What are the Responsibilities of a First Aider?

Workplace first aid is not just about having a stocked first-aid box or naming someone on a staff noticeboard. It is part of an employer's wider duty to make sure people receive immediate help if they are injured or become ill at work. But where does the employer’s responsibility end and the first aider's role begin? Is a first aider legally responsible for everything that happens in an emergency, or are they expected to act within the limits of their training?

These questions matter because first-aid arrangements are often misunderstood. Some employers confuse first aiders with appointed persons. Others allow certificates to expire, fail to review first-aid needs when risks change, or assume one generic course is suitable for every workplace.

In this blog, Dr Richard Dune explains who a workplace first aider is, what they are responsible for, how their role differs from an appointed person, what employers must do under first-aid law, what training is required, and how organisations can maintain safe, compliant and defensible first-aid arrangements.

What is a workplace first aider?

A workplace first aider is someone who has completed suitable first-aid training and is competent to provide immediate assistance to a person who is injured or becomes ill at work.

In the United Kingdom, workplace first aid is primarily governed by the Health and Safety (First-Aid) Regulations 1981 and the Health and Safety Executive (HSE) guidance. Employers must provide adequate and appropriate equipment, facilities and personnel so employees can receive immediate attention if they are injured or taken ill at work.

In practice, a workplace first aider will usually hold a valid certificate in either Emergency First Aid at Work (EFAW) or First Aid at Work (FAW). EFAW is generally suitable for lower-risk workplaces where emergency first-aid cover is enough. FAW is broader and may be needed when the first-aid needs assessment identifies higher risks, larger workforces, more complex working patterns, or a greater potential for injury or illness.

A first aider is not simply someone who is confident, helpful or willing to assist. The role depends on appropriate training, current competence and acting within the scope of that training.

For broader training options, employers can explore MTG's workplace first-aid training courses and basic life support and resuscitation training.

What are the main responsibilities of a first aider?

The main responsibility of a first aider is to provide prompt and appropriate first aid, within the limits of their training, until the casualty recovers or further medical help takes over. That role includes several practical duties.

Assess the situation safely

A first aider should first consider whether it is safe to approach. They should not place themselves, the casualty or others at avoidable risk. This may include checking for hazards such as traffic, fire, electrical hazards, violence, chemicals, sharp objects, infection risks, or unsafe environments.

Good first aid begins with scene safety. A first aider who becomes a second casualty cannot help effectively.

Provide immediate first aid within training limits

A first aider should respond according to their training and the circumstances of the incident. This may include managing bleeding, burns, choking, fainting, fractures, shock, seizures, minor injuries, illness, collapse or suspected cardiac arrest.

The key principle is competence. First aiders should not improvise beyond their training or attempt procedures they are not trained or authorised to carry out. Their role is to give immediate assistance, preserve life where possible, prevent deterioration and support recovery until further help arrives.

Call for emergency help when needed

A first aider is not a substitute for the emergency services. A core responsibility is recognising when further help is needed and ensuring it is requested promptly.

This may involve calling 999, asking someone else to call, using local emergency procedures, contacting a manager, or escalating through workplace arrangements. In a serious incident, clear escalation can be just as important as the first-aid intervention itself.

Reassure and monitor the casualty

First aid is not only technical. A first aider should also reassure the casualty, explain what is happening where appropriate, preserve dignity, and monitor changes in condition.

This is particularly important when a person is distressed, confused, in pain, unconscious, breathing abnormally, deteriorating or waiting for emergency services.

Use workplace equipment appropriately

Depending on training and workplace arrangements, a first aider may use items from the first-aid kit, such as gloves, dressings, bandages, face shields, resuscitation masks, an Automated External Defibrillator (AED), or other equipment.

If an AED is available, staff should know where it is and how to access it. AEDs are designed to be used safely with clear prompts, but employers should still consider training, instructions and local emergency procedures as part of their first-aid arrangements.

Record and report the incident

First aiders are usually expected to follow workplace reporting procedures. This may include completing an accident book entry, an incident form, a near-miss report, or an internal record, depending on the organisation's systems.

Records matter because they help employers monitor risks, identify trends, review first-aid provision, respond to injuries, and decide whether further action is needed.

Maintain confidentiality and dignity

First aiders may see or hear sensitive personal information. They should treat information respectfully, avoid unnecessary disclosure and follow workplace confidentiality and data protection procedures.

They should also preserve dignity during treatment, especially where the casualty is distressed, unconscious, injured in a private area of the body, or in a public setting.

What is an appointed person?

An appointed person is someone designated to take charge of first-aid arrangements when the employer's first-aid needs assessment indicates that a trained first aider is not required.

The appointed person's role may include:

• Looking after first-aid equipment

• Checking supplies

• Making sure emergency services are called when required

• Taking charge of arrangements when a first aider is not needed

• Supporting first-aid readiness in lower-risk workplaces.

An appointed person is not automatically a first aider. HSE guidance makes clear that appointed persons do not need formal first-aid training to fulfil that role, although employers may still choose to provide emergency first-aid training.

This distinction matters. An appointed person should not attempt to give first aid beyond their competence. Employers should avoid listing an appointed person as a trained first aider unless they have completed suitable training and hold a valid certificate.

What responsibilities do employers have?

The legal duty to provide first-aid arrangements sits with the employer. First aiders have an important role, but employers remain responsible for assessing needs and providing adequate arrangements.

Carry out a first-aid needs assessment

Employers must decide what first-aid provision is adequate and appropriate. There is no single fixed number of first aiders required for every workplace. The right arrangements depend on the workplace.

A first-aid needs assessment should consider factors such as:

• Workplace hazards and risks

• Number of employees

• Work patterns, shifts and remote working

• Accident history

• Lone working

• Vulnerable workers

• Visitors, service users, pupils, patients or members of the public

• Distance from emergency medical services

• Multi-site or mobile work

• Availability of first aiders during absence, leave or sickness.

Although the regulations focus on employees, HSE strongly recommends considering non-employees, such as visitors, clients, patients, pupils, customers and contractors, when assessing first-aid needs.

Provide adequate equipment and facilities

Employers must make sure first-aid equipment and facilities are appropriate for the workplace. This may include first-aid boxes, eye-wash facilities, signage, AEDs, first-aid rooms, spill or burn kits, and appropriate access arrangements depending on risk.

A first-aid kit should be based on the needs assessment, not simply purchased and forgotten. Employers should make sure supplies are checked, in date, accessible and suitable for likely injuries.

Provide suitable first-aid personnel

Employers must decide whether they need an appointed person, one or more EFAW-trained first aiders, FAW-trained first aiders, or additional specialist training.

Higher-risk workplaces, larger sites, dispersed teams, shift patterns and public-facing services may need more robust arrangements. Employers should also plan for absences so that cover is not lost when a first aider is on leave or unavailable.

Inform staff about first-aid arrangements

Staff should know:

• Who the first aiders or appointed persons are

• Where is the first-aid equipment located

• How to summon help

• What to do in an emergency

• How incidents should be reported

• Where local procedures are kept.

First-aid arrangements are only effective if staff understand them.

Review arrangements when circumstances change

A first-aid needs assessment should not be treated as a one-off document. Employers should review arrangements when risks, staff numbers, premises, work activities, working hours, service models or incident patterns change.

For a broader workforce compliance context, MTG's guide to employer and employee training responsibilities explains how training duties should be managed more broadly.

What training does a first aider need?

The required training depends on the employer's first-aid needs assessment.

Emergency First Aid at Work

Emergency First Aid at Work (EFAW) is designed to give first aiders the knowledge and practical skills to respond to common workplace emergencies. It may be appropriate for lower-risk workplaces or for those where the needs assessment indicates that emergency first-aid provision is sufficient.

First Aid at Work

First Aid at Work (FAW) includes the EFAW syllabus and covers a wider range of injuries and illnesses. It may be more appropriate for higher-risk workplaces, larger organisations, sites with more complex hazards, or workplaces where the needs assessment shows more comprehensive first-aid cover is needed.

Additional training

Some workplaces may require additional or specialist training. This could include paediatric first aid, automated external defibrillator awareness, basic life support, anaphylaxis awareness, mental health first aid, first aid for remote workers or training linked to specific workplace hazards.

For role-related learning, MTG provides first aid course options, CPR and life support learning and CPD-accredited online courses.

How long does first-aid certification last?

For workplace first aid, EFAW and FAW certificates are valid for three years. Before the certificate expires, the first aider should complete the appropriate requalification course to obtain another three-year certificate.

Once a certificate has expired, the person is no longer considered competent to act as a workplace first aider until they requalify. This is a common governance gap. Employers should not continue to rely on expired certificates simply because the person was previously trained.

HSE also strongly recommends annual refresher training to help first aiders maintain basic skills and confidence between full requalification courses. This is good practice because first-aid skills can fade, especially where incidents are rare.

Can a first aider be held legally responsible?

Many first aiders worry about liability. In practice, a first aider who acts in good faith and within the limits of their training is unlikely to face legal action simply for trying to help. However, employers should not leave this to assumption.

A well-managed organisation should make sure:

• First aiders are properly trained

• Certificates are kept current

• Duties are clearly defined

• Insurance arrangements are understood

• Staff know escalation procedures

• First aiders are not pressured to act beyond competence.

First aiders should also remember that they are not expected to diagnose, replace clinicians or manage situations beyond their training. Their role is immediate assistance and escalation.

What should first aiders not do?

A first aider should not:

• Act beyond their training or competence

• Delay calling emergency services when urgent help is needed

• Put themselves at serious risk

• Give medication unless trained, authorised and appropriate under workplace procedures

• Move a casualty unnecessarily, as this could worsen the injury

• Disclose confidential information without a proper reason

• Treat their certificate as valid after expiry

• Ignore workplace reporting procedures

• Assume equipment is available without checking local arrangements.

Clear boundaries protect the casualty, the first aider and the employer.

Common mistakes employers make

Even well-intentioned employers can create gaps in first-aid provision. Being aware of these common mistakes helps ensure staff safety and regulatory compliance.

Confusing appointed persons with first aiders

An appointed person is not the same as a trained first aider. Employers should label roles accurately.

Failing to complete a first-aid needs assessment

Employers should not rely on assumptions, generic numbers or outdated arrangements. Provisions must reflect the workplace.

Letting certificates expire

Expired certificates create immediate assurance gaps. Employers should monitor expiry dates and plan requalification early.

Ignoring annual refreshers

Annual refreshers are strongly recommended to reduce skill fade and maintain confidence.

Forgetting shift patterns and absence

First-aid cover should be available when people are working, not only when named first aiders happen to be on site.

Not informing staff

If staff do not know who the first aiders are or where the equipment is kept, the system may fail during an emergency.

Not reviewing the provision after the change

New risks, new premises, new staff numbers or new working patterns should trigger a review.

How does first aid link to wider workforce compliance?

First aid should sit within the wider health and safety and training governance system. It connects with risk assessment, statutory and mandatory training, incident reporting, supervision, equipment checks, audit trails and workplace safety culture.

For employers in regulated sectors, first-aid evidence can also support wider assurance that staff are trained, risks are managed, and emergency arrangements are proportionate.

Organisations that need to manage refresher training, expiry dates and workforce evidence may benefit from a structured Learning Management System (LMS). MTG’s ComplyPlus™ LMS supports training oversight, refresher tracking and compliance reporting.

FAQs about the responsibilities of a first aider

Below are some of the most frequently asked questions and answers regarding the responsibilities of a first aider.

Can a workplace first aider give medication?

Usually, first aiders should not give medication unless this is covered by training, workplace policy and the circumstances. Some situations may involve helping a person access their own medication, such as an inhaler or auto-injector, where appropriate. Employers should make their local policy clear.

Does every workplace need a trained first aider?

Not always. The employer must complete a first-aid needs assessment. Some low-risk workplaces may only need an appointed person, while others need one or more trained first aiders.

Can an appointed person give first aid?

An appointed person should not give first aid beyond their competence. They are responsible for taking charge of arrangements, such as calling emergency services and checking equipment, unless they have also completed suitable first-aid training.

What happens if a first aider’s certificate expires?

The person is no longer considered competent to act as a workplace first aider until they complete the appropriate requalification training. Employers should monitor expiry dates carefully.

Is annual first-aid refresher training compulsory?

Annual refresher training is strongly recommended by the Health and Safety Executive, but the main workplace first-aid certificate cycle is three years. Annual refreshers help maintain confidence and reduce skill fade.

Can a first aider refuse to help?

A trained first aider should respond according to workplace procedures and within their competence, but they should not put themselves in serious danger. Employers should make expectations clear through training, role descriptions and procedures.

Who is responsible for restocking the first-aid box?

The employer is responsible for ensuring adequate first-aid equipment is available. In practice, a first aider or appointed person may be asked to check supplies and report missing or expired items.

Should first aiders complete incident reports?

Usually, yes. First aiders should follow local reporting procedures so the employer can monitor incidents, identify trends and review first-aid provision.

Does first aid cover visitors and members of the public?

The legal duty focuses on employees, but HSE strongly recommends including non-employees in the first-aid needs assessment. Many organisations choose to make provision for visitors, pupils, patients, service users or customers.

How many first aiders should a business have?

There is no universal number. It depends on the first-aid needs assessment, including risks, workforce size, location, working patterns, absence cover and the people who may be affected.

First aider responsibilities and employer duties at a glance

Conclusion

The responsibilities of a first aider sit within the employer's wider duty to provide adequate and appropriate first-aid arrangements. A first aider provides immediate help, acts within training limits, escalates when needed, supports incident reporting and maintains competence. The employer remains responsible for assessing first-aid needs, providing equipment, facilities and personnel, informing staff, keeping training current and reviewing arrangements when circumstances change.

The strongest organisations do not treat first aid as a tick-box exercise. They clearly distinguish between first aiders and appointed persons, monitor certificates, support refresher training, review first-aid needs, and ensure staff know exactly how to get help in an emergency.

Strengthen your workplace first-aid provision

The Mandatory Training Group supports employers with workplace first-aid training, basic life support, resuscitation learning and wider workforce compliance support. Explore our first-aid training options or browse CPD-accredited online courses for staff development across regulated and non-regulated sectors.

The Mandatory Training Group is listed with The CPD Certification Service, supporting external recognition of CPD-accredited learning.

To discuss your organisation's first-aid training, refresher planning or workforce compliance needs, please contact the MTG team.