Terms of reference - Family and Injured Workers Support Group

Last updated: 15 November 2021

1. Official name

SafeWork NSW Family and Injured Workers Support Group (FIWSG).

2. Purpose

The purpose of the FIWSG is to create a safe, sensitive, supportive and ongoing forum for injured workers and family members of deceased workers (affected persons) and to provide advice to SafeWork NSW (SafeWork) about the information and support needs of persons affected by serious workplace incidents, to improve service delivery, and advocate for work health and safety (WHS) in the community.

The FIWSG will initially be established as a pilot that will commence in late-2020 and will run for 12 months. Following the conclusion of the pilot, a program evaluation will be undertaken by SafeWork to determine the effectiveness of the pilot and inform the design and/or approach going forward.

3. Role and functions

The FIWSG is an advisory group which will provide opportunities for:

SafeWork to engage with affected persons through targeted and constructive consultation to improve service delivery;
Affected persons to provide advice and make recommendations to SafeWork about the support needs of affected persons;
Affected persons to advocate for WHS in the community through actively contributing to the development and dissemination of WHS messages; and
Affected persons to network with others in similar circumstances and engage with people affected by serious workplace incidents.

4. Membership

Membership of the FIWSG will consist of a Chairperson and at least 12 members being affected person members and one ex-officio departmental member. Membership will be sought to ensure diversity in terms of a range of industry types and regional and metropolitan locations.

4.1 Appointment of members

The Chairperson and members of the FIWSG will be appointed by SafeWork.

4.2 Term of membership

Membership of the FIWSG will be 12 months during the pilot phase. At the conclusion of the pilot, membership of the group will be reviewed every two years subject to the outcome of the review.

4.3 Role of Chairperson

The Chairperson will be an independent, well-respected, credible and trusted member of the community that acts as both the chair of the FISWG and an ambassador for WHS.

The Chairperson’s responsibilities include:

Chairing the meetings:
- Ensuring appropriate representation and participation from members.
- Leading meetings according to the agenda and time available, ensuring views are
  heard and considered.
- Distilling the issues raised and facilitating discussion so that agenda items or issues
  raised are resolved with a decision, action or clear outcome in a timely manner.
- Ensuring all present at the meeting understand the decisions and the actions made.
Liaising with SafeWork and its secretariat in relation to:
- Settling the agenda for meetings and required actions or support.
- The development of FIWSG events.
- Providing advocacy for affected persons.
- Advocacy support for major safety awareness campaigns being delivered by
  SafeWork.

4.4 Role of members

All members’ responsibilities include:

Attending all meetings (to the greatest extent possible).
Respecting the privacy of all affected people and their families.
Recognising the right of affected persons to choose if they will be involved in FIWSG activities.
Engaging with each other and all interested parties in a consultative, respectful and cooperative manner.
Supporting a consensus approach in making recommendations.
Recognising the potential emotional impact of the issues being considered, self-monitor their resilience and seek professional support if required.
Disclosing any potential conflict of interest between matters being considered by the FIWSG and the member's own personal or commercial interests.

The SafeWork member will be responsible for taking meeting minutes, preparing an agenda and otherwise assisting the Chairperson to liaise with relevant SafeWork contacts.

4.5 Conditions of membership

Members of the FIWSG are not paid any remuneration.

Reasonable and necessary expenses for travel, meals and accommodation for members to attend meetings and other official business related to the FIWSG will be paid by SafeWork in accordance with the Customer Service Travel and Transport Policy and will require prior approval by SafeWork.

4.6 Termination of membership

A member’s position on the FIWSG becomes vacant if:

The member completes their term of office.
The member resigns office by signed notice provided to SafeWork.
The member is absent without reasonable excuse from 3 consecutive ordinary meetings of
the FIWSG.
The member’s appointment is ended by SafeWork.

5. Meetings

5.1 Flow of business

All agenda items must be provided to the secretariat by close of business 10 business days prior to the next scheduled meeting.

5.2 Frequency of meetings

The FIWSG will meet on an at least quarterly basis. Additional meetings may be convened as required.

An annual forum will be convened by SafeWork for the people affected by serious workplace incidents.

The forum will be established in consultation with the FIWSG and will enable members to engage more broadly with other stakeholders.

The forum will provide opportunities for all affected persons to:

Inform the strategic work plan for the FIWSG for the year ahead.
Hear from subject matter experts on areas of key interest to affected persons.
Contribute to improving service delivery regarding SafeWork's WHS investigations process.

5.3 Secretariat

Secretariat services will be provided by SafeWork.

The role of the secretariat includes:

Scheduling meetings and forums.
Preparing and distributing agendas, minutes, correspondence and other documentation.
Taking minutes at FIWSG meetings.
Recording, managing and monitoring action items.
Maintaining appropriate records.
Providing project, administrative and other secretariat support as required.

5.4 Quorum for meetings

The proposed minimum quorum for a meeting is the Chairperson and one half the number of members of the FIWSG, being at least three affected persons and at least one representative of SafeWork. The meetings will be scheduled to ensure that as far as practicable the Chairperson can attend, In the event that the Chairperson is unable to attend the meeting will be chaired by a Departmental representative.

6. Records management

All meeting records, papers and minutes will be distributed electronically

7. Communication procedures

The secretariat will distribute the agenda and relevant documentation to all members, no less than 5 business days prior to an upcoming FIWSG meeting.

The secretariat will distribute minutes and action items of each meeting to all members within 5 business days following each meeting.

Agreed outcomes will be tracked and recorded as decisions or action items in the minutes.

Urgent matters should be taken up with the Chairperson or the secretariat as soon as possible.

8. Reports

The secretariat will provide SafeWork with a written report about the performance of the FIWSG’s functions on an annual basis, within 4 months of the end of each financial year. Reports should include:

How the FIWSG is delivering its objectives, including a summary of key activities undertaken
during the period.
Key outcomes achieved for the period.
Meetings and/or forums held during the period and attendance.
Speaking engagements conducted, including reach.
Current membership and any changes that have occurred during the period.
Risk management strategies.
Results of any reviews undertaken.
Ratification of the Terms of Reference and any subsequent amendments..

9. Support for members

SafeWork will provide access to counselling and/or relevant support services for members of the FIWSG to safeguard the mental health and wellbeing of its members.

10. Evaluation

A program evaluation of the FIWSG will be conducted by SafeWork at the conclusion of the pilot.

The evaluation will seek to assess:

The effectiveness of the FIWSG.
Whether the FIWSG meets its key objectives.
Critical elements that will improve the design and/or approach of the FIWSG.
Whether the FIWSG has produced any sustainable and/or unintended outcomes.

11. Review of the Terms of Reference

The FIWSG Terms of Reference will be reviewed annually.