First Aid at Work Training Process

First Aid at Work Training Process Procedure Reference Number: 2011.06 Approved: Staff and Leadership 10 th February 2011 Board Author: Hilary Bateman Human Resources Produced: Feb 2012 Review due: Feb 2015 Review approved: (For reviewed procedures only) Name Date Version 1.4 Not Protectively Marked 1

Procedure Index ELECTRONIC NAVIGATION: - move the cursor over the page number in the index or blue underlined text until a hand appears. Click the left mouse button once and it will jump to the specified part of the document. 1 Procedure Aim/Purpose/Scope... 3 2.1 Designated First Aider (Responsibilities taken from NPIA First Aid Module 4 (see Appendix 3))... 3 2.2Single Point of Contact / Co-ordinator (SPOC)... 5 2.3Trainer... 6 2.4Administration... 6 2.5Reception / Help Desk... 7 3 Responsibilities... 8 3.1Becoming a Designated First Aider Process Flow Chart... 8 3.2A Designated First Aider s Duties... 9 4 Appeals... 10 5. Review... 10 6. Compliance... 11 Version 1.4 Not Protectively Marked 2

1 Procedure Aim/Purpose/Scope 1.1 The procedure aims to set out the process by which First Aid at Work training takes place within the Force including initial qualification, re-qualification, designated First Aider role and responsibilities. This procedure does not include specialist roles, Emergency First Aid or any other similar qualification. 1.2 Role responsibilities for First Aiders will be outlined together with a Commitment Agreement to ensure that legislation is complied with and Force requirements are met. 1.3 This process aligns with the NPIA First Aid Training guidelines defined in Appendix 3. 1.4 The target audience for this process is Police Staff and Uniformed officers in specialist posts. Police Officers and PCSOs are not included in this training unless they hold a specialist post such as medic, as they undertake Emergency First Aid training as part of the Personal Safety Training course. Included in the specialist posts are Driver Trainers, Vector Trainers and members of Vector unit. Although these specialist posts undertake the 3 day course and are qualified in First Aid they will not be designated First Aiders. They need the First Aid at Work qualification as part of their role. Re-qualification should take place prior to expiry date. Health and Safety Training, including First Aid at Work training, will be governed via the internal training planning process and provision will be reviewed on a quarterly basis by the head of Learning and Development and the Strategic Training Panel. 2 Guidance Click Here to Return to Index 2.1 Designated First Aider (Responsibilities taken from NPIA First Aid Module 4 (see Appendix 3)) A Designated First Aider has undertaken the First Aid at Work Course (3 days) as agreed with line management and approved by the H & S Training Panel in accordance with this procedure. He/she has signed and agreed the Commitment Agreement for this role (Appendix 2) within their area/department and will receive the additional payment associated with this role. As part of their commitment to the role they will ensure that their skills are updated before expiry by proactively ensuring that they are re-qualified at least 3 months before the qualification expires, provided they wish to continue with the role. Version 1.4 Not Protectively Marked 3

If they do not wish to continue with the role then it is their responsibility to advise the Single Point of Contact and Personnel that this is the case a minimum of 3 months prior to the expiry of their skills. The vacancy will then be advertised within that area/department to ensure a replacement is trained prior to the expiry of the previous incumbent. Once expiry has taken place Reception/Help Desk needs to be advised that their name should be removed from the list of First Aiders. Their replacement then follows the above process to become a Designated First Aider. If a qualified person should move area/department it is not an automatic right to take that role and payment with them to their new posting. If there is already a person qualified in the area/department to which they are moving, then the person moving in may need to relinquish their ownership of the Designated First Aider role. Although they will not lose their skill until their qualification runs out, they will lose the Designated First Aider title and the payment attached to that. This will have been agreed to in the Commitment Agreement prior to the individual undertaking the training. When a move is due to take place and all matters regarding the Designated First Aid role have been agreed, the individual needs to advise the Single Point of Contact of the move. Once a person has moved from an area/department there will be a First Aider vacancy in the department. People can apply for that position to their Head of Department. Where there is more than one application for the vacant post the Head of that Department, together with the Single Point of Contact, will make the decision on the best candidate for the post based on local knowledge. An Application for Learning form must be submitted. This form is held on the Force Intranet. The training/payment attached to it is subject to compliance with the Commitment Agreement and once completed should be sent to the Single Point of Contact for approval. The Single Point of Contact will make any decisions based on the legislative requirements and the numbers of First Aiders within an area/department. Once approved the Single Point of Contact will forward the details for nomination by L&D Administrators into the Training Administration System Training will then be organised and planned following L&D procedures. The Designated First Aider will inform the Reception/Help Desk for their place of work when they come on and go off duty. They will also advise when on leave. If an emergency should arise Reception/Help Desk will advise when their presence is needed. The Designated First Aider must ensure that all First Aid boxes, equipment and signage are maintained to the legal requirements. First Aid boxes should be checked once per week. It is also their responsibility to order replacement items for the boxes and ensure that the Accident Book is up to date and correct. The Designated First Aider must ensure that they keep up to date with any new legislation. Designated First Aiders within HQ at Winsford will be prepared to respond to a request for assistance in other areas than their own work area. Requests will either be announced via the public address system or notified by telephone from reception. Any existing First Aiders will need to complete the Commitment Agreement. Each Designated First Aider should log on duty with Reception / Help ensuring that they have contact details for that individual. Version 1.4 Not Protectively Marked 4

Each Designated First Aider has responsibility to ensure that all signage in their allocated area of responsibility relating to First Aid is current and up to date, together with ensuring that the First Aid boxes are fully stocked with all basic requirements. If an emergency situation should arise within their area/department Reception / Help Desk should contact the person directly or make a public address system announcement requesting a First Aider to go the specified incident area. When the Designated First Aider attends an emergency situation it is his/her responsibility to deal with all aspects of the emergency within his/her skills base as set out in the guidelines issued by the NPIA. The Designated First Aider is the liaison between emergency services and management and has responsibility to complete all necessary paperwork regarding the incident. It is the responsibility of each Designated First Aider to ensure that their skills are refreshed at an appropriate time. The Designated First Aider needs to request a 2 day refresher course at least 3 months prior to their skills expiring. If this does not take place the additional payment will cease on the last pay day nearest to the qualification expiring. A complete 3 day course will need to be undertaken in order to qualify for the additional payments to re-start if the Designated First Aider s skills expire. Once Designated First Aiders have attended, completed and passed the 3 day First Aid at Work course L&D Administrators will update the TAS system and move those individuals onto the 2 day First Aid at Work Refresher course. When this has been done they will complete the required by date field with the date that the qualification expires. The Designated First Aider will ensure that a copy of their certificate, together with the signed commitment agreement is sent to and received by Personnel so that their records and payments are updated. If someone is employed and holds a current First Aid certificate, provided that this is from a recognised organisation and it is the 3 day course or greater which has been attended, this can be considered for the role of designated First Aider if there is a vacancy in the role for that area of business into which they are being employed 2.2 Single Point of Contact / Co-ordinator (SPOC) The Single Point of Contact / Co-ordinator shall be responsible for ensuring that the Force capability for first aid is maintained according to legislation and HSE guidelines. The Single Point of Contact will approve requests for Designated First Aider based on the number already qualified in that area/department. Contact David.Challenor@cheshire.pnn.police.uk. The Single Point of Contact will contact the administrators to have the person nominated into the course once he/she has been approved. The Single Point of Contact will follow L&D procedures for internal planning to ensure that courses are set up and planned for demand and will be the point of contact for queries with regards to First Aid training, both internally and externally. The Single Point of Contact will also be the point of contact for when inspections take place. Version 1.4 Not Protectively Marked 5

The Single Point of Contact will be the point of contact for any First Aid related matters such as qualification requests, which they will approve, any re qualification event planning and lead on inspections for this area of business. The Single Point of Contact will plan for First Aid qualification / re-qualification events according to the L&D procedures for training planning. The Single Point of Contact has the responsibility to ensure that all relevant legislation is taken into account within the training and that all relevant personnel are made aware of any changes. The Single Point of Contact will ensure that all First Aid Trainers are re-qualified when appropriate, in order to maintain the capability across the Force and will be aware of any succession planning which needs to take place. 2.3 Trainer Personal Safety Trainers in all areas/departments are qualified by the NPIA to deliver the First Aid at Work course. Their obligation is to request re-qualification for their own skills in good time to avoid expiry of skills and inability to train. The First Aid at Work Trainers are primarily Personal Safety Trainers. Their role is centred in each of the Areas and they are responsible for the delivery of the Emergency First Aid qualification to each officer within the Force. This is carried out on a yearly basis as part of the Personal Safety Training. In order to qualify as Personal Safety Trainers a 3 day First Aid at Work course has to be undertaken initially see role profile. This is followed by various other specialist qualifications. These qualifications have refresher requirements and expiry dates. It is the trainer s responsibility to request refresher training to ensure that their skills, and the ability to train, does not expire. As with Designated First Aiders, when trainers have attended, completed and passed the 3 day First Aid at Work course L&D Administrators will update the TAS system and move those individuals onto the 2 day First Aid at Work Refresher course. When this has been done they will complete the required by date field with the date that the qualification expires. On completion of delivering a training course, trainers will ensure that the re-qualification is entered into the class list. Under regulation amendment this is required as evidence in the future. The trainer will then ensure that L&D Administrators are in possession of the completed course list so that the NSPIS system can be updated and Personnel notified. 2.4 Administration The L&D Administrators will be responsible for setting up events for the First Aid at Work course and other associated course as requested by the departments, and approved by the Single Point of Contact once nominations on the courses reach the appropriate levels for delivery. Version 1.4 Not Protectively Marked 6

It is important to note that these courses can take place anywhere within the county to accommodate trainer availability and Force requirement and individual courses cannot be run without agreement from the Single Point of Contact to ensure that full courses take place. When trainers/designated First Aiders have attended, completed and passed the 3 day First Aid at Work course L&D Administrators will update the TAS system and move those individuals onto the 2 day First Aid at Work Refresher course. Contact L&D Admin mailbox. When this has been done they will complete the required by date field with the date that the qualification expires. L&D Administrators will follow the usual practice of monitoring the nomination lists to ensure courses can be completed and then advise the Single Point of Contact when courses need to take place for planning purposes. They will then follow the usual training administration process and set up events 2.5 Reception / Help Desk Staff employed in these roles will be the contact point for an emergency. The person notifying the emergency and requesting a First Aider will contact reception / Help desk. The member of staff receiving the call will then contact the First Aider on duty and request their presence at the emergency. Reception/Help Desk will be the first point of call in the case of an emergency. The Designated First Aiders for the building will have notified them of their on duty/off duty status. When advised of an emergency situation staff on Reception/Help Desk will contact the Designated First Aider and advise them of the emergency. Click Here to Return to Index Version 1.4 Not Protectively Marked 7

3 Responsibilities Not Protectively Marked 3.1 Becoming a Designated First Aider Process Flow Chart Person requests to be a Designated First Aider A Designated First Aider vacancy occurs within a department Person/Manager contacts and makes request to Single Point of Contact contact mailbox David.Challenor@cheshire.pnn.police.uk No Single Point of Contact checks availability within requested area/department Yes Advises no requirement in that area/ department Person agrees and signs commitment agreement and forwards to Single Point of Contact. Single Point of Contact requests administrators to nominate to next planned training event Administrators nominate to course event Course takes place. Person achieves First Aider certificate Administrator enters pass into the system and re qualification request date on the system Person advises Personnel of completion of course Person advises Reception/Help Desk that they are now the Designated First Aider for that area. Personnel arranges for payment to be made via payroll. Single Point of Contact co ordinates requalification events by utilising training planning procedure based on nominations and personnel presently qualified and in place Requalification If a Designated First Aider leaves the Force/department or no longer wishes to hold this position then it is that person s responsibility to advise the Single Point of Contact so that another person can be trained and advise Personnel so that payment can be ceased. Version 1.4 Not Protectively Marked 8

3.2 A Designated First Aider s Duties Carry out weekly audit of First Aid Boxes/signage within area. Replenish stocks when required. When a Designated First Aider arrives at his/her place of duty announce to Reception/Help Desk that you are on duty Ensure date of requalification is known and attendance on course is carried out when required. Notify Single point of Contact/Personnel of any changes to circumstances A person reporting an emergency should contact Reception/Help Desk so that they can contact the First Aider The First Aider assesses the situation and, in line with guidelines, take appropriate action At HQ a request may also be announced over the address system On completion of the emergency enter information into Accident Book. Ensure any supplies used are replenished. Version 1.4 Not Protectively Marked 9

Click Here to Return to Index 4 Appeals 4.1 Should any member of staff have concerns over the First Aid at Work Training Procedure they should discuss this with their Line Manager in the first instance. The Appeals procedure in the Learning and Development procedures manual should then be followed. It is not perceived that the public will have any contact with this First Aid at Work Training Process and therefore there are no public contact implications within this procedure. There will be instances whereby Cheshire Constabulary will lead collaborative training involving the general public or other forces. Should any of these individuals have concerns relating to this First Aid at Work Training Process they should discuss this with Single Point of Contact for Health and Safety in the first instance. If this is not possible further enquiries should be made through the Strategic Training Panel. In order to comply with legislation all questions, data and reports will be stored and treated with due consideration to Data Protection. However, if requested such information will also be available as stipulated as part of the Freedom of Information Act 2000 5. Review Review Schedule: Click Here to Return to Index Date of review Reviewed by Next Review Date October 2011 Version Control: Version Date Changed By Reason for Change Reviewed By 1.0 21/08/09 Hilary Bateman Creation Nicole Edwards & Julie Brierley 1.1 29/09/09 Hilary Bateman Amendments Nicole Edwards & Julie Brierley 1.2 29/10/10 Hilary Bateman Amendments Julie Brierley 1.3 29/11/10 Hilary Bateman Amendments due to Forcewide Julie Brierley change 1.4 10/02/11 Hilary Bateman Consultation changes Julie Brierley Version 1.4 Not Protectively Marked 10

6. Compliance I confirm that this document has been drafted to comply with the principles of the Human Rights Act and Equal Opportunity legislation as per force guidance. In addition, Data Protection, Freedom of Information, the National Quality of Service Commitment and Health and Safety issues have been considered. Adherence to this policy or procedure will therefore ensure compliance with all relevant legislation, internal policies and the Force values. I do/ that this document is appropriate for disclosure to the public. 7. Appendices Appx 1 Appx 2 Appx 3 Appx 4 Signed: S.H. Bateman.. Date: 14 February 2011. (author) Version 1.4 Not Protectively Marked 11

Equality and Diversity Impact Assessment part 1 Potential X Does the procedure involve any of the following? (tick as appropriate) Impact If any of the boxes below are ticked the impact is high and the Equality and Diversity Impact Assessment must be reviewed annually. High - Exercise of statutory powers? - Dealing with or providing services to the public? - Recruitment & selection, transfer or redundancy processes? - Training opportunities or career development schemes? - Other processes for managing staff? (ie. discipline, pay, allocation of benefits, etc) - Any other high risks not detailed? If any of the boxes below are ticked the impact is medium and the Equality and Diversity Impact Assessment must be reviewed every 2 years. Medium - Dealing with the public, but not involving the exercise of statutory powers? - Providing services or facilities to staff? (ie. welfare, shower rooms, parking, intranet etc) - Any other medium risks not detailed? If any of the boxes below are ticked the impact is low and the Equality and Diversity Impact Assessment must be reviewed every 3 years. Low - Administration processes? - Any other low risks? Equality and Diversity Impact Assessment part 2 Consider the community as a whole and each of the protected characteristics: Age (includes all ages), Disability, Gender, Pregnancy and maternity, Race, Religion or belief, Gender reassignment and Sexual orientation, when answering the below: 1. Does this activity present an opportunity for improving equality outcomes for any of the protected characteristics? If so, how? 2. Is there public/political concern in relation to any of the protected characteristics, attached to this activity? If so, what are those concerns? No No Version 1.4 Not Protectively Marked 12

3. What other sources of information have been used in the development of this procedure i.e. HMIC Inspection Reports, Home Office Circulars? Not Protectively Marked Health and Safety at Work Act. HSE guidelines 4. Does the procedure relate to the use of a statutory power? If so, under what circumstance could discrimination be acceptable? 5. What data collection process exists for this procedure? How is the data monitored to ensure that the impact is not discriminatory or disproportionate? e.g. Use of community intelligence. If reviewing the procedure what are the results of the monitoring? 6. What evidence is there that actions to address any negative effects in one area may affect other areas of equality? 7. When the Race and Diversity impact assessment has included consultation, who was consulted? (Include a summary of the key points) 8. Has the procedure been altered following the consultation? (Include a summary of the key changes) 9. Has feedback been given to the groups involved in the consultation? No Data collection is through the NSPIS HR TAS system. Data is monitored by the Single Point of Contact to ensure that there are enough qualified people to meet legislative requirements. None at present. All of the people on the consultation list. No Yes Date Impact Assessment completed: 14 February 2011 Version 1.4 Not Protectively Marked 13