COVID-19 Risk Assessment – TIER 4 Update

Ver 002 - 22/12/2020 - To be reviewed weekly, and a record maintained, signed off by the manager.


1.    Social distancing and face to face advice

As WENAC operates under Tier 4 emergency face to face only operations, risk will be minimised by:

a)    Reconfiguring the office layout so that each staff member can work in their own room.

b)    Controlling ingress and egress to maintain social distancing at all times.

c)    Minimising the sharing of equipment and wiping down shared equipment after each use (e.g. printer).

d)    Placing hand sanitisers/wipes on each desk.

e)    Encourage clients to use the sanitising equipment.

f)      Stocking a supply of gloves and masks for staff and client use.

g)    Deploy protective Perspex desk screens.

h)    Placing client chairs at a suitable distance from staff desks, currently can be 2 metres, except when paperwork needs to be passed.

i)      Closing the drop-in reception times.

j)      All face to face advice to be made by appointment ONLY.

k)    Contacting the client by phone initially to gather as much information as possible to minimise time spent in the office. No more than fifteen (15) minutes in the office per visitor. This should minimise visitors from having to require the toilet facilities. Clients to be made aware of this restriction prior to their visit.

l)      Set clear client guidance on use of the toilet facilities (only in emergencies) and provide cleaning guidance via notices.

m)  To continue to work remotely and digitally where this is possible.

n)    Where clients come into office (maximum of 3 i.e. one in each room) wipe down desks and chairs between appointments.

o)    Phones to be put on loudspeaker to enable client and 3rd parties to obtain consent.

p)    Only one staff member in the kitchen at a time. Keep your own mugs/cutlery and do not share.

q)    Any home visits must be discussed with the supervisor/manager first to see if there is another solution. If not, PPE should be worn.

r)     A record of EVERY client contact details will be maintained centrally to assist Track & Trace in case of contamination. See Section 4.

s)    As the building has been repurposed for safe Covid-19 operation, ensure the Fire Risk Assessment is not impacted and re-assess if necessary.




a)    Staff need to be aware that many of our clients may have underlying health conditions that make them more vulnerable to infection. Where possible discuss with the client other ways of managing their advice needs without the need to come into the office. If this is not possible, then an appointment should be made at a time they can see an adviser without any other clients being on the premises.

b)    Vulnerable clients that are shielding should not be visited or seen at the centre.

c)    Staff need to be mindful of their own health and contribute to their safety and that of others by not attending work when unwell. Additionally, clients should be gently reminded not to attend an appointment if they are unwell on the day.





a)    Office to be cleaned daily and to include all potential touch surfaces, including door handles, light fittings, bathrooms, kitchen, furniture, – anywhere a contact could have been made.

b)    Appropriate PPE must be worn for cleaning.

c)    All non-essential items to be removed from office space and stored safely. Personal items to be minimised and removed wherever possible.

d)    A room steriliser/disinfectant fogging machine to be used.

e)    The toilet facilities to be sterilised and cleaning materials disposed of appropriately and cleaning products/non-disposable equipment to be left out for daily fogging and then securely stored.

f)      Cleaning equipment should be colour coded to keep toilet and kitchen cleaning materials/products separate from general use.

g)    Daily cleaning and refilled sanitisers etc check, record sheets to be maintained and signed off when completed. Exceptions to be noted.



Cease operations. Follow Section 3 steps thoroughly and comprehensively as soon as possible.


It may be deemed necessary to employ a professional cleaning company that is BICSc* approved. Ensure the following takes place:


After a confirmed outbreak of COVID-19 (CORONAVIRUS) to ensure a deep clean, all substrates, fixtures, fittings, furniture (including soft) and other items in the area are disinfected (to protect the operative), then cleaned and finally re-disinfected.


The deep clean should involve 8 elements:


a)    Using the correct PPE, including following correct gowning and de-robing procedures for this equipment.

a)    Isolation of the area to be deep cleaned.

b)    Disinfection with the approved/correct disinfectant(s), paying special attention to touchpoints and high-risk areas as indicated by your risk assessment.

c)    Thorough clean of the area in line with BICSc standards.

d)    Clinical re-disinfection of the whole area.

e)    Disinfection of machinery and equipment, if any are deployed.

f)     Correct disposal of contaminated materials and PPE.

g)    Shower/clean of cleaning operative(s) after completion of the task.




·      Daily Cleaning Record and Sign Off Sheet

·      Covid-19 Risk Assessment Weekly Review

·      Client Contact Record - Track & Trace Assist

·      Client Toilet Usage Cleaning Instructions Notice(s)

·      Fire Risk Assessment - if necessary












Original created

1 to 5 inclusive



Tier 4
















* British Institute of Cleaning Science

Resource material:

Advice UK: Guidance and Resources for Advice Services and Organisations COVID-19  

HM Government ‘Working safely during Covid-19 in offices and contact centres: https://assets.publishing.service.gov.uk/media/5eb97e7686650c278d4496ea/working-safely-during-covid-19-offices-contact-centres-100720.pdf