Workstation Risk Assessment Template for New Zealand

A Workstation Risk Assessment is a systematic evaluation required under New Zealand's Health and Safety at Work Act 2015 to identify and manage risks associated with computer workstations and desk-based work environments. This assessment helps you comply with your legal obligations as an employer while protecting your employees from workplace injuries, particularly musculoskeletal disorders that can result from poor workstation setup or prolonged computer use.

When do you need this document?

You must conduct a workstation risk assessment when setting up new workstations, relocating existing ones, or when employees report discomfort or health issues related to their workspace. The assessment is also required when introducing new equipment, changing work patterns, or following workplace incidents. If you employ staff who spend significant time at computer workstations, regular assessments help ensure ongoing compliance with health and safety regulations. WorkSafe New Zealand recommends conducting these assessments annually or whenever workplace conditions change substantially.

Key legal considerations

Under the Health and Safety at Work Act 2015, employers have a primary duty of care to provide a safe working environment, which includes ensuring workstations are ergonomically appropriate. The assessment must evaluate physical environment factors such as lighting, noise, temperature, and ventilation, alongside equipment specifications for chairs, desks, monitors, keyboards, and mouse devices. You must document employee work patterns, including typical working hours, break frequencies, and specific tasks performed. When collecting health-related information during the assessment, you must comply with the Privacy Act 2020, ensuring employee data is collected, stored, and used appropriately. The assessment should identify specific risks and outline practical control measures to eliminate or minimize workplace hazards.

Legal requirements in New Zealand

The Health and Safety at Work (General Risk and Workplace Management) Regulations 2016 provide specific requirements for workplace risk management, including ergonomic considerations that must be addressed in workstation assessments. You must follow WorkSafe New Zealand Guidelines for Using Computers, which establish minimum standards for workstation setup, monitor positioning, seating arrangements, and environmental conditions. The assessment must be conducted by a competent person with appropriate training in ergonomic principles and workplace safety. Documentation must be retained as evidence of compliance, and you must implement recommended control measures within reasonable timeframes. If workplace injuries occur despite assessments, ACC Guidelines for Office Workstation Setup may be referenced in determining appropriate workplace modifications or rehabilitation requirements.