Purpose and Scope
This policy sets out first aid arrangements at [Organisation Name]. It covers [Site Location(s)], off-site staff, and lone workers. It applies to all employees and details the assistance available to visitors and contractors on site.
Under the Health and Safety (First-Aid) Regulations 1981, [Organisation Name] provides adequate equipment, facilities, and trained personnel so employees receive immediate first aid if injured or taken ill at work.
Working through related paperwork at the same time? See also our US First Aid Policy Template, Accident & Incident Reporting Procedure Template and NY Retail Worker Safety Act Policy Template.
Policy Statement
[Organisation Name] maintains first aid personnel, equipment, and facilities matched to its first aid needs assessment. Cover is active during all operational hours, including early, late, and weekend shifts.
First Aid Needs Assessment
[Role] establishes site requirements through a needs assessment completed on [Date]. The assessment evaluates:
- Workplace hazards (including machinery, manual handling, chemicals, or kitchen operations).
- Peak and off-peak staff headcount.
- Site layout, remote working, and lone working conditions.
- Shift patterns and cover for planned or unplanned absences.
- Distance and response times of local emergency services.
This assessment sets the required number of trained first aiders, qualification levels, kit locations and quantities, and specialist equipment such as defibrillators, eye wash stations, or burn kits. [Role] reviews the assessment [Frequency], or whenever headcount, hazards, or premises change.
Roles and Responsibilities
- Trained First Aiders: Employees holding valid first aid certification. Names and photographs are posted on first aid notice boards at [Location].
- Appointed Persons: Designated staff ([Role]) who oversee first aid arrangements and call emergency services if a trained first aider is unavailable or unneeded.
- Shift and Absence Cover: Rota managers ensure at least [Number] trained first aider(s) or appointed person(s) are on duty during all working hours, including leave periods.
- Training Management: [Role] tracks certificate expiry dates and schedules requalification training before cards expire.
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Equipment and Facilities
- First Aid Kits: Located at [Location]. Mobile or vehicle kits are assigned to [Location/Vehicle Details].
- Inspection and Maintenance: [Role] inspects and restocks kits [Frequency] against the contents list inside each box, logging every check.
- Additional Equipment: Specialist equipment, such as automated external defibrillators or eye wash stations, is staged at [Location] and inspected [Frequency].
- Medication Policy: Kits must never contain tablets or medication. First aiders do not administer medication, but may help an individual self-administer their own prescribed medication when appropriate.
Incident Response Procedure
- Make the immediate area safe before approaching the casualty.
- Contact the nearest first aider or appointed person via [Contact Method].
- The first aider assesses and treats the casualty within the limits of their training. If in doubt about the severity, call emergency services immediately.
- When calling emergency services (999), give the full address ([Site Address]) and designated access point. Send someone to meet the responders at the entrance.
- Notify the casualty’s emergency contact where appropriate, using records in [System Name].
- Log an incident report on the same day. Preserve any physical evidence related to the cause for subsequent review.
Recording and Reporting
Log every incident requiring first aid in [Accident Book / System Name] on the day it happens. Records must include:
- Full name of the affected individual.
- Date, time, and exact location of the incident.
- Nature of the injury or illness.
- First aid treatment provided and who administered it.
Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR):
- [Role] evaluates all incident records to identify reportable events.
- Report workplace fatalities and specified major injuries to the enforcing authority immediately.
- Report incidents causing a worker to be incapacitated from their normal duties for more than seven consecutive days within 15 days.
- Store all incident records containing personal data securely, restricting access to authorised personnel only.
Records and Policy Review
Keep first aid needs assessments, training certificates, kit inspection logs, and incident records in [System / Storage Location]. Retain these records for [Retention Period].
[Role] owns this policy and reviews it [Frequency], after any serious workplace incident, or whenever the first aid needs assessment changes.
Next review due: [Date]
FAQs on a first aid policy and procedure
What is a first aid policy and procedure?
A first aid policy and procedure sets out first aid arrangements at your organisation. It covers your site, off-site staff, and lone workers.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a first aid policy and procedure include?
This template covers first aid needs assessment, equipment and facilities, incident response procedure and recording and reporting.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a first aid policy and procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.