Example Risk Assessment for an Office Environment (Issued by the Safety Office)
Date: (1) 19/09/ 2010 |
Assessed by: (2) E .J |
Checked /
Validated* by: (3) E.J.Griffin |
Location: (4) Kilburn offices |
Assessment ref no (5) KB 01 |
Review date: (6) 19/09/2011 |
Task / premises: (7) Risk assessment for the activities
associated with work in an office environment |
Activity (8) |
Hazard (9) |
Who might be harmed and how (10) |
Existing measures to control risk (11) |
Risk rating (12) |
Result (13) |
Work in an office
environment |
Slips, trips |
Staff, Visitors, Cleaners - could suffer
injury e.g. sprains or fractures if they fall |
Reasonable standards of
housekeeping maintained Trailing cables positioned
neatly away from walkways Damage to floor coverings
and other repairs and maintenance reported immediately to …… for
repair/replacement as necessary Floors kept clear of items,
e.g. papers, bags Cabinet drawers and doors
kept closed when not in use Floor cleaned regularly Adequate lighting provided |
Low |
A |
Manual Handling – carrying,
lifting, pulling, pushing heavy loads e.g. furniture, PCs, stationary |
Staff - could suffer from
back pain if heavy/bulky objects carried incorrectly |
Staff trained in correct
manual handling techniques Untrained staff to contact
….. to arrange for items to be moved Trolley used to transport
boxes of paper etc Top shelves used for
storage of light objects only |
Low |
A |
|
Regular computer use |
Staff - may suffer from
upper limb disorders (associated with repetitive actions) from regular PC use
or suffer from eyestrain/headache if lighting/screen image is poor |
DSE Self Assessment of
computer workstation undertaken within 4 weeks of starting employment and
results forwarded to ….. All problems identified in
the self assessment prompt a full assessment with the findings reported to
…… who will arrange for remedial
action to be taken Staff appointed to
undertake full DSE assessment as
necessary Work scheduled so that
staff have regular breaks from the computer Training in new software
use provided as necessary |
Low |
A |
|
Electrical e.g. PC, printer, lamp,
fan, heater, kettle, photocopier, shredder, extension leads |
Staff and others - could
suffer electrical shock or burns if equipment is faulty |
All office equipment used
in accordance with the manufacturers instructions and staff trained in its
use by ……. Portable Appliance Testing
(PAT) is carried out in accordance with the University Code of Practice on
the Maintenance of Electrical Equipment Defective plugs, cables
equipment etc reported to …… for repair/replacement Sufficient power sockets
provided to reduce need for extension cables Staff discouraged from
bringing in own electrical equipment as maintenance cannot be assured Kettle/water heater
positioned so water spills cannot contact
electricity supply or equipment Liquid spills mopped up
immediately |
Low |
A |
|
Fire |
Staff and other building
users - could suffer from smoke inhalation or burns if trapped in office |
Staff induction includes
fire evacuation procedures and means of raising the alarm Annual fire evacuation
practice carried out Access to fire exits kept
clear Regular removal of
combustible waste Heaters located away from
combustible materials and switched off
when office is left unattended |
Med |
A |
|
Lone working |
Staff - if presence not
known in the event of an emergency or if there is a threat to personal
security |
Telephone contact available
at all times Out of hours working
arrangements in place to indicate the presence of people in the office Staff advised to ensure
unauthorised persons do not gain access when using building out of hours Staff informed of how to
contact Security |
Low |
A |
|
Falls from height |
Staff - retrieving items stored at height |
Stepladder/kick stool
available from ….. Equipment checked annually
for defects and by user before each use Staff trained in safe use
of stepladder/kick stool |
Low |
A |
|
Stress |
Staff - from pressure of
work demands, lack of job control, insufficient support from colleagues, not
knowing their role, poor relationships, or badly managed change |
University Stress policy in
place Work plans & objectives
discussed and agreed at PDR annually or more frequently if need arises Self-referral to
Occupational Health Service available |
Low |
A |
|
Environmental hazards a) thermal comfort |
Staff – may feel too
hot/cold or suffer other general discomfort |
Building temperatures kept
as reasonable as possible with supplementary heating/cooling available via
Estates or School/Directorate by contacting …. … when necessary Office is adequately
ventilated |
Low |
A |
|
b) space |
Staff and others – contact
with furniture if insufficient space to move around |
Space provided is
sufficient to enable free movement around the office, and for carrying out
tasks Individual space
requirements are re-considered when additional equipment furniture is
acquired |
Low |
A |
|
c) lighting |
Staff and others – may
suffer eyestrain if lighting is insufficient or of the wrong type |
Lighting levels sufficient
for the room, tasks undertaken and glare is minimised Window blinds fitted where
necessary to adjust lighting levels Local lighting (e.g. lamps)
is provided for close work where necessary Light switches are easily
accessible |
Low |
A |
|
Hygiene & welfare |
All staff & others
could experience general discomfort |
Toilets supplied with
hot/cold water, soap and towels, any deficiencies are reported to …... Refreshment area available
with drinking water and other facilities which is cleaned daily by …… No smoking policy
implemented |
Low |
A |
|
Chemical e.g. photocopier
toner/ ozone production, cleaning materials |
Staff |
Toner changed in accordance
with manufacturers instructions. Disposable vinyl gloves
worn when skin contact with toner is likely e.g. when changing cartridges Proprietary
chemicals/substances used as directed by the manufacturer All spills are cleared up
immediately and waste appropriately disposed of Heavily used photocopiers
situated in well ventilated areas. |
Low |
A |
|
Anything else relevant to
the local situation |
etc |
etc |
etc |
etc |
Action plan (14) |
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Ref No |
Further action required |
Action by whom |
Action by when |
Done |
|
Annual Office inspection |
Environment |
2010 |
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PAT on computer equipment |
IT service |
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PAT on electrical equipment fridges kettles heaters etc |
Frank Pickard |
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Notes to accompany
Example Risk Assessment Form
This assessment is
recommended for use by Health & Safety Services to control the risks from
hazards associated with single occupancy offices.
Important!
If you wish to use this assessment the identified hazards
will only be adequately controlled if measures listed under ‘Existing measures
to control risk’ are available and implemented, or where existing measures are
equivalent to these or better.
Action must be taken to
address any deficiencies before this assessment can be regarded as suitable and
sufficient for use (see 13 & 14 below).
How to use the form for your situation
(1)
Date :
Insert date that assessment form is completed. It must be valid on that day
(2)
Assessed by
: Insert the name and signature of the assessor. (Name is sufficient if done electronically)
(3)
Checked / Validated* by : delete one.
Checked by :
Insert the name and signature of someone in a position to check that the
assessment has been carried out by a competent person who can identify hazards
and assess risk, and that the control measures are reasonable and in
place. The checker will normally be a
line manager, supervisor, principal investigator, etc. Checking will be appropriate for most risk
assessments.
Validated by : Use this for higher risk scenarios, eg
where complex calculations have to be validated by another “independent” person
who is competent to do so, or where the control measure is a strict
permit-to-work procedure requiring thorough preparation of a workplace. The validator should also have attended the
University’s risk assessment course or equivalent, and will probably be a
chartered engineer or professional with expertise in the task being considered. Examples of where validation is required include
designs for pressure vessels, load-bearing equipment, lifting equipment
carrying personnel or items over populated areas, and similar situations.
(4)
Location :
insert details of where the assessment is intended to cover, e.g. building,
floor, room, School, Directorate etc
(5)
Assessment ref no : insert any local tracking references used
(6)
Review date
: insert details of when the assessment will be reviewed as a matter of
routine. This might be in 1 year’s time,
or a longer period if risks are known to be stable. Note that any assessment must be reviewed if
there are any significant changes – to the work activity, the vicinity, the
people exposed to the risk, etc
(7)
Task / premises
:. This is a specific risk assessment for typical activities associated with
work in an office environment
(8)
Activity : The
rows in this column have been merged to indicate that all the hazards relate to
the day to day work of the office environment being assessed.
(9)
Hazard :
list all the hazards associated with the areas/tasks you want to use this
assessment for. Remember to look at
hazards that are not immediately obvious.
Remove
any from and add others to the example assessment as necessary
(10) Persons in
danger : insert everyone who might be
affected by the activity. Remember those
who are not immediately involved in the work, including cleaners and
maintenance contractors, Estates personnel carrying out routine maintenance and
other work. Remember also that the risks for different groups will vary e.g.
new and nursing mothers, disabled, young persons on work experience.
(11) Existing
measures to control the risk : The measures
listed are those that are necessary to control the risks. Some specific hazards may require detailed
assessments in accordance with specific legislation (eg, manual handling, DSE
work,). Where this is the case, and a
detailed assessment has already been done it is acceptable to cross reference this
example risk assessment to the other documentation. Controls might also include use of qualified
and/or experienced staff who are competent to carry out certain tasks; an
action plan might include training requirements for other people who will be
carrying out those tasks.
(12) Risk Rating : this is a rating of the remaining risk with the listed existing control measures in place
and is given as high, medium or low, depending on how likely the activity is to
cause harm and how serious that harm might be.
The
risk is LOW - if it is most unlikely
that harm would arise under the controlled conditions listed, and even if
exposure occurred, the injury would be relatively slight.
The
risk is MEDIUM - if it is more
likely that harm might actually occur and the outcome could be more serious (eg
some time off work, or a minor physical injury).
The
risk is HIGH - if injury is likely
to arise (eg there have been previous incidents, the situation looks like an
accident waiting to happen) and that injury might be serious (broken bones,
trip to the hospital, loss of consciousness), or even a fatality.
Important! If this assessment is modified in any way users will
need to check whether the given Risk Rating and Result are affected in any way
and are still appropriate.
(13) Result : this stage of assessment is often overlooked, but
is probably the most important. Assigning a rating to a risk does not necessarily
mean that the risk is adequately controlled. The options for this column are:
T = trivial risk. Use for very low risk activities to show that
you have correctly identified a hazard, but that in the particular circumstances,
the risk is insignificant.
A = adequately controlled, no further
action necessary. If your control
measures lead you to conclude that the risk is low, and that all legislative
requirements have been met (and University policies complied with), then insert
A in this column.
N = not adequately controlled, actions
required. Sometimes, particularly when setting up new or adapting existing arrangements,
the risk assessment might identify that the risk is high or medium when it is
capable of being reduced by methods that are reasonably practicable. In these cases, the action plan must be completed.
U = unable to decide. Further information
required. Use this designation if
the assessor is unable to complete any of the boxes, for any reason. Often additional information can be obtained
readily eg from your School Safety Advisor, equipment/ chemicals suppliers,
University Safety Coordinator
For T and A results, the assessment is
complete.
For N or U results, more work is required before the assessment can be
signed off.
(14) Action Plan. Include details of any
actions necessary in order to meet the requirements of the information in
Section 11 ‘Existing measures to control the risk’. Identify someone who will
be responsible for ensuring the action is taken and the date by which this
should be completed. Put the date when the action has been completed in the
final column.