Health and Safety

Executive

Example risk assessment for maintenance of flats Important reminder

This example risk assessment shows the kind of
approach a residential managing agent might take.
It can be used as a guide to think through some of
Setting the scene websites of other bodies, for example the Association
the hazards in your business and the steps you need
of Residential Managing Agents at www.arma.org.uk,
to take to control the risks. Please note that it is not
The residential managing agent, employed by the to learn where hazards can occur;
a generic risk assessment that you can just put your
landlord, carried out the risk assessment at this block ■■ made clear who was responsible for what under the
company name on and adopt without any thought!
of flats. The block, built in the 1930s, has communal terms of the lease or tenancy agreement. This was
This would not satisfy the law – and would not be
gardens and separate garage blocks, with asbestos especially important for issues such as asbestos
effective in protecting people.
cement roofs. It is a three-storey block with 12 flats and management, gas safety, pressurised equipment,
two central stairways with landings. replacement of carpets;
Every property and business is different – you need
■■ walked around the property, noting things that might
to think through the hazards and controls required in
A caretaker, who lives offsite, carries out general be dangerous and taking HSE’s guidance into account;
your business for yourself.
maintenance, small repairs and cleans communal ■■ talked to the caretaker and other staff (including the
areas. The gardens are managed by an independent contractors) about their work to learn from their
contractor. Larger, planned maintenance is contracted knowledge and experience, and to listen to their opinions 4 Putting the risk assessment into practice, the managing
to specialist companies. about health and safety issues in the workplace; agent decided and recorded who was responsible for
■■ talked to the preferred suppliers of maintenance work, implementing the actions identified as necessary and
As the premises were built before 2000 the building was to ensure that their activities didn’t pose a risk to other when they should be done. When each action was
surveyed for asbestos when acquired by the owner. site staff, contractors and residents, or vice versa; and done, he ticked it off and noted the date. He also made
Asbestos-containing materials found in the survey were ■■ looked at the accident book, to gain an understanding it part of the induction process for new staff and new
recorded, a copy of the survey is kept in the caretaker’s of previous incidents. contractors.
office and the managing agent holds a duplicate copy to
send out to contractors tendering for work. 2 The managing agent then wrote down who could be 5 The managing agent discussed the findings of the risk
harmed by the hazards and how. He also took the assessment with the caretaker, all contractors, and with
How was the risk assessment done? method statements and risk assessments that the residents. A copy was pinned-up in the building so
contractors had issued for specific jobs and, if they were everyone who lived and worked in the property could
The managing agent followed the guidance in HSE’s acceptable, incorporated these into this assessment. see it. The assessment would be reviewed and updated
Five steps to risk assessment (www.hse.gov.uk/risk/ every year, or straightaway if there were any major
fivesteps.htm). 3 He wrote down what controls, if any, were in place changes to the property or contract arrangements.
to manage each hazard and compared these to the
1 To identify the hazards, the managing agent: good practice guidance on the HSE website. Where 6 Most of the actions fell to the managing agent,
existing controls were not considered good enough, but where the landlord, caretaker and others had
■■ looked at HSE’s web pages for small businesses the managing agent wrote down what else needed to responsibilities, he wrote to them so that everyone
(www.hse.gov.uk/business/index.htm), and the be done to control the risk. knew what they had to do.
1 of 6 pages
 Health and Safety
Executive

Company name: Smith’s Consultants Date of risk assessment: 01/10/07

What are the Who might be harmed What are you already doing? What further action is necessary? Action by Action by Done
hazards? and how? whom? when?

Fire Employees, contractors, ■■ Full fire risk assessment, as per www.communities.gov.uk/fire has been done and is ■■ No further action needed.
residents and public may available in the manager’s office.
suffer serious, possibly ■■ Checks to ensure all control measures in fire risk assessment are in place: ■■ Review if any significant change or at Managing Ongoing and 4/10/07
fatal, injuries from smoke –– Fire doors closed/self-closing. least once a year agent annually
inhalation, burns, structural –– Emergency lighting installed.
collapse. –– Extinguishers, eg in plant rooms, serviced and inspected.
–– Exits marked and usable.
–– Suitable arrangements made if exit routes to be obstructed for short-term works,
eg use of access equipment.

Working at Serious injury or even ■■ All work carried out by in-house staff or contractors will adopt the following approach: ■■ Check that all operatives: Managing At periodic 12/10/07
height fatality if someone fell from –– Work at height avoided wherever possible, eg windows cleaned using pole device. –– are trained in the safe use of any agent staff
height. –– Boards used to guard stairwells, stair openings, safe working practice when using equipment; and meetings
stepladders on landings, ie steps side to ascending stair side etc. –– know how to carry out pre-use
–– Ladders and stepladders only used for low-level, short-duration work (less than ladder check.
30 minutes). Ladders are tied off whenever practical – if this is not possible, they
are secured in another way, eg wedged against a wall or footed.
–– Only ladders and stepladders that are Class 1 or EN 131 used. ■■ Reiterate that use of ladders is a last Managing At next staff 12/10/07
–– Periodic and pre-use checks done. resort and only for short-duration, agent meeting
■■ Longer-duration and riskier projects to be carried out by experienced, professional low-level work.
contractors using adequate safe working systems.
■■ Contractor to produce risk assessment and method statement (RAMS) for
acceptance by the managing agent. Examples of working at height controls include: ■■ Check condition of all ladders stored. Managing At next site 23/10/07
–– External work and work on staircases carried out from most appropriate access Check training for new staff taking agent visit
equipment for location of work, eg suitable scaffold, tower, cherry-picker or scissor on managing agent role to be able to
lift by suitably trained staff. accept risk assessment and method
–– Crawling boards used when working in roof spaces or on fragile roofs. statements (RAMS).
–– Adequate edge and leading edge protection, fall protection systems (eg harness
and lanyard systems with suitable anchor systems) to be used and maintained by
competent contractors.
–– Balustrades checked for signs of damage/corrosion and repairs carried out.

Example risk assessment: Common parts of flats 2 of 6 pages

 Health and Safety
Executive

What are the Who might be harmed What are you already doing? What further action is necessary? Action by Action by Done
hazards? and how? whom? when?

Slips, trips and Employees, contractors, ■■ Staff wear safety/sensible shoes with good grip. ■■ Inspection of common parts for Managing Every scheme 23/10/07
falls on the residents and others might ■■ Condition of floors, stairways and paths checked and damaged surfaces signed and unauthorised additions, eg cycles. agent and visit
level suffer sprains, fractures repaired as soon as possible. caretaker
■■ Doormats etc provided for wet weather, and checked regularly.
■■ ‘Clear up as you go’ policy adopted and enforced – all equipment, cleaning materials ■■ Slippery stone surface near rear Managing Within one 24/10/07
etc to be cleared away as soon as job completed. entrance treated with anti-slip agent month
■■ Warning signs for wet floor and other hazards, eg ‘work in progress’ or ‘beware covering.
trailing cables’.
■■ Cordless tools used wherever possible, if tools or machines have trailing cables then
nearest socket to workpoint used and cones/signs put out.
■■ Lighting illuminates all walkways and stairs and is checked regularly by visiting
caretaker – blown lamps etc replaced immediately, other faults reported to on-call
electrician for repair as soon as possible.

Electrical Maintenance staff/residents ■■ Fixed installation (inspected by a competent person according to a planned ■■ Ensure pre-payment meters are not Landlord or Six-monthly 26/10/07
and visitors may suffer inspection programme, and maintained as necessary): in supply intake rooms managing
shock and burns injuries –– Residual current device (RCD) built into main switchboard/ RCD plug provided agent
from faulty electrical when RCD protection not available, instructions for operators to test RCD before
equipment or installation. use; and/or low-voltage (110 v) equipment used by contract staff.
–– Ensure electrical equipment in supply intake rooms visually complies with
BS 7671.
–– Restrict access to supply intake rooms.
–– Ensure all cut-out fuses etc are properly sealed.
–– Arrange to move pre-payment meters out of supply intake rooms.
–– Regular inspection of supply intake rooms.
■■ Equipment supplied by landlord: ■■ PAT testing Contractor Annually 16/11/07
–– Portable appliances, eg vacuum cleaners, floor polishers, drills, sanders etc or
subject to annual PAT testing. managing
–– Operatives told to inspect all electrical appliances pre-use and not to bring agent
any equipment on site where condition of cables, switches etc gives cause for
concern.

Example risk assessment: Common parts of flats 3 of 6 pages

 Health and Safety
Executive

What are the Who might be harmed What are you already doing? What further action is necessary? Action by Action by Done
hazards? and how? whom? when?

Hazardous Staff, residents and visitors ■■ Long-handled mops/brushes, and appropriate gloves, provided and staff trained in ■■ Staff reminded to report any health Managing Every scheme 23/10/07
substances risk getting skin problems their use. problems they think may come from agent visit
Cleaning fluids such as dermatitis, and ■■ All staff trained in the risks, use and storage of cleaning chemicals and wear cleaning, and to check for dry, red or
and bleach eye damage, from direct personal protective equipment as instructed. itchy skin on their hands.
contact with bleach and ■■ Cleaning ‘chemicals’ marked irritant’ substituted, where possible, for milder
other cleaning chemicals, alternatives. ■■ Staff reminded to wash gloves and Managing Every scheme 23/10/07
eg solvents and detergents. ■■ Cleaning machines designed to minimise handling of cleaning chemicals. aprons after use. agent visit
Vapour may cause ■■ Cleaning contract to include health and safety instructions.
breathing problems. ■■ Review of storage of cleaning Managing Every scheme 23/10/07
materials on site if allowed. agent visit

Hazardous Staff, residents and visitors ■■ Only pesticides approved for the specific purpose used. ■■ Ensure that any operatives have Managing Ongoing
substances may suffer ill health from ■■ All safety instructions on label followed – application method, protective equipment, received appropriate training and agent
Pesticides exposure to pesticides that exclusion periods. qualifications.
are harmful substances ■■ All users have received appropriate training including certificate of competence for
professional horticultural/amenity use or relevant NVQ for non-agricultural purposes. ■■ Ensure that contractors who store Managing Ongoing
■■ Pesticides stored in a locked, bunded, metal cupboard. pesticides on site have up-to-date list agent
available.

Hazardous Staff, contractors and ■■ Management plan in place that: ■■ Check with contractors if they will Managing One month 29/10/07
substances residents at risk of inhaling –– identifies where there might be asbestos; recommend work that could disturb agent
Asbestos- asbestos fibres where –– notes the condition of the materials; ACMs. Discuss possibility of altering
containing the asbestos-containing –– records in a plan where the ACMs are found; job to avoid disturbing ACMs or
materials (ACMs) materials are disturbed, –– has ‘Danger, asbestos, do not disturb’ signs; budget to have them properly
ie cut or broken, or are –– is checked every 12 months to ensure condition of ACMs have not deteriorated; removed prior to work commencing.
allowed to deteriorate and –– advises on legal requirements for using licensed contractors for particular works
break down. and other precautions for disposal of waste materials, protective equipment etc.
■■ Plan and information on condition of ACMs passed to all contractors, updated
annually or when issues arise.
■■ ACMs:
–– in good condition and unlikely to be disturbed are recorded and signed;
–– with minor damage are repaired/encapsulated and monitored;
–– in poor condition or having been disturbed are removed by an appropriately
trained, equipped and specialist contractor.

Example risk assessment: Common parts of flats 4 of 6 pages

 Health and Safety
Executive

What are the Who might be harmed What are you already doing? What further action is necessary? Action by Action by Done
hazards? and how? whom? when?

Diseases Caretaker, garden and ■■ All staff instructed in good hygiene practice to reduce the risk of infection, gloves ■■ Check that staff have up-to-date Managing One month 29/10/07
See also ‘Waste other contractors’ staff may and other protective clothing and footwear provided. tetanus vaccination. agent
management, become infected. ■■ Leptospirosis (Weil’s Disease) – rodents eliminated/controlled by professional
sharps etc’ contractor (see ‘Waste management, sharps etc’ below).
below ■■ Tetanus – all staff to have up-to-date immunisation.

Legionella Staff, contractors and ■■ Specialist contractor employed to undertake risk assessment and draw up action ■■ Check boiler temperature, ie storage Managing Monthly 29/10/07
bacteria residents who use common plan, including: at 60 °C or above and sufficient to agent
growing in the hot and cold water supply, –– hot and cold water systems (regular sampling and disinfection); keep water distributed above 50 °C.
hot and cold particularly vulnerable –– boiler (calorifier) etc operated and maintained to manufacturer’s specification;
water systems people such as children –– thermostats checked to maintain temperatures; ■■ Hot water temperature should be Managing Monthly 29/10/07
that service the and the elderly (water –– hot water stored above 60 °C and the system designed to provide a return at least 50 °C within a minute of agent
whole property systems within flats, not temperature of 50 °C or above to the calorifier (much higher temperatures running the water.
connected to hot and cold avoided to prevent scalding);
systems, are responsibility –– cold water kept below 20 °C; ■■ Cold water temperature should be Managing Monthly 29/10/07
of individual owners/ –– hot and cold taps (when not used), run for 10 minutes every week to prevent below 20 °C after running the water agent
tenants). water stagnating. for up to 10 minutes (check monthly).

■■ Identify any redundant pipework for Managing One month 29/10/07

removal. agent

■■ Have redundant pipework removed. Managing Six weeks 29/10/07

agent

■■ Identify pipe runs that can be Managing One month 29/10/07

shortened to prevent stagnation of agent
water and improve efficiency of hot
water distribution.

■■ Monitor water temperatures to check Managing Monthly 29/10/07

system operating and to decide if agent
further controls needed, eg warning
signs or thermostatic mixer valves –
to avoid scalding risk.

Example risk assessment: Common parts of flats 5 of 6 pages

 Health and Safety
Executive

What are the Who might be harmed What are you already doing? What further action is necessary? Action by Action by Done
hazards? and how? whom? when?

Waste Problems of health risks ■■ Wheeled bins pulled around to front to allow easy access for residents. ■■ Reiterate in annual residents’ Managing Next issue 15/11/07
management, and pests if bin room ■■ Bin room kept locked to prevent unauthorised access, eg by children, and residents newsletter that it is the residents’ agent
sharps etc not kept clean and chute have pass ‘key’ to bolt lock and told to keep the room locked. responsibility to dispose of hazardous
becomes blocked. ■■ Area set aside, away from walkways, for large items unsuitable for chute – access waste (including fluorescent lighting
arrangements for refuse collection. etc) through a licensed service.
Stab and infection risk from ■■ Bin room swept and washed every two weeks by caretaker.
sharps, used syringes etc. ■■ No hazardous waste to be disposed of through general waste.
■■ Specialist pest-control contractor manages rodent traps, fly and insect control. ■■ Put up sign reminding residents to Managing One month 29/10/07
■■ No known problem with contaminated sharps, but sharps kit provided to caretaker in lock bin room after use. agent
case of isolated incidents.

Manual Staff and residents ■■ All heavy and awkwardly shaped items, eg refuse sacks, identified. ■■ Regular reminders that the caretaker Managing Every six 12/10/07
handling receiving back, neck and ■■ Caretaker trained in how to move and handle items, eg lifting properly, pulling should not attempt to lift and move agent months at
limb injuries from lifting trolleys, bins etc instead of pushing, items they feel are too heavy. Loads contractor
heavy loads, eg refuse ■■ Trolley and sack truck provided for moving items, eg refuse sacks. should be broken and trolley/truck meetings,
items for disposal, provided used. ongoing for
deliveries of cleaning individual
materials etc. meetings.

Violence and Staff may suffer assaults, ■■ Manager has good liaison with local police to alert them and receive information ■■ Consider panic alarm, depending Managing Within three 8/11/07
threatening threats and abuse from about potential problems. on advice from police, caretaker’s agent months
behaviour residents, visitors and ■■ Clear chain of responsibilities for repairs etc so caretaker can pass on any residents’ feelings about risk, eg frequency of
trespassers. complaints. trespassers or criminals.
■■ Staff trained to walk away from incidents and summon help.
■■ Staff report incidents of abuse etc to manager for discussion and support.
■■ Caretaker has mobile phone to summon help.

Working alone Caretaker may experience ■■ Buddy system in place to ensure that caretaker has returned safely. ■■ Consider panic alarm after assessing Managing Within three 8/11/07
stress and/or injury ■■ Good relationships with residents – caretaker usually lets residents know that he is risk of violence. agent months
from verbal abuse or on site and working.
assault from trespasser’s, ■■ Caretaker has mobile phone to summon help if unable to get to landline.
or others.

Assessment review date: 29/09/08

Example risk assessment: Common parts of flats

Published by the Health and Safety Executive 11/10 6 of 6 pages