Generic Risk Assessment
WORKING IN OFFICES AND LOW RISK AREAS
Area(s) covered by assessment Date of
assessment
Who could be harmed?
Employees, students, visitors, people with permanent or temporary disability, pregnant workers.
Significant hazards or risks and control measures that apply to most workplaces
Implementing the listed control measures will reduce the risk of harm to low.
omputer (DS!) use" Employee may suffer from aches and pains as a result of poor posture,
workstation arrangement or prolonged use. Can become persistent or occasionally disabling.
Eye discomfort or headache may also be caused by poor lighting or screen image, or
prolonged use.
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DSE Facilitator(s check that staff who use computers complete the online Computer
Safety course and also the DSE self assessment form. !lso assists with implementing
actions arising from assessment.
DSE Facilitator also makes sure assessments are reviewed following significant changes
to workstations or work. Computer users also reminded of the need to review their
assessment annually.
+anual handling" "epetitive or prolonged periods of lifting, stretching and reaching may lead
to back pain or other manual handling related in#uries. $ifting of heavy or unbalanced load
incorrectly may also cause these in#uries. Can become persistent or occasionally disabling.
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!ll employees who are re%uired to carry out regular manual handling tasks given
information on safe manual handling. (See below.
Employees arrange for authorised staff to move heavy furniture (email&
porters'esse(.ac.uk (Colchester campus or the facilities provider and )* e%uipment (+ia
)SS helpdesk, email& helpdesk'esse(.ac.uk .
Suitable handling aids such as trolleys (not supermarket provided where necessary.
,orkplace arranged to minimise reaching, twisting and stretching to lift loads. -inimise
storage of heavy items at height or at ground level.
Slips, trips and falls" )n#uries to employees or visitors may be caused by slip and trip ha.ards
such as spillages, trailing cables, uneven flooring, loose carpet. /ccasionally leading to serious
in#ury. Employee may also fall when retrieving items stored at height, potentially resulting in
serious in#ury.
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Employees encouraged to maintain reasonable housekeeping standards.
*railing cables positioned neatly away from walkways.
Damage to floor coverings and other repairs and maintenance reported immediately to
Estates helpdesk (ems0helpdesk'esse(.ac.uk (or Facilities -anagement 1rovider for
repair2replacement as necessary.
Employees aware of procedures for dealing with spillages.
-inimise storage at height. ,here items are stored at height a stepladder or kick stool is
readily available to access the items. Stepladder regularly checked to ensure it is in safe
condition and record kept.
,here necessary, employees given information on safe use of stepladders as part of
induction (see below.
/fficeriskassess
$ast updated& !ugust 3456
-ire and !mergency" Failure to evacuate safely 0 employee and visitors could suffer from
smoke inhalation or burns if trapped in office. 1otential for fatalities. 1eople with limited mobility
may have difficulty evacuating.
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!ll employees aware of the fire evacuation procedures, emergency telephone numbers
(e.g. first aid and how to report fire safety issues.
Fire evacuation stewards appointed and trained (see 78S -anagement Statement for
details.
1ersonal Emergency Evacuation 1lan (1EE1 arrangement for those who may have
permanent or temporary disabilities that affect safe evacuation.
9asic Fire Safety training completed by all.
!ccess to fire e(its kept clear at all times.
Candles, incense, :oss sticks and oil burners are not permitted in work areas unless
permission has been given by the Fire Safety /fficer.
.one Working" Employees; may be unable to raise the alarm in the event of an accident or
incident. )n an emergency (e.g. fire security staff may not know employee is working in the
building.
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Employees follow security procedure for the area 2 building.
!ll employees made aware of emergency numbers and procedures for the area2building.
!t Colchester campus 1atrol /fficers do a walk around check of all buildings before <pm
and at other times during the night. Employees advised to&
o =otify 1atrol /fficers 2 security if intending to work later than 34&44hrs and let them
know when they leave.
o =ot lock office doors, so that checks on their safety can be made.
Work e/uipment" Electrical shocks or fire through use of unsafe electrical e%uipment. 9urns
and cuts from using work e%uipment (e.g. laminators incorrectly.
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Employees given appropriate instruction on safe use of work e%uipment (e.g laminators
"egular portable electrical appliance inspection and testing regime in place, in accordance
with the >niversity;s Standard on Electrical Safety and PAT .
Employees are made aware of >niversity 2 Department rules on&
o >se of 1ersonal Electrical E%uipment at ,ork
o 1rohibited and Dangerous Electrical e%uipment
o Electrical E%uipment& Simple +isual Checks
,here prohibited and dangerous e%uipment is found in work areas& !ction to be taken if
prohibited or dangerous electrical e%uipment is found in non0residential areas is followed.
Stress" Employees could suffer from work related stress as a result of work pressure, lack of
#ob control, inade%uate support or concerns relating to their role, relationships or change.
1rolonged stress can lead to temporary physical and mental health effects. )f not addressed,
employees may develop significant mental or physical health problems.
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Staff advised of >niversity;s guidance on stress (see below, staff development
opportunities, and availability of counselling. )nformation available on >niversity;s website
or via Under Pressure $eaflet.
,ork plans2ob#ectives and work load discussed and agreed at !ppraisal and 1erformance
"eview meetings and any other time as the need arises.
"egular team and 5&5 meetings through which potential stressors can be addressed.
*eam 2 Department or Section review of outcomes of staff opinion survey.
,here significant problems stress risk assessment carried out, with assistance of 7"
advisers.
*emperature" Employee may feel too hot2cold leading to general discomfort and low
productivity.
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>se of window blinds and doors to ventilate and2or conserve heat. Fan available.
,here employees report problems with thermal comfort, follow guidance on website at
www.esse(.ac.uk2ohsas2temperature2indoor.htm
Space" )n#uries through contact with (or hitting against furniture if there is insufficient space to
move around safely.
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Space provided is sufficient to enable free movement around workspace, and for carrying
out tasks and complies with legal minimum (55m
6
per person
.ighting" Employee and visitors may suffer eye discomfort or headaches if lighting is
insufficient, too bright or of the wrong type.
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$ighting levels are ade%uate for the tasks. $ocal lighting (e.g. lamps provided for close
work where necessary. ,indow blinds fitted where necessary to minimi.e glare.
0eneral ontrols for all hazards
=ew staff inducted using >niversity;s health and safety induction checklist and shown =ew
:oiner information on the /7S!S website
Staff who are promoted or transferred into new roles are ade%uately inducted
!nnual health and safety inspection carried out
Employees advised of how to obtain first aid and report accidents and ha.ards
"isk assessment carried out for pregnant workers when employee informs of pregnancy
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(ther hazards & risks not covered by above (give details)"
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ontrol measures"
)f action is needed to implement any of the above control measures complete the action plan below&
Action to be taken 1y who
*arget
completion
date
Date
completed
*( 1! (+$.!*!D 1% +A'A0!)
-anagers =ame& :ob role&
Department 2 Section2*eam&
7ow was assessment
communicated to staff&
Date&
Signed (-anager& Date&
)!2#!W" /nce all controls in place review should normally be carried out annually.
)eview Date 'otes & Action
-3)*4!) 03#DA'!
Further guidance on following is available on the 7S!S webpage? http&22www.esse(.ac.uk2ohsas Follow
appropriate links&
Stress" )nformation for employees available at www.esse(.ac.uk2ohsas2stress or via the leaflet Under
Pressure (available from 7S!S
!lectrical safety" For information on electrical safety and portable appliance safety&
www.esse(.ac.uk2ohsas2electricity
+anual handling& )nformation available as part of 7ealth and Safety Essentials course (revised from /ct
3455, online -anual 7andling !wareness Course (pre0/ct 3455 or via the leaflet& Is our !ack Safe
(available from 7S!S
Working at 4eight" )nformation available as part of 7ealth and Safety Essentials course (revised from /ct
3455, online ,orking at 7eight Course (pre0/ct 3455 or via Step to "ar leaflet (available from 7S!S
)nformation on ladder checks are available at& www.esse(.ac.uk2ohsas2workingatheight2$addersafety.htm
(4SAS A to 5 www.esse(
[email protected]& $inks to advice on& DSE, Stress, fire, pregnant workers,
driving, temperature, manual handling, lone working
*raining" See& www.esse(.ac.uk2ohsas2hstraining2default.htm for induction checklist, information on available
training courses. /nline 7ealth and Safety Essentials includes information on common ha.ards.
$ermanent or temporary disability" 1ersonal Emergency Evacuation 1lan (1EE1S can be arranged by
contacting the Fire Safety /fficer (4534A <BC<CB, email fire'esse(.ac.uk
$lease contact the 4ealth and Safety Advisory Service (4SAS) for advice on risk assessment (67869
:;)8<== or email safety>esse?@ac@uk
