How to Decide on the Right First Aid Arrangements for Your Workplace: A Guide to UK Legislation

Ensuring proper first aid arrangements is a cornerstone of workplace safety. For employers in the UK, understanding and complying with first aid requirements under the Health and Safety (First-Aid) Regulations 1981 is essential. These regulations mandate that all employers assess their workplace needs and put suitable first aid provisions in place. Proper first aid measures not only meet legal obligations but also protect the health and well-being of everyone on site by ensuring prompt treatment during emergencies.

In this blog, we’ll walk you through the steps to determine the correct first aid arrangements for your workplace under UK legislation.

1. Understand Your Legal Obligations

In the UK, the Health and Safety (First-Aid) Regulations 1981 require employers to:

• Provide adequate first aid equipment and facilities.
• Ensure an appropriate number of trained first aid personnel are available during working hours.
• Conduct a first aid needs assessment to determine specific first aid requirements based on the workplace environment, nature of work, and workforce size.

The aim of these regulations is to ensure that employees receive immediate attention if they are injured or become ill at work. Compliance with these requirements also helps to minimise the severity of injuries and can potentially save lives.

2. Conduct a First Aid Needs Assessment

A needs assessment is the starting point for creating suitable first aid arrangements. This assessment considers factors such as workplace hazards, employee numbers, and access to emergency services. Here’s how to conduct a thorough assessment:

Identify Potential Hazards

Consider the specific risks associated with your industry. For example:

• Manufacturing and construction sites may face risks of cuts, burns, or falls, which require more extensive first aid provisions.
• Offices may have lower risks but should still prepare for minor injuries or health incidents.
• Note any hazardous equipment or materials used in the workplace, such as machinery, chemicals, or electrical systems.

Consider the Size and Layout of the Workplace

• Large sites or multi-floor buildings may need multiple first aid stations or personnel to cover different areas effectively.
• Remote or isolated areas within the workplace may also require additional provisions.

Review Workforce Size and Shifts

• For larger teams, it’s important to ensure adequate coverage across all shifts. The Health and Safety Executive (HSE) recommends at least one first aider per 50 employees in lower-risk environments.

Evaluate Employee Health Needs

• Consider any specific health requirements among employees, such as allergies, pre-existing conditions, or disabilities that may require particular first aid provisions.

Account for Remote Locations or Long Response Times

• If your workplace is far from emergency medical services, you may need to provide additional training and equipment to manage emergencies until help arrives.

3. Determine the Number and Type of First Aid Personnel Required

Based on the needs assessment, you’ll need to decide on the number and level of training required for your first aiders. In the UK, there are two main levels of workplace first aid training:

1. First Aid at Work (FAW)

• FAW is a comprehensive, three-day course covering a range of potential injuries and illnesses, including life-threatening conditions. FAW-trained first aiders are qualified to handle a variety of emergencies and provide more advanced care.
• FAW-trained personnel are ideal for higher-risk workplaces, such as construction sites or manufacturing plants.

2. Emergency First Aid at Work (EFAW)

• EFAW is a one-day course focused on basic first aid and emergency responses, including CPR and treating minor injuries.
• EFAW-trained personnel are suitable for low-risk workplaces, like offices or retail settings.

In many cases, a combination of FAW and EFAW-trained personnel may be appropriate, especially in workplaces with mixed levels of risk.

4. Stock the Right First Aid Equipment and Supplies

Your needs assessment should guide the type and amount of first aid equipment required. The HSE does not specify exact contents for a first aid kit, allowing you to tailor it to your workplace’s needs. However, it’s generally recommended to include:

• Basic First Aid Supplies: Dressings, bandages, adhesive tape, antiseptic wipes, scissors, gloves, and a resuscitation face shield.
• Specialised Items: Depending on your risk assessment, additional items like eyewash, burn dressings, or an automated external defibrillator (AED) may be necessary.
• Easily Accessible and Clearly Marked Kits: Place kits in accessible locations, and mark them clearly to ensure they can be quickly located in an emergency.

You may also want to prepare additional kits if your workplace has multiple levels, departments, or areas where employees work in isolation.

5. Establish Clear Reporting and Record-Keeping Procedures

Accurate records of all first aid incidents are essential for compliance and for identifying potential safety issues. These records should include:

• Details of the Incident: What happened, when, and where.
• Treatment Administered: What type of treatment was given and who provided it.
• Follow-Up Actions: Note any additional steps taken, such as referrals to medical professionals or modifications to work processes.

By documenting incidents, you can identify patterns or recurring issues, allowing you to adjust safety protocols or first aid provisions as necessary.

6. Train Employees and Promote First Aid Awareness

Training shouldn’t be limited to designated first aiders. Educating all employees on basic first aid practices and how to respond in emergencies can make a significant difference in response times and outcomes. Key points include:

• Where to Locate First Aid Kits: Ensure all employees know where first aid kits are located.
• Who the First Aiders Are: Display a list of trained first aiders and their contact information in accessible areas, like break rooms or near first aid kits.
• How to Report an Emergency: Provide instructions on whom to contact and what information to provide during a medical emergency.

You may also want to conduct regular drills and training refreshers to maintain awareness.

7. Regularly Review and Update Your First Aid Arrangements

First aid requirements may change as your business evolves, so it’s essential to regularly review and update your arrangements:

• Annual Reviews: Conduct a formal review at least once a year to ensure first aid provisions are still appropriate for your workplace needs.
• Following Major Changes: Update your assessment if there are significant changes, such as new equipment, an increase in staff, or a move to a new location.
• After an Incident: Evaluate the effectiveness of your response after any significant incident and update protocols if necessary.

This proactive approach will help keep your first aid measures relevant, effective, and compliant with legal standards.

Conclusion

By following UK guidelines and conducting a thorough first aid needs assessment, you can implement effective, compliant first aid arrangements that protect your employees and prepare your workplace for emergencies. Providing adequate training, resources, and regular reviews not only meets legal obligations but also reinforces a culture of safety and care within your organisation.

Ultimately, investing time in the right first aid arrangements is an investment in your employees’ well-being and a critical step toward creating a safe and resilient workplace.

Getting Started

As you have no doubt deduced this is no small undertaking and that’s where we can help. We offer a range of training courses and consultation services that will quickly bring you up to speed and make your workplace safer.

• • • Talk to us now – All our contact details can be found here, one of our expert Health and Safety consultants are on hand to provide you with advice on how to complete your first aid risk assessment.
    • We have a range of E-learning courses available to help you develop health and safety in your business specifically:
    • Emergency First Aid at Work – Online Annual Refresher
    • Working Safely