MORE THAN GRANDPARENTS
  • Home
  • Our Work
  • About
  • Contact
  • Events
  • Covid 19

COVID-19 Risk Assessment for WorkplacesSite: _More than Grandparents at Sunderland Mind Wellbeing Hub __________________ Completed by Melanie Nichols _Date 18/06/2020__________


What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?


Premises













Premises entry/egress
Points of entry/egress are pinch points where 2m distancing is not possible-
Assessment of whether your premises have the facility to operate separate entry and egress and a suitable management regime put in place.
Can you reduce congestion at entry points, for example by having more entry & exit points to the workplace?
Have you implemented screens in reception areas or introduced a segregation area?
Have you provided hand sanitisers at entry and exit points?
Have you completed and displayed the Staying COVID -19 secure poster on site H&S notice boards?


  • Each organisation has it’s own access into the building
  • Hand sanitisers are available at all entry points.
  • Individuals will have their temperature taken at point of entry




  1. 2m markers to be placed at each entrance point.
  2. Visitors to be told to arrive on time for their appointment and not before
  3. Staff will go to the door to meet their client
  4. Display Staying Covid-19 Secure Posters around the building
  1. Melanie Nichols
  2. Melanie Nichols
  3. Melanie Nichols
  4. Melanie Nichols
06/07/2020



Layout/ configuration
Does the existing office layout lend itself to achieving social distancing parameters?-
Assess the current desking layout
and consider what usage restrictions and changes to layout will achieve the 2m requirement.
Have you briefed staff discouraging & reducing non-essential movements around the workplace & between office areas?
Have you reviewed the workplace and if possible introduced one-way traffic routes?


  • All office spaces have been rearranged to ensure 2m distance applies.
  • All volunteers have been briefed on changes during staff meeting/ supervision sessions
  • one way traffic routes are not possible so appointments times will not run over to avoid cross over over clients.


Management team


yes

What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Maintaining the 2m distancing measure
Does the existing office layout lend itself to achieving social distancing parameters? –
Assess whether a ‘one way’ system of movement around the office can be achieved and indicate at all points possible how 2m distancing can be maintained. Suitable direction and distance signage to be posted.
Have you displayed 2m segregation and handwashing signage throughout the workplace including toilet areas?


  • A one way system is not feasible around the building, therefore staff should be conscious of the 2m distance guidance.
 
  1. Posters to be displayed around the building reminding people of the 2m distance guidelines
  2. Signage to be put in the toilets and kitchen regarding hygiene
  1. Leigh Ann, Lesley
  2. Leigh Ann, Lesley
06/07/2020



Shared staff welfare facilities
How can we avoid staff congregating in kitchens, staff rooms etc.?-






  • No more than 2 members of staff in the main kitchen at any one time, 1 person in counselling kitchen.
  1. Posters to be displayed around the building
  1. Leigh Ann, lesley
06/07/2020



What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Shared staff welfare facilities (continued)
Consider stringent ‘one in, one out’, social distancing and closure of facilities (where necessary) to be communicated to staff.
Have you reviewed and staggered break times to ease congestion on break areas, canteens and rest areas?
Do all staff have storage for bags & clothes?
Do you have changing rooms/areas/facilities for staff changing?


  • Strict rules are being applied around number of staff in any kitchen area at any one time




All staff
06/07/2020
yes

Meeting Room use
Is the use of meeting rooms essential?-
Consider whether meeting rooms are necessary and if deemed to be so, control numbers and durations.
What alternatives could be used e.g. conference calls?
  • All meetings must be booked in using the dairy in the main office.
  • Consideration of the 2m guidance must be considered when arranging meetings.
  1. Covid 19 safety posters to be displayed in meeting rooms
  1. Leigh Ann, Lesley
06/07/2020



Offices in multi-tenanted buildings
How do we ensure that adequate controls over other tenants are implemented and managed? –
Contact managing agents and obtain a copy of their risk assessment and practice manual. Continually manage their performance and raise any issues as they arise.


All tenants are responsible for their own risk assessments









What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Use of lifts
How do we manage the use of building lifts with particular emphasis on distancing and cleaning?-
Multi- tenanted premises – as above.
Sole occupancy – Social distancing must be key here, the size of the lift car will dictate the number of passengers. Use of the lift should be resisted where possible. Clear, instructional signage should be displayed and use monitored.
In larger lifts the floor can be marked into 2m areas with foot outlines indicating that passengers should face the walls to avoid face to face contact.
N/A









Hygiene Regime













Deep Cleaning pre- reoccupation
What level of cleaning will be required (and be accepted by staff?) before re-occupation? –
Establish what level of enhanced cleaning is required. Is sanitisation required? How do we ‘advertise’ what has been done to building occupants in a way that will provide comfort and confidence?
Have you displayed 2m segregation and handwashing signage throughout the workplace and toilet areas?


  • A deep clean is planned before all staff return to work.
  • Hand sanitisers are situated around the building
  • Anti bacterial wipes will be provided for all areas
  1. Signage to be displayed around the building and in toilets
  1. Lesley & Leigh Ann
6/07/2020



What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Daily Cleaning Regime
Do we need an enhanced cleaning regime going forward?-
Work with your contractors to establish an effective system of cleaning to meet staff expectations whilst keeping financial control.
Have you implemented a documented cleaning regime for touchpoints?
Provision of cleaning products for use by staff on a daily basis.
Provision of adequate waste facilities and regular collection there from.
Have you implemented a documented cleaning regime for touchpoints?
Are work areas and work equipment kept clean including sanitising between shifts/shift handovers?


  • Cleaning products are available for volunteers to clean/ wipe down equipment/ furniture
  • All volunteers have thie own phone.
  • The cleaner continues to regularly clean the building
  • All doors are wiped down each morning and pinned back for ease of access
 
  1. Screen wipes to be placed next to the copier and any other touch point
  2. Antiseptic wipes to be placed on each workspace, work space should be cleaned at the end of the day or before the next person uses the area
 
  1. Melanie Nichols
  2. Melanie Nichols
06/07/2020
yes

Personal Hygiene
Personal hygiene is paramount in the control of COVID-19 –
Staff must wash their hands for a minimum of 20 seconds on arrival at the office and at regular intervals throughout the day. Signage should be posted around the premises to highlight the importance of good handwashing technique.
Provision of hand sanitiser.
  • Handwashing facilities are available for staff
  • Hand sanitiser is available throughout the building
  • Paper towels are available for hand drying
  1. Signage encouraging regular handwashing to be placed around the building
 
  1. Melanie Nichols
06/07/2020
yes

What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Water supply/ system Management
Water supply systems have sat idle for a long period, this could result in bacterial build up -
In offices where stored water forms part of the water supply system it will be recommended that systems are run for a prolonged period to run off the stored water. A Water Management Survey may be required.
At sites where they operate a domestic style system i.e. cold water direct from the mains and stored hot water in a sealed tank then simply running the supplies for a period should suffice.


All water tanks are fully sealed














There is no Air Conditioning or ducted heating within the building. This has been considered so no risk
  1. Once the water cooler is reinstalled, the company will be contacted for guidance


2. The heating system within the main hall is recycled but has been fully serviced to eliminate any future risk.


3. Doors will be pinned back to encourage a flow of fresh air through the building.
  1. Dot or Kaily
06/07/2020



Shower Facilities
Water supply and cleaning –
The water supply aspect should be included in the item above.
Introduction of an enhanced cleaning regime and staff responsibility for ensuring that facilities are kept clear of personal items.




N/A









What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Working Practices













Staff Numbers
Who really needs to be in the office? –
Consider who really needs to be in the office, for example, workers in critical operational roles, safety and facility management and possibly those who cannot homework due to personal circumstances.
Have you reduced agency workers to a minimum?


  • Mtg is operating with minimal volunteers to reduce risk




Melanie Nichols
06/07/2020
yes

Shift Patterns
Can the work patterns be staggered to reduce the numbers on site at any one time? –
Review working practices and roles and develop a ‘shift pattern’ to reduce the numbers of staff present at any given time.
Have all at risk (NHS notified staff) been either Furloughed or do they work from home?


  • MTG is operating with minimal volunteers to reduce risk
  • Any volunteer at risk to discuss their situation with management


Melanie Nichols
06/07/2020
yes

Office Layout
Can a 2m distance be maintained between colleagues and clients (where applicable)?–
Establish a layout where the 2m distancing can be accommodated. Use ‘back to back’ or ‘side to side’ working rather than ‘face to face’.


  • All work spaces have been rearranged to comply with 2m distance guidelines
 
  1. Antiseptic wipes to be placed at copier and other touchscreen devices
  2. Hand sanitisers are available in each worj space
  3. Complete and display Staying Covid-19 secure poster and display on notice board
  1. Melanie Nichols
  2. Melanie Nichols
  3. Melanie Nichols




06/07/2020



What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Hot Desks
Is the practice of hot desking prevalent in the office? –
The practice of ‘hot desking’ should be avoided. Where this is not possible a heightened cleaning regime will need to be introduced and the sharing of equipment avoided as far as possible.


  • n/a




06/07/2020



Reducing Contacts
Who does each staff member need to have contact with? –
Look at ways of reducing the number of contacts by implementing fixed teams and managing movement around the office.
Is it possible to/have you staggered arrival/departure times to reduce crowding in and out?






  • Workspaces have been adjusted to take into account 2m distance guidance
  • No more than 2 members of staff in the main kitchen and 1 in the counselling kitchen at any one time. Face to face appointments must operate a one in one out system with clean of workspace in between each appointment
  1. Posters to displayed around the building reminding staff of 2m distance guidance
1.Melanie Nichols
06/07/2020



What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Meetings
What are workable alternatives to face to face meetings? –
Where face to face meetings are unavoidable, ensure that only essential participants attend and social distancing is maintained. Ensure that the room is well ventilated wherever possible.
Have visitors (i.e. clients, sales reps) attending sites been reduced to a minimum?




  • If face to face meetings are to take place because they are deemed essential, mtg will ensure that the number of participants will still allow for the 2m rule
Meeting will continue where possible to held over Zoom or Teams
Melanie Nichols
06/07/2020



Site Visits
Are site visits required? –
Where site visits are necessary procedures should be established to ensure that social distancing is maintained and hygiene facilities are adequate.




N/A









What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Site Visits (continued)
Have you reviewed the site meetings programme & cancelled non business essential meetings? Or utilised alternatives such as conference calls?













Home and Remote Workers
Equipment and the wellbeing of home/remote workers –
Staff who may be required to continue to home work in the medium to long term must be provided with the suitable tools and equipment to do so e.g. a suitable desk and operator chair. They should complete a DSE Workplace Assessment and any problems highlighted immediately remedied.
Line managers should keep in touch with home and remote workers and monitor their wellbeing.
Have office working days been controlled for staff working from home?


volunteers working from home have been provided with the appropriate technologies and further requirements for adaptations will be considered
none
Melanie Nichols





Protective Screens
Are protective screens required? –
If 2m desk segregation is not possible, have you reviewed the use/need for screens or partitions?
Consider using screens to separate staff from staff / staff from clients.


N/A









What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Getting to Work













Use of public transport
Staff reluctance to using public transport –
Staff should be encouraged to avoid the use of public transport wherever possible.
Home working would be an option but where this is not possible then Government advice must be closely followed.


  • All staff must comply with government guidelines when travelling on public transport
None
Individual staff





Cycling to work
Government advice is that staff should walk or cycle to work wherever possible –
Provision of suitable safe and secure cycle storage facilities should be provided where possible.


  • Bicycles can be stored at the back of the building









Driving to work
Staff choosing to car share –
Should car sharing be permitted?
If so have staff been advised on how to maximise social distancing when car sharing? E.g. passenger sitting on passenger side of back seat.
Have drivers been issued with facemasks for attending sites requiring their use?
And sanitiser wipes for cabs and steering wheels?




  • Any staff sharing a car to work must adhere to government guidelines
None
Individual staff





What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Driving to work (cont’d)
Car parking facilities –
Is the provision of additional parking an option?


On site parking available
none







Arriving/ Departing the Office.
Can the number of staff arriving or departing at any one time period be controlled? –
Consider staggering arrival and departure times at work to reduce ‘crowding’.
Have you provided hand sanitisers at entry and exit points?
Do all staff have storage for bags & clothes?
Do you have changing rooms/areas/facilities for staff changing?


  • Hand sanitisers are available at the entrance
  • Staff lockers are available for personal equipment
  1. 2m distance markings to be placed at the entrance
  1. Leigh Ann, Lesley, Kaily
06/07/2020



Managing Customers/ Visitors & Contractors













Client visits to the office
How do we manage clients visiting Group premises? –
Wherever possible client attendance should be avoided and telephone or video ‘consultations’ should take place. Where this is unavoidable, social distancing must be adhered to, visitor numbers limited and duration closely managed. The installation of protective screens should also be considered.


  • Telephone counselling and video conferencing will continue to reduce face to face work
  • When face to face work resumes all staff must follow the guidance provided
  • Appointments to be staggered
none
Melanie Nichols
06/07/2020



What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Contractor Attendance
How do we manage Contractor attendance at our premises? This includes deliveries –
Where contractor attendance cannot be avoided i.e. where emergency maintenance are required, social distancing must be established and maintained.


N/A









Staff Issues













Continue Home Working
Can staff continue to work from home? –
Government advice continues to be that working from home should be the first option. If staff are going to be working from home for an extended period then the employer may have an obligation to ensure that workers have suitable equipment.
Have the maximum number of staff been facilitated to work from home allowing for department/office operations?
Has office working days been controlled for staff working from home?


  • Any staff requiring to work from home for a longer period has the equipment needed to carry out their duties









Reluctance to return to their place of work
Whilst COVID-19 exists in the community some staff will be reluctant to return to their workplace –


  • A policy is in place for the safe return to work. Any issues must be taken up with management









What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Reluctance to return to their place of work (continued)
n/a






06/07/2020



Underlying health issues
Does a member of staff have an underlying health condition that places them in the ‘vulnerable’ category as identified by the NHS? Identification of vulnerable staff members, followed by additional measures to provide safeguards. It is strongly recommended that this category of staff continue to home work until further notice.
Seek Group HR advice.


  • Any volunteer with an underlying health condition should continue to work from home and continue to discuss their situation with Melanie









Dispatches & Deliveries













Premises
Have you reviewed manning levels to maintain only operational necessary staffing levels?
Have you reduced agency workers to a minimum?
Has a safe segregated area (including vehicle cabs been identified for delivery drivers?
Are work areas and work equipment kept clean including sanitising between shifts/shift handovers?
N/A









What are the hazards/ risks/ issues?
What needs to be considered?
What is already in place to control the risk?
What further action is required to control the risk (if possible)?
Who needs to carry out the action?
When is this action needed by?
Complete Yes/ No?

Premises (continued)
Is waste removed to recycling areas at the end of the shift/day?


  • All bins are emptied regularly, however staff must help to maintain a clean and hygienic work space
  • Cleaning will be increased
  • Empty boxes must be removed to eliminate an increased Covid 19 Risk







Personnel Safety
Have you made available gloves and masks for warehouse staff?
Are you allowing delivery drivers use of welfare facilities?
Have drivers been issued with facemasks for attending sites requiring there use? And sanitiser wipes for cabs and steering wheels?
Have you reviewed and minimised if possible work in enclosed/confined spaces for 2 man operations and if they cannot be reduced, offered face masks?


N/A









Any other issues identified?
Please add any other issues that you have considered?



Powered by Create your own unique website with customizable templates.
  • Home
  • Our Work
  • About
  • Contact
  • Events
  • Covid 19