COVID-19 operating policy
This policy is intended to introduce consistent measures in premises and sites in line with the Government’s recommendations on social distancing.
These are exceptional circumstances and we will comply with the latest Government advice on Coronavirus at all times.
This policy will be reviewed annually and revised as necessary in response to changes in legislation or guidance on methods of working. Employee’s, contractors, suppliers, and visitors are all required to cooperate with us in making this policy work. A Visitor Questionnaire will need to be completed – see “Building Access Points” below.
Anyone who meets one of the following criteria should not come to site:
- Has a high temperature or a new persistent cough. They must have a COVID test and produce evidence that the test is negative before returning to work
- If they test proves positive for COVID, then they must follow the guidance on self-isolation
- Is a vulnerable person (by virtue of their age, underlying health condition, clinical condition or are pregnant). However, Risk Assessments will be undertaken if the employee wishes to return to the workplace.
- Is living with someone in self-isolation or a vulnerable person.
Procedure if Someone Falls Ill
If an employee develops a high temperature or a persistent cough while at work, they should:
- Return home immediately
- Avoid touching anything
- Cough or sneeze into a tissue and put it in a bin, or if they do not have tissues, cough and sneeze into the crook of their elbow.
- They must then follow the guidance on self-isolation and not return to work until their period of self-isolation has been completed.
Test and Trace
If an employee has been in direct contact with a person who has tested positive for COVID-19, they must contact the NHS Test & Trace Service and also advise the Company as soon as possible. The Company, as part of its duty of care to all employees, will then contact a Health Protection Team who will advise on measures that need to be implemented.
Travel to Work
Wherever possible, employees should travel to site alone using their own transport. We have considered:-
- Parking arrangements for additional cars and bicycles
- Other means of transport to avoid public transport e.g. cycling
- Providing hand cleaning facilities at entrances.
Building Access Points
- Stop all non-essential visitors
- Essential visitors to our sites, will need to complete a Visitor Questionnaire. The digital questionnaire link can be found on our website in the “About Us” tab, marked “COVID”.
- Trade Counter – employees must wear face masks when dealing with customers.
- Monitor access points to enable social distancing
- Require all employees to wash or clean their hands before entering
- Allow plenty of space (two metres) between people waiting to enter site
- Regularly clean common contact surfaces in reception, office, access control areas
- Delivery Drivers should remain in their vehicles if the load will allow it and must wash or clean their hands before unloading goods and materials.
- Soap and fresh water is readily available and kept topped up at all times
- Hand sanitiser is also provided
- Wash hands before and after using the facilities
- Enhanced cleaning regimes have been implemented for toilet facilities particularly door handles, locks and the toilet flush
- Suitable and sufficient rubbish bins have been provided for hand towels with regular removal and disposal.
Canteens and Eating Arrangements
- Break times are staggered to reduce congestion and contact at all times
- Hand cleaning facilities/hand sanitiser are available at the entrance of the Canteen
- Employees should sit 2 metres apart from each other whilst eating and avoid all contact
- Tables are cleaned between each use
- All rubbish should be put straight in the bin and not left for someone else to clear up
- All areas used for eating are thoroughly cleaned at the end of each break
Avoiding Close Working
- There will be situations where it is not possible or safe for employees to distance themselves from each other by 2 metres. However, in this instance, face masks must be worn.
- Hi-vis vests have been introduced within the Warehouse.
- Screens have been installed within office environments.
- Floor signs are in place at 2m intervals
- All employees must adhere to the One-Way system that has been implemented
Visiting Clients & Visiting Supplier Sites
- Prior to visiting the above, employees must contact and ascertain whether risk assessments have been undertaken at these venues.
- Employees will need to complete a Client Visit Approval Request which will require Line Manager signature. This digital form can be found on Sharepoint > Document Centre > Digital Forms
- PPE is provided
- Barriers & screens in place to protect those who cannot work 2M apart
- Workstations and desks have been rearranged to be 2M apart or positioned in way in which employees not facing each other
- Stairs should be used in preference to lifts or hoists
- Virtual meetings, if possible, should be used in the first instance
- Only absolutely necessary meeting participants should attend
- Attendees should be two metres apart from each other
- Enhanced cleaning procedures are in place across the site, particularly in communal areas and at touch points including:
- Taps and washing facilities
- Toilet flush and seats
- Door handles and push plates
- Handrails on staircases and corridors
- Machinery and equipment controls
- Food preparation and eating surfaces
- Telephone equipment
- Keyboards, photocopiers and other office equipment