Work safely

Site:	StudentWeb
Course:	Contributing to Health and Safety of self and others in the Workplace
Book:	Work safely

Printed by:	Guest user
Date:	Thursday, 15 January 2026, 5:39 AM

Description

black framed eyeglasses on white textile

Photo by @miercat_photography on Unsplash, accessed 10/08/2021

1. Safety procedures and instructions
2. Prestart systems and equipment checks
3. Emergency incidents at work

1. Safety procedures and instructions

As a Victorian Public Servant (VPS) you are required to understand and follow the legal and ethical principles that relate to work, health and safety (WHS) in your workplace.

It is important to be aware of the laws related to your WHS obligations.

shallow focus photo of high voltage signage

Photo by @esptroy on Unsplash, accessed 08/09/2021

1.1. WHS legislation

Photo by Sora Shimazaki from Pexels, accessed 08/09/2021

There are a number of laws underpinning safety in your workplace.

These laws outline the responsibilities of both employers and employees to work in a safe manner. Failure to comply with workplace procedures and thus laws is a criminal offence.

You may have heard of companies who have been fined for failing to comply with WHS laws. Individual employees can also be fined under health and safety legislation if they cause an accident or are careless and do not follow safety procedures or use equipment safely.

Some of the main and common WHS laws you may know include:

Occupational Health and safety Act 2004
Public Health and Wellbeing Act 2008
Working with Children Act 2005
Public Health and Wellbeing Regulations 2019.

But the list goes on. Download the OHS legislation register and scan through the laws and regulations related to WHS:

Weblink: OHS Legislation Register (DET)

1.2. Policies and procedures

Your workplace policies and procedures are based on these WHS laws, industry regulations and legal and ethical codes of practice. So by following your organisation’s WHS policies and procedures, you should be acting in a lawful and safe manner.

Flow chart. Laws; e.g. WHS Act.
Industry and government regulations. VPS Codes of Practice. Workplace policies and procedures.

1.3. VPS WHS framework

Under the Victorian Occupational Health and Safety Act (2004), every employer is responsible to make sure the workplace, resources and culture allows for you to conduct your work in a safe and productive manner.

You may be familiar with the Victorian Public Service (VPS) governance framework called Leading the Way.

VPS Leading the way framework:

‘ aims to drive pro-active organisational health, safety and well-being improvement across Victorian government workplaces.’

Developed in conjunction with the unions, Worksafe Victoria and government departments it outlines the VPS strategy to improve health, safety and welfare and incorporates various policies such as the:

Mental Health and Wellbeing charter (MHW)
Occupational violence and aggression (OVA)
Education and training framework.

Read through the poster– Strategy Overview Leading the Way to see what the VPS is doing to foster a physically and mentally safe environment for its employees.

PDF file link: Strategy Overview Leading the Way – VPS

To learn more about these various programs, strategies and resources visit the website below.

Weblink: Leading the Way – Occupational Health and Safety

1.4. Let’s get local

girl in black t-shirt writing on white paper

Photo by @jeswinthomas on Unsplash, accessed 08/09/2021

Each government department’s WHS policies will differ slightly depending on the industry they work in. For example, the Department of Education (DET) is committed to the following WHS activities:

Preventing workplace injury
Enhancing workplace culture
Consulting collaborating and communicating with employees, health and safety representatives and other groups within the department
Allocating adequate resources
Providing transparent and robust information, training and instructions and documentation
Driving continuous improvement.

Reference: https://www.education.vic.gov.au/hrweb/safetyhw/Pages/hswpolicy.aspx

You were most likely inducted to your organisation’s WHS policies when you first began your job. Often that is a busy time and you may not have retained all the information. Following the WHS procedures for your organisation is your responsibility, so let’s take another look at the policies and procedures that govern your workplace.

1. Download and read through the Health Safety and Wellbeing policy from the Department of Education and Training (DET):

Weblink: Health Safety and Wellbeing policy (DET)

2. Download and read through the DET OHS induction checklist

Weblink: OHS induction checklist (DET)

3. Now locate and read through the health and safety policies for your workplace.

4. Read through the OHS checklist for your workplace. Tick off the policies you have read through. Make time to look at the ones you have not read.

Note.

If you are required to make onsite visits to various businesses as part of your VPS role, then you should also be aware of and follow their WHS policies and procedures.

1.5. Psychological safety

Remember when you first joined the VPS and agreed to work by the values outlined in the VPS code of conduct? These values aim to promote a safe workplace for all employees. One of these values – respect – determines how you should treat and be treated by others in your workplace.

If it’s been a while since you thought about these, check out the VPS values here:

Weblink: Public Sector Values

person near clear glass window pane and window blinds low-light photography

Photo by @e_sykes on Unsplash, accessed 08/09/2021

As you saw previously, the VPS has various policies and procedures to ensure employees do not obtain psychological injuries at work. You would have read that all VPS should –

‘demonstrate respect for colleagues, other public officials and members of the Victorian community by: …ensuring freedom from discrimination, harassment and bullying;’

The VPS takes a zero tolerance approach to workplace bullying and/or violence at work. This is in line with various legislation such as the Anti-discrimination Act, 2004; Racial discrimination Act 1975 etc.

It is important to be clear on what defines workplace bullying.

Learning Activity 1

To complete this activity, read and respond to Activity 1 questions in your document Learning activity worksheet.

Record your responses in your Learning activity worksheet.
Bring this document with you to your next face-to-face class to discuss with your teacher and fellow students.

2. Prestart systems and equipment checks

Photo by @adriendlf on Unsplash, accessed 08/09/2021

If you were about to deep sea dive or use a chain saw, you would be required to conduct pre-start checks on all equipment prior to use.

Prestart checks are designed to protect you from any faulty wires, trips or hazards, electrical or technical issues which may cause you harm.

While hazards may be obvious in a workshop, prestart checks should also be conducted when working in your office and particularly when working from home.

Let’s look at some pre-start checks you can do in your office.

2.1. Office pre-start checks

Ergonomics is the study of the physical interface between a worker and the way they use their tools or equipment. Physical factors affect the health and performance of the worker. Good ergonomic design allows a worker to use their equipment, be it machinery, computer, workstation etc. so as to avoid discomfort, strain or injury to the body. Here are some ergonomic ways to ensure your work is conducted safely.

MacBook Pro on table beside white iMac and Magic Mouse

Photo by @domenicoloia on Unsplash, accessed 08/09/2021

To work safely and minimise the risk of personal injury, you must set up the area where you use your computer correctly. This area is called a workstation.

A workstation will include your desk, chair, computer/monitor, keyboard, and mouse. It will also include other business devices you place on your desk such as your phone, paper, pens, lamp etc.

If your workstation is set up incorrectly, you risk musculoskeletal injury (damage to your muscles, bones, ligaments, and nerves) and eye strain. Musculoskeletal injuries can be painful and cause ongoing damage to your health and well-being.

Fortunately, setting up your workstation correctly, taking regular breaks, and performing stretching exercises will minimise this risk.

2.2. Workstation setup

The first thing to set up or check is the positioning of your chair and computer equipment.

You should have a computer desk that is approximately 700mm in height and an ergonomic office chair allowing seat height adjustment and back support adjustment.

When seated at the desk, you should position the computer equipment as shown below.

Person sitting at a workstation

Marcel Kollmar, CC BY-SA 3.0 DE, via Wikimedia Commons Marcel

1. The top of the computer monitor should be in line with your eyes when looking straight ahead.

2. The keyboard and mouse should be on the same level as your elbows and palms.

3. Your elbows and upper and lower legs should be at 90-degree angles.

4. There should be a distance of at least 50cm (approximately your arm length) from your eyes to the computer monitor screen.

If there is a window in the room, the monitor should be positioned to the window at right angles.

5. Your feet must sit flat on a firm surface. A footstool under your feet can be used to achieve this if necessary.

To view the setup and positioning of a workstation and stretching exercises, watch this short YouTube video.

Ergonomics expert explains how to set up your desk - (03:22)

Text transcript

- [Narrator] Here's your desk.

Your chair, monitor, keyboard,

mouse, phone, a plant, chair.

The problem is your desk isn't really built for you.

It's for anyone, spending eight hours a day

reaching slouching or craning can lead to pain,

at least that's what John Cinkay

from the Hospital for Special Surgery says.

- I do say that, every day.

- [Narrator] So he's here to, well, he can tell you.

- I'm here to show you how to set up your desk

ergonomically, so you can avoid pain later on in life.

(bell dinging)

Step one, adjust your chair.

The average desk height is 29 to 30 inches tall.

For some, this could be too tall or too short.

That's where your chair comes in.

The first thing you want to do is adjust the height.

When you do, make sure your elbows are bent to 90 degrees.

So if a person's feet are not touching the floor,

this could become an issue,

so we're gonna give her a footstool.

If you don't have access to a footrest,

we recommend using a ream of paper.

(bell dinging)

Step two is adjust your monitor.

The tip is to have the monitor close enough,

about arm's length so you're able to read

without having to strain your eyes

or to bend forward and adjust your posture.

So what you want to do is raise the monitor up

'til the top of the screen is eye level.

If your monitor's not adjustable in height,

use your reams of paper, much better.

If you work from two monitors, consider how you use them.

If you have a primary monitor,

you want that directly in front of you.

If you use both monitors equally,

you want them lined up so you are in the middle of the two.

For a laptop, you want to use a kickstand

to raise the screen up to the proper height.

Then, you can attach an external keyboard and mouse to it.

(bell dinging)

Step number three is to mind your mouse and your keyboard.

Where your hands end up is where your keyboard should be.

Your mouse should end up right next to your keyboard.

You want to move from your elbow

instead of your shoulder to prevent

overuse or strain or pain.

The key is not to reach for your tools.

(bell dinging)

Step four is to position your phone.

You want to put the phone on your non-writing side,

so you don't have to cradle it to your shoulder.

This could eventually lead to neck pain.

If you're on the phone a good portion of your day,

you want to consider using a headset,

that way your hands are free to write down anything,

or to type on the computer.

(bell dinging)

Step five move.

After 10, 15 minutes, we all begin to slouch in our chairs.

So here are some basic exercises you can do

while sitting in your chair.

The first exercise is a chin tuck.

Second exercise is for your upper traps.

You're gonna do a basic stretch

where you bend your head to one side,

and then gently pull for a little more oomph.

The third exercise is called a scapular retraction.

You basically are going to squeeze your shoulders back.

The fourth exercise is for your lower back.

This is what we call a pelvic tilt.

The most important thing you want to do

is get up out of your chair every hour.

Get up and walk, get something to eat,

get something to drink, just get up.

- [Narrator] John?

John are we done?

- Yeah, we're good.

- [Narrator] Great.

Close transcript

Learning Activity 2

To complete this activity, read and respond to Activity 2 questions in your document Learning activity worksheet.

Record your responses in your Learning activity worksheet.
Bring this document with you to your next face-to-face class to discuss with your teacher and fellow students.

2.3. Work environment

There are other environmental factors to consider in order to work safely and minimise the risk of personal injury.

Select each one for more information.

Photo by @arlington_research on Unsplash, accessed 08/09/2021

There must be sufficient light to enable you to see clearly without the need to strain your eyes.

This light may come from fluorescent tubes, tungsten or halogen lights, or natural lighting from windows.

Your computer monitor should be positioned sideways to windows to avoid eye strain and fatigue.

Additionally, you should make sure there are no other light sources or reflective surfaces causing glare on your computer monitor.

Photo by @realbench on Unsplash, accessed 08/09/2021

The air conditioning system controls the air quality and air flow in many buildings.

These systems should be regularly maintained and adjusted to ensure sufficient clean air is provided.

In addition, where possible clean, fresh air should be introduced through windows.

Photo by Pixabay from Pexels, accessed 08/09/2021

Thermal comfort relates to the temperature and humidity in the work environment.

Although there are individual differences between people in their preferred temperature and humidity levels, a level of general comfort should be obtainable through heating or air-conditioning systems.

Different office areas may have differences in temperature (for example, under an overhead heating duct).

2.4. Work tasks

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It is important to plan your work tasks so you can vary your activities, take regular breaks and stretch.

Sitting at a computer for extended periods takes a physical toll on your body. It is important you take regular breaks to allow the muscles you have been using, an opportunity to rest and recover.

As you saw in the video, stretching is important to allow your body to change position and your muscles to relax.

Example stretches include:

Chin tuck – keeping your back straight, tuck your chin in towards your neck.
Neck stretch – keeping your back straight, tilt your head to the left side, then to the right side of your body.
Shoulder squeeze – squeeze your shoulder blades together while expanding your chest.
Lower back – Holding the top of your back straight, push your pelvis forward.

Performing these exercises frequently will help reduce tension in your back, neck, shoulders, and arms. It will also help to keep you alert and focused on your work.

Photo by @renaldo97 on Unsplash, accessed 08/09/2021

Eye muscles can also become tired from focusing intently on a computer monitor. To prevent tired or strained eyes, regularly change your focus away from the computer monitor.

You can do this by looking at something at a distance, for example, looking down the length of a corridor or across a large room or looking out a window at something in the distance.

Regularly changing the focus of your eyes will help to prevent eye fatigue.

It is recommended when working on a computer at a workstation you:

take a break and get up from your computer at least once an hour
stretch parts of your body approximately every 15 minutes
regularly relax your eyes.

To learn more, download and read through the Ergonomic workstation checklist here:

Weblink: Ergonomic workstation checklist

2.5. Mental health tips

Photo by Nicola Barts from Pexels, accessed 08/09/2021

It is also important to consider how you can maintain your own mental health and safety while conducting your work.

Read through the poster from the South Australian government, which promotes the Top 10 tips to maintain your mental health.

Weblink: Top 10 tips to maintain your mental health – SA govt.

3. Emergency incidents at work

Despite the best WHS plans, unfortunately, accidents and emergencies still occur in workplaces. It is important you know how to respond if an incident happens.

Photo by @mchesin on Unsplash, accessed 11/09/2021

Emergency incidents that can occur in any workplace include:

fires
explosions
chemical leaks and exposure
trips and falls
medical episodes such as heart attack, epileptic fit, diabetic fit etc.

All workplaces are legally obliged to provide signage, procedures, training and practice runs such as fire drills, for all staff, to enable a swift and controlled response to any emergency incident which may occur.

Common signs, such as the ones below, will direct you to important information or equipment you may need in an emergency. Make sure you look around your workplace and locate where the emergency equipment is stored.

Image by Clker-Free-Vector-Images from Pixabay, accessed 09/09/2021

Emergency information signs indicate the location of, or directions to, emergency related facilities such as exits, safety equipment or first aid facilities.

The back ground is green and any text or pictograph is white.

Image by Clker-Free-Vector-Images from Pixabay, accessed 09/09/2021

Fire signs advise the location of fire alarms and fire-fighting facilities.

The background is red and any text or pictograph is white.

3.1. WHS and emergency incident policies

As an employee, you are obliged to understand and follow the policies and procedures related to WHS and emergency incidents. These procedures contain key information to help you deal with emergency situations in your workplace, such as:

names and contact details of the fire wardens, WHS officers and key personnel
the alarm system, emergency warning and intercommunication system used in the building
contact details for local emergency services e.g. fire brigade, police, ambulance
actions that employees are required to take in response to alarms
evacuation route/s to be taken
evacuation procedures including arrangements to assist any hearing, vision or mobility impaired people
map of assembly area or designated alternative areas which provide a safe refuge internally or externally
how the end of the evacuation will be signalled
what is required at the completion of the evacuation
reporting notifiable incidents.

Watch the short YouTube video here – Emergency exit and evacuation safety training video.

Emergency exit and evacuation safety training video - (01:27)

Text transcript

we don't know when an emergency will

happen while we are in our workplace in

normal days employees used designated

entrances and exit but in the emergency

scenario regular exit might not be the

quickest and safest way out what if it

happens today with you emergency alarms

will blow out loud and you will come to

know that an emergency situation has

occurred take a moment and look around

your immediate workplace for the nearest

emergency exit door all doors that open

directly to the outside must be marked

with illuminated exit signs as soon as

you get out move quickly to muster point

and report to your supervisor right away

to let them know that you made it out

safely do not leave the premises your

absence might lead others to believe

that you are still inside the building

and could possibly result in injuries or

death suppose that could be sent to

rescue you if you are the first to

encounter an emergency situation within

the facility you need to activate the

alarm system to inform others if you are

a visitor and Oceaneer and chandigarh

kindly ask facility Dept for it or to

know about the evacuation plan because

safety is the priority so be aware be

prepared and be ready

Close transcript

Learning Activity 3

To complete this activity, read and respond to Activity 3 questions in your document Learning activity worksheet.

Record your responses in your Learning activity worksheet.
Bring this document with you to your next face-to-face class to discuss with your teacher and fellow students.

3.2. Who should respond?

Photo by Pixabay from Pexels, accessed 09/09/2021

Always refer to your workplace emergency procedure so you know who should respond or who to contact in an emergency.

VPS workplaces have designated fire wardens, first aid officers, WHS representatives to contact should an emergency occur in your workplace. Make sure you know who these people are in your workplace.

However there may be a situation where you are the closest and therefore the first responder to an emergency and your quick actions will be vital.

Make sure you know where the local numbers are for:

Nurse on Call
Ambulance
Police
medical centres closest to your workplace.

Every workplace must have a first aid kit to be available in the case of minor or sometimes major injuries. We often don’t think about them until we are in an emergency situation.

Photo by Roger Brown from Pexels, accessed 09/09/2021

Make sure you know:

where your first aid kit is located
what its basic contents are or should be
who is responsible for replenishing supplies
how to provide basic first aid such as stopping a bleed or dressing a cut.

When first aid training is offered, always take the opportunity to learn these skills. You never know when you will need to use them, especially if the nominated first aider is absent or on leave or you are the first responder.

man in white t-shirt and blue pants sitting on floor

Photo by @splitti on Unsplash, accessed 11/09/2021

3.3. External emergencies

Photo by @weanimalsmedia on Unsplash, accessed 09/09/2021

Other emergency incidents may occur outside of your workplace but will impact your response to WHS, such as:

natural disasters, e.g. bushfires, floods, storms
nearby fires, explosions, electrical outages
shooting or bomb threats in the city
pandemics e.g. COVID 19, influenza.

In these situations it will be important to follow the advice of your WHS representative, manager or designated personnel.

Photo by @cdc on Unsplash, accessed 09/09/2021

Example

The COVID 19 pandemic, which began in 2020, caused a massive re-think of how to keep employees safe and well at work, from an infectious, airborne disease. Governments, unions and health authorities worked quickly to develop COVID safe working practices.

Note: ‘In a pandemic situation, your obligations are to comply with the public health advice, emergency measures and any relevant public health laws that have been introduced.’

For more information on what to do during a pandemic, read – Preparing for a pandemic, created by Worksafe Victoria.

Weblink: Preparing for a pandemic – Worksafe Victoria

Learning Activity 4

To complete this activity, read and respond to Activity 4 questions in your document Learning activity worksheet.

Record your responses in your Learning activity worksheet.
Bring this document with you to your next face-to-face class to discuss with your teacher and fellow students.

This completes the first topic, in the next topic we’ll look at implementing the work health and safety procedures.

Work safely

Description

Table of contents

1. Safety procedures and instructions

1.1. WHS legislation

Weblink: OHS Legislation Register (DET)

1.2. Policies and procedures

1.3. VPS WHS framework

PDF file link: Strategy Overview Leading the Way – VPS

Weblink: Leading the Way – Occupational Health and Safety

1.4. Let’s get local

Weblink: Health Safety and Wellbeing policy (DET)

Weblink: OHS induction checklist (DET)

1.5. Psychological safety

Weblink: Public Sector Values

Learning Activity 1

2. Prestart systems and equipment checks

2.1. Office pre-start checks

2.2. Workstation setup

Ergonomics expert explains how to set up your desk - (03:22)

Text transcript

Learning Activity 2

2.3. Work environment

1. Lighting

2. Airflow and quality

3. Thermal comfort

2.4. Work tasks

Weblink: Ergonomic workstation checklist

2.5. Mental health tips

Weblink: Top 10 tips to maintain your mental health – SA govt.

3. Emergency incidents at work

3.1. WHS and emergency incident policies

Emergency exit and evacuation safety training video - (01:27)

Text transcript

Learning Activity 3

3.2. Who should respond?

3.3. External emergencies

Weblink: Preparing for a pandemic – Worksafe Victoria

Learning Activity 4