Papworth Trust Covid19 Risk Assessment Template · SIT Mngr SIT √ 24.7.2020 √ 30.7.2020 √...

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


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


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 –


Bullet point checklist for FM/staff to

run through for contractors/visitors –


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


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


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

[email protected]

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

mailto:[email protected]


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


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


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


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


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


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


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


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


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.


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


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


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 · SIT Mngr SIT √ 24.7.2020 √ 30.7.2020 √...

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Transcript of Papworth Trust Covid19 Risk Assessment Template · SIT Mngr SIT √ 24.7.2020 √ 30.7.2020 √...