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The Highland Council, Corporate Services,
        Health and Safety Team


1    Summary                                                               2

2    Introduction                                                          2

3    Legislation                                                           3

4    Responsibility for the provision of first-aid                         3

5    Selection of First-aider                                              4

6    Definition and role of the First-aider                                5

7    Selection of Appointed Person                                         6

8    Definition and role of Appointed Person                               6

9    First-aid Training                                                    7

10   Procedural Arrangements                                               8

11   First-aid containers and equipment                                    9

12   Maintaining records                                                   10

13   Purchasing of First-aid supplies                                      11

14   Allowances for First-aiders                                           11

     APPENDIX 1 ­         Assessment of first-aiders’ needs checklist

     APPENDIX 2 ­         Designated First-Aider - letter of appointment

     APPENDIX 3 ­         ‘Appointed Person’ confirmation letter

     APPENDIX 4 ­         Schedule for first-aid supplies

     APPENDIX 5 ­         Contents of first-aid containers and kits

     APPENDIX 6 ­         Format for recording first-aid treatments
1 Summary

  These guidelines have been produced to:-

  a)	   Ensure a structured first-aid service for all the Highland Council Services.

  b)	   Ensure that the Council satisfies the requirements laid down by the Health and Safety
        Executive and the First-Aid Regulations.

  c)	   Ensure that adequate provision is made to deal with emergency situations.

  d)	   Assist management in developing first-aid organisation and training requirements for
        every location.

2 Introduction

  Under the Health & Safety (First-Aid) Regulations 1981 the Council has a duty to provide
  first aid to its employees if they are injured or become ill at work. The revised Code of
  Practice (1997) describes how this might be achieved.

  This guidance applies to all Highland Council employees and also trainees. There is no
  obligation on the Council to make provision for non-employees such as pupils in schools
  and visitors to HC establishments. However, schools have a general responsibility for taking
  reasonable care of pupils or students and therefore have a continuing duty to provide
  adequately for them and for any visitors on the premises.

  It is sensible policy to combine first-aid arrangements provided for employees with those of
  pupils to avoid duplication of provision.

  This guidance forms part of the Council’s Health and Safety policy with particular reference
  to First Aid.

                                            - 2 ­

3 Legislation

3.1	 Health & Safety at Work Act 1974

     Under this legislation the employer has a duty to ensure, so far as is reasonably
     practicable, the health, safety and welfare of all employees. This wide duty extends to the
     provision of first-aid.

3.2	 Health & Safety (First-Aid) Regulations 1981 and revised Approved Code of Practice

     This lays downs broad duties on the employer to provide adequate first-aid and inform
     employees of the arrangements made in connection with first-aid.

     To comply with the duty to inform, the Council must ensure that all employees are told of
     the location of first-aid equipment and first-aiders when they join the establishment. This
     should always be part of any induction training given to new employees.

     There should be at least one notice posted in an obvious position in all work places within
     the services, giving the locations of first-aid equipment and the names and locations of
     first-aid personnel.

     First-aid containers and their contents must comply with the above regulations. (See
     Appendix 5).

4 Responsibility for the Provision of First-Aid

4.1	 It is the responsibility of management to ensure that an assessment of first-aid needs
     appropriate to the circumstances of each workplace is carried out, and that first-aid
     personnel and facilities appropriate to the circumstances are made available.

4.2	 The revised ACOP describes the minimum first-aid provision required by the Regulations
     and includes a checklist for managers on assessing first-aid needs (see Appendix 1)

4.3	 When making an assessment of first-aid needs appropriate to the circumstances of each
     workplace the following should be considered:-

     *	    work hazards and risks
     *	    the size and location of premises
     *	    the organisations’ history of accidents
     *	    nature and distribution of the workforce
     *	    the needs of travelling, remote or lone workers
4.3	 *      employees working on shared or multi-occupied sites
     *	     distances from emergency medical services
     *	     annual leave and other absences of first-aiders and appointed persons

4.4	 The number of first-aiders should be determined on the basis of an assessment of the above
     criteria and not solely on the numbers of employees at work. The HSE now suggest
     numbers of first-aid personnel required as below:-

 Category of Risk                Numbers employed at any location‘           Suggested number of
                                                                             first-aid personnel

 Lower risk
 eg shops, offices, libraries    Fewer than 50                               At least one appointed person

                                 20 - 100                                    At least one first-aider

                                 More than 100                               One additional first-aider for
                                                                             every 100 employed

 Medium risk
 eg light engineering and        Fewer than 20                               At least one appointed person
 assembly work, food
 processing, warehousing         20 - 100                                    At least one first-aider

                                 More than 100                               One additional first-aider for
                                                                             every 100 employed

 Higher risk
 eg most construction,           Fewer than 5                                At least one appointed person
 slaughterhouse, chemical
 manufacture, extensive work     5 - 50                                      At least one first-aider
 with dangerous machinery or
 sharp instruments               More than 50                                One additional first-aider for
                                                                             every 50 employed

                                 Where there are hazards for which           In addition, at least one first-
                                 additional first-aid skills are necessary   aider trained in the specific
                                                                             emergency action

In Schools

4.5	 Considering the risks involved it is likely that two first-aiders would be required in each
     secondary school and special school and at least one first-aider should be appointed in each
     primary school.

4.6	 Residential establishments should have one first-aider available at all times.

4.7	 All instructors/teachers in outdoor education establishments should be first-aiders.

4.8	 It may also be appropriate to create a pool of appointed persons to cover high risk activities
     for example technical education etc.
5 Selection of First-Aiders

5.1 When selecting employees for first-aid training, managers should bear in mind the
    requirements of the course and the qualities likely to make a good first-aider.

     The employee should:-

     a)   Have the aptitude and ability to absorb new knowledge and learn new skills

     b)   be able to cope with stressful and physically demanding emergency procedures

5.1 c)    be reliable and likely to remain calm in an emergency.

     d)   be able to leave normal duties and go immediately and rapidly to an emergency

5.2	 In Schools, non-teaching staff, may be the most appropriate group as they are generally
     present for larger periods of the day and do not need to leave classes to respond to medical
     emergencies. They would be able to respond to emergencies involving staff, students, pupils
     and others.

6 Definition and Role of the First-Aider

6.1	 A First-Aider is defined in the Approved Code of Practice to the Regulations as being:- “A
     person who holds a current first-aid certificate issued by a training organisation approved by
     the Health & Safety Executive”.

6.2	 A designated First-Aider will be required to:-

     a)   Assess a situation quickly and safely and summon appropriate help.

     b)   Identify as far as possible, the injury or the nature of the illness affecting a casualty.

     c)   Give early, appropriate, and adequate treatment in a sensible order of priority.

     d)   Arrange for the removal of the casualty to hospital, to the care of a doctor, or home.

     e)   Remain with a casualty until handing him or her over to the care of an appropriate person.

     f)   Prepare a report on the incident and any treatment administered, record details of the
          same and assist in any subsequent investigation.

     g)   Regularly check First-aid equipment to ensure that the contents of boxes comply with
          the requirements of the Regulations.
                                                 - 5 ­

6.3	 First-Aiders required and qualified in terms of the Regulations will be designated as such
     and a letter of appointment will be issued, see Appendix 2.

7 Selection of Appointed Persons

7.1	 All establishments where there is not a trained first-aider will require one or more appointed
     persons to meet the requirements of the regulations.

7.2	 Many establishments where there are trained first-aiders will require appointed persons to
     cover for unforseeable absences.

7.3	 When selecting appointed persons, managers should ensure that the person will:-

     a)   Normally be on the premises throughout the working day.

     b)   Attend a one-day emergency first-aid course

     c)   Be aware of the arrangements for first-aid within their workplace

7.4	 The Regulations do not require the employer to record the appointment of an appointed
     person. It is recommended however that managers responsible for first-aid give a written
     confirmation of the appointment of the appointed person, with copies held by both parties.
     This would define the duties and responsibilities of the appointed person. A suggested
     format for the letter of appointment is contained in Appendix 3.

8 Definition and Role of the Appointed Person

8.1	 An ‘appointed person’ is someone who:-

     a)   is authorised to take charge of a situation (eg to call an ambulance) if there is serious
          illness or injury at work.

     b)   will act in the absence of a trained first-aider, or where a first-aider is not required.

     c)   can render emergency first-aid if trained to do so.

     d)   is responsible for maintaining first-aid equipment in the absence of a first-aider.

8.1	 e)   An appointed person should attend at least a one-day emergency first-aid course. The
          course should be repeated at least every 3 years.

                                                 - 6 ­

9 First Aid Training

9.1	 First-Aid at Work Certificate Holder - A ‘First-Aider’

9.2	 A ‘first-aider’ will have undertaken training and obtained qualification approved by the
     Health & Safety Executive. The training course including examinations must be of at least
     four full days duration.

9.3	 Within the Highland Council the providers of first-aid training are the Moray Firth Training
     Group and the Red Cross. All four-day and two-day courses are held at the training
     providers’ premises in Inverness. It is important to remember that:-

     a)    A refresher course followed by examination, will be required after three years for re­
           certification. This course will be two days duration, including examination time.

     b)	   Refresher courses must be started before certificates expire, undertaken by whichever
           training provider undertook the initial four-day training course. All such courses are
           organised through the Training & Development Team.

     c)	   If a certificate lapses (after three years), it will be necessary for the person to complete
           a full four-day first-aid course.

     d)	   The Training & Development team maintain records of training dates for first-aiders
           and appointed persons.

9.4	 Continuation Training

9.5	 It is recognised by the Health and Safety Executive, approved training organisations and
     first-aiders themselves that the three-year period between retraining courses is too long. As
     many first-aiders have little need to put all the training they receive into practice frequently ­
     some not all, knowledge of vital areas of first-aid is lost very quickly.

9.6	 It is recommended therefore, that there be annual refresher training days for first-aiders.

9.7	 It is also recommended that first-aiders organise themselves to meet regularly in order to
     practice and update their skills. This should take place during normal working hours and
     receive manager’s full co-operation and support.

9.8	 Emergency First-aid Training

9.9	 An Emergency first-aid course should be considered for all employees working in small
     groups away from their base location, where medical assistance may be some distance away.
     It is also appropriate for ‘Appointed persons’. The following information relates to these
     short courses:-

                                                 - 7 ­

      a)	   The ACOP states that emergency first-aid courses normally last four hours, and cover
            the following topics:-

      *	    what to do in an emergency
      *	    cardio-pulmonary resuscitation
      *	    first-aid for the unconscious casualty
      *	    first-aid for the wounded or bleeding

b)	   The Council recommends that staff undertake a full day course, although a four hours
      emergency first-aid course is also available.

c)	   Emergency first-aid training courses are undertaken by local training providers and the
      Occupational Health Adviser and are held at centres throughout the Highlands.

d)	   Courses are organised through the Training & Development Team and can be requested by
      Services for any number of employees up to 16, with a minimum number of 8.

e)	   Employees will receive a letter of attendance following completion of emergency first-aid

10 Procedural Arrangements

10.1 Procedures which are appropriate to the establishment should be detailed by the head of the
     establishment and they should be made known to the staff. From time to time the procedures
     or guidance may need to be amended and updated as appropriate.

      Any procedures issued should take account of the following paragraphs:-

      a)	   The head of the establishment must inform staff of the arrangements which have been
            made for the provision of first-aid including where and how staff obtain first-aid
            treatment in the event of accident or illness. He/she should ensure that all new
            employees are given this information, during induction training.

10.1 b)	    There should be at least one notice posted in a conspicuous position in all workplaces
            giving the locations of first-aid equipment and names of first-aiders and/or appointed
            persons. Managers should ensure that those with reading and language difficulties are
            also kept informed.

      c)	   The notice should have white lettering on a green background, together with a white
            cross-shaped pictogram, in accordance with the Health and Safety (Signs and Signals)
            Regulations 1996.

10.1 d)	    Notices are available from the First-aid supplier - see Appendix 4.

      e)	   The head of the establishment should be aware of the appropriate means of summoning
            the various emergency services, which may vary from area to area, and these should be
            made known to staff.
                                                 - 8 ­

11 First Aid Containers and Equipment

11.1 Contents

    a)	   First-aid containers and kits must contain only the items that a first-aider has been
          trained to use, and nothing else. (See Appendix 5)

    b)	   It is recommended that first-aid containers are portable and preferably wall-mounted
          on brackets for ease of access in an emergency.

    c)	   They must always be adequately stocked. (First-aid kits may be provided for particular
          situations, eg forestry work, and should be stocked accordingly).

    d)	   Soap and water and disposable drying materials should be provided for first-aid

    e)    Disposable plastic gloves should be available for the protection of the first-aider in the
          event of contamination from spilt body fluids.

    f)    Plastic disposable bags for soiled or used first-aid dressings must also be provided and
          these must be safely disposed of in sealed bags. (Further guidance may be obtained
          from the Occupational Health Adviser, telephone (01463) 703091.

11.2 Location of first-aid equipment

    a)	   The head of establishment must ensure that every building in which activities take
          place should have one or more first-aid containers kept fully replenished at all times.

    b)	   In smaller establishments the first-aid containers should be located at a point

          convenient to all staff, or where there is greatest risk of an injury occurring.

    c)	   Access to first-aid boxes should be available at all times to anyone who is on the

    d)	   All HC vehicles including minibuses, must be fitted with a first-aid kit containing an
          appropriate selection of first-aid items to suit the circumstances of use. (See Appendix

    e)	   It is also recommended that all employees who regularly travel from their work base
          (essential users and lease cars) be issued with a travelling first-aid kit (See Appendix

    f)	   In order the facilitate the treatment of first-aid, school medical rooms should be used as
          first-aid rooms wherever possible.

                                               - 9 ­

12 Maintaining Records

     When first-aid is given following accident, injury or illness, accurate records must be kept
     by the first-aider.

     These are outlined below:

12.1	 The Highland Council’s Accident Book

     a)     Please refer to Guidance notes on the Reporting of Accidents, Incidents and
            Occupational Ill-Health, which detail the requirements of the accident book.

     b)     This book must be kept in a place readily accessible to any employee injured at work,
            or any person acting on his/her behalf.

     c)     Entries in the Accident Book relating to the incident must be made immediately after
            advice or treatment has been given by the first-aider.

     d)     Any treatment given to the injured person, or referral to GP, or hospital, must also be
            entered on the Accident form, by the first-aider.

     e)     Copies of the Accident forms should be sent to the appropriate persons the original
            remaining in the Book.

     f)     Accident Books must be kept for at least 3 years after the last entry.

     g)     There may be service specific arrangements for the reporting of accidents which may
            also need to be taken into consideration. The first-aider should be aware of these.

12.2	 First-aid treatment book

     a)	    Records of all cases of treatment being given by the first-aider should be recorded in a
            hard-backed book, whether a case of illness, injury from work or home, or otherwise.

     b)	    Each entry should include:

     i)     The name and address of the person being treated

     ii)    date and time of treatment

     iii)   nature of illness or details of accident/injury

     iv)     details of treatment/advice given

     v)     referral to GP, Hospital (if appropriate)

     vi)    Signature of first-aider

     See Appendix 6 for suggested format.

     c)	    This book should be kept in a reasonably secure place by the first-aider as certain
            information contained in the book may be of a confidential nature, particularly with
            regard to cases of illness.
                                                 - 10 ­

13 Purchasing of First-Aid Supplies

      a)	   Each service of Highland Council will be individually responsible for ordering and
            purchasing of first-aid supplies. When several services occupy a building, arrangements
            must be made locally to ensure adequate stocks are always available to staff.

      b)	   Contracts for the supply of first-aid products to all Services and operating sections of
            the Council have been arranged by the Purchasing Officer, Law & Administration.

      c)	   The current supplier extended until further notice is:-

            Fast Aid Products

            Edderhall House

            Clark Street


            PA3 1QS

            Tel: 041 848 1818 Fax: 042 848 0526

      d)    All orders for first-aid supplies must be placed with this firm.

      e)    Supplies available are detailed in Appendix 4.

14 Allowances for First-Aiders

Allowances are paid as agreed by the Council

a)	   The annual first-aid allowances as set out in the APT & C Conditions of Service, will be
      paid to APT & C staff. The present rate (1996) is £219 per annum and is reviewed annually,
      subject to NJC agreements.

b)	   There is an hourly First-Aid allowance as set out in the Conditions of Service for manual
      workers/craft operatives. This rate is currently approximately 10.01p.

14.2	 Appointed Persons

      There is no payment associated with the role of appointed person.

                                                 - 11 ­

                                                                                                                APPENDIX 2


Health & Safety (First-Aid) Regulations 1981
Appointment/Re-appointment of Designated First-Aider

Thank you for agreeing to take on the role of a First-Aider in terms of the above regulations. As you are now the holder of
a current First-Aid Certificate awarded by a training organisation approved by the Health and Safety Executive, I am
pleased to confirm your appointment as a Designated First-Aider.

Designated First-Aiders are expected to use the skills acquired during their training to help deal with incidents of injury or
ill-health at work and in particular:-

a) Assess a situation quickly and safely and summon appropriate help.

b) Identify as far as possible, the injury or the nature of the illness affecting a casualty.

c) Give early, appropriate and adequate treatment in a sensible order of priority.

d) Arrange for the removal of the casualty to hospital, to the care of a doctor or home.

e) Remain with a casualty until handing him or her over to the care of an appropriate person.

f) Prepare a report on the incident and any treatment administered, record details of the same and assist in any subsequent

g) Regularly check First-Aid equipment to ensure that the contents of boxes comply with the requirements of the
   Regulations and replenish as appropriate.

An allowance is payable in respect of this appointment in accordance with the current rate set out in the APT&C national
conditions of service. Designated First-aiders will also be covered by the Council’s Insurance in respect of claims arising
out of first-aid administered in good faith and in accordance with training received.

This appointment will be reviewed in the event of changing circumstances (ie your work base changes or where the reasons
for having a first-aider in a particular location are no longer valid) and will cease to have effect if you:-

                  a)     Change your job
                  b)     Leave the Council employment
                  c)     Fail to renew a First-Aid certificate
                  d)     Notify the Council that you no longer wish to remain a Designated First-Aider.

Further information relating to the role and responsibility of a First-Aider can be obtained by contacting the Council’s
Occupational Health Adviser at the Health and Safety Team, Dochfour Drive, Inverness, IV3 5EB, (Tel: 01463-703091)

Yours sincerely

Alistair B Dodds
Director of Corporate Services

cc Service Director
   Payroll Manager
  Area Personnel Adviser
                                                                           APPENDIX 3

Suggested format of a letter confirming the
appointment of an ‘Appointed Person’


Health & Safety (First-Aid) Regulations 1981

Thank you for agreeing to take on the role of Appointed Person under the above
Regulations. This position is not onerous, but can play an important part in ensuring
that there is effective provision of first-aid for your colleagues whilst they are at work.

By agreeing to accept this appointment you:

             ∗	 are authorised to take charge of a situation (eg call an ambulance) if
                there is a serious illness or injury.

             ∗	 can render emergency first-aid if trained to do so.

             ∗	 are responsible for maintaining the first-aid equipment in the absence
                of a first-aider.

Training is available and you will be allocated a place on a one day emergency first-
aid course.

Should you wish to discuss this appointment or the available training further, I would
be happy to do so, or you may wish to speak with the Highland Council’s
Occupational Health Adviser, at the Health and Safety Team on (01463 703091).

Yours sincerely

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