totes ISOTONER | Eastman House | Radford Crescent | Billericay | Essex CM12 0DN
COVID-19 Office & Warehouse Risk Assessment
Date of Assessment: 24.06.20
Task/Process: General Risk Assessment – COVID-19
We are committed to safeguarding the health and wellbeing of our staff and our customers and are taking all possible steps to address the risks posed by Coronavirus
Hazard: Employed staff who are not fully aware and understanding of the procedures and arrangements in place as per Government guidelines could compromise our arrangements and jeopardise the health of others.
1. Specific prodecures and measures to reduce the risk of spreading coronavirus (Covid-19) have been prepared. These are based on NHS, Public Health England and Government guidance. They will be reviewed regularly to reflect any changes in the official advice.
2. Every employee will be fully briefed to ensure that they are aware of the hazards and risks and understand the measures we have put in place.
3. Communication and warning notices will be displayed throughout our premises.
4. Employees returning from furlough will continue to be encouraged to work from home wherever possible and practicable.
5. Occupancy levels in office and warehouse areas will be managed to facilitate social distancing and reduce the risk for contact or spread of the virus.
6. Healthy & Safety communications will be issued to all employees, available upon request and through the Company’s Public Directory.
7. Any employee may raise a concern with their Line Manager or any member of the senior management team.
8. Employees are reminded of the existence of the Employee Conduct Concern Line maintained by our US office.
9. Any work practices requiring close contact working have been minimised with appropriate guidance issued.
10. Employees arrive at work via different transport methods and all are to sanitise and/or wash hands upon arrival.
Hazard: Food & Drink Preparation Areas – Potential risk of transfer of virus through cross-contamination
1. All employees are expected to maintain good standards of hygiene whenever or wherever food or drinks are being prepared by washing their hands for 20 seconds before and after using any communal food preparation area.
2. Only one person may use the kitchen areas at any given time and employees are encouraged to bring drinks – hot and cold – from home.
3. Staggered lunch breaks will be encouraged to avoid gatherings.
4. Employees are actively encouraged to use only their own cutlery, crockery and glassware and should prepare their own food and drink only. All equipment is to be washed, dried and taken away from communal areas after use. Single use paper towels are provided for this purpose.
5. Employees are to act responsibly in sanitising all work surfaces and implements after use.
6. Kettles, microwaves, ovens and fridges are to be left in a clean, sanitised condition after use.
7. Bins are to be open to allow for contactless waste disposal.
8. Any food to be stored in the communal fridges is to be placed in a clean, sealed wrapper or container.
Hazard: Shared Facilities, Entrances, Toilets, Stairs, Corridors, etc. – Risk of cross-contamination
1. A deep clean of the premises will take place and contract cleaning services will be retained for a regular, high-specification cleaning routine.
2. Supplies of soap and sanitising products are provided.
3. Employees are reminded to wash their hands regularly, for at least twenty seconds.
4. Staff should be aware of their surroundings and ensure that touchpoints (toilets, basins, door handles, etc.) are sanitised.
5. Any item visibly contaminated with bodily fluids must not be touched but reported to a Manager.
6. Staff are reminded to flush the toilet with the lid down to prevent airborne contamination through aerosol effect.
7. Staff should endeavour to store any personal effects or clothing items away from those of others.
Hazard: Risks – risk of illness due to Covid-19 and other pathogens through cross-contamination after contact, accidental or otherwise
1. Waste bins are provided at employee’s desk areas and within kitchen and toilet areas.
2. Employees are instructed not to put their hands directly into any bin.
3. Employees are requested to use disposable tissues to catch coughs and sneezes, and to safely dispose of the tissue in a bin, preferably bagged.
4. All waste bins are to be carefully and safely emptied by the contracted cleaning staff.
5. Employees are expected to demonstrate respect for the safety of cleaning staff in respect of discarded tissues, food, tins, glass, etc. to prevent accidental contamination or injury.
Hazard: Smoking / Vaping – inhalation of second hand smoke and vapour may result in adverse Covid-19 health effects, this is as yet unproven.
1. Employees are instructed not to smoke or vape at building entry/exit points but to move away from high traffic areas.
2. Employees who wish to vape in their own, single occupancy, office may do so with the door closed but the production of excessive clouds of vapour (cloud chasing) is not permitted.
3. Employees are advised to avoid inhalation of second hand tobacco smoke and vapour. Although there is currently no evidence of transmission by this method, this is a precautionary measure.
Hazard: Meeting Rooms – potential risk of infection or transfer of virus due to close contact.
1. Employees are advised that meetings of up to 4 people only may be held in the Board Room and Just Sheepskin Showroom, meetings of up to 8 people may be held in the Main Showroom and then only when absolutely essential. Video-conferencing is encouraged as a safe alternative for both internal and external meetings. Where face-to-face meetings are necessary, social distancing guidelines must be followed and suitable face coverings are actively encouraged as an additional measure.
2. Visitors from outside the Company are discouraged unless absolutely essential, e.g. contract cleaning staff.
3. Meetings will not be catered and attendees are responsible for their own refreshments and for washing their own crockery and glassware. Anti-bacterial wipes should be used to sanitise surfaces after any meeting has taken place.
4. Attendees should not share equipment – pens, etc.
Hazard: Workstations, IT and Telephones, etc. – potential for infection or transfer of virus through sharing of equipment.
1. Employees are advised to sanitise their workstations and equipment at intervals during the working day using appropriate anti-bacterial wipes, etc.
2. Employees should not hot-desk nor use another employee’s equipment.
3. Employees are asked to bring only necessary personal effects into the workplace to reduce touch points and allow contract cleaning staff access to touch points.
Hazard: Close Contact – potential exposure to infection from carriers of Covid-19.
1. Employees are instructed to avoid close face-to-face or physical contact with colleagues and any essential visitors – hugs, handshakes, etc. – and to to follow social distancing guidelines.
2. Employees are reminded to be aware of their surroundings and sit away from the immediate airflow from fan heaters, cooling fans, ventilations sytems, etc. Where possible, the use of such systems will be avoided.
3. Desk layouts will be altered in any open plan office to accommodate social distancing guidelines.
4. Employees are instructed to excercise courtesy to colleagues when using corridors, utilising passing places as appropriate to maintain social distancing.
5. Controls on access to and exit from the premises will continue to be in place.
6. Kitchen areas are limited to one person at a time.
7. Any essential visitors or contractors are required to sign the Visitor’s Book and ensure their contact details are re
8. Video-conferencing is encouraged as a safe alternative for both internal and external meetings.
9. Employees using public transport for their commute to work will be issued with face coverings as per Government Guidance.
Hazard: Vulnerable Employees – those with existing health conditions at a higher risk of contracting Covid-19 and/or suffering increased adverse ill effects.
1. In accordance with Government guidelines, those who are identified as being in the high risk or vulnerable categories should continue to work from home.
2. Employees with family members in high risk categories are instructed to inform their Line Manager. Decisions on home working in accordance with Government guidelines will be taken on a case by case basis.
3. Any employee falling in the extremely vulnerable (shielded) category is to continue to work from home.
Hazard: Cleaning & Hygiene – inadequate cleaning and hygiene practices exacerbate the risk of infection spread.
1. Cleaning regimes have been reviewed with a deep clean and regular contract cleaning scheduled.
2. Suitable products will be used by the contracted cleaning staff with particular attention paid to touch points around the building.
3. Hot water, soap, disposable hand towels and alcohol-based sanitiser dispensers are provided throughout the premises.
4. All employees are required to report any contamination or spill requiring attention.
Hazard: Personal Hygiene – poor personal hygiene standards pose a risk of passing or contracting the infection.
1. The need for regular and thorough handwashing (minimum of 20 seconds recommended) has been reiterated to all employees.
2. Hot water, soap, disposable hand towels and sanitiser dispensers are provided throughout the premises.
3. Employees are aware that disposable tissues should be used to cover coughs and sneezes, and should be disposed of in a responsible manner.
4. Alcohol based sanitiser is designated a COSHH item so employees are reminded not to touch their face with their hands until dry to avoid potential skin or eye irritation.
5. If alcohol based sanitiser should come into contact with the eyes, glasses or contact lenses (if worn) are to be removed and eyes rinsed with clean water for several minutes. First aid or medical advice/assistance must be sought if irritation persists.
6. Employees with a diagnosed skin condition are advised against the use of the alcohol based gel as this may exacerbate their condition and should instead wash hands regularly with soap and water.
7. Employees should avoid inhaling vapours from the alcohol based gel as this may cause dizziness and/or drowsiness.
8. Any spillage of hand sanitiser is to be cleaned up immediately with water and the area dried.
Hazard: Colds & Infections – there is a risk that any such symptom coudl be consistent with Covid-19
1. Where symptoms start in the workplace, employees are required to notify a member of the management team immediately. Decisions to refrain from working will be made accordingly where there is a potential risk.
2. Employees self-isolating due to having tested positive for Covid-19, experiencing symptoms, having a family member who has tested positive or displaying symptoms are to remain away from the workplace and inform their Line Manager or another member of the management team accordingly.
3. Any such employees are required to self-isolate in accordance with Government guidelines.
Hazard: Emergency Evacuations – Inhalation of smoke or exposure to fire leading to injury or fatality
1. Fire Wardens are in place in Eastman House.
2. Upon the alarms being sounded, employees are to follow the usual emergency evacuation procedures.
3. In an emergency situation, e.g. an accident or a fire, social distancing guidelines will not apply as it would be unsafe to enforce.
4. All employees are to wash or sanitise their hands at the earliest opportunity following an emergency evacuation.
5. Where there are no Fire Wardens on-site due to furlough or working from home, this responsibility transfers to Line Managers.
First Aid Provision – lack of first aid provision leading to injury, further injury or pain
1. Trained emergency first aid at work and first aid at work employee/s on premises at all times.
2. All First Aiders will be provided with faceguards (splash-proof) to reduce the risk of cross-contamination.
3. Additional first aid equipment willl be provided in first aid boxes to reduce risk to First Aiders, i.e. CPR shields, disposable aprons and disposable masks.
Hazard: Employee Wellbeing – mental health affected through anxiety upon return to the workplace
1. Line Managers to communicate regularly with their teams to check on wellbeing.
2. All employees have access to and can report a Health & Safety concern via their Line Manager, Health & Safety Representative or the senior management team. Any such concern will be addressed promptly in liaison with the senior management team.
Hazard: Contractors / Visitors – risk of external transmission of virus
1. Any necessary contractor access will be managed, monitored and controlled by the Systems Operations Manager and senior management team.
2. Visitors are to be kept to those essential to the business or safety critical.
3. Any necessary maintenance work should be conducted outside of normal operating hours, essential services only with social distancing and hygiene measures observed.