Health and safety representative inspection checklist

Appointments and structure

• The chief executive officer knows and discharges the duties section 16(1) places on them, and any assignment of duties under section 16(2) is in writing, signed and accepted by the assignee.
• Where more than 20 employees work at a workplace, representatives are designated in writing after consultation, at least one per 100 employees in shops and offices and one per 50 in other workplaces (section 17; General Administrative Regulations regulation 6), for a stated period and area.
• Representatives have been trained for their functions under section 18 and are given the time and facilities to do them.
• Where two or more representatives are designated, a health and safety committee exists, meets at least every three months, keeps minutes, and its recommendations are answered in writing (sections 19 and 20).
• A copy of the Act and its regulations is available to employees.
• Where the Chief Inspector has required a health and safety policy (section 7), it is signed and displayed.

Hazards and controls

• A hazard identification and risk assessment, written down, covers every area and task, is reviewed when something changes and at a set interval, and the controls it names are in place (section 8(2)(d); specific regulations require it in writing).
• Employees are informed of the hazards of their work and trained before they start, with induction and refresher records (section 13).
• Machinery guards, emergency stops and lock-out procedures are in place and used, and the Driven Machinery and General Machinery Regulations are met where they apply.
• Hazardous chemical agents are listed, safety data sheets are available, containers are labelled, storage is correct and exposure controls and training are in place under the Hazardous Chemical Agents Regulations.
• Personal protective equipment is issued free of charge, suits the hazard, is worn, and the issue is recorded.
• An electrical certificate of compliance is on file, and portable electrical tools are inspected on a schedule.
• Ergonomic risks (manual handling, repetitive work, standing, heat and cold in food areas) have been assessed under the Ergonomics Regulations where they apply.

Emergencies, first aid and incidents

• First aid boxes are stocked as the General Safety Regulations require, and first aiders are appointed, trained and named on a notice, in the numbers the regulations set for the number of employees.
• Fire equipment is in place, serviced and signed off, escape routes and assembly points are marked and unobstructed, and an evacuation drill has been held in the last twelve months.
• Every incident is recorded, reportable incidents reach the Department of Employment and Labour within the time the General Administrative Regulations set, and each investigation is completed and kept.
• Contractors on site are managed under a written agreement that sets out responsibilities (section 37), with induction and supervision.

The representative's walk

• The representative inspects the area at the agreed interval (at least monthly is common practice), uses a written checklist, records findings and gives them to the employer and the committee.
• Findings from previous walks have been actioned or escalated, and the register shows the dates.
• Employees know who their representative is and how to raise a concern.