Workplace inspection instruction

Instruction statement

This instruction provides a system by which workplaces throughout the University can be systematically inspected to ensure hazards are identified and remedial actions taken to prevent injury/illness or damage to property and equipment.

Instruction steps and actions

1. Pre-inspection

1.1. Training

Any person nominated to conduct Workplace Inspections should be appropriately trained. Appropriate training may include:

  • Hazard identification training
  • Workplace inspection training

2. During the inspection

2.1. Who should attend

A team of staff that work in the local area should be formed to conduct the workplace inspection. As a minimum, the team should include the following:

  • a management representative
  • a member of general staff

Where possible the following staff should also be included:

  • Health and Safety Representative
  • Head of department/school or closest delegate

2.2. What should be inspected

Inspections shall be conducted for all areas that are occupied by the local department/school. These areas may include:

  • breakout spaces
  • common areas
  • corridors
  • kitchens
  • laboratories
  • meeting rooms
  • office areas
  • stair wells/cases
  • toilets
  • workshops

2.3. Frequency of inspections

As a minimum, formal Workplace Inspections shall be carried out as follows:

  • no greater than every 6 months for office only work environments
  • no greater than every 3 months for all workshops, laboratories and specialised facilities

If a workshop, laboratory or specialised facility includes an office area, the office area shall be inspected at the same time as the workshop or laboratory.

Local area management has the authority to schedule Workplace Inspections more regularly.

2.4. How are inspections conducted

The workplace inspection must be conducted by:

  • consulting the appropriate manager/supervisor of the local area
  • consulting staff working in the area
  • examining any documents such as pre-use equipment checks

The names of all those participating in the inspection shall be entered in the area provided on the Workplace Inspection Checklist appropriate to the area type.

A visual check of every room occupied by the local area must be conducted during each workplace inspection. If, for some reason, an area or room is not able to be entered, this must be recorded on the checklist for follow-up at the next workplace inspection.

During the workplace inspection, the members of the workplace inspection team must record any hazard identified or deficiency observed on the Workplace Inspection Checklist.

3. Post inspection

3.1. Corrective actions

Immediately after the visual inspection is complete the workplace inspection team must allocate corrective actions to any identified hazards and deficiencies. As per the Corrective actions instruction, corrective actions must be captured on the local area’s Corrective Action Report and include:

  • appropriate controls for the hazard
  • appropriate timelines to complete the corrective action
  • an appropriate person allocated who responsible for monitoring the completion of the corrective action. For each of the events in the sequence, ask: “What can be done to stop or change the event occurring?”

3.2. Review

Results of workplace inspection must be reviewed and signed-off by management within 10 working days of the inspection being completed.

Information collected as a result of any workplace inspection shall be reviewed by management to identify the following:

  • reoccurring issues
  • requirement for further training
  • requirement for further risk assessment

Hazards or deficiencies that require detailed assessment in accordance with risk management procedures should be placed on the Risk Register for that School or Department. A separate detailed risk assessment should be conducted to determine a risk assessment score and risk control recommendations.

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