Methuen Park...1 Entering and exiting Spread of infection Colleagues High Entrance and exit points planned to enable social distancing â€“ Low Exposure to virus when entering

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Methuen ParkWORKING SAFELY DURING COVID 19 - OFFICES

Risk Assessment Number RA-00217-1

Assessor: Julianne Britton Assessed on: 15-May-2020 Approver: Helen Flinn Approved On: 26-May-2020 Status: Live

Department: Contact Centre

Details: Returning to work following lock down period.

Each colleague is required to follow these guidelines while working under the enhanced protection measures following theCovid-19 outbreak.

This is to be used IN ADDITION to the normal risk assessments and method statements required for the tasks being completed.

Written in line with Government guidance Working Safely During COVID 19 in Offices and Contact Centres.

Hazards and Controls:

Identified Risk Residual Risk

Item

No.

Hazard Identification Hazard Potential & Consequences People at Risk Risk Control Measures Residual

Risk

1 Entering and exiting Spread of infection Colleagues High Entrance and exit points planned to enable social distancing â€“ Low Exposure to virus when entering / Contraction of Covid-19 Illness Death Colleague Family one way where possible. exiting Exposure from contaminated Further spread of virus Members 15 A one-way system on all access routes throughout the building 4surfaces - Coronavirus can be implemented where possible; marked up walkways to give antransferred by human contact and can indication of what 2m spacing looks like. stay on hard surfaces for up to 72 Stairs should be used in preference to lifts. Staircases operate ahours. Exposure to contaminated one way system where possible. people - Coronavirus is spread though Enhanced cleaning regime in communal areas: Door and windowdroplets when coughing. handles, push plates, key pads, handrails in staircases, lift control

buttons (inside car also), photocopiers and other communal officeequipment. Ensure adequate and continuous stock of cleaningsupplies. Strict controls about who is in the building, when, and the areasthey will be accessing for contact tracking purposes. Lock down any non-essential areas to prevent unnecessaryaccess. Limit numbers allowed in all parts of the buildings at all times. Hand sanitiser and anti-bacterial wipes made available at all entryand exit points. Keep internal doors open where possible to reduce number oftouch points - door handles and push plates for example.Temporary audiologically activated door prop units (Doorgard) arerecommended to prevent contravening fire safety measures. Arrival and departure times should be staggered to minimisebottlenecks and potential congregation at entrances, exits,smoking shed and kitchens for example. Prior to arrival by own transport ensure vehicles are parkedobserving social distancing rules. Use marked bays first and leave

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at least one gap between vehicles to allow for 2m distance whenentering and exiting

2 Human contact/people interaction Exposure to virus Colleagues High Colleagues who attend the office to undertake work should be fit Low Exposure to contaminated people - Contraction of Covid-19 Illness Death Colleague Family and well, showing no signs of the virus and must not have any ofCoronavirus is spread though droplets Further spread of virus Members 20 the underlying health conditions outlined in government guidance. 4when coughing within 2 metres. Contractors All staff should be situated 2m apart in all directions. Sharing desk

spaces should be avoided where possible. Staff should not sitopposite to each other if using the same bank of desks. Side byside or back to back working locations should be used, observingthe 2m distance. â€œSafe zonesâ€• to be marked around desklocations. Limit movement within buildings by discouraging non-essentialtrips. Lock down/prevent access to areas in the building that arenot required. Use telephones/Skype/Teams messages rather thanwalking to or standing by desks. Arrival and departure times should be staggered to minimisebottlenecks and potential worker congregation in entrances, exits,smoking shed and kitchens for example. Split teams and shift working should be observed to limit the"churn" of people. Ensure the same staff work together daily. Where people have to directly pass things to each other, find waysto remove direct contact by using drop off points or transfer zones. Ensure staff observe cough etiquette/respiratory hygiene: -Cough/sneeze into tissue, sleeve or elbow, - Always cover mouthand nose - Dispose of tissues immediately - Wash hands Reduce maximum capacity of lift â€“ only one person at a time.

3 Constant washing/sanitising of hands Skin irritation allergic reaction Colleagues Medium Ensure moisturiser is supplied and applied regularly. Low and contact with disinfectant Occupational dermatitis Sore hands Ensure alternative products and PPE are available. Constant washing of hands Sanitising Split skin Open wounds Inability to 9 4on a regular basis Contact with wear issued PPE disinfectant wipes

4 Poor personal hygiene Transfer of Coronavirus Colleagues High Undertake thorough hand washing on a regular basis. Before Low Risk of virus transfer to colleague and Contraction of Covid-19 Illness Death Colleague Family performing hand hygiene: * Expose forearms (bare below theother people through * hands to mouth Further spread of coronavirus Members 20 elbows); * Remove all hand and wrist jewellery; * Ensure finger 4* hands to other people * hands to Contractors nails are clean and short; * Cover all cuts or abrasions with asurfaces waterproof dressing. Technique for hand washing and rubbing is

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attached. Hand hygiene includes the use of alcohol based handsanitiser for routine hand hygiene and hand washing with soap andwater, including thorough drying. The technique for hand washingmust be carried out thoroughly and for a time period sufficient toinactivate the virus - minimum of 20 seconds. Where no running water is available or hand hygiene facilities arelacking, colleagues may use hand wipes followed by alcohol basedhand sanitiser and should wash their hands at the first availableopportunity. Uniforms should be laundered: separately from other householdlinen; in a load not more than half the machine capacity; at themaximum temperature the fabric can tolerate, then ironed ortumbled-dried. Paper towels should be provided. Touching faces (particularly eyes, nose and mouth) with uncleanhands should be avoided wherever possible. A disposable tissue should be used when coughing and/orsneezing then disposed of immediately, preferably into a closed,lidded bin.

5 Housekeeping Exposure to Coronavirus Colleagues High Hard surfaces that are likely to come into contact during the Low The virus can remain on hard surfaces Contraction of Covid-19 Illness Death Colleague Family working day should be disinfected prior to starting. This must befor up to 72 hours Further spread of Coronavirus Members 15 performed using either a combined detergent/disinfectant solution 4

Contractors or wipe. Products must be prepared and used according to themanufacturersâ€™ instructions and recommended product"contact times" must be followed. Only cleaning (detergent) and disinfectant products supplied byGreenSquare Group are to be used. COSHH Risk Assessments must be carried out and shared for allcleaning and disinfectant products used. Touch points in high traffic areas (door and window handles, pushand key pads, handrails, door release mechanisms) to be cleanedon a regular basis. Evidence of cleaning completion and timesshould be recorded. Hand sanitiser made available at all entry and exit points. Colleagues are to refrain from sharing equipment. All IT and telephone equipment to be sanitised before daily use

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and on a regular basis by users throughout the working day.Including but not limited to: Power switches on iGels Powerswitches on Monitors Mouse Keyboard Connecting cables/powerleads Headsets Handsets and cradles Telephone keypads All workstation equipment to be sanitised before daily use and on aregular basis by users throughout the working day. Including andnot limited to: Desk surfaces Chair arms Desk lights Stationeryitems such as pens, pencils, highlighters, staplers, hole punches,scissors for example. Desk fans/floor heaters Any communal office equipment to be sanitised before and aftereach use. Printer/photocopier/franking machine/letter foldingmachine/binding machine for example Touch screen controlpanels Input/Output trays Tray/cover handles Operating handles Personal items should not be brought to work. If they are (cool bagfor food for example) they should be stored away in pedestalsduring working periods. Ensure adequate and continuous stock of hand soap, papertowels, cleaning equipment, sanitiser, disinfectant wipes. Theseare now business critical.

6 Contact with hazardous waste Exposure to virus Colleagues Medium All waste will be classed as clinical waste and should be double Low Contact with used cleaning materials Exposure to other illness/bacteria Customers bagged to prepare for disposal. Contact with used tissues Spread of coronavirus Contractors 12 Good hygiene procedures should be followed when handling 4

waste. Waste should be taken to a GreenSquare depot/appointed placefor storage, before disposal is organised by the Operations/SupplyCentre team. Wash or sanitise hands thoroughly after touching the waste.

7 Chemicals, materials or hazardous Ill health Colleagues Medium All products provided by GreenSquare Group will be COSHH risk Low substances Allergic reaction Fire Contractors assessed. Exposure to hand sanitiser and 9 Sanitising products are alcohol based and can therefore be 4disinfectant flammable. Limit the amount of sanitiser being carried and keep

away from sources of ignition and direct sunlight. Avoid contact with eyes. If contact occurs: - flush with lots of water.- remove contact lenses if worn and easy to do. If pain andredness persists get medical advice. If skin irritation occurs stop using the product. Contact your

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supervisor immediately. Obtain an alternative product. Do not drink. Apply to hands only.

8 Flammable materials Fire Colleagues Medium Only nominal amounts should be issued to users daily. Low Hand sanitiser is alcohol based and Injury Damage to Property Contractors Keep away from direct sunlight and sources of ignition. could be flammable 8 2

9 Theft of cleaning/sanitising materials Lack of equipment/materials to remain Colleagues Medium Only the required amount of equipment/material required for the Low In demand products safe whilst working Colleague Family day to be kept out for use around the office.

Exposure to virus Loss of revenue Members 6 Ensure stock items are kept in a locked cupboard/storage area. 2Delay to required work Impact on Contractors Regular monitoring of stock levels to be scheduled and resultsinsurance premiums Anti-social recorded. behaviour/assault Damage to property Any incidence of theft or anti-social behaviour should be

immediately reported to line manager/supervisor/Facilities andlogged on Effective.

10 First Aid Cover Exacerbation of symptoms First Aid Responders - High Ensure adequate first aider cover is in place at all times. Low Failure to have adequate first aider Death Exposure to coronavirus as a Colleagues Dependant on staffing levels this can be a first aider on site orcover. Failure to provide correct result of treatment. Spread of First Aid Responders - 20 manager who has completed on line first aid course and has 4equipment. COVID19 infects through coronavirus Emergency Services access to the St John's Ambulance app to give immediate advicecontact with mucous membranes it and treatment for minor ailments and injuries. The emergencydoes not infect through the skin. services should always be contacted for more serious cases. Greatest hazard for First Aiders is First Aiders to avoid close contact with a person requiring first aid iftransfer of the virus to the mucous at all possible. For minor injuries, where practical, a First Aider canmembranes by contact of advise the inured party what steps to take with regards to treatingcontaminated hands (include their injury. If close contact is required, then appropriate PPEcontaminated gloved hands) with the should be worn (face mask and eye protection) by the first aider.eyes, nose or mouth. The patient should also be given a mask to cover their nose and

mouth if it is safe for them to do so. First Aiders will need additional PPE in case of medicalemergency: FFP2 or FFP3 face masks, disposable plastic apronsand enclosed eye protection. If the first aid case is a suspected cardiac arrest, First Aidersshould not listen or feel for breathing by placing their ear andcheek close to the person's mouth. The default position is to openthe patient's airway and start chest compressions only, until helparrives. A person in cardiac arrest should have compression onlyCPR applied.

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Consideration must be given to potential delays in emergencyservice response due to current pressures on resources. Following first aid treatment, any waste and disposable PPEshould be disposed of into a plastic bag and placed into a binimmediately. Any re-useable equipment or PPE should be disinfectedthoroughly. Following any first aid treatment and or removal of PPE, both FirstAider and patient should wash their hands thoroughly with soapand warm water. First Aid and PPE stock should be replenished immediately. All First Aid treatment cases should be recorded on Effective. If a first aid case is presenting symptoms consistent with coronavirus then it should be treated as a suspected case. If safe to doso, the individual should be moved to an isolated room to minimisethe risk of infection to others. Advice should be sought from theNHS (111 or www.NHS.uk). Only one First Aider is to providesupport/treatment where practical.

11 Fire Injury Colleagues High If doors are propped open to reduce number of contact points Fire Low Lack of fire wardens Propping open Death Warden's must be aware of where they are, and if used, wedgesdoors 20 must be removed if evacuation is required. If doors are propped 4

open, more frequent checks of the area must be carried out by FireWardens. Purchase and install Doorgard units to prevent use of wedges. Ensure adequate fire warden cover throughout working day. Fire alarm tested on a weekly basis and results recorded. Evacuation "buddies" â€“ if required for evacuation then handsanitising/washing should take place immediately afterwards. Where trained Fire Wardens are not present duty managers willtake responsibility for ensuring occupied areas are swept and givean all clear before evacuating the building and taking a register inthe designated evacuation zone

12 Uninformed colleagues Compromise of arrangements Colleagues Medium Based on NHS, Public Health and government guidance and Low Colleagues who are not fully aware Risk to health of other staff and their Colleague Family instruction, specific procedures and measures to reduce the risk ofand/or understand the procedures and family members Spread of coronavirus Members 12 spreading and/or contracting Coronavirus have been prepared. 4arrangements put in place to work Every staff member fully briefed to ensure they are aware of the

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within government policy on essential hazards and risks, and they understand the rules and proceduresworking. put in place. Reminder briefings to take place at least weekly, or if

guidance changes Any updates to internal procedure, NHS and/or Public Healthwarning notices will be issued to mobile workers by email. Share with our customers and contractors by email, phone or inwriting the arrangements we have in place and how we wouldexpect them to cooperate with our staff at their premises.

13 Food and drink and kitchen areas Contraction or spread of coronavirus Colleagues High Colleagues to be encouraged to prepare food and drink at home to Low Potential cross-infection at office, shop Loss of work time Breach of social Colleague Family avoid the need to visit shops or take away outlets and minimisepremises or take away outlets. distancing rules Members 15 transmission points. Milk, coffee, tea and sugar will not be 4

provided to avoid sharing of products Restrict number of people using kitchen facilities at any one time.Meal breaks should be scheduled and staggered to reduce contactand congestion and so social distancing can be maintained safelywithin break out areas. Colleagues should refrain from accepting or consuming beveragesor food products offered by colleagues. Cleaning materials should be made available in break out areas sohigh contact surfaces such as fridge doors, tables, chairs and foodpreparation equipment (microwave and hot water boiler) can bewiped down prior to use by each individual. Colleagues to be encouraged to bring and use own cutlery andcrockery to be cleaned at home after use. If office cutlery andcrockery is used dishwashers should be put on regularly to ensuredirty cutlery and crockery are cleaned Regular cleaning of water coolers, microwaves, dishwasher (ifused), kitchen cupboard and drawer handles and fronts, fridgedoors, and hot water boiler is required Staff should not share objects that touch mouths including cups,cutlery and bottles. Tables and chairs to be cleaned before and after each use(including underside of chairs). Ensure seating arrangements in break out areas allow for 2msocial distancing requirements. Staff regularly reminded that thisdistance needs to be maintained at all times. Remove

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seating/furniture if necessary to help enforce this. Bins need to be emptied regularly. Ensure adequate and continuous stock of supplies including handsoap, paper towels, cleaning equipment, sanitiser and disinfectantwipes. These are now business critical. Social distancing demarcation to help provide visual reminders.

14 Smoking Failure to maintain social distancing Colleagues High Smoking breaks should be scheduled within teams so adequate Low Inhalation of tobacco smoke or measures Colleague Family social distancing measures can be observed. vapours from vapes/ecigarettes may Transmission of virus Members 15 Colleagues should be instructed to maintain social distancing 4make smokers vulnerable to measures when smoking and to avoid inhaling tobacco smoke andconoravirus infection vape/ecigarette vapour emitted from other persons.

Social distancing reminder information to be displayed and markedareas on the floor for visual reminders.

15 Meetings Spread of infection Colleagues High All meetings should continue to be conducted virtually unless it's Low Failure to maintain social distancing - Colleague Family absolutely essential to meet face to face. In these circumstances

Members 20 meeting group numbers should be kept as small as possible and 42m distancing rules should be observed. Meeting times should bekept as brief as possible. Rooms should be well ventilated (windows open) to allow fresh aircirculation. Cleaning should be undertaken before and after meetingsincluding tables, chairs, light switches, computer equipment,remote controls, window handles, door handles, push plates.Rooms should be cleared of any items used by attendees, byattendees. Cleaning materials and a closed top rubbish bin shouldbe provided in all meeting rooms. Bins should be emptiedregularly. Consideration should be given to holding meetings in open areaswhere possible. Confidentially needs to be considered in meetings â€“ 2m is asignificant distance to talk across. Pick an appropriate room fordiscussions of a sensitive nature. Hand sanitiser and anti-bacterial wipes should be provided in allmeeting rooms.

16 Toilet facilities Transmission of coronavirus Colleagues High Restrict number of people using toilet facilities at any one time. Low Failure to maintain social distancing - Colleague Family Social distancing still to be observed whilst using facilities.

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measures Members 15 Enhance cleaning regimes â€“ door handles and common touch 4points including toilet brushes, locks, flush buttons and taps. Paper towels available to allow people to open doors with cleanhands. A closed top bin located outside of the bathrooms for toweldisposal. Bins need to be emptied regularly. Ensure adequate and continuous stock of supplies including handsoap, paper towels, cleaning equipment, sanitiser and disinfectantwipes. These are now business critical.

17 Deliveries Transmission of Coronavirus Colleagues High All deliveries must be planned with allocated times arranged where Low Failure to maintain social distancing - Colleague Family possible. measures Members 15 Restrict non-business deliveries â€“ No personal deliveries to be 4

Contractors sent to the workplace. Clean reusable delivery boxes like post crates after use. Pick up/collection points, procedures, signage and markings mayneed to be revised. Enable delivery drivers access to handwashing/sanitising facilities. Ensure appropriate sanitising arrangements are available at dropoff/collection points. Consider delivery frequencies â€“ larger orders and less often. Where possible and safe, have single colleague load/unloadvehicles â€“ if more than one person is required, use the same twopeople to unload then.

18 Travel to work/transport Spread of coronavirus Colleagues High Minimise non-essential travel â€“ remote working options should Low Failure to maintain social distancing - Colleague Family always be considered first. Encourage people to walk or bicycle to

Members 20 work if possible. 4Members of Public Unless from same household staff should travel to work aloneTransport Staff using their own vehicle/means of transport.

Where public transport is only option, the transport providersguidance should be followed. Consideration should be given towearing a face mask for the duration of the journey. Hand hygienepractices should be undertaken immediately upon arrival andremoval and disposal of mask should be carried out followingguidelines. Consider staggering start times to reduce congestion on publictransport/avoid peak times on roads.

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Observe social distancing when parking cars. Use bays where linemarkings are clear first and leave every other space free to allow2m distance between vehicles Use of bike racks should also be included in social distancingmeasures - one person locking/unlocking bikes at a time if cannotmaintain 2m distance. Electric vehicle charge points will need to be cleaned by usersbefore and after each use. Use contactless refuelling options wherever possible; Pay atpump, contactless payment in kiosk. Drivers should wear glovesbefore handling pump handle or using touch screens/terminalcontrols.

19 Failure to adhere to control measures Spread of Coronavirus Colleages High Employees have duties to cooperate (under Health and Safety at Medium Breach of social distancing measures - Colleague Family Work etc. Act 1974 and Health Protection (Coronavirus,

Members 20 Restrictions) (England) Regulations 2020). 6Managers and Team Leaders/Supervisors to monitor day to dayactivities to ensure social distancing and hygiene rules are beingobserved and maintained to protect health and reduce spread ofCOVID19 virus. Managers and Team Leaders/Supervisors to promote and coachgood practice to all personnel on site. Managers and Team Leaders/Supervisors to monitor controls inplace for suitability, and report non-compliance, cases ofsuspected symptoms, and requirements/consideration for extracontrols for example. GreenSquare disciplinary procedures in place for repeatedbreaches or flagrant disregard for safety . Employees are required to acknowledge in writing the riskassessment has been seen, explained and they understand boththe business and their personal responsibilities to keep themselvesand their colleagues safe They will also be given the opportunity toshare any concerns which can be taken into consideration

20 Mental Health Ill Health Colleagues High Employee Assistance Programme is available â€“ advertise the Medium Fear regarding returning to work whilst Stress Lack of productivity service more widely. restrictions are still in place. Fear of 15 Mental Health First Aiders available. 6contracting the virus. Fear of spreading Regular consultation, two-way communication, clarity and

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the virus. flexibility. Reasonable adjustments depending on personalcircumstances to be considered

21 Suspected and confirmed case of Spread of coronavirus Colleagues High Colleagues who attend the office to undertake work should be fit Medium Coronavirus Illness Death Collegue Family and well, showing no signs of the virus. Colleague displaying symptoms whilst Members 15 If symptoms do present the person should be instructed to leave 6in the office or reporting symptoms and return home immediately or report to manager if they are outafter working in the office of the office The person must then self isolate for a period of 7-14

days (depending on personal circumstances) as per governmentguidance. If the person becomes seriously unwell whilst in the office theyshould be moved to different part of the building. Arrangementsmust be made with next of kin to have them taken home or to ahospital dependent on symptom severity. Contact tracing should be detailed, and other staff membersmonitored. The person will be asked to take a test however they do not haveto undertake it or provide GreenSquare with the results unless theywish to. Any information provided remains subject to GDPR. Staff members can be encouraged to use the government trackand trace app, but they are not required to. If a suspected case is reported the persons workspace and allcommunal touch points and utilities within the office should becleansed immediately and before use by others If a confirmed case is reported the office will be closed and homeworking for all teams members will resume until a deep clean ofthe entire area can be completed after which operations will returnto the office

22 Legionella Illness Colleagues High Water systems should be thoroughly flushed prior to people Low Contraction of Legionnaires Disease Death reentering the building. from infected water vapour Water 15 Water temperatures should be checked to ensure that cold water 2systems being unused in 6 weeks is below 20oC and hot water is above 50oC.

Showers should be run (ideally with the shower-head submersedinto a bucket of water) for at least 2 minutes.



Title Risk CalculatorRisk Calculator Type 2-factor

Risk Rating = Probability x Consequence

Fatality 5 10 15 20 25

Major Incident 4 8 12 16 20

7-day 3 6 9 12 15

Minor 2 4 6 8 10

Nil 1 2 3 4 5

Impr

obab

le

Rem

ote

Pos

sibl

e

Pro

babl

y

Ver

y Li

kely

ProbabilitesLabel Description Percentage

Improbable Heard of something like it happening somewhere(1:100year event)

20%

Remote The event does occur somewhere from time to time(1:30year event)

40%

Possible The event might occur once in your career (1:10yearevent)

60%

Probably The event has occurred several times in your career(1:3year event)

80%

Very Likely The event will occur on an annual basis or morefrequently

100%

ConsequencesLabel Description Percentage

Fatality 25Major Incident 207-day 15Minor 10Nil 5

Rating CategoriesLabel Description Colour Threshold

Low You dont need to take action or keepdocumentary records. Monitoring is necessaryto make sure that the controls are stilleffective.

1

Medium You must try to reduce the risk, but shouldcarefully measure the cost of prevention. Youshould use measures to reduce the risk withina defined time period. If the medium risk isassociated with extremely harmfulconsequences, you may need to carry outanother assessment to identify more preciselythe likelihood of harm. This will help youdecide whether you need to use improvedcontrol measures.

6

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High You should not start work until the risk hasbeen reduced. You may have to set asideconsiderable resources to reduce the risk. Ifthe risk involves work in progress, you shouldtake urgent action. If it is not possible toreduce the risk even with unlimited resources,you must stop all work.

15

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Actions ArisingNumber Type Status Assigned to / Location Summary

CM-012641 Corrective Action Completed Entrance and exit points planned to enable social distancing â€“ oneway where possible.

CM-012642 Corrective Action Completed A one-way system on all access routes throughout the buildingimplemented where possible; marked up walkways to give an indicationof what 2m spacing looks like.

CM-012643 Corrective Action Completed Stairs should be used in preference to lifts. Staircases operate a oneway system where possible.

CM-012644 Corrective Action Completed Enhanced cleaning regime in communal areas:Door and window handles, push plates, key pads, handrails instaircases, lift control buttons (inside car also), photocopiers and othercommunal office equipment.Ensure adequate and continuous stock of cleaning supplies.

CM-012645 Corrective Action Completed Strict controls about who is in the building, when, and the areas they willbe accessing for contact tracking purposes.

CM-012646 Corrective Action Completed Lock down any non-essential areas to prevent unnecessary access.

CM-012647 Corrective Action Completed Limit numbers allowed in all parts of the buildings at all times.

CM-012648 Corrective Action Completed Hand sanitiser and anti-bacterial wipes made available at all entry andexit points.

CM-012649 Corrective Action Completed Keep internal doors open where possible to reduce number of touchpoints - door handles and push plates for example. Temporary audiologically activated door prop units (Doorgard) arerecommended to prevent contravening fire safety measures.

CM-012650 Corrective Action Completed Arrival and departure times should be staggered to minimisebottlenecks and potential congregation at entrances, exits, smokingshed and kitchens for example.

CM-012651 Corrective Action Completed Prior to arrival by own transport ensure vehicles are parked observingsocial distancing rules. Use marked bays first and leave at least onegap between vehicles to allow for 2m distance when entering andexiting

CM-012661 Corrective Action Completed Colleagues who attend the office to undertake work should be fit andwell, showing no signs of the virus and must not have any of theunderlying health conditions outlined in government guidance.

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CM-012662 Corrective Action Completed All staff should be situated 2m apart in all directions. Sharing desk spaces should be avoided where possible. Staff should not sit opposite to each other if using the same bank ofdesks. Side by side or back to back working locations should be used,observing the 2m distance.â€œSafe zonesâ€• to be marked around desk locations.

CM-012663 Corrective Action Completed Limit movement within buildings by discouraging non-essential trips. Lock down/prevent access to areas in the building that are not required.

Use telephones/Skype/Teams messages rather than walking to orstanding by desks.

CM-012664 Corrective Action Completed Arrival and departure times should be staggered to minimisebottlenecks and potential worker congregation in entrances, exits,smoking shed and kitchens for example.

CM-012665 Corrective Action Completed Split teams and shift working should be observed to limit the "churn" ofpeople. Ensure the same staff work together daily.

CM-012666 Corrective Action Live Where people have to directly pass things to each other, find ways toremove direct contact by using drop off points or transfer zones.

CM-012667 Corrective Action Completed Ensure staff observe cough etiquette/respiratory hygiene:- Cough/sneeze into tissue, sleeve or elbow,- Always cover mouth and nose- Dispose of tissues immediately- Wash hands

CM-012668 Corrective Action Completed Reduce maximum capacity of lift â€“ only one person at a time.

CM-012678 Corrective Action Completed Ensure moisturiser is supplied and applied regularly.

CM-012679 Corrective Action Completed Ensure alternative products and PPE are available.

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CM-012680 Corrective Action Completed Undertake thorough hand washing on a regular basis.Before performing hand hygiene: * Expose forearms (bare below the elbows);* Remove all hand and wrist jewellery; * Ensure finger nails are clean and short;* Cover all cuts or abrasions with a waterproof dressing.

Technique for hand washing and rubbing is attached.

Hand hygiene includes the use of alcohol based hand sanitiser forroutine hand hygiene and hand washing with soap and water, includingthorough drying.

The technique for hand washing must be carried out thoroughly and fora time period sufficient to inactivate the virus - minimum of 20 seconds.

CM-012681 Corrective Action Completed Where no running water is available or hand hygiene facilities arelacking, colleagues may use hand wipes followed by alcohol basedhand sanitiser and should wash their hands at the first availableopportunity.

CM-012682 Corrective Action Completed Uniforms should be laundered: separately from other household linen; in a load not more than half the machine capacity; at the maximumtemperature the fabric can tolerate, then ironed or tumbled-dried.

CM-012683 Corrective Action Completed Paper towels should be provided.

CM-012684 Corrective Action Completed Touching faces (particularly eyes, nose and mouth) with unclean handsshould be avoided wherever possible.

CM-012685 Corrective Action Completed A disposable tissue should be used when coughing and/or sneezingthen disposed of immediately, preferably into a closed, lidded bin.

CM-012692 Corrective Action Completed Hard surfaces that are likely to come into contact during the workingday should be disinfected prior to starting.

This must be performed using either a combined detergent/disinfectantsolution or wipe.

Products must be prepared and used according to themanufacturersâ€™ instructions and recommended product "contacttimes" must be followed.

CM-012693 Corrective Action Completed Only cleaning (detergent) and disinfectant products supplied byGreenSquare Group are to be used.

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CM-012694 Corrective Action Completed COSHH Risk Assessments must be carried out and shared for allcleaning and disinfectant products used.

CM-012695 Corrective Action Completed Touch points in high traffic areas (door and window handles, push andkey pads, handrails, door release mechanisms) to be cleaned on aregular basis. Evidence of cleaning completion and times should berecorded.

CM-012696 Corrective Action Completed Hand sanitiser made available at all entry and exit points.

CM-012697 Corrective Action Completed Colleagues are to refrain from sharing equipment.

CM-012698 Corrective Action Completed All IT and telephone equipment to be sanitised before daily use and ona regular basis by users throughout the working day.Including but not limited to:Power switches on iGelsPower switches on Monitors MouseKeyboardConnecting cables/power leadsHeadsetsHandsets and cradlesTelephone keypads

CM-012699 Corrective Action Completed All workstation equipment to be sanitised before daily use and on aregular basis by users throughout the working day.Including and not limited to:Desk surfacesChair armsDesk lightsStationery items such as pens, pencils, highlighters, staplers, holepunches, scissors for example.Desk fans/floor heaters

CM-012700 Corrective Action Completed Any communal office equipment to be sanitised before and after eachuse.Printer/photocopier/franking machine/letter folding machine/bindingmachine for exampleTouch screen control panelsInput/Output traysTray/cover handlesOperating handles

CM-012701 Corrective Action Completed Personal items should not be brought to work. If they are (cool bag forfood for example) they should be stored away in pedestals duringworking periods.

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CM-012702 Corrective Action Completed Ensure adequate and continuous stock of hand soap, paper towels,cleaning equipment, sanitiser, disinfectant wipes. These are nowbusiness critical.

CM-012708 Corrective Action Completed All waste will be classed as clinical waste and should be double baggedto prepare for disposal.

CM-012709 Corrective Action Completed Good hygiene procedures should be followed when handling waste.

CM-012710 Corrective Action Completed Waste should be taken to a GreenSquare depot/appointed place forstorage, before disposal is organised by the Operations/Supply Centreteam.

CM-012711 Corrective Action Completed Wash or sanitise hands thoroughly after touching the waste.

CM-012712 Corrective Action Completed All products provided by GreenSquare Group will be COSHH riskassessed.

CM-012713 Corrective Action Completed Sanitising products are alcohol based and can therefore be flammable.

Limit the amount of sanitiser being carried and keep away fromsources of ignition and direct sunlight.

CM-012714 Corrective Action Completed Avoid contact with eyes. If contact occurs:- flush with lots of water. - remove contact lenses if worn and easy to do. If pain and redness persists get medical advice.

CM-012715 Corrective Action Completed If skin irritation occurs stop using the product.Contact your supervisor immediately. Obtain an alternative product.

CM-012716 Corrective Action Completed Do not drink.

CM-012717 Corrective Action Completed Apply to hands only.

CM-012718 Corrective Action Completed Only nominal amounts should be issued to users daily.

CM-012719 Corrective Action Completed Keep away from direct sunlight and sources of ignition.

CM-012720 Corrective Action Completed Only the required amount of equipment/material required for the day tobe kept out for use around the office.

CM-012721 Corrective Action Completed Ensure stock items are kept in a locked cupboard/storage area.

CM-012722 Corrective Action Completed Regular monitoring of stock levels to be scheduled and resultsrecorded.Page 18 of 26

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CM-012723 Corrective Action Completed Any incidence of theft or anti-social behaviour should be immediatelyreported to line manager/supervisor/Facilities and logged on Effective.

CM-012724 Corrective Action Completed Ensure adequate first aider cover is in place at all times. Dependant onstaffing levels this can be a first aider on site or manager who hascompleted on line first aid course and has access to the St John'sAmbulance app to give immediate advice and treatment for minorailments and injuries. The emergency services should always becontacted for more serious cases.

CM-012725 Corrective Action Completed First Aiders to avoid close contact with a person requiring first aid if atall possible. For minor injuries, where practical, a First Aider can advisethe inured party what steps to take with regards to treating their injury.

If close contact is required, then appropriate PPE should be worn (facemask and eye protection) by the first aider.

The patient should also be given a mask to cover their nose and mouthif it is safe for them to do so.

CM-012726 Corrective Action Completed First Aiders will need additional PPE in case of medical emergency: FFP2 or FFP3 face masks, disposable plastic aprons and enclosed eyeprotection.

CM-012727 Corrective Action Completed If the first aid case is a suspected cardiac arrest, First Aiders should notlisten or feel for breathing by placing their ear and cheek close to theperson's mouth. The default position is to open the patient's airway andstart chest compressions only, until help arrives. A person in cardiacarrest should have compression only CPR applied.

CM-012728 Corrective Action Completed Consideration must be given to potential delays in emergency serviceresponse due to current pressures on resources.

CM-012729 Corrective Action Completed Following first aid treatment, any waste and disposable PPE should bedisposed of into a plastic bag and placed into a bin immediately.

CM-012730 Corrective Action Completed Any re-useable equipment or PPE should be disinfected thoroughly.

CM-012731 Corrective Action Completed Following any first aid treatment and or removal of PPE, both First Aiderand patient should wash their hands thoroughly with soap and warmwater.

CM-012732 Corrective Action Completed First Aid and PPE stock should be replenished immediately.

CM-012733 Corrective Action Completed All First Aid treatment cases should be recorded on Effective.

Page 19 of 26

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CM-012734 Corrective Action Completed If a first aid case is presenting symptoms consistent with corona virusthen it should be treated as a suspected case. If safe to do so, theindividual should be moved to an isolated room to minimise the risk ofinfection to others.

Advice should be sought from the NHS (111 or www.NHS.uk).

Only one First Aider is to provide support/treatment where practical.

CM-012735 Corrective Action Completed If doors are propped open to reduce number of contact points FireWarden's must be aware of where they are, and if used, wedges mustbe removed if evacuation is required. If doors are propped open, morefrequent checks of the area must be carried out by Fire Wardens.

CM-012736 Corrective Action Completed Purchase and install Doorgard units to prevent use of wedges.

CM-012737 Corrective Action Completed Ensure adequate fire warden cover throughout working day.

CM-012738 Corrective Action Completed Fire alarm tested on a weekly basis and results recorded.

CM-012739 Corrective Action Completed Evacuation "buddies" â€“ if required for evacuation then handsanitising/washing should take place immediately afterwards.

CM-012740 Corrective Action Completed Where trained Fire Wardens are not present duty managers will takeresponsibility for ensuring occupied areas are swept and give an allclear before evacuating the building and taking a register in thedesignated evacuation zone

CM-012741 Corrective Action Completed Based on NHS, Public Health and government guidance andinstruction, specific procedures and measures to reduce the risk ofspreading and/or contracting Coronavirus have been prepared.

CM-012742 Corrective Action Completed Every staff member fully briefed to ensure they are aware of thehazards and risks, and they understand the rules and procedures put inplace.Reminder briefings to take place at least weekly, or if guidance changes

CM-012743 Corrective Action Completed Any updates to internal procedure, NHS and/or Public Health warningnotices will be issued to mobile workers by email.

CM-012744 Corrective Action Completed Share with our customers and contractors by email, phone or in writingthe arrangements we have in place and how we would expect them tocooperate with our staff at their premises.

Page 20 of 26

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CM-012745 Corrective Action Completed Colleagues to be encouraged to prepare food and drink at home toavoid the need to visit shops or take away outlets and minimisetransmission points.Milk, coffee, tea and sugar will not be provided to avoid sharing ofproducts

CM-012746 Corrective Action Completed Restrict number of people using kitchen facilities at any one time. Meal breaks should be scheduled and staggered to reduce contact andcongestion and so social distancing can be maintained safely withinbreak out areas.

CM-012747 Corrective Action Completed Colleagues should refrain from accepting or consuming beverages orfood products offered by colleagues.

CM-012748 Corrective Action Completed Cleaning materials should be made available in break out areas so highcontact surfaces such as fridge doors, tables, chairs and foodpreparation equipment (microwave and hot water boiler) can be wipeddown prior to use by each individual.

CM-012749 Corrective Action Completed Colleagues to be encouraged to bring and use own cutlery and crockeryto be cleaned at home after use. If office cutlery and crockery is used dishwashers should be put onregularly to ensure dirty cutlery and crockery are cleaned

CM-012750 Corrective Action Completed Regular cleaning of water coolers, microwaves, dishwasher (if used),kitchen cupboard and drawer handles and fronts, fridge doors, and hotwater boiler is required

CM-012751 Corrective Action Completed Staff should not share objects that touch mouths including cups, cutleryand bottles.

CM-012752 Corrective Action Completed Tables and chairs to be cleaned before and after each use (includingunderside of chairs).

CM-012753 Corrective Action Completed Ensure seating arrangements in break out areas allow for 2m socialdistancing requirements. Staff regularly reminded that this distanceneeds to be maintained at all times. Remove seating/furniture ifnecessary to help enforce this.

CM-012754 Corrective Action Completed Bins need to be emptied regularly.

CM-012755 Corrective Action Completed Ensure adequate and continuous stock of supplies including handsoap, paper towels, cleaning equipment, sanitiser and disinfectantwipes. These are now business critical.

CM-012756 Corrective Action Completed Social distancing demarcation to help provide visual reminders.

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CM-012757 Corrective Action Completed Smoking breaks should be scheduled within teams so adequate socialdistancing measures can be observed.

CM-012758 Corrective Action Completed Colleagues should be instructed to maintain social distancing measureswhen smoking and to avoid inhaling tobacco smoke andvape/ecigarette vapour emitted from other persons.

CM-012759 Corrective Action Completed Social distancing reminder information to be displayed and markedareas on the floor for visual reminders.

CM-012760 Corrective Action Completed All meetings should continue to be conducted virtually unless it'sabsolutely essential to meet face to face. In these circumstances meeting group numbers should be kept as smallas possible and 2m distancing rules should be observed. Meeting times should be kept as brief as possible.

CM-012761 Corrective Action Completed Rooms should be well ventilated (windows open) to allow fresh aircirculation.

CM-012762 Corrective Action Completed Cleaning should be undertaken before and after meetings includingtables, chairs, light switches, computer equipment, remote controls,window handles, door handles, push plates. Rooms should be cleared of any items used by attendees, byattendees. Cleaning materials and a closed top rubbish bin should be provided inall meeting rooms. Bins should be emptied regularly.

CM-012763 Corrective Action Completed Consideration should be given to holding meetings in open areas wherepossible.

CM-012764 Corrective Action Completed Confidentially needs to be considered in meetings â€“ 2m is asignificant distance to talk across. Pick an appropriate room fordiscussions of a sensitive nature.

CM-012765 Corrective Action Completed Hand sanitiser and anti-bacterial wipes should be provided in allmeeting rooms.

CM-012766 Corrective Action Completed Restrict number of people using toilet facilities at any one time. Socialdistancing still to be observed whilst using facilities.

CM-012767 Corrective Action Completed Enhance cleaning regimes â€“ door handles and common touch pointsincluding toilet brushes, locks, flush buttons and taps.

CM-012768 Corrective Action Completed Paper towels available to allow people to open doors with clean hands.A closed top bin located outside of the bathrooms for towel disposal.

CM-012769 Corrective Action Completed Bins need to be emptied regularly.Page 22 of 26

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CM-012770 Corrective Action Completed Ensure adequate and continuous stock of supplies including hand soap,paper towels, cleaning equipment, sanitiser and disinfectant wipes. These are now business critical.

CM-012771 Corrective Action Completed All deliveries must be planned with allocated times arranged wherepossible.

CM-012772 Corrective Action Completed Restrict non-business deliveries â€“ No personal deliveries to be sent tothe workplace.

CM-012773 Corrective Action Completed Clean reusable delivery boxes like post crates after use.

CM-012774 Corrective Action Completed Pick up/collection points, procedures, signage and markings may needto be revised.

CM-012775 Corrective Action Completed Enable delivery drivers access to handwashing/sanitising facilities.

CM-012776 Corrective Action Completed Ensure appropriate sanitising arrangements are available at dropoff/collection points.

CM-012777 Corrective Action Completed Consider delivery frequencies â€“ larger orders and less often.

CM-012778 Corrective Action Completed Where possible and safe, have single colleague load/unload vehiclesâ€“ if more than one person is required, use the same two people tounload then.

CM-012779 Corrective Action Completed Minimise non-essential travel â€“ remote working options should alwaysbe considered first. Encourage people to walk or bicycle to work ifpossible.

CM-012780 Corrective Action Completed Unless from same household staff should travel to work alone usingtheir own vehicle/means of transport.

CM-012781 Corrective Action Completed Where public transport is only option, the transport providers guidanceshould be followed. Consideration should be given to wearing a face mask for the durationof the journey. Hand hygiene practices should be undertaken immediately upon arrivaland removal and disposal of mask should be carried out followingguidelines.

CM-012782 Corrective Action Completed Consider staggering start times to reduce congestion on publictransport/avoid peak times on roads.

CM-012783 Corrective Action Completed Observe social distancing when parking cars. Use bays where linemarkings are clear first and leave every other space free to allow 2mdistance between vehicles

Page 23 of 26

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CM-012784 Corrective Action Completed Use of bike racks should also be included in social distancing measures- one person locking/unlocking bikes at a time if cannot maintain 2mdistance.

CM-012785 Corrective Action Completed Electric vehicle charge points will need to be cleaned by users beforeand after each use.

CM-012786 Corrective Action Completed Use contactless refuelling options wherever possible; Pay at pump,contactless payment in kiosk. Drivers should wear gloves before handling pump handle or using touchscreens/terminal controls.

CM-012787 Corrective Action Completed Employees have duties to cooperate (under Health and Safety at Worketc. Act 1974 and Health Protection (Coronavirus, Restrictions)(England) Regulations 2020).

CM-012788 Corrective Action Completed Managers and Team Leaders/Supervisors to monitor day to dayactivities to ensure social distancing and hygiene rules are beingobserved and maintained to protect health and reduce spread ofCOVID19 virus.

CM-012789 Corrective Action Completed Managers and Team Leaders/Supervisors to promote and coach goodpractice to all personnel on site.

CM-012790 Corrective Action Completed Managers and Team Leaders/Supervisors to monitor controls in placefor suitability, and report non-compliance, cases of suspectedsymptoms, and requirements/consideration for extra controls forexample.

CM-012791 Corrective Action Completed GreenSquare disciplinary procedures in place for repeated breaches orflagrant disregard for safety .

CM-012792 Corrective Action Completed Employees are required to acknowledge in writing the risk assessmenthas been seen, explained and they understand both the business andtheir personal responsibilities to keep themselves and their colleaguessafeThey will also be given the opportunity to share any concerns which canbe taken into consideration

CM-012793 Corrective Action Completed Employee Assistance Programme is available â€“ advertise the servicemore widely.

CM-012794 Corrective Action Completed Mental Health First Aiders available.

CM-012795 Corrective Action Completed Regular consultation, two-way communication, clarity and flexibility. Reasonable adjustments depending on personal circumstances to beconsideredPage 24 of 26

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CM-012796 Corrective Action Completed Colleagues who attend the office to undertake work should be fit andwell, showing no signs of the virus.

CM-012797 Corrective Action Completed If symptoms do present the person should be instructed to leave andreturn home immediately or report to manager if they are out of theoffice The person must then self isolate for a period of 7-14 days (dependingon personal circumstances) as per government guidance.

CM-012798 Corrective Action Completed If the person becomes seriously unwell whilst in the office they shouldbe moved to different part of the building. Arrangements must be madewith next of kin to have them taken home or to a hospital dependent onsymptom severity.

CM-012799 Corrective Action Completed Contact tracing should be detailed, and other staff members monitored.

CM-012800 Corrective Action Completed The person will be asked to take a test however they do not have toundertake it or provide GreenSquare with the results unless they wishto. Any information provided remains subject to GDPR.

CM-012801 Corrective Action Completed Staff members can be encouraged to use the government track andtrace app, but they are not required to.

CM-012805 Corrective Action Completed If a suspected case is reported the persons workspace and allcommunal touch points and utilities within the office should be cleansedimmediately and before use by others

CM-012806 Corrective Action Completed If a confirmed case is reported the office will be closed and homeworking for all teams members will resume until a deep clean of theentire area can be completed after which operations will return to theoffice

CM-012802 Corrective Action Completed Water systems should be thoroughly flushed prior to people reenteringthe building.

CM-012803 Corrective Action Completed Water temperatures should be checked to ensure that cold water isbelow 20oC and hot water is above 50oC.

CM-012804 Corrective Action Completed Showers should be run (ideally with the shower-head submersed into abucket of water) for at least 2 minutes.

Page 25 of 26

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Appendix of Attachments

DocumentsRA-00217-1 ( HandHygienePoster.pdf )RA-00217-1 ( PHE_COVID-19_Doffing_quick_guide 002.pdf )RA-00217-1 ( PHE_COVID-19_Donning_quick_guide 002.pdf )RA-00217-1 ( PHE_COVID-19_visual_guide_poster_PPE.pdf )

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Apply a small amount (about 3ml) of the productin a cupped hand, covering all surfaces

Rub hands palm to palm Rub back of each hand withthe palm of other hand with

fingers interlaced

Rub each thumb claspedin opposite hand usingrotational movement

Rub tips of fingersin opposite palm ina circular motion

Rub each wrist with opposite hand Your hands are now safe

Rinse hands with water Dry thoroughly witha single-use towel

Use elbow toturn off tap

Once dry, your hands are safe

Wet hands with watercover all hand surfacesApply enough soap to

1a1b

2 3

Rub palm to palm withfingers interlaced

4

Rub with backs of fingersto opposing palms with

fingers interlocked

5

6 7

8

9

12

9

9 1110

20-30 sec

40-60 sec

Adapted from WHO World Alliance for Patient Safety 2006

HAND CLEANING TECHNIQUES

1a 1b

Hands must be cleaned before and after every patient contact

Removal of (doffing) personal protective equipment (PPE)

1

COVID-19Quick guide

The order of removal of PPE is as follows:

Eye protection - the outside will be contaminated

Clean hands with alcohol hand rub. Do not touch the front of the respirator as it will be contaminated

Clean hands with alcohol gel

PPE should be removed in an order that minimises the potential for cross contamination.

Gloves – the outsides of the gloves are contaminated

2

3Wash

hands with soap and

water

5Respirator 4

Gown – the front of the gown and sleeves will be contaminated

1

Pre-donning instructions• ensure healthcare worker hydrated• tie hair back• remove jewellery• check PPE in the correct size is available

Perform a �t check.

This is undertaken outside the patient’s room.

Putting on (donning) personal protective equipment (PPE)

COVID-19Quick guide

Perform hand hygiene before putting on PPE

Put on the long-sleeved fluid repellent disposable gown

2Respirator

3Eye protection

4Gloves

COVID-19 Safe ways of working A visual guide to safe PPE

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Gloves

Long sleeved fluid repellent gown

General contact with confirmed or possible COVID-19 cases

Aerosol Generating Procedures or High Risk Areas

Clean your hands before and after patient contact and after removing some or all of your PPE

Clean all the equipment that you are using according to local policies

Use the appropriate PPE for the situation you are working in (General / AGPs or High Risk Areas)

Take off your PPE safely

Take breaks and hydrate yourself regularly

Eye protectioneye shield, goggles

or visor

Filtering facepiece respirator

For more information on infection prevention and control of COVID-19 please visit:

www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-prevention-and-control

A visual guide to safe PPEGeneral contact with confirmed

or possible COVID-19 cases

For more information on infection prevention


Gloves

Disposable apron

Eye protection to be worn on risk

assessment

Fluid resistant surgical mask

A visual guide to safe PPEAerosol Generating Proceduresor High Risk Areas

For more information on infection prevention


http://www.gov.uk/government/publications/wuhan-novel-coronavirus-infection-prevention-and-control