Setting up a remote workspace and ordering furniture

Setting up a workspace

If you regularly work from home, you can order office furniture and equipment to allow you to work safely and comfortably. ​This includes things like a monitor, an office chair, a desk and a keyboard.

You can order:

• home office furniture from Banner which can be accessed via My Oracle. Select 'procurement', then 'purchase requisitions' and then select 'Banner Stationery Punch-out'
• IT equipment from XMA which can be accessed via My Oracle. Select 'procurement', then 'purchase requisitions' and then select 'XMA IT Peripherals Punch-out'

You may be able to apply for replacement items if your equipment breaks or is no longer fit for purpose. You'll need to make sure any equipment you get is carefully treated and maintained when needed.

Personal devices 

Tech Services will not be able to offer support or maintenance for IT equipment not owned or bought by the council. 

If you need special equipment  

You may have special equipment, for example, voice-activated software or a special chair, as a result of an occupational health recommendation or an equipment assessment. You wi​ll continue to get this as part of our obligation to make sure that reasonable adjustments are made for employees with a disability.  

You and your manager can agree which location this equipment should go depending on where you work and what you do. You may be asked to take an additional assessment. Find out more about applying for equipment through Access to Work.

Risk assessments   

You cannot start working from home until you get an assessment of your: 

• main remote workspace 
• individual and equipment needs

You will need to complete a Display Screen Equipment (DSE) assessment (HSP 9.01 Working with DSE) each year or more regularly if there are changes in your remote working arrangements, like moving home.

Working alone  

Time spent working alone will be considered as part of your risk assessment.   

There may also be risks to assess if you travel and carry equipment around to different locations. You and your line managers should establish measures for verifying your safety and where you are. 

Setting up a workstation at a council location 

Our flexible working and hot-desk workstations allow you to set up your workspace according to your existing requirements.  

You should feel confident in setting up any workstation correctly and identify any specific issues or considerations. ​If you are working in environments or using equipment that varies significantly, you may need a further assessment. 

You should review the guidance on Sharing flexible workspaces​.

Getting help with technical equipment  

We will loan you any essential equipment you need for your role, like a laptop. 

This will remain our property. We will cover any costs associated with maintaining or repairing it.  

You will need to take reasonable care of the equipment and make sure it is safe. You must make sure that it is only used by you and in line with Tech Services security policies.

If your equipment needs repairing  

If your laptop or other technical equipment needs to be repaired and cannot be fixed remotely, you may need to return your equipment to us. You, your manager and Tech Services will determine the best way to do this.  

You might need to make alternative arrangements with your manager so you can continue to work. This could include working from a council building until your new equipment arrives. 

If you're given equipment for working remotely, for example a laptop, you're expected to take that equipment wherever you need it. You will be given one set of equipment, unless you need more in exceptional circumstances.

Portable appliance testing  ('PAT testing')

Some electrical items, such as laptops, need regular portable appliance testing (PAT). You'll be notified when your equipment is due for testing.  

We expect you to coordinate the PAT testing of your equipment with a visit to your admin base or a main council building. If that's not possible, you and your manager can make other arrangements. 

If you decide to leave the council

Any equipment loaned to you, must be returned if you leave or you're transferred to a different role that does not allow you to work remotely. 

Donate your unwanted home office furniture

If you no longer need a desk or chair that the council provided to enable you to work from home, you may wish to donate these items to charity. See the page on what to do if you are leaving the council to find out more.