Saunderson House Limited – Covid-19 Office Risk Assessment
Document details
| Date of assessment | 22nd April 2022 |
| Assessment completed by | Steve Chhoker, Chief Risk Officer |
| Next review date | Under continuous review |
Purpose process and key areas
This risk assessment sets out the controls that Saunderson House Limited (‘SHL’) have established in order to reduce the likelihood of any internal or external parties, either contracting or spreading Covid-19, whilst working at, or visiting, SHL offices.
Government guidance has been assessed in detail as well as external expertise. Where required, additional controls have been put in place. All such controls are included in this assessment.
The entire working/visiting cycle has been considered, with key areas being:
- Travel to and from the office;
- Entering and exiting the office;
- Moving around the office;
- Desk spaces;
- Conduct in meetings;
- Communal areas; and
- Any additional people concerns.
Travel to and from the office
| Hazard | People at risk | Controls |
| Contracting Covid-19 from another person whilst travelling to the office | Staff
Contractors Visitors Suppliers |
· A hybrid working model has been adopted, reducing the number of days commuting, and working from home provisions will continue to be supported.
· Staff to follow government guidance when travelling on public transport, e.g., the mandatory wearing of face masks where applicable · Staff advised to prioritise walking and cycling over public transport where possible · Staff are required to follow any local lockdown guidance issued by the government |
| Contracting Covid-19 from another person whilst making a business trip or travelling between offices | Staff
Contractors |
· No overseas business travel is undertaken
· Staff are advised to minimise business travel other than travel to and from the office. Exceptions to be approved by an appropriate person |
| Mental health suffering, such as feeling anxious, about working at the office | Staff
Contractors |
· Staff are encouraged to discuss any concerns with their line manager, mental health first aiders, or the HR department
· Staff are encouraged to use the employee assistance programmes offering counselling, therapy and advice (further information and the hotline details are available on the Saunderson House intranet) · A wellbeing hub has been made available on the Saunderson House intranet with resources and information covering physical, mental and financial wellbeing. · Training has been delivered (and will continue to be delivered) on resilience. |
| Contracting Covid-19 leading to serious ill-health or fatality of someone who is clinically high-risk | Staff
Contractors |
· Expectant mothers are asked to consult with HR prior to attending the office
· Clinically high-risk individuals should discuss this with their line manager prior to attending the office. |
Entering and exiting the office
| Hazard | People at risk | Controls |
| Contracting Covid-19 from another person or via surface spread in communal building parts whilst entering or exiting the office | Staff
Contractors Visitors Suppliers |
· Only those with booked desks to enter the office to manage the number of people entering and exiting the building
Landlord provisions Landlords are responsible for the entrances. Saunderson House has worked with landlords to put controls in place: · Hand sanitiser available in the building reception · Signage to direct staff members · Restricted access to lifts |
Communal areas and moving around the office
| Hazard | People at risk | Controls |
| Contracting Covid-19 from another person or via surface spread in higher footfall areas of the office, such as walkways | Staff
Contractors Visitors Suppliers |
· Hand sanitiser available on wall-mounted and free-standing dispensers
· Reduced number of staff in the office to reduce chances of contact points
|
| Contracting Covid-19 from another person or via surface spread in toilets | Staff
Contractors Visitors Suppliers |
· Signs reminding people of hand washing rules |
| Contracting Covid-19 from another person or via surface spread in kitchen/ water station areas | Staff
Contractors |
· Signs reminding people of hand washing rules
· Signs reminding people of distancing rules |
| Contracting Covid-19 from another person or via surface spread near shared equipment, such as printers | Staff
Contractors |
· Staff are encouraged only to use printers and shared equipment where necessary, e.g., for vulnerable clients
· Staff are encouraged to use electronic means of communication, e.g., client portal and docusign. |
Desk spaces
| Hazard | People at risk | Controls |
| Contracting Covid-19 due to sitting in close proximity to another individual | Staff
Contractors |
· Useable desk spaces have been planned in conjunction with an external consultancy
· Desks to be booked by individuals · Signs reminding people to maintain distancing |
| Contracting Covid-19 from the surface of the desk/ workspace | Staff
Contractors |
· Signs reminding people to wash their hands
· Hand sanitiser available on wall-mounted and free-standing dispensers · Cleaning materials available for individuals to use if desired · Desks to be cleaned regularly |
| Spreading Covid-19 via the air conditioning system | Staff
Contractors Visitors Suppliers |
· Fresh air is incorporated within the air conditioning system |
Conduct in meetings
| Hazard | People at risk | Controls |
| Contracting Covid-19 from a visitor to the office, or a visitor contracting Covid-19 from a member of staff | Staff
Contractors Visitors |
· Client meetings may be held via videoconferencing or telephone
· Hand sanitiser available in each room · Regular cleaning of meeting rooms · Client meetings to be booked in advance reducing chances of congestion |
Additional people concerns
| Hazard | People at risk | Controls |
| Lack of communication leading to stress and anxiety | Staff
Contractors |
· Regular communication issued via Shine (Saunderson House intranet)
· Staff are encouraged to discuss any concerns with their line manager, mental health first aiders, or the HR department |
| Contracting Covid-19 whilst having a pre-existing medical condition | Staff
Contractors |
· Staff advised to follow the government’s self-isolation guidance
· Staff should discuss relevant pre-existing conditions with their line manager. |
| Lack of distancing when administering first aid in the event of an emergency | Staff
Contractors |
· In the event of emergency first aid requiring to be administered, social distancing is not required |
| Spreading Covid-19 having been sent home from the office with symptoms | Staff
Contractors |
· If symptoms develop on site, staff are advised to go home immediately and follow the government’s latest guidance in relation to self-isolation,
· In such circumstances, staff are advised to try to minimise contact with people, e.g., prioritising walking and cycling |