Social Distancing

Important advice for members

Employers have a responsibility for the safety and wellbeing of staff and should be enforcing social distancing. The following briefing contains important advice for members over social distancing.

PCS have received a number of enquiries from members and branches with regard social distancing measures and worries that they are not being strictly adhered to across the Home Office and related areas. Please read this briefing in conjunction with previous advice we’ve issued in HO/MB/012/20 Health & Safety – Where do I stand?

This briefing aims to advise members what the Government guidance says and how it should be implemented in our workplaces. Social distancing measures should form a fundamental part of the office risk assessment, members can request to see copies of the risk assessment for their workplace.

What is social distancing?

Members will have seen from media reports that social distancing measures are steps that must be taken to reduce social interaction between people throughout this crisis. This aimed at reducing the transmission of coronavirus (COVID-19). Measures include:

1. Avoiding contact with anyone displaying symptoms of coronavirus (COVID-19). These symptoms include high temperature and/or new and continuous cough
2. Avoid non-essential use of public transport wherever possible
3. Work from home, where possible.
4. Avoid gatherings with friends and family. Keep in touch using remote technology such as phone, internet, and social media
5. Use telephone or online services to contact your GP or other essential services
6. We must maintain a social distance of 2 metres (6 foot) away from each other at all times.

Everyone in the UK is expected to try to follow these measures as much as is practicable, based on government guidelines.

In the office/at ports

There are a number of measures that must be put in place in all our offices. In offices as well as outside we must keep a minimum of 2 metres apart. This might mean that some desks remain empty in order to keep a safe space between colleagues. Working out the space plan to ensure social distancing should be done jointly between local managers and TU Safety reps. The 2 metre space should be maintained at all times, this includes not walking directly behind a colleague and ensuring that walkways are such that the space is maintained.

Proper care and guidance should be used when moving equipment, and if your IT is being moved then you must give the Tech colleague the appropriate space in which to operate; and furniture should only be moved by those trained to do so.

It’s important when using facilities, such as photocopiers, that the social distancing space is still maintained and that the surfaces are wiped between users.

When dealing with the public we are pressing for screens at PCP’s and members to be allowed to wear protective masks where they wish to. We have raised our concerns at the highest level so far without success, but that we fully support our members who wish to wear face masks and will continue to make representations.

Toilets and tea points

It is equally important that a process is put in place to ensure that a social distance is maintained in these high risk points. Nobody should share food or make drinks for anybody else. It is important that all kitchens and tea points have soap available, so that the toilets are not the only place that staff can wash their hands. If filling water bottles from the taps they must not touch the tap and it’s advised that the taps are cleaned before use.

Avoid large and small gatherings

The Government has threatened clampdown on groups of more than 2 people congregating unless they are part of their immediate family. PCS would remind members this equally applies inside the workplace. When we stop for breaks or lunch we must not huddle together. It’s important that we maintain the 2 metre gap. This includes when you take in fresh air or use the smoking areas.

Team meetings should be done in a room big enough to maintain 2 metres between each colleague and when leaving the room the same distance should be allowed between colleagues. Alternatively Skype, emails or telekits can be used.

Guidance is being changed constantly as the department try to find ways to undertake work, but it’s important that team leaders make sure that their staff are aware and understand the latest guidance. Time spent explaining any changes within the office will help alleviate stress and ensure that there is an agreed understanding on what needs to be done.

Training should be delivered by Skype, e-learning with a remote mentor and by phone. Classroom training should be avoided wherever possible. In exceptional circumstances if this takes place it must be in a classroom big enough to maintain 2 metres then the trainer must not stand behind colleagues at their desk but must demonstrate on a screen or respond by Skype.

Working from home - avoiding non-essential use of public transport

The Government guidance is quite clear that public transport should be avoided for all but essential travel, which includes travelling to and from work if absolutely necessary. The central guidance stipulates that these measures are put in place to reduce the day to day contact with others, and that we should work from home as much as possible.

The Home Office have a role to play in delivering the government's response to this emergency and they must facilitate homeworking whenever possible. PCS will continue to push for this as a critical measure and demand the Home Office takes this issue seriously. It is not acceptable for staff who could be at home to be asked to come into the office to work as opposed to working from home.

PCS will continue to push for the department to pull together a detailed plan of what is essential work and how it can to be done, minimising the number of staff physically in offices, and ensuring the necessary standards within the workplace. We are asking each directorate for a weekly breakdown on numbers of staff working out of Home Office locations each day and have called for this to be reviewed weekly to attempt to further reduce numbers working in offices and ports.

If any offices are failing to apply the above standards rigorously, members are advised to report it to their local PCS representative urgently. PCS reps should then challenge this with the appropriate managers and insist on a joint Risk Assessment.

If this process does not result in the necessary improvements all cases of failure to comply should be immediately escalated to PCS Home Office Group Executive Committee.

Mike Jones (Group Secretary), James Cox (Group President). Martin Andrews (Assistant Group Secretary H&S lead)

Any queries about this PCS Home Office Group Members' Briefing can be sent to the authors here.