Key Takeaways for Workplace First Aid Policy
- Define Purpose & Scope: Clearly state the policy’s objectives, applicable worksites, and who it covers.
- Assign Responsibilities: Outline employer duties, designated first aider roles, and staff reporting obligations.
- Stock Equipment & Facilities: Ensure first aid kits, AEDs, and private treatment areas are available, marked, and checked monthly.
- Implement Training & Refresher Schedule: Maintain HLTAID011 and HLTAID009 certifications, with full refreshers every 3 years and CPR annually.
- Set Incident Response Procedures: Detail step-by-step actions, reporting forms, and privacy protocols for all first aid events.
- Review & Update Regularly: Commit to annual reviews or updates after major incidents, legislative changes, or staffing shifts.
Why Every Business Needs a First Aid Policy
Would your team know what to do if someone collapsed at work?
What if a worker had a severe allergic reaction or sliced their hand open on site?
Emergencies happen fast — and when they do, your business needs more than just a dusty first aid kit in the kitchen.
A clear, well-structured workplace first aid policy helps ensure your staff are ready to respond, your legal bases are covered, and your organisation meets Australian national WHS standards.
Under Australian health and safety laws, all employers are required to provide appropriate first aid resources, training, and procedures.
But compliance isn’t the only reason to get your policy right — it’s also about protecting your people and reducing risk.
In this guide, we’ll walk you through exactly what to include in your workplace first aid policy, what Safe Work Australia recommends, and how to make sure your business is compliant — and confident — in a medical emergency.
What the Law Says About First Aid in the Workplace (Australia-Wide)
In Australia, first aid in the workplace isn’t optional — it’s a legal obligation.
Under the Model Work Health and Safety (WHS) Regulations, specifically Regulations 42 and 43, every person conducting a business or undertaking (PCBU) must ensure that:
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First aid equipment is provided and accessible,
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Facilities for administering first aid are available, and
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An adequate number of trained first aiders are present in the workplace.
These requirements are outlined in the Code of Practice: First Aid in the Workplace, developed by Safe Work Australia. While most states and territories follow the Model WHS laws, it’s important to note:
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Victoria and Western Australia have their own WHS legislation, but the obligations are broadly similar.
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Individual state regulators (like WorkSafe Victoria, SafeWork NSW, and WorkSafe QLD) may issue additional guidance or sector-specific requirements.
Quick summary of legal duties:
| Requirement | Description |
|---|---|
| First aid kits | Must be stocked appropriately, clearly marked, and easily accessible. |
| Facilities | Suitable spaces (e.g. clean, private room) must be available if needed for administering first aid. |
| Trained personnel | Staff must be trained in nationally recognised first aid courses (such as HLTAID011 or HLTAID012), with refresher training maintained. |
| Policy and procedures | Employers should document how first aid is managed in their workplace. This is not only best practice — it’s expected in many industries. |
📌 Need to check your specific state?
Visit your regulator’s website for localised info:
What to Include in Your Workplace First Aid Policy
A strong workplace first aid policy isn’t just about ticking boxes — it’s about ensuring everyone in your organisation knows what to do when it matters most.
Whether you’re a small business or a large enterprise, your policy should be clear, practical, and tailored to your specific work environment.
Here’s what your policy should include:
1. Purpose and Scope
Start by outlining why the policy exists and who it applies to. This sets the tone and provides context.
Example:
“This policy outlines the first aid procedures for [Company Name], to ensure compliance with WHS laws and the safety of all employees, contractors, and visitors across all worksites and offices.”
If your business operates across multiple locations or sectors (e.g. office, warehouse, on-site), make that distinction clear.
2. First Aid Responsibilities
Spell out who is responsible for first aid at each level of the business:
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Employer / PCBU: Ensure appropriate resources, training, and procedures are in place.
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First Aiders: Respond to incidents, maintain kits, and stay current with certification.
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All Staff: Report incidents promptly and follow safety procedures.
You might also include how often roles are reviewed or reassigned.
3. First Aid Equipment and Facilities
Detail what equipment is provided, where it’s located, and how it’s maintained:
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Minimum kit contents (based on Safe Work Australia’s recommendations)
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Locations of kits and signage
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Defibrillators (AEDs) if provided — include training requirements
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Procedures for monthly inspections and restocking
Tip: Include an appendix or separate document with your first aid kit checklist.
4. First Aid Training Requirements
Explain the level of training required and how often it should be refreshed.
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Basic first aid: HLTAID011 Provide First Aid
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CPR refresher: HLTAID009 annually
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Childcare-specific training: HLTAID012 for educators and carers
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Refresher frequency: Full certs every 3 years, CPR every 12 months
Also include your process for onboarding new staff and tracking certifications.
5. Incident Response and Reporting
Describe what should happen immediately after an incident:
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Who provides treatment
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When emergency services should be contacted
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How incidents are recorded (e.g. incident report forms)
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Privacy and record-keeping protocols
Make sure staff know how to escalate serious incidents and who to notify.
6. Policy Review and Updates
Good policies evolve. Set a review timeline and assign responsibility.
Example:
“This policy will be reviewed every 12 months or following a major workplace incident, legislative change, or significant staffing shift.”
Free Workplace First Aid Policy Checklist
Not sure where to start?
Use this simple checklist to build or review your workplace first aid policy.
It’s based on Safe Work Australia’s national Code of Practice and designed to suit businesses of all sizes.
✅ Workplace First Aid Policy Checklist
🟩 Policy Structure
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Policy includes a clear Purpose and Scope
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Lists relevant roles and responsibilities
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Includes a review date and designated reviewer
🟩 Equipment and Facilities
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At least one compliant first aid kit is available per work area
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Kits are clearly marked and easily accessible
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AED (Defibrillator) available if required
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First aid kits are checked and restocked monthly
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A clean and private first aid room is available if needed (larger workplaces)
🟩 Training and Certification
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At least one staff member per shift is trained in HLTAID011 or higher
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CPR (HLTAID009) is refreshed every 12 months
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All first aiders have up-to-date certificates
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Training needs are reviewed regularly (e.g. onboarding, role changes)
🟩 Response and Reporting
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Clear steps for responding to incidents
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Emergency contacts are displayed near kits and in high-risk areas
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Incident forms are available and completed when needed
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First aid treatment records are stored securely and confidentially
🟩 Review and Compliance
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Policy is reviewed at least once every 12 months
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Complies with Safe Work Australia’s Code of Practice
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Policy aligns with state-specific WHS regulations where applicable
Need help putting this into action?
NFAC can help your business meet all first aid obligations — from policy development to training your entire team. Contact us today to speak with a training advisor or request a custom workplace quote.
What Most Businesses Get Wrong When It Comes to First Aid Training
“We walk into a lot of workplaces where the policy looks great on paper—but when you ask someone where the first aid kit is, they look around blankly. That’s usually the first red flag.”
One of the most common gaps we see isn’t a lack of good intention — it’s the disconnect between the policy and the people who are meant to follow it.
Here are a few things we regularly find missing or overlooked on-site:
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First aid kits that are expired, empty or hidden in a back office
Businesses tick the compliance box once, then forget about monthly checks — especially when staff change over. -
Staff unaware they’re the designated first aider
Just because someone did a course three years ago doesn’t mean they’re ready or confident today. -
New staff not told where to find kits or emergency procedures
Inductions often skip basic but crucial first aid details — especially in high-turnover industries. -
No CPR refresher within the past 12 months
We regularly meet trained staff whose CPR knowledge has faded. In an emergency, those seconds count.
“Your first aid policy shouldn’t just live in a binder — it needs to live in your workplace culture. Everyone should know where the kit is, who to call, and what to do. That’s when the training really makes a difference.”
At NFAC, our trainers work with businesses across every industry — and we’re happy to provide practical advice to help you build a policy that works in the real world, not just the audit checklist.
How Many First Aiders Do You Need in the Workplace?
There’s no one-size-fits-all number — but Safe Work Australia provides clear guidelines based on two main factors:
Risk level of your work environment (low vs high risk)
Number of workers present at any given time
Use the table below as a practical guide:
First Aid Requirements by Workplace Type
Risk Level Number of Workers Minimum First Aiders Recommended Low Risk 1–50 1 51–100 1 additional first aider 100+ 1 additional per 100 workers High Risk 1–10 1 11–50 2 50+ 1 additional per 50 workers Examples of low-risk workplaces: Offices, retail shops, consulting firms
Examples of high-risk workplaces: Construction sites, factories, warehouses, electrical work
Other Factors to Consider
You may need more first aiders than the table suggests if:
You operate across multiple floors or separate buildings
Staff work shifts, remote, or offsite
You have vulnerable workers (e.g. elderly clients, students, children)
There are known hazards (chemicals, heights, heat, etc.)
We recommend conducting a First Aid Risk Assessment — or you can contact NFAC to help you determine the right coverage based on your site, team, and industry.
FAQs: Workplace First Aid Policies in Australia
Do small businesses need a formal first aid policy?
Yes — even if you only have a few employees, you’re still legally required to manage first aid risks under WHS laws. A written policy doesn’t need to be complex, but it should clearly outline what’s available (e.g. kits), who’s trained, and how incidents are handled. It’s also useful during audits, inspections, or onboarding new staff.
How many first aiders does a workplace actually need?
There’s no fixed national number — it depends on factors like:
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Size of workforce
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Nature of work (e.g. high-risk vs low-risk)
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Workplace layout (multiple levels, sites, or remote teams)
As a guide, Safe Work Australia suggests one trained first aider per: -
10 workers in high-risk environments
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50 workers in low-risk settings
We can help you assess what’s appropriate for your team.
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What’s the difference between a first aid procedure and a first aid policy?
Your policy is the big-picture document that outlines responsibilities, equipment, training, and compliance.
Your procedures are step-by-step instructions for what to do in specific situations — like responding to a choking incident or calling emergency services.Both are important, but many businesses only have procedures posted on the wall — not a full, updated policy.
Do I need to include contractors and casual staff in our first aid policy?
Yes — if they’re on-site, they should be covered. Under WHS law, employers have a duty of care to all workers, not just permanent employees. That includes labour hire, subcontractors, volunteers, and anyone else carrying out work for your business.
Is first aid training tax-deductible for businesses in Australia?
In most cases, yes — workplace safety training, including first aid, is typically considered a legitimate business expense and may be tax-deductible. Always check with your accountant or bookkeeper to confirm your eligibility.
What’s the best way to keep track of staff certifications and expiry dates?
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Maintain a training register with names, course types, and renewal dates
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Use calendar reminders or HR software to notify when CPR or full course refreshers are due
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For larger teams, consider assigning one staff member to oversee all compliance-related records
We also offer support and reminders for corporate clients — ask us about setting that up when you book.
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Can I combine CPR and full first aid training in one corporate session?
Yes — we regularly run blended corporate sessions where some staff complete the full HLTAID011 course, while others just do CPR (HLTAID009). It’s a cost-effective way to meet varied compliance needs across your team.
Book Workplace First Aid Training with National First Aid Courses
A first aid policy is only useful if your staff are trained to act when it matters. That’s where we come in.
At National First Aid Courses, we deliver workplace-first training that’s fast, compliant, and nationally recognised. Whether you’re a small business needing one or two team members certified, or you’re rolling out training across multiple sites — we make it easy to get it done.
Our training options include:
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Daily first aid courses — Available across NSW, VIC and QLD, ideal for individuals and smaller teams.
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Corporate bookings — We deliver training on-site, at your workplace, tailored to the real risks your staff face.
We offer same-day certificates, competitive group pricing, and flexible scheduling to reduce downtime — without cutting corners on safety or compliance.
As a government-approved RTO (41072), we meet all national training standards. More importantly, we train your staff to respond confidently in real emergencies — not just pass a course.
Want to book a private first aid course at your workplace or preferred location?
Call 1300 623 613, email admin@nfac.edu.au, or enquire here and we’ll help you organise the right course for your team.
Get Government-Approved First Aid Training at a Location Near You!
If you’re writing or reviewing a workplace first aid policy, the next step is ensuring your team is properly trained.
At National First Aid Courses, we deliver practical, nationally recognised first aid training that meets Australian WHS requirements — with same-day certification and flexible options to suit your business.
Whether you’re certifying a single staff member or booking onsite training for your entire team, we make it straightforward, compliant, and efficient.
As a Registered Training Organisation (RTO 41072), our courses are designed for real Australian workplaces — with face-to-face instruction, experienced trainers, and convenient delivery across NSW and QLD.
Support your policy with real capability.
Book a first aid course below or speak with us about workplace training options for your team.
📞 1300 623 613
📧 admin@nfac.edu.au
