COVID-19 Workplace and buildings Risk Assessment - Revised April 2021
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COVID-19
Workplace and buildings
Risk Assessment
Revised April 2021COVID-19
Workplace and buildings
Risk Assessment
Description of the task: COVID-19 RA: Re-opening of 12-14 Bloomsbury Square
CIArb staff, 12BSq clients, visitors, and contractors
Location: The Chartered Institute of Arbitrators
12-14 Bloomsbury Square WC1A 2LP
Name of person(s)
completing assessment: Oladipo Olaiya
Job title(s): CIArb Venue and Facilities Manager
Organisation: Chartered Institute of Arbitrators
Reviewed by: Jane Ferguson
Organisation: Britannia Safety Solutions (BSS)
Date of this assessment: 1 April 2021
Date of signing: 19 May 2021
Date of next review: 7 June 2021 or sooner if there is a significant change
or new Government guidance is released
Signed by: Tom Cadman
Job title(s): CIArb Deputy Director General
Signature:Contents Building occupation 1 Commuting and work-related travel 2 Arrival into the building and reception areas 4 Circulation and shared areas 8 Social distancing within meeting rooms and offices 14 Provision of equipment and materials 16 Catering and hospitality 18 Enhanced cleaning and sanitisation 20 Air and water hygiene 25 Health and wellbeing of staff 27 Documented controls 29 Complaints and suggestions 38
Risk Raking Matrix Impact
Matrix to calculate the likelihood and
3. Moderate
5. Very High
1. Very Low
impact should the hazard be realised.
4. High
2. Low
5. Almost Certain 5 10 15 20 25
Likelihood of Harm
4. Likely 4 8 12 16 20
3. Possible 3 6 9 12 15
2. Unlikely 2 4 6 8 10
1. Rare 1 2 3 4 5
RAG Rating Matrix
Risk rating Possible action to be taken
• Facilities Manager may accept risk
LOW • Managed by routine processes
(12) • Responsible Director to give priority for action/funding
• Monitor any action taken to ensure it has been effective in
reducing the risk to an acceptable level
• To be reviewed and updated at least every month to ensure
controls remain effective.Building occupation
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected All persons reverting to 12 UK Government message remains that ‘People 6 No
by the premises, including staff, who can work from home should continue
Coronavirus: clients, visitors, contractors. to do so. Other than attendance by a limited
number of staff including the Facilities team and
Exposure • Symptoms of COVID-19 contractors, CIArb staff are required to work
to the virus infection which may be from home, and 12Bsq clients were advised that
when working mild to life threatening. only essential bookings together with bookings
or attending by clients providing educational services will
meetings at 12 • Potential detrimental be accepted. Furthermore, only ‘essential
Bloomsbury effects to future health. participants’ should physically attend meetings
Square, 14 and should maintain social distancing guidelines
Bloomsbury • Stress & anxiety. (2m, or 1m with risk mitigation where 2m is
Square not viable, is acceptable). Current evidence
• Death. suggests that the Public Health England (PHE)-
endorsed ‘system of controls’ that have been
in use throughout the coronavirus pandemic
and which are set out in this guidance - which
includes minimising contact with individuals who
are unwell, use of face coverings in corridors
and communal areas, cleaning hands and good
respiratory, regular thorough cleaning of the
buildings, minimising contact, ventilation, use of
PPE where specifically advised – continue to
be the right measures to take. These measures
create an inherently safer environment
for CIArb staff, clients, visitors, contractors
where the risk of transmission of infection is
substantially reduced.
Coronavirus (COVID-19): guidance and support
- GOV.UK (www.gov.uk)
1 Back to topCommuting and work-related travel
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Staff contract the virus 12 Measures for commuting and work-related P&D 6 Additional cycle
by the during their commute to travel parking spaces to
Coronavirus: work. be put in place
CIArb staff, 12Bsq clients and contractors are where this becomes
Exposure to • Symptoms of COVID-19 advised to avoid public transport where possible, a chosen mode of
the virus during infection which may be either by walking, cycling, or using private transport by more
commute to mild to life threatening. vehicles. than 6 personnel at
work a time.
• Potential detrimental As part of return to the office processes, staff
effects to future health. are encouraged to walk, cycle, run or drive to CIArb to consider
work where possible. Car use is understood providing additional
• Stress & anxiety. to be limited, however where cars are used shower on the 2nd
the number of persons outside one household floor building 14
• Death. should be kept to a minimum and ‘travel strictly for staff use.
partners’ should be considered, along with
additional ventilation, cleaning and wearing face
coverings.
Cycle rack is provided and there are currently
spaces for up to 6 bicycles.
Showers are provided for staff and visitors
who wish to use them after walking, cycling, or
running to work.
Where the use of public transport is
unavoidable, the following control measures
should apply:
2Commuting and work-related travel (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
12 From 2 December 2020, in accordance with 6
advice from Public Health England, commuters
must wear a face covering when travelling on
the Transport for London (TFL) network, unless
they are exempt.
• TFL have implemented their own
protective measures including deep
cleaning and disinfection of buses and tube
trains. However, it is suggested that
staff wear protective gloves and face
covering when using public transport and
remove them when they arrive in the
building.
• Staff should observe social distancing as
much as is practicable.
3 Back to topArrival into the building and reception areas
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Reception layout may lead 10 • An automatic infrared sanitiser dispenser FM 4 When reviewing
by the to staff working in reception is installed at the main entrance to building layout, it should be
Coronavirus: or visitors, contractors, No12 and wall mounted manual pump ensured that any
clients, and staff who attend sanitiser dispensers installed outside each reception personnel
Exposure to or walk-through reception room across the building (these are are protected from
the virus within to be exposed to the virus. cleaned regularly). other CIArb staff
reception areas who may use this
Staff working in 14 • Social distancing signs are displayed across area as a traffic
Bloomsbury Square may the building. route.
access this building via
walking through reception. • A pull up protective screens are provided Where appropriate
for reception staff use. clients will be asked
• Symptoms of COVID-19 to control signing in
infection which may be • Only one visitor is allowed in the reception by their delegates in
mild to life threatening. area at a time social distancing markers are the occupied rooms.
in place.
• Potential detrimental
effects to future health. • Registration desk is treated as high
touch point for regular surface cleaning and
• Stress & anxiety. disinfecting.
• Death. • Pens used for signing in are clearly marked
‘clean’ and ‘used’.
4Arrival into the building and reception areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Exposure There is an intercom 10 • Hand sanitiser is provided in the corridor FM 4 If possible, the use of
to the virus system to the front main immediately after entrance to the building. the intercom system
when using door which requires visitors should be bypassed.
the intercom to press a button to speak • Staff uses their own security fobs to gain Front door No 12
system. to CIArb staff to gain entry. entrance to the building. can be held open
If the button becomes during rush hour in
contaminated with the virus • The intercom system to the front main presence of a door
this could cause spread to door is treated as high touch point for supervisor.
subsequent persons who regular surface cleaning and disinfecting.
use the intercom including
staff, clients, visitors and
contractors.
• Symptoms of COVID-19
infection which may be
mild to life threatening.
• Potential detrimental
effects to future health.
• Stress & anxiety.
• Death.
5Arrival into the building and reception areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Exposure to Visitors are required to 10 • Arrival times for clients, staff, and FM 6 Use pre-registration
the virus when sign in using a hard copy contractors into the building is staggered as wherever possible
signing in. signing in book and a pen much as possible. (or digital check in /
that is taken from a pot check out).
of pens. If these surfaces • Hand sanitiser, masks and gloves are
become contaminated, then located on the registration area. Clients are
this could cause spread to encouraged to send
subsequent persons who • Social distancing markers are in place in delegates list in
sign in including staff, clients, reception area. advance of booking.
visitors, and contractors.
• Where pens provided are used, used pens
• Symptoms of COVID-19. are kept separate and sanitised before re-
Infection which may be use.
mild to life threatening.
• Face covering must be worn when in
• Potential detrimental common areas (unless exempt) in line with
effects to future health. government guidance.
• Stress & anxiety. • Track and Trace NHS QR posters are
displayed in at the reception as well as
• Death. throughout the building (No 12).
6Arrival into the building and reception areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Infected Risk of virus transmission 10 • Hand sanitiser, gloves and masks are FM 6 Registration protocol
persons from persons already provided in reception area. advice to be issued
entering the infected when entering to clients to help
building. the building, subsequently • Face covering is mandatory in all or part of ensure that they also
leading to virus transmission the building in line with emerging have strict processes
to other building users. government guidance (unless exempt). in place to manage
queues, signing in
Building entrances, • Health screening (temperature check) and and COVID-19
reception and registration declaration processes now in place for staff, secure registration
areas can be bottlenecks, clients, contractors, and other visitors. processes.
reducing the opportunity
for effective social distancing • Handheld digital thermometers and free Client’s may also
measures. standing temperature check device in use. organise their own
signing register.
• Symptoms of COVID-19 • Social distancing markers in place.
infection which may be Measures Subject
mild to life threatening. • Where pens provided are used, used pens to review as the
are kept in clearly marked containers ‘used’ COVID-19 situation
• Potential detrimental and sanitised before re-use. unfolds post 21 June
effects to future health. 2021.
• To support effective COVID-19 secure
• Stress & anxiety. entry checks (i.e. temperature check, use
of hand sanitiser) social distancing all staff
• Death. will enter through 12 Bloomsbury Square
and exit through 14 Bloomsbury Square.
Clients, contractors and visitors enter
and exit through 12 BS.
7 Back to topCirculation and shared areas
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Potential transfer of virus 12 • Staff training in place for COVID-19 FM 5 Ongoing monitoring
by the due to inadequate personal requirements. and review of
Coronavirus: handwashing and hand practices required.
hygiene by staff, clients, • Hand sanitisers provided at the entrance to
Virus contractors, and visitors. all rooms/offices.
transmission
due to • Symptoms of COVID-19 • Notes to all visitors’ provided in advance
inadequate infection which may be (where possible – i.e. during booking
hand hygiene. mild to life threatening. process) and on arrival, which covers all
COVID-19 hygiene practices.
• Potential detrimental
effects to future health. • Toilets are located on each floor providing
hot water, liquid soap, hand hot air dryers
• Stress & anxiety. and disposable paper towels only.
• Death. • Toilet soap dispensers and hand sanitizer
stations are monitored and maintained by
Alliance cleaning. (Housekeepers).
• Hand hygiene posters on displayed in
toilets.
8Circulation and shared areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Virus Transfer of virus due to 12 • Signage provided in common areas FM 5 The staff toilet
transmission inadequate social distancing indicating number of people allowed in said requires additional
when people within toilet facilities or as a area. consideration as
are in close result of persons queuing to there are individual
proximity when get into toilets. • Social distance markers in place. cubicles inside the
queuing for main toilet area.
toilet facilities. • Symptoms of COVID-19 • External toilet entry doors are propped Consideration
infection which may be open to provide queue visibility and to could be given to
mild to life threatening. minimise high frequency touch point areas using ‘occupied /
(door handles). unoccupied’ type
• Potential detrimental signs, however these
effects to future health. • It is advised that toilets should be used on would need to
the floor where visitors and staff are be treated as high
• Stress & anxiety. located, to reduce unnecessary movements contact surfaces and
to other floors. kept sanitised.’
• Death.
Ongoing monitoring and review of practices in Break times should
place: be agreed with
organisers wherever
• Recorded toilet checks by cleaning staff in possible. For
place. visitors to site,
suggest that they
• Enhanced cleaning procedures agreed with wait within their
new cleaning contractor (Alliance), meeting room if
which covers toilets, door handles and light there is a queue
switches – compliance monitored by visible.
Facilities Manager.
9Circulation and shared areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Virus Transfer of virus due to 12 • Social distancing signage in place. FM 5 Ongoing monitoring
transmission inadequate social distancing and review of
in circulation within circulation areas • To support social distancing in circulation practices required.
areas. including corridors and areas, all staff will enter through 12
staircases. The width of Bloomsbury Square and exit through 14 To ensure that staff
staircases would not Bloomsbury Square. are made aware of
allow for adequate social processes, including
distancing and there may
• Staff access into 14 Bloomsbury Square FM and reception
is via reception whilst visitor will access 12
be challenges with persons Bloomsbury as usual. staff, as to how that
going in both directions if day’s traffic route for
suitable controls are not in • Enhanced cleaning in circulation areas by staff will be agreed
place. Alliance Cleaning. and communicated.
• Symptoms of COVID-19 • Hand sanitising stations provided in Where assistance
infection which may be circulation areas. is to be given to
mild to life threatening. disabled persons 2
• Social distance markings in place. meters should be
• Potential detrimental maintained by staff
effects to future health. • Banisters are treated as high touch point – where additional
for regular surface cleaning and disinfecting. controls are required
• Stress & anxiety. consideration to be
• Stagger arrival and departure times for given to the use of
staff and visitors to reduce bottlenecks, and
• Death. to support one way traffic on staircases.
additional PPE (e.g.
visors, masks, single
• Where persons with special access need use gloves).
are present.
• Priority to be given to disabled persons
requiring the use of lifts or the toilet
facilities by the Council Chamber room on
the ground floor.
10Circulation and shared areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Virus Transfer of virus to persons 12 Lift out of use but when operational the FM 5 Ongoing monitoring
transmission in using the lift, due to following will apply: and review of
the lift. inadequate social distancing practices required.
within the lift, or as a result • Lift controls are treated as high touch point
of touching contaminated for regular surface cleaning and disinfecting.
controls.
• Signage provided to lift stating that only 1
person is allowed in the lift at a time.
• Symptoms of COVID-19
infection which may be
• A face covering must be worn when using
mild to life threatening. the lift.
• Potential detrimental • Priority to be given to disabled persons
effects to future health. requiring the use of lifts or the disabled toilet
facilities.
• Stress & anxiety.
• Death.
11Circulation and shared areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Virus Transfer of virus due to 12 • Sanitiser stations are in place. FM 5 Ongoing monitoring
transmission inadequate social distancing and review of
in staff kitchen, between staff, or contact • Social distancing markings in place in all practices required.
break room, with contaminated surfaces, common seating areas.
seated/table in staff break and kitchen
area and areas. • Stagger breaks (including rest breaks and
kitchenette. lunch breaks) advised so that social distancing
• Symptoms of COVID-19 can be maintained.
infection which may be
mild to life threatening. • Enhanced cleaning in place in staff kitchen/
seating areas.
• Potential detrimental
effects to future health. • Cleaning materials provided with procedures
for staff to use in common areas used before
• Stress & anxiety. and after, with particular attention to touch
points. Including dart board and football table.
• Death. These are also noted as high contact point
for cleaning purposes.
12Circulation and shared areas (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Virus Staff using showers may 12 • Staff shower is currently located in a single FM 5 Staggered entry
transmission in come into contact with room in the basement area of building by staff to be
shower areas. contaminated surfaces – use No.14, which can be locked. It is visible considered. Monitor
of showers may increase from the outside as to whether the unit use and provide
as a result of encouraging is occupied. socially distanced
staff to walk, run or cycle to queuing system if
work. • Enhanced cleaning procedure in place for required.
shower areas.
• Symptoms of COVID-19 Consider provision
infection which may be • Procedure requiring staff using the shower to of single use plastic
mild to life threatening. clean contact surfaces before and after use bags that staff
(e.g. using single use anti-viral wipes) in place. can place dirty
• Potential detrimental belongings into,
effects to future health. before storing in a
suitable location. A
• Stress & anxiety. dispenser could be
included.
• Death.
CIArb to consider
providing additional
shower on the 2nd
floor building 14
strictly for staff use.
13 Back to topSocial distancing within meeting rooms and offices
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Viral transmission through 12 • Meeting room configuration has been FM 6 To ensure that
by the droplets or small airborne reviewed and spare tables and chairs the 2-meter rule
Coronavirus. particles within meeting removed to facilitate social distancing; is adhered to
rooms NO12. Potential for generally allowing 2 meters and no less than wherever possible.
spread of virus between 1m. 1 meter can be
persons within 2 meters allowed with
of each other, or 1 meter • Clear communication with clients in place mitigation.
without additional mitigating as to safe room occupancy and layouts
controls being place. that are acceptable (confirmed at booking). Whilst side to
side working
• Symptoms of COVID-19 • When setting up rooms Facilities staff to is referenced
infection which may be use gloves and masks to reduce potential for as mitigation
mild to life threatening. contamination. in government
guidance, during
• Potential detrimental • Social distancing markings in place in all a risk assessment
effects to future health. common seating areas including the consideration must
courtyard garden areas. be given to the fact
• Stress & anxiety. that in meetings/an
office environment,
• Death. persons are likely
to turn to face the
person next to them
to talk.
14Social distancing within meeting rooms and offices (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Transmission Viral transmission through 10 • The government guidance allows for 1 P&D 5 To consider
of virus when droplets or small airborne meter when working side by side, however, appointing ‘Covid
working in particles within offices reference should be had to the likelihood of monitors’ who
close proximity NO14. Potential for spread colleagues turning to talk to colleagues at share the job of
within offices. of virus between persons adjacent desks. walking the site at a
within 2 meters of each specified frequency
other, or 1 meter without • Numbers of persons within offices now and ensuring the
additional mitigating limited to allow min 1m+ for social distancing. controls are being
controls being place. applied and people
• Desks arrangement in ‘cohorts’ in place and behaving as required.
• Symptoms of COVID-19 are socially distanced from each other.
infection which may be Floor plans should
mild to life threatening. • A new ‘hot desking’ office area has been be considered.
provided in building NO12 with protective
• Potential detrimental pull up screens to separate desks.
effects to future health.
• Stress & anxiety.
• Death.
15 Back to topProvision of equipment and materials
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Transfer of virus from 10 • All bins throughout the building have lids for P&D 6 No
by the contact surfaces on bins, safe disposal of potentially contaminated
Coronavirus: or via poor disposal of waste.
contaminated material.
Virus transfer • Special bins marked ‘PPE Only’ are also
through • Symptoms of COVID-19 provided throughout the building for the
bins and/ infection which may be disposal of face masks and hand gloves.
or materials mild to life threatening.
that has been
placed in bins • Potential detrimental
effects to future health.
• Stress & anxiety.
• Death.
Virus transfer Transfer of virus from 10 • Equipment provided within training rooms P&D 6 Consideration
through the touching shared equipment. including AV equipment and flipcharts are should be given to
use of shared disinfected at the beginning and end of every requiring clients to
equipment • Symptoms of COVID-19 day. bring their own pads
in meeting infection which may be and pens etc.
rooms. mild to life threatening. • Where flipcharts and pens are provided, they
are disinfected thereafter.
• Potential detrimental
effects to future health. • Additional cables, controls etc will be
disinfected before taken to the room.
• Stress & anxiety.
• Hand gloves to be worn by facilities team
• Death. when setting up equipment.
16Provision of equipment and materials (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Virus transfer Risk of contamination from 10 • Delegate materials are provided with single P&D 6 Consider requiring
via delegate shared materials including use pads and pens. clients and their
packs/shared delegate’s pack. Clients and delegates to provide
materials. their visitors are at risk. their own materials
including stationery
• Symptoms of COVID-19 packs where
infection which may be possible.
mild to life threatening.
• Potential detrimental
effects to future health.
• Stress & anxiety.
• Death.
Virus transfer As part of health and 12 • Yoga mats and picnic blankets stored in P&D 5 Staff exercise mats
via shared wellbeing initiatives, exercise the staff locker room have been temporarily and any other
health and mats and picnic blankets removed. shared health and
wellbeing have been provided. Staff wellbeing equipment
equipment. sharing this equipment • Dart Board and Foosball table is considered under review.
could lead to transmission as high frequency touch point areas and are
of the virus. included in regular cleaning regime, products
to disinfect the equipment provided to
• Symptoms of COVID-19 staff for before/after use.
infection which may be
mild to life threatening.
• Potential detrimental
effects to future health.
• Stress & anxiety.
• Death.
17 Back to topCatering and hospitality
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Risk of viral transmission 10 • Hot drink dispensers (coffee stations) located FM 4 Ensure clients
by the from drink dispensers used in meeting rooms are treated as high touch are aware of
Coronavirus: by an infected person. This point for regular surface cleaning and requirements to
could affect staff, clients, disinfecting. social distance and
Virus transfer contactors and visitors. cleaning regime
via equipment • Anti-viral Surface Sanitiser Wipes with 70% when using this
dispensing hot • Symptoms of Covid-19 alcohol are also provided for wiping of coffee equipment.
and cold drinks. infection which may be machines, surfaces and other electronic items
mild to life threatening. including water fountains provided in Water fountains
circulation areas. must be subject
• Potential detrimental to suitable hygiene
effects to future health. • Clients are provided with their own drinking regimes as advised
cups/glasses at the beginning of the day – by a competent
• Stress & anxiety. reusables. person.
• Death. • Reusable tea/coffee cups and water drinking
glasses are regularly cleaned using a
dishwasher.
18Catering and hospitality (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Transfer of Risk of viral transmission 20 • Catering staff are trained in cleaning FM 4 Arrangements to
virus via utensils from food handling by processes. be in place with
and/or food an infected person. This clients so that
provision. could affect staff, clients, • Individual areas are allocated per client within social distancing
contactors and visitors. meeting rooms unless additional breakout requirements
room is booked. are clear when:
• Symptoms of COVID-19 delegates collect
infection which may be • Catering supplies are brought to the kitchen beverages or food
mild to life threatening. and then distributed throughout the building during meetings.
using trollies. Catering staff clean and disinfect
• Potential detrimental lunch tables and trollies before and after use. Provide signage
effects to future health. around hygiene
• Individual food packaging in use. Cutlery, at the time that
• Stress & anxiety. crockery, drinking vessels are individually catering is provided.
provided with client’s lunch pack by Sands
• Death. Catering.
• Social distancing in place between catering
staff and clients during food delivery.
• Pick up tables used during lunch time to
allow catering staff to socially distance from
clients.
19 Back to topEnhanced cleaning and sanitisation
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected The virus may survive 20 • A new cleaning contractor (Alliance FM 4 Ongoing monitoring
by the on surfaces and the Cleaning) has been appointed and a risk and review of
Coronavirus: subsequently be spread to assessment and methodology statement is in enhanced cleaning
other staff, clients, visitors, place. standards and
Virus and contractors who practices as and
transmission subsequently come into • COVID-19 – Alliance Virus Prevention when required.
as a result of contact with that surface if Services are regularly provided, ‘Electrostatic
inadequate adequate cleaning practices spray wrapping’. The spray protects surfaces
cleaning by are not in place. from viruses and other infections for up
contractors to 30 days. This is carried out monthly
• Symptoms of COVID-19 throughout the building.
infection which may be
mild to life threatening. • The housekeeper regularly wipes surfaces
with a TECHCARE CONTROL spray with
• Potential detrimental high level broad spectrum disinfectant
effects to future health. cleaner for use on all hard and soft surfaces.
• Stress & anxiety. • Adequate PPE in use at all times during
cleaning.
• Death.
20Enhanced cleaning and sanitisation (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Exposure to The virus may survive 20 • COVID-19 – Alliance Virus Prevention FM 4 Ongoing monitoring
the virus from on surfaces and the Services are regularly provided, ‘Electrostatic and review of
contact with subsequently be spread to spray wrapping’. The spray protects surfaces enhanced cleaning
contaminated other staff, clients, visitors, from viruses and other infections for up standards and
surfaces. and contractors who to 30 days. This is carried out montly practices as and
subsequently come into throughout the building. when required.
contact with that surface.
• Meeting rooms and staff rooms are Additional cleaning
• Symptoms of COVID-19 disinfected at the end of each day and regime standards to
infection which may be rooms are locked after cleaning to prevent be maintained:
mild to life threatening. entry.
• Ability to
• Potential detrimental • Signed cleaning schedules available. demonstrate
effects to future health. that a deep
• Cleaning staff are provided with the clean has been
• Stress & anxiety. appropriate PPE for cleaning and disinfecting carried out in
processes, as per the cleaning schedules and all areas when
• Death. risk assessments. required and a
certificate of
• Regular disinfection of touch points (as deep cleaning
minimum hourly but more regularly during must be obtained
busy periods). from Alliance
cleaning.
• Any items that are shared such as keyboards
are disinfected between each use.
21Enhanced cleaning and sanitisation (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Exposure to The virus may survive 20 • Sanitising stations have been provided FM 4 Sanitising solutions
the virus via on surfaces and the throughout 12 and 14 Bloomsbury Square, at to be a minimum of
hand contact subsequently be spread to entrances and within circulation areas, 60% alcohol.
surfaces and other staff, clients, visitors, which are replenished regularly
poor hand and contractors who Where the code
hygiene subsequently come into • Hot and cold water provided within toilet for rooms is given
processes. contact with that surface. areas to facilitate effective handwashing. to clients or other
personnel, an
• Symptoms of COVID-19 • Disposable towels and hot air dryers are instruction should
infection which may be provided to all toilet areas. be given that the
mild to life threatening. number is for one
• CIArb staff are provided with individual person only, and
• Potential detrimental sanitising materials - antiviral wipes and good hand hygiene
effects to future health. sanitising solution for their own use at their practices are to be
desk. employed.
• Stress & anxiety.
• Anti-viral Surface Sanitiser Wipes with The sanitising
• Death. 70% alcohol are provided for wiping of coffee dispensers in
machines, surfaces, and other electronic items. circulation areas are
not touchless and
• Pedal bins with lids are available throughout consequently will
the building for the disposal of waste. need to be treated
as high touch points
as part of the
cleaning regime.
22Enhanced cleaning and sanitisation (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Exposure to Potential transfer of virus as 20 • COVID-19 – Alliance Virus Prevention FM 4 No
the virus as a result of hot desking by Services are regularly provided, ‘Electrostatic
a result of staff. spray wrapping’. The spray protects surfaces
contamination from viruses and other infections for up
of shared desks. • Symptoms of COVID-19 to 30 days. This is carried out montly
infection which may be throughout the building.
mild to life threatening.
• Anti-viral Surface Sanitiser Wipes with
• Potential detrimental 70% alcohol are provided for wiping of coffee
effects to future health. machines, surfaces, and other electronic items.
• Stress & anxiety.
• Death.
Exposure to Potential transfer of virus 20 • Sanitising stations provided throughout 12 FM 4 No
the virus as to staff due to inadequate and 14 Bloomsbury Square, at entrances
a result of personal handwashing and and within circulation areas, which are
inadequate hand hygiene, and cleaning regularly replenished.
hygiene of local touch points by staff
practices by working in offices. • Hot and cold water provided within toilet
staff in offices. areas to facilitate effective handwashing.
• Symptoms of Covid-19
infection which may be • Disposable towels and dryers are provided
mild to life threatening. to all toilet areas.
• Potential detrimental
effects to future health.
• Anti-viral Surface Sanitiser Wipes with
70% alcohol are provided for wiping of coffee
• Stress & anxiety. machines, surfaces, and other electronic items.
• Death.
23Enhanced cleaning and sanitisation (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Supplies/ Risk of viral transfer from 20 • Deliveries enter the building through FM 4 No
deliveries being surfaces on supplies/ reception.
contaminated. deliveries. This could affect
staff, clients, visitors and/or • Hand sanitising stations are provided.
contractors.
• A temporary mail room is in operation to
• Symptoms of COVID-19 hold parcels for quarantining – 72 hrs.
infection which may be
mild to life threatening. • Urgent parcels are handle with care, using
PPE - hand gloves, masks. Cleaning and
• Potential detrimental sanitising supplies before and after handling.
effects to future health.
• Hot and cold water is provided within toilet
• Stress & anxiety. areas to facilitate effective handwashing after
handling parcels.
• Death.
24 Back to topAir and water hygiene
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected All persons reverting to 12 • A competent water hygiene services FM 4 Ongoing monitoring
by the premises who use water provider (ZETA) has been appointed to and review of
Coronavirus: on the site for drinking, ensure that appropriate measures are taken, enhanced cleaning
handwashing, or other with a new legionella written scheme of standards and
Potential purposes. control in place. practices as and
for water when required.
stagnation • Symptoms of COVID-19 • Water Sampling was carried out to
during building infection which may be demonstrate that water is safe to use
closure with mild to life threatening. and drink. And a ‘Clean and disinfect
potential CWST 1’.
for harmful • Potential detrimental
bacteria effects to future health. • Weekly water taps flushing routine in place.
proliferation.
• Stress & anxiety. • Monthly water temperature checks in place.
• Death. • Water cooling machines are mains fed and
are subject to regular cleaning and flushing.
25Air and water hygiene (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Potential for All persons reverting to 12 • Reduced numbers of persons allowed in one FM 4 Ongoing monitoring
spread of premises. office or meeting rooms now in place. and review of
virus via air enhanced cleaning
conditioning • Symptoms of COVID-19 • The air flow of the air conditioning system standards and
systems. infection which may be is set upright and is subject to regular practices as and
mild to life threatening. servicing. Last service on 25 March 2021. when required.
As of 10/07/20
there is some • Potential detrimental • Opening windows to help improve fresh
emerging effects to future health. air circulation is also recommended –
evidence of weather permitting.
spread of Covid • Stress & anxiety.
through the air. • Window handles are regularly sanitised as
• Death. high touch points.
26 Back to topHealth and wellbeing of staff
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Being infected Staff who are working from 10 Consultation processes are in place to support P&D 5 To continue with
by the home may suffer adverse understanding of staff feeling around return to consultation process
Coronavirus: mental health effects as a work. and ensure that staff
result of returning to the are fully involved in
Adverse mental office. • Employee-led phased return plans in the return to the
health affects development (based on pulse surveys). office process.
as a result • Stress & anxiety
of concerns
regarding
returning to the
office.
Adverse mental Staff who are working from 10 • Regular webinars addressing health and P&D 5 No
health affects home may suffer adverse wellbeing subjects.
as a result of mental health effects.
working from • Virtual exercise sessions run 3 x week.
home. • Stress & anxiety
• Regular Newsletter sent to all staff.
• Managers keep in regular contact with staff.
• Pulse surveys used to monitor staff welfare
addressing mental, social and physical help.
• EAP in place.
• Private Health Policy available.
• Trained Mental Health First Aiders available
27Health and wellbeing of staff (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Adverse Staff may suffer adverse 10 • Staff have been provided with equipment for P&D 5 Homeworking
health and effects as a result of working from home. assessment process
safety effects an inadequate work to be developed
as a result of environment within their and implemented
working from home, leading to the to assess the safety
home potential for health and/or of persons working
safety issues to arise. from home.
28 Back to topDocumented controls
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Lack of risk If risks are not assessed, 10 This document forms an assessment of risk from FM 3 Consideration
assessments then it cannot be COVID-19 as pertains to the CIArb HQ office should be given to
and procedures. determined that adequate activities and 12Bsq venue business operating consolidating these
controls are in place from 12 and 14 Bloomsbury Square. into a procedural
to limit the potential manual for dealing
for virus transmission. Previous COVID-19 assessments were with a pandemic.
Significant findings of completed 19th June 2020 and 7 & 8 July 2020. They should cover
the risk assessment must Following these, policies and procedures were general building
be communicated. If developed and implemented reflecting the rules; rules for clients
the findings are not findings of previous risk assessments for both and their visitors;
communicated, then there office working and the venue side of operations. processes for staff;
can be confusion around cleaning processes;
controls required, leading monitoring of
to virus transmission, stress, standards; health
and anxiety. screening; vulnerable
persons; dealing
with infection
outbreaks; cyber
security, business
continuity and crisis
management.
29Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Lack of Inadequate health screening 10 Visitors sign in at reception; client registration P&D 4 Where possible,
procedures of staff, clients, contractors, areas also in place. for visitors, this
to monitor and other visitors who can be carried out
the health of come into the building, Procedures for health screening of staff, clients, off of site, with
persons coming leading to an infected contractors, and other visitors who come verification of no
onto site; person entering the building into 12 and 14 Bloomsbury Square in place; changes on the day
inability to trace and infecting others. temperature checks and declaration forms. of attendance.
persons who Due to the nature of the
have attended business, numerous persons These procedures have been communicated to Screening with
site. who are not in the employ all concerned. staff should reflect
of CIArb may attend the frequency
events at the site, who may of attendance
subsequently need to be within the building.
traced. They should be
made aware of
• Symptoms of COVID-19 what should be
infection which may be highlighted in
mild to life threatening. between formal
screening (for
• Potential detrimental example, foreign
effects to future health. travel, developing
symptoms as per
• Stress & anxiety. the government
guidelines).
• Death.
The procedure
should also consider
the supporting the
NHS Test and Trace
system.
30Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Client lack of Insufficient clarity around 10 An earlier risk assessment has stated that FM 4 Procedures must be
understanding of COVID-19 control procedures are in place. communicated, and
requirements. processes required to be a record retained.
implemented by clients and Procedures in place consider:
their visitors may lead to Copies of any
misunderstanding, and key • General building COVID-19 controls for all risk assessments
control measures not being persons. completed by the
in place, resulting in virus client in relation to
transmission to building • Use of meeting rooms, circulation areas and COVID-19 control
users. shared facilities. should be requested.
• Symptoms of COVID-19 • Arrangements for breaks and catering.
infection which may be
mild to life threatening. • What to do if someone becomes ill.
• Potential detrimental • Processes to support test and trace – i.e. QR
effects to future health. Code displayed .
• Stress & anxiety.
• Death.
31Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Client lack of Insufficient clarity 10 Procedures are shared with contractors. FM 4 Procedures
understanding of around the COVID-19 constantly reviewed
requirements control processes to Covid-19 RAMS and Site Operating Procedures in accordance with
Contractors lack be implemented by have been obtained from all contractors government advise.
of understanding contractors may lead working on site. These can be located in each
of requirements. to misunderstanding. contractors’ folder on the Facilities shared drive.
Subsequently key control
measures may not be in Procedures in place considering general building
place resulting in virus COVID-19 controls process for contractors
transmission to building including arrival times / exit times; general rules;
users. use of circulation areas and shared facilities;
arrangements for welfare breaks; what to do if
• Symptoms of COVID-19 someone becomes ill and processes to support
infection which may be test and trace
mild to life threatening.
Contractors sign in via reception in the same
• Potential detrimental way as all other visitors.
effects to future health.
• Stress & anxiety.
• Death.
32Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Lack of Vulnerable and extremely 10 Regular liaison with staff is taking place regarding P&D 5 Before returning
assessments vulnerable persons are of their current health and welfare whilst working to the office, the
and procedures higher risk of serious illness at home. following should be
for vulnerable if they contract COVID-19 ensured:
and extremely on the premises. Vulnerable and extremely vulnerable personnel
vulnerable have been identified. • All vulnerable
persons. • Symptoms of COVID-19 and extremely
infection which may be vulnerable staff
mild to life threatening. have been identi
fied (updated).
• Potential detrimental
effects to future health. • A specific risk
assessment
• Stress & anxiety. has been carried
out for those
• Death. individuals and
control measures
implemented
accordingly.
33Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Lack of Staff, clients, contractors and 20 ‘Notice to all visitors’ signage is in place which P&D 6 If a positive case
procedures other visitors may become sets out expectations and conditions for is identified in the
in place for ill as a result of contracting entering the building. building at any time,
dealing with a the virus whilst attending staff may need to
suspected case the building if there is a Where a person becomes unwell or displays self-isolate and get
or an infection suspected or confirmed symptoms of COVID-19 whilst in the building, a tested.
outbreak. infection outbreak which is designated room will be provided for isolation.
inadequately controlled. QR scan code usage
A lateral COVID-19 flow test kit will be to be monitored.
• Symptoms of COVID-19 provided to carry out a test and if the result is
infection which may be positive, the infected person will be asked to
mild to life threatening. book a PCR Test at the nearest COVID-19 Test
Centre. This is to be booked online.
• Potential detrimental
effects to future health. Any persons dealing with potentially infected
person will be provided with full PPE kit.
• Stress & anxiety.
All areas of the building used/visited by the
• Death. person in question will be closed off for an
immediate COVID-19 electrostatic spray
conducted by Alliance Cleaning.
34Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Lack of training Inadequate training for 10 Regular communications with staff, including via P&D 5 Keep records of
for staff. staff may lead to staff newsletters. training.
being unclear on how
to implement suitable FM staff are trained and aware of the following.
controls, which may lead to
transmission of the virus. • Routes of coronavirus transmission.
• Requirements to notify of symptoms and
• Symptoms of COVID-19 action to take if symptoms develop.
infection which may be • Personal hygiene including when and how to
mild to life threatening. wash hands effectively, using tissues when
sneezing and coughing in the crook of elbow.
• Potential detrimental
effects to future health.
• Personal safety including distancing.
• Rules in place for arrival times, circulation
• Stress & anxiety. routes throughout the building, and use of
shared facilities such as kitchens, staff areas,
• Death. toilets, and showers.
• Avoidance of physical contact.
• Safe use of PPE including putting on, wearing,
and taking off.
• Key cleaning protocols.
• Communicate the increased risks in tasks and
the new procedures that are in place to keep
staff safe when working.
• Ensure supervisors and managers understand
their responsibilities to train staff in new
procedures and the importance of checking
standards along with their role to maintain
staff wellbeing.
35Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Insufficient signs Confusion arising where 10 Government social distance guidance is 2m or FM 5 To review signage
and notices in there is insufficient 1m with mitigation if 2 meters is not viable. and procedures
place. instruction to building users. according to
Signage has been provided included ‘Notice government
• Symptoms of COVID-19 to all visitors’, and instructions relating to ‘one guidance over time.
infection which may be person at a time’ within circulation areas, good
mild to life threatening. hygiene notices for handwashing and notices
around the use of sanitiser on display.
• Potential detrimental
effects to future health.
• Stress & anxiety.
• Death.
36Documented controls (continued)
Who/what Initial Risk What effective control Residual Are additional
What is
could be harmed Rating measures are currently Owner Risk Rating controls required?
the hazard?
and how? (H/M/L) in place? (H/M/L) (Yes/No)
Inadequate Some of the offices are 10 Where rooms are let out to a third party FM 5 12Bsq to request
liaison with other long term hires; inadequate for specific usage, such as those permanently copy of client
building users. sharing of information may occupied by a single client, or for larger events assessments where a
lead to a misunderstanding or one-off activities (e.g. use by a long-term single client occupies
of the key controls required training), then there is a requirement to both a room, or where
to control the virus, which parties to carry out risk assessments so that there are events
could affect all building responsibility for safety management is agreed. or adhoc activities
users. taking place on site.
Copies of the relevant findings of the CIArb
• Symptoms of COVID-19 COVID-19 risk assessment are shared with
infection which may be clients hiring rooms on request.
mild to life threatening.
• Potential detrimental
effects to future health.
• Stress & anxiety.
• Death.
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