papworth trust covid19 risk assessment template · sit mngr sit √ 24.7.2020 √ 30.7.2020 √...
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Papworth Trust Covid19 Risk Assessment Template
Organisation Papworth Trust Department OWL Assessment Date 26.05.2020
Agreement Date 09.06.2020
Site Location Cambridge Completed by D Farguson
J Boughey
Review Date 01.09.2020
Reference No. 006
Purpose To assess re-opening centre for OWL and Tenants.
Coverage Space and building including service specific where appropriate
Not included 1. Activity/Task specific tasks – covered by separate service led risk assessments relating to the activity/task
in question
2. Customer analysis
Hazard (all covid19
related)
Risks are to staff,
customers and any
visitors Ris
k L
ev
el
Controls in operation
Ne
w R
isk
Le
ve
l New Controls Required
(ongoing check of all Govt.
Guidance)
Target
Date
Action by
who?
Completed
Working in above
site.
Risk to:
All persons
1. Working from home as a first
option for all who are able.
2. Spatial planning to ensure social
distancing of 2m where possible –
see map and on site
barriers/markings
3. Spatial planning to ascertain
numbers of people in site at any
one time – tape/signs on floor to
show boundaries. Wall signage
showing flows and key info
4. If activity cannot be done at 2m
apart change activity or stop
activity.
Declutter site
2. Walkie-talkies staff supervising –
covers pinch and blind spots e.g.
corridors, toilets etc. Set number of
persons per room/area as per map.
Review use and set protocols
Exact numbers per room to be set on
implementation
Tables/desks/chairs to be set so 2m
apart
Pre open
Prior to
open
Prior to
open
Mngr
SIT
SIT
√ 24.7.2020
√ 24.7.2020
√ 24.7.2020
Papworth Trust Covid19 Risk Assessment Template
5. Follow signs/map in relation to
access and egress depending on
which part of the site you are
attending.
6. If activity involves x2 or more
persons use of fixed teams or
partnering.
7. Assessment of vulnerability of the
individual using current Govt.
guidance. High risk does not
attend site.
8. Persons living with a person
classified as high risk should not do
any activity which results in social
distancing being less than 2m in
any circumstances. If this cannot
be guaranteed person does not
attend site with others.
9. Side to side or back to back work
carried out over face to face
7. Cambs CC are also involved in
advice – listen to their stance
New Govt Instruction starting
8.8.2020 re face coverings in
community centres/social clubs and
other indoor spaces where you meet
people you don’t normally – face
coverings to be worn in all
communal spaces of site. Email to
tenants sent 6.8.2020. Staff comms
7.8.2020.
Face visors to be considered for staff
use during sessions based on current
guidance – managers to action.
7.8.220
Comms
√
√
Staff and
customers do not
understand how
to use the site or
the risks
Risk to:
All persons
1. Regular communications and
updates via managers and HR
and team briefings
2. Train staff on CC protocol based
on the floor plan, training session
for staff prior to opening. Focus
on do’s and don’ts. Training to
include customers and
contractors and visitor protocols.
3. Visitors by prior appointment only
4. Online session prior to opening to
consider specific customers and
All comms material and training to
be produced in advance
Staff sessions by Mngr and to meet
on site with FM for walk around of
how to work on the site
Train staff on all protocols
Pre open
Pre open
Pre open
SIT
FM
Mngr
√ 27.7.2020
√ 13.7.2020
√ 31.7.2020
Papworth Trust Covid19 Risk Assessment Template
which ones will need more
support and how this will be given
5. Training session for customer prior
to attending site – zoom session.
6. Ongoing customer reinforcement
of protocols
7. Worker engagement continually
especially around impact on
activity delivery, effectiveness,
efficiency, health and safety
practices, working arrangements
8. Promotion of good hand and
respiratory hygiene, promoting
infection control procedures incl.
coughing etiquette, provision of
tissues, sanitizer
9. Clear guidance on social
distancing and hygiene to people
on arrival - signage and in person
if a customer. Information on
expectation given to customers
and potential contractors/visitors
prior to attendance by
appropriate means.
10. Promotion of Mental Health 1st
Aiders and Care 1st to support
employee mental health.
11. Staff and customers who do not
have English as 1st language or
who have a disability are
communicated to in the best
6. Daily reviews
7. Daily review with line manager
and changes made as needed.
Liaise with FM as required.
8. Signage for all points of
access/egress/pinch points/blind
spots – also provision of materials
9 Bullet point checklist for staff to run
through for each zone per session –
electronic if possible.
Bullet point checklist for staff to run
through for customers per session –
electronic if possible.
Bullet point checklist for FM/staff to
run through for contractors/visitors –
electronic if possible.
Prior to
open
Prior to
open
Prior to
open
SIT
Site Mngrs
FM
√ 24.7.2020
√ 28.7.2020
√ 28.7.2020
√ 24.7.2020
Papworth Trust Covid19 Risk Assessment Template
way possible for them e.g.
pictorially, sign, video etc.
12. Technology used for
communications and changes to
reduce face to face
communication.
Poor Personal
Hygiene
Risk to:
All persons
1. Persons should cover their mouth
and nose with a tissue (not your
hands) when they cough or
sneeze. Tissues provided in each
room for staff.
2. Customers encouraged to bring
own tissues and advised of
etiquette by staff
3. The used tissue should then be
placed in the lidded bin
immediately.
4. Persons should then wash their
hands with soap and hot water for
a minimum of 20 seconds or
sanitize
5. Ready supply of hot water, soap
and also paper towels / hand
drying facilities and hand sanitizer.
6. Sanitizer to be located next to
printer, copier, fire and intruder
alarm points.
On-going monitoring by
Management
3. Consider the need for more lidded
bins. Guidance to be given to
cleaners on emptying bins and
revising schedules to suit.
6. Main sanitize points set up
Pre open
SIT
√ 24.7.2020
√ 24.7.2020
Staff member
with
symptoms / close
1. Staff do not attend work if they
have symptoms or family do.
2. Customers advised the same by
regular communications
1 and 2 PPE at this stage too late.
2 – consider temp check at entry
Protocols to be put in place
Pre open
SIT
√ 28.7.2020
Papworth Trust Covid19 Risk Assessment Template
contact with
persons with
symptoms
Risk to:
All persons
3. If person becomes symptomatic
(high temperature or a new,
persistent cough) during a session
advised to go home immediately
– if a customer then person is
isolated in specified room until
transport arrives. Isolate in upstairs
work office or downstairs foyer
office.
4. All persons who have been in
contact with that individual are
also sent home to self-isolate as
per Govt. guidelines.
5. If a person advises they are
symptomatic the next day or
within 7 days of a session then all
persons who have been in
contact with them should be
traced and advised to self-isolate
according to Govt. guidelines –
ensure that names not provided
so meet Data Protection
3. Deep clean of affected areas
before sessions resume.
4 and 5 Maintain cleaning regimes
Manager to consider building and
service opening in short term based
on cleaning times and possible staff
isolation times.
Tenants to provide contact names,
numbers to Landlord and
communicate via text and email to
Landlord will send a text/email to all
building advising of locations,
possible contact
if req’d
Ongoing
If req’d
Pre
tenant
return
Mngr
Mngr
Mngr
Mngr
Inadequate
cleaning regime
Risk to:
All persons
1. Site cleaned prior to re-
opening
2. New cleaning regime
agreed with cleaners on
touch points while making
certain rest of site is cleaned
adequately and ensuring
cleaning products etc are
adequately stocked
3. Staff will have a cleaning box
in each room for their use
1. Weekly reviews with companies
to be diarised
pre open
Pre open
FM
SIT
√ 24.7.2020
√ 24.7.2020
Papworth Trust Covid19 Risk Assessment Template
only and will clean down the
sessions after use
4. Doors to be left open
wherever possible.
5. When going through any
closed doors staff wipe down
after use
6. Staff and customers (where
possible) to wipe down all
touch points in toilets after
use.
7. Desks cleaned down by staff
before and after use including
keyboard, mouse, phone etc.
8. Limiting use of high-touch items
and equipment, for example,
printers or whiteboards.
6. Hand sanitizer station outside
each toilet – wash before and
after, no face touching.
6 Staff have agreed to clean
down touch points in communal
spaces and to wipe down toilet
areas after customer use. Protocols
set.
8. Sanitizer next to printer.
Pre open
Pre open
Pre open
SIT
Mngr
SIT
√ 24.7.2020
√ 30.7.2020
√ 24.7.2020
Inability to social
distance due to
work/session
patterns
Risk to:
All persons
1. Suspend face to face meetings
with external persons
2. Staggered lunches and breaks to
reduce footfall in these areas at
any one time
3. Staggered sessions start and end
times to reduce footfall in
common areas and carpark areas
at any one time – includes
staggered arrival/departure times
4. Reduction of the number of
persons in any one area to ensure
compliance with 2 metre gap
5. Zones created (see map) and
persons stay within zones unless
On-going monitoring by
Management
Activity plans show staggered
sessions
Capacity signs on room doors
Pre open
Pre open
SIT
SIT
√ 28.7.2020
√ 24.7.2020
Papworth Trust Covid19 Risk Assessment Template
require access to toilets or
kitchens – access and egress via
specific route (map) per zone
6. Align staff working patterns to new
session patterns
7. Reducing movement in site by
discouraging non-essential trips,
for example, restricting access to
some areas, encouraging use of
walkie-talkies or mobile
telephones. Personal kit per staff
member.
8. Floor marking to promote social
distancing required where
staff/customers assemble i.e.
canteen, welfare facilities
9. Mark up desks/tables where
people which permitted to use
and those they are not using
hazard tape.
10. Customers who come with carers
already use the same 2m space
therefore social distancing is not
affected.
11. Markings in carpark
12. Customers/staff advised to bring
coat/umbrella to avoid getting
wet if they have to move outside
during sessions times
Walkie talkie and toilet protocols and
room protocols
11 carpark protocol to be set and
2m markings for each zoned area
12 Centre umbrella and cleaning
after use as required
Pre open
Pre open
SIT
SIT
√ 28.7.2020
√ 28.7.2020
Contracting
covid19 via
contamination
1. Follow current Govt. guidance on
wearing of PPE. Good hygiene
remains the key.
1. Staff to be reminded that
wearing of gloves is not a
substitute for good hand
washing.
ongoing
Mngr
Papworth Trust Covid19 Risk Assessment Template
Risk to:
Individuals
dependent
on tasks
performed
2. If staff/customers normally wear
PPE for any activities this would be
kept.
3. Do not share any equipment or
tools or kit with others. Sufficient
equipment provided.
4. Wipe down areas/kit after use,
touch points, activity kits etc.
5. Spray/wipes/sanitizer provided per
staff member.
6. Face coverings/masks can be
worn by staff should they choose
to do so and the activity permits.
7. Face fit test for masks – clean
shaven.
8. Windows and doors to be kept
open wherever possible to
encourage airflow and
ventilation.
9. Air con cartridge unit in zone 3 not
to be used until guidance from
engineer on possible risks
10. Staff to wash clothing daily to
reduce contamination risk.
Remove shoes prior to entering
own home, washing hands.
11. Customer coats if brought are
located on the back of their chair
or under their table
12. Staff coats left in the car where
possible, if not due to inclemency
of weather left on back of their
chair or in their work space
1. Training on use of PPE,
including donning and doffing
via BD contact if required
6 Assess if the activity could be
done outside as this may
eliminate the fear in staff
7 - In colder times moderate the
number of windows and doors open
but ensure airflow.
9 – Guidance to be received in
writing to FM and decision made
thereupon.
Winter – should situation still be
current extra heating facilities to
be considered for zone 3
11 and 12 – If the day is wet and
coats and this would create a slip risk
or if this would be uncomfortable to
work/participate then consideration
is to be given to using OWL Bikes
area for OWL staff/ customers
pre open
Ongoing
asap
SIT
Mngr
FM
√ 30.7.2020
Papworth Trust Covid19 Risk Assessment Template
Mental Health
Issues/Stress
Risk to:
All persons
1. Management will promote mental
health & wellbeing awareness to
staff during the Coronavirus
outbreak and will offer support
2. Good comms to staff teams (see
above)
3. Staff are to be more vigilant with
regards to violence and
aggression both from customers
and from one another due to
potential increased sensitivity and
anxiety – good communication
and support should minimise the
occurrences
Food and drink
handling,
preparation
1. Wash your hands thoroughly and
regularly. Use soap and water for
at least 20 seconds. Use alcohol-
based hand sanitiser if soap and
water is not available.
2. Staff should be asked to bring pre-
prepared meals in suitable sealed
containers with own cutlery –
clean container before putting in
fridge
3. Customers to be asked to bring
pre-prepared meals in suitable
sealed containers with own
cutlery
4. Drinking water is available via the
mains tap or water coolers. These
are cleaned before and after use
by staff.
5. Staff making drinks for customers
Zone 1 – drinks facilities in room to
the side – protocol to be set up
Zone 2 – agreement to use St
Raphs kitchen to be sought
Zone 2 – clear St Raphs kitchen
Zone 2 – protocol to use St Raphs
kitchen
Main kitchen – clear of clutter and
put unnecessary items away
Pre open Mngr √ 30.7.2020
Papworth Trust Covid19 Risk Assessment Template
or themselves should wash their
hands before and after
6. Tables should be cleaned
between each use by staff
7. Providing more waste facilities as
appropriate
8. Ensure appropriate hand drying
facilities in kitchen area
9. Hot drinks – water boilers – clean
down before and after use.
10. All crockery (cups and spoons) to
be put in the dishwasher after
every use, wash hands before and
after
11. Emptying dishwasher wash hands
before and after
12. Staff only to use kitchens or make
drinks Use of display
Screen
Equipment (DSE)
1. Hot desking not applicable as
work from home.
2. Staff working with customers and
requiring a desk sit at the same
desk each time they are in
3. Use own laptop where possible
while on site
4. Wipe down desk, keyboard,
mouse, wires, screen, phone
before and after use.
5. Admin to be done at home unless
in between sessions
Legionella 1. Maintain frequency of testing
2. Seldom used water outlets to be
flushed weekly and temperature
Pre-opening check Pre open
asap
FM
FM
√ July 2020
Papworth Trust Covid19 Risk Assessment Template
checks continue
3. Cleaning and disinfection regime
to continue
Awaiting resample for male toilets –
put out of use – female toilet now
unisex
Use of
desks/tables and
chairs
1. Desks marked as to which are in
use and not
2. Chairs cleaned down with wipes
spray after use.
3. Desks and tables wiped down
before and after each use
4. Chair covers to be put on all
chairs which are shared and
changed after each use, wearing
gloves.
4 Purchase disposable covers
Pre open
SIT
√ July 2020
Smoking breaks 1. Staggered as per appointments
and sessions while maintaining 2m
distancing
2. Staff who smoke are to sanitise
before re-entering site
Customers not
social distancing
or with reduced
capacity to
understand
1. Customers not permitted to
attend
Multi-tenanted
buildings
1. St Raph – not returning at present
2. Cambs online – only by specific
appointment and customers who
cannot access anywhere else -
use garden access where possible
(dependent on customer, OWL
activities and weather)
Review monthly
Cambs online to agree to work by
our protocols via agreement to this
risk assessment
Pre open
FM
√ July 2020
Locking and
opening
procedures
1. Cleaners open and lock early
morning – advise cleaners to wash
hands before and after
Papworth Trust Covid19 Risk Assessment Template
2. OWL open and lock themselves –
wash hands/sanitise before and
after using alarms
3. Close windows at end of
day/open at start of day and fire
doors – wash hands before and
after
Sanitise point at alarms
Pre open SIT √ 24.7.2020
Fire hazards and
evacuation
1. If any rooms are not being used
through the day a staff member
must check these rooms daily to
ensure no fire/fire risk.
2. Fire safety remains as was and
evacuation plan remains the
same – social distancing is not
obligatory for evacuations.
3. If fire assembly point allows for
social distancing this should be
done as far as practicable.
3 Consider additional fire meet
points – agreed to spread out
across both sections of grass
Prior to
open
SIT
√ 24.7.2020
Insufficient Fire
wardens and 1st
aiders numbers in
covid19 situation
1. Fire wardens act in normal way
and cover usual duties –
managers to ensure adequate
numbers on site at all times
2. 1st Aiders – based on a needs
must scenario
3. If need close contact and cannot
advise by 2m distance then use of
gloves and mask, good
handwashing – i.e. PPE is to be
worn
Possible community based staff are
not fire wardens, consider training all
staff as fire wardens. Cover on
activity plans
Consider training all staff to be 1st
aiders – check training
PPE required
Staff training to use – delivered by
care teams
Prior to
open
Mngr
Mngr
SIT
Mngr
√ 30.7.2020
√ 24.7.2020
√ 30.7.2020
Poor traffic
management
and carpark
protocol
1. Staff to be alert to other staff in
vicinity and stay in car until social
distancing can be maintained.
Protocols on carpark use Pre open Mngr √ 24.7.2020
Papworth Trust Covid19 Risk Assessment Template
2. Planning with customers and
providers on times and how to
stagger.
3. Customers remain in cars until staff
advise to exit.
4. Customers remain in building until
staff advise to go.
5. Staff members in carpark areas at
agreed times coordinating
customers for their session
Inability to
maintain
distance in
vehicles
1. Do not use.
Not knowing who
is on site so
breaching total
numbers
1. Signing in/out paper books not to
be used.
2. Comms book with contractors is to
be via email.
3. Staff are to make an electronic list
of customers in their sessions (on
their phone) and manager will
collate
4. Effective sweeping of all areas for
fire
5. Lock all rooms that are never used
Non-compliant
site due to
previous closure
and lockdown
1. Review the previous weekly
checks lists and action any points
made
2. Ensure all statutory and regulatory
testing and inspections are in date
3. Ensure all signage and adequate
supplies of cleaning products and
3 Sites to inform FM of stock levels
weekly
ongoing
mngr
Papworth Trust Covid19 Risk Assessment Template
PPE and cleaning stations are in
place and ready
4. Clean site ready for use
5. Complete a legionella check prior
to restarting site
Contamination
via goods or
equipment or
other things
coming into the
workplace
1. Wash hands after touching any
deliveries and after opening any
delivery.
2. Minimising contact during
payments and exchange of
documentation, for example, by
using electronic payment
methods and electronically
signed and exchanged
documents.
signage to be added for deliveries to
call
Pre open SIT √ 24.7.2020
Inappropriate use
of face coverings
1. Advise staff who wish to wear
one:
a) Wash your hands thoroughly with
soap and water for 20 seconds or
use hand sanitiser before putting
a face covering on, and after
removing it.
b) When wearing a face covering,
avoid touching your face or face
covering, as you could
contaminate them with germs
from your hands.
c) Change your face covering if it
becomes damp or if you’ve
touched it.
d) Continue to wash your hands
regularly.
Papworth Trust Covid19 Risk Assessment Template
e) Change and wash your face
covering daily.
f) If the material is washable, wash in
line with manufacturer’s
instructions. If it’s not washable,
dispose of it carefully in your usual
waste.
g) Practise social distancing
wherever possible.
Mixing lots of
different people
1. As far as possible, where staff are
split into teams or shift groups,
fixing these teams or shift groups
so that where contact is
unavoidable, this happens
between the same people.
2. Keeping customers with same
staff and customers where
possible
Contracting
Covid via
personal care
1. Follow Govt. guidance on
providing personal care.
2. Use of appropriate PPE – face
masks, gloves, eye covering if
necessary as per customer risk
assessment.
3. Disposal of PPE as per Govt
guidance.
2 – Training in use – by Care staff -
replicate
Pre open
SIT
√ 30.7.2020
Dermatitis due to
increased
handwashing
1. Staff encouraged to check hands
daily for signs of dryness or rash
etc. Staff encouraged to use
Provision of hand cream to individual
staff members , check allergies with
Pre open SIT √ July 2020
Papworth Trust Covid19 Risk Assessment Template
cream appropriate for their skin
type.
2. Customers encouraged to bring
hand cream appropriate for their
use as required.
staff 1st and get written agreement
for the type of cream
Risk Matrix
Severity Risk Level
Likelihood Minor Major Critical Fatal Multiple
Fatalities
Level
Control
Measures
suffice
Low
Reduce
risk as
soon as
possible
Medium
Additional
control
measures
must be
applied
High
Impossible 1 2 3 4 5
Remote 2 4 6 8 10
Possible 3 6 9 12 15
Probable 4 8 12 16 20
Frequent 5 10 15 20 25
Likelihood Severity
1. Improbable - not likely to be true or to happen 1. Minor - Nips, cuts, skin rash, no lost time
2. Remote - having very little connection with or relationship to 2. Major - Requires Professional First Aid Advise (on site)
3. Possible - occurring, appearing, or done infrequently and irregularly 3. Critical - Requires Professional Medical Attention, take to Hospital
4. Probable - likely to happen or be the case 4. Fatal - Fatal
5. Frequent - occurring or done many times at short intervals 5. Multiple Fatalities - Multiple Fatalities
Employee Statement and Signatures (virtual signatures will be obtained)
This risk assessment has been discussed and explained to me by Papworth Trust. I have had the opportunity to ask questions. I am in agreement
with this risk assessment and will work within its guidelines.
Print Name Signature Date
Papworth Trust Covid19 Risk Assessment Template
Reviews
Review date Reviewer New Version No. Comments
10.7.2020 DF 004 Language changes,
24.7.2020 DF 005 Tweaks following visit and split out Work section to different RA
6.8.2020 DF 006 Face covering Govt. guidance added
Employee Statement and Signatures (virtual signatures will be obtained)
This risk assessment review has been discussed and explained to me by Papworth Trust. I have had the opportunity to ask questions. I am in
agreement with this risk assessment review and will work within its guidelines.
Print Name Signature Date
Papworth Trust Covid19 Risk Assessment Template