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Quarterly Health, Safety and Wellbeing Report
Te Pūrengi paper: Quarterly Health, Safety and Wel being Report
Te Pūrengi meeting: 18 March 2025
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Meeting date: 18 March 2025
Written date: 1 January 2024
Sponsor: Laura Dixon
Prepared by: 9(2)(a)
Te Pūrengi paper: Quarterly Health, Safety and Wel being Report
Te Pūrengi meeting: 18 March 2025
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ARC Cover Note
Q4 HSW Report
ARC Meeting Date
April 2025
Agenda item
1.4
Sponsor
Laura Dixon
Presented by
9(2)(a)
– Senior Advisor
Deputy Secretary,
HS&W
Business Transformation
9(2)(a)
– Manager –
Culture & Capability
Tracey Kaio – General Manager –
P&C
Purpose
To bring the committee’s attention to the most recent Quarterly Health, Safety
and Wellbeing (HSW) report.
Q2 HSW Report Oct-Dec 2024
This paper requires
Advice
Discussion
X
Endorsement
Feedback
X
What other governance
Te Mīmiro – February 19 2025
groups have considered Te Pūrengi - March 18 2025
this before ARC?
Introduction and background
Every quarter, People and Capability provide Te Mīmiro and Te Pūrengi with a Health, Safety and Wellbeing (HSW)
report covering lead and lag HSW indicators and HSW work programme update. This report covers Q2 (October –
September – December 2024).
At our last Te Pūrengi meeting we gave Te Pūrengi assurance that we were on track to deliver on the Health, Safety
& Wellbeing Roadmap which sets out the priority deliverables that will ensure we meet our obligations under the
Health and Safety at Work Act 2015 (HSWA 2015).
This priority work includes:
• Implementing priority critical risk controls
• Strengthening the Ministry’s Health and Safety Management System
• Increasing the Ministry’s HSW capability and understanding of responsibilities under the HSWA.
• Implementing recommendations from 9(2)(a), 6(d)
review
• Continuing to embed and monitor Psychosocial Harm critical controls
This paper specifically provides an update on:
• How the completion of our HSW Roadmap will further help us to meet our obligations and manage risk.
• Progress made on both the HSW Roadmap, and additional funding allocation from Te Pūrengi.
• Update on Tō Reo - Your Voice Survey wellbeing actions
• Rongoā EAP support Pilot update
• 2025 Flu Vaccination campaign update
The report has been discussed at Te Mīmiro with the key points below highlighted:
•
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• Discussion around the high engagement from HSW Reps. An ask of Te Mīmiro was to engage directly with
their HSW Rep to discuss how they can support the Reps, understand the challenges they are facing and
any risks they can see at the business group level.
• Discussion on the HSW capability lift, including how will we measure the impact of this initiative.
• Discussion of workload and stress being a consistent painpoint for kaimahi with Tō Reo results and EAP
usage data highlighting this issue. Discussion centred on this being addressed as a priority, especially given
our Psychosocial Harm Critical Risk. Te Mīmiro recommended that Te Pūrengi proactively focus on work
design to mitigate some of these risks for kaimahi.
The report has been discussed at
Te Pūrengi with the key points below highlighted:
• Noted work completed on the Roadmap which sets out priority deliverables that will ensure we meet the
Ministry’s obligations under the Health and Safety at Work Act (HSWA). Noted the update on the Ports of
Auckland ruling.
• Discussed the increased EAP usage and whether this increase indicates the Ministry is supporting kaimahi,
or whether it is a negative indication. Leads noted the Ministry is working to gather insights relating to
the increase in EAP usage.
• Discussed additional tools available to kaimahi to encourage psychological safety. Leads noted a variety of
resources have been put in place for kaimahi in delayed redundancy. Leads noted the Growth and
Performance Framework will also contribute to psychological safety and ensure a strong wellbeing
conversation reflected in the system.
• Discussed the benefits of a positive culture and noted that both lag and lead metrics will be important to
work into the Growth and Performance framework.
• Follow up action: Te Pūrengi to read the 2024 updated Institute of Directors Health and Safety and
complete the Institute of Directors Good Governance self-assessment. Time will be scheduled on
upcoming Te Pūrengi agenda to discuss as a team (ahead of the next quarter HSW report)
Recommendations It is recommended that the Committee:
1.
Note the report and provide feedback on any aspects of the report.
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What you’re updating Te Pūrengi on
Q2 (October – December 2024) Health, Safety and Wellbeing report covering lead and
lag indicators and work programme update.
At our last Te Pūrengi meeting we gave Te Pūrengi assurance that we were on track to
deliver on the Health, Safety & Wellbeing Roadmap, which sets out the priority
deliverables that wil ensure we meet our obligations under the Health and Safety at Work
Act 2015 (HSWA 2015).
This priority work includes:
• Implementing priority critical risk controls
• Strengthening the Ministry’s Health and Safety Management System
• Increasing the Ministry’s HSW capability and understanding of responsibilities
under the HSWA.
• Implementing recommendations from 9(2)(a), 9(2)(g) review
• Continuing to embed and monitor Psychos
(ii)
ocial Harm critical controls
This paper specifically provides an update on:
1. How the completion of our HSW Roadmap wil further help us to meet our obligations
and manage risk.
2. Progress made on both the HSW Roadmap, and additional funding allocation from Te
Pūrengi.
3. Update on Tō Reo - Your Voice Survey wellbeing actions
4. Rongoā EAP support Pilot update
5. 2025 Flu Vaccination campaign update
The report has been discussed at Te Mīmiro with the key points below highlighted:
• Discussion on the increase in stress and anxiety related EAP usage, and how we
are managing this in relation to the Ministry’s focus on “performance” being
communicated to kaimahi.
• Discussion around the high engagement from HSW Reps. An ask of Te Mīmiro
was to engage directly with their HSW Rep to discuss how they can support the
Reps, understand the challenges they are facing and any risks they can see at the
business group level.
• Discussion on the HSW capability lift, including how wil we measure the impact of
this initiative.
• Discussion of workload and stress being a consistent painpoint for kaimahi with Tō
Reo results and EAP usage data highlighting this issue. Discussion centred on this
being addressed as a priority, especially given our Psychosocial Harm Critical
Risk. Te Mīmiro recommended that Te Pūrengi proactively focus on work design
to mitigate some of these risks for kaimahi.
Te Pūrengi paper: Quarterly Health, Safety and Wel being Report
Te Pūrengi meeting: 18 March 2025
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Quarterly Health,
Safety and Wellbeing
Report
Quarter 2: October - December 2024
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Contents
Update on meeting our obligations
Slide 3
Progress on HSW Roadmap
Slide 4
Update on additional funding use
Slide 5
Rongoā EAP Support Pilot
Slide 6
2025 Flu Vaccination Campaign
Slide 6
Slide 7
To Reo
HSW Metrics including lead and lag indicators
•
Incident and Hazard data
Slide 8
•
Employee Assistance (EAP) data and analysis
Slide 9
Our ask of Te Pūrengi
Slide 12
Appendix
Slide 13
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Update on meeting HSW obligations
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9(2)(g)(i)
.
How completion of our HSW Roadmap will further help us to meet our obligations and manage risk:
On target to complete current HSW Roadmap actions
by July 2025.
Building HSW capability and understanding across the Ministry
This includes the capability build work made possible through the additional funding from Te Pūrengi
•
Completion of all milestones will ensure we have a
Enhance leaders’ and HSW Representative understanding of our health and safety obligations, their responsibilities within
solid foundation from which to do the following:
our HSW Management System, and the foundations of risk management
• Foster a positive safety culture leading to increased reporting of incidents and hazards
•
1.
Create sustainable long term HSW strategy to take us to
Enhance kaimahi understanding of Ministry HSW expectations, practices, and behaviours, including a H&S KPI across all
2027
kaimahi in the new Growth and Performance Framework being rolled out this FY.
Details and progress update of additional funding on slide 5
2.
Create a comprehensive HSW Policy and Operating
Model to ensure we have the documentation, procedures,
systems, and tools in place to ensure sustainable compliance
Ensuring robust Critical Risk management
with our obligations under the HSWA 2015
• Implementing priority critical risk controls to ensure that we are focusing on mitigating our highest risk activities.
• Improve Business Groups’ access to critical risk monitoring and procedures to enhance ownership and management of key
risks. Including continuing to embed and monitor critical controls already in place
9(2)(a), 6(d)
‘Wins’ since our Q1 HSW Report
Reinforcing HSW expectations and responsibilities
To support the roadmap milestones, we will ensure key messages and updates are shared. Channels for this will include:
• Received notification from WorkSafe Investigation team
• Regular messaging in managers’ update to embed key HSW expectations and procedures
that the 9(2)(a), 6(d)
file is now closed and they
• Updating HSW Reps and ensuring they cascade information within their business groups
are satisfied with our recommendations and action
• Health and Safety Learning moments included in Business Group Hui
plan.
• Driving policy and Fatigue Procedures are now with
relevant Business Groups for feedback.
Streamlining our Health and Safety Management Systems
• Trialled the first Health and Safety learning moment
• Strengthening the Ministry’s Health and Safety Management System to ensure accurate and timely reporting.
within People and Capability team hui. These will be
• Enhancing our incident and hazard reporting system and strengthening investigation capabilities both from a system and
rolled out to all teams in March
people perspective.
• Halved the time it takes for kaimahi to receive
• We are currently reviewing all people systems within the Ministry and a review of the current H&S system is including in the
ergonomic equipment from a Workstation Assessment.
scoping work
Details and progress update for HSW Roadmap on slide 4
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Progress on HSW Roadmap
Note: Below is an outline only of the milestones that are currently underway. For the full list of milestones, please see appendix slide 13.
Milestone
Progress
Next Steps
Status
Due
1. Driving and Fatigue
• ‘Authorised Driver Checklist’ complete
• Driving Policy approved
Underway
*Feb
Policies
• ‘Pre Trip Vehicle Checklist’ complete
• Fatigue Procedures approved
80%
2025
• Driving Policy in consultation
• Communication and embedding across the Ministry
complete
• Fatigue Procedure in consultation
• Monitoring framework and procedure in consultation
2. HSW Induction
• Review of current induction module complete
• Create updated induction module and include in current
Underway
Feb
• Draft of updated induction material underway
induction process
50%
2025
• Review of induction materials on Te Taio underway
• Update Te Taiao materials where relevant
complete
3. HSW Governance
• Training provider identified
• Complete Procurement
Underway
June
• Groups to be trained Identified
• Book sessions with relevant kaimahi
25%
2025
• Monitor and confirm completion
complete
4. Leadership MH/Wellbeing
• Training provider identified (Humanex)
• Complete Procurement
Underway
June 2025
Induction
• Finalising content of sessions with provider
• Book sessions with relevant kaimahi
25%
• Procurement documentation in draft
• Run workshops
complete
• Monitor and confirm completion
5. HSW Rep and HSWC
• Consultation with HSWC and HSW Reps complete
• Confirm training plan for each HSW Rep
Underway
May 2025
Guidelines
• Book training
25%
• Monitor and confirm completion
Complete
7. Updating incident and
• Interim updates to Jadestar in progress
• Monitor Jadestar updates
Underway
June
hazard reporting system
• Requirements for fit-for-purpose system complete
• Work with HRIS system update lead on proposed
25%
2025
requirements
Complete
9(2)(a), 6(d)
* Due date changed from Jan to Feb 2025.
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Update on additional funding
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Additional funding will be used to deliver training in the below areas. The three training areas are all on track to meet due dates.
This will support us to continue meeting our obligations by;
•
enhancing leaders’ understanding of our health, safety and wellbeing legal obligations and risk management.
•
Fostering a positive safety culture and resulting in increased reporting.
Note: For additional detail, please see appendix slide 14 and 15
Capability Area
Progress
Next Steps
Due
Extending Governance training
• Training provider identified (Institute of
• Complete Procurement
June
This will enhance key groups’ understanding of our legal obligations and effective risk
Directors)
• Book sessions with relevant kaimahi
2025
management. This will empower leaders to make informed decisions, increase the skill of
• Groups Identified
• Monitor completion
the P&C team who support and advise leaders, and foster a culture of safety and
accountability.
Mental Health training and capability build for leaders
• Training provider identified (Humanex)
• Complete Procurement
June
This will be embedded into Ministry leadership training and will involve workshops with
• Finalising content of sessions with provider
• Book sessions with relevant kaimahi
2025
an external Mental Health First Aid accredited provider. This will equip our leaders with
• Run workshops
the following capability lift:
• Monitor completion
• Foundational understanding of workplace Mental Health.
• Understanding of signs and behaviours that indicate poor mental health.
• Best practice techniques for productive mental health conversations.
• Understanding of how to navigate severe of crisis mental health situations
• Clear guidance on expectations of leaders in these situations, and avenues for
support.
Enhanced HSW Representative training
• Consultation with HSW Reps on training options.
• Confirm training plan for each HSW
May
This will be in addition to the training already completed by current reps. However, it will
Rep
2025
give a significant uplift, and will ensure we have consistently high capability and
• Book training
expectations across all reps.
• Monitor completion
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Rongoā EAP Support Pilot
The 12 month Rongoā EAP support pilot is coming to an end in May 2025. We will seek feedback from kaimahi before evaluating the success of the pilot and whether we continue.
An update will be provided in the next QHSW Report.
2025 Flu vaccination campaign
Flu vaccination vouchers will be available to kaimahi from May this year.
Given the success of the 2024 ‘all-voucher’ (no on-site vaccinations) approach, we will be continuing with this approach for 2025. Once claimed, vouchers can be used across the motu at multiple
pharmacies and GP clinics, ensuring we are meeting the needs of our geographically dispersed workforce. We will still offer reimbursement where there is a specific reason that a voucher is not
suitable.
The 2024 Flu Vaccination campaign closed with 309 vouchers redeemed in total. This was a similar uptake to 2023 where a total of 314 were claimed (223 redeemed through vouchers and 91 in
person). We expect to see fewer vouchers redeemed this year in line with our smaller FTE.
We will communicate this offer to kaimahi via the usual channels and update on usage in the next QHSW Report.
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Tō Reo – Your Voice survey
The Tō Reo results were shared with Te Pūrengi in January where a strong wellbeing theme came through in the feedback and commentary raising concerns
around kaimahi wellbeing being impacted by the following:
• Uncertainty
• High Workloads
• Work Demands
To assure Te Pūrengi as Officers under the HSWA, we do provide extensive wellbeing support options to kaimahi in line with our obligations under the HSWA.
These include the following:
• Access to Employee Assisstance Programme (EAP)
• Access to Rongoā healing support
• Access to additional counsellor and psychologist support
• Access to the annual Wellbeing Allowance
• Access to trained Mental Health First Aiders
• Access to webinar recordings discussing ‘Managing through Change’
Additionally, the work planned within our HSW Roadmap will support the Ministry in addressing these concerns. These include:
• Mental Health training and capability build for leaders
• 9(2)(a), 6(d)
• HSW Representative training where there is a focus on mental health.
HSW will work alongside the Culture and Capability team to support the action plan outlined to Te Pūrengi in January
Please note:
The above are designed to support kaimahi who are already experiencing the effects of poor wellbeing or mental health.
The actions discussed during the To Rēo results session in January to continue to manage and monitor workload, prioritise work in line with our strategy, reset expectations
and build more efficient ways of working will, over time, assist us in meeting our HSW obligations and ensuring kaimahi wellbeing is not impacted by work.
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Incident, Hazard & Workstation Assessment Data
Incidents: Four incidents were reported this quarter:
•
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Hazards
One hazard reported this quarter 9(2)(ba)(i)
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Workstation assessments
Five assessment were completed this quarter. Equipment recommendations from the assessment have
been processed.
Note: The increase in reporting this quarter has been impacted by a conscious effort to encourage
reporting. We will continue to encourage this behaviour within our Roadmap activity.
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Employee Assistance Programme
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(EAP) data EAP usage summary rolling 12 months Jan – Dec2024
Average Habit Health EAP usage for Jan-24 to Dec-24 is
13.3%. Our usage is sitting at
24.7% for the same period. This is a slight increase from
our last report which was
23.5%. A higher-than-average usage rate was expected as we moved through the change and in the lead up to the
Dec holiday period,
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. Additionally, as EAP remains available to departing employees for up
to three months following departure which will mean it is likely that we will see this number decrease from Jan 2025.
Rongoā support has been accessed
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.
Note: Other customers of Habit Health include NZ Police, MBIE, Ministry of Justice, Ministry of Education
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In comparison to other customers we are seeing:
In comparison to other customers we are seeing:
•
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•
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Our ask of Te Pūrengi
1. Report back on the actions you have taken in your business group to address Health and Safety, following the ask from the Q1HSW Report in
December 2024.
2. Read the 2024 updated Institute of Directors Health and Safety Good Governance Quick Guide and set time aside before the next QHSW Report to complete the Institute of
Directors Good Governance Self Assessment as a leadership group (the full guide can be found here)
3. Support HSW Representatives and ensure they have regular agenda slots at business unit and group level. Specifically, make space for upcoming Health and Safety Moments to be included in all business unit meetings from beginning of March.
• These will be presented by HSW Representatives as quick and informational sessions to uplift kaimahi understanding of HSW at the Ministry.
• These sessions are linked to our Roadmap Priorities and are part of our plan to uplift the understanding of how we do HSW at the Ministry. This includes specifically kaimahi
knowing what their responsibilities are.
• The first will be focused on Incidents and Hazards.
4. Role model frequent wellbeing and workload check-ins with your kaimahi. Ensure that any new Managers have clear expectations set for how they support their direct reports.
Check-ins should include:
•
Discussion of current workload and prioritisation
•
Discussion of any work-life balance challenges
•
Encouraging kaimahi to prioritise their wellbeing and access available support if needed
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Appendix 1 : HSW Roadmap
Shared with Te Pūrengi Dec 10 2024
Milestone
Outcome
Resource
Start
End
1. Driving and Fatigue
Fit for purpose policies that are well understood and embedded
• Driving policy
Internal HSW/C&C Team
Nov
Jan
Policies
across the Ministry.
• Fatigue Policy
External cost for driving training
2024
2025
• Defensive/4WD training
2. HSW Induction
All kaimahi have clear understanding of health and safety at the
• Updated HSW induction module
Internal HSW/C&C Team
Nov
Feb
Ministry. We see an improved culture of reporting.
• Supporting documents and Te Taiao
2024
2025
pages.
3. HSW Governance
Te Pūrengi confident in their governance role with easy access to
• Training for key T3 and P&C kaimahi.
Internal
Dec
June
guidance material. Additional kaimahi understand their
• Governance ‘quick guide’ created in line
External governance training
2024
2025
responsibilities.
with updated IOD guide.
4. Leadership MH/Wellbeing
Managers understand their responsibilities in supporting kaimahi
• Workshops with MHFA provider
Internal HSW/C&C Team
Dec
June
Induction
wellbeing, how to have conversations with their kaimahi, what
• ‘Quick guide’ for supporting kaimahi,
External for training with MHFA
2024
2025
support is available and our P&C process.
where to access support and the role that
provider
P&C play.
5. HSW Rep and HSWC
Clear responsibilities for HSW reps and HSWC leading to deeper
• HSWC charter
Internal HSW/C&C Team
Dec
May
Guidelines
employee engagement and participation
• HSW Rep guidelines and expectations
2024
2024
• HSW Rep Training
6. Remote/Hybrid Worker
All kaimahi are set up for success and safe work in their home office,
• Remote worker supplementary induction
Internal HSW/C&C Team
Jan
June
HSW Induction
clarity around WFH incidents and hazards.
and guidance for leaders.
2025
2025
7. Updating incident and
Fit for purpose reporting process, increased culture of reporting and
• Updates to Jadestar (which may be
External cost to upgrade Jadestar or
Jan
June
hazard reporting system
higher accuracy, and clarity of process and injury classifications
phased out in the next 12 months)
procure for new system
2025
2025
and
• Investigate fit for purpose system
8. Incident Investigation
Confidence in our investigation capability, clear process and
• Investigation SoPs
Internal HSW/C&C Team
Jan
June
process
responsibilities for managers and HSW reps, escalation point for
• Investigation training for HSW Reps and
External cost for training Reps in
2025
2025
severe incident investigation, and integration with BCarT
leaders.
investigation training
9(2)(a), 9(2)(d)
Psychosocial CR
Pandemic CR
Driving CR
Isolated/Lone Work CR
9(2)(a), 6(d)
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Appendix 2: Update on additional funding
Shared with Te Pūrengi Dec 10 2024
9(2)(g)(i)
In addition to this capability building, we have made progress on the
following to ensure we meet our HSW obligations:
1.
Reset our HSW Committee (HSWC) to align with HSWA
requirements. Specifically, promoting active employee participation
and engagement.
2.
Completed a review of our HSW Representative placements within
the new structure post Nov 1. Some new reps will need to be included
due to kaimahi movements within the org change.
3.
Design a strategic HSW roadmap. The purpose of this is to complete
priority HSW work to ensure we meet our obligations under the HSWA.
The completion of this roadmap will give us a solid foundation from
which to create a HSW Operating Model and HSW Strategy to take us
to 2027.
This roadmap prioritises the following:
• Implementing priority critical risk controls
• Strengthening the Ministry’s Health and Safety Management
System
• Increasing the Ministry’s HSW capability and understanding of
responsibilities under the HSWA.
• Implementing recommendations from 9(2)(a), 6(d) review
• Continuing to embed and monitor Psychosocial Harm critical
controls
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Appendix 4: EAP Usage by Business Group
Please note:
Due to the change in Business Group names we will be showing both names for the next two quarters until a full year has passed.
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Appendix 8: EAP – Top 10 Work Issues
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Appendix 9: EAP – Top 10 Personal Issues
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