Overview
ISO 45001:2018 Clause 7 establishes the support requirements for the OH&S management system – the people, skills, awareness, and communication channels that make the system work in practice. A policy means nothing if workers do not have the competence to follow it, the awareness to understand why it matters, or the communication channels to report hazards and receive safety information. This skill builds the three core documents that auditors examine when assessing Clause 7 readiness.
The competence matrix maps each OH&S role to required competencies based on hazard exposure and responsibilities. The training plan structures induction, role-specific, refresher, and specialized training modules with schedules and effectiveness evaluation. The communication procedure defines how OH&S information flows internally (toolbox talks, safety alerts, committee minutes) and externally (regulator notifications, contractor management, emergency services).
What It Covers
- Competence matrix (Clause 7.2) – role-to-competency mapping based on hazard exposure, with competence evidence requirements (certifications, assessments, training records, experience)
- Training plan (Clause 7.2) – induction training, role-specific training, refresher schedules, specialized certifiable training (first aid, confined space, working at heights, chemical handling), effectiveness evaluation methods, and record-keeping
- Awareness program (Clause 7.3) – OH&S policy awareness, hazard reporting procedures, right to refuse unsafe work, incident reporting, consequences of non-conformity, and individual contribution to OHSMS effectiveness
- Communication procedure (Clause 7.4) – internal communication (toolbox talks, safety alerts, committee minutes, performance reports) and external communication (regulators, contractors, emergency services, insurers, community), with the four Ws: what, when, with whom, and how
- Document control approach (Clause 7.5) – creation, review, approval, distribution, storage, version management, and disposition of OHSMS documented information
Example Conversation
You: We need to build the competence and awareness documents for SafeBuild Construction. We have 200 employees across 3 construction sites and about 50 subcontractors on site at any time. Our principal hazards are working at heights, mobile plant, excavation, and electrical work.
Agent: Those four hazards will drive most of your competence requirements. Let me start with the competence matrix. I need to understand your role structure and who is exposed to what:
- What roles do you have on site? I’d expect site managers, supervisors/foremen, general labourers, crane operators, electricians, scaffolders – what does your structure look like?
- Do your subcontractors bring their own competence records, or do you verify their qualifications?
- What mandatory training certifications does WorkSafe Victoria require for your activities?
You: On each site we have a Site Manager, 2-3 Foremen, and then trade workers: carpenters, concreters, steel fixers, crane operators, and electricians. Labourers do general site work. Subcontractors bring their own tickets but honestly we don’t always check. For mandatory certs – we know about Working at Heights, Confined Spaces, and crane licences, but I’m not sure we have a complete list.
Agent: Not checking subcontractor competence is a significant gap – Clause 8.1.4 requires it, and it feeds into the competence matrix. For Victorian construction, the mandatory certifications include:
- High Risk Work Licences: crane operations, rigging, scaffolding, dogging
- Construction Induction Card (White Card): all workers
- Working at Heights: anyone working above 2 metres
- Confined Space Entry: if applicable to your sites
- First Aid: minimum number based on worker count and risk level
- Traffic Management: if working near roads
I’ll build the competence matrix mapping each role to their hazard exposures and required competencies. For example:
Role Hazard Exposure Required Competencies Crane operator Mobile plant, working at heights, falling objects High Risk Work Licence (crane), rigging awareness, load calculation Scaffolder Working at heights, manual handling, falling objects High Risk Work Licence (scaffolding), harness use, inspection General labourer Manual handling, noise, falling objects, excavation White Card, site-specific induction, manual handling, PPE use Now for the training plan – do you currently have any structured training beyond the initial induction?
You: We do a site induction for everyone when they start on a new site. It covers site rules, emergency assembly points, and PPE requirements. Takes about 30 minutes. Beyond that, not much – the trades are expected to come with their qualifications.
Agent: A 30-minute induction is a starting point, but for construction it needs to be more comprehensive. I’ll structure the training plan with:
- Induction training (Day 1): expanded to cover OH&S policy, site-specific hazards, emergency procedures, hazard reporting, right to refuse unsafe work, incident reporting. Target: 2 hours including site walk
- Role-specific training (First week): based on the competence matrix – crane pre-start inspections for operators, excavation safety for concreters, electrical isolation for electricians
- Refresher training (Annual): working at heights, manual handling, emergency procedures, hazard identification
- Specialized certifiable training: first aid (initial + annual refresher), confined space (if applicable), traffic management
For effectiveness evaluation – how will you know the training worked? The standard requires it. Options include:
- Post-training knowledge assessment (written or verbal quiz)
- Practical demonstration (e.g., harness inspection and fitting)
- Supervisor observation during first week on task
- Training effectiveness review at safety committee meetings
You: The practical demonstration makes sense for construction – our workers aren’t going to sit through written tests.
Agent: Agreed. I’ll structure it so safety-critical training (heights, confined space, emergency response) uses practical assessment, and general awareness training uses toolbox talk attendance and supervisor observation.
Now for communication – you mentioned toolbox talks. How often do those happen, and what do they cover?
You: Foremen are supposed to do them daily before work starts. In practice, some do it every day, some skip it when they’re busy. They cover the day’s work, what equipment is being used, any hazards. No formal record.
Agent: Daily pre-start toolbox talks are excellent for construction. I’ll formalize them in the communication procedure: mandatory, documented with attendance sign-on sheet and topic covered. I’ll also add:
- Safety alerts: urgent distribution when a new hazard is identified or an incident occurs on any site
- Safety committee minutes: distributed to all sites within 48 hours of meeting
- Monthly safety performance report: LTIFR, incidents, near-misses, inspections completed
- External: incident notification to WorkSafe within required timeframes, contractor safety packs, quarterly insurer updates
I’ve drafted all three documents. Running the validator now…
validate_ohs_support_docsresults:
- Competence matrix: 0 errors, 0 warnings – roles linked to competencies with hazard exposure mapping
- Training plan: 0 errors, 0 warnings – all required sections present including effectiveness evaluation
- Communication procedure: 0 warnings – internal and external coverage with what/when/who/how
- Awareness (cross-document): 0 warnings – all five awareness topics addressed plus right to refuse unsafe work
- Document control: 0 warnings – version control and document management addressed
PASS. All three documents saved to
output/.
Sample Output Excerpt
The skill produces three documents: a competence matrix, a training plan, and a communication procedure. Here is a representative excerpt from the competence matrix.
Competence Matrix (ISO 45001:2018 Clause 7.2)
Organization: SafeBuild Construction Pty Ltd Document ID: SBC-OHS-COMP-001 | Version: 1.0 Date: 2026-03-31 | Owner: Karen Walsh, HSE Manager
Purpose
This matrix maps each OH&S-relevant role at SafeBuild Construction to required competencies based on hazard exposure and responsibilities. It identifies the knowledge, skills, and abilities needed to work safely and effectively, and defines how competence is demonstrated.
Competence Matrix
Site-Based Roles
| Role | Hazard Exposure | Required Competencies | Evidence Required | Frequency |
|---|---|---|---|---|
| Site Manager | All site hazards, management of contractors, emergency coordination | OHSMS management, risk assessment, incident investigation, emergency coordination, contractor management | Diploma/degree in construction management or equivalent; OH&S training certification; 5+ years site management experience | Initial + annual refresher on OHSMS updates |
| Foreman | Working at heights, mobile plant, excavation, electrical (supervision) | Hazard identification, risk assessment, toolbox talk delivery, incident reporting, PPE selection, permit-to-work | Trade qualification + supervisory experience; Working at Heights ticket; Risk assessment training | Initial + annual refresher |
| Crane Operator | Mobile plant operation, working at heights, falling objects, rigging | Crane operation, load calculation, rigging awareness, pre-start inspection, emergency lowering | High Risk Work Licence (crane class); Medical fitness certificate; Practical competence assessment | Licence renewal per regulations; annual practical assessment |
| Scaffolder | Working at heights, manual handling, falling objects | Scaffold erection and dismantling, harness use and inspection, scaffold inspection, fall prevention | High Risk Work Licence (scaffolding); Working at Heights ticket; Practical competence assessment | Licence renewal per regulations; annual refresher |
| General Labourer | Manual handling, noise, dust, falling objects, traffic | Manual handling technique, PPE use, hazard reporting, emergency procedures, housekeeping | Construction Induction Card (White Card); Site-specific induction; Manual handling training | White Card once; site induction per site; annual refresher |
| Electrician | Electrical hazards, working at heights, confined spaces | Electrical isolation procedures, lockout/tagout, test-before-touch, rescue from electrical contact | Electrical licence; Working at Heights ticket; Rescue and resuscitation training | Licence renewal per regulations; annual CPR refresher |
Office and Management Roles
| Role | OH&S Responsibilities | Required Competencies | Evidence Required | Frequency |
|---|---|---|---|---|
| CEO | OHSMS accountability, resource allocation, policy approval | OHSMS overview, leadership commitment, management review participation | ISO 45001 awareness briefing; Management review training | Annual awareness briefing |
| HSE Manager | Day-to-day OHSMS management, audit coordination, incident investigation | ISO 45001 implementation, hazard identification, risk assessment, audit methodology, incident investigation, training delivery | ISO 45001 Lead Auditor or Implementer certification; relevant degree or diploma | Certification maintenance; annual CPD |
| Safety Committee Representatives | Worker consultation, hazard reporting liaison | Committee participation, hazard identification, consultation skills, representing worker concerns | HSR training (5-day initial course per OHS Act); Committee participation training | Initial 5-day course; annual refresher |
Extension Tools
validate_ohs_support_docs
Validates the competence matrix, training plan, and communication procedure for required content per ISO 45001 Clauses 7.1-7.5. Reads all three documents and performs both individual and cross-document checks.
Competence matrix checks (Clause 7.2):
| Check | What It Validates | Severity |
|---|---|---|
| Role-to-competency linkage | Roles are mapped to specific competence requirements (e.g., table format) | ERROR if missing |
| Hazard exposure mapping | Competencies linked to specific hazard exposures (physical, chemical, biological, ergonomic, psychosocial) | WARNING if missing |
| Competence evidence | How competence is demonstrated (certifications, assessments, training records, experience) | WARNING if missing |
Training plan checks (Clause 7.2):
| Check | What It Validates | Severity |
|---|---|---|
| Target audiences | Who attends each training module | ERROR if missing |
| Training modules | Defined courses, programs, or curricula with learning objectives | ERROR if missing |
| Training schedule | Frequency, timeline, and triggers for training delivery | ERROR if missing |
| Effectiveness evaluation | Post-training assessment methods to verify competence was achieved | ERROR if missing |
| Induction training | New worker orientation covering policy, hazards, emergency procedures | WARNING if missing |
| Specialized/certified training | Certifiable competencies (first aid, confined space, heights, chemical handling) | WARNING if missing |
| Record-keeping | Training record retention and documentation requirements | WARNING if missing |
Communication procedure checks (Clause 7.4):
| Check | What It Validates | Severity |
|---|---|---|
| Internal communication | Toolbox talks, safety alerts, committee minutes, safety briefings | WARNING if missing |
| External communication | Regulators, contractors, emergency services, external parties | WARNING if missing |
| What is communicated | Content or subject of communications defined | WARNING if missing |
| When to communicate | Triggers, frequency, or timing defined | WARNING if missing |
| With whom to communicate | Audiences or recipients identified | WARNING if missing |
| How to communicate | Methods, channels, or formats specified | WARNING if missing |
Cross-document checks (Clauses 7.3 and 7.5):
| Check | What It Validates | Severity |
|---|---|---|
| OH&S policy awareness | Workers made aware of the policy | WARNING if missing |
| Hazard reporting awareness | Hazard identification and reporting procedures addressed | WARNING if missing |
| Contribution to OHSMS | Workers understand their role in OHSMS effectiveness | WARNING if missing |
| Consequences of non-conformity | Implications of not conforming to requirements addressed | WARNING if missing |
| Incident awareness | Incident information and lessons learned shared | WARNING if missing |
| Right to refuse unsafe work | Workers’ right to remove themselves from imminent danger | WARNING if missing |
| Document control | Provisions for managing OHSMS documented information | WARNING if missing |
Getting Started
Start by activating the OH&S Competence & Awareness skill. The agent will ask about your role structure, hazard profile, and current training practices to build documents tailored to your organization.
Have this information ready:
- Your organizational roles, from management to operational workers
- Principal hazards and high-risk activities at each location
- Applicable legal training requirements (mandatory certifications, licences, minimum first aider ratios)
- Current training practices: what training exists, how it is delivered, and how records are kept
- Whether you have structured induction training and what it covers
- Current communication methods for safety information (toolbox talks, notice boards, meetings)
- How you communicate with contractors about safety requirements (inductions, safety packs, permits)
- Emergency service contact arrangements and community communication needs
- Any existing competence records, training matrices, or qualification registers
If you completed the Organization Profile and Policy & Leadership skills first, the agent will reference the organization profile for hazard context and workforce composition, and the OH&S policy and roles document for consistency. This is recommended – the competence matrix should align with the roles defined in the Clause 5.3 roles document, and the awareness program should reference the policy produced by the Clause 5.2 skill.
The agent produces three documents: output/Competence-Matrix.md, output/Training-Plan.md, and output/Communication-Procedure.md. All three are validated together for cross-document consistency before finalization.