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Visitor & Contractor WHS Policy

Purpose

AMDC is committed to providing a safe workplace for all people on our premises, including employees, contractors, delivery drivers, customers, suppliers, and visitors.
This policy establishes the mandatory requirements for managing non-employees onsite, including how visitors enter, move within, and exit the workplace.

These procedures ensure AMDC meets its legal obligations under the OHS Act 2004 (Vic) and associated regulations, and that all visitors understand and comply with AMDC safety requirements.

Scope

This policy applies to all non-employees who enter any AMDC controlled site, including but not limited to:

Visitor Types

  • Contractors performing work
  • Delivery drivers (drop-off)
  • Customers or drivers (collection)
  • Service providers
  • Suppliers
  • Consultants, partners, and potential investors
  • Government or regulatory personnel
  • Guests and escorted visitors

It applies to all AMDC facilities, including:

  • Bayswater Manufacturing Facility (Mouldings & Doors)
  • Warehouse & Dispatch Areas
  • Showroom & Reception
  • Any other AMDC controlled work locations 

Legal Responsibilities

Under the OHS Act 2004, AMDC must ensure, so far as is reasonably practicable, the health and safety of:

  • Employees
  • Contractors
  • Visitors
  • Any person present at or near the workplace

This includes:

  • Safe access and egress
  • Safe systems of work
  • Appropriate supervision where required
  • Clear emergency arrangements
  • Risk controls for hazards on site
  • Provision of WHS information

Visitors also have legal duties under section 25 of the Act:

A person at a workplace must not intentionally or recklessly interfere with or misuse anything provided in the interest of health and safety.

Principles

This policy is based on the following WHS principles:

  1. Duty of Care Applies to Everyone
    All non-employees onsite are owed the same duty of care.
  2. No Unauthorised Access
    Nobody may enter without following the sign-in process.
  3. Information + Acknowledgement
    WHS information must be provided and acknowledged at entry.
  4. Control of Work Areas
    No visitor may access production areas without permission and supervision.
  5. Risk Management First
    Risks must be identified, controlled, and communicated.
  6. Emergency Preparedness
    AMDC must be able to account for all visitors during an emergency.

The Digital Sign-In System

AMDC uses a digital sign-in/out system for all non-employees.

Mandatory Requirements

All visitors must:

  • Scan the Arrival QR Code
  • Enter requested information:
  • Full name
  • Company name (if relevant)
  • Phone contact
  • Host name or department
  • Vehicle registration (if applicable)
  • Purpose of visit
  • Tick the WHS Acknowledgement Box:

“I confirm I have read, understand, and agree to comply with AMDC’s WHS requirements while onsite, and will follow instructions from AMDC staff.”

Sign-Out

Visitors must:

  • Scan the Departure QR Code
  • Confirm leaving time

This ensures AMDC can:

  • Track who is onsite
  • Support emergency roll-call
  • Meet WHS compliance 

Refusal to Comply

No person may enter the workplace without completing the sign-in process.
Refusal must be escalated to the Managing Director immediately. 

Site Safety Requirements

While onsite, all non-employees must:

General Safety Rules

  • Follow instructions from AMDC staff at all times
  • Walk only in designated pedestrian areas
  • Wear required PPE (if applicable)
  • Not enter restricted areas unless escorted
  • Not interfere with plant or equipment
  • Not take photographs or video without approval
  • Not smoke or vape except in designated areas
  • Comply with all posted safety signage

High-Risk Areas

Access to production or warehouse areas:

  • Must be supervised
  • Requires briefing on:
  • Forklift traffic
  • Exclusion zones
  • Noise and respiratory considerations
  • Slips, trips, falls hazards
  • Emergency exits and assembly points

Prohibited Behaviours

Visitors must not:

  • Operate machinery or equipment
  • Modify or move tools or timber
  • Enter dust extraction rooms or plant maintenance areas
  • Consume alcohol or drugs onsite
  • Engage in unsafe behaviours

Contractors Working Onsite

Contractors perform controlled activities and must comply with additional WHS requirements.

Before commencing work, contractors must:

  • Complete the AMDC Contractor Induction
  • Provide applicable licences and certification
  • Provide relevant SWMS for high-risk tasks
  • Comply with permit to work processes (if applicable)
  • Report hazards immediately
  • Follow supervision and site controls

Contractors must work in accordance with:

  • OHS Act 2004 (Vic)
  • OHS Regulations 2017 (Vic)
  • Safe Work Method Statements (where required)
  • AMDC permits and safety procedures

Emergency Management

In emergency situations:

  • Visitors must follow the instructions of Emergency Wardens and AMDC staff
  • Move to the nearest assembly point
  • Await roll-call
  • Do not leave the site without being accounted for

Emergency information is provided:

  • On sign-in confirmation email
  • Through signage
  • During induction (for contractors)
  • Verbal briefing (if escorted)

Incident Reporting

All incidents involving visitors must be immediately reported to:

  • Managing Director
  • WHS Officer (when appointed)
  • First Aid (if medical attention required)

Incidents include:

  • Injury or illness
  • Near misses
  • Hazard identification
  • Property damage
  • Unsafe behaviour

An Incident Form must be completed and recorded.

Privacy & Data Protection

AMDC collects personal information for the purpose of:

  • WHS compliance
  • Emergency management
  • Record keeping
  • Insurance & regulatory requirements

Data is protected under:

  • Privacy Act 1988
  • Australian Privacy Principles (APPs)

Access and Retention

  • Information is stored securely in Formidable Forms database
  • Retention period: five years from date of entry unless required longer
  • Access restricted to authorised personnel
  • Visitors may request a copy of their data

Enforcement

AMDC has the right to:

  • Refuse entry to persons who do not comply
  • Remove persons who breach WHS rules
  • Stop unsafe work by contractors
  • Report significant incidents to WorkSafe Victoria

This policy must be enforced consistently.

Training & Awareness

  • Reception and Dispatch staff are trained in the procedure
  • Laminated QR Codes are displayed at point of entry
  • Visitors receive WHS information in the confirmation email
  • Contractors receive additional induction materials
  • Staff are trained on SOPs for emergency management

Implementation

This policy is supported by:

  • SOP: Visitor/Contractor Sign-In & Sign-Out
  • SOP: Emergency Evacuation Roll-Call
  • SOP: Data Handling & Privacy
  • QR Code Signage
  • Contractor Induction Pack
  • Site WHS Rules
  • Traffic Management Plan

Review

This policy will be:

  • Reviewed annually
  • Updated for regulatory changes
  • Audited during internal WHS reviews

Owner: Managing Director
Next Review: 12 months after issue