Whose Role is it Anyway?

Many facilities teams utilise contractors to access additional capacity or specialist skillsets beyond the scope of internal teams. Often, organisations will have long-lasting relationships with key contractors, and can come to see them as a part of the team.

However, when the lines between contractor and internal employee become blurred, the organisation can run the risk of non-compliance.

The responsibilities of contractors are distinctly different to those of the organisation. While working effectively with contractors is a key part of facilities management, it is important to remember that compliance obligations cannot be outsourced, and remain with the organisation.

The role of contractors

Contractors are necessary for access to specialist skillsets and additional resources beyond the scope of the team.

Conducting specialist work

Even the most well-resourced facilities team is unlikely to have enough team members to cover all the technical knowledge and experience they require. Particularly when certain assets, such as fire safety systems, require contractors with specific accreditations to perform work.

Maintaining licences and accreditations

Contractors are required to maintain certain licences and accreditations specific to the services they offer. It is the responsibility of the contractor to ensure they keep their accreditations up to date, and to attain appropriate insurances for their own business.

Meeting agreed terms of service

When contracts are drawn up between your organisation and external contractors, there will be agreed terms of service. These terms will likely include things like work rates and permitted scope of work.

It is the responsibility of the contractor to ensure they are delivering the service that they have agreed to.

The role of the facilities team

Over-reliance on contractors can create risk for the organisation, and it is critical that facilities teams understand their responsibilities with respect to managing contractors.

Validating licences and accreditations

It is the responsibility of the organisation to ensure anyone who steps foot on site to perform work is appropriately qualified to do so. While the hope is that all contractors take this responsibility seriously and keep all important documentation up to date, this cannot be assumed.

Setting and validating terms of service

In a perfect world, it could be assumed contractors will always meet agreed terms of service. However, this is unfortunately not always the case.  

It is the organisation’s responsibility to understand the regulatory requirements for the facility and set contractor agreements supporting these requirements. Contractors may be able to provide advice, however any advice should be validated and not taken at face value.

It is also the facilities team’s responsibility to ensure contractors are meeting the agreed terms of service. If a contractor has agreed to perform work at specific intervals for example, it is your responsibility to ensure the work is done on schedule and to the legislative standard.

Safety inductions

Inductions help keep people safe while performing work on site, reducing the likelihood of an incident occuring, and are the responsibility of the organisation.

When contractors arrive on site to conduct work, it’s the organisation’s responsibility to ensure necessary inductions are completed. It is also critical to obtain proof that a contractor went through an induction process before performing work at the facility.

Alignment with service delivery expectations

With an ever-increasing focus on service delivery, many organisations seek to work with contractors who align with their organisational values. This is especially important in sectors such as aged care, not-for-profit, and healthcare, where organisations routinely engage with vulnerable peoples.

Monitoring the behaviour of contractors while performing work around the organisation’s clientele is the responsibility of the organisation. These expectations should be outlined as much as possible within service agreements, but some may be open to interpretation.

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This blog is not a substitute for legal advice on building and contractor compliance.