Workplace Health & Safety (WHS) Guide for Office Environments

Comprehensive guide to Australian WHS legislation, employer and worker responsibilities, office hazard management, and psychosocial wellbeing at work.

#whs-legislation#office-safety#occupational-health-and-safety#risk-management#ergonomics#australian-law#psychosocial-hazards

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PROFESSIONAL DEVELOPMENT SEMINAR

WORKPLACE

HEALTH & SAFETY

In the Office Environment

The Five Star Conference Centre

Presented by: [Your Name]

May 2026

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OVERVIEW

What We'll

Cover Today

Introduction to WHS

Relevant Legislation

State & Territory Laws

Employer Responsibilities

Employee Responsibilities

Common Office Hazards

Hazard Control Methods

Hierarchy of Controls

Emergency Procedures

Summary & Key Takeaways

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INTRODUCTION

What is WHS?

Work Health and Safety (WHS) refers to the legislation, policies, procedures and activities that aim to protect the health, safety and welfare of all people in the workplace — including employees, contractors, visitors and the public.

●

Protects physical AND psychological wellbeing

●

Applies to all workplaces across Australia

●

Everyone shares responsibility for a safe workplace

In Australia, WHS is governed by the Work Health and Safety Act 2011 (Commonwealth) and mirrored State/Territory legislation.

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LEGISLATION

The Legal Framework

National Framework

—

Work Health and Safety Act 2011 (Cth)

—

Work Health and Safety Regulations 2011

—

Administered by: Safe Work Australia

NSW

Work Health and Safety Act 2011 (NSW)

SafeWork NSW

VIC

Occupational Health and Safety Act 2004

WorkSafe Victoria

QLD

Work Health and Safety Act 2011 (QLD)

WorkSafe Queensland

Work Health and Safety Act 2020 (WA)

WorkSafe WA

Work Health and Safety Act 2012 (SA)

SafeWork SA

TAS

Work Health and Safety Act 2012 (TAS)

WorkSafe Tasmania

ACT

Work Health and Safety Act 2011 (ACT)

WorkSafe ACT

Work Health and Safety (National Uniform Legislation) Act 2011

NT WorkSafe

* Victoria operates under its own OHS Act 2004 — not the harmonised WHS model.

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EMPLOYER DUTIES

PCBU

Responsibilities

Person Conducting a Business or Undertaking

Must ensure safety

SO FAR AS IS REASONABLY PRACTICABLE

Non-compliance penalties: up to $3.3M (individuals) / $16.6M (corporations)

Safe Work Environment

Maintain safe premises, plant and structures

Risk Management

Identify, assess and control workplace hazards

Policies and Procedures

Implement WHS policies and safe work procedures

Training and Information

Provide adequate training, supervision and instruction

Consultation

Consult with workers when making safety decisions

Incident Reporting

Record, report and investigate workplace incidents

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WORKER DUTIES

Employee Responsibilities

Under WHS Act 2011 — Section 28

✓

Take reasonable care for your own health and safety

✓

Take care not to put others at risk through your actions

✓

Comply with reasonable WHS instructions from the PCBU

✓

Use equipment, substances and PPE as instructed

✓

Report hazards, incidents and injuries promptly

✓

Cooperate with workplace WHS policies and procedures

Officers' Duty

Officers (managers/directors) must exercise due diligence to ensure the PCBU complies with WHS obligations.

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HAZARD IDENTIFICATION

Common Office Hazards

Physical & Ergonomic

🖥️

Poor Workstation Ergonomics

Incorrect chair height, monitor position, keyboard placement causing musculoskeletal disorders (MSDs), RSI and back/neck pain.

🚶

Slips, Trips & Falls

Wet floors, loose cables, cluttered walkways, uneven surfaces. Most common cause of office injury.

💡

Inadequate Lighting

Eyestrain, headaches and fatigue from insufficient or harsh lighting, glare on screens.

📦

Manual Handling

Lifting heavy boxes, files or equipment incorrectly causes sprains, strains and back injuries.

🔌

Electrical Hazards

Overloaded power boards, frayed cords, faulty equipment causing electric shock or fire.

🌡️

Poor Ventilation & Temperature

Stuffy air from printers/photocopiers, extreme temperatures, chemical fumes from toner.

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HAZARD IDENTIFICATION

Common Office Hazards

Psychosocial and Organisational

Work-Related Stress

High workload, tight deadlines, low control over work tasks

Workplace Bullying and Harassment

Verbal abuse, intimidation, sexual harassment (WHS Code of Practice 2025)

Fatigue

Excessive hours, inadequate rest breaks, night or shift work

Poor Change Management

Lack of communication during organisational restructures

Remote and Hybrid Work Hazards

Isolation, poor home workstation setup, blurred work-life boundaries

Low Job Control and Recognition

Lack of autonomy, inadequate reward, poor leadership support

DID YOU KNOW?

1 in 5

Australians experience a mental health condition at work

Psychosocial hazards cost Australian businesses over $543 million annually

New Code of Practice: Managing Psychosocial Hazards at Work (April 2023) — identifies 17 psychosocial hazard types

Source: Safe Work Australia, 2024

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RISK MANAGEMENT

Hierarchy of Controls

Most Effective to Least Effective

ELIMINATION

Remove the hazard entirely — e.g. replace paper filing with digital systems

SUBSTITUTION

Replace with safer option — e.g. ergonomic chairs instead of standard ones

ENGINEERING CONTROLS

Physical changes — e.g. adjustable desks, improved lighting systems

ADMINISTRATIVE CONTROLS

Change procedures — e.g. regular breaks, task rotation, WHS training

PPE

Last resort — e.g. anti-glare screens, wrist supports, ergonomic mouse

MOST
EFFECTIVE

LEAST
EFFECTIVE

Under Australian WHS law, controls must be applied in order — from highest to lowest level

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HAZARD CONTROLS

Reducing Office Hazards

Ergonomic Workstation Setup

Adjustable chairs at correct height, monitor at eye level (50–70cm away), keyboard and mouse position to prevent RSI. Conduct regular workstation assessments.

Cable Management and Housekeeping

Secure all cables with clips and covers, clear walkways, use cable trays, maintain tidy desks to prevent slips and trips.

Lighting and Ventilation

Install diffused overhead lighting (300–500 lux recommended), reduce screen glare with blinds, ensure adequate fresh air circulation.

Safe Manual Handling

Train staff on correct lifting technique, use trolleys for heavy loads, store heavy items at waist height, limit individual lift weight to 16kg.

Electrical Safety

Regular equipment inspections, use safety switches (RCDs), avoid overloaded power boards, report frayed cords immediately.

Ergonomic Setup

Safe Walkways

Good Lighting

Safe Lifting

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PSYCHOSOCIAL CONTROLS

Supporting Mental Wellbeing at Work

Open Communication

Regular check-ins, clear feedback, approachable management

Workload Management

Realistic deadlines, task delegation, role clarity

EAP Programs

Employee Assistance Programs, counselling, mental health support

Zero Tolerance Policy

Anti-bullying and harassment policy, safe reporting channels

EMERGENCY PREPAREDNESS

In Case of Emergency

Fire Evacuation

Know evacuation routes and assembly points. Participate in regular fire drills.

First Aid

Know location of first aid kits. Identify trained first aiders in your team.

Incident Reporting

Report ALL incidents and near-misses using the workplace WHS register.

Emergency Contacts

Display emergency numbers prominently: Police/Fire/Ambulance — call 000

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SUMMARY

Key Takeaways

WHS law is everyone's responsibility — PCBUs, officers AND workers all have legal duties.

Harmonised WHS Act 2011 applies in most states; Victoria follows OHS Act 2004.

Common office hazards include ergonomics, slips/trips, electrical risks and psychosocial factors.

Use the Hierarchy of Controls — always apply the highest level of control first.

Report ALL hazards, incidents and near-misses — no matter how small.

A safe workplace is a productive workplace.

Questions? Let's Discuss.

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