1. WHS Policy Statement

Procurable Projects is committed to ensuring the health and safety of its employees, contractors, and all stakeholders.

Our WHSMS is designed to comply with the Work Health and Safety Act 2011 and associated regulations. We will achieve this through risk management, compliance with contractor WHS systems, and ensuring a safe environment for both remote and travel-related work.

2. Scope

This WHSMS applies to all employees of Procurable Projects, including those working remotely, travelling to and from client sites, and managing contractors. It also covers the processes for ensuring contractors comply with their own WHS obligations.

3. WHS Responsibilities

Project Managers

  • Ensure contractors have valid and compliant WHS systems in place before work begins.
  • Conduct and document travel risk assessments.
  • Maintain communication with remote workers to ensure they adhere to ergonomic and safety standards.
  • Review incident reports and manage continuous improvement of the WHSMS.

Remote Workers

  • Set up ergonomic workspaces and maintain safe working conditions as per the provided guidelines.
  • Report any incidents or hazards during remote work or travel promptly.
  • Participate in mental health check-ins and training.

All Employees

  • Follow all WHS procedures, including travel and remote work safety.
  • Participate in training and report any potential hazards.

4. Contractor WHSMS Review Process

1. Contractor WHSMS Checklist

Before engaging with any contractor, a WHSMS review will be conducted using the following checklist:

  • Does the contractor have a WHSMS in place that complies with the WHS Act 2011?
  • Does the contractor have procedures for managing high-risk activities (e.g., electrical work, working at heights)?
  • Are all contractors trained in WHS procedures relevant to the project?
  • Have all necessary site-specific inductions been completed?

2. Review Frequency

Contractor WHSMS reviews will be completed before the project starts and will be revisited annually for long-term projects.

5. Remote Work Safety Protocols

Ergonomic Workspace Setup

Each remote worker must perform a self-assessment of their workspace, ensuring:

  • Desk and chair height are adjusted for good posture.
  • Monitor is at eye level to prevent neck strain.
  • Adequate lighting and a comfortable, quiet environment are available.

A digital checklist will be completed quarterly by all remote workers, ensuring ongoing compliance.

Mental Health Support

Procurable Projects will provide the following resources for remote employees:

  • Regular mental health check-ins by management.
  • Access to counselling services for stress or isolation issues.
  • Mandatory breaks to prevent burnout.

6. Travel Safety Procedures

Pre-Travel Risk Assessment

Before any site visit, the following travel safety assessment must be completed by the project manager:

1. Vehicle Safety Checklist

  • Vehicle maintenance status (brakes, tyres, lights).
  • Confirm that the vehicle has passed a recent safety inspection.
  • Adequate emergency supplies (first-aid kit, road safety kit).

2. Fatigue Management

  • Ensure employees plan rest stops every two hours for long drives.
  • For extended travel, accommodation and appropriate rest periods will be arranged.

3. Emergency Procedures

  • Confirm mobile phone coverage or other communication devices for remote site locations.
  • Prepare a list of emergency contacts for both the site and the area of travel.

7. Risk Management and Incident Reporting

Incident Reporting

All incidents, including near-misses, must be reported within 24 hours using the following template:

Incident Report Template

  • Date and time of incident
  • Location of incident (remote/travel/contractor site)
  • Description of what occurred
  • Immediate actions taken
  • Follow-up recommendations

This report will be submitted to the project manager and logged in the WHSMS digital database for review.

8. Training and Competency

WHS Training

All employees, including remote workers and project managers, will undergo the following training:

  • Risk Assessment Training: Project managers will be trained in conducting travel and contractor WHSMS assessments.
  • Ergonomics: Remote workers will complete ergonomic training to ensure safe workspace setup.
  • Incident Reporting: All employees will receive training on how to complete and submit incident reports.

Training will be refreshed annually, with records maintained digitally.

9. Continuous Improvement

Annual Review Process

The WHSMS will be reviewed annually, with feedback gathered from employees and any incident reports from the previous year.

Key metrics for review will include:

  • Number of incidents reported (remote/travel/contractor).
  • Employee feedback on the effectiveness of the system.
  • Any changes in WHS legislation or industry standards.

Changes will be made as necessary to keep the system up to date and functional.

10. Documentation and Templates

The following documents will be stored within the WHSMS digital platform: