Newcastle University
General Risk Assessment
Guidance on completing this form is provided on the Risk Assessment page of the Safety Office website www.safety.ncl.ac.uk.
Title of project or activity
Manager / Responsible person
School
Date of assessment
Location of work
General risk assessment covering all office activities
Various
All Schools / Institutes / Services
April 2012
All office environments.
1.1: Brief description of project or activity
Assessment of generic office based working environments including resources, activities and work related
equipment and procedures. Where risks of a premise or activity related nature exist, and are beyond the
scope of this document, this assessment should be used in conjunction with the General Premise / Activity
Risk Assessment documents.
2.1:
Details of hazards, risks and implemented controls
Hazard 1
Risks
Controls
Hazard 2
Risks
Controls
Hazard 3
Risks
Controls
Chemicals – use, handling and storage of typical office chemicals, i.e. inks, photocopier
toner, powders, correction fluids, screen cleaners, Xylene based marker pens etc.
 Risks to University employees, students, visitors and contractors.
 Risk of fire, dermatitis, burns and affects on inhalation.
 Risks of inhalation are increased where individuals suffer from respiratory disorders i.e.
asthma.
 Use and dispose of all chemicals in accordance with manufacturer’s instructions and
material safety data sheets (MSDS).
 All chemicals should be stored appropriately. Store aerosols away from heat sources and
out of direct sunlight. Do not apply aerosols to hot surfaces or electrical equipment.
 Generation of fumes and ozone by photocopiers pose no risk in large well ventilated areas
due to small quantities produced and rapid dissipation. Where photocopiers are heavily
used within confined areas, adequate ventilation must be provided.
 Refer to chemical safety pages of USO website for additional guidance and requirements
for COSHH risk assessments.
Computers, Seating and Workstations – Working with display screen equipment (DSE)
and workstations (i.e. computers or microfiche readers, etc)
 Risks to University employees and students who regularly use DSE.
 Risks are proportional to frequency and intensity of usage.
 Risk of sore eyes, discomfort in head, neck, back, upper limbs and mental fatigue, to
habitual DSE users, where appropriate preventive measures are not taken.
 Implement the standards identified on the USO website for any employees who are
habitual users of DSE and carry out a DSE assessments every two years. Refer to USO
website.
Dealing with Difficult People/Situations
 Risks to University employees, students, visitors and contractors.
 Risk of verbal abuse, threatening behaviour, potential acts of violence
 Risk of anxiety, stress, cuts, bruising and fractures.
 Staff to receive a full briefing during induction on how to deal with intruders.
 Staff should wear University Smartcard (ID) when on University premises.
 Visitors should wear a visitors’ badge so that they can be identified.
 Staff should close entrance and exit doors firmly behind them and not allow strangers to
General Risk Assessment - activities v5
Page 1 of 4
‘piggy back’ into the building.
 Staff encountering unfamiliar, unaccompanied people within the premises should offer
assistance and take them to the School Office or the nearest exit. If they feel
uncomfortable doing this, do not challenge difficult people alone, seek help from a
colleague or colleagues, and contact Secuirty (6817) for assistance.
 Do not endanger personal safety, if challenged hand over whatever items the aggressor is
requiring and back away, then employ the emergency procedures outlined below.
Hazard 4
Risks
Controls
Hazard 5
Risks
Controls
Hazard 6
Risks
Controls
Electricity
 Risks to University employees, students, visitors and contractors.
 Risk of fire, static electricity and electric shock
 Portable Appliance Testing should be conducted for all portable appliances, please refer
to the USO website for testing requirements.
 General review of electrical equipment as part of quarterly and annual safety inspections .
 Staff encouraged to carry out frequent checks on the electrical equipment, maintain
awareness and report faulty or damaged equipment. Defect equipment will be taken out
of use immediately and either repaiered or replaced. Work must only be carried out by a
competent person.
 Electrical extension leads to be fully wound out when in use.
 Electrical extension leads to be fitted with and RCD switch when used in wet and areas
which could impact the cables.
Handling Cash
 Risks to University employees and students.
 Risk of verbal abuse, threatening behaviour, potential acts of violence
 No more than £100 (in cash) should be carried to or from the Finance Office by a single
person.
 Cash amounts between £100 and £500 should be transported to Finance by means of a
vehicle supplied by House Services, (to organise this service you should contact House
Services on extension 6629). If amounts of cash accumulate over £500, then banking
should be done more frequently, or floats broken down into smaller sums. If there is a
need to deposit regular cash amount in excess of £500, then there may be a need for some
type of special arrangement (if this is the case, please contact the Cashier, extension
6507).
 When cash is being transported to and from the Finance Office by someone who is not
actually responsible for the cash (ie a third party), this should be done by means of a
securely locked bag.
 Do not make cash obviously visible, carry it in the cash bag allocated by the Finance
Office.
 Ensure that cash is counted out of the sight of the public, where this is not possible ensure
that at least two members of staff are present.
 Vary cash collection times and report any suspicious circumstances.
 When carrying cash outside, use well used routes.
 Front-line staff carrying cash should undergo personal safety training by Security.
 If threatened, give whatever items the aggressor is requiring and back away, then employ
the emergency procedures outlined below.
Lifting & Handling of Inanimate Objects, i.e. stationery, water bottle etc
 Risks to University employees, students, visitors and contractors.
 Risk of aches and pains, injuries to the back and limbs, musculoskeletal disorders, cuts,
bruises, strains, sprains and fractures as a result of lifting something to heavy or in an
inappropriate way.
 Refer to USO website for advice on manual handling operations, avoiding handling,
General Risk Assessment - activities v5
Page 2 of 4
provision of suitable equipment and training. An example and guidance on completing
manual handling risk assessments are on the risk assessment webpage.
Hazard 7
Risks
Controls
Hazard 8
Risks
Controls
Hazard 9
Risks
Controls
Hazard 10
Risks
Controls
Lone Working
 Risks to University employees, students, visitors and contractors.
 Risk of a range of illnesses / injuries while assistance / supervision is unavailable.
 Refer to the Faculty Health and Safety Policy and Faculty protocols, and separate Risk
Assessment for Lone Working.
Office related Equipment / Machinery / Mechanical Hazards
 Risks to University employees, students, visitors and contractors.
 Risk of contact with hot surfaces and moving parts, i.e. traps, nips and drawing in points.
 Risk of injury where equipment is not appropriately guarded, operated or maintained.
 Maintain equipment in a safe condition with appropriate guarding and ensure a planned
preventative maintenance programme is in place.
 Provide appropriate training and where required supervision for employees.
 Follow manufacturers / suppliers instructions.
 Provide and ensure use and maintenance of appropriate personal protective equipment.
 Store items of equipment appropriately and ensure no unsupervised access.
 Isolate damaged / defect equipment, label and remove from use until repaired or replaced.
 Where equipment or machinery pose drawn in risks, i.e. binders, laminators, shredders,
etc, risks should be reduced by tying back long hair, securing loose fitting / free moving
personal items, i.e. clothing, ties, scarves, jewellery etc.
 Please also refer to hazard 4
Slips, Trips and Falls and General Movement Around Offices
 Risks to University employees, students, visitors and contractors.
 Risk of slips, trips and falls
 Risk of lacerations, contusions, fractures and head injuries.
 Provide appropriate slip resistant floor surfaces in areas of wet and dry contamination.
 Fit appropriate moisture absorbent mats adjacent to the threshold of external doors.
 Areas of defect flooring should be isolated with barriers and signage until permanent
repairs can be undertaken. Report defective or damaged flooring to ESS immediately.
 Correct cleaning procedures established following manufacturer’s instructions. Cleaning
staff should be adequately trained.
 Any spilled liquids must be cleaned up immediately and dried. Where this is not possible
the area should be isolated until dry.
 Transport hot liquids in suitable containers that prevent spillage, and proceed slowly and
with caution, particularly when exiting or approaching doorways, blind corners and on
pedestrian walk ways.
 Good housekeeping and maintenance to ensure clear access to pedestrian walk ways.
 Trailing cables from computers, telephones etc, should be protected by trunking or cable
tidies. Use cable protectors where cables pose a temporary hazard.
 Lighting should be adequate in all areas.
Workplace Climate and Environment - including temperature, noise, lighting, humidity
 Risks to University employees, students, visitors and contractors.
 Discomfort where working conditions are too hot or too cold. Risk of dry eyes, eye strain,
trips and falls where lighting levels are inadequate. Also risk of Tinnitus.
 Workplace temperatures should be at least 16°C where work is of a sedentary nature.
 Suitable clothing should be worn, appropriate for the temperature of the workplace.
 Lighting should be adequate in all areas, i.e. workstations and routes of access and egress.
General Risk Assessment - activities v5
Page 3 of 4
 Automatic emergency lighting provided in areas where required.
 Checks indicate where exposure to noise is sufficient for further investigation:
Do you need to raise your voice to carry out a normal conversation where you are 2m
apart please contact the USO for further information.
 Further information on workplace services: contact ESS who will refer to CIBSE.
2.2: Additional controls to be implemented
dd/mm/yyyy
Controls

2.3: Emergency procedures
 First Aid:
o Ensure adequate first aid resources are in place.
o Where split sites are occupied or activities involve specific risks, trained First Aider’s should
be placed in reasonably close proximity to each of the split sites or activities.
o Identify to the USO the number of First Aiders on site and ensure adequate cover is provided
in the absence of First Aiders. The ratio of employees trained in First Aid to employees should
be 1:100 as offices are considered low risk environments.
o Ensure effective systems are in place to communicate with First Aiders on site.
 If threatened:
o Allow yourself time to recover.
o Inform your supervisor or manager or security, so they can provide you with appropriate
support.
o Inform the police if appropriate.
o Seek medical attention where appropriate for physical injuries.
o Return to your work base if appropriate.
o Report all incidents of threatening, abusive or violent behaviour and any physical injuries on
an accident report form. Forms are available on the USO website.
o Discuss what if any support you need from your supervisor or line manager.
o Short term counselling is available in appropriate cases through management referral to
occupational health.
o Discuss with your supervisor manager the events, which lead up to the incident and what
actions could be taken which might prevent a recurrence
3.1:
Assessor
Name
FMS Risk Assessment Working Group
3.2:
Signature
Date
February 2012
Manager / Responsible person
Name
Barry Argent
General Risk Assessment - activities v5
Signature
Date
February 2012
Page 4 of 4