Covid-19 RA

Code: HS-0004
Version: V1.11
Approved by: Tim Sell
Last approved: 21st Jan 2022
Confidentiality level: PUBLIC


Covid-19 is an illness that can affect human lungs and airways.

It is caused by a virus called Coronavirus.

Symptoms can be mild, moderate, severe, or fatal.


What is the hazard we have identified?

The spread of Covid-19 Coronavirus in or around the workplace.


Who might be harmed?

  • XpertRule (XR) Team Members
  • Visitors to XR premises
  • Contractors
  • Anyone else who physically encounters XR in relation to business


The XR Covid-19 Response team

  • Tim Sell
  • Jane Platt
  • Haider Attar

Supported by Oxford Innovation on behalf of Salford Council (Landlords)


Key findings

  • Team members working together in the workplace inevitably raises the risk of virus transmission. Hot desking and the sharing of equipment present hazards that raise the risk of virus transmission further.
  • Effective social distancing is a key element in reducing the transmission of COVID-19.
  • Some areas of the workplace may present a higher risk than others – these include areas such as toilets, kitchens, and breakout rooms.
  • Team members may get sick with coronavirus infection. People becoming unwell or symptomatic on-site presents a high risk of transmission.
  • Some team members may have pre-existing medical conditions which render them more vulnerable to the dangers of coronavirus infection
  • Travel to and from work may lead to greater risk of virus transmission. Access to building may create a virus transmission risk if staff all seek entrance at once or are channeled through single points of entry.
  • Cyber-security threats often accompany a crisis, including computer viruses, phishing and scam emails and coronavirus related “ransomware”.


Control Measures


Flexible Working and Equipment Sharing

Flexible Working has been adopted by XR until further notice. This applies to all team members.

The following working arrangements will be put in place to support flexible working:

  • Core office days (2 days a week in office, with remaining days at team members location of choice).
  • XR to provide software and hardware to stay connected when working out of the office.
  • Staff can request additional equipment if they need it (equipment should not be shared between staff).
  • Line Managers will monitor the wellbeing of staff with an open-door policy for staff who need support.
  • Replace face-to-face meetings, where possible (internal and external) with video calls


Infection Prevention, Cleaning and Staff Safety in the workplace

Team members and visitors are required to self-assess for COVID-19 symptoms prior to attending the workspace, and not to attend if at all symptomatic. Local public health advice is that even those without symptoms should make use of free Lateral Flow Device tests where possible, to ensure people aren’t spreading the virus without realising.

The XR Covid-19 Response Team will reinforce key public health messages to all staff when in the workplace:

  • Stay Alert to the Symptoms (high temperature, new continuous cough, loss of taste and/or smell).
  • Test yourself regularly to ensure you aren’t spreading the virus without realising.

XR Covid-19 Response Team will implement guidance, including the following key safety precautions:

  • Prioritise natural ventilation
  • Provide hand sanitizer at entrances and exits and throughout workplace
  • Increase environmental / communal cleaning / spot cleaning


Workplace Social Distancing

Staff are encouraged to be mindful of others personal space while in and around the workplace, while involved in work activities and when travelling to and from work, whenever possible, by:

  • Avoiding nonessential contact with others (e.g. handshakes, hugs etc)
  • Be mindful in communal areas (e.g. lifts, corridors)
  • Do not exceed meeting room capacity.


Higher Risk areas of the workplace

XR Covid-19 Response Team will be making regular checks to ensure:

  • Regular environmental cleaning, especially in and around toilets and kitchens; with special attention paid to frequently touched surfaces such as door handles, toilet flush handles, light switches, etc
  • Toilet inspections are increased to check for cleanliness/adequate stock of soap/toilet paper, etc


Staff Health & On-site infections

All team members are considered on a case by case basis. Team members should speak to their Line Manger about any concerns they have for themselves, close family members or household.

  • Staff who are sick, feel unwell, have Covid-19 symptoms or have been advised to self-isolate should inform their line manager – under no circumstances should they attend work premises.
  • If a member of staff becomes unwell in the workplace with coronavirus symptoms, they will be sent home and advised to follow government advice to self-isolate, and phone 111 or use online serves to seek medical advice and book a test.


Site Access and Travel

The following safety arrangements apply to workplace access and travel arrangements:

  • Do not congregate at entrances and exits.
  • Please consider walking or cycling to work wherever possible.
  • Consider wearing a face mask on crowded public transport.


Cyber Security

The following safety arrangements should be applied to mitigate cyber risk when working in and out of the office:

  • Be aware of cyber threats, especially scam emails and text messages.
  • Ensure remote working systems are covered by cyber-risk protections.
  • Ensure any homeworking arrangements maintain standards of data protection and IT security.
  • Assess cyber risks to new supply chain connections developed during the crisis.


Review Frequency

This Risk Assessment and associated control measures will be reviewed frequently and/or kept in line with the latest advice from Government.

If you have any questions or concerns regarding the control measures in place, please speak to a member of the XR Covid-19 Response team immediately.


Useful links