COVID-19 Safe Systems of Work

Date: 27th May 2020           

This document describes the safe systems of work for Phoenix Materials Testing Ltd.  It details the temporary changes in operation and behaviour required during the COVID-19 Pandemic.

1. What is COVID-19?

COVID-19 is caused by a novel coronavirus which originated in Wuhan, China and quickly spread across the world.  It is spread between humans through close contact.  It causes a wide level of symptoms.  Some people can be infected and feel completely well, whilst in others it can cause severe inflammatory reactions affecting major organs, especially the lungs, and affect blood clotting, leading to death.

 
2. Designated Work Areas
Phoenix has 24 members of staff working across 3 sites. These are Unit 8/9, Unit E2/E3 and unit D1. All sites are located in the same trading estate and staff frequently travel between each of them.

Any member of staff who thinks they are displaying COVID-19 symptoms must stay at home and isolate for at least 7 days.  Anyone who has come into close contact with someone who has the virus must isolate at home for 14 days.  This is based upon current Government guidelines.

3. Visitors & Deliveries
Visitors are restricted to essential visitors only e.g. maintenance, cleaning and critical contractors.  Visitors must declare that they are not displaying virus symptoms and sign the visitor book.  They must observe the 2m social distancing rules at all times.

Deliveries are made to the E2 main door. Delivery drivers must obey social distancing rules and must hand the parcel over without direct contact with Phoenix staff.

The general public and non-essential visitors are not permitted to enter the building.

4. Desks and work areas
All members of staff have dedicated workstations for computer-based work which are adequately spaced to reduce the risk of close contact. Staff must not share or move workstations at this time. Desks must be kept tidy and cleaned down at the start and end of each working day to confirm with the clear desk policy.

Mechanical and electrical assembly areas are large enough to enable social distancing measures to be adhered to. 

Working from home is being carried out throughout the business where possible to minimise the amount of staff on site.

5. Operating Machinery and Equipment 
When using machinery or equipment ensure that your hands are washed before and after.

Gloves are available if required but these are not essential. It is essential hands are washed before and after using machinery and equipment.

6. Cleaning
The offices and communal areas are cleaned every day by a contract cleaner at E2 and D1, Phoenix employees are required to wipe down and clean areas in Unit 8. In between cleaner visits, touch points are cleaned multiple times per day by Phoenix staff. These are the areas where multiple people touch including:
•    Door plates/handles
•    Key entry pads/fob plates
•    Kettle & coffee making facilities.
•    Refrigerator
•    Telephone 
•    Printer

7. Meetings
Meetings should be carried out by video wherever possible.  For any face to face meeting deemed necessary, social distancing must apply at all times. 

8. Smoking
Smoking is only permitted during break and lunch times. Smoking areas for all units are located at the rear of the buildings. Only one person is allowed to use the area at a time.

9. Travel
When travelling to customer sites employees must:
•    Travel allow unless in a ‘buddy’ work group
•    Clean vehicles before and after travelling 
•    Confirm health of customer and Phoenix engineer using health check documents
•    Confirm customers control plan for COVID-19 at their site
•    Vehicle to have a COVID-19 pack.
•    Wash hands regularly 
•    Following customers guidance when on site.

10. Communal areas
There are communal areas in all 3 Phoenix sites. These include drinks/food preparation areas as well as washrooms. 

Handwashing frequency should be increased in communal areas as these are the areas which will have more people passing through and have a higher risk of contamination.

Social distancing must be applied in all communal areas.

Only one person at a time should use the toilet facilities at each site.

Hand sanitisers are available for use in communal areas.

11. PPE
Social distancing, small teams, frequent handwashing/hand sanitisers and frequent cleaning are the key actions being taken to prevent spread of the virus.  Additional PPE is not a necessity, however it is available for those who wish to use it from the PPE cupboard in Unit E2.  

If social distancing is not possible and in the event of an emergency where Covid-19 contamination is suspected, PPE should be considered.  A face mask and eye covering is highly recommended.

If any PPE is required for normal working they should be worn as usual.

In accordance with current government guidance, PPE is to be disposed of with general waste.

12. Handwashing
Frequent hand washing for a minimum of 20 seconds is essential to help prevent transmission.  The kitchen area and toilet areas are available for handwashing.  Hand sanitiser is placed at strategic points across the building e.g. entrance doors for hand sanitisation where washing is not available.

13. At risk groups
Certain medical conditions pose increased risks to individuals. Any staff member who has received an official medical shielding (High risk) letter must stay at home for 12 weeks and cannot come in to work.  For anyone with a family member at home who is shielding or has their own medical concerns, an individual risk assessment must be carried out for that member of staff as additional precautions may be needed.

14. Review
The requirements will be reviewed as government advice changes.