EXAMPLE OF GENERIC OFFICE RISK ASSESSMENT (Form RA1)

Assessment Reference No. HSS/OFFICE/O4 Area or Health & Safety Services - Offices
activity
Assessment date 11 March 2004 Physics Building, 1st Floor
assessed:
Persons who may be affected by Staff, visitors, contractors
the activity (i.e. are at risk)

SECTION 1: Identify Hazards - Consider the activity or work area and identify if any of the hazards listed below are significant (tick the boxes that apply).
Fall of person (from Use of portable 16. Vehicles / driving Hazardous fumes, Occupational
1.
work at height) 9 6. Lighting levels 9 11.
tools / equipment at work 9 21.
chemicals, dust
26.
stress 9
Heating & Fixed machinery or Outdoor work / Hazardous Violence to staff /
2. Fall of objects 9 7.
ventilation 9 12.
lifting equipment 9 17.
extreme weather
22.
biological agent
27.
verbal assault 9
Slips, Trips & Layout , storage, Fieldtrips / field Confined space / Work with
3.
Housekeeping 9 8.
space, obstructions 9 13. Pressure vessels 18.
work
23.
asphyxiation risk
28.
animals
Manual handling Condition of Lone working /
4.
operations 9 9. Welfare facilities 9 14. Noise or Vibration 19. Radiation sources 9 24.
Buildings & glazing 9 29.
work out of hours 9
5. Display screen Electrical Fire hazards & Other(s) – specify
equipment 9 10.
Equipment 9 15.
flammable material 9 20. Work with lasers 25. Food preparation 30.
Site visits 9

APPENDIX 6
SECTION 2: Risk Controls - For each hazard identified in Section 1, complete Section 2. For more complex activities or projects you are advised to use Form RA2.
Hazard Hazard Description Existing controls to reduce risk Risk Level (tick one) Further action needed to reduce risks
No. High Med Low (provide timescales and initials of person responsible)

Work with Display
Screen Equipment
5 (DSE)
Prolonged poor
seated posture at
DSE workstation Ö
musculoskeletal
problems.
Repetitive movements
(e.g. use of keyboard
and mouse).
Eye strain, fatigue
23
• Staff who are ‘DSE users’ are identified
• DSE assessor appointed and trained
• Workstation assessments carried out for DSE
Users, using University checklist in Safety
Guide 13 – reviewed annually
• Free eyesight tests offered to all DSE Users
• Ergonomic office chairs and desks, foot rests,
wrist rests etc. provided
• Good office organisation and layout to allow
sufficient working space around each desk
• Adequate storage space provided
• Provision of adequate lighting and window
blinds
• Ensure all Users have been provided with
guidelines and training on correct posture
9 and DSE workstation adjustment (DSE
Users training course, University DSE
leaflet)
• Encourage staff to take regular
breaks/change activities /take a lunch break
• Encourage staff to report any DSE related
health symptoms (and seek advice from
Occupational Health where appropriate)
• Discourage prolonged use of laptop PCs
• Conduct regular workplace health and safety
inspections

23
 Health and Safety Risk Assessments – continuation sheet Assessment Reference No HSS/OFFICE/O4
Continuation sheet number: 1
SECTION 2 continued: Risk Controls
Hazard Hazard Description Existing controls to reduce risk Risk Level (tick one) Further action needed to reduce risks
No. High Med Low (provide timescales and initials of person responsible for
action)
Falling materials • Adequate amount of storage space /shelving is • Encourage staff to use Kick stool, not stand
from insecure provided on chairs or boxes
stacking or storage • Safe storage arrangements ensure that 9 • Conduct regular workplace health and safety
1, 2 Fall of persons objects are stable and easily accessible inspections – check storage arrangements
• Kick stool provided to reach high shelves in • Minimise unstable storage at high level (store
during storage or
stationary room light objects only)
retrieval of
• Filing cabinets – either have safety feature • Remove archive storage from Plant Room
equipment and
(only one draw can be opened at a time) or
materials
warning notice affixed
Slips, trips & • All floor surfaces are in good condition • Ensure the safe routing of cables -use cable

APPENDIX 6
housekeeping • Good housekeeping standards ties / covers to eliminate tripping hazards
3, 8 • Gangways are free of obstructions/protrusions 9 • All damaged flooring to be reported and
hazards
• Storage along fire escape routes /near fire repaired promptly
Spillages, slippery or exits is prohibited • Carry out regular workplace health and safety
sloping surfaces • Provision of hangers for bags and coats inspections
• Liquid spillages are cleared up promptly • See also Further Action recorded under ‘Fire’
Uneven surfaces /
• Cabinet doors & drawers are kept shut when • Encourage staff to keep the area around and
changes in floor level
not in use under their desks clear (‘clear desk’ policy)
Damaged or loose • Good office organisation and layout to allow • Encourage regular clearouts of waste, and
floor surfaces sufficient working space around each desk and archiving of paperwork
Trailing cables, provide gangways that are wide enough for • Arrange regular ‘Housekeeping days’. First
obstructions such as ease of movement (e.g. at least 1 metre wide) one organised for 2nd April 2004.
boxes, bags, files etc. • Provision of adequate lighting
• Guidelines provided to staff to raise awareness
Striking against (Area H&S Policy)
objects

24
24
Health and Safety Risk Assessments – continuation sheet Assessment Reference No HSS/OFFICE/O4
Continuation sheet number: 2
SECTION 2 continued: Risk Controls
Hazard Hazard Description Existing controls to reduce risk Risk Level (tick one) Further action needed to reduce risks
No. High Med Low (provide timescales and initials of person responsible for
action)
Manual Handling • Manual handling leaflet provided to staff re.
4 safe lifting techniques • Encourage staff to seek help when lifting
Musculoskeletal • Two people / team lifting encouraged for 9 heavy or awkward loads.
problems from lifting heavy/awkward objects • Minimise carrying distances where possible
& carrying - e.g. • Portering Service available for moving large • ( e.g. arrange delivery of supplies to office)

APPENDIX 6
collecting deliveries items or for office moves • Prior to lifting, ensure route is free of
of HSE leaflets & • Trolleys and sack trucks available (located in obstructions, floor surfaces are in good
stationary; carrying Physics Loading Bay Area). Staff use the lift condition etc.
training handouts & whenever possible when moving heavy loads. • Ensure easy access and manoeuvrability
IT equipment, tea urn • Staff drive to training venue if possible, when during manual handling
& display boards etc. they need to carry lots of equipment & • Ensure sufficient rest and recovery time is
handouts taken during repeated lifting
Possible back • Safe storage arrangements (e.g. heavier items • Identify vulnerable staff (e.g. pregnant,
injuries, other muscle stored at waist height to facilitate safe those with health problems) – assess
strains & sprains, lifting, weight of objects stored at low or high capability to lift, prohibit from certain tasks
hernias, cuts, level minimised. if necessary; seek advice from Occupational
scalding from hot • Purchase of insulated hot water urn with Health Service when appropriate.
water. handle

25
 Lighting, heating • Reasonable fluorescent strip lighting provided. 9 • Secretary to put on portable heater in room
6, 7 & ventilation Additional angle-poise lamps available also. 111a on cold Monday mornings, when she first
• Blinds provided at windows. arrives.
• Can be cold in winter/ too hot in summer, • Window in Room 112 is difficult to open,
particularly Room 111A. Additional portable monitor condition.
heaters provided in all rooms.
• Windows can be opened to provide ventilation.
25

Health and Safety Risk Assessments – continuation sheet Assessment Reference No HSS/OFFICE/O4
Continuation sheet number: 3
SECTION 2 continued: Risk Controls
Hazard Hazard Description Existing controls to reduce risk Risk Level (tick one) Further action needed to reduce risks
No. High Med Low (provide timescales and initials of person responsible for
action)
10 Electrical • Electrical installation meets BS and is 9 • Instruct staff not to use equipment which
equipment maintained in a safe condition as per IEE has not been tested.
Wiring Regulations. • Staff should be encouraged to visually check
Office, kitchen & • All equipment purchased meets EC standards equipment before use. If they are in any
portable electrical doubt about the safety of equipment, it must
• Sufficient socket outlets are provided in each
equipment. not be used and must be reported to Head of
office.

APPENDIX 6
Electric shock or • Portable appliance testing is carried out by an Health & Safety Services.
burns from contact approved contractor as per University • Ensure sockets are not overloaded, include
with live parts due to Guidance Safety Guide no.s 11 & 12 item in regular health and safety inspection.
damaged cables and • Appliances are appropriately labelled to denote • Ensure cabling is not subjected to damage by
casing last and next test date (last test October furniture (e.g. desk legs, chairs and cabinets)
2003). or pedestrians. All cables that must traverse
Faults or overloading
• Staff do not attempt any electrical repairs traffic routes should be protected by cable
of sockets causing
themselves – only competent and authorised covers if they cannot be safely re-routed or
overheating and fire
persons to work on electrical systems. tied back out of the way.

26
 9 Welfare • Tea & coffee making facilities provided in room 9 • With agreement, staff can use Maths Kitchen
facilities 109, but no running water supply. at end of corridor for water supply (to fill up
• Adequate toilets & washing facilities nearby. 3 litre water container) and for washing cups.
• First aider in the team (KO), First Aid kit kept • Maintain supplies of disposable cups, to use
in room 112, contents maintained by KO. for visitors.
• Further first aiders provided in Physics & IT • Put list of other local first aiders on staff
Services. First Aid Room, Physics Rm notice board.
24 Condition of • Good structural condition, no low level glazing 9 • Window in Room 112 is difficult to open,
buildings, glazing • Asbestos survey of building carried out, monitor condition.
results on WREN database • Loose ceiling tile, Room 111, not hazardous,
monitor.
26

Health and Safety Risk Assessments – continuation sheet Assessment Reference No HSS/OFFICE/O4
Continuation sheet number: 4
SECTION 2 continued: Risk Controls
Hazard Hazard Description Existing controls to reduce risk Risk Level (tick one) Further action needed to reduce risks
No. High Med Low (provide timescales and initials of person responsible for
action)
12 Machinery • Fixed guarding preventing access to dangerous 9 None required
(moving parts, parts of machinery, an blades enclosed

blades etc.) • Follow manufacturers instructions

• Service contract for photocopier
• Photocopier located in separate room away
Photocopier
from workstations to minimise distraction
Shredder
from noise ; window by photocopier can be
Guillotine
opened to improve ventilation
Office fans
• Sealed toner cartridges used
16 Driving at work • Driving /parking in accordance with Road 9 • Consider checking driving licenses on

APPENDIX 6
Traffic Act (i.e. not driving under the appointment (review Univ. procedures)
RTAs influence of alcohol / drugs) and Univ. permit • Staff should ensure they are adequately
Property damage conditions insured for business use
Road rage - assault • Route planning, leave in plenty of time for visit • Encourage accident reporting
• Dti guidance on use of mobile phones issued
27
 30 Site visits See separate risk assessment • To include radiation risks - hazard 19
26 Stress See separate risk assessment
27, Lone working, out • University Safety Guides no. 7 9 • Encourage staff to phone in prior to leaving
of hours work • Whereabouts of staff logged on in/out board site to go home.
• No high risk activity outside normal hours • Inform staff that office mobile phone should
(defined in Area Health and Safety Policy) be taken on visit when staff feel vulnerable
29 Violence to staff or visit in pairs
• Staff must use Building Occupants Register
/ verbal assault • Ensure log includes location
• Two office mobile phones available
• Work activities usually non-confrontational, no
cash handling – very low risk of assault
27

28