This page provides an overview of our Covid-19 Secure Workplace Policy guidance issued to all Rix & Kay staff. You can download our full Covid-19 Secure Workplace Policy and risk assessment documents here.
Staff are expected to work from home
The firm’s approach is that if employees can work from home then they should continue to do so.
Staff exhibiting any Covid-19 symptoms and potential high-risk circumstances
Staff are not permitted to attend any Rix & Kay office under the following conditions:
- If they are experiencing any Covid-19 symptoms
- If they have been in close contact with someone infected by Covid-19
- If they have tested positive for Covid-19
In the event of any of the above scenarios, then staff are only permitted to return to the office after 14 calendar days, provided they are asymptomatic or they have a doctor’s note confirming they don’t have the virus.
If anyone becomes unwell with a new continuous cough or a high temperature in the workplace they will be sent home and advised to follow the stay at home guidance of self-isolation.
Social distancing in the office
Rix & Kay’s Covid-19 Secure Workplace Policy provides guidance on social distancing within the workplace and aims to reduce the number of people in any area to comply with the 2-metre gap recommended by the Public Health Agency. Specific measures include:
Signage – Clear signage throughout our offices to help guide people on social distancing and to act as a reminder of their responsibilities to maintain a safe and secure workplace.
Public spaces – Staff should minimise movement between buildings in one office and between floors within a building. Stairways, corridors and thoroughfares are to be used by only one person at a time. Lifts to only be used by people who have a disability, one person at a time (or for the purposes of moving goods/supplies). Kitchens have been temporarily closed and all coffee machines and water coolers have been decommissioned.
Staff rota – In order to keep the number of staff attending the office at one time to a minimum, a colour coded cohort rota has been implemented. If staff have an absolute requirement to attend the workplace then they may do so only on their allocated days.
Meetings – Meetings should be done virtually whenever possible including internal meetings with colleagues and especially with non-company parties (e.g. clients). Only where the use of video conferencing for meetings is not practical, can in-person meetings be arranged.
All meeting rooms have been attributed a maximum number of attendees. Staff holding meetings should clean the meeting area with cleaning products before and after the meeting.
Desks and workstations – Staff are not permitted to share desks or workstations and have been specifically allocated their own permanent workstations, ensuring 2m distancing and orientation from other colleagues. I.e side-to-side or back-to-back.
Supplies of individual items such as stationery – Staff can only order light weight office supplies, such as pens, post-it notes etc, once per day from the firm’s internal Office Admin Department. Any orders will be available by collection only from a central point the following day.
Bulk supplies such as paper reams – Staff can only order bulk office supplies, once per week from the firm’s internal Office Admin Department. The Office Admin Department will advise when orders are ready and will be available only by collection.
Personal deliveries – Personal deliveries for staff members such as items from Amazon and other online shopping providers are not permitted at Rix & Kay offices.
Track and Trace – staff are encouraged to follow the track and trace guidelines set out by the government. If an employee tests positive they will be required to follow the self-isolation guidance.
Rix & Kay’s Covid-19 Secure Workplace Policy provides guidance on hygiene best practice within the workplace. Specific measures include
Signage – Clear signage throughout our offices has been implemented to help guide people on general hygiene best practice and to act as a reminder of their responsibilities to maintain a safe and secure workplace.
Hand-washing – Staff are reminded to wash their hands regularly and on all occasions after using the toilet and before eating.
Gel sanitisers – Gel sanitisers are available in external and internal areas, specifically where there is access to buildings and where washing facilities are not available including outside kitchen areas.
Surface cleaning – Frequent cleaning and disinfecting of objects and surfaces that are touched regularly, particularly in areas of high use such as door handles, light switches, IT hardware such as printers and reception areas – using appropriate cleaning products that have been provided to staff.
Reducing cross-contamination – All internal doors that are not fire doors are secured in an open position. Where possible, staff should use digital transfers of material rather than paper format. E.g. use of emails.
Sanitizers to be placed by printers and other shared equipment and staff advised to use before/after use.
Ventilation – staff are reminded to open windows regularly to ensure open ventilation. All air-conditioning should remain off, other than where required for IT infrastructure.
Travelling and commuting measures
The firm’s approach is that if employees can work from home then they should continue to do so. This approach helps to reduce any unnecessary commuting and any unnecessary use of public transport. In addition:
- Staff are only permitted to attend their allocated office location and can not travel between multiple office locations
- Staff using car parking facilities should ensure that social distancing is adhered to when entering and leaving car park spaces
- All staff work trips and events, both domestic and international, have been postponed until further notice.
Meetings outside of Rix & Kay’s workplace
Vulnerable clients – With specific reference to vulnerable clients and where there is no alternative other than a home-visit, staff should gain authorisation from the Managing Partner and their Department Head.
Other external meetings such as those with other professionals – as with meetings in the office, these should be done virtually whenever possible. Only where the use of video conferencing for meetings is not practical, can in-person meetings be arranged.
Mental Health and well-being
Rix & Kay considers the mental health and well-being of all staff as of equal importance as their physical well-being. All staff have completed a Return To Work Questionnaire aimed at establishing any concerns and how best to resolve them. The firm will continue to promote the dedicated mental health & well-being resources available to all staff.