Covid-19 risk assessment Northampton

COVID-19 risk assessment

Hawsons Chartered Accountants/ Hawsons ltd/ Hawsons Wealth Management Ltd

Working Safely During Coronavirus (Covid-19) Risk Assessment (Northampton Office)

8th July 2020

Key risks Mitigation/ response

Overarching risk

·       Risk of transmission due to close proximity of staff at work.


·       Staff to work from home if possible and in particular those who are vulnerable;

·       Any staff who are in the office should use social distancing and good hygiene practices in line with government guidance to protect themselves and others;

·       Liaise with departmental colleagues/managers to ensure not too many people are occupying open plan areas at the same time;

·       Leaving downstairs doors (not external doors) and windows open where safe to do so in the office to increase ventilation and minimise hand to surface contact;

·       Exercise good, regular hand hygiene throughout the working day, using soap and water or hand sanitizer, which will be provided for all staff in the office

·       Face masks are available to use if requested (not compulsory).


Coming to work and leaving work

·       Close proximity during journey sharing;

·       Congregation at point of entry, arrivals at same time;

·       Contamination of door handles, key pads and signing in/out of building.



·       Encourage staff to use flexible working to ensure arrivals do not occur at the same time and cause build ups around entrances;

·       Increased flexibility in that respect, particularly around the length and timing of lunch break (lunch of minimum half an hour, weekly hours should be worked);

·       Where staff do arrive/ leave at the same time social distancing should be used;

·       Encourage walking and cycling, avoid public transport wherever possible and do not car share;

·       Sanitiser and hand wipes are provided around building. These must be used when touching access points or keypads/screens.

·       The downstairs front door will remain locked.



Moving around buildings and worksites

·       Close proximity in corridors and staircases.

·       Doors from the corridor to the downstairs work area.

·       Reception doors

·       reception



·       Discourage non-essential trips around the building.  Encourage use of telephone for conversations with other colleagues in the building;

·       One person using staircase at a time;

·       One person using the upstairs corridors at a time or maintaining good social distance;

  • The upstairs reception doors can be pushed with shoulders/feet eliminating the need to touch handles
  • The cleaners will wipe down all door handles and banisters daily.
  • Aimee will use the spare office for any reception duties.



Workplaces and workstations

·       Sitting in close proximity;

·       Sharing desks;

·       More than one person in an office at a time;

·       Communal use of handsets, mouse, keyboard, stationery.

·       Upstairs offices/meeting rooms/boardrooms



·       Two people per pod of six desks downstairs;

·       Liaise with colleagues/managers to ensure capacity for social distancing to be maintained (for example sufficient available workstations)

·       Staff to sit at workstations that are 2m away from other occupied workstations and are also 2m clear of walkways in order that the minimum distance can be maintained from other staff;

·       Users to wipe down equipment they have used at the desk they are sitting at once they leave for the day;

·       Make use of spare offices/ meeting rooms as an alternative to open plan workspaces. Where this is not your office the same rules apply regarding wiping down equipment;

·       Offices that might contain more than one individual to be limited to only one person working in that office at any one time unless social distancing can be maintained;

·       Hand sanitisers to be available on all desks.  Anti-bacterial wipes also available throughout the office.

·       Utilise marked drop off points when dropping off papers/typing for admin department

·       Everyone’s diary should be up to date to show whether they are in the office or not.



·       Transmission in a confined space – social distancing not observed;

·       People sitting opposite each other increasing risk of transmission.



·       Virtual meetings encouraged wherever possible;

·       Small meeting room limited to maximum 2 people;

·       Ensure social distancing can be maintained when using the Board room;

·       Avoid physical contact with colleagues, clients and other visitors;

·       Avoid sitting directly opposite colleagues and visitors where possible;

·       Avoid sharing stationery or other equipment during meetings.


Common areas

·       Social distancing not possible in kitchen areas or toilets.

·       People congregating near the photocopier in Fleur’s room

·       Individuals congregating in reception (staff and visitors)



·       Only one person allowed in the kitchen and toilets at a time;

·       Place all used cutlery, plates etc in the dishwasher;

·       Do not make drinks for other people;

·       Maintain good hygiene in the toilets and kitchens;

·       Use of paper towels for hand drying rather than warm air dryers.

·       Aimee will operate reception from the spare office

·       The upstairs photocopier will be moved nearer to the door and Fleur will potentially move desks.



·       Risk of transmission from external visitors to the office.


·       Avoid physical contact, maintain social distancing and discourage meetings in the office where possible

  • Use video conferencing where possible
  • If a client does visit they should be sent our Covid 19 staff policy




Working/visiting a client’s premises

·       Risk of transmission at client premises.



·       Ensure client is following latest government guidance regarding working safely during Coronavirus;

·       Remind staff to exercise social distancing whilst at client premises;

·       Only one member of staff to attend on site unless social distancing can be maintained – for the avoidance of doubt no car sharing;

·       Face masks available if requested;

·       Member of staff to report to manager/partner immediately and come off site if guidance is not or cannot be followed at client premises.

  • Liaise with staff to confirm their acceptance to visit at client’s premises.