Audit of Health and Safety Systems and Records

Audit of Health and Safety Systems and Records Assessment task 1: Audit of health and safety systems and records The organisational requirement is for us to access to and documentation of workplace health and safety systems records are by asking them personally and by providing them the consent form that will serve as an evidence of allowing us. Document details of the records and information stored in these health and safety systems Accident records Name of the person involved I the accident Position of the person involved in the accident Contact information of the person involved in the accident Date and time of the accident Type of accident happened First aid given (if any) Notification of the doctor – name of the doctor notified Name of the person completing the accident form Position of the person completing the accident form Standards and Procedures Occupational health and safety procedures Reporting of accidents and cases of serious harm Preparedness and procedures for emergencies and evacuation Hazard management procedures What harm occur in the individuals at the worksite? How can that harm occur? Assess whether and identified hazards is a â€Å"significant hazard†. If so, action emergency evacuation procedures if necessary Take steps to eliminate hazards Isolate hazards that cannot be eliminated Take steps to minimise the likelihood of harm from remaining hazards Complete the Record of Hazard Identification Form in the register of hazards, accidents and cases of serious harm. implement. The professional and qualify mentors are the key person do handle this program and protect youth safe and wellbeing. However, there is not any training record provided. Standards The CEO oral told the student that their Health and safety system is followed the Health and Safety in Employment act 1992. The organisation does not have formal written down standards. However, they only have a part of standard relate to Health and Safety in Employment Act 1992 was written down in their Employment Contract. Their Youth Mentoring Programme which based on their specific standards of International Standards for Mentoring Programme in employment. Policies and procedures There are clear policies and procedures for their Youth Mentoring Programme manual. This is based on Youth Mentoring Network issued the Guide to Effective Practice in Youth Mentoring New Zealand. The recruitment policy and procedure, training policy and procedure are also based on International Standards for Mentoring Programme in Employment and Safe Practice Guidelines for Youth Mentoring Programmes. However, there is not clearly provide the building and fire evacuation and smoke-free environment policies. The organisation located in the modern building with automated doors, elevator/lifts, modern toilet, emergency lighting, air conditioning, fire alarms, and fire extinguishers. However, there is not fire evacuation scheme. The organisation do not provide the smoke free environment, therefore, some employee and clients come to the office and smoke inside the workplace in the YES Building. Job descriptions This job description has been clearly written down and included in the document of Youth Mentoring Programme Policy and Procedure Manuals. which also based on the International Standards for Mentoring Programme in employment and Safe Practice Guidelines for Youth Mentoring Programmes. Inventories The inventories has been record which include organisation fixed assets such as their appliance, organisation car and fire equipments. Manuals There several manuals of equipment to set up such as the manual of coffee machine, microwave, dishwasher and toilet. All clear provided using process to the user. The main manuals which is their Youth Mentoring Programme Policy and Procedure Manuals which include all the policy should be followed and implement procedures. Establish and document There are couple of industry specific guidelines for Youth Mentoring Programmes of this organisation. Safe Practice Guidelines for Youth Mentoring Programmes This is a specific guidelines cover the Youth Mentoring Programmes for safety measures such as training and supporting mentors have responsibility to carry out their role effectively and safely. International Standards for Mentoring Programme in employment Stakeholder training and briefing which provided participants are aware of the skills and behaviours they need to apply in their roles as mentors and mentees have an opportunity to identify skills gaps. In addition, stakeholders understand the concept of mentoring and their respective roles. Guide to Effective Practice in Youth Mentoring New Zealand. In the second part of the guideline which identifies the programme practices that are essential for strong and effective mentoring are: Training mentors with initially more than six hours of quality training; and Supporting mentors as the relationship is ongoing, with further training and supervision. Other standards Standards of New Zealand-Fire Safety and Evacuation Of Buildings Regulations 2006 NZS 4503:2005 – Hand operated fire-fighting equipment This standards require the fire-fighting equipment such as fire extinguishers, fire hose reels, fire blankets should be portable includes in the buildings and maintenance of operated should be used by one person. This document has been re-assessed by the committee, and judged to still be up to date. NZS 4514:2009 – interconnected smoke alarms four houses This is a specifies requirement for fire protection that provide for the selection of smoke alarms and their location to avoid nuisance activation. Occupational health and safety management systems—General guidelines on principles, systems and supporting techniques This is the main standard that the organization followed for their health and safety management. The CEO of H4Y said to the student. However, they do not have formal written document or folders. Establish and document – the main legislative requirements for each of these systems Accident records Health and safety in Employment act 1992 Child, youth and their family act 1989 This act required that children have to be protected in Part 1 General objects, principles, and duties and Part 2 Care and protection of children and young persons Training record Health and safety in Employment act1992 Child, youth and their family act 1989 This act required that children have to be protected in Part 1 General objects, principles, and duties and Part 2 Care and protection of children and young persons Policy and procedure Building And Fire evacuation Building legislation 1992 The clause C2 of building code in this legislation that issued prevention of fire occurring which means all the fire equipment must be installed in the building. Building Act 2004 In this Act of subpart 2, ection 16, it is clearly explain the purpose of building code which about building’s functional requirement and performance criteria must comply in their intended use. Fire safety and evacuation of building legislation 2006 Part 1, section 6. Owner of building must provide evacuation procedure in place for the safe and efficient evacuation of the building’s occupants in the event of a fire emergency requiring evacuation. Part 2, section 21 which is clearly issue the evacuation scheme for new building. in the section Applications for approval of evacuation scheme for new building Policy and procedure Smoke free environment smoke-free environment act 1990 In Part 1, section 4, which provide the purpose of this act which to prevent the effect of people’s smoking on the health of people in workplace. Section 5, which provide the issue about employer must take practicable steps to ensure there are not smokers at any time in the workplace. Compare the records and information you documented on each of the systems with the organisational and legislative requirements you identified. Document the gaps identified. Health and Safety Standards and Legislation requirement Have they been met? (No, partly, mostly, fully) Accident record Not met Health and safety in Employment act 1992 Accident form did not set up. There is not any industrial standard to require this form, however, Health and safety in Employment act 1992 and Child, youth and their family act required the children and youth must be protect in the risk Legislation requirement that the risk register must be keep by organization. Training record Not met their industry guideline Safe Practice Guidelines for Youth Mentoring Programmes and standard, International Standards for Mentoring Programme in employment it also does not meet Health and safety in Employment act 1992. There is no training record provided in the organisation to meet standard and legislation. However, the industry standard and programme guide and child, youth and their family act required the training mentor have record and register. The legislation required that all employee have to be train in their workplace. Standard Met The organisation standard with met the main industry standard International Standards for Mentoring Programme in employment and guidelines Safe Practice Guidelines for Youth Mentoring Programmes has been written down in the Employment contract, but there is not in formal written document of standard. Policy and procedure Partly met The clear policy and procedure is written done in the Youth Mentoring Policy and Procedure Manuals which met their industry standard International Standards for Mentoring Programme in employment and guidelines. Safe Practice Guidelines for Youth Mentoring Programmes However, their policy and procedure about build and fire evacuation scheme, and smoke-free environment is not provided. However, according the Fire safety and evacuation of building legislation 2006 , which require that must to be developed. This policy and procedure does not provide the smoke-free environment which is not met the smoke-free environment act 1990 Job descriptions Met The organisation provide their main programme clear job descriptions which meet their industry standard International Standards for Mentoring Programme in employment and guidelines Safe Practice Guidelines for Youth Mentoring Programmes and also legislation require the employee must have their job descriptions. Provide an explanation of the degree to which each system covered by the audit meets organisational standards and legislative requirement. Health and safety system Degree of compliance Assessment of risk Accident record Not compliant – the industry standard and guideline, and also not compliant the legislation. The legislation required the organisation must keep and register the accident and near missed record. It is high risk because there is no keeping accident record, there is not any information to prevent the risk happened. Training record Not compliant the industry standard and guideline require the quality and professional train have to be met and record and register. It is high risk due to it may cause children risks which is the main programme work on the organisation. In addition, the employee also have risk due to without aware OHS. Standard Very conformity with their industry standard which has been written down in the Employment contract. Not applicable Policy and procedure Very compliant with their industry standard and guidelines requirement. Not compliant with the fire safety and evacuation of building legislation 2006 requirement High risk will be in the building of fire evacuation scheme Job descriptions Very compliant with their industry standard and guidelines Not applicable Inventories Very compliant with their industry guidelines Medium risk of the lack of fire sprinkler system. Develop a plan for improvements to occupational health and safety systems Identification and prioritisation Health and safety systems Degree of compliance Assessment Cost-benefit analysis Accident record Not compliant – the industry standard and guideline, and also not compliant the legislation. The legislation required the organisation must keep and register the accident and near missed record. It is high risk because there is no keeping accident record, there is not any information to prevent the risk happened. Especially, the organisation provide the programme which focus to youth. Cost of training, cost of lower compliance requirement. Benefit is to meet the legislation and quality of service provide in the future. Training record Not compliant the industry standard and guideline require the quality and professional train have to be met and record and register. It is high risk due to it may cause children risks which is the main programme work on the organisation. In addition, the employee also have risk due to without aware OHS. Cost of re-training and cost of quality performance of the programme. Cost of the trust between mentor and mentee. Benefit is performance high quality activities and mentoring process. Benefit to build up good relationship with mentor and mentee. Standard Very conformity with their industry standard and health and safety act 1992 in employment which has been written down in the Employment contract. Not applicable Not applicable Policy and procedure Very compliant with their industry standard and guidelines requirement. Not compliant with the fire safety and evacuation of building legislation 2006 requirement Medium risk will be in the building of fire evacuation scheme Cost of time to redo policy and procedure. Cost lower compliant with legislation requirement Benefit is increased level of compliant with legislation. Benefit of complete written down and formal policy and procedure. Inventories Very compliant with their industry guidelines Not applicable Not applicable Proposed strategies and corrective actions Cost of corrective action Benefit of corrective action Cost of time to redo the document Cost of time to training people Cost of money to spend on training and time Cost of people who increased workload Cost of time spend for overall Cost of medication levy Gain to increased the quality of workplace Gain to have goodwill Gain to have trust between organisation and employee and other relevant people. Gain to achieve all the standards and legislations Gain to achieve high level of Health and safety organisation Size and location of the workplace Financial viability of the organisation This is a small to medium organisation The location in the wide range of new development area. Seeking funding support for the programme and also for salary payment of the organisation. Existing management systems Commitment to ISO or other quality management The organisation just start their main programme of Youth Mentoring. Currently, they update their programme policy and procedure manuals and recruit mentor to join the programme The CEO and co-director are the qualify of caregiver register in CYFs. They have fully knowledge, idea and experience to manage the programme and organisation. All the management of the organisation is follow their industry standard of International Standards for Mentoring Programme in employment , Safe Practice Guidelines for Youth Mentoring Programmes and Guide to Effective Practice in Youth Mentoring New Zealand requirement. Development overall strategies Corrective action Set up the Accident/incident form and Accident and near missed record. Set up this in the organisation policy and procedure Nominate two employee to take responsibility to keep the record Internal training all employee and relevant programme staff to know how to fill the accident and incident form. Basic, there are two people need to sign this form. Overall Training strategies Training all staff of Health and safety system Training all staff and mentors about first aid skills. Educate all the standard and legislation requirement and be aware the risks and register risks. Indoor training mentor due to their financial status. Some particular mentor such as relate to provide particular sport or activities need to be qualified training and register. Recruit more high quality of knowledge and experience for each department and programme of the organisation. Standards development Develop separately of organisation standard and youth mentoring programme standard. Policy and procedure development Develop separately of organisation policy and procedure and youth mentoring programme standard. Clear written down and file individually Consider all possible situation and environment risks to prevent and protect employee and customers in the workplace. Employer take responsibility to take care employee health and safety, provide smoke-free environment. Reference Building legislation 1992 http://www.legislation.govt.nz/regulation/public/1992/0150/latest/DLM162576.html Building Act 2004 http://www.legislation.govt.nz/act/public/2004/0072/latest/DLM306036.html CYFs New legislation to protect vulnerable children http://www.cyf.govt.nz/about-us/news/2012/new-legislation-to-protect-vulnerable-children.html Family Court of New Zealand Introduction to the Care of Children Act http://www.justice.govt.nz/courts/family-court/what-family-court-does/care-of-children/introduction Fire safety and evacuation of building legislation 2006 http://www.legislation.govt.nz/regulation/public/2006/0123/latest/whole.html Guide to Effective Practice in Youth Mentoring New Zealand. www.youthmentoring.org.nz/content/docs/GYM.1.pdf Heart for Youth Trust (H4Y) http://www.heartforyouth.org.nz/whatwedo.htm Human right act 1993 (PDF downloaded) http://www.legislation.govt.nz/act/public/1993/0082/latest/DLM304212.html International Standards for Mentoring Programme in employment http://www.ismpe.com/ New Zealand Coaching and Mentoring centre http://www.coachingmentoring.co.nz/?gclid=CK_VqM3j_LwCFYUhpQodkh0AVA New Zealand Teacher council http://www.teacherscouncil.govt.nz/content/reapplying-provisional-registration-and-registration-subject-confirmation New Zealand Coaching and Mentoring centre Professional Associations International Standards in Mentoring http://www.coachingmentoring.co.nz/about-us/professional-associations New Zealand legislation 1989 – children, young persons, their family act 1989 http://www.legislation.govt.nz/act/public/1989/0024/latest/DLM147088.html Occupational health and safety management systems—General guidelines on principles, systems and supporting techniques www.saiglobal.com/PDFTemp/Previews/OSH/as/as4000/4800/4804.pdf Safe Practice guidelines for Youth Mentoring Programme www.youthmentoring.org.nz//safe-practice-guidelines-2013.pdf smoke-free environment act 1990 http://www.legislation.govt.nz/act/public/1990/0108/latest/DLM223191.html Gilanne Malicse