Appendix 1 - Risk Assessment Procedure

Executive Sponsor & Function:

Director of Workforce and Organisational Design
Document Author:
Ben Baker, Facilities & Compliance Manager

Approved by:
HEIW Executive Team July 2024

Review Date:
July 2027
Version: v3

1. Purpose and Scope

1.1 This standard establishes procedures for the development, implementation and review of
risk assessments for health and safety

1.2 A Risk Assessment should:

 Identify significant hazards liable to arise because of work activity.
 (Significant hazards are those that pose a serious risk to individuals if not properly
controlled).
 Identify and prioritise measures needed to control risk and comply with relevant
legislation.
 Be appropriate to the work.
 Remain valid for a reasonable period of time.

The procedure applies to all:

 work areas under HEIW control
 activities undertaken by the employees of HEIW

2. Aims and Objectives

The aim of this procedure is:

  To protect employees (and others) by ensuring that all tasks are suitably and sufficiently
assessed.
 To implement suitable control measures to eliminate or reduce exposure to hazards
when undertaking these tasks.

3. Implementation

3.1 A Risk Assessment inventory (Appendix A) of work areas and activities undertaken by
employees will be stored on the intranet to ensure that all hazards are identified, and risk
assessments are completed, and the controls associated with the findings are suitably
implemented.

3.2 A standard risk assessment form (Appendix B) will be used to capture risk information. Staff
members facilitating an activity should complete a risk assessment for that activity and
store in the inventory.
The Corporate risk assessment (Appendix C) has captured generic risks for working in the
building Ty Dysgu. This can be used to help facilitators to consider the types of risks for use
in writing their own risk assessment . It is the responsibility of the staff facilitator to ensure
that activities in external locations have risk assessments in place. Facilitators must also
complete an assessment for any new activity in an external location and record any risks
that may cause significant harm.

3.3 HEIW will follow the HSE guidance for completing this form:

Create an inventory
Inspect premises and compile an inventory (appendix A) of all the tasks undertaken which
have the potential to cause significant harm. To compile information ask staff about the
hazards associated with the work that they do plus, it can also be helpful to review accident
and illness records (how people have been injured in the past can help you understand any
problem areas or task).

Identify the hazards

For each of the activities identified within the inventory identify and record the hazards
associated with that activity on the risk assessment form (Appendix B). Consider anything
which might harm or injure people and affect their safety e.g. trip hazards, electricity, plus
you must also take into account potential longer term risks to employees health: e.g.
causes of physical or mental stress; poorly designed workstations; and manual handling of
objects.

Decide who could be affected.

As well as employees you should also consider risks to visitors, contractors and new
employees as they may not be aware of safety procedures and consider anyone who might
be particularly vulnerable (e.g. the disabled, young people and new or expectant mothers).

This should be recorded in the second column along with information on how the hazards
identified could cause harm.

Evaluate the level of risk

Consider how likely it is that the things you have identified may cause problems, how many
people it could affect, and how serious the potential for injury is. Are there any local legal
requirements and do you comply?

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Decide whether the risk presented is suitably controlled or more needs to be done to
protect those affected by the hazards.

Eliminate or control the risk

When introducing control or improvement measures, always aim first to remove the risk
(eliminate). If this is not possible or practical, then reduce the risk to as low as you can
reasonably go. Safe systems of work and personal protective equipment can be used to do
this but should be considered a last resort in the risk management process and generally to
supplement more robust controls that have been introduced to safeguard staff and others.

Record and Review

Finally, record the outcome of your risk assessments and any corrective actions you have
taken as a result. This should include both existing control measures in place or additional
control measures required. Where control measures relate to other policies, procedures
and/or assessments these should be referenced on the existing control measures section.

The person(s) undertaking the assessment should record their details on the form for
reference purposes.

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3.4 Completed assessments should be saved in the inventory. The responsibility to ensure that
this happens will be with the staff facilitator in charge of activity.

3.5 Assessments need to be reviewed annually to check they remain relevant and will need to
be re-assessed immediately should there be changes to the work, location, work methods
or employees. This will ensure that new risks are identified.

3.6 The date of the assessment and the projected review date should be recorded on the risk
assessment and the risk assessment inventory updated to reflect requirements.

4. Guidance on writing risk assessments for health and safety

4.1 All employees who are expected to complete health and safety risk assessments can be
provided guidance and training to enable them to undertake assessments in their area of
responsibility. Please contact the Facilities Management team if you would like further
guidance..

4.2 All completed risk assessments and associated actions should be adequately
communicated to individuals engaging in that activity and a record of this should be kept in
case of incident.

4.3 Employees will be informed of their legal duty to make full and proper use of any control
measures identified as part of the assessment process along with instruction and training in
how to recognise issues in control measures and on the procedures for reporting such
issues and risks.

5. Monitoring

5.1 All completed risk assessments should be reviewed at least on an annual basis or as new
risks are identified. and

5.2 The effectiveness of this procedure will be reviewed annually through the health and safety
committee with amendments made accordingly.

5.3 All control measures arising from risk assessments should be monitored on a regular basis
to to ensure they are effective. Facilitators have overall responsibility for ensuring risks are
assessed and that control measures work. This will reduce the likelihood of accidents and
incidents occurring..

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Appendix A – Risk Assessment Inventory

Reference Activity Date Date Last Date of Next Responsible Person

Produced Reviewed Review
 Appendix B – Standard Risk Assessment Form
Date of Assessment: Completed By: Signature: Date of Review:

Hazard and potential for harm People / Groups affected What are the current controls in What additional controls are Action and
place to reduce risk? needed to remove or reduce risk Responsibility
further?
 Appendix C – Risk Assessment Form – Corporate
HEIW - Site Assessment of Risks

Date of Assessment: 05/04/2024 Completed By: Ben Baker Signature:Date of Review: 05/04/2025

Site Description and Assessment Overview

Ty Dysgu is the head office of HEIW. The organisation employs approximately 630 people across all its operations, Approximately 450 people are employed at Ty
Dysgu working to a hybrid working pattern while the remainder are remote working throughout Wales.

The site is a modern 3 storey building with all facilities provided, suitable access and egress, car parking, modern work space and environment with both adequate
natural and artificial lighting. The business has a full external security system with cameras feeding into a manned reception area. All staff are required to sign in
via an electronic fob at the front and rear entrance. Visitors sign in at reception and are given identity badges.

The site has frequent visitors which are in the main staff from NHS Wales, learners, individuals attending for interview and clients including contractors.

The risk assessment has highlighted that the key concerns are fire safety management and the health and safety of staff away from the building whether driving
for work or attending duties on the premises of clients. The safety of visitors is paramount within the business and systems in place are effective but need regular
reviewing to ensure the organisations health and safety measures are effective.

Hazard and potential for harm People / What are the current controls in place to reduce risk. What additional controls are needed Action and
Groups to remove or reduce risk further Responsibility
affected
1. Fire Employees,  Individual site fire risk assessment for Ty Dysgu.  Review and update site fire risk Facilities &
Loss of life injury to person(s) visitors,  Statutory tests for all fixed and portable assessments on an Annual Compliance
Business loss, learners, electrical equipment and systems with all results basis. Manager
Business interruption contractors. documented.  Plan, monitor and review drills
Insurance cost.  Weekly fire alarm test and evacuations through
 Emergency Lighting monthly and six monthly safety committee.
tests.
 Drills and evacuations twice yearly.
 Personal emergency evacuation procedures.
 Written policy / procedure

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  Fire Warden Training.
 Carry out fire warden monthly inspection checks
with all results documented.
 Restricted car parking by the use of yellow lines
to ensure that emergency vehicles are able to
attend the site in the event of an emergency.

2. Work Environment, Employees,  Maintenance and testing checks in place for  Full Survey of Water Systems Facilities &
Water & Heating visitors, Water Hygiene and Legionella testing with all within Ty Dysgu Carried out by Compliance
Including mains water learners, results documented. competent contractors (RMC) Manager
Hot water systems contractors.  Statutory inspection and checks carried out for
Heating & Ventilation Boilers, HVAC, F-Gas, Gas Safety, Electrical (Fixed)
Boilers and Water.
 HIEW member of staff trained as PAT Tester and
PAT testing equipment purchased.
3. Electrical. Employees,  Statutory testing of fixed electrical installations  Reinforce personal disciplines Facilities &
Fixed and Portable equipment. visitors, and equipment with all results documented. via health and safety Compliance
Loss of life, burns, fire, learners,  PAT Testing regime with all results documented. committee. Manager
electrocution contractors.  Individual responsibility to report faults through  The implementation of a full
visual inspection. Annual PAT Testing regime
 Individual awareness of potential risk and harm. with all results documented at
a central location.
4. Slips Trips and Falls Injury to Employees,  Responsibilities outlined at induction.  Reinforce disciplines through Facilities &
persons from trailing cables, visitors,  Well lit areas, internal and external. safety committee. Compliance
boxes, bags, uneven surfaces learners,  Service Desk reporting of issues, including  Review and communicate Manager
and wet floors. contractors. faulty floor surfaces etc. with issues acted upon housekeeping checks and
and repairs carried out in a timely manner. outcomes.
 Good housekeeping disciplines
 Reduction / removal of identified hazards
particularly cables and boxes
 Office cleaning with cleaning company
reporting any hazards.
 House keeping checks / inspections.
 Effective signs and warnings of any hazards.

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5. First Aid provision Employees,  Provision of adequate First Aid facilities  Annual review of numbers of Facilities &
Loss of life, sustained injuries visitors, including First Aid boxes on each floor. trained people, level of Compliance
made worse, claims and learners,  Trained First Aiders. training and coverage Manager
business interruption. contractors.  Provision of a Defibrillator at reception with throughout the business
staff trained in its use.
 Adequate signs and notice supporting first aid
awareness.
 First Aid trained staff shown on notice board at
reception with contact details.

6. Display Screen Equipment Employees,  DSE Assessments carried out on all new  Reinforce individual
Ergonomic injuries, eye strain, visitors starters. disciplines through safety
headaches stress and infection  Induction training to make users aware of committee and managers.
hazards involved.  Liaise with HR to identify
 Workstation self- assessment checks. issues related to absence / ill
 Housekeeping checklists health.
 Individual responsibility for workstations.  Hygiene regimes for
 Work planning to reduce risks, ie frequent keyboards and desk top
breaks etc. equipment.
 Make DSE Training as a
mandatory discipline in ESR.
 Make DSE training available to
temporary staff.

3. Handling and Lifting Employees  Potential for harm identified and covered on
Injury to person from incorrect induction.
lifting, damage to equipment  Equipment provided to avoid / reduce
and materials. handling tasks.
ESR Mandatory training in Manual handling

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