Michael Gibbons
From:
Sandra Stokes
Sent:
Wednesday, 10 November 2021 8:57 am
To:
Leadership Team
Cc:
Executive Leadership Team; Jacqui Nichol s; Tracey Lakeman
Subject:
Action Required by 30 November 2021: Role Risk Assessments
Attachments:
Role Risk Assessment Final - COVID-19.docx; Role Groupings - Taituara Risk
Assessment (1).xlsx
Good morning al
At the leadership meeting last week, we indicated that we need to undertake health and safety risk assessments for
al roles at Council. This information wil help us determine whether some roles should only be undertaken by
vaccinated staff because of the level of risk posed by COVID.
What we need you to do:
We need you to undertake a risk assessment for each role within your team using the attached sheet. You
go through the seven questions and use the risk assessment matrix on the back to determine the risk rating.
The risk assessment should be done in conjunction with the person or persons in the role, or you might want
to do this as a group at a team meeting if al your team are in the same or very similar roles. We need a
completed sheet per role. You can ask your team leaders to complete the assessments with their teams and
you review. I have also attached a risk assessment that was done by Taituarā based on role groupings which
you could use as a guide though not al roles are the same in each Council even though the titles may be
similar.
Return the completed sheets to the Performance and Capability Team by Tuesday, 30 November 2021.
What happens next – review of risk assessments
ELT have a meeting scheduled for Wednesday, 1 December where we wil consider al the risk assessments
from across Council. These risk assessments wil help inform our thinking as to which roles may have a
higher risk of exposure to COVID and potential y should only be performed by vaccinated staff to minimise
the risk. If we determine some roles may need to be vaccinated because of the higher risk of exposure to
COVID, we wil develop a draft policy and consult with staff on this proposal. No decisions wil be made until
we have undertaken consultation with staff and the union and considered any feedback received. As you
know we have already have roles that have been identified as being covered by the vaccination mandate for
the education workforce, and we are working through the process of ensuring the people in those roles are
vaccinated.
While we are working through this process we wil also keep an eye on the government’s policy on
vaccinations. We wil be guided by government advice and comply with any new legislation, but in the
meantime, we have an obligation to provide a safe workplace so we wanted to get this process underway.
If you need any help with the risk assessments please speak with your director or me, we are here to support you to
work through this process.
Kind regards
1
Sandra
Sandra Stokes
Performance and Capability Manager
Te Kaunihera o Te Awa Kairangi ki Uta | Upper Hutt City Council
838 – 842 Fergusson Drive, Private Bag 907, Upper Hutt 5140, New Zealand
D: +64 4 5272155 | T: +64 4 527 2169 | E: [email address]
W: www.upperhuttcity.com | F: www.fb.com/UpperHuttCityCouncil
2
Upper Hutt City Council Role Risk Assessment – COVID-19
The risk assessment should be carried out in conjunction with job holders, H&S representative and union representative (if there is one in the
team).
Job title (role)
Similar to another role?
Team /
Date
department
Completed by
Completed in
conjunction with
Consider each risk factor for the job
Risk rating 1-5 from risk Risk controls already in place
matrix (on back.)
(e.g. mask wearing, physical distancing etc.)
How many people does the employee carrying out that work
come into contact with each day (while on shift)?
How easy wil it be to identify the people who the employee
comes into contact with?
How close is the employee carrying out the tasks in proximity to
other people?
How long does the work require the employee to be in that
proximity to other people?
Does the work involve regular interaction with people considered
at higher risk of severe il ness from COVID-19, such as people with
underlying health conditions or children under 12 years old (who
are ineligible to be vaccinated)?
What is the risk of COVID-19 infection and transmission in the
work environment when compared to the risk outside work?
Wil the work continue to involve regular interaction with
unknown people if the region is at a higher alert level?
Overall risk assessment total
Send completed form to P&C by 30
November 2021
Next Step: ELT wil review risk assessment.
Role Risk Assessment COVID-19 Final 10/11/21
Page 1
This risk assessment wil be used to support us in determining
whether we need to require mandatory vaccination for high-risk
roles as part of a vaccination policy.
Risk Assessment Matrix
Risk rating
Risk Factors
Higher risk = 5
High risk = 4
Moderate risk = 3
Low risk = 2
Lower risk = 1
No of people interacted
Comes into contact with Comes into contact
Comes into contact with Comes into contact with
Comes into
with: How many people
a large number of
with many people
a moderate number of
very few people
contact with
does the employee carrying people, for example, the
people
almost no, or no
out the work come into
general public
people
contact with each day
(while on shift)?
More than 20 people
People: 15-20 per
People: 10-15 per day
People: 5-10 per day
Less than 5
per day
day
people per day
Ease of contract tracing:
Very difficult to identify, Difficult to identify,
Able to identify most,
Fairly easy to identify,
Very easy to
How easy wil it be to
such as unknown
may be able to
but not al , people
including organised
identify, such as
identify the people who the members of the public
identify some, but
appointments with people
co-workers
employee comes into
not al , people
contact with?
Ability to physical distance:
Close physical contact in Less than 1 metre
1 metre apart where
1 metre apart in an outdoor 2 metres or more
How close is the employee
an indoor environment
apart, mostly in
possible, in both indoor
environment
in an outdoor
carrying out the work in
indoor environments and outdoor
environment
proximity to other people?
environments
Length of interactions: How Lengthy contact
Some prolonged
Some contact
Limited contact
Brief contact
long does the work require
contact
the employee to be in that
proximity to other people?
More than 20 minutes
15-20 minutes
10-15 minutes
5-10 minutes
Less than 5
minutes
Interacting with vulnerable
There is contact for the
There is contact for a There is contact for
There is little contact during There is minimal,
people: Does the work
whole time of the work
large amount of time some time during the
the work
if any, contact
involve regular
during the work
work
during the work
interaction/contact with
people considered at higher
risk of severe il ness from
Role Risk Assessment COVID-19 Final 10/11/21
Page 2
Risk Assessment Matrix
Risk rating
Risk Factors
Higher risk = 5
High risk = 4
Moderate risk = 3
Low risk = 2
Lower risk = 1
COVID-19, such as people
with underlying health
conditions or children under
12 years old (who are
ineligible to be vaccinated)?
Workplace risk versus non-
Significantly higher than Higher than outside
About equal to outside
Less than outside the work
Significantly less
work: What is the risk of
outside the work
the work
the work environment
environment
than outside the
COVID-19 infection and
environment
environment
work
transmission in the work
environment
environment when
compared to the risk
outside work?
Interactions with the public: Significant regular
A large amount of
Some regular interaction A little amount of regular
Minimal, if any
Wil the work continue to
interaction
regular interaction
interaction
regular
involve regular interaction
interaction
with unknown people if the
region is at a higher alert
level?
Role Risk Assessment COVID-19 Final 10/11/21
Page 3
Taituara - Local Government Professionals Aotearoa
Roles groupings - Mandatory vaccination decision-making
Risk factors
Does the work involve
regular interaction with
people considered at
What is the risk of COVID-19 Wil the work continue to
How many people does
How easy wil it be to
How long does the work
higher risk of severe il ness infection and transmission involve regular interaction
the employee carrying out identify the people who the How close is the employee require the employee to be from COVID-19, such as
in the work environment
with unknown people if the
the work come into
employee comes into
carrying out the tasks in
in that proximity to other
people with underlying
when compared to the risk region is at a higher alert
Roles
contact with?
contact with?
proximity to other people? people?
health conditions?
outside work?
level?
Library, Archive & Museum
services jobs
5
5
5
5
3
3
3
Pools & Recreation facilities
jobs
5
5
5
5
3
3
3
Neighbourhood & Community
Hub jobs
5
5
4
4
3
3
3
Council Facilities & Events
Management jobs
5
5
3
4
3
3
3
facilities open to the
Face-to-face customer service
jobs
5
4
4
3
3
3
3
Front office advisory &
administration jobs, e.g. Rates
4
3
4
3
3
3
3
Officers, Building Services,
arily indoors
Resource Consents
er-facing in locations &
Democracy services jobs, e.g.
supporting public Council
4
3
3
2
3
3
3
meetings
Custom
public, prim
Regulatory Services jobs, e.g.
Animal Control, Alcohol
Licensing, Environmental Health
3
3
3
4
3
3
3
ent in
er contact,
Officers
aly by
Building Consent & Control jobs
3
3
3
4
3
3
3
Custom
norm
appointm
private locations
Parks & Reserves jobs
5
5
2
2
3
3
3
Infrastructure jobs, e.g. Roading
engineers, Asset Management,
4
4
2
2
3
3
3
Project Management
Water & Wastewater jobs
4
4
2
2
3
3
3
aly outdoors
ited public contact,
Biodiversity & environmental
jobs
4
4
2
2
3
3
3
Lim
norm
Corporate jobs, e.g Audit & Risk,
Finance & Accounting, HR &
2
1
3
3
3
3
3
ited public
Health & Safety, Procurement,
Business Support, PA's, Legal
Policy & Planning jobs
2
1
3
3
3
3
3
ith very lim
Cal centre jobs
2
1
3
3
3
3
3
Communications & Marketing
jobs
2
2
3
3
3
3
3
IT & Information Management
jobs
2
1
2
3
3
3
3
Back office, w
contact
Confidential Role Groupings - Taituara Risk Assessment (1)
Document Outline
