Severity Likelihood Factor Girlguiding Risk Assessment Site: HQ Assessment No. GG/HQ/Off Assessor Date of Assessment Task/Activity/Process/Equipment Technical Advisor (if applicable) Persons Name (If Applicable to vulnerable Groups etc.) When Identifying HAZARDS consider: a) The Task (Who, What, Where, When, How) Martin Fenner 19/01/2017 HQ Offices Generic Risk assessment NA NA b) The environment (temperature, noise, lighting, dust, fumes) c) Materials, Equipment, and Substances (machinery, tools, chemicals, etc.) Description of Building or Area Equipment used (if applicable) Girlguiding HQ - 7 storey building. This consists of 5 floors of Office space, Ground floor Shop and reception area, and a Lower ground floor, which caters for activities, meeting rooms and members area (ICANDO) Various tools (facilities), cleaning equipment and other computing equipment. Washing machines, ZIP taps. TV screens. Risk Rating Factor=SxL RA REF No. Hazard Description of potential accident/injury/loss Persons affected Precautions/Controls already in place Further control measures required? Action By Whom To be completed by (Date) HQ/Off/01 Slips and trips Staff and visitors may be injured if they trip over objects or slip on spillages. Staff working or visiting HQ. Visitors, Public Customers Contractors 1) General good housekeeping is carried out. 2) All areas are well lit, including stairs. 3) Trailing leads or cables are moved or protected. 4) Staff keep work areas clear, e.g. no boxes left in walkways, deliveries stored immediately. 5) Staff mop up or report spillages. 6) Contract cleaners in on morning, following overnight events to clean up where appropriate. 7) Kitchen fridges cleared out and cleaned at the end of every month. 8) Offices have been refurbished and has up to date floorings and furniture. 2 2 4 Health and safety ()/ Ongoing HQ/Off/02 Manual Handling Staff risk injuries or back pain/strain from handling heavy/bulky objects, e.g. deliveries of stationary products and shop items. Moving heavy equipment/furniture and changing rooms around for meetings can result in further injuries to staff. Staff, but mainly Reception/ICANDO and staff. 1) Trolley used to move heavy items where appropriate. 2) Heavy items are stored/accessible at the appropriate height. 3) Staff are aware/trained on how to split heavy loads to make them easier to handle. 4) Manual handling training provided through the home page on intranet. 5) Tables in rooms are designed with wheels to move around more easily. 6) Moveable walls for ICANDO and boardroom are on ceiling runners, which allow easy movement. 7) Clear desk policy reduces the need for as much paper. 3 2 6 Refresher manual handling training required for staff. Further Manual handling risk assessments to be carried out. 20/4/17
HQ/Off/03 Working at height Falls from any height can cause bruising and fractures. Staff, ICANDO/ Reception staff. 1) Stable platforms available for staff to store items on high shelves. 2) Appropriate step ladder available for use if necessary. 3) Step ladders and platforms are appropriate for each task. 4 1 4 Remove and dispose of small step ladders that have been brought in to the building by contractors. 30/1/17 HQ/Off/04 Health of the workers in the office environment All staff could be affected by stress factors in the workplace, such as lack of job control, not knowing their role, bullying etc. All staff working at HQ 1) Task force in place for mental health and wellbeing. 2) Policy developed for mental health and wellbeing. 3) Mental wellbeing Champions in place throughout the organisation, in all departments and sites. 4) Staff have management help to understand what their duties and responsibilities as part of an Appraisal scheme, and will have regular 121 meetings to discuss workload and progress. 5) There is a counselling service through Health Assured (EAP), which provides support for staff with work as well as personal issues. 6) HR have developed policies and procedures that provide support for all staff. 3 3 9 Implementation of the new policy into the workplace required. HR HQ/Off/05 Computers, Laptops and similar devices Staff risk of developing discomfort or injuries resulting from improper use or overuse of equipment that has been poorly designed, or does not cater for 'non standard' size persons. Poor posture can result from a lack of knowledge on the correct way to use equipment, and not taking sufficient breaks. Headaches or sore eyes can also occur, if lighting is incorrect. 1) Self assessment risk assessment forms filled in by new starters after starting with the organisation, which provides information on knowledge of the person regarding workstation set up and any issues they may have with their workstation. 2) Assessment carried out to review the self assessment to ensure the operator knows how to make adjustments to the equipment to best suit their own needs. 3) Generic risk assessment carried out to identify any issues to works stations within the offices, and to ensure that they correspond to industry guidelines. 4) Extra equipment provided to staff where set up does not provide the support required to individual (different chairs, foot risers, back supports, wrist supports etc.). 5) Vulnerable persons provided with extra support to ensure comfort (screen size, filters, natural speaking typing software). 6) Employer pays for eye tests through voucher scheme, as per legislative requirements for display screen equipment users. Employer pays for basic spectacles when used for visual display units (on identification of the requirement for the first pair). 7) Consideration of home workers - a homeworking policy produced to go with the self assessment. Where appropriate the will visit homeworker to assess their set up. 8) Records of DSE assessments maintained. 2 2 4
HQ/Off/06 Fire If trapped, staff could suffer fatal injuries from smoke inhalation and burns. 1) A fire risk assessment has been completed, and fire safety measures are in place. This is reviewed on and annual basis 2)An evacuation plan has been developed and implemented. 3) The evacuation plan has been tested, fire drills are carried out twice a year. 4) Regular checks are carried out to ensure escape routes and fire exit doors are not obstructed. 5) The evacuation plan has been reviewed on an annual basis, and other emergencies considered in the crisis procedure. (see below). 6) Extra fire wardens obtained and all trained. 7) Fire safety checks/tests recorded. 8) Training on Fire panel carried out and staff trained in the use of the comms panel to the refuge areas as part of Induction. 9) Fire alarm testing carried out on weekly basis. Fire Warden refresher training required in June 2017 HQ/Off/07 Other Emergencies Staff could be seriously injured as part of other types of emergencies, this could include power failure, flooding, civil disorder, structural damage, Bomb/terrorist threat, adverse weather. 1) A procedures plan is in place for dealing with other incidents. 2) Business continuity plan is in place in order to keep the organisation running following a major incident. 3) responsible persons designated as part of the plan. 4) Communication system in place to notify staff of an incident where appropriate. Review BCP and update each departments plan for dealing with major incidents. Completed July 2017. / Dept. heads 1/8/17 HQ/Off/08 Work equipment Staff could get electrical shocks or burns from using faulty electrical equipment. Staff may also suffer injury from moving parts of equipment or unbalanced equipment. 1) Work equipment assessed before purchase as to suitability for task to be used for. 2) All new equipment checked before first use to ensure there are no faults and parts are secure. 3) Staff trained in use of equipment where necessary (use of manufacturers manual). 4) staff have had electrical awareness training and trained in testing electrical equipment. 5) All staff encouraged to report defects in equipment immediately. 6)Defective equipment taken out of use and either repaired or disposed of. monitor HQ/Off/09 Cleaning Staff risk skin irritation or eye damage from Cleaning contractor, direct contact with cleaning chemicals. Vapour ICANDO staff from cleaning chemicals may cause breathing problems. 1) Cleaning contractor used for main cleaning in offices. 2) Cleaning products replaced with milder alternatives where available. 3) Mops, brushes and protective gloves are provided and used. 4) Staff shown how to use cleaning products safely. 5) Some cleaning carried out by ICANDO staff, following group visits. 2 3 6 1)Review COSHH assessments for cleaning contractor. 2)Ensure chemicals are kept in the correct (labelled) containers. / 1/3/17
HQ/Off/10 Vulnerable persons (under Vulnerable workers may be at greater risk of 18's, disabled, expectant/new harm from low-risk hazards. mothers) Work experience, pregnant staff, staff or visitors with ambulatory disabilities. 1) to check if vulnerable workers can use the main means of escape. 2) Emergency procedure incorporates information on evacuation of disabled persons. 3) Fire wardens trained to deal with persons requiring assistance in the event of an evacuation. Staff informed about refuges and requirements for visitors as part of induction process. 4) of vulnerable person agrees action plan where there are specific needs. 5) Generic RA for expectant mother in place. 6) specific RA will be carried out with vulnerable persons where appropriate. 3 2 6 / HQ/Off/10 Lone working and visiting other sites Staff could suffer injury or ill health while working alone in the office or while traveling and visiting other clients offices or events. HQ/Off/11 Gas appliances Staff could suffer from injury or ill health due to a poorly maintained gas appliance. All staff HQ/Off/12 Asbestos Staff and others carrying out normal activities, Maintenance contract are at low risk providing the ACM is maintained staff, facilities staff. in good condition. Asbestos only poses a risk if it is disturbed and fibres are released into the air and inhaled. Contractors carrying out maintenance around the buildings are most at risk of disturbing asbestos. 1) Lone working procedure in place, see link below: U:\Health & Safety\Sites H&S files\headquarters\chq Induction Documents\Personal Safety Lone Working Policy.pdf 3 3 9 All staff, visitors. There is no gas to premises. No further action required. NA NA NA 1) Confirmation has been received from the building contractors that Asbestos was removed as part of the 2 year refurbishment project of the building. Completed June 2015. No further Action required. Review lone working Policy 1/5/17 NA NA NA HQ/Off/13 Water systems (legionella) Staff could suffer from ill health due to poorly maintained water systems. Fatalities could occur were persons have higher susceptibility to infection. All staff 1) Legionella survey carried out by competent contractor. 2) Management responsibilities detailed. 3) Logbook recording temperatures etc. as per plan. 4) Water samples taken from tanks every quarter to monitor condition of water. Descaling of shower heads every quarter. 5) Procedure for dealing with poor sample results. 6) Water treatment for mains water. 3 2 6 / HQ/Off/14 Lifts Passenger and accessible lifting platform. Staff or visitors may get trapped in the lift, causing stress. Lift failures, could result in fatalities if not maintained properly. All staff, visitors, disabled persons. 1) Contractor in place to maintain lift, as per recommended intervals. 2) Loler inspections carried out on both lifts every 6 months, as per legislative requirements. 3) Passenger lift is locked into alarm system to ensure it is not used during an emergency. Alarm button in lift to contact separate control centre, in order for trapped person to get assistance asap. /
HQ/Off/15 Sleep overs with groups of children as young as 5 years old. Children may be hurt, due to unfamiliar surroundings, panic and slow to react to emergencies. Hazards already identified in this risk assessment. Children may become ill and have medical conditions/health issues. ICANDO staff, children as part of group visit. Group leaders. 1) A strict ratio of group leaders to numbers of children, depending on age of children. 2) A safety briefing is carried out by the ICANDO staff member at the start of the event, which involves the evacuation procedure, evacuation routes, assembly points, and use of the alarm breakpoints if required. 3)There is always a member of the ICANDO staff on site for these events who will take control of the situation. 4)The plans for these events is in the emergency evacuation procedure detailed earlier in this document. 5) The fire alarm automatically contacts the fire brigade. 6) Should either the Fire or intruder alarm be activated a senior member of staff will be contacted by the remote call centre to attend the site. 7) Safeguarding Checks carried out on ICANDO Staff and all group leaders have had safeguarding checks carried out. 8) Health forms completed for each event, in case a child becomes ill. ICANDO / / Ongoing