First Aid Requirements: Small vs Large Business Comparison

First Aid Requirements: Small vs Large Business Comparison

All UK businesses must have first aid provisions, but what's "adequate" depends on size and risk. Small businesses (fewer than 50 employees) often need fewer resources, while large ones (50+ employees) face stricter requirements. Here's what you need to know:

• Legal Basics: The Health and Safety (First-Aid) Regulations 1981 require:
  • A first aid kit
  • An appointed person
  • Clear procedures for employees
• Small Businesses: Usually need an "appointed person" or one trained first aider.
• Large Businesses: Require more first aiders and possibly a dedicated first aid room.
• Risk Levels: High-risk workplaces (e.g., factories) need more trained staff than low-risk ones (e.g., offices).
• Training Costs: £85 for basic training (EFAW) or £250–£300 for advanced (FAW).
• Equipment Costs: Large workplace kits start at £41.95 (excl. VAT).

Quick Comparison

Business Size	Risk Level	Minimum First Aid Personnel Required
Small (<25)	Low	Appointed Person
Medium (25–50)	Low	1 EFAW trained
Large (50+)	Low	1 FAW trained per 100 people
Small (<5)	High	Appointed Person
Medium (5–50)	High	1 EFAW or FAW trained
Large (50+)	High	1 FAW trained per 50 people

Key Insight: Most UK businesses (80%) fail to meet these regulations. Regular reviews, risk assessments, and proper training can save costs and lives.

First Aid Legislation - First Aid Training Ep2 (2022)

UK First Aid Laws and Regulations

The Health and Safety (First-Aid) Regulations 1981 set out the legal framework for workplace first aid in the UK. These rules establish the minimum requirements businesses must meet to ensure their employees have access to appropriate first aid provisions.

Shockingly, 80% of UK businesses fail to comply with these regulations ^[5]. The statistics are sobering: in 2018/19 alone, 147 workers tragically lost their lives in workplace accidents, while another 581,000 sustained non-fatal injuries ^[5].

At a minimum, the law requires businesses to provide:

• A well-stocked first aid kit
• An appointed person responsible for first aid arrangements
• Clear information for employees about first aid procedures ^[3]

For larger organisations, especially those in higher-risk industries like construction or food processing, the rules are stricter. For example, businesses with over 50 employees in high-risk sectors must have at least one First Aid at Work (FAW) trained first aider for every 50 employees ^[4].

However, these are only the minimum standards. The Health and Safety Executive (HSE) advises companies to conduct thorough first aid needs assessments to address specific risks. Factors to consider include:

• Workplace hazards and risks
• How staff are distributed across various sites
• Work patterns and shift schedules
• History of workplace accidents
• Proximity to emergency services ^[1]

For larger premises or workplaces with significant hazards, businesses may also need to provide a dedicated first aid room ^[3].

While there’s no legal obligation to offer first aid to non-employees, the HSE strongly recommends including them in your first aid planning ^[1]. These regulations highlight the importance of going beyond basic compliance to ensure a safe and prepared workplace.

First Aid Personnel and Equipment

The number of first aid personnel and the type of equipment needed in a workplace depend heavily on the size of the workforce and the level of risk associated with the environment. Conducting a thorough first aid needs assessment is essential to determine the appropriate resources, including trained staff and equipment. Below is a detailed look at what businesses should consider.

Personnel Requirements by Business Size

For small, low-risk workplaces, such as offices with fewer than 25 employees, it may be sufficient to appoint a responsible person without formal training. However, as the workforce grows or the risk level increases, having trained first aiders becomes crucial. Current UK guidance recommends:

• Low-risk workplaces: One trained first aider for every 50 employees.
• Higher-risk workplaces: One trained first aider for every 25 employees, such as in factories or warehouses.

Here’s a quick reference table:

Workplace Risk Level	Employee Count	Recommended First Aid Provision
Low-risk (e.g. offices)	Fewer than 25	An appointed person (no formal training required)
Low-risk	25 or more	1 trained first aider per 50 employees
Higher-risk (e.g. factories)	25 or more	1 trained first aider per 25 employees

Equipment Requirements

The amount and type of first aid equipment should align with the workplace's size and potential hazards.

• Small, low-risk businesses: A basic first aid kit that meets British Standard BS8599 is usually enough.
• Medium-sized businesses: A more extensive kit with additional supplies tailored to the work environment is recommended.
• Large businesses: Multiple first aid stations, such as one kit per floor, are advisable to ensure quick access.

For workplaces with specific risks, such as exposure to chemicals, specialised equipment like eyewash stations or chemical burn kits may be necessary.

Training Considerations

The level of first aid training required depends on workplace hazards:

• Low-risk environments: A one-day Emergency First Aid at Work (EFAW) course is often sufficient.
• Higher-risk settings: A more thorough three-day First Aid at Work (FAW) course is recommended.

To ensure coverage during staff absences, holidays, or shift changes, businesses should consider training additional first aiders beyond the minimum requirement. It’s also important to regularly check and restock first aid supplies to ensure they remain accessible and in good condition.

First Aid Costs by Business Size

Understanding the costs involved in first aid is crucial for businesses of all sizes. These expenses can vary significantly depending on the size of the workforce, the risks associated with the industry, and specific regulatory requirements.

Training Investment

First aid training is one of the most significant costs for businesses. In the UK, typical prices are:

• Emergency First Aid at Work (EFAW): £85 per person for a one-day course ^[6].
• First Aid at Work (FAW): £250–£300 per person for a three-day course.

For companies with over 100 employees, bulk training discounts can be negotiated, often reducing costs by 20–30% per person. Alongside training, businesses must also account for equipment and supply expenses.

Equipment and Supply Costs

For larger organisations, the British Standard Large Workplace First Aid Kit is a common requirement, priced at £41.95 (excluding VAT). Multiple kits are often needed across various sites to ensure compliance and safety ^[7].

Cost-Reduction Strategies for Large Businesses

Large organisations often find ways to reduce expenses by centralising their purchase of first aid supplies. Bulk ordering and negotiating with suppliers can lead to savings of 20–30%.

"Workplace first aid regulations are not just a legal formality, but a crucial part of employee safety that require serious attention. It is no longer just about meeting minimum legal requirements, but strategically investing in your employees' health, safety and wellbeing." - Lisa Sharman, Head of Education and Commercial Training at St John Ambulance ^[9].

Return on Investment

The initial investment in first aid training and equipment often translates into substantial savings. For every £1 spent on training, businesses save approximately £4.15 in injury-related costs. Comprehensive training programmes can reduce lost workdays by 20% and cut total injury-related expenses by up to 40% ^[8].

Hidden Costs and Considerations

Smaller businesses tend to face higher per-employee costs due to limited bargaining power and higher relative training expenses. On the other hand, larger organisations benefit from economies of scale but encounter logistical challenges, such as coordinating multiple first aid stations and managing extensive training schedules.

The average cost of a workplace first aid incident is approximately £1,217 per incident ^[8]. While the upfront costs may seem significant, these investments become increasingly cost-effective as the size of the business grows.

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Small vs Large Business Comparison

Small and large businesses encounter distinct challenges and opportunities when it comes to maintaining workplace safety standards, particularly in first aid.

Resource Management

Small businesses often have the advantage of simpler communication and coordination, which makes it easier to implement first aid protocols quickly. However, the cost per employee tends to be higher. On the other hand, large organisations face the complexity of managing multiple first aid stations or even dedicated first aid rooms. This adds to both the setup and ongoing maintenance costs ^[3]. These logistical differences also influence how training and compliance are managed.

Training Coordination

Aspect	Small Business (≤50 employees)	Large Business (>50 employees)
Training Requirements	Emergency First Aid at Work (EFAW)	First Aid at Work (FAW)
Number of First Aiders	1–2 appointed persons	Multiple trained first aiders
Coverage Requirements	Single location	Multiple locations/shifts
Refresher Training	Easier to organise	Requires detailed scheduling

Large organisations often struggle with maintaining consistent first aid coverage, particularly across multiple locations or shifts. This adds layers of complexity to compliance and risk management.

Compliance and Risk Management

Both small and large businesses must align with UK workplace safety regulations, but their approaches differ based on their size and structure. Small businesses generally need only basic first aid provisions. However, according to HSE statistics, smaller enterprises tend to experience higher injury rates per employee compared to larger organisations ^[2].

For larger businesses, compliance comes with additional challenges:

• Staff Turnover: Ensuring adequate first aid coverage when trained employees leave or move to different departments.
• Record-Keeping: Maintaining detailed records of incidents, certifications, and equipment checks is essential.

Implementation Effectiveness

Smaller businesses often have the agility to implement new first aid protocols quickly. Larger organisations, however, must navigate the complexities of scale, often relying on dedicated health and safety teams to ensure effective implementation.

"Investing in first aid training isn't just about meeting workplace regulations - it's about empowering people with the confidence, knowledge and skills that can save lives, anywhere."

• Lisa Sharman, St John Ambulance ^[10]

Cost-Benefit Analysis

For smaller businesses, the cost of training is higher on a per-employee basis. In contrast, larger organisations benefit from economies of scale, even though their overall expenses are higher due to the need for extra equipment, trained personnel, and dedicated first aid facilities ^[3]. These investments highlight the critical role of effective first aid measures, regardless of business size.

Conclusion

In 2023/2024, the HSE reported 138 workplace fatalities and 565,000 injuries ^[11], highlighting the importance of effective first aid measures in the workplace.

For small businesses, ensuring basic first aid preparedness is key. This includes:

• Conducting risk assessments to identify potential hazards
• Appointing and training at least one FAW (First Aid at Work) first aider for every 25 employees
• Stocking first aid kits appropriate to the specific risks of the workplace
• Keeping accurate records of training and certifications

Larger organisations, however, face unique challenges that require more detailed planning. These might involve:

• Performing risk assessments tailored to individual departments
• Setting up dedicated first aid facilities across multiple sites
• Coordinating comprehensive training schedules for first aiders
• Establishing clear and effective emergency response protocols

"In the event of injury or sudden illness, failure to provide first aid could result in a casualty's death. The employer should ensure that an employee who is injured or taken ill at work receives immediate attention." - HSE ^[1]

Regularly reviewing your first aid arrangements is essential, especially during periods of growth or operational changes ^[12]. An annual review helps ensure your measures stay relevant and effective.

Beyond these practical steps, seeking expert advice can elevate your first aid strategy. Professionals can assist with:

• Conducting thorough workplace risk assessments
• Customising emergency response plans
• Designing and delivering training programmes
• Ensuring compliance with regulations
• Introducing mental health first aid initiatives

Legal protections also play a role in encouraging effective first aid practices. The Social Action, Responsibility and Heroism Act 2015 safeguards those who act responsibly while providing first aid ^[11], offering reassurance to both employers and designated first aiders.

FAQs

What steps can small businesses take to meet first aid requirements without overspending?

Small businesses in the UK can keep first aid arrangements affordable by starting with a first aid needs assessment. This process helps determine what's necessary based on factors like workplace size, number of employees, and specific risks. For low-risk environments, having a well-stocked first aid kit and assigning a responsible person might be all that's needed, eliminating the need for more extensive (and costly) training.

To save money, you could enrol employees in public training sessions, which tend to be more budget-friendly and offer flexible scheduling. If your workplace has the space, arranging on-site training could also be a convenient solution. Regularly reviewing your first aid setup ensures you stay compliant without spending more than necessary.

What steps should large businesses in the UK take to ensure first aid compliance across multiple locations?

To comply with first aid regulations across multiple locations, large businesses in the UK should begin with a first aid needs assessment for each site. This assessment should take into account factors like the number of employees, potential workplace hazards, and the layout of the premises. The findings will guide decisions on how many trained first aiders are needed, what equipment is required, and where first aid kits should be placed.

Every site must have sufficient first aid supplies that are easily accessible and properly stocked. For larger buildings, aim to have at least one first aid kit per floor, and place additional kits in areas with higher risks. Regular checks and restocking of these kits are essential to ensure they’re always ready for use.

Additionally, it’s crucial to provide appropriate training for first aiders and schedule regular refresher courses. The training should reflect the specific risks of the workplace and the size of the workforce. By taking these steps, businesses can not only meet legal requirements but also ensure a safer environment for their teams.

How often should businesses review their first aid needs to stay prepared for emergencies?

Regular First Aid Reviews: Why They Matter

It's important for businesses to evaluate their first aid requirements at least once a year. This ensures they stay compliant with regulations and are ready to handle emergencies effectively. However, reviews shouldn't just be an annual task - they're also crucial whenever there are major changes in the workplace. For example, adding more staff, introducing new equipment, or altering workplace activities can all impact first aid needs.

By regularly assessing first aid provisions, businesses can ensure they have the right equipment and enough trained personnel to address current risks. Taking a proactive approach not only helps meet legal obligations but also prioritises the safety and well-being of employees.