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Quarterly Health,
Safety and
Wellbeing Report
Quarter 3: January – March 2023
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Health, Safety & Wellbeing
Work Programme Status Update
Element
Current Activity
Next Milestones
Worker Engagement and
• Continuing to advertise to fill vacant Health, Safety and Wellbeing Representative roles
• Q3 Health, Safety and Wellbeing Committee meeting to be scheduled
Participation
in Climate, Te Rōpū Matapopore o Te Taiao, JEDI, PPA and a Remote Worker
and held and will explore Tō Reo results relating to Health, Safety and
representative. We have two additional vacancies from last quarter due to resignations.
Wellbeing.
• Health, Safety and Wellbeing representative training has been booked for June, July,
• Health, Safety and Wellbeing representative profiles highlighted through
and October. 20% completed training this quarter, with the rest booked and spread out
Managers Update on 22 May
over the next two quarters due to availability of training.
• Vacant Health, Safety and Wellbeing representatives will continue to be
advertised until filled.
Critical Risk Management
• Paper outlining revised thinking to our approach and identification of health and safety
• To minimise critical risks in the interim, support is being provided to
Framework
critical risks has been presented to Te Mīmiro and is scheduled to be discussed with Te
teams which have identified risks to their staff, particularly those out in
Pūrengi on 25 May.
the field.
• Procurement plan signed off for te ao Māori employee assistance provider and will be
• These teams have developed safe work methods to ensure risks and
progressed when Senior Health, Safety and Wellbeing Advisor starts.
controls have been documented along with safe work methods
developed.
Health and Safety Resourcing
• Te Taiao Health, Safety and Wellbeing pages have been reviewed and updated for
• Continue the support of evolving and growing the Management System
greater employee self service linking to Tō Reo question “I know where to find
Framework for our Health, Safety and Wellbeing representatives,
information about health, safety and wellbeing at MfE” and includes videos to show
kaimahi and leaders.
employees where they can report incidents and hazards in Kiosk.
• Senior Health, Safety and Wellbeing Advisor has been appointed and started 22 May
2023.
• Priorities for the role are delivery of the Health, Safety and Wellbeing work programme
(including current focuses of worker engagement and participation, training,
progressing the critical risk management framework, emergency, incident and
contractor management, underpinned by focus on continuous improvement).
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HSW Indicators – Employee
Assistance Programme
Lead and lag indicators assists MfE and its Officers to monitor the performance of its health
and safety systems and risks. It will provide information on trends to identify how well risks
that can cause incidents are being managed.
Work related
TOTAL
Q3 22/23
37
% of total staff using EAP
9(2)(ba)(i)
3.8%
Q2 22/23
44
4.0%
Q3 22/23 vs Q2 22/23
-15.9%
3.5%
3.1%
3.4%
2.8%
2.8% 2.8%
3.6%
2.8%
3.0%
3.5%
Personal
TOTAL
2.9%
2.5%
Q3 22/23
97
2.0%
Q2 22/23
99
2.1%
Q3 22/23 vs Q2 22/23
-2%
1.5%
1.0%
Commentary
0.5%
• EAP usage has decreased as we have settled into the year, -15.9% down for work related issues and -2% down for personal issues
•
0.0%
9(2)(ba)(i)
.
Comparing Q3 21/22 vs Q3 22/23 we have seen changes in the following categories which may correspond to increasing staff numbers,
EAP usage followed a cyclical pattern of decreasing post the holiday period
however, are important to continue to monitor:
with an increase in February, which reduced again in March. There were a
• Workload issues continue to fluctuate,
9(2)(ba)(i)
total of 49 new cases reported.
Action for Leaders: As part of leader Health Safety at Work Act governance
There is a decrease in overall reporting for the quarter regarding workload/work conditions and mental health, noting there was a spike in
obligations, leaders should continue to actively work with their P&C Advisor
February, which has subsequently reduced in March. We need to continue to monitor this as work programmes ramp up and the election
and Business Partner to investigate ways to explore what work issues team
period approaches.
9(2)(ba)(i)
.
members may be experiencing to address these as part of Tō Reo action
plans.
9(2)(ba)(i)
9(2)(ba)(i)
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‘Work Conditions’ definition: Where the conditions around an employee’s job (hours, workload, or environment) is causing distressCLASSIFICATION
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HSW Indicators – Injuries
Lead and lag indicators assists MfE and its Officers to monitor the performance of its health
and safety systems and risks. It will provide information on trends to identify how well risks
Injuries by type, rolling 12 months
that can cause incidents are being managed.
Nature of injury
Last 12 months
Sprain or strain
61
Discomfort
24
Bruising or crushing
8
9(2)(ba)(i)
Other
13
Commentary
• Ten new injuries were reported this quarter, 9(2)(ba)(i)
.
• Sprain or strain continues to be the leading cause of injury at 54%, and in some circumstances results in a workstation assessment to eliminate or minimise future harm.
• Discomfort is the second highest nature of injury at 21.3%. Setting up workstations correctly could help to address this, and supporting information is available for self-service on Te Taiao.
• Leaders should continue to encourage kaimahi to report any incidents to help us capture and build our data profile. HSW representatives are also encouraging their respective business groups to
report incidents. The HSW Committee can explore the data and commentary and take this out to business groups for further discussion to gain additional insights. Our Critical Risk work will also
benefit from data from the perspective of lone and isolated work, including remote working.
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Lead and lag indicators assists MfE and its Officers to monitor the performance of its health
HSW Indicators – Hazards
and safety systems and risks. It will provide information on trends to identify how well risks
that can cause incidents are being managed.
Hazards by type, rolling 12 months
Number of Hazards Reported
9(2)(ba)(i)
12-months total
Monthly
March
9
1
February
8
2
January
6
0
December
6
0
Commentary
• Reporting of hazards is low in volume and Health, Safety and Wellbeing representatives will continue to communicate the importance of reporting both hazards and incidents. Three hazards were
reported this quarter. Informal feedback regarding employees being unsure of how and when to report a hazard has been addressed through updating the Health, Safety and Wellbeing pages on
Te Taiao and will continue to be communicated through our representative cohort.
• All hazards reported in the last three months were categorized as physical, however all were different. 9(2)(ba)(i)
.
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HSW Indicators –
Lead and lag indicators assists MfE and its Officers to monitor the performance of its health
and safety systems and risks. It will provide information on trends to identify how well risks
that can cause incidents are being managed.
Workstation Assessments
•
Steady requests for workstation assessments continues, however not all
requests will require an external assessment by an Occupational Therapist.
Workstation Assessment Requests (12-month rolling)
•
Requests are typically made by new starters to the Ministry, and result in
30
27
25
25
25
providing employees with specific ergonomic equipment to improve the
25
employee’s work set up and can range from an extra screen to a complete
set up of a station.
19
20
17
•
Two workstation assessments were undertaken in the last quarter, both for
14
15
remote workers.
11
11
11
11
8
10
•
Other requests were able to be remedied internally with ergonomic
equipment or correctly setting up a workstation.
5
•
9(2)(ba)(i)
0
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Officer Training
Officer Training as at 17 Apr 2023
Status
Sam Buckle
Completed
Laura Dixon
Completed
Nadeine Dommisse
Completed
Anne Haira
Completed
Martin Workman
To be confirmed post leave
Natasha Lewis
TBA
James Palmer
TBA
Janine Smith
Completed first training session
Commentary
• Please contact [email address] if any Tier 3 leaders wish to undertake Officer training, which is recommended for leaders who have kaimahi undertaking work which has a
high risk of serious harm.
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2023 Flu Vaccination Campaign
• The Ministry is currently in the middle of our fully funded vaccination programme for 2023, in the form of on-site clinics at 8WS,
downloadable vouchers and reimbursement options.
• Last year a proportion of downloaded vouchers were not claimed in store, so this year’s campaign has included messaging to request
downloaded vouchers are used, as MfE are charged per downloaded voucher, not per claimed voucher. Vouchers are valid until 31 July
2023.
• On-site vaccinations will occur at 8WS on 25 and 31 May for both walk ins and bookable appointment times.
• Data regarding uptake of the 2023 flu vaccination campaign and comparisons to previous campaigns will be provided in the next report.
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HSW – Tō Reo Results
Sept 2022
Mar 2023
Commentary:
•
Health, Safety and Wellbeing results from the March 2023 Tō Reo round saw an increase in our Health and Wellbeing score from 7.0 to 7.3, up 0.3 from the September 2022 round
•
There continues to be overall increases to main drivers including, Mental Wellbeing (+0.2), Organisational Support (+0.3) and Physical Wellbeing (+0.7) and Social Wellbeing (+0.1)
•
Mental Wellbeing (competing demands) has been identified as a priority driver from this round. This driver measures the extent to which the role has different demands and priorities
that can be challenging to manage and in this regards, is related to workload (
Any competing demands in my role are easily manageable)
•
Although we are seeing some positive shifts in relation to Health, Safety and Wellbeing, we note that for the overall Health and Wellbeing score and for each of the sub-drivers, MfE
remains below benchmark
•
We note the correlation between feedback through Tō Reo in relation to workload (competing demands) is consistent with data regarding EAP usage and qualitative feedback through exit
surveys.
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Actions for Leaders
Actions for Leaders
1. Last month's call to action for leaders was to engage and connect with Business Group Health, Safety and Wellbeing Representatives and
to discuss how they would like to engage with both employees and leaders across each respective Business Group. With active health,
Safety and Wellbeing Representative vacancies across many Business Groups (refer slide 2 and below), this month
we request DepSecs
to actively kōrero with teams and call for volunteers
to fill all vacant Health, Safety and Wellbeing Representative roles. This is a critical
leadership role which acts as a link between our Health, Safety and Wellbeing Committee and our people – let's see how many of those
vacancies we can fill!
•
Climate
•
Te Rōpū Matapopore o Te Taiao
•
JEDI
•
PPA
•
Remote Worker.
2. In addition, leaders are continuing to kōrero with teams as we share our latest Tō Reo results. We encourage leaders as part of these
conversations and action planning to consider specific actions in relation to workload, work conditions and competing demands that
addresses team feedback from the survey.
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Te Pūrengi – Decision or Action
Quarterly Health, Safety and Wellbeing Report
Meeting date: 1 June 2023
Written date: 24 May 2023
Sponsor: Laura Dixon, Deputy Secretary Organisational Performance and Chief
Prepared by: Adelyn Wischnowsky, Director – People & Capability
Operating Officer
What are you updating Te Pūrengi on?
1. Q3 (Jan – Mar 2023) Health, Safety and Wellbeing report covering lead and lag indicators and work programme update
2. Some Employee Assistance Programme trends continue to be monitored (i.e. business groups with increased usage and the continuation of
workload and work conditions being a primary reported work issue)
3. Tō Reo survey results providing insights and an overview of health, safety and wellbeing score and some high-level factors contributing to this
result
4. 2023 flu vaccination campaign has commenced with options to accommodate all kaimahi
5. Recruitment for a new Senior Health, Safety and Wellbeing Advisor is complete. 9(2)(a)
6. The report has been discussed at Te Mīmiro and the key points of discussion will be shared with Te Pūrengi.
Why should Te Pūrengi consider this?
The intent of this report is to be a tool for Te Pūrengi to receive information, to ask questions and to discharge their governance duties. This report
allows the Ministry as a PCBU to monitor the HSW performance, status, and progress against current assumptions.
Recommendations or Actions sought: Note – this report contains an update on HSW activities for quarter 3, 1 January 2023 to 31 March 2023.
Note
– this report contains Tō Reo data as it relates to Health, Safety and Wellbeing.
Action – fill outstanding Health, Safety and Wellbeing Representative vacancies in your business group.
Q2 Health, Safety and Wellbeing Report
Te Pūrengi meeting: March 2023
1
