Risk Assessment for: COVID 19 Pandemic
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Setting the Scene: AW Champion Ltd are timber merchants that supply a broad range of essential materials primarily to the building/construction industry through their Branches located in Surrey and Kent.
Operations include: Importing, Milling, Warehousing, Sales, Vehicle loading/unloading, Customer deliveries, Collected sales by customers from Branches, Buying, Accounts, HR, IT Support services, Marketing and Transport.
This document aims to identify risks arising from the current COVID 19 pandemic and identify those at risk, controls in place and any further required actions. This assessment will also be supported with further branch specific documents if additional local controls are found to be necessary. As currently closed Branches are planned to re-open or there is further Government guidance this risk assessment will be updated as necessary.
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Company name:
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AW Champion Ltd
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Date of initial assessment:
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14/04/2020
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Assessment carried out by:
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Glen Murphy, Mark Stevens
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Last reviewed:
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12/06/2020
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Branch:
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All branches and operations
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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Exposure to COVID 19 Virus. Potential transmission of virus adding to current pandemic.
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All Champion Timber staff whether office, mill, sales yard or delivery based.
All visitors to branches, delivery drivers, customers, maintenance and cleaning contractors.
Customers receiving deliveries to site or private addresses.
All of the above may contract the virus through airborne bacterial spread or by touching a contaminated surface. The severity of the virus is variable and may result in minor flu-like symptoms but in some cases may be serious and fatal. Those with pre-existing health issues are at higher risk of developing serious outcomes and are considered within the following controls.
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- Three branches of ten are closed where it is hardest to maintain social distaining some staff furloughed.
- Monitor government guidance and act in accordance with any changes to recommended control measures.
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Low
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Directors
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Ongoing
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- Three branches open for collecting customers on 15th June, all others are performing deliveries only and/or pre booked collections with a phased reopening based on learnings.
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- Staff have been identified where tasks can be completed from home and this has been actioned.
- Continue monitoring staff wellbeing and ensure reporting of staff health that may require self-isolation.
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Low
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HR Business Partner
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Ongoing
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- Staff that have been identified as vulnerable or at risk have been prioritised to enable self-isolation.
- Advise home working staff on PC hygiene controls.
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Low
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HR Business Partner
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Ongoing
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- Office staff that cannot work from home have been re-positioned to operate in line with social distancing guidance.
- Work positions to be audited and enforced as necessary.
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Low to medium
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Operations Director
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29/05/2020 and ongoing
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- Operational staff are instructed to operate wherever possible in line with social distancing guidance (Min 2m separation) via one way systems, signage, self -distancing badges and limited access to break areas.
- Continue to re-enforce that distancing is being observed effectively.
- Regularly audit operational Branches to identify further improvements e.g. screens and further workstations.
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Low to medium
Low to medium
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Operations Director
Operations Director
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Ongoing
Ongoing
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- Briefing staff that are returning to work with our current distancing and other hygiene arrangements including any items that may be Branch specific.
- All staff are required to sign these documents.
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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As page 2
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As page 2 + Cleaning contractors – Contact with contaminated surfaces during cleaning tasks
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Branch Cleaning
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- All branches that are operational have an additional 1 hour daily of touchpoint cleaning. Cleaning staff have been provided with a guidance sheet for items requiring additional cleaning with sanitiser.
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- Monitor that additional cleaning regime remains effective.
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Low to medium
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Supervisors
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Ongoing
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- Upgrade cleaning checklist for critical areas such as toilets and restrooms, detailed sign off sheets to be positioned and upgraded.
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Low
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Operations Director / Managers
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Ongoing
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- Staff have access to antiseptic wipes to assist in regularly sanitising surfaces in regular personal use.
- Monitor staff to ensure regular cleaning of surfaces such as phones, desks, laptops.
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Low
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Supervisors
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Ongoing
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- Accumulated waste in refuse containers is disposed of daily.
- Monitor to ensure waste in work areas is minimised.
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Low
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Supervisors
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Ongoing
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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Branch Signage
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- Branches have had signage installed throughout advising of the minimum 2m distancing requirement. This has also been added as floor signage.
- The Government 5 steps to safer working together poster are placed on gates and shop windows to confirm compliance with current guidance and boost customer/staff confidence.
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Low
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Operations Director
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Ongoing
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- Voluntary wearing of face coverings will be permitted where practical. Specific masks worn currently for a specific job roles will continue to be required.
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Operations Director
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12/06/2020
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- Staff are required to declare personal or family health changes.
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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As page 2
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As page 2
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Branch Hygiene
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- Soap and paper towels are provided in toilets, kitchen areas.
- Ensure regular checks are made to ensure stocks remain adequate.
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Low
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Supervisors
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Ongoing
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- Staff have been made aware of the importance of regular hand cleaning and personal hygiene controls if coughing or sneezing.
- Monitor compliance
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Medium
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Supervisors
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Ongoing
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- Increased touchpoint cleaning schedule.
- Monitor compliance
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Low to medium
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Supervisors
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Ongoing
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- Minimum 2m social distancing in place wherever practical.
- Monitor compliance
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Low to medium
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Supervisors
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Ongoing
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- Restroom seating has been situated 2m apart.
- Ensure seating remains distance separated
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Low to medium
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Supervisors
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Ongoing
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- Antiseptic wipes are made available around the Branch.
- Ensure stocks continue to be replenished.
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Low
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Supervisors
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Ongoing
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- Doors are kept open where possible to reduce common touch points.
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Medium
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Supervisors
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Ongoing
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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As page 2
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As page 2
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Goods Inwards
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- Goods received are to order only. Visiting drivers are advised of distancing requirements and remain in their cab, alighting only to undo curtains, strapping and replace prior to departure.
- Where visiting drivers require access to welfare facilities ensure that they are aware of site distancing, hygiene rules and directed on routes away from operating FLT’s.
- Ensure hands are regularly washed.
- Monitor driver compliance with Branch requests to remain in vehicle.
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Low
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Operations Director
Branch Managers
Branch Managers
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Ongoing
Ongoing
Ongoing
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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As page 2
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As page 2
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Goods Outwards
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- AW Champion Ltd delivery vehicles are issued with single use and re-usable gloves. Each vehicle contains a vehicle cleaning kit including single use wipes, cloths, cleaning spray and refuse bags. Vehicles are cleaned before and after use and guidance has been issued to staff.
- Monitor hygiene and cleaning stocks in vehicles
- Replenished hygiene and cleaning stocks as necessary.
- Monitor pre-departure and return cleaning schedules are completed as per issued guidance.
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Low
Medium
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Drivers
Branch / Transport Manager
Branch / Transport Manager
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Ongoing
Ongoing
Ongoing
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- Each driver has been issued personally with hand sanitiser. Hands are sanitised after each delivery.
- Drivers to inform managers when running low.
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Medium
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Drivers
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Ongoing
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- Deliveries to clients are contactless and guidance has been issued to delivery crews on how to achieve this.
- Monitor deliveries are completed in line with issued guidance.
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Medium
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Branch / Transport Manager
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Ongoing
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- Vehicles that are double crewed have been issued with third party risk assessed guidance on distancing measures and controls to be adopted in the vehicle.
- Monitor compliance with issued guidance.
- Monitor staff declarations
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Medium
Medium
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Branch / Transport Manager
Branch / Transport Manager
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Ongoing
Ongoing
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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As page 2
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As page 2
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Call and Pre-booked Customer Collections
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- All collect orders are provided with a timed collection slot.
- Customers are advised at point of order of distancing rules at the branch location.
- Monitor compliance with call and collect procedures.
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Low to medium
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Operations Director / Sales Director
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Ongoing
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- Marked waiting bays and loading bays are provided.
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- The pre-picked order is brought to the customer vehicle for the customer to load. The customer does not enter the shop area.
- There is suitable space to load and manoeuvre vehicles safely maintaining distancing with each branch having a dedicated number of bays
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General
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- Some contractor service visits to branches continue to maintain safety or equipment service standards. All such visits are by appointment and contractors are pre-advised of Branch requirements.
- Contractors to be provided suitable guidance as to how their work will be safely undertaken with regard to sanitising machinery or equipment following servicing.
Full branch opening
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Low
Low
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Operations Director / AMcD
Branch Mgrs
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Ongoing
Ongoing
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- Sales desk staff are now segregated by a Perspex screen.
- Card only payments will be taken initially and reviewed if this results in negative customer feedback.
- Learn from 3 branches re opening to collecting customers on 15th and adapt to allow a phased reopening of all branches
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Medium
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Operations Director
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19/06/2020
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- Maintain current records of staff to identify staff in the category of vulnerable or at risk and identifying the correct approach to their being able to work safely.
- Confirm those affected and identify suitable role or controls required.
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Medium
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HR Business Partner
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Ongoing
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- Maintaining contact with those staff working from home and those furloughed.
- Devise method of suitability of home-work stations for those continuing distance working.
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Low
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HR Business Partner
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Ongoing
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- Meetings will only be held when able to maintain social distancing for the size of group.
- Numbers of customers in the branch at one time will be limited by number of cars with car parks marked as full if this number is exceeded.
- Queuing systems and one way systems are in place when awaiting assistance and when paying.
- Reception screen segregation at New Malden head office reception
- If office numbers return to normal staffing levels consider screens or relaying desks to limit face to face working if 2 metre distancing is not possible.
- Consider whether touchpoint cleaning schedules will need to become more frequent when branches are fully re-opened.
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Medium
High
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Operations Director
Operations Director
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Prior to people returning to head office
Assess on 19.06
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What are the hazards?
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Who might be harmed and how?
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What are you already doing?
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What further action do you need to take?
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Risk rating
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Who needs to carry out the action?
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When is the action needed by?
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Done
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