Health and Safety Audit Procedure

Transcription

1 WILTSHIRE POLICE FORCE PROCEDURE Health and Safety Audit Procedure Effective from: Page 1 of 9

2 TABLE OF CONTENTS Identification... 3 Ownership... 3 Revision History... 3 Approvals... 3 Distribution... 3 Equality Impact Assessment... 4 Consultation... 4 Implications of the Procedure... 4 Training Requirements... 4 IT Infrastructure... 4 STRATEGIC PRIORITIES... 5 RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS... 5 DATA PROTECTION... 5 FREEDOM OF INFORMATION ACT MONITORING and REVIEW... 5 WHO TO CONTACT ABOUT THIS PROCEDURE... 5 Page 2 of 9

3 Identification Procedure Title: Version: Health and Safety Audit Procedure V9 Ownership Department Responsible: Procedure Owner: Health and Safety, People Services Sarah Somers, Head of Health and Safety Revision History Effective From Next Review Date: Every three years or when significant changes in work activity, process or procedure occur. Revision Date Previous Revision Date Summary of Changes Standard review Standard review Standard review Standard review review; to include regional cross force auditing arrangements Standard review no significant changes Approvals This document requires the following approvals: Name & Title Date of Approval Version Occupational Health and Safety Committee (DCC chair) Not required V8 Chief Officer Group Not required V8 Distribution This document has been distributed via: Name & Title Date of Issue Version E-Brief - - to relevant affected Staff/Officers - - Page 3 of 9

4 Equality Impact Assessment Has an EIA been completed? Yes No Informal assessment conducted result low risk. If no, please indicate the date by which it will be completed. If yes, please send a copy of the EIA with the procedure. Date: Consultation List below who you have consulted with on this policy (incl. committees, groups, etc): Name & Title Date Version Consulted Occupational Health and Safety Committee - Not Required Implications of the Procedure Training Requirements Any perceived training requirements needed to implement this procedure should be identified here. IT Infrastructure State here whether implementation of this procedure requires any input from IT, adaption and/or addition to any IT systems or packages? Page 4 of 9

5 PROCEDURE PROCEDURE OVERVIEW The objective of this procedure is to clearly define Wiltshire Police s procedures with regards to the health and safety auditing arrangement of the Force s Health and Safety Management system. GLOSSARY OF TERMS HSE Term Health and Safety Executive Meaning RIDDOR Reporting of Injuries Diseases and Dangerous Occurrences Regulations STRATEGIC PRIORITIES The Force Priorities linked to this document are set out below. Force Priorities Linked to this Policy SP4 Developing Sustainable Policing RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS All other Wiltshire Police Health and Safety Policy s and Procedures DATA PROTECTION Any information relating to an identified or identifiable living individual recorded as a consequence of this procedure will be processed in accordance with the Data Protection Act 2018, General Data Protection Regulations and the Force Data Protection Policy. FREEDOM OF INFORMATION ACT 2000 This document has been assessed as suitable for public release. MONITORING and REVIEW The Health and Safety Audit Procedure document will be monitored and reviewed every three years by the Force Health and Safety Manager. The procedure will also be reviewed in light of legislative change, change in technology or best practice. The Force Occupational Health and Safety Committee will be responsible for approval and monitoring the procedure document and its implementation on a regular basis. WHO TO CONTACT ABOUT THIS PROCEDURE Sarah Somers Head of Health and Safety David James Health and Safety Advisor Page 5 of 9

6 1. Legal Requirements The Health and Safety at Work Act 1974 The Health and Safety at Work Act 1974 requires every employer, so far as is reasonably practicable, to ensure the health, safety and welfare at work of their employees and anyone else affected by their undertakings. The Management of Health and Safety at Work Regulations 1999, requires organisations to "monitor and review" their health and safety practices and performance. The approved HSE document 'Successful Health and Safety Management' (HSG65) has been used as a practical guide to develop this policy for the auditing of health and safety within Wiltshire Police. 2. Auditing Outline The auditing process involves collecting information about health and safety management systems in order that informed judgements can be made about its adequacy and performance. This will allow both good practice to be collated and disseminated and areas for improvement identified. A team approach involving managers, safety representatives and employees is vital to ensure the programme is effective. The aims of auditing are to: Ensure appropriate management arrangements exist and are in place. Ensure risk control systems exist and are in place. Ensure workplace precautions/inspections exist and are in place. Wiltshire Police utilise two key types of health and safety auditing internal and independent regional cross force health audits. Both health and safety audit systems examine each section of the Force Health and Safety Management system, in line with the HSE guidance document 'Successful Health and Safety Management' (HSG65). This includes examining; Policy (including examining the general policy statement, its intent, scope and accuracy). Organising (including examining organisational responsibilities and procedures for the health and safety management system). This section of the audit also examines organisational control, cooperation, communication and competence. Planning and Implementation of the health and safety management system (including examining health and safety targets, plans and objectives) Measuring Health and Safety Performance (including active and reactive monitoring) Audit and Review of Health and Safety Performance The Occupational Health and Safety Committee act as governance for ensuring that the health and safety management system is regularly audited in line with this procedure. Page 6 of 9

7 3. Internal Health and Safety Audit Arrangements The Health and Safety Department are responsible for carrying out internal health and safety audits of individual departments within Wiltshire Police. Each audit will be lead by a competent health and safety advisor who is independent from the work area being audited with the necessary technical knowledge, skills and ability to lead and carry out the audit. Trained staff association health and safety representatives will also be advised of the pre-planned dates and given the opportunity to attend. Every workplace within the Force will be audited as per this procedure, at least once per year. This will ensure the continuous local improvement of health and safety standards and review the extent of compliance with control measures identified in risk assessments. Compliance standards Each internal audit will be scored using the force audit matrix for overall compliance using a benchmark of 75% against the force health and safety management system. The audit scoring will be used as a key performance indicator to management as part of their overall health and safety management. In order to complete an internal Health and Safety Audit for a workplace within Wiltshire Police, the following three elements will be undertaken; Interviews Examination of documents Visual inspection of the workplace. Interviews As part of the internal health and safety audit process local informal interviews will be undertaken. The interviews are intended to establish; the local working practices for health and safety. The interviewees commitment to health and safety The interviewees understanding of their responsibilities under health and safety legislation. The Inspector or manager with overall responsibility for the premises/department will be inforamlly interviewed during the audit process. It is also best practice to informally interview a cross section of other personnel including both police officers, police staff and Special Constable, where appropriate. Examining Documents As part of the internal health and safety audit process a cross section of sample documents will be examined by the auditor, including operational risk assessments, DSE assessments, fire safety precautions, local health and safety policy, asbestos register etc. The purpose of examining these documents is to ensure the validity and accuracy of the records. All information will be treated in confidence and with discretion by the auditor. Page 7 of 9

8 Visual Inspection A visual inspection of the physical conditions, premises and work activities will then be carried out by hte auditor to ensure compliance with legal health and safety requirements, force policy and procedure and to assess the extent of compliance with control measures identified in the risk assessments. Local management will also be provided with a pre audit health and safety inspection checklist (Form 481) which must be completed prior to the audit. Post audit Process On completion of the health and safety audit, the Health and Safety Department will provide a structured report. The report will; Highlight both positive and negative aspects of the audit, including any identified beaches of health and safety legislation. Actions / recommendations made by the report will be prioritised according to the level of risk. Provide advice and guidance to managers on any corrective action/recommendations required. Provide time scales for completion. Detail the compliance scores of the previous audit, to verify the effectiveness of any corrective measures put into place since the previous audit. The manager with overall responsibility for the department will be responsible for monitoring and encouraging the progress of any actions / recommendations. Six monthly reviews will be carried by the Health and Safety department to monitor and record progress made as a result of the initial audit report. Any issues which have not been resolved will be highlighted for action and escalated to the appropriate senior manager / department head as required. A copy of the report will be forwarded to the following personnel within four weeks of the audit: - Inspector / Manager with overall responsibility for the premises / department Business Area / Head of Department. Staff Association Health and Safety representatives. Other specialist Departments as specified in the report. 4. External Health and Safety Audit Arrangements In addition, to the internal audit programme, Wiltshire Police are also undertake a rolling three year programme of regional cross force health and safety auditing. The plan and audit schedule has been agreed and ratified by Regional Chief Officers. This involves a fellow Rospa QSA qualified health and safety auditor with hre necessary knoweldge, skills and experience from a neighbouring force carrying out a full Rospa Quality Safety Audit of each Force within the three year period. The audit programme covers the core elements of the HSE guidance document 'Successful Health and Safety Management' (HSG65) along with 10 key performance indicators. Page 8 of 9

9 The regional auditing provides for a full organisational Rospa quality safety audit to compliment the internal auditing regime. The significant advantage of the cross force auditing programme is that the auditors will be completely independent of the police force being audited. Responsibility of the Auditor The lead auditor is responsible for preparing the audit schedule and plan on behalf of the Force occupational health and safety committee, who then agree the schedule. Responsibilities and functions of the auditor include; Preparation of the audit plan and programme Conduct an opening and closing meeting Communicating and clarifying the audit requirements to all affected management and staff. Complying with the audit schedule and plan. Documenting and recording observations accurately. Treating all information with discretion. Submitting an audit report. Provision of advice and guidance to management regarding corrective actions. Responsibilities of the managers/staff members being audited. Managers responsible for the area / station being audited must be committed to the audit process and have the following responsibilities; To inform all staff of the arrangements and scope of forthcoming audit and seek to gain their commitment and support. To provide access to required facilities and evidence to the auditor as required. To appoint a suitable person to accompany the auditor (as required). To read and understand the audit findings and agree / implement any corrective actions or recommendations for improvement. To co-operate with the health and safety auditor. Page 9 of 9