Labour user audit for Seasonal worker scheme placement.

• Site conducted

  Select

• Labour user audit for Seasonal scheme worker placement .

• Labour User Business Name

Overview

• Site Address

• Location
  Address

Labour Requirement

• Provide a brief description of the assignment(s), including roles required and work to be completed

• Type of work carried out by Labour User

• What is the peak labour requirement?

• Number of Pilot Scheme workers ordered?

• Provide the start and end date of the assignment(s)

• Provide details of the work / shift patterns, including daily hours, weekly hours, shift patterns and rest (during shift, between shift and weekly)

• How are work plans / shift patterns communicated to workers? (I.e start times, teams, types of work, location etc)

Accommodation

• Does the site provide accommodation for the workers?

  Yes

  No

  N/A

• Please note that if your accommodation is to be utilised we will need to undertake an accommodation audit. If this has not been arranged please arrange a time and date now

• How many bed spaces are offered

Health & Safety Review

Fire Safety

• Has a site risk assessment been completed in relation to Fire by a suitably trained and competent person or qualified assessor?

  Yes

  No

  N/A

• Is there documented evidence of required actions being completed, and is the assessment reviewed on a scheduled basis?

  Yes

  No

  N/A

• Does the site have suitable means in place for detecting a fire and raising the alarm for a fire or emergency?

  Yes

  No

  N/A

• Does the site have suitable equipment in place for fighting a fire?(fire blankets, appropriate extinguishers)

  Yes

  No

  N/A

• Is this in line with the requirements detailed in the risk assessment?

  Yes

  No

  N/A

• Are all fire fighting provisions suitably maintained, inspected and serviced (externally) as required?

  Yes

  No

  N/A

• Are the fire fighting provisions suitably signed?

  Yes

  No

  N/A

• Are workers provided with information and training on fire safety provisions?

  Yes

  No

  N/A

• How is the information and training delivered including updates should changes occur?

• Does the site have fire marshall (or similar) trained staff covering all shifts?

  Yes

  No

  N/A

• Are evacuation procedures provided and on display?

  Yes

  No

  N/A

• Are fire/emergency drills carried out with the outcome recorded?

  Yes

  No

  N/A

• How often are drills carried out?

• Is emergency lighting required as part of the risk assessment?

  Yes

  No

  N/A

• What emergency lighting checks are completed?

• What routine fire safety checks are completed?

  Select Weekly/routine documented fire alarm/means of raising alarm check Weekly/routine documented smoke/heat detection means of raising alarm check Routine recorded fire equipment check Escape route 'free from obstruction' recorded check No checks in place

  • Weekly/routine documented fire alarm/means of raising alarm check
  • Weekly/routine documented smoke/heat detection means of raising alarm check
  • Routine recorded fire equipment check
  • Escape route 'free from obstruction' recorded check
  • No checks in place

• Are the checks for above documented?

  Yes

  No

  N/A

• Are fire exits and escape routes free from obstruction and suitably signed?

  Yes

  No

  N/A

• Is smoking prohibited inside buildings with designated external smoking areas provided with suitable cigarette extinguishing facility?

  Yes

  No

  N/A

First Aid and Accident reporting

• Has the requirement of First Aid needs been risk assessed with any actions addressed?

  Yes

  No

  N/A

• Is there a designated member of staff responsible for first aid arrangements?

  Yes

  No

  N/A

• Are there designated first aider(s) for the site?

  Yes

  No

  N/A

• Are the designated first aider(s) suitably trained?

  Yes

  No

  N/A

• Provide information on the training e.g. Emergency First Aid at Work, First Aid at Work

  Select Emergency First Aid at work training First aid at work training No first aid trained staff Other

  • Emergency First Aid at work training
  • First aid at work training
  • No first aid trained staff
  • Other

• Is first aid equipment provided and replaced when used as required?

  Yes

  No

  N/A

• Types of first aid equipment provided?

  Select Fully stocked first aid kits Restocked/Replenished as used by first aid trained staff No or inadequate First aid provisions available for number of staff on site

  • Fully stocked first aid kits
  • Restocked/Replenished as used by first aid trained staff
  • No or inadequate First aid provisions available for number of staff on site

• Provide details on how occupants are provided with information on first aid facilities, first aiders and equipment

  Select Induction Worker Handbook Specific training No details provided

  • Induction
  • Worker Handbook
  • Specific training
  • No details provided

• Provide details on how incidents, near misses and accidents are reported

  Select Induction Worker Handbook Specific training No details provided

  • Induction
  • Worker Handbook
  • Specific training
  • No details provided

PPE

• Detail any PPE requirements (if any)

• Are workers charged for PPE provision?

  Yes

  No

  N/A

• Are workers charged for replacement PPE that is lost, or damaged through willful or negligent action?

  Yes

  No

  N/A

• Explain

General Welfare

• Rate facilities for workers to take breaks?

  Good

  Fair

  Poor

  N/A

• Rate toilet and handwash facilities in place (including hot and cold running water?)

  Good

  Fair

  Poor

  N/A

• Rate canteen or similar areas in place, for workers to eat food

  Good

  Fair

  Poor

  N/A

• Rate supply of potable water, for workers to drink

  Good

  Fair

  Poor

  N/A

• Are risk assessments suitably completed for pregnant workers?

  Yes

  No

  N/A

• If night workers are utiltised, are they provided with health assessments?

  Yes

  No

  N/A

• If young workers are utilised (between 16-18 years of age), is there a suitable young persons risk assessment in place?

  Yes

  No

  N/A

Health & Safety Management

• Does the site have a Health & Safety Policy?

  Yes

  No

  N/A

• Is it clearly on display, signed by a director, in date, outlines commitments/arrangements/responsibilities, publicly available

  Yes

  No

  N/A

• Does the site have documented risk assessments (including evidence of action taken) covering all the work completed?

  Yes

  No

  N/A

• Were the risk assessments made available for inspection?

  Yes

  No

  N/A

• Please describe which risk assessments are in place (in relation to potential job roles that pilot scheme workers may undertake)

• Are new workers provided with an induction covering general health & safety procedures?

  Yes

  No

  N/A

• Are all workers provided with information and training on health & safety arrangements as it affects their individual job role?

  Yes

  No

  N/A

• Are new workers paid for this induction at a rate that meets or the time?

  Yes

  No

  N/A

• Are all workers provided with information to updates or changes

• Is relevant H&S, Fire, Welfare information translated into workers own language or experienced translator used?

Ethical Review

Basic Procedures

• Is the site suitably insured?

  Yes

  No

  N/A

• Does the site have a suitable equalities policy in place?

  Yes

  No

  N/A

• Does the site have a suitable anti-bullying policy in place?

  Yes

  No

  N/A

• Does the site have suitable policies and procedures in place for the recruitment and ongoing management of workers?

  Yes

  No

  N/A

• Are 'right to work' checks carried out by the site? (Explain system used and add 10 examples of passport and visa)

  Yes

  No

  N/A

• Does the company use advertising for jobs to local workforce? i.e local job centre advertising, find a job website, vacancies on own website etc

• Does the site have suitable policies in place for the prevention of modern slavery / labour exploitation in place (including a modern slavery statement if legally required)?

  Yes

  No

  N/A

• Describe checks the Labour User carries out

  Select Own Bank account check Excessive Occupancy in accommodation check Next of Kin check Contact details Work history check Recruitment fee check Worker interviews Worker survey Training (internal or external) None completed

  • Own Bank account check
  • Excessive Occupancy in accommodation check
  • Next of Kin check
  • Contact details
  • Work history check
  • Recruitment fee check
  • Worker interviews
  • Worker survey
  • Training (internal or external)
  • None completed

• Does the site have suitable anti-bribery policies in place?

  Yes

  No

  N/A

• Does the site have suitable data protection policies in place?

  Yes

  No

  N/A

• Provide information on how worker's rights as data subjects are communicated to them

Training

• Are all Management (senior level) suitably trained basic management / HR responsibilities/ Procedures/Policies as it affects their roles?

  Yes

  No

  N/A

• Are all supervisors suitable trained (including documented evidence of training ) on policies, procedures and basic management / HR responsibilities as it affects their roles?

  Yes

  No

  N/A

• Are all workers suitably trained on policies, procedures and general workplace responsibilities as it affects their roles?

  Yes

  No

  N/A

Continuous Improvement

• Is the site externally audited to a credible scheme?

  Yes

  No

  N/A

• Provide details on the scheme/audit body/standards

• Does the site perform internal audits?

  Yes

  No

  N/A

• Is there evidence of corrective actions being completed and followed up on?

  Yes

  No

  N/A

• Is there evidence of longer term strategy in place to improve workplace facilities and general worker welfare?

  Yes

  No

  N/A

• Provide details on what bodies or codes the site is signed up to

Worker Welfare

• Does the site operate a credible complaints mechanism?

  Yes

  No

  N/A

• Provide details on the how the workers are provided with information ways to raise a complaint

• Does the site keep suitable records of complaints and outcomes?

  Yes

  No

  N/A

• Does the site operate an external complaints mechanism?

  Yes

  No

  N/A

Labour Provision

• Does the site currently use direct or agency labour?

  Yes

  No

  N/A

• Is a written Service Level Agreement and Terms of Business in place between the site and Labour Provider? (Evidence required)

  Select Yes No Thought to be in place but not evidenced

  • Yes
  • No
  • Thought to be in place but not evidenced

• Does the site carry out audits on their labour providers?

  Yes

  No

  N/A

• Is there evidence of corrective actions being completed and followed up on?

  Yes

  No

  N/A

• How often does the site carry out audits on their agency labour providers?

• Does the site carry out service level review meetings within their agency labour providers?

  Yes

  No

  N/A

• Provide information on the service level review meetings

Work Conditions

Pay and Benefits

• Are all pay rates equivalent to the current National Minimum or National Living Wage in force at the time?

  Yes

  No

  N/A

• Current rate paid per hour

• How are workers wages paid to theirs personal accounts? if not explain how?

  Yes

  No

  N/A

• Does the site have suitable provisions in place to ensure the payment of statutory benefits, such as SSP, SMP, SPP

  Yes

  No

  N/A

• Does the site operate a credible pension scheme in line with legislative requirements?

  Yes

  No

  N/A

• Name of pension provider

• How does the site ensure that they calculate and pay holiday entitlement correctly?

• How does the site ensure it is communicated to all workers including how to apply for holiday?

• Is the notice period for holidays required to be taken by the employer, within the required government guidelines?

  Yes

  No

  N/A

• Are all workers provided with a payslip detailing gross pay, net pay and any applicable deductions?

  Yes

  No

  N/A

• Does the site offer workers a cash advance or loan and how is this managed ?

• Where a savings scheme is operated for use by workers, is this in accordance with national law, clearly optional, with written consent and workers have full access at all times ?

Working Hours

• Is there a process in place to monitor working hours?

  Yes

  No

  N/A

• Provide details on monitoring process

• Are workers given a Contract of Employment (Terms and Conditions) prior to starting work meeting all legal requirements

  Yes

  No

  N/A

• Does the Contract include guarantee of minimum hours offered per week?

  Yes

  No

  N/A

• What languages are the Contract of Employment/Terms translated into?

• Where a worker committee or worker union is available, are workers free to join?

• Do all working hours comply with the Working Time Regulations?

  Yes

  No

  N/A

• Are workers provided with the option to freely choose between opt in and out of the working week limit?

• Are workers allowed to take rest breaks (daily, between shifts and weekly rest) in line with the law?

  Yes

  No

  N/A

• Is all overtime voluntary?

  Yes

  No

  N/A

• Is overtime payable at an enhanced rate, at least 125% of basic rate?

  Select Yes No N/a N/a - not required under NMW legislation

  • Yes
  • No
  • N/a
  • N/a - not required under NMW legislation

Transport

• Is worker transport provided for workers including out of normal working hours?

  Yes

  No

  N/A

• Describe means of transport in use

• Are there any associated charges to workers for arranged transport to and from work?

  Yes

  No

  N/A

• Please explain how this is operated in line with legal requirements

• If transport is used onsite to transfer workers around site or for external excursions, is it fit for purpose? (MOT, Tax, Insurance in place)

  Yes

  No

  N/A

• Are regular safety checks / servicing carried out on transport vehicles?

  Yes

  No

  N/A

• Does the site ensure drivers are suitably trained and hold correct licences to operate vehicles used to transport workers? (e.g correct lines, drivers tests etc)

  Yes

  No

  N/A

Additional actions

• Add any additional actions to be completed

ADD General Comment

• Overall Assessment - Provide your overall assessment out of 10 for the sections below. This is a subjective score and should take into consideration how well the personel were able to answer questions, timeliness of being able to produce

• Overall Score for Health & Safety

From 0 to 10

• Overall Score for Ethics

From 0 to 10

• Overall score for availability of documentation

From 0 to 10

• Overall Score for Working Conditions

Audit sign off

• Sign Off - Please ensure that at least the lead Labour User representative signs off

• Labour User Representative:

• Labour User Representative:

• Labour User Representative:

• Auditor's Signature

  Sign

• Lead Auditor review (as required)

  Sign

• Private & Confidential