Gepp Solicitors Coronavirus (Covid 19) Workplace Risk Assessment

Gepp Solicitors Coronavirus (Covid 19) Workplace Risk Assessment 

Current Situation with skeleton staff in Chelmsford office

 

What are the hazards?

 

Who might be harmed 

Controls Required

Additional Controls

 

Catching and spreading COVID-19. In all cases the harm is potentially serious.

1.   Staff

a.   Handwashing – the provision of handwashing facilities with soap, water and either hand dryers or disposable paper towels.

(i)   Staff to be reminded on a regular basis to wash their hands for 20 seconds with water and soap and the importance of proper drying with disposable towels. 

b.   The provision of gel sanitisers in more public areas and at photocopiers/scanners.

(i)   Place notices around office reminding staff of need to observe guidance on cleaning hands and to catch coughs and sneezes in tissues.

(ii)   Place additional boxes of tissues in office areas.

c.   Cleaning – frequently cleaning and disinfecting objects and surfaces that are touched regularly such as printers and photocopiers and light switches.

(i)   In additional to daily cleaning, additional cleaning materials (products, sprays, wipes) placed in central areas for use by staff.

(ii)   Prop open internal doors during the working day to avoid contact with door handles.

d. Social distancing:

  • Reducing the number of workers in each office as far as practical.
  • Ensuring that those working in an office are more than 2 metres apart.
  • Smaller offices are one person use only.
  • Only one person allowed in the lift at any time.

(i)   Supplying sufficient software, computer links and hardware to maximise working from home ability.

(ii)  Social distancing – remind staff of the social distancing guidelines on a regular basis. Enforce the guidelines within the offices by reminders to individuals

e.   Meetings with clients – reducing the number of meetings to a minimum by use of other means of communication whether telephone, email, conference calling, video calling.

(i)   Meetings with clients remotely – the provision of adequate software and having a variety of means of making contact with clients.

(ii)   Meeting with clients in person (ie remote will signings or for ID purposes). Procedures in place to maintain social distancing requirements.  Ensure disposable gloves are available if required.  Provide pens to clients to use to sign and keep and staff use different pens.

f.   Symptoms of COVID-19 – ensuring that all staff are aware that they need to report any symptoms or anyone suffering symptoms with whom they live and know to follow the self-isolation Government guidance.

(i)   Symptoms – remind staff regularly of the Government guidance on symptoms. Remind staff regularly of the Government guidance regarding coughing, sneezing etc.

g.   Transport – making available to those staff attending the office a car parking space as close to the office as possible.

(i).   Transport – encourage staff to use on-site parking.  If necessary staff are encouraged to use other local car parks if there are no spaces at the office.  

2.   Visitors to premises

a.   Limit visitors to the premises by closing and locking front doors and only allowing client meetings by appointment.

(i)   Signs on doors explaining that the office is closed to visitors and requesting them to call fee-earner or reception. Notice on website and social media and email footer explaining the policy.  

(ii)   Information about dropping off documents also included on sign and on website.

b.   Limiting visitors to necessary clients, ID checking and deliveries.

(i)   Giving clear guidance to staff as to how to deal with these visitors in terms of social distancing, witnessing ID and documents through glass doors and windows.

(ii)   Make available PPE to staff as required.  Current PPE provided is gloves.  The requirement to provide masks should be reviewed routinely in line with any amendments to government guidance.  Hold a small stock to deal with any immediate requirement.

3.   Client home visits

a.   Limiting visits to those that are a necessity (for example, Will / LPA signings).

(i)   Giving clear guidance to staff as to how to deal with client home visits in terms of social distancing, witnessing ID and documents through glass doors and windows.

(ii)   Make available PPE to staff as required.  Current PPE provided is gloves.  The requirement to provide masks should be reviewed routinely in line with any amendments to government guidance.  Hold a small stock to deal with any immediate requirement.

4.   Cleaners

a.     Contract cleaners work outside of core office hours.

(i)   We have three cleaners on site who service a floor each and the equipment used on each floor is specifically for that area, as such there is no cross contamination between levels.  The cleaners are provided with disposable gloves to ensure they would not be putting themselves at risk.

(ii)   If cleaners arrive early request that they do not start cleaning and remain in the reception area until the majority of staff have left for the day (1715). 

5.   Contractors

a.   Limit contractor attendances as far as possible.

(i)   If a contractor is required to enter the building (for example photocopier engineer) ensure that they wash their hands on entry, use hand sanitiser as required and make sure that they maintain social distancing (2m).  If necessary, our staff will temporarily move to allow the contractor to work.

6.   Vulnerable groups including the elderly, pregnant workers and those with existing underlying health conditions

a.   Assess vulnerable staff and advise re isolation.

(i)   Regular reminder to staff about the extra precautions to be taken in relation to vulnerable individuals.

b.   Limit contact with vulnerable clients by exploring all other methods of communication.

 

c.   Avoid meetings in rooms with vulnerable clients by using car parks, witnessing through glass doors, windows etc.