation of OHS performance: Regular monitoring and review of the OHS management system help identify gaps or areas for improvement. Reviews also ensure the system stays current with changing safety and health regulations across the industry.

AS/NZS ISO 45001:2018

In Australia, an OHSMS may be written in alignment with AS/NZS 45001:2018, the adopted international standard for occupational health and safety management systems. It guides organisations on how to develop an effective approach for identifying, controlling, and reducing health and safety risk in the workplace.

AS/NZS 45001:2018 represents Australia's version of ISO 45001, the international occupational health and safety management standard. It helps organisations create a system that keeps people safe at work, reduces risk, and ensures problems get resolved.

An Occupational Health and Safety (OHS) management system typically gets associated with high-risk industries such as construction, manufacturing, and mining, where employees face physical hazards daily. However, an OHS management system can be implemented in any workplace, regardless of industry or risk level.

Other industries can also benefit from implementing an OHS management system, as it helps create a safer and healthier work environment.

An OHSMS can be used by many businesses, including:

1. Science Research

Research facilities must ensure personnel use hazardous materials and equipment safely. An OHSMS provides guidelines for laboratory safety protocols, such as knowing when to wear protective gear and where to store hazardous materials. In addition, experiments, data collection, and analysis must be conducted safely.

2. Legal & Accounting Services

Accounting and legal services require computers for document processing, record-keeping, and communication. An OHSMS provides guidelines for ergonomic workstations, backup power supplies, and security protocols. It also includes best practices for preventing data loss and ensuring confidentiality of client information.

3. Computer Services

Computer services involve storing and managing large amounts of data. Therefore, an OHSMS can provide guidelines for data security, proper storage, and system maintenance. Guidelines may also include protocols for safe computer use, such as not leaving computers unattended when logged in and using antivirus software.

4. Technical Services

Technical services involve architectural, engineering, and surveying processes. An OHSMS can provide guidelines for safe equipment use and appropriate safety gear, such as helmets and boots. It can also provide protocols for working in hazardous environments, such as construction sites.

5. Marketing & Business Management

Marketing and business management involve customer interaction, promotional campaigns, and advertising. An OHSMS can provide protocols for customer safety, such as proper food handling and hygiene procedures. Systems could also include guidelines for safe management practices, such as maintaining a healthy workplace.

Developing an Effective OHS Management System

Top management should stay involved in developing an effective OHS management system. Everyone must understand their responsibilities and remain actively engaged in creating a culture of safety. In addition, an OHSMS must be tailored to your specific business and its operations.

To help you get started, here are five critical steps for developing a compliant OHSMS:

1. Establish safety objectives and targets: Organisations should set measurable goals for improving safety and health across the workplace.
2. Develop OHS policy: Document your company's commitment to health and safety. Policy should clearly state company objectives, procedures, and commitment to complying with regulations.
3. Identify hazards and assess risk: Organisations must identify potential risk areas, such as hazardous materials or equipment, and establish protocols to minimise their impact.
4. Establish safe work procedures: Create safety protocols covering tasks like lifting heavy objects or using hazardous materials.
5. Monitor, review, and improve: Organisations must regularly monitor their OHS management system to confirm operational effectiveness. Periodic reviews help identify gaps or weaknesses so improvements can be made as necessary. Businesses should regularly review their OHSMS to maintain compliance with AS/NZS 45001:2018.

Here are also safety documents from SafetyDocs by SafetyCulture designed to guide you and keep your system compliant:

Business Services OHS Management System

This Business Services OHS/WHS Management System helps you create a system for businesses like science research, legal and accounting services, computer services, technical services, marketing, and business management. It also works for other companies like employment placement and security. The document was designed to help small and large organisations meet requirements set out in AS/NZS ISO 45001:2018.

Construction OHS Management System

The Construction OHS Management System provides the framework for general construction operations and all trade services across residential and non-residential areas. It contains regulations, guidelines, and procedures needed for prevention of workplace health risk, as well as other areas such as safe working environment design, emergency preparedness, safety complaint resolution processes, and more. This system suits contractors managing multiple sites, and any subcontractor engaged on a project can follow the same procedures for consistency.

Health & Community Services OHS Management System

The Health & Community Services OHS/WHS Management System provides businesses in the health and community assistance sphere with the necessary framework for effectively managing their operations. These services could include childcare, residential/non-residential care services, hospitals, nursing homes, dentistry, pathology practices, physiotherapy clinics, chiropractic offices, optometry and optical dispensing stores, medical general and specialist services, veterinary care providers, or ambulance companies.

Manufacturing OHS Management System

This Manufacturing OHS/WHS Management System offers an efficient way to create a safety system that keeps operations at commercial and industrial businesses running safely. From food and beverage establishments to textile manufacturers, this system can be tailored for enhanced risk assessment and allows for quick implementation of appropriate controls. Its elements include training programs, risk analysis, and proactive prevention procedures.

OHS Management System for Trades & Services

This OHS Management System for Trades & Services provides businesses offering general services, such as cleaners, gardeners, painters, plumbers, and carpenters, with a framework to optimise health and safety protocols. It's designed with user-friendly tools that support businesses in creating an effective management system based on their services. Many trades rely on contractor arrangements, so this system also addresses how a contractor should be inducted and supervised on-site.

Personal Services OHS Management System

This Personal Services OHS/WHS Management System gets tailored towards organisations operating within various fields, such as retail, public order/safety services, private households employing staff, and other industries like gardening, funeral directors, and religious organisations. It provides users with a comprehensive management system to ensure all safety regulations get adhered to and that any issues are addressed promptly.

Choose SafetyDocs For All Your Safety Documentation Needs

We understand the responsibility of managing safety and health risk in the workplace. SafetyDocs by SafetyCulture offers comprehensive, customisable safety documents and templates created by experienced professionals.

Our robust WHS management systems provide a comprehensive approach to ensure your business complies with all relevant regulations. With documentation explicitly tailored for businesses like yours, these management systems guide you toward staying compliant and keeping your workplace safe. For businesses managing broader compliance obligations, our Environment Management System templates can complement your OHSMS and support overall operational performance.

Don't wait any longer. Choose SafetyDocs today for all your safety documentation needs!

Available for instant download and supplied in fully editable MS Word format for use in your business.

Please note that the above information is provided as a comment only and should not be relied on as professional, legal or financial advice.