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

Very
Unlikely

Severity of Injury
Insignificant
1

Minor
2

Serious
3

Major
4

Fatal
5

Risk
Score
=1-3

Low
Risk
Score =

4-5 Low

Unlikely

10

Possible

12

15

Risk
Score =

6 -10
Medium
Risk
Score =
12-15

High
Likely
Almost
certain

4
5

12

16

20

Risk
scores
16-25

10

15

20

25

Very
High

Acceptable unlikely to cause injury, risk to

health or property damage
Acceptable however control measures
should be considered and trained employees
only to undertake this.
Unacceptable revisit work procedures to
reduce the risk to a score of five or below
Unacceptable refer the operation to the
manager responsible to consider alternative
methods of working
Unacceptable Stop operation and refer the
to the senior manager responsible to find
alternative methods of working

Risk Assessment

CIFCA/Admin/01

Task Element
General Office
facility Staff
and Visitors.

Hazard and
harmful
effect
Ill kept
pathways and/
or full gutters
causing wet
and slippery
walkways
resulting in
slips, trips and
falls causing
strains,
muscular/skelet
al issues, cuts
and abrasions.

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

Initial risk level

Likelihood
Info
Cornwall IFCA
office is
owned by
Cornwall
Council,
building fabric
is ageing.

Severit
y

Likelihood

Risk
Leve
l

8M

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.

Asbestos issues
causing long
term health
problems.
Trapped
fingers/ cuts
resulting from
breaking
window pane
whilst opening
and closing
windows.

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Risk Assessment

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Task Element

General Office
environment
Staff and visitors

Hazard and
harmful
effect

Trip slips and

falls:
muscular/skelet
al injuries, cuts,
abrasions
Fire hazards:
Burns, choking
and breathing
difficulties,
serious long
term injury and
death.

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

Initial risk level

Likelihood
Info

Large open
plan, multioccupancy
office, shared
spaces and
accessed by
members of
the public and
visitors.

Severit
y

Likelihood

Risk
Leve
l

9M

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.

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Risk Assessment

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Task Element

Hazard and
harmful
effect

Initial risk level

Likelihood
Info

Severit
y

Likelihood

Risk
Leve
l

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

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.

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 illhealth, as well
as potentially
physical harm.

Cornwall IFCA
is an
enforcement
body which
undertakes
private
prosecutions
against
individuals,
this may lead
to

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.

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Risk Assessment

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Task Element

Use of
reprographic
equipment

Hazard and
harmful
effect

Trapped fingers
resulting in
minor injuries
Minor burns
from hot areas
(especially
when removing
paper jam),
long term
medical issues
resultant from
inhaling toner
dust, skin
issues/irritants
from toner.
Strains and
injuries from
lifting paper to
load.

Initial risk level

Likelihood
Info
considerable
ill feeling,
Reprographic
equipment
becoming old,
increased
potential for
paper jam and
therefore
more chance
of staff
opening up
inspection
panels to
reveal
potential
hazards.

Severit
y

Likelihood

Risk
Leve
l

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

.
3

9M

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, 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.

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Risk Assessment

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Task Element

Hazard and
harmful
effect

Use of Shredder

Entanglement
in cutters
resulting in
cuts, abrasions,
strangulation
and strains.

General
administration
work

Injuries from
general office
equipment
(staplers, hole
-punches,
guillotine,
scissors etc. )
resulting in
cuts, abrasions
and bruising.

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

3L

3L

Initial risk level

Likelihood
Info

Cornwall IFCA
have a large
A4 shredder

Severit
y

Likelihood

Risk
Leve
l

8M

6M

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.

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.

Strains caused
by incorrect use
of phone

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Risk Assessment

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Task Element

Hazard and
harmful
effect

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

8M

8M

Initial risk level

Likelihood
Info

Severit
y

Likelihood

Risk
Leve
l

There exists a
separate DSE
policy and
procedure.

There exists a
Stress
Management
Toolkit
available via
the intranet

handset.

Use of computer
equipment

Working to tight
deadlines or in a
high pressure
environment.

Injury caused
by
inappropriate
setup of
equipment, lack
of ergonomic
furniture/desk
furniture, and
through use of
Display Screen
Equipment
(DSE)
Stress related
conditions

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.

All staff to be made aware of Stress

Management Toolkit.

Introduction of performance
management system to help staff to
manage and communicate excessive
workload.

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Risk Assessment

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Task Element
Post

Delivering hot
beverages

Hazard and
harmful
effect
Potential harm
from somebody
sending
chemical,
biological agent
or explosives
through the
post.
Burns and
scalds from hot
liquids.

Use of Laminator

Burns from
laminator due
to incorrect use

File Storage

Injury resultant
from heavy
lifting causing
strains,
muscular

Initial risk level

Likelihood
Info

Staff will often

be carrying
hot beverages
for
themselves
and others to
meeting
rooms/office
space.
Laminator use
by a number
of different
members of
staff
Paper files are
stored in two
locations, one
in the main
office and one

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

Severit
y

Likelihood

Risk
Leve
l

4L

3L

Tray to be made available.

Follow good house keeping
principles, i.e. keep walkways tidy and
clear, clean up spills and ensure good
lighting.

3L

6M

All staff aware of operation of

laminator and made aware of potential for
harm.

2L

6M

All staff to be confident in manual

handling issues and personal ability.
Additional training will be provided upon
staff request.

2L

4L

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Risk Assessment

CIFCA/Admin/01

Task Element

Travel by service
vehicle, own
vehicle or
scheduled service

Hazard and
harmful
effect

Initial risk level

Likelihood
Info

skeletal issues.
Slips trips and
falls causing
strains,
muscular
skeletal issues.
Trapped fingers
or cuts caused
by file
drawers/paper/
hanging files.

in a file room
separated by
a spiral stair
case. Cornwall
IFCA have a
number of
different filing
cabinets/cupb
oards

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/conf
erences away
from the main
office.
Driving for
work is one of
the most
hazardous
duties staff
are likely to
undertake.

Severit
y

Likelihood

Risk
Leve
l

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

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.

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

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Risk Assessment

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Task Element

Hazard and
harmful
effect

Initial risk level

Likelihood
Info

Severit
y

Separate
guidance
document
exist and is
available from
the staff
intranet).

Likelihood

Risk
Leve
l

Control measures to reduce

likelihood

Controlled risk level

to Employee
Risk
Severit LikeLeve
y
lihood
l

mini-cab).

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:
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Risk Assessment

CIFCA/Admin/01

Signed by responsible manager: Edwin Derriman

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

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