COVID 19 - Risk Assessment from the Founders

Employee Safety & Wellbeing

Introduction

We have a duty to take all reasonable precautions to protect the health, safety and welfare of all employees and customers.

It was the focus of the safety of employees and customers that has been paramount in all we do since the pandemic began.

We are committed then to only re-opening our restaurants at a time and in a way that complies with Government guidance and protects the health, safety and welfare of our employees and those visiting our restaurants.

This principle remains in place. We have used information from Government Advice (including the devolved nations), guidance from global organisations including the World Health Organisation, and best practice from other industry bodies. In addition, we continue to work closely with our local authorities.

Scope

This risk assessment covers the operation of The Dirty Food Company restaurants (directly owned and franchised) in the UK. It recognises legislation in Wales requiring a specific risk assessment.

The Dirty Food Company offers a number of different service channels to customers, including Delivery, Walk-in Take Away, Dine In and Click & Serve options upon restrictions permitting. The availability of these service channels, and our opening times may vary dependant on the local / national restrictions in place. It is important to note that not all restaurants offer all service channels and we may choose to restrict certain service channels or opening times further than the applicable local / national restrictions.

Consultation & Engagement

Employees were consulted in connection with their individual circumstances prior to returning to work. Each employee is asked about their fitness to work and any other factors that may influence their ability to work safely (further details below). In addition, a ‘virtual meeting’ was held for employees before we initially re-opened and these have continued, alongside 1:1 regular discussions with a manager at which times any concerns can be raised.

We value and have continued to seek feedback from employees and any concerns can be raised directly with a manager at any time, by using the ‘Hazard Reporting’ system or with any member of the management team in the restaurant.

Who may be harmed and how?

COVID-19, including the ‘new variant’ form, is a highly infectious virus currently present at pandemic levels. It can be spread in the small water droplets created when sneezing, coughing, talking or breathing. The virus can be transferred to the hands and then spread onto other surfaces, although it does not survive well on most surfaces.

We need to guard against infected employees spreading the virus whilst in the workplace, and against non-employees (couriers, customers, contractors, etc.) infecting those working in or visiting the restaurants.

Ill-health caused by the virus can range from a very mild illness to severe illness requiring hospitalisation and in a small percentage of cases can result in death.

In view of the potential severity of infection, we have implemented an extensive series of controls to mitigate against this risk.

Control procedures

Health & Hygiene - Employee Fitness to Work & Training

  • All employees must keep their manager updated and that they are fit and able to work. Employees can indicate that they are not able to work for a number of reasons, e.g. they are isolated or shielded themselves, or as a result of someone in their household being vulnerable, or they have other concerns about returning to work.
  • Where an employee indicates that they have concerns about returning to work, these concerns will be discussed individually and addressed wherever possible. This may include employees who are new or expectant mothers, or a disabled employee, and reasonable adjustments will be considered in relation to queries or concerns over a return to work.
  • Each employee must complete an online training module covering the additional hygiene, sanitising and fitness to work requirements.
  • On arrival for each shift:
    • A contactless infrared thermometer is used to check the temperature of each employee to ensure they do not have a high temperature (37.8°C or more); temperatures are taken from the side of the forehead and temperatures are not recorded.
    • A ‘Fitness to Work’ poster reminds employees of the symptoms of COVID-19 and the actions to take in the event that they, or a member of their household, has symptoms or has tested positive.
    • No employee is permitted to work if they, or someone they live with, has symptoms of COVID-19 or has tested positive (unless they have completed the required self-isolation period).
  • Employees are provided with face coverings to be worn at all times, apart from when they are on a break and seated at a table to eat or drink.
    • The face covering is CE marked and tested to EN 14683 (Type 1).
    • Training is provided on the correct way to put on the face covering and how to dispose of it

Risk Assessments (equipment & procedures).

  • A designated bin is provided for disposal with a bin liner that is sealed for final disposal.
  • A poster is displayed as a reminder of these procedures.
  • Employees in customer-facing roles where it is not possible to provide a fixed Perspex screen are required to wear a visor (face shield) in addition to a face covering, e.g. Door Coordinator.
  • Employees wearing face coverings may experience fatigue more quickly than usual and this will be monitored – job rotation and/or additional short breaks may be required.
  • Contractors and other visitors working in the restaurant are provided with health guidance and their temperatures are checked. Face coverings will be provided if the contractor/visitor does not supply their own (health and security exemptions apply).
  • If any employee finds that the return to work creates stress or anxiety, they should speak with their manager, and have access to independent and confidential advice through the Employee Assistance Program (see intranet for details).
  • We will continue to communicate to employees direct and through channels, including direct communication from the Franchisee or manager.

Enhanced Hygiene

  • There is increased cleaning and sanitising of all touch points and surfaces.
  • Disposable gloves (blue polythene) are used by those employees working in the Service area who may potentially come into contact with couriers or customers. Any employees considered as food handlers (preparing food or drink) will not come into contact with couriers or customers and will not wear the blue gloves for hygiene reasons.
  • Each restaurant has access the The Dirty Food Company intranet containing detailed reference material and guidance on operational procedures introduced or amended as part of our COVID controls.
  • Separate Workbooks detail the safeguards and procedures for each of the service channels as these are gradually added, for example as we add Dine In service each restaurant receives detailed safety and operational guidance.
  • We have worked closely with our Delivery partners (Uber Eats, Deliveroo and Just Eat) on courier appearance, hand hygiene, bag cleanliness.
    • o Couriers are limited to one section of the Dining Area.
    • o Hand sanitiser and cleaning equipment is provided.
    • o Couriers have access to toilet and hand washing facilities, even where those may be closed to customers.

Summary of other additional hygiene measures:

  • Handwashing with anti-microbial soap has been increased to at least every 30 minutes for all employees – a hand washing procedure poster is displayed.
  • Hand sanitisers are provided (over 60% alcohol or equivalent non-alcohol).
  • Paper towels are used for hand drying in place of warm air dryers in kitchen areas.
  • Customer accessible toilets may be used for additional employee hand washing (if needed for a customer then area is fully sanitised before next use).
  • Employees use separate toilet facilities to customers, couriers or other visitors.
  • Internal doors held open where safe to do so (not fire doors) to reduce contact with door handles.
  • Employees are provided with additional guidance on uniform washing.

Operations & Social Distancing

We are taking all reasonable steps to maintain a 2 metre distance in our workplace for employees, customers and contractors.

Where employees cannot be 2 metres apart, we are mindful of the ‘1 metre with risk mitigation’ guidance (where applicable) and are doing everything practical to manage the risk of transmission, including the measures summarised below.

We have considered and taken into account the legislation and guidance applicable to Ireland and each of the UK nations, including social distancing legislation for Wales.

We have made a number of changes to the way we operate to reduce the number of employees on shift at any one time, and to allow effective social distancing at all times, including offering a reduced menu to simplify operational procedures and asking customers to pay by card where possible.

Customers and Customer Areas.

  • The number of customers and delivery couriers entering the restaurant for takeaway orders will be limited depending on the layout of the restaurant and managed by Customer Coordinators to maintain social distancing. The same will apply to queues outside the building.
  • Floor decals and posters will be used to assist spacing of customers and adherence to social distancing. Customer Coordinators will remind customers of social distancing requirements if needed plus recorded reminder announcements automatically played at regular intervals.
  • Hand sanitiser is available near the entrance for customers and couriers. In addition, Customer Coordinators will remind customers of the need to wear a face covering, unless exempt. N.B. In line with legislation, we will not ask for any proof or evidence from customers of exemption.
  • Where a Dine In service is permitted and offered, the flow of customers into the restaurant is controlled and the occupancy levels have been reduced by removing some tables and seating from use. Screens are used to separate tables in use that are closer than 2 metres. Customers are asked to provide contact details in accordance with government guidelines (see Contact Tracing section of this risk assessment). Tables are sanitised after every use.
  • Where required by local / national restrictions, we will make customers aware of the maximum numbers of customers permitted to sit together and number of households. N.B. We will limit numbers per table, but are not required to ask for proof of household membership.

New ‘contact-free’ service procedures apply:

  • For couriers collecting orders from a dedicated location within the restaurant.
  • At the Front Counter where orders are handed out without contact for Take Away customers.
  • For Dine In customers (where this is permitted) all food and drink will be taken to the seated customer(s) using a plastic tray, this is held out at arm’s length by the employee so the customer can remove the cups and bagged food from the tray without coming into contact with the employee. The tray is sanitised after use if touched by the customer.

Kitchens and Employee Areas

  • Free-standing and fixed Perspex screens will be used where possible to divide kitchen and service areas and aid social distancing, including:
    • Full height screens in kitchens to separate work spaces where possible – these are movable if needed and have been approved by our Primary Authority for fire safety
    • Counter / table-top screens with a gap to allow items to be passed through.
  • Floor markings will be used in addition to the Perspex screens in the kitchen.
  • In limited locations within the kitchen, 2 employees will work ‘facing away’ rather than being separated by a screen – this is in accordance with government guidance including: UK: Working safely during COVID-19 in restaurants offering takeaway or delivery Ireland: Work Safely Protocol.
  • We have made changes to staff roles and responsibilities to minimise need for staff to move out of position.
  • Staff breaks will be staggered to ensure continued social distancing.
  • There will be a ‘one person only’ rule for small areas, e.g. Changing Rooms and smaller storage areas where space does not allow adequate distancing and screens cannot be fitted . Posters are provided as reminders for any small areas.
  • Good airflow and ventilation are factors in the control of COVID-19. All parts of the restaurant are equipped with a highly specified Heating Ventilation and Air Conditioning (HVAC) system and this is further enhanced by a Kitchen Extract system fitted over each grill and fryer station.
  • All deliveries of food, packaging, cleaning supplies, etc. are provided by our distribution company, Martin Brower. We have worked with them to develop contact free procedures for deliveries and adapted our delivery procedures. A poster is provided as a reminder and is displayed in the delivery / storage area.
  • Items such as pens must not be shared between individuals, equipment such as headsets on the Drive Thru are cleaned with a sanitiser wipe between use.
  • First aid guidance for our first aiders has been updated with additional safeguards.
  • Shift Managers will have a primary role of checking hygiene and ensuring full implementation of social distancing on each shift. They will be assisted in this role by allocated ‘Wellness Managers’.
  • We will communicate to customers that the service may not be quite as quick as it was before, and reinforce with managers that we will not compromise hygiene, safety or social distancing.

Contact Tracing

As and when ‘dine in’ service is permitted the following will apply:

  • We will encourage all ‘dine in’ customers to provide details as required by legislation in respective parts of the UK and we are committed to fully cooperate with the various public health and law enforcement agencies.
  • Customers eating at the restaurant are asked to complete an online form using the QR code provided at conspicuous locations on entry to the restaurant and in the seating area.
  • In England, customers may provide their contact details by using the Covid-19 QR code.
  • We can assist any customer having difficulties recording their contact information, or do this on their behalf if required.
  • On request from an appropriate authorised agency we will provide this information without delay.
  • Full details are kept for all employee work rotas detailing exact start and finish times in the event this information is required for contact tracing purposes. Information is also available for any contractors or visitors to the restaurant.
  • In the event that a customer, contractor or employee tests positive for COVID-19 the full details will be gathered and considered by a dedicated Covid Response Team to provide advice in accordance with the applicable government guidance. Where necessary we will inform and fully cooperate with the appropriate health agencies. This is detailed in a separate Outbreak Management Plan.

Case & Outbreak Management

In the event of an employee testing positive for coronavirus they will need to self-isolate for 10 days.

There is detailed guidance available on the Covid Resource Hub of the intranet, including how to decide whether the employee worked during their infectious period and whether any other employees may be considered as ‘close contacts’ and also need to self-isolate.

The guidance will assist in determining if any additional cleaning is required. This may be cleaning using a specialised anti-viral chemical, or a clean by means of electrostatic fogging.

A central COVID Response Team (CRT) monitors all positive cases and will provide advice should any restaurant experience multiple positive test. The CRT will notify the appropriate public health bodies where required. More information is available to Public Health authorities on request.

Review

This risk assessment will remain under frequent review and will be revised as necessary, taking into account changes in government guidance or our experience of operating the many new and revised procedures introduced to minimise risks associated with COVID-19.

Where localised restrictions are introduced that impact the operation of our restaurants in a particular area, we will communicate additional information and guidance to these restaurants.

Lewis Lewis & Seng Koh
CO-FOUNDERS, The Dirty Food Company Limited