Work Health and Safety (WHS) is a core pillar of quality practice in early childhood education and care. With children, families, educators, and visitors moving through the environment every day, services must maintain safe, well‑managed spaces and strong risk‑prevention systems. Many services appoint a dedicated WHS officer to oversee this work, but what does that role actually involve?
This article outlines a clear, practical role description for a WHS Officer in an early childhood setting, including examples of what the role looks like in action.
Purpose of the WHS Officer Role
The WHS Officer ensures the service meets its legal obligations under Australian WHS legislation and the National Quality Framework. Their role is to:
- prevent injuries and incidents
- maintain safe environments
- support educators to follow safe practices
- ensure compliance with WHS requirements
- promote a culture of safety and wellbeing
They are not responsible for doing all WHS tasks themselves, but they coordinate, monitor, and lead the system that keeps everyone safe.
Key Responsibilities of a WHS Officer
1. Conduct Regular Safety Audits and Inspections
The WHS Officer ensures the environment is safe, hazards are identified early, and risks are managed.
Practical examples:
- Weekly indoor/outdoor safety checks
- Monthly playground inspections
- Quarterly WHS audits
- Reviewing storage, chemicals, electrical equipment, and trip hazards
They also streamline audits to avoid duplication and ensure each one has a clear purpose.
2. Manage Risk Assessments
Risk assessments are essential for excursions, high‑risk activities, new equipment, and environmental changes.
Practical examples:
- Completing risk assessments for water play, cooking, or climbing equipment
- Reviewing risk assessments for excursions
- Updating risk assessments after incidents or near misses
3. Oversee Incident and Hazard Reporting
The WHS Officer ensures all incidents, injuries, and hazards are reported, recorded, and followed up.
Practical examples:
- Reviewing incident reports daily
- Ensuring hazards are fixed promptly
- Analysing trends (e.g., repeated falls in the same area)
- Supporting educators to complete reports accurately
4. Maintain WHS Documentation and Compliance
The WHS Officer keeps WHS systems organised, current, and compliant with legislation.
Practical examples:
- Updating WHS policies and procedures
- Maintaining chemical registers and SDS folders
- Ensuring emergency plans are current
- Keeping evacuation and lockdown records
5. Lead Emergency Preparedness
Emergency readiness is a legal requirement and a key part of the WHS Officer’s role.
Practical examples:
- Coordinating fire, evacuation, and lockdown drills
- Checking emergency exits and signage
- Ensuring first aid kits are stocked
- Supporting educators to understand emergency roles
6. Support Educator Training and Induction
The WHS Officer helps build a safety‑aware team.
Practical examples:
- Delivering WHS induction for new staff
- Training educators on manual handling, safe lifting, and hazard reporting
- Sharing updates on new WHS requirements
- Running toolbox talks or short safety refreshers
7. Monitor Children’s Safety and Supervision Practices
While educators supervise children, the WHS Officer monitors systems that support safe supervision.
Practical examples:
- Reviewing supervision plans
- Checking blind spots in outdoor areas
- Ensuring ratios and zoning are followed
- Supporting educators to manage high‑risk play safely
8. Liaise With External Agencies
The WHS Officer may communicate with external bodies when required.
Practical examples:
- Contacting SafeWork when needed
- Coordinating equipment repairs with contractors
- Working with playground inspectors
- Supporting regulatory authority visits related to safety
9. Promote a Culture of Safety and Wellbeing
A strong WHS culture is proactive, not reactive.
Practical examples:
- Encouraging educators to report hazards early
- Celebrating safety improvements
- Leading wellbeing initiatives (e.g., safe lifting, ergonomic setups)
- Modelling calm, confident responses to incidents
What the WHS Officer Doesn’t Do
It’s important to clarify that the WHS Officer is not responsible for:
- supervising children
- completing all cleaning tasks
- fixing every hazard personally
- replacing educators’ responsibility for safety
Instead, they lead the system, while the whole team shares responsibility for safe practice.
A Sample WHS Officer Weekly Workflow
Here’s what a typical week might look like:
Monday
- Review weekend incident reports
- Check outdoor environment after weather events
Tuesday
- Conduct weekly safety audit
- Follow up on outstanding hazards
Wednesday
- Update risk assessments
- Run a short WHS refresher with educators
Thursday
- Check first aid kits and emergency equipment
- Review chemical storage
Friday
- Update WHS documentation
- Meet with the director to discuss trends or concerns
A WHS Officer plays a vital role in creating safe, nurturing environments for children and educators. When the role is clearly defined and supported by leadership, WHS becomes a shared, proactive culture rather than a paperwork burden.
A strong WHS officer doesn’t just complete checklists. They build confidence, prevent harm, and help the whole service thrive.