Accidents and First Aid Policy

Accidents and First Aid Policy, April 2023 Page 1 of 12

Document name

Accidents and First Aid Policy and

Procedure

Version number

V5.0

Status

Published

Department/Team

Health and Safety

Relevant policies

ICO Health and Safety Policy

Distribution

Internal

Author/Owner

Mike Collins

Approved by

Mark Brennan

Date of sign off

20/04/2023

Review by

20/04/2025

Security classification

Official

Key messages

The main objective of this policy is to:

• Ensure that the ICO has systems in place to minimise the risk of

accidents, and adequate provisions in place for the treatment of

people who are injured or ill.

• Provide staff and users of ICO buildings with details of

arrangements for the provision of First Aid at ICO premises.

• Inform staff how to report an accident.

• Confirm how accidents will be investigated.

• Describe the circumstances in which an accident will be reported to

the local enforcing authority under the Reporting of Injuries,

Diseases and Dangerous Occurrences Regulations (RIDDOR).

Does this policy relate to me?

This policy applies to all ICO staff, and users of ICO buildings including

visitors, agency staff, consultants and contractors.

 
 
   
 
 
Accidents and First Aid Policy, April 2023    Page 2 of 12 
 
 
Table of contents   
1. Introduction .............................................................................. 2 
2. Policy position and purpose ......................................................... 3 
3. Accident prevention .................................................................... 3 
4. Accident reporting and recording in and around our offices .............. 4 
5. First Aid Provision....................................................................... 5 
6. Accidents and First Aid whilst working at home .............................. 7 
Feedback on this document ............................................................. 7 
Version history .............................................................................. 7 
Appendix A – RIDDOR guidance ....................................................... 8 
Appendix B – FAQs ....................................................................... 10 
 
1. Introduction 
 
1.1.  Accidents can take place in any organisation. The ICO’s offices are 
a low risk environment, but it is still important to ensure that we 
take action to minimise the risk of accidents, and have the right 
provisions in place to treat people who are injured or become ill at 
work. 
1.2.  This policy and procedure sets out the ICO’s commitment to 
preventing accidents, investigating when they happen (or could 
have happened), and dedicating resources for First Aiders to be 
trained. 
1.3.  There are several pieces of legislation which impact on this this 
policy including: 
•  The Health and Safety (First-Aid) Regulations 1981 
(legislation.gov.uk) 
•  Health and Safety at Work etc. Act 1974 (legislation.gov.uk) 
•  The Management of Health and Safety at Work Regulations 1999 
(legislation.gov.uk) 
•  The Reporting of Injuries, Diseases and Dangerous Occurrences 
Regulations 1995 (legislation.gov.uk) 
1.4  This policy and procedure applies to all ICO staff, agency workers, 
secondees, contractors and visitors to ICO sites. 

Accidents and First Aid Policy, April 2023 Page 3 of 12

1.5 It is the responsibility of the Head of Facilities and Estates, and the

Health and Safety Manager to ensure that ICO offices have

adequate first aid provision.

1.6 This policy will be made available to staff via the ICO intranet, and

also published on the ICO external website.

2. Policy position and purpose

2.1 The ICO seeks to minimise the potential for accidents to arise in our

workplaces or from our work activities. We will do this by ensuring

that we have suitable systems in place for assessing and reducing

risks and hazards which arise from our work.

2.2 We will ensure that we have adequate provision of trained people

and physical resources to provide first aid in the event of an

accident or ill-health taking place at work.

2.3 We will investigate accidents to identify root causes and take

remedial action to minimise the potential for accidents to re-occur.

2.4 This policy and procedure is intended to:

• Ensure that the ICO is compliant with relevant legislation;

• Minimise the risk of accidents taking place;

• Inform staff how to report an accident, incident or near miss;

• Inform staff about the provisions of the Reporting of Injuries,

Diseases and Dangerous Occurrences (RIDDOR) regulations.

3. Accident prevention

3.1. All staff are expected to report potentially dangerous situations.

This can be done by emailing the Health And Safety mailbox or

contacting the Estates and Facilities Team.

By reporting near misses, even if they do not result in an accident

or injury, we can help to better understand hazards arising in the

workplace and prevent potential accidents from happening.

3.2 The Estates and Facilities Team will ensure that offices are kept in

a safe and tidy state, to reduce the risk of accidents such as slips,

trips and falls; burns/scalds from hot drinks; and cuts/abrasions.

Accidents and First Aid Policy, April 2023 Page 4 of 12

3.3 Contractors, such as those undertaking repairs and maintenance

on building infrastructure or equipment, will be required to provide

method statements and risk assessments where necessary. This

will help to reduce the potential for accidents or unintended actions

taking place.

4. Accident reporting and recording in and around our offices

4.1 If an accident happens in or around our offices which causes

injury, a First Aider should be alerted.

In Wilmslow, details of First Aiders on site can be found with the

office sign-in sheets. First Aiders can also be identified by signage

at their workstation.

If there are no First Aiders present in Kings Court, Sandfield House

or Venture House, a call should be made to Wycliffe House

Reception on 01625 549 913. A First Aid trained member of staff

will be sent to the relevant building.

At the Edinburgh Office, the First Aiders are identifiable by

signage close to their workstation or their lanyards. If no first aider

is immediately available, staff should call Security Control on

03000 530 387.

The Belfast, Cardiff and London offices staff who have received

First Aid training are identified on a sign-in sheet the office or can

identify themselves if needed. If no first aid trained staff are

available, the a member of staff must take responsibility for calling

an ambulance if necessary. First Aid support may also be available

from other tenants or building reception staff.

4.2 All accidents must be reported, even if they have not resulted in

injury. This can be done using the Electronic Accident Form which is

hosted in the Health and Safety Hub on IRIS, or by completing a

page in the office Accident Book, which held on Wycliffe House

Reception.

Accidents and First Aid Policy, April 2023 Page 5 of 12

Each Regional Office also has an accident book. The completed

page needs to be sent to the Health and Safety Manager, or can be

scanned and emailed to: [email protected]

Accidents must be reported as soon as possible after they have

happened.

Even if an accident seems to be trivial it needs to be reported. By

knowing about incidents we will be better able to understand if

there are patterns or trends which could help to prevent more

serious issues happening in the future.

4.3 The ICO will need to report information about serious accidents to

the local enforcing authority. This is required under the Reporting

of Injuries, Diseases and Dangerous Occurrences Regulations

(RIDDOR). Details of circumstances that must be reported can be

found in Appendix 1.

4.4 Accidents will be investigated. The depth and nature of the

investigation will depend on the circumstances involved. This could

range from informal discussions to establish the circumstances, to

highly structured investigations involving the appointment of

external experts.

4.5 Details of accidents, suitably anonymised, will be provided to the

Health, Safety and Wellbeing Committee to provide oversight of

the incidents occurring at the ICO.

4.6 Accident records will be held securely in a central H&S/Facilities

file. A copy of an accident report concerning a member of staff will

also be held on their Human Resources record.

5. First Aid Provision

5.1 Staff will be informed about how to contact a First Aider and the

whereabouts of First Aid kits in the office through signage and

information on the ICO intranet.

5.2 The ICO will make three types of First Aid training available for

staff:

First Aid at Work (FAW): a comprehensive three day course.

Accidents and First Aid Policy, April 2023 Page 6 of 12

Emergency First Aid at Work (EFAW): a one day course

providing essential training to deal with severe emergencies.

Online training: a 3-4 hour on-line course providing an overview

of first aid basics.

Staff trained in FAW or EFAW will need to re-qualify every three

years. Refresher training will be made available periodically.

5.3 The number of First Aiders, and their level of training, for each site

will depend on the typical office attendance. A First Aid Needs

Assessment will be conducted for each of the offices where the ICO

has responsibility for First Aid provision on site to inform the

numbers required.

The ICO will adhere to the HSE’s recommended First Aider

provision for low risk environments, which is as follows:

On days of low attendance in Wilmslow, First Aid cover may be

provided from other buildings in the campus if there are no First

Aiders within the building.

5.4 First Aid kits will be made available in each floor and wing of our

offices. They will be adequately stocked with provisions to reflect

the nature of the risks and types of injuries which could occur.

Stock levels will be checked on a regular basis by the Health and

Safety/Facilities teams using British Standard BS 85599-1 (Jan

2019) as a guide for content.

5.5 ICO offices will also be equipped with an Automated Electronic

Defibrillation Machine (often called an AED or Defib) which will

enable a swift response in the event of a person having a heart

attack. First Aid trained staff will be trained to use an AED, though

the products used by the ICO will be automated enough to allow

them to be used safely without formal training.

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6. Accidents and First Aid whilst working at home or travelling

6.1. The HSE state that when work at home is desk based and low risk,

staff will not need first aid equipment beyond their normal

domestic needs.

6.2 If you have an accident whilst working at home, whether you need

to report it will depend on the circumstances. An accident is

reportable if occurred as a result of the work activity being done,

or has involved the equipment you have been provided to work at

home. If you do have an accident whilst working at home, it can

be reported using the Electronic Accident Form.

6.3 If you have an accident whilst travelling for work or attending the

premises of another organisation, it must be reported upon your

return to work using the Electronic Accident Form. If you have had

an accident whilst on site with another organisation, you must also

follow their accident reporting procedures.

Feedback on this document

If you have any feedback on this document, please click this link to

provide it.

Version history

Version

Changes made

Date

Made by

5.0

Content reviewed and

format updated

March 2023

Mike Collins

Accidents and First Aid Policy, April 2023 Page 8 of 12

Appendix A – RIDDOR guidance

Not all accidents need to be reported, other than for certain gas incidents.

A RIDDOR report is required only when:

▪ the accident is work related

▪ it results in an injury of a type which is reportable

Types of reportable injury

1. The death of any person

All deaths to workers and non-workers, with the exception of suicides,

must be reported if they arise from a work-related accident, including an

act of physical violence to a worker.

2. Specified injuries to workers

The list of 'specified injuries' in RIDDOR 2013 are:

▪ fractures, other than to fingers, thumbs and toes

▪ amputations

▪ any injury likely to lead to permanent loss of sight or reduction in

sight

▪ any crush injury to the head or torso causing damage to the brain or

internal organs

▪ serious burns (including scalding) which either a) covers more than

10% of the body, or b) causes significant damage to the eyes,

respiratory system or other vital organs

▪ any scalping requiring hospital treatment

▪ any loss of consciousness caused by head injury or asphyxia

▪ any other injury arising from working in an enclosed space which

either a) leads to hypothermia or heat-induced illness; or b) requires

resuscitation or admittance to hospital for more than 24 hours

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3. Over-seven-day incapacitation of a worker

Accidents must be reported where they result in an employee being away

from work, or unable to perform their normal work duties, for more than

seven consecutive days as the result of their injury. This seven day period

does not include the day of the accident, but does include weekends and

rest days. The report must be made within 15 days of the accident.

4. Occupational diseases

Employers must report diagnoses of certain occupational diseases, where

these are likely to have been caused or made worse by their work: These

diseases include:

▪ carpal tunnel syndrome;

▪ severe cramp of the hand or forearm;

▪ occupational dermatitis;

▪ hand-arm vibration syndrome;

▪ occupational asthma;

▪ tendonitis or tenosynovitis of the hand or forearm;

▪ any occupational cancer;

▪ any disease attributed to an occupational exposure to a biological

agent.

5. Dangerous occurrences

Dangerous occurrences are certain, specified near-miss events. Not all

such events require reporting. There are 27 categories of dangerous

occurrences those most relevant to ICO workplaces are:

▪ the collapse, overturning or failure of load-bearing parts of lifts and

lifting equipment;

▪ Any explosion or fire caused by an electrical short circuit or overload

(including those resulting from accidental damage to the electrical

plant) which either a) results in the stoppage of the plant involved for

more than 24 hours; or b) causes a significant risk of death

▪ Structural collapse arising from, or in connection with, ongoing

construction work (including demolition, refurbishment and

maintenance).

▪ Any unintentional explosion or fire in premises which results in the

suspension of normal work in those premises, for more than 24 hours

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Appendix B – FAQs

Do I really have to record all accidents? I only got a small scald

when I made a cup of tea.

It may seem trivial, but it is very important to report all accidents. This

helps us to build up a picture of health and safety in the office and

sometimes the most trivial of injuries can become something quite serious

in the future. By recording all accidents you are helping to protect

yourself.

Can I help myself to a plaster from the first aid kit?

You can take a plaster from the first aid kit if you need one. The stock in

the kits are checked regularly, but do let Facilities know if you notice that

the stock is looking to be low.

What will happen if I am off work for more than seven days due to

an accident at work?

A report will be sent to the enforcing authority as required by RIDDOR.

The enforcing authority (which is usually the local council, but can

sometimes be the HSE) will decide if they need to conduct their own

investigation into the accident when they have received the report.

Does the ICO have to provide a first aid room?

A first aid room does not have to be provided in a low risk environment

like an office. However, where possible the ICO will provide a private

space for first aid treatment or for staff who are feeling unwell to rest. At

some sites this may need to be a private office or meeting room.

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Can a first aider give me a paracetamol or asprin if I have a

headache?

Tablets are not allowed in first aid kits. Though the HSE does not

necessarily bar first aiders from giving out paracetamol or asprin, it is the

ICO’s policy that they should not dispense them. This is because there is

a danger that a person may have an allergy or intolerance to them that

could endanger health.

What if I have an accident on another organisation’s premises or

whilst working at home?

If you have an accident whilst at another organisation’s premises you

should follow their accident reporting procedure. In addition it is

recommended that you submit an accident report as soon as you can.

This is likely to be the Electronic Accident Report form, but if you are

returning to the office, it could be a physical form from the accident book.

If you have an accident whilst working at home you must report this as if

you were working at one of the ICO’s premises. This will involve

completing an Electronic accident report form to ensure that it is

submitted as soon as possible.

What do I do if I’m involved in a car accident whilst driving for

work?

This needs to be reported as if you were working at one of the ICO’s

premises.

If you are involved in a road traffic accident on your normal commute to

and from work you do not have to report this. If you have an accident on

the way to a work meeting or appointment, even if you have not visited

the office first, or if the meeting is closer to your home than the office,

you should ensure that you report the accident.

As a rule of thumb, if you are claiming mileage or travelling time for the

journey when the accident occurred, you should report it.

What do I do if I’m involved in an accident whilst on public

transport whilst travelling for work?

You should ensure that the accident is reported to the public transport

company and also recorded using the Electronic Accident Reporting form

or an physical accident reporting form upon your return to the office.

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