A good safety induction tells a new worker how to do the job safely, what to do in an emergency, who to ask and how to report a hazard or injury. In Queensland a business must provide the information, training, instruction and supervision its workers need, and construction workers also need a general construction induction (white card). This guide gives you an induction checklist, explains those duties and covers pay, tax, super and leave basics.
Welcoming a new employee well matters too: you want them to feel comfortable and welcomed, but you also don’t want to overwhelm them or make them feel like they are under pressure.
Safety induction checklist for new workers
Cover these on day one, before the worker starts on their own, and adjust the list for your workplace.
- Emergencies. Alarms, evacuation routes, assembly points, first aiders and the first aid kit. See emergency plan requirements.
- Reporting. Who to tell about a hazard, near miss, incident or injury. A hazard report form and incident report form help.
- The work and its hazards. The main hazards of their tasks, the controls in place, and the safe work procedures or safe work method statements (SWMS) to follow. See which work counts as high risk.
- Personal protective equipment (PPE). What each task needs, issued in the right size at no cost to the worker, and how to wear, clean and store it.
- Plant, tools and licences. What they are trained or licensed to use, and the pre-start checks.
- Site rules. Access and sign-in, traffic areas, exclusion zones, housekeeping, and drug, alcohol and smoking rules.
- Consultation. Who the health and safety representative is, how to raise a concern, and when toolbox talks are held.
- Supervision. Who supervises in the first weeks and who to ask.
- Check and record. Ask the worker to explain the key points back, then have them sign an induction record with the date, topics and trainer. A free employee training register keeps them together. To track who holds which licences and tickets, see our guide to a training matrix and skills matrix.
An online induction portal can help with the general parts, but check understanding in person.
Your duty to provide information, training, instruction and supervision
Section 19(3)(f) of the Work Health and Safety Act 2011 (Qld) requires a person conducting a business or undertaking (PCBU; see what is a PCBU) to ensure, so far as is reasonably practicable, the provision of any information, training, instruction or supervision that is necessary to protect all persons from risks to their health and safety arising from the work. This includes training for new staff, refresher training where it is needed, and updating your staff on any changes made to the way you do things.
Under section 39 of the Work Health and Safety Regulation 2011 (Qld), that information, training and instruction must be suitable and adequate having regard to the nature of the work, the risks at the time and the control measures, and provided in a way the person can readily understand. Because it depends on the risks, induction is not a one-off: update it when the job, equipment or hazards change.
Where PPE is used to minimise a risk, you must provide it, make sure it suits the work and the worker, and train workers to use and maintain it (section 44 of the Regulation), at no charge to them (section 273 of the WHS Act). The Consultation, Communication & Training Policy Template helps you document how you do this.
Construction work: the general construction induction (white card)
If your new worker will do construction work (defined in section 289 of the Work Health and Safety Regulation 2011 (Qld)), they need general construction induction training, commonly called the white card:
- Provide it if it is missing. Section 316 requires a PCBU to ensure the training is provided to a worker engaged for construction work if they have not completed it, or completed it more than 2 years ago and have not carried out construction work in the preceding 2 years.
- Check before they start. Under section 317 a PCBU must not direct or allow a worker to carry out construction work unless the training is complete (and, if it was over 2 years ago, they have carried out construction work in the preceding 2 years). It must also ensure the worker holds the card or, if they have applied but not yet been issued one, a certification issued within the preceding 60 days.
- Who delivers it. A registered training organisation (RTO) delivers it in Australia. An equivalent card issued under a corresponding WHS law is also recognised unless it has been cancelled there (section 318).
The white card is general, so you still need to give site-specific and task-specific information, training and instruction. Principal contractors can read our guide to principal contractor duties.
Make a new employee feel comfortable
- Introduce them to the team. This can be done by having a team lunch or simply introducing them to everyone at the next team meeting.
- Give them a tour of the workspace. This will help them get oriented and feel comfortable in their new surroundings.
- Be friendly and approachable. Smile, say hello, and make an effort to get to know them. A little bit of warmth and hospitality can go a long way in making someone feel welcomed and comfortable in their new environment.
It is also important to provide the new employee with all of the necessary information and resources they need to be successful in their role. This should include a company handbook, an overview of the company’s policies and procedures, and possibly a list of contact names and numbers. Providing this information upfront will help the new employee feel prepared and ready to hit the ground running.
Legal obligations for pay, tax and superannuation
Your employees are entitled to know all their rights and be paid correctly under Queensland law. As an employer, you’re responsible for withholding tax from your employee’s salary and paying it to the Australian Taxation Office (ATO). You must also pay their superannuation guarantee contributions to a complying super fund.
Calculate how much you need to pay your employee
You must also issue a pay slip to each employee (either electronically or on paper) within one working day of being paid. It must show the employer’s name and ABN (if any), the employee’s name, the date of payment, the pay period start and end dates, the gross and net amounts, any loadings, allowances, bonuses, incentive-based payments, penalty rates or other separately identifiable entitlements, the hourly rate and hours worked or the annual salary, any deductions (including tax withheld), and any super contributions made or required, with the amount and fund name.
Legal obligations for tax
The 2 main taxes employers must be aware of are PAYG (pay as you go) withholding (which covers HECS repayments and medicare) and payroll tax.
Legal obligations for PAYG
- Register for PAYG withholding
- Work out the amount to withhold
- Report and pay withheld amounts to the ATO
- Provide payment summaries to employees and lodge an annual report with the ATO after the end of each income year.
Learn more about PAYG and the withholding system.
Legal obligations for payroll tax
If you are an employer in Queensland and your wages are above the payroll tax threshold, you must register for payroll tax with the Queensland Revenue Office.
Learn more about registering for payroll tax in Queensland.
Legal obligation for superannuation
As an employer, you must make superannuation contributions for each of your eligible employees.
Learn more about employer superannuation responsibilities.
Failure to comply with your tax and super obligations can result in serious penalties. If you’re unsure about your obligations, seek professional advice.
This is general information only. If you need specific advice, please visit the ATO website or contact the ATO’s Small Business Helpline.
Legal obligations for paid and unpaid leave
All full time and part time employees are entitled to four weeks annual paid leave for every 12 months of service. Some shift workers are entitled to five. This must be paid at the employee’s base rate of pay for their ordinary hours. There is no minimum or maximum amount of leave that can be taken at once and you must not unreasonably refuse requests for leave.
Sick leave
Full-time and part-time employees are entitled to 10 days paid personal leave (for sick and paid carer’s leave) each year. Paid personal leave accumulates from year to year.
Learn more about sick and carer’s leave and long periods of sick leave.
Maternity and parental leave
The Australian Government provides financial support for new parents while they’re caring for a newborn or recently adopted child with the Paid Parental Leave Scheme.
Learn more about what the Paid Parental Leave Scheme means for you.
Obligations for workplace health and safety for new employees
Under the Work Health and Safety Act 2011, it is your duty as a person conducting a business or undertaking (PCBU) to ensure, so far as is reasonably practicable, the health and safety of your workers, by eliminating risks or, where that is not reasonably practicable, minimising them.
Learn more about risks and how to reduce them in specific industries.
High risk work licences
Certain jobs require specific licences. Operating a forklift truck, for example, is high risk work: a person must not carry out a class of high risk work without the licence for it (section 81 of the Work Health and Safety Regulation 2011 (Qld); classes are in schedule 3), and a PCBU must not direct or allow the work unless it sees written evidence of the licence (section 85). Check licences before a new worker operates any machinery.
Obligations for first aid and emergencies
You must provide first aid equipment and facilities, and make sure an adequate number of workers are trained to administer first aid or that workers have access to enough trained people (section 42). You must also have an emergency plan that covers emergency procedures, evacuation, testing of those procedures (including how often) and training for relevant workers (section 43). Separately, the Building Fire Safety Regulation 2008 (Qld) requires the occupier of a building it covers to make sure an evacuation of the building is carried out at intervals of not more than 1 year (section 44; section 43 for budget accommodation buildings) and to keep a record of each practice (section 46), so check whether your premises are covered.
Learn more about fire safety and training and emergency planning requirements.
Obligations for workers’ compensation insurance
Every Queensland employer must have workers’ compensation insurance to cover the costs of benefits received by employees if they are injured or become ill on the job.
Find out more about workers’ compensation.
Legal obligations for trade union membership
All employees have the right to join or not join a union without pressure either way.
These are just some of the things to keep in mind when welcoming new employees into the workplace. By following these tips, you can help create a smooth transition for everyone involved.
This guide is general information, not legal advice. Check the current law or talk to Workplace Health and Safety Queensland for your situation.
This guest post was submitted by Myles from Prepare Training who provide Construction Courses Online in Queensland!
This Post Is Part Of A Series: 101 Toolbox Topic Ideas For The Construction Industry
Do you struggle to come up with toolbox talk ideas each week to discuss with your workers? Fear no more, Work Safety QLD is here to the rescue with 101 Free Toolbox Talk Ideas for the Construction Industry.
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