Procedure for quality monitoring of health and safety inspections

ENVIRONMENTAL HEALTH & HOUSINGSERVICESPROCEDURE FOR THE QUALITY MONITORING OFHEALTH & SAFETY INSPECTIONS(PROCEDURE HSW 03)Issue No: One Reviewed Nov. 2010Issued by: J Baum Authorised D Bennett; Health, Food &Safety Manager1

1. PURPOSEThis procedure describes the actions and responsibilities involved in monitoring andmaintaining the quality of inspections undertaken under the Health and Safety at WorkAct 1974.2. PROCEDURE2.1 Officers shall inspect premises in accordance with The Procedure forProgrammed Health and Safety Inspections. Inspections shall be in accordancewith LAC 67/2 (Revised 3).2.2 Overall quality and consistency in the delivery of Health and Safetyinspections shall be ensured by way of:-2.3 (i) Use of standard inspection and reporting pro formas, as follows:-(a)(b)Standard inspection pro forma (H1).Standard inspection report (H2).(ii)Reference to Health and Safety Enforcement & Prosecution PolicyThis policy reflects HSE guidance on consistency in enforcement betweenindividual Local Authorities and makes reference to HSE as providers ofconsistent national advice on health and safety issues. HSE guidance documentsare held as controlled documents within the Quality System.(iii)Examination of Inspection RecordsQuarterly, the Health, Food & Safety Manager shall select and examine in detail allelectronic paperwork (inspection reports, letters, notices etc.) for a minimum of 5%of inspections for each Officer engaged in the delivery of Inspections, relating topremises inspected.(iv)Accompanied VisitsAt least each year the Health,Food & Safety Manager shall accompany eachofficer on a routine inspection. (Health, Food & Safety Team).(v)Health, Food & Safety Team MeetingsMonthly meetings of the Team shall be held to review general departmental issues.Regular functional team meetings will be arranged to discuss the latest technicaladvice and matters of quality and consistency in service delivery.2.4 Items (i) to (v) above shall be undertaken in order to ensure and demonstrate:-(a)(b)Inspections are carried out in a professional, competent and uniform manner.All relevant areas are inspected.2

(c)(d)(e)(f)Relevant questions are asked.Business proprietors are informed of any defects identified and that methodsof completing remedial action, and time limits, are discussed.Appropriate action was taken by the Inspector.The correct paperwork was used and has been completed accurately andwith clarity.3. FEEDBACK3.1 An interview between the inspecting Officer and the accompanying Health, Food &Safety Manager shall take place immediately following the accompanied visit. Anynon-conformities will be identified and recorded.4. CORRECTIVE ACTION4.1 Where discrepancies/inconsistencies are identified, one or more of the followingactions shall be taken:-(i)(ii)(iii)Additional monitoring of the Officers performance shall be arranged.Additional training shall be arranged. This may be in-house or externallyorganised, and may entail anything from a short explanation to a full trainingcourse.Matters of inconsistency shall be raised at the functional team meetings,where the resolution shall be recorded in the minutes of the meeting. Beyondthe Local Authority boundary, matters of inconsistency shall be raised with theDevon Chief Officers Sub-GroupIn exceptional circumstances, due to serious errors or omissions, thefollowing measures shall be considered.(iv)(v)Suspension of all or part of the Officers authorisation under Section 19 of theHealth and Safety at Work Act 1974.Disciplinary action.4.2 The Health, Food & Safety Manager shall inform the Environmental Health &Housing Manager of any situation where follow-up action, (i) to (v) above isconsidered necessary, other than minor internal training.5. AUTHORISATIONS5.1 All inspectors shall be authorised according to their level of competence. A recordof competencies shall be kept by the Health, Food & Safety Manager and this shallbe updated as and when competencies change.5.2 Officers joining the Health, Food & Health Team will not be authorised to undertakeprogrammed Inspections, or serve Improvement or Prohibition Notices until theyhave been assessed as competent by the Health, Food & Safety Manager.3

6. DOCUMENTATION6.1 Records of assessments shall be kept by the Health, Food & Safety Manager.They shall be retained for three years or at least two years after the Officer has leftthe services of the Authority, whichever is the sooner.6.2 Results of monitoring shall be presented to the Environmental Health Managerquarterly, and immediately in the event of a major deficiency being identified.4