Department: Volunteering and community support

Activity: Wellbeing Exeter staff meeting clients for meetings (outside)

Description of activity:

Staff team meeting clients on a 1 – 1 basis outside to provide ongoing support if needed. Staff will already be using different communication methods i.e. telephone calls, email, zoom. However on occasion a specific identified support can be better managed with a i-1 meeting in person.

Legal requirements and guidance for reference:

COVID-19 – We have conducted a risk assessment for this session to produce this Safe System of Work, we have referred to the following sources:

LA PPE Guidance for Staff Issue 5 V45 11.6.20 FINAL DCC- available from Westbank

Weather Conditions - On the day of the meeting staff will make a judgement if the session needs to be cancelled because of extreme weather conditions. If the conditions are wet, windy or very hot this will be considered and clients will be advised if conditions are unsuitable for the session to take place. 

  1. All clients are advised of the following:
  • If anyone is experiencing symptoms of Covid-19 (Persistent new cough, high temperature or loss of taste or smell) they must not attend the meeting, if they do, they will be advised to return home, dial 119 to request a test and take the appropriate medical precautions.
  • Details of any meetings will be kept for a minimum of 21 days to assist the NHS track and trace process.
  • All meetings will take place outside in a public, wet lit area
  • Clients should dress appropriately for the weather conditions.
  • Staff will not tolerate any verbal and or physical abuse.
  1. Staff and clients are also advised of the following:
  • To ensure good hygiene before during and after each meeting, i.e. washing hands with hot water and soap or use of hand sanitiser.
  • All clients must comply with social distancing before, during and after the meeting. Staff and clients must stay 2 metres apart and if this is not possible, a minimum of 1 metre plus apart, with necessary precautions ie wearing of face coverings.   
  • Actual face to face meetings opposite one another should not take place, side by side and at an appropriate distance is required
  • Limit use of any contact points – i.e. tables chairs
  • To carry a face covering at all times
  1. Staff are advised of the following:
  • Ensure that all staff use the “lone working app” or in the interim the “Buddy system” at all times when meeting clients
  • To carry a mobile phone at all times
  • To ensure that there are no known risks for a 1 – 1 meeting
  • Report any concerns to your line manager
  • Discuss with all clients the content of the SSoW prior to any meeting, send out via email / post if possible and or necessary and have a hard copy to hand during client meetings.

Date: 06/11/2020

Review Date: SSoW will be reviewed and regularly updated in line with government guidance.

Review carried out by:  Sarah Forde/ Nina Parnell / Laura Whybra