Audit of Health and Safety Systems and Records

Accident records

Health and safety in Employment act 1992

Child, youth and their family act 1989 This act required that children have to be protected in Part 1

General objects, principles, and duties and Part 2

Care and protection of children and young persons

Training record

Health and safety in Employment act1992

Child, youth and their family act 1989

This act required that children have to be protected in Part 1

General objects, principles, and duties and Part 2

Care and protection of children and young persons

Policy and procedure — Building

And Fire evacuation

Building legislation 1992

The clause C2 of building code in this legislation that issued prevention of fire occurring which means all the fire equipment must be installed in the building.

Building Act 2004

In this Act of subpart 2, ection 16, it is clearly explain the purpose of building code which about building’s functional requirement and performance criteria must comply in their intended use.

Fire safety and evacuation of building legislation 2006

Part 1, section 6. Owner of building must provide evacuation procedure in place for the safe and efficient evacuation of the building’s occupants in the event of a fire emergency requiring evacuation. Part 2, section 21 which is clearly issue the evacuation scheme for new building. in the section Applications for approval of evacuation scheme for new building

Policy and procedure — Smoke free environment

smoke-free environment act 1990

In Part 1, section 4, which provide the purpose of this act which to prevent the effect of people’s smoking on the health of people in workplace.

Section 5, which provide the issue about employer must take practicable steps to ensure there are not smokers at any time in the workplace.

Health and Safety

Standards and Legislation requirement

Have they been met? (No, partly, mostly, fully)

Accident record

Not met Health and safety in Employment act 1992

Accident form did not set up.

There is not any industrial standard to require this form, however, Health and safety in Employment act 1992 and

Child, youth and their family act required the children and youth must be protect in the risk

Legislation requirement that the risk register must be keep by organization.

Training record

Not met their industry guideline Safe Practice Guidelines for Youth Mentoring Programmes

and standard, International Standards for Mentoring Programme in employment it also does not meet Health and safety in Employment act 1992.

There is no training record provided in the organisation to meet standard and legislation.

However, the industry standard and programme guide and child, youth and their family act required the training mentor have record and register. The legislation required that all employee have to be train in their workplace.

Standard

Met

The organisation standard with met the main industry standard International Standards for Mentoring Programme in employment and guidelines Safe Practice Guidelines for Youth Mentoring Programmes

has been written down in the Employment contract, but there is not in formal written document of standard.

Policy and procedure

Partly met

The clear policy and procedure is written done in the Youth Mentoring Policy and Procedure Manuals which met their industry standard International Standards for Mentoring Programme in employment and guidelines.

Safe Practice Guidelines for Youth Mentoring Programmes

However, their policy and procedure about build and fire evacuation scheme, and smoke-free environment is not provided.

However, according the Fire safety and evacuation of building legislation 2006 , which require that must to be developed.

This policy and procedure does not provide the smoke-free environment which is not met the smoke-free environment act 1990

Job descriptions

Met

The organisation provide their main programme clear job descriptions which meet their industry standard International Standards for Mentoring Programme in employment and guidelines Safe Practice Guidelines for Youth Mentoring Programmes

and also legislation require the employee must have their job descriptions.

Health and safety system

Degree of compliance

Assessment of risk

Accident record

Not compliant – the industry standard and guideline, and also not compliant the legislation.

The legislation required the organisation must keep and register the accident and near missed record.

It is high risk because there is no keeping accident record, there is not any information to prevent the risk happened.

Training record

Not compliant — the industry standard and guideline require the quality and professional train have to be met and record and register.

It is high risk due to it may cause children risks which is the main programme work on the organisation.

In addition, the employee also have risk due to without aware OH&S.

Standard

Very conformity with their industry standard which has been written down in the Employment contract.

Not applicable

Policy and procedure

Very compliant with their industry standard and guidelines requirement.

Not compliant with the fire safety and evacuation of building legislation 2006 requirement

High risk will be in the building of fire evacuation scheme

Job descriptions

Very compliant with their industry standard and guidelines

Not applicable

Inventories

Very compliant with their industry guidelines

Medium risk of the lack of fire sprinkler system.

Health and safety systems

Degree of compliance

Assessment

Cost-benefit analysis

Accident record

Not compliant – the industry standard and guideline, and also not compliant the legislation.

The legislation required the organisation must keep and register the accident and near missed record.

It is high risk because there is no keeping accident record, there is not any information to prevent the risk happened.

Especially, the organisation provide the programme which focus to youth.

Cost of training, cost of lower compliance requirement.

Benefit is to meet the legislation and quality of service provide in the future.

Training record

Not compliant — the industry standard and guideline require the quality and professional train have to be met and record and register.

It is high risk due to it may cause children risks which is the main programme work on the organisation.

In addition, the employee also have risk due to without aware OH&S.

Cost of re-training and cost of quality performance of the programme.

Cost of the trust between mentor and mentee.

Benefit is performance high quality activities and mentoring process.

Benefit to build up good relationship with mentor and mentee.

Standard

Very conformity with their industry standard and health and safety act 1992 in employment which has been written down in the Employment contract.

Not applicable

Not applicable

Policy and procedure

Very compliant with their industry standard and guidelines requirement.

Not compliant with the fire safety and evacuation of building legislation 2006 requirement

Medium risk will be in the building of fire evacuation scheme

Cost of time to redo policy and procedure.

Cost lower compliant with legislation requirement

Benefit is increased level of compliant with legislation.

Benefit of complete written down and formal policy and procedure.

Inventories

Very compliant with their industry guidelines

Not applicable

Not applicable

Cost of corrective action

Benefit of corrective action

Cost of time to redo the document

Cost of time to training people

Cost of money to spend on training and time

Cost of people who increased workload

Cost of time spend for overall

Cost of medication levy

Gain to increased the quality of workplace

Gain to have goodwill

Gain to have trust between organisation and employee and other relevant people.

Gain to achieve all the standards and legislations

Gain to achieve high level of Health and safety organisation

Size and location of the workplace

Financial viability of the organisation

• This is a small to medium organisation
• The location in the wide range of new development area.

• Seeking funding support for the programme and also for salary payment of the organisation.

Existing management systems

Commitment to ISO or other quality management

• The organisation just start their main programme of Youth Mentoring.
• Currently, they update their programme policy and procedure manuals and recruit mentor to join the programme
• The CEO and co-director are the qualify of caregiver register in CYFs.
• They have fully knowledge, idea and experience to manage the programme and organisation.

All the management of the organisation is follow their industry standard of International Standards for Mentoring Programme in employment , Safe Practice Guidelines for Youth Mentoring Programmes and Guide to Effective Practice in Youth Mentoring New Zealand requirement.

Development overall strategies

Corrective action

Set up the Accident/incident form and Accident and near missed record.

• Set up this in the organisation policy and procedure
• Nominate two employee to take responsibility to keep the record
• Internal training all employee and relevant programme staff to know how to fill the accident and incident form.
• Basic, there are two people need to sign this form.

Overall Training strategies

1. Training all staff of Health and safety system
2. Training all staff and mentors about first aid skills.
3. Educate all the standard and legislation requirement and be aware the risks and register risks.

• Indoor training mentor due to their financial status.
• Some particular mentor such as relate to provide particular sport or activities need to be qualified training and register.
• Recruit more high quality of knowledge and experience for each department and programme of the organisation.

Standards development

• Develop separately of organisation standard and youth mentoring programme standard.

Policy and procedure development

• Develop separately of organisation policy and procedure and youth mentoring programme standard.
• Clear written down and file individually
• Consider all possible situation and environment risks to prevent and protect employee and customers in the workplace.
• Employer take responsibility to take care employee health and safety, provide smoke-free environment.