Office Safety

(Revised June 2010)

Office work is generally regarded as low risk, but there is a surprisingly large number of areas where significant hazards may arise. Risk assessment procedures should by now have identified risks and the measures put in place to reduce them.  See  Risk Management.

Visual Display Units (Display Screen Equipment)

VDU workstations must comply with the requirements of the Display Screen Equipment Regulations 1992.  See VDUs.

Electricity

All offices will use portable electrical equipment, which requires regular visual examination and electrical testing.   See Electrical Safety.

All staff are encouraged to be aware of  obvious tell-tale signs such as faulty switching or intermittent stopping and to report them to the Electrically Competent Person or their supervisor. These may indicate an internal fault such as a loose wire which could cause external metalwork to become live. Equipment should be switched off before unplugging and before cleaning.

Control of Substances Hazardous to Health (COSHH)

The COSHH Regulations 2002 ensure that the risks from hazardous substances being used in offices are used in a safe manner. The supplier of potentially hazardous substances must provide you with adequate warning labels and a data sheet.  See COSHH.

Slips, trips and falls

Slips, trips and falls account for most accidents in the workplace, many of them when staff are moving or carrying loads. They often happen because of the condition of floors, poor lighting or untidiness. Such accidents can easily be prevented by remembering the following points

  • do not allow trailing leads to create tripping hazards
  • do clear up spillages quickly
  • do replace or repair torn floor covering
  • do not block passageways or corridors leading to fire exits.

See also the HSE pages on slips, trips and falls

Smoking

Ensure the University's smoking policy is complied with.

Lifting (Manual Handling)

Handling, lifting, carrying are major causes of injuries. If cabinets, desks or other heavy or bulky items have to be moved then  Manual Handling training must be provided to ensure a manual handling assessment is carried out and that items are moved correctly.  See Manual Handling.

Violence

In some offices there may be a risk from violence when dealing with members of the public, for example where cash may be held, or the public may frequently visit. For further information see Violence

Workplace Welfare

The basic legal requirements are outlined below:

  • toilets - enough toilets for employees should be provided and kept clean and in good order
  • washing - hot and cold (or warm) running water, soap, towels or other means of drying must be provided o drinking water - a wholesome drinking water supply must be provided
  • temperature - the temperature of the room should be at least 16°C where people sit down to work
  • cleanliness - the office must be kept in a clean state
  • lighting - adequate light (preferably natural light) should be provided to avoid problems of visual fatigue o space - a minimum of 11 cubic metres should be provided for each person permanently occupying a workplace
  • ventilation - for most offices opening windows will provide adequate ventilation

Further Information

More information and useful links to relevant HSE publications can be found here on the HSE website.