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Personnel - Staffing agency

When you place temporary staff with a client, you and the hiring company have a joint responsibility for the consultant's work environment. You and the hiring company must reach an agreement about who is responsible for what. Use the checklist to ensure that responsibilities do not fall between the cracks.

Latest change by:
Prevent 2021-11-19

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Prior to placement of the consultant

1Have we previously done an assignment for the customer?

aHave any shortcomings been brought up with the customer and then remedied?

2Have we received enough information about the tasks the consultant will be performing?

3Does the customer engage in systematic work environment management?

Comment

Systematic work environment management has to do with regularly investigating risks, performing risk assessments, taking corrective action and following up. This must be done on a collaborative basis. For example, there should be a work environment policy, written instructions for serious risks, as well as procedures and policies. Examples of procedures and policies: first aid and crisis support, onboarding, alcohol and drugs, offensive unequal treatment, threats and violence.

4Has a risk assessment been carried out for the tasks to be performed at the customer?

Comment

As a manager of consultants, you are responsible for performing risk assessments on the assigned tasks. Risk assessment can be performed in a variety of ways – jointly with the customer, completely independently or independently but based on the customer's risk assessment. In some cases you may judge that the customer's risk assessment is sufficient.

5Have we formed an opinion with regard to the work environment at the customer?

Comment

Paying a visit to the workplace is the best way to form an opinion of the work environment.

6Does the consultant have the knowledge required for the tasks?

7Will the consultant be performing work requiring specific training, qualifications, a permit or "driving license"?

Comment

Up-to-date documents are needed in order for the customer to be able to issue valid written authorisations for e.g. forklift operation.

8Will the consultant be performing duties requiring personal protective equipment?

aHas it been clarified with the hiring company who is responsible for providing personal protective equipment?

9Will the consultant be performing duties requiring a medical check?

Comment

Certain jobs require a medical check and fitness-for-duty assessment (e.g. work with isocyanates, lead, quartz). Other jobs require that the employer offer a medical check (e.g. night work, vibrations).

Tips and advice

See the Swedish Work Environment Authority website for information: www.av.se.

aHas it been clarified with the hiring company who is responsible for the medical check?

10Have we introduced the consultant to the tasks they will be performing, and informed them of any risks associated with the assignment?

11Have we informed the consultant regarding who they should turn to with questions or to call attention to risks in the work environment?

Comment

Make sure that there is a contact person at our company and at the customer who the consultant may approach. The consultant may also contact safety representatives both at our company and at the customer for help bringing these matters up with an employer representative.

12Have we informed the consultant regarding the type of support and contact they can expect from us during the agency placement?

13Have we informed both the customer and the consultant that no tasks outside of the scope of the assignment may be added without first having been approved by us?

14Have we reached an agreement with the customer regarding which procedure is to apply for any overtime/additional hours?

15Have we made it clear to the customer that we must be informed if an accident or serious near-accident has occurred?

Comment

If an occupational injury affects one of our consultants, as the employer we are required to report it to the Swedish Social Insurance Agency. Serious occupational accidents and serious near-accidents must also be reported to the Swedish Work Environment Authority. See www.anmalarbetsskada.se

Tips and advice

See www.anmalarbetsskada.se.

During the placement at the customer

16Have we followed up with the consultant on the customer's onboarding at an early stage?

17Do we maintain continuous contact with the consultant during the assignment?

Comment

It is important that the consultant also feels like one of us. Provide information regarding news and changes at the company, make sure that the work is going well and that the consultant is happy. Show that we care about the consultant.

18Do we have a dialogue with the customer during the consultant's assignment?

Comment

If risks have been identified in the risk assessment, follow up to make sure that they have been remedied.

After the placement

19Is a follow-up talk held with the consultant after completion of the assignment?

Comment

Factors that can be brought up in this talk include for example well-being, the consultant's experience of the work environment, any risks at work that were not included in a previous risk assessment, etc. As the consultant's manager, it is important to be able to provide feedback – how did the customer rate the consultant's work effort?

20Is there any feedback we need to provide to the customer?

21Have we evaluated the assignment and drawn lessons from it for future assignments?

Other

Here you can note risks that needs to be addressed but does not exists in the check list

Mall för riskbedömning och handlingsplan
Document name
Personnel - Staffing agency
Checklist nameDateVersion
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DescriptionList is based on following laws and regulations
When you place temporary staff with a client, you and the hiring company have a joint responsibility for the consultant's work environment. You and the hiring company must reach an agreement about who is responsible for what. Use the checklist to ensure that responsibilities do not fall between the cracks.

Prior to placement of the consultant

Question Yes No N/A Comment and action Responsible for execution Due date? Controll executed. date
1. Have we previously done an assignment for the customer?
A. Have any shortcomings been brought up with the customer and then remedied?
2. Have we received enough information about the tasks the consultant will be performing?
3. Does the customer engage in systematic work environment management?
4. Has a risk assessment been carried out for the tasks to be performed at the customer?
5. Have we formed an opinion with regard to the work environment at the customer?
6. Does the consultant have the knowledge required for the tasks?
7. Will the consultant be performing work requiring specific training, qualifications, a permit or "driving license"?
8. Will the consultant be performing duties requiring personal protective equipment?
A. Has it been clarified with the hiring company who is responsible for providing personal protective equipment?
9. Will the consultant be performing duties requiring a medical check?
A. Has it been clarified with the hiring company who is responsible for the medical check?
10. Have we introduced the consultant to the tasks they will be performing, and informed them of any risks associated with the assignment?
11. Have we informed the consultant regarding who they should turn to with questions or to call attention to risks in the work environment?
12. Have we informed the consultant regarding the type of support and contact they can expect from us during the agency placement?
13. Have we informed both the customer and the consultant that no tasks outside of the scope of the assignment may be added without first having been approved by us?
14. Have we reached an agreement with the customer regarding which procedure is to apply for any overtime/additional hours?
15. Have we made it clear to the customer that we must be informed if an accident or serious near-accident has occurred?

During the placement at the customer

Question Yes No N/A Comment and action Responsible for execution Due date? Controll executed. date
16. Have we followed up with the consultant on the customer's onboarding at an early stage?
17. Do we maintain continuous contact with the consultant during the assignment?
18. Do we have a dialogue with the customer during the consultant's assignment?

After the placement

Question Yes No N/A Comment and action Responsible for execution Due date? Controll executed. date
19. Is a follow-up talk held with the consultant after completion of the assignment?
20. Is there any feedback we need to provide to the customer?
21. Have we evaluated the assignment and drawn lessons from it for future assignments?
Other Here you can note risks that needs to be addressed but does not exists in the check list

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