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Hygiene Procedures in the Workplace

Everyone should maintain personal hygiene at work. It’s professional, considerate, and creates a healthier environment for everyone. Good workplace hygiene can lead to a drastic reduction of illness, increasing staff attendance and productivity. On the other hand, poor hygiene practice can pose a health and safety risk to a team, an office, or even an entire company. Many employers rely on our health and safety services to help manage these safety obligations. From the first day of employment, your employees should understand the company’s workplace hygiene and personal hygiene policies. If an employee’s lack of personal hygiene becomes a problem, you must address it (even if it means having a serious conversation that’s awkward for all involved). Why is hygiene important in the workplace? People spread germs and pose a health risk in countless ways. They sneeze without a tissue, leave dirty cups in the office kitchen, and use the bathroom without washing their hands. Think these are minor issues? Think again. Sick leave is a huge cost for small businesses in Australia, reported to cost each company a whopping $20,000 every year on average. Hygiene measures are important because they contribute to a healthy workplace and a healthy workforce, meaning staff are happier, less likely to take sick leave and more productive. For both employers and employees, it’s a win-win scenario. Examples of poor hygiene practices at work So, what does poor hygiene look like in the workplace? It can take many forms. The hygiene practices your company needs to follow will depend on what the business does. If you run a restaurant or a bakery, you’ll need to take all the necessary hygiene precautions to maintain safe handling of food. If you work in a chemical plant, you’ll need a strict hygiene policy for using hazardous substances. In a general sense, poor hygiene practice could be any of the following: Handling food without washing hands. Leaving paper towels, toilet paper and body fluids on the bathroom floor. Not adhering to a clean desk policy by leaving unwashed plates, rubbish, and clutter in a private workspace. Not showering and wearing unwashed clothing. Employer WHS duties relating to hygiene Under work health and safety laws, employers must provide and maintain a work environment that is safe and without risks to health. This includes ensuring workplace hygiene standards are met, providing appropriate facilities, and addressing hygiene risks that may affect staff health or safety. Employers who need help meeting these WHS obligations can access support from our WHS consultants. Hygiene in shared or hybrid workplaces Many workplaces now use shared desks, meeting rooms, and equipment. Employers should ensure shared areas are cleaned regularly and provide hygiene supplies such as wipes and sanitiser so employees can maintain cleanliness before and after use. Psychosocial hazards and workplace hygiene Poor hygiene can also contribute to psychosocial hazards in the workplace. Issues such as unpleasant odours, unclean shared spaces, or repeated hygiene concerns can affect employee wellbeing, morale, and comfort. Under WHS laws, employers must manage both physical and psychosocial risks, which includes addressing hygiene concerns promptly and respectfully. How do you maintain a hygienic workplace? Implement a workplace hygiene policy Provide staff with a written workplace hygiene policy. Inform them of your intentions and expectations for a clean workplace. This helps communicate to staff that a hygienic workplace is a serious issue. A hygiene policy might include an employer’s expectations about: Personal hygiene rules – Including regularly washing hair, hand washing and grooming. Not attending work with a contagious illness – This can help with infection control. A clean desk policy- Employees might be responsible for cleaning and tidying their own desk. A kitchen hygiene policy – Including how to prepare food safely and maintain good hygiene practices while preparing food, eating and cleaning up afterwards. Rules to ensure staff maintain hygiene in the staff bathroom. This hygiene policy can be included in your employee handbook and shared via internal communication (you could send email reminders and place posters around the workspace). Keep bathrooms and kitchens clean Bathrooms and kitchens are a breeding ground for bacteria and a workplace environment where it’s vital to have high levels of hygiene discipline. To maintain basic hygiene in your bathrooms, ensure they are well stocked with antibacterial soap, toilet paper and hand towels. You should also remind employees using the bathroom to wash their hands and leave the sink and cubicles clean for other staff. Keeping the office kitchen hygienic is also crucial and you should ensure all staff clean up after themselves when preparing and eating food. Pay close attention to high-use areas, such as the fridge, surfaces and sink. Regular cleaning and maintenance of utensils and equipment is a must in any workplace hygiene policy. Provide antibacterial wipes, sanitiser and tissues Provide items such as antibacterial wipes, sanitisers, and tissues to help your staff maintain a clean and hygienic workspace. Employees are more likely to use these items if they are readily available. Shared facilities and equipment can soon harbor high levels of harmful bacteria. High risk ‘hotspots’ to regularly clean include: Bathrooms: toilets, toilet bowls, cubicle handles, flush buttons/handles. Common areas: kitchens, cafeterias, hallways. Reception and entrance areas: reception desks, sign-in clipboards, pens, door handles. Lifts and stairwells: handrails, lift buttons. Desks and meeting rooms: keyboards, equipment, monitors. Keep your workplace clean Make sure your workplace is regularly cleaned. Not only does this help prevent the spread of infection, but a presentable workplace also maintains a sense of professionalism. You might choose to implement a cleaning schedule, with responsibilities divided between staff. If you don’t have capacity within your own team to clean your workplace, you could consider contacting an external cleaning service. Handwashing Ask all employees and visitors to wash and dry their hands: Before and after eating After coughing or sneezing After going to the toilet When changing tasks and after touching potentially contaminated surfaces. An alcohol-based hand sanitiser with at least 60% ethanol or 70% isopropanol as the active ingredient must be used as per the manufacturer’s instructions when it is not possible to wash and dry hands. Why is it important to maintain personal hygiene? Personal hygiene refers to the cleanliness, appearance and habits of employees. Personal hygiene of employees, for obvious reasons, can be a sensitive issue for business owners and staff alike. An official policy helps to ease any awkwardness, as employees will understand what is expected of them. Personal hygiene requires everyone at the workplace to: Cover their coughs and sneezes with their elbow or a clean tissue. Avoid touching their face, eyes, nose and mouth. Dispose of tissues and cigarette butts hygienically (e.g in closed bins). Wash and dry their hands after smoking a cigarette. Stay home when they have an infectious illness. You can ensure your staff practice personal hygiene by asking that they regularly shower, wash their hair and facial hair, groom, clean their nails, and wash their work clothes.

Guide

What is Entitlement to Work?

There are thousands of foreign nationals living in Australia. Many arrive for studies and choose to stay on while some arrive with the purpose of migrating permanently. In most of these cases, the individual will need to find employment. These individuals will need to understand their legal right to work when seeking employment. This work eligibility meaning depends entirely on their specific visa type, duration, and conditions. As an employer or a business owner, any employee you recruit must have the right and entitlement to work. The right to work is directly tied to the compliance documents they provide, acting as essential right to work evidence. Remember, as a business owner, you are liable if you knowingly employ an illegal worker, knowing they are not an Australian or New Zealand citizen and are working without a visa, or in breach of their visa conditions. Before we review the required documents, let’s go through the general eligibility to work in australia across different groups. Eligibility and working rights in Australia Australian citizens Australian citizens have no restrictions placed on them working in Australia. However, a citizen may have their working rights restricted due to other factors, e.g. criminal history. New Zealand citizens New Zealand citizens do not need to apply for a visa to work in Australia but will usually receive a temporary one when they arrive that allows them to visit, study, stay and work in Australia. Some restrictions apply. Permanent residents Like Australian citizens, permanent residents have no restrictions placed on them working in Australia. A permanent resident, again like Australian citizens, may have their working rights restricted due to other factors, e.g. criminal history. Non-citizens with a valid visa Whether or not a prospective or current employee can work in Australia will depend on the conditions of the visa they hold. Further, their visa may restrict the type and hours per week of work they can undertake. There are many different visas in Australia that provide a person with a right to work. Peninsula recommends you speak to a specialist migration lawyer or agent to find out more about immigration legislation. It is your duty and obligation as an employer to ensure your employees are eligible to work in Australia. For instance, you can use the Australian government department of home affairs website which offers a Visa Entitlement Verification Online (VEVO) service to check the status of a current or prospective employee’s visa, which will tell you if they are allowed to work and any working conditions that apply. You need to make sure the employee has a valid working visa the entire time they work for you, so check it regularly, especially if their circumstances change. Tracking your right to work document requirements The following items establish undeniable proof of right to work in australia during the onboarding process: Australian birth certificate. Australian citizenship certificate. Australian or New Zealand passport. Evidence of permanent residence (ie. overseas passport with VEVO check). Certificate of Status for New Zealand Citizens in Australia and photo identification. Valid visa with permission to work (not all visas allow people to work). Obtain certified copies of any original, acceptable documents or have the original documents certified by someone authorised, like a Justice of the Peace (JP). These should always be in the employee's file and be updated if needed or if their circumstances change. Secondary right to work documents Australia prompts If the employee provides acceptable documentation but it is not an Australian government-issued form of photo identification, you can ask the employee to provide the following Australian-issued supporting documentation as proof of identity: Driver’s license. Medicare card. Enrolment to vote in Australian state or federal election. Tax File Number (TFN). References from previous employers and employment agencies. Tenancy agreements or home ownership details. Tertiary qualifications and trade certificate. Change of name certificates. These documents alone do not allow a person to legally work in Australia. They must only serve as supporting documentation along with any of the documents mentioned in the Proof of Right to Work section. Otherwise, they will still be considered an illegal worker in Australia. Right to work checks Executing a rigorous right to work check australia wide confirms the vital question: am i legally authorised to work in Australia for this specific enterprise? The check is a very crucial part of employment as an employer can face infringements or civil penalties if they allow an individual to work without the necessary entitlements. Ignorance of the employee’s legal status is not an excuse for employers. A Right to Work Check is beneficial for employees too as it stipulates that all minimum wage, working conditions and fair treatment are applicable to them. For more comprehensive onformation, contact the expert Peninsula team. The information in the above article has been compiled on the basis of general information current at the time of publication. Please note that the contents of this article and website and any information provided by our Fair Work Help Line do not constitute legal advice and are not intended to be a substitute for legal or other professional advice and should not be relied upon as such. Your specific circumstances or changes in circumstances after publication may affect the completeness or accuracy of this information. You should seek legal advice or other professional advice in relation to any particular matters you or your organisation may have. To the maximum extent permitted by law, we disclaim all liability for any errors or omissions contained in this information or any failure to update or correct this information. It is your responsibility to assess and verify the accuracy, completeness, currency and reliability of the information on this website, and to seek professional advice where necessary. Nothing contained on this website is to be interpreted as a recommendation to use any product, process or formulation or any information on this website. For clarity, Peninsula does not recommend any material, products or services of any third parties.

Guide

How to Write an Employment Contract: Step-by-step Guide

What is a Contract of Employment? An employment contract is a written or verbal agreement between an employer and the employee. It sets out enforceable terms and conditions that govern the employment relationship. Although the employment agreement does not have to be in writing, ideally it will be. An employee contract must provide for at least the same minimum terms and conditions and wages set by the National Employment Standards (NES) contained in the Fair Work Act 2009 or the relevant award, enterprise or other registered agreement. Both the employer and employee must agree to any changes to the employment contract. Types of Employment Contracts Each type of engagement has different benefits and consequences, but it is preferrable that Employment agreements take written form. How you engage workers will depend on your business needs. You should also consider industry standards for the role and how different types of employment contracts may affect your business financially. Below are the most common types of engaging workers: Full-time contracts: Ongoing employment, typically 38 hours per week with full paid leave entitlements. Part-time contracts: Ongoing employment, less than 38 hours per week with pro-rata entitlements. Casual contracts: No guaranteed hours, paid hourly loading instead of leave, flexible termination. Fixed-term contracts: Employment for a specified period or project, with permanent entitlements. Independent contractors: Self-employed workers engaged for specific tasks, not employees. For a full breakdown of each employment contract type, including the specific legal obligations, entitlements, and risks for each, read our complete guide: Types of Employment Contracts in Australia. Step‑by‑Step: How to Write an Employment Contract Drafting an employment contract means clearly documenting the terms of a role so both parties understand their obligations from day one. Whether it’s for a new hire, a promotion or a change in duties, the contract should set out the key conditions of employment, reflect any award or NES requirements, and protect the business. The steps below outline the essential elements employers need to include when preparing a compliant and accurate contract. Identify the Parties to the Contract The contract must clearly state who the agreement is between. This includes the employer’s full legal entity name, ABN and registered address, along with the employee’s full legal name. Accurately identifying both parties ensures the contract is enforceable and correctly reflects who is responsible for the employment relationship. Define the Role and Responsibilities Clearly outline the position the employee is being engaged to perform. This includes the job title, a summary of key duties, reporting lines and any core expectations attached to the role. The description should be specific enough to set clear boundaries but flexible enough to allow reasonable changes in duties as the business needs evolve. Set Out Employment Status and Work Hours The contract should specify the employee’s employment status and the hours they are engaged to work. This includes whether the role is full‑time, part‑time or casual, the ordinary hours of work, any agreed rostering arrangements and the location where work will be performed. Clearly outlining these details ensures the contract aligns with NES entitlements and any applicable modern award and helps avoid disputes about expected hours or availability. Include Compensation and Benefits Set out how the employee will be paid and what entitlements apply to the role. This includes the base rate of pay, any loadings, allowances, bonuses, commission structures or other agreed benefits. The contract should also specify the pay cycle, the method of payment and whether superannuation is paid in addition to or included within the stated rate. Outline Leave Entitlements (NES Minimums) Confirm that the employee will receive at least the minimum leave entitlements under the NES, such as annual leave, personal/carer’s leave and parental leave. You can also note any additional leave the business provides, but the contract doesn’t need to restate every entitlement in full. Add Key Employment Terms Set out the core conditions that apply to the role, such as probation periods, workplace policies, the primary work location and any flexibility or variation clauses. These terms help define how the employment relationship will operate day‑to‑day and give the business the ability to manage changes where reasonable. Include Confidentiality and IP Clauses The contract should include clauses that protect the business’s confidential information and confirm that any work created by the employee in the course of their duties remains the employer’s property. These terms help safeguard sensitive information and ensure the business retains ownership of intellectual property developed during employment. Add Termination and Notice Requirements Set out how the employment relationship can be ended and what notice periods apply. This includes the required notice under the NES or any applicable award, whether payment in lieu of notice may be used, and any circumstances where summary dismissal may occur. Review for Award and NES Compliance Before finalising the contract, check that every clause aligns with the minimum standards set by the NES and any applicable modern award. This includes confirming pay rates, classifications, hours, leave, allowances and notice periods meet or exceed the legal minimums. A final compliance check reduces the risk of underpayments and ensures the contract reflects the correct legal framework for the role. What Does an Employment Contract Include? (Requirements & Checklist) An employment contract is the most effective way to codify the terms and conditions of the employment relationship. It should outline fundamental aspects of the employment relationship including employment status, particularly if the employee is engaged as a part-time or casual basis, remuneration and obligations. Setting out the conditions of employment in writing is likely to reduce the risk of misunderstanding or confusion. When drafting a letter offering employment together with an employment contract it is useful to have them professionally reviewed to ensure that the terms are sufficiently clear. Doing so will also mitigate the risk of inadvertently incorporating unlawful terms. Although every employment contract is unique and needs to reflect the specific employment relationship between the employer and the employee, there are specific conditions of employment that should be included in an employment agreement, regardless of your company size or industry. You should include the following terms and conditions in your employment contracts: Name and personal details of the employer and the employee Commencement date of employment and probation period (if a permanent employee) Clause referring to employer policies and procedures Clauses referring to essential requirements of the role e.g. Licences, clearances, registrations Type of employment (i.e. full-time, part-time or casual) Place of work and hours of operation of the business Remuneration clause – setting out the method of payment e.g. salary, wage, or piece-rate) and what is included or paid separately e.g. superannuation, loadings, overtime, bonuses, benefits and allowances. Commission is usually set out in a separate scheme. Leave entitlements – the NES provides compulsory minimum standards for various types of leave e.g. annual leave, personal leave, long service leave Clauses protecting employer property and information – e.g. company vehicle, intellectual property Confidentiality agreement making clear what employer information should be kept confidential and setting out the possible consequences of a breach Non-disparagement clause preventing the employee from any action which can reflect negatively on the company Amount of notice required to be given by the employer and employee to end the employment relationship (there are minimum notice periods under the Fair Work Act) Termination conditions including Redundancy Clauses regarding Assignment, Jurisdiction, Severability and Variation of Terms Also consider provisions to deal with potential changes in the employee’s role or their scope of duties (i.e. will the same contract still apply if the employee has to change locations, roles or duties?) and depending on the employee’s position, perhaps clauses preventing them from setting up a similar business close to their former employer for a period of time and/or stealing their clients, though these clauses can be hard to enforce. Termination of an Employment Contract An employment contract can be terminated by either the employee (ie through a resignation) or the employer. Regardless of what triggered the termination, the correct procedure must be followed to ensure the process is fair and carried out in accordance with the workplace procedures. Depending on the circumstances, if an employee is dismissed or resigns, they may be entitled to be paid notice, and must be given their final payment, which includes any entitlements owed to them e.g. accrued but untaken annual leave. Make sure you clearly outline the terms relating to ending employment in your employment contract and employee handbook. For more information on Employment Contracts call us for free initial advice on 1300 761 935. Please note this guide is intended to provide general information only and should not be substituted for the advice of a trained employment relations professional. Peninsula accepts no responsibility for employment contracts that are made based on the information provided. If you are unsure about what to include in an employment contract, Peninsula recommends you seek out professional guidance.