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Easing of lockdown – practical considerations for managing and supporting staff

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Entering a new phase of the Covid-19 pandemic, with the option of returning to your workplace, has legal and practical implications for all charities. Employers need to be clear about what they are required to do to ensure the health and safety of their staff and volunteers. Employers are having to consider questions such as: what reasonable adjustments should employers make for their workforce in returning to a ‘new normal?’ How can we prepare for what lies ahead? In partnership with TrustLaw, in this webinar we aim to answer these questions. We will be joined by Sarah Valentine, Senior Associate at Eversheds Sutherland and Andrew New, Head of Education at St John Ambulance.

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Easing of lockdown – practical considerations for managing and supporting staff

  1. 1. THE EASING OF LOCKDOWN: LEGAL AND PRACTICAL CONSIDERATIONS FOR RETURNING TO WORK 24 JUNE 2020
  2. 2. WELCOME AND INTRODUCTIONS • Josie Hinton, Capacity-building programmes manager, NCVO • Sarah Valentine, Senior associate, Eversheds Sutherland LLP • Andrew New, Head of education and training products, St John Ambulance • Adriano Mancinelli, Programme manager, Thomson Reuters Foundation
  3. 3. LEGAL AND PRACTICAL CONSIDERATIONS EVERSHEDS SUTHERLAND
  4. 4. POLL 1 At what stage are you in terms of staff returning to the workplace? 1. Thinking about it 2. Holding off at present 3. Actively preparing for this 4. We are already back up and running
  5. 5. EMPLOYERS DUTIES – HEALTH AND SAFETY • Health and Safety at Work Act 1974 -s2, s3 and s4 • Management of Health and Safety Regulations 1999 – Reg 3 • Health and Safety Executive • Public Health England/NHS • UK government • Duty of employees – s7 LEGAL RESPONSIBILITIES TO PROTECT WORKERS AND OTHERS FROM RISK
  6. 6. UK GOVERNMENT’S ‘OUR PLAN TO REBUILD’ ROADMAP • Work from home where possible • 11 May 2020 – Working Safely during coronavirus – Secure covid-19 guidance introduced (England) • Covid-19 risk assessment • Request to publish • Staying covid-19 Secure in 2020 poster • NHS Test and Trace Service • HSE/ EHO – issue enforcement notices to secure compliance/spot checks THE HIGHLIGHTS
  7. 7. COVID-19 RISK ASSESSMENTS • Stand-alone • Align with UK government guidance • Portfolio of sites – categorised, application • Publish – internal, external, content • Consultation • Alert • Coordinate? • Check box/sign off • Track HOW TO APPROACH IT
  8. 8. POLL 2 Where are you at with carrying out a risk assessment for returning to work? 1. We have started 2. We have not started 3. We have published our risk assessment 4. We have started/not started and are feeling unsure about our approach
  9. 9. COVID-19 RISK ASSESSMENTS • People • Covid-19 risks • Safety Management System and Systems of Work • Premises PRACTICAL CONSIDERATIONS
  10. 10. COVID-19 RISK ASSESSMENTS • Communication • Guidance, instruction and training • Welfare • Engagement • Manage expectations • Policy review and updates • Reasonable adjustments PEOPLE
  11. 11. COVID-19 RISK ASSESSMENTS • Temperature screening • Symptom awareness • NHS Test and trace service • Hand washing facilities • Cleaning operations • PPE • Ventilation COVID-19 RISKS
  12. 12. COVID-19 RISK ASSESSMENTS • Revision to existing workplace risk assessments and policies • PPE and equipment • DSE • Cohorting • Lone working • Social distancing • Supply chain • RIDDOR SAFETY MANAGEMENT SYSTEM, SYSTEMS OF WORK
  13. 13. COVID-19 RISK ASSESSMENTS • Security • Fire life safety • Water risks • Air conditioning • Statutory inspections • Site re-organisation PREMISES
  14. 14. IMMEDIATE ISSUES TO CONSIDER WITH LOCKDOWN EASING • Tracking and mapping government guidance (face coverings – ‘a condition of travel’) • Strategy • Reviewing covid-19 risk assessments • Reasonable adjustments (Home working) • Return to work – vulnerable groups? • Engagement • Survey
  15. 15. FUTURE ISSUES TO CONSIDER WITH LOCKDOWN EASING • Workforce model • Premises • Business restoration planning – second wave? • PPE • SMS • EL/PL claims?
  16. 16. IN PRACTICE: ST JOHN AMBULANCE ANDREW NEW
  17. 17. ST JOHN: RESPONSE TO COVID-19 CRISIS
  18. 18. ST JOHN: RESPONSE TO COVID-19 CRISIS • Used experience from senior management to set up a Gold crisis management structure • Listened to customers and users concerns quickly – not fighting against the tide • Took advantage of the government’s furlough scheme early on • Made use of our industry engagement early on to work together with government and regulators • Ensured we continued to provide our customers and users an authoritative and supportive voice through our key channels • Reacted quickly to changing demands – repurposing our online learning space, changing our products
  19. 19. ‘Mothballing a service is a lot easier than starting one up again.’
  20. 20. ST JOHN: RESTARTING OPERATIONS Finding a way through the noise
  21. 21. ST JOHN: RESTARTING OPERATIONS • Started planning early during lockdown • Modelled what we thought the recovery would look like: • Three stage process • Mapped what each department should be doing at each stage of the recovery • Standardised planning across the organisation – documentation, reporting and metrics • Regular updating of documentation and process as things change • What will be our offer in response to each • Planning for second wave/localised lockdowns/track and trace
  22. 22. ST JOHN: RESTARTING OPERATIONS • Difficult to predict • Unknown political and user behaviour • Very costly – mismatch between capacity and income Volatility • Suppressed demand • More stable and slow growth • Reduction in capacity to meet income Recovery • Stable but steady growth • Shrunken economy • Greater use of tech and automation New normal
  23. 23. ST JOHN: RESTARTING OPERATIONS
  24. 24. • Government announcement of working safely during coronavirus • Development of a checklist to continue to provide our customers with that authoritative and supportive voice as they begin to restart ST JOHN: RESTARTING OPERATIONS
  25. 25. ST JOHN: RESTARTING OPERATIONS • Working safely during coronavirus checklist gave us the template for how we approached our restart • Definition of our covid-19 secure standard – publicise on the website • Safe systems of work for trainers • Identification of venues we wanted to reopen • Structured approach to our risk assessments with clear identification of responsibility for approvals and sign offs • Close involvement with trustees • Regular communication with trainers and provision of training even though on furlough • Clear communication to create confidence in our customer/user base • Importance of flexibility while the government finds its way forward
  26. 26. QUESTIONS
  27. 27. PRACTICAL SUPPORT AND RESOURCES
  28. 28. TRUST LAW RESPONSE • As the world faces an unprecedented set of challenges posed by the global COVID-19 pandemic, the Thomson Reuters Foundation is leveraging its unique blend of journalism and legal skills to strengthen the global response. • Our global pro bono legal network, TrustLaw, is working closely with our legal partners to increase efforts to provide dedicated pro bono support during these challenging times.
  29. 29. TRUST LAW COVID-19 RESOURCES Resource hub Legal checklist Webinar series
  30. 30. • The Legal Checklist helps non-profits and social enterprises identify their legal needs in the face of covid-19. • You can find the covid-19 legal checklist by following the links provided at the end of the presentation. COVID-19 LEGAL CHECKLIST
  31. 31. TRUSTLAW MEMBERSHIP • Not currently a member of TrustLaw? Submit an application for membership. • Useful links: Membership criteria; Membership application form • Already a member but still require further legal assistance? Submit a legal request via the TrustLaw portal.
  32. 32. NCVO PRACTICAL SUPPORT All organisations can access our NCVO Knowhow guidance, tools and resources. Check out our webinar series on topics relevant to the pandemic on NCVO’s training platform. Next webinar: Easing of lockdown: practical considerations for managing and supporting staff, 29th June, 3pm Recording and signposting to relevant material will be sent round. We would love to hear your feedback.
  33. 33. USEFUL RESOURCES NCVO Coronavirus Guidance Returning to work safely Risk assessment NCVO legal advice page TrustLaw TrustLaw COVID-19 Resource Hub – link TrustLaw COVID-19 Webinar Showcase - link TrustLaw COVID-19 Legal Checklist – pdf link TrustLaw COVID-19 Legal Checklist – interactive version
  34. 34. GET IN TOUCH • Eversheds Sutherland: sarahvalentine@Eversheds-Sutherland.com • St John Ambulance: Andrew.New@sja.org.uk • Trust Law: TrustLaw@thomsonreuters.com
  35. 35. NCVO champions the voluntary sector and volunteer movement to create a better society. We connect, represent and support over 15,000 voluntary sector member organisations, from the smallest community groups to the largest charities. This helps our members and their millions of volunteers make the biggest difference to the causes they believe in. • Search for NCVO membership • Visit www.ncvo.org.uk/join • Email membership@ncvo.org.uk 35

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