SECTION 3.2: THIRD PARTY MANAGEMENT

PRO3.2-02 AGENCY MANAGEMENT

1. Objective

The objective of this process is toprovide a framework for the management of agencyworkers engaged by Infrastructure, Property & Technology (IPT) Branchto ensure risks associated with health, safety and welfare of the agency worker, staff, students and the general public are minimised.

Note: The purpose of this process is to reflect key requirements outlined within The University of Adelaide HSW Policy and Handbook whilst addressing reporting, operational needs and site specific hazards within the IPT Branch.

2. Scope

The scope of this process is limited to Managed Services contracted to perform work as an Agency worker by the IPT Branch. The selected Recruitment Service Provider and University Manager must ensure that the risks are controlled through:

  • Clear definition, allocation and communication of responsibilities and accountabilities prior to candidate engagement;
  • Provision of adequate health and safety induction and training;
  • Identification, evaluation and inclusion of HSW performance delivery and site specific requirements within contractual agreements; and
  • Evaluation of performance and the finalisation of the contract for future service opportunities.

3. Process

The process provides information specifically in relation to the health, safety and welfare of Managed Services – Agency Workers utilised within the IPT Branch.

Process Steps / Responsible Person / Frequency / Relevant Documents
3.1 Recruitment Service Provider
3.1.1 / The Recruitment Service Provider must search and select a suitable candidate based on the specifications of the position outlining the work required, location and any Health, Safety and Wellbeing (HSW) considerations. / Recruitment Service Provider
Business Unit Manager / As Required / Position Description
Scope of Works
3.1.2 / Business Unit Managers may recruit agency workers through other means apart from Recruitment Service Provider. Specifications of the position outlining the work required, location and any Health, Safety and Wellbeing (HSW) considerations will be required. / Business Unit Manager / As Required / Position Description
Scope of Works
3.1.3 / A site safety inspection may be undertaken by the Recruitment Service Provider prior to commencement of the role. The Business Unit manager should obtain a copy of the inspection checklist and outcomes. / Recruitment Service Provider
Business Unit Manager / As Required / Inspection Checklist or Site Safety Review
3.2 Engagement of the Agency Worker
Document Title: / PRO3.2-02 Agency Management.docx / Version No. / 1.0 / Effective Date: / 26 November 2010
Filepath: / S:\Services_Resources\Infrastructure\Shared\HSW\IPT HSW Management System\Section 3.2 - Third Party Management\3.2-02 Agency Management\PRO3.2-02 Agency Management.docx / Next Review Date: / November 2013
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3.2.1 / Evidence of all relevant qualifications, licences and/or certificates of competency shall be obtained where applicable. / Business Unit Manager / As Required / Contract for Service
3.2.2 / Prior to commencement of work, the University Manager must ensure the Agency worker completes relevant University and local inductions appropriate to area and task, incorporating site specific hazards and information pertinent to health, safety and welfare. / Business Unit Manager
Agency worker / Every Time / 3.2-02F01 Local HSW Induction Record
3.2-02P01 IPT HSW Induction Agency
University HSW Inductions
3.3 Performance Monitoring
3.3.1 / Should the Manager/Team Leader become aware of an HSW issue they will raise the issue with the agency worker and review HSW performance and any issues that may have been identified/reported.
These meetings are to be recorded and filed in the Agency worker records.
The Recruitment Service Provider (if applicable) shall be informed of any HSW issues. / Business Unit Manager
Agency worker
Recruitment Service Provider / As Required / 3.2-01F06 Contractor Non Conformance Report
3.2-01F07 Contract HSW Meeting Minutes Template
3.3.2 / Monitoring should be conducted of the Agency worker to identify unsafe practices.
A Non-Conformance Report will be completed and discussed with the Recruitment Service Provider and Agency worker to rectify issues.
In the event of a number ofNon-Conformancesor significant issues possible suspension or termination of the contract will be considered. / Business Unit Manager
Agency worker
Recruitment Service Provider / As per Contract requirements / 3.2-01F06 Contractor Non Conformance Report
3.4 Completion of Contract and Documentation
3.4.1 / The relevant University Manager should provide review and feedback to the agency worker and/or the Recruitment Service Provider in relation to HSW performance. / Business Unit Manager
Agency worker
Recruitment Service Provider / Upon completion of Contract
3.4.2 / All documentation relating to the agency worker will be retained. Documents pertaining to hazard management and risk assessments will be kept for 5 years. / Business Unit Manager / Upon completion of Contract

4. Responsibilities and Process Compliance

Accountable Person / Action / Auditable Records
Director, Infrastructure, Property & Technology / Confirm systems of work are maintained to eliminate or reduce hazards and risks associated with the management of Agency workers.
Business Unit Manager / Liaise with Recruitment Service Provider to engage suitable candidates for identified service needs.
Confirm all Agency workers complete relevant University Inductions in a timely manner;
Ensure aComputer Workstation Ergonomic Checklist is conducted with the Agency worker as required;
MonitorAgency workersand discuss performance and HSW issues;
Communicate with relevant University staff in areas where Agency worker’s work may affect them;
Review relevant documents pertaining to the Agency workers tasks; and
Provide feedback to the Preferred Recruitment Service Provider upon completion of the Contract. / HSW Induction Records
HSW Training Records
3.2-01F06 Contractor Non Conformance Report
3.2-01F07 Contract HSW Meeting Minutes Template
Computer Workstation Ergonomic Checklist
University Staff / Report any unsafe Agency worker activities to the Manager/Supervisor in the area. / HSW Incident /Hazard Reports
Agency Worker / Ensure they have completed the relevant University Inductions prior to commencement of work;
Report any hazards, incidents or HSW issues to the Business Unit Manager; and
Conform to University HSW requirements in relation to personal safety and the health, safety and welfare of others in the workplace. / HSW Induction Records
Safe Work Method Statements
HSW Incident/Hazard Reports
Licenses/Training Records
Permit-to-Work

5. Definitions

Agency Worker / An individual engaged by the University of Adelaide by way of a contract for service in accordance with the contract terms and defined scope of contract schedule(s).
Recruitment Service Provider / An organisation or individual that has been engaged to provide a specific service, or range of services, for the Infrastructure, Property and Technology Branch. This may include Consultants, Agency Staff or Contractors.
Contract for Service / Is a contract or agreement (other than a contract of employment) under which a party provides work or services to or for the University. This excludes titleholder, volunteer and visitor agreements.
Managed Service / An organisation or individual that has been engaged to provide a specific service, or range of services, for the Infrastructure, Property and Technology Branch. This may include Consultants, Agency Staff or Contractors.
Non-Conformance / Occurs when it is identified that a core business management system is undocumented or missing and includes when any requirements of an audit criteria are not met or a person is not conducting a work process in line with Branch HSW requirements.

6. References

  • Occupational Health, Safety & Welfare Act 1986
  • Occupational Health Safety & Welfare Regulations2010
  • University HSW Handbook Chapter 3.21: Contractor Safety Management
  • University HSW HandbookChapter 3.2 Induction
  • PRO3.2-01 Managed Services (Contractor) Management
  • 3.2-01F06 Contractor Non Conformance Report
  • 3.2-01F07 Contract HSW Meeting Minutes Template

Document Title: / PRO3.2-02 Agency Management.docx / Version No. / 1.0 / Effective Date: / 26 November 2010
Filepath: / S:\Services_Resources\Infrastructure\Shared\HSW\IPT HSW Management System\Section 3.2 - Third Party Management\3.2-02 Agency Management\PRO3.2-02 Agency Management.docx / Next Review Date: / November 2013
Page 1 of 4
THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED