Hi,
I recommend that you download and read the HSE booklet "INDG 368 - Use of contractors". Keeping paperwork on contractors is a thankless job until something goes wrong.

Insurers sometimes provide their own requirements for clients employing contractors: it might be with checking with them , after reading the HSE guidance.


PH2

You could also have a look at PAS 91;2013 as well which you could create your own pre-qualification questionnaire to make sure all the bases you need are covered. We have an approved contractors list which documents all contractors and what documentation they have provided, including evidences of health and safety policies, signing up to terms and conditions, asbestos awareness training evidence, insurances etc.

Hi Andy

I appreciate & understand your concern, but just to put your mind at rest; I am not the "competent person" in the business, that's my Boss.
I am learning the role, but so far my experience has been only what I've learnt from my Boss as we go along and I'm having to research things myself tbh. I am due to do my NEBOSH Gen Cert later this year, which I'm hoping will improve my knowledge.
Thanks

Anniliese

The overarching principle is the controls should be proprotionate to risks. I suggest from a client's perspective you should focus on the risks to your organisation and staff. Most contractors are more than able to manage themeselves, you are not required to closely surpervise or monitor them.

Incidentally, why have you been given these h&s duties when, with respect, it is obvious from your postings you have none or very little h&s training? People within your organisation should be giving you the information or referring you to company policies.

I was that soldier!
A basic approach would be along the following lines;
1. Draw up a site induction for all contractors (Do's and Don't on site e.g. where to sign in, smoke, park vehicles, fire assembly points,canteen, WC, Report any accidents, etc). Every contractor should do this annually, draw up a short multiple "test of understanding" - based on the Induction content.
2. Insist on a suitable and sufficient risk assessment (RA), from every contractor, bespoke to the task in hand. Useful to have a Permit to Work system so you can issue an Acceptance of their RA, but failing that insist as a minimum on the RA . In time you could broaden this out to a RA & Method Statement(MS) - step by step from a safety perspective of doing the task.
3. Occasionally check the task the contractors are doing, are they following the same approach they said they would do? Check contractor housekeeping during and at end of task.
4. Have a short say at a Monthly frequency, Contractors Meeting, with all main foreperson/supervisors - cover off EHS, Issues discovered on housekeeping inspections, shortcomings with RA etc. Any accidents, near misses etc. Sign in required for each attendeefor each of these,
5. Say annually have a one on one review of EHS for that individual contractor company.

You may not appreciate much of the above, however all important stuff. Contractors are a high risk group!

Agree though with many of the previous comments, after completing the Cert course your own breadth and depth on understanding of this area will expand.

Plus some of the companies have already said they won't provide paperwork..

Some paperwork may be a legal requirement (Risk Assessments if employing over 5 persons), and if they will not supply, then it's time to look for a new contractor - easier said than done especially if they are 'favourites' with the management.

Client duties: (HSWA).
Do not create a risk to contractor (s3) and ensure H&S of own workers (s2).
Key actions to achieve:
1) select competent contractor (protects your staff)
2) Inform contractor of your special known hazards, especially ones they may not be familiar with.
3) Review own RA to check if conflict or additional measures needed by you, in your undertaking.

Contractor duties:
Ensure H&S of own workers (s2). Do not create a risk to others (eg client staff - s3) from your undertaking of being a builder, electrician, surveyor, window cleaner etc.
Key actions to achieve:
a) Fulfill all legal duties as employer - be competent, in essence
b) From client information, ensure adequate RCMs (via RA). Monitoring H&S compliance is also a key part of that.

Method statement may be simplest approach to combine a contractor RA with client's own site hazards / rules, but there is no legal requirement or standard.

Many large clients now seem to have a complete raft of their own rules, regardless of and beyond the legal requirements and then impose these on contractors. That means contractors just have to tick all the client boxes, and not take ownership of H&S decisions, even though they remain an employer. They will be told what to do and how to record it on what form. Hmmm.

If you run a library, the contractor brings all the risks to you - and you probably have to trust their expertise. So even if an electrician shows you a 'risk assessment' what are you going to do with it? A discussion and agreement on the safety aspects of 'interface' of contractor and staff / customers is the most practical and informative use of time. Minute it.

If you run an LPG plant, you own a significant yet hazardous asset, into which you are introducing an unaware builder or welder. You would want to take more of an interest, and dictate clear rules, otherwise the contractor, your staff, and possibly the public at large may be massively at risk.

So horses for courses. As this thread shows there are many practical systems and processes out there which can be adopted, but understanding the principles will make sense of these and what will work best for your company.

www.hse.gov.uk/pubns/indg368.pdf is a good starting point, at 7 pages.
HSG159 Managing contractors is a guide for small to medium companies in the chemical industry, but is also a good learning resource for anyone.

S2 duty is to ensure the HS&W of your employees.
S3 duty is not to create risk to others NOT your employees.