Risk Assessment Form
Section:
Directorate/Faculty/Department
Activity:
(include reference to any changes made to activities to eliminate, substitute or reduce risk)
Site:
People at Risk:
Additional Information/Standard Texts/Standard Operating Procedures
Hazard Identified
Uneven or slippery
surfaces, trailing
cables or other
obstacles.
Hazards associated
with poor
housekeeping e.g.
accumulations of
paperwork which
increase the fire
loading on the room,
poor storage
How might
someone be
harmed?
Rating
(LxS)
Staff and visitors,
including students,
may be injured if
they trip over
objects or slip on
spillages
XX
Staff and visitors
may not be able to
evacuate a building
safely in the event
of a fire
Risk Evaluation
Existing Control Measures







General good housekeeping is maintained
All areas are well lit, including stairs
No trailing leads or cables present
Staff keep work areas clear, e.g. no boxes left
in walkways
Office storage is well organised and maintained
Offices are cleaned regularly
Housekeeping Inspections are conducted
regularly and outstanding matters referred to
XXXX
Residual
Risk
(LxS)
XX
Additional Action Required
(Include timescale and
mechanism for
implementation)
Do you need to?



Action
by:
Nominate individuals to
ensure good
housekeeping in
communal areas, e.g. on
spills
Arrange for loose
carpets or damaged
nosing’s to be repaired
replaced
Ask any members of
staff with particularly
poorly kept offices to
take action to improve
their individual offices
Are these measures adequate?
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Risk Assessment – Office Safety
Health & Safety
October 2010
Manual Handling of
paper, office
equipment, water
bottles etc.
Staff risk injuries or
back pain from
handling
heavy/bulky
objects, e.g.
deliveries of paper
XX
Display screen
equipment
Staff risk posture
problems and pain,
discomfort or
injuries, e.g. to their
hands/arms, from
overuse or
improper use or
from poorly
designed
workstations or
work environments.
Headaches or sore
eyes can also
occur, e.g. if the
lighting is poor.
XX



Trolley used to transport boxes of paper and
other heavy items when collecting deliveries
etc.
High shelves are used for light objects only
Staff who engage in moving and lifting have
received Manual Handling training
Are these measures adequate?
 DSE training and assessments of workstation
carried out for all new starters early on in
induction. Any actions to be carried out as
soon as possible.
 Reassessment to be carried out at any change
to work feature, eg equipment, furniture or the
work environment such as lighting.
 Workstation and equipment set to ensure good
posture and to avoid glare and reflections on
the screen.
 Shared workstations are assessed for all users.
 Work planned to include regular breaks or
change of activity.
 Lighting and temperature suitably controlled.
 Adjustable blinds at window to control natural
light on screen
 Noise levels controlled
 Laptop users shown how to carry out own DSE
assessment for use away from office. When
used at office, laptop should be used with
docking station, screen, keyboard and mouse
.
Are these measures adequate?
XX
XX
Do you need to?
 Remind staff that they
should not try to lift
objects that appear too
heavy to handle on initial
assessment
 Arrange manual handling
training for those staff
who require it
 Complete specific
manual handling risk
assessments for
awkward or unusual
tasks
Do you need to?






Revisit DSE
Assessments
Ask supervisors to
monitor to ensure staff
continue to get breaks
away from the computer.
Check that identified
actions from selfassessments are
followed up as soon as
possible.
Tell staff that they are to
inform their manager of
any pain they have that
may be linked to
computer use.
Ask facilities to repair
any window blinds etc.
Remind laptop users to
carry out regular DSE
assessment to avoid
problems and identify
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Risk Assessment – Office Safety
Health & Safety
October 2010
any issues and report
them to their line
manager.
Working at Height
Filing on top shelves,
putting up decorations
etc.
Stress
Electrical
Falls from any
height can cause
bruising and
fractures
All staff could be
affected by factors
such as lack of job
control, bullying,
not knowing their
role etc.
Staff could get
electrical shocks or
burns from using
faulty electrical
equipment.
Electrical faults can
also lead to fires.
XX


XX
XX
Staff are aware that they must not stand on
chairs to file on high shelves, put up
decorations etc.
Internal windows cleaned by cleaners, are
appropriately accessible.
Are these measures adequate?
 Staff understand what their duties and
responsibilities are.
 Staff can talk to supervisors or managers if they
are feeling unwell or ill at ease about things at
work.
 Corporate Stress at Work Policy in place and
Corporate Stress Risk Assessment displayed
on notice board to inform staff about various
support mechanisms in place
Are these measures adequate?
 System in place for Electricians to be contacted
to attend to any electrical problem via
Maintenance Help Desk
 Electrical equipment is tested in accordance
with the University policy which is available on
the Health and Safety Services web site
XX
Do you need to?

XX
Provide an appropriate
step ladder or kick stool
and show staff how to
use it safely
 Rearrange storage
arrangements to reduce
the need to access high
storage regularly.
Do you need to?

XX
Remind staff that they
can speak confidentially
to a manager or
supervisor (on a no
blame basis) if they are
feeling unwell or ill at
ease because of work.
Do you need to?

Request re-tests of
equipment if labels show
that they are not in date
Are these measures adequate?
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Risk Assessment – Office Safety
Health & Safety
October 2010
Lone Working
Staff could suffer
injury or ill health
while off campus
e.g. when visiting
external sites or
conducting
research
XX




Staff routinely enter their visit details in a
shared office diary and give a contact number.
A system is in place for staff to report into the
office following a visit, where necessary.
All those working out of hours (after 7 pm or at
weekends) in University buildings, must log in
and out with Security
Departmental staff are aware of the procedures
to follow if a member of staff fails to report in at
the expected time.
XX




Are these measures adequate?
Use of Office
equipment
Staff could receive
injuries during
maintenance or
operation of
equipment.
Unattended
equipment could
present a fire risk if
it is in escape
routes or protected
areas.
Exposure to Ozone,
Printer Toner, and
Mechanical
Hazards.
XX


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Manufacturer’s information for office equipment
is available for reference if required.
The photocopier is housed in a large well
ventilated room, not on a fire escape.
Toner cartridges are removed with gloves and
are self contained. Toner is not transferred
from one container to another.
The Shedder is guarded, this guard cannot be
removed.
Shredder Users are advised to switch off the
machine before unblocking any paper jam.
Defects observed are reported to the line
manager for action to be taken
Do you need to?
XX
Monitor the whereabouts
of staff off-site
Ask staff to update
personal next of kin
contacts on SIMS.
Develop more
sophisticated lone
worker arrangements for
higher risk work. (Lone
worker alarms, buddy
systems etc.)
Brief staff on the action
to take if someone fails
to report in as expected?
Do you need to?


Remind people
about the safe way
to use equipment by
displaying notices
Arrange for your
photocopier to be
relocated
Are these measures adequate?: Yes
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Risk Assessment – Office Safety
Health & Safety
October 2010
Emergency Incident
on Campus (Fire or
Security incident on
Campus)
Staff may not be able
to respond to
emergency
instructions because
they are unaware an
incident is taking
place or because
they are unfamiliar
with emergency
procedures.
XX



Staff are all familiarised with fire evacuation
procedures on induction.
Annual fire drills re-enforce fire evacuation
arrangements
A mass text facility is in place to communicate
action to be taken by staff in the most serious
of emergencies (this message may be for staff
to remain in current location rather than to
evacuate)
XX
Do you need to?

Ensure induction is
carried out for all
new starters

Encourage all
departmental staff to
enter their personal
mobile phone
number into the
SIMS system so they
may receive texts in
an emergency.
(Restricted access
system).
Signature: ............................................................................... Title: ................................................................................................. Date:.........................................................
REVIEWED:
Date ...........................................................
Date ...........................................................
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Risk Assessment – Office Safety
Health & Safety
October 2010