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COVID-19 building risk assessment

COVID-19 building risk assessment to comply with government guidelines on opening and managing The Pensions Regulator's (TPR) main building, Napier House, to make it COVID secure.

COVID-19 risk assessment relating to the re-occupation of Napier House

Accountability and declaration of the persons undertaking and reviewing this assessment

Name Position Date
Risk Assessment completed by Mel Gordine-Tyler Facilities Adviser – Health and Safety (H&S) 3 June 2020
Reviewed by Amy Hines Facilities Manager 4 June 2020
Reviewed by Kevin Sinkfield Lead Specialist – Strategy and Risk 15 June 2020
Reviewed by Amy Hines (AH) Facilities Manager 15 September 2020
Approved by Helen Aston Executive Director, Corporate Services 15 September 2020
Approved by Charles Counsell Chief Executive Officer 21 September 2020
Reviewed and approved by Charles Counsell Chief Executive Officer 11 October 2021

To be reviewed when government guidance changes or every three months.

Record of reviews

Name of reviewer Reason Date
M Gordine-Tyler Distancing from GOV.UK guidelines changed – no changes made to risk assessment. 5 July 2020
M Gordine-Tyler Meeting rooms updated to reflect decision to close all on floors Fifth/Fourth/Third/Second/First. 9 July 2020
M Gordine-Tyler Section 13 updated with regard to Air Conditioning (AC) use in line with new guidance.
Section 12 updated with regard to washrooms and flushing with lids closed in line with new guidance.
10 August 2020
M Gordine-Tyler Section 12 review – removing the use of hand dryers and showers.
Section 13 review of comms room – only recirculating air from the AC, limit to one person, IT to decide who.
18 August 2020
M Gordine-Tyler Section 14 – cafe update – use of app to order, food prepped in a different branch, cafe to be staffed by one person. 25 August 2020
M Gordine-Tyler Section 10  additional day janitor to be employed to increase cleaning and cover reactive cleaning along with increased cleaning of touch points. 25 August 2020
M Gordine-Tyler Final run through to change recommendations that have now been actioned. 2 September 2020
M Gordine-Tyler Additional note on desk fan use. 7 September 2020 
A Hines Section 14 – cafe to remain closed. 15 September 2020 
M Gordine-Tyler Update regards face coverings  Sections 3 and 6. 24 September 2020 
M Gordine-Tyler Section 1 – update to reflect track and trace requirements.
Section 5 – fire – update to reflect all staff on site will be acting as fire wardens and sweep as they leave.
20 October 2020
M Gordine-Tyler General review due to lockdown November/December 2020.
Section 17 added to cover the TPR generic risk assessment in relation to external travel/duties.
5 November 2020
M Gordine-Tyler General review due to national lockdown January 2020.
Section 1 – update to reflect those working back in Napier with a completed ESMA.
Section 17 – update to mention changes made to the GRA to reflect travel restrictions during a national lockdown.
7 January 2021
M Gordine-Tyler Section 13 – update to HVAC guidance regards the running of. 4 March 2021
M Gordine-Tyler Section 1 – updated reception information.
Section 4 – wording on staff allowed in with a completed ESMA.
Section 5 – update on wording around fire wardens and instructions to returning staff.
Section 8 – meeting room update around doors being left open for rooms without operational windows.
Section 13 – reviewed following receipt of recent HSE guidance and revisit of the REHVA HVAC – Running times of FCU and AHU changed to 5am to 10pm, Monday to Friday.
25 March 2021
M Gordine-Tyler All signs reviewed, replaced and updated as and where necessary pending reopen on 6 April for those with an ESMA. New COVID secure poster now displayed as previous one dated 2020. 31 March 2021
M Gordine-Tyler
Review of access (pending 14 June guidance review and 21 June reopening) to staff without an ESMA up to a maximum of 98 using a desk booking tool. All control measures with strikethrough are pending changes in advice from GOV.UK or are no longer in use.
Section 1 – addition of completion of lateral flow tests before entering Napier House is being recommended.
Section 2 – update to desk booking and parking regards avoiding use of public transport.
Section 3 – update pending GOV.UK advice 14 June 2021 regards mask wearing and distancing.
Section 5 – update to fire warden provision.
Section 6 – update to first aid provision.
Section 10 – update on day cleaners and building open five days a week.
Section 16 – update regards train travel.
26 May 2021
M Gordine-Tyler Section 2 – getting to and from Napier House update on GOV.UK safer travel guidance. 15 June 2021
M Gordine-Tyler Section 1 – access and egress update to building access for staff not under and ESMA and links to self-isolation guidance.
Section 2 – carpark access when booking desks.
20 July 2021
M Gordine-Tyler Review in light of step four updated GOV.UK guidance.
Section 1 – updated guidance on self-isolation and what to do if contacted by NHS Test and Trace.
Section 3 – social distancing update, measures being kept in place despite government lifting of restrictions.
10 August 2021
M Gordine-Tyler New section – events at Napier House. 2 September 2021
M Gordine-Tyler Updates to all sections for reopening of Napier House 25 October 2021. 5 October 2021

TPR's main building, Napier House - COVID-19 building risk assessment summary

The purpose of the assessment is to look at how the building can be re-opened to allow staff back to work in the office. The current risk of staff coming back is assessed as High to Medium but with the control measures identified this will be reduced to Medium. 

We do not envisage being able to bring the risk down any lower whilst the pandemic is still present in the UK, we cannot remove the risk, only reduce it. Current government advice is to return to work but to still manage the risks of COVID-19. TPR will carry out individual risk assessments on those who feel that they cannot work safely from home to ascertain the suitability of returning to the office and if it is found that they can then the building risk assessment would need to be adhered to.

The review of the assessment has shown that we can accommodate a maximum of 250 people per day. First aid and fire warden support will come primarily from the Facilities and IT Service desk teams, but a list of all first aiders and fire wardens will be available in each lobby. In the event of a fire warden not being available on the floor, all staff are expected to leave the building swiftly and check the floor is empty on the way out.

Mel Gordine-Tyler
Facilities Advisor – H&S

Area of risk, who may be 
harmed and how
Existing control measures Further action/control measures required Responsible person Action 
by when

1. Napier House: access and egress

All staff but specifically:

  • vulnerable staff with health conditions as per government and NHS guidelines
  • pregnant employees, Black Asian and Minority Ethnic (BAME) staff, contractors, security, cleaners and anyone else who visits the premises

How staff may be harmed

High traffic areas with a greater risk of contamination due to shared surfaces and equipment, transmission of droplets from coughing or sneezing or improper hygiene control.

The building will be open to all staff that have booked:

  • Reinstate entry access on cards for all staff.
  • Facilities, IT Service desk, security, maintenance and two-day cleaners are present five days per week.
  • Social distancing will still be in place at 1m+.
  • All staff to use hand sanitiser on arrival, then make their way to their booked desk.
  • Seating in cafe area spaced out at >1m distancing, all excess chairs removed.
  • Any staff who have completed the ESMA for health and wellbeing reasons will continue to be able to work in the office.
  • As of 25 October staff will be able to enter the building to work if a desk has been booked. This is subject to government guidance not changing.

Before opening the building to more staff, the following will be implemented:

  • protection screens for the reception desk – a Perspex screen has been built around the front and side of reception to give protection to reception security. Staff will have to stand back and speak from a 'Stop and wait' sign clearly marked on the floor.
  • reception security sign visitors in and explain the distancing rules
  • waiting area reduced to two chairs and table to allow greater floor space for clear and distanced access and egress
  • adapted second door in reception with a mechanical opener, so door can be used as an exit point – swipe point installed to ensure contactless egress
  • mark doors have signage showing Entry and Exit into Napier House allowing a one-way system to be in operation
  • reception security to manage access, ensuring there is no large buildup of visitors or staff
  • directional floor signs installed to show flow of pedestrian traffic inside of the building
  • flexible working arrangement will promote stagger arrival times to avoid all staff arriving at once
  • staff are to be encouraged to leave and not linger for conversations in reception to keep this area clear
  • instruction and training for reception security of new control measures for entering and leaving the building
  • access to upper floors via separate stairwells, North stairwell to go up, South stairwell to go down, signage in place. Central staircase only for access from the carpark in to the building
  • lifts will be back to normal use but staff to give priority given to those with a greater need who cannot use the stairs without significant effort or risk to health who may not be comfortable in a lift with multiple persons. Clear signage in place
  • clear signage in reception and throughout the building to indicate to staff and visitors the need for maintaining distancing and hygiene routines
  • staff visiting must provide full name and a contact phone number for the NHS Track and Trace service. If staff wish to not pass this onto security, then they scan the official NHS QR code which can be found at all entry points in to the building
  • TPR will not be asking people to provide a negative test to access Napier House, nor will we be providing lateral flow tests. Individuals may choose to take a test before coming to the office for example. Anyone with a positive test should follow the latest government advice on what to do

See updates on self-isolation for those living in the same household with shared facilities such as kitchens and bathrooms.

See updates on self-isolation for those who have come into contact with someone outside of their household who has tested positive and has been contacted via test and trace.

AH and Management (MGT) 7 October 2021

2. Getting to and from Napier House

Transmission from droplets from coughing or sneezing or improper hygiene control infection due to possible prolonged contact with members of the public.

Effective social distancing is a key element in reducing the transmission of COVID-19 but this is difficult to manage on public transport.

Government guidelines on face coverings should be followed.

Affects all returning staff.

  • Staff should avoid the use of the public transport wherever possible and consider cycling, use of a car or walking if they are attending Napier House on a Wednesday.
  • Staff who need to use public transport to get to work should plan the route accordingly, consider travelling at less busy times perhaps – refer to GOV.UK guidance on safer travel.
  • Those booking desks can book a parking space, this is on a first-come first-served basis, this will reduce use of public transport.
     
  • Where travel on public transport cannot be avoided staff are advised to follow government guidance, wear face coverings and to carry and use hand sanitiser.
  • If a staff member's only option is public transport and they are not comfortable with the use of this, then consider that they should continue to work from home.
  • Hand sanitiser will be available in reception and staff are required to use this before proceeding further into the building, it is recommended staff also use this when leaving the building.
  • Parking at Napier House can be booked when booking a desk but is on a strict first-come first-served basis. Priority to those with blue badge or health needs.
  • The number of spaces is limited and if demand exceeds supply this approach will be revisited.
  • Access to a parking space is on a temporary basis and could be removed at short notice.
All staff Ongoing

3. Social distancing

Risk of transmission from droplets from coughing or sneezing or improper hygiene control infection due to possible prolonged contact with other staff members.

Effective social distancing is a key element in reducing the transmission of COVID-19.

Affects all returning staff.

  • Signage reminding about the need for social distancing is in place still, despite the lifting of restrictions we have agreed to keep distancing of 1m in place.
  • All staff who enter the building have been briefed on the requirements.
  • TPR will continue to require staff to wear masks (visors are not a face covering) whilst moving around the building and will still maintain social distancing rules of 1m.
  • Lifts are limited to two people at a time and consideration should be given to those who have a great need to use. Use the stairs if able.
  • Social distancing refers to people being required to maintain a minimum distance of two metres from each other, wherever possible.
  • Staff are required to practise effective social distancing while in and around the workplace, while involved in work activities and when travelling to and from work, whenever possible, by:
    • avoiding non-essential contact with others
    • offices and work spaces set up to support recommended distancing, desks which can be used clearly identified
    • clearly marked one-way systems on the ground floor and stop and wait signs will be in place for all washrooms, kitchens and ‘pinch point’ areas. Additional distancing signage will be in place on all floors
  • A maximum occupancy of 250 desks has been established.
  • Signage will be displayed in all common areas reminding staff of the key infection prevention requirements, including the need to maintain safe distancing.
  • Staff will be expected to wear a face covering when in shared spaces, unless they are exempt from needing to do so for health reasons, as defined in government guidance.
  • This includes (but is not limited to) as staff enter and leave the building, in staircases, corridors, kitchens, bathrooms, and whilst at the printers. This is to protect all colleagues.
  • Staff do not need to wear a mask while sat at a desk or when seated in the cafe to eat.
  • Staff will be required to provide their own face coverings at work, however if a member of staff arrives without a mask then disposable masks will be available from reception or Facilities.
All staff Ongoing

4. Staff member present at work with COVID-19 symptoms

All staff, contractors, cleaners and visitors but specifically BAME and vulnerable staff with health conditions as per government and NHS guidelines

High traffic areas with a larger risk of contamination due to shared surfaces and equipment, transmission from droplets from coughing or sneezing or improper hygiene control.

  • Refer to the COVID-19 hub on the intranet for more information.

If a member of staff becomes unwell in the workplace with Coronavirus symptoms (a new, continuous cough or a high temperature, loss of taste or smell) they should go home and follow government advice to self-isolate, the following actions should be taken within the workplace.

The Incident Response Protocol should be invoked and the areas where the individual has been will be cleaned in line with government guidance.

All staff and Facilities team for cleaning Ongoing

5. Fire

Risk of transmission from droplets from coughing or sneezing or improper hygiene control infection due to possible prolonged contact with other staff members during an evacuation and at an assembly point.

  • Existing fire evacuation rules still apply.
  • All staff will be mandated to complete an online fire warden training module within two weeks of receiving their log in link. This will be provided by HSQE and is CPD certified and assured by ROSPA.
  • One way system becomes null and void during an evacuation.
  • Facilities staff will act as points of contact at the assembly point and will be identifiable via a fire marshal high vis they will also liaise with the emergency services.
 

 

  • All staff will effectively become fire wardens once the new online training has been completed.
  • All staff will be sent log in details via email.
  • Publish information on fire warden locations on the intranet to inform staff of where and how to contact their fire wardens.
  • Review and update Fire Risk Assessment.
  • There are no changes to the fire evacuation process - staff should head to the nearest exit as per normal, using all staircases, preservation of life supersedes infection risk.
  • With a reduced headcount, a maximum of 250 staff members, two engineers, two cleaners and one security guard will be at the assembly point.
  • Wardens must remind staff to distance themselves whilst waiting at the assembly point.
  • At no time should any fire doors be propped open to aid in ventilation.
 
 
MGT Ongoing

6. First aid provision

All first aiders through responding to first aid incidents may come into contact with a COVID-19 infected person.

  • First aid provision will be mainly provided by IT service desk and FM and is based on the ground floor.
  • Five first aid at work trained staff should be available at all times it is fully occupied to the current maximum of 250 staff. This will be co-ordinated by Facilities.
  • All first aiders will be informed of current process in case of accident/injury to member of staff during this time.
  • Publish this on the intranet to inform staff of how to contact their first aiders.
  • Review and update First Aid Risk Assessment.
  • Wellbeing room: to be closed until it has been deep cleaned after anyone with suspected symptoms has used this.
  • Ensure first aiders on site are fully aware of how to treat a colleague with COVID-19 symptoms.
  • Where 1m distance can’t be maintained face covering should be worn by the first aider and the individual who is unwell (face coverings are available in all first aid boxes and in the wellbeing room).
  • All first aiders to be made aware of the updated guidance from St John Ambulance with regards to CPR (rescue breaths should not be carried out on a casualty during the COVID-19 outbreak). 
  • Re-iterate to all staff about being symptom aware and that they are not to come to the office if they are experiencing any of the following:
    • new, continuous cough: this means coughing a lot for more than an hour, or three or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)
    • high temperature: this means you feel hot to touch on your chest or back (you do not need to measure your temp)
    • loss or change to your sense of smell or taste: this means you've noticed you cannot smell or taste anything, or things smell or taste different to normal
    • for addtional information staff should refer to the NHS Symptoms check and Self-isolation guidance.
MGT Ongoing

7. Office floors

High traffic areas with a larger risk of contamination due to shared surfaces and equipment, transmission from droplets from coughing or sneezing or improper hygiene control.

Staff not maintaining correct social distancing.

  • All floors are open and full access now switched back on.
  • Floor layouts have changed to incorporate collaborative working, touch down spaces and desks reducing density.
     
  • To maintain 1m social distancing, a maximum of 250 persons are allowed back.
  • Floor plans have been amended to show available desks. These will be published in all lift lobbies and on Atlas, all unavailable desks with be rendered unusable by removing chairs.
  • All keyboards removed from desks, everyone to use personal issue equipment.
  • Wipes available on every useable desk for staff to wipe down before work.
  • Desks will be cleaned every evening with the appropriate cleaning sprays.
  • Photocopier points will be limited to one person at a time and will be included in the touch point cleaning routine, wipes will be available to clean before and after use.
  • Distancing signage will be evident to remind staff of the >1m rule.  Be considerate to others, signs at copier rooms
  • Clear desk policy in place, keyboard, mouse and cups should be stored in lockers overnight, failure to do so could be in breach of the new procedures put in place to aid in keeping infection risk down. Any items remaining at the end of the day will be removed.
AH, MGT and BAM October 2021

8. Meeting rooms

All staff through proximity and prolonged contact from face-to-face meetings in closed rooms.

  • Meeting rooms are now back in use but with restricted numbers.
  • PODS are now available for use but with restricted numbers.
  • Refer the intranet guide for maximum occupancy numbers. 
  • Room capacity will be altered to allow adherence to social distancing guidelines of 1m. Excess chairs will be removed. Staff should not add additional chairs to rooms to extend capacity.
  • All meeting rooms should be booked in advance to ensure appropriate cleaning between meetings can be carried out. Meeting rooms should be booked through Service Now.
  • Doors should be left open where possible during meetings to encourage good ventilation.
  • Continue to hold meetings virtually unless it is impossible to do so or use a touchdowns pace.
  • Hold essential meetings in well ventilated rooms with appropriate social distancing in place – limit numbers to essential attendees only.
  • Rooms to be cleaned at regular intervals throughout the day.
  • Cleaning wipes provided in each room, staff encouraged to wipe down before and after any meetings including phones, remote controls, pens. Excess equipment removed.
  • Atlas updated with the new capacity figures and information provided to all staff working in the building and placed clearly in each meeting room.
MGT, AH, BAM October 2021

9. Stairwells

All staff and visitors from increased traffic due to limitations on use of lifts.

  • One-way system in place with directional signage and hand sanitising units on entry to each floor within the north and south staircases.
  • Additional hand sanitiser dispensers outside each floor level entrance.
  • Clear directional signage and route markers in place as well as stop and wait signs at ‘pinch points’.
  • Increase cleaning in these areas, paying special attention to all touch points, swipe readers, hand rails, door handles, door release buttons.
DT, AH, BAM October 2021

10. Cleaning

All staff through improper cleaning schedules and practices or failure to use correct cleaning products to deal with enveloped viruses

  • Cleaning increased with two-day cleaners provided as well as evening cleans as per normal.
  • Meeting rooms cleaned after use.
  • All touch points cleaned on a rotational basis throughout the day.
  • Kitchens, bathrooms and showers cleaned twice a day.
  • Anti-viricidal surface wipes readily available.
  • Hand sanitiser readily available at all access and egress points.
  • Facial tissues readily available.
     
  • Frequency of cleaning in kitchens, washrooms, high traffic areas and touch points throughout the day increased.
  • Cleaning materials used are sufficient to disinfect effectively and do not in themselves present further hazards.
  • Careful disposal of all cleaning materials used in a suspected infection zone, double bag and store for 72 hours before adding to the general waste.
  • Additional day janitor employed to increase cleaning and cover reactive cleaning along with increased cleaning of touch points
DT, MGT, AH October 2021

11. Kitchens

All staff through shared use of utensils and, surfaces and dispensers. Also a high traffic area heavily used throughout the day

  • All staff keep their own crockery and cutlery and are to wash these up and store in lockers overnight.
  • Cupboards closed off from use.
  • Cups must not be left on desks or else they will be removed, employee responsibility.
  • Cupboard doors, worktop surfaces, taps, fridge handles, water dispenser units cleaned on a regular basis by the in-house cleaning team.
  • Soap, hand sanitiser and hand towels available.
  • Kitchens limited to two at a time.
  • Dishwashers are not in use.
  • Remind staff of good hygiene when accessing items in the fridge, hands must be washed before and after handling any items.
  • All cupboards cleared of all items to reduce risk of shared item contamination.
  • Wipes available to wipe down water dispensing machines. Staff to wipe these down before use every time.
  • Staff to wash and dry their own cups, cutlery and place in their lockers.  Any items left in the kitchens will be removed.
  • Continue with number restrictions on kitchen use.
MGT, BAM, MA October 2021

12. Washrooms and showers

All staff, contractors, cleaners, cafe staff and visitors but specifically – BAME and Vulnerable staff with health conditions as per government and NHS guidelines.

High traffic route with increased risk of transmission through prolonged contact with others.

  • Washrooms are cleaned twice a day.
  • Washrooms closed off for use to deal with any maintenance issues.
  • Showers have increased cleaning.
  • Evidence has shown Coronavirus to be present in faeces which increases risk of infection in these areas if not maintained correctly or staff do not employ proper hygiene practices. Clear signage regards hand washing in place.
  • Staff limited to 'two in, two out'. Staff cannot enter the washroom and maintain a 1m distance so should wait outside until safe to enter.
  • Clear signage on all washroom doors stating stop and wait must be adhered to.
  • Gender neutral on the ground floor will be limited to one and two cubicles and female washrooms will be limited to two cubicles to ensure safer distancing at the sinks.
  • Men’s washrooms limited to two users at a time, one urinal, one cubicle.
  • Hand towels available in all washrooms, hand dryers taken out of action.
  • Instruct staff that washrooms are not to be used as changing rooms or applying makeup to allow flow of access.
  • Upscale cleaning rota to increase cleaning routine.
  • Signage asking staff to close the lids of toilets before flushing to minimise the release of droplets and droplet residues from air flows.  
AH, MGT, DT – Churchill Cleaning and BAM Ongoing

13. Air handling and ventilation

Through the possible distribution of droplets from infected staff member/s through the buildings air handling system and air conditioning.

  • A - Ventilation rates – not applicable as we have a mechanical ventilation system.
  • B - Ventilation operation times – 7am to 8pm.
  • C - Continuous operation of ventilation – switches off overnight.
  • D - Window opening – under review as excess moisture swelling fire doors.
  • E - Toilet ventilation – switches off overnight.
  • F - Windows in toilets – not operational – no further action.
  • G - Recirculation – Air Handling Unit (AHU) normal set point 80% fresh air 20% recirculated. Third floor and cafe AC on and recirculates air. Comms room AC on and recirculates air.
  • H - Heat recovery equipment – no devices on site – no further action.
  • I - Room level fan coils and induction units – 5am to 10pm.
  • J - Heating, cooling and possible humidification setpoints – humidifier not operational.
  • K - Duct cleaning – as per PPM schedule.
  • L - Outdoor air and extract air filters – as per PPM schedule.
  • M - Maintenance safety procedures – in line with BAM risk assessment.
  • N – Indoor Air Quality monitoring – no monitoring at present.
  • O – Air quality – no air quality checks currently in place.
  • P – Room air cleaners – none present.
  • Q - Risk of Legionellosis – cooling tower isolated and flushing regime in place.
  • A - not applicable as we have a mechanical ventilation system.
  • B - AHU running 5am to 10pm, Monday to Friday.
  • C - Fan Coil Units (FCU) to run parallel with the AHU 5am to 10pm Monday to Friday.
  • E - Toilet ventilation will run the same as main building. No longer a requirement for 24/7 operation. Advice to staff via signage to flush with the lid closed.
  • G - Set system to full (100%) fresh air. Third floor and cafe AC turned off. Comms room AC to remain on as isolated location with no/limited staff presence. One person to access at a time.
  • I - FCU's to run 5am to 10pm Monday to Friday. CO2 monitors not progressed at this stage as other controls identified are adequate for the restricted numbers working in the office.
  • J - No action  not a method to reduce viability of COVID.
  • K - As per PPM schedule  no increased cleaning required.
  • L - AHU and FCU filters cleaned/replaced in line with PPM schedule.
  • M - Dust masks to be worn. Double bag used filters before disposal.
  • O - Air Quality  not progressed at this stage as other controls identified are adequate for the restricted numbers working in the office.
  • P - Adequate controls in place without needing HEPA filters.
  • Q - Cooling tower reinstated.
  • Desk fans allowed as per Health and Safety Executive guidance.
  • Relative Humidity (RH) is now not considered a method to reduce viability of COVID-19, i.e. aiming for 40 to 60%. RH only reduces viability if above 80% which is not achievable in offices. So we no longer need to record RH, only CO2.
MA, AH and BAM Review November 2021

14. Cafe area including stationery cupboard

All staff, contractors, cleaners, cafe staff and visitors but specifically - BAME and vulnerable staff with health conditions as per NHS guidelines

High traffic route with staff visiting IT and Facilities service desks and obtaining stationery. Increased risk of transmission through prolonged contact with others.

  • BackWood Cafe is closed for any food or drink sales.
  • Limited number of tables available with one chair per table, tables spaced at least 1m apart and out of the walkway areas.
  • BackWood to remain closed
  • Directional floor signs to show flow of in and out traffic.
  • All microwaves back in use.
  • Small number of tables available with one chair at each.
  • Stationery cupboard closed, table with a small number of frequently used items available. Anything else required will be requested from Facilities via Service Now.
AH, MGT, DT Ongoing

15. Car park access and egress

Vehicle drivers, cyclists, pedestrians and contractors accessing the swipe system to gain entry.

Possible touch point contamination.

  • Car park entry is gained via swiping of users own entry card - suggest wiping card.
  • All designated spaces will be de-allocated at this time. Staff who would normally use public transport but choose to drive instead may be allocated a parking space on a temporary basis. Spaces are limited and will need to be booked.
  • Car park entry is gained via swiping of users own entry card  suggest wiping card after use with anti-viricidal surface wipes.
  • Entry in to the building from the car park via lift or central staircase only.
  • Access to the car park from the building must be done via the lift, central stair case or by leaving the building and walking round to the car park entrance and swiping.
  • Provision of hand sanitiser dispensers in the lower basement and basement lobbies.
All staff with access Ongoing

16. Collection of train tickets

Frequent use by multiple persons of keyboard for train ticket dispenser.

  • Train travel is currently permitted as long as staff member is comfortable using public transport.  Car hire or virtual meetings should be considered first.
  • Travel to be undertaken where possible out of peak hours.
  • Car hire should be considered before public transport it used.
  • Face coverings should be worn at all times, although guidance now suggests we do not  need to wear them we are continuing to ask staff to do this in line with current government advice for crowded and enclosed areas (a visor is not a face covering).
     
  • Ticket dispenser behind Perspex screen at reception, return to emailing or providing ticket reference details to security to print tickets, if travel has been permitted and is deemed safe (covered by separate risk assessment).
  • Staff to refer to the generic risk assessment for more advice on travel during the pandemic.
Reception September 2021
 

17. TPR Generic risk assessment

 

  • Refer to intranet guidance.
  • Changes made to reflect external travel/meetings to facilitate possible panel hearings. Staff must refer specifically to tabs 10, 12 and 13 for guidance on external duties.
  • Changes made to reflect travel restrictions during a national lockdown.
 All staff  Ongoing

18. Events at Napier

  • Events or gatherings are currently not permitted within Napier House without prior permission and assessment.
  • Larger gatherings of staff in Regent and Brunswick – windows will be always open to aid with ventilation.
  • Smaller events can take place providing permission is sought form facilities and a risk assessment has been undertaken.
  • Guidance will be regularly checked, and changes will be documented here. An exco decision will be made based on this risk assessment as to when events may be likely to take place again.
 All staff  Ongoing