Risk assessment for the office

This risk assessment is for your offices and other low risk areas. Guidance on areas covered can be found by searching in the staff directory

Description of activity / area being assessed	Working in offices and low risk areas	Location
Manager responsible	Signature & date
Assessed by (name & role)	Signature & assessment date

eed to check whether the hazards, hazardous events and consequences apply

Hazard (H) Hazardous event (HE) Consequence (C)	Who might be harmed	Current controls	Current risk LxC=R	Additional controls	Residual risk LxC=R	Date achieved
General controls for all hazards	Employees	New staff are inducted using the University’s health and safety induction checklist and complete the new staff induction Moodle course. Staff who are promoted or transferred into new roles are adequately inducted. Annual health and safety inspection carried out. Employees advised of how to obtain first aid and report accidents and hazards. Risk assessment carried out for pregnant workers when employee informs of pregnancy.	-	-

hazard hazardous event consequence	Who might be harmed	Current controls	Current risk LxC=R	Additional controls	Residual risk LxC=R	Date achieved
H-Fire and emergency, including first aid. HE-Failure to evacuate safely in the event of fire. C- Smoke inhalation or burns. Potential for fatalities. HE- Failure to summon first aid. C- Harm escalates due to delay in summoning first aid.	Employees, lone workers, visitors, students, contractors. People at increased risk: limited mobility, hearing and visually impaired. Temporary or permanent disabilities	Fire Safety Essentials training for all. Employees made aware of: local fire evacuation procedure, how to report fire issues, emergency phone number and first aid provision. Also, security procedure for the area/building. Colchester – Employees notify Security if intending to stay after 8pm and when they leave after 8pm. (Door unlocked for security safety checks after 8pm). Fire evacuation stewards appointed and trained. Where required first aiders appointed and trained. (See H&S Management Statement for details). Personal Emergency Evacuation Plans (PEEP) for people at increased risk. Fire escape routes clear from obstructions and combustible materials. No prohibited items: e.g. candles (unless approved by the Fire Safety), toasters, non EMS-issued room heaters. All staff and students take part in fire drills.	Very unlikely and catastrophic MEDIUM RISK
H=Temperature. HE- Exposure to hot or cold workplaces. C-general discomfort and low productivity.	Employees People at increased risk	Use window blinds to minimise solar gain or heat loss during the day and night. Ventilate the space. Fan available. Follow University guidance on staff directory where there are problems with thermal comfort.	Fairley likely and minor LOW RISK
H-Space. HE-Insufficient space, contact with or hitting against furniture. C-Minor injuries.	Employees using the space Visitors	Space provided is sufficient to enable free movement around workspace and for carrying out tasks and complies with legal minimum (11m3 per person)	Very unlikely and minor VERY LOW RISK
H-Lighting. HE-Inadequate light levels; too bright, too dark, disability/distraction glare. C-eye discomfort or headaches. Cause unsafe conditions.	Employees and visitors to the space	Lighting levels are adequate for the tasks. Local lighting (e.g. lamps) provided for close work where necessary. Window blinds fitted and working where necessary to minimize glare.	Unlikely and moderate LOW RISK
Slips and trips. H-e.g trailing cables, spillages, uneven flooring, loose carpet etc. HE-contact with slip / trip hazard C- First aid injuries, sometimes major injury.	Employees, visitors, students, contractors	Employees maintain good housekeeping standards, clean up spillages and know how to report major spillages. Trailing cables away from walkways. Employees know to eport flooring faults EMS helpdesk. Annual health and safety inspection	Unlikely and major MEDIUM RISK
H- Work equipment. HE-Contact with hot or sharp parts or hot water (hot water tap) C- burns, cuts or scalds requiring first aid.	Employee who uses the equipment	User given safe use instruction for the equipment. Hot water taps. A ‘caution – hot water’ hazard symbol is displayed and employees exercise caution when using them. Hot water taps identified.	Unlikely and minor LOW RISK
H- Electrical equipment. HE- Contact with live components C- fire and electric shock.	Employee who uses the equipment	User given safe use instruction for the equipment. Regular portable appliance inspection and testing (PAT) in place. Users made aware of electrical safety guidance, including simple visual checks, dangerous and prohibited items and use of personal electrical equipment. Water cooler PAT is carried out by supplier on installation, then included on department register.	Very unlikely and catastrophic MEDIUM RISK
H-Computer (DSE). HE- Poorly arranged workstation. Sitting in a poor posture, prolonged use. C- Aches and pains; persistent or occasionally disabling. Eye discomfort or headache.	Employees computer user	User completes a DSE self-assessment form and online Computer Safety Essentials course. Users are reminded of the need to regularly review their assessment. Using a computer? leaflet. DSE Facilitator checks assessments, training and actions issues arising from assessment. This is carried out for new staff and following significant changes to workstation or work.	Unlikely and moderate LOW RISK
H- Working at height. HE-Employee may fall when retrieving items stored at height, C-potentially resulting in major injury.	Employee	A Step Too Far? leaflet. Minimise storage at height. Remove unused high shelves. Stepladder or kick stool provided for use.. Ensure it is readily available. Stepladder and kick stool regularly checked and records kept. User check equipment before use. Available from the Working at Height website.	Very unlikely and major LOW RISK
H-Hazardous substances. Substances labelled as hazardous. HE- People are exposed through the skin and eyes, ingestion, inhalation, accidental injection. C- Ill health; short term or long term. Substances in this department:	Employees using the substances or others exposed in directly.	Only domestic cleaning products which are non-hazardous or with this pictogram used. This means the substance could cause short term health effects, such as skin irritation. Container labelled with the hazard and to instructions to use it safely. Where personal protective equipment (PPE) is recommended on the label, it is supplied and its condition regularly checked. Where children could have access to the area, the substances are locked away. If there is a need to use a more hazardous substances a COSHH risk assessment will be carried out.	Unlikely and minor LOW RISK
HE-Manual handling. H- Heavy or unbalanced loads. Repetitive or prolonged, lifting, carrying, stretching and over reaching. C- Back pain and other musculoskeletal disorders; persistent or occasionally disabling.	Any employee who regularly lifts and carries at work.	Is Your Back Safe? leaflet. Book Porters or facilities provider for heavy loads (ems-helpdesk@essex.ac.uk) Book IT Services for IT equipment moves (helpdesk@essex.ac.uk). Suitable handling aids: trolleys (not supermarket) and regularly inspected. Workplace arranged to minimise over reaching, stretching and twisting. For significant manual handling activities detailed manual handling risk assessment carried out. Water cooler team talk and guide on changing the bottle safely.	Unlikely and moderate LOW RISK
Work related stress. H -work pressure, lack of job control, inadequate support, role concerns, poor relationships or change. HE - Prolonged exposure to work stressors C- Temporary physical and mental health effects. May develop significant mental or physical health problems.	Employees	Department stress risk assessment carried out and reviewed annually. University advice on work related stress. Appraisal and Performance Review meetings carried out where work plans, objectives and load is discussed. Regular 1:1 meetings where potential stressors can be discussed. Team/department/section review of staff survey outcomes. Significant problems carry out a stress risk assessment, with assistance from HR Managers.	Unlikely and major MEDIUM RISK

Add more rows if needed

Periodic Review

Review date:
Review by:
Signed:

If there are changes, please save assessment as a new version and archive previous version.