COVID-19 Company Risk Assessment and Procedures

Please find our COVID-19 procedures and risk assessments below.

Downloadable copies are available here:

COVID 19 Staff Safety Procedures

Staff are to adhere to the following at all times;

General

  • Maintain social distancing guidelines (2m, or 1m with risk mitigation where 2m is not viable), wherever possible, including while at work and when travelling to sites.
  • Check with colleagues, visitors and others that you are about to work with that they are free of any Coronavirus symptoms, have not been asked to self isolate and are not awaiting results of a Coronavirus PCR test.
  • Avoid working face to face where possible. Work side to side or back to back instead.
  • Where possible, work with the same team every day and minimise contact with others.
  • Do not work in crowded spaces, unless unavoidable. Consider how many people can be in each space while remaining socially distanced.
  • Keep music and other background noise to a minimum to prevent people from speaking loudly or shouting.
  • Keep all activities and time spent together for work purposes as short as possible.
  • Reduce movement on site by discouraging non-essential trips (i.e trips to/from van),
  • You are encouraged to install and use the NHS Test and Trace app on your phone and scan into all locations also taking part in the scheme.
  • Clean Often:
    • Wash hands or use hand sanitizer regularly where hand washing facilities aren’t available.
    • Clean down all surfaces where you are working regularly and before leaving site.
    • Sanitize all tools, site equipment, plant etc that is shared by Others before they are packed away at the end of the day, or more frequently if possible.
    • Dispose of all used cleaning items and other items of rubbish appropriately.
    • Clean down all door handles and hard interior surfaces of the Van at the end of the day.

Vehicles and Travelling to/from Site

  • Minimise the number of people travelling together in any one vehicle.
  • Where vehicle sharing is required, travel with the same team you will be working with on site.
  • Increase ventilation, where possible, by opening vehicle windows for the duration of the journey.
  • Maximise social distancing in the vehicle – sit as far apart as the vehicle safely allows.
  • Clean down all door handles and hard interior surfaces of the van at the end of the day.

Working Inside (Site)

  • Always wear a face covering whilst working inside a building that is occupied or has other trades working, unless you are exempt, or it is unsafe to do so.
  • Maintain social distancing from others and from team mates where possible.
  • Maximise ventilation by opening windows and doors where possible.

Working in Other people’s homes

  • Always wear a face covering whilst working inside.
  • Explain safety measures to the customer before entering their home. Make sure that members of the household know they should maintain social distancing from you.
  • Ask customers, if appropriate, to leave windows open while you work, to increase ventilation.
  • Ask that households leave all internal doors open to minimise contact with door handles.
  • Limit contact with customers. Bring your own food and drink and take breaks outside where possible. Avoid borrowing or sharing items such as pens or tools with the customer.
  • When working in a household with people at higher risk, take extra measures to avoid contact, such as working in a separate room from them.
  • No work should be carried out in a household which is isolating or where an individual has been advised to shield.
  • When working in a household where somebody is clinically vulnerable, but has not been asked to shield, for example, the home of someone over 70, prior arrangements should be made with vulnerable people to avoid any face-to-face contact, for example, when answering the door. You should be particularly strict about handwashing, coughing and sneezing hygiene, such as covering your nose and mouth and disposing of single-use tissues.
  • Clean regularly touched objects and surfaces using your regular cleaning products to reduce the risk of passing the infection on to other people.
  • Avoid crowded areas. Identify busy locations in the house such as hallways and avoid moving through them where possible.
  • Allocate the same workers to a household where jobs are repetitive.

Office and Site Meetings

  • For meetings, use remote working tools to avoid in-person meetings where possible.
  • If in person meetings are absolutely necessary, then only absolutely necessary participants should participate and should maintain social distancing guidelines.
  • Meetings should be held outside if possible.
  • Avoid sharing pens, documents etc.
  • Maintain social distancing within the office.
  • Do not share desks and avoid sharing office items and equipment where possible.

Emergencies

In an emergency, for example, an accident, provision of first aid, fire, break-in or trespass, people do not have to comply with social distancing guidelines if it would be unsafe. People involved in the provision of assistance to others should pay particular attention to sanitation measures immediately afterwards, including washing hands.

Our Responsibilities:

  • To providing sufficient hand sanitiser, cleaning products and rubbish bags to maintain a high level of cleanliness.
  • Minimise deliveries and adopt contactless delivery procedures where possible.
  • Make sure all workers, contractors and visitors are kept up to date with how safety measures are being used and updated by providing clear, consistent, and regular communication to improve understanding and consistency to ways of working. To engage with workers and worker representatives through existing communication routes to explain and agree any changes in working arrangements.
  • Where the social distancing guidelines cannot be followed in full, even through redesigning a particular activity, consider whether that activity needs to continue for the business to operate, and if so, take all the mitigating actions possible to reduce the risk of transmission between staff.
  • Where possible, limit the number of staff travelling together in a vehicle.
  • As far as possible, create fixed teams so that where contact is unavoidable, this happens between the same people.
  • Assist the NHS Test and Trace service by keeping a temporary record of staff shift patterns for 21 days.
  • Undertake Risk Assessments and implement mitigating actions to minimise risk of COVID 19 infection to staff. To identify and consider those who may be at increased risk of the disease and implement any additional mitigating actions if required. Risk assessments to be reviewed regularly and upon any change to government guidance.
  • Use best endeavours to allocate the same workers to a household or project where jobs are repetitive (>1day).
  • Contact all domestic customers prior to attending the household to establish if they are clinically vulnerable, at increased risk, or self-isolating and make appropriate arrangements. Explain to customers the safety measures we have put in place regarding COVID 19 prior to attending.
  • Increase frequency of cleaning all surfaces in the office including door handles, keyboards, desks etc.

People who need to self-isolate

Self-Isolation Procedure

  • Any workers who have symptoms of COVID-19 (a high temperature, new and persistent cough or anosmia-however mild), should self-isolate for at least 10 days from when the symptoms started.
  • Workers who have tested positive for COVID-19 should self-isolate for at least 10 days starting from the day the test was taken.
    • Where a worker has tested positive while not experiencing symptoms but develops symptoms during the isolation period, they should restart the 10-day isolation period from the day the symptoms developed.
  • Any workers who are close contacts of individuals who test positive for COVID-19 are to self-isolate for a period of 10 days. Contacts will need to self-isolate for 10 days from the day after contact with the individual who tested positive has taken place.
  • Any workers who have been contacted by NHS Test and Trace are to self-isolate for a period of 10 days.

A close contact is someone:

  • you have had face to face contact (within 1 metre for any length of time) or skin to skin contact with or someone you coughed on or coughed on you).
  • or, has been within 1 metre of you for 1 minute or longer.
  • or, has been within 2 metres of you on one or more occasions during a single day for at least 15 minutes in total (when all times added up together).
  • has travelled with you in a small vehicle.

Face coverings

A face covering should be worn whilst working in all indoor spaces unless you are exempt, or it is unsafe to do so. Face coverings are not required whilst working in the office, unless social distancing cannot be maintained and/or there are visitors from outside of the organisation present.

A face covering should ideally consist of 3 or more layers, or a filter, if possible.

When using a face covering, the guidelines below should be followed;

  • Wash your hands thoroughly with soap and water for 20 seconds or use hand sanitiser before putting a face covering on, and before and after removing it.
  • When wearing a face covering, avoid touching your face or face covering, as you could contaminate them with germs from your hands.
  • Change your face covering if it becomes damp or if you’ve touched it.
  • Continue to wash your hands regularly.
  • Change and wash your face covering daily.
  • 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.
  • Continue to practise social distancing wherever possible.
  • Please be mindful that the wearing of a face covering may inhibit communication with people who rely on lip reading, facial expressions and clear sound.

COVID-19 Standard Risk Assessment

This Risk assessment considers the general risk posed by the current COVID-19 pandemic. Special consideration has been given to employees considered “At Risk” in a separate document (COVID-19 Risk Assessment – At Risk Employees). Both documents should be read together.

Note: “Staff” refers to any employees or sub-contractor working for us or under our supervision.

What are the hazards?Who might be harmed and how?ControlsWhat further action do you need to consider to control the risks?Who needs to carry out the action?When is the action needed by?
Getting or spreading coronavirus by not washing hands or not washing them adequately  -Employees
-Customers
-Sub-Contractors
-Follow government guidance for handwashing / sanitizing
-Ensure supply of hand sanitizer in work vehicle for employees
-Use toolbox talks to communicate how to properly wash hands and the importance of the measures.
-Check if sites have suitable handwashing facilities for employees.
-Conduct toolbox talks on regular basis to inform workers when and where to wash their hands.
-Ensure stock of hand sanitizer does not become depleted in vehicles.
-Make sure people are checking their skin for dryness and cracking and tell them to report to Line Manager if problem.
-Installation ManagerImmediate and ongoing
Getting or spreading coronavirus in common use high traffic areas such as canteens, corridors, rest rooms, toilet facilities, entry/exit points to facilities, lifts, changing rooms and other communal areas-Employees
-Sub-Contractors
-Contact sites prior to attendance and confirm control measures in place.
-Communicate control measures for different sites to staff.
-Monitor and ensure that our staff are following the controls put in place.-Installation Manager
-Project Manager
Immediate and ongoing
Getting or spreading coronavirus through Employees travelling to sites together-Employees
-Sub-Contractors
-Group staff together into cohorts as much as possible to prevent teams mixing.-Discuss principle with staff and plan projects in advance to minimise cross team mixing.-Installation Manager
-Project Manager
Immediate and ongoing
Getting or spreading coronavirus by not cleaning surfaces, equipment and workstationsEmployeesCustomersVisitorsSub-Contractors-Frequently clean shared equipment and tools between each use.
-Regularly clean down surfaces e.g desks, interior of van.
-Minimise touching of surfaces e.g door handle by propping doors open (not fire doors) or asking customers to leave doors open.
-Send documents electronically, rather than using paperwork.
-Ensure ready supply of suitable cleaning products e.g wipes available in work van.
-Ensure suitable means of disposal for cleaning products e.g separate rubbish bags.
-If a member of staff test positive for COVID19, all surfaces to be cleaned and all shared tools to be sanitized.
-Conduct toolbox talks to communicate cleaning requirements, frequency and methods to staff.
-Senior staff to monitor staff to ensure cleaning procedures are taking place.
-Staff to report on stock levels of cleaning products and items requiring replenishment. Senior staff to also monitor levels and replenish as necessary.
-Installation Manager
-Staff
Immediate and ongoing
Mental health and wellbeing affected through isolation or anxiety about coronavirus-Employees-Keep in regular contact with employees and encourage them to talk openly about any concerns relating to COVID19.-Consider and implement, if possible, requests and suggestions by employees to help them with their concerns.-Installation Manager
-Director
Immediate and Ongoing
Contracting or spreading the virus by not social distancing-Employees
-Customers
-Sub-Contractors
-Staff will often not be able to maintain social distancing while working. Staff are to follow guidelines to mitigate all risks as best as possible by increasing cleaning regime frequency, working in cohorts and working side to side rather than face to face (see COVID19 staff safety guidelines).
-Customers will be reminded to maintain social distancing from staff at all times.
-Distribute and communicate “Staff Safety Guidelines” to all staff.
-Senior staff to monitor Employees to ensure guidelines are being followed.
-Provide regular toolbox talks to reinforce dangers and necessary precautions.
-Contact customers in advance and ask them to maintain social distancing.
-Installation Manager
-Senior Staff
-Project Manager
Immediate and Ongoing
Poor workplace ventilation leading to risks of coronavirus spreading-Employees
-Customers
-Sub-Contractors
-Where possible, increase ventilation in all work areas.In work van, travel with windows ajar for duration of journey if possible.
-In customers homes, ask if customers can open windows while work takes place.
-On site, liaise with site Managers to request as much ventilation as possible.
-Communicate measures to staff and remind them regularly via toolbox talks
-Contact customers and site Managers in advance to request increased ventilation.
-Installations Manager
-Project Manager
-Staff
Immediate and Ongoing
Increased risk of infection and complications for vulnerable employees-Employees-Identify and monitor which staff are at increased risk.
-Where affected staff remain on site, increased mitigating measures to be taken at all times.
-Remove staff from site where risk cannot be controlled.  
-Communicate to staff that they are to notify us if they are at increased risk.
-Monitor and regularly undertake specific risk assessment to consider risk to staff member.
-Director
-Installation Manager
-Staff
-Project Manager
Immediate and Ongoing
High levels or rapid rise in infection per population.-Employees
-Customers
-Sub-Contractors
-Delay all non-essential works, Furloughing staff if necessary, to help prevent infection and spread.
-Of essential work, prioritise lone working and quiet sites.
-Minimise the use of Sub-Contractors to minimise contact with others.
-Regularly monitor the infection rate throughout the country with specific attention paid to where staff live and where projects are located. Regularly consider whether all other mitigating risks have been taken and discuss with staff if they are happy to work.-Director
-Installation Manager
-Project Manager
Immediate and Ongoing
Hospitals at Capacity or Incident Level -Poor access to general emergency healthcare due to slips, trips, fall and other incidents. -Poor access to life saving care for those At Risk should they become infected.-Employees
-Customers
-Sub-Contractors
-Delay all work where possible to ensure staff safety.-Monitor status of hospitals and regularly review if it is safe to work.
-Maintain communication with Staff.
-DirectorImmediate and Ongoing

COVID-19 Risk Assessment – At Risk Workers

This Risk assessment is to consider the increased risk to “At Risk” staff and how to mitigate the risk as much as possible. All controls below are to be in addition to those on the standard COVID-19 Risk Assessment and both documents should be read together.

Risk FactorApplicable to 1 or more members of Staff?
Older Males (40+)Yes
High BMI
Ethnicity – BAMEYes
Existing health condition – Extremely clinically vulnerable
Existing health condition – Clinically vulnerableYes

Note: “Staff” refers to any employees or sub-contractor working for us or under our supervision.

#What are the hazards?ControlsWhat further action do you need to consider to control the risks?Who needs to carry out the action?When is the action needed by?
1Getting or spreading coronavirus by not washing hands or not washing them adequately-Increased frequency of hand washing, especially when sharing equipment and workspaces.
-Allocate equipment, vehicle, workspace to specific user where possible. If not possible, encourage hand sanitization before and after use.
-Conduct toolbox talks at the start of each project or change of staff to communicate the need for staff to work to increased controls.-Installation ManagerImmediate and ongoing
2Getting or spreading coronavirus in common use high traffic areas such as canteens, corridors, rest rooms, toilet facilities, entry/exit points to facilities, lifts, changing rooms and other communal areas-Minimise time At Risk staff spend in high traffic area. Utilise other staff where possible.
-Take breaks outside and socially distanced from others rather than use canteen.
-Plan tasks to keep At Risk staff away from high risk areas where possible and communicate plan to staff in advance & upon arrival to site.-Installation Manager
-Project Manager
Immediate and ongoing
3Getting or spreading coronavirus through workers travelling to sites together-Encourage At Risk staff to travel by themselves where possible, or minimise the number of people in a shared vehicle to the absolute essential number only.
-Increase frequency of cleaning to interior surfaces and handles of vehicle before and after each use.
-Plan tasks in advance, prioritising lone working tasks to those most At Risk.
-Remind all staff of importance of ventilation and max. possible social distancing while travelling in shared vehicles.
-Installation Manager
-Project Manager
-Staff
Immediate and ongoing
4Getting or spreading coronavirus by not cleaning surfaces, equipment and workstations-Increased frequency of hand washing, especially when sharing equipment and workspaces.
-Allocate equipment, vehicles, workspaces to specific user where possible. If not possible, encourage sanitization of hands and equipment / surfaces before and after each use.
-Conduct toolbox talks at the start of each project or change of staff to communicate the need for staff to work to increased controls.-Installation ManagerImmediate and ongoing
5Mental health and wellbeing affected through isolation or anxiety about coronavirus-Regularly ensure employees feel safe to work on site and if removed from site, ensure regular communication about ongoing situation.-As standard RA-Installation Manager
-Director
Immediate and Ongoing
6Contracting or spreading the virus by not social distancing-Where possible, plan jobs so that those At Risk work alone, or on projects where they can remain socially distanced from Others.
-Where staff cannot maintain a social distance of 2m, in any environment, face coverings should be worn.
-When working indoors, face coverings should be worn at all times.
-As Standard RA-Installation Manager
-Senior Staff
-Project Manager
Immediate and Ongoing
7Poor workplace ventilation leading to risks of coronavirus spreading-Plan jobs to minimise the use of At Risk staff in areas with poor ventilation.-Consider upcoming work and plan schedules to best utilise those At Risk to low risk environments.-Installations Manager
-Project Manager
Immediate and Ongoing
8High levels or rapid rise in infection per population-Prevent those At Risk from working in mixed teams or where they are likely to mix with others.
-Reallocate At Risk staff to lone working task, or temporary Furlough until cases within population improve.
-Regularly monitor the infection rate throughout the country with specific attention paid to where staff live and where projects are located. Regularly consider whether all other mitigating risks have been taken and discuss with staff if they are happy to work. If the risk is too high, discuss with staff Furlough or alternative working arrangements.-Director
-Installation Manager
-Project Manager
Immediate and Ongoing
9Hospitals at Capacity or Incident Level -Poor access to general emergency healthcare due to slips, trips, fall and other incidents. -Poor access to life saving care for those At Risk should they become infected.As #8 above-Monitor status of hospitals and consider if it is safe for At Risk staff to continue to work.-Director
-Installations Manager
-Project Manager
Immediate and Ongoing