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On this page, you'll find information on creating a safe physical and mental work environment for your employees and volunteers.
Can our organisation make a COVID-19 vaccine mandatory for employees or volunteers? *NEW fact sheet on volunteers and the COVID-19 vaccine
What reasonable precautions can our organisation take to manage the safety of our workers (including volunteers)?
The reasonable precautions you can take depend on a number of factors (some dynamic) including:
- the nature of your staff’s responsibilities
- the size and resources of the organisation
- the nature of the workplace, particular vulnerabilities of your staff
- particular vulnerabilities of your service-users
- the current information about COVID-19, and
- the guidelines and directions issued by government
Examples of reasonable precautions your organisation can take to manage the safety of workers
Your community organisation may consider taking the following reasonable precautions:
Develop a risk management plan
A risk management plan provides evidence of your consideration of safety laws, foreseeable risks and necessary reasonable action to ensure the safety of your employees, volunteers and service-users.
Our Community has published a template crisis policy. You can download a copy of this policy and edit it to meet your organisation's needs.
Stay informed and follow the latest health advice
Keep up with, and comply with, the guidelines and recommendations of the Australian Department of Health and your state or territory health department.
Develop a pandemic or infectious diseases plan
Develop a plan that is consistent with the Australian Department of Health and your state or territory health department information. You may want to create a 'COVID-19 taskforce' or appoint a ‘COVID-19 risk manager’ who is responsible for keeping up to date with the changes (see the Volunteers FAQs page for more information about a policy and appointing a risk manager).
Consider what information you need to provide to workers
What and how will you communicate with workers about their obligation to self-isolate and report to you a possible or likely risk of infection? What will you tell them if someone in their workplace has contracted, or is suspected of contracting the virus? Be mindful of privacy considerations.
Review any existing control measures in place and test whether they remain effective
Consider having multiple controls in place, such as increased social distancing measures, increased cleaning services, increased personal protective equipment (PPE) training for employees and volunteers, suspension or cancellation of certain activities or reducing the number of employees, volunteers and service-users in the same location. Ask: ‘is it essential for all of these people to be present?’
Consider flexible working arrangements
In certain circumstances, workers may be able to perform their responsibilities from a flexible or remote location. Subject to health, safety and risk considerations, this may be a reasonable precaution. See ‘Should we let volunteers work from home’ for more information. Staff should only work or volunteer from home where this is reasonably practical (or to, at least, reduce their hours in the workplace). Only retain essential personnel in the workplace.
Where necessary, cancel volunteers’ shifts
If such a precaution is necessary, your communication should be clear and include all necessary information about further support your volunteers can receive. Service-users and other organisations may also need to be made aware of this precaution.
Encourage all workers, including volunteers, to monitor their health and self-report
Employees and volunteers should get tested if they believe they are presenting with symptoms, have been exposed to a suspected or confirmed case of COVID-19, or are a suspected or confirmed case of COVID-19. Organisations should also monitor signs of illness and, if shown, encourage workers to seek medical attention.
Ask your workers to get a medical clearance before returning to the workplace
This should be asked of those workers in an ‘at risk’ category or who chose to self-isolate (for example, if they travelled overseas or were in close or regular contact with a person returning from overseas or who was diagnosed with COVID-19).
The COVIDSafe app
Encouraging your workers to download the COVIDSafe app may be a reasonable precaution to ensure the health and safety of your workers and service users. However, you can’t require your employees or volunteers to download the COVIDSafe app or exclude them from participating in your organisation for not doing so. Such action is expressly prohibited under Commonwealth law.
Justice Connect member law firm, Hall and Wilcox has provided guidance on this.
As Australia rolls out the COVID-19 vaccine, some employers are thinking about whether they can require their workers to be vaccinated as a condition of employment. Organisations that work with vulnerable groups or have direct contact with the public might have a greater sense of urgency to vaccinate their staff.
The Fair Work Commission has considered two cases of unfair dismissal (non-COVID related) for refusal to be vaccinated. These decisions suggest that vaccination may be an inherent requirement of employment, depending on the nature of the role and workplace.
As we still await guidance from state and federal governments on this issue, organisations should be cautious about requiring vaccination as a condition of employment. The safety benefits need to be balanced with other legal issues including:
- Unfair dismissal claims - Employers might have difficulties defending unfair dismissal claims in situations where their workplace can be reasonably regarded as COVID-safe by using other means such as social distancing, masks or even personal protective equipment.
- Discrimination claims - Employers need to consider whether vaccination should be an inherent requirement of the employment and what would be considered a reasonable basis for refusal; watch out for discrimination on the basis of medical or religious grounds.
- Workers compensation claims - Employers may face workers’ compensation claims from employees who experience harmful side effects from the COVID vaccine if the vaccine is taken as an employment directive in work environments where vaccination is not mandatory.
What about volunteers?
If your organisation has volunteers, you may want to start thinking about your approach to the vaccine – this may depend on factors like who are your service-users, the size of your volunteer workforce, other COVID-19 precautions in place, and how volunteer work is currently being performed. As we wait for further government advice, you may want to consider your messaging to volunteers around vaccines. If you want to put mandatory requirements in place (for example, making vaccination a requirement for volunteering), you may need legal advice.
Note - Each organisation will have to take an approach based on its own circumstances and in line with government advice.
See the Department of Health’s website for information on the phased availability of COVID-19 vaccines in Australia.
Volunteering Australia has published an information sheet on how volunteers are included in the COVID-19 vaccination roll-out.
*NEW For more information about volunteers and the COVID-19 vaccine, see our fact sheet below which considers the questions:
- Can our organisation make COVID-19 vaccination mandatory for our volunteers?
- Can our organisation end a volunteer relationship if a volunteer refuses to be vaccinated? Are there any risks in doing this?
- Could our organisation be responsible if an unvaccinated volunteer is diagnosed with COVID-19 in the course of their volunteering?
- What information should we provide to our volunteers about the COVID-19 vaccine program?
If our workers (including volunteers) are working from home, do we need to conduct a safety inspection?
Ordinarily, it would be ideal to have an appropriate person conduct a risk assessment on-site at the worker’s proposed premises of remote working. However, this can be difficult in the current environment.
Instead, we recommend providing a checklist or questionnaire for your worker to complete themselves. This checklist or questionnaire could address elements such as the placement and height of chairs relative to desks, the angle of monitor screens or laptops, and the surrounding environment generally.
If a volunteer or employee requests that your organisation conduct a physical inspection of the premises where they propose to work, consider whether this request is practicable for your organisation. When considering the request, make sure that conducting a physical inspection won’t expose another worker to COVID-19 (for example, if the worker conducts an inspection at premises where there is a suspected or confirmed case of COVID-19).
Managing mental health issues
With the easing of social restrictions, as some workers return to the workplace (see ‘How do we plan our return to work?’), it’s important to support your workers that continue to work or volunteer from home. Addressing mental health issues in a remote working environment is an important part of your WHS duties. Even if a safety inspection is not practicable, you should review your staff’s working from home arrangements regularly.