Five Star H&S Audit Specification Document

British Safety CouncilFive Star Health and Safety Audit

Specification Document

Preparing for the audit

In order to get the most benefit from the audit and the time our auditor spends on site, it will be important for the organisation to prepare in advance.

Using this specification document, the organisation should identify information they are likely to be asked for, and the persons that the auditor may wishto speak to. Documents should be available quickly, whether that is in paper format or electronically. If held on computer, it would be advisable to print offan index list of what is available, so that the auditor can match the document to a particular element of the audit. The auditor may ask for somepaperwork to be printed off for him/her to take away and read off site in preparation for the report. The organisation can be assured that any suchdocuments will be securely held and shredded once the report is complete.

Our auditors are flexible and will willingly tackle elements ‘out of order’ to accommodate certain members of staff who may only be available at certaintimes; however, it must be remembered that on short duration audits of 2 days, there is very limited time available.

Tour of the premises and site

This important aspect of the audit should be carried out at an appropriate time, and encompass all aspects of the business. During the tour, the auditormay take the opportunity to talk to employees, contractors and visitors to further verify the evidence required for the completion of the audit. If more than1 site is included in the audit, the travelling time between sites must be taken into account during early dialogue with the Account Manager.

Standardisation

The BSC holds an annual auditor meeting, where the audit content and suitability is reviewed including the audit questions, relevance and order ofelements and scores allocated to each element. New elements may be added to reflect current trends and ‘best practice’. The 5 overall sections of theaudit remain the same year on year.

Standardisation of acceptable evidence and point scoring takes place at the meeting. Both on-site quality assurance and quality assurance of reports areundertaken.

The competency of the auditor

The auditors undergo training on the audit protocol which is updated as appropriate. All auditors are registered safety practitioners with IOSH, andmaintain their CPD as per the requirements of their membership of this organisation. At the annual auditor meeting, auditors receive both an update ofBSC requirements and external CPD from industry specific experts. Auditors in their initial period of work are given additional support by the AuditManager and are subject to additional quality assurance.

Key elements

There are currently 17 key elements in the audit. These elements are considered to be essential to the Occupational Health and Safety Managementsystem and this is reflected in that all 17 element scores are above 100.

Specification document for Five Star Audit

F:\Audit\Five Star Audit Specification document.doc Controlled by Audit Manager of 12

Detail Score Typical information requirements Suggestions forinterview

Keyelement

Section 1 – Safety Organisation

1.1 Safety PolicyTo determine whether the documented arrangements andprocedures are satisfactory in terms of the complexity andsize of the business: understood and appropriatelycommunicated to all employees and interested parties andregularly reviewed.

250

Policy statement on displayOrganisation chartsOH & S arrangements and proceduresManagement review meeting minutesEvidence of communicationEvidence of reviewEase of accessUpdates for field based staff

CEO or MDSenior managersH & S advisor

Yes

1.2 Competent OH & S assistance and managementreportingTo assist in the directing, monitoring and co-ordination ofthe occupational health and safety arrangements. Toanalyse and report on the status of the occupational healthand safety management system and the activitiesundertaken within the organisation for the previous period.

100

Suitable training commensurate with the risks ofthe business (Certificate or Diploma or higher)Appraisal and development plans linked to pastperformance and business planContact with all relevant partiesTime to do the jobOpen door policyReporting lines

H & S AdvisorConsultant Yes

1.3 Management objectives and planningTo clearly designate corporate and individualresponsibilities and authorities throughout the occupationalhealth and safety management structure in order to achievethe policy objectives. To encourage a culture that supportsand develops occupational health and safety in theworkplace.

120

Personal objectives set appropriatelyMonitoring of objectivesSafety plan developed from audits, riskassessment, previous reportsInvolvement from senior managementOrganisation chartsSafety tours/inspectionsOH&S auditsChairing safety meetingsAttitude on the shop floorProgrammes and campaignsSurveysQuestionnaires

Senior and Linemanagers Yes

1.4 InsuranceTo provide adequate and appropriate insurance cover forboth business and personnel. To have in place proceduresto ensure that insurance investigations are carried outfollowing an injury or ill health.

30

Certificates of InsuranceMinutes of meetingsClaims documentationDisplayed cover note

HRClaim co-ordinator

No




Keyelement

1.5 Employee consultation, communication andinvolvementTo ensure employee involvement and consultationarrangements are documented and effective. To haveprocedures in place for ensuring that occupational healthand safety information is communicated to and fromemployees and other interested parties.

100

Minutes of meetingsToolbox talksBriefingsSafety planAuditsInspectionsNewslettersAward/reward schemes

SafetyrepresentativesMembers of thesafety teamTeam leaders,Supervisors,Managers

Yes

1.6 Safety meetingsTo create a forum in which there are the opportunities todiscuss and help resolve safety, health and other relatedissues and communicate these effectively to thoseconcerned. 30

True representationUnion/non-unionPolicy involvementAppropriate trainingElection proceduresTerms of referenceSufficient timeResolution of previous actionsO&HS plans

SafetyrepresentativesMembers of thesafety team

No

1.7 First aid facilities and trainingTo ensure that there is adequate first aid cover by means ofan annual assessment. To ensure that suitable andsufficient arrangements are in place for providing first aidthat is commensurate with the nature and scale of theorganisation’s occupational health and safety risks. Toensure that nominated employees are competent toperform the tasks associated with first aid.

80

Accident bookRecord of treatmentInspections of first aid kitsTraining recordsFirst aid roomEquipment checksAppropriate equipment provided

First aidersOccupationalHealth Team No

1.8 Documentation and information controlTo provide up to date and relative information which willassist the organisation to run its SMS programme and keepits employees up to date.

To provide a system which ensures all documents are fullytraceable, easily retrievable and archived appropriately.

40

Contents of safety libraryRecord of borrowing for books etc.Document control systemUpdates by CD - control

DocumentcontrollerLibrarian No

1.9 TrainingTo provide adequate training resources which, followingappropriate analysis of the business needs, ensure that allOH & S elements are covered throughout the differentlevels of the organisation.

150

Induction training processTraining recordsEvidence of content of training coursesCompetency of trainersCourse evaluation

HRTrainingdepartmentConsultants

Yes




Keyelement

1.10 Occupational HealthTo ensure that the health of the workforce is monitored andstrategies implemented which enhance well being andmaintain a healthy balance between work and personal life.

145

Occupational health systems/proceduresRecordsOverseas risk assessmentReturn to work interviewsReturn to work plan after long term sickExit interviewsHealth campaigns and initiatives

Occupationalhealth providerHR

Yes

1.11 Recruitment and appointmentTo ensure the selection process has considered all theaspects in relation to the ability of the person, their health,capabilities and the type of work to be carried out.

25

Recruitment proceduresApplication formsMedical questionnairesMedicalsInterview training for managersRecord keeping

HRLine managers No

1.12 Safety InspectionsTo assist the organisation in confirming that all safetymeasures are in place and when deviations are found, theyare dealt with quickly. 80

TimescalesProgrammed and/or pre-plannedGood checklistsActions monitored for completionNominated personnelTrainingAll areas covered.Displayed results

Safety teammembersSafetyrepresentativesLine ManagersTeam Leaders

No

1.13 Safety AuditTo ensure that the organisation remains confident that theSafety management system is not only suitable andsufficient, but is being used correctly and followedaccurately.

80

Audit reportsAudit schedulesClose out reportsMinutes of meetingsSafety planTraining for internal auditors

Internal auditorsSafety teammembers

No

1.14 ProcurementTo have in place effective health and safety systems for theprocurement of plant, equipment and materials to eliminateor reduce the risks to the organisation.

80

RecordsPurchase order systemPetty cash purchasesApproved supplier listsTrainingSupply of machinery regulationsProject meetingsAuthority levels

ProcurementManager No

1.15 Product and service safetyTo ensure that products and services meet ‘best practice’requirements and minimise the risks to the end customerand the organisation.

75

Risk assessmentConsideration given to suitability of customersAdequate information for customersProduct recallEmergency announcementsPublicity

QualitydepartmentServiceengineersManager

No




Keyelement

1.16 Contractor controlTo ensure that there are control systems in place to reducethe risk of exposure to the organisation’s employees andassets by the activities of third parties; and vice versa.

150

Good relationshipsTraining opportunitiesClassification of risk factorBadgesFormal meetingsBriefing sessionsReview of performancePre-work meetingsApproval systemQuestionnairesTender documentationAuthorised accessInspection of accommodation (if applicable)Suitability – e.g. working alongside childrenSecurity issues

Contractco-ordinatorMembers ofsafety teamEngineering/MaintenanceManagerFacilitiesManager

Yes

1.17 Risk assessment and safe working practicesTo identify hazards and assess risks to workers and otherswho may be affected by the undertakings of theorganisation. Once assessed, to provide safe workingprocedures to be followed.To have a system in place that monitors working practicesand ensures that they are carried out in a safe manner.

250

ProceduresRisk assessmentsCorrective action proceduresMapping documentsRisk registersSWP’sTraining documentsEasy to understand paperworkEvidence of ownershipSafety plan

Risk assessorsLine managersSafety teammembers

Yes

Section 2 – Management Control Systems

2.1 Work Equipment (including hand tools)To ensure that procedures are in place for the provisionand safe use of work equipment throughout theorganisation, including both administrative and operationalareas.

120

Maintenance recordsMaintenance of hand toolsInspection sheetsPUWER assessmentsIdentification and prioritisationFrequencies establishedAdequate space/accessResponsibility assignedDaily checks done by operatives

MaintenanceengineerContractorSafety teammembers

Yes

2.2 Permit to WorkTo ensure that all high risk activities are carried out in acontrolled and safe manner. 150

Specific permits - validityRisk assessmentsTraining recordsHandover procedures between shiftsDisplayed at siteCompetency levelsAuditingCorrespondence with offending contractors

Authoriser ofpermits

Yes




Keyelement

2.3 Safe isolation systems and equipment controlsTo ensure that equipment is made safe under particularcircumstances, such as when maintenance is being carriedout or when an unsafe condition develop and to ensure allequipment has adequate controls for its safe operation thatare accessible and clearly marked.

100

Systems correspond to permit to work systemTrainingSuitable equipment providedSystem understood by allRecords keptMonitoringTry/test the methodMatrix of the isolation philosophy

Engineers/maintenance staffLine managers

Yes

2.4 Access EquipmentTo ensure that adequate inspection and examinationsystems are in place so that defects, damage or wear canbe detected and remedied before they result in anunacceptable risk to those required to work above or belowground level.

55

Ladder registerEquipment logInspection schedulesMaintenance records

Engineering staffFacilities staff No

2.5 Working at heightTo check that systems are in place to protect theemployee/contractor who is working at height; and ensurethat arrangements are in place to rescue an ill or injuredperson, or someone whose fall has been arrested.

70

Tagging systemTraining recordsMaintenance records for fall arrest equipmentFacilities for restraint anchorsConsideration of mass protection.Use of MEWPS etc.

Appropriate staff No

2.6 Lifting equipment and operationsTo ensure that procedures are in place for the provisionand safe use of lifting equipment and its operation, therecording of statutory inspection and the timely action takento correct identified remedial work. 75

Colour codingTaggingCorrective actions closed outStorage and housekeeping inspectionsIssue and controlStatutory examinationClose out of corrective actionRe-test of fixed equipment after re-locationDisposal of defective equipmentTraining for lifting techniques and crane use.

Crane/FLT/equipmentoperators No

2.7 Pressure systems and portable gas containersTo ensure that there are procedures in place for theexamination, inspection, maintenance and safe operation ofall pressurised plant and equipment.

75

Written inspection schemesInsurers reportsCorrective action close-outIdentification of valves etc.SWP’s displayedFlash-back arrestors for portable gasModifications identified on the written scheme

Engineering staff No




Keyelement

2.8 Mobile work equipmentTo ensure that there are procedures in place for theexamination, inspection, maintenance and safe operation ofall mobile (manual and self propelled) plant and equipment. 90

Training matricesInspection schedulesCleaning regimesStorage facilitiesRefresher training in a timely mannerKey policy (unauthorised use – theft –movement)Mobile phones – policy – hands-free kitsCopying driving licences – annuallyEndorsement – notification to HR – policyDriver policy/proceduresTraining for drivers who do excessive mileageMedicals for drivers

DriversLine managersHRFleetmanagement

No

2.9 Hazardous substance controlTo control the exposure of persons and the environment tosubstances hazardous to health; to prevent injury, illness ordamage.

150

COSHH assessmentLists of substancesTraining recordsData points

COSHH co-ordinatorLine managersWarehouse staff

Yes

2.10 Radiation sourcesTo have in place procedures and suitably qualifiedpersonnel to control exposure to all sources of ionisingradiation.

75 RecordsMaintenance

RPS and RPALine managers No

2.11 Non ionising radiationTo have procedures in place to control exposure of non-ionising radiation. 30 Records

MaintenanceEngineering staffContractors No

2.12 Portable electrical equipmentTo have systems and controls in place to prevent the risk ofelectrocution from portable powered equipment and ensurethat such items are checked prior to use and then atsuitable intervals.

50 Records Engineering staffFacilities No

2.13 Electrical installations and protection equipmentTo have in place management controls and procedures toensure that all fixed electrical systems are installed andmaintained to avoid the risk of injury and damage.To ensure that adequate equipment and protection is inplace and maintained in order to prevent exposure toelectricity.To have adequate lighting levels to allow people to operate,use facilities and equipment and move from place to placesafely.

100Maintenance recordsDrawings Electrical staff

Contractors Yes




Keyelement

2.14 PPE assessment and controlsTo ensure that adequate controls are in place for thecorrect provision, training, use and storage of personalprotective equipment.

To assist in the prevention of injury to:The head and prevent food contamination.The eyes and face.The feet.The body and prevent product contamination.The arm and hands (including cross infection and foodhygiene).

50 Training recordsAgreement documents


2.15 Respiratory protectionTo ensure that when it is necessary, the correct items areprovided, maintained, and stored appropriately and traininghas been given.

50Training recordsFace fit testing recordsCleaning regimes


2.16 Management of noiseTo undertake an assessment programme and haveprocedures in place to prevent exposure to noise whichcould result in hearing loss/damage.

50Noise survey/assessmentTraining recordsPlan of work where required

Appropriate staffSafety teammembers No

2.17 VibrationTo have procedures in place to prevent/limit exposure tovibration, which could result in ill-health and permanentdisability.

55 Health surveillance recordsStockholm Workshop Scales training

Appropriate staffSafety teammembers

No

2.18 Manual handling and ergonomicsTo have in place procedures to prevent the risk of injury/ill-health from manual handling activities.To incorporate ergonomic principles in all aspects of theworking environment to prevent injury and ill-health.

120

AssessmentsSurveysTraining records/programmesTask analysis

All staffOccupationalhealth provider Yes

2.19 Workstation assessment including DSETo have in place procedures to prevent injury and ill healthresulting from working with display screen equipmentand/or inappropriately designed workstations.

60AssessmentsActions closed out Appropriate staff No

Section 3 – Fire control systems

3.1 Competency and co-ordinationTo have in place a competent, nominated person with theresponsibility to advise and manage the procedures toprotect/prevent from the risk of fire and other emergencies.

60

Minutes of meetingsBriefing documents Fire safety co-

ordinatorSafety teammembersLine managers

No




Keyelement

3.2 Fire risk assessmentTo formally identify the hazards and associated risks of firewithin an organisation. 180

AssessmentsActions closed outConsultancy documents

Appropriate staff Yes

3.3 Alarm systemsTo ensure that effective systems are in place for themanual or automatic detection of fire and the audible/visualwarning of those who may be endangered.

50

Maintenance/test recordsBriefing documentsAudibility checksProvision for those with special needs


3.4 Fire fighting equipmentTo ensure that there is fixed and portable fire-fightingequipment available. 50

Maintenance /test recordsRegisters/listsVisual checksTraining recordsTagging/unique numbering system


3.5 Emergency and escape lightingTo ensure that adequate escape/emergency lighting isprovided to assist the evacuation of people from a buildingduring conditions of poor visibility. 50 Maintenance and test records

Tagging/unique numbering system Appropriate staff No

3.6 Evacuation, drill and instructionTo have effective procedures in place to ensure that allpersonnel on site can evacuate to a safe place in the eventof an emergency.

80

Signing in/outTraining recordsDebriefing documentsReports to senior managementLiaison with authorities


3.7 Fire risk management inspectionsTo have procedures in place to manage and control the riskto the organisation from fire. 50

Inspection logsActions closed out

Security staffSafety teammembersAppropriate staff

No

3.8 Fire escape routes and exitsTo ensure that adequate means of escape are providedand maintained for the safe evacuation of people.

120Inspection logsGood demarcationGood signage

Security staffSafety teammembersAppropriate staff

Yes

3.9 SecurityTo have procedures in place to ensure the security ofpersonnel and premises at the organisation.

50

Signing in proceduresBadge/swipe card systemsVehicle controlSchedules of patrols

SecuritypersonnelLine Managers

No

3.10 Emergency planningTo establish systems and procedures for dealing withemergency situations including contingency arrangementsfor business recovery.

50

PlansTest resultsTraining recordsLiaison with emergency services

EmergencycontrollerAppropriate staff

No




Keyelement

Section 4 – Measurement and control systems4.1 Reporting systemsTo have in place procedures for the reporting of allincidents. 40

Easy to fill-in formsAvailability of documentsAccident bookActions closed out

Safety teammembersFirst aiders

No

4.2 Investigation proceduresTo have in place a procedure to ensure that all incidents,including near miss and damage are investigated toprevent re-occurrence.

60

Well documented proceduresInvestigation teamChecks on risk assessments

Members of theteamLine managersSafety teammembers

No

4.3 Accident statistics and measures of performanceTo ensure that statistics are maintained to measure thesafety performance of the organisation.

60

All statistics by typeNoticeboardsAnnual reportInformation on websites

Appropriatepersonnel No

4.4 Recognising and managing potential loss areasTo identify situations which have a potential to cause injury,ill health and damage, and introduce control measures toprevent occurrence.

20

Trend analysisIncident recallNominated personnelDiscussed at management meetingsLiaison with authoritiesNational/industry trends considered

Safety teammembers No

Section 5 – Workplace implementation

5.1 Buildings, floors, passageways and stairsTo have procedures to ensure that all workplace buildingsare maintained in good order and to ensure that allpersonnel and materials can move safely around theworkplace.

100

Structural surveyEvidence of building inspectionEvidence of closeoutMaintenance records/programmeAsbestos surveyRecords in placeCleaning regimes

FacilitiesMaintenancedepartment

Yes

5.2 Ventilation, heating and lightingTo provide sufficient and adequate ventilation, heating andlighting to ensure comfortable levels in all these areas. 30

Surveys carried out by a competent personActions from the survey closed outMaintenance programmeCleaning regimes (types of window – windowcleaningRoutine – practices – risk assessment)Defect reporting system

FacilitiesMaintenancedepartment

No

5.3 Welfare and hygieneTo provide adequate welfare and hygiene facilities foremployees and other site personnel. 30

Sufficient toilets, provision of sani-bins etc.Clean source of drinking waterFacilities to eat and rest etc.Food preparation areasCleaning regimesChanging facilitiesDrying facilitiesAppropriate storage for clothing (to wear PPE)Facilities for pregnant and nursing mothers

FacilitiesHRSafety teammembersCleaning staff

No




Keyelement

5.4 Safety signs and noticesTo ensure that adequate signage is displayed to warn ofdanger, hazards, actions to be taken, safe and prohibitedareas. 30

Cleaning regimesReplacement programmePictorialOther languagesHASWA poster

Safety teamFacilities No

5.5 Traffic routes and walkways – internalTo have procedures in place to ensure that internal routesand walkways are suitable so that vehicles and pedestrianscan move around the workplace in a safe and controlledmanner.

50

DemarcationSafe refugeBarriersTraining documentsSurveysPedestrian crossings

All staff No

5.6 Traffic routes and walkways – externalTo have procedures in place to ensure that routes andwalkways are suitable so that vehicles and pedestrians canmove around external areas in a safe and controlledmanner.

50

DemarcationOne way systemsSpeed limitsSignageBriefing documentsTraffic calmingPedestrian crossings

All staff No

5.7 Stacking and storageTo have procedures in place to ensure that the design andmaintenance of storage systems is adequate. Theseprocedures should also ensure that materials and objectsare stored in a safe and controlled manner.

50

SuitabilityCondition and maintenanceRecordsUsed correctlyCorrect aisle widthOverloadingDefect reporting systemAll types – shelving/cupboards/rackingSWL marked up

All staff No

5.8 General housekeeping and waste managementTo ensure that all office, operational and peripheral areasare maintained in a tidy and clean condition, and all wasteis dealt with in an appropriate manner.

50

RecordsMeetings/minutesActions closed out All staff No

5.9 Colour coding plant and pipesTo ensure that there are effective procedures for themanagement and control of waste materials from alldepartments within the organisation.

15

CodedDirection of flowLegend displayed

Maintenance/engineering staff No

Five Star H&S Audit Specification Document

Documents

Transcript of Five Star H&S Audit Specification Document