First Aid Needs Assessment: How Many Aiders?

Every employer has a legal duty to provide adequate first aid provision for their employees. But what does "adequate" actually mean for your workplace? The answer isn't the same for everyone—a construction site has very different needs from a small office.

This is where a first aid needs assessment comes in. It's your systematic way of working out exactly what first aid arrangements you need to put in place, from how many trained first aiders to how many first aid kits.

Getting this right protects your people and keeps you on the right side of the law. Getting it wrong could mean someone doesn't get the help they need in an emergency.

The Legal Requirement

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

• Adequate and appropriate equipment, facilities, and personnel to enable first aid to be given to employees if they are injured or become ill at work
• Information to employees about first aid arrangements
• First aid provision for non-employees (the extent depends on your circumstances)

The HSE can prosecute employers who fail to provide adequate first aid provision, with penalties including unlimited fines. More importantly, inadequate provision could mean delayed treatment in an emergency, potentially turning a minor incident into something far more serious.

What Is a First Aid Needs Assessment?

A first aid needs assessment is your evaluation of what first aid arrangements your workplace needs. It considers your specific circumstances—your work activities, hazards, workforce, and location—to determine:

• How many first aiders you need
• What level of training they require (First Aid at Work or Emergency First Aid at Work)
• Whether you need appointed persons to cover absences
• What first aid equipment and facilities you need
• Where first aid equipment should be located

The assessment should be documented, reviewed regularly, and updated whenever circumstances change.

Factors to Consider in Your Assessment

Your assessment needs to consider multiple factors. Work through this checklist systematically:

Nature of Work and Workplace Hazards

Consider:

• What work activities take place?
• What machinery or equipment is used?
• Are there any hazardous substances?
• Do you have any specific risks (working at height, confined spaces, lone working)?
• What injuries have occurred in the past?

Size and Distribution of Your Workforce

• How many employees do you have?
• Are they all in one location or spread across multiple sites?
• Do you have different floors or separate buildings?
• Can a first aider reach someone quickly from anywhere on site?

Work Patterns and Shift Arrangements

• Do you operate shifts? If so, each shift needs adequate first aid cover
• Do employees work alone or remotely? Lone workers need alternative arrangements
• Are there times when employee numbers fluctuate significantly?
• Do you have part-time staff or variable patterns?

Absence and Leave Arrangements

First aiders take holidays, go on training courses, and sometimes call in sick. Your assessment must account for this:

• Train enough first aiders so you always have adequate cover
• Consider using appointed persons to cover absences
• Ensure all shifts have cover even when first aiders are absent

Location and Access to Emergency Services

• How far are you from emergency medical services?
• How long would an ambulance take to reach you?
• Are there any access issues (remote location, difficult access, security delays)?
• Do you have employees working away from the main workplace?

Rural or remote locations may need more first aiders with higher levels of training because professional medical help will take longer to arrive.

Accident and Ill-Health History

Review your accident records:

• What injuries have occurred in the past three years?
• How often do accidents happen?
• What types of incidents are most common?
• Have there been any near-misses that could have resulted in injury?

Employees with Disabilities or Health Conditions

• Do you have employees with specific health conditions that may require first aid?
• Are there any employees who may need special assistance in an emergency?
• Do any employees have medical conditions that first aiders should be aware of?

Work with Members of the Public

If your employees work with members of the public, you have a duty to make provision for them too:

• Retail shops, schools, care homes, and leisure facilities should consider public first aid needs
• You may need additional first aid provision beyond employee needs
• Consider whether your insurance requires specific provision for public safety

How Many First Aiders Do You Need?

There's no definitive legal minimum, but the HSE provides suggested numbers based on risk level and workforce size. Use these as a starting point, then adjust based on your specific circumstances.

HSE Suggested Numbers

Adjusting for Your Circumstances

Increase numbers if:

• You operate shifts (each shift needs adequate cover)
• You have multiple buildings or widespread sites
• You're in a remote location far from emergency services
• Your accident history shows frequent injuries
• You have hazardous work activities
• You have vulnerable workers or specific health needs

You might reduce numbers if:

• You're very close to emergency services (but never below one qualified person)
• Your work is very low risk with minimal hazards
• You have a strong safety record with very few incidents

First Aid Training: FAW vs EFAW

There are two main levels of workplace first aid training, each suited to different risk levels.

Requalification and Refresher Training

First aid certificates expire after three years. First aiders must complete requalification training before their certificate expires to remain qualified.

Additionally, the HSE recommends annual refresher training to keep skills current, though this isn't a legal requirement.

Appointed Persons

An appointed person is not a trained first aider. They're someone you designate to:

• Take charge when someone is injured or falls ill
• Call an ambulance or other emergency services
• Look after first aid equipment

You might use appointed persons:

• In very low-risk workplaces where a trained first aider isn't necessary
• As backup when qualified first aiders are absent
• To provide additional cover across large sites

Training for appointed persons typically covers:

• Understanding their role and responsibilities
• How to assess a situation
• When and how to call emergency services
• Basic infection control
• Maintaining first aid supplies

While not legally required, training appointed persons is good practice and typically takes half a day.

First Aid Equipment Requirements

First Aid Kits

The minimum contents of a first aid kit aren't specified in law, but the HSE recommends kits contain:

• A leaflet giving general guidance on first aid
• Individually wrapped sterile plasters (assorted sizes)
• Sterile eye pads
• Individually wrapped triangular bandages (preferably sterile)
• Safety pins
• Medium sized individually wrapped sterile unmedicated wound dressings
• Large individually wrapped sterile unmedicated wound dressings
• Disposable gloves

How Many First Aid Kits?

As a minimum:

• At least one first aid kit per workplace
• Additional kits for higher-risk areas
• Kits in locations easily accessible from all work areas
• Travelling first aid kits for employees who work away from base
• Personal kits for lone workers

Higher-risk workplaces or those with more employees will need more kits and may need additional supplies beyond the basics.

Other First Aid Equipment

Depending on your assessment, you may also need:

• Eye wash station: Essential where there's risk of chemical splashes or foreign bodies in eyes
• Burns kit: Additional dressings and cooling supplies if burn risks exist
• AED (Automated External Defibrillator): Increasingly common, especially in public-facing venues or remote locations
• First aid room: Required for larger workplaces or higher-risk activities
• Resuscitation equipment: May be needed in specific circumstances

Maintaining First Aid Equipment

Someone (often an appointed person or first aider) should be responsible for:

• Checking kit contents regularly and restocking as needed
• Ensuring items are in date and not damaged
• Keeping kits clean and properly stored
• Recording checks and restocking

Check kits at least quarterly, more frequently in busy or high-risk workplaces.

Recording Your First Aid Needs Assessment

Document your assessment in writing. This serves several purposes:

• Provides evidence that you've met your legal duty
• Creates a baseline for future reviews
• Helps communicate first aid arrangements to employees
• Supports decision-making about resources and training

Your documented assessment should include:

1. Date of assessment and who conducted it
2. Factors considered: workforce size, hazards, location, shift patterns, accident history
3. Findings: what your assessment identified
4. Decisions made:
   • Number and level of first aiders required
   • Number and location of first aid kits
   • Any additional equipment or facilities needed
5. Implementation plan: how and when you'll put arrangements in place
6. Review date: when you'll next review the assessment

When to Review Your Assessment

Your first aid needs assessment isn't a one-time task. Review it regularly and whenever circumstances change:

Scheduled Reviews

• Conduct a full review at least annually
• More frequent reviews for higher-risk workplaces or those with changing circumstances

Trigger Events for Review

Review your assessment whenever:

• You change work activities, processes, or equipment
• You introduce new hazards or substances
• Your workforce size changes significantly
• You change locations or expand to new sites
• You change shift patterns or working hours
• An accident occurs that your current arrangements struggled to deal with
• First aiders leave and aren't replaced
• Emergency services access or availability changes
• You receive feedback that first aid provision is inadequate

Communicating Your First Aid Arrangements

Once you've completed your assessment and put arrangements in place, make sure everyone knows:

• Who the first aiders and appointed persons are (with photos if possible)
• Where first aid kits are located
• What to do in an emergency
• How to contact emergency services
• Any specific procedures for your workplace

Display this information prominently:

• On notice boards in common areas
• Near first aid equipment
• In employee handbooks or induction materials
• On your intranet or internal communications

Consider:

• Distinctive identification for first aiders (badges, hi-vis vests, ID cards)
• Clear signage for first aid stations and equipment
• Specific emergency contact numbers displayed prominently
• Language considerations if you have non-English speaking employees

Getting Started with Your Assessment

If you haven't conducted a first aid needs assessment yet, or it's been a while since your last review, here's how to begin:

1. Gather information: Collect data about your workforce, activities, hazards, and accident history
2. Work through the factors: Use the checklist in this article to consider each relevant factor
3. Determine your needs: Use the HSE guidelines as a starting point and adjust for your circumstances
4. Document your decisions: Write up your assessment with clear rationale for your decisions
5. Implement arrangements: Arrange training, purchase equipment, assign responsibilities
6. Communicate: Make sure everyone knows the arrangements
7. Set review date: Decide when you'll next review (at least annually)

Don't overcomplicate it. For a small, low-risk workplace, your assessment might be straightforward. For larger or higher-risk operations, take the time to be thorough.

Get Your Template

Summary

A first aid needs assessment is your legal obligation and your practical route to ensuring adequate first aid provision. While the regulations don't specify exact numbers or arrangements, they require you to assess your specific circumstances and make adequate provision.

Consider your hazards, workforce, location, and working patterns. Use the HSE guidelines as a baseline, then adjust for your situation. Document your assessment, implement the arrangements, and review regularly.

Getting first aid provision right means someone gets the help they need quickly if something goes wrong. That's worth the time invested in a proper assessment.