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: 17 May 2021

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 will remain in place in line with government guidance.

A one way system is in place to reduce opportunity for face to face exposure.

Social distancing must be maintained for any face to face internal meetings.  Where numbers of attendees exceed meeting room SD capacity then MS Teams must be used for additional attendees.

Who Should Go to Work

Risk

Risk and Impact

Controls to be put in place

Colleague attendance in the work place High

 

High

Colleagues are encouraged to return to working some of their contracted hours at the office ahead of the change of government guidance no longer advocating continuation of working from home.

Seating arrangements will be managed on an ongoing basis in line with government guidance.

Where necessary colleagues may attend another office. Sufficient notice must be given to allow a desk to be booked and office attendance levels to be assessed.

Colleagues continuing to work from home Low

Medium

Once government guidance confirms working from home is no longer necessary resumption of usual working arrangements will be required. Anyone who does not have an agreed formalised agile working arrangement in place will be expected to resume working their FT contracted hours back from the office.
Clinically

Vulnerable colleagues

Low Clinically vulnerable colleagues can return to working from the office.
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

 

Any changes to an individual’s working hours must first be discussed and agreed with the relevant HOD and HR advised.
Commuting High

 

High

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.

Bike storage is available at all of our offices. Any available parking is on a first come first served basis.

Entering and exiting the building/office 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 has implemented entry and exit only doors as part of a one way system.

Travelling around the building/office space High

Medium

A one way system  is in place in all office areas to minimise opportunity for passing face to face.   Sign posting is in place.

Colleagues will be asked to adhere to the one way system when around the buildings/office space.

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

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

 

Work stations High

High

Non-face to face seating is in place and high screens in use wherever possible. Where desks have low screens an increased social distancing spacing has been put in place with seating facing against flow of one way system to minimise risk.

Whilst social distancing remains in place there must be no use of desks that are blocked off.

Printing areas Medium

High

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

High

Social distancing must be observed at all times.

Client meetings must take place in accordance with our “Client Meeting Guidance”.

Colleagues must 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

Social distancing requirements in the office space must also be adhered to in the kitchen and drink points.

Gloves are available to be used.

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

Social spaces will be available for use. Colleagues using these areas should be mindful of  government guidance.

Following best practice those who use the space are encouraged to wipe down before and after use with antibacterial wipes or spray.

Refreshments High

High

When using the water fountains colleagues should remain mindful of cross contamination, avoiding contact with the water faucet.
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.

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

When client meetings 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.

Bottled water can be provided. No other refreshments should be provided.

Contractors Low

High

Where possible contractors will be asked to attend out of hours, where this is not possible they will adhere to our procedures
Post and deliveries Medium

High

All deliveries (with the exception of Royal Mail) are collected  outside of our demise by a member of post room wearing gloves.

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.

Office temperature

Extreme temperatures (hot or
cold can be expected)

High

Low

Fans/fan heaters should not be used unless the air temperature is deemed a health risk.

Oil Heaters will be provided to help increase the ambient temperature

Should a cooling fan or fan heater 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.

Cleaning   High

High

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

Our contract cleaners 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

A robust cleaning routine is in place between use of desks

Antibacterial wipes are available for additional cleaning throughout the office.

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 will continue to be restricted where possible.

Gloves are available for use.

Personal Protective Equipment

Risk

Risk and Impact

Controls to be put in place

Face coverings Medium

High

The use of face coverings is optional.

Signage is displayed to support colleagues in the safe use of face coverings should they chose to wear one.

Gloves Medium

High

Gloves are available for use.

Work-related travel

Risk

Risk and Impact

Controls to be put in place

Travelling for work High

High

Colleagues may travel for work purposes, however government guidance must be followed at all times whilst travelling and attending external meetings.

Communications and training

Risk

Risk and Impact

Controls to be put in place

Communicating within teams and with other colleagues Medium

High

MS Teams is the preferred method for communications where face to face is not possible due to social distancing limitations..
Communicating with the wider firm Low

Low

Communications relating to Covid will be published on Engage, the firms intranet.

Urgent communications will be sent by SMS.

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

Training Medium

High

While social distancing remains in place, where possible training, will be provided remotely using MS teams or telephone and screen sharing facilities.

Where this is not practicable separate, individual risk assessments will be carried out.

 

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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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