risk assessment · web viewall first aiders, fire marshals and evacuation chair operators will be...

Ref: RTW BCC WCS

of 23This assessment is produced in line with current government guidelines and may be subject to change, if and should the government issue further frameworks/guidelines.

*Risk assessments should be reviewed at least every 12 months and sooner in the event of an accident, a significant change to management, equipment, work process etc. or if a concern has been raised by an Employee or Safety Representative.

The risk assessment is based on requirements for a limited re-opening allowing the use of 462 Workstations and 62 meeting rooms (for a maximum of 110 meeting participants).Those visiting should undertake their own risk assessment (including lone working considerations) to cover their own activities whilst on site and raise any concerns or queries with their manager or the Building Management Team.

Risk Assessor Details

Manager Details

Directorate: Inclusive Growth Service/Team: Property Services

Location: 10 Woodcock Street Date: 4/6/20

Activity: Covid-19 Building Risk Assessment for current use of 10 Woodcock Street

Name: Roger Hodgetts Job Title: Building Manager

Signature: Date: 4/6/20

Name: Martin Painter Job Title: CAB Buildings Manager

Signature: Date:

Review Due*: Following altered Government advice or change in proposed occupation

Review Completed:

Risk Assessment Form

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Review Date Reviewed by Amendments Signature14/6/20 M Painter Consistency Check M Painter21/6/20 M Painter Consistency check and additional uses of the building at 21/6/20 included M Painter27/07/2020 L Hannon Inclusion of collection of items L Hannon13/08/2020 M Painter Amended for proposed limited re-opening from 7/9/20 M Painter2/9/2020 M Painter Consistency Check M Painter3/9/2020 M Painter Format Amendments M Painter


Review Record(insert or delete rows as required)

Ref: RTW BCC WCSIntroduction

1. This document has been collaboratively produced with input from Health & Safety, Occupational Health, Building Management, Public Health, Human Resources & Trade Unions.

2. This sample risk assessment form is intended to assist managers in meeting their legal obligation to protect the health safety and welfare of employees by assessing and managing risks in relation to coronavirus in the workplace.

3. This sample assessment covers the working environment - particularly for indoor environments such as offices, contact centres, operation rooms and similar workplaces and has been developed in line with the government guidance on Coronavirus – COVID-19:

https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/offices-and-contact-centres https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/homes https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19/vehicles

4. Risk assessments should be carried out by management and in consultation with employees and Trade Union representatives. Contact details for trade unions can be found here - https://www.birmingham.gov.uk/info/50234/covid-19_staff_guidance/2148/covid-19_health_and_wellbeing

5. Additional individual risk assessments are needed for individual employees who have any factor which places them at higher risk or in a vulnerable category and for all factors, consideration must be given to adjustments for any employees with any protected characteristics.

6. Additional role-based risk assessments may be needed over and above the workplace assessments where the nature of work is impacted by the risk of Covid-19 transmission.

7. This risk assessment should also be reviewed when the working location, duties, or situation of the employees change.

8. There are five key principles which guide decisions and ensuring Covid-19 secure measures:1. Work from home if you can2. Carry out a COVID-19 risk assessment, in consultation with employees and trade unions3. Maintain 2 meters social distancing, wherever possible4. Where people cannot be 2 meters apart, manage transmission risk5. Reinforce cleaning processes6. Ensure that adequate PPE is made available as identified.

Therefore, the national advice for office-based staff, is that they should continue to work from home (as at 28/05/20). CAB buildings will not be opening.

9. The final risk assessment must be shared with the workforce and the government expects employers with over 50 employees to publish these online

10. Additional advice and guidance is available here https://www.birmingham.gov.uk/info/50234/covid-19_staff_guidance/2150/covid-19_health_and_safety and from Occupation Health and Safety Services, and HR


https://www.birmingham.gov.uk/info/50234/covid-19_staff_guidance/2150/covid-19_health_and_safety

https://www.birmingham.gov.uk/info/50234/covid-19_staff_guidance/2148/covid-19_health_and_wellbeing

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Contents

Returning to the workplace Those most at risk Access / Egress Welfare facilities Public facing services Use of BCC vehicles First Aid and Emergency Evacuation Legionella Statutory testing Display Screen Equipment Physical, mental health and wellbeing Additional Information Employee Signature


Risk Assessment

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Hazard Who is at Risk & How? Existing Control Measures

Additional Control Measures Required

Action by whom Action by when

Action Completed

(Date/initial)Potential exposure to Covid-19 virus in the workplace

Returning to the workplace

Directly: Employees; service users; otherbuilding users; external contractors, tenants, hirers

Indirectly: family or household members; members of the public

Increased risk for those individuals (or their family members) who are identified as being vulnerable

Through: transmission of and infection with Covid-19 virus, leading to related symptoms including serious illness or possible death if contracted.Stress and anxiety

Exacerbation of

Building, Team and Service Manager follow government guidance and co-ordinate arrangements as appropriate Safe Workplace Guidance - Gov.UK

BCC COVID19 health & safety information

Notification is required, reporting procedures and self- isolating timescales are in place for those with any suspected or confirmed infection or symptoms, including for individuals whose family members are affected.

At all times and in all areas of the workplace, individuals are encouraged to:Follow relevant guidanceAdhere to instruction and advice for safe workingTake care of themselves and othersSpeak to their manager with any suggestions, issues or concerns. In addition, the following advice will now also be given:Practise the main infection control measuresMaintain social distancingWash hands regularlyAvoid touching face

Employees, who have been identified as being vulnerable, or live with shielded people, prioritised for continued home working arrangements, or, where not possible, alternative duties/redeployment to assure social distancing.

. Building Management

Team and Service Management

Employees

Ongoing review

Ongoing review



https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19

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existing physical and mental health conditions




Action Completed


Specific consideration required for those most at risk due to a number of personal circumstance or additional factors.

Age - > 70 Clinically vulnerable people - those with underlying health conditions Ethnicity – those at increased risks, particularly aged above 55 or have comorbidities (multiple medical conditions occurring at the same time).Pregnancy - in particular those who are over 28 weeks

Managers of those seeking to reoccupy the building will be expected to perform individual risk assessments where necessary and contact the Building Managers where necessary to discuss / confirm measure in place.

. Line Manager with support from Occupational Health as required.

Ongoing review

Ongoing review




Action Completed

(Date/initial)


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Potential exposure to Covid-19 virus in the workplace

Access and Egress, corridors, doorways, stairwells, lifts, break and rest areas, communal waiting areas, meeting rooms or limited spaces where adequate distancing may not be possible

As above Reduced number of people within the building (as above) and physical control measures identified and implemented to allow 2m distancing in these areas to be maintained.

Systems for one-way access, egress and movement around the building (based on 2m distancing).

Systems in place for one-way access on staircases between floors (based on 2m distancing).

Signage and spacing demarcation on walls and floors

Removal or relocation of furniture in, restricted use or closure of, communal areas

re-configuring of workstations

All ‘hot-desk’ workstations taken out of use (only bookable desks available for use)Meetings will be held remotely (phone, skype, MS Teams etc.) wherever possible even if all attendees are on the premises.

Where meeting rooms used, social distancing and hygiene measures observed. Doors kept open to increase airflow.

Automatic doors, revolving doors and push pad openers used where available and manual doors kept open (where not a breach of fire or other safety regulations) to reduce the need for contact with door handles

Doors should not be propped open with fire extinguishers, chairs etc.

Monitor the effectiveness of the controls in place and the individuals understanding of these and explore any outstanding anxieties or concerns which may exist

If concerns remain, consider feedback.

Building Management


Employees

Ahead of 7/9/20

3/9/20 - MP


Ref: RTW BCC WCS

FIRE DOORS SHOULD NOT BE PROPPED OPEN

There is signage to indicate one person use at a time inside and outside of the lifts.Process introduced for the booking of workstations or meeting rooms and therefore only pre-authorised staff are permitted to visit and numbers controlled.

All staff to undertake a pre-qualification questionnaire regarding potential risk factors.

Site registration included so full details available of who is on site and when.

All workstations to be cleaned between every booking.

No storage available for staff to use.

All meeting rooms to be cleaned between every booking.

Safety information provided at the entrance.

Freestanding hand sanitising units in place at all entrances and within the building on all floors

Regular cleaning of all touch points door push plates lift call buttons, sinks, taps and communal areas.

Signage in place showing only one person to use lifts at any one time inside and outside of lifts


Ref: RTW BCC WCS

Meeting rooms maximum occupancy restricted to promote social distancing. One-way systems in place within rooms. Accessible positions marked and numbered for clarity.

Prayer / Quiet room restricted to use by one person. Anti-bacterial wipes provided within the room. Shared use items (including mats) removed.




Action Completed


Welfare facilities – bathrooms, kitchen and refreshment areas and equipment

As above Consideration given to the likely increase in use of these areas, equipment and resources, due to government guidance on handwashing and the ongoing closure of catering outlets.

Additional cleaning, handwashing and hygiene resources will be provided where required. Increased cleaning regime for all touch/contact points and cleaning operative hours increased.

Air dryers or paper towels used for hand drying.

Roller towel systems taken out of use

Paper towel filling and disposal procedures reviewed to ensure they are sufficient and do not increase the risk of infection.

General disposal arrangements reviewed and additional vessels provided.

In occupied areas - Touch points on taps, cupboard handles, doors in kitchen areas are

Monitor the effectiveness of the controls in place and the individuals understanding of these and explore any outstanding anxieties or concerns which may exist

Building Management


Employees

Ahead of 7/9/20/

3/9/20 - MP


Ref: RTW BCC WCS

cleaned throughout the day include touch points on any vending machines and regularity has been increased.

Use of shared kitchen / refreshment facilities and equipment revised and restricted to one person at a time.

Staff advised / required to bring in their own kitchenware, food, milk etc on a daily basis and no use of kitchen storage permitted.

Café Pause will not be open initially but further consideration will be given to suitable future operating models.

Kitchen and print areas cleaned regularly throughout the day.

Anti-bacterial wipes available for use by staff to wipe touch points after each use (tap, fridge handle, printers etc)

All toilet facilities limited to one person at a time to promote social distancing. Anti-bacterial wipes available for use by staff to wipe touch points after each use.

Existing roller towel removed from the building.

Freestanding hand sanitising units in place at all entrances and located on all floors.

Regular cleaning of door push plates, lift call buttons, sinks, taps and communal areas.

Use of available shower facilities limited to promote social distancing. Regular cleaning of shower facilities throughout the day.


Ref: RTW BCC WCS

Antibacterial wipes made available for staff to clean touch points after use.

Staff advised shower facilities are limited to uses relating to their commute rather than recreation.




Action Completed


Public facing services – appointments, waiting and reception areas

Threat or assault – verbal or physical including deliberate coughing or spitting

As above

Injury, infection with air or blood borne disease,

Security staff on reception desk protected by barrier to maintain social distancing from staff.

Increased protection for employees and customers provided, where possible, by the implementation of procedures and resources

No public facing services available from the building.

Occupying directorates to complete risk assessments for their public facing services and share with appropriate parties ahead of consideration for re-introduction

Staff advised on procedures and reminded of the importance of reporting threat or assault to manager, police and safety services; first aid actions; self-isolation procedures etc.

Monitor the effectiveness of the controls in place

Building Management


Employees

5/6/20 5/6/20 RH




Action Completed

(Date/initial)Potential exposure to As above Government and Corporate Guidance Building Ongoing


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Covid-19 virus in the workplace

Travelling to work using public transportIncluding buses, trains, and taxis

Available

Public Transport Guidance- Gov.UK

Taxi and Private Hire Vehicles - Gov.UK

The Birmingham Emergency Travel Plan measures – details here

Not directly related the management of the building but the BM team continue to cooperate with services and transportation strategy to assist where possible.

Management


Employees

review




Action Completed

(Date/initial)First Aid and Emergency Evacuation

Requirements of role – social distancing, infection control

Insufficient numbers of First Aiders, Fire Marshals and Evacuation Chair Operators FA, FM, EO)

Expired qualification or certification and retraining not available due to ongoing closure of services

As above

Incidents occurring or worsened outcomes due to lack of trained personnel available to act in the event of an accident or emergency

All First Aiders, Fire Marshals and Evacuation Chair Operators will be responsible for ensuring that their qualification remains valid or within official extension period and for renewing as soon as possible

HSE have extended qualification period for any First Aid at work certificates that expire between 16th March 2020 and 30th June 2020. This will be under regular review and may be further extended if necessary.

Guidance issued with regards to administration of First Aid and CPR

Fire Marshal qualifications will be extended until further notice by BCC Safety Services.

FMs can access Mandatory Fire Safety I-learning for a refresher and will be advised of

Building Managers to contact all FA, FM and EO’s to advise of any further changes to emergency plans and procedures.

Personal Emergency Evacuation Plans (PEEPS) will be reviewed and updated to ensure that requirements are met

If concerns remain, consider feedback.

Building Management


FA, FM. EO’s

Ahead of 7/9/20

3/9/20 - MP


https://www.birmingham.gov.uk/info/20013/roads_travel_and_parking/2189/emergency_birmingham_transport_plan

Ref: RTW BCC WCS

local arrangements in advance of their return to the workplace

It may be possible to provide FM refresher training remotely and this will be advertised if and when available.

Building managers/duty holders have reviewed all emergency evacuation risk assessments, and revised plans where necessary and assessed numbers of FA, FM and EO’s, taking into account any reduction in numbers of employees in building at any one time

Whilst capacity is limited the security / BM team provide staff to manage emergency evacuations.

The security team provide adequate first aid provision for the number of people who are on site.

First Aiders, building management and team managers are responsible for keeping themselves and others updated on guidance regarding modifications to the administration of First Aid and in addition a review of PPE arrangements.

Monitor the effectiveness of the controls in place and the individuals understanding of these and explore any outstanding anxieties or concerns which may exist.




Action Completed

(Date/initial)Legionella Employees; LCA Guidance for Members on Reopening Property Services 5/6/20 5/6/20 - RH


Ref: RTW BCC WCS

Missed testing, actions not yet completed from previous tests

Build-up of legionella bacteria in taps, shower heads, air conditioning units etc. due to non-use during full or partial closure of premises

Inadequate water temperatures

service users; other building users; external contractors, tenants or hirers

Contracting Legionella (legionnaires disease)

Buildings sent to the Managing Agent to ensure compliance is achieved.

The water systems maintained and flushed weekly whilst the building was in closed status.

Logbook kept up to date.

Building Management





Action Completed

(Date/initial)Statutory testing

Expired or missed testing schedules

Extended period of premises and equipment not being in use: including structural, electrical, gas, alarms and fire-fighting / protection

Employees; colleagues; service users;building users; external contractors, tenants or hirers

Serious injury or death through system or equipment fault/failure

The statutory testing was maintained whilst the building is in closed status.

Logbooks kept up to date.

Property Services Building Management


24/3/20 24/3/20 - RH


Ref: RTW BCC WCS

Hazard Who is at Risk & How? Existing Control Measures Additional Control

Measures RequiredAction by

whomAction by

whenAction

Completed(Date/initial)

Use of Display Screen Equipment (DSE)

Agile working - inappropriate use of DSE in CAB/Office and/or when working at home.

Potential for Work Related Upper Limb Disorders (WRULD) due to poor posture adopted, insufficient number of breaks, inappropriate workstation set up.

In circumstances were a full office workstation cannot be accessed, there should be an increase in the number of breaks taken.

DSE eLearning should be completed by those using such equipment. VDU Workstation checklist to be completed by all DSE users. DSE / Agile working / Home working Intranet guidance for managers and employees is available and should be followed. This will enable employees to set up their area of work to allow them neutral posture. All DSE provided should be subject to a pre-use visual inspection. Any defects or noticeable damage is reported immediately.

Not directly related to the Management of the Building although team have facilitated an offering of equipment (chair, keyboard, mouse) which can be used at home or (for the mouse and keyboard) in another office environment.

Consider impacts of agile working / work being done from home and if employee has followed guidance with regards to setting up a suitable workstation enabling them to achieve neutral posture.

Discuss any further requirements with them accordingly.

Consider sharing the following tutorial clip with those working from home; https://youtu.be/Af7q5j14muc

Employee / manager

Hazard Who is at Risk & How?

Existing Control Measures Additional Control Measures Required

Action by whom

Action by when

Action Completed


https://youtu.be/Af7q5j14muc

https://youtu.be/Af7q5j14muc

Ref: RTW BCC WCS

(Date/initial)Effects on physical and mental health and wellbeing caused by requirement to return to the workplace

Employees

Stress and anxiety

Emerging, or exacerbation of existing, physical or mental health issues

Ongoing regular contact between managers and employees while homeworking – phone, Microsoft Teams, Skype etc.

BCC intranet updates, FAQs and guidance including information such as Covid-19, Occupational Health and Safety, HR, ‘Ask Me Anything’ sessions and weekly newsletters.

Staff guidance here: https://www.birmingham.gov.uk/staffguidance

Managers ensure that any staff who do not have IT access or Log-on ID receive these opportunities and information by other methods.

HR procedures for sickness absence relating to Covid-19 in place.

Not directly related to the Management of the Building. However, the BM teams assisting in providing a suitable and safe limited capacity offering of an office environment that can be utilised by staff where there is a specific business or personal need.

A welcome pack will be provided to staff so they are fully aware of how the building will operate in the Covid-19 environment, the limitations and the required behaviours for use.

All staff advised and updated of current requirements for notification and reporting of illness or contact with Covid-19, whether themselves or a member of their household, and either suspected or confirmed.

Managers will liaise with employees to discuss what ‘returning to work’ means for them – health, vulnerable status, feelings, anxieties, conflicting responsibilities (vulnerable household members, childcare, care for other dependants, transport etc.) and to discuss and agree what, if any, allowances can be made to accommodate individual needs and provide reassurance.

Additional support available via self-referral to BCC Employee Assistance Programme (EAP), and manager referral to Occupational Health Services


Employees

Ongoing Ongoing

Ventilation/ Heating and Employees Reports undertaken by Acivico and C&W to

Building Management

4/9/20 3/9/20 -MP ongoing


Ref: RTW BCC WCS

CoolingComfort, health & wellbeing

confirm best status for HVAC equipment to run in line with Covid-19 recommendations. Settings implemented as per recommendations.

Fresh air intake and circulation maximised and re-circulation of air minimised. CO2 set points reduced to maximise ventilation from automated windows. Staff encouraged to keep manual windows open where possible.

Monitor the effectiveness of the controls in place and the individuals understanding of these and explore any outstanding anxieties or concerns which may exist.

Acivico BEMS Team

review

Additional RA for Document Review




Action Completed

(Date/initial)

Potential exposure to Covid-19 virus in the workplace

Specific Activity Review of Documents - Provided from deed store

Directly: Employees; service users; otherbuilding users; external contractors, tenants, hirers

Indirectly: family or household members; members of the public

Increased risk for those individuals (or their family members) who

Building, Team and Service Manager follow government guidance and co-ordinate arrangements as appropriate Safe Workplace Guidance - Gov.UK

BCC COVID19 health & safety information

Specific location on GF provided at specific time (Mondays 9.00-12.00)

Numbers controlled and adequate space set aside to allow social distancing

Person to remain in the agreed review position/location as agreed – Do not walk around the building to other locations

Access only as agreed with management and

Everyone entering the building to review/collect documents

Building Management


Employees

Ongoing and regular reviews



https://www.gov.uk/guidance/working-safely-during-coronavirus-covid-19

Ref: RTW BCC WCS

are identified as being vulnerable

Through: transmission of and infection with Covid-19 virus, leading to related symptoms including serious illness or possible death if contracted.Stress and anxiety

AS ABOVE

building management

Government and local advice on Covid 19 prevention measures must be adhered to

Following direction instructions in the building

Maintain social distancing

Make use of handwashing and sanitising facilities

Prior arrangement for collection and distribution of documents agreed with manager

Service specific risk assessment should be already in place in addition to the building risk assessment

Managers to keep numbers of staff reviewing/collecting files and documents to a minimum and in a coordinated manner

Anyone arriving without prior agreement will be refused access.


Ref: RTW BCC WCS

Current Activities Within the Building:

Deeds review (ground floor street area)Availability of 462 bookable workstations Availability of 62 Meeting rooms (total capacity of 110).

Hazard CommentsPotential conflict between existing workplace / work activity risk assessments and procedures and newly implemented arrangements required for returning to the workplace

All existing risk assesments to be reviewed and amended as appropriate to ensure continued compliance and safe working practice in all areas

Potential conflict between: o building and team management risk assessments and procedures in multi –

use premises especially CABs and those where external agencies operate.o Work activity that has not yet been approved to re-start within premises that are

re-opening for other business

High levels of co-operation and liaison required to ensure that building capacity and other safety requirements can be met. Team managers should discuss their requirements with building management as soon as possible. Although every effort will be made to accommodate all requirements, it may be necessary for team managers to amend or modify their plans in order to enable wider compliance and implementation of proceduresBuilding managers/duty holders to confirm ongoing compliance of users and groups, including appropriate certification, contracts and hire agreements which should be updated as soon as possible to reflect any changes or agreements

Implementation of new procedures, equipment or resources as part of Covid – 19 control measures

Ensure that exisitng procedures are updated to reflect any changesReview and update risk assessments including COSHH and Fire to include any new products or proceduresAll employees to receive appropriate instruction and training in any new or revised procedures, equipment or resources including PPEOther user groups to be notified of any changes that affect them or their service delivery


Additional Information

Ahead of employees visiting the building the expectation is that managers will ensure that they have access to view this document. Where applicable for activities within the building, managers should reference, include and observe the measures in place within their own activity risk assessments. Managers and staff should: Understand what actions have been taken to reduce injury or ill health at work and what they

must do to protect themselves and others.

Ask for further information and guidance, if needed, before undertaking duties.

Notify their manager if they are aware of additional hazards that should be considered in this risk assessment.

speak to their Manager or Trade Union Representative if they have any Health, Safety and Welfare issues or concerns.

Report any accidents, incidents or near misses promptly to their Manager.

of 23This assessment is produced in line with current government guidelines and may be subject to change, if and should the government issue further

frameworks/guidelines.

Statement of Expectations