Information
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
32.1 - EMPLOYMENT AGENCY (BASE)
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The agency policies, procedures and activities must meet the legal requirements in the operating country
32.1.1 - EMPLOYMENT AGENCY UK ONLY (BASE)
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UK agencies must have a GLA license (licence number provided)
32.1.2 - EMPLOYMENT AGENCY UK ONLY (ASPIRATIONAL)
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Site is registered on the government gateway website for the Active Checks service, so that they are informed immediately if the agency's licence is revoked
32.1.3 - EMPLOYMENT AGENCY (ASPIRATIONAL)
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The agency is a member of a recognised trade body (in the country in which it is operating)
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The agency complies with a best practise protocol
32.2 - EMPLOYMENT AGENCY (BASE)
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The site must demonstrate they have procedures in place to demonstrate that they manage employment agencies
32.2.1 - EMPLOYMENT AGENCY (ASPIRATIONAL)
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Employment agency workers are not used in high care / risk areas
32.3 - AGENCY CONTRACT (BASE)
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A contract between agency and site must be documented and signed by both parties
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The contract must be reviewed regularly and include reference to expectations on minimum wage and working hours etc.
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In the UK the site must pay at least the GLA minimum charge rate as listed on www.gla.gov.uk
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In addition to the contract a 'service level agreement' outlines standards and processes for the supply of labour including;
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Training
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Health and safety management
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Accident and injury reporting
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Checking right to work
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Monitoring of working hours
32.4 - AUDITS (BASE)
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The agency must have been approved by a competent auditor from or on behalf of site prior to commencing supply of personnel to site
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Once approved, further audits must be completed to ensure compliance, both at the agency Site and through questioning of personnel
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Agency audits must be completed by Site minimum of twice per year
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Timescales and corrective actions must be agreed by both parties
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The completion of corrective actions within agreed timescales must be verified
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Auditors have a good understanding of employment law and experience of auditing personal records
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Audits include a review of payslips and tax and national insurance payments
32.5 - AUDITS (BASE)
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The agency must conduct face to face interviews with potential employees - this must include;
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Employment history (previous assignments)
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Literacy
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Ability to understand the local language and communicate
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Confirming legality to work at the site
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Confirmation of any disability
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Records must be kept to confirm interview details, including date and name of interviewer
32.6 - MEDICAL SCREENING (BASE)
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Agency personnel must complete and sign a medical screening questionnaire and food handlers agreement
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Agreement must require personnel to report certain medical conditions they have suffered from while away from Site.
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Screening must confirm that hearing and eyesight are good where this is important for their job
32.7 - EMPLOYMENT AGENCY (BASE)
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Site and agency must beable to identify the individual agency personnel that are on site at anytime
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The site and agency must be able to identify what job each agency employee is doing in any one day
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Names and numbers of workers on Site at any one time are kept for fire evacuation purposes
32.8 - EMPLOYMENT AGENCY (BASE)
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Site must be responsible for fully briefing agencies on the site standards regarding;
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Factory Hygiene
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Product safety
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Personal hygiene rules
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Disciplinary procedures
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Health and safety (standards and requirements)
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Health screening procedures
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In addition to any off site briefing, agency personnel must be given appropriate instructions and guidance at the site as soon as they arrive - including:
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Fire escape routes
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First aid locations
32.9 - EMPLOYMENT AGENCY (BASE)
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Agency personnel must be physically shown procedures relating to basic food safety by a trained site based individual - including;
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Hand washing
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Changing procedures
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Records must be kept to confirm that they have received and understood it.
32.10 - PERSONNEL FILES (BASE)
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The agency must hold a file for each employee which includes;
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Evidence of eligibility to work in the country
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Literacy information
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Training records
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A signed contractual agreement between the agency and operative
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A completed and signed food handlers agreement
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A signed medical screening questionnaire
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Recent photograph of the worker
32.11 - SUPERVISION (BASE)
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Agency personnel must be suitably trained for all work activities that they will carry out and supervised to an appropriate level
32.11.1 - SUPERVISION (ASPIRATIONAL)
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The number of agency personnel utilised before a site-based agency employed supervisor is required is agreed by the Site
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The ratio of agency personnel to Site based supervisors is documented, audited and the effectiveness challenged
32.12 - TRAINING (BASE)
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The agency must train their personnel using the same criteria as the site training
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Records must be signed off by the trainer and trainee
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Records must confirm that the employee has received and understood the training given
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Training material may be required in the employees' first language and the use of interpreters if necessary
32.13 - TRAINING (BASE)
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Agency personnel must not be operating in a job that could be potentially dangerous in the absence of suitable training and supervision e.g. CCP job.
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The Site must verify performance themselves and provide appropriate training - records must be retained
