Health, safety and wellbeing

planning guideline
QH-GDL-401-1:2021

1. Statement

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This document provides guidance on the Health, safety, and wellbeing planning standard (QH-IMP-401-

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1:2020) and may be used to enable each accountability area to plan to provide safe workplaces and

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safe systems of work.

2. Application

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This guideline supports implementation of the Health, safety and wellbeing planning standard (QH-IMP-

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401-1:2020) within each Queensland Health accountability area.

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Reference to requirements are to those set out in the Health, safety and wellbeing planning standard
(QH-IMP-401-1:2020) or in safety legislation.
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Compliance with this guideline is not mandatory, but sound reasoning must exist for departing from the
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recommended principles within this guideline.

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3. Requirements
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The ‘Plan-Do-Check- Act’ cycle: Queensland Health applies the continual improvement cycle in Figure 1
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to health, safety and wellbeing (HSW) planning. This guideline focusses on the ‘Plan’ stage of the cycle.
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Focus of this guideline: This guideline focuses on the HSW planning framework (Section 3.1), shared
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duties (Section 3.2) and the work health and safety (WHS) training and development framework
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(Section 3.3).
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Figure 1: Plan-Do-Check-Act
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 3.1. Overview of health, safety and wellbeing planning
Queensland Health’s HSW planning requirements are summarised in Figure 2.

Each accountability area is required to:

• align the requirements shown in Figure 2 into their local planning cycle
• consult with workers when undertaking HSW planning (refer to the Health, safety and wellbeing
consultation standard (QH-IMP-401-2:2020).

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A summary of Sections 4.1– 4.7 of the Health, safety and wellbeing planning standard (QH-IMP-401-

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1:2020) are shown in Figure 2.

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The summary in Figure 2 and the content below is supported by further explanation of emergency

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preparedness and response requirements, shared duties, and a WHS training and development

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framework (“WHS Training Framework”) which are requirements of Sections 4.4, 4.5, and 4.7 of the

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Health, safety, and wellbeing planning standard (QH-IMP-401-1:2020) respectively.

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Key areas of the HSW Planning Framework: Each accountability area must establish a HSW planning

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framework that considers, and plans for the following core components in consultation with
stakeholders:
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• HSW objectives and strategies
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• Developing and maintaining emergency preparedness and response inclusive of consultation (refer
to the Health, safety and wellbeing consultation standard (QH-IMP-401-2:2020)), roles and
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responsibilities, communication and training, implementation, monitoring and review (Refer to

Section 4.4 of the Health, safety, and wellbeing planning standard (QH-IMP-401-1:2020) and
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Section 3.1.1 of this guideline)

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• Managing WHS risks as per the Health, safety and wellbeing risk management standard (QH-IMP-
401-3:2020)
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• Managing changes to legislation and other compliance requirements

• Designing and implementing a WHS training framework (Refer Section 4.7 of the Health, safety,
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and wellbeing planning standard (QH-IMP-401-1:2020) and Section 3.3 of this guideline).
Secondary HSW planning focus areas: In addition to the core components of the HSW planning
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framework mentioned above, accountability areas must develop secondary processes inclusive of:
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• HSW management plans (Refer Figure 2)

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• HSW procedures (refer Figure 2)

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• Shared WHS duties (refer Section 3.2 of this guideline)

• WHS resourcing which are adequate to establish, implement, maintain and the continual
improvement of the accountability area’s safety management system
• Mandatory WHS training (refer Section 3.3 of this guideline and Queensland Health’s G6 Human
Resources Policy-Orientation, induction and mandatory training)

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Figure 2: Overview of health, safety and wellbeing planning

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 3.1.1 Emergency preparedness and response

This Section provides guidance for meeting the requirements of Sections 4.1 - 4.5 of the Health, safety,
and wellbeing planning standard (QH-IMP-401-1:2020).

Emergency preparedness and response is a key process to be planned for, designed, developed,
implemented, monitored, and reviewed by accountability areas. Key emergency response
considerations have been mapped against the Plan-Do-Check-Act cycle in Figure 3. Each action in Figure
3 must be considered and planned for in the planning phase.

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3.2. Shared duties

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This Section provides guidance for the requirements of Section 4.5 of the Health, safety, and wellbeing

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planning standard (QH-IMP-401-1:2020).

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What does ‘Shared duties’ mean? It refers to the situation where more than one person has a duty for

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the same matter in relation to health and safety (refer to sections 16 and 46 of the Work Health and
Safety Act 2011). In this case each person retains responsibility for their duty and undertakes their duty

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to the extent to which the person can influence and control the matter. A good example of a shared

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duty at Queensland Health is in relation to emergency preparedness and response which also includes
building fire safety (in reference to the Building Fire Safety Regulation 2008).
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The Building Fire Safety Regulation (2008) includes a requirement that a building owner, or a business
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or a person, occupying or managing a building in Queensland, has a legal obligation to ensure the
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safety of any person in that building in the event of a fire or other emergency. All scenarios apply to
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Queensland Health (e.g. building owner, occupier and manager) which means there are multiple duty
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holders. Refer to the Health, safety and wellbeing governance guideline (QH-GDL-401 – 6:2020).
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Figure 3: Example - Plan-Do-Check-Act Cycle for Emergency Preparedness and Response

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 3.2.1 Identify shared duty holders for WHS at Queensland Health

A shared duty holder within the Queensland Health context may include the following but not limited
to:

• Where an accountability area’s worker undertakes work for another accountability area or
external entity
• Where an external worker undertakes work for an accountability area on their premises but is
not directly employed by the accountability area.

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Examples of shared duties holders at Queensland Health: All accountability areas are to identify their
shared duty holders together with the controls to enable the WHS duties to be fulfilled. Examples of

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shared duty holders may include:

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• Contracted services (for e.g. maintenance and building, information technology, security)

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undertaking services within a Hospital and Health Service (HHS) or department facility

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• Department of Energy and Public Works (when undertaking maintenance or construction
operations in conjunction with HHSs or Queensland Health)

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• Contracted transport or delivery services (including waste management and collection contractors,

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document destruction contractors) undertaking transport or delivery processes to an HHS or
Department of Health facility
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• Visiting Medical Officers (VMOs), Locum Doctors, providing health services within a HHS or
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department facility
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• Health Services Queensland (HSQ) and eHealth staff, working in HHSs or other Department of
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Health entities
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• Flying surgical services

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• University students and their facilitators (including work experience students)

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• Volunteers
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• Queensland Ambulance Services

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• Laundry services
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• Queensland Health Finance or payroll staff working in HHSs

• Retail outlets operating on HHS or Queensland Health premises.
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3.2.2 Identify areas where shared duties may occur at Queensland Health
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Each accountability area must develop requirements and allocate responsibilities for WHS shared
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duties including oversight to enable compliance to safety legislation.

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The areas listed below provide examples of where shared WHS duties may occur although additional
areas for shared duties may also be present within an accountability area and must be identified.

The Plan-Do-Check-Act cycle (refer to Figure 1) must be applied to shared WHS duties to provide
confidence shared duties are implemented effectively. Documents and records pertaining to shared
duties must be retained in accordance with the General Retention and Disposal Schedule.

 Co-ordinating shared WHS duties: Regular communication and consultation must be formally
arranged between shared duty holders to achieve co-operation and co-ordination on the management
of WHS including WHS risk. Arrangements for communication and consultation between shared duty
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 holders must be documented within each accountability area’s HSW procedures and as applicable, in
contractual arrangements

For further guidance refer to the Work health and safety consultation, co-operation and co-ordination
code of practice 2021, the Health, safety and wellbeing planning standard (QH-STD-401-1:2020 and the
Health, safety and wellbeing consultation guideline (QH-GDL-401 – 2:2020).

 WHS induction, training, and supervision arrangements: Each accountability area is to ensure
responsibilities for WHS induction, training and supervision by shared duty holders are identified,

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allocated and carried out. Duty holders must discuss and co-ordinate responsibilities to ensure there is

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clarity on those responsibilities and all workers receive an appropriate induction including site/work

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area relevant WHS inductions, are competent to undertake work and receive adequate supervision.

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Arrangements for WHS inductions, training and supervision between shared duty holders must be

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documented within each accountability area’s HSW procedures and as applicable, in contractual

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arrangements.

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The objectives of conducting the WHS induction and training for workers of a shared duty holder
include the sharing of information relating to:
•
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The information needed by another duty holder for health and safety purposes
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• WHS hazards and risks at the work site/area/department or associated with their activity
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• Whether the activities of others may introduce or increase hazards or risks.

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For further guidance refer to Queensland Health’s G6 Human Resources Policy - Orientation, induction
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and mandatory training, the Work health and safety contractor induction handbook guide, Preparing
for your clinical placement (Queensland Health webpage), the Work Health and Safety Training Matrix
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(contains mandatory orientation and induction training /task or risk based WHS training).
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 Emergency and fire preparedness and response: Shared duties requirements and responsibilities for
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fire and emergency preparedness and response must be identified by each accountability area. Duty
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holders must discuss and co-ordinate emergency and fire preparedness and response including building
fire safety responsibilities to ensure there is clarity on those responsibilities and all components of
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emergency and fire preparedness and response (refer to Figure 2 as an example) are implemented.
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A coordinated response to emergency and fire preparedness and response in each accountability area
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will enable the range of roles, functions, departments, and external entities who hold responsibilities to
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work together to fulfil compliance to safety legislation.

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Arrangements for emergency and fire preparedness and response between shared duty holders must
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be documented within each accountability area’s HSW procedures/emergency management

documents and as applicable, in contractual arrangements and service agreements.

For further guidance refer to the Building Fire Safety Regulation, 2008 and the Health, safety and
wellbeing governance guideline (QH-GDL-401 – 6:2020).

 WHS statutory notifications and WHS Regulator enforcement action: Accountability areas are to
document notifiable incident and dangerous occurrence reporting requirements and processes for
WHS Regulator enforcement actions within their HSW procedures and if applicable contractual
arrangements.
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 Accountability area’s processes and procedures for WHS statutory notifications and WHS Regulator
enforcement actions must be shared with other duty holders and all responses and activities in relation
to this area must be coordinated between duty holders.

For further guidance refer to the Health, safety and wellbeing incident response standard (QH-IMP-
401-7:2020) and the Health, safety and wellbeing incident response guideline (QH-GDL-401-7:2020).

3.3. Work health and safety training framework

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Accountability areas must develop, implement, and maintain a local WHS training framework to meet

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the requirements of Section 4.7 of the Health, safety, and wellbeing planning standard (QH-IMP-401-

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1:2020). This framework must address:

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• The mandatory training requirements outlined in Queensland Health’s Human Resources Policy

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G6- Orientation, induction and mandatory training

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• Inductions, training skills, competencies, licences, authorisations, and other attributes required by

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all workers

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• Additional training for workers having regard to the nature and location of their role

• How and when mandatory and optional training will be provided to workers
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• How a worker's competency to perform their role safely will be assessed and determined, both
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prior to and during their performance of the role maintaining records of worker training and
inductions.
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An example of a process for developing the framework is outlined in Figure 4.

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Figure 1: WHS training framework development process

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 Consider the following components in Table 1 when developing the framework in Figure 4:

Table 1: WHS training framework components (example)

WHS training Guidance
framework
component

Developing a TNA involves identifying mandatory and optional WHS training

needs of the organisation and individuals. Consider the following:

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• Accountability area’s operational requirements and risks
• The ongoing development needs of individual workers

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• Mandatory legislated and organisational policy requirements that apply

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• WHS performance
• Periodic refresher training sessions.

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Mandatory WHS training requirements:

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Mandatory WHS training must be identified and will apply to all workers

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including students and volunteers. Consider the following:

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• Training and induction requirements for workers, contractors, students,
volunteers etc
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• Frequency of refresher training required based on the context of the
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worker and risk of activities

Training needs • Legislated requirements: Training specified by WHS or other relevant
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analysis (TNA) legislation must be provided where the organisational WHS TNA
identifies particular relevant activities are being carried out. Mandatory
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training specified by legislation may be:

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o Training required as a control for a WHS risk

o Specific task-based training for prescribed high-risk work (e.g.
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forklifts)
o Training required to fulfil specific workplace roles (e.g. for the
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provision of first aid or health and safety representative (HSR)).

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• Organisational policy— the requirements of the Department of Health’s

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Human Resources Policy G6 -Orientation, Induction and Mandatory

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Training must be adhered to.

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Also refer to the Work health and safety contractor induction handbook
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guide, the Preparing for your clinical placement (Queensland Health

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webpage), Work Health and Safety Training Matrix (mandatory orientation

and induction training /task or risk based WHS training).

WHS training Based on the requirements identified in the TNA one or more training and
program development programs may be developed for the accountability area. The
development programs should consider:

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 WHS training Guidance
framework
component

• Maintenance of all WHS training records including assessment records.

Where an electronic learning management system is available, this shall
be the preferred option for managing HSW training records
• The records should identify the following as a minimum:

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o The name of the training program

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o The name of the person completing the training

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o The person’s work area

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o The date the program was completed
o The trainer (if applicable)

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o The name and position of the person signing off on the

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completed training.

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• Training records shall be kept in accordance with the Queensland State

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Archives General Retention and Disposal Schedule for Administrative
Records requirements.
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Accountability and functional areas must consider WHS training needs
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when allocating budget and other resources for training and development
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activities. The resources and delivery methods may vary but should
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consider:
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• The learning needs of the worker

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• Timeframes and impacts on the workplace

• Qualifications and competency of the trainer or external training
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provider (where one is used)

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Provision of training • The nature of the training to be provided and suitability of venue and
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resources training aids.

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Training and development programs may range from formal course work
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with competency assessment to less formal instruction and information

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sessions such as team meetings.

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Training delivery mediums may include such things as videos, face-to-face,

eLearning, mentor programs. Where WHS training is being to be provided
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face-to-face, it should be delivered by a person with knowledge and / or

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skills that are relevant to the WHS element being taught.

The aim of successful implementation of the WHS training is to ensure that

workers are made aware of WHS risks and understand the measures
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implemented to control them, how to safely perform their tasks and duties
WHS training and
and the actions to take in the event of an incident.
apply learnings
Where it has been identified the nature of the hazard or risk requires a
worker achieve a certain level of competency to ensure protection of the

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 WHS training Guidance
framework
component

worker and others, ensure the assessment is relevant and that competency
is achieved. Assessments may be theoretical or practical.

Workers shall undertake all necessary refresher or re-certification training

as directed unless the requirements are no longer applicable to the nature

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of the work being undertaken.

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Following the completion of training, the worker should be supervised to

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ensure application of learnings and safe work procedures.

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Where any deficiencies are identified, feedback shall be provided to the
worker and further training or instruction should be provided. This should

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be linked into the performance development process.

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Monitor and review
Refresher training or re-certification requirements should be monitored,

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the effectiveness and
relevance of the and workers provided notification as applicable.
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training All WHS training and development programs and requirements shall be
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reviewed as follows:
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• If prompted by a legislative change

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• When there are changes in work practices

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• At intervals determined as part of the organisation’s safety

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management system monitoring and review schedule.

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4. Diversity and inclusion considerations

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When planning for HSW consideration should be given to the specific needs and requirements of
different diversity groups.
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The cultural requirements of Aboriginal and Torres Strait Islander workers, accessibility requirements of
people with disability and the cultural and linguistic requirements of workers from non-English
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speaking backgrounds are all important to consider in the HSW planning and training and development
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process.
Consideration must also be given to ensuring that all HSW planning and training and development
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materials, resources and documentation use inclusive language, such as gender-neutral terms and
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avoidance of gendered language, to ensure LGBTIQ+ worker inclusion.

Diversity groups should also be included in worker consultation mechanisms, including consultation
mechanisms encompassing shared duties obligations, which may also involve consulting and
cooperating with workers external to Queensland Health. Inclusion of diversity group consultation to
inform training and development content, planning of risk management processes and emergency
preparedness and response, will enable the different needs of different diversity groups to be met.
While undertaking HSW planning and WHS training content development, cultural knowledge needs to
be recognised in any training content or communications on death or dying, including if Aboriginal and
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 Torres Strait Islander workers are involved in emergency response situations or liaison with families of
deceased persons. Queensland Health’s ‘sad news sorry business’ guide provides insights, knowledge,
and tools in providing culturally appropriate communications, interactions, and care for Aboriginal and
Torres Strait Island people.

5. Legislation
• Building Fire Safety Regulation 2008
• Electrical Safety Act 2002

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• Electrical Safety Regulation 2013

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• Work health and safety consultation, co-operation and co-ordination code of practice 2021

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• Work Health and Safety Act 2011

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• Work Health and Safety Regulation 2011

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• Workers' Compensation and Rehabilitation Act 2003, Workers' Compensation and

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Rehabilitation Regulation 2014

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6. Supporting documents Ap ic ci
• Department of Health Work health and safety contractor induction handbook guide
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• General Retention and Disposal Schedule (Administrative Records)

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• QH-IMP-401-1:2020 Health, safety and wellbeing planning standard

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• QH-IMP-401-2:2020 Health, safety and wellbeing consultation standard

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• QH-IMP-401-3:2020 Health, safety and wellbeing risk management standard

• QH-IMP-401-4:2020 Health, safety and wellbeing monitoring, evaluation and performance
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review standard
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• QH-IMP-401-6:2020 Health, safety and wellbeing governance standard

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• QH-GDL-401 – 6:2020 Health, safety and wellbeing governance guideline

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• QH-IMP-401-7:2020 Health, safety and wellbeing incident response standard

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• QH-GDL-401-7:2020 Health, safety and wellbeing incident response guideline

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• QH-POL-183:2020: Human Resources Policy G6 -Orientation, induction and mandatory training

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• QH-IMP-401-5:2020 Workplace rehabilitation standard

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• Work Health and Safety Training Matrix

• Queensland Health information page -Preparing for your clinical placement
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• Sad news sorry business – guidelines for caring for Aboriginal and Torres Strait Islander people
through death and dying

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 7. Definitions
Term Definition

Accountability area Department of Health divisions and agencies and each HHS are
accountability areas within Queensland Health.

Others Other persons as referenced in the WHS Act 2011. Others are

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people who are not workers but whose health and safety may be

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impacted by one or more accountability areas.

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Patients and visitors are examples of others.

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Safety management system This system consists of the WHS standards framework,

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procedures and operating practices that provide the framework

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within which workers discharge their individual health and

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safety accountabilities and the PCBU ultimately discharges its

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legislative obligations.

Safety legislation The Work Health and Safety Act 2011, and the Electrical Safety
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Act 2002 and any associated regulations or WHS codes of
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practice, as amended from time to time.

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Shared duty holders A shared duty holder (or other duty holder) in the Queensland
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Health context, would be where an accountability area’s worker

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undertakes work for another accountability area (or external

entity), where the worker performs duties on the other
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accountability area’s (or external entity’s) premises OR the

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reverse of this, where a worker undertakes work for an

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accountability area on their premises but is not directly

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employed by said accountability area.

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WHS Regulator Workplace Health and Safety Queensland and the Electrical
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Safety Office
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WHS standards framework This framework consists of QH-POL-401:2020 Health, safety and
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wellbeing policy, implementation standards and guidance

materials.
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Worker Definition as per Section 7 of the WHS Act, that is: A person is a
worker if the person carries out work in any capacity for a person
conducting a business or undertaking,

including work as—

(a) an employee; or

(b) a contractor or subcontractor; or

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 Term Definition

(c) an employee of a contractor or subcontractor; or

(d) an employee of a labour hire company who has been

assigned to work in the person’s business or undertaking; or

(e) an outworker; or

(f) an apprentice or trainee; or

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(g) a student gaining work experience; or

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(h) a volunteer; or

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(i) a person of a prescribed class

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The person conducting the business or undertaking is also a

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worker if the person is an individual who carries out work in that

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business or undertaking.

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As per the Workers’ Compensation and Rehabilitation Act, 2003
s 11(1) (as amended 2013): A person who works under a contract
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with Queensland Health, and in relation to the work, is an
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employee for the purpose of assessment for PAYG withholding

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under the Taxation Administration Act 1953; who has sustained a

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work-related personal injury or illness. (The above definition is

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utilised by WorkCover Queensland when determining

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liability/eligibility for workers’ compensation entitlements).

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8. Version control
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Version Date Comments

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1.0 21 July 2021 QH-GDL-401-1:2021

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