Coronavirus (Covid-19)

Company Risk Assessment

Company Risk Assessment – Coronavirus (Covid-19)

This risk assessment is to support a partial reopening of the Simply Conveyancing Daventry and Milton Keynes offices.

The offices will be opened initially to colleagues, who to fulfil their role within the organisation effectively, are deemed necessary to return to the office.

Colleagues from the following departments have now been engaged to support the partial reopening:

  •  Legal Support
  •  Post Team
  •  Post Exchange
  •  Accounts
  •  Post Completion
  •  Legal team Milton Keynes

The Simply Conveyancing offices in London will currently remain closed.

This risk assessment will be reviewed at regular intervals and any updated versions will be communicated to all colleagues and updated on our company website.

If you have any questions, then contact Ben Davidson bdavidson@simplyconveyancing.co.uk

Version 1.2 - Published July 2020

Risk Assessment

Hazards Identified

Consideration to potential harm

What protective measures have been implemented

What protective measures / communication have been further implemented following risk assessment

Covid-19 safety - Health and wellbeing of workforce All colleagues
  •  Physical
  •  Emotional
  •  Mental wellbeing
Those that can work from home, to remain doing so
When considering colleagues who are needed to return to work the following criteria is considered
  •  Is it necessary?
  •  Is it sufficiently safe?
  •  Is it mutually agreed?
  •  Colleagues to complete ‘Return to the Workplace’ questionnaire
  •  Highlight to colleagues ‘Their responsibilities in relation to the control of Covid-19
  •  Risk assessment made available to all staff to explain the steps in place to help protect them and that they need to do to follow these guidelines, along with social distancing
Exposure from others-living with someone with a confirmed case of Covid-19
Coming into contact with a confirmed case
Being advised by public health that contact with a diagnosed case has occurred
All staff/ clients/ agents
  •  Follow government guidelines of self-isolation
  •  Existing risk assessments (Return to workplace questionnaire) to be reviewed
  •  Implement social distancing, travel, stay at home
  •  Follow NHS hygiene measures
  •  Do not approach delivery staff – packages to be left at the door
Keep communication between business and colleagues a priority
Clear signage to be displayed around the building reminding colleagues of health and safety guidance
Masks and gloves made available at designated distribution points throughout the building
Suspected case of Covid-19 while working Any colleague developing a high temperature or a persistent cough while at work Staff informing HR of sickness
Advise to:
  •  Return home immediately if office based
  •  Avoid physical contact
  •  Cough/ sneeze into a tissue, or crook of elbow
  •  Follow the guidance on self-isolation and not return to work until their period of self-isolation has been completed
Handheld thermometers- available for colleagues to use if required
Supply staff tissues
Signage displayed around the building reminding of Health and Safety
HR to be informed via existing company absence reporting procedure- colleagues to inform line managers of sickness before 9am. If Coronavirus symptoms then not to attend the office confirmed by phone.
General travel including foreign travel Colleagues/ family/ clients/ visitors/ agents Annual leave is monitored for overseas travel by HR
  •  Do not travel unless you can’t work from home
  •  Meetings to be held online
  •  Where colleagues have travelled abroad they should follow government advise – self-isolate if recommended
  •  Limit use of public transport where possible
London office to remain closed until further notice
Maintain a 2m distance between each other Colleagues/ visitors Staff working from home unless necessary to be in the office
One way system to be enforced around the office to control the flow of colleagues, enabling social distancing compliance
Display Covid-19 certificate
Access to site (Daventry) Colleagues / Visitors in Daventry
  •  Stop non-essential visitors
  •  Monitor site access points to enable social distancing
  •  Clean common contact surfaces in reception, office, communal areas (kitchen and washrooms) scanners, and phones
  •  Keypad at front to door- sanitiser to be within proximity
  •  Signing in book – staff to use their own pens
  •  Second entrance to be in use at back of building by Post Room
  •  Wash/clean hands as you enter and leave the building- wash station in reception
  •  Allow 2m space as you enter and leave the building- marked out
  •  Removal of fresh fruit baskets/ charity box
Access to site (Milton Keynes) Colleagues / Visitors in Milton Keynes
  •  Stop non-essential visitors
  •  Clean common contact surfaces in reception, office, communal areas (kitchen and washrooms) scanners, and phones
  •  Wash/clean hands as you enter and leave the office - wash station . Allow 2m space as you enter and leave the building
  •  Wash/clean hands as you enter and leave the building- wash station in reception
  •  Staff will need to wear face coverings to observe the new 1M+ social distancing rule with in the building before they access our office
Poor hygiene Colleagues Wash hands thoroughly and regularly.
Avoid touching your face/eyes/nose/ mouth with unwashed hands
  •  Alcohol based hand sanitisers and wipes to be on all desks / reception and communal areas
  •  Staff to wipe down their workstations before and after shifts
  •  Provide sufficient rubbish bins for hand towels with regular disposal
  •  Restrict the number of people using the toilet facilities at any one time
Staff working in close proximity to each other. Handling post and packages. Mailroom colleagues Limited people in the building, protective gloves being used while handling the mail Hand sanitiser / gel for all staff
Desks proximity must be considered to allow social distancing to be followed safely Staff coming into contact with other people Majority of colleagues working from home with limited number of people in the building at once allowing space between colleagues Seating positions to be staggered and seating plan to be adhered to.
Physical contact with office equipment All staff To reduce exposure, the majority of colleagues will remain working from home with limited number of people in the building at once Supply hand sanitiser gel for all staff along with alcohol wipes to allow them the clean and wipe down their workstations before and after their shift
Keypad entry system on front door Transfer of virus from touching surfaces Limited number of staff in the building Hand sanitiser station in the reception area with clear signage. Hand sanitiser to contain alcohol based gel.. Guidance issued to colleagues
Stairs Staff coming into contact with other staff by passing on the stairs Limited number of staff in the building Operate a ‘one up one down’ policy to limit the number of people passing each other on the stairs. Clear signage identifying 2m distance.
Toilets Staff coming into contact with other staff by passing in the corridor or the toilets Limited number of staff in the building Operate a one in one out policy to limit the number of people passing each other in the toilets. Close off the corridor to the toilets from general use as a cut through and install a one way system to control the flow of staff round the building
Smoking Area Staff coming into contact with other staff by being to close at the smoking area Limited number of staff in the building Social distancing rules to apply staff must stay 2m apart at all time when using the smoking area. Clear signage identifying 2m distance.