Covid 19 Risk Assesment

 

Risk Assessment for: COVID 19 Pandemic

 

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.

 

Company name: AW Champion Ltd Date of initial assessment: 14/04/2020
Assessment carried out by: Glen Murphy, Mark Stevens Last reviewed: 17/05/2021
Assessment index number: RA/GE/AB/014 Branch: All branches and operations

 

What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
Exposure to COVID 19 Virus. Potential transmission of virus adding to current pandemic. 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.
  • All Branches are fully open with local controls to manage distancing and number of customers on site.
  • Monitor government guidance and act in accordance with any changes to recommended control measures.
Low Directors Ongoing
  • 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.
Low HR Business Partner Ongoing
  • 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.
Low HR Business Partner Ongoing
  • 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.
Low to medium Operations Director Ongoing
  • Operational staff are instructed to operate wherever possible in line with social distancing guidance (Min 2m separation) via one way systems, signage 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.
Low to medium

Low to medium
Operations Director

Operations Director
Ongoing


Ongoing
  • 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.



What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
As page 2 As page 2 + Cleaning contractors – Contact with contaminated surfaces during cleaning tasks Branch Cleaning
  • All branches 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.

  • Monitor that additional cleaning regime remains effective.

Low to medium

Supervisors

Ongoing
  • Checklist for critical areas such as toilets and restrooms, detailed sign off sheets have been upgraded.
Low Operations Director / Managers Ongoing
  • Staff have access to antiseptic wipes, cleaning spray and hand sanitiser to assist in regularly sanitising surfaces and hands.
  • Monitor staff to ensure regular cleaning of surfaces such as phones, desks, laptops.
Low Supervisors Ongoing
  • Accumulated waste in refuse containers is disposed of daily.
  • Monitor to ensure waste in work areas is minimised.
Low Supervisors Ongoing

 

What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
Branch Signage
  • 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.
  • All  staff serving customers are required to wear a face covering/mask when in yards unless operating machinery. All staff should wear a face mask when in shops unless behind a physical barreir at sales desks. 
Low Operations Director Ongoing 
  • Voluntary wearing of face coverings will be permitted where not specified as a requirement
Operations Director 12/06/2020
  • Staff are required to declare personal or family health changes.

 

What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
As page 2 As page 2 Branch Hygiene
  • Soap and paper towels are provided in toilets, kitchen areas along with hand sanitiser
  • Ensure regular checks are made to ensure stocks remain adequate.
Low Supervisors Ongoing
  • Staff have been made aware of the importance of regular hand cleaning and personal hygiene controls if coughing or sneezing.
  • Monitor compliance
Medium Supervisors Ongoing
  • Increased touchpoint cleaning schedule.
  • Monitor compliance
Low to medium Supervisors Ongoing
  • Minimum 2m social distancing in place wherever practical.
  • Monitor compliance
Low to medium Supervisors Ongoing
  • Restroom seating has been situated 2m apart.
  • Ensure seating remains distance separated 
Low to medium Supervisors Ongoing
  • Antiseptic wipes, sanitising spray and hand sanitisers are made available around the Branch.
  • Sanitising spray is supplied for areas that is not covered by touchpoint cleaning such as vehicles, forklifts and Mills.
  • Ensure stocks continue to be replenished.
Low Supervisors Ongoing
  • Doors and windows are kept open wherever possible to reduce the number of common touch points and to improve ventilation.
Medium Supervisors Ongoing

What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
As page 2 As page 2 Goods Inwards
  • 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.
Low Operations Director



Branch Managers



Branch Managers
Ongoing





Ongoing 




Ongoing

 

What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
As page 2 As page 2 Goods Outwards
  • 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, sanitising 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.
Low


Medium
Drivers


Branch / Transport ManagerBranch / Transport Manager
Ongoing


Ongoing


Ongoing
  • Each driver has been issued personally with hand sanitiser. Hands are sanitised after each delivery.
  • Drivers to inform managers when running low.
Medium Drivers Ongoing
  • 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.
Medium Branch / Transport Manager Ongoing
  • 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.
  • Staff in vehicles that are twin manned are expected to wear a mask/face covering
  • Drivers are to wear a mask/face covering when interacting with customers.
  • Monitor compliance with issued guidance.
  • Monitor staff declarations

  • Monitor compliance

  • Monitor compliance
Medium


Medium
Medium


Medium
Branch / Transport ManagerBranch / Transport ManagerBranch/Transport Manager
Branch/Transport Manager
Ongoing

Ongoing
Ongoing

Ongoing

 

What are the hazards? Who might be harmed and how? What are you already doing? What further action do you need to take? Risk rating Who needs to carry out the action? When is the action needed by? Done
As page 2 As page 2 Call and Pre-booked Customer Collections
  • 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. 
Low to medium Operations Director / Sales Director  Ongoing
  • Marked waiting bays and loading bays are provided.
  • 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


General
  • 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.
Branch Managers to advise accordingly Low






Low
Operations Director / AMcD




Branch Mgrs
Ongoing






Ongoing
  • Sales desk staff are segregated by a Perspex screen.
  • Monitor
Medium Operations Director Ongoing
  • 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.
Medium HR Business Partner  Ongoing
  • Maintaining contact with those staff working from home
  • Devise method of suitability of home-work stations for those continuing distance working.
Low HR Business Partner Ongoing 
  • Physical meetings will only be held when not possible remotely, able to maintain social distancing and kept as short as possible outdoors or in a well ventilated room
  • 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.  Where car parking is limited this will be limited to a number of heads based on a combination of queuing space in the shops and space in the yard.
  • Sanitiser is provided at the entrance to the yard,  shop and next to payment points
  • Queuing systems and one way systems are in place when awaiting assistance and when paying.
  • Local controls are in place across branches to ventilate all rooms when in use to improve ventilation.  In particular kitchens, toilets and shared offices/sales desks.
  • Branch Managers completing Covid checklists.
  •  3rd Party Health and Safety monthly audits are incorporating covid secure controls to validate compliance

















  •  Managers in all sites to ensure ventilation controls are being adhered to. 
  •  Ensure health and safety advisers (Didac)  are validating ventilation during  monthly audits and Branch Managers likewise when completing Covid review checklists.









Medium















High
Operations Director














Managers
Prior to people returning to head office














Ongoing