Safe Working in Offices at Little France: Health and Safety Training

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Welcome to an on-line health and safety training package intended primarily for staff working within UofE offices on the Little France/Bioquarter campus. Information contained within these pages is intended for use by University of Edinburgh staff and students only.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES This on-line training package is not a substitute for more detailed training which may be organised by managers. Last updated: April, 2018

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Please take time to view the following material, and direct any urgent questions to your H&S Advisor, Supervisor, Manager, or the Little France Buildings H&S Manager (the contact details for whom are shown on the last page of this presentation). Thank you

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES The Office-Based Environment Offices rarely represent hazardous environments. Mostly, the application of sound common sense is sufficient to reduce the risk of accidental injury to a minimum.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES The Office-Based Environment Nevertheless, the health, safety and welfare of office-based workers is taken every bit as seriously in Little France as it is for our lab-based colleagues, and the following presentation is intended to highlight some points that you will wish to take on board in order to help keep your workplace safe.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Low Risk/High Risk Where risk is assessed at anything more than negligible, measures must be introduced to reduce the risk to more acceptable levels. The process of preparing a formal Risk Assessment for an office environment is summarised in the following few pages.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Five Steps to Risk Assessment • Lookfor hazards. Look and perhaps then also walk around your working area, taking stock of what work is being done, by whom, how capable they are of undertaking the task safely, and what materials and methods they are using. Check to see if the work has already been risk assessed. If not, and you believe that the risk is greater than negligible, take steps to commence a formal Risk Assessment leading to a written Safe System of Work.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Examples of Possible Hazards • Fire • Electrical faults • Sharp edges/surfaces • Slip/trip hazards • Filing cabinets, shelving etc • Manual handling • Display screen equipment • Lone-working • Out-of-hours (late) working • Mobility impairment

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Five Steps to Risk Assessment • Decide who might be harmed and how. Think about others who share your working area, and how you and they might be affected by all that is being done there. You may be surprised to discover that the number of people who could possibly be affected by something that is potentially unsafe is actually rather large …

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Amongst those who may be at risk … • Colleagues • Other staff • Undergraduates • Post-grad researchers • Visiting workers • Casual visitors • Cleaners • Any other people who, for whatever reason, might be at increased risk due to immaturity, inexperience, medical predisposition, etc. • Contractors • Maintenance workers • Expectant mothers • New starts • Trainees • Work experience students

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Five Steps to Risk Assessment • Evaluatethe risks and decide on precautions: • Can the hazard and associated risk be eliminated entirely? If it can then, quite simply, it must. • If it can’t, consider how the risk may be reduced to a level that is as low as reasonably practicable? If required, seek advice from the H&S Manager (contact details at the end of this presentation).

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Five Steps to Risk Assessment • Recordyour findings Written or computer records are equally acceptable, providing that workers have easy access to these. The University has a range of forms for Risk Assessment, covering a range of contingencies, each guiding the user through relevant questions and suggesting sources of further information:

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Five Steps to Risk Assessment • Review periodically, and revise as necessary. Take account of changes in personnel, equipment or procedures, changes in legislation and guidance, and records of accidents, ill-health and near-miss occurrences; so, probably review at least annually, and update whenever significant details change.

Do not smoke, or permit smoking, anywhere in the workplace. HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Fire Safety (1) • Keep stock holdings of combustible materials (including paper) to a minimum within offices, and use storage cabinets to keep paper etc away from windows and out of direct sunlight. • Do not store flammable chemicals in offices.

Know the location and correct use of fire alarm “break glass” call points. HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Fire Safety (2) • Ensure that electrical equipment is properly maintained and subject to periodic safety checks, but also carry out regular visual checks yourself. • Attend induction training and fire safety training. • Understand the correct response to different fire alarm sounds.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Fire Safety (3) • Know the location of fire escape routes, fire exits and Evacuation Assembly Points, and check periodically that these remain available for use in your area. • Report faults and potential problems to the Fire Steward for your area and/or the Health & Safety Manager (contact details for whom are to be found towards the end of this presentation).

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Electrical Safety • Ensure that all electrical equipment (including personal items) has been Portable Appliance Tested before connecting to buildings mains (Check labels on appliances). • Never overload the supply (usually 13A per socket; but check … it may be less).

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Electrical Safety • Carry out regular visual inspections of sockets, plugs, cables, connections and appliances. • Report faults immediately, and discontinue use of the appliance pending repair or replacement.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Slip/Trip Hazards • Exercise particular caution around wet floors. • Run electrical cables through guard strips and/or secure them onto wall- mounted trunking, etc. • Avoid placing or stacking materials where people are likely to stumble over them. • Display signage wherever trip/slip injuries might occur.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Shelves • Always conform to manufacturer’s specifications, and do not overload shelves. • Secure shelving units to a wall whenever possible. • Balance loading across the full shelf width, and place the heaviest items on the lowest shelves. • Take care when unloading shelves so that they do not become imbalanced.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Filing Cabinets • Top-heavy filing cabinets may topple over, so load them sensibly, with the heaviest items in the lowest drawers. • If more than one drawer can be opened at a time, label the cabinet clearly to indicate that users should only open one drawer at a time. • Close drawers immediately after use to avoid people walking into or tripping over them. • Do not store chemicals and biological samples in office filing cabinets. • Consider any manual handling implications.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Shredders and Guillotines • Always conform to manufacturer’s specifications, and ensure that the correct guard is fitted. • Discontinue use immediately if the guard becomes detached or if there is any reason to suspect the electrical or mechanical safety of the device

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Manual Handling If your job entails a significant amount of manual handling, or you know that you may be particularly susceptible to injury from lifting, carrying and moving, you should make arrangements to attend manual handling operations training, which is available two or three times a year within Little France or upon request to the H&S Manager, or address the on-line option at: https://www.ed.ac.uk/health-safety/training/e-learning/cardinus/smhp

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Display Screen Equipment • Arrangements have been put in place to limit the potential for harm to be caused those regularly and routinely operating computers and similar equipment. • Doing so in a workstation not tailored to the operator’s specific needs may create some potential for work-related upper limb disorders, lower back pain, eye strain, etc.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES • In order to minimise the risk, you should first undertake display screen equipment safety training and prepare a risk assessment. • This can be done by addressing yourself to an on-line training and risk assessment package, details of which are set out on the next page of this presentation. • This should be done sooner rather than later after taking up a new post, and every time you change your workstation.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Cardinus On-line Training and Risk Assessment http://www.ed.ac.uk/schools-departments/health-safety/training/e-learning/cardinus/wsp • You will be required to enter your surname and UofE staff number. • Students should address the student ergonomics course.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Alternatively, you may prefer to complete a more conventional form of workstation risk assessment, which is available to download (together with guidance notes) from: https://www.ed.ac.uk/health-safety/online-resources/risk-assessments

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES If you click here …

If you click here … HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES If you scroll here …

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Computer Workstation Risk Assessment • Undertake the risk assessment using your own computer at the location where you normally use it. • Where the answer to the question that has been asked is “Yes”, then usually no further action is necessary. • Where the answer is “No”, consider the remedy that is suggested on the form, and take steps to correct any deficiency.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES If any/all of this seems to fail to address your requirements, you may request an assessment at your own desk (also via the H&S Manager).

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Office Layout • Do not assume that the existing layout is the necessarily the best layout. Room use may have changed since it was originally laid out, and more people may now be working in the area. Take advice if necessary (contact details for the H&S Manager are at the end of this presentation). • Aim to operate a tidy workplace and minimise the potential for accidents due to clutter and mess.

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Late Working • After 18:00 • Before 07:00 • Anytime at weekends • Public and UofE holidays Ensure that your Supervisor/Manager is aware that you will be working late, always LOG IN with Buildings Security (using the log book kept at Reception) before commencing work, and always LOG OUT when you leave. Further information is contained in Section 9 of the Little France Safety Manual at: http://docstore.mvm.ed.ac.uk/HealthAndSafety/manual/Manual9.pdf

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Lone Working • Complete a lone working risk assessment before undertaking any task alone for the first time. • Certain activities are strictlyprohibited on a lone working basis. • See Section 10 of the Little France Safety Manual for further details: http://docstore.mvm.ed.ac.uk/HealthAndSafety/manual/Manual10.pdf

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Mobility Impairment • Inform your manager immediately if you know of any reason why you might experience difficulties in the workplace (for example, due to a permanent or temporary disability that would compromise your ability to respond promptly to a building emergency). • See Section 6 of the Little France Safety Manual for further details: http://docstore.mvm.ed.ac.uk/HealthAndSafety/manual/Manual6.pdf

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES First Aid • Know how to contact a trained first aider, and the location of your nearest first aid box. • Report all accidents and also all “near miss” occurrences using the on-line form at: http://www.ed.ac.uk/schools-departments/health-safety/accident-reporting

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES You have now completed this on-line training package summarising health and safety factors applicable to the office-based environment on the Little France site. Please also attend any additional training that may be organised by your senior manager. Thank you

HEALTH & SAFETY @ LITTLE FRANCE SAFE WORKING IN OFFICES Lindsay Murray Health & Safety Manager, The University of Edinburgh, College of Medicine & Veterinary Medicine (Little France/Bioquarter Campus) Room SU225, Chancellor’s Building Ext: 26390 lgm@staffmail.ed.ac.uk

Safe Working in Offices at Little France: Health and Safety Training