Guildford Borough Council is obliged by law to make adequate arrangements for monitoring and enforcing health and safety standards in workplaces for which it is responsible. These arrangements include making planned general inspections, undertaking special surveys and promotion activities, investigation of accidents and complaints, and the provision of advice to businesses.
More detail on the specific arrangements for delivering this service can be found in our annual service plan [PDF] (298k) or alternatively a free copy is available on request, about which we would welcome any feedback.
All members of the Commercial Team are dedicated professionals and deliver a high quality service to members of the community. We are not there to catch you out or make life any more difficult than it is already. You can expect:
- Courtesy and assistance during the inspection.
- Advice and information.
- Inspection of the workplace and health and safety documentation.
- Fair and equitable treatment.
We believe that prevention is better than cure and that our role involves actively working with business, especially small and medium sized businesses, to advise and assist with compliance.
When can an inspector call?
The law states that an inspector can call at any reasonable time. You will not normally get prior notice of an inspection, although you may in certain circumstances. There is also an obligation on your part not to be obstructive and to co-operate with the inspector.
How often will my business be inspected? This will depend upon a risk assessment of your business. All businesses are categorised according to potential risk posed to your employees, customers and any other persons who may be affected by your work activities. Those in the highest risk category, for example large warehouses where forklift trucks are in use, or some tyre and exhaust fitters, can expect a visit every year. Those in the lowest risk category, such as a small office or retail units with one or two employees may only be visited if accidents or complaints occur or simply be contacted by letter and asked to complete a self assessment questionnaire about health and safety conditions at their premises.
What can I expect when an inspector to call?
The officer will normally want to discuss your risk assessment of the work activities of your business and will discuss control measures that you have introduced to reduce the likelihood of those hazards causing harm. The significant findings of your risk assessment should be recorded in writing if you employ five or more people. He or she will also ask to see a number of documents including:
- Your written health and safety policy (if you employ five or more people).
- Your accident book.
- Your risk assessments, such as those relating to hazardous substances or chemicals or any dangerous equipment used in the course of your business.
- Inspection and maintenance records for the electrical installation, gas appliances, lifting equipment, goods and passenger lifts, pressurised vessels etc.
- Training records, for example, if you operate forklift trucks or other potentially dangerous work equipment.
The inspector will also conduct a physical inspection of the workplace, observe the work activities and assess your systems for managing health and safety. The inspection may be focused in one specific area such as looking at working at height, slips and trips or safety with hazardous substances or may consider a wide range of work related areas.
How will I know about the result of an inspection?
Any problems or areas of concern will be discussed with you following the inspection and possible solutions suggested. Your co-operation in resolving any problems that are identified will of course be necessary at this stage. Details of the inspection will be confirmed in writing either in the form of a self-duplicating report, which will be handed to you at the end of the visit, or a letter which will be sent to you within a few days.
At all stages you are encouraged to discuss the findings of the inspection with the officer concerned in order to improve standards of health and safety at your premises. A visit from one of the Environmental Health Team should be viewed as an opportunity, not a threat!
How long will I have to complete any works?
The officer will discuss appropriate time scales with you following the inspection and these will be confirmed in writing. Where you anticipate difficulties in completing the works within the agreed timescale, you should contact the officer who carried out the inspection to explain the situation as it may be possible to agree an extension.
Under what circumstances is formal action used?
Whilst we endeavour to work with business in an informal manner it is sometimes necessary to use formal action to ensure that works are carried out and premises are made safe. This may mean that an Improvement Notice is served specifying what work must be done and within what time frame, or a prohibition notice may be served directing specified activities are ceased. Notices are usually served when previous informal attempts have failed to achieve the necessary improvements or where the risks involved necessitate this type of action. It is a criminal offence to fail to comply with such notices.
It is sometimes necessary to take companies and individuals to court for breaches of health and safety legislation but fortunately this is rare. Instances which are likely to warrant this type of action include, continued non-compliance, failure to comply with a notice and serious omissions which may lead to or have led to serious injury.
Further information on our approach to enforcement is contained in our enforcement policy, or alternatively a free hard copy is available on request and we would welcome any feedback.
Environmental Health and Licensing Services
Guildford Borough Council
Millmead House
Millmead
Guildford
Surrey
GU2 4BB
Tel: 01483 444371
Fax: 01483 444546
Email: environmentalhealth@guildford.gov.uk