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NexusGroup Employee Portal

Work Health & Safety

Equipment SOPs

Safe operating procedures for everyday office equipment — quick, plain-English steps for using each item safely.

Computer workstation

Set up your desk to avoid eye strain, neck and back discomfort.

Before you start

  • Adjust the chair so your feet are flat and knees roughly level with your hips.
  • Set the top of the screen at about eye level, an arm’s length away.
  • Keep the keyboard and mouse close, with relaxed shoulders and straight wrists.

Safe use

  • Sit back into the chair so your lower back is supported.
  • Take a short screen break and stretch roughly every 30–60 minutes.
  • Keep cables tucked away so they aren’t a trip hazard.

When you finish

  • Report any discomfort early so a workstation assessment can be arranged.
  • Leave the area tidy for the next person if you hot-desk.

If something’s wrong: For ongoing discomfort or an uncomfortable set-up, ask for a workstation assessment through WHS and Facilities.

Printer / photocopier

Use the multifunction device safely and avoid toner and paper-jam hazards.

Before you start

  • Check the area is clear and the device shows no fault warnings.
  • Make sure you’re printing only what you need (mind the paper target).

Safe use

  • Load paper gently into the tray — don’t overfill past the line.
  • For a paper jam, follow the on-screen guide and only open the panels indicated.
  • Never force rollers or reach into moving or hot parts.

When you finish

  • Collect your printing promptly to keep confidential documents secure.
  • Recycle unwanted prints in the paper recycling.

If something’s wrong: For a toner change, repeated jams or a spill, log a Service Desk ticket — don’t attempt internal repairs.

Filing cabinet

Avoid tip-overs and crush injuries when storing and retrieving files.

Before you start

  • Check the cabinet is stable and not overloaded at the top.
  • Make sure the path around the cabinet is clear.

Safe use

  • Open one drawer at a time to prevent the cabinet tipping forward.
  • Use the handle and keep fingers clear of the drawer edges.
  • Store heavier files in the lower drawers.

When you finish

  • Close drawers fully so they aren’t a walkway hazard.
  • Lock confidential files away as required by the Privacy Policy.

If something’s wrong: If a cabinet is unstable or a drawer sticks badly, tag it and report it to Facilities.

Office kitchen equipment

Use kettles, microwaves and the dishwasher safely and keep the area clean.

Before you start

  • Check appliances and cords for obvious damage before use.
  • Make sure the bench and floor are dry.

Safe use

  • Don’t overload power outlets or run multiple high-draw appliances on one board.
  • Take care with hot water and steam; use a cloth for hot containers.
  • Clean up spills straight away to prevent slips.

When you finish

  • Switch appliances off at the wall when finished where appropriate.
  • Wipe down surfaces and put recycling and waste in the correct bins.

If something’s wrong: For a damaged appliance or a leak, tag it out of use and report it to Facilities.

Step stool

Reach high shelves safely instead of climbing on chairs or boxes.

Before you start

  • Use a proper step stool — never a chair, box or cabinet.
  • Check the stool is stable and the feet are intact.

Safe use

  • Place the stool on level ground with the path clear.
  • Keep three points of contact and don’t overreach.
  • Only stand on the steps, not the top platform unless rated for it.

When you finish

  • Return the stool to its storage spot.
  • Ask for help with anything heavy or awkward overhead.

If something’s wrong: If the stool is damaged or wobbly, take it out of use and tell Facilities.

Meeting room equipment

Set up screens, cables and video gear without creating trip or strain hazards.

Before you start

  • Check cables are routed away from walkways.
  • Make sure the screen and stand are stable.

Safe use

  • Connect devices gently; don’t force connectors.
  • Keep drinks away from equipment and power points.
  • Use the cable covers provided for any temporary runs across the floor.

When you finish

  • Coil and store cables tidily.
  • Leave the room set up for the next booking.

If something’s wrong: For a fault or damaged cable, log a Service Desk ticket and note it for the next user.