The Health and Safety (First Aid) Regulations 1981 require all employers to have facilities for the provision of first aid in their workplace. Employers have a general duty to provide facilities and equipment that are adequate and appropriate to enable first aid to be given to their employees if they are injured or become ill at work.

Assessing first aid needs

The starting point in considering what is adequate and appropriate is for an employer to assess first aid needs. Factors to consider are:

• the nature of the workplace - what are the hazards? What is the exposure of employees to these hazards?
• the size of the organisation;
• the types of accidents or incidents that have previously occurred in the organisation;

• the location and nature of the tasks employees undertake; for example, whether employees work alone or travel; and
• whether the workplace is shared with other organisations.

There is no legal requirement to record the assessment of first aid needs in writing. However, it may be good practice to do so as this would serve as evidence to show measures taken were adequate and appropriate. The assessment of first aid needs is part of the general risk assessment process which is required under the Management of Health and Safety at Work Regulations 1999.

Informing employees

Employers have a duty to inform their employees of the first aid arrangements in the workplace. This includes the location of equipment, facilities and personnel. An easy way to do this is to post first aid arrangements on prominent notice boards throughout the workplace. Updates of first aid facilities should also be provided at appropriate employee meetings. When new employees join the organisation they should be informed of first aid arrangements as part of their induction.

Training first aiders

An employer should appoint an adequate and suitable number of employees to be qualified first aiders. To qualify, first aiders have to attend an approved course and obtain a first aid certificate. A first aid certificate is valid for three years. There are organisations approved by the Health & Safety Executive that run first aid courses. A list of first aid competencies is set out in the approved code of practice for the first aid regulations.

Additional specific training may be undertaken if the workplace has unusual risks or hazards. Employers should have a programme for arranging refresher training on the expiry of first aiders' certificates.

Numbers of first aiders

There is no legal requirement for an employer to have a specific number of first aiders. The number of first aiders should be based on the assessment of first aid needs. Suggested numbers are as follows:

• for a low-risk workplace such as shops and offices with fewer than 50 employees, at least one person appointed to take charge of first aid arrangements
• 50-100 employees: at least one qualified first aider
• more than 100 employees: one additional qualified first aider for every 100 staff.

Where an assessment of first aid needs identifies that a first aider is not necessary, an employer must still appoint a person to take charge of first aid arrangements. This includes organising equipment and facilities and calling emergency services when required. The appointed person is the minimum requirement an employer can have in the workplace. Appointed persons are not first aiders and therefore should not give first aid unless they have the relevant training.

Record keeping

It is good practice to keep records of incidents where a first aider has given assistance to an employee. For example, such details can be recorded in the accident book. The information recorded should include specifically:

• the date, time and place of the incident;
• the employee's name and job title;
• a description of the injury, illness and treatment given;
• what happened to the employee after the treatment; and
• a record of the first aider who dealt with the incident.

The HSE launched a new accident book (B1510) in 2004. The book allows accidents to be recorded, but individuals' details can be held separately in a secure location. This has been introduced to comply with data protection requirements.

First aid equipment

First aid equipment should be suitably stocked, replenished and located in an identifiable container and place in the workplace. There is no mandatory list of what should be included and depends on the needs which have been assessed. First aid kits should be inspected and replenished on a routine basis. Catering activities are likely to result in first aid treatment being required for burns and cuts. First aid equipment in catering establishments should therefore have more supplies of such items.

First aid rooms

In high risk operations, an employer should make a room available for the provision of first aid in the workplace. Such a room must be adequately equipped.

Roy Tozer is a Partner in the Regulatory Group of DLA Piper Rudnick Gray Cary UK LLP. roy.tozer@dlapiper.com


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