Health And Safety In A Mobile Library

ARK Consulting Group Pty Ltd

Health and Safety in a Mobile Library

Guidelines for Staff

The Country Public Libraries Group is committed to ensuring the health and safety of all staff whilst working in and around mobile libraries. Whilst vehicle and site design have been assessed and requirements are in place to ensure minimum standards are met, each staff member also has a responsibility to ensure their own health and safety by following the guidelines put forward below. These guidelines are designed to highlight to you some of the potential hazards within your workplace and what you can do to prevent injury to yourself and to others in the general public. We also provide some reminders regarding reporting hazards and incidents so we can ensure we continue to improve the health and safety of everyone.

Mobile Libraries Health and S afety Policy Statement

The Country Public Libraries Group is committed to continuously striving towards best practice in health and safety. The objectives of this health and safety system are to:

· Enable employees to feel safe and well when at work

· Remove or manage all identified hazards within the workplace

· Minimise the risk of any injury occurring in the workplace

· Continually review performance and identify and new issues to be controlled under the hazard management program

· Ensure legislative requirements are met

These objectives shall be met by ensuring managers and staff are provided with the appropriate knowledge and skills to consult together to manage health and safety. This statement and supporting guidelines are to be read in conjunction with the organisation’s overall health and safety policy and procedures.

Employee Responsibilit ies

Each day you go to work you should be feeling safe. To assist in maintaining this safety, you have the following responsibilities:

· Adhering to the mobile library OHS guidelines at all times

· Maintain an awareness of your environment to identify potential OHS issues that need addressing. This includes conducting daily inspections of the vehicle and each site

· Immediately report any hazards to your manager and discuss with him/her the most appropriate action to take to ensure no one is injured

· Actively participate in team meetings and consultation processes to review and discuss OHS issues

· Raise any OHS concerns you have immediately with your Manager

· Record and report any incident or injury immediately to your Manager

· Cooperate with your Manager in resolving the causal factors for the incident/injury

Employer Responsibilities

As your employer we also have responsibilities to ensure your workplace continues to be safe and healthy. These include:

· Ensure the OHS system continues to be actively implemented

· Regularly meeting with the team to discuss and monitor OHS issues

· Provide training and support for specific OHS issues

· Respond immediately to any hazard, incident or injury report

· Take actions to minimise risk of injury when hazards are reported

· Maintain effective communication and consultation with all employees

· Regularly review system with employees to ensure the OHS system continues to be effective

As part of our OHS system, the following guidelines are provided for employees when operating a mobile library.

Warming up for work

Starting work on a cold morning in particular can place staff members at risk of straining muscles that have not yet limbered up following a night’s sleep. It is important to spend a few minutes stretching the muscles of your arms, legs, and back after you get out of your own vehicle before getting into the prime mover. The sheet attached at the end of this document provides some suggested stretches that can be done.

Remember when getting into and out of the prime mover to always face into the cabin but remain aware of the traffic around you.

Moving boxes

Picking up one heavy crate may not seem like much weight, but repeated lifting of books in crates can increase the risk of an injured back or shoulders. To avoid injuring yourself when moving these crates, remember the following points.

· Never fill a crate above handle height

· If crates are full of magazines, then lower this height to no more than 2/3 of the height of the crate to the handles.

· Do not store crates above shoulder height

· Rest crate against your body when carrying to decrease effort required

· From a squatting position you can lift the crate onto your hip then stand up rather than trying to pull the crate up as you stand up (see photos below)

The photos below demonstrate how and how not to lift crates

Site Management

Do

· Observe site on arrival for any suspicious people. If anyone is observed of concern, do not get out of your vehicle and call the Police immediately

· Stabilise the vehicle

· Pull A frame ladder into full position

· Place ladder on a stable surface

· Put working gloves provided on before handling electrical cord

· Inspect electrical cords and ladders before each use for any sign of wear or broken parts

· Check visually for pedestrians as moving into and out of position at site

· Inspect vehicle daily for safety issues

· Report any missing or damage equipment

Don’t

· Lean an A frame ladder against a pole

· Use a ladder if it can’t be placed on a stable, flat surface. Advise management and council of these issues immediately

· Stand on the top steps of a ladder

· Wear high heeled shoes which place additional strain on your back and place you at risk when climbing ladders and stairs frequently

· Leave the vehicle unattended if unlocked

· Store frequently used books on lowest and highest shelves

Vehicle Repairs

· If you identify any faults with the vehicle you must make an assessment as to whether the vehicle is still safe to drive. If so, call maintenance to report the issue and determine a time for it to be fixed and write this down in the log book within the vehicle folder and return to normal operations. Periodically check this log to ensure maintenance is not forgotten. Request maintenance person to sign off on successful completion of the work

· If you are unsure whether the vehicle is safe to drive, call maintenance to discuss and make a joint decision

· If vehicle is unsafe to drive then do not drive the vehicle. Once emergency maintenance has been contacted and a time for site visit has been determined, call the Manager to discuss alternative arrangements for the service

Workstation set up

· Check at the beginning of each day that the chair is in working order

· Whether sitting or standing at the desk the lap top screen should be at eye level

· The lap top, loan slip printer and books provided by customers should be within reach without fully extending the arm.

· Only items not frequently used should require full arm extension (see diagram below)

· Do not remain in the one position for an extended period of time. Move around and stretch to avoid muscle tension building up.

Dealing with difficult customers

In a situation where you are working alone it is important to minimise likely confrontation with members of the public. To assist in this remember the following:

· If a customer becomes agitated or upset when you alert them to a fine owing, allow them to express their feelings, acknowledge their feelings. You can then decide to wave the fine altogether or suggest they not worry about it today. You can also offer for them to talk to your Manager on the phone.

· Never raise your voice or become defensive with a difficult customer. Talk in an even voice and remember the motto ‘Seek first to understand and then be understood’ i.e. keep asking questions until you can paraphrase accurately back to them what they are feeling and why. Then look for strategies to calm them down and explore options for resolution. Given you are working alone, do not push resolution with you if this is too difficult. Give them options of other people to talk to, to discuss issues.

· Once they leave the vehicle, check to ensure they have then departed the site.

· If a member of the public looks suspicious inside or hanging around outside the vehicle, do not approach them. Observe person’s features and actions and take notes on observations if able to.

· If you feel concerned for your safety in any way, use your mobile to call the police or alert a member of the public to do so.

· If a member of the public threatens you and demands any cash on the premises, follow their instructions and provide the cash. As soon as they have left, lock the vehicle and call the police. If you can, also contact your Manager to alert them to the situation. Remain inside the vehicle until the police come.

Working alone

As most library operators work solo it is important that the following steps are utilised:

· Ensure the documented timetable for the times and locations for the vehicle throughout each day is kept up to date and in a central location with the Manager so the Manager knows where you are at all times

· Carry a charged mobile phone with you at all times, especially if entering a public toilet

· When your are positioned in an area with no mobile phone coverage, reach agreement with your Manager regarding at what point in time you will call him/her to confirm you have moved onto the next position

· Ensure times are kept to, to minimise the need to arrive back at administration in the dark

· Wear a high visibility vest at all times when outside at the administration site

· Call your Manager from the truck once you have arrived at the administration area in the evening to confirm safe arrival

Housekeeping/Inspection program

Every 3 months, a vehicle health and safety inspection should take place. This is in addition to the daily and weekly checks you should already be undertaking and documenting on your vehicle. If you are unsure of the timetable of inspections, talk to your Manager. This timetable should be displayed in the vehicle folder.

· When it is your turn to complete the inspection, take a copy of the inspection checklist and systematically work through each question to answer ‘yes’ or ‘no’, adding comments if you feel you need to clarify or explain any answers.

· Once you have completed the checklist, identify any questions you have answered ‘no’ to. Note each of these in the action plan on the last page of the inspection checklist, and then determine an appropriate action. If you are unsure what the action should be, discuss this with the other drivers or your Manager.

· Present to Manager for sign off and implementation

· The Manager will then follow up with each individual to ensure the actions are implemented

· At the next meeting, present the inspection and discuss issues identified and actions taken.

Emergency Management

· Assess fire, if safe to do so and the fire has just started or just smoldering, use the appropriate extinguisher to put out fire

· Remain calm at all times

· Request all public to leave the vehicle

· Assist members of the public as required to leave the vehicle

· Leave vehicle, close door if able to and call 000

· Move members of the public away from the area and await the arrival of the fire brigade and other emergency services

Hazard Management

Whilst this guideline attempts to identify the most likely hazards in this workplace, it is important that everyone plays a role in continually monitoring the environment and identifying any new hazards.

· Each day review the vehicle both inside and out, and the sites where the vehicle is located to identify any potential hazards

· If you can remove the hazard safely do so

· Complete the form to report the hazard (located in the vehicle folder) and fax to your Manager.

· Call your Manager to discuss the hazard and how it can be addressed.

Incident and Injury R eporting

If you are injured at work or there is an incident that potentially could have caused an injury you must ring your Manager immediately to discuss and determine the appropriate action.

Then complete an incident/injury report form (located in the vehicle folder) and forward to the Manager (please note that this form must be completed in order to be able to lodge a valid Work Cover claim if this is required). Your Manager will then provide you with the assistance and support needed to effectively manage your injury and ensure your safe return to work.

Consultation

Ongoing consultation is an important aspect of achieving results in health and safety. Regular meetings and emails are used to raise and discuss any issues that may arise. We encourage you to raise any matters or suggestions as soon as you can to ensure we can continue to closely monitor our unusual work environment and make ongoing improvements.

Reference Material

For further guidance on health and safety the following website and publications are recommended. The publications can be obtained through the website or through contacting your Manager.

www.workcover.vic.gov.au

www.standardsaustralia.com.au

Occupational Health and Safety Act 2004

Code of Practice for Manual Handling

Work Safe guidance note – prevention of bullying and violence in the workplace

Code of Practice for Working at Heights

1

Mobile Libraries – health and safety guidelines

Issue 2

11/8/05