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Uniquemix Ltd T/A Robin Elt Shoes Risk assessment and Policy Version 2.1 03-06-20
On the 11th of May, the Department for Business, Energy & Industrial Strategy published guidance for people who work in or run shops & branches with associated offices- Working safely during coronavirus (COVID-19).
In line with this guidance we have undertaken a full risk assessment taking into consideration each of the recommended steps in order to assess and manage the risks of COVID-19 and protect our staff, customers, suppliers, visitors and contractors from risk to their health and safety.
Having done this, we are pleased to share the results of our risk assessment as well as the signed statement to demonstrate we have complied with the governments guidance on managing the risk of COVID-19. We will strive to keep improving and building on the measures we have currently put in place. We expect that the government guidance will be updated over time.
The points below follow the steps set by the government to be considered
Objective: That everyone should work from home, unless they cannot work from home.
Steps taken - considering who is essential to be on the premises; for example, back of house workers should work from home if at all possible.
Steps taken - Planning for the minimum number of people needed on site to operate safely and effectively.
Steps taken - Monitoring the well-being of people who are working from home and helping them stay connected to the rest of the workforce, especially if the majority of their colleagues are on-site.
Office staff – all office staff working from home and in office to have a regular video conference as a group and one to one chats with Line Manager are encouraged
All staff – whether on furlough, working from home, warehouse or in store, a newsletter style communication to be sent to everyone to update them with any company news for developments
Steps taken - Keeping in touch with off-site workers on their working arrangements including their welfare, mental and physical health and personal security.
Home workers to have a daily chat as a group to ensure all are happy and kept up to date. Include warehouse staff member whenever possible
Malvern Office to send out useful links to government resources on mental health as well as guidance on home working
Line Managers are encouraged to talk to staff who remain on furlough to check on their welfare, mental and physical health & wellbeing
Steps taken - Providing equipment for people to work from home safely and effectively, for example, remote access to work systems.
Office staff working from home have the necessary hardware & software to access the company systems including email, video conferencing and messaging. Printers have also been made available where required.
Staff were invited to take home any portable equipment such as additional monitors, keyboards and mice.
2.1 PROTECTING PEOPLE WHO ARE AT HIGHER RISK
Objective: To protect clinically vulnerable and clinically extremely vulnerable individuals.
Steps taken - Providing support for workers around mental health and wellbeing. This could include advice or telephone support.
Line Managers and members of the board are available for support either by telephone, email or by video conferencing where available. Email to be sent to all staff’s personal email addresses to inform them of this.
Malvern Office to send out useful links to government resources to all staff on mental health as well as guidance on home working
Steps taken - See current guidance for advice on who is in the clinically extremely vulnerable and clinically vulnerable groups.
Shielded staff who can work from home and have received a letter telling them they are in this group, are working from home.
All store and Malvern Office staff have been asked to inform the Malvern Office if they, or a member of their household, have received a letter telling them they are in the clinically extremely vulnerable category. To date no staff have come forward with this information
All staff have been contacted to ensure their medical records are accurate and if they are vulnerable that they should take additional notice of the social distancing and hygiene guidelines.
We have furloughed staff who live with someone who is shielded and have requested to be furloughed.
2.2 PEOPLE WHO NEED TO SELF ISOLATE
Objective: To make sure individuals who are advised to stay at home under existing government guidance do not physically come to work. This includes individuals who have symptoms of COVID-19 as well as those who live in a household with someone who has symptoms and those who are advised to self-isolate as part of the government’s test and trace program.
Steps taken - Enabling workers to work from home while self-isolating if appropriate.
Office staff are enabled to work from home if self-isolating
Store staff are unable to work from home if self-isolating
Warehouse staff are unable to work from home if self-isolating
Steps taken - See current guidance for employees and employers relating to statutory sick pay due to COVID-19.
All Employees are instructed to follow the Company Absence Policy
Employees subject to their contracts will receive company sick pay for absences.
All Employees are advised that they can “self-certify” for the first 7 days off work and follow the normal company absence policy.
All Employees who are self-isolating due to coronavirus for more than 7 days are instructed to obtain an online self-isolation note form the NHS Website.
All Employees receive Statutory Sick Pay (SSP) from the first day of self-isolation if it is because:
Steps taken - See current guidance for people who have symptoms and those who live with others who have symptoms.
Follow Government Guidance:
Managers and staff have received guidance on how to spot symptoms in staff who become unwell at work.
Managers are to ensure that staff can return home safely and advise Malvern Office.
All employees who live with others are instructed if they are the first in the household to have symptoms of coronavirus (COVID-19), they must stay at home for 7 days.
All employees are instructed to stay at home for a period of 14 days due to the onset of symptoms in a member of their household. The 14-day period starts from the day when the first person in the house became ill.
All employees receive a Return to Work interview on return to the workplace to ensure that they are fit and well. The back to work forms have now been adapted for specific COVID specific circumstances. RTW interviews will observe social distancing guidance.
2.3 EQUALITY IN THE WORKPLACE
Objective: To treat everyone in your workplace equally.
STEP - Understanding and taking into account the particular circumstances of those with different protected characteristics.
STEP - Involving and communicating appropriately with workers whose protected characteristics might either expose them to a different degree of risk, or might make any steps you are thinking about inappropriate or challenging for them.
STEP - Considering whether you need to put in place any particular measures or adjustments to take account of your duties under the equalities legislation.
STEP - Making reasonable adjustments to avoid disabled workers being put at a disadvantage, and assessing the health and safety risks for new or expectant mothers.
STEP - Making sure that the steps you take do not have an unjustifiable negative impact on some groups compared to others, for example, those with caring responsibilities or those with religious commitments.
We believe all the above steps have been taken into consideration with appropriate levels of communication, adjustment and arrangements being discussed as required. All staff have been advised to contact their line manager if their personal circumstances change.
Objective: To maintain 2m social distancing wherever possible, including while arriving at and departing from work, while in work and when travelling between sites.
3.1 COMING TO WORK AND LEAVING WORK
Objective: To maintain social distancing wherever possible, on arrival and departure and to ensure handwashing upon arrival.
STEPS TAKEN - Staggering arrival and departure times at work to reduce crowding into and out of the workplace, taking account of the impact on those with protected characteristics.
Malvern Office staff – mostly working from home. Only one person in office if necessary
Malvern Warehouse – only one member of staff
Stores – reduced number of staff are returning to work. Once more return, consider a staggered start time to avoid crowding in entry points
Steps taken - Providing additional parking or facilities such as bike racks to help people walk, run, or cycle to work where possible.
There are no parking facilities attached to the stores, so this is not possible. If members of staff wish to cycle to work, the Manager should investigate the nearest cycle racks in town. Storing bikes within the stores will increase risk of staff falling over bikes, so is not recommended.
Malvern Office – less people working in office so parking can be spaced out.
Steps taken - Limiting passengers in corporate vehicles, for example, work minibuses. This could include leaving seats empty.
Steps taken - Reducing congestion, for example, by having more entry points to the workplace in larger stores
Steps taken - Using markings and introducing one-way flow at entry and exit points.
Stores have limited number of staff/ small in size, so not applicable
Steps taken - Providing handwashing facilities (or hand sanitiser where not possible) at entry and exit points.
There is hand sanitiser at all entry points.
Hand washing facilities are available in all stores – staff are instructed to wash their hands every time they enter the store/office/warehouse
Steps taken - Providing alternatives to touch-based security devices such as keypads.
Security alarms – fob entry where possible. If pin pad entry, then staff to clean down pin pad after each use.
Steps taken - Defining process alternatives for entry/exit points where appropriate, for example, deactivating pass readers at turnstiles in favour of showing a pass to security personnel at a distance.
3.2 MOVING AROUND BUILDINGS AND STORES
Objective: To maintain social distancing wherever possible, while people travel through the workplace.
Steps taken - Reducing movement by discouraging non-essential trips within buildings and sites, for example, restricting access to some areas, encouraging use of radios or telephones, where permitted. These items require cleaning between users if multi-use
Office – user to clean down at end of day
Stores - Phones are to be cleaned down after every use.
Steps taken - Introducing more one-way flow through buildings. Providing floor markings and signage should remind both workers and customers to follow to social distancing wherever possible.
Tape on floor throughout sales floor to remind staff and customers to follow social distancing whenever possible.
For till processes customers to stand in marked area before approaching till to make payment
Stockrooms – staff to wait for team members to finish using stock fixtures before accessing them themselves.
Steps taken - Reducing maximum occupancy for lifts, providing hand sanitiser for the operation of lifts and encouraging use of stairs wherever possible.
Steps taken - Making sure that people with disabilities are able to access lifts
No lifts in stores
Steps taken - Regulating use of high traffic areas including corridors, lifts, turnstiles and walkways to maintain social distancing
Corridors (where applicable) staff to wait for team members to move through before accessing them themselves
3.3 WORKPLACES AND WORKSTATIONS
Objective: To maintain social distancing between individuals when they are at their workstations.
Steps taken - Reviewing layouts to allow people to work further apart from each other.
Office – only one person in office at a time – use own workstation and clean down at the end of each day
Stores – each store layout considered to allow walkways to be as wide a possible for customers and staff.
There are no specific workstations around the stores where more than 1 person works at any one time. Once a person has finished working on a till or back office computer then this should be cleaned down.
Steps taken - Using floor tape or paint to mark areas to help workers keep to a 2m distance.
Steps taken - Avoiding people working face-to-face. For example, by working side-by-side or facing away from each other.
Staff are instructed to remain 2m away from customers – a change in how to serve customers has been published to all staff
Stockrooms in stores – staff to work 2m apart from colleagues if stock work is needed.
Steps taken - Using screens to create a physical barrier between people.
Screens are provided where staff cannot distance themselves easily from customers when at the till.
Staff continually move around the sales floor and stockroom, so a physical barrier is not practical
Steps taken - Using a consistent pairing system if people have to work in close proximity. For example, maintenance activities that cannot be redesigned.
Staff instructed to avoid 2-person lifting. Incoming cartons to be unpacked rather lifted.
Packing up goods – staff instructed not to over pack cartons so that other stores/warehouse avoid lifting heavy cartons.
Steps taken - Minimising contacts around transactions, for example, considering using contactless payments
Request that customers pay by card whenever possible
Vast majority of transactions are above contactless limit –
Pin pads to be wiped down after every transaction
Steps taken - Rethinking demonstrations and promotions to minimise direct contact and to maintain social distancing.
Demonstrations/promotions not applicable
Objective: To reduce transmission due to face-to-face meetings and maintain social distancing in meetings
Steps taken - Using remote working tools to avoid in-person meetings.
Office staff – working from home whenever possible. All staff have video conferencing software available to use
Stores – video conferencing software is being installed on the store iPads to allow Area Managers to carry out meeting with Store Managers with attending in person
Steps taken - Only absolutely necessary participants should attend meetings and should maintain 2m separation throughout.
Management meetings to take place by video conferencing software
Minimum number of staff to attend meetings with suppliers
Steps taken - Avoiding transmission during meetings, for example, from sharing pens and other objects.
Staff to use their own labelled pen whether in store or in meeting
Laptops are not to be shared for meeting purposes
Steps taken - Providing hand sanitiser in meeting rooms.
There are no meeting rooms across company however hand sanitiser is available across all sites
Steps taken - Holding meetings outdoors or in well-ventilated rooms whenever possible.
Management are advised to use as an option if for an appropriate reason. However, all regular meetings are via online conference calls.
Steps taken - For areas where regular meetings take place, using floor signage to help people maintain social distancing.
All regular meetings are via online conference calls
3.5 COMMON AREAS
Objective: To maintain social distancing while using common areas.
Steps taken - Staggering break times to reduce pressure on break rooms or places to eat.
Managers are advised to stagger break times for store staff to avoid crowding in staff areas
Steps taken - Using safe outside areas for breaks
No outside spaces are available associated with the stores
Steps taken - Creating additional space by using other parts of the worksite or building that have been freed up by remote working
Steps taken - Using protective screening for staff in receptions or similar areas.
Steps taken - Providing packaged meals or similar to avoid opening staff canteens, where possible.
Steps taken - Reconfiguring seating and tables to maintain spacing and reduce face-to-face interactions.
Move seats around in staff areas so that staff do not sit next to each other and to maintain spacing
Steps taken - Encouraging workers to remain on-site and, when not possible, maintaining social distancing while off-site.
Reduced breaks to half an hour to encourage remaining on site and to shorten the working day
Reminder to be sent to staff to maintain social distancing when off-site
Steps taken - Considering use of social distance marking for other common areas such as toilets, showers, lockers and changing rooms and in any other areas where queues typically form.
3.6 ACCIDENTS, SECURITY AND OTHER INCIDENTS
Objective: To prioritise safety during incidents.
In an emergency, for example, an accident, fire, or break-in, people do not have to stay 2m apart if it would be unsafe.
People involved in the provision of assistance to others should pay particular attention to sanitation measures immediately afterwards, including washing hands.
All staff to be made aware of this.
Key health and safety information is readily available, to ensure continuity in the event of staff absence. All relevant staff made aware of where to find such information. Hard copy in each store.
4.1 MANAGE CONTACTS
Objective: To minimise the contact resulting from visits to stores or outlets
Steps taken - Defining the number of customers that can reasonably follow 2m social distancing within the store and any outdoor selling areas. Take into account total floorspace as well as likely pinch points and busy areas.
Every store has been assessed to restrict the number of customers allowed on site at any one time. The available floor space and layout has been taken into consideration. This will be re-assessed once the stores are open to check that the suggested limit is suitable.
Steps taken - Limiting the number of customers in the store, overall and in any particular congestion areas, for example doorways between outside and inside spaces.
As above. Customers will be invited into store once the limit has been reached. Queuing spaces will be outside showing 2m distance markings.
Steps taken - Encouraging customers to use hand sanitiser or handwashing facilities as they enter the premises to reduce the risk of transmission by touching products while browsing.
All customers entering the store will be asked to use hand sanitiser. More hand sanitiser will be available in store for staff and customer use.
Steps taken - Encouraging customers to avoid handling products whilst browsing, if at all possible.
Wherever possible only one shoe of every style will be on full priced display, to restrict the number of items handled. Full pairs are kept off the shop floor.
Steps taken - Suspending or reducing customer services that cannot be undertaken without contravening social distancing guidelines. This may include re-thinking how assistance is provided, for example, using fixed pairs of colleagues to lift heavy objects rather than a single colleague lifting with a customer.
Putting the shoes on customers feet is now suspended – all staff are informed through publishing new sales information.
Steps taken - Encouraging customers to shop alone where possible unless they need specific assistance.
Signs are placed in doorway of store to request that customers shop alone whenever possible, unless specific assistance is needed
Steps taken - Reminding customers who are accompanied by children that they are responsible for supervising them at all times and should follow social distancing guidelines.
Signs are placed in store to request that parents should supervise their children at all times and to follow social distance guidelines
Steps taken - Looking at how people walk through the shop and how you could adjust this to reduce congestion and contact between customers, for example, queue management or one-way flow, where possible
Each store has been assessed to allow walkways to be as wide as possible. By limiting the number of people in store this will reduce congestion and contact between customers.
Customer seating will be spread out around the store to keep customers apart.
Marking on floor to indicate where a customer should stand when approaching the till, allowing more that 2m between customer and staff.
Steps taken - Ensuring any changes to entries, exit and queue management take into account reasonable adjustments for those who need them, including disabled shoppers.
Customers will be invited to enter into store to monitor the number of customers at any one time. Spacing in doorways will remain the same, allowing all customers to enter, whatever their needs
Steps taken - Working within your local area to provide additional parking or facilities such as bike-racks, where possible, to help customers avoid using public transport.
No additional parking is available at our sites, but Managers will investigate bike racks and local parking in the vicinity to inform customers as necessary
Steps taken - Using outside premises for queuing where available and safe, for example some car parks.
Steps taken - Managing outside queues to ensure they do not cause a risk to individuals or other businesses, for example by introducing queuing systems, using barriers and having staff direct customers.
Store Managers will negotiate with local retailers to create a queuing system outside the stores for each shop. Markers will be placed on the ground to show 2m distance guidelines. Width of pavement needs to be taken into account.
Steps taken - Shopping centres should take responsibility for regulating the number of customers in the centre and the queuing process in communal areas on behalf of their retail.
Steps taken - Having clearly designated positions from which colleagues can provide advice or assistance to customers whilst maintaining social distance.
Staff have been advised to remain 2m away from customers when serving them.
Steps taken - Working with neighbouring businesses and local authorities to consider how to spread the number of people arriving throughout the day for example by staggering opening hours; this will help reduce demand on public transport at key times and avoid overcrowding.
Opening hours have been restricted and staff working hours have been altered to ensure start times are staggered
Steps taken - Continuing to keep customer restaurants and cafes closed until further notice, apart from when offering hot or cold food to be consumed off the premises.
4.2 PROVIDING AND EXPLAINING AVAILABLE GUIDANCE
Objective: To make sure people understand what they need to do to maintain safety.
Steps taken - Providing clear guidance on social distancing and hygiene to people, for example, signage and visual aids.
Posters will be placed in store windows or doors telling people about our social distancing and hygiene measures, these will be repeated in store
This will be repeated for warehouse & office
‘Use Hand sanitiser’ signs will be placed next to hand sanitiser upon entry
Steps Taken - Informing customers that they should be prepared to remove face coverings safely if asked to do so by police officers and staff for the purposes of identification.
We will include this in our staff training
Providing written or spoken communication of the latest guidelines to both workers and customers inside and outside the store. Consider the particular needs of those with protected characteristics, such as those who are visually impaired.
Posters will be placed in store windows or doors telling people about our social distancing and hygiene measures, these will be repeated in store, warehouse & office
Staff are encouraged to talk to everyone entering the store to explain our guidelines
Creating social distancing champions to demonstrate social distancing guidelines to customers, if helpful.
Ensuring latest guidelines are visible in selling and nonselling areas.
Posters will be placed around the store, on sales floor, in stockrooms and in staff areas
5.1 BEFORE REOPENING
Objective: To make sure that any site or location that has been closed or partially operated is clean and ready to restart, including:
A cleaning regime has been set up for all locations. This has been assessed by management before staff have returned to work.
Air conditioning is serviced by external companies, their advice has been sought regarding their system. Only applies to two sites (Worcester & Hereford)
Checklists of tasks to be carried out have been created to aid staff
Checklists of equipment required have been created to help staff re-order what they need
Levels of cleaning equipment has been increased to maintain the levels of cleaning required
5.2 KEEPING THE WORKPLACE CLEAN
Objective: To keep the workplace clean and prevent transmission by touching contaminated surfaces.
Steps taken - Frequent cleaning of work areas and equipment between uses, using your usual cleaning products.
Staff will clean down the workplace at the beginning and end of the day.
High use areas such as door handles and stair rails will also be cleaning during the day
Equipment that will be used by different staff and/or customers will be cleaned down after every use for example phones, pin pads, tills, back office computers.
Chairs will be wiped down after each customer use
Managers will check that cleaning is carried out according to cleaning regime
Steps taken Frequent cleaning of objects and surfaces that are touched regularly, including self-checkouts, trolleys, coffee machines, betting machines or staff handheld devices, and making sure there are adequate disposal arrangements for cleaning products.
Any cleaning cloths/wipes that are used will be disposed of in a lidded bin and this bin will be emptied at the end of every day
Steps taken - Clearing workspaces and removing waste and belongings from the work area at the end of a shift.
All personal items should be removed from the premises had the of the working day for all staff. Additional lidded bins have been provided to aid disposal of waste.
If you are cleaning after a known or suspected case of COVID-19 then you refer to the specific guidance. https://www.gov.uk/government/publications/covid-19-decontamination-in-non-healthcare-settings/covid-19-decontamination-in-non-healthcare-settings
If there are any known or suspected cases of COVID-19 across the company, stores managers should inform the Malvern Office as soon as possible.
Cleaning should then be carried out, following the link given above
5.3 HYGIENE – HANDWASHING, SANITIATION FACILITIES AND TOILETS
Objective: To help everyone keep good hygiene through the working day
Steps Taken - Using signs and posters to build awareness of good handwashing technique, the need to increase handwashing frequency, avoid touching your face and to cough or sneeze into a tissue which is binned safely, or into your arm if a tissue is not available.
Posters have been placed in toilets and kitchen areas to show good handwashing technique
Posters have been placed around the store to remind staff and customers about avoiding touching the face and to cough or sneeze into a tissue or your arm.
Emails will be sent out from Malvern Office on regular basis to remind staff about social distancing, hand washing and general hygiene advice
Steps Taken - Providing regular reminders and signage to maintain hygiene standards.
Posters are placed around stores, in stockrooms, staff areas, toilets, office & warehouse
Steps taken - Providing hand sanitiser in multiple locations in addition to washrooms.
Hand sanitiser is placed by the front entrance for staff and customers to use, near the tills and in staff areas/stockrooms. Refill stock is available to re-fill.
Steps taken - Setting clear use and cleaning guidance for toilets to ensure they are kept clean and social distancing is achieved as much as possible.
Toilets are all single use. Cleaning equipment is provided to clean after every use.
Steps taken - Enhancing cleaning for busy areas.
All internal & external door handles are cleaned on a regular basis
Till areas and back office tills will be cleaned after each person has used them
Steps taken - Providing more waste facilities and more frequent rubbish collection.
Additional waste bins are supplied and emptied daily.
Steps taken - Where possible, providing paper towels as an alternative to hand dryers in handwashing facilities.
Paper towels are be provided in all toilets. All tea towels and hand towels are to be removed
5.4 CUSTOMER FITTING ROOMS
Objective: to minimise the risk of transmission through customer fitting rooms
There are no fitting room facilities across the company
Staff will stop any shoe fitting service (usually carried out on the shop floor)
5.5 HANDLING GOODS, MERCHANDISE AND OTHER MATERIALS
Objective: To reduce transmission through contact with objects in the store.
Steps taken - Encouraging increased handwashing and introducing more handwashing facilities for workers and customers or providing hand sanitiser where this is not practical.
Posters are placed around the store to encourage hand washing or use of hand sanitiser
Customers are invited to use hand sanitiser upon entry to store
Hand sanitiser is placed around the shop floor and in stockroom to encourage use
Staff are encouraged to wash hands on a regular basis
Steps taken - Limiting customer handling of merchandise, for example, through different display methods, new signage or rotation of high-touch stock.
Only one shoe of each style is placed on full priced displays
Steps taken - Putting in place picking-up and dropping-off collection points where possible, rather than passing goods hand-to-hand.
If customers wish to try on shoes in store, staff will take shoes out of the box before coming to the shop floor, place items on a shelf and customers are to retrieve from shelf once staff member has retreated to 2m distance.
Steps taken - Staggering collection times for customers collecting items, with a queuing system in place to ensure a safe distance of 2m.
Not applicable as only limited number of customers in store at any one time. If any queuing is required, then this should be a 2m distance using marking on store floor.
Steps taken - Setting up ‘no contact’ return procedures where customers take return goods to a designated area.
If returns are necessary, customer is to place goods on till counter and then stand in designated area 2m away from staff behind the till
Steps taken - Storing items that have been returned, donated, brought in for repair or extensively handled, for example tried-on shoes or clothes, in a container or separate room for 72 hours, or cleaning such items with usual cleaning products, before displaying them on the shop floor. Materials used for cleaning can be disposed of normally.
Any items returned or exchanged will be placed on a shelf in stock room for 72 hours before returning to main stock. This stock will have a slip on showing when item was returned to identify how long it needs to be there.
Items tried on will be cleaned before going back on display or back in box
Steps taken - Providing guidance to how workers can safely assist customers with handling large item purchases.
Steps taken - Considering placing protective coverings on large items that may require customer testing or use, for example, furniture, beds or seats. Ensuring frequent cleaning of these coverings between uses, using usual cleaning products.
Steps taken - Cleaning touchpoints after each customer use or handover. For some examples, such as rental equipment, and test drive and rental vehicles, interior and exterior touchpoints should be considered.
Pin pads will be cleaned after every use
Door handles will be cleaned down regularly, but doors will be left open whenever possible to reduce contact
PPE protects the user against health or safety risks at work. It can include items such as safety helmets, gloves, eye protection, high-visibility clothing, safety footwear and safety harnesses. It also includes respiratory protective equipment, such as face masks.
Where you are already using PPE in your work activity to protect against non-COVID-19 risks, you should continue to do so.
At the start of this document we described the steps you need to take to manage COVID-19 risk in the workplace. This includes working from home and staying 2m away from each other in the workplace if at all possible. When managing the risk of COVID-19, additional PPE beyond what you usually wear is not beneficial. This is because COVID-19 is a different type of risk to the risks you normally face in a workplace, and needs to be managed through social distancing, hygiene and fixed teams or partnering, not through the use of PPE.
The exception is clinical settings, like a hospital, or a small handful of other roles for which Public Health England advises use of PPE. For example, first responders and immigration enforcement officers. If you are in one of these groups you should refer to the advice at:
https://www.gov.uk/government/publications/covid-19- decontamination-in-non-healthcare-settings/covid-19- decontamination-in-non-healthcare-settings.
Workplaces should not encourage the precautionary use of extra PPE to protect against COVID-19 outside clinical settings or when responding to a suspected or confirmed case of COVID-19. Unless you are in a situation where the risk of COVID-19 transmission is very high, your risk assessment should reflect the fact that the role of PPE in providing additional protection is extremely limited. However, if your risk assessment does show that PPE is required, then you must provide this PPE free of charge to workers who need it. Any PPE provided must fit properly.
6.1 FACE COVERINGS
There are some circumstances when wearing a face covering may be marginally beneficial as a precautionary measure. The evidence suggests that wearing a face covering does not protect you, but it may protect others if you are infected but have not developed symptoms.
A face covering can be very simple and may be worn in enclosed spaces where social distancing isn’t possible. It just needs to cover your mouth and nose. It is not the same as a face mask, such as the surgical masks or respirators used by health and care workers. Similarly, face coverings are not the same as the PPE used to manage risks like dust and spray in an industrial context. Supplies of PPE, including face masks, must continue to be reserved for those who need them to protect against risks in their workplace, such as health and care workers, and those in industrial settings like those exposed to dust hazards.
It is important to know that the evidence of the benefit of using a face covering to protect others is weak and the effect is likely to be small, therefore face coverings are not a replacement for the other ways of managing risk, including minimising time spent in contact, using fixed teams and partnering for close-up work, and increasing hand and surface washing. These other measures remain the best ways of managing risk in the workplace and government would therefore not expect to see employers relying on face coverings as risk management for the purpose of their health and safety assessments.
Wearing a face covering is optional and is not required by law, including in the workplace. If you choose to wear one, it is important to use face coverings properly and wash your hands before putting them on and taking them off.
Employers should support their workers in using face coverings safely if they choose to wear one. This means telling workers:
You can make face-coverings at home and can find guidance on how to do this and use them safely on GOV.UK.
As a company we are making gloves and face masks available for all staff if they wish to use them.
We are providing advice on safe use of masks
We will continue to remind staff about good practise of social distancing, hand washing and hygiene.
7.1 Shift patterns and working groups
Objective: To change the way work is organised to create distinct groups and reduce the number of contacts each worker has.
Steps taken - As far as possible, where workers are split into teams or shift groups, fixing these teams or shift groups so that where contact is unavoidable, this happens between the same people.
Whenever possible staff are organised to limit the mix between different groups of staff
The number of staff in store at any one time has been limited
Steps taken - Identifying areas where people have to directly pass things to each other and finding ways to remove direct contact such as by using drop-off points or transfer zones.
Staff should not pass stock directly to each other. Whenever possible staff should place goods down on a shelf before another member of the team retrieves the stock
Delivery drivers should be asked to place any parcels down rather than passing directly to staff
7.2 WORK – RELATED TRAVEL
7.2.1 CARS, ACCOMMODATION AND VISITS
Objective: to avoid unnecessary work travel and keep people safe when they do need to travel between locations.
Steps Taken – Minimising non-essential travel – consider remote options first.
If buying appointments are required, the buying team will consider remote options first.
Merchandising visits will be kept to a minimum. Video conferencing is being set up to allow Managers to discuss merchandising with Management
Area Management visits will be kept to a minimum. Video conferencing is being set up to allow Managers to discuss store matters with Management
Steps Taken - Minimising the number of people travelling together in any one vehicle, using fixed travel partners, increasing ventilation when possible and avoiding sitting face-to-face.
For buying appointments only 2 people will travel together. They will be the same 2 people. Any other travel where people travel together will be minimised - video conferencing will be used instead
Steps taken - Cleaning shared vehicles between shifts or on handover.
Steps taken - Where workers are required to stay away from their home, centrally logging the stay and making sure any overnight accommodation meets social distancing guidelines.
No non-essential business travel is currently taken place.
7.2.2 WORK – RELATED – Deliveries to other sites
Objective: To help workers delivering to other sites such as factories, logistics sites or customers’ premises to maintain social distancing and hygiene practices.
Steps Taken - Putting in place procedures to minimise person-to-person contact during deliveries to other sites.
Only one member of staff carries out deliveries between stores – one delivery a week will be made out of store trading hours to reduce contact with store teams.
3rd party carrier is used to transfer goods to sites other than company stores
Steps Taken - Maintaining consistent pairing where two-person deliveries are required.
Steps Taken - Minimising contact during payments and exchange of documentation, for example by using electronic payment methods and electronically signed and exchanged documents.
No payments are necessary during deliveries – all invoiced goods
Delivery drivers should be asked to place any parcels down rather than passing directly to staff. Electronic signing is requested whenever possible
7.3.1 RETURNING TO WORK
Objective: To make sure all workers understand COVID-19 related safety procedures.
Steps Taken - Providing clear, consistent and regular communication to improve understanding and consistency of ways of working.
This is achieved through all staff being sent H & S policies before returning to work, published policies, regular daily emails, regular management reviews, email communication and onsite notice boards.
Steps Taken - Engaging with workers and worker representatives through existing communication routes to explain and agree any changes in working arrangements.
Area Managers will work with Managers and staff to assess and monitor how the H & S policies are working in real terms. Management will encourage and engage with staff through feedback forms and request email/phone communication from staff. This is in addition to staff notice boards and posters around stores, warehouse and office.
Steps Taken - Developing communication and training materials for workers prior to returning to site, especially around new procedures for arrival at work.
New training material will be published and sent to staff personal emails before staff return to work
7.3.2 ONGOING COMMUNICATIONS AND SIGNAGE
Objective: To make sure all workers are kept up to date with how safety measures are being implemented or updated.
Steps Taken - Ongoing engagement with workers, including through trades unions or employee representative groups to monitor and understand any unforeseen impacts of changes to working environments.
Management will encourage and engage with staff through feedback forms and request email/phone communication from staff. This is in addition to staff notice boards and posters around stores, warehouse and office.
Emails will be sent on a regular basis to keep staff informed of changes to working environment
Steps Taken - Awareness and focus on the importance of mental health at times of uncertainty. The government has published guidance on the mental health and wellbeing aspects of coronavirus (COVID-19).
Staff have been sent guidance to their personal emails. This will be re-iterated over time
Steps Taken - Using simple, clear messaging to explain guidelines using images and clear language, with consideration of groups for which English may not be their first language.
Simple visual aids are being implemented across the sites including signs and markings.
Steps taken - Using visual communications, for example, whiteboards or signage, to explain changes to production schedules, breakdowns or materials shortages to reduce the need for face-to-face communications.
Steps Taken - Communicating approaches and operational procedures to suppliers, customers or trade bodies to help their adoption and to share experience.
This document will be published on our website.
A newsletter will be sent to our customer database explaining the measures put in place across the company.
Objective: To maintain social distancing and avoid surface transmission when goods enter and leave the site, especially in high volume situations, for example, distribution centres, despatch areas.
Steps Taken - Revising pick-up and drop-off collection points, procedures, signage and markings.
Collections are allowed for previously ordered stock. Arrangements need to be made with Store Managers, they need to give their name and details of the goods to be collected. No signature is required. Goods are left on the till counter/floor for the customer to retrieve allowing 2m social distancing.
For DPD collections, the parcels will be left outside with paperwork. The driver will sign the paperwork, taking one copy with him & collect parcel ensuring the 2m distance is maintained at all times
Steps Taken - Minimising unnecessary contact at gatehouse security, yard and warehouse. For example, non-contact deliveries where the nature of the product allows for use of electronic prebooking.
Steps Taken - Considering methods to reduce frequency of deliveries, for example by ordering larger quantities less often.
Stationary orders will be placed in bulk and ordered via office rather than direct to store.
Stock is ordered 6 months in advance so will be direct to store.
Less ordering will be taking place due to fall in sales
Steps taken - Where possible and safe, having single workers load or unload vehicles.
Staff are instructed that only one member of the team will unload the van
Steps Taken - Where possible, using the same pairs of people for loads where more than one is needed.
Steps Taken - Enabling drivers to access welfare facilities when required, consistent with other guidance.
Toilet /drinks facilities are available to drivers.
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