Generic Risk Assessment

Office Risk Assessment

Management Unit: Location: (Site/ Building/ Room)

Assessment Date: Review Date:

Assessors Name: Job Title:

Task: Risk assessment for the activities associated with work in an office environment.

Risk What are the Who might be Risk Evaluation hazards? harmed? Are the following control measures Rating Yes/ Corrective actions (See list of (e.g. Staff, What are the risks in place to eliminate or reduce the Consequenc Overall risk Low, Medium or No required e (C x L) High sample students, risks? (1 – 3) hazards) visitors) Slips, trips Could suffer injury and falls e.g. sprains and 1. Work areas should be kept fractures if they trip clear of obstructions. and fall as a result 2. Any spillages should be of: cleaned up immediately. 3. All areas should be well lit,  Obstructio especially stairs. ns, trailing cables, 4. Any hazards such as torn spillages, worn carpets, trailing cables, or raised floor defects to floor coverings, coverings etc faulty lighting etc. should be on walkways. reported immediately to the line manager or local person  Poor office responsible for safety. layout and storage arrangements resulting in insufficient circulation space.

1 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) Manualhazards) visitors) Could suffer from 1. A risk assessment must be Handling back pain and work related upper body completed for lifting heavy disorder (WRULD) and bulky loads that present a due to: risk of injury e.g. stretching, stooping, twisting).  Using incorrect handling 2. A trolley should be used to techniques transport boxes of paper or when handling other heavy items. office items 3. Using low shelves for storing (deliveries, heavy items and only using boxes, filing high shelves for light items etc). only.  Poor 4. Training in lifting techniques workstation should be provided for layout and anyone who undertakes lifting insufficient of heavy loads. working space resulting in poor posture.

 Individuals with health conditions, previous back injuries etc affecting ability to safely handle items

 New and expectant mothers may be more susceptible to injury.

2 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) Computerhazards) visitors) WRULD could 1. Where desktops, laptops and workstation develop as a result notebooks are used as a use of  Inappropriate significant part of day-to-day layout or lack work, a Computer Equipment of awareness assessment must be carried resulting in out. poor posture 2. Work should be planned to being adopted include regular breaks from when using the computer. Display Screen Equipment 3. HSE leaflet “Are you keying (DSE) safely” may be issued to DSE users.  Working for prolonged 4. If software proficiency is periods without required, IT services offers change of training on general office posture or applications sufficient break. Electrical Could suffer 1. All portable electrical safety electrical shock or burns if using equipment must be tested for electrical safety at correct  Damaged intervals and labelled with the portable date of the test. electrical appliances, 2. Electrical cables and plugs their cables, should be regularly visually plugs e.g. inspected by the user for lamps, fans, damage. photocopier, 3. Any defective equipment extension should be reported leads, PC etc. immediately to the responsible person e.g. line manager or local safety coordinator, then suitably

3 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) hazards) visitors) labelled and taken out of use until the repair has been carried out. 4. Electrical equipment must always be operated in accordance with manufacturers' instructions. Fire Could suffer from 1. The storage of empty smoke inhalation cardboard boxes should be or burns if trapped kept to an absolute minimum. in office. 2. Equipment should be  Combustible switched off when not in use materials for long periods. coming into 3. All portable electrical contact with or equipment must be tested for in close electrical safety at appropriate proximity to intervals. heat sources. 4. The fire alarm system is  Portable installed, maintained and heaters in tested. unsafe 5. Fire risk assessments for condition each building should be and/or carried out periodically. inappropriately 6. Everyone must be acquainted located. with the Emergency evacuation procedure for their  Over area. accumulation Area Fire Officers and depute of rubbish. 7. must be appointed to cover  Over loading of offices and general areas. electrical sockets.

 Inappropriate action in the 4 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) hazards) visitors) event of discovering a fire or hearing the fire alarm. Lone Staff unable to 1. LOOH work should be working and promptly summon minimised or avoided where Out of Hours emergency feasible. work (LOOH) assistance in the 2. If unavoidable, conduct a event of serious generic LOOH Risk injury, sudden Assessment illness or personal 3. Specific LOOH Risk threat. Assessment may be required in circumstances where any potential risks are increased (e.g. expectant mothers, persons with mobility issues or medical conditions). Falling from  Falling when 1. Chairs or desks must not be height retrieving items used for reaching heights; stored at step stools should be used instead. height 2. If a stepladder is used,  Dropping items staff/students should read an onto others appropriate risk assessment when stored at and be shown how to use it height safely. 3. To prevent injuries heavy items must not be stored on upper shelves. They should be stored at waist height.

5 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) hazards) visitors) Working  May feel too 1. Is the temperature of the environment hot/cold or office normally kept within a suffer other comfortable range? general discomfort 2. Is the office adequately ventilated?  Contact with 3. Is the space provided is furniture if sufficient to enable free insufficient movement around the office, space to move and for carrying out general around. tasks?  May suffer 4. Are the lighting levels eyestrain if adequate for the tasks lighting is undertaken? insufficient or 5. Are window blinds fitted of the wrong where necessary to adjust type lighting levels? 6. Are desk lamps provided if additional task lighting is required? Inadequate General discomfort 1. Are toilets supplied with hygiene and or stress. hot/cold water, soap and welfare towels, and deficiencies facilities reported to the cleaning staff? 2. Is an area available for refreshment with drinking water available? 3. Is the ‘No smoking’ policy implemented? Chemical Generally the risk If any hazardous substances e.g. risks will be very low solvents or solvent-based glues within an office are used within the office area environment. then a COSHH risk assessment must be completed and a safe system of work issued to the

6 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) hazards) visitors) users.

Filling  Could topple 1. Filing cabinets should be Cabinets over if loading loaded from the bottom up to is unbalanced. maintain stability.  Cabinet 2. Where filing cabinets are of drawers that the type that allows more than have been left one drawer to be opened at a open could be time, they must be labelled a trip hazard with a warning of a tipping risk. 3. Drawers should be closed immediately after use. Office Coming into 1. Equipment used in equipment contact with accordance with moving, cutting or manufacturer’s instructions other dangerous parts, clothing, 2. Those using the equipment long hair etc have been made aware of becoming entangled. how to use it safely e.g. verbal instruction, signage e.g. shredders, etc. guillotines 3. Equipment periodically checked for safe condition and taken out of use if any damage found.

4. Loose clothing (e.g. ties) and long hair kept away from any moving parts.

Workplace  Prolonged 1. Line managers are aware of Stress periods of their roles and responsibilities excessive under the University’s 7 of 10 July 2014 What are the Who might be Risk Are the following control measures Risk Evaluation hazards? harmed? Yes/ Corrective actions Rating What are the risks in place to eliminate or reduce the (See list of (e.g. Staff, No required Consequenc Overall risk Low, Medium or risks? e (C x L) High sample students, (1 – 3) hazards) visitors) demands management of work-related being placed stress policy and carry these on and out. experienced by staff. 2. Discussions with staff and  Staff having assessments carried out to conflicting establish any factors causing, roles. or the potential to cause work- related stress, and measures  Harassment to address these. from, or poor relationships 3. Staff aware of their roles and with, responsibilities in relation to colleagues, work-related stress through line managers etc. information and training.  Staff receiving 4. Staff are made aware that little or no they can refer themselves to support to Occupational Health should enable them to they require professional effectively support carry out their work. Any other hazards identified?

8 of 10 July 2014 1. EXAMPLE HAZARDS THAT MAY BE APPLICABLE TO THE JOB or WORK ACTIVITY Working at Height Noise Hand tools Vibration Falling objects Extreme Heat / cold Confined spaces Repetitive hand/ arm movement Slippery/ uneven/ worn floors Radiation Poor housekeeping / cleaning Machine operation Obstructions/ projections Lighting Vehicle movement Electro Magnet Manual handling Compressed air Fire / explosion Pressurised systems Mechanical Lifting Substances / materials Electricity Other (specify on assessment)

2. RISK MATRIX Potential consequence of harm 1 – Minor Injury 2 – Significant Injury 3 – Major Injury (e.g. hazard can cause illness, injury or equipment (e.g. hazard can result in (e.g. hazard capable of causing death or damage but the results would not be expected to be serious injury and/or serious and life threatening injuries) serious) illness, over 3 day absence) 1 – Unlikely (injury rare, 1 – Low 2 – Low 3 – Medium though possible) 2 – Possible (injury could Likelihood of harm 2 – Low 4 – Medium 6 – High occur occasionally) 3 – Probable (injury likely 3 – Medium 6 – High 9 – Extreme to occur, can be expected)

3. RISK EVALUATION This is calculated by multiplying the likelihood against the consequence e.g. taking a likelihood of 1, which is classified as Unlikely and multiplying this against a Potential Consequence of 2, which is classified as Significant Injury, would give you and overall Risk Rating of 2, which would result in an overall evaluation as a low risk.

1 to 2 = Low risk Low risks are largely acceptable, monitor periodically to determine situation changes which may affect the risk, or after significant changes

3 to 4 = Medium risk Medium risks at the upper end of this band should only be tolerated for the short-term and then only whilst further control measures to mitigate the risk are being planned and introduced, within a defined time period. Risks on the lower end should be reduced if practicable.

6 = High risk High risks activities should cease immediately until further control measures to mitigate the risk are introduced. The continued effectiveness of control measures must be monitored periodically.

9 of 10 July 2014 9 = Extreme Risk Work should not be started or continued until the risk has been mitigated. Immediate action is required to reduce exposure. A detailed mitigation plan must be developed, implemented and monitored by senior management to reduce the risk before work is allowed to commence.

10 of 10 July 2014