How to prepare for an HSE inspection

The Health and Safety Executive (HSE) has been reminding businesses that it is continuing to carry out spot checks and inspections that will ensure people are working safely. Those visits also make certain that any measures implemented, remain in line with UK and devolved government guidance.

Nobody wants to be targeted for a health and safety inspection. Even so, it always pays to be prepared. In this guide, BSG outlines how to prepare for a health and safety inspection (or investigation) in the workplace, what it might mean for you and, crucially, how you ensure compliance in your own business.

 

During the visit

The inspector will look at how you keep your workers, and anyone who may be affected by your work, healthy and safe. They may also give you advice on health and safety or make sure you are providing suitable welfare facilities, such as running hot and cold water and toilets. While the inspector is with you, they may:

• Ask you about your workers and what they do look at any possible health risks arising from the work you are doing
• Look at any machinery or other equipment that you have
• Ask to see records or other documents
• Take photographs

The inspector will want to know about:

• The main health and safety issues in your workplace
• Your own knowledge or experience of health and safety

The inspector may also talk to you about things like safety standards, guidance and everyday practices in your industry.

Your workers

The inspector will need to talk to your employees or their representatives during the visit.

 

 

What if there’s something wrong?

The inspector may take action if they find you’re breaking the law during the visit. They may also tell you to stop a dangerous activity in your workplace immediately. For example, a dangerous activity could be people working on a roof where scaffolding is unsafe.

 

After the visit

After the inspector has finished looking round your workplace, they might:

• Offer advice (either verbal or in writing)
• Give you a notification of contravention
• Give you an improvement notice
• Give you a prohibition notice
• Prosecute you for breaching health and safety laws

 

How to prepare for a visit

Ideally, a company’s preparations should begin long before the threat of an announced or unannounced inspection. This means completing and fully documenting all the relevant risk assessments and addressing any remedial actions. An inspector will want to see that a business has the correct attitude towards health and safety, and to see that ethos embedded in its culture. In advance of an inspection, ask yourself: could I answer the following questions?

• Has someone in the organisation taken ownership and responsibility for health and safety matters, and is that person easily identifiable?
• Are all of my health and safety policies and procedures properly documented and reviewed, with up-to-date risk assessments in place?
• When were my employees last trained, has this been documented, and is there need for refresher training?
• Do I have any outstanding remedial actions following previous HSE interventions that should already have been completed?
• Did the last internal or external inspection highlight areas that needed to be remedied as a priority?
• Is all the company’s machinery or equipment in good working order?
• How are my health and safety arrangements supervised (and escalated to senior management, as appropriate)?

 

What else can you do?

Here are four things you can do to prepare for future HSE inspections:

1). Conduct regular risk assessments

It’s vital that you conduct regular risk assessments to help identify potential risks and hazards which may occur during daily tasks and processes. Once these risks are identified, it’s the employer’s job to put proper control measures in place to reduce them.

Don’t forget to review your risk assessments at a regular interval when certain changes within processes or substances arise.

2). Invest in employee training

A large part of creating a safe working environment is properly training your employees.

It’s your job to conduct comprehensive training to teach all employees about potential risks which may arise when working with hazardous substances and how to mitigate them.

Remember, training is not a one-time thing, so make sure you’re conducting regular refresher sessions to help reinforce safety behaviours.

3). Enhance control measures

Regularly review the control measures you’ve implemented and think about how to continuously improve your processes.

As previously stated, be aware of control measures placed regarding ventilation systems and maintenance, PPE, as well as housekeeping procedures.

4. Implement monitoring and recordkeeping practices

Finally, make sure you implement proper systems for the surveillance and monitoring of workplace exposure levels (WEL) to effectively protect your employees. Without this, employees could unknowingly be exposed to high levels of hazardous substances which could lead to major health risks. Having the proper documentation and records to prove you have done everything you can to maintain a safe workplace is also crucial for your HSE inspection. Make sure you maintain accurate records of all risk assessments, corrective actions, training and more to provide as evidence for any upcoming audit.