How many first aiders do you need? Does your office need a first aid box? Which first aid certificate is valid? First aid is one of the most common gaps we find when we check small business safety files, and one of the easiest to fix. Here is what South African law requires.
The law: General Safety Regulation 3
First aid at work is covered by regulation 3 of the General Safety Regulations, made under the Occupational Health and Safety Act. In short:
| Number of employees at the workplace | What you need |
|---|---|
| More than 5 | A first aid box, at or near the workplace and easy to reach |
| More than 10 | A trained first aider, readily available during normal working hours |
| Shops and offices | At least one first aider for every 100 employees |
| Other workplaces (workshops, factories, sites) | At least one first aider for every 50 employees |
These are minimums. Your risk assessment may show you need more, for example if you work shifts, have several floors or buildings, or your work is high risk.
Which first aid certificate is valid?
A first aider must hold a valid certificate of competency in first aid from a training provider approved by the Department of Employment and Labour. Since 2021, workplace first aid training has been based on accredited unit standards, offered by QCTO/SETA-accredited, Department-approved providers. The courses are still commonly called Level 1, 2 and 3. Certificates are usually valid for three years, so keep a register of expiry dates.
If your work involves hazardous chemicals, pesticides or biological agents, your first aiders must also be trained in how to deal with injuries from those substances.
The first aid box
- The contents must follow the minimum list in the annexure to the regulations. Shops and offices may keep smaller quantities of some items.
- Don’t add tablets or medicines. Oral medication is not part of the prescribed list.
- Check the box monthly, restock it after every use, and record the check.
- Keep a register of what was used and for whom. It’s useful evidence if there is a COID claim later.
Signs, eye-wash stations and showers
- Display a clear notice showing where the first aid box is and who the first aider is.
- Where employees could get hazardous chemicals or biological agents in their eyes, an eye-wash facility must be close by.
- Where there is a risk of large amounts of these substances on the skin, a deluge shower or similar facility is required.
- Employees must be shown how to use these facilities.
What should be in your safety file?
- Written appointment of each first aider
- Copies of their valid first aid certificates
- First aid box inspection checklist and register of items used
- Emergency procedure and emergency contact numbers
- Incident records, because injuries that need medical treatment must be recorded. See our guide to incident reporting.
Need first aiders trained? Anavah is a QCTO-accredited training provider. We run first aid, basic fire fighting and health and safety representative training at your premises across the KZN North Coast, uMhlanga and Durban North. The Office & Small Business Safety File includes first aider appointments, first aid box checklists and registers.
Frequently asked questions
How many first aiders do I need for 15 employees?
At least one, because you have more than 10 employees. Many businesses train two so that someone is always available during leave and sick days.
Does a small office with 5 employees need a first aid box?
The legal requirement for a box starts at more than 5 employees, but keeping a stocked box is cheap and sensible for any workplace.
How long is a first aid certificate valid?
Workplace first aid certificates are usually valid for three years. Check the expiry date on the certificate and plan refresher training before it lapses.
Can we keep painkillers in the first aid box?
No. Oral medication is not on the prescribed list of first aid box contents and should be kept out of the box.
Does a first aider need to be appointed in writing?
Yes. A written appointment, signed by the employer and the first aider, together with a copy of the certificate, is the evidence inspectors and clients look for.
