Information
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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
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Audit Number:
1.0 - Previous inspection
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1.1 - Has an inspection been completed previously?
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1.2 - When did the last review occur?
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1.3 - Has the last inspection been reviewed?
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1.4 - Have outstanding actions been sufficiently closed?
2.0 - Fire Prevention
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2.1 - Evacuation plan displayed and understood by all employees? (Ask team members)
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2.2 - Evacuation training and first response training records are maintained and were available for inspection.
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2.3 - A fire drill is conducted annually?
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2.4 - Extinguishers in place and the correct type, serviced and not obstructed
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2.5 - Adequate exit signage is present for fire exits?
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2.6 - Exit doors easily opened from inside?
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2.7 - Exits clear of obstructions?
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2.8 - Fire alarm system functioning correctly?
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2.9 - Emergency exit lighting operable?
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2.10 - Assembly points identified?
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2.11 - External walkways to assembly points suitable?
3.0 - General Documentation and signage.
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3.1 - Is there an Operations Manual?
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3.2 - Is there a sign in and sign out procedure for visitors?
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3.2a - Has the correct visitor procedure been followed?
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3.3 - Is the fire and evacuation plan meeting requirements of the Regulation?
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3.4 - Are the Health & Safety policies and procedures documented and available to workers?
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3.5 - All health and safety signs in place?
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3.6 - Is H&S being communicated effectively?
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3.7 - Health and Safety notice board up to date?
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3.8 - Is there an incident register in place?
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3.9 - Are incident report forms being completed and stored securely?
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3.10 - Are incidents being investigated and outcomes recorded?
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3.11 - Are near misses also being reported?
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3.12 - Are near miss reports being acted upon?
Shop
4.0 - Shop Front - External
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Please take photo of shop front for reference
Signage
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4.1 - Are shop front signs correctly displayed?
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4.2 - Are shop front signs in good condition?
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4.3 - Is there an OPEN sign and is it correctly displayed?
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4.4 - Are all necessary signs property displayed?
Entrance
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4.5 - Are footpaths in good condition?
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4.6 - Are the front windows clean?
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4.7 - Are the front windows free of damage/cracks?
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4.8 - Is there a safety decal present on windows and glass doors and, if so, is it in good condition?
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4.9 - Is the shop entrance clean and neat?
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4.10 - External displays safe and controlled?
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4.11 - Is the window display neat and tidy and in good condition?
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4.12 - Porch and verandah areas in good condition?
Security
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4.13 - Are front door locks working correctly?
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4.14 - Are roller shutters operational?
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4.15 - Is the security gate operational?
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4.16 - Does the shop front have an alarm and/ or surveillance system?
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4.16a - Is the alarm system operational?
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4.16b - Is the alarm light clean and easily visible?
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4.16c - Are surveillance cameras in good working condition?
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4.16d - Are surveillance cameras obstructed by anything? i.e. Signage, banners, etc
5.0 - Front of House
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Please take photos of shop for reference
Shop
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5.1 - The over all impression as you enter is neat and clean?
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5.2 - Floor surfaces in good condition?
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5.3 - The entrance is clear of trip hazards?
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5.4 - Is the shop clear of clutter/boxes?
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5.5 - Are all lights inside operational?
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5.6 - Emergency exits are clearly marked?
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5.7 - There is a proper level of music and lighting for the time of day?
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5.8 - Temperature is suitable for workers and customers?
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5.9 - Are customer toilet facilities clean and tidy?
Counter - From a customer's point of view.
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5.10 - Are all counter tops clean and neat?
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5.11 - Is the area around computer/ cash register tidy and free of excessive electrical cords?
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5.12 - The floor behind the counter is clear of boxes and other clutter?
Counter - From a worker's point of view.
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5.13 - Are all counter tops clean and neat?
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5.14 - Are all shelves are clean and tidy?
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5.15 - The floor behind the counter is clear of boxes and other clutter?
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5.16 - Is all computer equipment organised according to specifications?
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5.17 - Are all electrical cords neatly bundled together and safe?
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5.18 - Is all paperwork filed neatly is designated area?
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5.19 - Is the counter area free from excess or damaged stock?
Stock and Merchandising
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5.20 - The stock levels of products are sufficient (i.e. not too small and not too great).
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5.21 - Is display equipment suitable and safe for use?
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5.22 - Pricing displayed on products is easy to see and accurate.
Security
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5.23 - Are all doors and windows in good repair?
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5.24 - Is the till/ cash register managed in a secure manner?
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5.25 - Is it possible for the till/ cash register to be accessed by customers?
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5.26 - Is the float in the till/ cash register correct?
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5.27 - Is the till/ cash register in good view of security cameras?
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5.28 - Is the video surveillance system checked daily and tapes checked?
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5.29 - Are all specific security measures in working order? (i.e. Anti-theft tags and sensors, etc)
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5.30 - Are restricted access doors locked or secure?
6.0 - Back of House
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Please take photos of back of house for reference.
Storage
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6.1 - Materials stored in racks and bins wherever possible?
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6.2 - Storage designed to minimise lifting problems?
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6.3 - Is storage at height being limited?
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6.4 - Floors around racking clear of rubbish and excess stock?
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6.5 - Floor surfaces in good condition?
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6.6 - Is shelving and racking in good condition?
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6.7 - Are storage boxes stacked safely?
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6.8 - Are any void areas unavailable and not being used?
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6.9 - Waste management is suitable?
Sorting Rooms
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6.10 - The work room has been set up with safety of workers in mind?
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6.11 - Mechanical aids have been installed to reduce the need for bending and twisting?
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6.12 - Fatigue mats have been placed around sorting tables?
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6.13 - Are trolley's in a safe condition?
Staff Rooms
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6.14 - Staff areas maintained to an appropriate standard?
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6.15 - All food areas neat and tidy?
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6.16 - Is a secure space provided for worker's personal effects?
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6.17 - Are staff toilet facilities clean and tidy?
7.0 - Electrical Safety
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7.1 - All electrical equipment maintained and in good working order?
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7.2 - Are fixed electrical installation adequate and in good working order?
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7.3 - Double adaptors are not being used.
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7.4 - Powerboards are not being piggybacked to other boards.
8.0 - First Aid Facilities
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8.1 - Are boxes and contents clean and maintained?
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8.2 - First aider available during working hours?
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8.3 - First Aider list up to date?
9.0 - Stock Management
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9.1 - Are all donations received at the store?
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9.2 - Is there a procedure in place for the safe sorting of donations?
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9.3 - Is the donation delivery area in good condition?
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9.4 - Is there appropriate PPE available and being worn?
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9.5 - Are relevant team members trained in the safe sorting of donations?
10.0 - Team Members and Training
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10.1 - Is there a training matrix for workers?
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10.2 - Food handling (safety and hygiene)?
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10.3 - Fire and evacuation procedures?
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10.4 - Sorting of stock procedures?
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10.5 - Safe movement of stock?
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10.5 - Manual Handling?
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10.6 - Working at height?
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10.7 - Opening and closing procedures?
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10.8 - Cash handling procedures (including the operation of the till)?
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10.9 - Customer service training?
11.0 - Machinery and equipment
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11.1 - Is access to all plant rooms restricted to authorised workers?
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11.2 - Safe access is available to roof and external plant rooms?
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11.3 - Are Ladders maintained and kept in a serviceable condition?
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11.4 - Are platform hoists / dock levellers maintained and kept in a serviceable condition?
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11.5 - Is Manual Handling Equipment in good working condition?
12.0 - General comments.
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12.1 - Any general comments or actions outside of the scope of the audit.
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Observations
Point
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Comment or action
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Add media
Sign Off
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On site representative
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Auditor's signature
Operations Manual
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Is there an operations manual?
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It is a useful practice to provide a written set of guidelines for how your Op Shop is to be managed. Procedures are a good
resource for new volunteers, when leadership changes and to provide an overview to the Opportunity Shop Network.
You may consider having procedures dealing with the following:
Opportunity Shop Operating Procedures
Store Opening hours
Opening and closing procedures
Emergency Contact numbers
Sorting of goods
Goods not to be sold
Pricing
Reserving goods and purchasing
Controlling stock
Sale of goods by commission
Delivery of large items into stores
In-house purchases
Cash handling and petty cash
Banking
Shoplifting
Security
First Aid
Occupational health and safety. -
1.1 - Does it include store opening hours?
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1.2 - Does it include opening and closing procedures?
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1.3 - Does it include emergency contact numbers?
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1.4 - Does it include sorting of goods?
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1.5 - Does it include information on suitable products or goods not to be sold?
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The following items should not be sold by the Op Shop as they may be unsafe - thereby making the shop liable for any injuries, or have difficulty meeting the appropriate re-sale health and other regulations:
• Cots – children or baby
• Mattresses
• Electrical Goods of any description (unless in new or original packaging AND covered by the manufacturer's warranty)
• Helmets – cyclists or motor cyclists
• Baby capsules
• Car booster seats
• Prams and Strollers (Government Legislation)
In addition items with content that is contrary to the views of the congregation or organisation should not be made available for sale (i.e. shirts with inappropriate slogans, R rated movies etc.). -
1.6 - Does it include information on pricing?
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1.7 - Does it include information on reserving goods and purchases?
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1.8 - Is there information around stock control?
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1.9 - Is there information on the sale of goods for commission?
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1.10 - Is there information around the delivery of large items or donations to the store?
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Some Op Shops sell furniture and other large items. It is important to be clear about how donations like these are handled safely. Procedures should be developed such as those below to ensure delivery and moving of items is done safely.
When unloading large items into the store there are steps that need to be taken to ensure the safety of all workers, volunteers and customers. These steps need to be followed to minimise the risk of injury:
• Ensure that the path you intend to take is clear of hazards
• Ensure all staff are aware of your presence and the need to stay out of the way
• Inspect the area where you intend to place the item to ensure adequate room
• Make sure customers are aware and out of the way
• Have a clear understanding with your coworker on the way you intend to move the item
• Make use of any tools provided
• Repeatedly converse with your coworker to ensure the process is going to plan
• Once the item is in place, check with the manager that they are satisfied with the position
• If you feel that an item cannot be moved safely, inform your manager immediately and together make
alternative arrangements. -
1.11 - Does the manual include procedures for "in-house" purchases?
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It is important to be clear about the way in which staff and volunteers can use the services of the Op Shop to avoid misunderstanding and even misappropriation. Here are some examples of guidelines dealing with the issue of items purchased by staff and volunteers from the Op Shop.
Staff members and volunteers can purchase goods from their store. A record needs to be kept in store for all staff and volunteer purchases. A receipt book must be allocated at each store for recording all in-house purchases. The manager must be notified of the sale and where possible a copy of the till receipt is to be kept in the receipt book. -
1.12 - Is there any information on cash handling and petty cash procedures?
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1.13 - Is there a section on banking?
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1.14 - Is there information on how to handle shoplifting?
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1.15 - Does it address security?
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1.16 - Is there a first aid procedure?
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1.17 - Is there a work health and safety section?
