What to expect from the audit process

Contractor Membership Application – Technical Audit

As part of our ongoing commitment to our members and before membership of the Property Care Association (PCA) can be offered all contractors are regularly visited by one of our regional support officers. PCA maintain this contact with visits to members every 2 years. These visits ensure that specifiers and consumers can be confident when they select a member of the PCA and be assured that the member will deliver to them a safe reliable and well executed job. The aim of our visit is to assure quality, inform and exchange news views and opinions.

Information and advice will be provided where necessary that will enable your business to conform to best practice. Recommendations will be made when we feel attention is required to ensure that membership criteria and legislation is appropriately adopted and adhered to. Our visit with you will be a constructive experience and our aim is to provide a tangible benefit to your business.

The regional support officer will explore the following areas of your operation during the visit and can also provide information and assistance in other areas if this is felt necessary.

Training & Qualifications

The training of staff for competence in their work is required by the Health & Safety at Work Act and for other related legislation.

We will review training and any manuals and records kept for all staff, operators and surveyors included.

If these are not appropriately established advise will be given on how to correctly record the information. We would also provide details of training available through the Association.

Administration – Office Systems, Reports & Submissions

It is important to confirm client’s instructions and clarify the areas of concern and in what form instructions were given. Reports need to be structured and comprehensive, with adequate clarification of instructions, clear observations and recommendations.

We will look at survey enquiry forms, review a number of survey reports relevant to work undertaken by the business, see worksheets & review your complaints system.

The Association has established technical documents and codes of practices. These provide guidance on many elements of work ranging from the initial stage through to undertaking a survey and providing a detailed report. If we believe your current documentation or your administration systems can be improved recommendations and advice will be provided to you.

The experience gained over the years by our support team when dealing with contractors and your clients can be utilised to provide guidance on the delivery of good customer services. Providing good service will enhance your companies image and improve your profitably.

Health & Safety documentation

The Management of Health & Safety Regulations require that, prior to work commencing, an assessment of works is carried out, following which control measures, maintenance and supervision, monitoring and health surveillance (where necessary) and the provision of information, training are all required.

You will be asked to present copies of company documents including but not limited to, Health & Safety policy, risk & COSHH assessments, safety equipment records, company accident book and method statements.

The importance of these documents would be explained and illustrated to you. If they were not already in place model documents can be provided, with assistance in their completion and ease of their introduction.

Other relevant documentation

The Association has to ensure that members are appropriately insured.

We will ask to see current insurance documents. Employers, Public, product and Professional indemnity insurance are all requirements of PCA membership.

PCA has strong relationships with GRID and Towergate, these specialist companies are experienced in creating and managing Affinity Insurance Schemes. The relationships were established to provide members with competitively priced insurance. Details will be provided should you wish to approach Towergate or GRID for insurance services.

Pesticide storage & transport

Member contractors are expected as far as possible within the limitations of facilities available to ensure that they meet their duties under relevant legislation for the storage of pesticides.

We will visit the company pesticide store and review how pesticides are carried on company vehicles.

A PCA Guidance note is available providing advise for fixed stores, including purpose built stores, converted existing buildings or parts of existing buildings and small-scale storage in cabinets, chests etc., and mobile stores providing a short-term storage away from the home base in vehicles. Advice will be given during the visit should we fee improvements can be made.

Operational Practices – carrying out a site visit

It is important to visit a site where work is being undertaken, to meet operatives and to ensure that specifications and codes of practices are being followed.

We will look at the company vehicle to ensure people and materials are being transported safely.

It is essential to engage with staff on site and for them to demonstrate their experience and skills.

We would like you to see this time as an opportunity to raise any points with the regional support officer and to discuss topics relating to PCA or other aspects of our industry. Our team look forward to your co-operation with this essential function to maintain consumer confidence and build relationships. Following our visit you would receive a report detailing any recommendations raised during the visit.