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Admin Building & Offices Risk Assessment

Control measures in place to eliminate or reduce the

Potential Hazards Associated Risks

Could suffer injury e.g. sprains

and fractures if they trip and fall
as a result of: 1. Work areas should be kept clear of obstructions.
2. Any spillages should be cleaned up immediately.
 Obstructions, trailing cables,
Slips, trips and spillages, worn or raised floor 3. All areas should be well lit, especially stairs.
falls coverings etc on walkways. 4. Any hazards such as torn carpets, trailing cables,
defects to floor coverings, faulty lighting etc. should
 Poor office layout and storage be reported immediately to the line manager or
arrangements resulting in safety responsible.
insufficient circulation space.
Could suffer from back pain and
work related upper body disorder
due to: 1. A risk assessment must be completed for lifting
 Using incorrect handling heavy and bulky loads that present a risk of injury
techniques when handling e.g. stretching, stooping, twisting).
office items (deliveries, boxes, 2. A trolley should be used to transport boxes of
filing etc). paper or other heavy items.
Manual Handling  Poor workstation layout and 3. Using low shelves for storing heavy items and only
insufficient working space using high shelves for light items only.
resulting in poor posture. 4. Training in lifting techniques should be provided for
 Individuals with health anyone who undertakes lifting of heavy loads.
conditions, previous back
injuries etc affecting ability to
safely handle items.

Work related upper body disorder 1. Where desktops, laptops and notebooks are used
could develop as a result of as a significant part of day-to-day work, a
 Inappropriate layout or lack of Computer Equipment assessment must be carried
Computer awareness resulting in poor out.
workstation use posture being adopted when 2. Work should be planned to include regular breaks
using Display Screen from the computer.
Equipment. 3. HSE leaflet “Are you keying safely” may be issued
 Working for prolonged periods to DSE users.
without change of posture or
sufficient break.
Electrical safety Could suffer Electrical shock or 1. All portable electrical equipment must be tested for
burns if using electrical safety at correct intervals and labelled
 Damaged portable electrical with the date of the test.
appliances, their cables, plugs 2. Electrical cables and plugs should be regularly
e.g. lamps, fans, photocopier, visually inspected by the user for damage.
extension leads, PC etc. 3. Any defective equipment should be reported
immediately to the responsible person, then taken
out of use until the repair has been carried out.
4. Electrical equipment must always be operated in
accordance with manufacturers' instructions.
Could suffer from smoke 1. The storage of empty cardboard boxes should be
inhalation or burns if trapped in kept to an absolute minimum.
office. 2. Equipment should be switched off when not in use
Fire  Combustible materials coming for long periods.
into contact with or in close 3. All portable electrical equipment must be tested for
proximity to heat sources. electrical safety at appropriate intervals.
 Over accumulation of rubbish.
Control measures in place to eliminate or reduce the
Potential Hazards Associated Risks

 Over loading of electrical 4. The fire alarm system is installed, maintained and
sockets. tested.
 Inappropriate action in the 5. Fire risk assessments for each building should be
event of discovering a fire or carried out periodically.
hearing the fire alarm. 6. Everyone must be acquainted with the Emergency
evacuation procedure for their area.
7. Area Fire Officers and depute must be appointed
to cover offices and general areas.
 Falling when retrieving items 1. Chairs or desks must not be used for reaching
stored at height heights; step stools should be used instead.
Falling from  Dropping items onto others 2. If a stepladder is used, staff/students should read
when stored at height an appropriate risk assessment and be shown how
to use it safely.
3. To prevent injuries heavy items must not be stored
on upper shelves. They should be stored at waist
 May feel too hot/cold or suffer 1. Is the temperature of the office normally kept within
other general discomfort a comfortable range?
 Contact with furniture if 2. Is the office adequately ventilated?
insufficient space to move 3. Is the space provided is sufficient to enable free
around. movement around the office, and for carrying out
Working general tasks?
environment  May suffer eyestrain if lighting 4. Are the lighting levels adequate for the tasks
is insufficient or of the wrong undertaken?
type 5. Are window blinds fitted where necessary to adjust
lighting levels?
6. Are desk lamps provided if additional task lighting
is required?

1. Are toilets supplied with hot/cold water, soap and

Inadequate towels, and deficiencies reported to the cleaning
General discomfort or stress.
hygiene and staff?
welfare facilities 2. Is an area available for refreshment with drinking
water available?
3. Is the ‘No smoking’ policy implemented?
 Could topple over if loading is 1. Filing cabinets should be loaded from the bottom
unbalanced. up to maintain stability.
 Cabinet drawers that have
Filing Cabinets 2. Where filing cabinets are of the type that allows
been left open could be a trip
more than one drawer to be opened at a time, they
must be labelled with a warning of a tipping risk.
3. Drawers should be closed immediately after use.
1. Equipment used in accordance with
Coming into contact with moving, manufacturer’s instructions
cutting or other dangerous parts, 2. Those using the equipment have been made
clothing, long hair etc becoming aware of how to use it safely e.g. verbal
Office equipment
entangled. instruction, signage etc.
e.g. shredders, guillotines 3. Equipment periodically checked for safe condition
and taken out of use if any damage found.
Control measures in place to eliminate or reduce the
Potential Hazards Associated Risks

Any other hazards