Safety Role Appointments
UQ's health and safety teams play an important role in minimising health and safety risks.
Safety roles may be a full-time position, or additional duties added to an existing role. These roles are a critical component of UQ's health and safety management system, and appointment to a safety role must be approved / endorsed by the areas Level 3 Manager so appropriate access can be provided to UQ's HSW systems.
Refer to detailed instructions below, to apply for relevant safety role/s.
HSW Manager / Work Health and Safety Coordinator (WHSC)
If you are a new safety coordinator (HSW Manager/ WHSC) or have changed organisational units, please complete a Safety Role Appointment form through Workday for HSW system access.
What will happen when I submit my Workday request?
- Your form will be sent to your relevant local Safety Team for review and head of section for approval.
- Once approved, your appointment will be processed by the HSW Division and you will be granted role-relevant permissions in UQ systems, e.g. UQSafe, Archibus, Workday etc.
- You will also be added to relevant distribution lists, teams sites and the UQ safety network contacts webpage.
Depending on the specifics of your appointed role, key duties may include:
- identifying and reporting health and safety risks
- reviewing and investigating reported incidents and hazards
- reviewing and assisting with the development of risk assessments
- reviewing and assisting with the submission of Biosafety Applications
- conducting health and safety workplace inspections
- monitoring and reporting on health and safety performance
- educating and advising workers about work health and safety
Health and Safety Representative (HSR)
HSRs are not compulsory at UQ but must be established if requested by a work group. Managers should not nominate or appoint HSRs – this is a worker-led process.
Any staff member can be nominated by their work group, regardless of experience or qualifications.
For details on HSR powers, functions and the election process, see the Health and Safety Consultative Mechanisms Procedure.
Once elected as a HSR, you will need to register your safety role appointment in Workday.
What will happen on submit?
- Your form will be sent to your relevant local Safety Team for review and head of section for approval.
- Once approved, your appointment will be processed by the HSW Division and you will be granted role-relevant permissions in UQ systems.
- You will also be added to relevant distribution lists, teams sites and the UQ safety network contacts webpage.
Drugs and Poisons Officer/ Drug Commodity Approver (DO)
If you’re new to a DO role or changed org units, complete the application through Workday for HSW system access.
What will happen on submit?
Your form will be sent to your relevant local Safety Team for review and head of section for approval.
Once approved, your appointment will be processed by the HSW Division and you will be granted role-relevant permissions in UQ systems, e.g. UQSafe, Archibus, Workday etc.
You will also be added to relevant distribution lists and the UQ safety network contacts webpage.
If you have any questions about this process, please contact HSW via hsw@uq.edu.au
A Drugs and Poisons Officer (DO) is responsible for ensuring that drugs and poisons are managed in a safe, secure and compliant manner within their organisational unit. The role provides oversight across procurement, storage, handling, use, and disposal, ensuring alignment with University of Queensland governance framework as well as the requirements of Queensland’s Medicines and Poisons Act and associated regulations.
Key Responsibilities
- Compliance: Ensure all activities involving regulated drugs and poisons comply with relevant legislation and approval conditions, and UQ governance requirements.
- Secure Storage & Access Control: Oversee the implementation and maintenance of secure storage facilities, ensuring restricted, authorised access and appropriate physical and procedural safeguards.
- Ordering and Pre-purchase approvals: Place orders for regulated medicines and poisons on behalf of approved UQ staff as required and perform pre-purchase compliance checks.
- Inventory Control & Record Keeping: Maintain accurate, auditable records—including usage logs and registers—to support regulatory reporting and internal audits.
- Monitoring & Incident Reporting: Conduct periodic self‑audits, identify discrepancies, and escalate any loss, diversion, theft, improper use, or compliance issues to the UQ Health, Safety and Wellness Division.
- Guidance & Support: Provide practical advice to staff on safe handling procedures, regulatory obligations, and local operational requirements for drugs and poisons.
- Training & Induction: Support the induction and training of personnel who work with regulated drugs and poisons, helping ensure competence in compliance, safety, and record‑keeping expectations.
- Continuous Improvement: Assist in reviewing and improving local work practices, ensuring that systems and procedures remain current with legislative changes and best‑practice standards.
Further information can be found on the HSW Division Medicines and Poisons webpage and in the Substance Management Plan for Medicines and Poisons Procedure.
Controlled Substances Officer/ Chemical Commodity Approver (CSO)
If you’re new to a CSO role or changed org units, complete the application through Workday for HSW system access.
A Controlled Substance Officer (CSO) is responsible for ensuring that controlled substances are managed in a safe, secure and compliant manner within their organisational unit. Controlled substances at UQ include prohibited and restricted carcinogens, chemicals of security concern (CSCs), security sensitive ammonium nitrate (SSAN), radiochemicals, and other materials subject to legislative or security controls.
Key Responsibilities
- Compliance: Ensure that the handling, storage, procurement, and disposal of controlled substances complies with applicable legislation and Codes of Practice, and aligns with UQ procedures such as the Chemicals of Security Concern Procedure.
- Pre-purchase Approvals: Function as the Controlled Substances Commodity approver in UniFi to review the acquisition of controlled substances and ensure that regulatory authorisations or licences are in place.
- Monitoring & Incident Reporting: Support stocktakes and compliance audits and report outcomes to the Head of the Organisation Unit. Communicate with the HSW Division regarding approvals, compliance checks, diversion or misuse concerns, and suspicious behaviours.
- Guidance & Support: Guide staff in meeting their obligations including authorisation and licencing application processes when required under regulatory or UQ governance frameworks. Support staff in the development and review of risk assessments.
- Training & Induction: Support the induction and training of personnel who work with controlled substances, helping ensure competence in compliance, safety, and record‑keeping expectations.
- Continuous Improvement: Assist in reviewing and improving local work practices, ensuring that systems and procedures remain current with legislative changes and best‑practice standards.
Further information can be found on the HSW Division Chemical Hazards webpages and in the Hazardous Chemicals Management Procedure.
Radiation/Laser Safety Officers (RSO/LSO)
If you are new to a Radiation / Laser Safety Officer (RSO/LSO/NT-LSO) role, complete the RSO/LSO/NT-LSO appointment form and email it to the HSW Division at hsw@uq.edu.au.