Activity risk assessment Assessment title: New Generic Office environment

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1 Activity risk assessment Assessment title: New Generic Office environment Assessment N o Location: CASS (Generic Assessments) Local Rules & Procedures for completing Risk Assessments I Confirm I have read and agree with the University Standards and Local Rules and procedures for completion of this assessment Reference information Health and Safety at Work etc Act 1974 Management of Health and Safety at Work Regulations 1999 Occupational Health Do Occupational Health need to be notified and involved in this activity? Occupational health details: Date occupational health informed: Occupational Health person informed: Training Is additional training required for this activity? Details of training required: Supervision Is supervision required when carrying out this activity? Level of supervision required:

2 Use of Display Screen Equipment Muscular skeletal disorders, pain, discomfort and injury due to over use or incorrect set up. Headache, eye fatigue, and stress. Staff, Students, Visiting * Staff are made aware of the University Standards and guidance dse/intro.htm. * Basic training and workstation assessment is carried out by Users, using the online training package * All concerns are reported to the local Health and Safety Co-ordinator or Health and Safety Manager. * Staff are made aware of their entitlement to an eye test. * Work arranged so Staff can take breaks. No * Include local arrangements here 1 Tolerable

3 Slips, Trips and Falls Bruising, cuts, grazes, more severe injuries such as fractures or concussion. Staff, Students, Visitors, Visiting Lecturers, Contractors, Visiting * Good housekeeping practices, including regular removal of rubbish. * Small spillages are cleaned up immediately. * Large spillages are reported appropriately e.g to cleaning services. * Damaged surfaces are reported to Estates helpdesk for attention. * Consider cleaning out of 'peak traffic' times. * Consider highlighting changes in levels. * Consideration given to appropriate lighting. * Trailing cables not left in walkways, and fixed with cable covers where possible. * Work areas kept clear e.g. no boxes left in walkways. * Deliveries stored immediately. No * Add local measures here. 1 Tolerable

4 Working Environment / Workplace Uncomfortable working environment, due to poor lighting, poor ventilation, inadequate temperature control, excessive noise. Staff, Visitors, Visiting * Staff are made aware of the University Standard and guidance environment/index.htm. * Means of heating, ventilation and cooling to be provided. * Staff are not expected to work when the ambient temperature is below 16 degrees C. * Additional task lighting is provided where needed. * Space allocation complies to a minimum with the Workplace Regulations. * Good standard of housekeeping is maintained. * All concerns are reported to the Line Manager, local Health and Safety Coordinator or Health and Safety Manager. No Add local measures here. 1 Tolerable

5 Manual Handling Muscular skeletal injury, injury to back due to lifting and carrying equipment, boxes of stationary and water cooler bottles. * Staff are made aware of the University Standard and Guidance handling/index.htm. * Staff are instructed to carry out the online manual handling training * A lifting aid is to be used where appropriate eg the use of a trolley for moving catering equipment rather than a tray. * Specific manual handling assessments are to be carried out for those Staff carrying out significant manual handling activities. * Assistance from Estates Service ('heavy gang') is requested for significant amounts of manual handling eg office moves. * The advice of Occupational Health is sought for Staff with pre-existing medical conditions. * Heavy items are not stored on high level shelving. No * Add local measures here. 1 Tolerable

6 Violence and Aggression Office Equipment Harm due to physical violence. Stress related to the situation. Contact with hot surfacesburns / scalds. Contact with electricity - shock. Increased heat and poor air quality - impacting on the working environment. Contact with moving parts - entrapment, injury. * The potential for violence and aggression is identified. * Staff that are working in an environment that has been identified are briefed on recognising these situations and diffusing the situation where possible, also in methods of reducing the risk of this type of situation. * All incidents and concerns are reported either to the line manager, security or the Health and Safety Coordinator. * Lone working is avoided where possible. * Where appropriate physical barriers are put in place. * Staff are instructed in the use of equipment and the hazards and risks associated with it, also to identify any obvious defects e.g. defective plugs, overloaded or unstable shelving. * Equipment is used in accordance with manufacturer's instructions. * Equipment periodically inspected for condition, if any concerns it is removed from use and this is reported to the Health and Safety Coordinator e.g. faulty filing cabinets where more than one drawer can be opened at a time. No Add local controls here 1 Tolerable No * Add local measures here. 1 Tolerable

7 Asbestos and Asbestos containing materials Asbestosis or other asbestos related ill health effects. Staff, Contractors, Visiting * Periodic inspection of office furniture to ensure in a reasonable state of repair. * Sockets are not overloaded. * Block adapters are not used. * Equipment is maintained in accordance with Manufacturers guidelines. * Where appropriate equipment has interlocking guards to prevent access to moving parts. * Loose clothing and hair is kept away from any moving part. * Where appropriate equipment is situated away from the main office area or in a well ventilated area. * The Univeristy has an Asbestos register, identifying all the asbestos and its locations- this is maintained by Estates Services. * No one is permitted to carry out work that interferes with the fabric of the building e.g. putting up shelves without permission from Estates Services. * Staff advised to report any damaged walls, floors and ceilings to Estates (ext 35555) immediately. No * Add any further local controls here. 1 Tolerable

8 Hazardous Chemicals (Office and general cleaning) Work at Height Various dependant on the chemical, includes potential ill health effects, irritation, allergy etc Falls, resulting in bruises, fractures, strains, cuts, abrasions or concussion. A less or none hazardous alternative to all hazardous chemicals is to be considered. The necccesity of the chemical is also considered, where possible the amount is reduced to minimum, so large volumes are not stored. Manufacturer instructions on use and storage and disposal are followed. * Where possible working at height is eliminated by storing materials at a height which is accessable without using foot stools or ladders. * Where access is unavoidable items stored at height are limited to those that are not accessed frequently and are not bulky or heavy. * Appropriate access equipment is supplied, those needing to use it are instructed in correct use, equipment is maintained in a good state of repair. No Include local controls here. 1 Tolerable No * Add additional local controls here. 1 Tolerable

9 Lone Working * Injury or ill health while no assitance is available. * Potential violence or injury from a third party who has gained unauthoised access. * Staff made aware on University Standard and Guidance around Lone Working. * Before Lone Working is permitted, the risks are assessed to ensure that the activity can be carried out by an individual without out significant risk. * Local arrangements are put in place. * Off campus lone working to be recorded. No Local guidance produced for office environment lone working All made aware of the procedures Staff and students with individual vulnerabilty to inform their line manager e.g. pre-exisiting medical condition that would increase their risk when working alone Off-site lone working assessed via fieldwork assessment process 1 Tolerable

10 Fire Entrapment, burns, smoke inhaltion, loss or damage to the building. Staff, Students, Visitors, Contractors, Visiting * Staff are made aware of University Standard and guidance on fire safety. * All areas are included in a fire risk assessment. * Staff are informed of the procedures in event of discovering a fire or in event of a fire alarm, blue fire instruction notices are in place. * Regular 6 weekly checks are carried out by designated fire wardens and these are recorded. * Staff undertake online fire safety training package suni/firetraining/main.asp. * Fire evacuation drill takes place. Where possible appliances should be turned off at the end of the working day. No * Add local controls here. 1 Tolerable

11 Electrical and Use of Electrical Equipment Contact with Hot drinks, food and surfaces Stress Electric shock, burns, potenial for fire. * Scalding and burns from contact with hot drinks or surfaces. * Spills that may result in slips trips and falls. * Slips trips and falls while carrying drinks. Due to high workload, poor control, bullying, poor understanding of their role. Staff, Contractors, Visiting * Staff are made aware of the University standard and guidance on electrical safety. * Staff are made aware of process for reporting any defective equipment, all defective equipment is removed from use immeadiately. * All electrical equipment undergoes routine visual inspection and testing as appropriate to the equipment e.g. Portable Appliance Testing. * Sockets are not overloaded and block plug adapters are not to be used. * Equipment is used in accordance with manufacturers instuctions. * Hot surfaces are identified. * Drink making areas must be kept clean and uncluttered. * Trays shouldn't be used for transporting a number of drinks between floors, where possible lifts and trolleys should be used. * All spillages are cleaned up immediately. * University undertaken wellbeing survey. Policy on bullying and harrasment. No * Add local controls here. 1 Tolerable No * Add local controls here. 1 Tolerable No * Add local coantrols here. 1 Tolerable

12

13 COMMUNICATION OF RISK ASSESSMENT FINDINGS TO THOSE INVOLVED METHOD YES DATE COMMENTS Local induction Details of risk assessment discussed and agreed Copy of risk assessment available Controls covered by local protocols & procedures Safety Handbook location notified Toolbox talk Team meeting circulation Other Attached documents links & reference numbers Academic supervisor/pi/manager s review and sign off NAME DATE TYPE Silvana Cannarile 30 June 2011 Review

14 Silvana Cannarile 30 June 2011 Review Next Risk Assessment review date Outstanding Actions Name Action Required Action Taken Date

15 SEVERITY LIKELIHOOD Rare (1) Unlikely (2) Possible (3) Likely (4) Almost certain (5) Insignificant (1) Tolerable (1) Tolerable (2) Tolerable (3) Tolerable (4) Moderate (5) Minor (2) Tolerable (2) Tolerable (4) Moderate (6) Moderate (8) Substantial (10) Moderate (3) Tolerable (3) Moderate (6) Moderate (9) Substantial (12) Substantial (15) Serious (4) Tolerable (4) Moderate(8) Substantial (12) Intolerable (16) Intolerable (20) Critical (5) Moderate (5) Substantial (10) Substantial (15) Intolerable (20) Intolerable (25) The level of risk for an activity is obtained by matching the likelihood of an accident occurring against the severity of the outcome if that accident occurred (i.e. likelihood multiplied by severity): GENERAL ACTIONS & TIMESCALES Intolerable Substantial Moderate 5-9 Tolerable 1-4 Work must not be started or continued until the risk has been reduced. If it is not possible to reduce the risk even with unlimited resources, work has to remain prohibited Work should not be started until the risk has been reduced. Considerable resources may have been allocated to reduce the risk. Where the risk involves work in progress, urgent action should be taken. Efforts should be made to reduce the risk, but the costs of prevention should be carefully measured and limited. Risk reduction measures should be implemented within a defined time period. Where the moderate risk is associated with extremely harmful consequences, further assessment may be necessary to establish more precisely the likelihood of harm as a basis for determining the need for improved control measures No additional controls are required. Consideration may be given to a more cost-effective solution or improvement that imposes no additional cost burden. Monitoring is required to ensure that controls are maintained.

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