South Pennine Academy

Coronavirus Risk Assessment for the re-opening of offices - revised 7th November 2020

Coronavirus (COVID-19): Risk assessment for re-opening offices July 2020 and revised November 2020

Pennine House, PCC and Orchard House

This Risk Assessment addresses the additional risks and measures taken to reduce the risk to staff and visitors from Coronavirus COVID-19, and should be read alongside other H&S guidance and risk assessments for the work place.

Assessment conducted by: R Batley

Job title:  Operations Director

Covered by this assessment: staff, visitors

Date of assessment: 08/07/2020


Review interval: on receipt of updated guidance

Date of next review: January 2021


Consultation/Information sharing

Date(s) of consultation

Revisions made Date








JCNC Members




Final Documents agreed




Document shared on website





Risk rating

Likelihood of occurrence




Likely impact





Causes major physical injury, harm or ill health.

High (H)


Medium (M)


Causes physical injury or illness requiring first aid.



Low (L)


Causes physical or emotional discomfort.







Area for concern

Risk rating prior to action


Recommended controls

In place?


By whom?


Risk rating following action



Preventing the Risk of Infection





·         Staff have a duty to protect themselves and others from risks in the workplace, this includes the risk of infection from Coronavirus, and staff must be aware of and follow current government guidance.

·         Staff and who have tested positive for  (COVID-19) in the last 10 days, or live with somebody who is displaying symptoms, must not attend the workplace.

·         Staff who live with somebody that has tested positive for  (COVID-19) in the last 14 days, must not attend the workplace

·         Staff who are displaying symptoms of coronavirus (COVID-19), or live with somebody who is displaying symptoms, must not attend the workplace, until confirmation of a negative test result is available.

·         Contractors and visitors will not be admitted to site if they are showing symptoms of coronavirus (COVID-19), or have had contact with anybody who has tested positive within the last 14 days will not be allowed to remain on the site, checks on entry will be completed.

·         Where possible contractors will attend site when the building is not occupied, where this is not possible contractors must maintain 2M distance between themselves and staff.

·         Strict handwashing and hygiene regimes are in place, staff and visitors will wash their hands with soap and running water, at a minimum on entry and regularly throughout the day.

·         Sanitiser stations are available, providing alcohol-based hand sanitiser

·         Adequate amounts of soap, tissues and bins are available in the relevant areas.

·         Good respiratory hygiene is in place, using the ‘catch it, bin it, kill it, approach

·         All offices have lidded bins

·         Cleaning routines are in line with the PHE for cleaning non-healthcare settings

·         Adults will maintain social distancing with other adults, wherever possible, where this is not possible other measures must be taken e.g. wearing faceshields

·         The use of communal areas, e.g. the kitchen, is limited to avoid unnecessary group gatherings, allowing only one person at a time

·         Staff using the kitchen should wipe down handles, taps and equipment used with the wipes provided prior to leaving the kitchen

·         Touch points on office equipment e.g. photocopiers must be wiped down with the wipes provided after use

·         Desks have been placed at least 2M apart or where this is not possible 1M with other measures in place.

·         Desks have been placed to ensure staff are not sat facing each other, without additional measures in place.

·         Limited access e.g. one person at time to narrow corridors where social distancing is not possible

·      Where possible staff should not share equipment, where equipment is shared e.g. phones these should be wiped down after use with the wipes provided.







Response to  any Infection

Including managing confirmed cases




·      Staff members, will engage with the NHS Test and Trace process by:-

·         booking a test, as a keyworker, if they are displaying symptoms – staff must not come into the workplace if they have symptoms, and must be sent home to self-isolate if they develop them during the day. Staff are advised to select the key worker option when booking a test.

·         provide details of anyone they have been in close contact with if they were to test positive for coronavirus (COVID-19) or if asked by NHS Test and Trace

·         self-isolate if they have been in close contact with someone who develops coronavirus (COVID-19) symptoms or someone who tests positive for coronavirus (COVID-19)

·         during the 2nd period of National lockdown, each building will be treated as a bubble, if one member of the bubble tests positive for Coronavirus all members will be expected to self-isolate for 14 days and to work from home.

·      Staff must notify their manager of the result of any test

·      Return to work interviews will be carried out with staff who return from either coronavirus illness or a period of self-isolation.

·      Staff members returning from foreign travel must observe the quarantine guidelines in place at the time.  Wherever possible they must make their manager aware prior to travel. Arrangements will be made for them to work from home, during the quarantine period.

·      On receipt of confirmed cases contact:-

Kirklees Public Health;

Tel:  01484 221000 ext. 75296



·      Once guidance/instruction has been taken from Kirklees Public Health, inform Roz Batley on 07823 320890

·      The Trust will work with the Health Protection Team, to implement and measures that are required, in line with the guidance, which may include closing offices for deep cleaning.










·          Staff who are considered at greater risk including pregnant women, and those who are extremely clinically vulnerable have a risk assessment in place detailing how they can continue to work safely in line with current government guidelines

·          During the 2nd period of National lockdown, staff who are Extremely clinically vulnerable (CEV) and have received notification from the NHS that they are on the CEV list, must work from home.

·           Staff who may otherwise be at increased risk from coronavirus (COVID-19), including those from the BAME community and those who may be clinically vulnerable can request a Risk Assessment to identify any additional measures which may be needed to be put in place, to allow them to work safely in line with current government guidelines







Staff mental health & wellbeing


•    Staff surveys have been carried out to assess how staff feel about the reopening the workplace and enable the Trust to act on any concerns staff may have.

•    Managers will consider requests made by staff who wish to make changes to their working environment or working hours in the interest of health and safety, in line with the Flexible working policy.

·         all staff, have access to counselling  and other wellbeing support through SAS services.










·         Safeguarding policy has been amended to refer to the coronavirus (COVID-19): Safeguarding in schools, colleges and other providers guidance.

·         ID checks on new employees revert to being carried out in person







·         Pre-opening checklists have been completed and submitted to the trust/uploaded onto the Ellis Whitam system

·         PPM and statutory testing has been completed

·         Centralised ventilations systems (Air Conditioning) that removes and circulates air to different rooms will have the recirculation turned.

·         Ventilation will be improved in Offices by keeping windows open wherever possible

·         Hand dryers will not be used, paper towels will be provided

·         Dishwashers should be used wherever possible

·         Tea towels will be removed





Accepting Deliveries


·         Good Hand hygiene should be followed after accepting any deliveries, washing hands with soap and running water for at least 20 seconds, or using the alcohol based hand sanitiser provided





Visiting our Academies


·         During the 2nd period of National Lockdown visiting our Academies will be kept to an absolute minimum, alternative methods including online video communications systems should be used.  It is acknowledged that on some occasions you may need to visit an Academy (eg HSE Visits), during these visits you must maintain social distancing, wear your face covering in all communal areas, maintain 2 M social distance from other adults, follow good hand hygiene and follow any additional measures put in place locally by the Academy.

·         Large meetings where social distancing is not possible, should not be held face to face, alternative methods including using safe online video communication systems should be used

·         When travelling to and from other locations, car sharing is not encouraged unless social distancing can be observed e.g. passenger sat diagonally opposite driver with windows open.

·         When attending an Academy ALL safety measures put in place by the Academy MUST be followed at all times







Policies and procedures



·         All staff are aware of all relevant policies and procedures including, but not limited to, the following:

-       Health and Safety Policy

-       Accessing First Aid

-       Flexible working Policy

-       DSE assessments

·         All staff have regard to all relevant guidance and legislation including, but not limited to, the following:

-       Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013

-       The Health Protection (Notification) Regulations 2010

-       Public Health England (PHE) (2017) ‘Health protection in schools and other childcare facilities’

-       DfE and PHE (2020) ‘COVID-19: guidance for educational settings’

·         Staff receive any necessary training that helps ensure there is a safe office environment.

·         The trust keeps up-to-date with advice issued by, but not limited to, the following:

-       DfE

-       NHS

-       Department of Health and Social Care

-       PHE

-       The local health protection team (HPT)

·         All staff and visitors are made aware of any infection control procedures and social distancing arrangements for when the office reopens via email, and notices around the site.