durhamlane: COVID-19 Risk Assessment Ver: 1.1 23/06/2020 Portland Health and Safety

COVID-19 Risk Assessment

This Risk Assessment has been produced by Tracey Wilson, Head of HR at

durhamlane, and Graeme Manwell of Portland Health and Safety Ltd. The

assessment took place at Deltic House, Kingfisher Way, NE28 9NX on 11th June 2020.

The Assessment was undertaken to help the company’s preparations for a phased

return to work following the Coronavirus (COVID-19) pandemic which forced the

closure of the offices in March 2020.

At the time of writing, the Government’s advice for employers was to allow

employees to work from home if they were able to do so. Workers who could not

work from home were encouraged to return to work.

durhamlane acknowledges the positive effect which a safe return to work will have

for many staff, whilst appreciates that others will be apprehensive and more

cautious. The company respects the views of all employees and actively

encourages staff to contribute to the risk assessment process and return to work

strategy. The health, safety and welfare of all employees is of paramount

importance.

As per Government guidance, the assessment is available for employee and public

review and will be uploaded to the company’s website. durhamlane have

complied and will continue to comply with the government’s COVID-19 secure

guidance (appendix 1).

The Risk Assessment will be regularly reviewed in (i) consultation with employees and

in response to any issues that arise, and (ii) in light of any amendments that are

made to the Government guidance.

What is the

hazard?

Who might be harmed and how? Controls Additional Controls Action by

who?

Action by

when?

Done

Covid-19

All employees and visitors to

durhamlane.

COVID-19 is an infectious disease

caused by a newly discovered

coronavirus. The virus is spread in

minute water droplets that are

expelled from the body through

sneezing, coughing, talking and

breathing. The virus can be

transferred to the hands and

from there to surfaces. It can

survive on surfaces for a variable

period of time. If it is passed from

one person to another, most

people infected with the virus will

experience mild to moderate

respiratory illness and recover

without requiring special

treatment. However, some

people, especially older people,

and those with underlying

medical problems can develop

serious illness which may lead to

death.

COVID-19 is regarded as a high

hazard.

Tracey Wilson (durhamlane) and

Graeme Manwell (Portland Health

and Safety Ltd) have agreed upon

control measures in line with

Government and Health and Safety

Executive’s guidelines to ensure that

a return to the office premises can

be managed safely and effectively

Hazard? Who might be harmed and how? Controls Additional Controls Who? When? Done

Covid-19

Staffing

Only staff who wish to return to work

will be expected at this stage. Staff

who are worried about a return to

the workplace are able to continue

working from home. Open

communication is encouraged

throughout this period of time.

Staff who develop any symptoms of

COVID-19 whilst at home, must self-

isolate and contact NHS Test and

Trace (appendix 3). If tested

positive, they may end their self-

isolation after 7 days and return to

their normal routine if they do not

have symptoms other than cough or

loss of sense of smell/taste. If they still

have a high temperature, they must

keep self-isolating until their

temperature returns to normal. After

7 days, if they just have a cough or

anosmia (a loss of, or change in,

your sense of taste or smell), they do

not need to continue to self-isolate

Staff are required to self-isolate for

14 days if a member of their

household shows symptoms of

COVID-19.

Staff who have not declared any

(appendix 2) shows details of

health conditions which place them

in a high-risk group, are encouraged

to speak confidentially to HR.

A phased return will help to ensure

minimum number of staff are in the

workplace at one time.

Any staff member who develops

COVID-19 symptoms at work will be

asked to return home as soon as

possible if safe to do so and avoid

use of public transport. A room for

self-isolation will be provided if

unable to leave immediately.

Affected employee will be asked to

access the NHS test and trace

service (appendix 3) and to follow

procedures/advice.

Travelling to work

As per government guidelines, staff

are asked to avoid using public

transport to travel to and from work

so far as is reasonably practicable.

Use of cars, walking or cycling

encouraged (where feasible).

Those requiring public transport are

encouraged to work from home

and to only request a return to work

if they feel it is required for their own

well-being. Flexible start and

NHS at risk categories.

Continue to monitor

occupancy levels, ensuring

social distancing is

comfortably achieved.

finishing times would be considered

to avoid travelling at peak times.

Face coverings must be worn on

public transport.

Cleanliness

It is acknowledged that high

standards of hygiene, including

regular hand washing and the

cleaning of surfaces and communal

helps to kill the virus and stop it from

spreading

Hand sanitising stations are

available throughout the premises

(including entrance)

Surface disinfectant sprays are

located throughout the offices,

kitchen, dining and meeting rooms,

with disposable wipes or cloths. Staff

will have responsibility for wiping

down tables and arms on chairs etc

Hot desking to be avoided as far as

possible. Staff to use the same desk

when they are at work. Staff must

sanitise touch points both at start

and end of their working day, i.e.

desk, keyboard, mouse, telephone,

and chair arms.

Signage

Ensure cleaners pay

particularly close attention to

communal areas, kitchen,

toilets, basins, taps, door

handles etc.

Staff must place all their used dishes

into the dishwasher immediately

after use. No dishes to be left out.

Avoid touching commonly shared

objects and surfaces as much as

possible. i.e. copiers, printers.

Sanitise/wash hands after touching.

Entry for employees is via their own

card (no key code entry pad used).

Hand sanitiser available by

entrance.

Social Distancing

As per government guidelines, social

distancing helps to reduce the

spread of the virus from person to

person.

Staff will maintain and respect 2m

social distancing throughout the

premises.

Open plan nature of the premises

enables good sight lines for staff to

avoid the need for close contact.

Desk space has been configured to

limit the number of people, thus

ensuring at least a 2m distance is

maintained.

A one-way system will be

Use Signage

.

Requires strict adherence.

Monitor and enforce, as

necessary.

Remove excess chairs

implemented in the corridor to the

toilet/washrooms to minimise the risk

of close contact.

Meeting pods must not be used.

Each meeting rooms will all have a

maximum capacity.

Only the absolute necessary

participants should attend meetings

Lunch times to be staggered

ensuring minimum number of

people in kitchen/dining room at

one time.

Kitchen service area (to the right of

island as you enter) will be restricted

to one person at a time. Tape on

floor to show exclusion area.

Tables in dining room set up to

ensure social distancing. Excess

chairs removed/stacked.

Maximum of 2 people allowed in

toilet/washroom areas at a time.

Middle toilet cubicles and middle

wash hand basins will be made

unavailable to ensure adequate

distancing.

Maximum of 2 people allowed in the

smoking shelter so long as distancing

Where possible use the largest

meeting room available to

ensure adequate distancing.

Signage to ensure tables are

cleaned down after each use.

is observed.

Mental Health and Wellbeing

We acknowledge the effects which

COVID-19 may have on the mental

health and wellbeing of our

employees. This may vary

considerably from person to person.

All staff must respect the measures

which have been put in place.

We encourage two-way

communication with staff and will

take appropriate measures to find

solutions to any issues.

We will continue to engage with

staff on an ongoing basis to ensure

working environments are safe. All

staff have had access to an

Employee Assistance Program

throughout the lockdown. This will

continue.

We will continually monitor the

wellbeing of people who are

working from home and help them

stay connected to the rest of the

workforce,

If required, further advice and

training will be sourced.

Staying COVID-19 Secure in 2020We con�rm we have complied with the government’s guidance on managing the risk of COVID-19

We have cleaning, handwashing and hygiene procedures in line with guidance

We have taken all reasonable steps to help people work from home

We have taken all reasonable steps to maintain a 2m distance in the workplace

Where people cannot be 2m apart, we have done everything practical to manage transmission risk

Employer Date

FIVE STEPS TO SAFER WORKING TOGETHER

We have carried out a COVID-19 risk assessment and shared the results with the people who work here

Who to contact: Head of HR durhamlane (or the Health and Safety Executive at www.hse.gov.uk or 0300 003 1647)

23 June 2020

Tracey Wilson,

appendix 1

appendix 2

People at higher risk from coronavirus

Coronavirus (COVID-19) can make anyone seriously ill. But for some people, the risk is

higher.

There are 2 levels of higher risk:

• high risk (clinically extremely vulnerable)

• moderate risk (clinically vulnerable)

People at high risk (clinically extremely vulnerable)

People at high risk from coronavirus include people who:

• have had an organ transplant

• are having chemotherapy or antibody treatment for cancer, including

immunotherapy

• are having an intense course of radiotherapy (radical radiotherapy) for lung

cancer

• are having targeted cancer treatments that can affect the immune system

(such as protein kinase inhibitors or PARP inhibitors)

• have blood or bone marrow cancer (such as leukaemia, lymphoma or

myeloma)

• have had a bone marrow or stem cell transplant in the past 6 months, or are

still taking immunosuppressant medicine

• have been told by a doctor they you have a severe lung condition (such as

cystic fibrosis, severe asthma or severe COPD)

• have a condition that means they have a very high risk of getting infections

(such as SCID or sickle cell)

• are taking medicine that makes them much more likely to get infections (such

as high doses of steroids or immunosuppressant medicine)

• have a serious heart condition and are pregnant

Information:

If you are at high risk from coronavirus, you should have received a letter from the

NHS and been advised to take extra steps to protect yourself. This includes not

leaving your home for any reason (called shielding).

Speak to your GP if you have not been contacted and think you should have been

People at moderate risk (clinically vulnerable)

People at moderate risk from coronavirus include people who:

• are 70 or older

• are pregnant

• have a lung condition that is not severe (such as asthma, COPD, emphysema

or bronchitis)

• have heart disease (such as heart failure)

• have diabetes

• have chronic kidney disease

• have liver disease (such as hepatitis)

• have a condition affecting the brain or nerves (such as Parkinson's

disease, motor neurone disease, multiple sclerosis or cerebral palsy)

• have a condition that means they have a high risk of getting infections

• are taking medicine that can affect the immune system (such as low doses of

steroids)

• are very obese (a BMI of 40 or above)

What to do if you are at moderate risk

If you are at moderate risk from coronavirus, it is important you follow the advice

on social distancing.

This means you should stay at home as much as possible. But you can go out to work

(if you cannot work from home) and for things like getting food or exercising.

Unlike people at high risk, you will not get a letter from the NHS advising you to stay

at home at all times.

Pregnancy advice

If you are pregnant and worried about coronavirus, it advised that you speak to your

midwife or maternity team for further advice.

appendix 3

How NHS Test and Trace Works

Part 1: for someone with symptoms of coronavirus

1. isolate: as soon as you experience coronavirus symptoms, medical advice is

clear: you must self-isolate for at least 7 days. Anyone else in your household

must self-isolate for 14 days from when you started having symptoms

2. test: order a test immediately at www.nhs.uk/coronavirus or call 119 if you

have no internet access

3. results: if your test is positive, you must complete the remainder of your 7-day

self-isolation. Anyone in your household must also complete self-isolation for

14 days from when you started having symptoms. If your test is negative, you

and other household members no longer need to self-isolate

4. share contacts: if you test positive for coronavirus, the NHS test and trace

service will send you a text or email alert or call you with instructions of how to

share details of people with whom you have had close, recent contact and

places you have visited. It is important that you respond as soon as possible so

that we can give appropriate advice to those who need it. You will be told to

do this online via a secure website or you will be called by one of our

contract tracers.

Part 2: if you are contacted by the NHS test and trace service because you have

been in close contact with someone who has tested positive for coronavirus

1. alert: you will be alerted by the NHS test and trace service if you have been in

close contact with someone who has tested positive for coronavirus. The alert

will usually come by text, email or phone call. You should then log on to the

NHS test and trace website, which is normally the easiest way for you and the

service to communicate with each other – but, if not, a trained call handler

will talk you through what you must do. Under-18s will get a phone call and a

parent or guardian will be asked to give permission for the call to continue

2. isolate: you will be told to begin self-isolation for 14 days from your last

contact with the person who has tested positive. It is really important to do

this even if you do not feel unwell because, if you have been infected, you

could become infectious to others at any point up to 14 days. Your household

does not need to self-isolate with you, if you do not have symptoms, but they

must take extra care to follow the guidance on social distancing and

handwashing and avoid contact with you at home

3. test if needed: if you develop symptoms of coronavirus, other members of

your household must self-isolate immediately at home for 14 days and you

must book a test at www.nhs.uk/coronavirus or call 119 if you have no internet

access. If your test is positive, you must continue to stay at home for at least 7

days and we will get in touch to ask about your contacts since they must self-

isolate. If your test is negative, you must still complete your 14-day self-isolation

period because the virus may not be detectable yet - this is crucial to avoid

unknowingly spreading the virus.