Coronavirus (COVID-19) Risk Assessment

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Coronavirus (COVID-19) risk assessmentAssessment date: 12 May 2020 (noted control measuresare as at 12/05/2020)Review date: Weekly due to ongoing changes in relation toCovid-19, moving to monthly when deemed appropriate byour Incident Management Team (IMT)Version: 1.0Risk matrix used in risk assessment to followRR residual risk

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresExposure from others due to:3 x 4 12 1) Living with someone with aconfirmed case of COVID-19.2) Have come into close contact(within 2m for 15 minutes ormore) with a confirmed case ofCOVID-19.3) Being advised by a publichealth agency that contact with adiagnosed case has occurred. To continue following Government actionon self-isolation and general COVID19ongoing guidance.Colleagues are encouraged to work fromhome when possible when self-isolating.Colleagues are encouraged to work fromhome where possible.Colleagues maintain contact with linemanagement and Human Resources (HR).The Bank has ensured that extremelyvulnerable workers are shielding themselvesand following their specific medical adviceissued to them.Colleagues advised to follow good hygienemeasures at all times.Daily text message put in place to allowcolleagues to report changes to their status(working status and physicalhealth/absence). Colleagues required torespond to the text message to allowappropriate data collection. Textmessaging was an initial control to provideearly warning of spread, which will besuperseded from 18 May by reportingthrough HR system.Additional controlsTo continually reviewindividual riskassessments and reactsensibly andproportionately tochanges and updates.Residual riskPersons at risk1x4 4All colleaguesContinuedcommunications to besent out to allcolleagues regardingCOVID19.Review of governmentguidelines on track andtrace when thiscommences.2

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresTransmission and spread ofCOVID 193 x 4 12Hand washing Hand washing facilities with soap and waterTo maintain 2m social distancingwherever possible including whilstin work and travelling betweensites. are in place in all work locations.Alcohol hand sanitiser procured for all siteswith aligned communication on use. Cleaningproducts sourced have a two week life cycle forkilling the virus. Two months’ worth of stock isheld to ensure the continuation of this service.Frequent calls are made to all properties tocheck stock levels of the above.Antibacterial wipes, or where not availableantibacterial spray, procured for colleagues touse on desk areas. Usage was for desks andkey points.Cleaning schedule increased to manage thecleaning requirements for cleaning anddisinfecting keyboard, mouse, monitor armand touch points such as handrails, toilets,taps and circulation areas.Communications provided on a regular basisto all colleagues to remind them of therequirement for frequent handwashing,avoiding touching their face etc.Additional controlsContinuation ofcommunication:Colleagues to bereminded on a regularbasis to wash theirhands for 20 secondswith water and soapand the importance ofproper drying.Residual riskPersons at risk1x4 4ColleaguesVisitors to premisesCleanersContractorsDriversVulnerable groups –Elderly, Pregnantworkers, those withexisting underlyinghealth conditionsColleagues arereminded to catchcoughs and sneezes intissues and to avoidtouching face, eyes,nose or mouth withunclean hands.3

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at riskMovement Restricted movement between occupancies (offices, call centre and branches etc.) forcolleagues and suppliers to reduce contact.Encouraging use of telephones or radios etc.and cleaning them between use. Access isrestricted where possible between differentareas of a building.Monitoring use of high traffic areas includingcorridors, lifts and walkways to maintain socialdistancing.All colleagues using a lift advised that in orderto protect social distancing requirements theyshould not enter a lift containing otheroccupants but wait for the next lift.Barriers provided in certain workplacelocations to restrict the flow of colleagues andencourage social distancing.Colleagues are encouraged not to gather incommunal areas in order to protect socialdistancing.Where possible start, finish and break times tominimise colleagues numbers in certain flowareas.4

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at riskFood and waste The Bank cafeteria was closed when government advice on lockdown was issued on23 March 2020. This remains closed atpresent.All food sharing activities such as tuck shops,bake sales and related sharing activities werestopped from 23 March 2020.For colleagues who are based from a Bankworkplace; service implements and dispenserssuch as tongs and sugar dispensers areprovided to avoid direct contact withfoodstuffs and drink items.Vending machines including cup dispensersare subject to routine hygiene cleaning withsanitisers.Tissue bins provided with accompanying label,lid and communications on disposal methods.Food service options such as extra microwavesprovided to avoid colleagues fromcongregating in central areas.Waste collections are now on demand (basedon the service). All waste contractors arerequired to sanitise the area, wear PPE andsanitise again afterwards.5

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at risk Shared cutlery and crockery is not advised. There is a limitation on the number ofcolleagues permitted to enter a tea point toreduce disease transmission. Agile workers are able to work from home.Cleaning and facilities Frequent cleaning is carried out and is inclusiveof disinfecting objects and surfaces that aretouched regularly particularly in areas of highuse such as door handles, light switches,reception areas. Appropriate cleaningproducts and methods are utilised. The cleaning team has been retrained incleaning tasks and all aspects of hygiene. Thecleaning team has been provided withpersonal protective equipment (PPE) such asgloves and overalls. Where there is a confirmed or suspected casethe cleaning team has been provided withadvanced training and PPE in order to providea deep clean. This is inclusive of the immediateworking area and extended to theneighbouring working area. Two colleaguesper site are trained to provide this service.6

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at risk Colleagues routinely clean and disinfecttouched objects such as computerworkstations and telephones etc with sanitiserprovided (wipes or spray). Clear desk policy is in place to minimisecontact items. Showers are closed for use. Cleaning procedures are in place for goods andmerchandise entering the premises(contractors observe social distancing, itemsare observed to be left in a noted location andcleaned on arrival and the contractor cleansdown the areas).Social distancing Colleagues advised through communicationsand government guidance to maintain aminimum distance of two metres apart. Activity time kept as short as possible(customer interaction and colleagueinteraction) to minimise personal contact. Back to back and side working is in placewhere possible to reduce face to face working.Directional signage hasbeen requested forbranches (entrance andexit routes) in order toallow customers toadhere to socialdistancing (on order).7

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at risk Remote working tools are in place to prevent in person meetings. Only absolutely necessaryparticipants should attend meetings andmaintain a 2m separation throughout.Transmission is avoided during meetings byavoiding sharing items such as pens etc. Handsanitiser is provided in meeting rooms.Limitation on number of colleagues working inan office; adhering to occupancy guidelines tominimise personal contact and to adhere tosocial distancing.Steps taken to review work schedules includingstart and finish times/shift patterns, workingfrom home etc. to reduce number ofcolleagues on site at any one time.Conference calls are used instead of face toface meetings where possible.Colleagues do not gather in communal areasto reduce transmission of COVID19.Sneeze screens are provided in branches wherethere are no screens in place.Split screens are covered to ensure there areno gaps in protection.Face shields are provided to branch colleaguesfor voluntary use with guidelines.Branches are provided with marketing standsto promote social distancing notices.8

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at riskWearing of PPE PPE (gloves, overalls, visors etc) have beenprovided in line with task requirements andgovernment guidelines as a protection factorwhere either social distancing cannot beachieved or for protection for cleaningpurposes. Where a Risk Assessment identifieswearing of PPE as a requirement of the job, anadequate supply of these is provided. Colleagues are instructed on how to wear PPEand dispose of it safely. Gloves procured for locations where colleaguesare required to handle pass books.Awaiting distributiondetails for requirementsfor gloves ordered forlocations wherecustomers use passbooks.Communications All standard internal postal services (deliveringand opening of external mail) ceased from 23March. All post is managed centrally and isscanned and emailed to the relevantcolleague/team. Regular branch communication in place toensure a consistent flow of current informationregarding COVID19 status; where a branchnotes a suspected or confirmed case ofCOVID19 this branch is subject to a deepclean overnight.9

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at risk Floor stickers are provided in branch areas toensure social distancing. Daily text message put in place to allowcolleagues to report changes to their status(working status and physical health/absence).Colleagues are required to respond to the textmessage to allow appropriate data collection.Text messaging was an initial control toprovide early warning of spread which will besuperseded from 18 May by reporting throughHR system. Daily IMT (Incident Management Team)meetings are held with actions reviewed andSME’s handling requests. Ongoing engagement with colleagues throughinternal communication channels and tradeunions to monitor and understand anyunforeseen impacts of changes to workingenvironments.Contractors and security Consideration has been given to staffing levelsfor contractors; rated on criticality to the Bank.10

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsResidual riskPersons at risk Non-essential contractors were stood down(where the service was not required at thistime) to reduce possible transmission of thevirus. All contractors that are providing aservice are contacted on a daily basis toensure they adhere to hygiene requirements,sanitise areas they are working in and inparticular all surfaces they have come intocontact with. All security guards have been trained to ensurethat all visitors acknowledge and adhere tohygiene standards and wear PPE whererequired.11

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresAdditional controlsHomeworking and DSE3x3 9 Ongoing review ofdisplay screen riskassessments (byManagers) All Bank colleagues provided with a link tocarry out new Display Screen Equipmenttraining (March 2020).New homeworking display screenequipment risk assessments (for temporaryhome working) were undertaken in March2020.Specific work equipment requirements forcolleagues were identified and equipmentpurchased as necessary.Homeworking and display screenequipment guidance provided to allcolleagues.New Homeworking Task Force has beencreated to manage the transition to newways of working considering technologyrequirements, homeworking and all relatedwork streams to ensure a smooth andefficient transition to returning to work.For office based colleagues, workstationsare assigned to one person and not shared.Where they need to be shared this shouldbe shared by the smallest number ofpeople possible. Workstations andcolleagues are sited 2m apart. Layouts andprocesses are continually reviewed toensure that colleagues can achieve a 2mdistance.Residual riskPersons at risk1x3 3All colleagues12

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measures Additional controlsResidual riskPersons at riskWhere is it not possible to moveworkstations further apart colleagues workside by side or facing away from each otherrather than facing each other.Occupancy levels are managed to achievesocial distancing.The use of hot desks is avoided and wherethis is not possible workstations are cleanedbetween different occupants.13

Coronavirus (COVID-19) risk assessmentHazardRisk ratingControl measuresWellbeing3 x 4 12There has been a consistent and organisedpromotion of mental health and wellbeingawareness to colleagues during COVID19,supplementing our usual wellbeing offeringincluding: continued regular promotion of our EmployeeAssistance Programme (EAP) to leaders andcolleagues with access to a wide range ofsupport materials including a Covid-19 toolkit,telephone advice line, counselling sessions etc; regular updates in our weekly leader emails,during leadership calls and through otherchannels to reinforce importance of leaderssupporting colleagues during thesechallenging times; regular promotion of our HR Leader AdviceTeam to leaders so they can seek immediateadvice and support if they have a teammember with difficul

Coronavirus (COVID-19) risk assessment 11 Hazard Risk rating Control measures Additional controls Residual risk Persons at risk Non-essential contractors were stood down (where the service was not required at this time) to reduce possible transmission of the virus. All contractors that are providing a service are contacted on a daily basis to ensure they adhere to hygiene requirements .

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