Covid-19 Risk Assessment

Site: All Sumo sites
Activity: On-Site Working During COVID-19 
Date of Last Review: 05/01/21
Assessor: C Denham/A Ward
Employee representative:

Notes:

  1. Gravity assumes that employees are likely to touch their face at some point during the day
  2. Employees must receive recorded briefing of risk assessment controls
  3. Existing risk assessments remain active in addition to this document

COVID-19 Specific Controls for reintroduction of employees to all sites (Controls MUST be monitored)

Uncontrolled
Risk
Controlled
Risk
HazardContact RiskRiskMandatory ControlsRisk
Infectious person
on site

Employee may come into close contact (<2m) with any other employees working seated at allocated desks

Employees may be asymptomatic carriers unaware that they are infectious

Potential for inhaling airborne droplets containing COVID-19
Excessive

2m distancing between employees briefed by line managers of staff on site and supported by signage on site

Desks to be checkerboarded (all desks adjacent to an employee to be left empty) and reallocated as required. Employees should be seated no less than 2m apart at all times.

Plan layouts to minimise the need for employees to pass within 2m of each other to access desks. Screen where this cannot be achieved

Risk Assessment Checklists must be signed off and controls implemented as far as reasonably practicable

Where a staff member suspects that they are experiencing symptoms of COVID-19, has been for a test, has been in contact or lives with anyone who has experienced symptoms, or for any reason thinks they are at high risk of transmission, then they must inform their line manager immediately and stay at home until further information of their circumstances or medical advice has been given

Low

Infectious person on site

Employee may come into close contact (<2m) with any other employees working seated at allocated desks

Employees may be asymptomatic carriers unaware that they are infectious

Potential for inhaling airborne droplets containing COVID-19

Potential for contaminated surfaces to spread Covid-19 via fomite transmission

Excessive

Masks to be provided across all sites, readily available to any staff who choose to wear them. Personal and disposable masks are encouraged to be used by staff but are not a mandatory requirement

Create one-way access or define one-way right of way at pinch points

Employ ‘Entrance Only’, ‘Exit Only’ points to combat access/egress pinch points

Define 2m spacing using floor markers in areas where employees are likely to congregate e.g. entrance corridors, kitchens etc

Max of one occupant in a server, meeting, or storage room at any time

Require non-critical staff to work from home

Fresh air ventilation should be ensured as far as reasonably practicable throughout studios. However – internal, rated fire doors without specific alarm activated closing mechanisms should not be wedged open

Low

Infectious person on site

Employee may come into close contact (<2m) with other employees while using shared facilities such as canteens, kitchens, or toilet facilities

Excessive

Limit kitchens to one in, one out system where a space =/>2.5m2 is not provided

Define 2m spacing using floor markers in kitchens where they cannot be closed

Restrict toilet occupancy to one person at a time. Implement low/no-touch occupancy notices. Where possible, issues ‘occupied’ signs or tokens on toilets to aid in one in, one out policy

Provide cleaning kits and hand sanitiser at kitchens and toilets

Slight

Surfaces/Items potentially contaminated by COVID-19

Contact with contaminated items/surfaces (e.g. shared tools or equipment, door handles)

Contact with high-touch equipment (e.g. printers, water coolers)

Contact with hard surfaces where contamination is unknown (e.g. other staff desks)


Limited resources available for dedicated cleaning during the day

High

Provide all staff with their own cleaning kit:

- Latex-free gloves

- 70% alcohol hand gel

- Anti-bacterial cleaning spray or wipes

- Paper towels

N.B. A list of acceptable PPE is found on the risk assessment check sheet

Provide additional cleaning kits at commonly used areas e.g. Reception, IT office, water coolers


Discourage use of printers and shared kitchen equipment

Daily full clean of the building(s) being used by any employees

Cleaning schedules to be assessed by studio management and arranged in accordance with site visits

Staff to clean surfaces before and after contact as they move around the site

Provide adequate soap and antibacterial hand gel. Management must encourage regular hand washing

Ensure suitable, government-issued Covid guidance is on display at regular intervals throughout the building

 Low

Potentially contaminated items

Employees may need to handle items that have recently been touched by another employee

Employees may need to handle items where it cannot be ascertained if they were recently used by another

Employees may need to participate in team handling of large or bulky items

High

Wear gloves for team handling and when working in areas where accidental contact with a lot of surfaces is likely (e.g. comms cabinets, parcel rooms).

Ensure adequate stocks of PPE are contained and managed within the building.

Wash and dry hands before putting on gloves

Provide disposable paper towels for hand drying and cleaning, do not offer material cloths/towels

Do not share hand tools, office equipment etc

Wipe equipment before and after handling

Designate drop off points for IT kit issued to employees. Make cleaning equipment available throughout the building and at all drop off points

Low

Customer /Suppliers & Public visitors

Visitors will not be aware of controls on site

High

Should visitors be required to come to site, they must be attended by their host throughout the visit. Social distance should be encouraged at all times

Visitors, when being shown around site, should be encouraged to wear face masks and gloves.

Any visitor to site can only be planned with permission of a studio director

Require non-contact deliveries and clean received items before handling

Require delivery staff to remain outside the building and at 2m distance

Where practicable, set up drop off points with cleaning stations for all deliveries and couriers

Low

Contractors

Contractors may not be aware of controls in place on site (but are likely to be aware of their own company’s controls)

Employees and contractors may be exposed following noncompliance with controls

High

Contractors must be briefed on Sumo controls

Contractors must submit their own site risk assessments before being allowed on site

Staff must be made aware of contractors on site and where they will be

Contractors should not be booked to work in areas where staff are working and staff should avoid contractor work areas as much as possible.

Organiser of works should ensure that their contractors carry out due diligence with regards to Covid controls

Low

Vulnerable Workers

Any worker denoted as vulnerable (through pre-existing conditions, who reside with a high-risk person etc) is at increased risk from contraction of Covid-19

Critically Extremely Vulnerable Persons

High

Priority must be given to continued working from home for all vulnerable workers

Any request to return to the studio from a vulnerable worker must be undergo a risk assessment on a case by case basis before they return

Line managers should ensure contact is made regularly to address any concerns which could arise regarding the safety and wellbeing of the vulnerable person

Any person considered ‘critically extremely vulnerable’ should seek advice from a doctor, as well having an individual assessment carried out, prior to their return to work


Low

Emergency Procedures

In the event of an emergency on site, such as a fire or severe accident, could aid the spread of infection through sudden congregation of persons on site

High

Emergency evacuations must take precedent over social distancing controls to ensure the safety of employees. In the event of any emergency such as a fire, ensure all are present before attempting to maintain any Covid controls.

All usual emergency procedures and controls should be checked prior to reintroduction of staff to sites.

Reintroduced staff to site must include:

  • At least one fire marshal
  • At least one first aider

Where these cannot be placed on site, online training should be provided to ensure an appointed person can be on site during work hours


Low

Heightened Capacity of Employees on Site

Greater numbers of staff and any other persons on site under relaxed guidance presents a heightened risk of spread of infection

Excessive

No staff to be reintroduced to site during any lockdown period, unless essential work cannot be done from home. Any such reintroduction should be thoroughly assessed and approved beforehand

Prior to reintroducing staff to site, plans should be in place to ensure that any staff instructed to return are segregated as far as reasonably practicable. Floor plans and office layouts should be altered in accordance with the risk assessment, checklist, and consultation, and any engineering controls (e.g. shields, altered access/egress points) should be in place before re-opening

Low

Statutory

Inspections:

•       Legionella

•       Fire safety systems

Regular statutory checks may have lapsed prior to reopening of premises, giving potential for (in the case of legionella) presence of contaminated water systems, (in the case of fire) unmaintained fire evacuation systems and unsuitable fire fighting equipment

Excessive

All statutory checks should be carried out by usual methods (e.g. external service providers) prior to opening premises to staff. Any works should be pre-approved and planned in accordance with the measures in this risk assessment

Low

Staff Site Visits

Inadequately planned trips to site during tighter covid measures or lockdowns could increase spread of virus and present legality issues

High

Any short visits to site should be approved by a studio director

Any visits to site during a lockdown should be assessed for their criticality, then approved by the relevant studio director and issued with a letter of critical business travel by the HS & Facilities dept

Low

Contact Tracing

Any personnel on-site must be contactable under laws regarding track and trace

High

Any staff on site must be logged on a weekly record, alongside regularly updated records of the previous 21 days’ staff and visitors (regardless of the brevity of the visit) on site.

Low

Although controls have been put in place to minimise, as far as reasonably practicable, the spread of Covid-19 across Sumo premises, we should adopt a flexible approach to employee wellbeing, and any concerns or issues arising from our employees should be discussed as urgently as possible between management and the EHS dept. to ensure we create as safe a working environment as possible.