The purpose of this policy is to ensure that the Aboriginal Health Council of Western Australia (AHCWA or the organisation) provides a safe and professional environment for all stakeholders. This includes ensuring all visitors act in a way that is respectful and to the highest level of integrity and professionalism towards employees, the Board of Directors and other visitors and community members.

By entering AHCWA’s premises and signing in, all visitors agree to follow and abide by this policy. Visitors may include but are not limited to:

• Persons from external organisations, including government agencies and funding bodies;
• Directors, Chief Executive Officer’s and employees from our Member Services;
• Contractors;
• Tradespersons;
• Guest Speakers; and
• Employees’ family members or friends

As the peak body for Aboriginal Community Controlled Health Services in Western Australia, the organisation’s image and reputation within the community is integral to its brand. This is inclusive of our premises, and all visitors are expected to treat the building and its occupants with respect whilst onsite.

The organisation takes the health and safety of all stakeholders seriously whilst on site, as well as the security of personal possessions and belongings. Therefore, only authorised personnel will have access to the private work areas and offices.

It is important that all visitors are respectful and accountable in all interactions with employees and other visitors whilst on the premises.

Failure to adhere to this policy may result in the visitor being asked to leave the premises.

Serious or repeat breaches of this policy may also result in the visitor being denied the right to access and conduct business onsite. Any visitor who has previously been removed or excluded from the premises will only be welcome to return with the approval of the Chief Executive Officer or Board of Directors.

This policy is consistent with the following standards and the legal provisions of the relevant listed legislations:

• Work Health and Safety Act 2020 (WA)

• Doc 0362 Housekeeping Rules for Training and Meetings

• SwipedOn

This policy should be read in conjunction with the following policies and documents:

• Doc 0080 Work, Health and Safety Policy
• Doc 0104 Smoking and Vaping Management Policy
• Doc 1296 COVID-19 Safety Policy and Procedure

All visitors must check-in at reception recording all relevant details of their visit on SwipedOn, including:

• The visitors full name;
• Phone number;
• Date and time of visit;
• The company they represent (if applicable); and
• Whom they are visiting and/or the purpose of their visit

Once they have signed in, the visitor must wait in the reception area until an authorised representative of the organisation comes to collect them.

All visitors must wear a visitor label at all times whilst onsite.

Visitors must be supervised by an authorised representative at all times (so far as reasonably practicable).

Visitors are permitted to use the car park at the front of our building. If there is no parking available, there is free parking along Beaufort Street and the surrounding streets. The organisation does not take any responsibility for any damage to vehicles whilst using our car park or any associated parking infringements.

The organisation maintains smoke-free zones in most areas of operation. Smoking and vaping are prohibited in all indoor areas and most outdoor areas of the organisation’s premises.

The organisation has designated one specific area for smoking and vaping:

• The storage unit patio located at 462 Beaufort Street is a designated smoking area.

All other areas, including the main office building at 450 Beaufort Street (both indoors and the outside perimeters), remain smoke and vape-free zones as indicated in Image 1 below.

Image 1. AHCWA Office building and storage unit – 450 and 462 Beaufort Street, Highgate WA 6003.
The storage unit at 462 Beaufort Street is the designated smoking area.

Visitors who wish to smoke in non-designated areas must remove themselves from the grounds of the organisation entirely and are prohibited from smoking within 10 metres of a pedestrian access point to the premises at 450 Beaufort Street.

It is acknowledged that the storage unit at 462 Beaufort Street primarily functions as a workplace building which workplace participants need to access from time to time. Those using this area as a designated smoking area must ensure that workplace participants can access the building without exposure to ETS. Smokers should be courteous and temporarily cease smoking when others need to enter or exit the building.

Additionally, users of the designated smoking area are responsible for disposing of cigarette butts and other smoking-related waste properly, keeping the area clean and free of litter. Regular maintenance of this area is expected from those who use it.

There are five fundamental elements which underpin this policy and the expected behaviour and conduct of all visitors.

Respect

All visitors must treat employees, the Board of Directors and other visitors with respect and courtesy at all times. Verbal or physical abuse of any sort will not be tolerated.

All visitors must treat all resources and equipment with respect at all times.

Integrity

Integrity is acting in a way that is honest, sincere and in the best interests of the organisation and the people and community it serves. Visitors have a responsibility to conduct themselves with integrity by:

• Complying with all organisational standards and requirements; including but not limited to relevant organisational policies and procedures; and
• Demonstrating conduct that will not reflect adversely on the organisation including its employees and the community we serve.

Accountability

Accountability incorporates respect, integrity and responsibility. The organisation will hold visitors accountable for their behaviours, actions and comments. All visitors are accountable to the representative they are visiting and if their conduct is unacceptable, they may be asked to leave.

Confidentiality

Confidentiality is defined as “the state of keeping or being kept a secret or private”.

Confidential information about the organisation or our Member Services, which has not been published and is not accessible to the general public may not be shared by any visitor. This includes information in any form including electronic or digital form.

All visitors must uphold the highest level of confidentiality with any information or documentation obtained.

Defamation

Defamation is a false statement that harms the reputation of the organisation. In no circumstances should visitors make false statements nor engage in conduct that causes imminent and serious risk to the reputation or viability of the organisation.

Any visitors entering the premises to participate in meetings must do so in accordance with the five elements of conduct listed above. Visitors should also read and adhere to Doc 0362 Housekeeping Rules for Training and Meetings.

In the event of an emergency, visitors must adhere to the Chief Warden’s instructions. The muster point is located under the sign in the Wilson car park located on the corner of Broome Street and Beaufort Street.

Once the building has been evacuated and everyone is assembled at the muster point, visitors will be checked against SwipedOn. Visitors must not leave the muster point or return to the premises until it is confirmed with the delegated emergency coordinator.

All visitors must check-out via reception, sign out of SwipedOn and return their visitor label.

All visitors are required to comply with this policy at all times. Any activity which represents a failure to meet these obligations is found to have breached this policy.

Visitors who are found to have breached this policy may be requested to leave the premises and/or prohibited from re-entering the building.

This Policy shall be reviewed every two (2) years.

Visitors Policy: Document 523 Version 9.0