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Risk Assessment 2020 – Covid-19 (Dynamic)

Company: RH Smiths and Sons (Smiffys)

Assessment carried out by: J P Richardson (Health and Safety)

Date assessment carried out: 29/05/2020

Location: Gainsborough Office

changing Government guidance and the situation within the workplace. It is everyone’s role to take responsibility for their actions and work to provide a clean, safe environment to work in.

What Are The Hazards?

Who Might Be Harmed

Controls Required

Additional Controls

Controls Action By who?

Controls Action By when?

Controls Action Complete

As the business rebuilds after lockdown and employees return to work the company must ensure their safety by making premises Covid-19 secure – unsafe workplace premises raise the risks of virus transmission

· Employees

· Visitors to the premises

· Cleaners

· Contractors

· Drivers

· Vulnerable groups – elderly, pregnant workers, those with existing underlying health conditions

· Anyone else who physically comes in contact with you in relation to your business

· There is a direct threat health and wellbeing from transmission of Covid-19. Whilst in the workplace people can catch the virus from others who are infected in the following ways: *The virus moves from person-to-person in droplets from the nose or mouth spread when a person with the virus coughs or exhales *The virus can survive for up to 72 hours out of the body on surfaces which people have coughed on, etc *People can pick up the virus by breathing in the droplets or by touching contaminated surfaces and then touching their eyes or mouth

Hand Washing & Sanitising / Cleaning

The key Government public health messages are;

· Cover the mouth and nose with a tissue or sleeve (not hands) when coughing or sneezing (Catch it — Bin it — Kill it)

· Put used tissues in the bin straight away

· Wash hands regularly with soap and water for at least 20 seconds (use hand sanitiser gel if soap and water are not available)

· Avoid close contact with people who are unwell

· Clean and disinfect frequently touched objects and surfaces

· Do not touch face, eyes, nose or mouth if hands are not clean.



· Hand washing facilities with soap and water in place.

· Stringent hand washing is taking place.

· Refer to NHS hand washing guidance.

· Drying of hands with disposable paper towels in preference to hand dryers in line with current guidance.


· If staff are unable to use soap and water due to skin conditions they should use emollients to wash their hands.

· Gel sanitisers (both wall-mounted and individual products) to be placed by all exits/entrances and at all workstations.

· Gel sanitisers and wipes to be placed near or next to all forklifts

· Gel sanitisers and wipes to be placed in all work vehicles


· Entering / Exiting the building – all employees should enter and exit the building using hand sanitiser / washing hands after touching doors / clocking in machines. Warehouse Employees should either enter the building at the pedestrian gate, then through the door next to Operations office by following yellow arrows. If parking in the back car park then follow the arrows to back door or smoking door. Clock in then wash / sanitise hands before starting work.


· Managers should consistently pass on and reinforce key Government public health messages:
















· Employees to be reminded on a regular basis to wash their hands for 20 seconds with soap and water and the importance of proper drying with disposable towels where possible in preference to hand dryers. This will be done through posters, TV screens, signage and regular team briefings.





· Employees will be encouraged to report any problems and carry out skin checks


· Twice daily checks to be carried out to ensure that there is sufficient soap, gel sanitiser and wipes.






· Employees should not congregate around/near to the entrance/exit.










· Schedules have been put in place to ensure the frequent cleaning and disinfecting of objects and surfaces that are touched regularly particularly in areas of high use such as door handles, light switches, kitchen and reception areas. Appropriate cleaning products and methods to be used. This will be carried out throughout the day by our cleaner/s. 





· A clear workstation / desk policy must be adhered to so that thorough cleaning can take place.



· Rigorous checks will be carried out by line managers and Health & Safety to ensure that the necessary procedures are being followed.




· All employees are advised if they see something that is not clean, or they are concerned about potential contamination they must raise this the Health & Safety or their line manager ASAP.



· It is critical that all employees clear their workstations / desks at the end of each day to allow for proper cleaning.




Social Distancing

· Social Distancing will be observed by reducing the number of persons in any work area to comply with the 2 metre (6.5 foot) gap recommended by the Government.

· A one-way system has been implemented in the picking and packing areas to comply with the 2 metre rules.


· Small meeting areas and break out areas reduced to 2 people at a time and area to be cleaned after use. If meeting rooms do not allow for 2 metre distancing then they will not be used.


· If necessary due to an increasing number of people on site steps will be taken to review work schedules including start & finish times/shift patterns, break times, working from home etc. to ensure everyone can work safely. If necessary workers may be moved to sit in a different workspace. If required employees may be allocated to other tasks.


· Conference calls/emails to be used instead of face to face meetings if possible.

· Whilst ensuring adequate rest breaks are taken, social distancing must be adhered to. Smiffys – 6 people maximum in the canteen at any one time and Strawsons – 2 people at any one time. Smoking shelters – 4 people maximum. For those working in the Operations office they can have lunch at their desk they may do but must clean up after themselves thorough using sanitising wipes.


· Within the smoking area social distancing must be observed at all times.


· Employees should not congregate around workstations, drinks machines, toilets, or entrance/exits.


· Desks / Workspace – line managers should review their teams desk layout in conjunction with health & safety to ensure that the minimum number of people are working on a bank of desks and they are sitting 2 metres apart. They should sit as far apart as possible diagonally opposite to each other.


· Employees to be reminded when they first return to work the importance of social distancing and observing the 2-metre rule both inside and outside of the workplace. This message will be reinforced through the use of posters, signage, floor tape/stickers, tv/pc screens and regular team briefings.


· The one-way system has been clearly marked with signage and this will be briefed to all employees working in the area.


· It is everyone’s responsibility to ensure that social distancing is adhered to wherever practically possible, if you identify breaches you should raise this with those involved, if you do not feel comfortable do so please raise this with your line manager, health and safety or HR.


· As more people return to site we will continue review working arrangements.


· We will use all internal communication channels to constantly remind and update employees of the social distancing messages in line with Government guidance.






· Employees must not hot desk or share computer / phone equipment. If shared equipment is to be used, e.g. printers / steamers, etc. They must be wiped with sanitising wipes before and after use. For those picking / packing where possible they will be allocated they own headset / handset, if in exceptions circumstances this is not possible the equipment should be thoroughly cleaned before use. As per current practice equipment should be cleaned on a daily basis.








Wearing of PPE (e.g. gloves/masks)

· Where a Risk Assessment identifies the wearing of masks/gloves as a requirement of the job, an adequate supply of these will be provided. Staff will be instructed on how to remove gloves carefully to reduce contamination and how to dispose of them.

· Unless specified for a specific task you will not be required to where PPE within the workplace, however masks and gloves will be made available should you choose to use these.


· PPE bins will be placed in marked area for the use of PPE (masks/gloves) only. All PPE must be disposed of in these specific bins only and not treated as general waste.





Individuals on Site with Symptoms of Covid-19

· Without exception nobody, employee or other person should attend site if they have symptoms of Covid-19 symptoms, which are a high temperature; a new, continuous cough; loss or change to your sense of smell or taste. Employees should not attend site and follow the sickness reporting procedure. Line managers will maintain regular contact with staff members during this time. If anyone becomes unwell with any of the symptoms, they will be sent home and told to follow latest self-isolating guidance.

· If advised that an employee or other person has developed Covid-19 and were recently on our premises (including where an employee has visited other workplace premises such as domestic premises), the management team of the workplace will take appropriate action as outlined in the Track and Trace Procedure (refer to separate procedure document).



· Employees will be reminded upon returning to work, through regular briefings, signage, tv/pc screens of the symptoms and that should they develop symptoms they should not come to work.










· Employees will be advised of the procedure to follow should they develop symptoms whilst at work.







· Visitors must complete a declaration (using their own pen or with a disposable one provided for them to keep) confirm they have not had Covid-19 symptoms or been in contact with someone who does.

· They should sign in as normal using the touch screen, which should be sanitised with wipes after use.

· Visitors must be advised to maintain social distancing and follow the signage / guidance placed around site.


· Visitors should be advised in advance that they will be required to sign a declaration when arriving on site, where possible a copy should be sent in advance to the visitor.




Pool/Company Cars

· Hand sanitiser and wipes will be available in all pool/company cars.

· When using a pool car in addition to completing all the usual checks you must using sanitising wipes to clean all surfaces touched at both the start and end of using the car.

· Employees should not share vehicles where suitable distancing cannot be achieved.


·; Hand sanitiser and wipes to be placed in all vehicles. Please contact health & safety or your line manager if these are not in the vehicle, do not leave the vehicle without either of these.




Drivers Visiting Site

· Procedures in place for Drivers to ensure adequate welfare facilities available during their work. COVID-19-guidance on freight transport


· Employees dealing with Drivers / Hauliers will be briefed on dealing with them whilst on site.




Vulnerable / Extremely Vulnerable Employees

· Those who are classified by Public Health England (PHE) as being at greater risk from Covid-19 include people in the vulnerable (moderate risk) and extremely vulnerable (high risk) categories.

Vulnerable (moderate risk) people include those who:

· Are 70 or older

· Are pregnant

· Have a lung condition such as asthma, COPD, emphysema or bronchitis (not severe)

· Have heart disease, diabetes, chronic kidney disease or liver disease (such as hepatitis)

· Are taking medicine that can affect the immune system (such as low doses of steroids)

· Are very obese

Extremely vulnerable (high risk) people include those who:

· Have had an organ transplant

· Are having chemotherapy for cancer, including immunotherapy

· Are having an intense course of radiotherapy for lung cancer

· Have a severe lung condition (such as severe asthma or severe COPD)

· Are taking medicine that makes them much more likely to get infections (such as high doses of steroids) have a serious heart condition and are pregnant

The following PHE advice applies:

· Those in the “high risk” (extremely vulnerable) category are subject to special “shielding” arrangements – they are advised to self-isolate and not leave home for any reason for at least 12 weeks. 

· Those in the “moderate risk” (vulnerable) category are advised to stay at home as much as possible – they can go to work if they cannot work from home.

· People in both categories are advised by the government to be particularly stringent in complying with social distancing requirements.




The following safety and staff health arrangements should apply to employees who are classified as vulnerable (moderate risk) or extremely vulnerable (high-risk):

· Managers and HR should identify and be aware of staff who fall into vulnerable and extremely vulnerable categories so they can ensure that they are given adequate protection and support to enable them to comply with government health recommendations

· No member of staff in the extremely vulnerable “high-risk” category should be expected to come to work during the pandemic crisis or during recovery from the lockdown – these staff should be advised to follow government medical advice and stay at home

· Extremely vulnerable “high-risk” staff will be offered furlough if it is available or where it is possible or appropriate for them to safely work from home without risk this will be agreed.

· Employees in the vulnerable “moderate risk” category should be considered on a case by case basis – wherever possible they will be supported to work from home.

· Staff in the vulnerable “moderate risk” category who cannot work from home and wish to return to work should be offered additional protection so that they can achieve effective social distancing.

· All reviews of employee roles and safety will be non-discriminatory and take into consideration equality considerations and protected characteristics as defined under the Equality Act 2010, e.g. disabled staff and reasonable adjustments will be made to avoid disabled workers being put at any disadvantage.




Mental Health

· The Management team will work to promote mental health & wellbeing awareness to staff to support them as they begin to return to the workplace and the lockdown starts to ease.


· The Company operates an EAP (Employee Assistance Programme) which can be accessed by all employees. The contact number is

· Please speak to your Line Manager or HR if you have any concerns you wish to discuss.

· We will offer support to our employees who are / have been affected by Coronavirus or has a family member affected.

· There are many sources of support available, including Mind -