C O V I D - 1 9 : W O R K I N G T H R O U G H T H I S T O G E T H E R

A P R A C T I C A L G U I D E T O M A K I N G

W O R K P L A C E S S A F E R

ABOUT THISGUIDE:

During the Covid-19 (Coronavirus) emergency, employees of businesses and organisations permitted to operate should go to work only if they cannot work from home.   The safety, health and wellbeing of everyone is of paramount importance and this is the primary concern and purpose of this guide. We would like to applaud those employers who have moved swiftly and with innovation, putting their employee’s health and wellbeing at the centre of their operations in these new and uncertain times. This guide sets out principles and practical steps that are vital for employers and employees to keepthemselves and their workplaces safe.  It also sets out necessary steps to be followed if employers and employees are concerned about safety. This guide is intended to be universal and does not replace existing legislation or industry-specificguidance (see references at the end of this guide). This guide has been endorsed by the NI Engagement Forum on Covid-19.  The Forum comprises:Confederation of British Industry, Chambers of Commerce, Federation of Small Businesses NI,Institute of Directors, Manufacturing NI, NI Retail Consortium, the Northern Ireland Committee of the Irish Congress of Trade Unions, SOLACE, the Health and Safety Executive for Northern Ireland(HSENI), the Labour Relations Agency and the Public Health Agency.

KEYPRINCIPLES:

Employers will continue to fulfil their legal dutiesunder existing health and safety law to maintainand protect the physical and mental health, safetyand welfare of their employees and customers.   Where an employer cannot provide a safe workingenvironment during the current emergency, theymust determine what steps are required to createa safe working environment, taking all reasonablypracticable measures to implement a safeworking environment. If all appropriate actionshave been taken and having sought advice fromHSE NI or similar authority, the employer stillcannot provide a safe working environment, thenthe employer must close.

Employers, where appropriate, should then seek to‘furlough’ employees using the Government’sCoronavirus JobRetention Scheme. HMRC will ultimately decideon the eligibility of such claims. Employees have a legal responsibility to theiremployer and each other to followinstructions regarding safe working practices. Everyone should approach the health, safety andwellbeing of each other in the workplace withcompassion and understanding.  Employers are advised to have regular andmeaningful engagement with their employeesand/or their recognised trade union or otherrepresentatives (including their health and safetycommittee, where this exists) about the Covid-19emergency.  These engagements provide additionalopportunities to remind everyone about safeworking practices, necessary precautions, and toshare concerns. 

KEYPRINCIPLES:

It is recommended that larger workplaceshave a standing group (comprisingmanagement and union/employeerepresentatives) to meet regularly,adhering to social distancing guidelines(see below) if the meeting cannot be heldvirtually, to anticipate issues that mightarise during the crisis.  Owners/managersin smaller workplaces should have similarregular discussions with employees. Employers are advised to circulate safetymessages regularly to all employees usingmobile technology, such as WhatsAppgroups.  The use of posters and othervisual aids around the workplace will alsohelp reinforce safety messages.

Employers must consult with employeesand/or their recognised trade unionappointed health and safety representative,or other representatives, on the requiredsteps to keep the workplace safe from thevirus.   Employers and employees and/or theirrecognised trade union or otherrepresentatives have a sharedresponsibility to work together to resolveconcerns about safety in the workplace. See ‘What to Do When Concerns Arise’(below) if the matter cannot be resolved.

PUBLICHEALTHGUIDELINES

Employers will ensure that all employees areaware of the symptoms of the virus; werecommend that you refer to Public HealthAgency information. Employers are encouragedto keep themselves and their employeesinformed of updates to public health guidance.

Employees who have symptoms of the virusmust let their employer know immediately,follow public health advice and stay at home. If the symptoms come on while at work, gohome immediately.Where possible, an‘isolation room’ should be designated if theemployee cannot leave immediately – thismust be cleaned thoroughly afterwards in linewith public health advice.

Employees with suspectedsymptoms of Covid-19:

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Employees who are designated as extremelyvulnerable, and subject to shielding’ arestrongly advised to stay at home at all times.They should also avoid any face to facecontact. These measures are in place for aperiod of at least 12 weeks from the daythey are informed by the NHS or their GPthat they fall into this category.

Employers must ensure there are facilitiesfor everyone to wash hands with soap andhot water for at least 20 seconds, and/orhand sanitiser.

Everyone should wash their hands. whenthey get home or into work, and while atwork after blowing their nose sneezing orcoughing, eating or handling food.

Employers must ensure there are adequatewashing facilities and/or hand sanitiser atthe workplace, e.g. entrances, rest/breakoutrooms, and canteens.

Hand Washing 

 

PUBLICHEALTHGUIDELINES

Everyone must keep two metres apart,wherever possible.  For working practiceswhich necessitate closer working than therecommended public health advice, these willbe facilitated with appropriate safetymeasures, such as PPE or protective screening.

The need for all employees to social distanceapplies equally to work and canteen areas aswell as changing facilities. 

Floor markings, spaced two metres apart, helpeveryone to respect social distancing inqueues.

Install partitions and barriers, such as screens,where possible to improve segregation wheresocial distancing cannot be achieved.

Social distancing

 

 

 

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Employers must continue to provide PPE asrequired by their risk assessments.

Face masks and gloves play an importantrole in clinical settings, such as hospitals. There is currently no evidence that they areeffective in preventing the spread of thevirus outside of clinical settings. Employersmust review the advice as it is updated bythe Government.

Personal Protective Equipment(PPE) 

 

SAFERWORKPRACTICES

Non-essential travel should be avoided. Wheretravel cannot be avoided, employees shouldtravel alone wherever possible.

When employees use a vehicle with others, tryto travel with the same person, preferably withone in the front and one in the back of thevehicle and ensure good ventilation.

Practice social distancing when using carparks. For employer’s own car parks,consideration should be given to leasingadditional car parking spaces, where available,to help create space for social distancing

If employees have no alternative but to use touse public transport to travel to work, theyshould be advised to observe social distancing.

Movement

 

 

 

 

Employers must consider ways of ensuringthat all movement around the premises andbetween sites supports social distancing.Recommended measures include, oneperson at a time in lifts, and makingentrances, corridors, stairways and aisles‘one-way’ to prevent the risk of congestion.

Employers will, where appropriate, staggerstart/finish times, shift patterns, and lunch,tea and smoking breaks to reduce thenumber of employees in an area or usingentrances/corridors at any given time.

Employers will, where appropriate,reconfigure production lines and processes,and common areas such as reception,canteens, changing rooms and smokingshelters, to create space for socialdistancing.

Employers will, where appropriate, keep thesame team rosters every day to minimisecontact with wider groups.

Work Processes

 

 

SAFERWORKPRACTICES

Ensure regular cleaning of touch points,such as door handles, hand rails, liftbuttons, vending machines, andbiometric clocking‑in systems, usingcleaning methods and products in linewith the manufacturer’s guidance. Cleaning frequency should reflect howoften touch points are used. 

Ensure washing facilities and handsanitiser supplies are kept stocked up.

Consider the use of pedal, rather thanhand, operated waste bins, wherepossible.

Cleaning Employers are to: 

 

 

 

Seek to minimise the use of sharedtools, if this is not possible, then theequipment must be cleaned betweeneach user.

Are to be conducted by telephone orvideoconference, whenever possible. Where physical meetings cannot beavoided, effective social distancingmeasures must be ensured.

Meetings

MENTALHEALTH&WELLBEING

Everyone is naturally concerned about theVirus at this time so additional attentionshould be directed at mental health issues. Employers and line managers are advised to be alertto mood or behavioural changes in employees andtalk to them compassionately about problems. Employers and Trades Unions will collaborate topromote their existing range of support networksavailable to employees and members, and whereappropriate publicise Employee AssistanceProgrammes, Union Support Schemes and othergovernment and third sector Mental Wellbeingresources. Employers should signpost online trainingaids to promote mental health and wellbeing. 

What to do when concerns arise: Employees are encouraged to raise any concerns theyhave with their employer, through their line manager,recognised trade union or other employeerepresentative body if in place.  Constructive dialogueis advised for the resolution of these concerns. Employees have the absolute right to work in anenvironment free from serious or imminent danger orharm and should not suffer detriment or dismissal foracting on a reasonable belief of serious or imminentdanger.

Employees are often better placed to put ideasforward on how to resolve concerns.  This canbe achieved through early dialogue andconsultation.  Where normal consultativearrangements do not resolve the issues,employees are entitled to raise a grievance. If agreement on a resolution cannot be reached,employees and/or their recognised trade unionor other representatives should contact theHSENI on [ Phone Number expected to beoperational COP 8/4/20] to obtain advice ormake a complaint. Appropriate enforcementaction will be considered as necessary. An employee who suffers disadvantage ordismissal because they reasonably andgenuinely believed their employer was notcomplying with their legal obligations has legalprotection; as per the existing legislativeframework. Employers should use their disciplinaryprocedures to deal with serious or repeatedbreaches of health andsafety practices.

FURTHER HELP &INFORMATIONGeneral guidance for employers, employees, etc:

https://www.gov.uk/government/publications/guidance-to-employers-and-businesses-about-covid-19/guidance-for-employers-and-businesses-on-coronavirus-covid-19 Contact details and specific guidelines per LocalCouncil District:https://www.nidirect.gov.uk/contacts/local-councils-in-northern-ireland Making a complaint to HSENI:https://www.hseni.gov.uk/complaints-about-unsafe-and-unhealthy-work-activities [Phone Number expected to be operational COP8/4/20] Information on employment rights: See the Labour Relations Agency’s websitewww.lra.org.uk or contact its WorkplaceInformation Service on 03300 555 300. Trade unions will also provide support. For moreinformation on, or to join a trade union go towww.ictuni.org Posters to Download, Print and Display from thePublic Health Agency: Social Distancing Poster:https://www.publichealth.hscni.net/sites/default/files/20203/V1%20social%20distancing%2026032020.pdf 

Hand washing poster:https://www.publichealth.hscni.net/sites/default/files/2020-03/handwash%20poster%2019%2003%202020%20%283%29.pdf Catch it, bin it, kill it poster:https://www.publichealth.hscni.net/sites/default/files/2020-02/Catch%20it%20bin%20it%20kill%20it%20SQUARE.png Isolation Posterhttps://www.publichealth.hscni.net/sites/default/files/2020-03/Covid-19_poster%2019%2003%202020%20B.pdf Industry Specific Guidance: http://nifda.co.uk/wp-content/uploads/2020/03/NIFDA-Good-Manufacturing-Practice-Covid-19.pdf https://www.gov.uk/guidance/social-distancing-in-the-workplace-during-coronavirus-covid-19-sector-guidance https://brc.org.uk/media/674414/brc-warehouse-and-distribution-implementation-practices-v3.pdf