Audit Checks

Owner/Partner/Director

Initial and Ad hoc

The following checks should be made immediately and on an ad hoc basis thereafter:

• Check to ensure that the Business/Company name, address and business ownership details are displayed on the premises on a position where public have access and on all relevant documentation.
• Check to ensure you have a Consumer Credit licence, which is current, contains all trading names, and covers the relevant categories of trade you require.

• Check to ensure that you have current and relevant Data Protection registration.
• Where geographically applicable check to ensure that you are registered with the local authority.

• Check to ensure all business documentation complies with current requirements.

• Check to ensure all staff have an appropriate contract of employment, job descriptions, appraisals and training records and that they are all current.
Ensure a person is nominated to deal with complaints.

• Advertising agency agreements contain indemnity clauses and you have provided the necessary instructions and information to enable them to comply with the relevant provision of the regulations.

• Check web site to ensure it is compliant.

• Check to ensure that Company Policies, Systems and Procedures and Lawgistics Manuals have been issued and signed for as appropriate.

• Check to ensure all staff have valid and current driving licence.

• Provide a general Statement of Intent in respect of Health & Safety within the workplace.

• Outline the role and responsibilities of individuals in respect of Health & Safety within the workplace.

• Detail and communicate the practical arrangements necessary to implement the Health & Safety policy.

• Appoint a competent person to carry out Risk and COSHH Assessments, Fire Procedures and Assessments.
• Ensure Safety Signs and Instructions are displayed.
• Provide Personal Protection Equipment for staff.

• Provide training on safety issues including Manual Handling

Monthly
 The following checks should be carried out on a monthly basis, namely:

• A visual inspection of the Company’s web site to ensure that it remains compliant.
• A check to ensure that the Company Policies, Systems and Procedures, overseen by the Manager, are being carried out and with particular reference to:

- Web site information
- Media advertising
- On site advertising and promotions
- Point of sale material
- Purchasing of parts and goods for resale
- Skills records are kept up to date
- Quality Control Reports are being effected and records kept
- All equipment to ensure it meets the necessary legal standards for safety and accuracy
- Customer Complaints/Feedback Procedures
- Health & Safety

These checks may be made by an examination of the Internal Audit Records kept by the Manager and/or Staff.
Workshop Managers/Workshop Controllers

Initial and Ad hoc

The Manager will ensure that the following action has been taken and a record of that action made, namely:

• All staff have a contract of employment and job description that is current and contains all the relevant terms and conditions appropriate to their role.

• All staff have been assessed for their training needs and an individual training programme entered onto their employee file. This file shall be continuously kept under review.

• All information placed on a web site and any alteration of any kind made shall be personally signed off by the Manager and a record kept of the same.

• All advertisements shall be checked and signed off by the Manager prior to their publication.

• All advertisements and promotional material shall be removed at the conclusion of any promotion.

• All equipment shall be checked to ensure that it meets the required standards of accuracy and safety and all calibration tools and equipment have a certificate certifying the same and provided by an independent contractor on a period basis. Individual daily/weekly checks should be made and recorded by authorised staff members.

• A vehicle awaiting collection shall at random be selected and a check against the work required and work completed be carried out.

• All Health & Safety procedures shall be checked to ensure compliance.

Weekly

The following checks shall be carried out on a weekly basis and a Weekly Check
Sheet completed and signed to indicate the same, namely:

• A check to ensure that staff are aware of the current advertisement including content, extent and period of availability.

• A check to ensure that all price reductions, special promotions, free gifts and other offers are available and have been put into effect and that there is no such promotional material displayed that is not current.

• A check to ensure that no unauthorised advertisement, offer or promotion or any out of date promotional material is on display.

• A check to ensure that all point of sale material is accurate and describes the goods to which it relates.

• That the Company Policy is being adhered to in all matters and in particular:

- Quality Workmanship and customer satisfaction is paramount and in accordance with Company Policy and Instructions

- Workshop systems, procedures and practice

- Parts removed during service are available and offered to customers

- Documentation is completed in full and signed

- The Quality Control checks are maintained and appropriate records kept

- The Customer Complaints/Feedback Procedures are operating

- All relevant technical data is available for technicians and is current

- Health & Safety procedures and safe systems of work

Each of the checks carried out by the Manager or his nominee shall be entered on the Weekly Internal Audit Checklist and endorsed by the person completing the check.


The completed sheet shall be placed on file for inspection by the Owner/Partner/Directors and any non-compliance shall be immediately rectified and drawn to their attention.