Generic OFFICE Risk Assessment

Title of Activity: Working in offices and general areas
Location(s) of Work: The Forum, Appleton Tower
Brief Description of Work:   Day to day work in an office environment.

HAZARD IDENTIFICATION: Identify all the hazards; evaluate the risks (low / medium / high); describe all existing control measures and identify any further measures required. Specific hazards should be assessed on a separate risk assessment form and cross-referenced with this document. Specific assessments are available for hazardous substances, biological agents, display screen equipment, manual handling operations and fieldwork. 
See http://www.safety.ed.ac.uk/safenet/index.shtml for details.

HAZARD(s) RISK L / M / H CONTROL MEASURES (i.e.alternative work methods/mechanical aids/engneering controls, etc.)
Display Screen Equipment
(Postural problems, Eyestrains, Headaches)

 L

  1. Where Display Screen Equipment is used a risk assessment must be carried out.
  2.  Users of Display Screen Equipment should be informed of their right to a free eye test.
  3.  OHS leaflet “Are you keying safely” should be issued to DSE users.
Electrical equipment
(electrocution)

L
  1. All portable electrical equipment must be PA tested at correct intervals and labelled with the date of test.
  2. Electrical cables, plugs should be regularly visually inspected by the user for damage.  
  3. Any defective equipment should be reported immediately to the Admin Office / Local Safety Adviser or another member of senior staff, then suitably labelled and taken out of use until the repair has been effected.
  4. Electrical equipment must always be operated in accordance with manufacturers instructions.
Slipping/tripping
L
  1. Working areas should be kept clear of obstructions.
  2. Any spillages should be cleaned up immediately.
  3. Any hazards such as torn carpets, trailing cables, defects to floors coverings, faulty lighting etc. should be reported immediately to the Admin Office / Local Safety Adviser or another member of senior staff.
  4. Chairs or desks must not be used for reaching heights, steps should be used instead.

Lifting of heavy loads (back injuries) L
  1. A risk assessment must be completed for lifting heavy and bulky loads that present a risk of injury.
  2. Training in lifting techniques must be provided for anyone who undertakes lifting of heavy loads.

Fire L

  1. The storage of empty cardboard boxes should be kept to a absolute minimum.
  2. Equipment should be switched off when not in use for long periods.
  3. All portable electrical equipment must be PA tested at appropriate intervals
  4. Everyone must be acquainted with the Fire Routine Procedure for their area.
  5. Fire Stewards must be appointed to cover offices and general areas.

Hazardous Substances

L

  1. If any hazardous substances e.g. solvents or solvent-based glues are used within the office area a COSHH risk assessment must be completed and safe system of work issued to the users.


Filing cabinets


L
  1. Filing cabinets should be loaded from the bottom up to maintain stability.
  2. Where filing cabinets are of the type that allows more than one drawer to be opened at a time, they must be labelled with a warning of a tipping risk.
  3. Drawers should be closed immediately after use.

Falling objects
L

  1. To prevent injuries heavy items must not be stored on upper shelves. They should be stored at waist height.


Lone and out of hours working 


L

  1. Whenever possible lone and out of hours working should be avoided. 
  2. If working alone is unavoidable, a  lone working risk assessment should be carried out.


Persons at Risk: Identify all those who may be at risk.

Academic staff X Technical staff X P'Grad students X U'Grad students
Maintenance staff
Office staff X Cleaning staff
Emergency personnel
Contractors
Visitors X Others
   


Additional Information: Identify any additional relevant information to the activity, including supervision, training requirements, special emergency procedures, requirement for health surveillance, etc.


Everyone working in an office or general area should make themselves familiar with Part Two of the University Health and Safety Policy at: http://www.safety.ed.ac.uk/policy/part2/part2.shtm

Staff/students should be familiar with the Safety Regulations for working in Office / General Areas. These can be found in the safety manuals for each building at: http://www.inf.ed.ac.uk/admin/policy/safety.html


Assessment carried out by:
Name: David Wyse    
Date: 02/03/2009   

Review Date:  02/03/2010
                          



Revised: March 2009

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