Generic Risk Assessment
WORKING IN OFFICES AND LOW RISK AREAS
Area(s) covered by assessment
Date of
assessment
Who could be harmed?
Employees, students, visitors, people with permanent or temporary disability, pregnant workers.
Significant hazards or risks and control measures that apply to most workplaces
Implementing the listed control measures will reduce the risk of harm to low.
Computer (DSE) use: Employee may suffer from aches and pains as a result of poor posture,
workstation arrangement or prolonged use. Can become persistent or occasionally disabling.
Eye discomfort or headache may also be caused by poor lighting or screen image, or prolonged use.


In Place?
YES / NO /
PART / NA
DSE Facilitator(s) check that staff who use computers complete the online Computer Safety course
and also the DSE self-assessment form. Also assists with implementing actions arising from
assessment.
DSE Facilitator also makes sure assessments are reviewed following significant changes to
workstations or work. Computer users also reminded of the need to review their assessment
annually.
Manual handling: Repetitive or prolonged periods of lifting, stretching and reaching may lead to back
pain or other manual handling related injuries. Lifting of heavy or unbalanced load incorrectly may also
cause these injuries. Can become persistent or occasionally disabling.




In Place?
YES / NO /
PART / NA
All employees who are required to carry out regular manual handling tasks given information on
safe manual handling. (See below).
Employees arrange for authorised staff to move heavy furniture (email: ems-helpdesk@essex.ac.uk
(Colchester campus) or the facilities provider) and IT equipment (Via IT Services helpdesk, email:
desk@essex.ac.uk ).
Suitable handling aids such as trolleys (not supermarket) provided where necessary.
Workplace arranged to minimise reaching, twisting and stretching to lift loads. Minimise storage of
heavy items at height or at ground level.
Slips, trips and falls: Injuries to employees or visitors may be caused by slip and trip hazards such as
spillages, trailing cables, uneven flooring, loose carpet. Occasionally leading to serious injury. Employee
may also fall when retrieving items stored at height, potentially resulting in serious injury.






In Place?
YES / NO /
PART / NA
Employees encouraged to maintain reasonable housekeeping standards.
Trailing cables positioned neatly away from walkways.
Damage to floor coverings and other repairs and maintenance reported immediately to Estates
helpdesk (ems-helpdesk@essex.ac.uk) (or Facilities Management Provider) for repair/replacement
as necessary.
Employees aware of procedures for dealing with spillages.
Minimise storage at height. Where items are stored at height a stepladder or kick stool is readily
available to access the items. Stepladder regularly checked to ensure it is in safe condition and
record kept.
Where necessary, employees given information on safe use of stepladders as part of induction (see
below).
Officeriskassess
Last updated: May 2016

Fire and Emergency: Failure to evacuate safely - employee and visitors could suffer from smoke
inhalation or burns if trapped in office. Potential for fatalities. People with limited mobility may have
difficulty evacuating.
In Place?
YES / NO /
PART / NA

All employees aware of the fire evacuation procedures, emergency telephone numbers (e.g. first
aid) and how to report fire safety issues.
 Fire evacuation stewards appointed and trained (see H&S Management Statement for details).
 Personal Emergency Evacuation Plan (PEEP) arrangement for those who may have permanent or
temporary disabilities that affect safe evacuation.
 Basic Fire Safety training completed by all.
 Access to fire exits kept clear at all times.
 Candles, incense, Joss sticks and oil burners are not permitted in work areas unless permission has
been given by the Fire Safety Officer.
Lone Working: Employees’ may be unable to raise the alarm in the event of an accident or incident. In
an emergency (e.g. fire) security staff may not know employee is working in the building.



Employees follow security procedure for the area / building.
All employees made aware of emergency numbers and procedures for the area/building.
At Colchester campus Patrol Officers do a walk around check of all buildings before 8pm and at
other times during the night. Employees advised to:
o Notify Patrol Officers / security if intending to work later than 20:00hrs and let them know when
they leave.
o Not lock office doors, so that checks on their safety can be made.
Work equipment: Electrical shocks or fire through use of unsafe electrical equipment. Burns and cuts
from using work equipment (e.g. laminators) incorrectly.








In Place?
YES / NO /
PART / NA
Staff advised of University’s guidance on stress (see below), staff development opportunities, and
availability of counselling. Information available on University’s website or via Under Pressure
Leaflet.
Work plans/objectives and work load discussed and agreed at Appraisal and Performance Review
meetings and any other time as the need arises.
Regular team and 1:1 meetings through which potential stressors can be addressed.
Team / Department or Section review of outcomes of staff opinion survey.
Where significant problems stress risk assessment carried out, with assistance of HR advisers.
Temperature: Employee may feel too hot/cold leading to general discomfort and low productivity.

In Place?
YES / NO /
PART / NA
Employees given appropriate instruction on safe use of work equipment (e.g laminators)
Regular portable electrical appliance inspection and testing regime in place, in accordance with the
University’s Standard on Electrical Safety and PAT.
Employees are made aware of University / Department rules on:
o Use of Personal Electrical Equipment at Work
o Prohibited and Dangerous Electrical equipment
o Electrical Equipment: Simple Visual Checks
Where prohibited and dangerous equipment is found in work areas: Action to be taken if prohibited
or dangerous electrical equipment is found in non-residential areas is followed.
Stress: Employees could suffer from work related stress as a result of work pressure, lack of job control,
inadequate support or concerns relating to their role, relationships or change. Prolonged stress can lead
to temporary physical and mental health effects. If not addressed, employees may develop significant
mental or physical health problems.

In Place?
YES / NO /
PART / NA
Use of window blinds and doors to ventilate and/or conserve heat. Fan available.
 Where employees report problems with thermal comfort, follow guidance on website at
http://www.essex.ac.uk/health-safety/phys-env/temperature.aspx
In Place?
YES / NO /
PART / NA
Space: Injuries through contact with (or hitting against) furniture if there is insufficient space to move
around safely.

Space provided is sufficient to enable free movement around workspace, and for carrying out tasks
and complies with legal minimum (11m 3 per person)
Lighting: Employee and visitors may suffer eye discomfort or headaches if lighting is insufficient, too
bright or of the wrong type.








In Place?
YES / NO /
PART / NA
Where it is reasonably practicable, an office water supply to a mains-fed water
delivery system is used. A ‘caution – hot water’ hazard symbol is displayed next to
high temperature taps that supply water for hot drinks and employees exercise
caution when using them.
The smaller 12 litre (13kg) bottles are used on freestanding dispenser(s). All
employees who change the water bottle have undertaken the team talk Changing
the water cooler bottle. The Changing the water cooler bottle guide is displayed next
to the dispenser to remind people how to change it safely. Pregnant workers and
employees with existing or temporary health conditions that may reduce their ability to change the
bottle safely must not carry out this task.
The free standing dispenser is annually PAT by the water dispenser company.
Store full bottles in a cool place away from direct sunlight. Follow the BWCA Essential care for your
water cooler, July 2012 to ensure water quality and hygiene. Water supplier carries out regular (3
monthly) sanitisation of the system.
Use of hazardous substances: Substances that are labelled as hazardous (see:
http://bsintra.essex.ac.uk/safety/coshh/GHS%20guide.pdf ) may cause short term or long term harm by
inhalation, ingestion, skin or eye contact.

In Place?
YES / NO /
PART / NA
Lighting levels are adequate for the tasks. Local lighting (e.g. lamps) provided for close work where
necessary. Window blinds fitted where necessary to minimize glare.
Free standing water dispensers and mains fed water delivery systems. Changing and handling the
water bottle for the water dispenser can cause serious musculoskeletal injuries. Poor water dispenser
hygiene and bottle storage can cause deterioration in water quality. Hot water may cause scalds.
Electrical shocks or fire through use of unsafe electrical equipment.

In Place?
YES / NO /
PART / NA
In Place?
YES / NO /
PART / NA
Only domestic cleaning products which are non- hazardous or labelled
with one of the pictograms shown here are used. These symbols mean
the substance could cause short term health effects such as respiratory,
skin or eye irritation.
Harmful / irritant
Containers are labelled with the hazard and how to use it safely.
Where personal protective equipment (PPE) is recommended on the label it, it is supplied and its
condition regularly checked. (Give details in other hazards / risks section)
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.
General controls for all hazards
 New staff inducted using University’s health and safety induction checklist and shown induction
information on the HSAS website
 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
In Place?
YES / NO /
PART / NA
Other hazards / risks not covered by above (give details):
In Place?
YES / NO /
PART / NA
Control measures:
If action is needed to implement any of the above control measures complete the action plan below:
Target
Date
Action to be taken
By who
completion
completed
date
TO BE COMPLETED BY MANAGER
Managers Name:
Job role:
Department / Section/Team:
How was assessment
communicated to staff:
Date:
Signed (Manager):
Date:
REVIEW: Once all controls in place review should normally be carried out annually.
Review Date
Notes / Action
FURTHER GUIDANCE
Further guidance on following is available on the HSAS webpage; www.essex.ac.uk/health-safety
Follow appropriate links:
Stress: Information for employees available at www.essex.ac.uk/staff/ohs/health/stress.aspx or via the leaflet
Under Pressure (available from HSAS)
Electrical safety: For information on electrical safety and portable appliance safety:
www.essex.ac.uk/health-safety/equipment/electrical.aspx / www.essex.ac.uk/healthsafety/equipment/pat.aspx
Manual handling: Information available as part of Health and Safety Essentials course (revised from Oct
2011), online Manual Handling Awareness Course (pre-Oct 2011) or via the leaflet: Is Your Back Safe
(available from HSAS)
Working at Height: Information available as part of Health and Safety Essentials course (revised from Oct
2011), online Working at Height Course (pre-Oct 2011) or via Step to Far leaflet (available from HSAS)
Information on ladder checks are available at: www.essex.ac.uk/health-safety/activities/height.aspx
Training: See: www.essex.ac.uk/health-safety/training/default.aspx for induction checklist, information on
available training courses. Online Health and Safety Essentials includes information on common hazards.
Permanent or temporary disability: Personal Emergency Evacuation Plan (PEEPS) can be arranged by
contacting the Fire Safety Officer (01206 87)4847, email fire@essex.ac.uk
Please contact the Health and Safety Advisory Service (HSAS) for advice on risk assessment (01206 87)
2944 or email safety@essex.ac.uk