COVID-19 Workplace Safety Plan

The Government of Jersey requires all business to put in place workplace plans to ensure safe working practices during the pandemic. It is a

mandatory requirement for each Department to complete this workplace safety plan before recalling employees to the workplace. Director

Generals must nominate a manager to complete this on their behalf for each workplace within their department.

This form documents the actions being taken to reduce the risks to you and your colleagues whilst at work during the COVID-19 pandemic.

Provide as much information in response to each question as possible, there is a checklist at the end of this document to assist you in

considering appropriate actions. A safety plan is required for each workplace i.e. building, school, college, workshop or area where your staff

are located. A workplace is defined as any place where people are required to work. If you occupy one floor of a building where others are

located and other floors are occupied by other teams, you will need to work with colleagues to consider any arrangements where your work

activities may overlap or you share areas.

Before completing this plan, you should read the government of Jersey managers guidance regarding safe exit for departments and

employees on Gov.je/employees and business advice provided on Gov.je/coronavirus. We advise you to walk through your work area to make

sure you have captured all aspects of the workplace and understand what control measures need to be put in place to mitigate any risks. If

you are a frontline service walk through as a service user to understand the arrangements, you need to put in place from their perspective.

You must ensure suitable signs and notices are displayed in the workplace to remind staff/ service users of hygiene requirements. A floor plan

should be attached where appropriate.

This information will help your employees to know exactly what to do and what to expect and you need to consider how you are going to share

this information with them.

The COVID-19 pandemic is an evolving situation – review your plan regularly and make changes as required.

You must send this plan once complete to your departmental H&S Adviser Healthandsafetyhub@gov.je and departmental

business continuity lead to review and agree before submitting it to the Business Continuity Team bcm@gov.je . Plans must be

submitted by 29 May. (Plans must be submitted before employees return to the workplace.)

Department Details

Department: Crematorium Name of Manager completing the form:

Deputy Superintendent

Div./ Group: Non – Clinical Services

Location: Has this plan been agreed by your H&S Advisor and business continuity lead?

YES

Date of completion: 04/09/2020

Revision Date:

Refer to the Government of Jersey guidance on coronavirus www.gov.je/coronavirus and employee support pack Employee

support pack

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

1.What risks have youidentified and what actions will be put in place to manage identified risks when restarting business activity following lock-down?

Risks:

1) An employee, visitor or service supplier contracting

Covid-19 in the workplace, the impact on the health of

that employee and the potential for the spread of the

virus to others.

2) An employee contracting Covid-19 while performing

their duties outside the workplace (e.g. attending Court

or during service of process), the impact on the health

of that employee and the potential for the spread of the

virus to others.

3) If Covid-19 impacts Departmental staff and resources,

then the functions of the Department may not be able to

be carried out to their full extent.

The crematorium has been operating business as usual since lockdown was announced.

Potential hazards have been identified and processes as detailed below have been

Deputy Superintendent and Superintendent

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

Risks cont:

4) Members of public gathering outside following funeral

services

5) Risk of infection with members of public hugging/kissing

Action: follow the Safe Exit Strategy for Government of

Jersey Employees.

____________________________________________

Consider: Changes to workforce (e.g. redeployment, new

team members) flexible working hours, hygiene

requirements (surfaces, separation), welfare requirements

(toilets, shared rest areas) building

maintenance/inspections. Emergency procedures (Mental

health first aiders, first aiders, fire marshals)

All Staff travel to workplace using private transport or walk

Staff aware of the need for safe distancing however the nature of the work at the crematorium is such that it is not always possible. To negate risk, other parties are not allowed into the crematorium working areas. Funeral directors/assistants are not permitted into working area. Collection of ashes is by request and are brought to the front office for collection.

put in place to reduce risk to staff & visitors

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

Two front offices are in use restricted access to both. One way system is not possible to front office, sign affixed to front door requesting a knock and wait to be admitted.

Access to the working area is restricted to staff only and via a private entrance located in an area that is not accessible to the public

Any meetings between managers and other parties are conducted via conference calls

Cleaner visits daily. Additionally the chapel is cleaned with chlorine solution after each service.

Cleaning solution is also readily available in working area for staff to clean surfaces

There are two offices front of house occupied by the two managers who have their own individual work stations. These work stations are not shared with any other worker. Managers clean their own work station as and when required using a chlorine solution. This set up maintains social distancing.

Hand sanitisers are available in the foyer/ working area/and front office. Supply is monitored by managers

Hand washing posters in toilets/work area

Toilet/showers are single occupancy, posters are displayed

Staff are able to maintain 1 metre distancing within the staff room

Only hand towels are available at wash basins

Staff bring their own refreshments or purchase from Overdale.

Outside seating has been removed from the patio area in front of the chapel & the area itself has been chained off to prevent gathering

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

First aider/Mental health first aider - Superintendent Fire evacuation is as has been agreed with fire service, during a service, staff assist with evacuating members of the public from the chapel. When there are not services in progress staff evacuate from the nearest exit and gather on the main lawn.

Accidents are reported to managers who then report via Datix

2.a How will you

operate your work

activities in a way

that keeps

colleagues and

others safe from

potential exposure to

COVID-19?

Consider: Who needs to be in the workplace, worker input

into different ways of working, what other people or

businesses you’ll have to interact with, ensuring separation

distances, lone working, disinfecting surfaces, shared

equipment, equipment for remote workers, training

requirements, physical separation or PPE requirements,

worker transport.

All staff required in the workplace. There are no lone workers

Meetings conducted by conference calls

Gloves/face masks/aprons & sanitisers available in all working areas

The Crematorium is generally closed to the public and only open to those attending a service.

Risk assessment

templates on

MyStates Risk

Assessments

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

Occupancy of the chapel is in accordance with government guidelines for funeral services. Seating has been removed to accommodate up to 80 mourners

Sanitiser gel has been obtained and a sanitising station located in the entrance foyer for use by mourners

Ministers remind attendees that family greetings are no longer permitted and that gathering outside the main doors is no longer possible. Public seating outside the main doors has been removed and the patio area is now chained off following services to discourage gathering.

Main doors and fire exit are left open during services that have larger numbers attending in order to maximise airflow (weather permitting)

Public toilets are cleaned each day and stocked with paper towels and soap dispenser. Posters advising on hand washing on display

Cremating staff do not have contact with mourners – where managers are required in the foyer at the start and end of services safe distancing is practised

Mail and goods are delivered to the front office with minimum exposure to other staff

2.b. For each area of

your building/

workplace identify what

adjustments you are

making to ensure

Area Measures put in place (specify

maximum occupancy levels for

each area)

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

physical distancing and

hygiene measures are

maintained.

Chapel Sanitising station at entrance.

Seating has been reduced

maximum is now 80.

At the end of each service seating

is disinfected with a chlorine

solution.

Ministers make an announcement

at start of service reminding

attendees of requirement to

practise social distancing

A streaming service for funerals is

available which helps reduce

numbers attending.

Public Toilets Soap dispensers/towels always

topped up, Posters displayed

Front Office Visitors are only permitted on a one

in one out basis. Sanitiser gel

available

Cremating Area Authorised staff only PPE station

containing gloves/aprons/masks to

be used as and when required.

Sanitiser gel available.

1 metre physical distancing is

maintained. Apart from when the

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

weather is inclement doors are

open to allow free flow of air

Attach floor plans if this is appropriate

3. What arrangements

have you put in place

to ensure the safety

of service users/

visitors to the

workplace?

Consider: Providing guidance, signage, meetings (online, physical distancing, hygiene, entrances and exits, toilets, regular, waiting areas, separation, barriers or screens.

Funeral Directors explain to families the maximum numbers permitted at services. Additionally family notices in the local newspaper no longer give the date/time of a service.

Had sanitizer is available to members of the public within the main foyer and main office. Hand hygiene posters are displayed within all public toilets. It is not appropriate to display posters in the foyer or chapel

Seating has been removed from the front of the building and the patio area chained off.

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

4.How will you share

this information with

colleagues to ensure

they all know how to

keep themselves

safe from exposure

to COVID-19?

Consider: Providing guidance, meetings (online) to discuss distancing and hygiene, regular review, posters on sight.

Plan available in staff room

Health, safety and wellbeing advice on MyStates.

COVID-19 Risk assessment template (see link above)

5.How will you gather

information to assess

the wellbeing of your

staff to ensure that

they are safe to work?

Consider: Wellbeing check, discussing options with

workers for how checks will be made, follow-up

procedures for absent workers, workplace contact tracing

information (e.g. if off with Covid-19).

Example: To find out if workers are well when they come to

HSW Policy, Homeworking Guidance, DSE and other assessments

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

work, we will ask each worker

basic questions about their physical and mental health.

Staff are encouraged to seek support for anything that may be troubling them, either from their managers or other colleagues. All staff have access to states intranet and able to access the support pages

Managers will provide contact numbers encourage the use of thrive/be supported etc and offer guidance where appropriate

Risk

Assessments

6.What will you do if

an employee falls ill

at work with COVID-

19 symptoms and

how will you manage

suspected exposure

to others?

Attach agreed

procedure.

Consider: Isolation procedures, gathering and using

workplace contact tracing information, clean down

procedures, contacting coronavirus helpline 01534 445566.

Staff becoming ill at work will be isolated within the Minister’s room (off the main front office) and areas cleaned prior to deep cleaning. Procedure available on intranet

Contacts for the staff whilst at work will be limited to other staff members and any visitors who will have had to have presented themselves to managers beforehand.

Follow procedure in place for when an employee falls ill at work.

Use designated rooms.

7.How do any changes Consider: With workers, review existing critical risks and

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

to the way you will be

working impact on the

risks of the work that

you do?

whether changes will affect current risk management, are

there any new critical health, safety or security risks

introduced due to changes in employee numbers, work

practices, what new risk controls are required?

Example: Regular check-ins with colleagues about how

they’re coping with the changes.

Are there any new risks as a result of changes to working practices?

How are they assessed?

There are no additional risks as a result of enhanced procedures

now in place

8.How will you evaluate

whether your work

processes or risk

controls are effective?

Consider: Adapting plans as you find better/easier ways

to do things, how to ensure workers are raising concerns

or solutions, conducting regular reviews of your plan,

communicating changes.

Example: We need workers’ feedback, and some speak little

English, so we will team

up workers with buddies who are more fluent in English at

team meetings.

Have risk assessments been carried out?

Describe what you will do What is in place already

Identify officers responsible for agreed actions and employee responsibilities

These plans have been in place now since lockdown. Managers are

able to update and improve them should the need arise. Staff are

aware that their ideas are valued and encouraged to talk with

managers.

9. How will you monitor

this plan to keep it on

track?

Small team at the crematorium therefore managers are in regular

contact with staff and can see for themselves how staff are

operating.

Plan displayed in Staff room and all will be asked to confirm they

have read and understood, all will be encouraged to discuss with

managers if they need any clarification.

Deputy Superintendent and Superintendent

CHECKLIST

This checklist has been provided to assist you in completing the workplace safety plan. Not all the questions will be relevant to all types of

workplaces.

When completing the Plan ensure you identify what you have done and how you have implemented the change. For example. ensured

physical distancing is possible in the shared the shared kitchen area by removing all seating and marking out the floor with 2 metre squares.

QUESTION ITEM √ / x

1. Risks How will colleagues travel to and from work? √

How will colleagues move about buildings, workshops, schools etc maintaining safe distancing?

√

In the office what arrangements are being made for safe distancing, spacing between desks? Are desks being moved where necessary? Are you using screens dividers to separate people or areas?

X

Is there a one-way system in and out of the building? X

How will safe distancing be managed for meetings when virtual meeting can’t be held?

√

What cleaning arrangements are in place for the building? √

What cleaning arrangements are in place for workstations, surfaces and equipment?

√

Are there alternative arrangements to prevent sharing of desks, equipment etc? For workers using the same equipment how will you clean before and after use?

X

How are you reducing building occupancy and by how much?

√

Are hand sanitiser and wipes provided and where are they located? Is there enough? Who do staff tell if supplies run out?

√

What notices are being displayed reminding colleagues of hygiene requirements and where are they? (Meeting rooms, offices, toilets, showers, shared areas, etc.)

√

How is safe distancing managed in toilet areas/showers? How many can use the shower facility at any one time to maintain a safe distance of one metre? Consider whether you need to limit entry, cleaning routines, etc.

√

How is safe distancing managed in kitchen/canteen areas? √

Turning off hand dryers and replacing with paper handtowels.

√

Are colleagues aware they shouldn’t share food, crockery etc with others?

√

Who are my first aiders, mental health first aiders, and fire marshals?

√

What is the procedure if there is a fire and we have to evacuate?

√

How do we report accidents? √

2. Safe Operation Who needs to be in the workplace? √

What arrangements are being made for flexible working, staggered working times, homeworking, splitting teams, etc?

X

Who will colleagues interact with?

What arrangements are in place for meetings? Are you using remote working tools to hold meetings, close small meeting rooms or use them as offices for vulnerable workers?

√

What arrangements are in place for lone workers? X

What arrangements are there for staff who are out and about as part of their role?

X

Has appropriate PPE been provided in accordance with public health guidelines?

√

For front facing staff how will you reduce contact with service users? (staff rotas, reduced face to face activity, barriers, screens, etc.)

√

What guidance, operating arrangements have been put in place for home visits?

X

What extra equipment may be needed? √

If safe distancing is not possible what alternative arrangements are in place to safeguard staff?

√

What arrangements are being made for delivery of mail and goods?

√

What consideration is being given to quantity of goods being

delivered e.g. bulk deliveries v single items, and how they

will be moved from delivery point to where it is required?

√

3. Service Users What arrangements are in place for service users, and other members of the public and visitors who may visit?

√

Have separate entrance/ exits/ facilities been put in place for service users/ visitors?

X

How are you ensuring physical distancing is maintained in waiting areas/ queues/ service counters/ desks etc. Are you able to use outside areas, put barriers in place?

√

What alternative ways to provide services are being adopted?

X

What steps are being taken to ensure the same person is not in a customer facing role for a whole day? What arrangements are being made to swap staff in and out of customer facing roles, minimise their contact?

X

How are you limiting the number of customers on site, promoting on-line service, encourage service users to come alone where possible?

√

How are you communicating the changes with your customers, what signage and visual aids are you using?

√

4. Information sharing What arrangements are in place for sharing information between colleagues who may be in different work locations? How is this plan reaching them?

X

5. Assessing wellbeing What arrangements are there in place for staff wellbeing? √

How do I access support for my staff? √

6. Illness at work Do I know where to find the procedure if someone falls ill at work?

√

What measures are there to trace contacts for my staff if they fall ill at work?

√

7. Work activity changes Are there any new risks as a result of changes to working practices? How are they assessed?

√

8. Evaluation of risks Have risk assessments been carried out? √

9. Monitoring of risks What measures are in place to make sure safe distancing and hygiene practices are monitored on a regular basis?

√