Compliance with Public Sector Standards
In accordance with section 31(1) of the Public Sector Management Act 1994, The Commission has fully complied with the Public Sector Standards, Commissioner’s Instructions, the WA Code of Ethics and the Commission’s Code of Conduct.
Procedures are in place to ensure such compliance and appropriate assessments are conducted as required.
There were no breaches of standards lodged during the year.
Significant actions to promote compliance
Procedures are in place to ensure such compliance and appropriate assessments are conducted as required and are consistent with information provided in the Public Sector Commission’s Annual Agency Survey.
Evaluation of the efficiency and effectiveness of recordkeeping systems
The Commission uses the electronic records management system TRIM (Total Records Information Management) to manage and control all correspondence and documents received; created by; and distributed by the agency. This system is centrally administered to ensure appropriate security controls are in place and to promote standardisation of file creation and naming conventions. The system is deemed to be adequate for its current purpose however the Commission is in the process of evaluating the next upgrade of TRIM with the potential future integration of the complaints management database. The Commission received approval for and has since implemented its agency specific Retention and Disposal Schedule. A review of the associated recordkeeping policies and procedures was also undertaken at this time to allow the Commission to effectively undertake the processing and archiving of its historical records.
Nature and extent of recordkeeping training program
The Commission has continued its individual and group records awareness and recordkeeping process training for all staff ensuring that employees are aware of their responsibilities and how to use the electronic records management system (TRIM). A hardcopy user guide was provided for reference and will be reviewed and updated in line with the TRIM software upgrade.
Review of efficiency and effectiveness of recordkeeping training program
In 2015-16 the Commission conducted additional training for employees to increase utilisation of the electronic system, ensure standardisation throughout the agency and to provide training in the revised Retention and Disposal processes.
Induction program addresses employee roles and responsibilities in regard to their compliance with the organisations’ recordkeeping plan.
New employees are provided with the following information to ensure they are aware of their role and responsibilities in terms of recordkeeping within the Equal Opportunity Commission:
- induction manual
- theoretical and hands-on training by the Management Support Officer – Records
Induction sessions are conducted for all new employees upon commencement. The session runs for approximately one – two hours and covers:
- the requirement to capture records
- types of records handled by the Commission
- organisational and individual responsibilities in regards to record keeping
- determining significance of records
A second hands-on training session is provided to ensure that the inductee is familiar with:
- capturing records in and retrieving information from TRIM
- naming conventions and standardisation including the use of AAA Thesaurus where relevant
- using protocols within TRIM to ensure consistency
- file maintenance and paper record handling procedures
- retention and disposal (where appropriate).
Government policy requirements
Although the Commission is not mandated under the Public Sector Commissioner’s circular it has chosen to continue to implement the objectives of the Framework in its own operations.
During the current year:
- Revised the Policy on Substantive Equality to include the extended grounds of systemic discrimination
- Commenced revision of the implementation plan
- Held workshops for staff on Aboriginal English (separate from the session referred to above)
- Maintained systemic discrimination as a standing item on the agenda for staff meetings
- Identified policies requiring review which need to have impact assessments.
Occupational health and safety and injury management
The Commission is committed to providing an environment that is healthy, safe and which promotes the welfare of the employees and any other people who may be affected by the work environment of the Commission. The elected Occupational Safety and Health (OSH) representatives conduct regular inspections of the workplace and reports back to the Corporate Executive on matters requiring attention. During 2015-16 two new OSH representatives were elected by staff and formally appointed. Both have undertaken fully accredited training.
Formal mechanism for consultation with employees
Managers and employees are regularly reminded of their responsibilities. These include:
- All related occupational safety and health management policies are provided during the induction process and are also available to all staff on the intranet
- All new employees are provided with OSH information and basic training as part of the induction process
- OSH inspections are carried out regularly in accordance with the policy
- If an issue is identified it is followed up initially by the manager and then by an OSH Representative if required
- Reports are provided quarterly to Corporate Executive
- Accidents are recorded in the Accident report register either by the injured party, the first aider or an OSH Representative
- If an injury requires any treatment it is reported to the OSH Representative and the Manager Corporate Services.
Statement of compliance with injury management requirements of Workers’ Compensation and Injury Management Act 1981
The Commission takes a proactive approach to injury management and has established its workers compensation, injury management and return to work policies, procedures and documentation in accordance with the Workers’ Compensation and Injury Management Act 1981.
Occupational safety and health and injury management