Conduct a premises audit identifying all client health and safety management document requirements.
Discuss with the client their preferred document layout (header and footer) font type, font size, etc. as all documentation to be uniform.
Develop a complete health and safety management system for client. An online or personal demonstration of such system can be arranged on request enabling the client to better understand such a system, which can be quite extensive and that can contain many documents depending on each client`s business requirements, this can include but not be limited to:
Client premises visit monthly and premises audit every second month as to determine legal compliancy.
Draft of company policies.
Draft of operational procedures.
Draft of all Hazard Identification and Risk Assessment (HIRA) documentation.
Agreement with mandatory.
Annexure 3 occupational medical certificate of fitness and referral letter where applicable.
Checklists and registers.
Emergency preparedness and response.
Employees list.
Legal Register.
Planned task observations.
Noise Induced Hearing Loss (NIHL).
Organogram.
Schedule c & d.
Monthly incident/accident statistics.
Training matrix.
Company, factory, etc. process flow chart.
Plans as applicable (safety, health, and environment, fall protection, traffic management, environmental management, waste management, storm water management, etc.).
Fire safety management.
Toolbox talks topics.
Legal appointments.
Incident/accident management including COIDA and Annexure 1.
Dangerous goods transportation.
When applicable, application for construction work permit or notification of construction work.
Personal Protective Equipment (PPE) management.
Hazardous Chemical Substances (HCS) management.
Waste management.
OHSAct and regulations and all other applicable legislation.
Environmental management documentation based on environmental management plan.
Safe operating procedures/method statements.
Ergonomics.
Induction.
Contractor management.
Annual safety, health, and environment budget.
Document retention schedule as per legislative requirements.
Permits (height work, confined space entry, hot work, excavation, etc.).
Rigging study.
Flammable liquids management.
All documents will be added to a document tracking matrix, which will enable client to keep record of entire system documents.
Once the health and safety management system is developed, a copy thereof will be handed to the client on a memory stick. The system will now be the client`s property.
Client to provide the required stationary e.g. (Document punch, stapler, printer, 1 A4 lever arch file and file dividers etc.)
Printing of documentation can be expensive, therefore should the client request printing at a POSTNET or similar, a quotation will be obtained for the initial number of pages to be printed for the start-up safety file and the cost will be communicated to the client for upfront approval and payment.
Assist client to arrange health and safety file based on health and safety management system.
Assist client by explaining the health and safety management system, as well as the health and safety file requirements.
Provide guidance to the client to enact all the required legal appointments.
Assist with bi-monthly client legal compliance audit and draft action plan, if and when required.
Assist client to complete monthly incident statistics and advise of the annual submission thereof to the Department of Labour.
Assist client during any announced Department of Labour visit/audit, where possible.
Assist client to chair their monthly health and safety meetings, until client feels comfortable to perform the task.
Assist client with emergency evacuation drills, until client feels comfortable to perform the task.
Assist client by advising where symbolic safety signs should be placed (inside buildings, structures and outside on premises).
Assist client with incident/accident investigations throughout the entire process and provide recommendations after the incident/accident investigation has been concluded and ad hoc visits to assist with each incident/accident until the client is comfortable with the process.
Assist and guide client with any workman’s compensation claim process.
Assist client to update and maintain their health and safety file.
Assist client with employee training needs, as per legal requirements and as per training matrix.
Consult with client and communicate all relevant legislative requirements.
Develop a client document tracking matrix, where all documentation can be easily sourced.
Assist client to continuously review the health and safety management system documentation and when required, amend the client document tracking matrix.
Although the above-mentioned duties might not seem to be extensive, a demonstration can be arranged with the client to have a better understanding of the number of documentation required.
In a nutshell: Once you appoint us as your part time Health and Safety Consultant, we will see to it that you are conducting your business within the applicable legislative framework, by providing a professional service.