Health & Safety Risk Assessment (Workplace Safety) Hallmark 2nd Floor

This document supplements the Risk Assessment carried out by our external assessors at Officer Compliance Management, last carried out on 02/11/2019. It specifically covers the H&S elements related to the COVID-19 pandemic, and any measures deemed necessary in response. Such measures include changes to office working practices, maintaining the safety and security of our business premises, and measures needed to ensure ongoing compliance with government guidelines on returning to a safe working environment.

As the government guidance is broad and covers a wide range of circumstances, Brooke has enlisted the aid of Jacqui Brown, director at Health and Safety Assurance Ltd. to undertake a review of our office and evaluate our readiness to allow a return to work at a building occupancy rate of a maximum of 25 staff.

An on-site assessment occurred on 23rd July and resulted in the establishment of a baseline for all H&S measures. Brooke has determined that a 2 metre social distancing is the minimum needed for safe office working in our environment. This is due to the “agile” working practices in the office, of which hotdesking and many of the meeting room configurations cannot all be compatible with social distancing.

With this in mind the following measures are to be taken, and the risk assessment methodology from the existing report used. The goal is to maintain the risk in the Tolerable range, which is what the full H&S report aims to do. Each section that follows lists the agreed measures we will undertake to bring the risk into this range.

Mitigation Measure 1: Cleaning

Brooke’s cleaning company will set out an enhanced cleaning schedule for the office including early morning clean, several deep cleans across the week and an additional one on a Friday evening.

Mitigation Measure 2: Signage

One way-signage and a direction of travel has been established for the office. This will be enforced through training and signage.

Mitigation Measure 3: Masks

A box of disposable masks will be available in the Reception. Please use responsibly to minimise environmental impact. It is preferred that staff bring in their own reusable masks. There will be a number of visors available too if using a mask is problematic.

Mitigation Measure 4: Meeting Rooms

Meeting room capacity has been reduced and signage limiting occupancy has been introduced. This capacity cannot be safely exceeded. Smaller meeting rooms (Dakar and Nairobi) have been repurposed as private meeting rooms for Zoom or calls. These smaller rooms have a capacity of one person only. The capacity of the rooms are as follows:

Cairo: 5 persons (reduced from 50)

Delhi: 2 persons (reduced from 8)

Dakar: 1 person (reduced from 2)

Lahore: 2 persons

Nairobi: 1 person (reduced from 2)

Library: 2 people

Open plan tables: 1 person only.

Mitigation Measure 5: Booths and skype pods

The capacity of Booths is reduced to one person, as 2m distancing is not possible within a booth.

Skype pods will be closed from the outset– they cannot be disinfected with enough frequency to allow a safe working environment.

Mitigation Measure 6: Frequently Used Touchpoints (FUT)

Rubbish bins will be replaced with foot pedal bins. The entrance to the Paddock common area will remain open during working hours. There will be a designated COVID yellow bin which will be located in Paddock to dispose of any PPE material. Touchless disinfectant dispensers will be placed near entrances and doors, with a long lasting alcohol gel.

Copiers will have disinfectant wipes and the touch points must be cleaned before use.

Mitigation Measure 7: Desk Bubbles

Each person working at a desk will work at an assigned desk for the day. There must be a 2m “Bubble” around the desk (including walkway areas).

Desks must be booked via IMS (a system will be provided) and sufficient contact information provided to allow our contact tracing system to function.

Staff will need to sit in their designated Directorate areas to help any future track and trace of staff if a colleague develops Covid.

Mitigation Measure 8: Paddock

Entry and exit require the use of hand sanitiser. Surplus furniture has been moved and secured with cable ties. Please do not attempt to unstack or use this furniture. The bar stools at the countertop are out of use.

Only 1 person in the Paddock booths at a time (This applies to all Booths). A 2 metre distance must be maintained. A maximum of 8 staff allowed in the Paddock at one time.

Mitigation Measure 9: Medical Supplies/Waste.

A trained First Aider is required where more than 25 staff members are working. Upto this number, the office requires a ‘Nominated Person’ with no obligation to provide First Aid however there is an expectation that staff know where the First Aid Box and Covid Box is located (the Paddock) and also give all staff the opportunity to complete an elearning First Aid Course should they wish.

In the event there is a staff member displaying Covid symptoms, you may wish to assist and PPE (Personal Protective Equipment) is available. If an individual reports symptoms and you choose to respond you should take the following steps:

1. Wear PPE (if appropriate) from the First Aid kit supplied.
2. Help the affected individual to the Wellness room, where they can rest in anticipation of returning home.
3. Brooke will reimburse any reasonable expenses for a safe return home (taxi, Uber). Remind member of staff if public transport is main method of travel to do utmost to ensure non transmission of the virus (gloves, mask).
4. Immediately inform all Brooke staff who have come into contact with the staff member to return home and self-isolate while the potential COVID-19 case is confirmed.
5. Contact Head of IS, who will close the office formally and arrange an immediate deep cleaning.
6. Dispose of any PPE in the Covid yellow waste bin provided.
7.  STAFF MUST NOT ATTEND WORK IF THEY FEEL POORLY OR IF THEY BELIEVE THEY HAVE HAD CLOSE CONTACT WITH SOMEONE WHO HAS RECENTLY DEVELOPED COVID.

Mitigation Measure 10: Fire Warden Training

There will be a Fire Warden elearning course for all staff prior to returning to the office for staff willing to be a Fire Warden.

However as a bare minimum, all staff must be aware what the fire evacuation process is for Hallmark Building and this will form part of the Return to Work documentation found within the H&S Policy which must be read.

Mitigation Measure 11: Fridges/cutlery

4 Fridges (2 large and 2 small where milk is kept in the Paddock) and 1 fridge in reception. Whilst we have low numbers in the office, please pick your own shelf, wipe down with a sanitizer wipe at the end of your working day. Approved sanitising alcohol wipes in Paddock.

Cutlery single use only and once used put in trays for steam high temp clean or bring in your own.

Mitigation Measure 12: Windows/Aircon

Unable to access windows (part of Hallmark building management regulations) so relies on air conditioning to provide good airflow. NO fire doors can be left open at any point.

Final sign off on aircon safety temp control and systems monitoring August 2020. Brooke to receive certification.

Mitigation Measure 13: Sanitisation

Staff are expected to take all reasonable steps to use hand sanitisers at entrances and exits to different sections of the office. Wipes will be freely available by photocopiers and in the Paddock to use to protect yourself and others.

Updated 27th August 2020