August 2021 COVID-19 - GROUP OFFICE LEVEL 3 PLAN
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COVID-19 – GROUP OFFICE LEVEL 3 PLAN
August 2021
Group Office COVID LVL 3 Rev A: Page 1 of 8
Contents
1. POLICY/STATEMENT ............................................................................................................. 3
2. HEAD OFFICE STAFF LIST ..................................................................................................... 3
3. GROUP OFFICE WORKSPACES .............................................................................................. 4
3.1 GROUND FLOOR LAYOUT ........................................................................................................ 4
3.2 FIRST FLOOR LAYOUT ............................................................................................................ 4
3.3 OFFICE AND STAFF LOCATION DETAILS ...................................................................................... 5
4. GENERAL PROCEDURES ....................................................................................................... 5
4.1 WORKING LOCATIONS............................................................................................................. 5
4.2 WORKING FROM GROUP OFFICE ............................................................................................... 6
General .............................................................................................................................. 6
Meetings ............................................................................................................................ 6
Travel to and from Offices ................................................................................................. 6
Access to Storage Areas ..................................................................................................... 6
Materials and Resource Delivery Access ............................................................................ 6
Meal Breaks ....................................................................................................................... 6
End of day shut down ........................................................................................................ 7
Returning Home ................................................................................................................. 7
Parking Onsite ..................................................................... Error! Bookmark not defined.
Emergency Procedure ........................................................................................................ 7
Deep Cleaning .................................................................................................................... 7
5. SITE CONTAINMENT PROCEDURES ....................................................................................... 7
5.1 CONDITIONS FOR SITE CONTAINMENT ........................................................................................ 7
5.2 SITE CONTAINMENT PROCESSES............................................................................................... 8
5.3 MANAGING INDIVIDUALS DISPLAYING POTENTIAL SYMPTOMS. ........................................................... 8
Any staff at work ............................................................................................................... 8
Additional Steps for Sub Contractors, Site Visitors or Suppliers ......................................... 8
Staff at home with potential symptoms ............................................................................. 9
5.4 CONTACT TRACING ................................................................................................................ 9
Group Office COVID LVL 3 Rev A: Page 2 of 8
1. Policy/Statement
The Schick Group and our employees will take all reasonable care to minimise the spread of COVID-19 within
the workplace as much as practical, to ensure we can keep ourselves and family free from the virus.
We will do this by:
• Enforcing work-from-home procedures for all staff where ever possible.
• Restricting the movements of staff between and within their workspace.
• Enforcing physical distancing regimes in workspaces and
• Conducting regular and robust cleaning protocols .
In addition, we will ensure:
• Plans, processes and procedures in place to ensure correct management of risks,
• Our staff are trained on correct hygiene practices,
• Provide appropriate PPE and cleaning equipment to limit exposure, and
• Take suitable actions where potential COVID symptoms are identified at a work location.
2. Head Office Staff List
Name Role Remote Work Lvl 3 Office Use
Pat Peoples Director Yes No
Scott Brownlee CE Yes No
Mark Dawbin NZ Ops Manager Yes Yes (as needed)
Daniel Kenna GM – Technology Yes No
Nathan Twaddle GM – People Development Yes No
Christina Blake Financial Controller Yes No
Theresa Harmse Shared Services Manager Yes Yes
Jaime Macfie EA/Receptionist Yes Yes (as needed)
Doug Holmes Transport Manager No Yes (his office only)
Natalie Roberts Fleet Administrator Yes Yes (Wed only)
Susan Snowden Accounts Payable Officer Yes No
Sue Davies Assistant Accountant Yes No
Nikki Smit Payroll Administrator Yes No
Nicole du Toit Accounts Receivable Office Yes Yes
Olivia Wooller People Coordinator Yes No
Alex Stewart Cleaner No Yes (for cleaning supplies)
Kahura Moki Info Systems Coordinator Yes No
Charlie Rogerson Design Assistant Yes No
Ezra Vette Design Assistant Yes No
Peter Sun Project Advisor Yes No
Daniel Dobson Admin Assistant No No
Georgia Brownlee Admin Assistant No No
Pradeep Kumar Financial Administrator Yes No
Ryan Coley IT Support (The Instillery) Yes No
Amy Bird Financial Accountant (Auctus) Yes No
Group Office COVID LVL 3 Rev A: Page 3 of 8
3. Group Office Workspaces 3.1 Ground Floor Layout 3.2 First Floor Layout Group Office COVID LVL 3 Rev A: Page 4 of 8
3.3 Office and Staff Location Details
• Refer to office layout plans for location of staff onsite.
• Office layout plan below is based on expected work location of known staff, this may change
depending on work requirements and will be continually reviewed.
Ground Floor First Floor
Name Desk Location Name Desk Location
Christina Blake Own office Pat Peoples Own office
Theresa Harmse Own office Scott Brownlee Own office
Jaime Macfie Reception Desk Mark Dawbin Own office
Doug Holmes Own office only Daniel Kenna Shared Upstairs Office
Natalie Roberts Fleet Office Nathan Twaddle Own office
Susan Snowden Home only Olivia Wooller Shared Upstairs Office
Sue Davies Home only Kahura Moki Home only
Nikki Smit Home only Charlie Rogerson Home only
Nicole du Toit Home only Ezra Vette Home only
Daniel Dobson Home only Peter Sun Home only
Pradeep Kumar Home only
Ryan Coley Home only
Amy Bird Home only
Alex Stewart Cleaning supply access only
Georgia Brownlee Home only
4. General Procedures
4.1 Working Locations
As per Ministry of Health Level 3 COVID Guidelines, our preference for all staff is to work from home where
possible, the options for continuing work are as follows:
Work from Home (Preferred Option)
• Provision of IT resources can be requested and actioned via contactless pick up.
• Staff will need to have functional internet access and ability to video conference into meetings.
Work from Office
• Don’t visit other office, workshop or sites you are not in control of so that we don’t cross contaminate.
• Maintain all other social distancing and hygiene protocols as per site specific COVID rules.
Work from Group Office
If you are required to work from the head office to complete your work, you must:
• Work only in your designated area.
• Scan in using the NZ COVID Tracer app every day when arriving at work.
• Stay home if you feel unwell, are awaiting a COVID test result or been told to self-isolate.
• Refrain from asking any site, workshop or Waikato office staff meet with you in the office.
• Refrain from arranging to meet with any clients, suppliers or general visitors at the Schick office.
Group Office COVID LVL 3 Rev A: Page 5 of 8• Refrain from entering any other office, workshop or shared space in the Schick yard outside of the
Group Office.
4.2 Working from Group Office
General
• Face masks are not expressly required but it is recommended staff wear a mask in any shared space
while in the office.
o Staff with their own offices may remove their mask when their door is shut.
• Do not share desks, workstations or stationery
• Scan in using the NZ COVID Tracer app every day when arriving at work.
• The main entry to the office must stay locked and notices posted to inform of COVID protocols and
display COVID Contact Tracing App QR code.
• No congregating in enclosed spaces.
• If staff must be in the same space, they will maintain a minimum 2 metre physical distance while in
their workspaces.
• Any shared equipment and supplies should be kept to an absolute minimum and must wiped down by
the previous user prior to using.
• If you sneeze in an area, wipe down the affected zone immediately.
• All printers etc should be wiped down after use.
• Please minimise printing to reduce chances of contact
Meetings
• All meeting rooms are closed, no staff should enter (leave doors closed).
o All internal meetings should be held using Microsoft Teams.
• NO movements at all between Waikato Office / Workshop, we want to keep these offices separate.
Travel to and from Offices
• Only travel to office if critical to your role.
• 1 person only in a company vehicle.
• Staff will use own transport to get to and from offices (no shared transport to and from work).
Courier Deliveries
• Contactless delivery to front door on ground floor
• Notice should be posted with instructions for courier
Access to Storage Areas
• “One in one out” policy when accessing storage and supply areas.
• Staff to be no closer than 2m to each other if queuing for access.
• Gloves and masks to worn when in storage and supply areas.
• Staff should use their own pen when recording on any common paper record keeping required.
• Any shared spaces should be cleaned daily including surfacers wiped with disinfectant.
Materials and Resource Delivery Access
• If you require materials or resources outside of the office, these must be ordered and delivered by
contactless delivery where possible.
• Plan in advance for what is needed and consolidate orders together to allow a single collection run
where possible.
Meal Breaks
• To be taken by yourself at your desk
• Stagger meal breaks so not all team members are congregating at the same time in smoko room, you
must wear a mask
Group Office COVID LVL 3 Rev A: Page 6 of 8• You must bring all food and drink required for both meal breaks. This is to reduce the risk of being
exposed to the virus in the community.
• Do not share food and drinks.
• Thoroughly wash and dry your hands before eating and drinking.
• Wipe communal surfaces once finished using.
End of day shut down
• Common areas will receive a daily clean from the Schick deep-cleaning team.
o Dispose of used wipes, gloves and masks into rubbish bags into the skip.
• Wipe down printers
• Dispose of wipes into rubbish bags.
• Allow plenty of space when parking of cars and machinery to allow physical distancing of staff
undertaking works.
Returning Home
• When you arrive home, change clothes and do not touch anyone or anything before you have
thoroughly washed your hands (i.e. no hugs, playing with kids, patting pets etc).
• Any items you have with you and have handled at work should be thoroughly cleaned i.e. cell phones,
keys, lunch box.
• Wash any work clothes in a hot wash (60°C)
• Have a shower and thoroughly clean yourself with body wash and/or soap.
Emergency Procedure
• In the event the Group Office is required to evacuate the building (as indicated by fire alarms). All staff
onsite should depart the office as per normal process.
• This includes heading to the nearest fire exit, even if this mean exiting through Fleet or Transport
office.
• Staff should bring a mask with them if possible and maintain 2 metre social distancing at the
evacuation point.
Deep Cleaning
• Deep cleaning will be undertaken by the Schick cleaning team based on the criteria outlined in Section
5: Site Containment Procedures.
• The scope of deep cleaning will depend on the severity of the case eg. unconfirmed secondary
contact of staff member vs. confirmed COVID 19 positive of a staff member.
• This deep clean must only be done by the Schick deep-cleaning team and will be completed with
hospital grade disinfectant.
• All the affected areas and items will be removed from service, until the deep clean is completed.
• The cleaning should include all areas of potential access over the previous 5 days.
5. Site Containment Procedures
5.1 Conditions for Site Containment
The protocol for site containments process will be initiated when any group office staff, or person who has
been in ‘close contact’ with Head Office staff who:
• Has worked in the office and displayed symptoms consistent with COVID-19
o Dry Cough
o Fever (Over 38C)
o Shortness of breath
o Loss of smell and taste
Group Office COVID LVL 3 Rev A: Page 7 of 8• At their own initiative taken a test for COVID-19, due to perceived symptoms prior to attending work
that day (and is awaiting test results).
• Has been deemed a close contact at a location of interest by Ministry of Health and been required to
self-isolate
• Has tested positive for COVID-19.
5.2 Site Containment Processes.
In the event containment process is deemed necessary, the following steps may be taken
• If the person has been at work and displayed potential symptoms:
o The office will be closed immediately, and staff will be required to work from home until the
office has been deep cleaned (same day).
o If the staff member was turned away at the door and was following PPE requirements (mask
and distancing), the office will not need to be shut, the entrance area should be cleaned.
• If the person based on symptoms along, undertaken a COVID19 test prior to attending work and is
self-isolating awaiting a result:
o The Schick Cleaning Team will follow the site deep cleaning process as outlined in 4.2.
o The office will close until the cleaning team has completed their process and open again as
soon as practically after completing
• If the person has been deemed a close contact of a known case and has been required to self-isolate
by Ministry of Health.
o The head office will be closed for 48 hours.
o After 48 hours the Schick Cleaning Team will follow the site deep cleaning process as outlined
in 4.2.
o Staff may return to work only after a 5 day negative test has been produced and if not
required to self-isolate by Ministry of Health.
• If the person has tested positive for COVID19
o It is likely all staff in the Head Office will be considered close contacts and required to self-
isolate themselves, including our deep cleaning team.
o The head office will remain closed for 72 hours and on the proviso external cleaning services
can undertake a deep clean prior to other staff returning to work.
5.3 Managing individuals displaying potential symptoms.
Any staff at work
• Explain to the affected person the procedures that are about to be put into action.
• Isolate person from rest of the office.
• Place them outside if possible, and at least 2 m away from anyone else.
• Do not let them touch anything.
• Give them a mask to put on.
• Call the following people to notify them (in this order), Contract Manager, Divisional Manager,
Regional Manager
• Transport home to self-isolate.
• Call ministry of health on 0800 358 5453. They will direct you further on how to proceed.
Additional Steps for Sub Contractors, Site Visitors or Suppliers
• Call the following people to notify them a related person has displayed symptoms (in this order),
Contract Manager, Divisional Manager, Regional Manager, NZ Operations Manager.
• Most senior manager to notify the employer of the affected party.
• Provide the sub-contractor with our procedure if they are unsure of how to progress.
Group Office COVID LVL 3 Rev A: Page 8 of 8• Their employer is to arrange the affected person to be transported from the office/yard ASAP.
• Office Manager will follow up with employer to find out what was the outcome.
o Did they self-isolate?
o Were they tested?
o If they were tested, what was the result?
Staff at home with potential symptoms
DO NOT COME TO WORK… If you are at home and have the with the following symptoms.
• Dry Cough AND
• Fever (above 38 C) AND
• Shortness of breath AND/OR
• Loss of smell, taste.
If you believe you need to stay away from work:
• Contact your manager and advise them of which symptoms you have.
• Contact the Ministry of Health on 0800 358 5453. They will direct you further on how to proceed.
• You will be able to return to work if the Ministry of Health confirms you are not infected with COVID19
o The requirements to confirm your safety to work will depend on your situation, please discuss
with your GP and Ministry or Health before.
• If you are required to self-isolate, funding is available to support additional leave, please discuss with
your manager.
5.4 Contact Tracing
• Start contact tracing as soon as someone is sent home with at least 3 symptoms.
• Record who they have come into contact with.
• Determine these contacts exposure risk via the Exposure matrix.
o What kind of exposure they have had with each other?
o Touch
o Close confines
o Social distance or greater.
o How long they were exposed to each other
o Under 10 minutes
o 10-30 minutes
o 30 minutes to an hour
o Greater than an hour.
• Determine which physical items they have touched, all identified areas are out of action until cleaned
and thoroughly wiped down.
Group Office COVID LVL 3 Rev A: Page 9 of 8You can also read
