Zero Harm – Workplace Health and Safety Policy

2. WorkSafe Notification Obligations

Under the OHS Act 2004, the employer must notify WorkSafe Victoria immediately (and in writing within 48 hours) if any of the following occur at the workplace:

Do not disturb the site of a serious incident, except to assist injured persons or make the area safe, until a WorkSafe inspector gives clearance or 48 hours have passed.

Note: All managers are responsible for knowing this notification obligation. When in doubt, call WorkSafe.

3. Injury and Illness Reporting

All work-related injuries and illnesses must be reported as soon as possible after the injury occurs or illness onset. Use the Injury Report Form (available in Google Drive: WHS Forms) and submit it together with a medical certificate from your treating practitioner.

A medical clearance stating you are fit for duty must be obtained before you recommence work following a work-related injury or illness.

WorkCover Claims

As an employee, you have the right to lodge a WorkCover claim for any work-related injury or illness. WorkCover can potentially cover treatment costs and wage costs beyond your standard sick leave entitlements. To initiate a claim:

Note: You will not be disadvantaged for lodging a WorkCover claim. Victimisation of an employee for making a claim is unlawful.

4. Return to Work

Payless Promotions is committed to the early and safe return to work of any employee who sustains a work-related injury or illness, consistent with the Workplace Injury Rehabilitation and Compensation Act 2013 (Vic).

Return to Work Coordinator

Payless Promotions has a designated Return to Work (RTW) Coordinator who is responsible for:

Suitable Duties

Where an employee has a partial work capacity, we will make every reasonable effort to provide suitable duties consistent with their Certificate of Capacity. Suitable duties may include modified tasks, reduced hours, or alternative roles.

Employee Obligations During Recovery

Note: Failure to comply with Return to Work obligations without reasonable excuse may affect your entitlement to weekly payments.

5. Incident Reporting

An incident is an unplanned event where no person was injured (but may have been), and where damage did or may have occurred to company property, equipment or the environment. All incidents must be reported immediately — verbally to your supervisor and using the Incident Report Form (available in Google Drive: WHS Forms).

6. Hazard Reporting

A hazard is anything that can cause injury, loss or damage to a person, property or the environment. If you identify a hazard, you must:

7. Psychosocial Hazards and Mental Health

Payless Promotions recognises that psychological health and safety is as important as physical health and safety. Psychosocial hazards are aspects of work and the work environment that may cause psychological harm.

Examples of Psychosocial Hazards

Employer Obligations

We will identify and manage psychosocial hazards in the same way as physical hazards. This includes:

Employee Obligations

If you experience or witness workplace conditions that are causing psychological harm, you are encouraged to:

Note: Reporting a psychosocial hazard is protected under the OHS Act. You will not be disadvantaged for raising a concern in good faith.

8. First Aid

9. Safety and Warning Signs

Safety signs are provided to warn of hazards and to advise of required or prohibited actions. You must comply with the instruction given on any safety sign. Persons found defacing or damaging safety signs will be subject to disciplinary action.

10. Manual Handling, Lifting and Moving Loads

Injuries from over-exertion are often cumulative and can result in permanent disability. Always follow safe manual handling practices:

11. Computer Workstation Ergonomics

Correct workstation setup reduces the risk of musculoskeletal injury and overuse conditions. All employees are expected to set up their workstation correctly. If you are experiencing discomfort, report it immediately so adjustments can be made.

Position the keyboard so forearms are close to horizontal and wrists are straight. Some employees benefit from a wrist rest — ensure the wrist is not bent upward when using one. Ergonomic keyboards or wrist pads may be requested from management where there is a clinical or practical need.

Adjust seat height so knees are bent at approximately 90° and feet are flat on the floor or on a footrest. Set the backrest to support the lower back when sitting upright.

Set eye-to-screen distance at approximately arm's length. The top of the screen should be at or just below eye level. Use a monitor riser if needed.

Keep the mouse close to the keyboard with your elbow bent and close to your body. Release the mouse at frequent intervals. A low-profile or ergonomic mouse reduces wrist strain. Ergonomic mice may be requested from management.

Avoid cradling the phone between your head and shoulder. Use a headset or speakerphone when needing both hands.

Maintain good posture and change position at regular intervals. Take frequent short breaks rather than infrequent long ones. Avoid sharp increases in work rate after absences. Jobs should be designed to allow variation between computer-based and non-computer-based tasks where possible.

Supervisors are responsible for monitoring workloads and ensuring that excessive or sustained demands do not expose employees to overuse injury risk.

12. Lighting, Glare and Reflection

Position monitors to the side of light sources, not directly beneath them. Avoid placing screens near windows where possible. If glare is present, consider tilting the screen slightly forward, using an anti-glare screen, or adjusting blinds. Take short visual rest breaks every 10–15 minutes if experiencing eye discomfort.

13. Alcohol and Drug Use

You must not consume alcohol or non-prescribed drugs in the workplace at any time. You must notify management if prescribed medication is affecting or likely to affect your safety or the safety of others. We reserve the right to remove any person from the workplace if their impairment poses a health and safety risk. All such actions will be documented.

14. Emergency Procedures

All employees must be familiar with emergency procedures before an emergency occurs. Emergency equipment (fire extinguishers, hose reels, exit doors, escape routes) must be kept accessible and unobstructed at all times.

Misuse of emergency equipment is an offence under fire safety laws.

15. Hazardous Substances

Hazardous substances are not permitted in the Payless Promotions workplace during business hours or at any time while staff are present. Non-hazardous alternatives must be used wherever reasonably available.

Exceptions

If use of a hazardous substance becomes essential and no non-hazardous substitute is reasonably available, it must be brought in and used by a licensed contractor outside of business hours when no staff are present. The contractor must provide written confirmation of:

Disposal

Waste chemicals, oils, paints, and cleaning materials must be disposed of as hazardous waste and must not be placed in general waste bins.

16. Damage to Company Property

All damage to company property must be reported to management along with an explanation of how it occurred. Damage due to neglect may result in disciplinary action. Malicious or deliberate damage will result in dismissal.

17. Computer Use and Cybersecurity

Company computers and digital systems must only be used for authorised work purposes unless otherwise approved. Employees must not:

Employees must report any suspected security incident, malware, or data breach to management immediately. Internet access may be monitored subject to company policy.

Staff Logins and Passwords

All team members must use their own unique login credentials for all software. Passwords must never be shared with other staff, except with prior approval from the CEO. Sharing login credentials is a potential dismissal offence.

18. Workplace Housekeeping and Hygiene

A clean and tidy workplace reduces hazards and improves productivity. All employees are responsible for keeping their work area clean. Rubbish must be placed in bins regularly. Food scraps must be disposed of promptly. Recyclable materials must go into designated recycling bins. Floors must be kept clear of trip hazards at all times.

19. Discrimination

Payless Promotions is committed to a workplace free from discrimination. Discrimination on the basis of race, colour, sex, sexual orientation, age, disability, marital status, family responsibilities, pregnancy, religion, political opinion, national origin or social background is prohibited under company policy, the Equal Opportunity Act 2010 (Vic), and federal anti-discrimination laws.

If you believe you have been discriminated against, report it to management immediately. All complaints will be treated seriously and investigated promptly.

20. Harassment

Harassment is any unwanted behaviour that may intimidate, humiliate or offend a person. Harassment on the grounds of age, disability, marital status, race, sex, sexuality, pregnancy, or any protected attribute is unlawful.

Harassment can include verbal abuse, offensive gestures, racist or sexist material, sexual or physical assault, and exclusion based on a protected attribute. All reported harassment will be investigated immediately. Complainants will not be victimised.

21. Workplace Bullying

Workplace bullying is repeated, unreasonable behaviour directed at an employee or group that creates a health and safety risk. A single incident of inappropriate behaviour is not bullying, but it must still be addressed.

If you are experiencing or witnessing bullying, report it to management immediately. Bullying is a health and safety risk under the OHS Act and will not be tolerated.

22. Mobile Phone Use

Mobile phones must be placed on silent and stored in the designated area during work hours. Phones may be accessed during breaks but must not be taken to workstations. Exceptional circumstances may be approved by management. This policy applies to all staff including management.

23. Eating and Drinking

Food and drinks (other than water) must be consumed during designated break times. Food and drink must not be consumed in areas where hazardous substances are present. Wash hands thoroughly before eating or drinking.

24. Email and Internet Use

Employees must not access, download or send pornographic, offensive, or objectionable material using company systems. Personal email accounts must not be accessed on company devices. Company email and internet use may be monitored in accordance with privacy obligations. Employees are assured that routine, pervasive surveillance of personal communications will not occur where employees abide by this policy.

25. Smoking

Smoking is prohibited in all enclosed areas of the workplace, including staff rooms, lunchrooms and restrooms. Smoking is only permitted in designated outdoor areas away from building entrances and ventilation systems. Smoking during work hours is only permitted during designated meal or rest breaks. Smoking is not permitted in company vehicles unless specifically approved and only when no other person is present.

26. Fighting and Violence

Conflict escalating into aggression, fighting or violence is not condoned. Persons involved in workplace fighting or violence risk immediate dismissal. If you feel threatened, report it to your manager immediately to prevent escalation.

27. Absenteeism

Where practicable, you must notify management by phone well before your start time if you are unable to attend work. A medical certificate may be required for any absence, and is required for personal leave taken for more than one day or on Mondays, Fridays, or days adjacent to public holidays or annual leave.

28. Dress Standards

Where Payless Promotions does not provide corporate or protective clothing, employees are expected to dress appropriately for the type of work being performed and in a manner consistent with company values. Clothing deemed too revealing, provocative or inappropriate will not be tolerated, particularly in client-facing areas.

29. Leave Entitlements

Annual leave must be taken at a mutually agreed time with a minimum notice period of four weeks. Leave balances are cumulative but should be taken within 12 months of accrual. We may direct you to take leave with one month's notice if leave remains untaken beyond 12 months. Leave balances will be paid out on termination.

Personal leave covers personal illness, caring for an immediate family or household member, and bereavement. Leave balances are cumulative. Additional unpaid leave may be approved at management discretion. Immediate family or household member includes spouse, partner, parent, grandparent, child, grandchild, sibling or any person living permanently with you.

We will make up the difference between jury attendance fees and your normal wage for the same period. Proof of attendance and payment received must be provided.

30. Office Security

All employees must take reasonable steps to protect Payless Promotions from theft, damage or unauthorised access. The last person to leave the office must ensure all entries are secured and lights, computers, and air conditioning are turned off. Company data must be backed up regularly in accordance with our current cloud backup procedures.

31. Privacy

Payless Promotions will collect only the information about employees that is necessary for employment purposes and for your wellbeing. Information will be collected lawfully, held securely, and made available only to those authorised under privacy laws. Employees may request a general explanation of what information is held about them and for what purpose.

32. Performance Appraisal

Performance appraisals are conducted to identify performance gaps and development opportunities, and to enable two-way feedback between employees and management. Appraisals are structured, documented and conducted in a fair and respectful manner.

33. Personal Hygiene

All employees are expected to maintain accepted standards of personal hygiene. Employees in client-facing roles are expected to maintain a suitable standard at all times.