Consultation, Coordination and Cooperation
As outlined in our Series 1 Health and Safety Framework article, Health and Safety legislation requires employers to consult with employees on safety issues that affect them in their jobs and workplace. Safety consultation is mandatory.
Consultation arrangements as set out in the legislation include:
Health and Safety Representative: Health and Safety Representatives (HSR’s) are selected or elected by management and employees from a work group[i] within an organisation to represent that work group on safety issues that may arise within their job or work environment. They are the spokesperson on health and safety issues for that workgroup.
NB: There are regulatory requirements for identifying workplace work groups in order for all employees to be represented on determining and controlling health and safety issues.
Health and Safety Committee: A Health and Safety Committee is a committee made up of employees and employer delegates. The employee committee members are selected / elected by the employees of the organisation. Employer delegates are selected by the organisation’s management. The committee’s goal and responsibility are to ensure that the work environment remains safe and healthy for all employees.
Other agreed arrangements: Other agreed arrangements provide for different types of consultation methods which can include:
- employees choose a union representative to represent them on health and safety issues
- employer in conjunction with employees can choose one or a combination of the following:
- regular work group meetings
- toolbox talks[ii]
- project or task work groups
- organisation’s publications – safety alerts, safety procedure updates
- job task training
While responsibility in developing, implementing and maintaining safety policies, procedures and practices rests with the employer in creating a safe and healthy workplace, consultation with employees plays a very important part in assisting with implementation and continuous improvement by continued identification, reporting of issues, making recommendations and maintaining and promoting a safe and healthy work environment.
Consultation between employees and employer representatives provides for an open forum where health and safety issues can be discussed.
For an organisation’s consultation arrangement to be effective, safety legislation outlines powers and functions of safety representatives and committees which can include:
- monitoring the safety measures taken by the employer.
- investigating work health and safety complaints from employees.
- inquiring into anything that appears to be a risk to the health or safety of employees.
- inspecting the workplace or any part of the workplace at which an employee works.
- accompanying a safety inspector during an inspection of the workplace or part of the workplace.
- accompanying an employee/s (with their consent) at an interview concerning work health and safety between the employee/s and the employer or a safety inspector
Consultation arrangements need to take place on a scheduled regular basis. Safety legislation outlines consultation must occur at least once every three months.
Consultation arrangements are regulated by safety legislation and guided by the Code of Practice – Work Health and Safety Consultation, Cooperation, and Coordination. It is recommended that consultation arrangements should also be guided by a Consultation Constitution that reflects the consultation arrangement and organisation requirements to ensure effective consultation.
If you would like assistance in identifying and implementing a health and safety consultation arrangement relevant for your organization, please contact us.
[i] A work group consists of employees who perform similar types of work and have similar health and safety conditions in the workplace.
[ii] Toolbox talks are usually 10-minute talks at the beginning of the work day to highlight any safety issues which may be present in the days work and to discuss how these safety issues will be dealt with to provide for safe working conditions.
