Guidance for group and service managers

To make sure your team knows what has been agreed for your area and how they are expected to work, you must complete a blended working team protocol. This can be tailored to fit your individual team allowing for flexibility.

When completing the team protocol document you should refer to the blended working policy and safe systems of work for offices and meeting rooms. You are also advised to consider the points in the managers checklist, and although it isn't a mandatory requirement, you may want to complete this too.

Once you have completed your team protocol, you need to share this with your group manager or head of service by email.

If you have also filled in the manager's checklist this should be shared by email with your head of service so that they can record this on the service area risk assessment.

Your head of service will complete the COVID-19 service area risk assessment along with the senior management team (SMT). This makes sure that all risks are managed for the return of larger numbers of staff to the workplace.

Once the service area risk assessment has been signed off by SMT, heads of service can agree a return to the workplace on the basis of the team protocols and risk assessments. Heads of service will liaise with the agile transformation lead to agree a return date and organise any required ICT support. You will be notified by your head of service of your team's agreed return date.

You should also share the team protocol with your staff so that they are aware of the agreed way of working for the team and how they are expected to work.

If a member of your team is in a clinically vulnerable group, requires extra adjustments, has concerns or feels anxious about returning to the office, you should undertake an individual risk assessment with them. You should take a proactive approach with the individual risk assessment process and make sure staff returning to the office are aware of this option. You can email safety services for further support.

The risk assessment will help you and your staff member discuss and address those concerns prior to them returning to the office.

Once completed, both you and your staff member must sign the document. This should then be sent by email to the HR helpdesk.

Review

You should review this individual risk assessment with your staff member at least on a monthly basis, if government guidelines change, or if you or they have other concerns you need to discuss.

You should proactively check that staff are complying with the safe systems of work and adopted procedures related to keeping a COVID-secure work environment, such as:

• adhering to the clear desk policy to help with the cleaning regime
• only using their allocated workspace so the required social distance is maintained
• keeping left when moving around the building
• opening windows while in the office to achieve maximum ventilation
• recommending face coverings are worn when not seated at a desk.

If, as a manager, you have any COVID-19 related concerns, please discuss them with your service area representative.

If a member of staff has a COVID-19 related concern, whether this is about a work colleague, or their working environment, please aim to resolve the matter with their line manager initially.

If you need any specific advice, please contact safety services, accommodation services, asset strategy or people's services.

Isolate the member of staff from any other colleagues immediately and send them home.

You also need to follow and complete the COVID-19 response protocol document as there is a suspected or confirmed case and email it to the safety services team and the public health team.

Advise the member of staff to follow the process about daily testing for contacts of positive COVID-19 cases, detailed on our dedicated COVID-19 website. This includes who is eligible for daily testing and what to do if you then get symptoms.

Find out more about daily testing rules on our COVID-19 website