How to Use: RAMS Compliance Spot Check & Intervention Record

Purpose and outcome (what it’s for)

This guidance-note explains how to use the RAMS Compliance Spot Check & Intervention Record during live work to prove that:

• the approved RAMS is actually being followed on site (not just filed),
• the supervisor is actively checking and stepping in early when the job drifts, and
• any issues are corrected, briefed, and followed up properly.

Good completion looks like: short factual notes, clear actions taken, names of who agreed/actioned, and a decision on whether the RAMS needs updating and/or a re-brief.

Who uses it (roles and responsibilities)

When to use it (trigger points and frequency)

Use it for quick checks during live work, especially where things can drift quickly:

• hot works (grinding, cutting, welding, roofing torches),
• lifting operations (telehandler, crane, chains, slings),
• work at height (scaffold, MEWP, ladders, roof work, openings),
• breaking out / cutting / chasing,
• openings and edges,
• any job with multiple trades working close together.

Good times to do a spot check

• Start of task (first set-up): barriers, permits, tools, brief.
• After a change: new operatives, different workface, weather change, different plant/tool.
• After a near miss, complaint, or “that was close”.
• Mid-task: when attention drops and shortcuts creep in.

Frequency (practical rule): for higher-risk tasks, aim for at least one spot check per crew per shift (more if the job is changing). For routine lower-risk work, sample regularly and focus on change points.

Before you start (what you need to have to hand)

• The approved RAMS for the exact task (right version/date).
• Permits where applicable (e.g., hot works permit, permit to dig, lifting plan/permit if used on your sites).
• Evidence of competence if the task needs it (e.g., CPCS/NPORS, PASMA, IPAF, abrasive wheels, confined spaces, first aid).
• Pre-use checks where relevant (MEWP checks, lifting gear inspections, fire extinguisher in date, RCD checks).
• Knowledge of what “good” looks like for the specific job step you’re observing (sequence, barriers, exclusion zone, supervision arrangements).

Tip: Don’t try to check everything in detail every time. Pick the most relevant items for the task and the main ways it can go wrong.

How to complete it (step-by-step on site)

1) Fill in job and RAMS details

• Be specific with location (plot/bay/floor/area). It matters for investigations and follow-up.
• Record the RAMS reference and version/date. This is what proves you checked the right document.
• Write the task observed as the team would describe it (“cutting padstones”, “lifting steel beam”, “core drilling riser”, etc.).

2) Do the quick spot check (tick Yes / No / N/A)

• Tick Yes only if it’s actually in place and working (e.g., barrier is complete, not just “some cones”).
• Tick No if missing, not used, or not effective.
• Tick N/A only if it genuinely doesn’t apply to this task at this time (e.g., lifting controls when no lift is happening).

Make “No” mean something: every “No” should link to a note in “What I Saw” and an action in “Intervention” or “Follow-up”.

3) Record “What I Saw” (brief and factual)

• Observed work step: the exact moment you’re checking (e.g., “setting up the grinder”, “slinging the load”, “working at edge on deck 2”).
• What was happening: who/what/where (avoid opinions, keep it factual).
• RAMS says: the relevant control or sequence (one or two lines is enough).
• What differed: describe the drift/shortcut/missing control clearly.

Write it like a camera: “Two operatives cutting rebar with 9-inch grinder; no face shield; trailing lead across walkway” (not “unsafe cutting”).

4) Record “Intervention” (what you did on the spot)

• Tick the action(s) you actually took: reminder, stop job, add control, change method, swap tool/plant, re-brief, escalate.
• In “Details”, write what changed (e.g., “stopped work until fire watch in place and extinguisher brought to point of work”).
• Record who actioned/agreed (name or role if you don’t know the name).

If you stopped the job: note how it was made safe before you left the area (barriers, isolations, plant parked/keys removed, hot works ceased, etc.). If anything is still outstanding, record it and escalate.

5) Decide if the RAMS needs changing (or re-briefing)

• If the team drifted but the RAMS is still correct: you may only need a re-brief and supervision.
• If the workface or method has changed, or the RAMS doesn’t cover what’s happening: it likely needs an update.
• Assign who will update and a target date. If it’s urgent, don’t leave it as a future action—stop or control the work first.

6) Add follow-up actions (only if not closed out today)

• Keep actions specific and measurable (e.g., “Fit edge protection to opening at gridline B3” rather than “sort edge protection”).
• Put a clear owner and due date.
• Close out promptly and mark “Done” when completed.

7) Sign-off

• Supervisor signs to confirm the record is true and actions were taken.
• Operative/lead signs to confirm they understand what changed and any re-brief given.

Review and approval (what to check and when to escalate)

This record is mainly a supervisor tool, but it should be reviewed as part of normal site control.

Supervisor self-check (before filing)

• Does every “No” have a matching action or follow-up?
• Is it clear whether the job was made safe?
• Is the RAMS version/date recorded?
• Could someone else understand what happened from your notes?

Manager review (recommended)

• Review all records with stoppages, repeated issues, or RAMS not suitable.
• Check follow-up actions are being closed out.
• Look for trends (e.g., repeated PPE issues, barriers missing, poor briefings).

Escalate immediately if you see:

• a serious risk of injury (falls, lifting over people, uncontrolled hot works, live services),
• workers refusing to follow controls,
• RAMS clearly not matching the work,
• missing competence for high-risk tasks (no ticket/authorisation).

Recordkeeping (storage, retention, audit readiness)

• Where to store: keep with the job’s RAMS pack (site folder) and/or upload to your central H&S/project system.
• File naming (simple and searchable): Project_Area_Task_YYYY-MM-DD_RAMS-SpotCheck_Supervisor
• Link it to: the RAMS reference/version and any permit or lifting plan number where relevant.
• Retention: keep for the duration of the job and then in line with your normal project H&S file retention. If you’re unsure, a practical minimum is at least 3 years (longer if your client or insurer requires it).

Audit tip: a small number of well-completed spot checks beat a big pile of half-filled ones. Quality matters.

How often should this be reviewed or updated?

• On the day: close out actions or raise follow-ups before the shift ends where possible.
• Weekly: manager samples records to check trends and repeat issues.
• When RAMS changes: make sure the update is issued, the team is re-briefed, and the old version is removed from use.

Common mistakes (and how to avoid them)

• Tick-box only, no facts. Add 1–3 lines in “What I Saw” so the record stands up later.
• “No” with no action. If something is missing, record what you did and who fixed it.
• Wrong RAMS version. Always write the version/date. If the team has an old copy, swap it out and note it.
• Using N/A too often. N/A is fine, but don’t use it to avoid checking key controls for the task.
• Not naming who agreed/actioned. Names drive accountability and make follow-up easier.
• Not recording “made safe”. If you stopped work, write how the area was left safe before you walked away.
• Not feeding back into RAMS. If you see the same drift twice, the RAMS and/or briefing method likely needs improving.

Worked example (quick realistic scenario)

Scenario: Supervisor checks a team doing hot works cutting brackets off steelwork inside a partly finished unit.

• Quick spot check: RAMS on site (Yes), team briefed (Yes), hot works controls (No), housekeeping (No), public/other trades protected (Yes).
• What I saw: operative grinding near timber studs; no fire watch in place; extinguisher not at point of work; sparks landing into a corner with dust and offcuts.
• RAMS says: hot works permit required; clear combustibles; have extinguisher and fire watch during and after; contain sparks.
• Intervention: stopped job temporarily; cleared combustibles; brought extinguisher; set fire watch; issued/confirmed permit; re-briefed both operatives on spark containment and fire watch time.
• Made safe before leaving: Yes (area cleared, extinguisher in place, fire watch assigned).
• RAMS needs changing? No (RAMS suitable). Re-brief needed? Yes (controls not followed).
• Follow-up: check after 30 minutes fire watch completed and area signed off on permit.