QPCYWA Branch WHS Audit Tool 2016 v2.0

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

Physical Workplace Inspection

• Add media

  Media

Policies

• 1. Do we have a WHS Policy?

  Yes

  No (-50)

• 1.1 Is the policy located in an appropriate place? <br>Take a photo.

  yes

  no

• 1.2 Can the Branch Manager effectively identify the aims of the policy?<br>(Ask the Manager: What are the aims of the policy? Record Answers. Answers should include mention of safety as a priority, and evidence of this displayed in the inclusion of safety in team meetings, integration of safety in to club planning and financial and human resources allocated to safety)

  yes

  no

• 1.3 Can the Branch Manager show an understanding of safety responsibilities?<br>(Ask the Manager: What are safety responsibilities for management and staff? Evidence should show that jobs have been allocated to specific people)

  yes

  no

• 1.4 Do staff have access to the policy?<br>(Ask lower level staff if they know where the policy is located)

  yes

  no

• 2. Do you have a WHS Calendar?

  Yes

  No (-20)

• Ensure that WHS Calendar (or electronic version) is used to help implement and monitor safety management in the branch

• 2.1 Is it up to date, current and being followed? <br>(take a photo)

  yes

  no

Planning & Consultation Pt.I

• 3. How frequently do you have staff meetings?

  Weekly

  Monthly

  Fortnightly

  Quarterly

  Less than quarterly or not at all

• Please implement meetings at least quarterly, with safety included as the first section

• 4. Is safety included in staff meetings? <br>Sight minutes, diary, email, etc as evidence

  yes

  no

• Safety needs to be included in staff meetings

• 5. How many staff members do you have employed through the branch who are full time or equivalent?

• 5.1 Do you have a safety committee?

  Yes

  No (-20)

• 5.1.1 Is there evidence of committee meetings at least four times per year (meeting minutes)?

  yes

  no

• 5.1.2 Show evidence they have been appointed, (named in meeting minutes within the last 12 months)?

  yes

  no

• Can all of the following people identify the safety rep? (check boxes)

  yes

  no

• Branch Manager

• Staff Member 1

• Staff Member 2

• 5.2 Do you have an active Health & Safety Rep? (Active meaning that they are regularly completing safety tasks, and have specific time allocated to these tasks)

  Yes

  No (-30)

• Please contact the state WHS Advisor

• 5.2.1 Can you sight their certification file and is it current (within the last 12 mths)?

  yes

  no

• 5.2.2 Can the manager and lower level staff identify the safety rep?<br>Check this with at least 3 staff and tick the boxes below if these employees can identify the safety rep.

  yes

  no

• Manager

• Staff Member 1

• Staff Member 2

Planning & Consultation Pt.II

• 6. Is there evidence that the committee or HS Rep. is being consulted on safety matters? <br>e.g. Risk Assessments, Cleaning Checklist, Emergency Procedure Drills<br>

  Yes

  No

• Branch Manager must ensure that WHS reps are allocated time (as per the legislation) to complete WHS tasks.

• 7. Has an evacuation committee been established (wardens and first aiders)?

  Yes

  No (-80)

• 7.1 Has warden training been completed within the last 12 months?

  yes

  no

• 7.2 Has a Chief Warden been appointed?

  yes

  no

• Chief Warden Name

• 7.3 Have at least 2 x Fire Wardens been appointed?

  yes

  no

• Name 1

• 7.4 Is there evidence of bi-annual evacuation committee meeting with wardens?

  yes

  no

• Meetings with wardens must be held twice per year (after each fire drill) and after every real evacuation or lockdown event.

• Show minutes

• Please note: a meeting must also be held after every real evacuation and lockdown event

• 7.5 Have first aid officers been appointed?

  Yes

  No (-30)

• Indicate how many First Aides have been "appointed"

• 7.5.1 Is their training up-to-date? (sight evidence)

  yes

  no

• 7.5.2 Are there enough trained and appointed first aiders to cover all opening hours? (discuss requirements for First Aid staffing)

  yes

  no

• 7.5.3 Do you have anyone who works alone at the club, outside normal hours and are they first aid trained?

  Yes (0)

  No (0)

• 8. Does the Branch Manager have specific funds to manage safety within the branch annual budget?

  yes

  no

• Signage

• 9.1 Is all fire signage present and not obscured?

  yes

  no

• Ensure all fire signage has a 1m clearance on walls where displayed

• 9.2 Is all hazardous chemical signage displayed correctly?

  yes

  no

• Ensure all chemical cupboards/storage spaces are correctly signed and locked

• 9.3 Is there a “no smoking” sign displayed at all building entries?

  yes

  no

• Contact State WHS Advisor

Risk Management

• 10. Do you risk assess your activities? Show Evidence.

  Yes

  No (-40)

• 10.01 How many sport & rec. activities does the branch have?

• 10.1.1 Can you show risk assessments for the nominated number of activities? (Take Photos)

  Yes

  No (-20)

• 10.01.1.1 Are they all completed, signed off, reviewed in the last 12 months, and in the current format (from 3.1.1)?

  yes

  no

• 10.1 What other activities do you do? (Events and non-SAC excursions, dukes, cadets, BTC, etc)

• 10.1.1 Can you show risk assessments for the nominated activities? (Take Photos)

  Yes

  No (-20)

• 10.1.1.1 Are they all completed, signed off, reviewed in the last 12 months, and in their current format?

  yes

  no

• Ensure all activities have a risk assessment completed (form 3.1.1)

• 10.2. Does the Branch have identified Asbestos (ACM) on site?

  Yes (0)

  No (0)

• 10.2.1 Is there correct warning signage displayed?

  Yes (+20)

  No (-20)

• 10.2.2 Contractor ACM Register at the front counter

  Yes (+20)

  No (-20)

• 10.2.3 Asbestos Report available for contractors to view or on request?

  Yes (+20)

  No (-20)

• 11. Do you risk assess all new dangerous/hazardous equipment before it is purchased/on site (form 3.1.1)?

  Yes

  No

  NA

• All hazardous equipment needs to be risk assessed prior to purchase

• 12. Do you have risk assessments for manual handling tasks (form 3.1.1 and 8.5.1 )? <br>(Eg. Gym equipment, tables & chairs, maintenance, cleaning, manual handling of humans (eg coaching gymnastics or martial arts), ladders, etc)

  yes

  no

• All manual handling tasks for staff need to be Risk Assessed

• 13. Do you have risk assessments for maintenance equipment (form 3.1.1 and 8.6.1 )? <br>(Eg. Mowers, whipper snippers, and other petrol powered equipment?)

  Yes

  No

  NA

• Ensure all maintenance equipment is risk assessed and included on the maintenance schedule

• 14. Do you have risk assessments for maintenance activities (form 3.1.1)? <br>(Eg. Handyman tasks completed by paid staff or volunteers, including power tool use, etc)

  Yes

  No

  NA

• Ensure all maintenance activities are risk assessed

• 15. Can you show evidence of maintenance and manual handling Standard Operating Procedures (SOP)?

  Yes

  No (-20)

  NA

• Use risk assessment to develop SOPs

• 15.1 Have relevant staff been trained in these procedures? (Take Photos of SOP)

  yes

  no

• 16. Does the branch have a risk register?

  yes

  no

• Consult WHS rep or State WHS Advisor to discuss form 7.1.2

• Do you have any of the following at your branch? (multiple selections allowed)

  Select Smoking Noise Confined Spaces Working at Height Other

  • Smoking
  • Noise
  • Confined Spaces
  • Working at Height
  • Other

• 16.1 Have these issues been effectively risk assessed?(take photo of Risk Assessment)

  yes

  no

• Ensure these are managed correctly through risk assessment and Standard Operating Procedures

• 17. Do you have anyone who works alone at the club, outside normal working hours?

  NA

  Yes

• 18. Do you have a risk assessment and an effective management process in place to ensure their safety? (take photo of Risk Assessment)

  Yes

  No

  NA

• No staff are permitted to work alone/outside normal hours unless a risk assessment is completed - seek advice from the State WHS Advisor

• 19. Are monthly WHS inspections completed at the branch (form 7.5.1)? <br>(Sight evidence, take photos)

  yes

  no

• All WHS monthly inspections must be completed, actioned, and reported to the Branch Manager

• 20. Is all contractor documentation up-to-date? <br>(Induction completed, permit to work, SWMS, SOPs, and public liability and workers comp. all on file for each contractor)

  yes

  no

• 21. Are staff aware of the workstation arrangement guide (ergonomic setup)?<br>(Ask lower-level workers)

  Yes

  No

  NA

• Ensure staff are made aware of form 8.2.1

• Chemicals

• 22. Does the branch have a chemical register?<br>(Sight Document)

  yes

  no

• 1. Conduct internal chemical audit (create a list - this becomes your chemical register, form 8.4.2)

• 2. Decide chemical requirements (the chemicals you need for cleaning)

• 3. Eliminate unnecessary/old chemicals

• 4. Ensure all staff that purchase chemicals (cleaner) only purchase as per the amended list developed out of audit

• 5. Obtain up-to-date Safety Data Sheets (SDS) from supplier or website and maintain a copy in office and in the chemical cupboard/location

• 23. Are the SDS up-to-date (less than 5 years old and have Australian Supplier or Manufacturer)?

  yes

  no

• 24. Have the staff who use chemicals been trained in the use of SDS, including the location of the documents and how to use them?<br>(Sight Training Records)

  yes

  no

• Consult with WHS Rep/State WHS Advisor

• 25. Have you Risk Assessed the Chemicals and provided appropriate PPE to maintenance staff if necessary as per the SDS requirements?

  Yes

  No (-20)

  NA

• 25.1 Do you ensure that PPE is maintained and stored safely and correctly? (sight evidence)

  yes

  no

• PPE (gloves, mask, earplugs etc) must be stored hygienically

• Electrical

• 26. Do you have complete Residual Current Device (RCD) coverage over the entire Branch, and have the RCDs (in both switchboards and any portable units) been tested by a licenced Electrical Contractor in the last 12 months?

  Yes (0)

  No (0)

• 26.1 Have you tested and tagged every item on site, and created a record on Register 8.1.1? (Sight tagged equipment and register)

  yes

  no

• 26.1 Show Evidence (Sight Register 8.1.1 and/or tagged equipment)

  yes

  no

• Add media

  Media

• 27. Do you have “out of service” tags available for equipment?

  yes

  no

• Obtain from local hardware store and maintain at least five on site

• Plant & Equipment

• Do you have any of the following: (multiple selections allowed)

  Select Lifts Ride-on mowers Floor cleaner/polishers Winch-type external signage Any other hazardous plant

  • Lifts
  • Ride-on mowers
  • Floor cleaner/polishers
  • Winch-type external signage
  • Any other hazardous plant

• Please Specify

• 28.1 Are they on the register of plant (8.7.1) ? (sight register and take photo)

  yes

  no

• 28.2 Are they regularly maintained? (sight evidence of maintenance register)

  yes

  no

• Obtain and consult handbook from manufacturer/website and develop SOP for maintenance of plant/equipment

• 28.3 Are relevant staff trained in the use of the plant using form 8.6.1 (risk assessment of plant)? Must sight evidence of training and experience.

  yes

  no

• Use SOP and Risk Assessments to develop training information for relevant employees

• Vehicles

• 29. Are prestart checks completed on company vehicles each week and before every excursion? (sight records) (Form 8.6.1.2)

  yes

  no

• All PCYC vehicles must have prestart checks completed weekly, and prior to all excursions. Records must be maintained.

• Sharps

• 30. Do you have School Age Care Service in your Branch?

  Yes (0)

  No (0)

• 30.1 Are all knives secured in a locked space?

  Yes

  No (-20)

  NA

• Is the location where knives are stored included on the monthly inspections?

  yes

  no

• Lock spaces where knives are stored

• 31. Does the club use the grounds inspection form each week, including the search for sharps, broken glass, etc. (Form 7.5.2)

  yes

  no

• Complete weekly inspections using form 7.5.2

Training & Supervision

• 32. Have all staff, contractors, volunteers and coaches received a WHS Induction (Form 9.1.1)? <br>Sight Evidence and ensure currency

  yes

  no

• Complete inductions using form 9.1.1

• There is evidence on file of staff coaches': (multiple selections allowed)

  Select Appropriate qualifications for their activities + (Minimum Level 1 from the sport’s governing organisation) Current first Aid Qualifications including CPR NA

  • Appropriate qualifications for their activities + (Minimum Level 1 from the sport’s governing organisation)
  • Current first Aid Qualifications including CPR
  • NA

• Obtain copies of qualifications and experience and keep on file, or seek advice from state WHS adviser.

• 33. Have enough staff and coaches have been allocated to all activities to maintain suitable supervision ratios<br>(determined by risk assessment)

  yes

  no

• Complete risk assessment (form 3.1.1)

• 34. Occasional room hirers are provided with information on fire evacuation procedures and first aid? (sigh evidence of induction)

  yes

  no

• Show records of regular and casual room hiring. Ensure that on the next event, the room hirer completes and induction with branch staff member.

• 35. Fire warden helmets and jackets are on site? (sight evidence)

  yes

  no

• Obtain yellow velcro jackets, and red & white helmets from nearest hardware store.

• 36. Fire Warden Inspections are completed monthly, and all items of non-compliance are actioned? (Form 7.3.1.1)

  yes

  no

Reporting

• 37. Staff know how to report an incident? <br>Ask a two staff members to explain procedure

  yes

  no

• Staff Member 1

• Name

• Staff Member 2

• Name

• 38. Branch Manager understands investigation process within Incident reporting? <br>Ask manager, “who investigates an incident”. Answer: Most senior person on site that day.

  yes

  no

• Seek advice from State WHS Adviser

• 39. Is there evidence that the issues and corrective measures arising from a Incident Investigation have been communicated to staff? Minutes/notes of staff meetings, diary entries or email

  yes

  no

• Ensure that 7.2.1 incident forms are followed up to ensure that re-occurrence is minimized.

• 40. Have incidents and accidents been recorded using Form 7.2.1 and the daily log (Form 7.4.2) (and sent via email to state office)? (sight evidence)

  yes

  no

• Ensure that all 7.2.1 forms are scanned and emailed to admin

• 41. Is there evidence that the first aid kits have been checked every 3 months? (sight log or company receipts + WHS calendar item)

  Yes

  No (-20)

• Ensure that a first aid trained staff member is tasked with maintaining first aid kits

• 41.1 Who completes these checks? (sight evidence, that someone has been tasked with the job and completed task, sight evidence etc). Can a specific staff member be identified?

  yes

  no

• Name of staff member completing checks:

• 42. Do staff and managers know how to contact RTW Coordinators?<br>Ask both staff and managers

  yes

  no

• Ensure that all know the location of form 7.3.3

• 43. Are the names and contact numbers for RTW coordinators displayed on Form 7.3.3?

  yes

  no

• 44. Have you had any workers on WorkCover in the last 12 months? (sight evidence)

  Yes (0)

  No (0)

• 44.1 Did you contact them within 24 hours of going on WorkCover leave to check progress and how you can help?

  yes

  no

• Discussion about best practice for communication during WorkCover leave needed. Ensure that staff members on work cover are contacted within 24 hours.

• 44.2 Is any staff member on a RTW suitable duties plan?<br>(If yes, Show evidence <br>Talk to the person in question to verify information)<br>

  Yes (+10)

  No (0)

• Should they have been on a suitable duties plan?

  yes

  no

• Contact the RTW Coordinator

• 45. Does the Health & Safety Rep. prepare a regular report for the safety committee or branch manager?<br>Show Evidence (eg copy of report or item in meeting minutes)

  yes

  no

• Ensure HSR has sufficient time to complete required tasks

• 46. Is there a WHS file cabinet and is it used effectively?<br>Show evidence

  yes

  no

• Institute single location for storing records such as form 7, first aid qualifications, coach qualifications, fire drill evidence, warden training records, etc.