Taylor Walton - COVID-19 Health & Safety Office Risk Assessment
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Taylor Walton - COVID-19
Health & Safety Office Risk Assessment
6 July 2020
This Risk Assessment covers our three offices and has been conducted with regard to the Government guidance Working Safely
during Covid-19 in offices and contact centre – 11 May 2020 and as updated most recently on 3 July 2020:
Luton: 28-44 Alma Street, Luton, LU1 2PL
Date of Assessment: 28 May 2020
By: SMS
Harpenden: TW House, Station Approach, Harpenden, AL5 4SP
Date of Assessment: 2 June 2020
By: SMS
St Albans: Thornycroft House, 107 Holywell Hill, St Albans, AL1 1HQ
Date of Assessment: 29 May 2020
By: SMS
Page 1 of 26About Coronavirus:
Covid-19 is a new illness that can affect your lungs and airways. It is caused by a virus called Coronavirus. Symptoms can be
mild, moderate, severe or fatal. This Risk Assessment focuses on trying to minimise the risk to owners, employees, cleaning
contractors, visitors and clients of being affected by Covid-19 when in the office environment.
Since March 2020 the UK has been required to comply with lockdown measures aimed at reducing the speed of transmission of
Covid-19. Employees who can work from home have been directed to do so. This Risk Assessment has been prepared to record
the potential risks of exposure to Covid-19 and how the Firm proposes to minimise these risks in light of the easing of lockdown
measures and staff being allowed to attend the office for work. It is recognised that it will not be possible to eliminate the risk of
potential exposure to Covid-19, however, all staff are expected to follow specific safety procedures put in place to minimise the risk
of transmission. Any member of staff who does not comply with these safety measures may face disciplinary action.
Page 2 of 26About our Luton office:
The Firm occupies three floors of Britannia House and two floors of Raglan House. Raglan House second floor is occupied by
another business. The office is purpose built and kitted out with standard office furniture, individual IT equipment and shared office
equipment i.e. printers, photocopiers/scanners. Staff have allocated desks. There is no regular ‘hot desking’ albeit staff from other
offices may utilise an unused desk if visiting the Luton office. Staff work either in open plan (Secretarial staff, Accounts and IT staff)
or in offices (fee earners and others). Some offices are multi-occupancy. Ordinarily there are 79 people based at the Luton office.
There are two separate sets of stairs leading from the ground floor to the first and second floors in Britannia House. Staff can walk
directly between Raglan and Britannia House on the first floor. There is one set of stairs leading from the split ground floor to the
first floor of Raglan House. A lift services the ground, first and second floor of Britannia House. A second lift, accessed from the
communal area, services Raglan House. Staff have access to four kitchens and seven toilet facilities. There is a central post room
and a stationery supplies cupboard on the first floor of Britannia House.
The main office Reception is located on the ground floor of Britannia House. Staff enter and exit the office either at the front
reception from Alma Street, from the rear car park from Inkerman Street either into Britannia House or Raglan House or from Alma
Street into Raglan House.
Visitors/contractors/cleaners enter the main reception either from Alma Street directly into Reception or from the rear car park into
Britannia House. Four client meetings rooms are located on the ground floor of Britannia House.
There is a bespoke cleaners’ cupboard housing all cleaning products and only accessed by our third party cleaning company.
The Firm's Health & Safety Policies are reviewed at least annually. The required Health & Safety Law at work poster is displayed.
Page 3 of 26About our Harpenden Office:
This purpose built standalone office is kitted out with standard office furniture, individual IT equipment and shared office equipment
i.e. printers, photocopiers/scanners over three floors. Staff have allocated desks. There is no routine ‘hot desking’ although staff
may utilise an unused desk or meeting room if visiting from another office. Staff work either in open plan (Secretarial staff) or in
offices (fee earners). Some offices are multi-occupancy. Ordinarily there are 35 people based at the Harpenden office.
There is one set of stairs leading from the ground floor to the first and second floors and a lift. Staff have access to two kitchens
and four toilet facilities. On the first floor there is a central post room where stationery supplies are located.
The main office Reception is located on the ground floor accessed at street level. Staff enter and exit the office through the front
entrance from Station Approach or through the garage into the ground floor meeting room area.
Visitors/contractors/cleaners enter the office through the front entrance from Station Approach. Three client meetings rooms are
located on the ground floor.
There is a bespoke cleaners’ cupboard housing all cleaning products and only accessed by the third party cleaning company.
The Firm's Health & Safety Policies are reviewed at least annually. The required Health & Safety Law at work poster is displayed.
Page 4 of 26About our St Albans Office:
This standalone office is kitted out with standard office furniture, individual IT equipment and shared office equipment i.e. printers,
photocopiers/scanners over two floors. Staff have allocated desks. There is no routine ‘hot desking’ although staff may utilise an
unused desk or meeting room if visiting from another office. Staff work either in open plan (Secretarial staff, Family Department
and Commercial Real Estate Department) or in offices (other fee earners). Some offices are multi-occupancy. Ordinarily there are
38 people based at the St Albans office.
There is one set of stairs leading from the ground floor to the first floor and a lift. On the ground floor staff have access to a staff
room with kitchen facilities and a drink making station on the first floor. Staff have access to four toilet facilities. On the first floor
there is a post area and stationery supplies.
The main office Reception is located on the ground floor accessed at street level from Holywell Hill. Staff enter and exit the office
through the front entrance from Holywell Hill. There is an emergency exit at the back of the building on the ground floor into the car
park.
Visitors/contractors/cleaners enter the office through the front entrance from Holywell Hill. On the ground floor there are three client
meetings rooms.
There is a bespoke cleaners’ cupboard housing all cleaning products and only accessed by the third party cleaning company.
The Firm's Health & Safety Policies are reviewed at least annually. The required Health & Safety Law at work poster is displayed.
Page 5 of 26Scope of Risk Assessment
This risk assessment considers the following hazards;
• the transmission/spread of Covid-19 and
• the wider impact of the outbreak of Covid-19 on our working and personal lives.
The new coronavirus is a respiratory virus which spreads primarily through droplets generated when an infected person coughs or
sneezes, or through droplets of saliva or discharge from the nose. It is understood that Covid-19 germs can remain on hard surfaces
for many hours and can therefore be transmitted by touching the surface and then touching the nose or mouth.
Measures to reduce transmission include; frequent thorough handwashing with soap and water or frequent use of an alcohol-based
hand gel, catching a sneeze or cough in a tissue that is immediately disposed of or in the crook of the arm and maintaining social
distancing (currently of a minimum of 2m).
Those who may be harmed include:
Staff
Visitors to our premises
Cleaners
Contractors
Postal Service/Drivers/Couriers/
Vulnerable groups – Elderly, pregnant workers or visitors, those with existing underlying health conditions
Anyone else who physically comes in contact with our people in relation to our business.
Page 6 of 26Action by Action by Done
Additional Controls
Controls Required who? when?
Hand Washing/Sanitising
Hand washing facilities with soap and water in Hand sanitising and handwashing posters displayed SMS/DJN IN EFFECT CONTINUING
place; toilets and kitchens. Hands should be dried to remind staff to wash their hands on a regular
thoroughly using electronic hand-dryer or basis for 20 seconds with water and soap and the
disposable paper towels. importance of proper drying.
https://www.nhs.uk/live-well/healthy-body/best-way-
to-wash-your-hands/
Frequent and stringent hand washing to take place. Staff to wash hands/apply hand gel sanitiser on ALL STAFF IN EFFECT CONTINUING
Staff continue to be directed to hand washing their arrival to the office and to apply gel sanitiser
guidance. on leaving the office.
Gel sanitisers to be used regularly. Gel sanitisers located on the entry to the office, on RP IN EFFECT
reception and near shared equipment i.e.
photocopiers.
Staff must use the sanitiser every time before and ALL STAFF WITH CONTINUING
after using any shared equipment. IMMEDIATE
EFFECT
Staff reminded to catch coughs and sneezes in DJN SENDING OUT CONTINUING
tissues – Follow Catch it, Bin it, Kill it and to avoid REMINDER
touching their face particularly nose or mouth with EMAILS
unclean hands. Staff must ensure they have their
own personal supply of tissues with them.
Page 7 of 26Whilst there will be sanitising gel located at several ALL STAFF WITH CONTINUING
points in the office, staff should carry their own IMMEDIATE
sanitising gel with them when moving around the EFFECT
office and keep their own supply accessible at their
desk.
Staff must wash their hands/apply gel sanitiser ALL STAFF WITH CONTINUING
before and after eating and before and after using IMMEDIATE
facilities in the kitchens. EFFECT
Social Distancing - General
Managing the number of staff in our offices in order Implementing a planned and a gradual return to the SMS/DJN SINCE MARCH CONTINUING
to ensure that occupied workstations are a office for more members of staff. Initially for a 2020
minimum of 2 metres from each other or where 2m prioritised group of staff; e.g. those struggling with MANAGEMENT TEAM
cannot be achieved, 1 metre with risk mitigation. working from home or who are vulnerable at home HEADS OF
(mentally or physically), secretarial staff and fee DEPARTMENT
earning staff who can work more comfortably and
productively from the office given work volume or
necessity. Staff may be asked to attend the office
on fixed days to minimise the number of different
people they come into contact with.
Managing the number of staff in our offices to take A gradual return to the office as considered safe SMS/DJN SINCE MARCH GRADUAL
account of maintaining a 2 metre distance (1 metre and necessary for business purposes to incorporate 2020
with risk mitigation) from each other when taking a mix of regular planned office attendance and MANAGEMENT TEAM
account of reasonable and practical movement working from home. A gradual increase of those HEADS OF
around the floor and office generally working in the office over several months, will allow DEPARTMENT
the Firm to assess the realistic safe capacity each
office can accommodate on any given day. Some
Page 8 of 26staff may continue to work from home wholly or in
part for many months.
Once in the office, staff should minimise their Staff should not engage in group face-to-face ALL STAFF WITH CONTINUING
movement around the office to what is necessary to discussions unless clear 2 metre minimum social IMMEDIATE
get their work done. Face-to-face conversations distancing can be preserved. EFFECT
should be minimal, short and a minimum of 2 metre
distance. Staff should make use of other
communication methods i.e. phone, email that are
not required face-to-face.
Staff supporting each other to ensure social ALL STAFF IN EFFECT CONTINUING
distancing is adhered to. Staff should use common
sense and avoid passing within 2 metres of each
other when moving around the office (or plus 1
metre). Staff should observe others’ movements
and where possible wait in larger floor space areas
to allow others to pass. Where it is not possible to
maintain 2 metres, staff should move swiftly passed
their colleague.
Social Distancing – Detailed Measures
Entry & Exit: Luton: Staff to enter the office from Alma Street into ALL STAFF WITH CONTINUING
Britannia House or Raglan House, or from the rear IMMEDIATE
car park. Staff to exit during the day onto Alma EFFECT
Street or at the end of the day also to the rear car
park. Fire escape exits should not be used for
security reasons.
Harpenden & St Albans – staff to arrive and exit
through the front entrance and to observe social
Page 9 of 26distances if others are arriving or leaving at the
same time.
To avoid staff arriving as a group at the start of the SMS WITH STAFF AS REQUIRED CONTINUING
day and difficulties with social distancing around
office entrances on arrival and at lunchtime and the
end of the day, consider as appropriate and as
necessary staggering work start and finish times
and lunch breaks.
Stairs: Luton Britannia House - to avoid staff crossing each DJN 15 JUNE 2020
other where it is not possible to avoid being closer
than 1 meter, single direction of travel for each of
the two flights of stairs. Provide clear signs to
advise staff.
Luton Raglan House - make use of larger floor
space on landings as passing points/wait for others
before using the stairs.
Harpenden & St Albans – staff will be using a single
staircase and therefore must be observant if others
are using the stairs and therefore wait until social
distancing can be observed. Staff should make use
of larger floor area on landings to wait for staff to
pass. There should be no passing on the stairs.
Moving around the office: To minimise risk to those seated in open plan areas RP 15 JUNE 2020
from regularly passing members of staff and staff
crossing each other within 2 metres,
Luton: on the first and second floor of Britannia
House mark directional one-way routes, no-passing
Page 10 of 26areas, ‘no through walkways’ - staff should make
use of larger floor space as ‘waiting/passing areas’.
Harpenden & St Albans – mark ‘no through
walkways’ - staff should make use of larger floor
space as ‘waiting/passing areas’.
Mark out clear 2m distancing lines for office RP 15 JUNE 2020
hotspots i.e. photocopier, printers. Staff should
avoid any congregation and should observe when
they would have clear access avoiding others or
wait in larger floor areas.
Minimal movement of staff between branches. STAFF WHO IN THE WITH CONTINUING
PAST FREQUENTLY IMMEDIATE
MOVED BETWEEN EFFECT
BRANCHES
Workstations: Assess the ‘safety’ of every current workstation – SMS 28 MAY 2020 COMPLETE
considering passing areas, proximity to other
workstations and direction of seating. Avoiding
using desks immediately opposite, on any given
day utilising safe patterns of desks in open plan
areas - diagonal, back to back. Avoiding direct
face-to-face working.
Office rooms will be single occupancy unless a
room can comfortably accommodate multiple
occupants maintaining social distancing when
seated and reasonable distancing when moving to
items needed in the shared office space and when
entering and exiting the office.
Where necessary and possible consider moderate
repositioning of workstation or other office furniture AS REQUIRED
to create safer space.
Page 11 of 26Where it is not possible to observe social distancing SMS WITH AS REQUIRED CONTINUING
and staff are at risk from regular passing INDIVIDUAL
colleagues, allocate staff to a safer workstation. CONCERNED
Social Distancing – Communal Areas
General: Staff must not to congregate in or around ALL STAFF WITH CONTINUING
communal areas. Staff should purposefully IMMEDIATE
complete their task and move out of the area EFFECT
promptly.
Post room No more than 2 people in the post room (Luton) at ALL STAFF WITH CONTINUING
any one time/No more than 1 person in the post IMMEDIATE
room (Harpenden) at any one time/no more than 1 EFFECT
person in the post area (St Albans) at any one time.
Kitchens – may be used for general handwashing, Staff must wash their hands/sanitise on entry to and ALL STAFF WITH CONTINUING
making drinks, use of microwave and fridge on leaving the kitchen. IMMEDIATE
provided the following is observed- No more than 1 person in any kitchen (Luton) at EFFECT
any one time/No more than 1 person in any kitchen
(Harpenden) at any one time/No more than 2
people in the staff room/kitchen (St Albans) at any
one time – Food should not be consumed in the
staff room (St Albans). Staff must only prepare
their own individual drink using their personal
cup/glass. Fridges may be used to store prepared
food. Microwaves may be used to heat prepared
food. No food may be prepared in the office. Food
should be consumed using personal cutlery. All
items must be personally washed and left on your
desk. There will be no use of communal tea towels.
A limited supply of kitchen roll will be available to
Page 12 of 26dry items washed in the kitchen. Staff must
wash/sanitise their hands before and after
consuming food.
Toilets: Luton - Where there is more than one cubicle (first ALL STAFF WITH CONTINUING
and second floor Britannia House and first floor IMMEDIATE
Raglan House), only 1 person must enter the facility EFFECT
at any one time. Please close pan lid before
flushing. Display the ‘engaged’ notice to the
outside toilet door and turn to ‘vacant’ on exiting.
Hands should be sanitised before entering and after
exiting (in addition to handwashing after toilet use)
Doors: Door handles and door push plates are a frequently ALL STAFF WITH CONTINUING
touched surface by many and therefore pose a risk. IMMEDIATE
Doors may be propped open to minimise risk. EFFECT
However it is imperative and a legal requirement
that fire doors remain closed. Other internal doors
that are not fire doors and where this does not pose
a security issue may be propped open during office
hours. Otherwise, to minimise risk, staff should
sanitise their hands regularly ideally before and
after touching any door and avoid touching their
face.
Lift: Lifts are unventilated small closed spaces. They ALL STAFF WITH CONTINUING
are to be only used by 1 person at any one time. IMMEDIATE
Ideally hands should be sanitised before and after EFFECT
pressing the lift call button.
Page 13 of 26Minimising use of Shared Items
Where possible staff are required to minimise using Staff must use their own pen to sign-in each day ALL STAFF WITH CONTINUING
shared items in the office unless this cannot be (Luton) IMMEDIATE
avoided i.e. photocopier. Of course general office Staff must indicate (at a distance) to Reception their EFFECT
supplies can be used but should be retained on an attendance each day who will sign staff in
individual’s desk and not shared. (Harpenden and St Albans)
Desks and IT equipment must not be shared. ALL STAFF WITH CONTINUING
Where this cannot be avoided – desk and IT IMMEDIATE
equipment must be thoroughly cleaned before use EFFECT
by another user. Work only from an assigned
workstation and keep to this workstation until
advised otherwise.
Do not share pens/other equipment i.e. a calculator, ALL STAFF WITH CONTINUING
stapler – if you need to use a shared piece of IMIMEDIATE
equipment i.e. document binder, large stapler, staff EFFECT
must sanitise hands before and after use and not
touch their face.
Cleaning
Third party cleaning company continuing cleaning Regular contact with third party cleaning company RP AND CLEANERS SINCE MARCH CONTINUING
and disinfecting routine paying particular attention to ensure
to toilets, kitchens and equipment and surfaces that • A high standard of cleaning is consistently
are touched regularly in areas of high use such as maintained.
door handles, door push plates, light switches, stair • Cleaning staff are following hygiene rules –
bannisters, lift call buttons, photocopier buttons and hand sanitising and catching coughs and
cleaning desk surfaces using appropriate cleaning sneezes in tissues immediately disposing of
products and methods.
Page 14 of 26• Cleaning company have taken measure to
protect their own staff and our staff when
carrying out their duties i.e. ensuring staff
are not working if display any suspected
Covid-19 symptoms, are not working if
should be shielding or work in other high
risk environments which could pose
themselves or our staff at an increased risk.
Staff should use sanitising wipes to clean their own ALL STAFF WITH CONTINUING
desk surface and equipment regularly (at least once IMMEDIATE
a week) i.e. phone handset, switchboard, keyboard, EFFECT
mouse, calculator etc.
Staff must leave desk surfaces completely clear of ALL STAFF WITH CONTINUING
papers etc. when leaving the office to enable IMMEDIATE
cleaners can thoroughly clean the desk surface. EFFECT
When visitors start attending our offices, cleaning to RP WITH CLEANERS WHEN
include thoroughly cleaning and sanitising reception REQUIRED
area and waiting area.
Ventilation: Risk can be reduced with good ventilation. ALL STAFF WITH CONTINUING
Whenever possible and comfortable to do so IMMEDIATE
windows should be open. Where this is not EFFECT
possible it is safe to provide ventilation through air
conditioning.
Page 15 of 26Personal Protective Equipment
Gloves: There are no roles in the Firm that ordinarily require SMS AND AS REQUIERD CONTINUING
staff to wear gloves and therefore there is no INDIVIUDALS AS REQUIRED
requirement to wear gloves. Those touching items CONCERNED
coming into the office i.e. incoming post should
apply hand sanitiser or wash their hands thoroughly
after handling such items.
However, should any member of staff prefer to wear
gloves, a small supply will be provided. Such staff
members must make themselves known to SMS.
Staff choosing to use gloves will be directed to
follow instructions on how to remove gloves
carefully to reduce contamination and how to
dispose of them safely.
For those wearing gloves, regular reminders that
gloves are not a risk prevention method in place of
regular hand washing/sanitising and not touching
their face. A gloved hand can still transmit Covid-
19 to themselves or to others if the glove is not
clean and the user touches their face or other
surfaces.
Face Coverings/Masks: It is not necessary that staff wear face SMS/RP WITH CONTINUING
coverings/masks when in the office. However, RECEPTIONISTS IMMEDIATE
should a member of staff prefer to do so then they OTHER STAFF AS EFFECT
are welcome to prepare and use their own face ADVISED
covering/mask. A small number of face masks can
be provided to those who request them from RP.
Page 16 of 26Staff members who have to use public transport to
get to work must advise SMS. Current government
advice is that face coverings/masks should be worn
on public transport.
Staff who attend public places as part of their duties
i.e. the Post Office are required to wear a face
covering/mask particularly where social distancing
cannot be maintained.
All those using a face covering/mask are directed to
the following instructions on how to use these
safely.
https://www.gov.uk/government/publications/how-
to-wear-and-make-a-cloth-face-covering/how-to-
wear-and-make-a-cloth-face-covering
Face coverings/masks must not be considered in
place of regular handwashing/sanitising, not
touching face and social distancing.
Desk screens: Workstations in open plan areas of the office are
already divided with front facing desk screens. This
allows opposite desks in open plan to be occupied
at the same time. A small number of additional
desks may be made safer with the addition of a
screen. In the interim, such desks have been
marked to be unoccupied or made safe with
modifications to room layout/desk orientation.
Reception desk screens: Our reception desks already have a raised front to RP ORDERED EXPECTED
provide distancing. However, in order to provide EARLY APRIL END JULY 2020
additional protection to our visitors and Reception 2020
staff, whilst requiring visitors to observe the 2 metre
Page 17 of 26social distancing rule on entering our office, a
screen will be placed on the front reception desk. A
screen will also be placed between our
receptionists where social distancing is not possible
and our switchboard cannot be located elsewhere.
Meeting room table screens: In order to protect our visitors and our staff, in RP ORDERED EXPECTED
addition to observing social distancing in our EARLY APRIL END JULY 2020
meeting rooms with marked safe seating 2020
arrangements, table top screens will be placed
between parties.
Travel
Public transport: Identify those members of staff who have to use SMS/DJN WITH WITH CONTINUING
public transport to get to and from work. Where RELAVANT STAFF IMMEDIATE
continuing to work from home is not possible and/or EFFECT
working in the office is necessary/preferable, then
avoiding travel at busy times. Staff are required to
wear a face covering/mask whilst travelling on
public transport. The face covering/mask must be
safely removed and disposed of/safely stored
before entering the office. Hand sanitiser must be
applied immediately on removing the face
covering/mask. Staff are directed to guidance on
the safe use of face coverings/masks.
Cars/Firm Van: Staff should not share vehicles where the required
distancing cannot be achieved (unless for short
distances of under 15mins, wearing a face
covering/mask and car windows should be open.)
Follow guidance for safe use of face covering/mask
Page 18 of 26https://www.gov.uk/government/publications/how-
to-wear-and-make-a-cloth-face-covering/how-to-
wear-and-make-a-cloth-face-covering
Bikes and walking: If possible staff are encouraged to walk or cycle to
work. It is appreciated that this will only be feasible
for a few members of staff.
Reporting potential Covid-19 symptoms
All potential cases of Covid-19 must be reported If advised that a member of staff or public has ALL STAFF IN EFFECT CONTINUING
immediately to SMS or DJN. The member of staff developed Covid-19 and were recently on our
should immediately isolate themselves by going to premises additional cleaning will be adopted and
an empty office/meeting room to report their appropriate action will be taken to protect others;
symptoms. this may include requesting others to self-isolate as
a precautionary measure.
The potential symptoms of Covid-19 are;
•a high temperature – this means feeling hot to
touch on the chest or back and/or
•a new, continuous cough – this means coughing a
lot for more than an hour, or 3 or more coughing
episodes in 24 hours (if you usually have a cough, it
may be worse than usual) and/or
•a loss or change to sense of smell or taste – this
means noticing being unable to smell or taste
anything, or things smell or taste different to normal.
Any member of staff experiencing any potential
Covid-19 symptoms will be sent home and advised
Page 19 of 26to follow the stay at home self-isolation guidance.
The member of staff should avoid touching anything
in the office and avoid using public transport to get
home.
SMS/DJN/Heads of Department will maintain
contact with staff members during this time.
Those staff members under a shielding notice or ALL STAFF IN EFFECT CONTINUING
self-isolating due to a potential Covid-19 case in the
household or told to self-isolate as part of the
government’s test and trace service must follow the
government guidance and must not attend our
office. Where possible those staff members may be
enabled to work from home.
SMS/DJN/Heads of Department will maintain
contact with staff members during this time.
Members of the public must not attend our offices if Signs displayed before entering our offices. VISITORS – limited IN EFFECT CONTINUING
experiencing any potential Covid-19 symptoms. Visitors will be by appointment only and will be currently to
asked to confirm they have no potential Covid-19 postal/courier
symptoms. deliveries
Managing localised outbreaks
In order to manage a localised outbreak, all staff Staff may be organised to attend the office on fixed
members must notify DJN/SMS in advance of their days each week to limit the number of other staff
attendance at any office and must indicate their they come into contact with and to reduce the
attendance in the office to their branch Receptionist potential risk in the event of a local outbreak.
on arrival (or in Luton, staff must sign in). It is
important that SMS/DJN know who attended the
Page 20 of 26office on any given day to manage a localised
outbreak and to assist the Test and Trace service
as may be necessary.
SMS is the single point of contact in the event of a It is important to minimise alarm and to handle a
localised outbreak and will advise on the immediate localised outbreak in a proportionate and
action. Action may include requiring staff to self- responsible manner. If the Firm experiences more
isolate, closing an office and contacting local Public than one case of Covid-19, SMS will contact the
Health teams. local Public Heath England team to report the
incident. It will be important that SMS has an up-to-
date record of staff who attended the office on any
given day to assist the Test and Trace service and
to inform on the proportionate action to be taken.
Mental Health
HEADS OF IN EFFECT CONTINUING
Heads of Department to keep in touch with DEPARTMENT/SMS/
everyone in their department; as a group and with DJN
individuals, especially where additional support may
be needed. Share issues of concern and assist in ALL STAFF
providing pragmatic solutions. Seek support from
SMS/SJN where required.
People & Talent Team to raise awareness of Providing pragmatic guidance and support. SMS/DJN INCREASED CONTINUING
looking after mental wellbeing and guiding staff to Sign-posing guidance to those who are particularly PROMINENCE –
supportive resources. Encouraging staff to raise vulnerable e.g. those experiencing anxiety. ALL STAFF WITH
any concerns and seek additional support. IMMEDIATE
Supporting those who would cope better mentally Advising staff of published Government guidance EFFECT
by working in the office. on the mental health and wellbeing aspects of
coronavirus (Covid-19)
Page 21 of 26Working from Home
Staff are supported to continue to work from home. Wherever possible during Covid-19 circumstances, ALL STAFF IN EFFECT CONTINUING
working arrangements to suit individual preferences
and needs.
Organised attendance in the office.
Provide support to work from home or additional Those who are ‘clinically vulnerable’ (those who AS RELEVANT WITH IN EFFECT CONTINUING
safety measures to attend the office where have specific underlying health conditions that SMS/DJN/HEADS OF
necessary for those who are vulnerable. make them extremely vulnerable to severe illness if DEPARTMENT
they contract COVID-19.) have been advised to
take extra care when working out of the home.
Those who are ‘clinically extremely vulnerable’ will
have received a letter telling them they are in this
group, or will have been told by their GP and are
strongly advised not to work outside the home.
Where attendance in the office is necessary,
additional safety measures will be considered and
put in place to provide additional support.
For detailed definition of ‘clinically vulnerable’
refer to Section 9:
https://www.gov.uk/government/publications/staying
-alert-and-safe-social-distancing/staying-alert-and-
safe-social-distancing#clinically-vulnerable-people
For measures to protect the ‘clinically extremely
vulnerable’ :
https://www.gov.uk/government/publications/guidan
ce-on-shielding-and-protecting-extremely-
vulnerable-persons-from-covid-19/guidance-on-
Page 22 of 26shielding-and-protecting-extremely-vulnerable-
persons-from-covid-19#who-is-clinically-extremely-
vulnerable
Communication and Support
Keep staff apprised of current safety measures and Consult on Risk Assessment. SMS/DJN – TO ALL BY 19 JUNE COMPLETE
of any changes. WORKING STAFF 2020
Publish Risk Assessment SMS – TO ALL STAFF 6 JULY 2020 COMPLETE
(and on website) (asap after 6
July 2020)
Display safety notices and communicate safety SMS/DJN IN EFFECT CONTINUING
advisories – updated in accordance with latest WITH SUPPORT OF
government measures. HEADS OF
DEPARTMENT
TO ALL STAFF
Discussing individual concerns and making SMS/DJN WITH AS REQUIRED CONTINUING
arrangements where possible to INDIVIUDAL STAFF
accommodate/alleviate concerns. This would AS REQUIRED
include considering reasonable adjustments where
necessary.
To support staff who are affected by Covid-19 or SMS/DJN IN EFFECT
have a family member affected especially in the HEADS OF
case of severe illness or death. DEPARTMENT/
SUPERVISING
PARTNERS
Page 23 of 26Recognise the importance of keeping in touch with Use YUDU text alerts, email, Zoom, Microsoft SMS/DJN IN EFFECT CONTINUING
staff both in groups and individually. To provide Teams (in roll-out), phone calls to keep in touch HEADS OF
channels to circulate information, raise concerns with staff. Friday@5 initiatives, weekly quizzes, DEPARTMENT
and also to keep positive staff morale. ‘virtual’ Team meetings
Invite input from staff to enhance. TO INCLUDE ALL
Surveys to gather input from staff. Relay results to STAFF
staff.
Meetings with Clients at our offices
Our offices are currently closed to clients and third Our receptions are not open to clients or third IN EFFECT CONTINUING
party visitors (save for Royal Mail and courier parties. UNTIL
deliveries). FURTHER
Fee earners must ensure that clients are aware that NOTICE
they will not be able to attend our offices to
complete ID checks or to meet with any of our staff
– ID checks must be completed using our new
procedures. Clients may leave documents by
posting them at our office. Documents for clients
must be posted – clients must not attend our offices
to collect documents.
Strictly by appointment only and only where a EFFECTIVE
physical face-to-face meeting is necessary. No DATE TO BE
handshaking. Virtual meetings/phone calls should ADVISED
be the default. Unfortunately we will not be able to
accommodate unexpected visitors.
Only those who are essential to the meeting should
attend. We will not be able to provide
refreshments.
Page 24 of 26Immediately prior to attending, Clients/visitors will
be asked to confirm that they are not displaying any
potential Covid-19 symptoms. Meetings will be held
only where social distancing can be maintained. All
attendees will be asked to hand sanitise before the
meeting. Avoid transmission by avoiding sharing
pens. Meeting screens will assist with reducing
potential risk (delivery of order expected end July).
Where possible rooms should be well ventilated.
Extra care must be taken with vulnerable clients.
Our fee earners visiting clients – only where DISCUSS WITH IN EFFECT CONTINUING
absolutely necessary. Parties must make use of HEAD OF
remote communication tools first. However it is DEPARTMENT
appreciated that this is not always possible given
that legal paperwork may require signing or other
circumstances may require a meeting. Please
ensure other alternative means have been
exhausted first before contemplating meeting. Any
meeting must be outside, parties must be
comfortable with meeting and observe strict social
distancing, avoid transmission by not sharing pens
– parties should consider confidentiality/sensitivity
issues with discussing legal matters in the open.
Page 25 of 26Handling inbound and outbound
post/packages
Deliveries should be left outside our office for Allocated points in reception for the collation of RECEPTION/DELIVE IN EFFECT CONTINUING
collection at a safe distance or at a point in the outgoing post and for receiving incoming post – RY & COURIERS
office where it can be made observing social socially distanced from reception staff.
distancing. Staff should wash their hands/hand
sanitise after handing incoming and outgoing
post/packages.
Emergency evacuation of office
ALL STAFF & IN EFFECT CONTINUING
In the event of an emergency requiring staff to VISITORS
evacuate the office e.g. fire, staff do not need to
observe social distancing. When safe to do so on
re-entry to the office staff should observe social
distancing and sanitise hands.
SMS – STEPHANIE SIMON, PEOPLE & TALENT PARTNER DJN – DERRI NELSON, PEOPLE & TALENT ASSISTANT
RP – RICKY PLUMMER, FACILITIES ADMINISTRATOR
For more information see:
Government guidance – Working safely during Covid-19 in offices and contact centres - 3 May 2020
Page 26 of 26You can also read
