Appointed First Aiders: Roles, Training & Legal Duties

  • 4 min reading time

Every UK workplace must make sure someone is ready to take charge of first aid arrangements. But what exactly is an appointed first aider — and how is this role different from a trained first aider? This guide explains the legal requirements under UK law, what appointed persons can and can’t do, and how to ensure your workplace stays compliant.

What Is an Appointed First Aider?

An appointed first aider (also called an appointed person) is a member of staff chosen to take charge of first aid arrangements in the workplace. This includes looking after equipment, calling emergency services, and ensuring the kit is properly stocked — but does not always require full first aid training.

Related reading: How Many First Aid Kits Does a Workplace Need? and First Aid Signage Requirements.

Key Responsibilities of an Appointed Person

Responsibility What It Involves Legal Requirement
Managing first aid equipment Checking first aid kits regularly, replacing expired items, keeping records. Required under HSE workplace guidance (Reg. 3, First-Aid Regulations 1981)
Arranging first aid cover Ensuring someone is always available during working hours or shifts. Legal duty for all employers, regardless of size or industry
Calling emergency services Taking charge if an incident occurs, calling 999 or 112, and providing details. Required if no trained first aider is present
Maintaining records Filling out accident books or digital reports, and recording treatments or incidents. Encouraged for compliance with RIDDOR and HSE recordkeeping
Communicating safety information Informing staff about kit locations, signage, and emergency procedures. Supports HSE guidance and employee safety awareness

Appointed Person vs Trained First Aider

These two roles are often confused, but they’re not the same. Here’s how they differ:

  • Appointed Person: Handles first aid arrangements but may not have practical first aid training.
  • Trained First Aider: Has completed an accredited course (e.g. Emergency First Aid at Work or First Aid at Work) and can give medical assistance.

In small, low-risk workplaces, having an appointed person is often enough. In higher-risk environments like construction or manufacturing, trained first aiders are required under HSE guidance.

Training and Certification

  • Emergency First Aid at Work (EFAW): 1-day course covering CPR, bleeding control, and basic life support.
  • First Aid at Work (FAW): 3-day course including more advanced techniques and incident management.
  • Training must be HSE-approved or Ofqual-accredited and renewed every 3 years.

Legal Duties Under UK Law

The Health and Safety (First-Aid) Regulations 1981 require every employer to:

  • Conduct a workplace first aid risk assessment.
  • Provide adequate and appropriate first aid equipment, facilities, and personnel.
  • Appoint a responsible person when trained first aiders are not required.

Failure to meet these requirements can lead to enforcement action or fines from the HSE.

Best Practice for Employers

  • ✅ Display first aid signage and kit locations clearly.
  • ✅ Keep all training certificates and expiry dates on record.
  • ✅ Provide refresher training every 12–18 months.
  • ✅ Keep multiple appointed persons for shift work or large sites.

Appointed First Aiders — FAQ

Is every workplace legally required to have an appointed person?
Yes — under UK law, every workplace must designate at least one person to take charge of first aid arrangements, even in low-risk offices.
Can an appointed person give first aid?
They can call for help and manage equipment but should not administer first aid unless trained. Only qualified first aiders should treat injuries.
What training should appointed first aiders have?
Basic awareness is acceptable, but completing an accredited Emergency First Aid at Work (EFAW) course is strongly recommended.
How many appointed persons do we need?
At least one per site or per shift. Larger or higher-risk workplaces should have multiple trained first aiders and backup appointed persons.
How often should training be renewed?
Formal certification lasts 3 years, but refresher sessions every 12 months help maintain confidence and competence.
Who checks first aid kits — the appointed person or trained first aider?
Either can do it, but the appointed person is typically responsible for ensuring kits are stocked and inspected regularly.

 

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