Legal Compliance Audit
WHO CAN DO AN AUDIT?
There are two ways to conduct a risk assessment. The first method is to train an employee to become your internal safety auditor. The second method is to appoint an external auditor to conduct safety audits.
Internal Auditor
Although it is good practice for organisations to have an internal auditor, we do however recommend that organisations make use of an external auditor at least once a year or every six months,
depending on the size and activities within the organisation.
External Auditor
The benefits of using an external Auditor: The person doing the internal audit might be experienced to do the audit, but often lack skills in proper documentation of the audit report.
We have legally compliant documentation and have the advantage of the use of a high-end electronic, cloud-based health and safety audit system. This does not only ensure a legally compliant report,
but ensures that all your audit reports are stored electronically. Reports will also only be accessible to authorised staff members, appointed by the 16.2 of your Company.
You can evaluate the effectiveness of your health and safety system against other organisations within your sector.
Clients (Principal Contractors) are more likely to do business with Companies/Contractors that have a proper system for external health and safety audits.
External auditors have experience in conducting health and safety audits within various industries.
External auditors can make unbiased and expert recommendations. An internal auditor may be biased and therefore organisations cannot depend on such reports.
External auditors know what the Department Of Labour expect from the audit report, because they have access to regularly updated from Department Of Labour.
Internal auditors often have little or no experience in conducting health and safety audits.
Internal audit reports are normally not accepted by either shareholders or tax authorities.
If the audit is not conducted by an experienced auditor, there could be a higher chance of slip-ups/mistakes not being detected.
Risk Assessment
WHO CAN DO A RISK ASSESSMENT?
There are two ways to conduct a risk assessment. The first method is to train an employee to become your risk assessor (Internal Risk Assessor). The second method is to appoint an External Risk Assessor
to conduct safety audits.
Internal Risk Assessor
Should you opt for the first method, we can train one of your employees in doing a risk assessment. The employee will receive a certificate, recognised by SAIOSH, who is the body recognised by SAQA
for health and safety in the industry. The benefit of having an internal risk assessor, is mostly because it is more cost effective. The downside is unfortunately that, when the trained employee resigns,
you will have to train a new staff member, which might end up costing you more in the long run. We recommend that, when you send an employee for this training, ensure that it is a fulltime,
loyal staff member, who has the capabilities to perform this duty. We have had many instances where trained staff members leave the Company to pursue other jobs, because of their newly acquired skill.
External Risk Assessor
The benefits of using an external Risk Assessor External risk assessors are normally health and safety consultants who have experience in conducting risk assessments
within various industries. External risk assessors or Health and safety consultants know what the Department Of Employment and Labour expects from the risk assessment report, because they have access
to regular updates from Department Of Employment and Labour and other industry professionals. If the risk assessment is not conducted by an experienced risk assessor, there could be a higher chance that
your risk assessment lacks certain information or your safety file is rejected by the Safety Officer/Safety Consultant in charge of a project (if you work on a Construction site).
The person doing the internal risk assessment might be experienced to do the risk assessment, but often lack skills in report writing. We have all necessary documentation and have the advantage
of high-end electronic health and safety systems.
Safety File Compilation
WHAT IS A SAFETY FILE?
The health and safety file is defined as a file appropriate to the characteristics of the project, containing relevant health and safety information to be taken into account during any subsequent project.
The Construction Regulations defines it as follows â âhealth and safety fileâ means a file, or other record containing the information in writing required by these Regulations;â
WHO MUST HAVE A SAFETY FILE?
Every contractor, principal, big or small must have a completed safety file for the construction site that they are working on. Even if you make use of subcontractors, you must have a site specific safety file.
The subcontractors must have their own safety files. The subcontractorâs employees are not your employees.
Subcontractors are entities on their own. They are neither covered by your Workmanâs Compensation or your Public Liability Insurance.
In Construction Regulation 7 (1)(b) it stipulates that a principal contractor and contractor must â âopen and keep on site a health and safety file, which must include all documentation required in terms of
the Act and these Regulations, which must be made available on request to an inspector, the client, the clientâs agent or a contractor; â¦â
WHO CAN COMPILE A SAFETY FILE?
Although not a requirement, we strongly recommend that a person who has prior knowledge and skills in terms of Health and Safety within your organizational structure be used to compile the safety file.
We have competent health and safety consultants who compile safety files on a regular basis at affordable rates. If, however you decide to compile the file yourself, we recommend that you send the
employee tasked with this responsibility for the âCompiling a Safety Fileâ course that we offer (verified by SAIOSH).
There is an immense misconception in the industry that anyone can compile a safety file if they buy the generic template. The truth is that, if you do not have insight in what is required by the Client,
you will struggle. We often have to help safety officers who bought a generic template, but fail to understand the specifications of the Client/Contractor.
