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Cornwall Inshore Fisheries and Conservation

Authority

Risk Assessment for
Cornwall IFCA office and admin support

CIFCA/Admin/01

Created: December 2009
Updated: Version 0.2 (Aug 2012)




Likelihood
of Harm
Severity of Injury
Insignificant
1
Minor
2
Serious
3
Major
4
Fatal
5
Risk
Score
=1-3
Low
Acceptable unlikely to cause injury, risk to
health or property damage
Very
Unlikely
1 1 2 3 4 5
Risk
Score =
4-5 Low
Acceptable however control measures
should be considered and trained employees
only to undertake this.
Unlikely 2 2 4 6 8 10
Risk
Score =
6 -10
Medium
Unacceptable revisit work procedures to
reduce the risk to a score of five or below
Possible 3 3 6 9 12 15
Risk
Score =
12-15
High
Unacceptable refer the operation to the
manager responsible to consider alternative
methods of working
Likely
4

4 8 12 16 20
Risk
scores
16-25
Very
High
Unacceptable Stop operation and refer the
to the senior manager responsible to find
alternative methods of working Almost
certain
5 5 10 15 20 25
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 2 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
General Office facility
Staff and Visitors.
Ill kept pathways
and/ or full gutters
causing wet and
slippery walkways
resulting in slips,
trips and falls
causing strains,
muscular/skeletal
issues, cuts and
abrasions.

Asbestos issues
causing long term
health problems.

Trapped fingers/
cuts resulting from
breaking window
pane whilst
opening and closing
windows.

Cornwall IFCA
office is owned by
Cornwall Council,
building fabric is
ageing.
4 2 8 M All building defects to be reported to facilities
management, where necessary indicating that there
is a health and safety risk.
No work will be carried out which could potentially
create dust from asbestos containing material
without consulting the asbestos register and the
facility manager.
Access to windows to be kept clear, faults with
windows to be reported immediately to facility
management.
3 1 3 L
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 3 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
General Office
environment Staff
and visitors
Trip slips and falls:
muscular/skeletal
injuries, cuts,
abrasions
Fire hazards: Burns,
choking and
breathing
difficulties, serious
long term injury
and death.

Large open plan,
multi-occupancy
office, shared
spaces and
accessed by
members of the
public and
visitors.
3 3 9 M Ensure walkways are kept clear, maintain good office
tidiness.
All cables either routed away from walkways or
covered with a cable curb.
Equipment and materials stored on shelves or
cupboards, not on floor by desks.
Ensure thresholds and carpets in good state of
repair.
Spills to be cleared up immediately, if delay in
cleaning use warning boards.
Ensure any lighting defect is reported to facilities
management as soon as noted for repair.
Appropriate steps for accessing high shelves.
Ensure Fire doors are kept shut and fire escapes are
clearly marked and accessible.
Ensure adequate fire extinguishers are accessible
and maintained.
Ensure that there is an appointed Fire Officer and
adequate Fire Marshals.
Ensure appropriate agreements are in place with
partner organisations sharing building.
Maintain first aid kit and ensure that there is at least
one trained first aider in office whenever occupied.
Regular programme of Portable Appliance Testing
for electrical equipment.
3 1 3 L
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 4 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
Ensure all Fire Extinguishers are securely mounted to
the wall and not used to prop open doors where
they can cause trips.

Reception/ Front of
house
Violence/
threatening
behaviour causing
emotional distress
and mental ill-
health, as well as
potentially physical
harm.

Cornwall IFCA is
an enforcement
body which
undertakes
private
prosecutions
against
individuals, this
may lead to
considerable ill
feeling,
4 2 8M Ensure staff are aware of potential risk.
Maintain panic alarm system and have plans for who
will respond in the event of the alarm being
triggered.
Staff aware that they should walk away from any
situation where they feel physically threatened.
Clear escape route from reception in the event of
conflict.

.
3 1 3 L
Use of reprographic
equipment
Trapped fingers
resulting in minor
injuries
Minor burns from
hot areas
(especially when
removing paper
jam), long term
medical issues
resultant from
Reprographic
equipment
becoming old,
increased
potential for
paper jam and
therefore more
chance of staff
opening up
inspection panels
3 3 9 M Ensure all staff are confident is use of equipment
and procedures for removing paper jam/loading
toner and other minor maintenance functions.
Staff to be aware of potential hazards when opening
inspection panels especially the potential for burns.
Follow all manufacturers instructions when using
equipment.
Ensure hands are washed after use, especially if
opening inspection panels/loading toner.
All staff to consider wearing gloves if loading toner,
2 1 2 L
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 5 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
inhaling toner dust,
skin issues/irritants
from toner.
Strains and injuries
from lifting paper
to load.
to reveal
potential hazards.
especially if known sensitivity exists. These will be
provided if requested.
Equipment to be kept in a good state of repair,
If equipment continually jamming, consider
replacement.
Ensure staff are aware of the weight of paper boxes
and if staff feel they require it, provide manual
handling training.

Use of Shredder Entanglement in
cutters resulting in
cuts, abrasions,
strangulation and
strains.
Cornwall IFCA
have a large A4
shredder
4

2 8 M Keep fingers, long hair, loose clothing or dangling
objects away from the paper feed opening.
Ensure shredder is switched off when not in use
All staff made aware of how to use shredder and
potential for harm.
3 1 3 L
General
administration work
Injuries from
general office
equipment
(staplers, hole -
punches, guillotine,
scissors etc. )
resulting in cuts,
abrasions and
bruising.

Strains caused by
incorrect use of
3 2 6 M Maintain good standard of repair for all equipment,
replace where necessary.
Provide hands free kit for phone use, if individual
staff assess that they require it due to length of time
on phone.
3 1 3 L
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 6 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
phone handset.
Use of computer
equipment
Injury caused by
inappropriate setup
of equipment, lack
of ergonomic
furniture/desk
furniture, and
through use of
Display Screen
Equipment (DSE)
There exists a
separate DSE
policy and
procedure.
4 2 8 M All staff to follow DSE policy (available on staff
intranet) and undertake DSE assessment.
All staff aware of availability of eye tests if they
regularly use DSE.
Ergonomic furniture and desk furniture to be made
available if DSE assessment indicates its necessity.
3 1 3 L
Working to tight
deadlines or in a high
pressure environment.
Stress related
conditions
There exists a
Stress
Management
Toolkit available
via the intranet
4 2 8 M All staff to be made aware of Stress Management
Toolkit.
Introduction of performance management system to
help staff to manage and communicate excessive
workload.

Post Potential harm
from somebody
sending chemical,
biological agent or
explosives through
the post.
4 1 4 L 4 L
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 7 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
Delivering hot
beverages
Burns and scalds
from hot liquids.

Staff will often be
carrying hot
beverages for
themselves and
others to meeting
rooms/office
space.
3 1 3 L Tray to be made available.
Follow good house keeping principles, i.e. keep
walkways tidy and clear, clean up spills and ensure
good lighting.
3 1 3 L
Use of Laminator Burns from
laminator due to
incorrect use
Laminator use by
a number of
different
members of staff
2 3 6 M All staff aware of operation of laminator and made
aware of potential for harm.
2 1 2 L
File Storage Injury resultant
from heavy lifting
causing strains,
muscular skeletal
issues.
Slips trips and falls
causing strains,
muscular skeletal
issues.
Trapped fingers or
cuts caused by file
drawers/paper/han
ging files.

Paper files are
stored in two
locations, one in
the main office
and one in a file
room separated
by a spiral stair
case. Cornwall
IFCA have a
number of
different filing
cabinets/cupboar
ds
3 2 6 M All staff to be confident in manual handling issues
and personal ability. Additional training will be
provided upon staff request.
Staff to familiarise themselves with the file storage
to ensure correct operation.
Walkways and stairs to be kept tidy and free from
trip hazards.
All spills to be cleaned immediately use warning
boards if necessary.

2 1 2 L
Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 8 of 9

Task Element
Hazard and
harmful effect
Likelihood
Info
Initial risk level
Control measures to reduce likelihood
Controlled risk level to
Employee
Severity
Like-
lihood
Risk
Level
Severity
Like-
lihood
Risk
Level
Travel by service
vehicle, own vehicle or
scheduled service
Road traffic
collision causing
various serious
physical injury,
mental ill health or
death.
Incident on
scheduled service
resultant from
fellow passengers
or collision/failure
of vehicle.
Cornwall IFCA
officers regularly
attend
meetings/confere
nces away from
the main office.
Driving for work is
one of the most
hazardous duties
staff are likely to
undertake.
Separate
guidance
document exist
and is available
from the staff
intranet).
5 3 15 H All staff to be made aware of guidance on driving
safer for work (available on staff intranet).
Vehicles to be kept in a good state of repair.
Where they assess it is necessary staff to undertake
a journey risk assessment (template available via
policy guidance document).
Staff to follow lone working procedure.
Where using scheduled service, staff to remain
vigilant and to use reputable services (e.g. hackney
licence vehicle not mini-cab).

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Risk Assessment
CIFCA/Admin/01

Version CIFCA 0.2
Date: Aug 2012
Page: 9 of 9

Name of document: Generic Risk Assessment For Office/Admin CIFCA/Admin/01


Date previously completed: Dec 2009

Date this document updated: Aug 2012
Checked by: Ben Beckwith

Designation: Policy and Strategy support officer
Authorised by: Designation:



Signed by responsible manager: Edwin Derriman

Signature... Date ..
Review date September 2013.