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COVID-19 Risk Assessment

Covid-19 Risk Assessment

Please refer to the ‘Working Safely During Covid-19’ document provided by HM Government.

Where reference to ‘provisions’ and or ‘steps taken’ is used, please refer to contracts and relevant workplace policies for specific information relevant to employees and or job roles.

  • Thinking about risk
  • All objectives read and understood regarding identifying risks.

    1.1    Managing risk

    Priorities of risk to be assessed in order laid out in HM Government Document understood and adhere to.

    1.2    Sharing the results of your risk assessment

    This risk assessment and the referred document will be made available to all employees along with access to customers/suppliers upon request. Workplace notice of adherence will be posted in clear and obvious locations. 

    2.    Who should go to work
    1. We have considered who is essential to be on site and have made provisions for those who do have the ability to work from home to do so via remote access to their PC. We have also considered those who can reduce their time on site by certain tasks being able to be completed at home and made the necessary provisions. 
    2. We have planned for the minimum amount of people needed on site to manage current workload, whilst maintaining government guidelines.
    3. For those working offsite for any amount of time, regular contact is made to assess their well-being and ability to be able to manage workload effectively without risk.
    4. For those working offsite, all provisions have been made to enable them to work securely, with minimum risk to their welfare.
    5. Equipment has been provided for those who are working offsite to enable them to work as effectively as possible, considering the limitations of working offsite.
    2.1    Protecting people who are at higher ris
    1. We have made an assessment on staff members who are at higher risk using the health questionnaires and identified any that may be at risk by being on site. Those who may fall into vulnerable or clinically vulnerable groups will be requested to work from home where possible or enter shielding if required.
    2. Management has made all employees aware that they can be contacted in and outside of work by telephone, should they become ill with mental health. All appropriate guidance and help will be provided.
    2.2    People who need to self-isolate
    1. 1Provisions will be made for all employees who are able to work from home, to do so should they need to self-isolate
    2. HR management has understood and follows all guidance to sick pay due to Covid-19.
    3. All government guidance is being followed for those who have symptoms and those who live with others who have symptoms, further information on this is available in the workplace policy.
    2.3     Equality in the workplace
    1. We understand all particular circumstances of those with different protected characteristics.
    2. Where increased risk may be present for those with protected characteristics, we have taken all steps to reduce risk that may be challenging.
    3. No further steps will need to be taken above our existing policies to adhere to our duty of equality legislation
    4. We have taken all reasonable steps to ensure the safety of disabled workers and those who are new or expectant mothers.
    5. All steps taken do not have an unjustifiable negative impact on groups or individuals and all responsibilities and commitments have been fairly addressed.
    3.1    Social Distancing - Coming to work and leaving work
    1. We have made arrangements to stagger arrivals and departure times where needed to reduce crowding in and out of the workplace.
    2. No additional parking or bike racks are needed as our current facilities are suitable under the current guidelines.
    3. We have limited passengers in corporate vehicles to adhere to social distancing guidelines.
    4. We have created a specific and separate entry and exit point to reduce crossover.
    5. We have clearly marked a one way flow system through the entry and exit points.
    6. We have provided necessary handwashing facilities and hand sanitizer for entry and exit points.
    7. We have suspended use of all touch-based security devices to reduce risk.
    8. We have defined alternative processes for all existing processes relating to entry and exit points that have required alteration due to Covid-19
    3.2    Social Distancing - Moving around buildings and worksites
    1. We have taken steps to reduce movement around the building by slimlining non essential movement.
    2. We have taken all provision to reduce job and equipment rotation.
    3. We have introduced one-way flow routes where applicable.
    4. N/A
    5. N/A
    6. N/A
    7. We have regulated use of high traffic areas including corridors and walkways to enable social distancing.
    3.3    Social Distancing - Workplaces and Workstations
    1. We have reviewed our layouts and set-ups to allow people to work further apart from each other.
    2. We have used floor tape to mark areas to assist workers in keeping to current social distancing guidelines
    3. Where it is not possible to maintain social distancing, we have created back-to-back layouts to reduce contact
    4. We have installed screening where possible to separate areas that are difficult to maintain social distancing.
    5. Where staff members are from the same household, we have introduced a paring system to all for safe working conditions.
    3.4    Social Distancing - Meetings
    1. Where applicable, all meetings have been moved to remote options.
    2. Onsite meetings will be conducted outside with employees adhering to current social distancing guidelines.
    3. No sharing of meeting equipment such as pens or paperwork will be shared.
    4. Hand sanitizer is provided.
    5. Meetings are held outdoors and in well ventilated areas.
    6. Clear guidance to maintain social distancing is given in all meeting scenarios. 
    3.5      Social Distancing - Common Areas
    1. Where possible, break times have been staggered to reduce congregation in communal areas.
    2. Outdoor facilities are provided for break times.
    3. Additional space has been made at each workstation to allow for safe break time usage.
    4. Protective screening has been installed at areas where communal use is necessary.
    5. N/A
    6. Seating areas have been reconfigured to discourage face-to-face interaction.
    7. Staff are encouraged to stay on site during working hours to reduce external risk.
    8. Toilet facilities do not need adapting as they are individual use.
    3.6    Social Distancing - Accidents, security and other incidents.
    1. Adaptations to emergency exit procedures have been put in place to adhere to social distancing measures.
    2. Staff will be instructed to do extensive sanitation should an incident occur of an emergency nature.
    4.1    Manage Contacts
    1. Visitors have been restricted to couriers, post and suppliers only. 
    2. Visitors are restricted to one at a time for all necessary visits
    3. Couriers and other suppliers are scheduled to avoid crossover where possible.
    4. Contractor and visitor records are held if they are passing the dispatch area.
    4.2    Providing and explaining available guidance
    1. Clear guidance via the use of signage is available for all visitors to adhere to our Covid-19 policy
    2. Those who will interact with visitors have been made aware of their responsibility to ensure social distances.
    3. Entry and exit points are restricted to visitors to maintain social distancing and reduce contact.
    4. N/A
    5.1    Before reopening
    1. Ventilation systems have been adjusted and switched off in some areas to address ventilation needs.
    2. Air conditioning units have been permanently turned off to ensure safe working areas
    3. N/A
    5.2    Keeping the workplace clean
    1. Frequent cleaning of all areas and equipment has been adopted in line with correct cleaning procedures
    2. Frequently touched object and surfaces are regularly cleaned to reduce risk
    3. Workstations are cleared and waste removed at the end of each shift.
    4. If a known or suspected case of Covid-19 occurs, we will follow government guidelines to disinfect all areas effectively.
    5.3    Hygiene - handwashing, sanitation facilities and toilets
    1. Visible signage is used through the building to encourage good handwashing techniques and basic hygiene recommendations.
    2. Regular reminders are given to maintain hygiene standards.
    3. Hand sanitizer is available to all employees
    4. Clear use and cleaning guidance for toilets is in place to ensure hygiene
    5. Busy areas receive enhance cleaning procedures
    6. N/A
    7. More waste facilities have been provided to enable quicker waste disposal
    8. Single use paper towels are provided to negative multiple touch hand drying.
    5.4    Changing Rooms and Showers
    1. N/A
    2. N/A
    5.5    Handling goods, merchandise and other materials and onsite vehicles
    1. Cleaning procedures for shared equipment after use is in place for all objects and equipment.
    2. Hand sanitiser is provided for use after touching shared equipment.
    3. Work vehicles have cleaning procedures to adhere to current guidelines
    4. Picking and Packing boxes are regularly cleaned.
    6.1    Face Coverings
    1. All current guidelines regarding face covering will be adhered to and management will regularly update themselves and make appropriate policy changes when necessary.
    7.1    Shift Patterns and working groups
    1. Where possible, employees have been grouped into teams to reduce the need to contact members outside their group.
    2. We have identified areas for safe passage by creating drop zones and transfer areas.
    7.2    Work-related travel
    1. All non-essential travel has ceased with non-essential trips now carried out remotely.
    2. We have taken steps to minimize the number of staff travelling together.
    3. Shared vehicles are cleaned when a handover needs to occur.
    4. N/A
    5. Procedures have been put in place to minimise contact upon deliveries to and from other sites
    6. Pairing is consistent should we need two members to be present at deliveries and collections
    7. Any signatures required or documentation handover is conducted as safely as possible.
    7.3    Communications and Training
    1. All employees are provided with clear and regular communication to improve understanding of new ways of working
    2. Discussion of new policies is made in conjunction with employees to enable and agree changes to be made.
    3. Procedures are in place for those returning to work to adapt the new working conditions immediately upon their return.
    4. Employees are given clear and open channels to discuss their thoughts regarding changes to the work environment.
    5. Employees have been made aware of the importance of mental health at this time and have been advised to seek help if needed.
    6. Messages of new working are explained in a clear language with consideration for those who do not have English as their first language
    7. Visual communication and markings have been used to create clear and concise encouragement of new procedures.
    8. Employees have been clearly made aware of guidance for suppliers and customers to help adoption of current guidelines.
    8.0    Inbound and outbound goods
    1. Pick-up and Drop off locations have been revised to adhere to safe working conditions.
    2. Non-contact deliveries are used whenever possible.
    3. Measures have been taken to reduce frequency of deliveries.
    4. Loading and unloading vehicles are restricted to single persons where safe.
    5. Consistency of named members of staff to unload and load are used when possible.
    6. Delivery drivers are provided safe access to welfare facilities.
    7. Drivers are encouraged to remain away from the building whenever possible.