Standard Office-Based Roles Risk Assessment Template

Typical hazards & measures

• First aid and medical events — Provide trained first aiders, stocked kits, and AEDs where risk or footfall warrants. Publish response procedures, keep incident logs, and display key contacts. Assess individual medical needs, store medicines appropriately, and ensure rapid access for emergency services.
• Portable heaters and small appliances — Ban personal heaters unless authorised; allow only units with tip-over and overheat cut-outs; keep 1 m clearance from combustibles; never use extension leads or daisy-chain; unplug when unattended; PAT annually; fix drafts and provide local fans before permitting heaters.
• Cleaning substances and printer consumables — Provide safety data for cleaning products and toners; store in labelled containers away from food. Train staff to change cartridges with gloves, avoid aerosols near people, and ventilate photocopier rooms. Keep spill kits ready and restrict access during deep cleans or fogging.
• Noise and distraction in open plan — Designate quiet zones and collaboration areas; use soft finishes and screens to absorb sound. Encourage headsets for calls, book rooms for long meetings, and set etiquette on speaker use. Offer focus rooms and allow flexible work patterns during planned noisy activities.
• Manual handling of office items — Limit box weights, split deliveries, and use trolleys; train staff in lifting technique and team lifts for bulky items. Store heavy items at waist height and plan routes before moving. Keep copy-paper near printers, avoid twisting, and review tasks after any near-miss.