Royal Mail Group – New Integrated Audits – Audit Team Consultation With CWU Area Health & Safety Representatives (ASRs):
- Safety Health and Environment Management System (SHEMS) Audit,
- Operational Assurance visits and
- Security and Compliance Assurance Audits
will be combined into a single ‘Compliance and Sustainability Integrated Audit’.
These audits will be delivered by the new ‘Integrated Audit Team’ and all units will be audited once a year.
These new audits will assess the level of compliance with key policies and legal/regulatory requirements as detailed within the SHEMS (Safety, Health, Environment Management System), Security, Compliance and Ethics policies.
The Integrated Audit will be conducted on site and compliance will be assessed through a combination of:
- data analysis and validation;
- document review; and
- discussion and observation.
A full list of evidence requirements will be available on the SHE Management System. NB: An auditor will review electronic records (where available) from various systems, there will be no need to print out paper hard copies.
All units will receive an audit notification e-mail at least 5 working days prior to the audit taking place. The average audit should require 1 day on site. The relevant Trade Union Area Safety Representative (ASR) will be copied into the e-mail circulation. The auditor will then contact the unit manager to agree the exact date and time of the visit. The ASR can then contact either the unit manager or the auditor to confirm the arrangements in order to be consulted and give input.
Initial onsite feedback will be given to the unit managers and then an Action Plan will be issued via e-mail to the unit within five working days. Unit managers will be required to monitor and close out actions. Actions must be completed by the required date as set out in the Action Plan. Update reports on the audit actions will be given to the joint health and safety committee relevant to the Unit.
The audit will be transparent with an overall percentage score given for each audit. Audit results will be shared with ASRs by e-mail. Any issues and Audit Action Plan progress can be discussed at joint health and safety committee meetings at a Unit or Regional level basis.
National Health, Safety & Environment Officer