Product Overview

This HR Administration and Office Management SWMS is a Safe Work Method Statement designed to identify hazards, assess risks, and implement controls for administrative and HR activities in an office environment. It is a comprehensive document covering multiple aspects of HR administration, office management, and associated tasks to support WHS compliance and effective risk management.

Activities & Specific Tasks Covered

This document includes specific risk controls for:

• Managing administration duties under time pressure, including workload planning and fatigue management strategies
• Planning and administering annual leave to ensure adequate staffing levels and minimise operational disruption
• Undertaking budget forecasting and financial reporting with clear approval processes and document control
• Collating and analysing market data through various software platforms while managing data accuracy and cyber security risks
• Completing detailed paperwork after each job, with controls for repetitive tasks, ergonomic setup, and error reduction
• Coordinating and managing dealer and external partnerships, including communication protocols and conflict resolution
• Escalating serious issues to senior management using defined reporting lines and incident notification procedures
• Handling sensitive and confidential information in line with privacy requirements and secure records management
• Interpreting convoluted legal documents and contracts, including when to seek legal or specialist advice
• Managing meeting room bookings, visitor access, and office resources to avoid conflicts and disruptions
• Carrying out general office administrative tasks such as filing, scanning, mail handling, and records archiving
• Reviewing partnership contracts and agreements, including version control and approval authorisations
• Administering payroll, timesheets, and employee entitlements with checks to prevent errors and fraud
• Conducting performance appraisal reviews, including meeting preparation, documentation, and managing difficult conversations
• Performing HR duties for employees, including onboarding, induction, return-to-work coordination, and staff consultations
• Setting up safe and ergonomically sound office workstations for HR and administrative staff
• Using computers, printers, and office equipment safely, including manual handling of files and stationery

Who is this for?

This SWMS is designed for HR managers, HR officers, payroll officers, office managers, administration staff, and site or department supervisors responsible for office-based HR and administrative functions.

Specific Job Steps & Hazards Covered

Legislation & References

This document was researched and developed to align with:

• Work Health and Safety Act 2011
• Work Health and Safety Regulations 2017
• Code of Practice: Managing the Work Environment and Facilities – for safe and healthy office work environments
• Code of Practice: How to Manage Work Health and Safety Risks – for systematic identification, assessment, and control of office and HR-related risks
• Code of Practice: Managing the Risk of Psychosocial Hazards at Work – for managing stress, workload pressures, and interpersonal conflict in HR and office roles
• Code of Practice: Hazardous Manual Tasks – for safe handling of files, archives, and office equipment
• AS/NZS ISO 31000:2018 Risk Management – Guidelines – for structured risk management processes in HR and administrative activities
• AS ISO 45001:2018 Occupational health and safety management systems – for integrating this SWMS into broader OHS management systems