Assessment of Risks for Working Safely during Covid-19

Company name: Lupton Fawcett LLP

Location: All Lupton Fawcett LLP Premises

Assessment carried out by: Health & Safety Officer

Date assessment was carried out: 6 October 2020

Review This document remains under continued review

 

This risk assessment will be under constant review as government advice and guidance changes.

This document has been shared with all our colleagues along with our Return to Work Plan.

We will display the “Staying COVID-19 Secure in 2020” certificate in all our offices.

Managing Risk

Risk

Risk and Impact

Controls to be put in place

Hygiene High

High

Notices are provided around the building to encourage regular hand washing and use of hand sanitiser.

 

We ask that gloves only be worn for one task (to avoid cross contamination) and then disposed of.  Any gloves worn outdoors must be removed after entering the building.

Screening High

High

Everyone must carry out a non-invasive temperature check before entering our offices.

 

Temperature checks will be privately carried out at a designated station(s) away from the working offices using an infrared thermometer. No GDPR implications arising as results are not required to be recorded.

 

First aid procedure in place and must be followed for any colleague who reports a temperature above 37.8c (i.e. presenting a fever and symptom of COVID-19).

Where a temperature is between 37.5c and 37.7c (high temperature) colleagues are asked to retake the test after waiting 10 minutes.  If the 2nd reading is similar i.e. within the same temperature range, first aid procedure in place must be followed as may be the onset of a fever and symptom of COVID-19.

Social distancing High

High

The desk arrangements to be reviewed and only those compliant with 2 metre rule and government guidance to be used.  A one way system is to be introduced to reduce opportunity for face to face exposure, internal meetings via MS Teams
Communicating High

High

Visible and clear signage is to be used and regular reminders of revised safety protocols to be issued to colleagues including “Do and Don’ts Guidance”.  Any conversations involving more than 2 people to be held via MS Teams.

Who Should Go to Work

Risk

Risk and Impact

Controls to be put in place

Colleague attendance in the work place High

 

High

Colleagues who wish to return to work from the office may do so.   Those who return on a regular basis will be allocated a dedicated desk. Space capacity will be managed on an ongoing basis to ensure we remain compliant with our social distancing arrangements.

Any colleague who is not allocated a dedicated desk must book use of a spare desk or quiet/internal meeting room which they must clean before and after use.

Colleagues must not travel and work from another office other than where they are based without the express permission of the Managing Partner.

Colleagues continuing to work from home Low

 

 

Medium

Continuing to work from home is permissible with agreement of your HOD.

All colleagues working from home will be asked to complete a self-assessment of their home work space to make sure they are working safely and with no detriment to their health.

Where it is deemed a colleague does not have adequate equipment to continue to work from home they will be asked to return to the office if practicable or equipment will be provided.

Processes and IT systems in place to accommodate home working for all will continue to be reviewed/updated as required.

Vulnerable colleagues High Any colleague who is clinically vulnerable, or who lives with and/or cares for someone who is clinically vulnerable (as defined in para. 8 of the guidance below) will not be asked to work in the office until it is deemed safe to do so.

https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing

 

Colleagues who are self-isolating Low

High

Anyone showing symptoms of COVID-19 is asked not to attend the office for at least 7 days and must phone and speak with HR before returning to work at the office.

Anyone who has been in contact with someone who has COVID-19 or is presenting symptoms of COVID-19 is asked to stay at home for 14 days.

Anyone who is self-isolating is encouraged to work from home if they are able to do so.

Mental health and wellbeing Medium

High

The firm promotes positive mental health and wellbeing in the workplace and actively supports those who ask for help.

The firm offers counselling and mental health support via Aviva and WPA.

Social Distancing at Work

Risk

Risk and Impact

Controls to be put in place

Work patterns

 

If it should become necessary we will adopt a variable working pattern. Any changes to an individual’s working hours must first be discussed and agreed with the relevant HOD and HR advised.
Commuting High

 

 

High

Colleagues who wish to work from the office may use public transport to commute to work. Government guidance should be followed by anyone using public transport. If a colleague wishes to vary their start and finish time to avoid travelling at peak times then this should be agreed with the HOD and HR advised.

Parking spaces and bike storage is available at all offices.

Entering and exiting the building/office High

 

 

 

High

Colleagues will be encouraged to use their key card pass to enter the building (Leeds only).

Internal door entry keypads will be sprayed weekly with an antimicrobial surface coating.

Doors handles and push pads with be covered with antimicrobial surface coatings (Nanoseptic brand).

Sanitising of hands on each occasion of entry and on exit is required.

Where practicable the firm will implement entry and exit only doors as part of a one way system.

Colleagues may leave the building and re-enter during their working hours but must observe the relevant office entry/departure safety protocols when doing so.

Travelling around the building/office space High

 

 

 

Medium

A one way system will be put in place in all office areas to minimise opportunity for passing face to face. These will be sign posted.

Colleagues will be encouraged to limit their movement around the building/office space.

Signage to remind colleagues of 2 metre distance requirements will be in place.

Throughout the buildings people must adhere to the “one way” system.

Enclosed lift space High

High

No more than one person should use the lift at a time.

Everyone attending the building will be encouraged to use the stairs unless they are unable to do so for health or disability reasons.

Work stations High

High

None face to face seating is in place and high screens in use wherever possible.  Where desks have low screens an increased social distancing spacing will be used with seating facing against flow of one way system to minimise risk.

Colleagues who regularly work from the office will be allocated a dedicated desk.

Unused desks and seating will be marked with hazard tape to prevent use.

Lack of equipment on allocated desks Medium

Low

Each desk to be used is to be included on pre-planning checks to ensure that it has the appropriate equipment and that it is fit for purpose.
Desk, screen and equipment Medium

Medium

All colleagues who are allocated a dedicated desk will be asked to complete a DSE assessment.

All colleagues will be provided with guidance on how they should sit and how their computer equipment should be set up as many will not be sitting at their pre-COVID-19 desk.

Printing areas Medium

High

Social distance signage and traffic flow will be in operation.
Meetings and meeting room use Medium

High

No more than two people are allowed to converse in the open plan office adhering to social distancing guidance.  Any gatherings of more than two people must communicate via MS Teams.

External meetings should only take place where absolutely necessary and the minimum number of people should be in attendance. Please refer to the “Client Meeting Guidance”.

Only one person occupancy is allowed use of internal meeting rooms.

Water will be provided in meetings lasting longer than 30 minutes, a bottle per person should be placed in the room prior to the meeting by someone wearing gloves.

Colleagues will be asked to use anti-bacterial cleaner on any shared equipment they have used in the room, including tables and chair arms.

Communal areas in the buildings High

High

Entering and exiting building procedures must be followed.

Antibacterial hand wash is available in the toilets.

A one way system will operate.

2 metre signage will be in use.

Kitchen/drink points High

High

Only one person will be permitted to use the facilities at any one time.

Gloves must be worn whilst in these areas and disposed of in the kitchen bin.

Users must wipe down the inside of the microwave once food/drink is heated.

All crockery, utensils and glasses must be washed as soon as used or taken home and not left in the sink or on the work top.

Colleagues must use their nearest kitchen/drink point.

Signage will be displayed.

Social Spaces High

High

All break out areas will be closed for social use.
Refreshments High

High

Colleagues must consume food at their desks.

Only water bottles with a detachable spout should be used to avoid cross contamination (touching of the water faucet).

First aiders

 

Medium

Medium

There will be at least one first aider in the office during phase 1 of our Return to the Workplace Programme.

Colleagues will be advised that there is a lower number of first aiders in the office and that should they have a minor incident and should it be practicable this will be dealt with by phone by a first aider to advise on self-care.

Should there be an occasion where a first aider has to leave the office we will organise for another to attend as soon as possible.

As numbers in the office increase the number of available fire aiders will be monitored.

First aid requirements for minor incidents Medium

Low

 

The first aider should attend their colleague to provide them with a  first aid kit if necessary and then remain at a 2 metre distance and talk the person though self-care.

If a first aid kit is not necessary the first aider should will talk the person though self-care on the phone.

First aid requirements for  major incidents (heart attacks, strokes etc.) Medium

High

Such instances would overrule the requirement for social distancing, but first aiders must still protect themselves.

The first aider should follow the usual procedure of contacting the emergency services immediately.

If the first aider feels it is safe to do so they should treat the person to the best of their ability without endangering themselves (i.e. chest compressions but not respiratory aid, defibrillator, use of PPE).

If contact is made with a person, when possible the first aider must wash/sanitise their hands and dispose of PPE. Any equipment used should also be cleaned.

Colleagues falling ill at work with COVID-19 symptoms Medium

High

The person must immediately isolate in the designated room and contact a first aider who will help make arrangements for the colleague to go home.

If the colleague feels that they are seriously ill and cannot self-care they should contact emergency services or ask the first aider to do so.

Potential contamination in the office from someone with COVID-19 symptoms Medium

High

Anyone who reports that they have symptoms will be asked:

  • When their symptoms started?
  • Where they have been in the office?
  • Which colleagues they have had face to face contact with?

The relevant people would be contacted and asked to go home and self-isolate for 14 days.

The areas that had potentially been contaminated will be cleaned in accordance with government guidance.

Fire marshals

 

Medium

High

There will be at least one trained fire marshal in the office during phase 1 of our Return to the Workplace Programme.

The trained fire marshal will be given a list of office attendees each week (for each day) and they will be solely in charge of checking each person at the evacuation point should an evacuation occur.

Other colleagues may be asked to deputise to assist.

Should there be an occasion where there is no trained fire marshal in the office we will organise for another fire marshal to attend as soon as possible.

As numbers in the office increase the number of available fire marshals will be monitored.

Office evacuation in an emergency Low

High

It is deemed that such instances would overrule the requirement for social distancing, therefore evacuation procedures will continue to remain in force.

Once at the evacuation point and safe, colleagues will be asked to try to keep at least 2 metre away from each other where possible.

Colleagues will be encouraged to wear face coverings where possible and practicable and asked to follow the building entry guidelines when re-entering the building/office.

Managing Visitors

Risk

Risk and Impact

Controls to be put in place

Clients

 

Medium

Medium

Only those client meetings that are essential for conduct of business should take place. The following safety measures must be adopted:

  • Hand sanitiser must be used upon entering and leaving our reception.
  • Social distancing must be observed at all times.
  • Latex gloves are provided and must be worn when handling and signing documents.
  • Your visitor should bring their own pen to avoid sharing.
  • You should not shake hands with your client.
  • Wearing of face coverings is optional.

All attendees will be required to sanitise their hands before and after the meeting. The meetings room surfaces and chair arms must be cleaned using antibacterial spray after use.

Water can be provided. No other refreshments will be provided.

Contractors Low

High

If a visit from a contractor is absolutely necessary we will try to arrange this out of working hours where possible and will be required to follow all internal procedures, which they will be issued with prior to attendance. This includes our cleaning contractors.
Post and deliveries Medium

High

All deliveries (with the exception of Royal Mail) are collected in the East Parade foyer by a member of post room wearing gloves.

Royal Mail deliveries are left in the 3rd floor East Parade vestibule by the post person, collections are collected from the same area.

Post is scanned to the relevant person and only delivered to the recipient if absolutely necessary.

Gloves are worn at all times when handling post/deliveries/files.

Cleaning the workplace

Risk

Risk and Impact

Controls to be put in place

Ventilation High

High

Air conditioning will remain off to avoid air contamination around the building.

Windows will be checked to make sure adequate ventilation can be provided.

Use of fans will not be permitted unless the air temperature is deemed a health risk.

Should a fan be provided to a colleague it will be positioned so that the air is blowing directly on them and not into any other desk area or walkway.

Water systems Medium

High

Any water pipes closed off and drained will be reinstated and flushed out.

We will liaise with landlords/building managers to make sure the water systems have been checked.

Cleaning   High

High

The firms contracted cleaners will undertake an effective clean of the office prior to phase 1 occupancy over 5 days concentrating on 1 floor (including kitchens) per day using antibacterial cleaning products.

The communal areas will be cleaned throughout the day by the building cleaners using medical grade cleaning solutions, this includes all touch points.

Once occupation of our offices is resumed the cleaners will clean daily out of hours using antibacterial cleaning products focusing on touch points:

  • Desks
  • Keyboards
  • Mice
  • Telephones
  • Chair arms
  • All door handles
  • Fridge doors/handles
  • Microwave handles and buttons
  • Kettles
  • Boilers
  • Taps
  • Other hard surfaces

Antibacterial wipes, sprays and paper towels are available to everyone to use at any time and they must be used before and after every use of equipment and quiet/meeting rooms.

Hygiene High

High

There is hand sanitiser, antibacterial hand wash, antibacterial wipes and gloves available for all colleagues to use.

Signage and notices are in place throughout the buildings to remind colleagues to wash/sanitise their hands regularly.

Office equipment High

High

Desks will be allocated to one person only.

Colleagues will be required to clean printer keyboards before and after use each day using antibacterial wipes.

Other equipment (e.g. binding, laminating machines) colleagues will be encouraged to limit the use of these machines and to clean the machine with antibacterial wipes before and after every use.

“Soft” surfaces

 

High

High

Supply of items deemed to be soft surfaces (paper, magazines, brochures, books, stationery etc.) will be restricted within the office area to avoid the risk of multiple use or touch.

When handling such items we will encourage use of gloves.

Stationery will be stored centrally and a request process put in place.

Facilities (or other designated person) will replenish printer paper supplies on request.

Pads and pens will be removed from all meeting rooms.

Where there is a requirement to share files/paperwork colleagues must wear gloves.

Files of papers must not be left in meeting rooms.

Personal Protective Equipment

Risk

Risk and Impact

Controls to be put in place

Face coverings Medium

High

Colleagues are encouraged to wear these in the workplace if possible and practicable. Signage will  be displayed to support colleagues in the safe use of face coverings should they chose to wear one.
Gloves Medium

High

Gloves are provided for everyone to use and have been prescribed for use when handling shared documents/files, deliveries and also in the kitchens.

Workforce Management

Risk

Risk and Impact

Controls to be put in place

Office equipment High

High

Desks will be allocated to one person only, eliminating the need to share computer equipment.

Colleagues will be required to clean printer keyboards before and after use each day using antibacterial wipes.

Other equipment (e.g. binding, laminating machines) colleagues will be encouraged to limit the use of these machines and to clean the machine with antibacterial wipes before and after every use.

“Soft” surfaces

 

High

High

Supply of items deemed to be soft surfaces (paper, magazines, brochures, books, stationery etc.) will be restricted within the office area to avoid the risk of multiple use or touch.

When handling such items we will encourage use of gloves.

Stationery will be stored centrally and a request process put in place.

Facilities (or other designated person) will replenish printer paper supplies on request.

Pads and pens will be removed from all meeting rooms.

Where there is a requirement to share files/paperwork colleagues must wear gloves.

Files of papers must not be left in meeting rooms.

Work-related travel

Risk

Risk and Impact

Controls to be put in place

Travelling for work High

High

Colleagues must not travel for work reasons except to the office without the express permission of the Managing Partner.

The exception being the facilities team who must only travel to our warehouse. The steering wheel, buttons and gearstick must be wiped using antibacterial wipes after every use.

Communications and training

Risk

Risk and Impact

Controls to be put in place

Communicating within teams and with other colleagues Medium

High

Colleagues must use MS teams to communicate with each other.
Communicating with the wider firm Low

Low

Firm communications will generally be sent by email and/or SMS.

Where necessary posters, notices and signs will be placed in the offices to act as procedural reminders to colleagues.

Training Medium

High

When training is necessary this will be done remotely using MS teams or telephone and screen sharing facilities.

 

Accreditations / Awards

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Please complete this form to make an enquiry and we will get back to you as soon as we can.

Remember you can still call us on 0333 323 5292 or email us at law@luptonfawcett.law

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